HomeMy WebLinkAbout~Master - Ames Public Library Board of Trustees Minutes of the Regular Meeting 07/17/2014Ames Public Library Board of Trustees
Minutes of the Regular Meeting
July 17, 2014
The Ames Public Library (APL) Board of Trustees met in regular session on Thursday, July 17,
2014, in the City Council Chambers, 515 Clark Avenue, with Acker, Briese, Budd, Campbell,
Eason, and Stow in attendance. Bradley, 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 7:02 p.m.
Consent Agenda:
Moved by Acker, seconded by Eason, to adopt a resolution approving the following
items on the consent agenda, with the meeting date change in the corrected minutes:
1) Donations
a) From Teresa Fisher for Project Smyles ........................................................ $10.00
2) Minutes of the regular meeting of June 19, 2014
3) Payment of Claims 6/1/2014 – 6/30/2014
Vote on Motion: 5-0. Motion approved unanimously. Resolution adopted.
Public Forum: None.
Financial Reports: Trustee Briese discussed the general fund comparisons, stating that the
budget was 94% spent as of June 30 and that the final bills for the fiscal year are still being
processed. Briese complimented the staff for estimating the budget well and keeping
expenditures in line. He suggested that the Project Cost Summary was probably the best tool
for following spending on the building. Briese noted that the Donations Report showed Project
Smyles to be in deficit, but the Budget and Finance Committee has been meeting with staff to
discuss making some changes to the program and will continue to monitor the situation.
Ames Public Library Friends Foundation (APLFF) Report: Stow reported that the APLFF
welcomed two new directors, Jane Johnson and Jerry Maddux, at the meeting held the previous
Thursday. The Teen Advisory Group (TAG) walked in the 4th of July parade with the Bookmobile
and the members are currently creating commercials about the Book Brigade for the public
access channel. TAG members will be patrolling the Lincoln Way intersection during that event.
Stow also reported that:
• the next book sale will be held on October 17-20 at 809 East Lincoln Way;
• the spring campaign mailing has raised $22,000 thus far; and
• about 60 people have already registered for the Gala on September 5. The event is open
to anyone who cares to attend and registration may be made through the APL website.
Staff Report: Director Carey said that everyone is getting excited about the move back to the
permanent facility; meanwhile, the summer programs continue to go well. The Library was
awarded the 2014 Summer Reading Grant from the American Library Association (ALA)
Services to Children Division along with Baker & Taylor. Youth Services Manager Jerri Heid
accepted the award at the end of June at the ALA convention. The funds will be used to
purchase summer reading materials and literacy toys that will be used in the summer programs
and kept as part of the collection for later use.
Agenda Item 2
Carey said a team lead by Tracy Briseño is now working on details of the interior layout of the
new bookmobile and the artist has started work on the graphic wrap. Certain selectors have
started purchasing materials, including video games, for the media boxes that will be in the self-
service area of the main library. While most items already have existing cataloging, Carey said
that staff continues to learn a lot of the new features of Polaris as items are added to the
collection. She complimented Alissa Dornink’s responsiveness to customers and staff as
questions and suggestions are received.
The Library’s new organizational chart was distributed. Carey stated that long-time Librarian
Ann Dobbs retired in early July and is relocating to Indiana. Dobbs did an excellent job at APL
and will be greatly missed. Carey said staff will explore the options for her replacement, look at
APL’s bottom line budget, and take a proposal based on five-year projections to the City
Manager.
Library Building Project Construction Update:
Stow said a Building Project Committee meeting had been held the previous day in the new
library, where there was a plethora of activity. Heemstra agreed, saying that everyone is
working very hard to finish all that there is yet to do. While the perimeter will start to get tidied
up, work on the grade, sidewalks, patio pavers, and the skin of the building remains to be done,
and it will be late August before the plantings are installed.
Heemstra said the interior of the building is looking sharp. Carpet, sheet vinyl, and other
surfaces are done in the south end of the building and are being installed on the north. Millwork,
doors, and hardware is being installed throughout. The subcontractor is placing and polishing
the terrazzo, starting from the outside corners and working toward the center and, eventually,
out the front door.
Heemstra reported that furniture started arriving this month. Bo Duckett is working at the site full
time coordinating the arrivals; she and others are receiving the deliveries and giving directions
to the vendors. He said the shelving is almost all installed and modular furniture is now going in
at staff work stations.
Heemstra said mechanical systems are functioning and work continues on lighting, data, and
security system wiring. Training on the mechanical equipment and controls will be scheduled for
Bo in August, and will be taped for future reference. The wood windows are almost completely
done now, although the contractor still has to pick up his equipment and his lift. Stow stated that
the windows really stand out, and Heemstra added that all the areas that had been damaged or
cut into are now repaired and refurbished.
A calendar of events for final completion of the project was distributed. Heemstra noted that all
telecom rooms are to be done by July 21 so that Mark Harris can start putting network
equipment in. The last round of furniture deliveries is scheduled on August 4, at which time all
rooms are to be completely done, with the exception of the central core and stairs. The architect
will conduct two punch list inspections and the entire building should be 100% done by August
13. The automated materials handling equipment is due to arrive on August 15.
Exterior work and landscaping will start on August 18—the same day the library begins to move
out of the temporary spaces in Lincoln Center. Carey noted that Operations Manager Valerie
Donnell has been working hard to plan the Big RE-Move, as well as two-week training period
that will ensure all members of the library staff are ready to competently and confidently serve
the public upon opening.
Agenda Item 2
Project Cost Summary:
Heemstra said construction pay requests now reflect 91% completion, and one change on the
signage package is reflected in this month’s cost summary. Acker asked what would be done
with the unspent money and if it could be held to serve as a maintenance fund. Carey said that
she will be meeting with the City Manager and the City Finance Director to discuss how the
three “buckets” of money (general obligation bonds, private donations, and library bequests) will
ultimately be divided up.
New Business:
Memorandum of Understanding for FY15 with APL Friends Foundation
Moved by Briese, seconded by Acker, to adopt a resolution approving the
Memorandum of Understanding with Ames Public Library Friends Foundation for
Fiscal Year 2014/15 as presented/amended.
Stow stated that this document formalizes the annual agreement between the two
organizations. He noted that the Library Board directs how the money provided by the APLFF to
cover the costs of staff and other expenses is spent. He also stated that the charge for rent
shown in the appendix was based on comparison to another local non-profit’s rate.
Acker asked how the Director’s relationship with the new APLFF Development Director was
factored in. Carey said it was not a factor—it is traditional to allow the Director to serve as a
liaison. The library has an interest in having a close relationship with its support organization
and even if the APLFF had its own office and staff, it would be important for the Library Director
to attend meetings, get out in the community, and have a close working relationship with the
Development Director. She said the most successful relationships are those that are mutually
supportive.
Vote on Motion: 5-0. Motion approved unanimously. Resolution adopted.
Custodial Contract for 515 Douglas Avenue
Moved by Eason, seconded by Briese, to adopt a resolution recommending that
the City Council award to the lowest responsive, responsible bidder a contract for
library custodial services for the period from September 8, 2014, through June 30,
2015, with the option to renew for four additional years.
Stow stated that staff is engaged in due diligence with respect to the lowest bid. The lowest and
second lowest bids are only five cents per hour apart. The matter is being brought forward now
so that it can go to City Council without the Library Board having to hold another meeting.
Vote on Motion: 5-0. Motion approved unanimously. Resolution adopted.
Director’s Goals: Stow passed input from a trustee who was absent around the table. It
suggested that additional goals be included that:
• solidify the Director’s intention towards organization-wide bench strength development
and talent retention;
• identify an effort to foster business continuity and establish a disaster recovery
framework;
• refer to the importance of ensuring patron satisfaction through operational and service
delivery; and
Agenda Item 2
• affirm the pursuit of a Masters in Library Science degree at the University of Wisconsin–
Milwaukee according to the timeline directed by APL Board.
Acker said she would also like Carey to focus on developing a team to which responsibilities
can be delegated. She recognizes that a high-functioning team is present, but is concerned that
the organizational chart shows her having nine direct reports. Carey assured the trustees that
she does already share many of her responsibilities.
Campbell stated that he would like Carey—not so much for this document, but as part of
strategic plan—to think about staying ahead with services to the community after the building
has been renewed.
Moved by Eason, seconded by Campbell, to accept the goals as presented and as
amended by Director Manus.
Vote on Motion: 5-0. Motion passed unanimously.
Trustee Comments:
Acker said she hoped everyone would register to attend the APLFF Gala and take advantage of
the opportunity to enjoy our gorgeous new library.
Stow stated that the Library Board’s last meeting in the Council Chambers would be on August
21; after that, the trustees will return to having meetings at the Library.
Adjournment: The meeting was adjourned by consensus at 7:42 p.m.
The next regular meeting will be on Thursday, August 21, 2014, at 7:00 p.m., in the City Council
Chambers, 515 Clark Avenue.
Agenda Item 2