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HomeMy WebLinkAbout~Master - Ames Public Library Board of Trustees Minutes of the Regular Meeting 06/19/2014Ames Public Library Board of Trustees Minutes of the Regular Meeting June 19, 2014 The Ames Public Library (APL) Board of Trustees met in regular session on Thursday, June 19, 2014, in the City Council Chambers, 515 Clark Avenue, with Briese, Budd, Campbell, Meier, and Stow in attendance. Acker, Bradley, Eason, and Manus were excused. Library Director Carey was also present. Call to Order: Board President Stow called the meeting to order at 7:00 p.m. Consent Agenda: Moved by Meier, seconded by Campbell, to adopt a resolution approving the following items on the consent agenda: 1) Donations a) From Ames Woman’s Club ........................... A book in memory of Betty Quam b) From Ames Woman’s Club ......................... A book in memory of Ruby Straker c) From the Fortnightly Book Club ............ A book in memory of Julia Carlander d) From Playmakers .......................... Two books in memory of Bernice Donovan 2) Minutes of the regular meeting of May 15, 2014 3) Payment of Claims 5/1/2014 – 5/31/2014 Vote on Motion: 5-0. Motion approved unanimously. Resolution adopted. Public Forum: None. Staff Report: Director Carey spoke about three summer programs for independent readers, noting that staff has been getting a lot of good feedback about the new on-line tracking software. She stated that some of APL’s usual summer activities have been curtailed because of the impending move, but the Youth Department has partnered temporarily with the school system and other local agencies to be part of the summer enrichment program at Ames Middle School. The Bookmobile is there on a weekly basis, too, and things are going well. Carey offered a brief update on new software products. Staff and customers are getting used to Polaris, the new integrated library system. People seem pleased to have more and better searching options. The library invites feedback and continues to make improvements as needed. A new product has been implemented for staff scheduling. After a pilot testing phase, library managers agreed to reject the first product, as it did not satisfy all their needs. Jill Anderson is customizing new Evanced meeting room software that seems to be much more efficient and will allow the public to book rooms on line. Envisionware’s money acceptance product is now integrated with Polaris. This allows for money accepted at the desks and fine and fee payments made online to be directly credited to customer account records. Carey also shared the following information: The new Bookmobile chassis will be ready earlier than anticipated, so work with the graphic designer will begin shortly. Several contracts have been awarded since the May meeting, including those for: o the media dispensing unit, won by Public Information Kiosk with a bid of $69,499; o the interior signage package, won by Serigraphics Sign Systems for $40,198; and 2 o self-check-out units and security gates, awarded for $107,188 after an agreement was reached with SirsiDynix and Bibliotheca for a new product. One kiosk will arrive later this month and the others will come in before the new facility opens. Coin and credit card acceptance will be built in. This purchase will complete the CIP Project, and the remaining $38,844 will be returned to the City for other projects. Two requests will be made of City Council next week: o Close-out of the contract with Abatement Specialties—a formality that will allow the release of retainage, and o Approval to close part of Main Street in order to accommodate as many people as show up for the Book Brigade on August 17. The route will go from the temporary facility at 620 Lincoln Way to the drop box at 515 Douglas. The entertainment will be focused on Main Street and there will be a party at Bandshell Park afterwards. The temporary library will close at 5 p.m. on Sunday, August 17. One book from each collection will start moving through the symbolic book brigade at 4:30 p.m. The Grand REopening at 515 Douglas will take place on September 14. The time from this meeting until August 17 is 58 days; until the APLFF gala, 76 days; until REopening, 85 days! Director’s Goals: Carey provided the Board a draft copy of her goals for the next year and invited comments and questions. Stow asked that the goals be sent to the trustees who were not present. He said the Director’s Goals will be brought back next month for approval. Ames Public Library Friends Foundation (APLFF) Report: Stow said the board of directors had met the previous Thursday to: Adopt the FY15 budget Elect officers (Amy Juhnke, President; Roger Kluesner, Vice President; and Jon Sargent, Secretary/Treasurer) and Bid farewell to two departing directors, who will be replaced by new ones next month. Stow provided a copy of the current fundraising solicitation went out earlier in the month. He stated that invitations to the September 5 gala had been e-mailed to about 500 people the previous week, and mailed invitations will go out in July. The event will raise funds for early childhood literacy programs. Two candidates have applied for the half-time Director of Development positions and a committee will proceed with interviews Library Building Project Construction Update: Carey said the job site is very busy, with 70- 80 workers there on a daily basis. Bo Duckett will start working from 515 Douglas on June 30, as furniture deliveries will start the first week of July. The contractors are not finished, so there will be some overlap in the use of the building, but the library and the Samuels Group have worked hard to make sure that appropriate areas are ready, and Bo has the deliveries well organized. Carey said that punch list meetings are being planned now. Elevator inspections will take place next week, so the elevators will be available when the furniture arrives. Carey complimented Mark Harris for coordinating all the activities related to everything that has to plug in and keeping communications and technology on track. 3 The alley west of the library is finished now, and Carey expressed appreciation for patience on the part of First United Methodist Church. Landscaping will take place in August. Installation of the terrazzo in the main lobby will be the last interior installation. Carey said the Samuels Group had to find a new contractor, and the new firm is expected to begin next week. Project Cost Summary: There was no discussion, but Stow pointed out that recent updates appeared in bold. Technology Purchases: Carey directed attention to page 15 of the meeting packet, which was a list of items already purchased out of the $500,000 set aside for technology. She said that some of the items yet to be purchased include public computers, digital display monitors, and devices for checkout. Mock Opening: Carey said the library staff would like to conduct a “trial run” in the new library on September 7 from 2-5 p.m. She said invitations will go out to the “library family” and they will have the opportunity to look around, check out materials, ask questions, and give feedback. The plan is to require tickets for entry that day, but not to limit the number of guests. Trustees’ Committee Appointments: Stow announced new committee appointments and invited the trustees to let him know if they would be willing to serve on the Budget and Finance Committee. He said he would like to have a staff-board retreat next fall to start off the strategic planning process and then seek community input on a new plan that could be established about a year from now. Trustee Comments: The trustees are pleased that the building project is so well organized and they are eager to use the new facility. Adjournment: The meeting was adjourned by consent at 7:27 p.m. The next regular meeting will be on Thursday, July 17, 2014, at 7:00 p.m., in the City Council Chambers, 515 Clark Avenue.