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HomeMy WebLinkAbout~Master - Ames Public Library Board of Trustees Minutes of the Regular Meeting 10/20/2011Ames Public Library Board of Trustees Meeting Minutes October 20, 2011 The Ames Public Library (APL) Board of Trustees met in regular session on Thursday, October 20, 2011, in the City Council Chambers at 515 Clark Avenue with Budd, Campbell, Luckett, Manus, Meier, and Stow in attendance. Bradley, Rawlins, and Schill were 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 7:00 p.m. Adoption of Agenda: Moved by Budd, seconded by Manus, to approve the agenda. Vote on Motion: 5-0. Motion approved unanimously. Approval of Minutes: Moved by Stow, seconded by Meier, to approve the minutes of the meeting of September 15, 2011. Vote on Motion: 5-0. Motion approved unanimously. Public Forum: None. Consent Agenda: Manus moved and Stow seconded adoption of a resolution approving the consent agenda: 1) Gifts a) From AgArts for adult programming ............................................................... $200.00 b) From Greek Week for Project Smyles.............................................................. $200.00 c) From Alan Maximuk ............................................................................................ $25.00 d) From the Story County Master Gardener Association ................ 4 gardening books e) In memory of Katie Finn Milleman from Vikki Morain for the collection ......... $20.00 2) Claims Report 9/1/11 – 9/30/11 Vote on Motion: 5-0. Motion approved unanimously. Financial Reports: Library Director Weeks stated that the reports for the first quarter were on target, with expenditures at 25.4% of the year’s total budget. He noted that budget amendments for this year and proposals for the next fiscal year will be presented in November. This year’s income will be lower than had been anticipated. As an example, Weeks stated that the Direct State Aid check received by the library this week was for just over $9,200, although $14,000 had been budgeted last fall. Weeks said he did not have serious concerns about supporting operations, but neither would there be any bold new moves. Manus asked which areas he was considering cutting. Weeks said that he would base the budget on last year’s actual expenses, and he anticipates that savings will be found in commodities and contractual portions of the budget. Fixed equipment repair is one category where extra money has been budgeted in the last few years, just in case any bad events were to occur. That line could be cut back and a special request could be made of the City Council if an emergency repair were needed. Administrative Staff Report: Weeks introduced Amy Miers, one of 11 students chosen to participate in the ISU Protégé Program, who has been working with him this semester. He spoke briefly about the other topics in his written report, including: the receipt of several grants from local organizations for Project Smyles (which does not receive funding from the City); work now being done by three ISU Architecture students on an application to put the library building on the National Historic Register; and results of the Annual Residents’ Satisfaction Survey, which showed that the library had a 97% satisfaction rate, ranking second only to the Fire Department. Weeks said the survey also showed an increase in the number of persons identifying the library as a department upon which they felt more money should be spent for capital improvements. Responding to a question about Historic Register listing from Trustee Budd, Weeks stated that the application previously completed (by the Historic Preservation Commission) was for determination of whether or not the building was eligible for listing. It was declared eligible, so the students are now taking the next step in the application process. Budd asked if the students would be talking to the library’s architect so that whatever they document would not be in opposition to the architect’s plans. Weeks said that he would be happy to advise Jeff Scherer of the situation. Ames Public Library Friends Foundation (APLFF) Report: Stow stated that the APLFF’s recent book sale brought in approximately $10,000; another small sale will be held on December 10. The Friends Foundation plans to do its normal end-of-the-year fundraising, and it will be separate from a building campaign which will also be done later. He reported that Michale Hansen had resigned from the board, so a replacement for her will be sought soon. The library’s Teen Advisory Group (TAG) will receive an award later this month from the Story County Alliance for Philanthropy; TAG will also be selling coupons for Younkers Community Day Fundraiser, with the proceeds going to Project Smyles. Stow said that the Renew Your Library committee had started placing hundreds of yard signs to promote the vote on November 8. Volunteers are also in the process of identifying supporters, knocking on doors, and looking for people to sign on to an ad that will appear in the paper on November 6. He also mentioned that the library will be hosting a series of question and answer meetings on October 22 (10 a.m.), October 25 (10 a.m.) and November 1 (7 p.m.) that are open to the public. The fundraising teams are also still hard at work in the community. Trustee Campbell added that the APLFF reviewed and approved some modifications to the current contract with The Hodge Group this month. Library Building Project Update: Weeks said that 75% of the $2 million in private funds needed for the project has been pledged – signed pledges have been received for $1.5 million and he is waiting on the paperwork for the rest. He said fundraising will be extended into the spring, after the vote. During the silent period, inducements for pledges have included naming opportunities and inclusion on the donor board. After the vote, he anticipates looking for inducements for donations of amounts below $5,000. That phase will come a bit later, so that it does not jeopardize the traditional, annual fundraising activities of the APLFF. Weeks said the “get out the vote” effort being undertaken by volunteer citizens seems to be going very well. The election on November 8 will be a big moment in the life of the Ames Public Library and, if the outcome is positive, he will go into negotiations with the architect right away, in hopes of having a new contract on the November agenda. Policy Review: Public Participation Policy Moved by Stow, seconded by Meier, to adopt a resolution approving revisions to the Public Participation Policy as presented/amended. Assistant Director Carey stated that the policy seems to be working well and only two minor revisions are being proposed. Staff is asking that the terms “community members” be changed to “individuals” because the phrase was not defined and participation is not limited to Ames residents. The other recommendation is to state that the president has the option to suspend the rules, not simply extend the time allowed for each speaker. Meier pointed out another occurrence of the term “community members” that needed to be changed. Vote on Motion to approve the policy with an additional substitution of the word “individuals” in lieu of “community members” in the fourth paragraph: 5-0. Motion approved unanimously. New Business: Agreement with the Ames Public Library Friends Foundation (APLFF) Moved by Campbell, seconded by Budd, to adopt a resolution approving the Agreement with the Ames Public Library Friends Foundation as presented/amended. Stow noted that the Friends of the Ames Public Library and the Ames Public Library Foundation had merged into a new legal entity named the Ames Public Library Friends Foundation on January 1, and the agreement just needed to be updated. The APLFF board of directors reviewed the document last week and approved it. There were no substantive changes. Vote on Motion as presented: 5-0. Motion approved unanimously. Capital Improvement Plan (CIP) Moved by Manus, seconded by Meier, to adopt a resolution approving the Capital Improvement Plan for fiscal years 2013–2017 as presented/amended. Weeks said that some of the items in the list were carried forward from plans submitted in previous years and went on to give a short explanation of each project. The library is presently in Phase I of the process of moving from bar codes to radio frequency identification (RFID) tags. In fiscal year 2012/13 (FY13), the library will embark upon Phase II, the purchase of equipment for checking out and checking in, and for security gates, as planned. An Automated Materials Handling System (AMHS) has been introduced for FY14. Weeks explained that the system was not built into the library renewal project, but he recommends moving forward with it in any case. An AMHS does a rough sort as soon as checked-out items are returned and greatly reduces the amount of physical handling staff has to do. As circulation goes up, the staff is more challenged to keep up, and the AMHS will be very helpful. Luckett asked how long it usually takes to get a returned item back onto the shelf . Weeks said it usually takes one day, but after a holiday or during a busy time, it may be a day or two. The library handles an average of 4,000 items per day. Campbell inquired about how much space an AMHS would take up. Weeks replied that it would take a large area. It would probably have to be put in the rear section of the Iowa Lounge near the alley book drops, if the building expansion does not take place. The other project in FY14 is replacement of the bookmobile. This has been planned for by contributing to a depreciation account over the last decade, and is the only item in the library’s CIP that would not be funded through the local option sales tax. Weeks said that in FY15 he would like to acquire property and prepare it for a parking lot. This is a new proposal and his intent is that it would become a city lot with meters and fall under city control. The last two projects in the plan will only be done if the bond referendum for building expansion and renovation does not pass. These are replacement of floor covering (in FY16) and skylights (in FY17), all of which will have gone beyond their useful lives by that time. Manus asked about automated equipment standards in other libraries of Ames’ size. Weeks said equipment varies. The APL supervisory staff visited Hennepin County (Minnesota) Library, where there is heavy circulation and sorting machines sort books directly onto the carts, ready to be shelved. Bettendorf and Cedar Rapids have also realized labor savings with less complex automated systems. He said that the King County Library System, near Seattle, Washington, documented a 40% savings in staff time. He said that figure was verified by library personnel in the places they visited. Manus said she wondered if the equipment was truly validated from an efficiency standard. She also asked if the bookmobile was no longer workable. Carey said the previous bookmobile had been kept 19 years – about nine years too long. The vehicle owned by the library now was purchased with a 10-year depreciation plan in mind, although it has been very well taken care of by the City’s Fleet Services Department. Stow mentioned that hybrid technology could be considered now. Carey said the library could also look at alternative fuel vehicles. Luckett asked if there would be any changes in a new bookmobile. Weeks said he would like to see it include Internet stations and a handicap lift. Campbell wondered if acquiring parking shouldn’t be the City’s function. Weeks said he could mention that as a board request. Realistically, a lot east of the library could not be used solely for the library, especially with the funeral home, the Octagon, and other businesses nearby. It would also be necessary for the City to install and maintain the meters. Luckett said he felt people would find it irritating to have a lot for the library and then have to pay meter fees, so it would be better not to designate it as a library parking lot. That said, he felt it would behoove the City to provide the library the opportunity to acquire the property. Luckett asked if the board would have to review these proposals again, if the City Manager wanted to make changes. Weeks said that would be the case; he has an appointment to review the CIP with Mr. Schainker on November 9. City Council will make decisions early next year. Vote on Motion: 5-0. Motion approved unanimously. Trustee Comments: Manus extended thanks to Target, the Ames Morning Rotary, United Way, and others who have supported Project Smyles. She also encouraged people to vote on November 8. Stow took the opportunity to remind citizens that have there are still opportunities for having questions answered or taking tours of the building before the bond referendum. Luckett reiterated the welcome to Amy Miers. Campbell urged people to vote on November 8. Budd thanked Weeks for his informative presentation and at the Ames Golden K Kiwanis earlier in the week. Adjournment: Moved by Stow, seconded by Meier, to adjourn at 7:53 p.m. Vote on Motion: 5-0. Motion approved unanimously. The next regular meeting will be on Thursday, November 17, 2011, at 7:00 p.m., in the Dale H. Ross Board Room of the Ames Public Library, 515 Douglas Avenue.