HomeMy WebLinkAbout~Master - Ames Public Library Board of Trustees Minutes of the Regular Meeting 05/15/2014Ames Public Library Board of Trustees
Minutes of the Regular Meeting
May 15, 2014
The Ames Public Library (APL) Board of Trustees met in regular session on Thursday, May 15,
2014, in the City Council Chambers, 515 Clark Avenue, with Bradley, Budd, Campbell, Eason,
Manus, Meier, and Stow in attendance. Trustees Acker and Briese were excused. Library
Director Carey and Construction Advisor Heemstra were also present.
Call to Order: Board President Stow called the meeting to order at 7:00 p.m.
Consent Agenda:
Moved by Bradley, seconded by Manus, to adopt a resolution approving the following
items on the consent agenda:
1) Minutes of the regular meeting of April 17, 2014
2) Payment of Claims 4/1/2014 – 4/30/2014
Vote on Motion: 6-0. Motion approved unanimously. Resolution adopted.
Public Forum: None.
Staff Report: Director Carey said that a lot of planning is going into preparations for moving into
the renovated building and staff members are training in preparation for bringing the new library
borrower account and catalog system on line next week. She explained that some down time
was expected, but customers would still be able to check materials out. Carey also advised that
the final stages of the staff reorganization took effect on May 1, and all the new clerks and the
technology assistant have been hired.
Ames Public Library Friends Foundation (APLFF) Report: Stow said the APLFF had met the
previous Thursday. He shared the following highlights:
• Two ISU students presented a $700 donation from a fundraising event they sponsored
at Café Diem for Project Smyles.
• APL’s Teen Advisory Group received a Story County youth volunteer award.
• Work was done on the proposed budget for fiscal year 2014/15.
• Book sales in April exceeded $8400—the highest amount ever raised in one month.
• A one-day fiction sale is being planned for July.
• Proceeds from the Peter Mayer concert brought in over $3,200 for the building fund.
• APLFF is still accepting applications for a Director of Development.
Library Building Project Construction Update: Heemstra said that carpet was going in on the
second floor. He expects that the mechanical and electrical rough-in trades will demobilize in
the next couple of weeks, and tape and drywall work will be done soon. Utility tie-in and other
exterior site work has now started.
The 5th Street Reconstruction Project is supposed to start on Monday, May 19, in the area just
south of the library. The street will be open for APL’s furniture deliveries in July—the intent is to
take receipt in the bookmobile garage. Some items may begin to arrive as the contractors work
their way out.
Heemstra said that Scott Petersen will start painting the outside of the windows in the older
sections when it gets warm and dry enough. The sashes are here now, but Petersen needs to
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wait until there is less dust inside to finish the work, and he would prefer to wait until the painters
are through. The Samuels Group is pleased with the performance of the new roof.
Abatement work in the north end should be done now. Heemstra said he would work with the
City to start releasing retainage.
Heemstra said the library is fortunate to have the level of management The Samuels Group is
providing. He said Jesse Dahl and Matt Schroeder meet regularly with all the contractors to
ensure their commitment to the plan and they are working hard to keep things moving.
Project Cost Summary and Library Renovation Project Financial Report: Heemstra said
that the next change order will include adjustment of The Samuels Group’s contract completion
date from May 31 to July 25. The date change will not involve a change in cost nor slow down
the furniture deliveries; it just serves to document the change in the contract. Discussion ensued
about the contract change allowance of approximately $500,000 that remains unspent.
Heemstra said that some amount may still be needed for small things, but there’s nothing major
to encounter at this stage.
Responding to a question about the LEED application process, Heemstra stated that the next
steps will happen after building completion. He said the project received all the design points
submitted and will certainly be awarded LEED Silver—there is even a possibility that the Gold
level could be attained. Performance issues are factored in, though, so the determination won’t
be made until after the facility is in operation.
Stow inquired about the technology budget. Carey said that it could probably be updated by the
end of June. Some bids are still outstanding and some items, such as public computers and
digital displays, will not be ordered for a couple months. Stow requested that a tally of orders to
date be provided so the Board could stay apprised about what is still outstanding.
Stow mentioned that he had contacted Duane Pitcher to inquire about how much the library’s
bonds actually cost the taxpayers. He explained that annual debt service will be lower because
the interest rate has been lower, and Pitcher anticipates interest savings of about $2.4 million
over the repayment period of 20 years.
Meeting Room Policy:
Moved by Eason, seconded by Manus, to adopt a resolution establishing the revised
Meeting Room Policy as presented/amended.
Carey said that there will be a plan for looking at all the library’s policies before the new building
opens, but requested that the Board reinstate the Meeting Room Policy now so that staff could
set up the new software and start booking rooms in the next month or so.
Vote on Motion as presented: 6-0. Motion approved unanimously. Resolution
adopted.
Purchase of Media Dispensing System:
Moved by Campbell, seconded by Budd, to adopt a resolution (1) authorizing the
purchase of a media dispensing system and (2) if the cost exceeds $50,000,
recommending that the City Council award a contract to the lowest responsive,
responsible bidder using Library Renovation and Expansion Project bond funds.
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Stow reminded the Board that this purchase had been discussed in the past. Carey explained
that one or more dispensers might be purchased, depending on the bids and the size of the
units. She said the products that members of staff had seen are similar to Red Box machines.
Responding to Eason’s request to reiterate why these items will be a service enhancement,
Carey said a media dispensing system would:
• provide security for high-theft materials such as DVDs and certain music CDs;
• afford the library the opportunity to offer a new video game collection;
• permit access by the public to these items without a great deal of staff intervention; and
• allow popular items to be placed in the self-service area on the main floor so that
families visiting the children’s area won’t have to go upstairs to get them.
Vote on Motion: 6-0. Motion approved unanimously. Resolution adopted.
Purchase of Library Interior Signage:
Moved by Budd, seconded by Bradley, to adopt a resolution recommending that the
City Council approve the purchase of interior signage for the Library Renovation and
Expansion Project and award the contract to the lowest responsive, responsible
bidder using Library Renovation and Expansion Project bond funds.
Stow said this contract will also be awarded to the lowest bidder and the building project
committee had seen the package. It is complex and includes some legal requirements, so
responses are not due until June 3. Meier expressed some concern about approving the
resolution without including an amount. Carey said the estimated cost provided by MSR was
$138,000. There is a time constraint, but it would be possible to hold a special meeting after the
bids are received. Campbell remarked that signage is something the Library can’t do without.
Vote on Motion: 6-0. Motion approved unanimously. Resolution adopted.
Renewal of OCLC Subscriptions for Fiscal Year 2014/15:
Moved by Eason, seconded by Campbell, to adopt a resolution approving renewal of
OCLC Subscription Services for fiscal year 2014/15 in the amount of $27,135.37.
Meier asked if Carey felt it was good for OCLC to have used data from FY12 and FY13 to set
the flat rate for FY15. Carey said she was comfortable with the methodology.
Vote on Motion: 6-0. Motion approved unanimously. Resolution adopted.
Trustee Comments: Campbell and Budd expressed appreciation for the opportunity to tour the
construction site. Stow announced that the APL Friends Foundation will hold a gala from 7-10
p.m. on Friday, September 5, in the new library building.
Adjournment: The meeting was adjourned by consensus at 7:29 p.m.
The next regular meeting will be on Thursday, June 19, 2014, at 7:00 p.m., in the City Council
Chambers, 515 Clark Avenue.
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Karen C. Thompson, Administrative Assistant Sherry Bradley, Board Secretary
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