HomeMy WebLinkAbout~Master - Ames Public Library Board of Trustees Minutes of the Regular Meeting 11-15-2012Ames Public Library Board of Trustees
Meeting Minutes
November 15, 2012
The Ames Public Library (APL) Board of Trustees met in regular session on Thursday,
November 15, 2012, in the City Council Chambers, 515 Clark Avenue, with Acker, Bradley,
Budd, Campbell, Manus, Meier, Rawlins, and Stow in attendance. Trustee Schill was excused.
Interim Director Carey and Construction Advisor Heemstra 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 Bradley, to adopt a resolution approving
the consent agenda:
1) Minutes of the regular meeting of October 18, 2012
2) Claims Report 10/1/2012 – 10/31/2012
3) Donations
a. From Edna Ackerman ............................................................................................ $50.00
b. From Ames Unit #37 of the American Legion Auxiliary for Juvenile Nonfiction
books .................................................................................................................... $133.77
c. From Ames Garden Club for four gardening books ............................................ $73.21
d. From Deborah Niehof for a program DVD ............................................................ $54.20
e. From Story County Master Gardener Association .......................... 3 gardening books
Vote on Motion: 7-0. Motion approved unanimously. Resolution adopted.
Public Forum: No one spoke.
Activity Reports:
Staff Report: Carey said that a reception had been held earlier in the day for Ross Petra, who is
retiring from his position as a reference librarian after working for APL for 13 years. The new
Teen Librarian, Tanvi Rostogi, will report for duty on November 30.
In anticipation of the move to the temporary location, the holds process was changed.
Circulation Supervisor Tracy Briseno and Network Supervisor Mark Harris also cleaned up the
customer data base and reviewed accounts in an attempt to get as many people as possible
back into good graces so they can use the library again.
Carey explained a series of malfunctions and misfortunes that put the bookmobile out of service
for nearly a week. Bookmobile service won’t resume until December. She noted that the vehicle
is nearing the end of its planned life and is scheduled to be replaced next year.
Carey reported that the library was able to dispose of the furniture and supplies it no longer
needs by doing major exchanges with other city departments, local non-profit organizations, and
area libraries. Those events were followed by a public sale. APL made $800 and got rid of
everything. Similarly, framed posters and prints that no one claimed for use in City buildings
were sold to the public by way of a silent auction. Again, everything found a new home and the
proceeds were over $1800.
Ames Public Library Friends Foundation (APLFF) Report: Trustee Acker said that the APLFF
adopted a budget for the current fiscal year. The Teen Advisory Group sold food during the
book sale the previous weekend. The group is now planning a good-bye-to-the-old-building
event at which they will welcome the new Teen Librarian. She said one of the directors pulled
together a group of former members of the Friends of APL who had spent a lot of time working
on book sales in order to discuss a naming opportunity in the renewed library as a means of
recognizing the money contributed to the building project as well as the hours and hours of work
put into raising money for general support. They endorsed the idea of naming the existing
Atrium in their honor.
Stow stated that the APLFF Sales Committee had been honored earlier in the day for its work
on behalf of the library at a luncheon sponsored by the Story County Alliance for Philanthropy.
Library Building Project:
Report on Construction Bids:
Moved by Campbell, seconded by Manus, to adopt a resolution receiving the report of
bids submitted in response to Invitation to Bid No. 2013-052 for the Renovation and
Expansion Project for the Ames Public Library and referring same to City Council for
appropriate action.
Stow said that eight very favorable bids had been opened earlier in the day. Architects Jeff
Scherer and Kate Michaud were on hand. While acknowledging that the bid result was great
news, Stow reminded everyone that furnishings, fixtures, and equipment (FF&E) still have to be
bid out and there are unknowns about what might be found behind the walls once construction
begins.
Construction Advisor Brad Heemstra stated that all the bids were quite close, with only an 11%
difference between the highest and the lowest, and nothing appeared unusual. A&P/Samuels, a
Joint Venture, was the firm submitting the low bid. Heemstra said it was a large firm from
Wisconsin that has an office in Des Moines. He had not yet contacted the representatives, but
all the paperwork was submitted in proper order.
Heemstra explained that the unit price quotes that were requested are for tasks that may or may
not have to be done, depending on the conditions that are found once work begins. The unit
prices shown on the report of bids represented:
1) cost per cubic yard to remove unsuitable soil, haul it off site, and replace it;
2) price per additional data box or electrical receptacle on the main floor;
3) price per additional data box or electrical receptacle on the second floor;
4) removal of temporary sidewalk; and
5) price per lineal foot for masonry repair or tuck pointing on the original building.
He stated that the City decided not to install a temporary sidewalk, so no expenses will be
incurred for item 4.
The eight alternates (listed in no particular order of priority) were to provide:
1) an operable partition in the new Farwell T. Brown Auditorium room;
2) decorative metal soffits in the area of the future Iowa Lounge on second floor;
3) decorative metal soffits over study rooms on second floor;
4) replacement of the concrete walk and stairs at the staff entrance on the north side of the
building;
5) installation of a building-wide paging system;
6) electrical materials related to a live broadcast system;
7) an upgrade to the access control system (to allow more doors to operate with a card
reader); and
8) a system to boost cell signals inside the building to afford good reception for cell phones
and other electronic devices throughout the building (because reception is often reduced
where there is a lot of structural steel).
Heemstra noted that the alternates were not frills; they were all things that had originally been
included as essential elements for an upgraded library. In an effort to ensure that the project
would come in under budget, staff identified them as things that could be scaled back, added
later, or done without, if necessary. The low bidder’s cost of the eight alternates totaled
$214,850, bringing the construction cost of the entire project, including all alternates, to
$12,543,350. Heemstra said that discussions were held after the bid opening and the
recommendation from staff and the construction advisor is to accept all the alternates.
Manus asked if the alternates could be added later or if the items needed to be included in the
contract now. Heemstra replied that a bidder will generally hold the prices for 60 days. It is
typical to choose the alternates the owner knows about and award them right away; if there is a
desire to research them, that work should be done in the next couple months. Heemstra
suggested that the unit prices be thought of as being part of the change order allowance. It
won’t be known if there are problems with the soil, for example, until the excavation starts. Stow
pointed out that Heemstra had increased the change order allowance from 2% to 8% on the
updated project budget sheet.
Acker asked if it would be cheaper to add extras now. Heemstra said he felt the design was
done correctly and very carefully. There was no “fluff” and he found it reassuring that all bids for
the alternates and the base bids are within the same range.
Campbell wondered if there was interest in adding the conveying system back in. Carey said
that matter was a different sort of consideration. When the cost of the system was analyzed, it
appeared more sensible to hire someone to do the work. Leaving the conveyor out also allowed
the first floor ceiling to be a bit higher. Carey clarified the fact that an automatic sorter will still be
built into the circulation work room.
Vote on Resolution: 7-0. Motion approved unanimously. Resolution declared adopted.
Moved by Manus, seconded by Meier, to recommend that City Council accept all eight
alternates.
Vote on Motion: 7-0. Motion carried unanimously.
Heemstra said the project cost summary would continue to be adjusted as the amount of cash
on hand increases. Regarding the timeline, he said an award should be made to the successful
bidder before Christmas. Work on abatement will begin in December and on the actual project
in January.
Relocation Update: Carey said the library would close this evening at 9 o’clock. She said it was
gratifying to see that every person on staff had committed a tremendous amount of work over
the last few months. Full schedules of volunteers and staff from the library and other City
departments are lined up to start moving tomorrow morning at 7:30. She said the building will be
vacated on November 30. The plan is to try to open as soon as possible at Lincoln Center, with
December 10 as the outside date.
Carey displayed the blue library moving t-shirt that all official helpers will wear, with the names
of all the restaurants that donated food listed on the back. She said the APL Friends Foundation
purchased the shirts and will cover the cost of any meals that were not donated. Derek Crisler,
City’s Cable Channel 12 supervisor, has been working on a documentary video that chronicles
the move from the very beginning. Carey invited interested persons to say good-bye to the
building on Saturday, December 1, from 10 a.m. to 4 p.m. She said that earlier in the day, kids
who were present were given crayons and they had started writing on the walls.
Library Renovation Project Financial Report:
Carey said the report reflected October expenses. The Kinney-Lindstrom grant is not shown
because it has not yet been received.
Policy Review:
Conduct in the Library Policy (Tabled in October):
Moved by Bradley, seconded by Budd, to resume consideration of the Conduct in the
Library Policy that was tabled at the last meeting.
Vote on Motion: 7-0. Motion approved unanimously.
Carey said staff tried to incorporate all the suggestions that had been made during the last
meeting. They were pleased at the trustees’ level of interest and grateful for their suggestions.
Carey also explained that as the changes were being incorporated, staff decided to include
some language pertaining to responsibilities of adults in charge of children or those in need of a
caregiver.
Trustee Meier suggested that the word “library” be removed from the line pertaining to use of
alcohol on the premises. Rawlins said she felt this was a fantastic revision and she very much
appreciated having her previous concerns addressed. Campbell felt likewise.
Vote on Resolution with the changes discussed: 7-0. Motion approved unanimously.
Resolution declared adopted.
New Business:
Operating Budget Adjustments for FY 2012/13 and Proposals for FY 2013/14:
Moved by Acker, seconded by Rawlins, to adopt a resolution approving the proposed
adjustments to the operating budget for fiscal year 2012/13 and the requests for fiscal
year 2013/14 as presented/amended.
Carey thanked Karen Thompson for working on the budget in the midst of the building
project. She said some of the budget involved guesswork, since there was little information
on what the operating costs might be in the temporary spaces. The Douglas Avenue street
construction project, the building closure, and the new surroundings are all likely to affect
income, as well. There will be a period of closure toward the end of next year, too, when the
library moves back into the renewed facility.
Carey explained some of the expense adjustments made in the salary, computer
replacement funding, outside professional services, travel, training, and conference lines.
She would like to take a large group to the annual American Library Association (ALA)
Conference in Chicago next summer because transportation is affordable and exhibit
passes only cost $25. It will be especially helpful for staff members to have an opportunity to
see bookmobiles on display. She noted that some of the training budget allows for webinars.
Meier asked if there was a line for tuition reimbursement. Carey said she did not believe
there was. A placeholder was included in training, but discussions need to take place.
Bradley asked who decided which employees got to attend conferences. Carey said each
division has a budget. Employees also work with their supervisors to develop a training
action plan, in light of their desires and developmental needs. She said training opportunities
are available for everyone, but travel and conferences are mostly for salaried and
professional staff.
Additional purchases included in the proposed budget included smaller carts that are easier
to handle and reduce shelving time; cleaning equipment for the temporary spaces that will
also be needed in the new building; a files management system for records retention; and
two more Automated External Defibrillators (AEDs). Carey said the library already has two
AEDs, but it needs to have one at each of the temporary locations and the bookmobile. Four
will be required in the new building, too, so they will be put to good use.
Finally, Carey explained that the adult reference line would not be zeroed out, but now that
most of the expense appears in the electronic collections line, materials selectors
recommended that the rest of the budget be combined with the other print materials in the
line called “adult collections.” That would match the system used for the juvenile collection.
Campbell said he was reading something about e-books that suggested the costs were not
as favorable to libraries as regular books. He asked if the collections manager could come
to a meeting next spring to discuss what philosophy APL should pursue.
Vote on Resolution: 7-0. Motion approved unanimously. Resolution declared adopted.
Bequest and Donations Budgets for FY 2012/13:
Moved by Acker, seconded by Campbell, to adopt a resolution approving the
proposed budget for revenue and expenses from library bequest funds and donation
accounts for fiscal year 2012/13 as presented/amended:
Carey thanked Thompson for consolidating these budgets into a two-sheet page that is
largely self-explanatory. She said the budget adopted by the APLFF had been plugged in.
Income from the Foundation’s Memorandum of Understanding and an additional $15,100
was designated to go to Project Smyles. She said the APLFF had also done a remarkable
job of being able to maintain support for the items they traditionally sustained in the past.
Carey said donation income is always a guess, but Enrich Iowa funds had been received.
They were distributed to the Books for Babies and Project Smyles projects, as in the past.
Vote on Resolution: 7-0. Motion approved unanimously. Resolution adopted.
Capital Improvement Plan (CIP) for FY 2013/14 through FY 2015/16:
Moved by Rawlins, seconded by Bradley, to adopt a resolution approving the
proposed Capital Improvement Plan for fiscal years 2013/14 through 2015/16 as
presented/amended:
Carey said that the focus will remain on the building project in the coming year. The City has
agreed that the purchase of equipment for completing the radio frequency identification (RFID)
project may be made when it’s needed, so the library will be able to wait and find the best
equipment at the best price, rather than having to buy it before June 30 and store it. The
Automated Materials Handling System (AMHS) purchase, which was originally put into the
2015/16 fiscal year, will be moved up so it can be installed during the construction of the
building. Finally, the acquisition of a new bookmobile no longer appears in the CIP because it is
funded through the Fleet Services Replacement budget and should not appear here.
Carey said the only new project listed is replacement of the Integrated Library System (ILS).
The ILS is the comprehensive database used to acquire, receive, and catalog new items for the
collection, to track circulation, to handle borrower records, and to allow for special requests. She
said staff is currently researching new products. SirsiDynix is phasing out Horizon, the ILS the
library presently uses, and staff is trying to determine which of the new systems is best suited
for APL’s needs. In response to a question about vendors from Trustee Rawlins, Carey stated
that there were about five large companies and some open sources, and it will be very helpful to
have staff attend conferences so they can see and compare the products side-by-side.
Vote on Resolution: 7-0. Motion approved unanimously. Resolution adopted.
Trustee Comments:
Manus had no comments.
Meier said it was interesting to see a bid opening for the first time and she was glad the offers
were good.
Campbell complimented staff for a job well done.
Rawlins wished everyone a good move. She has been pleased to find the staff being very
cheerful and offering great service, in spite of all the commotion and work going on in the
building these days.
Acker said she was excited that she would be able to help with the move the following morning.
Budd thanked the staff for working so hard, given the difficult situation. He said it was
heartening to go into the library and see all the smiles.
Bradley echoed the others’ congratulations to staff and all those who have worked so hard. She
liked the idea of naming the gallery after the Friends and was thrilled about the bids.
Stow agreed that these are exciting times, but there is still a lot of work ahead. He noted that
Cable TV Coordinator Derek Crisler is planning to film the first load out on November 16.
The meeting was adjourned by consensus at 8:09 p.m.
The next regular meeting will be on Thursday, December 20, 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