HomeMy WebLinkAbout~Master - Ames Public Library Board of Trustees Minutes of the Regular Meeting 09/19/2013Ames Public Library Board of Trustees
Minutes of the Regular Meeting
September 19, 2013
The Ames Public Library (APL) Board of Trustees met in regular session on Thursday,
September 19, 2013, in the City Council Chambers, 515 Clark Avenue, with Acker, Bradley,
Briese, Budd, Campbell, Eason, Meier, and Stow in attendance. Manus was excused.
Circulation Supervisor Tracy Briseño, Library Director Lynne Carey, Network Services
Administrator Mark Harris, 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 Bradley, to adopt a resolution approving the
following items on the consent agenda:
1. Donations
a. From Story County Master Gardener Association..........gardening books
2. Minutes of the regular meeting of August 15, 2013
3. Payment of claims from 8/1/2013 – 8/31/2013.
Vote on Motion: 7-0. Motion approved unanimously. Resolution adopted.
Public Forum: No one spoke.
Activity Reports:
Staff Report – Library Director Carey stated that circulation statistics were actually higher this
August than in August 2012, which was both surprising and exciting. Theories about people not
finding the library, not coming because there are no meeting rooms, or that the space would be
uncomfortably crowded have not played out. Nevertheless, staff members look forward to
having folks follow the library back to 515 Douglas and are working hard on planning. She said
they want to make sure the building, the communications, and the technology are everything the
community expects.
A new team, the “Organizational Chart Team,” is reviewing the open Assistant Director’s
position and looking at the distribution of everyone’s tasks in anticipation of the service needs in
the future building. The Furniture Team is looking at all types of furniture and furnishings and
recently travelled to Minneapolis, where they sat in chairs, tested tables (to the point that one
broke), and are evaluating everything to make sure it is both beautiful and functional. A
Bookmobile Team, which includes Trustee Budd, is working to write specifications for the
purchase of a new bookmobile. Carey said the timeline will be longer than had been anticipated
and it’s very unlikely the vehicle will arrive before the grand opening; instead, it will offer the
opportunity to have another, separate celebration.
Carey introduced Ali Blair, an ISU business major who was selected to participate in the Non-
profit Protégé program for students who are interested in future careers with non-profits. She
mentioned that two interns will also be working with library—one focusing on Youth Services
and the other on Human Resources. Carey said internships offer the library a way to expand its
resources as well as give the students an opportunity to do real, meaningful work.
The Iowa Library Association Conference will take place October 16-18. A synopsis of activities
was distributed; Carey noted that the library has a budget for trustees who would like to attend.
Agenda Item 2
Date of October Regular Meeting
Moved by Eason, seconded by Meier, to adopt a resolution to hold its next Regular
Meeting on October 24, 2013, because library staff will be attending the 123rd Iowa
Library Association Conference.
Stow said that there will also be a Special Meeting on October 10, at 5:30 p.m. to take care of
some items of business that need to be forwarded to the City Council for its meeting on October
22. Acker and Meier indicated that they could not attend on October 24.
Vote on Motion: 7-0 . Motion approved unanimously. Resolution adopted.
Network Services Update – Mark Harris, who does the information technology (IT) work for the
library, introduced himself and thanked the board for supporting his travel to three recent
conferences. He spoke first about attending the COSUGI (Customers of SirsiDynix User Group,
Inc.) conference, which is dedicated to advancing users’ ability to use Horizon, the library’s
automated inventory and circulation system, and Horizon informational Portal, the part of the
catalog used by the public. He briefly mentioned his visit to the vendor floor at the American
Library Association Conference in Chicago to look at technology, and explained that the third
conference, called BriForum, focused on desktop virtualization technology and the bring-your-
own-device trend. Harris spoke about some of the forces and trends in IT today, including:
• The consumerization of IT. (The idea that people can handle their own information
technology without the need for professional guidance or assistance.)
• Cloud-based vs. locally-hosted technology. (Harris said he is facing pressure about
which way to go with some library tools, although sometimes there’s no option).
• Demand for bandwidth. More and more people come in with devices and expect
competent wireless service. Many heavily-used applications are very bandwidth
intensive, especially social media, You-Tube, and the like.
• Budget pressures.
• Security--not only anti-virus, but also protection for business information when
employees use their own smartphones and tablets for work.
Harris said there is hardly a team working on the return to the new facility that is not impacted
by technology. All members of staff are looking forward to how it will be used and the FUN
(flexible, untethered, and nimble) test is being applied as much as possible to everything. For
example, he noted that a tablet or smartphone passes the FUN test, but a phone tied to a line
on a desk doesn’t.
Harris stated that it will take time for staff to get ready to open the building. Not only will
hardware, such as servers, switches and routers be replaced, but new software for discovery
and productivity will be installed. He expects that training will be a huge issue—not only
preparing staff to use it, but also getting to where they will be able to show others how to use it.
When asked by Acker how long the library would be new and FUN, Harris said he would be
happy with five years. Although meeting room technology might last longer, even TVs are
essentially computers now. At present, the library is struggling with outdated equipment and
software, and the timing of bringing in replacements is challenging.
Carey remarked that APL is limping along now technology-wise, with idea that the new library
will be opened with everything new. However, that will be the only moment APL will have
Agenda Item 2
“arrived.” Staff members will continue to look at new products and new methods after the doors
open because the organization prides itself on continuous improvement. Carey added that the
concept of FUN has to apply to furniture and staff, as well. She went on to compliment Harris on
his commitment to the organization and willingness to step in wherever needed. She is
convinced he will never be “unneeded.”
When asked by Trustee Campbell if members of the senior staff could do their work outside the
physical space of the library, Harris said there is a secure means for some of them to connect
remotely to their desktops.
Stow wondered how soon it would be before prices on IT items could be included in the Project
Cost Summary. Harris said the team is looking at some big ticket items now, but it is hard to
know. Some virtualization technologies are very proprietary and he is not yet sure how he will
go about getting virtualized desktops. He said he would like for people to be able to sit down at
any computer in the library and connect to the environment they need, but there is always IT
budget pressure.
Carey stated that the library is in good shape budget-wise. Some money has been banked for
technology purchases and there is a healthy project contingency fund. She said staff is also
trying to be conscious of which items come with maintenance contracts that will impact future
operations budgets. She wants to try to space out acquisitions and installations over the next
several months because Harris won’t be able to do everything all at once.
Eason asked about plans for the integrated library system (ILS) and discovery layer with respect
to the re-opening. Harris said the library could maintain the status quo, add a discovery layer, or
migrate to a new system.
Carey noted that the ILS/Discovery Team is looking at multiple companies’ products. Funds
have been earmarked for ILS replacement in the library’s capital improvement plan for
2015/2016, so the option exists to go ahead now or wait. Eason encouraged staff to make a
bold move. Harris said he wanted to compare the amount of effort it would take to add the
discovery layer only or to go with a new system, and how each of those changes would affect
workflow.
Briese asked if there were any statistics on downtime or security breaches on the library’s
computers. Harris said there were not. The public side of the computer network is logically
separated from the staff side and the library has very good security products, so there have
never been any issues.
Ames Public Library Friends Foundation (APLFF) Report – Acker said the Friends Foundation
had met the previous week. The Teen Advisory Group jumped through numerous hoops at City
Hall, but finally won approval to hold a zombie walk downtown on October 19 as a fundraiser for
the library building fund. Another book sale is in the works for October 11-14. Acker also said
the APLFF has some new fundraising ideas and will pursue having a Director of Development.
Library Building Project Update:
Staff Report – Heemstra reported on recent construction progress:
• Structural steel and deck placement is almost done.
• Preparation is being made to install concrete slabs on grade.
• Corrective soil work underway.
Agenda Item 2
• The roofer is on the jobsite.
• Mechanical and electrical systems have been roughed in and ceiling grids have been
installed in the older section.
• The electrical vault has been installed in the alley.
• A new route was found to allow the gas main to be brought into the west side of the
building from the south.
• Alley work continues.
• Lead abatement has been done on the inside of the 1940 steel windows; work will begin
on the exterior surfaces next week. The lead-based paint (LBP) and all the glass panes
are being removed; Samuels Group’s subcontractor will reinstall the glass.
• LBP has been removed from the outside of the wood windows on lower level of the
building and Scott Petersen has taken the sashes to his shop. He will begin working on
the upstairs in a couple weeks.
• Exterior wall panels will start being installed next month. All crews are working hard to
get the building closed in so that it can be heated over the winter.
Automated Materials Handling System (AMHS) Update – Carey said that three proposals were
received on August 28. The evaluation team members (including the Circulation Supervisor,
Network Services Coordinator, Building Maintenance Supervisor, an Information Services
Librarian, and Carey) looked at them independently, using a matrix prepared by a City
Purchasing Agent. They were pleased to find that all raters independently ended up with the
same relative rankings. Carey said she was in the process of getting in touch with the company
that received the highest rating so that a contract may be presented in October.
Eason asked about budget. Carey said the placeholder had been $260,000 and it looks as if the
total cost may end up being closer to $280,000. She said it was still unclear because the library
asked for various options, such as the number of bins; it will come down to some negotiating on
the exact design. Carey said she was pleased that the company clearly understands the scope
of the APL project. It had sent a representative to the site and even though no walls were in
place, he could see the difference in grade between the alley and the receiving room floor.
Carey explained how the system will work to reduce the number of employee touches required
between the time materials are returned and when they are re-shelved; she said it will greatly
improve efficiency and let more members of staff be deployed to tasks that machines can’t do.
In response to a question from Meier, Carey said that staff had seen the system being
considered in operation in Cedar Rapids. They saw other products, as well, at the American
Library Association Conference and in other libraries.
Project Cost Summary – Heemstra said the only update on the summary was the increase in
the amount of cash on hand from donations. He said Change Order #6 for the Samuels Group
had come through earlier in the day and will be coming up next month. The Samuels Group’s
work is about 27% complete. Carey said that preparation for furniture bids will begin in
November.
Stow said he would like to get numbers slotted into the budget where there are still
placeholders.
August 2013 Renovation Project Financial Report – No report was available.
Agenda Item 2
Policy Review:
Circulation Policy - Moved by Bradley, seconded by Eason, to adopt a resolution
approving changes to the Circulation Policy and the Library Fines and Fees
(Addendum to the Circulation Policy) as presented/amended.
Circulation Supervisor Tracy Briseño said that staff had identified a problem with computer use.
A lot of people who need to use the computers don’t have a borrower card and some of them
are using guest passes in a way the library didn’t intend. Right now, the library doesn’t have a
good way to track them. She explained that the proposed computer use card would allow guests
to use the computers just as registered borrowers do, but not to check out materials. A photo ID
would be required.
Eason asked if there would be any exception made for those who don’t have IDs. Briseño said
that children would be able to check out a card at the Youth Desk, where staff often knows
them. They would like to help adults get a photo ID and certain members of staff could, as last
resort, make an exception.
Campbell expressed concerns about the photo ID requirements. In the political arena, lack of a
photo IDs can be a means for disallowing people to vote; this could be similarly seen as a
means for restricting people from access to information.
Acker inquired about how a computer use card would restrict abuse. Briseño explained that the
computer use card would only allow access for two hours—the same amount of time persons
with active library borrower accounts get—and no one could go get another card. They
sometimes do that now, since the workers at the accounts desk change frequently and don’t
always know if someone has already used a computer for two hours.
After considerable discussion about alternatives to using photo IDs and potential loopholes in
the procedures, Trustees Campbell and Eason offered to work with staff to find another solution.
Moved by Easton, seconded by Campbell, to table the motion.
Vote on Motion to Table: 7-0. Approved unanimously.
Trustee Comments:
Bradley thanked staff for sharing information about all the work they are doing.
Budd complimented Mary Logsdon and Bo Duckett for presenting information about the building
project at a First United Methodist Men’s Meeting a few weeks ago and thanked them for
clearing up some misunderstandings
Campbell asked Briseño not to take offense at the trustees’ questions about the policy
proposals—it’s part of their nature.
Acker said she felt there was no way the community could understand the depth of planning and
intensity of effort going into the new building.
Meier said she would like another construction site tour if it would bring more rain.
Eason said that it was fun for him to experience the joy his son displayed after Smyles visited
his school.
Agenda Item 2
Adjournment: The meeting was adjourned by consensus at 8:13 p.m.
A special meeting will be held on Thursday, October 10, 2013, at 5:30 p.m. in City Hall
Conference Room 135, 515 Clark Avenue.
The next regular meeting will be on Thursday, October 24, 2013, at 7:00 p.m., in the City
Council Chambers, 515 Clark Avenue.
____________________________________
___________________________________
Karen C. Thompson, Administrative Assistant Jane Acker, Board Secretary
Agenda Item 2