Session 05-08 a Regular Meeting of the Library Advisory Board was called to order at 6:25 p.m. on August 2, 2005 by Chair Mauger at the Homer City Hall Council Chambers located at 491 E. Pioneer Avenue, Homer, Alaska.
PRESENT: BOARDMEMBERS MAUGER, KEFFER, WAGNER, HAWFIELD, BURSCH, SEAMAN
ABSENT: BOARDMEMBERS LORD (excused)
STAFF: LIBRARY DIRECTOR HILL
CITY MANAGER WREDE
DEPUTY CITY CLERK JACOBSEN
The Library Advisory Board met at 5:30 p.m. at the new library construction site for a construction tour with Public Works Director Meyer.
A. Minutes of July 5, 2005 Meeting
The amended minutes were approved by consensus of the Board.
APPROVAL OF AGENDA
The agenda was approved by consensus of the Board.
LIBRARY DIRECTORS
REPORT
A. Statistical Report for July 2005
Library Director Hill reported that the rep from Sirsi gave them a demonstration of the new Sirsi-Unicorn library software. It is the software that a lot of other libraries in Alaska are moving to and many libraries throughout the country are using. Mrs. Hill commented that she and the staff did not realize how many inefficiencies and time-consuming work-arounds they have been putting up with. It is pretty exciting. The rep from 3M will be coming down to look at the floor plans for the new library and make sure that the security system will fit. Mrs. Hill did send the annual report to the State Library. She learned from that report that reference requests are up 90% from last year. Mrs. Hill commented that a lot of it seems to be computer related questions, not how to use the computer but how to find things like information or sites. Mrs. Hill reported that Library Technician III George is attending the Pacific Northwest Library Association Annual Conference in Sitka. The summer reading program is wrapping up and the ice cream party is Saturday August 6th. Mrs. Hill commended Library Technician I Ellis for the fantastic job she did organizing the program.
Mrs. Hill advised the Board that a gentleman, who is a retired newspaperman from the Los Angeles Times and is on an extended visit through Alaska, came in last week and donated a full year subscription of the New York Times. She explained that the library had a subscription to the Sunday edition before, but had to let it go due to the cost. This subscription is for the daily and Sunday national edition. Mrs. Hill explained that a letter of thanks will be sent and the Friends will provide a receipt. Library Director Hill reported on two programs sponsored by the Friends of the Library. Maria Finn Dominguez did a program on Cuba, which was very interesting. There was a great turnout of about 60 people. Lorraine Peoples did a program called “You Can Teach Someone to Read”. There was a mixture of parents and local educators there. It came out from some of the questions asked is that there is an illiteracy issue in this town that they will be working to address. Both programs are kicking of the “Year in Literacy”.
Library Director Hill reviewed the statistics. She reported that circulation was up a little, attendance was a little lower and internet use was over 100 more than last year. She updated the volunteer hours for April through June and the results were amazing. Adding books was even from last year and fines, fees and copies are $400 higher than last year.
COMMITTEE REPORTS
No committees
Frank Vondersaar voiced his hopes to have WiFi in the old library and not have to wait for it at the new library.
City Manager Wrede commended the Board and told them to keep up the good work. He commented that he had looked over the information that Chair Mauger had sent regarding the MOU between the Friends of the Library and the City. He made a few changes and would send it back to Ms. Mauger.
City Manager Wrede spoke in regard to the library project. He commented that construction is going well and that they are not ready to hire a Project Manager. Mr. Wrede explained that Public Works Director Meyer is finding the time to work as the Project Manager, keeping up on the appropriate photos and documentation. At this point, the City does not see the need to bring someone else in until the building is closed in. The ECI hired inspectors will still be taking care of the required inspections. Mr. Wrede also informed the Board that the City is considering keeping the old library building since all of the money is in place to build the new library. He stated that the City is reviewing the paperwork from when the property was donated and will contact the family, if needed, to ensure that keeping the property for other City needs is acceptable.
UNFINISHED BUSINESS
A. New Library Construction Update
Chair Mauger stated that the Board had an onsite visit to the new library site with Public Works Director Meyer and everything appears to be going great. She responded to a question that came up at the last meeting regarding the LEED documentation, and it is going fine. She asked City Manager Wrede about the wetlands survey. Mr. Wrede said that the determination has been that the library site itself is not wetlands, with the exception of a very small portion. The main concern regarding wetlands is on the west side of the adjacent lots. The City is looking at ways to mitigate that whether it is through drainage, using boardwalks rather than gravel trails or other appropriate means.
B. Planning for the Future: Roles of the LAB and Friends of the Homer Library
Chair Mauger explained that she would bring in a draft of the MOU with the changes the City Manager spoke of earlier in the meeting, and they could finalize it at the next meeting.
NEW BUSINESS
A. Review and Prioritization of 2006-2011 Capital Improvement Plan
The Board discussed their individual choices for the CIP and agreed that their purpose is to recommend items that pertain to the needs of the library.
HAWFIELD/SEAMAN MOVED THAT THE BOARDS RECOMMENDATIONS INCLUDE THE SENIOR ACCESS TRAIL, TOWN SQUARE INFRASTRUCTURE, BRIDGE CREEK WATERSHED LAND ACQUISITION, DOWNTOWN RESTROOMS, AND THE SPIT TRAIL.
The Board further discussed the CIP items. They discussed the need for a ladder truck in relation to the new library and other larger buildings in town that already exist or may exist in the future.
HAWFIELD/KEFFER MOVED TO AMEND THE BOARDS RECOMMENDATIONS TO:
1. BRIDGE CREEK WATERSHED LAND ACQUISITION,
2. FIRE ENGINE/LADDER TRUCK,
3. SENIOR ACCESS TRAIL,
4. TRAFFIC CALMING,
5. TOWN SQUARE INFRASTRUCTURE.
VOTE: YES: UNANIMOUS CONSENT
Motion carried.
VOTE (Main Motion): YES: UNANIMOUS CONSENT
Motion carried.
B. Budget Planning Process
Library Director Hill advised the Board that she had just received the budget worksheet and it has to be back to the Finance Department by August 24. She will bring a copy of what she submitted to the next meeting. Mrs. Hill pointed out that her challenge is that part of the year will be in the old building and part of the year in the next building. She anticipates the library will be closed for a short time during the move.
Chair Mauger asked for the reports on the revenue generating ideas for the library operating budget that were discussed at the July meeting. Boardmember Keffer reported about soliciting gifts to the library. She that she had visited several library web sites and found that the San Diego Library has quite a bit going on. They have a Library Legacy Society which a person can become a member of by making gifts through a request in their will, a contribution for which you have lifetime income, setting up a Lead Trust, or donating real property or life insurance. They have affairs to which only the society members are invited. Mrs. Keffer commented that the site has a page that describes why help is needed. She felt they did a good job explaining it. She said the page opens with, “Some people feel that they pay taxes and therefore shouldn't have to do anything more in order to have a high quality Library system. Ideally, tax revenue should cover this basic service.” She said there was good information that could be put into a brochure or flyer that could be available somewhere. Boardmember Keffer continued that the San Diego library has all of their programs listed as charitable partnering opportunities to encourage other organizations and individuals to join in the funding of those programs. She reported that there were several sites that encourage gifts in honor of someone, whose name would be on a bookplate or some such thing. There is also language out there that the Board may be able to use to help draft a policy about accepting gifts, what gifts are acceptable and how those gifts will be used. Apparently libraries get gifts like cars and old computers that are more trouble than they are worth. Having a policy in place would be a good way to keep from insulting someone. Library Director Hill agreed with the idea of the gift policy.
It was questioned how the giver would be able to receive the benefit of the donation. The Board discussed having the Homer Foundation as the middle ground; however, the Homer Foundation may require a lump sum to start an endowment. It was pointed out that it would be important to make sure that these gifts are outside the interest of the Friends, so as not to be competing with the Friends. This fund would be a sustaining fund that would ultimately have enough principle to generate revenue to flow into offsetting operating costs. It is something that would take long range planning and years to develop it to the point that would make a difference, but if the fund doesn’t get started, it will never happen. There was discussion that a goal could be to fund a specific area of the library-operating budget, books for example. That seems to have more appeal and would be less likely to conflict with the Friends. The Board agreed that it should be clear what the money is going toward. Comment was made that more the Board tries to supplement the operating budget; the more they will be expected to do so. Boardmember Hawfield commented that to have a conversation at this level of “where do we go in future planning” to envision a sustaining fund of some kind that is held by the foundation on behalf of the general expenses necessary for the libraries good solid operation is a good community based, prudent vision for the future. Chair Mauger reminded the Board that their role is to provide recommendations to City Council and if they think this is a viable way to generate funds, and then they are simply creating a sketch of how the City might implement it. Boardmember Keffer said she would have a conversation with the Homer Foundation for more information.
Chair Mauger and Boardmember Hawfield reported on Kenai Peninsula Borough contributions and the library service area. An idea to stand behind is to strategize an approach to the Borough Assembly that the whole Borough has been growing to such an extent that the Borough needs to step up and help fund libraries throughout the Borough as there is a large number of people who live outside these City’s limits who use the City libraries. There is a valid argument for looking for a Borough wide solution. If there is a consensus among the City’s libraries, someone could speak and show a united voice to the Assembly that this is a need. There would need to be discussion between library directors and volunteer leadership to discuss the idea of going to the Borough. Ideally there would be a 100% library voice would make it harder for the Assembly to ignore. The first challenge is that the Kenai Peninsula Borough does not have library powers and that would be what they would be advocating them to do so, so they could pass money through their budget to the libraries. The Board agreed this is a good idea to pursue. Boardmember Hawfield agreed to work with Library Director Hill on this project. This is not something that would happen this year, but will bring in money in the long run.
C. Elections
WAGNER/HAWFIELD MOVED TO BRING THE ELECTION OF OFFICERS TO THE FLOOR.
VOTE: YES: UNANIMOUS CONSENT
Motion carried.
Chair Mauger pointed out that the bylaws state that the Chair cannot serve two consecutive terms and she has served for a year and a half as the elections somehow got out off the cycle. The Board discussed the issue of the electing a Recording Secretary as listed in the bylaws, since the Clerk’s Office handles the recording of the meeting and postponing elections to the next meeting when Boardmember Lord would be present.
HAWFIELD/WAGNER MOVED TO POSTPONE ELECTIONS TO THE SEPTEMBER MEETING.
VOTE: YES: UNANIMOUS CONSENT
Motion carried.
C. Review of Bylaws
Boardmember Hawfield pointed out that the bylaws are supposed to be reviewed in February of each year.
HAWFIELD/WAGNER MOVED TO REVIEW THE BYLAWS IN TOTAL IN FEBRUARY, AND TONIGHT ADDRESS SPECIFICALLY THE ISSUE OF 1. THE RECORDING SECRETARY AS AN OFFICER OF THE BOARD AND 2. CORRECT THE ORDERING OF THE ARTICLES.
VOTE: YES: UNANIMOUS CONSENT.
Motion carried.
There was discussion about how to revise the wording in the bylaws regarding the recording secretary and the executive secretary. They determined they would need to maintain the position of the secretary for the purpose of having three officers who can sign things. There was discussion regarding the procedure on how minutes are kept and distributed.
Chair Mauger clarified that the Board is interested in following revisions:
HAWFIELD/BURSCH MOVED TO MAKE THOSE CHANGES.
VOTE: YES: UNANIMOUS CONSENT.
Motion carried.
COMMENTS FROM THE
PUBLIC
Frank Vondersaar mentioned the idea that if the library gets wireless access, they could sell advertising.
COMMENTS FROM THE
BOARD
Boardmember Wagner commented about a friend who stopped at the Ballard, Washington library. It has a sod roof. She passed around a copy of their brochure.
Chair Mauger advised the Board that Hannah Harrison has given her resignation to the Board. She will be attending APU. The Board spoke briefly about the process in appointing a new student representative. Chair Mauger thanked Public Works Director Meyer for giving the Board a tour of the new library site and its progress.
ADJOURNMENT
There being no further business to come before the Board, the meeting was adjourned at 8:20 p.m. The next Regular Meeting is scheduled for September 6, 2005 at 6:00 p.m. n the City Hall Cowles Council Chambers located at 491 E. Pioneer Avenue, Homer, Alaska.
MELISSA JACOBSEN, DEPUTY CITY CLERK
Approved: