Loading...
HomeMy WebLinkAbout~Master - Ames Public Library Board of Trustees Minutes of the Regular Meeting 08/18/2016Ames Public Library Board of Trustees Minutes of the Regular Meeting August 18, 2016 The Ames Public Library (APL) Board of Trustees met in regular session on Thursday, August 18, 2016 in the Dale H. Ross Board Room, 515 Douglas Avenue, with Acker, Barchman, Briese, Butler, Campbell, Glatz, Linch, Marshall, Rohret and Library Director Carey in attendance. Call to Order: Board President Acker called the meeting to order at 7:00 p.m. Consent Agenda: Moved by Glatz, seconded by Linch, to adopt a resolution approving the following items on the consent agenda: 1) Resolution accepting donations: a) Ames Garden Club (for two books).................................................................... $33.77 b) From Bill and Lucile Dempsey in memory of Margaret A. Dempsey .......... $1,000.00 c) From Lynn Fawcett ............................................... one book for the library collection 2) Motion approving minutes of the regular meeting of July 21, 2016 3) Motion approving payment of claims 7/1/2016 – 7/31/2016 (FY16 accruals) 4) Motion approving payment of claims 7/1/2016 – 7/31/2016 (FY17) Vote on Motion: 8-0. Resolution No. 2016-L033 approved unanimously and adopted. Public Forum: None. Year-end Financial Report for Fiscal Year 2015/16: Trustee Briese stated that the committee had met with staff for a detailed discussion. He reported that spending increased 7% in fiscal year 2015/16 over 2014/15, which the committee felt was reasonable, since the building was open the full year in 2015/16. The committee was also pleased with the total level of spending— it feels a good goal is to spend 99%-101% of the budget. He also pointed out that 75% of the Library’s costs are related to people (wages and benefits) and said that staff and the committee had conversed about the Library’s current situation and future staffing needs. It was noted that contractual expenses were up 32% but had not reached the budgeted amount. Carey stated that the Library had still been working on the heating and cooling system last fall when the budget was adjusted, and City Administration also added $25,000 for an emergency sewer line repair. The actual costs of natural gas, electricity, and repairs turned out to be lower than anticipated, but staff did not spend down the extra funds. Referring to the small graph on the second page of the report, Carey said that City departments don’t “dip into” extra funds for personnel and benefits, and because the Library had intentionally reserved the excess amounts allocated for utilities and emergency repairs, the year ended with only $4,722 left for discretionary spending. When asked, Carey said that APL’s level of spending for salaries and benefits is typical for libraries. Ames Public Library Friends Foundation (APLFF) Report: Carey reported that the Teen Advisory Group’s Tri W izard Trek fundraiser will begin at 9:30 a.m. on September 17 and a call for volunteers will be going out. She said the Finance Committee received $20,000 in the first installment of a bequest from a former Library Board member. APLFF would like direction from the Board of Trustees on how bequests and other large gifts should be handled in the future, and Carey would like a joint meeting of the two Budget and Finance Committees to be set up soon. APLFF’s year-end report showed that quite a bit of money is now available to provide enhancements to APL services and programs. The committee met with an independent 2 reviewer/auditor earlier this month and his report was excellent. Carey gave credit to Jill Anderson in the Library’s business office and Jennifer Garst, APLFF Treasurer, for their excellent work. Carey also informed the Board that: • The APLFF Sales Committee reported earning over $9,000 last month through the book sale and Literary Grounds. • The APLFF Fundraising Team has received over $21,000 in response to its spring mailing and two fundraising events are on the horizon: the second Author Café on October 8, featuring Ames authors Deb Marquardt and Neil Nakadate; and the gala event to celebrate recent art installations on October 14. • The APLFF Marketing Committee is preparing a promotional packet to let the community know about the programs and services APLFF is supporting and how donations are being spent. • The ad hoc Search Committee hired Elizabeth Beck as APLFF’s new Development Officer. She will start the first week of September. • Library activities are being planning to coincide with the upcoming Author Series APLFF is co-sponsoring with the Iowa State University Lectures Committee: a showing of the film Wild prior to Cheryl Strayed’s presentation on September 15; a presentation on women in politics by Kelly Winfrey from the Carrie Chapman Catt Center prior to Gloria Steinem’s speech on October 11; and a panel discussion about Margaret Atwood’s books prior to her appearance on October 25. • APLFF and Recorded Books will sponsor two programs by actor and audiobook narrator George Guidall on October 26. Strategic Planning Report: Carey said a print version of the Strategic Plan the Board saw last month is being formatted by the APL Community Relations Specialist, a short video to introduce it to staff is being prepared, and work continues on tasks. Administration Report: Carey reported that • City Council approved moving forward with an application for a temporary liquor license for the art gala in October. • Harry Potter-themed Battles of the Books are taking place this week. • A revised Bookmobile schedule will begin on August 22, with new stops at Ames Middle School, Ames High School, and Ames Christian School. The school principals were approached after the Library obtained input from parents and teachers, and there is now good communication about how the Library and schools can provide mutual support. • Two new electronic resources, Consumer Reports (with videos and exciting visuals) and Mango Language Learning (offering 70 languages), have been purchased with funds from APLFF and customers are starting to use them. There was discussion about making these features more accessible via the APL website. • The APLFF-supported program “Arlington and the Tomb of the Unknowns” was attended by 120 people on August 16. Carey spoke at some length about the USDA-sponsored summer food program, which was a tremendous success. She said 37 volunteers worked 276 hours to serve 1524 meals to children and 98 to adults. Sixty-six kids had to be turned away, primarily on two days. She said it was hard to anticipate how many would be coming each day, and USDA rules didn’t allow food to be saved or reimbursement for unused meals. The sponsors (Youth and Shelter Services, United Way, and APL) recently met to evaluate the program and decided to offer it five days per week 3 next year for the entire school summer break. Carey said the meals were sandwiched between library programs this summer, as they will be next year. United Way will attempt to get two AmeriCorps/Vista volunteers next year and the Library plans to add staff at mid-day to help teach library skills and appropriate library behavior. She said there was also discussion about adding “table topic” components to encourage meal-time etiquette and conversation next year. Further news conveyed by Carey was that: • The Person In Charge (PIC) Team has dealt with quite a few behavioral incidents recently and is refining its procedures with the Police Department. • The PICs took a recertification class on first aid, use of automated external defibrillators, and cardio-pulmonary resuscitation earlier in the day. • Staff met with representatives from Des Moines Area Community College and a way has been found to re-start an adult literacy program in October. • Carey has joined the Ames Foundation Board of Directors. • July circulation statistics were down by 2.7% (3,317 items) as compared with last year— all print circulation was down and all electronic resource use except e-magazines was up. Carey said this may be typical across the nation, but she will watch the local trend. Carey said two three-quarter-time employees will soon be leaving the Library and, as usual, the openings are being examined in light of overall Library needs. Carey said she feels APL is extremely vulnerable with only 1.75 full-time employees in Information Technology (IT). She said she would like to take a request to City Council to utilize salary savings that will result from a retirement to increase the Client Support Technician position to full time, a move she said could be done without impacting the budget. The Board was in support of the idea. The Iowa Library Association Conference will take place October 12-14 in Dubuque and Carey said the Library would cover costs for any interested trustees. Building Project Update: Carey said installation of the sound mitigation system is all that remains to be completed before the building project can be closed out. Board Education: Carey reviewed the APL Intern Pilot Program and described some of the work accomplished by 12 individuals who worked over 2,000 hours on information technology, public relations, human resources, digital media, teen services, and Adult Services projects. Carey noted that the Library received some work study reimbursements from Iowa State University last fiscal year, but work study was not a requirement for hiring. She said that there is $28,000 in City funding and unspent money from last year’s Memorandum of Understanding with APLFF in the budget for the current fiscal year. Overall, Carey said she was very happy with the pilot project and felt the Library greatly benefited from the students’ enthusiasm and expertise. The feedback from interns was also positive—they learned a lot and appreciated being trusted enough to receive difficult, meaningful assignments. Carey said she felt the Library stayed true to its goal of offering the interns some real-life experience. Acceptance of Low-vision Reader: Moved by Briese, seconded by Barchman, to adopt a resolution authorizing the Director to accept a low-vision reader donated by Roberta Abraham for use in the Library. Vote on motion as presented: 8-0. Resolution No. 2016-L034 approved unanimously 4 and adopted. Setting the next Regular Meeting at 7 p.m. on Monday, September 19, 2016: Acker stated that a time change is being proposed because the APLFF-co-sponsored presentation by Cheryl Strayed at C. Y. Stephens Auditorium is scheduled at the same time as the Board’s next Regular Meeting. Moved by Marshall, seconded by Barchman, to hold the next Regular Meeting on Monday, September 19, at 7 p.m. Vote on motion: 8-0. Motion carried unanimously. Future Regular Meetings: Acker initiated a discussion about changing the time of future Regular Meetings, noting that the issue has arisen again because another trustee will have a conflict with a class this fall semester. During discussion, it was proposed that the time of one fall meeting be changed and the matter be revisited after December. Moved by Barchman, seconded by Glatz, to hold the Regular Meeting on November 17 at 5:30 p.m. Vote on Motion: 8-0. Motion carried unanimously. Trustee Comments: On behalf of Ames Bicycle Coalition, Rohret thanked the Library for hosting the Safe Routes to School Community Meeting on August 9. Adjournment: Moved by Briese, seconded by Barchman, to adjourn at 8:02 p.m. Vote on Motion: 8-0. Motion carried unanimously. The next regular meeting will be on Monday, September 19, 2016, at 7:00 p.m. in the PEO Room at Ames Public Library, 515 Douglas Avenue.