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HomeMy WebLinkAbout~Master - Ames Public Library Board of Trustees Minutes of the Regular Meeting 08/15/2013Ames Public Library Board of Trustees Minutes of the Regular Meeting August 15, 2013 The Ames Public Library (APL) Board of Trustees met in regular session on Thursday, August 15, 2013, in the City Council Chambers, 515 Clark Avenue, with Acker, Bradley, Briese, Budd, Campbell, Eason, Manus, Meier, and Stow in attendance. Library Director Lynne Carey, Outreach Services Coordinator Valerie Donnell, Construction Advisor Brad Heemstra, and Volunteer Services Coordinator Sarah Bohlke 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 Bradley, to adopt a resolution approving the following items on the consent agenda: 1. Minutes of the regular meeting held July 18, 2013 2. Minutes of the special meeting held July 24, 2013 3. Minutes of the special meeting held July 31, 2013 4. Minutes of the special meeting held August 8, 2013 5. Payment of claims for fiscal year 2012/13 accruals, 7/1/2013 – 7/31/2013 6. Payment of claims for fiscal year 2013/14, 7/1/2013 – 7/31/2013. Vote on Motion: 8-0. Motion approved unanimously. Resolution adopted. Public Forum: None Financial Reports: Trustee Meier stated that most of the journal entries and accruals had been made for fiscal year 2012/13, but a few final changes could still come about with the audit. She said that she and Trustee Briese found nothing to remark on, but felt the library had done well to keep spending at 95% of the budget, in light of having moved into three new facilities and dealing with all the changes that took place during the year. Trustee Acker wondered if there would be opportunities to roll over unexpended funds. Library Director Carey said that money had already been transferred into the computer replacement fund to provide new staff workstations and permission had been received to carry over collection funds for the opening. She said that there may be another opportunity in November to request the unspent funds, depending on how well the city as a whole did. Carey complimented Thompson for her help with the library’s budget. Activity Reports: Staff Report – Carey spoke about the summer programs, most of which were to wrap up at the end of the week; a new “3-for-3” book recommendation offering; and the teen programs that have flourished under Tanvi Rostogi. She reported that a total of 66 youth participants plus 20 Teen Advisory Group members contributed over 900 volunteer hours through the summer APL- Y program. The overnighter was attended by 45 youths. Looking ahead, Carey said that Ellen Wanamaker will start as a library assistant on August 19. Planning teams are going full steam ahead with preparations for the move back to the new library. Proposals for the automated materials handling system (AMHS) are due on August 28; once a system is selected, the cost will fill in a blank on the project budget. 2 Carey showed some examples of APL’s new spine labels that show up to eight letters of the author’s name. They make the books more distinguishable, easier for customers to find, and easier to shelve properly. It is hoped that they will contribute to efficiency in the new building. Carey also said she attended a special meeting of the West Des Moines City Council, Library Board, and Friends Board to share what APL has learned over the last five years as West Des Moines starts considering an addition. Trustee Eason inquired about the AMHS price range. Carey said she was unsure, but there is a $260,000 place holder in the project budget. Ames Public Library Friends Foundation (APLFF) Report – Stow said the APLFF board had met the previous Thursday. Donations received from the May solicitation were less than the amount that had been budgeted, but work has begun on an endowment campaign—the first stage being preparation of a brochure designed for potential donors and financial advisors. Stow said that Fletcher Perry shared information about the Teen Advisory Group’s summer activities, and the Sales Committee reported raising over $5000 in a one-day July sale. The next book sale will take place October 11 through 14, but sales continue on-line and in Literary Grounds. Finally, Stow said the Fundraising Committee proposed hiring a development director. A timeline was put into place for creating the position and hiring someone. Project Smyles Update – Project Smyles Coordinator Linda Olson gave a brief overview of the program, which began as a pilot project in 2006. APL decided to take the library to the children after the 2000 census data showed that both parents in nearly 71% of Ames families were in the workforce, and the seatbelt laws established in 2004 prevented many daycare providers from taking children to the library. She said that initial daycare visits feature the library’s blue dog mascot, Smyles, the bookmobile, and a storytime presenter; follow-up visits by a storytime presenter are made monthly. Along with stories, songs, and information for the children, Project Smyles workers model behavior and early literacy teaching techniques to the daycare providers. Olson stated that Project Smyles now has 10 part-time employees, eight storytime presenters, and one specialist who selects the materials left at the daycares each month. She said visits are made to 97 sites monthly, so Project Smyles staff reaches about 1200 children per month during the school year and roughly 600 in the summer. Outreach Services Supervisor Valerie Donnell shared some of the results of the parent survey that had been included in the board packet. The survey was conducted to determine if and how families were taking advantage of the Project Smyles visits. Among the findings were responses that showed that: 85% of the parents are receiving the materials their children receive at daycare; 71 % are aware that Project Smyles visits the daycare; 27% are completely familiar with the program; and children are sharing stories and songs with their parents when they go home. Comments indicated that families are also visiting the library and making use of library resources, based on their children’s experiences with Project Smyles. Donnell noted that an ancillary objective of the program has always been to help brand the library, and it appears to be working—everyone knows about the big blue dog and 87% of respondents said their children love seeing Smyles at public events. During discussion it was noted that most libraries in Iowa do some outreach to those who cannot come to the library, but no one is aware of any other programs that are as comprehensive. Donnell stated that she presented Project Smyles as a service model at a national conference last year, and people continue to contact her from all over the country. 3 Carey pointed out that the program exists almost completely outside of the library’s operating budget, being primarily supported through donations and with help of APLFF and state funding. She said the library seeks to find more stable funding. Although Olson writes grants, the large ones that were available in past years have dried up. Trustee Stow remarked that a one million dollar endowment could fund the program in perpetuity. There was also conversation about the work that is done directly with the preschools and to enhance what the schools do. Teachers often continue to use the songs and materials the kids already know. Project Smyles uses a nationally-known curriculum, so there is continuity in terminology and the skills that are focused on. Carey said that Project Smyles, Raising Readers, and the Ames Reads initiative are all working toward the overall goal of having every child reading at grade level by third grade. Volunteer Services Update – Volunteer Coordinator Sarah Bohlke informed the trustees that APL has largest volunteer program of any library in the state of Iowa, with over 600 persons serving per year. She stated that the library’s move brought in a lot of new people and over 17,000 hours were contributed over the course of the year—the equivalent of eight full-time employees. Bohlke said that she has a general roster of volunteers—some who come in a lot and some who come in on a one-time basis. APL’s program has a community service component (for persons doing court-ordered service) and a fine alternative program (under which volunteer hours can be used to pay down account balances). Volunteers work in all departments and range in age from 7 to 93, although those under 11 are always supervised and usually work in a group. Bohlke said that some APL programs, such as inter-library loan, home delivery, and the on-line request service, might not exist without volunteers. Bohlke recently attended a national conference in Washington, D.C. and was pleased that the theme seemed to focus on three goals that she is now in a position to move forward with: 1. Adapting and expanding volunteer functions so as to accommodate the larger building and expanded services with a static staff level; 2. Increasing the volunteer recognition program through engagement with regular staff members—in part, by featuring interviews that appear in an Insider “volunteer spotlight;” and 3. Finding meaningful service learning projects for APL’s youth volunteers and the high school students who are required to provide at least eight hours of service to the community before graduating. Volunteer programs use various measures of success, Bohkle said—the number of hours contributed, the number of volunteers, the longevity of volunteers, for example. She shared the thinking of one west-coast hospital that says a volunteer program is successful when an existing volunteer recommends that a friend should volunteer for the same institution. Acker complimented Bohlke on her work and submitted that one way to engage volunteers might be to simply ask for their opinions. She also suggested that they consider collecting materials from people who drive up to the temporary building and stop in the walkway out front. Bohlke also spoke about her efforts to relate to each volunteer on a personal level. It is her desire that staff and volunteers to get to know each other and she hopes to carry that camaraderie forward into the new, larger building. She explained her application and screening 4 process and also expressed thanks for the opportunity to attend national conferences with professional peers. Library Building Project Update: Staff Report – Heemstra said that the new west wall and elevator shaft had been constructed, decks and joists are being installed, progress is being made with fireproofing, under-slab plumbing is underway, and electrical rough-in is taking place in the existing building. Roofing should start going into place shortly. Heemstra stated that demolition of existing structures and utility lines in the alley between the library and the church went according to plan, but the contractor ran into some difficulty applying the new damp-proofing material to the basement walls. The new product was incompatible with the existing material and multiple applications were required. New utilities need to be installed by the City before asphalt can be laid, so it now appears that the alley will be closed until mid- October. Other news: • The contract for wood window restoration was awarded by the City Council on September 13 and Scott Petersen expects to mobilize next Tuesday. • The project architect submitted the Leadership in Energy and Efficient (LEED) design application and the results should be known by mid-September. • The Samuels Group is offering another tour of the construction site to staff and board members prior to the September 16 Library Board meeting; invitations will be sent via e- mail. • The Samuels Group has records showing that 97% of the materials leaving the site have been recycled; the goal was 75%. • Gloria Betcher requested a new Determination of Eligibility for listing the library on the National Register of Historic Places. She advised Carey that the turn-around time will not be rapid because the State Historic Preservation Office is overwhelmed at present. Trustee Campbell inquired if there had been communication with the church about the alley closure and Carey indicated that Melissa Mundt was to have done that earlier in the day. Acker inquired about the nature of the LEED response that was expected. Carey explained that the Green Building Institute will respond to all the design points MS&R included in the application, either accepting or denying each one. She said a similar process will take place later to earn the construction points. Change Order #4 with Abatement Specialties – Stow stated that the Building Project Committee had reviewed this change order and recommended approval. Moved by Acker, seconded by Campbell, to adopt a resolution recommending that the City Council approve Change Order No. 4 with Abatement Specialties, LLC, which includes the following contract modifications totaling $15,029: • Add $3,432 for miscellaneous asbestos abatement in the west end of the 1940 building for electrical conduit; and • Add $11,597 for asbestos abatement in the ceiling and walls of the former second- floor mechanical room to allow access for fireproofing work and safety considerations. 5 Heemstra explained that the cavity in the ceiling of the mechanical room was too tight for workers to reach the roof trusses for fireproofing, and the walls were in poor condition and needed to be cleaned up. Vote on Resolution: 8-0. Motion approved unanimously. Resolution adopted. July 2013 Renovation Project Financial Report – The report was received as information. Carey pointed out that quite a few charges were transferred to the bond fund at the end of the year so that bequest money and donations coming in through the APLFF would be spent last. Trustee Comments: The trustees expressed thanks to Carey for her enthusiasm and complimented staff for their professionalism and presentations. Adjournment: The meeting was adjourned by consensus at 8:16 p.m. The next regular meeting will be on Thursday, September 19, 2013, at 7:00 p.m., in the City Council Chambers, 515 Clark Avenue. ____________________________________ ___________________________________ Karen C. Thompson, Administrative Assistant Jane Acker, Board Secretary