HomeMy WebLinkAbout~Master - Ames Public Library Board of Trustees Minutes of the Regular Meeting 10/24/2013Ames Public Library Board of Trustees
Minutes of the Regular Meeting
October 24, 2013
The Ames Public Library (APL) Board of Trustees met in regular session on Thursday, October
24, 2013, in the City Council Chambers, 515 Clark Avenue, with Bradley, Briese, Budd,
Campbell, Eason, and Stow in attendance. Acker, Manus and Meier were excused. Volunteer
Services Coordinator Sarah Bohlke, Library Director Lynne Carey, Construction Advisor Brad
Heemstra, and Student Volunteers Quinn Jackson and Eunice Kong 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 Budd, to adopt a resolution approving the following
items on the consent agenda:
1) Donations
a) In memory of Francis Smith from the Ames League of Women Voters Book
Club for the collection ............................................................................ $180.00
b) In memory of Katie Finn Milleman from Vikki Morain ............................ $20.00
2) Minutes of the regular meeting of September 19, 2013
3) Minutes of the special meeting of October 10, 2013
4) Payment of Claims 9/1/2013 – 9/30/2013
Vote on Motion: 5-0. Motion approved unanimously. Resolution adopted.
Public Forum: None
Financial Reports: The reports were received as information.
Activity Reports:
Ames Public Library Friends Foundation (APLFF) Report – Stow stated that the APLFF met
October 10. The Board heard about the Teen Advisory Group’s (TAG) preparations for its
Zombie Walk fundraising event, which turned out to be very successful. The Finance Committee
is working to enhance the organization’s budget reports. APL Principal Clerk Jill Anderson is
now providing staff support. Stow said the APLFF is studying whether the development director
position should be filled by a direct hire or a contract employee. He said the Development
Committee has put together an endowment campaign brochure that will be distributed to estate
planning and insurance people, as well as potential donors, and noted that donations made to
the endowment fund are eligible for the Endow Iowa Tax Credit. Finally, Stow said there was
discussion about creating a marketing committee that will be tasked with branding the APLFF.
Service Learning Report – APL’s Volunteer Services Coordinator Sarah Bohlke explained that
she is working with several Ames High School seniors who are required to engage in volunteer
activities before they can graduate.
Quinn Jackson said that he has volunteered at APL for the last six summers, and while he now
has a paying job, he feels the experience gave him a good work ethic. Eunice Kong stated that
she has volunteered since her sophomore year. She started out with the intention of boosting
her résumé and thought the work would be a chore, but she actually enjoys seeing people every
week, believes she is making a difference, and knows she is benefitting both herself and
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community. She said she plans to continue volunteering, even though she doesn’t have to, and
will continue to promote APL and encourage her peers to volunteer.
Staff Report – Library Director Carey complimented Sarah Bohlke for setting the tone for the
volunteer program and ensuring that everyone who volunteers is successful. She cited the
TAG’s Zombie Walk, which involved 60-80 participants, as an example. It was designed and
planned entirely by the students, with direction from Bohlke and Teen Librarian Tanvi Rostogi.
Carey spoke of the previous month’s highlights:
• Higher circulation again in September 2013 as compared to September 2012.
• Attendance at the Iowa Library Association Conference by several staff members who
enjoyed educational sessions, visits with vendors, and networking with colleagues.
Some attendees were also able to visit the Coralville, North Liberty, and Iowa City
libraries to see the results of recent renovation projects.
• On Monday, Oct. 28, author Bill Bryson will speak at Iowa State as part of the W orld
Affairs series; APL is a co-sponsor of the event.
• After last month’s discussion of proposed changes to the Circulation Policy, Trustees
Campbell and Eason met with staff. The policy will be included in the November agenda
because some additional issues came up.
• Internal staff teams continue to work hard on preparations for re-opening and they will
report during the Board Retreat on November 2.
Carey said that, after being encouraged to “make the bold move” with regard to technology, staff
proceeded to write a request for proposals (RFP) for a new integrated library system and
discovery layer. She said the RFP will be going out within the next week. The timing would
make it possible to have a new product installed and ready to use before re-opening, but issuing
the RFP does not bind the library in any way.
Two documents were distributed relative to proposed changes in the library’s organizational
chart. Carey said that a staff team determined that the existing organizational chart would not
provide an appropriate approach in the new building. It also saw an opportunity to look at the
Assistant Director’s opening in light of upcoming needs. With a core set of goals in mind (as
shown on the first handout), the team looked at the library’s current service model, the structure
of other city departments and outside organizations, and the tasks all employees are now doing.
Carey said there is no “cookie cutter model” for staffing a public library. Ultimately, the team
reorganized library divisions around target audiences to create a new organizational chart
framework (as shown on the second hand-out). The new work groups were identified as:
• Resource Support -- conducting the activities now being done by Technical Services.
• Operations Support – staff dedicated to training, internal communications, and
scheduling.
• Customer Support – handling the traditional tasks of the Circulation Department,
including the bookmobile and scheduling staff at the future service desks.
• Youth Services – operating much the same as it now is, but including Project Smyles.
• Adult Services – also much the same, with the addition of home delivery and inter-library
loan services.
Carey said the administrative staff plus the five workgroup managers will continue to report to
the Director. Activities that were part of the Assistant Director’s job were distributed to the
manager level and she proposes to use that position’s budget allocation to address support for
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information technology, custodial services, and additional clerk positions that will be needed for
operating in the larger facility.
When asked by Trustee Campbell if she were comfortable stating the budgetary impact of the
reorganization, Carey said she was not; all the job descriptions need to be re-written and
evaluated by the Human Resources Department. She intends to start with the managers’
positions, then look at the hourly pool and attempt to create more salaried clerk positions. In
case of her absence, Carey stated that the Director’s responsibilities would be handled by the
five work group managers.
Briese asked if the other libraries Carey had visited had changed their workforce structure. She
replied that Cedar Rapids reorganized management, but the rest of the staff is unionized, so a
wholesale reorganization couldn’t be done. Iowa City did a complete reorganization prior to re-
opening after renovation.
There was agreement by consensus to allow Carey to move forward with the City to
make the changes outlined.
Library Building Project Update:
Staff Report – Stow said that two change orders and the automated materials handling system
(AMHS) contract were approved under the City Council’s consent agenda on Tuesday. The five-
year maintenance agreement on the AMHS could not be included, so the award was for a
$290,014 contract. Stow said he hopes to have an opportunity to share updates on the wood
windows with the Council at a later date.
Heemstra reported on construction progress, noting that:
• Roofing work is presently underway.
• All floors are being placed, with concrete on both levels.
• Structural steel is almost all in place and work will begin on the main stairway soon.
• Interior stud walls on the second floor are already installed and other walls are being
framed.
• The exterior sheathing is almost done. A vapor barrier will be applied next, followed by
the metal wall panels.
• Roof drain installation and mechanical and electrical rough-in is taking place.
• Alliant Energy installed a new gas main.
• Grade preparation is being done in the alley so that concrete curbs and asphalt can be
put in in the next two weeks.
• Asbestos abatement work is nearly done.
• The window restoration contractor has removed more sashes to work on in his shop.
Heemstra drew attention to the end-of-project schedule for furniture selection and the bidding
process, stating that bids are expected in January and delivery/installation in July. Stow said
that MSR would present the furnishing concepts in November.
Stow added that the Building Project Committee had discussed some research that was done
on the ability to broadcast from the new building. He said that the microphones, cameras, and
other equipment needed to tape the meetings for later broadcast would cost about $50,000; live
broadcast capability would cost about $150,000. He said he would recommend moving the
Library Board meetings back to the library after it opens, but that raises questions about how to
bring the meetings to the public. Who would be allowed to use the system, whether that service
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would be worth the expense, where the library would get the staff and the expertise to operate
the equipment, and others were discussed by the committee.
Bradley said she felt taping was more economical and would still get the information to public;
the Board could always go to City Hall if there were a need to be live. Campbell wondered if or
how the library’s investment could be used by the rest of the community. Stow said that taping
by other groups could not be broadcast on the City Government Channel, but it would be easier
for the Cable TV staff if the library had its own equipment.
Stow suggested that Carey visit with staff, especially the manager of the new Resource Support
group. Heemstra advised that a decision would probably be needed next month.
Project Cost Summary – Heemstra said MSR’s first change order needed to be added and the
cost of the service agreement for automated materials handling system removed from the
October report. Change Order #7 for the Samuels Group will be processed in the next month
and the actual cost of furnishings can be determined once bids come in next January.
Stow noted that there is currently $1.8 million in the contractor’s change order allowance and
the project contingency and staff is working on a way to remind people about their pledge
balances.
Policy Review:
Record Retention Policy –
Moved by Briese, seconded by Bradley, to adopt a resolution approving changes to
the Records Retention Policy as presented/amended.
Vote on Motion: 5-0. Motion approved unanimously. Resolution adopted.
History Policy –
Moved by Budd, seconded by Campbell, to adopt a resolution approving changes to
the History Policy as presented/amended.
Vote on Motion: 5-0. Motion approved unanimously. Resolution adopted.
Trustee Comments: None
Stow said an agenda would be sent about the retreat planned for November 2. Topics will
include updates on work being done by internal staff teams, an approach to strategic planning,
and next fall’s grand opening.
Adjournment: The meeting was adjourned by consensus at 7:52 p.m.
A Board Retreat will be held on Saturday, November 2, 2013, at 8:30 a.m. in the Somerset
Clubhouse, 2400 Aspen Drive.
The next regular meeting will be on Thursday, November 21, 2013, at 7:00 p.m., in the City
Council Chambers, 515 Clark Avenue.
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Karen C. Thompson, Administrative Assistant Jane Acker, Board Secretary
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