HomeMy WebLinkAbout~Master - Ames Public Library Board of Trustees Minutes of the Regular Meeting 12/18/2014Ames Public Library Board of Trustees
Minutes of the Regular Meeting
December 18, 2014
The Ames Public Library (APL) Board of Trustees met in regular session on Thursday,
December 18, 2014, in the Dale H. Ross Board Room, 515 Douglas Avenue, with Acker,
Bradley, Budd, Campbell, Linch, Manus, Meier, and Stow in attendance. Briese was excused.
Library Director Lynne Carey, Construction Advisor Brad Heemstra, Youth Services Manager
Jerri Heid, and Youth Librarian Tanvi Rastogi 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 Budd, to adopt a resolution approving the following
items on the consent agenda:
1) Donations
a) In honor of Marlene Weishaar from Barbara Gwiasda ................................. $97.96
2) Minutes of the regular meeting of November 20, 2014
3) Payment of Claims 11/1/2014 – 11/30/2014
Vote on Motion: 7-0. Motion approved unanimously. Resolution adopted.
Public Forum: None.
Ames Public Library Friends Foundation (APLFF) Report: Trustee Acker said the Teen
Advisory Group (TAG) raised $220 at its last sale, which included baked goods and hand-made
coasters made out of comic books. She said all APLFF financial activity is now being handled in
house, making the work less expensive and reports more timely. November income from
Literary Grounds sales was $2,018. Work continues on the one-man show about Churchill.
Young Adult Library Services Association (YALSA) Symposium Report: Teen Librarian
Tanvi Rastogi reported on YALSA Symposium she attended in Austin, Texas, where this year’s
theme was “Keeping it Real, Finding the Teen Experience in YA Literature.” She enjoyed
illuminating discussions about different teen audiences and how to engage them, learned what
to look for when purchasing and advising for various audiences, and got good ideas on shelving
and displays. She was pleased to discover that APL has all of the recommended titles on the
two-page book list distributed at an amazing LGBTQA (Lesbian, Gay, Bisexual, Transgendered,
Questioning, and Allied) Session she attended. Overall, she found it galvanizing to be around so
many people that are passionate about teen services.
Carey thanked the Board for supporting a budget that allows staff to attend high-quality
conferences such as this, especially because APL’s Librarians are involved in collection
development and policy development.
Rastogi was complimented on her work as TAG Coordinator. There was some discussion about
her collaborations with the Ames schools and the APL youth summer volunteer coordinators.
Device Check-out Committee Update: Youth Services Manager Jerri Heid stated that she
chairs the committee that has been looking into the lending of devices. She explained that the
term “devices” includes desktop computers as well as mobile technology—laptops and iPads.
Agenda Item 2
She said that the library’s desktops and laptops are used with Envisionware, which allows
persons to use their library cards to reserve and “check out” the computers for two hours. With a
picture ID and proof of address, there are also options for using a computer use card, a one-day
pass, or a special youth card to check out tethered devices (that are locked down for use in
stationary locations). Heid said some of the iPads will be permanently tethered and laptops can
be tethered; the others can be used while roaming throughout the building by persons whose
borrower accounts are in good standing. APL’s desktops and laptops can be used for printing.
Heid stated that part of the Youth Librarian’s role is to serve as a media mentors. They will be
helping children learn to use the tools. They will also be modeling to show parents how to make
use of technology with and for their children, and helping them try apps so they can make
decisions before buying. She showed some of the apps the committee has chosen to provide
and how they are organized on library devices.
Discussion ensued about check-out limits, procedures, security, and parent education. Heid
noted that APL’s devices can also be checked out for use in the meeting rooms or study rooms.
Carey applauded the efforts of the device committee.
Staff Report: Carey said the Budget and Finance Committee had met and staff had attended
the Preliminary Review of Budget Entries (PROBE) meeting with City Administration. She
reported that the meeting was productive, and the City appreciates the fact that the Board and
staff take their fiduciary responsibilities seriously. No changes to the overall budget were made.
Carey said she will meet with the City Manager in January for a second review.
Some of the Story County Supervisors met with the Story County Library Association on
December 9. Carey reported that they were delighted that the libraries were working together
and asked Carey to pass on thanks to the Ames Library Board for its willingness to share and
interest in the health of all libraries.
On Saturday, December 20, the new bookmobile will be unveiled. Author/illustrator Derek
Anderson will talk about the process of designing the graphic wrap in the auditorium, while the
bookmobile itself will be parked on Douglas Avenue. It is scheduled to begin service January 5th
and the old vehicle will be put up for sale.
Ames’ Platting Day Celebration took place on December 17. APL hosted coffee and cookies at
noon. Carey said the Ames Historical Society is putting together a time capsule that is to be
opened in 50 years, and it will be housed in the APL Heritage Room.
Carey said she met with an ISU graduate student and a professor who study people’s
perceptions of security cameras. They are interested in conducting voluntary interviews with
library visitors. In lieu of paying them for participating, the men proposed purchasing vouchers
from Literary Grounds and offering them as an incentive. They are willing to share the results of
their research with APL, do presentations for the public, and work with APL on security issues.
Carey said the area of security camera review and how cameras are used is complex and felt
their expertise would be valuable, but wondered if the trustees were comfortable with co-
sponsoring the work.
After brief discussion, there was consensus that Carey should follow up on the proposal.
Trustee Campbell reminded the group that a lot of consideration had preceded the initial
installation of library security cameras, and said he hoped the end result would include the
context of why cameras are present.
Agenda Item 2
Carey went on to update the trustees about her progress in library school, note that regular
policy review will start again in January, and discuss recent personnel changes. She also said
that the Mayor and City Manager had asked her to share City Councilman Tim Gartin’s request
that the Library Board (and some other commissions) include an ex-officio student member. The
trustees asked Carey to find out what role such a member would play, what age student Gartin
had in mind, and if he were aware that TAG members are ex-officio members of APLFF. Carey
agreed to inquire and report back.
Trustee Linch asked if the topic of staffing had come up at PROBE. Carey said the changes
brought about by the reorganization had been discussed in the context of the library doing
everything possible to meet new needs within the budget bottom line. She said that as the new
hires are completed, the true impact on the temporary salaries budget will be known. Staff is
getting accustomed to operating in the new building, but still struggling; there may be one more
opportunity to create another salaried position. Carey also mentioned that there is a city-wide
effort underway to look at the “temporary employee” classification in order to define it more
precisely and ensure it’s in line both legally and ethically. She also met with Melissa Mundt and
Steve Schainker to discuss the topic and is confident that the groundwork is laid for the future.
Building Project Construction Update: Heemstra said he is still assisting with wrapping up
the punch lists, the one-year warranty period, and acting as a sounding board for Carey. The
punch list is being completed, but change orders are still being requested. The recent warm
weather allowed for sealing the pre-cast concrete, but staining did not get done and will have to
wait until spring. There is also some interior work waiting to be done.
Carey spoke about certain meeting room tables that had failed immediately. She and MSR have
been conversing with the supplier for months and representatives, including the engineer who
designed them, came to visit. The company ultimately took full responsibility, so APL will get full
credit and new tables are on order.
Carey advised that there have been quite a few issues with the custom furniture. Many pieces
still haven’t been delivered, and the City’s Legal Department, Purchasing Division, and City
Manager’s Office have all been involved. The company has now agreed to meet all of APL’s
demands. The president of contracting company, the subcontractor, and some installers are
expected to be here on December 22 and the rest of the furniture is to be installed by the end of
January.
Carey said staff was struggling with finding enough time to get all the new technology in place.
Someone from ISU has offered to help pro bono with the selection and ordering of some of the
meeting room equipment; Carey is in hopes that things will move more quickly with his help.
Trustee Meier initiated discussion about the weight of the doors at the front entrance. Heemstra
said a technician from the company recently lowered the pressure on them and equalized it on
all doors throughout the building. Tests are being done now and usage is being observed; he
encouraged the Board to try them and see if they notice any improvement. If necessary, there is
one more option that could be employed.
Project Cost Summary/Renovation Project Financial Report: Heemstra stated that the
Samuels Group’s pay app for November puts the project at 99% completion—only 1% of the
work remains. Budd asked how much of the $150,000 furniture allowance had been spent.
Carey said she didn’t have the information at hand, but would look into it.
Agenda Item 2
Acker said she felt the number of change orders seemed reasonable, given the nature of project
and its scope. Heemstra said change orders normally come to between 5% and 8% of a
project’s budget. The library is now at about 7%, so it seems average to him.
Campbell inquired about the parking lot paving that had been discussed in November. Carey
said the lot was done and is being used. The ten-hour meters are very convenient for staff.
Stow said that Heemstra submitted a proposal for continued services, as needed, which the
Board had previously agreed to. Carey complimented Heemstra for his expertise and ability to
interact favorably with all the contractors and vendors. The trustees also acknowledged that his
expertise and professionalism has been invaluable. Heemstra remarked that he is proud to be
part of the project—everybody in the community talks about the library and seems pleased.
Change Order No. 21 with A&P/Samuels Group: Carey said Change Order No. 21 was
brought to this meeting because the Building Project Committee is no longer meeting regularly.
Heemstra explained the items in the change order, including:
• Additional tile flooring in the staff stairways (which will help keep them cleaner);
• Duplex receptacles in the kitchen and some more data lines;
• Boiler exhaust and mechanical changes, with relocation of some pathways and intakes;
• Bulkhead and drywall work in the Youth Services area;
• Installation of drywall below the grand staircase where some sprinkler pipe is now visible
(as a result of a change requested by the Fire Inspector); and
• Changes to certain doors and door hardware.
Trustee Comments:
The trustees thanked Carey, Heemstra, and the library team for the success of this
extraordinary year, for maintaining vibrancy in the temporary location, and working hard to move
all the resources back to Douglas Avenue. Carey was congratulated on completing her library
school course. Heemstra was thanked for his assistance throughout the building project and
assured that he would be missed at future board meetings. Stow indicated that future agendas
will include Building Project Updates only as needed, but Strategic Planning will appear as a
new standing item.
Adjournment: The meeting was adjourned by consensus at 8:13 p.m.
The next regular meeting will be on Thursday, January 15, 2015, at 7:00 p.m., in the Dale H.
Ross Board Room, Ames Public Library, 515 Douglas Avenue.
Agenda Item 2