HomeMy WebLinkAbout~Master - Ames Public Library Board of Trustees Minutes of the Regular Meeting 04/16/2015Ames Public Library Board of Trustees
Minutes of the Regular Meeting
April 16, 2015
The Ames Public Library (APL) Board of Trustees met in regular session on Thursday, April 16,
2015 in the Dale H. Ross Board Room, Ames Public Library, 515 Douglas Avenue, with Acker,
Bradley, Butler, Campbell, Link, Manus, Rohret, and Stow present. Briese was excused. Library
Director Carey and Customer Account Services Manager Briseño were also in attendance.
Call to Order: Board President Acker called the meeting to order at 7:00 p.m. She welcomed
the two new trustees, Mavis Butler and Wayne Rohret and introductions were made.
Consent Agenda:
Moved by Stow, seconded by Bradley, to adopt a resolution approving the following
items on the consent agenda:
1) Donations
a) From Ames Town & Country Kiwanis, Ames Noon Kiwanis, Ames Golden K
Kiwanis, and the Aktion Club .................................................................... $1,000.00
b) From William Carter in honor of Herb Harmison .......................................... $30.00
c) In memory of Kenneth Spear from Mrs. Larry Spear.................................... $50.00
d) From Marlene Robinson for Project Smyles ................................................. $18.84
2) Minutes of the regular meeting of March 19, 2015
3) Payment of Claims 3/1/2015 – 3/31/2015
Vote on Motion: 7-0. Motion approved unanimously; resolution adopted.
Public Forum: None.
Financial Reports: Trustee Linch stated that he and Briese had met with staff earlier in the
month. At 75% of the way through the year, the operating budget is about 70% spent. He said
the major issue is utility expenses, which have not stabilized because testing, adjustments, and
building project activities are still underway. Linch also noted that the donations fund budget
was approved last fall using an estimate of $12,000 in revenue from Direct State Aid. Now that
the funds have been received in the amount of $13,613.78 and they must be spent in this fiscal
year, the extra income has been allocated to Project Smyles.
Carey added that the Finance Department did not feel budget amendments were needed this
spring. Staff will continue to watch expenditures as the end of the year approaches. She said a
meeting will be held with the systems designers, architect, and contractors to discuss when
utility expenses can be expected to even out and if they should be expected to stay so high.
Attention turned to the Renovation Project Report and Project Cost Summary. When asked
about the status of Leadership in Energy and Environmental Design (LEED) Commissioning,
Carey said that the application process is nearly complete. The goal has been to attain
certification at the LEED Silver level. Carey also noted that the Samuels Group’s final pay
application has been processed, so construction costs appear to be 100% paid on the project
cost summary, but retainage is still being held.
Ames Public Library Friends Foundation (APLFF) Report: Carey reported that the bulk of
this month’s meeting was spent looking at the budget. She said APLFF is in good financial
shape and some funds will be carried forward into the next fiscal year. In addition:
• The new Development Director, Catherine Noble, started on April 11 and spent the week
getting oriented.
• The Teen Advisory Group has set September 19 for its Zombie 5K Walk/Run. The teens
asked if board would support them as they seek sponsorships; they have created a
brochure and identified some businesses they hope to approach.
• The Churchill event is coming up on April 30 and tickets are still available.
• The spring book sale will start on Friday (April 17). The team has done a good job of
organizing the auditorium for the first sale in this building. People are able to see the set-
up from the street now and that is generating interest.
Strategic Planning Committee Report: Acker said Jamie LaRue gave a presentation on April
11, which many trustees and former trustees attended. The morning session was open to the
public and very well done. There was continuing discussion in the afternoon that generated
some great ideas that will move the strategic planning process forward.
Administrative Staff Report: Carey said the Library continues to have a variety of programs
and many community partners. She also reported that, after subtracting out the “regular
visitors,” staff determined that 2,700 people attended Step into Storybooks and it seemed that
the activities attracted many new families.
Building Project Update: Carey said all parties are working to close out the Samuels Contract.
The last change order has been processed. A handful of items remain to be completed and the
Samuels Group will be held to making sure all of them are done appropriately.
Carey stated that there had been three small glycol leaks in the chilled beam system since the
repair was made. She was informed that the leaks came from locations that had been missed.
Two of them have now been fixed, and all parties will meet again on April 21. Although most
items in the building are under warranties that run for a year, the contractors are obligated to
make the systems work.
Carey said that the head of SBD and architect Kate Michaud met with her recently and together
they worked on a plan for completing the custom furniture work. Matt Darbyshire from Iowa
State has been very helpful with planning technology for meeting rooms. APL is now trying to
determine the last of the needed items so the finishing touches can be put on the solicitation for
bids.
Automated Materials Handling System (AMHS) Update: Customer Accounts Services
Manager Briseño said she had hoped the AMHS would provide the benefits of labor savings
and faster return of checked-in items to the shelves, and that has proven to be the case.
Workers freed from sorting books in the back rooms are also now able to interact with
customers on the floor. Briseño is also extremely pleased with the vendor, RFID Library
Solutions.
Sex Offender Policy:
Moved by Manus, seconded by Campbell, to adopt a resolution approving changes to
the Sex Offender Policy as presented/amended.
Briseño said that much of the policy pertaining to sex offenders comes from the Iowa State
Code, so the staff focused on adding some definitions, stating that the Bookmobile is Library
property, and clarifying the procedure for calling the police. There was discussion about how the
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policy is used.
Vote on Motion to adopt changes to the policy as presented: 7-0. Motion approved
unanimously; resolution adopted.
Custodial Contract for Fiscal Year 2015/16:
Moved by Bradley, seconded by Stow, to adopt a resolution recommending that the
City Council award the FY 2016 contract renewal option for library custodial services
to PCI in the amount of $63,869.08.
Carey said that going from an overnight, half-time cleaning service to a contract for coverage for
a certain number of hours of service during the day was a major change for the library. She said
PCI’s employees work through a task list, but can be called away to clean up a spill or help set
up a room. Although the company is based in Kansas City, the owners have been very
responsive. Carey also stated that funds to cover the contract were included in the FY16
budget.
Vote on Motion: 7-0. Motion approved unanimously; resolution adopted.
OCLC Subscription Renewal for Fiscal Year 2015/16:
Moved by Stow, seconded by Manus, to adopt a resolution approving renewal of
OCLC Subscription Services for fiscal year 2015/16 in an amount not to exceed
$28,084.34.
Vote on Motion: 7-0. Motion carried unanimously; resolution adopted.
Director’s Draft Goals and Development Plan: Carey distributed her personal goals in draft
form, along with a draft of the City’s goals, which she said she had tried to incorporate. She
requested feedback from the trustees at least a week prior to the next meeting, so her goals
could be refined and included in the May packet.
Committee Appointments: Committee assignments were distributed in the packet. Acker
thanked the trustees for agreeing to do the work.
June 18 Meeting Time:
Moved by Stow, seconded by Butler, to start the June 18 meeting at 5:30 p.m. (so as
not to conflict with Council Night at the Bandshell).
Vote on Motion: 7-0. Motion carried unanimously.
Trustee Comments: The new trustees were welcomed.
Adjournment:
Moved by Stow, seconded by Campbell, to adjourn at 7:57 p.m.
Vote on Motion: 7-0. Motion carried unanimously.
The next regular meeting will be on Thursday, May 21, 2015, at 7:00 p.m., in the Dale H. Ross
Board Room, Ames Public Library, 515 Douglas Avenue.
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