HomeMy WebLinkAbout~Master - Ames Public Library Board of Trustees Minutes of the Regular Meeting 08/21/2014Ames Public Library Board of Trustees
Minutes of the Regular Meeting
August 21, 2014
The Ames Public Library (APL) Board of Trustees met in regular session on Thursday, August
21, 2014, in the City Council Chambers, 515 Clark Avenue, with Bradley, Briese, Budd,
Campbell, Eason, Manus, Meier, and Stow in attendance. Acker 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 Campbell, seconded by Budd, to adopt a resolution approving the following
items on the consent agenda:
1) Donations
a) From Julia N. Wilson ................................................................................ $13.51
b) From Story County Master Gardener Association ............ 3 gardening books
c) In memory of Donald Lesan from:
i) Rosemary Allen ............................................................................. $10.00
ii) John Anderson ................................................................................ $5.00
iii) Lynne Carey .................................................................................. $25.00
iv) Russ Doorenbos ........................................................................... $20.00
v) Anita Fincham ............................................................................... $20.00
vi) Mary Frahm .................................................................................... $25.00
vii) Jane Frerichs ................................................................................. $25.00
viii) Brian and Sandy Gossman ........................................................... $20.00
ix) John and Georganna Hinrichsen ................................................. $20.00
x) Tom Gust ......................................................................................... $5.00
xi) Lyle and Gloria Herrold ................................................................... $5.00
xii) Patricia Hill ...................................................................................... $5.00
xiii) Laurent and Linda Hodges ........................................................... $35.00
xiv) Peg Johnson ................................................................................. $50.00
xv) Ray and Lillian Lawson ................................................................. $10.00
xvi) Virginia Lee .................................................................................... $10.00
xvii) Richard and Janet Lesan .............................................................. $25.00
xviii) Jane Lohnes .................................................................................. $25.00
xix) Cleo Lynch ..................................................................................... $15.00
xx) Martinsville Class of ’52 ................................................................ $25.00
xxi) Aaron McFarland, Bryan Wicks .................................................... $20.00
xxii) Mary Ann McFarland ..................................................................... $25.00
xxiii) Bill and Alice Mulholland .............................................................. $25.00
xxiv) Greg, Diane, & Elizabeth Nelson .................................................. $15.00
xxv) Joyce O’Donnell ............................................................................ $10.00
xxvi) Eugene Olson ................................................................................ $75.00
xxvii) Jerry and Vel Simmermaker ......................................................... $20.00
xxviii) Marilyn and Stephen Thomas ....................................................... $10.00
xxix) Ruth Walker ................................................................................... $15.00
xxx) Richard and Rhonda Weiss .......................................................... $20.00
xxxi) Carol Wright .................................................................................. $25.00
d) From Anonymous for ice cream/staff celebration ........................................ $50.00
2) Minutes of the regular meeting of July 17, 2014
Agenda Item 2
3) Claims Report 7/1/2014 – 7/31/2014 FY14 accruals
4) Claims Report 7/1/2014 – 7/31/2014
Vote on Motion: 7-0. Motion approved unanimously. Resolution adopted.
Public Forum: None.
Ames Public Library Friends Foundation (APLFF) Report: Stow stated that the APLFF had
met its new Development Director, Martha Lincoln, at the meeting on August 14. The board also
discussed the Book Brigade and the Teen Advisory Group’s participation, finalized the Fiscal
Year 2014 budget, and heard plans for the October 17-20 book sale at 809 East Lincoln Way.
Stow reported that a major portion of the meeting was dedicated to the gala on September 5, for
which 220 registrations had already been received. He acknowledged several sponsors—Hy-
Vee, MattressFirm, REG, The Samuels Group, Stoltze & Stoltze Family Dentistry, Wilson
Toyota Scion, and Workiva—who contributed to the event. Stow described the planned activities
and invited the public to register to attend to help the APLFF make a contribution to Library
literacy programs.
American Library Association (ALA) Conference Report: APL Youth Services Manager Jerri
Heid spoke about the ALA Conference she attended in Las Vegas at the end of June. She was
impressed by the presentation made by the Freedom to Read Foundation, which is doing a
great deal of work in areas around the country where the law is not being followed and where
the digital divide is widening. The ALA and Freedom to Read Foundation recognize the need to
send kids out into the world with skills for researching smartly. This means teaching them how
to use digital information, not restricting them with filtering, and many students who attend low-
income schools or who don’t have their own devices can only do research in places that have
filtered access. Heid distributed some copies of the e-content supplement to American Libraries
Digital Discoveries magazine, which discusses the research that is available to families through
libraries.
Heid also enjoyed learning more about the correct ways to model the use of digital devices. She
said APL staff is making plans for sharing knowledge about apps during storytimes and for
teaching parents how to use devices with their children so that, together, they can take
advantage of the opportunities available to them.
Heid thanked the Board for the opportunity to attend the conference. She said it was an honor to
accept the Baker & Taylor Award for Summer Reading Programming on behalf of APL and she
thoroughly enjoyed the 2014 Newbery and Caldecott Medalists and Honorees Awards Dinner,
for which she had won a free ticket.
Trustee Eason asked if there was anything the Board could be doing with respect to the digital
divide. Heid said she would like APL to consider joining the Freedom to Read Foundation and
encouraged the trustees to look at the Digital Discoveries magazine for information on how to
advocate for non-filtering and the positive use of the internet in communities and schools.
Administrative Report: Library Director Carey briefed the trustees on recent and upcoming
events.
• Martha Lincoln started as the APLFF Development Director. She is a real self-starter
with a high level of energy.
• The library was very busy at the end of the day on Sunday, August 17. The Book
Brigade turned out to be a lot of fun and the official attendance count was 750. Carey felt
Agenda Item 2
it was a wonderful way to launch the transition from the old place to the new one. The
celebration in Bandshell Park afterward was great fun, as well.
• Library staff is busy moving into 515 Douglas and clearing out the spaces at 620 Lincoln
Way. Unneeded items are being given away according to City protocol.
• The move is progressing ahead of schedule and there have been no mishaps. The adult
collection should be completely moved by tomorrow morning and crews will start next on
the youth materials. The books help draw all the colors together in the new building and
are having a very positive effect on the space.
• Staff members are slowing moving into their offices and a few are already working at
515 Douglas.
• The APLFF Gala will be held on Friday, September 5.
• The Library Board, APLFF board, and City employees have been asked to help
members of the library staff test systems on Sunday afternoon, September 7.
• The Grand REopening will take place on September 14 at 1 p.m. The building will be
open to the public immediately after the ceremony and normal hours will resume from
then on.
• Some things in the building will not be done when it opens; on a positive note, there will
be further opportunities for celebration as more new things become available.
• The annual Iowa Library Association Conference will be held October 22-24 in Cedar
Rapids. Trustees are welcome to attend.
• APL nominated Roger Kluesner for the Story County Alliance for Philanthropy’s 2014
Outstanding Individual Philanthropist Award and he won. Carey said she would send out
information about the luncheon. Stow noted that the second Smyles book will be
debuted at the Grand REopening, and Kluesner was the driving force behind that project.
• The cleaning contract, which the Board had authorized to be awarded to the lowest
bidder at the August meeting, was awarded by City Council to PCI after the firm satisfied
the concerns about its being located in Kansas.
Carey stated that there is currently no policy on art acquisitions and wondered what the board
felt about the committee moving forward with artwork for the new building. She said the
committee would like to host one of the statues of ISU’s mascot, Cy, for about 3 months. There
was general agreement for the committee to proceed with its work.
Library Building Project Construction Update: Heemstra said that architects and engineers
have gone through the building and made a list of things that need to be done. Professionals
are verifying that the mechanical and electrical systems are working right. The terrazzo is done;
final cleaning is underway; door hardware is being installed; and the glass railing is being
installed around the grand staircase. Heemstra noted that the inspection process prompted
some requests for changes and another change order is being prepared by MSR.
Heemstra stated that the construction superintendent is working hard to finish up. The Samuels
Group and APL are jointly occupying the building right now. While it can be challenging some
days, both groups are working hard toward a common purpose. Bo Duckett has been receiving
furniture and directing traffic every day, and Heemstra said it’s very nice to see the interior with
the books in place.
Project Cost Summary: The summary included the general contractor’s change orders
through #17 and pay applications through July. Heemstra pointed out that the library currently
has $389,449 left in the construction change order allowance. He noted that it was necessary to
set the move dates many weeks in advance and that activity will go on as planned, even though
Agenda Item 2
the meeting rooms still have to be outfitted and not everything will be installed before opening
day. He commended Mark Harris, the library’s information technology systems administrator, for
his commitment to the job and willingness to put in long hours.
Carey added that Mark has been at work all night several times and the Library is lucky to have
someone with all his skills and dedication. She advised the Board that Ben Boecker has been
helping full time and they are utilizing assistance from Heartland Technology Solutions. Mark
has been coordinating all the technology-related activities. She also gave credit to Heemstra for
making things move smoothly.
Heemstra said that the date of substantial completion would be determined soon, and that is the
date the warranties start. The final punch lists should be done within 30 days, but the date of
final completion will likely be in October. LEED certification takes longer, as an audit has to be
done to verify that the features described in the design documents are in place and working.
Board of Trustees’ Bylaws Review:
Moved by Eason, seconded by Bradley, to adopt a resolution approving revisions to
the Bylaws as presented.
Stow explained the four modifications that were proposed by the Executive Committee and
which had been distributed in advance of the meeting: a minor revision in the Secretary’s duties;
identification the Library as the location of regular meetings; an update in the Order of Business;
and removal the statement that the Library Director is a non-voting member of the Board, since
she is actually a staff person who reports to the Board.
Vote on Motion: 7-0. Motion approved unanimously. Resolution adopted.
Display Spaces Policy Review:
Moved by Manus, seconded by Meier, to adopt a resolution approving revisions to
the Display Spaces Policy as presented.
Carey noted that the different types of display capabilities that will be found in the new building
are reflected in the proposed language. She said the section on Art Exhibits is new. APL has
had temporary exhibits in the past, but now there will be a room, The Studio, that is equipped
with picture rails, and the Library would like to have exhibits by community members.
Campbell asked if the language pertaining to the Library’s liability could be reinforced to state
that it also applies to art exhibits and loaned art. Carey asked if the language should be included
and brought back again for approval, but was advised to simply add appropriate verbiage.
Stow said that an ISU artist has already offered to loan five pieces for the Grand REopening.
Manus said that there should be discussion about how to protect loaned works of art from
damage.
Eason requested that the section on Art Exhibit Spaces state that applications will be approved
at the sole discretion of the Library Director.
Vote on Motion with additional statements that (1) extend the liability disclaimer to
include art exhibits and loaned art and (2) that applications to display art will be
approved at the sole discretion of the Library Director: 7-0. Motion approved
unanimously. Resolution adopted.
Agenda Item 2
Meeting Rooms and Study Rooms Policy Review:
Moved by Bradley, seconded by Campbell, to adopt a resolution removing the
existing Meeting Room Policy and adopting a new Meeting Rooms and Study Rooms
Policy as presented/amended.
Campbell inquired about exam proctoring and it was explained that proctoring is covered in a
separate policy. It was suspended by the Board for the time that library operations were
conducted in the temporary location. Exam proctoring will resume after the Grand REopening.
Vote on Motion as presented: 7-0. Motion approved unanimously. Resolution
adopted.
Trustee Comments:
Stow stated that Tyler Eason had submitted his resignation from the Library Board because he
has accepted a new job and his family is moving to Polk County. His last meeting will be in
September. Mayor Campbell is aware of the situation and will appoint a replacement.
The trustees thanked Carey and Heemstra for their hard work on the building project, expressed
appreciation for the tour of the amazing building, congratulated Eason on his new job and noted
that he will be missed. Campbell said he would like some information about the Freedom to
Read Foundation to see if that is something the Board would like to pursue. Meier commented
on how empty the Lincoln Center parking lot appears, now that the library is gone. Stow invited
the public to attend the APLFF Gala on the evening of September 5 and the Grand REopening
of the Library at 1 p.m. on Sunday, September 14.
Adjournment: The meeting was adjourned by consensus at 7:45 p.m.
The next regular meeting will be on Thursday, September 18, 2014, at 7:00 p.m., in the Dale H.
Ross Board Room at Ames Public Library, 515 Douglas Avenue.
Agenda Item 2