LIBRARY ADVISORY BOARD UNAPPROVED
REGULAR MEETING MINUTES
FEBRUARY 2, 2010
Session 10-02 a Regular Meeting of
the Library Advisory Board was called to order on February 2, 2010 at 6:08 pm
by Chair Eileen Faulkner at the Homer City Hall Cowles Council Chambers located
at 491 E. Pioneer Avenue, Homer, Alaska.
PRESENT: BOARDMEMBERS
FAULKNER, WAGNER, LARSON, SEAMAN
STUDENT
REPRESENTATIVE: HEATHER SCHADE
ABSENT: BOARDMEMBERS HAWFIELD (EXCUSED)
STAFF: LIBRARY DIRECTOR HILL
DEPUTY
CITY CLERK KRAUSE
Due to a learning curve with the new
sound system much of the meeting was not audible for the clerk to transcribe
for these minutes.
Approval of the Agenda
Library Director Hill requested the agenda to be
amended moving Pending Business Item A, Capital Projects after Approval of the Agenda.
There was no discussion.
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.
Approval of the Minutes
A.
Regular
Meeting Minutes from November 3, 2009.
WAGNER/LARSON
– MOVED TO APPROVE THE MINUTES.
There
was no discussion.
The
minutes were approved by consensus of the Board.
Visitors and Communications
A.
Student
Representative Report
Heather
Schade reported that having a movie night at the library, a Valentines Day
party with music and snacks would be good was highly favored among her peers.
She
clarified that movie night included both titles for rent and showing a movie.
Boardmember Larson elaborated on this idea where the movie could be chosen to
correspond with a theme, one night a month. Suggestions of theme such as
valentines day, foreign films, etc. The availability of current movies is reflected
in the budget for movies. Unless they get donations or have other sources for
more current movies. The Library does pay for a permit to view and distribute
movies and some movies are not on the list because the promoters want the
revenue. She stated that the Library does own some great classics and has a
subscription to a foreign film club. Discussion evolved on a cartoon series and
that may be an alternative to a movie. There was concern expressed that prior
attempts at movie programs never did well. Ms. Schade stated she could poll her
peers to determine the best time and day for a movie program and report back at
the next meeting.
B.
Friends
Report
Boardmember
Larson reported that she enjoyed herself very much. She attended the meeting on
January 13, 2010. The Friends are in the planning stages for a retreat sometime
in June or July and would like as many Boardmembers as possible to attend. They
are also looking for recommendation for the Lifetime Learning award recipient
and a recommendation from the Board was encouraged. They did discuss WiFi
issues, mainly concerning slow access/download speeds. A brief discussion was
held on what to do with the money that they currently have in savings.
The
Boardmembers discussed the best time to hold a retreat to enable the most
boardmembers and staff would be a rainy Sunday in June.
There
was no further discussion.
C.
Next
Friends Meeting
Chair
Faulkner requested volunteers for the February 10, 2010 meeting. The
Boardmembers present checked their schedules and it was determined to nominate
Vice Chair Hawfield to attend since it was on a Wednesday. Chair Faulkner will
send him notification by email.
There
was no further discussion.
Library Director’s Report
A.
Director’s
Report for February 2010
Library
Director Hill asked for any questions or comments. She reported that the Pajama
Party was a big success. There were 27 participants. Library Staffer Joleen
made homemade play-doh. Snacks were also provided. Boardmember Wagner noted
that a knitting group in Seward was named the Knit-Wits and Hookers.
There
was no further discussion.
B. Monthly
Statistics – January 2010
Library Director Hill distributed the statistics for
January. She commented that the first report of the year always looked strange
to her. She commented on the differences between January 2009 and January of
this year. She noted that the volunteer hours are not complete. Staff is in the
process of weeding out old titles. She has noticed that materials placed on the
top shelf are not used as much by patrons. There has been a difference in the
deposits patrons have requested payment terms and working off any fines. She
noted one patron has been providing free of charge, a coupon basket. She is
originally from the East Coast and this was a common practice there. The basket
is next to the reservation computer. The patron updates the basket on a regular
basis.
In response to the Board Library Director Hill
stated there is one staff member assigned to work with patrons in regards to
payments on their accounts. She noted that there are some that are consistently
in arrears on their accounts.
There was no further discussion.
Committee Reports
A. Art Selection Committee Report
There was no report for Boardmember Faulkner.
Library Director Hill commented that she received an inquiry from a local
author who wanted to offer materials to exhibit to coincide with the archeology
conference coming to Homer. She asked whether the Boardmembers wanted to
consider changing the exhibit to include writings such as manuscripts, prose,
poetry, etc. Chair Faulkner said that is a consideration. Library Director Hill
stated it could be discussed at another meeting.
There
was no further discussion.
B. Landscape Committee Report – Flo Larson
Boardmember
Larson reported that the Committee met with Ms. Adams and discussed the center
planter. She displayed her map with the plant recommendations and design. She
was very excited regarding the end results. A suggestion from Ms. Adams giving
the day or dates a name such as Halt the Invasive, Love Your Library Landscape,
and Library Landscape Liberation. Boardmember Wagner suggested Dandelion Days.
She also suggested setting the dates to coincide with the Clean-up Homer day.
Concern was expressed regarding competition for those volunteers time. Boardmember
Larson will make up posters with the slogan and this can follow through on
print and radio advertisements. It was discussed that Library Director Hill
will ask if Carey at the Friends can assist with the creation of the posters
for them. The date for the clean-up was May 1, 2010. Library Director Hill
would like to coordinate this with the City personnel on their role and she
would like to establish some guidelines on what the Library Advisory Board
wants the City staff to perform. Boardmember Larson commented that she is taking
this project in baby bites because it is so large and overwhelming. Library
Director Hill will contact Ms. Adams and then meet with Parks Maintenance
Coordinator Otteson. Boardmember Wagner was not sure that the City Staff
expected to perform any maintenance on the gardens. Discussions with Ms. Adams
indicate that is what her crew will be paid for this summer by the Friends. She
noted that City Staff may take care of the mowing though. There was a question
regarding expectation of volunteers performing maintenance on a few of the
established gardens. It was noted that coordination with City personnel was
crucial.
There was no
further discussion.
Public Hearing
None.
Pending Business
A.
Capital
Projects
Carey Meyers, Director of Public
Works (PWD) addressed the Board and responded to questions and concerns
expressed by the boardmembers regarding the energy efficiency of the library
building.
Specific points made by both parties
were as follows:
-
Meeting
held at the end of January with Mechanical Engineer from Anchorage including Mr.
Bill Smith.
o
Light
Control in back parking lot
o
Interior
light control timers
o
Storage
area lighting
-
Recommendations
submitted by Mr. Smith will be reviewed. Some alternatives have been offered.
-
Changes
that can be performed by Public Works staff.
-
Turning
heat on sooner on Mondays. Building is extremely cold on Mondays than on the remaining
days.
-
Homer
Police Department has requested lighting in Parking lot to remain on to use as
a deterrent to vandalism. Public Works will confer with Homer Police before any
adjustments are made.
-
Adjustments
to heated sidewalk may offer some energy savings.
-
Baffling
for hallway at entrance may be accomplished by Public Works personnel
-
Issues
the Boardmembers would like to address include but are not confined to:
extending the smoke stack, insulating
the north windows using roll down/up shutters, blinds or curtains, cinder block
insulation, and mechanical windows.
Further discussion ensued on various
examples of energy efficiency efforts in buildings all over the world; the need
to expend additional monies on studies, prolonging the repair and/or correction
of deficits; Public Works Director Meyer will have a status report for the
March meeting.
Additional dialogue on what can be
performed in-house and as an operating expense ensued. Public Works Director Meyer
would like to submit to City Council to approve, a budget for the items that
can be completed by local contractors. They could go back for additional
funding on the capital project items.
Boardmember Wagner questioned
Director Meyer about the Block Grant Funds awarded to the City in the amount of
approximately $200,000. Mitch Hrachiar will take over the energy efficiency
duties that were started by Deerstone. Mr. Meyer noted some bills regarding energy
efficiency that were currently on the floor in the Legislature. He responded
that City Hall and the Airport were the strongest competitors in regards to
energy usage. He could not picture expending those funds for the library.
It was noted that a distributor for
roll down shades was located in Kenai.
Boardmember Wagner pointed out in
response to Mr. Meyer that the philosophy regarding the settings fits the
summertime and they are not dealing with the summertime. It is not when the
energy is used. She is not aware if it is a block with the contractor but the
employees are aware of this, Mr. Smith pointed it out, and now a third party
looking at it and the people in Anchorage and the program still has not been
changed. This has been discussed for 2 years. She would appreciate it if the
emotional or political blockade can be overcome and fix the problem. She
further posed the questions if is because they are located in Anchorage, not
giving appropriate time and awareness, or not able to have this particular
building work efficiently. Mr. Meyer acknowledged the frustration and also
cited staff shortage and training. Library Director Hill commented that the
report from the third party engineer is expected this week. Discussion on
whether the contract is still in effect with the Anchorage firm ensued.
Chair Faulkner thanked Mr. Meyer for
coming and updating the Board on the status of energy efficiency for the
Library. She further confirmed that the board will “rack & stack” the
priorities.
The Boardmembers then proceeded to entertain
a discussion regarding prioritizing the capital improvement projects on their
list. It was noted that depending on what the third party engineers report
stated it would assist in outlining the capital project priorities. It was
agreed by consensus that Library Director Hill would email the report to the
boardmembers, then prioritization will be done at the March meeting and a
Memorandum submitted the next day to the City Manager. This would still make it
timely for his report to City Council.
Boardmember Larson offered a
recommendation to consider performing a heat loss test on the building with an infrared
camera. This would identify the heat loss zones.
There was no further discussion.
B.
Library
– Comments, Responses, Issues, and Challenges
There was no discussion.
C. New Boardmembers
There was a brief discussion on the existing need of
new members. Chair Faulkner commented she thought that she had one person but
it fell through. It was noted that they could have one more member from outside
city limits so they could expand the campaign area. It was noted that not
having a full board compromised having a quorum each month. Chair Faulkner
strongly urged the Boardmembers to keep searching.
There was no further discussion.
NEW BusinesS
A. Review
and Update Library Policies and Procedures
Library Director Hill stated she last performed a
major review and update of the Policies and Procedure manual back in 2002. She did
another update in 2006. She expressed the opinion that it would not be possible
to review and update the entire manual on a yearly basis. She believed that it
could be done by sections.
She made the following comments:
1. The
mission statement was still relevant.
2. The
goals and Objectives needed updating.
3. Collection
and Development needed updating.
4. Library
User Policy is adequate but did not address possession of weapons by patrons.
The
Board held a brief talk on this issue.
5. The
section on Un-attended children is adequate.
6. Circulation
Policy is adequate.
7. Library
Cards Registrations requires some updating to the section on Permanent Cards.
There
was a brief discussion on what to do with issuing cards to persons with no
permanent address or Post Office Box.
8. Program
Development requires updating.
9. Fees
and Fines are adequate at this time. The City does not want to increase any
fees.
10. Display
and Exhibit Policies are adequate and the most recently updated.
11. Complaint
Policy is adequate.
12. Public
Use Policy is in the process of being updated. Reasonable measures are being
used and consideration on how staff can actually enforce a policy.
13. Space
Use Policy is adequate.
She noted that the most recent appendices are being
used. That the staff is working together on a Customer Service Vision
Statement. Library Director Hill further stated that due to a heavy workload she
is not progressing quickly on these updates.
Boardmember Wagner recommended that she bring the
updates before the board as she completes them. They are to be reviewed yearly
so they do not get “Stale” and that is being accomplished. Additional
recommendations and suggestions were offered from the boardmembers regarding
completion of the updates.
The Board agreed by consensus to add this as an agenda
item and then it could be addressed monthly as needed. Library Director Hill
took this time to inform the Board that she would be on vacation for 1.5 weeks
in February.
There
was no further discussion.
Informational Materials
None.
None.
COMMENTS OF THE CITY STAFF
Library Director
Hill thanked everyone for coming.
Deputy City
Clerk Krause thanked the Boardmembers for being the first group to use the new
system and being the “guinea pigs”.
Comments from the Board
Boardmember
Larson thanked the other members of the Landscaping Committee. She feels they
have a good group. Remainder of comment inaudible.
Boardmember
Wagner stated the Landscaping Committee was lucky as they had a goddess on
board with Ms. Brenda Adams. There were a few inaudible comments.
Student
Member Schade had no comments.
COMMENTS OF THE CHAIR
Chair
Faulkner commented that they are making a difference even if very slowly.
Thanked everyone.
There being no further business to come before the Board
Chair Faulkner adjourned the meeting at 8:15 p.m. The next Regular Meeting
is scheduled for March 2, 2010 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: