HomeMy WebLinkAbout~Master - Ames Public Library Board of Trustees Minutes of the Regular Meeting 02/19/2015Ames Public Library Board of Trustees
Minutes of the Regular Meeting
February 19, 2015
The Ames Public Library (APL) Board of Trustees met in regular session on Thursday, February
19, 2015 in the Dale H. Ross Board Room, 515 Douglas Avenue, with Bradley, Budd, Campbell,
Link, Meier, and Stow present. Manus participated by telephone. Acker and Briese were
excused. Construction Advisor Brad Heemstra and Library Director Lynne Carey were also
present. Youth Services Supervisor Jerri Heid attended part of the meeting.
Call to Order: Board President Stow called the meeting to order at 7:00 p.m.
Consent Agenda:
Moved by Meier, seconded by Bradley, to adopt a resolution approving the following
items on the consent agenda:
1) Donations
a) In memory of Ed Fawkes from Marlene and Bill Weisshaar ........................ $25.00
b) In memory of Cynthia Hogan from Marlene and Bill Weisshaar .................. $25.00
c) From Sandra Gossman .................................................................................. $50.00
d) From Alan Maximuk for the collection ........................................................ $120.00
2) Minutes of the regular meeting of January 15, 2015
3) Payment of Claims 1/1/2015 – 1/30/2015
Roll Call Vote on Motion: 6-0 (Bradley, Budd, Campbell, Link, Manus, and Meier voting
aye). Motion approved unanimously. Resolution adopted.
Public Forum: None.
Ames Public Library Friends Foundation (APLFF) Report: Stow reported that 280 gifts
totaling $35,000 were received after the holiday mailing. There are very few outstanding
pledges due for the building project. The search for a new Development Director is in progress,
with interviews planned in March. Stow mentioned many of the activities occupying the Teen
Advisory Group, including planning for the Zombie 5K run next fall. The Sales Committee
earned $2,243 in January, bringing income to $11,500 over the last four months. Stow said the
success can be attributed to the new location and the monthly themed book sales. The first big
sale in this building will be held April 17-20. Stow advised the trustees that earnings on the sales
of household items that people consign to Great Stuff on Main Street may now be designated as
donations to APLFF. Finally, he invited people to mark their calendars for Thursday, April 30, at
7 p.m., when “Churchill: A One-Man Play” will be performed in the City Auditorium.
Administrative Staff Report: Carey reported on recent hiring and said the library is now fully
staffed. Programming is resuming, with English language conversations, Spanish language
story times, and a variety of other activities coming in the spring. Carey noted that the Mayor
highlighted the library as one of the city’s greatest accomplishments in this year’s State of the
Community address.
On President’s Day, the library was closed and staff spent the entire day working together. In
the morning, small groups rotated around to each of five sessions that were led by the
managers and discussed topics related to strategic planning. In the afternoon, training sessions
related to use of the building and work group meetings took place. Carey said the food was a
highlight, and thanked the trustees for providing the wonderful, healthy breakfast.
Agenda Item 2
Carey said that a lot of effort is being put into safety and security at the library now. In the past,
staff at the Adult Services Desk was in charge of the building, but now there is a Person In
Charge (PIC) position that rotates among the librarians and managers. The PIC group has
started meeting to discuss the management of various situations and recently attended a
webinar on library-specific safety issues. Carey applauded the PICs for stepping up to address
difficult situations, when necessary, and for calling the police at appropriate times.
Stow asked if winter weather contributed to customers’ behavior problems. Carey said that
weather was a possibility, but it seemed that most incidents were related to mental health. The
PICs are taking a very proactive approach to making sure they know who is in the building and
interacting with visitors.
Carey distributed a brochure about the Freedom to Read Foundation, which Campbell had
requested at a previous meeting, and encouraged the trustees to read about the various
membership options. She also let the trustees read some of the thank you notes recently
received from children who had toured the library. Carey’s report wrapped up with the
announcement that a $15,000 grant was being awarded by Union Pacific for Project Smyles.
She said the money will be funneled through the APLFF and may be used for salaries.
Jerri Heid joined the meeting at 7:16 p.m.
Heid and Carey spoke about attending committee meetings and continuing education classes at
the American Library Association’s (ALA) Mid-winter Conference in Chicago. Heid related what
she learned at the Harwood Institute’s Initiative on Libraries Transforming Communities and her
experiences at a Martin Luther King, Jr. Celebration, a “day of diversity” event with publishers
and key people in the children’s literature world, and sessions on children’s media. Carey stated
that she serves on the Architecture for Public Libraries Committee, which is planning programs
for the ALA Conferences coming up in June 2015 and June 2016. Both women had the
opportunity to meet with vendors, as well. This year they were able to give feedback about items
APL has recently purchased and receive some in-person training. Carey also attended three
author events. Both Heid and Carey expressed gratitude for the trustees’ support of the
continuing education lines in the budget.
Carey took the opportunity to compliment Heid for stepping in for her at the very last minute to
present the Library’s budget to the City Council earlier in the month. She reported that the
Council asked several questions and ultimately supported the library’s budget as requested.
Heid, in turn, stated that Carey’s leadership through the re-organization, and her honesty and
transparency with City Management, made the process run smoothly.
Trustee Campbell said he appreciates hearing feedback about the conference and hopes that
funding continuing education will remain a priority for the Board; he feels it is one of the top
three or four things the library must do. He also asked that a recommendation about
membership in the Freedom to Read Foundation be included on the March agenda.
Building Project Construction Update: Heemstra said there had been some meetings about
the heating and cooling system in the building because a water-based fluid (glycol) that runs
through the chilled beam system has leaked. He explained the mechanics of the system, which
is a good one for libraries because the humidity fluctuates very little in comparison to traditional
forced air systems. Heemstra said that drips have been noticed in some locations, but in one
case there was a deluge. Carey described an event that occurred one Friday evening near
Agenda Item 2
closing time, in which 20 gallons gushed out of the ceiling over the book stacks. Fortunately,
staff was still present, contractors rushed to assist, and most of the books could be cleaned.
Heemstra stated that MSR (architects), Modus (engineers), Samuels Group (prime contractor),
and ACI (subcontractor) have all put staff to work on solving the problem. There are currently
thought to be two potential causes of the problem and at least one solution has been proposed.
The library has asked for a technical report from the engineer, however. No action will be taken
until APL receives the research, findings, an explanation of the situation, and cost estimates. A
determination about who is responsible for covering the cost will follow. APL has already
indicated that it would like to have any mechanical work done during off hours. Heemstra noted
that the cost could be high and may need to be approved by the City Council. Nevertheless, he
recommended that action be taken as soon as the solution is agreed upon.
Discussion of the situation ensued. It was noted that about $800,000 of project funds remain
and there was general agreement that having a good heating and cooling system is imperative.
Trustee Meier said she still found the outside doors hard to open. Heemstra said there is a
power assist option that could be employed, but sometimes people fall when they are pushing
hard and the door “takes over.” The moving door can then also hit others who may be in the
way. He said he would ask the door installer if there are any other options.
Carey stated that the Samuels Group’s punch list has been drastically reduced and the
remaining items are mostly minor. The contractors are working hard to get the last jobs finished,
but there is a lot of exterior work that cannot be started until the weather warms up. Carey is still
working with the company fabricating the rest of the custom furniture. Many of the fabric pieces
for Youth Services recently arrived. They brighten up the room and increase the amount of
seating.
Carey said a report was received from the consultant helping with technology purchases and
preliminary cost estimates are significantly lower than anticipated. She and Mark Harris will start
working on a request for proposals when Mark returns from vacation.
Investments Policy:
Moved by Manus, seconded by Campbell, to adopt a resolution approving the
Investments Policy as presented/amended.
Stow noted that no changes were proposed; the policy is just up for review on the cycle.
Roll Call Vote on Motion as presented: 6-0 (Bradley, Budd, Campbell, Link, Manus,
and Meier voting aye). Motion approved unanimously. Resolution adopted.
Petition Policy:
Moved by Campbell, seconded by Budd, to adopt a resolution approving to the
Petition Policy as presented/amended.
Linch asked how the inside and outside of the library were defined, and if the public sidewalks
were included in the premises. Carey said that she is working with the Legal Department to
clarify the definition of the sidewalk. There is a line of sight down the sidewalk on Douglas
Avenue, but it is not clearly identifiable by glancing at the pavers at the front entrance. The
definition is important because the location of the sidewalk also pertains to the no smoking
provisions.
Agenda Item 2
Roll Call Vote on Motion as presented: 6-0 (Bradley, Budd, Campbell, Link, Manus,
and Meier voting aye). Motion approved unanimously. Resolution adopted.
Slate of Candidates: The Nominating Committee presented the following slate of candidates
for the 2015/2016 term: President, Jane Acker; Vice President, Kyle Briese; Secretary, Sherry
Bradley. Stow stated that there will be an opportunity to make additional nominations at the
March meeting, when the election and installation of new officers will take place.
Trustee Comments:
Stow suggested that the trustees mark their calendars for the annual Boards and Commissions
Luncheon, which will be held at 11:30 a.m. on March 26, 11:30 a.m. at Gateway Hotel and
Conference Center. The event will be an opportunity to celebrate Harry Budd’s and Sherry
Meier’s long terms of service as Library Trustees.
Adjournment: The meeting was adjourned by consensus at 8:08 p.m.
The next regular meeting will be on Thursday, March 19, 2015, at 7:00 p.m., in the Dale H. Ross
Board Room, Ames Public Library, 515 Douglas Avenue.
Agenda Item 2