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HomeMy WebLinkAbout~Master - Ames Public Library Board of Trustees Minutes of the Regular Meeting 06/20/2013Ames Public Library Board of Trustees Minutes of the Regular Meeting June 20, 2013 The Ames Public Library (APL) Board of Trustees met in regular session on Thursday, June 20, 2013, in the City Council Chambers, 515 Clark Avenue with Acker, Briese, Campbell, Meier, and Stow in attendance. Trustees Bradley, Budd, Eason, and Manus were excused. Interim Director 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. He introduced new Trustee Kyle Briese, who was appointed to complete Laura Rawlins’ term. He then stated that item two would be pulled from the consent agenda and action would be deferred because only three of the trustees who were present last month were in attendance this evening. Item five was pulled for discussion. Consent Agenda: Moved by Acker, seconded by Meier, to adopt a resolution approving items 1, 3 and 4 on the consent agenda: 1) Donations a) From the Story County Genealogical Society for books ........................... $289.18 2) Minutes of the regular meeting held May 16, 2013 3) Claims Report 5/1/2013 – 5/31/2013 4) FY 2014 Enrich Iowa Agreement with Iowa Library Services Vote on Motion: 5-0. Motion approved unanimously. Resolution adopted. 5) FY 2014 annual maintenance agreements and subscriptions with SirsiDynix Corporation of Lehi, Utah, in the amount of $35,471.25 Trustee Meier asked if staff could provide further information about the cost of this year’s contract, indicating that it seemed high to her. Interim Director Carey stated that, in addition to the usual subscriptions, maintenance charges for equipment and software related to the RFID project were included on this year’s invoice. Trustee Campbell asked about the long term viability of the software. Carey said that staff has been looking at several products in anticipation of replacing the integrated library system (ILS) in the next few years, but SyrsiDynix is introducing some new products of interest. The firm is one of the top three leaders in the ILS market, so the viability of the company is as good as any and better than many. Migration to a new system is very complicated and in the past there was discussion about SirsiDynix sunsetting the Horizon product, but Carey said the cloud has changed everything. APL’s network administrator Mark Harris and ILS manager Alissa Dornink went to a conference recently and came back tremendously excited about the enhancements SirsiDynix is now offering. The firm is pulling together two of its main products and the new options put the library in a completely different spot than it was even five to six months ago. Carey said it might not be necessary to look for an entirely new product line. Moved by Acker, seconded by Campbell, to adopt a resolution approving renewal of annual maintenance agreements and subscriptions for FY 2014 with SirsiDynix Corporation of Lehi, Utah, in the amount of $35,471.25 Vote on Resolution as presented: 5-0. Motion approved unanimously. Resolution declared adopted. Agenda Item 2 Public Forum: None Activity Reports: Staff Report – Carey spoke about the library’s summer programs, some of which are taking place in parks, and noted that staff from the Parks and Recreation Department and the over 70 participants in the APL-Y (youth) volunteer program have been tremendously helpful. She also reported on a supervisory retreat that was held in May, where work began on a timeline for work to be accomplished in the next year. The supervisors are again meeting regularly to plan for moving back to Douglas Avenue and providing services in the new building. Carey said that 17 employees will attend the National American Library Association Conference in Chicago at the end of June. Five or six persons will attend the full conference and two van loads will be going to see the exhibits only. People have been assigned to different tasks, such as looking at scheduling software, e-resources, furniture, etc. When they get back, staff will start attacking the plan. Carey stated that a group of selectors is presently looking at how the library’s collection is developed and chosen, and discussing how to plan a collection that’s appropriate for the community and takes into account turn-over and replacement needs, rather than simply spending to match a budget. The team is working with a consultant, Roy Kenagy, who has so far offered his services at no cost. Finally, Carey said that staff has decided to change the labels on fiction items to include the author’s full last name. Acker asked if it would it be possible to have a presentation, as time permits, on some of the decision making and thought processes that are going on. Carey said that the supervisors had actually talked about having a joint work session with the trustees; that could be an ideal opportunity. Stow said that one of the tasks for staff at the convention is to look at bookmobiles, since it is time to replace the one now in use. He told the Board that he had asked Trustee Budd to serve on the selection committee, and Budd had enthusiastically agreed. Ames Public Library Friends Foundation (APLFF) Report - Trustee Acker noted that the APLFF fundraising committee has an active campaign going on now. An endowment campaign brochure has also been prepared and that endeavor will be coming up. The directors heard a proposal for hiring a part-time development director, as the board has discussed the need for more resources to help support the library’s programs and activities. The directors said good- bye to Fred Brown, a long-time board member who made tremendous contributions over many years of service. Andrea Anselman and Steve Sullivan were elected as new directors. Library Building Project Update: Staff Report – Heemstra reported on activity on the construction site. He said that demolition is essentially done, work continues on installation of underground utilities and below-slab mechanical and electrical equipment, and structural steel installation has begun. He said that the alley between the library and the First United Methodist Church will be shut down for about two months starting July 1 for utility work and paving. In July, additional asbestos abatement will take place. Agenda Item 2 Heemstra distributed an updated calendar of events for the window restoration project, which he said had to be revised to include time for the City Council to approve the final construction drawings. He said MS&R was preparing the bidding documents and Kate Michaud expected to have the plans completed by the end of the day on June 28. Discussion ensued about the timeline, which was compressed with the intention of having the windows restored and replaced before winter. The trustees agreed to hold a special meeting to review the plans and specifications on July 8 at 5:30 p.m. If City Council approves the plans and specs on July 9, Heemstra explained that the process could potentially move forward with a bid due date of July 31 and award of the contact (and perhaps approval of the contract and bond, as well) by City Council on August 13. It was agreed that a second special meeting would be held on August 8 at 5:30 p.m. to recommend award of the contract. Heemstra went on to say that several change orders are currently in the works, including deletion of window replacement and a few other items that all result in deducts to the Samuels contract. The abatement contractor has quoted a deduct of about $6000 to delete the lead abatement on the windows, but since another ceiling needs to be removed in the lower level, the net result is a wash. Heemstra said that the Samuels Group will document the cost changes and will probably present them at the next construction meeting. Campbell asked if staff was keeping track of the window restoration budget. Carey said that Thompson was doing so and Carey planned to present information to the Library Board once the first $20,000 was reached. Direction to Staff on Retention of Historic Elements – Stow explained that during the May 14 meeting with the City Council, both library staff and the trustees present had mistakenly believed that the City Council’s motion to retain the limestone knee walls at the north staff entrance had passed when, in fact, it had failed; therefore, the direction given to staff at last month’s meeting needed to be corrected Moved by Meier, seconded by Campbell, to amend the motion that was approved at the last meeting directing staff to “move forward with the arrangements necessary for the restoration of the historic windows and redesign of the north entrance and stairs to accommodate the limestone knee walls” be changed to direct staff to “move forward with the arrangements necessary for the restoration of the historic windows, as requested by the City Council on May 14, 2013.” Vote on Motion: 5-0. Motion carried unanimously. Report on Historic Tax Credits – Carey said the Library had not received direction from the City Council to pursue historic tax credits, but there seemed to be an implicit expressed interest. She said that the state made a Determination of Eligibility for listing APL on the Historic Register that the Ames Historic Preservation Commission (HPC) received in 2009. However, Carey said the 2009 Determination is no longer valid and one is required for the first part of the tax credit application. Gloria Betcher, who had worked on the original application as a former HPC member, is working on a new one and anticipates that it can be completed by July 1. Carey stated that Part II of the application is quite complicated. Both the HPC and the State Historic Preservation Office (SHPO) recommended that a consultant be hired to see the Library Agenda Item 2 through the process. Steve Wilke-Shapiro, a consultant recommended by the HPC, was provided with information about the existing windows so that he could offer advice on the scope of work and the potential fee, and offer a preliminary estimation of the library's odds of success. Mr. Wilke-Shapiro recommended that APL apply for the smaller tax credit, which is offered for projects costing $750,000 or less, because the application process for larger projects must be started in the first ten days of July. There is a rolling application process for the smaller ones. Carey explained that the tax credit application would only apply to the portion of the building that is historic. So far, the work has not been done to extract the amount that could be assigned to the historic section from the total project cost. Carey said she was still gathering information on the mechanics of the process, how to involve the APLFF, and the ramifications that meeting the Secretary of the Interior’s Standards on Rehabilitation would have on the rest of the project. Carey also stated that the consultant, the City Finance Director, and the SHPO’s Tax Credit Manager all advised that the Library hire a tax credit attorney or other professional. Because moving forward now will definitely incur costs—the application fee itself costs $750 to $1000—Carey recommended waiting until the new Determination of Eligibility comes back. If it is positive (meaning that the building is still eligible for listing on the National Register), decisions can be made about how to proceed; if the Determination is negative, there will be no need to do further work. Meier asked if the costs related to the pursuit of tax credits were outside the original budget and Carey replied in the affirmative. Stow pointed out that that meant APL could pay $4,200 to the consultant, $1,000 to submit the application, some amount to hire a tax attorney, and even more for MS&R or Heemstra to extract expenses and end up getting nothing or, potentially, 25% of $750,000. Carey stated that the library might be eligible for 25% of up to $750,000 in qualified rehabilitation costs incurred in the historic sections of building. Acker said she felt it was problematic that neither the City nor the APLFF pay taxes, and wondered what there was to gain by obtaining a tax credit. Carey said that it is possible for an owner (the Library or the City) to grant the opportunity to apply for credits to another entity (such as the APLFF). The other entity can then apply for the tax credits and, if it receives them, it gets a tax refund. Acker questioned how a tax refund could be given on taxes that have never been paid. Carey said that is why staff wants to be careful and make sure the mechanics are understood. The City’s Finance Director would like to see the information in black and white. Stow pointed out that at the City Council meeting, those in favor of restoring the windows made the tax credit issue a part of their presentation, so he feels it will be necessary to delineate to the Council why the tax credits are not being pursued, should the trustees choose not to. Acker stated that she felt these questions need to be nailed down before any amount of money is spent. Carey pointed out that if the Board waited for the new Determination of Eligibility, it would not be possible to move forward on the higher level tax incentive. Campbell asked if the Library had lost its sure possibility of meeting the historic requirements. Carey explained that the Determination of Eligibility obtained by the HPC from the SHPO in 2009 allowed the HPC to apply to list the Library on the National Register. However, that application was not filed and the Determination of Eligibility is no longer valid because construction has begun. Campbell remarked that refiling would just gain that uncertainty again. Agenda Item 2 Moved by Acker, seconded by Campbell, to direct staff to wait until Determination of Eligibility for the building is obtained before proceeding with an application for tax credits. Vote on Motion: 5-0. Motion carried unanimously. Project Cost Summary – Heemstra said that he added a new line this month for reporting costs associated with the window restoration, but the cost would not be filled in until the bids were received. He said item 4.11 (Integrity Construction’s contract cost) was updated; some other change orders are in the works and will appear next month. To date, there is no change in the contingency. Carey added that the total project budget reflects another $10,000 that was transferred from the APLFF to the City in May. Library Renovation Project Financial Report – No discussion. Policy Review: Financial Limits Authority Policy - Moved by Meier, seconded by Acker, to adopt a resolution approving changes to the Financial Limits Authority Policy as presented/amended. Carey stated that the proposed revision clarified the director’s authority, but included no substantive changes. She thanked Thompson for making the revisions. Vote on Resolution as presented: 5-0. Motion approved unanimously. Resolution declared adopted. Trustee Comments: New Trustee Briese was welcomed and appreciation for the library staff’s hard work was voiced. Stow requested that the Board’s thanks be expressed to staff in its internal weekly newsletter. Adjournment: The meeting was adjourned by consensus at 7:50 p.m. The next regular meeting will be on Thursday, July 18, 2013, at 7:00 p.m., in the City Council Chambers, 515 Clark Avenue. A Special Meeting will be held on Monday, July 8, in the conference room in the temporary office (620 Lincoln Way, Suite 4). ____________________________________ ___________________________________ Karen C. Thompson, Administrative Assistant Jane Acker, Board Secretary Agenda Item 2