LIBRARY ADVISORY BOARD                   UNAPPROVED                    

REGULAR MEETING MINUTES

AUGUST 5, 2008

 

Session 08-07 a Regular Meeting of the Library Advisory Board was called to order on August 5, 2008 at 6:05 pm by Vice Chair Eileen Faulkner at the Homer City Hall Cowles Council Chambers located at 491 E. Pioneer Avenue, Homer, Alaska.

 

PRESENT:                         BOARDMEMBERS SEAMAN, FAULKNER, LARSON, LORD

 

ABSENT:                        BOARDMEMBERS MARTIN, WAGNER, AND HAWFIELD (EXCUSED)

                        LIBRARY DIRECTOR HILL (EXCUSED)

 

STAFF:                         DEPUTY CITY CLERK KRAUSE

                       

 

Approval of the Agenda

 

LORD/SEAMAN – MOVED TO AMEND THE AGENDA MOVING ITEM 10.A TO ITEM 6. B.

 

There was no discussion.

 

VOTE. YES. NON-OBJECTION. UNANIMOUS CONSENT.

 

Motion carried.

 

Public Comments Regarding Items on the Agenda

 

There were no public comments.

 

Reconsideration

 

There were no items for reconsideration.

 

Approval of the Minutes

 

A.                  Regular Meeting Minutes from July 1, 2008    

 

Boardmember Seaman wanted the minutes corrected to show she did not attend the meeting on June 3, 2008. Boardmember Lord did attend the meeting and stated that on page 6, last line, she was not the person but believed Boardmember Wagner or Boardmember Martin agreed to contact Joy regarding the funding for the Pate Garden.

 

Further review of the recording from the June 3, 2008 meeting determined it was Boardmember Martin who volunteered to contact Joy regarding the Pate Garden.

 

LORD/SEAMAN – MOVED TO APPROVE THE MINUTES AS CORRECTED.

 

There was no discussion.

 

VOTE. YES. NON-OBJECTION. UNANIMOUS CONSENT.

 

Motion carried.

 

Visitors and Communications

 

A.         Friends Report – Nancy Lord

 

Boardmember Lord gave a brief report on the last Friends meeting. She touched on the following items:

Jonnie Roos, FHL Coordinator left to pursue another career opportunity. The Friends are now accepting applications through August 6, 2008 for a new Coordinator and should be holding interviews soon. The big news is the launching of the book, ABC’s of Kachemak Bay using artwork by Lynn Marie Naden, photography by Scott Dickerson and text by former Boardmember Ann Keffer. The book was published by the Friends of the Homer Public Library (FHL) and will be sold as a fundraiser. A launching ceremony for the book is scheduled for August 15, 2008 at the Library and it will be sold for $15.00.

Elaine Burgess, Boardmember of the Friends commented that they are actively searching for new boardmembers for the Friends. She commented that she did not fully review the survey results since she did see on the agenda that Sue Coble was to conduct a presentation at the meeting tonight. She was looking forward to seeing the presentation.

 

There was no further discussion.

 

Library Director’s Report

 

A.            Director’s Report for August 2008     

 

There was no report this month.

                         

B.                   Monthly Statistics – August 2008                 

 

There was no report this month.

 

Committee Reports

 

A.         Art Selection Committee Report – Eileen Faulkner

 

Vice Chair Faulkner reported that they are still currently working with the Pratt Museum on the display requirements for the Machetanz. She additionally stated that the deadline for submissions of artwork was August 5, 2008 and although they received thirty-three hits on the website, there were no submissions. It was the opinion that a majority of the artists were out of the area for the summer so they will re-advertise in the fall or winter.

 

B.            Landscape Committee Report – Linda Martin

1.                  Landscape Committee Synopsis – July 8, 15, 29, 2008

 

Boardmember Larson reviewed the synopsis of the Landscape Committee meeting held July 29, 2008. She commented that after speaking with someone from Public Works who stated that the existing Lilac will grow to fill the area they would postpone planting of additional lilacs. She answered questions regarding placement of benches and that they would denote the trail. Installing steps down to the road would require maintenance and may pose additional liability risks for the Library.

Boardmember Lord requested more information on the proposed part time groundskeeper. Boardmember Larson explained that it was discussed by the Committee and they agreed that a groundskeeper would be a better investment of the money that was budgeted.  The Committeemembers and volunteers have done extensive work and the amount of work estimated that would be required for upkeep, the Committee decided it would be beneficial to hire someone, not fulltime, part-time would probably work. The Committee wanted to hold onto the money until they could discuss with Library Director Hill any possibilities within the Library budget. Boardmember Larson went into further details regarding the extensive gardens and landscaping that the Library grounds actually contain. She explained that the current personnel at Public Works would not be able to take on this additional work in the summer.

Boardmember Larson answered a question posed by Ms. Burgess regarding the choice of the garden at the entrance on Heath Street behind the Safeway store. Boardmember Larson explained that the Rotary chose that garden before the other little garden that was discovered during the last walk through. The Rotary would probably have been chosen this one instead however it was so overgrown and covered with tall grasses that no one knew it existed.

 

The minutes of the landscape committee was approved by consensus of the Boardmembers.

 

C.         Library Sign Task Force

 

Boardmember Lord being a member of the Task Force reviewed the information that the Request for Proposal was issued and the deadline was extended to August 29, 2008 after a review by Boardmember Wagner noted that the original date did not allow enough response time for proposers.

It was also noted that as of August 5, 2008 there was one request for the proposal document.

 

There was no further discussion.

 

Public Hearing

 

None.

 

Pending Business

 

A.         Survey Results!

 

Boardmember Lord would like to address two issues with the Survey results –

  1. Sharing the results with the public
  2. Positioning the Library Advisory Board to work with Library Director Hill on the budget to include some of the items mentioned in the survey such as more operating hours.

Boardmember Lord wanted the Boardmembers to consider the demographics of the survey as this tempers the responses.

Vice Chair Faulkner stated it was interesting to see how the responses leaned one-way or the other regarding technology. She believes that the City must focus on the parking this winter. She noted that the sidewalks were never plowed, and cars were parking on the sidewalks. There is only one sign indicating the handicapped parking.

Boardmembers briefly discussed the conditions during last winter season and the resulting problems, and that Library Director Hill had mentioned signs were ordered. The status of the signs would need to be checked. Boardmember Lord recommended that a memo should be sent to City Manager Wrede that the Library parking lot should be at the top of the list to be plowed this winter.

The Boardmembers discussed keeping the pre-arranged meeting on the 19th as a special meeting to further discuss the Survey results. This would allow Library staff and members of Friends to comment. There are issues that each group could focus on. The length of time it has taken to get to this point the Boardmembers are sure that there is a lot of questioning being done by the public regarding this survey.

Boardmember Lord wanted primarily to get some of the recommendations from the survey into the budget process. She stated that Library Director Hill must submit her primary budget within a couple of weeks then she can amend it if necessary.

The Boardmembers agreed that they could not wait any longer for any other materials Ms. Coble was directed to prepare. The Boardmembers agreed that it did not appear that they were missing any information only the presentation. Vice Chair Faulkner stated she would do her best to get this from Ms. Coble.

 

The Boardmembers inquired if the August 19, 2008 meeting could be held at the Library.

The Deputy City Clerk confirmed that the meeting must be held at City Hall so that it could be recorded as required and made arrangements with the City Clerk to have use of the Council Chambers for the Special Meeting. Boardmember Lord and Seaman will not be in attendance. Boardmember Faulkner reiterated that she will do her best to get the presentation from Ms. Coble so that it can be viewed at that meeting.

Boardmember Lord wanted the Boardmembers to keep in mind the demographics of the survey and that the age of the majority of respondents were between 12 and 29 which was over represented in terms of library users. This was also within the age group of the students from Ms. Coble’s classes that were conducting the survey or handed the survey out. She also indicated that Library Director Hill is aware the comments regarding extending the library hours and will put together some budget amendments of cost scenarios but at the moment she in involved with employee turnover. Another issue that jumped out at her was that there is under utilization of the programs. Either there was no response or no one is really interested in those programs. A Boardmember commented that the programs are highly attended though. The Clerk was unable to discern who made the remark, Boardmember Larson or Seaman.

There were numerous comments regarding newer books and information and Boardmember Lord spoke to Library Director Hill about getting with the Rasmusson people and submit a proposal or something. The Boardmembers agreed that there were many outdated collections.

Boardmembers discussed the wifi and internet access. They agreed that these problems are solvable and people should be able to be on the internet and not time out. They agreed that there are many questions that require Library Director Hill’s response and input.

Boardmember Larson related a possible solution to teen’s accessing pornographic sites on the internet from the library computers. This was a process implemented by the college. She has heard complaints she believed from reputable sources regarding teenage boys accessing pornographic sites on Library computers and then showing younger children how to access those sites.

Boardmember Lord commented that Library Director Hill felt that her staff was adequate in making sure that these types of sites are not accessed by underage persons. She reported that if this is happening and parents know about such incidents why are they not reporting it to the Library staff or to Library Director Hill? Vice Chair Faulkner stated that a recommendation can be made to staff to increase vigilance on this problem.

Boardmembers then discussed the comments related to opening later or on Sundays especially during term/testing times; collaboration of staff and volunteers or staff from the High School and College to enable later operating hours; competition between the Library and local video businesses and the college or community schools when offering classes. The Boardmembers discussed that money is the biggest obstacle to be overcome when trying to add new books, and limitations on staff time in processing the new materials. Vice Chair Faulkner gave a brief review of the process required to add a new book. She is now processing books that were received in June.

Boardmember Lord stated that a person from the Rasmusson Foundation commented that they felt the children’s selection of books were inadequate.

The Boardmembers touched on a few of the other topics such as more computer time, and the ability to listen or read books or music online. They agreed overall that the survey did bring up a number of topics that could be focused on by staff and Friends. Boardmember Larson recommended that they look at publishing an informational booklet covering all the topics.

Vice Chair Faulkner stated that that is something that can be brought up and addressed when staff, the friends and the Board meets at the next meeting. This will present a perfect opportunity to come up with ideas and decide the best group to address the issues.

 

There was no further discussion.

 

B.         Library Improvement Plan

            A.            Operating Hours - Options

 

Boardmember Lord wanted to address the cost of the heat in the building, which has been way more expensive especially for a LEED building. She did speak with Library Director Hill. When she spoke with the architect, Mr. Brian Meissner stated with the air quality of the building they are pumping the hot air out of the building. She did not accept that answer so during her visit to Cold Climate Center in Fairbanks and they commented that there was no reason to pump out air from a building that air exchangers, filtration would have been installed to handle that; She spoke to Library Director Hill and Boardmember Lord thought the best approach would be to speak to the City’s sustainability person. She is confident that there is a retrofit that would increase the cost saving s for the City. If there is she would like to have it addressed in the budget. She did note that the installers did come back and check on it and did not indicate anything wrong. Boardmember Seaman related a personal experience with a boiler heat system and problems that occurred with a missing piece and dust. Vice Chair Faulkner commented that a former Public Works employee who knew the system and has transferred to the Port was always coming by to tweak the system.

Boardmember Lord will contact the sustainability person with the City and let them address the issue if the Board members agreed.

 

There was no further discussion.

                                               

C.         Library – Comments, Responses, Issues and Challenges.

 

There was no discussion.

 

D.         Capital Improvement Recommendations

            1.            Discuss and agree on the top five projects to submit to City Council.

            2.            Need a motion to send Memorandum to Council with recommendations.

 

Boardmembers offered and discussed their personal top picks for the 2009-2013 Capital Improvement Plan. There was brief discussion on the merits of submitting smaller or less costly projects. Vice Chair Faulkner explained to Boardmember Larson the reasoning behind the CIP list and projects. Boardmember Larson offered a suggestion of using the area toward the rear of the property under the businesses and residences for a community or school food garden. Although, this suggestion did not fit the CIP process the Boardmembers agreed it was a good idea and would have it on the agenda at a future meeting to develop further. After much discussion the Boardmembers present agreed on and prioritized the following projects:

 

1.       Aerial Fire truck

2.       Homer Intersection Improvements

3.       Public Restrooms – downtown

4.       Homer Greenhouse

5.       Haven House

 

LORD/SEAMAN – MOVED TO SEND MEMORANDUM TO CITY COUNCIL WITH THE LIBRARY ADVISORY BOARD RECOMMENDATIONS FOR THE CAPITAL IMPROVEMENT PLAN FOR 2009-2013.

 

There was no discussion.

 

VOTE. YES. NON-OBJECTION. UNANIMOUS CONSENT.

 

Motion carried.

 

NEW BusinesS

 

There was no new business.

           

Informational Materials

 

There were no informational items.

                                   

Comments from the PUBLIC

 

There were no public comments.

 

COMMENTS OF THE CITY STAFF

 

There were no comments from Staff.

 

Comments from the Board

 

Boardmember Seaman is very thankful that they have such competent staff.

 

Boardmember Larson commented that the visitor from California who took her picture was going to use it to show them what is done here in Alaska. She will deliver the thank you cards to the Rotary, Daisy Lee and Cathy Ulmer who is donating plants.

 

Boardmember Lord is happy that the survey is in hand and can start addressing some of those issues. She apologized that she will not be in attendance for the special meeting on the 19th.

 

Vice Chair Faulkner reminded the Boardmembers about the special meeting on August 19, 2008 at 6:00 p.m. in Council Chambers.

 

COMMENTS OF THE CHAIR

 

There were no comments from the Chair.

 

adjournment

 

There being no further business to come before the Board, Vice Chair Faulkner adjourned the meeting at 7:45 p.m.  There will be a Special Meeting on August 19, 2008 at 6:00 p.m. and the next Regular Meeting is scheduled for September 2, 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: