Loading...
HomeMy WebLinkAbout~Master - Ames Public Library Board of Trustees Minutes of the Regular Meeting 03/20/2012Ames Public Library Board of Trustees Meeting Minutes March 20, 2012 The Ames Public Library (APL) Board of Trustees met in regular session on Tuesday, March 20, 2012, in the Library’s Dale H. Ross Board Room, 515 Douglas Avenue, with Campbell, Luckett, Meier, Rawlins, Schill, and Stow in attendance. Bradley participated in the meeting telephonically; Manus called in for part of the closed session. Budd was excused. Library Director Art Weeks and Assistant Director Lynne Carey were also present. Call to Order: Board President Luckett called the meeting to order at 7:04 p.m. Adoption of Agenda: Agenda adopted by consent. Approval of Minutes: Moved by Stow, seconded by Meier, to approve the minutes of the meeting of February 16, 2012. Vote on Motion: 6-0. Motion approved unanimously. Public Forum: None Consent Agenda: Bradley moved and Rawlins seconded adoption of a resolution approving the consent agenda: 1) Claims Report 2/1/2012 – 2/29/2012 2) Financial Reports 3) Donations a) In memory of John Mason from Ames Playmakers Club.......................... $93.99 b) From Alan Maximuk..................................................................................... $50.00 Vote on Motion: 6-0. Motion approved unanimously. Resolution adopted. Administrative Staff Report: Library Director Weeks briefly commented on his written report, expressing pleasure that police reports for incidents at the library were down from a total of 76 in 2010 to only 34 to 2011. The reason for the decrease is not entirely known, but Weeks said he feels the additional security cameras have been helpful. He also stated that a new app allowing smart phone users to have access to the library’s catalog and website will be available for staff to get acquainted with in the next few weeks, and customers will have access shortly thereafter. Ames Public Library Friends Foundation (APLFF) Report: Trustee Campbell said that Carey had been given permission to acquire an application that will allow the APLFF to accept on-line donations from the company that supports the existing donor database. The directors offered some first thoughts on a new strategic plan. They were also advised of the trustees’ request for the first transfer of funds from Library Renewal Project donations to the City, and the plan for future transfers was discussed. Library Building Project Update: Weeks distributed a diagram of the committee structure he intends to implement. He said that he appointed Assistant Library Director Lynne Carey and Building Maintenance Supervisor Bo Duckett to the overarching Building Project committee, and City of Ames Facilities Manager Paul Hinderaker has also agreed to be a member. Weeks identified several subcommittees that he expects to work under the Project Committee, and indicated that others may be formed, as needed. He advised that several City Departments will be engaged along the way to provide assistance in areas where they have expertise. Luckett said he felt there should be a liaison with the architect in the committee structure. Weeks said the architect would give input to all the committees. Luckett added that he wanted all the committees to feel free to talk to the architect or his representatives, since Jeff Scherer and his firm have a great deal of experience and should be a good source of information. Weeks said that some members of the architectural team will be coming to Ames every other week or so, and the Project Committee will have direct communication with them regularly. He explained that the library’s project manager is Aaron Taylor; Kate Michaud, an ISU graduate, is doing the building design; while Steven Rothe and Leanne Larson are working on interior design. Addressing budget concerns, Weeks said that the cost will bob up and down; the current estimate is $129,784 over the $20 million budget, which includes a five percent (5%) project contingency. That amount does not include the cost of the construction advisor or the cost of the “As Constructed Documents requested by the City. Weeks went on to say that Scherer is bound by the contract to make this a $20 million project. If costs go up, decisions about how to make cuts will take place. Weeks identified specific points on the project timeline at which the architect will indicate any adjustments to costs, and he will go to the board for approval. These are detailed in the contract and the Board of Trustees has right to accept or decline anything that goes above the authorized cost of work. Luckett inquired if the architect would be able to cut things unilaterally. Weeks explained that he would not be bound to build an exact number of square feet, but any large variance would require discussion. Also, if there is a need to cut costs, various aspects (such as selection of materials, quality, or size) may be considered. Weeks said Scherer was highly motivated to meet the $20 million budget. Luckett wondered if the architect had agreed to build a particular building for $20 million and if it turns out he can’t build that, will the Board have to accept what he presents, or can it make adjustments. Weeks said that, at some point, the Board will know exactly what it is getting. In the meantime, aspects of the schematic design are changing as staff sees ways to improve interior efficiencies. Weeks said that MS&R was also recommending a change to the front entrance that would include a canopy at the entrance and add a little more drama. Campbell said that he hoped the exterior changes would not be too dramatic, since the public has in mind the image that was presented last fall. There was further discussion about some proposed changes to the interior layout and Weeks indicated that the architects would present the final design in May. Stow asked if the Design Committee had met. Carey said the first meeting would be on Friday morning. Weeks added that staff had done quite a bit of work with the architects already. Regarding the matter of a temporary location, Weeks mentioned that he is aware of a potentially good space that cannot be discussed yet. He also asked Dean Hunziker to look into possibilities and received some information from the City Assessor on spaces larger than 20,000 square feet. He said he does not believe there is much available at present. Meier said she had asked for the scope of work of the Construction Advisor, but had not received it. Weeks said he would get her the information while the trustees were in executive session. Asked about the timing for hiring the Construction Advisor, Weeks said that sealed bids would be received on Friday, March 23, and the committee would meet with the Purchasing Department for instructions on how to evaluate them. On Friday, March 30, the committee will meet to discuss the proposals and decide together on the finalists. Interviews will take place on April 5, and the recommendation will be presented to the board at the April 19 meeting. Luckett noted that he will be out of the country from April 5 through 15. Policy Review: Use of Patron Database Moved by Stow, seconded by Schill, to adopt a resolution approving changes to the User of Patron Database Policy as presented/amended. Carey said that the Use of Patron Database policy has worked fine so far, but one change is proposed. The Patron’s Rights section describes something that the library is not able to do with the existing data base, and patrons’ legal protections are already included in the second section, so staff recommends consolidating them. Carey said that the library only uses the borrower list internally, so there is no concern that personal information will be distributed. Rawlins asked if the library card registration form states how patrons’ information will be used. Carey replied that it did not. Campbell wondered if patron’s rights documents were included in APL policies. Carey said the Confidentiality Policy includes some of them, and Weeks remarked that the board approves ALA documents that guide the organization’s policy. Rawlins suggested that the library include a statement such as “we will not sell your information,” “we will share information only with…,” or some other reassurance that the library will not sell its list to an outside party on the application form. She did not feel the statement needed to be written into policy, but would be very helpful as a courtesy to the patrons—especially with the new mobile app about ready to be promoted. Carey noted that the library gives out an informational brochure when people sign up for a card, and also hold a conversation with the borrower when the card is issued. A disclaimer appears on the electronic catalog at the point where a user leaves his relationship with APL and enters into a downloading agreement with an outside party such as Amazon. Stow agreed with Rawlins that information about how the library uses personal information should be readily available. He suggested posting it near the check-out stations or placing something laminated on the tabletops. Vote on Motion as presented: 6-0. Motion carried unanimously. Resolution adopted. New Business: Directing the Ames Public Library Friends Foundation (APLFF) to Transmit Donations to the Library Renewal Project to the City of Ames Moved by Rawlins, seconded by Stow to adopt a directing the Ames Public Library Friends Foundation to transmit the balance of donations in its Library Renewal Project funds to the City of Ames in increments of $10,000 on a monthly basis, whenever that much has accumulated. Luckett noted that the APLFF will earn a higher rate of interest (than the bank offers) by allowing the City to hold the donated funds. Vote on Motion: 6-0. Motion carried unanimously. Resolution adopted. Director’s Annual Evaluation Library Director Weeks requested that the meeting be closed under the provisions of Iowa Code Section 21.5(2)(i) in regard to the evaluation of the professional competency of an individual. Moved by Stow, seconded by Campbell, to close the meeting for the purpose of discussing the Director’s performance. Roll Call Vote: 7-0. (Voting aye: Bradley, Campbell, Luckett, Meier, Rawlins, Schill, Stow.) Motion carried unanimously. The meeting was closed at 7:54 p.m. and all persons except trustees left the room. The meeting was re-opened at 9:15 p.m. Moved by Campbell, seconded by Schill, to adopt a resolution setting the Director’s compensation for fiscal year 2012/13 at $112,500.00. Roll Call Vote: 7-0. (Voting aye: Bradley, Campbell, Luckett, Meier, Rawlins, Schill, Stow.) Motion carried unanimously. Resolution adopted. Trustee Comments: Rawlins stated that she thought it was great that the crime rate at library has decreased so much. Adjournment: Moved by Stow, seconded by Rawlins, to adjourn at 9:17 p.m. Vote on Motion: 6-0. Motion carried unanimously. The next regular meeting will be on Thursday, April 19, 2012, at 7:00 p.m., in the City Council Chambers, 515 Clark Avenue.