HomeMy WebLinkAbout~Master - Ames Public Library Board of Trustees Minutes of the Regular Meeting 03/20/2014Ames Public Library Board of Trustees
Minutes of the Regular Meeting
March 20, 2014
The Ames Public Library (APL) Board of Trustees met in regular session on Thursday, March
20, 2014, in the City Council Chambers, 515 Clark Avenue, with Acker, Bradley, Briese, Budd,
Campbell, Eason, and Stow in attendance. Budd arrived a bit late. Manus and Meier were
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 Bradley, to adopt a resolution approving the following
items on the consent agenda:
1) Donations
a) From Alan Maximuk .......................................................................................... $25.00
b) From Anonymous ............................................................................................... $7.99
2) Minutes of the regular meeting of February 27, 2014
3) Payment of Claims 2/1/2014 – 2/28/2014
Vote on Motion: 5-0. Motion approved unanimously. Resolution adopted.
Public Forum: None.
Ames Public Library Friends Foundation (APLFF) Report: Stow related news from the
APLFF meeting held the previous Thursday:
• Two ISU students have organized a fundraising event that will be held at Café Diem on
May 2; proceeds will be donated to Project Smyles.
• Sales at both Literary Grounds and online are strong.
• A one-day sale with a gardening theme will be held on March 22.
• The big spring sale will take place April 25-28.
• A Peter Mayer Concert will be held on March 29 at 7:30 p.m. at the City Auditorium as a
fundraiser for the Library Renewal Project.
• The board of directors approved a Financial Controls Policy and new Financial
Procedures.
• A second book about Smyles is in the works; it will commemorate the Grand Re-opening
and will be released then.
Staff Report: Director Carey spoke about special spring break programs, including two well-
attended movie showings at the City Auditorium and the 5th Graded Battle of the Books. The
Battle was held in collaboration with schools in Ames and the surrounding communities and
hosted at Ames Middle School. She said the library staff launched a 13-month examination of
the City’s employee values with discussions about “positive attitude.” Four persons attended the
Public Library Association Conference in Indianapolis the previous week and were very excited
about the experience.
Carey said employee committees are working very hard on various aspects of preparation for
the new building. She was happy to report that Ben Boecker had been hired as a three-quarter-
time as a Library Client Support Technician. He will start March 25 and report to Mark Harris.
Agenda Item 2 Packet Page 3
Carey stated that one of the authors of the new Smyles book would like the illustrations to
include visuals of the library’s grand re-opening. One would show the event with a banner on
display. Carey asked the Board to consider whether or not they had a preference for naming the
event--Grand Opening, Grand Re-opening, or something else.
Carey said the City Purchasing Department was providing a lot of help and the library is moving
forward with technology purchases, including laptops and desktops for staff, media dispensing
boxes for the lobby area, and new printing/scanning stations that will tie into the new integrated
library system. She said she was also pleased to be close to the end of discussions with
Bibliotheca about the self-check machines. She hopes to reach a solution soon, with the
assistance of the Legal and Purchasing Departments.
The Board expressed support for the media box concept.
Acker spoke about how much fun she had while volunteering at the 5th Grade Battle of the
Books. She was very impressed that there were teams from Greene County, Des Moines, and
elsewhere, and offered kudos to the library staff members who devised the questions and
organized the event.
Budd arrived at 7:14 p.m.
Volunteer Services Policy:
Moved by Eason, seconded by Briese, to adopt a resolution approving changes to the
Volunteer Services Policy as presented/amended.
Carey stated that the eligibility section of this policy needed to be updated because the
language in the existing version failed to include adults. The other proposed changes are
primarily for clarification.
Vote on Motion: 6-0. Motion approved unanimously. Resolution adopted.
Strategic Planning Policy:
Moved by Eason, seconded by Campbell, to adopt a resolution approving changes to
the Strategic Planning Policy as presented/amended.
Carey said that this policy could potentially be incorporated into the bylaws. For now, staff is
suggesting that it be tied to the standards the State Library sets for Tier 3 accreditation. Acker
proposed that the words “strive to” be removed. Eason accepted the suggestion as a friendly
amendment.
Vote on Motion as amended: 6-0. Motion approved unanimously. Resolution adopted.
Library Building Project Construction Update: Heemstra stated that exterior metal panels
and windows are still being installed and work is resuming over the 1904 and 1940 buildings.
Inside, the underside of the roof is being spray painted; the elevators are done and functional,
but not being used for construction purposes; and the drywall is almost done. The far north end
of the building will be finished last. Work will begin on the sidewalks and perimeter of the
building as soon as the frost is gone and the earth dries up. Work on the 5th Street
Reconstruction Project will begin later this spring and should be done before Midnight Madness.
Project Cost Summary/Renovation Project Financial Report:
Agenda Item 2 Packet Page 4
Heemstra said the only change on the cost summary was an increase in estimated parking
rental charges from the City. A change order for eight miscellaneous items at a cost close to
$30,000 is being drafted. Heemstra noted that line 5.01 would be updated after award of the
major furniture and furnishings bids.
Furniture Bids:
Moved by Campbell, seconded by Bradley, to adopt a resolution recommending that
the City Council award contracts for the purchase of furniture for the Library
Renovation and Expansion Project to the lowest bidders as follows:
• Business Interiors by Staples of Framingham, MA - $352,567.10
• Jones Library Sales, Inc. of Carlisle, IA - $238,726.00
• Story Kenworthy of Ames, IA - $182,165.69
• Workspace, Inc. of Des Moines, IA - $171,007.06
• Koch Brothers, Inc. of Des Moines, IA - $148,880.65
• Embury, Ltd. of DeForest, WI - $69,332.45
• Triplett Interior Solutions of Urbandale, IA - $53,281.82
• Indica Interiors of Panora, IA - $26,545.73
• LFI of Northbrook, IL - $18,605.00 and
• Pigott, Inc. of Des Moines, IA.- $7,132.95.
Eason commended the Library and Purchasing Department staff for breaking this down into
groups and setting up the solicitation that way. Acker asked about the four furniture groups that
were not bid. Carey said they are all relatively small amounts—each of them estimated between
$4,000 and $7,500—and it will be easy to re-bid or purchase within city purchasing guidelines.
The total cost of the contracts to be awarded now ($1,268,244.45) is well within the budget
allocation and quite far below the estimate.
Vote on Motion: 6-0. Motion approved unanimously. Resolution adopted.
Millwork Bids:
Moved by Briese, seconded by Budd, to adopt a resolution recommending that the
City Council award a contract for millwork for the Library Renovation and Expansion
Project to the lowest responsive, responsible bidder as determined by the Library
Director, the City, and MSR.
Stow said the award had to be made to the lowest responsive, responsible bidder, so the
trustees could vote on the resolution if they were comfortable or to defer.
Carey said two bids were close in price. The City is now in conversation with the low bidder to
make sure the bid is compliant; if not, the award would go to the next lowest bidder.
Eason remarked that one item that seemed quite large was missing from the lowest bidder; he
also noted that prices on at least two items were significantly lower than the other bidders.
Discussion ensued about the City Council timeline, the buffer in the budget, and the Board’s
options. It was agreed that the Building Project Committee could discuss the matter and forward
questions to the Board, if necessary; most important is that staff and the City Attorney determine
who is responsible and responsive.
Vote on Motion: 6-0. Motion approved unanimously. Resolution adopted.
Agenda Item 2 Packet Page 5
Refurbished Furniture Bids:
Moved by Acker, seconded by Budd, to adopt a resolution recommending that the
City Council award a contract for the refurbishment of the Puppet Theater and the
Little Theater for the Library Renovation and Expansion Project to RCS Millwork L.C.
of Ankeny, Iowa, in the amount of $4,998.00.
Vote on Motion: 6-0. Motion approved unanimously. Resolution adopted.
Dates of Grand Opening and Closure for Relocation:
Moved by Eason, seconded by Bradley, to adopt a resolution establishing Sunday,
September 14, 2014, as the date of the Library’s Grand Opening at the renovated and
expanded facility on Douglas Avenue, and authorizing closure of the temporary
library at 620 Lincoln Way no earlier than August 17, 2014.
Stow said the library staff had put a lot of effort into working backwards to select dates that will
work. The intent is to limit the amount of time the building is closed, but also ensure that staff is
rested, comfortable, and ready to meet with all the visitors upon opening.
Acker asked if the proposed dates would allow enough time before the lease termination date.
Carey said the city process for disposing of surplus is specific and the library will be able to start
offering items to other departments and agencies well before the grand opening.
When asked, Heemstra said he felt this timeline was appropriate. It allows a month for any
delayed deliveries or loose odds and ends with the construction project to be completed while
the staff gets up and running.
In response to further questions, Carey assured the trustees that there will be a plan for
publicity, and that Ames borrowers will be able to use other libraries while APL is closed—the
Open Access program allows residents to use any other library in the state.
Vote on Motion: 7-0. Motion approved unanimously. Resolution adopted.
APLFF Request to Host a Gala Event:
Moved by Briese, seconded by Budd, to adopt a resolution granting permission for
the Ames Public Library Friends Foundation to host a gala event on the library
premises on September 5, 2014.
Stow said the APLFF was seeking approval to hold a fun event at the renewed library. It will
cost $75 per person and the funds raised will go toward Project Smyles. The proposed ticket
price is $75 per person. Acker added that $40 would cover food and beverages; therefore the
tax-deductible portion would be $35 per ticket.
Eason said he supported the idea and felt the timing was excellent. Stow said that invitations
would start with the list of over 800 donors to the project. Acker said one of the APLFF board
members did terrific research and came up with excellent ideas to make the event exciting and
fun. Carey said that there will be multiple activities for all ages surrounding the grand opening.
She added that the proposed gala would not be an exclusive event; anyone in the public could
buy a ticket to attend.
Vote on Motion: 7-0. Motion approved unanimously. Resolution adopted.
APLFF Request for Permission to Serve Beer and Wine:
Agenda Item 2 Packet Page 6
Moved by Bradley, seconded by Acker, to adopt a resolution granting permission for
the consumption of beer and wine on the library premises during a pre-opening gala
on September 5, 2014, provided the Ames Public Library Friends Foundation makes
the necessary arrangements to obtain a temporary liquor license or engage a
licensed caterer.
Stow said the event organizers want to create a festive atmosphere that will encourage people
to write checks; however, the City’s policy is to not have alcohol on city property, so a request
must be made of the City Council. Acker noted that the Council has approved alcohol sales at
some of the Parks and Recreation Department’s park-related events, but said she was not
familiar with the handling of events that take place inside buildings.
Eason said he did not see this as an improper request, but recommended that the APLFF use a
caterer to ensure that there are people on hand who know how to follow the regulations. Carey
said the City Attorney’s Office had expressed willingness to help the APLFF work through the
necessary steps.
Vote on Motion: 7-0. Motion approved unanimously. Resolution adopted.
New Bookmobile Contract:
Moved by Campbell, seconded by Briese, to adopt a resolution recommending that
the City Council award a contract for the purchase of a new bookmobile to OBS, Inc.,
of Canton, Ohio, in the amount of $240,475.00, pending approval by the Legal
Department.
Carey said that staff is very pleased with OBS, which has an excellent reputation. She stated
that a friendly amendment to the resolution would be in order because the contract has now
been approved by the Legal Department. Although it is a one-page document, it references the
contract that was included in the Request for Proposal. The friendly amendment was accepted.
Carey noted that the price shown in the contract did not include the graphic wrap because staff
is working with a nationally-known illustrator and his publisher on the legal aspects of an
agreement. At this point in time, it isn’t certain whether the wrap should be contracted
separately or added later as a change order; in either case, the cost will not exceed the $13,000
that was quoted.
Responding to questions, Carey said that there is enough money to buy the new vehicle and
still have a balance in the replacement fund, and that delivery is expected in about a year.
Vote on Motion as amended: 6-0. Motion approved unanimously. Resolution adopted.
Election and Installation of Officers: Stow reviewed the slate of officers that was presented
by the nominating committee at the March meeting: Kevin Stow, President; Jane Acker, Vice
President; and Sherry Bradley, Secretary. He asked if there were any further nominations for
the office of president. Hearing none, nominations for the office of president were declared
closed.
Stow welcomed further nominations for the office of vice president. Hearing none, nominations
for the office of vice president were declared closed.
Agenda Item 2 Packet Page 7
Additional nominations for the office of secretary were invited. Hearing none, nominations for
the office of secretary were declared closed.
Moved by Budd, seconded by Campbell, to elect the slate of officers as presented:
Kevin Stow, President; Jane Acker, Vice President; and Sherry Bradley, Secretary.
Vote on Motion: 6-0. Motion carried unanimously.
Stow declared the slate to be elected and installed for the upcoming year. (Under the Board’s
bylaws, offices are assumed at the end of the March meeting.)
Trustee Comments: Acker was pleased that the building project continues to be on time and
under budget and Bradley expressed excitement about getting a new bookmobile.
Adjournment: The meeting was adjourned by consensus at 7:54 p.m.
The next regular meeting will be on Thursday, April 17, 2014, at 7:00 p.m., in the City Council
Chambers, 515 Clark Avenue.
____________________________________
___________________________________
Karen C. Thompson, Administrative Assistant Jane C. Acker, Board Secretary
Agenda Item 2 Packet Page 8