HomeMy WebLinkAbout~Master - Ames Public Library Board of Trustees Minutes of the Regular Meeting 01/16/2014Ames Public Library Board of Trustees
Minutes of the Regular Meeting
January 16, 2014
The Ames Public Library (APL) Board of Trustees met in regular session on Thursday, January
16, 2014, in the City Council Chambers, 515 Clark Avenue, with Acker, Bradley, Briese, Budd,
Campbell, Eason, Meier, and Stow in attendance. Manus was excused. Library Director Lynne
Carey and Construction Advisor Brad Heemstra were also present.
Call to Order: Board President Stow called the meeting to order at 7:00 p.m.
Consent Agenda:
Moved by Acker, seconded by Eason, to adopt a resolution approving the following
items on the consent agenda:
1) Donations
a) From Robotics Team supporters for equipment replacement ............... $200.00
b) From Lalo for replacement of children’s books ........................................ $18.59
2) Minutes of the regular meeting of December 19, 2013
3) Minutes of the special meeting of January 9, 2014
4) Payment of Claims 12/1/2013 – 12/31/2013
Vote on Motion: 7-0. Motion approved unanimously. Resolution adopted.
Public Forum: No one spoke.
Financial Reports: Trustee Briese briefly reviewed the reports included in the packet, which
showed expenditures for the first half of the year. He pointed out a new report showing current
spending this year as compared to same period last year, as well as compared to the budget.
The only question concerned the relatively low charges in the Internal Services category, and
Carey explained that they appeared as the charges were processed by other city departments.
Recognition of Lalo and Lupe Nunez-al-Faisal: Stow thanked the Nunez-al-Faisal siblings
for their donations and for inspiring others to give money to the Library and Ames Animal
Shelter. He stated that Lalo’s donation had inspired thirty others to give and that over $700 had
already been received. That will allow the Library to buy about 60 replacement books for
children, and a special book plate will be placed inside each cover.
Ron Edwards, Animal Control Supervisor, stated that Lupe’s donation had also been an
inspiration for others to make donations to help homeless animals. The money will be used to
buy blankets and toys for animals at the shelter that are awaiting new homes.
Stow expressed special thanks to all those who had matched Lalo’s and Lupe’s gifts.
Activity Reports:
Ames Public Library Friends Foundation – Trustee Acker said that the holiday campaign had
exceeded the APLFF’s goal with receipt of over $29,000 in donations so far. Pledges to the
renovation campaign are also coming in well, and the board is grateful for the community’s spirit
of giving. December proceeds from Literary Grounds were over $1,400. The Sales Committee is
planning a big spring sale April 25-28. The Teen Advisory Group will hold a Yule Ball on
January 17. A Marketing Committee has started to meet, and the Budget and Finance
Agenda Item 2
Committee is starting to move the APLFF’s accounting in house, which Acker said is hoped to
result in savings and more timely receipt of reports.
Staff Report – Library Director Carey introduced Amanda Ehlers, the library’s newest intern.
Ehlers, an ISU senior, stated that her major is in Child Development and Family Services and
she is pleased to be working with APL’s youth programming and volunteer services.
Carey said that United Way of Story County had issued a press release earlier in the day
recognizing the Ames Reads campaign as a 2013 Community Pacesetter by the Campaign for
Grade-Level Reading. The Library is one of the local partners in Ames Reads’ goal to improve
reading proficiency among the community’s youngest students.
Carey reported that APL staff has been working to form 17 new committees that will support the
existing building project teams. The committees will include some volunteers and 98 employees.
Appointment of Nominating Committee – Stow stated that Trustees Eason and Meier had
graciously accepted appointments to this year’s Nominating Committee. The committee will
present a slate of officers next month and the election will be held in March.
Library Building Project Update:
Construction Update – Construction Advisor Heemstra said that work on stud walls and
mechanical and electrical rough-in is continuing. The grand staircase is now in place and some
of the exterior panels have been installed on the building’s west side. Heemstra said the design
and contractor team continues to meet every other week. The furniture bid package ready to be
finalized and will be sent to the City’s Purchasing Department next week. It is hoped that an
evaluation and recommendation can go to the City Council on March 11. He said that the
signage package, minus specifications for the donor wall, was approved and will go out with
furniture package.
Carey stated that staff has started to purchase technology items. A new digital microfilm reader
arrived and the vendor provided staff training earlier in the day. The new book drops were also
delivered and the automated materials handling vendor is ready to schedule a kick-off meeting.
Project Cost Summary – Heemstra said The Samuel Group’s work is close to 53% complete
now, based on the payment applications. He pointed out the following updates in the summary:
• The revised Samuels contract sum (through Change Order #10);
• An increase in the furnishings cost, based on MSR’s estimate from October 2013;
• An extra two months’ rent for the premises at Lincoln Center and three months at 809
East Lincoln Way;
• Fees for the use of metered parking stalls;
• The integrated library system that was approved at the last meeting;
• A $500,000 set-aside for technology purchases; and
• An additional $80,000 in donations received through the APLFF.
The Board asked for an explanation of the parking meter fees. Heemstra said that the library
was paying for stalls in Lot S, the contractor lay-down area, metered stalls on Fifth Street and
Douglas Avenue, and two spaces in the north lot for the window preservation contractor, all of
which are unavailable to the public. He said the City charges all contractors as if every stall
were occupied for all hours.
Agenda Item 2
Trustee Eason objected to the fact that no data on prior year usage was applied and felt the
charges should be re-evaluated. Acker said the stalls are not only occupied by library users.
Stow and Campbell questioned how funds from a bond could be folded back into an active City
budget.
Heemstra said the same charges are applied to any construction project downtown. Carey said
the library could have passed the fees on to the general contractor, but chose not to because all
meters would have been charged for the duration of the project. This way, the library can pay for
the exact dates and without any mark-up. Nevertheless, she said she had expressed similar
concerns and would pass the trustees’ comments along.
There was discussion about the technology budget. Carey said it may be on the high side, but
staff is still pricing and developing the list and doesn’t want to be unrealistic. Carey said some
things that were formerly included in the Capital Improvement Plan have now been pulled out
and included in the overall project budget, to the benefit of both APL and other city departments.
Stow inquired about the photographic documentation and indicated that it would be nice if a
presentation of some of the progressions could be shown at an upcoming meeting.
Change Order No. 11 with A&P/Samuels Group --
Moved by Meier, seconded by Campbell, to adopt a resolution recommending that the
City Council approve Change Order No. 11 with A&P/Samuels Group, a Joint Venture,
which includes contract modifications resulting in an increase to the contract sum of
$229,929.
Heemstra explained the items listed on the AIA Change Order document, noting that the
Building Committee had discussed the issues as solutions to the problems were presented over
the last few months.
• The small coal room in the southwest corner of the 1940 building has always been wet
and extra waterproofing along the alley did not solve the problem. MSR proposed
installing drainage tile and trenches so that the groundwater would find its way into a
sump barrel.
• Structural repairs to the floor of the former Founder’s Suite/future Board Room are
needed because the floor slab deflected when the green bookshelf posts in the Iowa
Room were removed. Permanent steel columns will be put in to provide support for the
three-inch concrete slab. Heemstra stated that floor filler might need to be used if the
floor cannot be completely leveled, and there could be complications as the attempt is
made to shore up the floor.
• The third and fourth items are required so that the new roof can be installed properly.
The 1940 roof was constructed with a 3-inch wood fiber sheet over the roof joists, and
something strong enough to hold a screw and anchor is required. The temporary roof will
be pulled back as the work is done, but is needed for protection from the elements.
Eason asked if any of the changes would delay the project. Heemstra replied that no delays
were expected and that timing was a factor in selecting this roof repair option—complete roof
replacement would have caused a delay.
Trustee Campbell inquired about the long term viability of the roof. Heemstra said it should be
as good as any other modern roof. The wood fiber will be sandwiched, so vapor will work its
way out, and the galvanized metal deck won’t rust. A plastic membrane will be placed on top.
Agenda Item 2
Vote on Motion: 7-0. Motion approved unanimously. Resolution adopted.
Acceptance of Donated Table –
Moved by Bradley, seconded by Budd, to adopt a resolution authorizing
the Library Director to accept a hand-made wooden table with a chess-board surface
and drawers from Steve and Denise Van Marel for use in the library.
Vote on Motion: 7-0. Motion approved unanimously. Resolution adopted.
Trustee Comments:
The trustees welcomed new intern Amanda Ehlers, expressed amazement at the unfolding of
Lalo’s donation story, applauded the community for its generous spirit of giving (both monetary
and with items such as the table), the work of Heemstra and those who had set up such a
robust contingency plan for the building project, and for Carey’s ability to motivate staff and get
work done. Trustee Budd noted that change orders are starting to be seen more frequently than
in the past, and warned that the Board will have to remain watchful. Stow noted that the 2012/13
Annual Report had been distributed and is also available at the Library.
Adjournment: The meeting was adjourned by consensus at 7:45 p.m.
The next regular meeting will be on Thursday, February 20, 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 2