Session 05-03, a Regular Meeting of the Library Advisory Board was called to order on March 1, 2005 at 6:02 p.m. by Chair Mauger at the Homer City Hall Council Chambers located at 491 E. Pioneer Avenue, Homer, Alaska.

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

ABSENT: SEAMAN (excused)

STUDENT: HARRISON (excused)

STAFF: LIBRARY DIRECTOR HILL

DEPUTY CITY CLERK JOHNSON

CITY MANAGER WREDE

PUBLIC WORKS DIRECTOR MEYER

APPROVAL OF THE MINUTES

A. Minutes of the February 1, 2005 meeting

The Regular Meeting minutes of February 1, 2005 were amended.

KEFFER/WAGNER-MOVED TO APPROVE THE MINUTES.

VOTE: YES. NON OBJECTION. UNANIMOUS CONSENT.

Motion carried.

APPROVAL OF THE AGENDA

The agenda was amended to add Item A. Fines and Fees to UNFINISHED BUSINESS.

HAWFIELD/LORD – MOVED TO MOVE ITEM 6 COMMUNICATION/VISITORS AS ITEM 4.

VOTE: YES. NON OBJECTION. UNANIMOUS CONSENT.

Motion carried.

COMMUNICATION/VISITORS

City Manager Wrede addressed the Board affirming that the new library will be built with or without the positive outcome of the March 22, 2005 special election. The Invitation to Bid is being finalized and the City is hoping to solicit good bids. He said he is comfortable with the EDA (Economic Development Administration) and USDA (United States Department of Agriculture) grants and the remaining topic is the loan the attorneys are presently working out. Mr. Wrede explained there was a misunderstanding with a USDA representative early in the process with the City being talked out of selling bonds. The USDA has a loan program for a longer term with lower interest and administrative costs. The loan will need security and the City plans to give the USDA a warranty deed. The warranty deed will assure the USDA that the City has pledged full faith and credit on the loan. It is the intent to have the funding guarantee within place in the next few days. The EDA will then need to approve the bid documents.

City Manager Wrede advised the Board the upcoming initiative for the sales tax increase needs the support of volunteers. There are many needs of the City and three weeks to promote the necessity of a positive outcome of the election. Advertising, community conversations, and mailings will be done to get the word out to all registered voters. Mr. Wrede explained the City will bear the expense of the mailings and informational ads. A non-profit group is being established to advocate the sales tax proposition.

Boardmember Lord asked City Manager Wrede if the USDA had problems with the platting. Mr. Wrede said for permitting purposes the property needs to be platted. The Homer City Code does not allow buildings to be constructed across property lines. He advised the Board the City Councilmembers do not favor vacating Lucky Shot. Re-platting the four eastern lots into one parcel and the four western lots into one parcel would be a workable solution. The USDA may require the re-plat as a stipulation of the loan. City Manager Wrede reassured the LAB the warranty deed would obligate the western portion of the property from being sold. He explained putting the western lots to use for RV parking has been discussed. Chair Mauger said a landscaping/trails committee may be formed to begin fundraising for improvements to the western lots.

Chair Mauger questioned the appraisal on the old library building. Public Works Director Meyer said he expects the appraisal will be done soon. Boardmember Lord asked if the old library would be put on the market and City Manager Wrede explained the building schedule and cash flows needs of the new library have delayed that decision. He said the Council has the option of putting the old library up for sale or fronting the money that is needed. The means that will cause the least disruption to the existing library will be used. City Manager Wrede explained the Council could use some reserves and reimburse itself later when the library is sold. Boardmember Lord said it would be nice to know how much money the old library will bring in as the overall funding is looked at. Mr. Wrede said finding a buyer that would be willing to defer occupying the building for a year may be a challenge. He said the City Council will make the decision, as it a City asset.

Chair Mauger said she had placed a call to City Planner McKibben about the status of the traffic study and was waiting for a return call. Boardmember Bursch questioned if the old library was sold prior to vacating the building would the City have to rent it from the new owner? City Manager Wrede responded that prospect would need to be referred to an expert.

Carey Meyer, Public Works Director, addressed the Board to answer their questions about the bidding process. He explained the bid documents are being polished to assure all the details are included. The EDA and USDA will review the bid documents to assure all federal provisions have been met. Mr. Meyer said he is aiming for March 7, 2005 as the bid advertisement date and an opening on April 7, 2005. That schedule would allow for the City Council to formally approve the contract award at their April meeting. Following the Council’s approval the contractor submits performance and payment bonds, certificate of insurance and any other required documentation. A notice to proceed would then be issued by the Public Works Director. It is Mr. Meyer’s expectation the award will be made expediently. The contractors have expressed the need for a longer bid time and accommodating the extra time would move the opening to mid-April. That time frame would allow Council to review and approve the contract award at the April 25, 2005 meeting.

Public Works Director Meyer said at the bid opening the low bidder will be known and there should be very few questions. The library project has had evaluation and cost estimates since its initiation. The total cost will not be known until all change orders are in and the job is complete. Mr. Meyer said discussions with the contractor can remedy any problems resulting from over bids on the project.

Boardmember Lord asked Mr. Meyer who will manage the project. Public Works Director Meyer answered there has been $315,000 budgeted for construction management. The architect can provide a break down in the design as to what the money should be spent on. He said knowing who the contractor is will give him a better idea of the resources that can be applied to the project. One option is for the architect to provide the inspector, pay per diem and rent for a house in Homer, and pay them an hourly wage. Mr. Meyer said there were more economical ways to go about it, as a local person could be hired. They would understand the local conditions and provide eyes and ears for the City. It is important the architect, City and project manager work together as a team.

Boardmember Lord said it may be difficult to find someone with expertise in LEED (Leadership in Energy and Environmental Design) for the project. Public Works Director Meyer said the project manager is not supposed to be an expert on everything and by asking questions with the certified LEED architects they can get through the process. A person with expertise in all facets would probably be a contractor and not available to the City. Mr. Meyer emphasized it is a team effort and the project manager will be supported by himself, Architect Brian Meissner, and the mechanical, structural and civil engineers who have expertise in these types of projects.

Public Works Director Meyer said the project is on an accelerated schedule yet there is still time to make the decisions. Chair Mauger expressed her concern that a suitable project manager may not be found as they may all have other jobs for the summer. She asked if there were a means to start a short list, and Mr. Meyer answered that names could be sent to the architect. Public Works Director Meyer reassured that the design team has contact with contractors and there are many of them that spend time sniffing out big jobs.

Boardmember Wagner asked about change orders, at what level are they approved by the Public Works Director, City Manager and City Council? Mr. Meyer responded the Procurement Manual suggests if the project is set up with contingency approved by the Council it gives the project manager and City Manager leeway. The Council is informed about how the leeway is being spent, thus alleviating the need to approve each specific change order. If the contingency were to run out the Council’s approval would be needed to allow for more expenditures.

Boardmember Lord asked what wage rates would be used for the project and Public Works Director Meyer explained that federal wage rates would be used, which is part of the cost of using federal funds. The wage rates are published in the bid documents.

Boardmember Lord inquired if the bid would be one package, rather than alternates for additions or subtractions. Public Works Director Meyer explained he wished the bid could be done in a lump sum but due to funding requirements separate categories are needed. EDA wants the bid items for their portion of the site work that they are funding. That will encompass everything five feet outside of the building and beyond. The site work is done on a unit price basis and the EDA requires a unit price of each item. There will be 25 to 30 different items for the site work.

Boardmember Keffer questioned what would happen if the project was bid over budget, An option is negotiating with the low bidder or rejecting all bids and putting it out for bid again. Boardmember Keffer said with all the unit items, removing some may change the overall balance, and the low bidder may no longer be the low bidder. Public Works Director Meyer said they may have to calculate again to determine who is the low bidder.

In response to Chair Mauger’s question about choosing one bidder over another in the case of two similar bids under budget, Mr. Meyer stated the low bidder will receive the award. Grants are set up for competitive bidding to the low bidder. If a bidder doesn’t acknowledge receipt of all addendums or there is a mathematical error the bid can be thrown out. The successful contractor is required to fill out a questionnaire to decide if they are qualified to do the work. If the bid came in below budget the extra funds could be placed in contingency.

Public Works Director Meyer explained the architect and city’s contract will extend for the entire project. The contract outlines the person hired to oversee the project will be construction management and there are no tasks yet identified. Once the contract is awarded the architects scope of work will be finalized. The architects will detail all of the materials on the shop drawings at the same level that was on the design. Mr. Meyer stated there were still several months to search for the inspector. This summer the site work, foundation, and building will be erected to have a closed building before winter arrives. Next spring the outside work can be finished. It is anticipated the library will be ready for public use in August 2006.

Carey Meyer, Public Works Director, remarked that it was nice to visit the LAB under new circumstances. With the project’s great momentum, architect and contractor there is not much that can stop the project. He reiterated the project is now moving at maximum momentum.

Chair Mauger extended an open invitation to Carey Meyer to join the LAB meetings for the next 16 months. She said although the fund-raising is over, they are still spinning thinking about the details. She asserted the LAB would like to have a process they felt comfortable about to work with Public Works Director Meyer, City Manager Wrede and the architects. Public Works Director Meyer explained the City Council receives all updates on the project and the LAB will be advised.

Boardmember Lord asked City Manager Wrede if he agreed with Mr. Meyer’s comments this evening. The City Manager replied that the process is clear and he does agree with Mr. Meyer. Mr. Wrede added that Public Works Director Meyer will make time for the library project along with the six road projects and LID’s that are scheduled this summer. City Manager Wrede remarked that he is really psyched about the project as it is very close to reality. He reminded the LAB after 24 years the animal shelter has finally materialized. He added that the community feeling will be positive.

City Councilmember Dennis Novak told the LAB there have been discussions about selling the lots, as well as different options. He does not think the Council will be vacating the easement on Lucky Shot. With the lots in a whole strip there is a vision of a connection to the green belt and park. The four lots between the library and Town Center could be used for RV parking. A connection between the library and Town Center is desirable and it will stabilize the area. Mr. Novak said the sooner the bids for the library construction go out the better, as the longer the wait the more it will cost. He said the library has the support of the Council. As to the sales tax, Mr. Novak said the City needs help as it will be a short, intense campaign. Phone tree calling and a mail out flyer will be used. Mr. Novak thinks the methods will be successful in getting votes.

City Manager Wrede said the campaign will focus on things the community wants us to do such as expanding parks and implementing trails language. He believes the sales tax is a fair and equitable distribution of the tax burden, as a 1% sales tax increase and 1% property tax mil decrease will even out the tax burden through the service area. City Manager Wrede said he intends to talk to all public groups to get the information out.

City Councilmember Novak said taxpayers are carrying the brunt of the load and seasonal visitors don’t pay anything. He said the property tax can increase to six mils but it is a restrictive way to enhance City services. Lowering property taxes will be a more equitable distribution of services. Mr. Novak added there are serious issues and needs that aren’t being met.

City Manager Wrede told the LAB members the demand for services is outstripping revenues. Prices are rising on services we have no control of. The town is growing. Last year Homer’s population increased by 450 people. That equals new roads, water and sewer needs and housing.

Boardmember Hawfield asked if there was any word from Juneau of a state-wide sales tax. City Manager Wrede responded there is more discussion of a state income tax. He added there are more concerns about the Borough than the State as they have they have own budget issues. The Borough can raise sales tax without going to vote.

Frank Vondersaar, city resident, provided literature on Wireless Philadelphia, a free high-speed public Internet access to residents, visitors and businesses of Philadelphia. Mr. Vondersaar said he would like to have the free wireless access into the library as soon as possible. Library Director Hill said Homer is behind on public wireless access as there are ten communities smaller than Homer than offer free wireless in the public library. Mrs. Hill said there was an individual that offered to pay for the hardware, but there would still be a monthly line charge. The Systems Manager for the City said for security reasons we need a separate line for wireless. There is only one company that offers that line and it is expensive. Mrs. Hill has learned the other communities with wireless are running it through their regular computer system. They aren’t addressing the security issues.

LIBRARY DIRECTOR’S REPORT

A. Statistical Report for February 2005

Library Director Hill reported March 10 – 14, 2005 is the annual Alaska Library Association Conference. This year it will be held in Barrow with an acronym for this year’s conference being ULU for Understanding Library Users. The main focus is technology in libraries and there will be topics to include SIRSI, digital reference and internet and computer literacy. Chair Mauger suggested we lobby to have the annual conference in Homer in 2009 to show off the new library.

National Library Week is April 10 – 16, 2005 and a proclamation will be made from the Mayor. Library Director Hill distributed copies of last year’s proclamation to all LAB members for their input and revisions for the current year.

Library Director Hill said the Sunday Anchorage Daily News had an article of the Haines Borough Public Library and the town that built it. Mrs. Hill reminded everyone the whole town is behind Homer’s new library. Chair Mauger requested that the article of the Haines award be given to the Friends of the Library. She said it is a great example of what can happen once the building is built.

There were no monthly statistics available for today’s meeting. They will be provided at the April meeting.

COMMITTEE REPORTS

A. Capital Campaign Committee

Boardmember Lord reported the CCC met on February 24 and the meeting minutes will follow when completed. She said some of the questions the CCC had were addressed by City Manager Wrede and Public Works Director Meyer this evening. The financials on the grants were updated. Claudia will be transitioning from the CCC and working in a different capacity for the Friends of the Library after April. There was discussion on donor recognition. There is an outstanding grant with Kresge Foundation the City will have to match if it receives. State funding is still being sought to prevent raising more local funds. The CCC will meet again on April 4, 2005.

B. Publicity Committee

Boardmember Keffer recounted that the PC met February 2. This year’s Bowl-A-Rama was successful in generating more than $3,000, although it was not as profitable as the previous years. There is a PC meeting tomorrow evening and the focus will be on the Spelling Bee and dinner. It appears there will be enough teams for the Spelling Bee, even though there may not be sponsors for all of the teams. The dinner event is still under discussion.

B. Building Committee

Boardmember Wagner said the building update was provided this evening and the BC has had no meetings since the 95% plans were shown. They are in the waiting mode until the bid selection happens.

COMMUNICATION/VISITORS

UNFINISHED BUSINESS

A. Fines and Fees

Chair Mauger said at last night’s City Council meeting an amendment to rescind the library card and internet fees was brought forward by Councilmember Stark. She asked for the LAB members’ input on the Council’s perception of the discussion at the meeting. She asked if there was an interest in clarifying the LAB’s message.

Boardmember Lord said the City requested that the LAB revisit the fines and fees to help with the City finances. Additional library fees were added and are now in the process of being repealed. Her perception is that the LAB has done their job and is done with the issue.

Boardmember Wagner said in a conversation with Mr. Stark before the Coucil meeting she related much of what was said at the February LAB meeting, that voluntary fees cannot be on the books. She said he didn’t hear it then and questioned if a memo would clear it up.

Chair Mauger believes a clarification for the entire Council is needed. She would like to state it in the LAB’s words. Boardmember Wagner said Councilmember Stark believes the library’s donations go to a coffee slush fund at the Homer Foundation. She said clarification as to where the donations go is needed. Chair Mauger said presently the donation funds go in the building fund. Library Director Hill explained the donations are recorded through the Friends of the Library as cash and then are deposited in the CCC checking account. The money is transferred back to the City routinely for the new library. Before the CCC was formed the money never went into the General Fund. The money has never gone to the Homer Foundation, and the only way to get funds to the Friends of the Library endowment foundation is to specifically make a donation to the endowment for the Homer Foundation.

Boardmember Hawfield believes a memo of clarification is needed on the routing of the funds. He recalls the LAB being ambivalent about volunteer fees as there is no mechanism to manage them. Mr. Hawfield said since the incorrect information was presented at a public forum it should be clarified.

Chair Mauger’s impression was that the two new fees would be rescinded and no longer on the fee schedule. Voluntary donations would continue to be collected and would be contributed to the library either through the Friends of the Library or to the City’s operating account for the library. She believes the confusion is that the fees may remain on the fee schedule, although they are voluntary.

Boardmember Bursch feels no need to take further action as if something is perceived as a coffee slush fund that perception does not need to be addressed. He believes the LAB should let it go as the LAB doesn’t want to be involved in responding to every perception. He concluded that the LAB needs to monitor where they expend their energy.

Councilmember Novak said Ordinance 05-08 was introduced and will have a public hearing and second reading with a final vote on March 14. He said audience comments would be heard prior to the vote and the LAB would have an opportunity to clarify at that time. He said they could either speak or provide a memo for the City Council packet. He said it certainly wouldn’t hurt anything. Councilmember Novak said it is anticipated the two fees will be removed. He believes voluntary donations should go to the library instead of the General Fund.

Boardmember Hawfield said people that appreciate using the library have a strong tradition of giving. He said there are a lot of people of goodwill that use the library and the donations should continue.

Boardmember Keffer said she hopes video fees will be categorized as the internet usage and be voluntary. Chair Mauger said they would prefer not to put stickers on video boxes asking for donations. She believes one place in the library asking for support is enough. Boardmember Lord asked that whatever is done that it requires no additional work for library staff, as there is no time to take on more work.

It was the consensus of the LAB that a memorandum would not be written, but instead the LAB would attend the City Council meeting to offer support.

Boardmember Lord said the Council is meeting on March 14 to discuss land allocations and a representative from the LAB should attend.

NEW BUSINESS

COMMENTS FROM THE PUBLIC

Frank Vondersaar, city resident, told the LAB that silence implies consent. He believes the LAB would be well served to put something in writing rescinding the fees, as well as the LAB’s attendance at the Council meeting.

COMMENTS FROM THE BOARD

Boardmember Hawfield apologized for missing last month’s meeting. He said he would be attending the City Council meeting on March 14. He is excited we are at the point we are and clearly remembers a feeling of despair in the early stages of the fundraising. To see the project come to this point is very exciting and the momentum is overwhelming. Boardmember Hawfield thanked Nancy Lord for her leadership and determination in all aspects of the library project.

Boardmember Keffer said in listening to Public Works Director Meyer the reality has hit home. She can now imagine walking into the brand new building. Mrs. Keffer thanked all the Boardmembers for the long hours they have put in on the project.

Boardmember Lord apologized for missing most of the last meeting. She thanked the Boardmembers for their patience on all her questions tonight regarding the process. She said it is exciting at this point although there is some nervousness if everything is in order and in line. She feels some responsibility to the donors and public that everything will go smoothly when the project is turned over to the City for management. Ms. Lord stated she has an obligation to keep asking questions as the liaison between the City and the public. She wants to make sure someone is holding all the pieces together. Ms. Lord plans to be gone for half of the month and is not able to participate on the sales tax issue. She hopes others will pick up the challenge and do what they can.

Boardmember Bursch thanked Public Works Director Meyer and City Manager Wrede for coming tonight, stating their input was valuable. He thanked everyone that worked so hard on the project. Additionally, he appreciated Boardmember Lord’s comment to continue the diligence in looking out for the contributors in the process.

Boardmember Wagner offered kudos to all.

Chair Mauger expressed kudos to the City Council for staying with the LAB and staying focused. She said at times the enthusiasm is infectious; and at other times it may be annoying to the Council. Ms. Mauger said the LAB has the luxury to be single-minded about their goal while the Council has many things on their plate. Ms. Mauger said she appreciates the Councilmembers continued attention.

ADJOURNMENT

There being no further business to come before the Board the meeting was adjourned at 8:54 p.m. The next Regular Meeting is scheduled for April 5, 2005 at 6:00 p.m. in the City Hall Council Chambers located at 491 E. Pioneer Avenue, Homer, Alaska.

INFORMATIONAL MATERIAL

____________________________________

JO JOHNSON, DEPUTY CITY CLERK

Approved: _________________________