LIBRARY ADVISORY BOARD                                                                                               UNAPPROVED

REGULAR MEETING MINUTES

APRIL 1, 2008

 

Session 08-03 a Regular Meeting of the Library Advisory Board was called to order on April 1, 2008 at 6:00 pm by Chair Hawfield at the Homer City Hall Cowles Council Chambers located at 491 E. Pioneer Avenue, Homer, Alaska.

 

PRESENT:          BOARDMEMBERS FAULKNER, KEFFER, MARTIN, WAGNER, LORD, HAWFIELD, SEAMAN 

 

STAFF:             LIBRARY DIRECTOR HILL

                        DEPUTY CITY CLERK KRAUSE

                                                                                                                                                 

APPROVAL OF THE AGENDA

 

BOARDMEMBER LORD WANTED TO ADD THE SURVEY TO PENDING BUSINESS, ITEM A.

 

The amended agenda was approved by consensus of the Board.

 

PUBLIC COMMENTS REGARDING ITEMS ON THE AGENDA

 

None.

 

RECONSIDERATION

 

There were no items for reconsideration.

 

APPOVAL OF THE MINUTES

 

A.         Minutes of the February 5, 2008 Regular Meeting

 

Boardmember Lord wanted to add clarification to her comment in the February 5th meeting minutes, that she was agreeable to have the survey as a downloadable document, in addition to the paper form. She opined that to have the survey available to complete and submit online would cause problems with the tabulation of the surveys.

 

LORD/WAGNER - MOVED TO APPROVE THE MINUTES AS ANNOTATED.

 

There was no further discussion.

 

VOTE. YES. NON-OBJECTION. UNANIMOUS CONSENT.

 

Motion carried.

 

VISITORS AND COMMUNICATION

 

Boardmember Lord reported that the Friends are currently holding a membership drive and will have Board Elections on April 9, 2008. The Boardmembers were encouraged to promote the vacancies to anyone they knew who had an interest to be on the Friends Board. Non-residents are welcome to join too. The Scrabble tournament appeared to be very successful; drawing people from all over. A few events upcoming will be:

1.                   Big Read

2.                   Fund Raising Dance Party at Fusion’s May 3rd 7-11:00 p.m.

3.                   The LAB is invited to a potluck lunch on April 15, 2008 to honor the Library staff during National Library Week. Bring a dish to share. Time to be announced. Library Director Hill will send an email out to the Boardmembers.

Sue Coble was appointed to the Art Selection Committee and Boardmember Faulkner should contact her regarding the Art Selection Committee Meetings.

 

Boardmember Lord commented that the Friends were doing an excellent job and that the organization was being run very well. There was a brief discussion on the terms of the Boardmembers for the Friends.

 

LIBRARY DIRECTOR’S REPORT

 

A          Director’s Report for March 2008

 

Library Director Hill asked if there were any questions on the written report.

 

Chair Hawfield mentioned the recent point of view in the Anchorage Daily News and in a recent issue of the Homer News regarding filtering pornography and the Internet at Public Libraries. He wanted to know if Library Director Hill had information on the position of the Library Association and of course Homer’s Library.

Library Director Hill explained that it was not a statewide issue but a community issue. There is a group in the Anchorage area trying to get approval for new legislation regarding software filters on library computers. This group reportedly has studies showing that sixty percent of the public libraries in Alaska have software filters while forty percent do not and Homer is included in this group. Software filters are problematic; they filter too much and do not filter all the unwanted information. Library Director Hill testified via teleconference on April 1, 2008 that library staff was a more effective method of ensuring underage viewing of pornography was not conducted. She stressed that a top priority was the safety of the patrons. She was distressed to hear comments by people stating that Libraries did not care and pushed pornography at children. This particular group is stressing (and believes) that software filters are the answer. Library Director Hill stated that software filters provide a false sense of security. To top all that is the enormous expense to purchase, install and maintain the filters. A stand alone system such as an individual would own costs around $40.00, however the cost for a program the City of Homer would have to purchase will be very expensive. The proposed bill is HB353. Library Director Hill commented that with a filter installed the staff is required to physically turn off the filter at the request of patrons seventeen years and older. This is not difficult, however it does consume staff time that could be better utilized in other areas.

 

The Boardmembers discussed further ramifications of passing HB353, including the additional time required of staff, access from personal laptops, the effects of filtering software doing research projects for school homework assignments. It was noted that HB353 would not be passed this year since it was just sent to the Finance Committee. Chair Hawfield stated he would contact Representative Seaton to see where he stands on the actual Bill. Boardmember Wagner inquired if Library Director Hill had the actual wording of the bill, she did and it is as follows:

 

“An Act relating to the blocking or monitoring of certain Internet sites at public libraries and to library assistance grants.” It was noted that should a library refuse to purchase and install the software or provide monitoring, the bill would restrict state and local grant money to the library.

 

http://www.legis.state.ak.us/basis/get_bill.asp?bill=HB%20353&session=25

 

Boardmember Lord commented that she has noticed once again the lights were on when no one is in the building on March 31, 2008, which was a Holiday. Library Director Hill will check the status of the timer. Boardmember Faulkner responded that there were employees working. Boardmember Martin offered that she has noticed the lights on when no one was in the building also. Boardmember Lord expressed concern regarding the expense of the timer system and that it was not working properly.

 

Boardmember Lord asked about the Big Read, To Kill a Mockingbird, and was wondering what programming was going on related to that book. Boardmember Lord stated it was not a local big read project but from Anchorage. Library Director Hill responded that she did not have much information on any programming for that book. She noted that there was a discussion scheduled for April 15, 2008. It was a Friends program. Chair Hawfield commented that he was not aware of much at all going on for the book.

 

Chair Hawfield asked about the new staff hired. Library Director Hill commented, “YAY!” Library Director Hill stated that Debra Waldorf was a dedicated volunteer, very conscientious and learned quite a bit during her volunteer time to require minimal training for the position. She is very devoted to the Library.

 

Chair Hawfield also noted and congratulated Boardmember Lord on her award; that she fulfilled all the criteria. Boardmember Lord noted it was a fun time, very entertaining and Library Director Hill gave her a very warm introduction at the ceremony. There was a brief discussion on various things such as marketing your collections and promotion of events that were very informative.

 

Library Director Hill reported that the Kodiak Library Group is gaining momentum and would like to come up to Homer, tour the library and work on capital campaigning, fundraising, forming committees. She also received word that the Kenai Library group was interested in meeting also. This is tentatively scheduled for the end of July and she hopes that some of the Boardmembers will be available.

 

 

B.                   Monthly Statistics

 

Library Director Hill handed out the monthly statistics to the Boardmembers and commented that she normally compiles the information on the first of the month but as it stands there are several numbers missing as she had yet to get all the information. She pointed out the attendance has increased and so has the revenue which she cannot determine why that is unless it results from copies being made. She responded to Boardmember Lord regarding Internet users, stating that she has only received the wireless number for the past two months. Library Director Hill noted that figures showed that the study room had 1156 groups, 2612 persons, mostly teachers and students, using the study room, and 174 groups used the meeting room. She found these numbers to be very exciting.

 

COMMITTEE REPORTS

 

A.                  Artwork Selection Committee Report – Boardmember Eileen Faulkner

 

Boardmember Faulkner reported that there have been two meetings and Library Director Hill has sent an email to the Owner of the Machetanz to see when the hanging of the picture could be held and would like to engage the Friends to hold a reception for the event. She passed out a draft handout that will be distributed requesting art for exhibition. The Art Committee is requesting any comments from the Board regarding the form. She also stated that the McNeil Canyon Elementary School has submitted artwork and the glass cases have been filled. Chair Hawfield commented that he would submit a letter to the local papers informing them of the displays. The Committee will welcome suggestions of who should be invited to the Hanging event and they were hoping to have the event at the end of April, but the date is not set as of yet.

 

Chair Hawfield commented that the museum will be holding events at that time and maybe it can be partnered with those notices.

 

There was no further discussion.

 

PUBLIC HEARING

 

None.

 

PENDING BUSINESS

           

A.                  Planning for the Future – March 2008 - Survey

 

The Boardmembers discussed the survey and when they could expect the results to be ready. The students of Sue Coble at the college will be tabulating the results. It concluded yesterday but they may get a few more in the mail the rest of the week. It was agreed that the survey would be very helpful in creating the LIP for the library. Chair Hawfield gave commentary on the survey and reported that the college worked very hard in getting students to complete the form. Boardmember Lord recommended a spreadsheet be created so the information could just be plugged in when it’s received. She agreed that the community needed to have the information as soon possible.

 

Chair Hawfield will check with Sue Coble on the status of the tabulation of the survey.

 

B.                   New Library – Comments, Responses, Issues, and Challenges

 

Chair Hawfield asked if there were any comments. Library Director Hill commented that she would like to see the Landscaping Committee and the outdoor signs, especially the “Big” sign, get back on track.

 

Discussion ensued that spring was definitely right around the corner and Library Director Hill will be contacting Ms. Hagerty and ask if she will schedule her crew to demarcate the boundaries for the landscaping. Landscaping will be a big issue with the Library this season. Information signage was discussed and that the Library needs an identity sign. There is currently no sign telling the public who they are. Library Director Hill also commented that there is a wheel chair available to accommodate any patron regardless of stature, and the Staff will be more than willing to assist patrons from their vehicles. She has requested better delineation of the disabled parking, and curb painting from Public Works.

 

Discussion developed on restarting the landscape committee, Library Director Hill needs to inform Public Works to get everything started. The members of the Landscape Committee are Linda Martin, Kyra Wagner, Bette Seaman and Mary Lou from Friends. Chair Hawfield asked what could the members of the Committee do to assist Library Director Hill. Library Director Hill will contact Ms. Hagerty at Public Works and state that she wants to proceed with the landscaping and Linda Martin will be the contact for the Committee. There was a brief discussion with the Clerk over the notice required for meetings of a subcommittee.

 

Additional review of the legal requirements for meeting notification was found that meetings of three or more members (including Boardmembers) of a sub-committee of the Library Advisory Board do require advertisement. If a subcommittee is comprised of two or less members and the meeting is with City Staff there is no advertising requirement.

 

NEW BUSINESS

 

A                  Library Improvement Plan

 

Chair Hawfield gave a brief explanation on his vision of this plan, which is based on the Capital Improvement Plan but not as formal. This list can address issues such as the landscape, and accessibility issues for example and then be kept in front of the Board as a working list. He felt that the next step was to create a list of things to be done and the best place to start was the staff of the Library. Library Director Hill commented that the library staff got together and created a categorized list, which included the following:

1.       Patron Support

a.                Computer Classes – In house computer classes offered to patrons of the library. The new website will contain a component of this also. Ex. How to click a mouse. Boardmember Wagner commented that they might have a volunteer teacher lined up for this already.

b.                Brochures regarding Library materials that are available.

c.                After School Programs for Older Children

2.       Software

3.       Hardware

4.       Computer Savvy - Staff

5.       Collection Development

6.       Staff Training and Procedures

7.       Furniture

8.       Volunteers

 

 

Chair Hawfield stated that this was even farther ahead than he was thinking, he was just thinking creating a list. He would like to receive input from the Friends and from the Boardmembers. He felt that funding issues could help prioritize the list by category. He expects the list to be constantly changing. He would like the Boardmembers to determine what they would like to accomplish for the year 2008-2009. Then these tasks could be prioritized. He believes the LIP would give the Board a focus, like they obtained with the library construction project.

 

Boardmember Martin commented on the topic, Collection Development, by relating that during a recent visit to the library her husband felt that the automotive section was 30 years out of date due to the availability of materials at the time of his visit. Boardmember Martin expressed concerns that specialized sections of a library might get overlooked in regards to getting updated; and that the librarian was the only one who took care of out of date things. She wondered if there was other staff to handle that. Library Director Hill commented that she should have submitted a suggestion. She further stated that they act on 95% of the suggestions received. Additionally, that there might have been newer materials available but were located in the new book section or checked out.

 

Boardmember Wagner recommended listing the items in a need priority in the same manner that the Capital Improvement Plan (CIP) is done. She gave examples for the Board. That may help with funding too. There was further discussion among the Boardmembers on the possible benefits of having a LIP in giving direction to the LAB regarding programs, materials, etc. Chair Hawfield offered to take the list, organize it and then come back and talk about it at the next meeting and then add the additional recommendations to it. Library Director Hill will email the list to him.

 

B                     Amending the Bylaws

 

Chair Hawfield gave the Boardmembers a preface for this item on the agenda. He proceeded to elaborate that two of the boardmembers terms have expired and the challenge is to find replacements. This was really brought about by an inquiry from someone who lives outside the City who would like to become a boardmember. It was questioned if the rules can be changed and he directed the question to the Clerk’s Office and that is the reason the requirements were included in the packet. He was hesitant to change the rules for just one person, but wanted to discuss the issue. He expressed that it will be very difficult to replace Boardmember Keffer.

Boardmembers Lord and Martin confessed trouble understanding the memorandum in packet. Boardmember Lord clarified that this issue had nothing to do with the Bylaws but with the City Code. Her opinion, and it has been an issue with City Councils over the years, about adding another non-resident in general to the Boards and Commissions and she stated they would be really, really reluctant to add another non-resident position in her opinion. Personally she did not want to put a lot effort into this.

The Deputy City Clerk Krause expressed the concern was without Boardmember Keffer and Wagner they will run the risk of not having a quorum. That the vacancy has been advertised for the past few weeks and the Clerk’s Office has not received any interest except the person who is a non-resident. The Honorary Member and Student member positions were also discussed. Library Director Hill stated that they have been unable to attract a Student member as well this past year. She was in favor of another non-resident position.

Boardmember Lord took a strong stance that there were a lot of people within city limits, what was needed was to get out and recruit, and it has always been done in the past, and it involves a little effort from the members who were retiring to find their replacements or the Chair to recruit new members. At least when she was Chair it was done that way. She stated it would be good to have a discussion and to share any ideas they have, she would love it if they could find a person with young children as the next member. Library Director Hill stated she thought this person did have a small child. Chair Hawfield agreed that there has not been much recruiting, however he thought this was a good opportunity and felt worth a discussion. To have someone who really wants to be involved. Boardmember Wagner felt it was a shame to go out and brow beat when there is a ready volunteer. Boardmember Faulkner opined that the Homer Public Library serves the community, that City Council should realize it does not stop at a fine line drawn in the middle of the road. She is strongly in favor of asking City Council for dispensation to add another non-resident position. Boardmember Lord recommended someone should contact one of the longer serving Councilmembers and the Mayor to determine their receptiveness of the idea.

Chair Hawfield stated he will talk with the Mayor and if anyone has any recommendations for new members he will pursue by contacting them and making a sales pitch. Boardmember Lord pointed out that it was not in the bylaws but somewhere else that the person whose term expired can continue to serve until a replacement is found.

Further discussion ensued regarding contacting the Friends for recommendations. Chair Hawfield reminded the Board there was no action required at this time. Boardmember Keffer confirmed she would continue to serve until a replacement was found. Boardmember Wagner offered to renew her membership.

The Clerk requested clarification from Boardmember Lord on the location of the information regarding members being allowed to continue service past their terms. Homer City Code (HCC) and the Bylaws contained no such regulations or options. The Clerk read HCC regarding term limits and they are set for three years.

 

There was no further discussion.

 

 

C.                  National Library Week

 

Library Director Hill stated that this will be April 13-19, 2008 and she drafted the Proclamation to be included at the Council meeting scheduled for April 14, 2008. Due to circumstances she requested a volunteer to present to Council that evening. Chair Hawfield volunteered to attend the meeting.

 

There was no further discussion.

 

INFORMATIONAL MATERIALS

 

None.

 

COMMENTS FROM THE PUBLIC

 

None.

 

COMMENTS FROM CITY STAFF

 

Library Director Hill thanked Boardmember Keffer for her years of service and looked forward to seeing her at the Library as a patron and to more book signings.

 

Deputy City Clerk Krause had no comments.

 

COMMENTS FROM THE BOARD

 

Boardmember Keffer commented about a fundraiser for the Friends, incorporates text of hers, very pretty. She spoke about traveling to see family that they haven’t seen in a while. The top priority will be travel.

 

Boardmember Seaman commented that passing the Library it was nice to see the parking lot full.

 

Boardmember Faulkner had no comment.

 

Boardmember Lord was in Amsterdam and commented that the library was seven stories with a full service cafeteria; lots of artwork and displays; a piano for patron use; and lots of computer stations with cushions; She noted that there are two readings scheduled one at the library, unfortunately she felt poorly scheduled; Boardmember Martin opined that the reading at the Library was postponed until National Library Week; the Prose reading at the College at 7:30 pm Friday will include Tom Kizzia, Mike Burwell, Ron Spatz and herself in another celebration of the UAA Quarterly Review 25th Birthday.

 

Boardmember Wagner had no comment.

 

COMMENTS OF THE CHAIR

 

Chair Hawfield thanked Boardmember Lord for announcing the reading. The reading scheduled at the Library was cancelled according to Library Director Hill. He hoped that it would not be Boardmember Keffers last night attending the meetings; he thanked Boardmember Wagner for deciding to continue serving on the LAB; he thanked the members for putting up with his absences, but he is done with that so will be in attendance at the meetings.

 

ADJOURNMENT

 

There being no further business to come before the Board, Chair Hawfield adjourned the meeting at 7:50 pm.  The next Regular Meeting is scheduled for May 6 , 2008 at 6:00 pm in the City Hall Cowles Council Chambers located at 491 E. Pioneer Avenue, Homer, Alaska.

 

 

                                                                       

 Renee Krause, Deputy City Clerk I

 

Approved: