Session 04-08, a Regular Meeting of the Library Advisory Board was called to order on August 3, 2004 at 6:07 p.m. by Chair Mauger at the Homer City Hall Conference Room located at 491 E. Pioneer Avenue, Homer, Alaska.
PRESENT: BOARD MEMBERS: MAUGER, BURSCH, WAGNER, SEAMAN, KEFFER, HAWFIELD
STUDENT REPRESENTATIVE HARRISON
STAFF: LIBRARY DIRECTOR HILL
DEPUTY CITY CLERK JACOBSEN
ABSENT: BOARD MEMBERS: LORD (excused)
APPROVAL OF THE
MINUTES:
The minutes of the July 19, 2004 were approved by consensus with the following changes,
Chair Mauger and Boardmember Wagner’s names were misspelled and the location of the meeting needed to be changed from the City Hall Conference room to the City Hall Council Chambers.
The agenda for August 3, 2004 was approved by consensus of the board.
4.A. Statistical Report for July 2004
Library Director Hill reported that she is working on the annual report for the State Library that is due September 1, 2004. The annual report is used to compile state library statistics and is also used as a tool for grant funds. She said the new fiscal year is starting for the E-Rate program, which is a program used for discount rates for telecommunications at the library. The summer reading program is coming to an end and the all you can eat ice cream party is Saturday August 7, 2004 at the Homer Middle School Commons. Ms. Hill said each week she gets a Friday bulletin from the Director of the State Library and in it was a report of a program called “i Safe”, which is an internet safety program for young people, grades K-12. The bulletin also had a feature that came from newspaper clippings about public libraries from all over the state and Homer was repeatedly mentioned because of all of the articles about their building program. Library Director Hill passed around copies of the statistics for July. She noted that circulation, attendance and internet use are all up from June. For the month of July there were 2 days with over 500 visitors per day, 10 days with over 400 visitors per day and only 5 days with less than 300 visitors.
Boardmember Wagner asked if is appropriate for Library Director Hill to do write ups in paper about statistics. She thought it would be good to get the information out to the people to show how much the library really gets used.
Library Director Hill said that she could do an informational piece but nothing to lobby for voting.
5.A. Capitol Campaign Committee
Chair Mauger said that there hasn’t been a Capital Campaign Committee meeting since the Board last met. The committee is meeting on August 4, 2004 and she invited anyone who was interested to attend. She said that Boardmember Wagner would be there to present
the building committee update and to discuss the issue of purchasing recycled materials before going out to bid for the project. She said the committee will also be discussing how to handle donor recognition and the community pledge drive. The committee will be selling copper fish for the pledge drive. There will be larger ones for business donations and smaller ones for individuals or families. The fish will be engraved with the donor’s names and will be displayed at the new library. She said there will be alot discussed and encouraged everyone to attend.
5.B. Publicity Committee
Boardmember Keffer said she had nothing to report. The meeting for August 2nd was rescheduled for August 9th.
Chair Mauger said she would get information to the Boardmember Keffer about the Pledge Drive for any publicity that may need to be done for the fundraiser.
5.C. Building Committee
Boardmember Wagner reported that the Building Committee had met and they had talked about the siding for the new library building. She reported that they decided that the fiber cement would be used because of the cost and maintenance consideration and that it will be stained to look as natural as possible. The cedar siding would cost about $15,000 more than the fiber cement. The spyglass has been redesigned. She reported that there is a warehouse being torn down in Bellingham, WA. and there are some high quality fir timbers coming from the building that they are trying obtain. The timbers would be used as the support for the spyglass and they would add a lot of warmth to the building as well as appease some of the people who are looking for the natural wood. Boardmember Wagner said that Mr. Meissner is ready to get going and he hopes to have the construction documents and cost estimates ready by September 1, 2004.
Library Director Hill passed around a set of photos and a copy of the design development report for the new library. Ms. Hill said she is hoping to get more copies of it but until then she will have it available as ready reference at the library. She also reminded the board that there are about 3 weeks left to give the architects the go ahead for the 95% design (The architects have divided the project design into percentages of completeness and it shows funders how far along in the process the project is).
Boardmember Hawfield said he has been leaving messages for Mr. Meissner to see if he has anything suitable for filmmakers, Tom Taffe and Devony Lehner, to put together a short film to show at the Theater before movies. The film would play on the theme of “Just Imagine” and have images that will give people a feel for what the new library will be like.
Chair Mauger reminded the board that the architect’s time will cost money, should he have to take the time to put something together. Mr. Hawfield assured her that he is looking for something that is already available.
Mary Donlon introduced herself and informed the board that she has been hired as the employee for the Get out the Vote committee. She is taking the place of Dave Anderson who left to go to work for KBBI.
7.A. CIP/Legislative Request 2004-2009 - LAB Review of Projects
Chair Mauger read last years list that the LAB submitted for the Capital Improvement Plan (CIP), which was: Library, Animal Shelter, Downtown Restrooms, Skyline Fire Station and Traffic Calming.
The Board discussed the programs listed on the CIP and how they benefit the city. They also talked about which programs might benefit their purpose, which is the library.
BURSCH/HAWFIELD MOVED THAT THE FOLLOWING LIST BE SUBMITTED AS THE LIBRARY ADVISORY BOARDS RECOMMENDATION FOR THE CAPITAL IMPROVEMENT PLAN AS FOLLOWS:
1. LIBRARY, 2.
BRIDGE CREEK
WATERSHED LAND ACQUISITION, 3. TRAFFIC CALMING PROJECT, 4. DOWNTOWN
RESTROOMS, 5. PRATT
MUSEUM PORCH REPAIR
VOTE: YES: NON OBJECTION. UNANIMOUS
CONSENT.
8.A. Draft Proposed Operating Budget for New Library
Library Director Hill passed out a draft for the new library budget. She said the draft is a tool that will be used for grant applications and the city uses it as a planning tool for the future. Finance Director Baugh and Library Director Hill each prepared a proposed budget separately from the other and then Ms. Hill compared and made additions and deletions for this current draft.
Boardmember Bursch asked why the liability insurance cost on the proposed budget was so high and how the amount was determined.
Library Directory Hill said it is her understanding that it is based on the square footage of the building.
Library Director Hill said she used the Statistic of Alaska Public Libraries report for a lot of the changes she made. The report contains several tables that show expenditures per capita for the public libraries in various communities. She said there are a handful of communities that are similar to Homer and those are the ones she used for her comparisons. She said that according to State statistics Homer’s current library per capita operating costs are $21.40. Kodiak’s per capita operating costs are $41.42, Ketchikan’s are $58.38, and Haines are $95.43. Ms. Hill said the average per capita expenditures for library operation budgets, is $36.59. She said she used these figures to determine the amounts she has listed for books at $25,000, periodicals at $7500 and audiovisual materials at $2800, and though they may seem high, she said they are actually very moderate compared to other libraries materials budgets.
Boardmember Hawfield asked what “Subsistence” on the budget referred to.
Library Director Hill said that she had budgeted for training of library staff. With the new, more modern library she wants to ensure that the staff is trained and can keep up with the current technology that is coming along. That requires memberships in professional organizations, transportation to training and subsistence, which is the per diem for training. Ms. Hill also said that with the new library another full time and another part time employee will be needed. The current library does not have a reference desk but the new library will have an adult reference desk and a children’s reference desk and even though they cannot be manned full time, it will be important to have someone there at key times like after school, for the summer reading program and so on.
Chair Mauger asked what the next step in the process of this proposed budget will be.
Library Director Hill said that the proposed budget will go into grant applications that are written for foundations.
Library Director Hill said she will provide information that shows the differences between the new library budget and the current library budget, and Chair Mauger said that the budget will be put on unfinished business for the next meeting.
Mary Donlon complemented the board on all of they work they are doing and said if they know any new people who are interested in helping to get out the vote to please let her know.
Student Representative Harrison asked what Get out the Vote is.
Boardmember Hawfield said The Get out the Vote Committee is a committee of the Friends of the Homer Library. Their purpose is to encourage people to vote in the October 5th election in favor of the city agreeing to approve and submit a loan and long term debt authorization for the purpose of financing and constructing the new Homer Public Library. Mr. Hawfield and Chair Mauger gave a brief synopsis of what has been happening with ordinance 04-30(A) and with the reconsideration scheduled for the August 9th City Council meeting.
Student Representative Harrison said she does a radio show and was interested in knowing more so she could promote it on her show.
Library Director Hill brought up the point that you can’t lobby on the radio for a vote.
The board discussed the issue and said it would be okay if Ms. Harrison shared information about the library and her views, as long she isn’t telling people how they should vote.
Boardmember Bursch said he would like to commend Ms. Hill for her job with her present budget. He thought it was impressive what she is doing with the money she has and how it compares to other libraries in the state.
Student Representative Harrison said she is also impressed how Ms. Hill can do all the things she does. She also thanked the board for helping her feel a little more comfortable with everything. Chair Mauger asked Ms. Harrison to tell the board about her Enviro-Thon trip. She told about her trip to West Virginia and some of the things they did and learned. Ms. Harrison said she would like to make a short presentation to City Council to tell them what a great program it is and how important it is to support youth in environmental studies.
Boardmember Seaman didn’t have any comments.
Boardmember Wagner didn’t have any comments.
Boardmember Keffer concurred with Boardmember Bursch and said that it goes for the staff as well.
There being no further business to come before the Board, the meeting was adjourned at 7:55 p.m. Then next Regular Meeting is scheduled for September 7, 2004 at 6:00 P.M. in the City Hall Conference Room located at 491 E. Pioneer Avenue, Homer, Alaska.
MELISSA JACOBSEN, DEPUTY CITY CLERK
Approved: