HomeMy WebLinkAbout~Master - Ames Public Library Board of Trustees Minutes of the Regular Meeting 10/20/2016Ames Public Library Board of Trustees
Minutes of the Regular Meeting
October 20, 2016
The Ames Public Library (APL) Board of Trustees met in regular session on Thursday, October
20, 2016 in the Dale H. Ross Board Room, 515 Douglas Avenue, with Acker, Barchman, Briese,
Butler, Campbell, Glatz, Marshall, and Rohret in attendance. Linch was excused. Library
Director Carey and Adult Services Manager Mary Logsdon were also present.
Call to Order: Board President Acker called the meeting to order at 7:00 p.m.
Consent Agenda: Moved by Glatz , seconded by Rohret , to approve the following items
on the consent agenda:
1) Resolution No. 2016-L038 accepting donations:
a) In memory of Mary Jane Pearson from
i) Beverly and Joe Beeman .......................................................... $50.00
ii) Gina Good ................................................................................. $20.00
iii) Helen McRoberts ...................................................................... $50.00
iv) H. Steven Schafer and Annick Dellmann-Schafer ................... $100.00
v) Laura Shanks ............................................................................ $25.00
b) In memory of Liz Schabel from the Serendipity Book Club, for books . $70.00
c) In memory of Mary Jo Vivian from Tom and Susan Harrington ......... $100.00
d) In memory of William Weisshaar from
i) Mr. & Mrs. Jim Atwood ............................................................. $50.00
ii) Margaret Baker .......................................................................... $5.00
iii) Roger & Corry Bertelsen .......................................................... $20.00
iv) Kevin and Rhonda Bjornsen..................................................... $40.00
v) Robert and Margaret Borgmeyer .............................................. $25.00
vi) Janet and David Bunker ........................................................... $20.00
vii) Lynne Carey ............................................................................. $20.00
viii) Roger & Donna Cheers ............................................................ $20.00
ix) Mary Lou and Ron Cheers ....................................................... $25.00
x) LaDonna and Norman Clark..................................................... $50.00
xi) Dave Davies ........................................................................ $1,000.00
xii) Barbara and William Duff ......................................................... $25.00
xiii) Elaine Dunn.............................................................................. $25.00
xiv) Mary Fawkes ............................................................................ $25.00
xv) Sharon and Thomas Fenton..................................................... $25.00
xvi) Martha Geist ............................................................................. $25.00
xvii) Jeff and Anne Goldsberry ........................................................ $50.00
xviii) Sharon Grossman .................................................................... $10.00
xix) Barbara and Karl Gwiasda ....................................................... $50.00
xx) Robert and Elizabeth Hall ...................................................... $150.00
xxi) Norma Hanke ............................................................................ $25.00
xxii) Linda Hennings ........................................................................ $20.00
xxiii) Alice Hinz ................................................................................. $25.00
xxiv) Susan and Edward Jones ........................................................ $20.00
xxv) Mary Jane Kruger ..................................................................... $25.00
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xxvi) Bill & Jane Linthicum ................................................................ $20.00
xxvii) Frank & Judy Maly ................................................................... $15.00
xxviii) Audrey and Stephen Marley ..................................................... $25.00
xxix) Mary and Peter Matthews ........................................................ $10.00
xxx) Sandra and George McJimsey ................................................. $25.00
xxxi) Connie and Derald Merrill ........................................................ $20.00
xxxii) Mary and Dean Metzger ........................................................... $20.00
xxxiii) Bill & Janice Miller .................................................................... $20.00
xxxiv) Mr. & Mrs. Jim Moreland .......................................................... $50.00
xxxv) Eileen & Don Muff .................................................................... $25.00
xxxvi) Linda Murken ........................................................................... $25.00
xxxvii) Anita Nichols ............................................................................ $25.00
xxxviii) Rosemary Parker ..................................................................... $10.00
xxxix) Ann and Jerry Patterson .......................................................... $20.00
xl) Randi and Steven Peters ......................................................... $40.00
xli) Carol Pugh ............................................................................... $10.00
xlii) Louis Richert ............................................................................ $10.00
xliii) Bev Ross .................................................................................. $30.00
xliv) Claudia Schomaker .................................................................. $50.00
xlv) Mary and Tom Scott ................................................................. $40.00
xlvi) Helen Seim................................................................................. $5.00
xlvii) Diana Shonrock ........................................................................ $25.00
xlviii) Dr. William and Linda Stewart ................................................... $30.00
xlix) Joyce and Darrel Webb ............................................................ $15.00
l) Diana and Mark Weber ............................................................ $25.00
li) Kathy and Fred Weisshaar ....................................................... $25.00
lii) Cliff Weisshaar ......................................................................... $50.00
liii) Don and Mary Ellen Wishart..................................................... $20.00
liv) Toni Zarr .................................................................................. $10.00
e) In memory of Zippy from Sue Benson and friends, for books ............ $100.00
2) Motion approving minutes of the regular meeting of September 19, 2016
3) Motion approving payment of claims 9/1/2016 – 9/30/2016
Vote on Motion: 7-0. Approved unanimously and adopted.ad
Public Forum: None.
Financial Reports: Trustee Briese said that spending from the operating budget for the current
fiscal year is on track, or even slightly low. He explained that the Finance Department has
eliminated the separate account for Bequest funds, now that the building project is nearly
complete, so all bequests, donations, and grants appear in a single column on the report. The
various pools of money are still broken out in the Detail Report, and the Board will have an
opportunity to consider what to do with them in the future
Carey reminded the Board that bequests and donations are entirely under the control of the
trustees, although the Director has been given authority to spend up to $10,000 per year. She
said that a joint meeting will take place between the APL and APLFF Finance Committees,
because APLFF also receives donations and bequests. They are to be used to benefit the
library and donor intent is always honored, but Carey said the two funding groups should be
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looked at in tandem in planning for the library’s needs in the next few years. Briese said the two
committees also want to discuss strategies as to how funding requests are presented, and
Carey added that a conversation is needed about risk tolerance.
Ames Public Library Friends Foundation (APLFF) Report: Butler reported on the meeting of
October 13, at which Development Officer Beck presented her current and long-range goals,
Carey gave an update on Library activities, and Teen Advisory Group representatives gave a
final report on the Harry Potter 5K, which netted $3,100 in income. APLFF’s 990 Financial
Review was approved. Butler said the Sales Committee has been holding successful small
sales and the next big sale will take place November 4-7. The Fundraising Committee reported
that there were 52 in attendance at the October Author Café and the Beyond Words event was
discussed. Carey stated that donations from the spring mailing continue to come in and $25,906
has now been received.
Art Committee Report: Acker and Campbell stated that Beyond Words: A Celebration of Art in
the Library was well attended and very successful—the ambiance was very pleasant and it
seemed that everyone had a great time. Comments about the artwork, opportunities to visit with
the artists, the silent auction, music, desserts, and fully trained beverage servers were all
positive. Acker complimented the committee on doing a terrific job of finding sponsors and
keeping expenses low.
Administration Report: Carey said staff is developing the budget for next fiscal year, and
considering adjustments for this year. She explained her system of rotating managers through
two-year terms on the team to build bench strength and begin succession planning. Though the
Library will not submit Capital Improvement Plan requests this year, Carey said she took the
City Manager on a walk through the building to discuss future needs and staffing levels.
Carey reported on the finding of fleas in the building, stating that staff did an excellent job of
working with City Administration, engaging the pest control company, and keeping the public
safe. She explained the extermination process that took place and said one more spraying will
be done in select areas. Carey said that experts are still puzzled about the incident because
they do not believe the Library has an environment that should support fleas.
Carey said the previous week’s events—Author Cafe, Gloria Steinem presentation, and Beyond
Words—affected a lot of people in a positive way and the programs coming up next week
featuring Margaret Atwood and George Guidall promise to do likewise. The Library’s “learn
more before” programs and displays aim to help people get more out of these experiences.
Carey spoke about a survey that went out to all library staff members and will be used by the
managers to help develop a communications plan. It also encouraged employees to think about
their job satisfaction and readiness/willingness to move to a different kind of model in serving as
hosts to library visitors. Developed by the Library’s HR interns and Dr. Kathy Hannish at Iowa
State University, Carey said the results should serve as a base line and could be repeated on
an annual basis to help inform initiatives.
For four Saturdays prior to the upcoming General Election, Carey said the Library is serving as
a satellite voting location for Story County voters. The Library has also had informational kiosks
from the Story County Auditor in place. The League of Women Voters offered to provide voter
registration and Carey said she was working with them to provide the public with access to non-
partisan information.
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Carey advised the Board that the Library had suffered a Denial of Service attack the previous
Tuesday. Iowa Communications Network (ICN) notified staff that the Library had an
unauthorized entry and applied mitigation measures. The attack finally ended after incoming
communications from China, Russia, and Iran were blocked. ICN and Oxen Technology
continue to monitor the activity.
Carey noted that three employees represented APL in the larger library world earlier this month:
Cathy Van Brocklin gave a presentation on outreach activities and Seth Warburton participated
on a panel about readers’ advisory at the Iowa Library Association Conference; Tracy Briseño
presented “Getting Materials Back on the Shelf and People Back in the Door.” at the Back in
Circulation Conference.
The final building project activity was the installation of acoustic tiles for sound mitigation in the
Storytime Room, which Carey said was finished the previous Thursday, one day before the
Beyond Words celebration. She felt it was an excellent example of a practical application that
was made artistic. Library staff member Chris Robinson created the design, which turned out
very well and Carey reported that the panels noticeably reduce sound.
Carey said that Brad Heemstra has been working for over a year to help the Library resolve
some lingering warranty issues. After a representative from Samuels Group finally came last
week, inspectors found and repaired eight different sources of leaks. She added that
recommendations were made for a new roof inspection and some corrections that should be
made now in order to prevent future problems.
Strategic Planning Report: Carey distributed the working copy of the Strategic Plan, which
includes priorities, initiatives, activities, and tasks. She said the managers have corresponding
work books and are developing a system of tracking to visually represent where the Library is.
Updates for this month included:
• A meeting held with the Dean of ISU Parks Library that resulted in an agreement to
reinstate bicycle delivery for interlibrary loan and to have the APL Bookmobile on
campus.
• Progress on the adult literacy program partnership with Des Moines Area Community
College (DMACC). The Library is starting to recruit volunteer tutors who will be trained
and certified through the state program for adult literacy by Anneke Mundel of DMACC.
Mundel will pair the students and tutors. APL will purchase materials that will be effective
for the tutoring pairs and provide the facility. The program, which is expected to begin in
early November, will help APL reach a target audience of new adult readers.
• Some new Bookmobile stops are now in operation. Carey said business has been slow
at Ames Middle School and Ames High, but a bookmobile intern has been employed
who will promote those stops. The Bookmobile has also been included in some school
events and Carey said 124 people visited when the Bookmobile was parked outside
during the Edwards Fall Carnival.
• All Ames schools now have places where checked-out Library items may be returned.
Teachers have also been invited to let APL know what they need to support their
curriculums, and drop-off places have been set up in the administrative offices. Included
in some events.
• Good progress continues to be made with APLFF in terms of policy development,
fundraisers, and longer-range budget planning.
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Board Education: Adult Services Manager Mary Logsdon spoke about APL’s outreach to
seniors. She said the Library does not plan programs or provide services specifically for senior
citizens, but is committed to providing programs and materials to individuals through all stages
of their lives. She illustrated how that is being done successfully through:
• Personalized home delivery services to homebound individuals;
• 14 “deposit collections” of Library materials at retirement and residential facilities, fire
stations, and Mary Greeley Medical Center;
• The diverse range of Library programs;
• Volunteer opportunities; and
• Participation in the annual Senior Expo.
Logsdon said Adult Services is just beginning to work on establishing partnerships with local
entities such as ISU Extension and Meals on Wheels/Mary Greeley Medical Center that are
interested in longevity and wellness, both physical and cognitive.
Trustee Comments:
Glatz said the Author Tea was very fun.
Rohret thanked everyone who worked on Beyond Words –he said it was a lovely event.
Acker complimented a staff member who she felt expertly handled a mentally ill individual who
entered the building during the Author Tea.
Adjournment: The meeting was adjourned by consent at 8:29 p.m.
The next regular meeting will be on Thursday, November 17, 2016, at 5:30 p.m., in the Dale H.
Ross Board Room, Ames Public Library, 515 Douglas Avenue.