HomeMy WebLinkAbout~Master - Ames Public Library Board of Trustees Minutes of the Regular Meeting 01/09/2014Ames Public Library Board of Trustees
Minutes of the Special Meeting
January 9, 2014
The Ames Public Library (APL) Board of Trustees met in special session on Thursday,
January 9, 2014, in Conference Room 135 of City Hall, 515 Clark Avenue, with Acker,
Bradley, Budd, Eason, and Stow in attendance. Manus arrived at 5:38 p.m. Trustees
Briese, Campbell, and Meier were excused. Library Director Carey and staff members
Tracy Briseno, Alissa Dornink, Mark Harris were also present.
Call to Order: Board President Stow called the meeting to order at 5:30 p.m.
Contract for Integrated Library System (ILS):
Moved by Bradley, seconded by Acker, to adopt a resolution recommending
that the City Council award a contract for the purchase of the Polaris®
Integrated Library System from Polaris Library Systems of Liverpool, New
York, in the amount of $131,431.
In response to questions from the Board, Network Services Supervisor Harris stated
that the library intended to purchase the hardware referenced in the contract, with or
without the purchase of a new ILS, that members of staff were prepared to commit the
time required to implement the product, and that the implementation timeline was
satisfactory. Director Carey explained that it had been assumed the library would have
to purchase the software with computer replacement/depreciation funds, but she would
know by tomorrow if the possibility exists to use private funds designated for the
building project. If so, the computer replacement fund may be reserved as a
depreciation account for all the new technology installed in the new facility. In either
case, the library will be able to release the Capital Improvement Plan funds earmarked
for ILS purchase in 2015/16.
Carey read comments that were e-mailed to her by Trustee Campbell, who expressed
appreciation for the work of the ILS Team and positive comments about the Polaris
product.
Vote on Motion: 5-0. Motion approved unanimously. Resolution declared
adopted.
Change Order #10 for A&P/Samuels Group:
Stow said the Building Project Committee had met the previous evening to discuss the
change order requests. They also worked on changes to the project cost summary that
will be presented at the regular January meeting. There is still a healthy change order
allowance and even with all the updates, Stow stated that there will still be about
$750,000 left in the project contingency fund. There was discussion about the fees
being charged by the City for parking meters on the west side of Douglas, north side of
5th Street, in Lot S and two spaces in Lot Q. Carey said the library has to pay tens of
Agenda Item 3
thousands of dollars in fees, but it is City policy to charge everyone the price of potential
lost revenue for the period of time meters are removed from public service.
Trustee Manus arrived at 5:38 p.m.
Moved by Eason, seconded by Budd, to adopt a resolution recommending that
the City Council approve Change Order No. 10 with A&P/Samuels Group, a
Joint Venture, which includes contract modifications resulting in an increase
to the contract sum of $56,043.
The AIA Change Order Document was reviewed.
Vote on Motion: 5-0. Motion approved unanimously. Resolution declared
adopted.
Updates:
Stow advised the trustees that another change order would be coming next week
pertaining to the 1940-section roof and a floor that needs to be shored up and re-
leveled.
Responding to an inquiry from Stow, Carey said that there had not yet been any
response from the City Council to his letter regarding to the Board’s position on applying
for Historic Tax Credits.
Adjournment: The meeting was adjourned by consensus at 5:46 p.m.
The next regular meeting will be on Thursday, January 16, 2014, at 7:00 p.m., in the
City Council Chambers, 515 Clark Avenue.
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Karen C. Thompson, Administrative Assistant Jane Acker, Board Secretary
Agenda Item 3