Session 06-07, a Regular Meeting of the Library Advisory Board was called to order on June 6, 2006 at 6:09 p.m. by Chair Lord at the Homer City Hall Cowles Council Chambers located at 491 E. Pioneer Avenue, Homer, Alaska.

 

PRESENT:       BOARDMEMBERS: BURSCH, HAWFIELD, LORD, MARTIN, WAGNER

 

ABSENT:        BOARDMEMBERS: KEFFER, SEAMAN (excused)

 

STUDENT:      LETTIS

 

STAFF:            LIBRARY DIRECTOR HILL

                        DEPUTY CITY CLERK JOHNSON

                        PROJECT MANAGER GIBSON

                       

APPROVAL OF THE MINUTES

 

A.                 Minutes of the May 2 and 23, 2006 meetings   

 

HAWFIELD/WAGNER – MOVED TO APPROVE THE MINUTES OF MAY 2, 2006 AS AMENDED.

 

There was no discussion.

 

VOTE:   YES.  NON OBJECTION.  UNANIMOUS CONSENT.

 

Motion carried.

 

HAWFIELD/WAGNER - MOVED TO APPROVE THE MINUTES OF MAY 23, 2006 AS AMENDED.

 

There was no discussion.

 

VOTE:  YES.  NON OBJECTION.  UNANIMOUS CONSENT.

 

Motion carried.

 

APPROVAL OF THE AGENDA

 

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

 

There was no discussion.

 

VOTE:  YES.  NON OBJECTION.  UNANIMOUS CONSENT.

 

Motion carried.

 

UNFINISHED BUSINESS

 

            A.        New Library Construction Update

 

Project Manager Ben Gibson passed out pictures showing the progress on the new library.  He said outside improvements have been the focus for the last month, including swales, detention ponds, cobles, site grading and curbs and gutters.  The light poles will be set this week.  The trail on the library side from the entrance extends to Lucky Shot Street .  Eighty percent of the trail from Lucky Shot Street to Poopdeck Street has been completed.  With the help of the Corps of Engineers the trail was staked, respecting wetlands and minimizing the excavator’s removal of groundcover.  Typar and a geo-reinforcing grid base was laid and topped with 18” of fine gravel.  Due to lack of funds, the trail will not be paved, nor will there be a parking lot on the Town Center side of the library.  In the future if the need develops for extra parking the space is there.  They are aiming for the paving of the parking lot the end of July.  The sidewalks and concrete work on the plaza will be done in the next five to six weeks.  The inside of the building is close to being finished, with the last of the case work coming together.  The story grove trees were installed and Lynn Naden is to begin installing the pictorial alphabet in the children’s room.  Most of the other pieces will be installed towards the end of July.  Leo Vait’s fireplace is nearly complete with the hearth and mantel ready for installation.  Currently he is working on the stair treads from the lounge to the main library floor.  Contractor Jay Brant is looking at June 26 as the completion date for the building.  A punch list will follow after that.  All of the electrical fixtures are hung, with the exception of the replacements of the damaged items.  Furniture has been ordered with the exception of the staff systems furniture for the staff work area.  It will be ordered within the week and is expected to arrive timely for the August 14th furniture installation date.  The fish wall is ongoing and they have been working with the Friends.  Mr. Gibson has been working with Claudia Haines and the architects on the placement of The Book.  The frame for the circulation desk is complete; Paul Rourke’s artistic elements are nearly finished and will be mounted soon.  The garden will be a raised bed approximately 80 ft. long and 28 to 36 inches deep.  Ken Castner asked Parks and Recreation Coordinator Tammy Hagerty to recommend plants for the area.  Most plants will be perennial and will possibly be planted this year.

 

Chair Lord asked if there has been more discussion about the Rotary Club or others who offered to build benches.  Mr. Gibson said the Rotary had approached Ms. Hagerty about taking care of some flowers.  Frank Vondersaar asked about the big cracks in the trees within the children’s area.  Project Manager Gibson said the trees won’t be puttied in; the cracks are wedge shaped to prevent little fingers from becoming stuck.

 

Boardmember Bursch inquired about the contingency fund.  Mr. Gibson said they were waiting for an update from the Finance Department.  With the project nearly finished they are low on money, and if they were not, they would be doing something wrong.  Although the contingency fund is getting small, there are cushions in other places.  At this stage the chance for surprises is small.  Mr. Gibson commended the contractors, both sub-contractors and the general contractor for their help in working hard to make the project more economical.

 

When asked about the LEED certification, Project Manager Gibson answered the architects submit what level of certification they are applying for.  Hopefully it will be a silver award.  A new version of LEED now puts more favor on smaller rural projects, but the architects have opted to stay with the present program as it would cost money to go to the other program.  You can apply for as many design innovation points as possible, but can only obtain those where you can demonstrate you performed on.  Mr. Gibson said the submittal process is going on, but it is not likely the LEED certification will be awarded prior to the grand opening in September.

 

LIBRARY DIRECTOR’S REPORT

 

A.                 Statistical Report for May 2006           

 

Library Director Hill reported the 2007 CIP (Capital Improvement Projects) has been distributed and will be located in the library for review.  CIP will be an agenda item for the next meeting and boardmembers may bring their input.

 

Chair Lord commented the Board’s opinion carries little value, as it is not the LAB’s job to study city infrastructure.  Boardmember Hawfield believes it is important to keep the LAB voice alive.

 

Chair Lord reported the update on the policies with a cover letter will go before the Council on June 26, 2006.

 

Library Director Hill passed out library statistics for the month of May.

 

COMMITTEE REPORTS

 

There were no committee reports.

           

COMMUNICATION/VISITORS

 

Frank Vondersaar inquired about the 100-day count down to the grand opening of the new library.  Library Director Hill answered the Homer News is publishing a story this week, having interviewed both Public Works Director Carey Meyer and herself.  As the library is extremely busy this summer, the Friends are more active in the grand opening festivities.

 

NEW BUSINESS

 

            A.        Elections

 

Boardmember Hawfield praised Chair Lord for her expertise and leadership role in getting the new library in place.  He said it was important to retain her as Chair with the interesting issues that may come before the LAB with the opening of the new library.

 

HAWFIELD/MARTIN – MOVED TO NOMINATE NANCY LORD AS CHAIR.

 

Chair Lord said she was pleased to accept the nomination.

 

VOTE:  YES.  NON OBJECTION.  UNANIMOUS CONSENT.

 

Motion carried.

 

HAWFIELD/MARTIN – MOVED TO NOMINATE KYRA WAGNER AS VICE CHAIR.

 

Boardmember Hawfield said Boardmember Wagner has shown leadership and the LAB should take advantage of her experience with library issued.

 

VOTE:  YES.  NON OBJECTION.  UNANIMOUS CONSENT.

 

Motion carried.

 

WAGNER/MARTIN – MOVED TO NOMINATE MICHAEL HAWFIELD AS SECRETARY.

 

VOTE:  YES.  NON OBJECTION.  UNANIMOUS CONSENT.

 

Motion carried.

 

WAGNER/HAWFIELD – MOVED TO NOMINATE LINDA MARTIN AS THE FRIENDS LIAISON

 

VOTE:  YES.  NON OBJECTION.  UNANIOMUS CONSENT.

 

Motion carried.

 

            B.         Grand Opening – Information

 

Library Director Hill said plans for the grand opening of the new library are underway.  The Friends and the City will split the expenses, each contributing $2,000.00.  A special postmark with a logo will be made available for that day – September 16, 2006.  The evening before the grand opening, September 15th, there will be a reception for LEED donors.  LAB members will be needed for tour guides for the LEED donors.  On the grand opening of September 16th, tours will be offered every 15 minutes to the public.  There will be an all day schedule of storytellers.  Kelly Thompson, with the writers group, will be working on getting writers for the storyteller group.  Administrative Assistant Rachel Livingston and Special Projects Coordinator Anne Marie Holen are working on invitations for special guests.  Claudia Haines, Rachel Livingston and Library Director Hill are on the grand opening committee.  Library Director Hill said more ideas are wanted.

 

In addition to the grand opening there is planning for the move to the new library.  It will be a big volunteer effort, requiring all jobs to be laid out.  It will need to be well organized so it becomes less work than more.  Good communication is essential.  Library Hill said it will take two weeks to move and the library will be shut down completely.  The book moving part needs to be well organized with spreadsheets and staff at both ends.  She would be more willing to move in earlier than the grand opening.

A 100-day countdown will be displayed at the present library site.  Jolee Ellis is making a variety of numbers to change each day.

 

C.        Planning for the Future – Discussion

 

Chair Lord said the LAB has been a passive group in the past and encouraged them to be more pro-active.  She advised they should sketch out the year’s calendar of things they want to accomplish.  The following items were defined:

 

*        More staff

*        Longer library hours

*        Community survey

*        One full time staff committed to volunteer coordinating

*        Review and modernize the bylaws

*        Thorough review of the Policy Manual

*        Joint meeting with the Friends

*        Maximize relationship with the college

*        Develop a trail west

 

COMMENTS FROM THE PUBLIC

 

Frank Vondersaar thanked Deputy City Clerk Johnson for making coffee and Boardmember Hawfield for bringing cookies.

 

COMMENTS FROM THE BOARD

 

Boardmember Bursch said it was good to be here and he is looking forward to the challenges ahead.

 

Student Representative Lettis asked if there will be a gardener for the memorial garden.  Library Director Hill explained the garden is funded through the Homer Foundation and there are funds to keep the plants alive.  Watering and weeding will be done through Public Works.  Volunteers are also needed.

 

Boardmember Hawfield said he is happy to see Chair Lord continue as Chair and Boardmember Wagner as Vice-Chair.

 

Boardmember Wagner commented she has been traveling a lot and has seen lots of libraries.  While in Duluth she needed to use an internet computer and the library computers were being utilized by a class.  She did not find any internet computers or WiFi available in the large metropolitan city.

 

Boardmember Martin stated she is pleased to be the liaison of the Friends of the Library.  She congratulated the other officers.

 

Boardmember Wagner would like to see Friends as a regular agenda item.

 

ADJOURNMENT

 

The LAB discussed their summer schedule and determined there would not be a quorum for the July meeting.

 

MARTIN/WAGNER – MOVED TO MEET IN AUGUST INSTEAD OF JULY.

 

There was no discussion.

 

VOTE:  YES.  NON OBJECTION.  UNANIMOUS CONSENT.

 

Motion carried.

 

HAWFIELD/WAGNER – MOVED TO ADJOURN.

 

There was no discussion.

 

VOTE:  YES.  NON OBJECTION.  UNANIMOUS CONSENT.

 

Motion carried.

 

There being no further business to come before the Board, the meeting was adjourned at 7:46 p.m.  The next Regular Meeting is scheduled for August 1, 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 May 8, 2006 (approved) and May 24, 2006 (unapproved)                                                                    

 

 

 

_________________________________

JO JOHNSON, DEPUTY CITY CLERK

 

Approved: ________________________