Session 05-05 a Regular Meeting of the Library Advisory Board was called to order at 6:07 p.m. on May 3, 2005 by Chair Mauger at the Homer City Hall Council Chambers located at 491 E. Pioneer Avenue, Homer, Alaska.
PRESENT: BOARDMEMBERS HAWFIELD, WAGNER, LORD, MAUGER, BURSCH
STUDENT REPRESENTATIVE HARRISON
ABSENT: BOARDMEMBERS SEAMAN, KEFFER
STAFF: LIBRARY DIRECTOR HILL
DEPUTY CITY CLERK JACOBSEN
CITY MANAGER WALT WREDE
A. Minutes of April 5, 2005 Meeting
The amended minutes were approved by consensus of the Board.
APPROVAL OF AGENDA
Unfinished Business Item A. Construction Update was put before Library Directors Report and Student Representative Harrison was added to the agenda to speak after the Construction Update.
LORD/BURSCH MOVED TO APPROVE THE AGENDA AS AMENDED.
VOTE: YES: UNANIMOUS CONSENT
Motion carried.
A. Construction Update
City Manager Wrede stated that this makes the most sense, is the most expedient, and the most balanced because it is a combination of cutting things and raising revenues. The plan is still to go for the forty-year loan and the annual payment is around $120,000. The action items for the Council are:
ü Award the bid on Monday night,
ü Amend the ordinance that up fronts money from the sale of the library to $575,000,
ü Approve the resolution to borrow the additional $500,000,
ü An ordinance will have to be introduced to accept and appropriate the EDA money.
ü If all of that is done, then the City can go to construction.
The Board thanked City Manager Wrede for coming in and giving an update.
Student Representative Harrison commented that she has been serving on the Board for about a year and has really enjoyed it. She will be leaving for APU and will be gone in July and August. She has some people in mind that would be good to take her place and will encourage them to submit their names. The Boardmembers thanked Student Representative Harrison for being such vibrant part of the Board.
LIBRARY DIRECTORS
REPORT
A. Statistical Report for April 2005
Library Director Hill reported that they are gearing up for the summer reading program. The theme for the program this year is Fantastic and will focus on tall tales, fairytales, myths and legends. It starts the first week in June and ends on the last week in July, with the ice cream party on the first Saturday in August. There will be activities held that tie into the reading themes, at the Islands and Ocean Visitor Center every few weeks. Story hour will continue through the summer. Ms. Hill reported that the State Library Budget Update has been going through a roller coaster effect where it is fine, then not so fine. Right now it seems okay. She got a good report today that the Conference Committee on the budget accepted the House numbers for the state library operations budget and added funding in archives for electronic records management, which means that the Governor’s numbers for the state library have been accepted plus an additional $270,000 on top of the, which will allow the programs that are in place to continue.
Library Director Hill passed out the statistics. Things dropped in April, but it was the same case last year. Normally it is quiet in the library during spring break, but this year it was very busy. She commented that she is working on her speech for the groundbreaking ceremony and determined that the volunteer hours were approximately 7000 hours over the last three years. That doesn’t take into consideration hours that weren’t reported so it really is higher.
The Boardmembers Wagner and Bursch advised the other members of their phone and/or address changes in the City Directory. There was also discussion about the Clerk’s Office advertising for a Boardmember to fill Boardmember Wagner’s vacancy.[1] Boardmember Lord reminded the other members that Mayor Hornaday makes the appointments and he could appoint someone that he would like if he wants to see the LAB take a different direction. Boardmember Bursch commented that if he were a vindictive kind of guy he could do that.
COMMITTEE REPORTS
A. Capital Campaign Committee
Boardmember Lord reported that the CCC held their last meeting last Tuesday. City Manager Wrede was there and discussed the options he spoke of earlier in this meeting. People felt comfortable with the plan and supported the direction it is headed. Claudia Haines is now working with the Friends of the Library but is still tying things up on the CCC end. Ms. Lord suggested discharging the Committees at the end of their reports as their work has been completed.
B. Publicity Committee
Boardmember Wagner reported on behalf of the Publicity Committee. She stated that the bids have been coming high on the items for the Homestead Auction and there were forty tickets left to sell for the event.
C. Building Committee
Boardmember Wagner reported that they have not had a meeting. They have invited Public Works Director Meyer to the LAB meetings to give updates. She added that comments have been made suggesting a Committee to take care of the black box items. There was discussion that the LAB staff could make those decisions as well.
LORD/WAGNER MOVED TO DISCHARGE THE CAPITAL CAMPAIGN COMMITTEE, THE PUBLICITY COMMITTEE AND THE BUILDING COMMITTEE.
There was no further discussion.
VOTE: YES: UNANIMOUS CONSENT
Motion carried.
UNFINISHED BUSINESS
A. New Library Construction Update
This report was given after Agenda Approval.
B. Planning for the Future: Roles of the LAB and Friends of the Homer Library
Boardmember Hawfield reported that he, Boardmember Lord and Library Director Hill met with Steve Shank to discuss a Memorandum of Understanding (MOU) with the LAB and the Friends of the Homer Library. What it boiled down to is the need to establish a means of communication and what sort of things each group should focus on. Boardmember Hawfield commented that he had prepared and circulated a draft MOU to some of the members to review and is hoping to have a final draft for action at the next Friends meeting.
Boardmember Hawfield gave an overview of what is in the MOU. Mr. Hawfield read the preamble that lays the foundation for why there should be an MOU. It identifies the three organizations, the City, the Friends of the Homer Library and the Library Advisory Board. The purpose of the MOU is stated “To establish the relationship and duties of the parties in regards to program development, fundraising and public recognition of donors, advocacy efforts and use of the new Homer Public Library building and grounds.” He continued that article three is devoted to duties of the City, which touches on issues like staffing, maintenance, staff responsibilities, fiscal management and the responsibility for exhibits, displays and use of library buildings and grounds for non library functions. There is an article for the duties of the Friends of the Homer Public Library that touches on the endowment fund, tax exempt status, acceptance of funds by the Friends, program development, policy issues regarding relations with the City of Homer, budget of the Friends. Also included is an article on the duties of the LAB and the final article touching on the policy of public acknowledgment.
Boardmember Lord reported that article five of the MOU is the duties of the LAB. The introduction states “The LAB functioning as a sitting Board, representing the interest of the citizens of Homer and the surrounding region, is designed and constituted to provide the City with recommendations that have been well debated and researched while allowing for public involvement.” She stated that they did work with the LAB’s bylaws while preparing this article and pointed out that it is good to review the bylaws because the Board is only advisory and have very little real power to do anything.
Boardmember Lord continued that item A in the article references policy matters and relations with the City of Homer. It says “The LAB will fully and openly consider policy matters regarding the library and make recommendations to the City of Homer central to the LAB. Deliberations are such issues as community standards, professional practices and advocacy for the library. The LAB will also assume responsibilities as may be delegated to it by the City”. Item B deals with funding matters and states that “The LAB reviews the annual budget proposal for library operations and makes policy recommendations that effect those budgets, per its bylaws it may also solicit donations for the benefit of the library. The LAB will organize appropriate committees and draft future agreements for capital campaigns as they arise.”
Boardmember Lord said there is a big section under the City’s responsibilities about exhibits, displays and use of the building and grounds, which involves the LAB. It says “The City shall adopt policies regarding the following” and after policy development by the LAB it lays out six different things having to do with displays, exhibits and so on. She sees that as being a key LAB function to get the policies developed so the City can adopt them.
Library Director Hill advised the Board that the current display and exhibit policies are in the Library Policy Manual that was approved by the LAB and the City Council. The current library doesn’t have a display area but the new library will, so it may be a good time to look at expanding the policies.
Discussion ensued regarding potential uses for the space and the revolving art program and uses of the space. Policies need to be established within the next year to avoid problems.
The Board agreed to discuss this again at the next meeting with the hope of being able to adopt in and get it on to City Council for their approval.
The Board devoted considerable discussion to the topic of potential issues with displays that people may request to exhibit in the library, reiterating the need to review and update the policies for public displays.
C. Voluntary Donations
Chair Mauger advised the Board that Councilmember Stark called her wanting to follow up on where the LAB is with voluntary donations. He asked them to revisit the topic. This brings up questions to her, one being what is the process when an individual asks them to put something on their agenda. Currently, it is a matter of her and Library Director Hill having discussion on things that have come up that need to be added to the agenda. She wants to be clear what they should respond to, the Council as a whole, not just individuals and will look into that. Mr. Stark also asked the LAB to respond to Councilmember Wythe’s challenge that she made in her closing comments at a Council Meeting for the LAB to come up with some ways to fund the operational budget. Chair Mauger suggested expanding the discussion on the donations to something that is proactive and moving forward in a direction the LAB would like to see. She feels that for the amount of time the Board has spent discussing voluntary donations it is not cost effective. Voluntary donations probably won’t bring in more than one or two thousand dollars per year. Chair Mauger commented that while libraries are not revenue generating institutions, perhaps there are things that can be done to create some stability in the operating budget. Chair Mauger pointed out things that they have done and been very thoughtful about during their capital campaign:
ü The LEED process to make the operation and maintenance of the building cheaper.
ü Keeping the building one level to keep the staff as small as possible.
ü The coffee cart area is a potential revenue generating space.
ü Recommending that the Borough consider a service area concept for the libraries throughout the Borough.
ü All the work that they did with the sales tax.
The Board introduced ideas for discussion:
ü A portion of the parking fees on the spit going toward the library budget.
ü Charging for the RV dump station and all or a portion going to the library budget.
ü When residents pay for something at the City, being able to check a box to have a dollar go toward the library.
Discussion ensued on earmarking money but it was pointed out that Council wants to avoid that and focus on increasing the general fund. There was question on how the donations are handled when they come in. If people make donations at the library, they want their money to go toward the Library. Library Director Hill stated that the donations that come in at the library have gone to the Friends of the Library or the building and gifts fund. Fines and fees go the general fund. Ms. Hill said there is no reason to change that.
Chair Mauger stated that she is not advocating for a change, she wants to make sure it is clear to the Councilmembers where the donation money is going.
There was discussion that the money that the Friends raise, at their salmon bake for example, is used for the mission of the Friends and will go toward things like developing programs, slide projectors, what the Friends deem necessary. While it was pointed out that it helps relieve the City’s operating budget. Boardmember Lord recommended that the Board be cautious with that because the Friends are very clear that their money is not replacing any responsibility that the City has for operating and maintaining the Library, it is for extras.
Chair Mauger said she would like to flush out a few more ideas for the operating budget.
Commissioner Lord suggested the Board could consider fees for uses of the new library or the grounds for private functions.
Library Director Hill said she would send the notes from her discussion with the Palmer Library regarding Borough contributions to the Mat-Su libraries to Chair Mauger. They have a similar situation where they have a city library that is used by both city and borough residents. Ms. Hill said she spoke to Financial Director Baugh about fees for the coffee cart and would get that information to her as well.
The discussion came back to Councilmember Starks request regarding the voluntary fees. The perception is that Mr. Stark does not think the LAB followed through with trying to increase the effort for donations. Once the Board realized that the amount of money that came in from the donations is relatively insignificant, the amount of staff time to try to push for more donations doesn’t seem worth the effort. Time would be better spent in other areas. Donations have been managed a certain way and should continue as it has and the Board can look at other ways to increase revenue. The point was brought up that earmarking funds is not a bad thing and the idea should be kept alive, especially since voluntary donations seems to be such a heavy topic. Library Director Hill advised the Board that there is presently a Library Gift Fund in the City account.
Chair Mauger said she would draft a memo for Council to present and review at the next LAB meeting. She will outline how the LAB has been meeting the challenge of keeping the operating budget at a reasonable and what they foresee their efforts being over the next few years. Boardmember Lord offered her assistance.
There was discussion
on protocol
when there is a complaint regarding the LAB.
Comment was made that there is a complaint form in the Library
Policy
Manual that a person can fill out and turn in.
There was question if it would be directed to the City Manager. Boardmember Bursch stated that he would look
at the bylaws to try to get a better understanding, and the Board
agreed that
it would be good for everyone to look at them.
NEW BUSINESS
COMMENTS FROM THE
PUBLIC
COMMENTS FROM THE
BOARD
Boardmember Bursch thanked Library Director Hill for her comments.
Boardmember Lord commented that she will be gone most of the summer. She believed that she would be there in June, maybe July but definitely not August.
Boardmember Wagner said kudos to all.
Boardmember Hawfield wanted to thank Student Representative Harrison on the record for all of her services, she was a terrific student representative.
Boardmember Lord advised the Board that the Parks and Recreation Commission would be holding a public hearing regarding the library lots. She recommended a Boardmember attend the meeting to talk to them about the lots.
Library Director Hill reminded everyone about the Library Groundbreaking on May 16th.
ADJOURNMENT
There being no further business to come before the Board, the meeting was adjourned at 8:45 p.m. The next Regular Meeting is scheduled for June 7, 2005 at 6:00 p.m. n the City Hall Cowles Council Chambers located at 491 E. Pioneer Avenue, Homer, and Alaska.
MELISSA JACOBSEN, DEPUTY CITY CLERK
Approved:
[1] As of this meeting Boardmember Wagner had not submitted a request for reappointment to the Board but had agreed to attend the meetings until a replacement was appointed.