Session
05-04, a Regular Meeting of the Library Advisory Board was called to order on
PRESENT: BOARDMEMBERS:
MAUGER, LORD, BURSCH, KEFFER, HAWFIELD,
SEAMAN, WAGNER (late)
STUDENT:
STAFF: LIBRARY
DIRECTOR HILL
DEPUTY CITY CLERK
JOHNSON
PUBLIC WORKS DIRECTOR
MEYER
APPROVAL
OF THE MINUTES
A. Minutes
of the March 1, 2005 Meeting
Boardmember Lord asked that her comments from the
The
Regular Meeting minutes of
HAWFIELD/BURSCH
– MOVED TO APPROVE THE AMENDED MINUTES.
VOTE: YES.
NON OBJECTION. UNANIMOUS CONSENT.
Motion
carried.
APPROVAL
OF THE AGENDA
The
agenda was approved by consensus of the Board.
LIBRARY
DIRECTOR’S REPORT
A.
Statistical
Report for March 2005
Library
Director Hill reported she attended the library conference in Barrow March
10-14. She said it was an awesome and
memorable experience with the hospitality shown to the group of 150 to 200
participants. The schools were opened
for meeting and reception areas and a shuttle bus was provided for transportation
each day. The local restaurants catered
the event with great food and the attendees were entertained by dancers and a
marching band. Steven Abrams, the past
President of the Canadian Library Association was the keynote speaker. Mrs. Hill said the speech touched on the up
and coming group of people in Student Representative Hannah Harrison’s age
group. This is the first group that was
born into technology. Youth is now in
charge of how libraries use technology.
Library Director Hill said there were other great speakers that had
panels. The President of the Alaska
Library Association was there and had sessions on grassroots library advocacy. There
are many positive answers and ways to address issues. The group attending the conference ranged
from public, academic, school and special libraries.
Boardmember
Bursch questioned if it would be beneficial to have another staff member attend
the annual conference. Library Director
Hill answered that it would be beneficial for one or two of the Library
Technicians to attend the conference as they have programs for all different
levels of library staff. She said it
would be affordable to send a couple more people when the conference is hosted
in
Library
Director Hill passed out statistics for March 2005 and noted spring break was
busier than ever with attendance up at the library. Additionally she passed out advertisements
for the upcoming book sale and a sign up sheet for baked goods.
COMMITTEE
REPORTS
A.
Capital
Campaign Committee
Boardmember
Lord reported the CCC met last evening but the majority of the members were
sick or out of town. The meeting has
been postponed to April 11th at
The
groundbreaking committee for the new library is being spearheaded by Administrative
Assistant Rachel Livingston. The event
is scheduled for
B.
Publicity
Committee
Boardmember
Keffer said the Spelling Bee grossed $1,900.
The
C.
Building
Committee
Boardmember
Wagner reported the library project went to bid on
COMMUNICATION/VISITORS
City
resident Frank Vondersaar shared a printed version of the “Library Song”.
UNFINISHED
BUSINESS
NEW
BUSINESS
A.
New Library Construction Update
Public Works Director Meyer addressed
the Board stating there were 44 sets of plans out to contractors with eight to
ten of them prime contractors who would be in a position to submit a bid. All of the other plan holders are
sub-contractors. He explained the prime
contractor would not do all the work, as they would use sub-contractors for
electric, plumbing, wiring, etc. An addendum
will issue this week and again next week to include directives. Mr. Meyer said he is not anticipating any
problems, although it may get more hectic closer to the date. He is still working with the grant agencies,
making sure all the forms are correct. Mr.
Meyer said the Traffic Impact Analysis (TIA) draft has been completed and the
proposed driveways to the new library are located in the best possible
area. The TIA projects an increase in
traffic at the
Boardmember Hawfield asked Public
Works Director Meyer if he was pleased with the ten prime contractors the bid
had gone to. Mr. Meyer answered that the
architect would need to answer that inquiry.
The Public Works Director however did say he was happy with the number
of people picking up plans.
Public Works Director Meyer commented
that the library plat on
Mr. Meyer related the Rotary has volunteered
to plant annual flowerbeds at the library.
Parks Maintenance Coordinator Tammy Hagerty has suggested to the City
Manager that donations could be accepted to memorialize loved ones on the
western lots. Improvements to those lots
will confirm the need for them to remain with the library parcel. Mr. Meyer said when
Boardmember Lord questioned if the additional
EDA funding was conditional on a new project and Public Works Director Meyer
answered that a portion of the funds are being added to the contingency with
most of it being set aside for the western lot improvements. He said the appraisal of the eight lots was
higher than expected, thus justifying the additional grant money from EDA. Boardmember Lord recalled the City
Chair Mauger said the appraisal for
the new site is $960,000 and the old library building appraisal is
$575,000. They are both above all
estimates. She is confused on the
timeline of the sale of the old library as she thought all the money had to be
liquid before going to bid on the new library.
Public Works Director Meyer said the old library won’t be sold until the
new one is built. The City may have to
front the money to settle the bid. He
referred those questions to the Finance Director. Library Director Hill said she was meeting
with Finance Director Baugh at the end of the week to discuss the construction
cash.
Chair Mauger questioned if any
progress had been made in the selection of a site manager for the project. Public Works Director Meyer said there are
people in the community that are being identified for a site manager. He said it was foremost importance to see who
the contractor is, as that would determine the needs of qualifications for a
site manager. Additionally, input from
the grant agencies is being sought. Mr.
Meyer said ECI/Hyer was hired for their design capabilities and construction
management experience. He said once the
contractor is known there will be plenty of time to select the site manager.
Boardmember Lord said the site manager
has been referred to as a construction manager and inspector. She questioned if a better term might be “owner’s
representative” as it makes it clear that person is looking out for the City’s
interests. Ms. Lord said that was
distinct from the architect’s or contractor’s interests. It is making sure the City is getting the job
at the efficiency the City wants. Public
Works Director Meyer said terminology is everything. The contractor needs to manage construction
for completion dates and material specifications. He envisions hiring someone locally to be on
the site and act as the eyes and ears for both the City and the architect. The architect will be on the project as well,
making calls to approve shop drawings.
The City does not need to get too involved as long as everything stays
in budget. The architect and inspector
will work with the team to get a project that conforms to the plans and
specifications.
Boardmember Hawfield said there are appropriate
accountabilities by contractors that the sub-contractors are getting paid. Pubic Works Director Meyer said there are certified
payrolls, proof of insurance, and certifications required at the end of the
job. The prime contractor is not paid
until there is assurance at the end of the job that the sub-contractors have
been paid. Boardmember Hawfield said the
Fairbanks University Museum Extension project came to a halt because of defaulting
and sub-contractor problems. Public
Works Director Meyer said an important issue is who the contractor is. He said a mediocre set of plans paired with a
good contractor that knows what needs to be done to bid properly, treats the
sub-contractors right and gets the job done is foremost. There can be a detailed set of plans and with
a contractor that does not treat people fairly and tries to cut corners,
problems can arise.
Public Works Director Meyer said at
the present time Architect Brian Meissner and Public Works are answering many questions
from contractors and continuing to work with grant agencies. He said there are a lot of conditions placed
on federal money, including provisions to look at the project ten years from
now.
In response to LAB members discussing
attending the bid opening, Public Works Director Meyer told the LAB the bid
openings are not real emotional. Five of
the six contractors will be disappointed to learn they put the last two weeks of
their time and expended $20,000 to $30,000 for preparation of the bid. Mr. Meyer explained at the bid opening there
is an apparent low bidder, but the answers are not always known. Many issues that include checking math and the
responsibility of a contractor are still unknown. There are contracts to sign and bonds to
secure as well as the requirement that the grant agencies approve the contractor
before the award. He concluded that bid
openings are generally solemn events.
Boardmember Lord asked with the bid
opening on April 21st, would it be possible for the
Boardmember Keffer asked which funding
agencies had the ability to approve or disapprove the bid. Mr. Meyer answered both USDA and EDA have those
abilities. Any change in design has to
be approved by the funding agencies. If
there is a role for the construction manager, it will be managing the
conditions and promises made to the funding agencies. He stated the contingency allows for flexibility. He said thus far the responses from EDA have
been timely. Public Works Director Meyer
said we have a good architect, a good set of plans, and a cost estimator that
has gone beyond the call of duty. He
said most projects have a 5% change order and we are not dealing with anything
different than any other agency has to obtain funds. Mr. Meyer added there are still decisions pertaining
to operations that may need the LAB’s input.
He said decisions are made better by those using the building. He will communicate with Library Director
Hill.
B.
National Library Week Proclamation
The LAB reviewed the proclamation and
made some revisions. Library Director
Hill told the LAB the Mayor does not read the proclamations at the
Boardmember Lord offered the following
revision for the last Whereas clause in the proclamation: “Whereas the Homer Community is concluding a
successful three year Capital Campaign for the New Library Project, which will
improve the library experience for all who enter the new building.”
Library Director Hill suggested a LAB
member may want to report the activities that are currently happening
throughout the library groups at the upcoming
LORD/HAWFIELD – MOVED THAT THE LIBRARY
ADVISORY BOARD FORMALLY ADOPT THE WORDING FOR THE PROCLAMATION TO SUBMIT TO THE
COUNCIL.
VOTE:
YES. NON OBJECTION. UNANIMOUS CONSENT.
Motion carried.
Chair Mauger reported that the New
Library Construction Update will be heard under UNFINISHED BUSINESS for
upcoming agendas. She said Planning for
the Future: Roles of the LAB and Friends of the Homer Library will be a topic
under UNFINISHED BUSINESS as well.
C.
Planning for the Future: Roles of the
LAB and Friends of the Homer Library
Chair Mauger explained there was a MOU
(Memorandum of Understanding) prior to starting the capital campaign to help
everyone understand their role. The MOU
was between the City, the LAB and Friends of the Library. Ms. Mauger related we are now moving into a new
phase and will be thinking about the operation, programming and construction of
the new building. She said talking about
how the roles will evolve and interface is necessary.
Boardmember Hawfield said there have
and will be many people involved in a variety of ways. He suggested a committee be formed with one
person from each group to draft ideas about the varying roles of the
members. Mr. Hawfield said those ideas
could be brought before the existing groups.
It would narrow down discussion and ideas. He additionally suggested a small group get
together in the next month to discuss the duties of the different committees
with the understanding the recommendations would be fully amendable.
Boardmember Lord said she likes that
idea. Those persons selected to narrow
down the roles need to pay attention to the missions and bylaws of the
different groups. She said the Arts
Committee may also need to be included as they may be under the impression they
have some control in locating the art exhibits.
Library Directory Hill said she had talked to some members of the Public
Arts Committee and let them know the Friends may be doing this.
Chair Mauger reported there are four board
seats open with the Friends of the Library.
An election will take place at their next meeting on April 13th. Boardmember Lord said the Friends group is
essential to the success of the new library.
Boardmembers Hawfield and Lord agreed to be part of the process and act
with two members of the Friends group to discuss and draft the roles of LAB
members and Friends of the Library members.
COMMENTS FROM THE
PUBLIC
Frank Vondersaar, city resident, thanked
those people with the public mindedness and public spiritedness that made phone
calls for the sales tax proposition. He
thanked Hannah Harrison for making phone calls and plastering the city with
posters.
Student Representative Harrison said
she posted signs in support of the sales tax increase and at one store the sign
disappeared from the front door within five minutes.
Mr. Vondersaar said he was amazed that
a greater percentage of people voted for the sales tax than the initial vote on
the library.
LAB members encouraged Mr. Vondersaar
to fill one of the vacant seats and he responded that he carries too much
political baggage.
COMMENTS FROM THE
BOARD
Boardmember Keffer said the Friends
could probably survive Frank Vondersaar’s political baggage.
Boardmember Seaman said it was
exciting the library was going to be built.
Chair Mauger thanked Hannah for her
opinion piece, stating it was very well done and the timing was excellent.
Boardmember Wagner thanked Frank Vondersaar
for being a good public.
Boardmember Lord thanked all the
people that worked on the tax thing since she was away for that period of
time. She was astounded when she heard
the success of the vote and it is a tribute to all those that worked so hard on
it.
Boardmember Hawfield offered thanks to
Frank Vondersaar for taking the behind the scenes challenge for organizing the
Get Out the Vote. It was very
effectively and professionally done. People
who were interested and those who care got out and voted, and those who usually
don’t participate didn’t get out. Mr. Hawfield said the chips were on the table
in answer to all of the pressure from City
Boardmember Lord said the LAB needs to
continue to remind
Boardmember Hawfield added that the
percentage victory was a tool for the LAB.
Student Representative Harrison said
the IFU early honor program has contacted her and if she receives a free ride
she will go. If that should happen she
will be leaving a year before her service on the LAB is up. She thanked the LAB for everything they do.
ADJOURNMENT
There being no further business to
come before the Board the meeting was adjourned at
INFORMATIONAL
MATERIAL
_____________________________
JO JOHNSON, DEPUTY CITY CLERK
Approved: ___________________