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HomeMy WebLinkAbout~Master - Ames Public Library Board of Trustees Minutes of the Regular Meeting 07/21/2016Ames Public Library Board of Trustees Minutes of the Regular Meeting July 21, 2016 The Ames Public Library (APL) Board of Trustees met in regular session on Thursday, July 21, 2016, in the Dale H. Ross Board Room, 515 Douglas Avenue, with Acker, Barchman, Briese, Campbell, Glatz, and Rohret in attendance. Butler, Linch, and Marshall were excused. Library Director Carey and Assistant City Manager Brian Phillips were also present. Call to Order: Board President Acker called the meeting to order at 7:00 p.m. Assistant City Manager Brian Phillips introduced himself. Consent Agenda: Moved by Rohret, seconded by Glatz, to adopt a resolution approving the following items on the consent agenda: 1) Resolution accepting donations: a) Henney Irrevocable Trust .............................................................................. $1,802.87 2) Motion approving minutes of the regular meeting of June 16, 2016 3) Motion approving payment of claims 6/1/2016 – 6/30/2016 Vote on Motion: 5-0. Resolution No. 2016-L029 approved unanimously and adopted. Public Forum: None. Board Education: Dr. Constance Beecher, Assistant Professor in the School of Education at Iowa State University (ISU), spoke about Small Talk, an early literacy pilot project aimed at helping parents of children ages 0-30 months provide a more enriching home language environment. The project is collaboration between APL, Raising Readers in Story County, and ISU. It is funded by grants from the LENA Research Foundation and an anonymous foundation. Ames Public Library Friends Foundation (APLFF) serves as the program’s fiscal sponsor. Beecher stated that children coming from homes with fewer resources hear fewer words and have fewer interactions, which results in their having reduced vocabulary and a learning gap when they enter school. She explained how the Small Talk Program attempts to narrow that gap. She noted that a community model is being used, with training taking place at the Library, and Beecher hopes to make Ames a training center for other Iowa libraries. Kay Marner, the Library’s Small Talk Project Coordinator, handed out a brief summary of the program. She said that 22 volunteers have gone through a back-ground check and are helping with the program at APL. Ames Public Library Friends Foundation (APLFF) Report: Acker stated that almost $30,000 was raised by fundraising efforts in June and July. She also reported that the directors agreed to make a substantial contribution for book club books, the Mango Language database, and other requests that were made by the Board of Trustees; heard about the Teen Advisory Group’s Harry Potter-themed run on September 17; and opted to keep last year’s officers on in the same roles. She noted that 78% of the Library’s trustees made contributions to APLFF this year and encouraged everyone to consider making a meaningful donation. Carey added that the fundraising team has reached out to nearly everyone in the attempt to wrap up the Library Renewal Project pledges. She said the fundraising feasibility consultant had told them they should expect to write off about 5% of the pledges, but it turned out that the write- 2 off was only about one quarter of one percent—a statistic Carey believes is a testament to the kinds of people that live in the Ames community and how they feel about the Library. Art Committee: Acker reported that the Art Committee (Acker, Barchman, Campbell, Carey, and Stow) had met and talked about works that the Library already owns. She said they will begin the process of deaccessioning certain items in accordance with City of Ames policies. Rotating displays, funding, and other procedural details are under discussion. Strategic Planning Report: Customer Accounts Services Manager Tracy Briseño spoke about the Strategic Plan Task List that was included in the packet and the introduction, which describes the framework for tackling the activities. She also distributed Strategic Plan Priorities. Briseño said the Plan is intended to span approximately three years, but the tasks and activities are organized in phases, rather than being tied to specific dates or deadlines. Phase I includes the top priorities and things staff is already involved in. Phase II and Phase III will tie back to things that have been accomplished. The trustees noted that the list was quite long and there was discussion about how elements of the plan fit into the day-to-day work of the staff. Briseño replied that the tasks don’t start from scratch—staff is already actively engaged in the priorities while gaining background in preparation for those that are coming. For example, Briseño stated that her department has been working on new Bookmobile schedule for the last year, but is already thinking about the next focus, which will be on helping people be responsible Library users. When asked which elements in the plan might fail if others didn’t engage, Briseño said the plan allows for flexibility. She said that one element of the plan is to reach out to the multi-lingual community, but if it were to turn out that a targeted population didn’t really care about coming to the Library, efforts could be placed elsewhere. She said it would still be possible to say, “We identified them, we identified their needs, they declined,” and then move on. In other situations, it might be that the exact nature of the interactions with a community would change, but the roadmap would still exist. Carey stated that everything going on at the Library now ties into the Plan, but the Plan also allows the opportunity to say “no”—or “no for the moment”—if something is not included. There was discussion about the nature and frequency of future reports to the Board. One trustee suggested that they be visual, possibly color coded, and another expressed interest in having data and statistics that would be helpful to the trustees when they talk to the community. Administration Report: Updating the Board on recent activities, Carey said the Tim Read mural was unveiled on July 9. It is visually exciting and has elicited a very positive response from community. Newbury-award-winning author Matt de la Peña conducted three programs and joined a small group for lunch on June 30. She said his presentations were entertaining and inspiring, and the kids were engaged and involved. Carey credited Teen Librarian Tanvi Rastogi for handling all the details, getting the audience excited, and giving an eloquent introduction. The first Small Talk graduation took place took place on June 25. Carey said the kids came dressed up and received stuffed elephants from the LENA Foundation; the parents received flowers and graduation certificates. Thirteen families participated and more than half have signed up for the “graduate” classes, through which they may earn an “MBA” (My Baby is Awesome) degree. The second class has begun and two new cohorts will be starting in the fall. 3 Carey stated that the last week of the formal APL-Y (summer youth volunteer) program will begin on July 25. Seventy-five (75) youths participated this summer. Efforts on fall program planning are beginning now. Carey advised that APL is currently participating in a variety of undertakings that serve the larger community, including: • The downtown response to homelessness and how to provide appropriate/necessary services. Mary Logsdon represents APL on that group. • The conversation about racism in the community being sponsored by the Ames Progressive Alliance and Body of Christ Church. Carey participated and felt it was a good first step for the community. • “Start Up Ames,” a Chamber of Commerce event aimed at informing technology entrepreneurs about services available in Ames and learning what their needs are. This was also attended by Logsdon. • The Ames Mid-Iowa Organizing Strategy (AMOS) group, which aims toward meeting the needs of underserved immigrant and undocumented members of the community. • Public education and opportunities for conversation that the City Council charged the Human Relations Commission to do following the recent display of the confederate flag at a Main Street Cultural District event. Carey said the Commission will be planning some activities in the next couple months and she will see how the Library can slot in. Carey said that Ben Schrag, who has been a presenter for Project Smyles, accepted the open Clerk position in Youth Services and will begin next week. An offer for the vacant Librarian position in Adult Services is under negotiation. Drawing attention to the year-end circulation statistics, Carey said the total was slightly down compared to last year, but she did not find it concerning, as there is a lot of Library usage not related to circulation. Data is still be compiled on usage of computers, meeting rooms, databases, and program attendance. Borrowed materials obtained through inter-library loan are included in the circulation statistics by collection type, but further break-down of borrowing and lending will be included in the statistics that are still being compiled. Building Project Update: Carey reported that funds were carried over into the current year from Fiscal Year 2015/16 for installation of sound mitigation panels in the Storytime Room, work of the construction advisor (who is still helping with an issue related to a leak), and the architect (if needed). She will continue to work with City Administration on the close-out. FY17 Polaris Software Maintenance Agreement Renewal: Moved by Briese, seconded by Campbell, to adopt a resolution approving the purchase of fiscal year 2016/17 annual maintenance and subscription serves for the Polaris Integrated Library System from Innovative Interfaces, Inc., and authorizing payment of the invoice in the amount of $27,079. It was explained that the integrated library system handles check-out, check-in, catalog records and their presentation to the public, acquisitions tracking, and allows for management of the entire relationship between the customer and Library materials. Vote on motion: 5-0. Resolution No. 2016-L030 approved unanimously and adopted. Memorandum of Understanding (MOU) with APLFF for Fiscal Year 2016/17: 4 Moved by Glatz, seconded by Rohret, to adopt a resolution approving the MOU with Ames Public Library Friends Foundation for fiscal year 2016/17 as presented/amended. Carey stated that the wording changed only with respect to the dates and the annual cost. Members of staff tracked their time to determine a fair value and the charge reflects their raises. She said that the Library recognizes the benefit have having a close relationship with APLFF; having staff involved and compensating the Library for their work is recognized as a benefit by the Foundation, as well, so both parties are pleased with the arrangement. Vote on motion (as presented): 5-0. Resolution No. 2016-L031 approved unanimously and adopted. Appointment of Director Evaluation Committee (DEC): Acker distributed an updated committee list and stated that she, Glatz, and Rohret would form this year’s DEC. Request to Serve Alcohol at a Gala Event: Acker said a small committee would like to plan a gala event at the Library on an evening in October. It would offer an opportunity to showcase the new artwork in the Library with the artists present. The concept is for a low-key social event on a Friday evening with a silent auction. The committee believes it would be more successful if adult beverages were served, although there would also be desserts and non-alcoholic options. Moved by Campbell, seconded by Glatz to adopt a resolution granting permission for the Ames Public Library Friends Foundation to host a gala event at the Library in celebration of new art installations and for fundraising on a date to be determined. The Board also affirms its support of an application for a temporary license to serve beer and wine on the premises during the event. There was discussion about the successful gala that was held prior to the Grand REopening in 2014. Acker noted that that was a more substantial event which included food. This time, it would only be two hours long, but would also serve as an opportunity to invite supporters to celebrate the Library within its walls, and for APLFF to reconnect with donors and lay the groundwork for future fundraising. Carey said that Board approval of the concept was important because permission must also be sought from City Council. Vote on Motion: 5-0. Resolution No. 2016-L032 approved unanimously and adopted. Trustee Comments: • Glatz said he was impressed with the detail of the Strategic Plan. • Barchman commented that Small Talk looked like an amazing program for children. Adjournment: Moved by Glatz, seconded by Rohret, to adjourn at 8:33 p.m. Vote on Motion: 5-0. Motion carried unanimously. The next regular meeting will be on Thursday, August 21, 2016, at 7:00 p.m., in the Dale H. Ross Board Room, Ames Public Library, 515 Douglas Avenue.