HomeMy WebLinkAbout~Master - Ames Public Library Board of Trustees Minutes of the Regular Meeting 09/20/2012Minutes of the Regular Meeting of the
Ames Public Library Board of Trustees
September 20, 2012
The Ames Public Library (APL) Board of Trustees met in regular session on Thursday,
September 20, 2012, in the City Council Chambers, 515 Clark Avenue, with Acker, Budd,
Campbell, Meier, Rawlins, Schill, and Stow in attendance. Trustees Bradley and Manus were
excused. Interim Director Carey, Construction Advisor Heemstra, and Library staff members
Valerie Donnell, Bo Duckett, Jerri Heid, and Danielle Ziegler were also present.
Call to Order: Board President Stow called the meeting to order at 7:00 p.m.
Consent Agenda: Moved by Acker, seconded by Budd, to adopt a resolution approving the
consent agenda:
1) Donations
a) From Sandra Oddie with thanks for reference help from Ross Petra………...… $5.00
2) Minutes of the regular meeting of August 16, 2012
3) Minutes of the Executive Committee meeting of August 28, 2012
4) Claims Report 8/1/2012 – 8/31/2012
Vote on Motion: 6-0. Motion approved unanimously. Resolution adopted.
Public Forum: None.
Activity Reports:
Staff Report: Interim Library Director Carey shared some of the current associations APL has
with Iowa State University (ISU). Sarah Loux, who was present, is participating in the Non-Profit
Protégé Program and will be learning about the structure, budget, and work of the Library. An
intern from a new psychology class, Amber Campbell, is working on some projects related to
hourly performance evaluation tools. She will also look at APL job descriptions with an eye
toward updating them, making sure the language is consistent, and reviewing the positions for
proper classification. Last semester Laura Rawlins helped initiate a project with an ISU grant-
writing class; another class is now in the process of identifying grant opportunities. The students
will submit proposals and staff will help identify those that would be the most appropriate to
submit.
The Douglas Avenue Reconstruction Project is moving forward with work planned to begin the
first of October. The Public Works Department has assured the library that sidewalk access will
be available at all times, and city staff will work with the Library to help the move go smoothly.
The plan is to have the work done on November 15, but leave the west side of the street closed
so that the Library can move out.
Trustee Campbell asked Carey to comment on her participation on a panel discussing the Fifty
Shades of Grey at ISU. She said the discussion, held during Banned Books Week, was
surprisingly fun and there was a large crowd. Her role was to present the philosophy behind the
library having books on its shelves that some members of the community might find distasteful.
Ames Public Library Friends Foundation (APLFF) Report: Acker said the board had met the
previous week. They discussed letters that have been sent out to the community as part of the
final effort to raise funds for the renovation project; the fall book sale, which will feature a
Monday special where, for a nominal fee, individuals may take as many books as they’d like;
and an announcement that the APLFF Book Sale Committee will be receiving a group award
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from the Story County Alliance for Philanthropy. Trustee Acker said the APLFF also agreed to
support volunteers and staff who are working on the move by providing two meals per day and
t-shirts. The APLFF will provide support to the extent that donations fall short. Finally, a small
group is planning a fun event on November 30 to bid farewell to the existing building.
Budget Committee: Trustee Meier stated that the committee met to review the final audit figures
for Fiscal Year 2011/12 (FY12). There were a few re-allocations, but no material changes. The
committee will present a review of first quarter of FY13 next month. Meier said that staff is
working on current year budget adjustments and proposals for FY14, both of which will be a
challenge because there are so many unknowns.
Library Building Project:
Update on Temporary Space: Carey said that the Library was disappointed to learn that, in
spite of being in the final stages of negotiating for a lease at Lincoln Center, another company
has offered the landlord a ten-year lease. The Library will not have the final word until next
Tuesday but, in the interest of good planning, staff is in the process of looking at North Grand
Mall and other spaces. Carey said the team is committed to staying as close as possible to the
project schedule and staff is displaying its usual resilience.
In the event that the original plan falls through, Stow said it would be helpful to have a new
resolution in place to allow for approval of one or more new leases.
Moved by Meier, seconded by Schill, to adopt a resolution authorizing the Executive
Committee to review lease agreement(s) for potential temporary library location(s)
and, upon finding it/them satisfactory, to request approval by the Ames City Council.
Vote on Resolution: 6-0. Motion approved unanimously. Resolution declared adopted.
Project Cost Summary: Construction Advisor Heemstra said that discussions have taken place
after the receipt of information from CPMI’s review of the 90% complete pricing set. He
explained the summary included in the packet, which showed construction costs at $14,153,405
and a change order allowance of $600,000. He explained that the costs of professional services
had been updated with the most recent information on anticipated owner costs for asbestos and
lead-based paint abatement, printing of bid documents, moving expenses, and the like. Other
variables, including the cost of the temporary location will still change, but the budget still
includes contingency funds.
Trustee Budd asked why fundraising was included as a cost. Heemstra explained that it is listed
not as a cost, but the project target price includes a certain amount of anticipated donations and
pledge payments. The amount to be collected is shown separately because the Library has
committed to spending no more at any point in time than the amount of money it actually has.
Acker said she had trouble imagining that there was no provision for computers and phones,
and wondered if the footnote should simply be read as a reflection of assurance that donations
will come in. Carey said the Library does have computers and phones now, but the hope is to
improve them in the new building. Stow added that, as more money comes in, these items will
be added into the project expenses.
Project Timeline: Heemstra said that the City Council approved the abatement project process
earlier in the month and 13 firms have received bidding documents. A pre-bid tour will be given
next week and the bid due date is October 11. The City Council will award the bid on October
23rd, but wait until November 27 to approve the contract. The Council is scheduled to authorize
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the major construction project and set the target date for receipt of bids on October 9. The major
contract will also be awarded in late November and should be approved in December.
Intent to Proceed:
Moved by Campbell, seconded by Meier, to adopt a resolution affirming the Board of
Trustees’ intent to proceed with the Renovation and Expansion of the Ames Public
Library Project.
Vote on Resolution: 6-0. Motion approved unanimously. Resolution declared adopted.
Stow explained that the following resolution was written as a result of the Board’s discussion
with the City Attorney last month. The Board of Trustees does not have the expertise to manage
the fine details of a capital improvement project and staff is busy getting ready for the move.
Delegating Contracting Authority:
Moved by Acker, seconded by Meier, to adopt the following resolution:
Whereas, Section 15.7(2) of the Municipal Code provides that the Library Board of
Trustees has “charge, control and supervision of the public library, its appurtenances
and fixtures, and rooms containing the same, directing and controlling all the affairs
of such library;” and
Whereas, Section 15.7 (8) of the Municipal Code provides that the Library Board of
Trustees has “exclusive control of the expenditures of all portions of the municipal
enterprise fund of the city allocated for library purposes by the council, and of the
expenditure of all moneys available by gift or otherwise for the erection of library
buildings(…);” and
Whereas, the Iowa Code requires that governmental entities comply with certain
formal procedural steps for public improvement bidding and contracting for projects
such as the library’s renovation and expansion project; and
Whereas, the library’s renovation and expansion project schedule requires that
certain contracts for portions of the project subject to the public improvement
bidding requirements be awarded before all City funds necessary for the project
become available for use by the Library Board of Trustees; and
Whereas, the City Council, the Office of the City Clerk, and the City Purchasing
Division have the staff support and legal authority to carry out the requirements of
both the Municipal Code and the Iowa Code;
Now therefore, be it resolved by the Board of Trustees, Ames Public Library, to
delegate contracting authority for public improvements for the Renovation and
Expansion of the Ames Public Library to the Ames City Council, and to avail itself of
the expertise of the Office of the City Clerk and the City Purchasing Division for
management of the public bidding process for the benefit of the Ames Public Library.
Vote on Resolution: 6-0. Motion approved unanimously. Resolution declared adopted.
Dates of Library Closure for Relocation:
Moved by Schill, seconded by Campbell, to authorize closure of the Library to the
public from Friday, November 16, until no later than Monday, December 10, 2012, for
the purpose of relocating operations to temporary locations for the construction
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phase of the Renovation and Expansion Project, contingent on the receipt of at least
one responsive, responsible bid within the project budget on November 15.
Acker asked if these dates would be most advantageous to staff, in light of the recent news
about the temporary spaces. Carey said that staff is planning to stick to the timeline as closely
as possible, and it is preferable to have dates to work from.
Vote on Resolution: 6-0. Motion approved. Resolution declared adopted.
Moving Team Report: Library Maintenance Supervisor Bo Duckett and Outreach Supervisor
Valerie Donnell were introduced as representatives of the Moving Team. Duckett said they had
been prepared to dazzle the trustees with the plan for moving the library until the news was
received from the realtor; fortunately, most of the processes established so far will be adaptable
to landing in any location. Donnell stated that the inventory of all the library’s furniture, fixtures,
and equipment (FF&E) was completed— each item is tagged and entered on a spreadsheet for
tracking. Once decisions are made about where each piece is to go, updates can be made. The
Library held its first “give-away day” for other City Departments and is moving as much as
possible to the temporary space at 809 E. Lincoln Way. Donnell said the team was just about
ready to schedule staff for the move, but that will be suspended until the destination is known.
Stow asked about the schedule for the move. Donnell said that staff will work three four-hour
shifts each day (from 7:30 a.m. until 9:30 p.m.) and work will go on every day, except
Thanksgiving, until the move is complete. Everyone was asked to indicate whenever they can
be available take a full shift. Roles have been identified and positions are ready to be filled, but
all members of the team need to be present to make the activities work most effectively.
Duckett said that City of Ames employees have been very helpful. Tomorrow a crew will help
move a counter out of the second floor, for example—and that is a job she could not have done
without their help and their trucks. Carey added that during the move, APL staff will be assigned
first, then workers from other City departments. Calls will also be made for help from the
community at large. Carey said that the Moving Team (consisting of Bri Anderson, Justin
Armbruster, Seth Warburton, Donnell and Duckett) has met for hours and hours to make plans.
She is confident that they will carry through and a lot of the plans will apply no matter where the
Library goes, but a lot of work has already been put into moving to one particular place.
Library Renovation Project Financial Reports:
When asked how much money was transferred to the City this month, Carey stated that
$70,000 was sent over in August and another $20,000 was deposited earlier in the week.
Acker said she was confused about why the numbers did not match up on the sheets. Carey
said that the project budget is based on cash in hand and a target budget, while the monthly
financial report shows only the funds that have been transferred to the City (as part of Phase II).
Stow suggested that Acker meet with staff to discuss the specific reports.
Policy Review:
Unattended Child Policy
Danielle Ziegler, Library Assistant (Youth Services), and Jerri Heid, Youth Services Specialist,
reported on the Unattended Child Policy. Ziegler explained that the purpose of this policy is to
keep the youngest members of the community safe. Staff is recommending only a few changes
in the third section. They would like to reference “select” programs that are designed for specific
age groups and include an exception to the general rule that could be granted for children who
are at least three years old to attend those programs without a parent/guardian in the room, as
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long as the adult stays in the building, is available if needed, and joins the child as soon as the
program is over. Ziegler said staff was preparing a bookmark that could be passed out to
parents to explain how the library hopes to keep everyone safe.
Acker asked if finding unattended children was a frequent occurrence in the library. Ziegler said
a lot of parents or caregivers are simply not aware that APL wants them to be within eyesight of
their children. Carey added that staff does not police the situation; the matter usually comes into
play when a child calls attention to himself through behavior or other issues. The policy helps
with parental education. It serves to back up staff and sets a standard for behavior in a public
building. Heid said that children’s maturity levels vary, too, and even if they are eight years old,
they may not have the maturity level to behave through an entire program. It is helpful to have
parents follow this policy so that they can be found and brought in to help the child.
Moved by Meier, seconded by Rawlins, to approve updates to the Unattended Child
Policy as presented.
Vote on Resolution: 6-0. Motion approved. Resolution declared adopted.
Trustee Comments:
Schill thanked staff for keeping a positive attitude about the changes in relocation.
Meier said she was encouraged to know that staff is willing to move forward and remain flexible.
Campbell welcomed the Library interns and said he also appreciated the staff coming out to
offer some hands-on information about operations.
Acker endorsed the others’ statements and also thanked staff for remaining positive and
optimistic.
Stow offered sincere thanks to the staff for continuing to move forward.
Adjournment: The meeting was declared adjourned at 7:43 p.m.
The next regular meeting will be on Thursday, October 18, 2012, at 7:00 p.m., in the City
Council Chambers, 515 Clark Avenue.
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Karen C. Thompson, Administrative Assistant Laura Rawlins, Secretary of the Board
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