HomeMy WebLinkAbout~Master - Ames Public Library Board of Trustees Minutes of the Regular Meeting 10/16/2014Ames Public Library Board of Trustees
Minutes of the Regular Meeting
October 16, 2014
The Ames Public Library (APL) Board of Trustees met in regular session on Thursday, October
16, 2014, in the Dale H. Ross Board Room, 515 Douglas Avenue, with Budd, Campbell, Manus,
and Stow present and Bradley participating by telephone. Acker, Briese, and Meier were
excused. Library Director Lynne Carey and a Boy Scout troop were also in attendance.
Call to Order: Board President Stow called the meeting to order at 7:00 p.m.
Consent Agenda:
Moved by Bradley, seconded by Budd, to adopt a resolution approving the following
items on the consent agenda:
1) Donations
a) From Anonymous for staff mugs .................................................................. $97.96
b) From Anonymous for Project Smyles ............................................................. $1.00
2) Minutes of the regular meeting of August 21, 2014
3) Minutes of the special meeting of September 3, 2014
4) Payment of Claims 8/1/2014 – 8/31/2014
5) Payment of Claims 9/1/2014 – 9/30/2014
Roll Call Vote on Motion: 5-0 (Bradley, Budd, Campbell, Manus, and Stow voting in
favor; none opposed). Motion approved unanimously. Resolution adopted.
Public Forum: None.
Fiscal Year 2013/14 (FY14) Year-End Financial Report
Stow noted a decrease in general fund revenues and stated that expenditures came to 95.5% of
the amount budgeted. He complimented staff for that result, given the unknowns that were
faced while operating from the temporary spaces.
Fiscal Year 2014/15 (FY15) First Quarter Financial Report
Carey noted that expenditures are on track in the first quarter of the current year, with 25% of
this year’s annual budget spent. Stow questioned why the amount identified as “available
balance” was greater on the September 30 Renovation Project Report than it was on the final
report for FY14. Carey said staff would discuss the matter with the Finance Department and
provide an explanation.
The financial reports were received as information.
Ames Public Library Friends Foundation (APLFF) Report: Carey introduced the APLFF’s
new Development Director, Martha Lincoln, who began work in September. Lincoln thanked the
trustees for their 100% participation in the Renewal Project Building Campaign. She said that
she is starting to wrap up work with donors to that project and beginning to work on the end-of-
year appeal.
Carey gave the monthly report, noting that:
• The donor wall was installed earlier in the day and a donor event is scheduled to take
place on October 24.
• Three book sales are being planned:
o The fall sale, Oct. 17-19, the last one that will be held at 809 East Lincoln Way;
Agenda Item 2
o A special Veteran’s Day sale Nov. 8-11; and
o A special holiday sale, Dec. 10-11, both of which will take place at APL.
• Literary Grounds brought in $1,574 dollars in sales during the first two weeks after the
library’s Grand REopening. Volunteers and members of the Sales Committee have been
keeping the store nicely stocked and many new people are offering to volunteer.
• APLFF Board President Amy Juhnke asked the Directors to consider the library’s funding
needs and expectations so that the board will be prepared to do some work that will
dovetail with the Library Board’s strategic planning process.
Staff Report: Carey reminded the trustees that Roger Kluesner will be receiving an award on
November 13 from the Story County Alliance for Philanthropy and invited them to let her know if
they would like to attend. She mentioned other events coming up the following week, including
the Iowa Library Association Annual Conference in Cedar Rapids and a reception and unveiling
of the Donor Wall.
Other notable highlights mentioned by Carey included:
• Anticipated arrival of the new bookmobile shortly after Thanksgiving;
• many tours that have been given of the new building;
• some good press surrounding the Grand REopening;
• Money Magazine’s October issue which named Ames #8 of the top 50 small places to
live and cited the major expansion of the public library in its justification; and
• A well-attended event on campus with author Jane Smiley that was co-sponsored by
APL and moderated by Steve Sullivan, as a representative of the APLFF Board.
Carey said the Library would be co-sponsoring a Kim and Reggie Harris concert on October 26
at the City Auditorium, and invited any trustees who were willing to help serve as hosts.
Carey advised that the City Council had approved the Library’s final reorganization-related
request on October 14. After Ann Dobbs’ retirement, it was determined that it would be possible
to assign a new librarian to the Youth Services Department and hire two half-time library
assistants in Adult Services without affecting the bottom line of the budget. Carey said the new
arrangement will allow for another full-time person to help with planning, collection development,
and security on the main floor, as well as an equal number of staff hours, but more bodies to
work on the second floor.
History Policy:
Moved by Manus, seconded by Budd, to adopt a resolution adopting revisions to the
History Policy as presented/amended.
Stow noted that minor changes were proposed to bring the policy up to the post-construction
period.
Roll Call Vote on Motion as presented: 5-0 (Bradley, Budd, Campbell, Manus, and
Stow voting in favor; none opposed). Motion approved unanimously. Resolution
adopted.
Building Project Construction Update: Stow mentioned that a discussion had taken place
with regard to the number of hours left on the contract with Integrity Construction. Carey said
she felt APL would need to purchase some extra hours to allow Brad Heemstra to help with the
rest of the punch list items.
Agenda Item 2
Support was expressed by consensus for Carey to go ahead and add a sufficient
number of hours to the Library’s contract with Integrity Construction.
There was discussion about the punch lists and Samuels Group’s plans. Carey noted that some
work is being done overnight to minimize noise and disruption. The project is now 98.4%
complete. The roof is not yet finished, but the exterior metal panels have been replaced and the
leakages have been located and fixed. Two more change orders are being prepared.
In response to a question from Manus, Carey said she did not have any macro concerns. The
punch list for the custom millwork package has been taking the most time and causing the most
angst. A lot of the pieces have not arrived and some of what has been received is not
satisfactory. Carey and Kate Michaud went through the proposal with a fine-toothed comb and
there is a possibility that APL may have to go with different vendor. On a positive note, Carey
said the public seems pleased with the building and does not seem to be disturbed by the fact
that not everything is entirely finished.
Carey said the Samuels Group is supposed to vacate the parking lot used for staging on
October 23 so that it can be re-opened to the public. The landscape plants and trees that were
incorrect have been replaced and the last load of pavers was shipped earlier in the day. With
just a few items left to be tested, the LEED application is being finished.
Project Cost Summary:
Carey said that technology is still being selected and purchased, so there is no final total yet on
the cost, but approximately $370,000 out the $500,000 that was allocated has been spent.
Stow acknowledged the City videographers who were present and using the new flypack for
recording the meeting.
Story County Funding:
Moved by Manus, seconded by Campbell, to adopt a resolution supporting the
funding proposal that provides each library with base funding in the amount of 10%
and additional funding based on circulation.
Carey referred to page 54 in the packet, which detailed the effect that equal division of the first
ten percent (10%) of the County’s funding would have on each library’s revenues. Carey
explained that all funds are currently being divided up in proportion with the amount of service
each library provided to rural residents in the previous fiscal year. However, the Story County
Library Association (SCLA) members agree that circulation is not necessarily the only or best
measure of service, because it doesn’t include use of meeting space, computers, restrooms, or
other amenities that may be offered in a public building.
Carey said that the SCLA did some research and determined that, while the state mandates that
library service be provided to all Iowa residents—either by providing a library or contracting with
an entity that does—there is no consistent way of funding across the state. The group feels a
base amount should be distributed first. Manus asked if any historical data were used to
determine the funding allocations. Carey said that each year is considered on its own, and
funding from the county is based only on circulation to rural residents.
Budd asked from which number the 10% was derived. Carey explained that example was based
on a $285,000 appropriation. The proposed formula would work so that the first ten percent
($28,560) would be divided evenly to provide $2,596 to each library. Of the remainder
Agenda Item 2
($257,040), Ames would receive 45% or $115,668. The result would give APL an $118,264
allocation. That compares with an allocation of $128,530 for FY15, based on the existing
formula. It was noted that county funding for FY16 would be about the same as it had been in
FY14 if the formula were approved—except that it is highly likely that Ames’ circulation will
increase, now that the renewed facility is open.
Budd offered a friendly amendment to strike the text of the resolution following the
word “proposal” and replace it with “under which each library will receive an equal
share of 10% of the county’s annual library funding and 90% of the funding will be
shared based on circulation to rural residents.”
Manus accepted the friendly amendment.
Campbell wondered if Carey felt APL should increase its funding, since revenues dropped last
year. Carey replied that Ames is better able to manage a reduction; the smaller libraries struggle
just to keep their facilities operating and even an increase of a thousand dollars can greatly help
them. Stow said that he felt APL could afford to be magnanimus. Carey pointed out that the
Board of Supervisors will have the final say on the matter.
Campbell asked if all libraries were on the same page regarding the value of circulation
statistics. Carey said that they were, and she expects that conversation to continue because the
library world overall is discussing different ways of measuring success. The smallest libraries
are really struggling, especially with the declining rural population. Carey feels all libraries will be
stronger if they work together.
Roll Call Vote on Motion as amended: 5-0 (Bradley, Budd, Campbell, Manus, and Stow
voting in favor; none opposed). Motion approved unanimously. Resolution adopted.
Trustee Comments:
When Campbell asked about circulation figures for the first month in the new building, Carey
said that between September 14 and October 13:
• 714 new library cards were issued;
• 4,508 persons accessed their accounts, checked something out, or used an electronic
resource;
• 8,950 holds were processed; and
• 124,813 items were circulated.
Carey said she had counted as many as 100 people upstairs at one time. While they were quiet
and busy, the children are noisy and busy and having fun downstairs. She reported that the new
Bibliotheca self-check kiosks are working very well. Customers find them easy to use and
attractive, and the company has been very responsive. The automated materials handling
system is also working very well.
Trustee Comments:
Campbell spoke about his grandson’s enthusiasm for visiting the library now—especially the
stairway and the children’s area.
Bradley reported that her friends and acquaintances are pleased with the outcome of the project
and are saying very good things. She expressed appreciation for the wonderful job Brad
Heemstra has done.
Agenda Item 2
Budd was very pleased with the Grand REopening. He said the event was enjoyable and well
done and everyone is happy to be back.
Adjournment: The meeting was adjourned by consensus at 7:53 p.m.
The next regular meeting will be on Thursday, November 20, 2014, at 7:00 p.m., in the Dale H.
Ross Board Room, Ames Public Library, 515 Douglas Avenue.
Agenda Item 2