Session 06-04, a Regular Meeting of the Library Advisory Board was called to order on April 4, 2006 at 6:05 p.m. by Chair Lord at the Homer City Hall Cowles Council Chambers located at 491 E. Pioneer Avenue, Homer, Alaska.

 

PRESENT:                     BOARDMEMBERS:        SEAMAN, MARTIN, WAGNER, LORD,

                                    BURSCH (late), KEFFER

 

ABSENT:                      HAWFIELD (excused)

 

STUDENT:                    LETTIS

 

STAFF:                         LIBRARY DIRECTOR HILL

                                    DEPUTY CITY CLERK JOHNSON

                                    LIBRARY PROJECT MANAGER GIBSON

 

Chair Lord welcomed new members Linda Martin and Melissa Lettis to the LAB.

 

APPROVAL OF THE MINUTES

           

            A.         Minutes of the March 7, 2006 meeting

 

KEFFER/SEAMAN – MOVED TO APPROVE THE MINUTES.

 

VOTE:  YES.  NON OBJECTION.  UNANIMOUS CONSENT.

 

Motion carried.

 

APPROVAL OF THE AGENDA

 

The agenda was amended to hear UNFINISHED BUSINESS Item A next.

 

SEAMAN/KEFFER – MOTION TO APPROVE THE AGENDA AS AMENDED.

 

VOTE:  YES.  NON OBJECTION.  UNANIMOUS CONSENT.

 

Motion carried.

 

                        A.         New Library Construction Update

 

Library Project Manager Gibson presented the board members with pictures of the restrooms in the new building.  He reported the interior painting is to be completed by the end of the week.  The finish trim is in for the plumbing, baseboard enclosures are completed in the employee work area and the electrical trim is well on the way.  The contractor is waiting for the shelving to arrive, and it will be placed before the carpeting.  The carpet is scheduled for installation mid to late May, depending on the shelving schedule.  Lights will be installed prior to the shelves.  Leo Vait is working on the fireplace and has most of the stone work completed.  He hopes to be done by May.  Paul Rourke is working on the circulation desk and the counter top will go in near the end of the project. The tile and stonework have been done.  Mr. Gibson has been working with Library Director Hill on furniture, requesting quotes.  There are still uncertainties on the charges, so the main furniture is being ordered now, with odds and ends to be ordered later.  Jay Brant will allow access into the building August 15 so the furniture and computers can be set up in the building.

 

Chair Lord announced the grand opening is scheduled for September 16th.

 

The board discussed a tour through the library for the new LAB members and others who wish to attend.  A date of April 18 at 4:30 p.m. was scheduled, with the group meeting at the corner of Hazel and Heath Streets.

 

Project Manager Gibson said work is being done on the civil and site work for the outside.  They are meeting with the architect this week about the plaza area and working with EDA about rerouting money from the western side if possible.  The area will be hydro-seeded and the plants will be in place by August 31st.    Chair Lord inquired about the hydro-seed, as she understood a portion of it had been cut from the budget.  Mr. Gibson said the hydro-seeding was bought back into the budget to assure the whole grounds were covered. 

 

Chair Lord asked if the Margret Pate Memorial Garden was squared away.  Mr. Gibson said it was tied in with the plaza area and a couple of the proposed locations have not worked with the landscape design.  A new design for the garden has been proposed that will be incorporated into the plaza.  Design changes to the plaza are being explored to allow it and the garden to have a cohesive fit.  One question about the plaza was the north facing steps.  Before the landscape is too far along, the people that actually designed it will be meeting on Friday, April 7th.  Project Manager Gibson said he and Public Works Director Meyer discussed workable solutions on the drainage fixes to present at the upcoming meeting.   

 

Chair Lord noted at the last meeting there was a request for a list of things that fell out of the budget.  Project Manager Gibson said that information will not be available until the project is further along and the final numbers are in.  Currently they are pushing off many of the purchases that can be prolonged; if the money is there things may be purchased.  Mr. Gibson said they are definitely keeping tabs on purchases and he can work with Library Director Hill. 

 

Chair Lord inquired of the places for the rotating art.  Mr. Gibson knows what walls have been provided backing for artwork, and the contractor erred on the side of more than less backing.  Everything around the stacks area up to twelve feet has plywood backing behind the drywall.  In areas where they couldn’t afford the backing, locking was added to provide a two foot strip across the wall to allow for artwork.

 

The Book will document LEED information and donors.  The Friends of the Homer Library are providing a case for The Book and it will need a place within the library.  Mr. Gibson said although he was not sure where the case would go there are several areas.  Chair Lord said there is a Memorandum of Understanding with the City of Homer to include recognitions for library funders and The Book is one piece of the recognition.  The vestibule heater enclosure area was mentioned, but its location would not be in the inside of the building.  He believes a better location could be found.

 

Chair Lord told Project Manager Gibson she hopes if he feels that he needs advice on anything he will ask the LAB.  She senses that since the LAB has not been popular with the City Council, Administration may be making decisions that would normally be referred to the LAB.  She said the LAB is here to advise.  Project Manager Gibson said they have brought policy questions to the LAB rather than day to day operational questions.  There have only been a few policy questions like the trail and fireplace.  There may not be any more policy questions at this point.  It will be a tight budget, but things are falling in place.  Chair Lord said if it comes down to a list of things that might or might not be paid for, the LAB could consult on the choices that may best serve the public. 

 

LIBRARY DIRECTOR’S REPORT

 

            A.         Statistical Report for March 2006

 

Library Director Hill reported her staff has been in training the last two weeks for the new library software.  They will be going live on May 10th with a new library catalog online.  Library patrons will be able to keep booklists, wish lists, and keep track of what they have read.  The information may be accessed at library.ci.homer.ak.us.  The new software will bring in content, meaning it will be interactive with the outside world.  You will be able to click on a book and see book reviews from New York, check best seller lists, Pulitzer prize winners, Oprah’s book list, etc.  There will be lists for mysteries, romance, science fiction, etc.  It is much more interactive and will help readers chose books of their liking.  From a staff point of view the system is all different, and staff has now learned how to check books in and out with the new system.  Patrons can renew books and place book holds online.  The system is ILS (Integrated Library System) meaning all the pieces are linked.  A book order will be linked to a catalog record, and once received will be checked in, budgeted and processed.  Before the new software, everything was in separate pieces with duplicate and triplicate entries.  The training was intense, as it is detail orientated.  It consolidates all library operations into one software.  SIRSI turned the library’s current catalog and patron cardholder data base into test data so that the training has been with Homer’s own data.  The intense training has been detailed, exciting and overwhelming in a good way.  When staff moves into the new building it will further change how the work flows.  Library Director Hill thanked the Homer Foundation for allowing use of their conference room.  It was a quiet space and worked out very well for the training.

 

Chair Lord reminded LAB members of the annual meeting to include elections for the Friends of the Homer Library on April 12th.

 

Chair Lord said the minutes of a City Council meeting reflected discussion about the old library building.  Council was talking about holding on to the old building and possibly adding on to it to make a 20,000 sq. ft. building for City Hall.  Library Director Hill responded the suggestion was from one Council member and the City Manager may have more information.  Chair Lord said the Council is looking for funding for a new City Hall, but the last she heard the building was to be sold with the money to go against the new library debt.  Mrs. Hill said it is not concrete as a decision has not been made.

 

Chair Lord said the LAB recognizes outgoing member Sue Mauger.  She did a fabulous job on the capital campaign and the vote.  Ms. Lord displayed a watercolor of Alice (the library mascot) with recognition of Ms. Mauger’s contribution to the library.  The painting was created by artist Susan Cushing who painted the original Alice.  Chair Lord said she would like to present it to Ms. Mauger soon. 

 

New Boardmember Martin inquired as to Ms. Mauger’s expiration from the LAB.  It was explained that the Mayor makes appointments and this may have been the first time there were more applicants for the seats.  The Council was consulted prior to the appointment and their choice was Boardmember Martin.  Library Director Hill explained the appointment has nothing to do with Ms. Martin and she should feel welcome to the LAB.  Chair Lord said everything will work out as the LAB has gained a new strong member and Ms. Mauger is active in the Friends of the Homer Library.  After discussion it was decided Ms. Lord would present the painting to Ms. Mauger at the Friends meeting on April 12th.

 

Library Director Hill said it is National Library Week and Claudia Haines and the Friends of the Homer Library have had activities each night.   

 

COMMITTEE REPORTS

 

COMMUNICATION/VISITORS

 

Frank Vondersaar inquired about the WiFi system.  Library Director Hill said it is coming through in April when GCI can bury the cables. 

 

UNFINISHED BUSINESS

 

          A.         New Library Construction Update

 

This item was heard after APPROVAL OF THE AGENDA.

 

            B.         Policies for New Library: 1) Display & Exhibit, 2) Gift, and 3) Library Space Use

 

Boardmember Keffer provided the draft Homer Public Library Gift Acceptance Policy as laydown information and the document was discussed.  It was suggested a gift acceptance committee could be comprised of one LAB member, Library Director, and a person from the community.  Library Director Hill is to find out if such a committee can exist under administration.  It was noted the draft gift policy was very complete and well written.  There will be further discussions to fine tune the document.

 

Boardmember Seaman presented the draft Homer Library Space Use Policy as laydown information and the document was discussed.  Policies of other libraries and centers within the state were compared, including security measures and rates.  Some libraries provide staff to oversee after hours space rental, while others require security firms.  Rates were modeled after Islands and Ocean Visitors Center and Kachemak Research Reserve.  It was suggested fees be higher so the library would not compete with private businesses.  The LAB decided the space use policy will require more discussion. 

 

The LAB discussed the use of cell phones in the library.  Many libraries do not allow cell phones and others have designated areas.  Chair Lord asked Boardmember Wagner to explore library user conduct policy that covers food and drink, service animals and unattended children. 

 

           

 

 

            C.         Update LAB Bylaws    

 

Chair Lord noted two members that are on the Bylaws Committee are absent from tonight’s meeting.  Boardmember Keffer said the committee met and read the bylaws and there was one change in the mailing policy to change it to “distribution”. 

 

Commissioner Bursch arrived at 7:54 p.m.

 

Bylaws will be continued to the next meeting.

                                                                       

            D.         Status of Orientation for newly appointed LAB Members: Linda Martin and Melissa Lettis        

 

Chair Lord said there is no formal orientation for new board members.  She thought it was a good idea to institute orientation for new members because of all the activity.  Chair Lord will meet with Library Director Hill and assemble packets.  She will then meet with Boardmember Martin and Student Representative Lettis to go over the information.

 

NEW BUSINESS

 

            A.         Appointment of LAB Liaison to FHL

 

Chair Lord explained a new liaison is needed as outgoing member Sue Mauger held the position.  The liaison attends the Friends of the Homer Library meetings and gives updates on LAB business.  Boardmember Keffer commented she was amazed how much Ms. Mauger remembered and a member with a functioning memory is needed.  Chair Lord said the LAB member shouldn’t feel like they have to be at every meeting, and it would depend on what is going on.  In prior years the LAB was helping them become a more functional nonprofit.  Boardmember Wagner volunteered to be the new LAB liaison to FHL.

           

COMMENTS FROM THE PUBLIC

 

Ken Castner, city resident, asked if Project Manager Gibson had gone over the plaza status, and Chair Lord responded he had given a review.  Mr. Castner elaborated that following the death of Margret Pate, the family wanted to set up a memorial for her, as she was an avid reader.  In working with the Homer Foundation they are trying to design a garden to work with the existing landscape that has been scaled back.  The architect, landscape designer and contractor have all agreed to revisit the plaza design.  They will visit the existing topography to break up the hard surface from between the doorway and the edge of the plaza. 

 

Additionally Mr. Castner said the Friends of the Homer Library could liaise with the LAB.  He said these are exciting times.

 

COMMENTS FROM THE BOARD

 

Boardmember Bursch apologized for being late.  He welcomed Boardmember Martin and Student Representative Lettis, stating it was good to have the energy.

 

Boardmember Keffer repeated the welcome to the new members.

Chair Lord pointed out the article about LEED in the Alaska Business Monthly.

 

Boardmember Wagner suggested that a progress report of library construction be advertised weekly in the newspaper.  It would keep people informed on the building status.  It was decided the progress report idea would be discussed at the next meeting.

 

Ken Castner suggested the Friends of the Homer Library could write a countdown for the newspaper. 

 

Boardmember Martin said she was glad to be here, as it is something she always wanted to do.

 

SEAMAN/WAGNER – MOVED TO ADJOURN.

 

VOTE:  YES.   NON OBJECTION.  UNANIMOUS CONSENT.

 

Motion carried.

 

ADJOURNMENT

 

There being no further business to come before the Library Advisory Board, the meeting was adjourned at 8:16 p.m.  The next Regular Meeting is scheduled for May 2, 2006 at 6:00 p.m. in the City Hall Cowles Council Chambers located at 491 E. Pioneer Avenue, Homer, Alaska.

 

INFORMATIONAL MATERIAL

 

            A.         City Council Meeting Minutes of February 27, 2005 and March 13, 2006

            B.         Ordinance 06-14 – Accepting and Appropriating a USDA Grant and a Rasmuson Foundation Grant for the Fireplace in the New Homer Library

            C.         Reappointments of Nancy Lord and Bette Seaman; Appointment of Linda Martin                      

            D.         LEED Construction Program Makes its Way to Alaska, Alaska Business Monthly                                                                                                                     

 

 

 

 

___________________________________

JO JOHNSON, DEPUTY CITY CLERK

 

 

Approved: _________________________