Session 05-12, a Regular Meeting of the Library Advisory Board was called to order on December 6, 2005 at 6:04 p.m. by Chair Lord at the Homer City Hall Cowles Council Chambers located at 491 E. Pioneer Avenue, Homer, Alaska.

 

PRESENT:                   BOARDMEMBERS:   MAUGER, WAGNER, HAWFIELD, LORD, BURSCH, KEFFER

 

STAFF:                        LIBRARY DIRECTOR HILL

                                    DEPUTY CITY CLERK JOHNSON

                                    LIBRARY PROJECT MANAGER GIBSON

 

ABSENT:                    SEAMAN (excused)

 

APPROVAL OF THE MINUTES

           

A.                 Minutes of the November 1, 2005 meeting

 

HAWFIELD/BURSCH – MOVED TO APPROVE THE MINUTES AS CORRECTED.

 

VOTE:  YES.  NON OBJECTION. UNANIMOUS CONSENT.

 

Motion carried.

 

APPROVAL OF THE AGENDA

 

WAGNER/HAWFIELD - MOVED TO HEAR ITEM 7.A. NEW LIBRARY CONSTRUCTION UPDATE BEFORE LIBRARY DIRECTOR’S REPORT.

 

VOTE:  YES.  NON OBJECTION.  UNANIMOUS CONSENT.

 

Motion carried.

 

HAWFIELD/WAGNER – MOVED TO ACCEPT THE AMENDED AGENDA.

 

VOTE:  YES.  NON OBJECTION.  UNANIMOUS CONSENT.

 

Motion carried.

 

UNFINISHED BUSINESS

 

A.                 New Library Construction Update

 

Ben Gibson, Project Manager, reported that although progress slowed due to rain and snow in the last couple of weeks the building is still ahead of schedule.  The roofers are 65% completed with the insulation and plywood decking on and fastened.  The exterior framing is totally completed.  The gyp board and exterior installation of the Z-metal faring strips is installed.  Upon completion of the roof and fascia the siding will go on.  Today there was a warm spot in the building.  The mechanical room has all the insulation in the exterior walls and drywall will be hung to allow for installation of mechanical and electrical systems.  The temporary boiler will be placed in the room to slowly heat up the slab.  The big hole in the south side of the building is where the glass will go.  After Christmas work will begin on the doors and windows.  The window openings will be boarded with plywood until the glass arrives.  The project is moving along at a suitable pace with no real problems.   

 

Vice Chair Hawfield asked how the exterior roofing plywood is protected from the weather.  Mr. Gibson responded that the roofers work in 8 ft. sections, first placing foam, then plywood and finally a plastic cover to create a shield from ice and water.  The roofing company is providing a good level of care, advises of any changes, and has been easy to work with.

 

Project Manager Gibson said he has been working with Artist Leo Vait and Architect Brian Meissner about the fireplace design.  They are trying to combine the warm feeling with the stark lines of the building.  The elevation and plan view of the modified fireplace was shown to LAB members.  Project Manager Gibson answered questions.  Several LAB members expressed their disenchantment with the modifications to the fireplace design, stating it had lost its warmth and visual appeal.  Project Manager Gibson said Special Projects Coordinator Holen was completing the matching grant work for USDA and Rasmuson Foundation for the added fireplace construction.   

           

LIBRARY DIRECTOR’S REPORT

 

A.                 Statistical Report for December 2005  

 

Library Director Hill passed out Council’s Proposed Changes to the FY 06 Budget as prepared by Acting Finance Director Lisa Vaughn.  The spreadsheet showed Councilmembers Wythe and Stark proposing to cut the .4 library position.  The reasons noted were that a new employee should not be budgeted until needed and that the UAA will give us an extra part time employee.  A couple of weeks ago the consortium library idea was brought up by Mayor Hornaday and Councilmember Stark.  The City Manager asked Kachemak Bay Campus Director Carol Swartz if she was still interested in the prospect and Ms. Swartz responded with a letter to the City Manager on November 29, 2005.  She indicated a good time to re-examine the consortium idea is when the new library is completed.  Also mentioned was the 2,000 sq. ft. of space necessary for shelving, storage and an office for the library consortium.  The LAB briefly discussed the City Council’s knowledge of the consortium idea that was presented in 2003 and decided there are several new Councilmembers since the consortium was discussed that may not be aware of the idea.  It may be a good idea to distribute consortium ideas. 

 

Library Director Hill is writing a memo to City Manager Wrede stating why a part-time person is needed by January.  Ms. Hill said the City Manager supports the position and understands the need of getting ready for the new library.  She has been asking for the extra position since 2002.  In preparation for opening day in the new library there will be an RFP (Request for Proposals) for the old furniture, a moving plan, staff plan, and all new policies and procedures must be written.  Staff responsibilities will need to be assessed and schedules coordinated from one desk to three desks.  Visitor and circulation statistics can double with the opening of a new library.  Library Director Hill said people she does not know approach her often and tell her they can’t wait for the new library to open.    

 

Friends of the Homer Library and LAB members plan to attend the City Council meeting on December 12th to show their support for the library budget.  Additionally, LAB members will be contacting all City Councilmembers individually prior to the meeting. 

 

Library Director Hill said she spoke with City Manager Wrede about Councilmember Wythe’s remark at the December 5th Council meeting that new hires would have to be laid off in 18 months.  He explained Ms. Wythe’s feelings are when you consider depreciation and insurance costs to the City the one percent sales tax increase this year is spoken for the next 18 months, and then the City will be back to where they were last year.

 

It was noted the statistical report for November 2005 does not reflect the volunteer hours since September as that information has not been updated.

 

COMMITTEE REPORTS

 

There were no committee reports.

 

COMMUNICATION/VISITORS

 

Frank Vondersaar asked if he should send volunteer hours to Library Director Hill or Claudia Haines and was directed to send them to Claudia.

 

UNFINISHED BUSINESS

           

A.                 New Library Construction Update

 

This item was heard prior to LIBRARY DIRECTOR’S REPORT.

 

B.                 Planning for the Future: Roles of the LAB and Friends of the Homer Library

 

Chair Lord said the MOU (Memorandum of Understanding) was approved at the last meeting and she is ready to sign it tonight.  She questioned why the last sentences were dropped from the Appendixes that stated who was paying for what.  She asked if there was some other assurance who was paying for what.  Boardmember Wagner explained the sentences from the Appendixes were dropped as it was not known who was paying for the donor and documentation book.  Rather than delay the MOU for the needed information, it was decided the point of the Appendix was to show those things would be done as referenced in Appendix A for donor recognition.  Chair Lord said it is not in writing as to who was paying for what.  She said there were things the architects said were in the budget and it turned out they were not.  Because Friends held on to some money they can make sure they are covered.  Library Director Hill said a resolution will be prepared by the City Manager for Council approval.

 

Chair Lord said she would like the LAB to begin working on new policies at next month’s meeting, specifically the donation policy and free speech statement.  Library Director Hill will provide the existing policies at next month’s meeting.

 

C.                 Budget Planning Process: Discussion of Recommendations and Timeline

 

A laydown memorandum was provided by Vice Chair Hawfield to outline ideas to aid in developing funds for the new library’s operations.  The LAB discussed the need of providing their sources to their recommendations for Councilmembers to review.  The LAB is to review the memorandum and present their input and ideas at the January meeting. 

 

D.                 Recruitment of Honorary Student Member

 

Library Director Hill reported that two students picked up forms from the library, yet have not returned them to the Clerk’s office or library as of this date.  It was uncertain if the announcement for the Honorary Student Member vacancy had been made at the high school.  The counselor at the high school has a couple of students in mind.

 

NEW BUSINESS

 

            A.        Prepare for Meeting with Architects on December 8th

 

LAB members are to tour the new library site with Project Manager Gibson on December 8th at noon.  Hardhats will be provided.  Representative Paul Seaton has been invited too.

           

COMMENTS FROM THE PUBLIC

 

Frank Vondersaar asked if the WiFi is still on track for the new library and Library Director Hill answered that will be known with the completion of the budget.

 

COMMENTS FROM THE BOARD

 

Boardmember Wagner said kudos to all.

 

Boardmember Hawfield wished everyone a great holiday.

 

Chair Lord said she is happy to be back after missing two months of meetings.  She spent a lot of time last month in the library in Eureka Springs, Arkansas.  It is a Carnegie library, built in 1907, with a welcoming atmosphere much like Homer’s.  Chair Lord said it is important that we maintain that welcoming feeling.  People are there to help you, there are no fines and they do massive numbers of interlibrary loans free of charge.  The library is central to the community and the local people are proud of it.  

Boardmember Bursch thanked Library Director Hill for her hard work and preparation for the meeting and her work on the budget.

 

Library Director Hill asked if the gingerbread display is at the Pratt Museum now.  She heard that Two Sisters Bakery submitted a gingerbread library after obtaining the plans from Ben Gibson.  Boardmember Hawfield said the display is open to the public and he advised her to go to the museum this weekend.

 

HAWFIELD/WAGNER – MOVED TO ADJOURN.

 

VOTE:  YES.  NON OBJECTION.  UNANIMOUS CONSENT.

 

Motion carried.

 

ADJOURNMENT

 

There being no further business to come before the LAB, the meeting was adjourned at 7:58 p.m.  The next Regular Meeting is scheduled for January 3, 2006 at 6:00 p.m. in the City Hall Cowles Council Chambers located at 491 E. Pioneer Avenue, Homer, Alaska.

 

INFORMATIONAL MATERIAL

 

 

 

_________________________________

JO JOHNSON, DEPUTY CITY CLERK

 

Approved: ________________________