Session 06-02 a Regular Meeting of the Library Advisory Board was called to order on February 7, 2006 at 6:08 pm by Chair Lord at the Homer City Hall Cowles Council Chambers located at 491 E. Pioneer Avenue, Homer, Alaska.

 

PRESENT:        BOARDMEMGER LORD, BURSCH, KEFFER, MAUGER,

HAWFIELD (Arrived at 6:45)

 

ABSENT:          BOARDMEMBER WAGNER, SEAMAN (Both excused)

 

STAFF: LIBRARY DIRECTOR HILL

                        DEPUTY CITY CLERK JACOBSEN

                        LIBRARY PROJECT MANAGER GIBSON

 

APPROVAL OF THE MINUTES

 

A.                  Minutes of the January 3, 2006 meeting.

 

There was discussion of the minutes.

 

MAUGER/KEFFER MOVED TO APPROVE THE MINUTES AS AMENDED.

 

There was no further discussion.

 

VOTE:  YES:  UNANIMOUS CONSENT

 

Motion carried.

 

APPROVAL OF THE AGENDA

 

Boardmember Mauger asked to have Library Project Manager Gibson speak before the Library Directors Report.

 

MAUGER/KEFFER MOVED TO APPROVE THE AGENDA AS AMENDED.

 

There was no further discussion.

 

VOTE:  YES:  UNANIMOUS CONSENT

 

Motion carried.

 

Library Project Manager Gibson gave the Board a set of photos of the library construction to review.  Following up on last months comments, Mr. Gibson explained that the ice that had formed in one of the steel beams had been drained, the beam was still swollen but they came up with a fix that allowed them to put data and power in the wall, so it worked out well.  He continued that the roofers are caught up, they were able to put in the membrane and form and set all the roof panels.  The metal roofing is almost done; they are waiting for the metal to come in for the flashing.  The roofing manufacturer will be coming in March or April to do their inspection so they can warrant the product.  Mr. Gibson commented that most of the siding has gone up, it will get another coat of paint.  The metal siding is up around the spy glass, the black shields are up around the stack and the cedar siding will go up next.    The fireplace has been installed and in March Leo Vait will begin the concrete and stone work around it.  Paul Roark is working on the circulation desk.  Mr. Gibson said they hope to have the contracts out to Mr. Vait and Mr. Roark by this week and get all the details worked out.  The finished floor should be done in May.  He commented that the interior walls are framed and the soffits are being finished up.  The architect and the mechanical and electrical engineers will be down this week to do a site visit to ensure it is what they designed and see if they are happy with it.  Mr. Gibson reported that everything seems to be on track with time and money and they are starting to get to the point where they can decide what they can afford with what they have left over.  He said next month they will be talking about the trail on the western lot.  There are things to sort out like if it should be put out to bid or added to the contract.  There are some concerns with the wetlands and the COE will have to make a determination.  He commented that the parking lot has a large foot print and depending on the COE determination and whether the street improvement goes in, the lot may have to be built later.  He will have more information at the next meeting. 

 

The Board discussed a time for a site visit and agreed on February 20, 2006 at noon.  They also discussed shrinkage as the walls go in.   Mr. Gibson commented that the big shrink will be from the tables and shelves, once they go in, it will be as tight as it can be to allow for wheelchair access.  Mr. Gibson also advised the Board that there has been a construction update provided to the City Manager via memorandum to include in his report for the Council meeting on February 13th and there will be a financial update for Council at their February 27th meeting.

 

LIBRARY DIRECTOR’S REPORT

 

A.                  Statistical Report for January 2006

 

Library Director Hill handed out copies of the statistics for January 2006.

 

Boardmember Bursch asked about the budget for furnishing the new library.  Ms. Hill responded that furniture is budgeted for in the construction budget and she should be going to Anchorage in the next month to do the final selection with the architect.  She commented that a lot of thought has gone into the furnishing, noting that it has to be durable and with the new building being very modern, they are trying to stay away from the institutional library look with the wooden desks and so forth. 

 

Chair Lord asked for an update on the volunteer hours.  Library Director Hill responded that she and Claudia Haines have been keeping track of the volunteer hours, but have not had a chance to get them caught up.  She does have the records and can reconstruct from September ’05 on.  Ms. Hill stated she is working on the core members and Mrs. Haines has been keeping the library volunteer hours and the updated reports will include both records.

 

Library Director Hill commented that most of the statistic are the same or a little lower with the exception of story hour, which keeps growing.  She added that even with the bad weather last Wednesday, they still had a large group show up.  Ms. Hill pointed out that the programs are higher because of the Senior Outreach Program, commenting that it is great to have those programs doing so well.  She advised the Board that the library was closed for a day and a half in January due to the volcano.

 

COMMITTEE REPORTS

 

There were no Committee reports.

 

COMMUNICATION/VISITORS

 

Frank Vondersaar, City resident, asked for an update on wireless internet.  Ms. Hill responded that the hardware was funded thanks to the Homer Foundation.  She has put in the order and once it gets installed it should be good to go.  She is hoping to have it going in February.

 

UNFINISHED BUSINESS

 

            A.         New Library Construction Update

 

This was discussed after agenda approval.

 

            B.         Policies for New Library

 

The Boardmembers reviewed and discussed the current policies.  The following points were made:

 

  • Under the heading Statement of Mission, Goals and Objectives, Goal 9 Objective 2 is almost accomplished.
  • Objective 4 Goal 3, the Quest program is something that was dormant for several years and Library Technician Ellis is starting up again.  It is lists of popular subjects like yoga, finance, Newberry Award winning books, etcetera.  There is no room for the flyers now, but hope to have them up in the new library or even posted on the web. 

 

Library Director Hill pointed out that the Goals and Objectives are something she updated after she began working at the library, she suggested that updating these in the future should be a combination of work with staff, the LAB and the Friends to help ensure it is all inclusive.

 

  • Policy updates need to be completed in accordance with the Patriot Act.
  • Library Director Hill updated and the LAB approved the Collection Development Policy recently.  There is some information that needs to be updated.

 

Boardmember Hawfield arrived at 6:45 pm.

 

Library Director Hill commented that she wants to ensure the policies are current and reflect current law.  The LAB could be helpful to her if they continue to review the policies and bring items to her attention things that don’t make sense and need to be clarified. 

 

  • Collection Development Policy Section D, 4th Paragraph first sentence could be clarified to “Responsibility for Children’s access to information and reading materials rests with their parents and legal guardian.”  
  • Section E. Cooperation, needs updating and developing.
  • Section I #8 Electronic materials should be updated.
  • Section J, Space Constraints could be revised.

 

There was discussion regarding the age of the collection and the cataloguing system of books that are in Russian language.  Library Director Hill explained that it will be easier to determine the age of the collection with the new software.  She also explained that the Russian books are not in the Dewey Decimal System, but they are catalogued by the first three letters in the author’s name.  Ms. Hill also noted that the SIRSI software does recognize Cyrillic characters so that will be an improvement for the system. 

 

  • The Policy for Library Use needs an addition that service animals are allowed.
  • The Circulation Policy is current.

 

Library Director Hill commented that the Library Card Registration Policy is a difficult section because regardless of how detailed it is, there always seems to be the need for exceptions.  She explained one cause for this is a considerable amount of the population is transitory.  She will provide a list of common exceptions for the LAB to review.  There was discussion that the Temporary Family card needs to be added to this section.  It also needs to be noted under the Fines and Fees Policy.

 

  • The Program Development and Library Services Policy needs a lot of work.
  • Fines and Fees need to be updated with City Fee Schedule.
  • The Internet Policy is pretty good, but needs some updating.

 

 

Lengthy discussion ensued regarding the Display and Exhibit Policy.   Current policy has no specific standards and leaves it for the Library Director to approve or disapprove.  Ms. Hill commented that she would like to see a policy in place that is very specific and a process that if she deems something inappropriate, there is an avenue for the person to appeal to.  An option discussed for the approval process was to appoint a Committee possibly made up of the Library Director, a LAB member and a community member, to help deal with it.  There was agreement that implementing a tier system would be suitable.  It would allow the Library Director to refer anything she is not comfortable approving to the Committee and if it needed further consideration it could go to the LAB.  

 

The Board concurred that three months is a sufficient amount of time for the exhibit or art to be on display.  

 

There was further discussion regarding allowing arts and crafts for sale.  Ms. Hill commented that what she has there are many library policies where it is not allowed, reiterating that the purpose of the library is not for profit.  The Board concurred; Boardmember Mauger commented that there are many galleries in town for people to sell their art. 

 

The Board agreed there should be a system for receiving proposals; perhaps a form could be developed.  Library Director Hill commented that some libraries have a waiting list for displays and doesn’t believe they will run out of exhibits.  Policy will need to be established for non-profit organizations, profitable organizations and people with personal collections to display at the library.  They agreed the release form needs to have the reference to price for sale and commission language removed and it would be sufficient.

 

There was further discussion on the process for determining what displays are acceptable in the library.  Ms. Hill suggested the LAB think about the mission of the library, which is different for art than the mission of the museum or a gallery.  Establishing a clear policy and a mechanism for dealing with the process is important.  The Board agreed that establishing the policy will take more discussion.  There was agreement that the tier system is beneficial and if resolution could not be reached through the three tiers, it could be appealed to the City Manager and Council.

 

Lastly, they commented on the spaces available for art to be displayed.  There was discussion that it would be good to have a display case for three dimensional art. 

 

The Board agreed to discuss this further at the next meeting, Boardmember Hawfield agreed to contact the Public Arts Committee before the next meeting.

 

B.                  Discuss Orientation for newly appointed Student Member

 

Chair Lord suggested one of the Boardmembers meet with Student Representative Lettis to explain her role, meeting procedures, and bring her up to date on issues.  Boardmember Mauger agreed to do meet with Ms. Lettis.  Comment was made that the Board should have a better orientation for new members, something more formal than what has been done in the past.

 

NEW BUSINESS

 

            A.         Relationship of public library to college library.

 

Chair Lord explained that she thought the Board should take some formal action and she drafted a hand out, which she provided to the other Boardmembers at the beginning of this discussion.  There was discussion regarding the potential for the resolution to be rescinded.  Chair Lord expressed her feeling of the importance of coming out of this meeting with a statement that is brief and positive, stating that they would like to pursue cooperation with the college, but not in a combined way.  The Board took time to review the draft from Chair Lord, which states:

 

            The Library Advisory Board finds that: 

1.       The new Homer Public Library nearing completion was planned, funded and designed, with tremendous public participation and support, as a modern public library to serve community needs and growth to 2020, and

2.       Cooperation with the Kachemak Bay campus of Kenai Peninsula College regarding library resources and services currently exists and can be enhanced in ways that benefit all parties without physically locating resources and services in the same building.

 

The Library Advisory Board respectfully requests that the Homer City Council rescind Resolution 06-09(S)(A).  It  further recommends that cooperation with the college regarding library resources and services be codified in a formal agreement that respects the responsibilities of each institution  to its mission and core constituency, in it’s own building, while providing for cost efficiencies and community service.  Such an agreement may be developed after the new Homer Public Library is operational and by mutual agreement.

 

Ms. Lord referenced a memorandum from Library Director Hill to the Council that had a reference to cooperation with the college and Ms. Lord and Ms. Hill have discussed the idea of having a more formal agreement that would lay out the cooperation and make it better.  Chair Lord commented that she did make effort to work with the College Advisory Board, but they have not responded.  Boardmember Hawfield commented that it would be appropriate to find out from Carol Swartz if this is an acceptable solution to the college. 

 

Boardmember Bursch questioned whether this action is necessary.  Chair Lord feels it is because the City Council locked the Board out of participating and now that the Board is meeting, they would be locking themselves out if they did not respond in some way.  She would like to be on record that the Board supports rescinding the resolution. 

 

The Board discussed what type of action they should take.  A point was suggested that a cost benefit analysis isn’t going to provide information that they don’t already have.   It was also pointed out that the College hasn’t been moved to undertake a study and the LAB hasn’t been asked to undertake a study. Boardmember Keffer questioned why they would endorse such a study, when they haven’t been asked to do it.  Library Director Hill and Chair Lord clarified that the amendment to the resolutions was that the Library Staff, a representative from the College and the City Administration would do an analysis of space and cost. 

 

Revisions to the draft statement included replacing “codified in a formal agreement” with “formalize in a memorandum of understanding”, and adding the word “each” after “core constituency,”, adding “approved” before “planned” on the first line and not using the line “

 

Library Director Hill was asked to comment but said she would not since she has been named one of the people to be involved in the study, if it happens. 

 

MAUGER/HAWFIELD MOVED TO ACCEPT THE DRAFT MEMORANDUM WITH THE EDITED CHANGES, REPLACING “codified in a formal agreement” with “formalize in a memorandum of understanding”, adding the word “each” after “core constituency,” and adding “approved” before “planned”. 

 

There was brief discussion on the accuracy of the changes.

 

VOTE: YES:  UNANIMOUS CONSENT

 

Motion carried.

 

            B.         Update LAB Bylaws.

 

The Board agreed that they should have a Committee of two or three to discuss and bring recommendations back to the Board.  Library Director Hill has information she can funnel to the Committee.  Boardmembers Hawfield, Bursch and Keffer agreed to participate on the Committee.  There was discussion regarding how many people could be in a Committee before it has to be advertised.  Deputy City Clerk Jacobsen read the following excerpt from the Open Meetings Act (OMA):

“For a smaller body, like a subcommittee or board with less than six members, any gathering of a majority of a body will constitute a meeting if the members collectively consider any matter upon which the body has the power to act.”

 

She clarified that if the Committee is made up of three, a majority is two.  It was questioned whether they could shuttle information back and forth via email.  Ms. Jacobsen responded that too is a violation of the OMA.

 

They agreed to schedule the bylaw committee meeting Monday, March 13th, noon to 1:30 pm at the College Commons, East Campus. 

 

A.                  Coordination of March meeting date.

 

Chair Lord advised the Board she will be away for the March 7th meeting.  She pointed out that it is also spring break and questioned whether they anticipate having a quorum or if they need to reschedule.  The Board agreed to keep the meeting date on March 7th.  Library Director Hill asked that if people are not going to be able to make the meeting to let her know before the meeting time.

 

COMMENTS FROM THE PUBLIC

 

Larry Sloan, City resident, questioned Library Director Hill about the policy for petitioning. The policy states’ petitioning is not allowed in the library and he asked if it is allowed on library grounds.  Ms. Hill responded that she would check into it and get back to him.  Mr. Sloan commented that he would hate to see it restricted; he feels the exterior is a valid place to petition the public and if it is allowed, he would like to see it continue.  Mr. Sloan commented that there is currently 34,000 items in stock in the current library and asked about the amount of shelf space allowed for in the new library.  Ms. Hill responded it would be 45,000.  Mr. Sloan confirmed that he would be allowed to attend the library building tour on the 20th.  Chair Lord replied that he is, but he will need to have a hard hat. 

 

Mr. Sloan commented to the draft recommendation regarding codifying the separation of the college library and City library. He expressed that he would hate to see that happen.  No one denies that the Board has put out a tremendous amount of work and effort in developing this concept and following it through, but the fact still remains that this is a public library and a lot of public funds have gone into it.  Mr. Sloan stated there are a lot of people who have not yet weighed in on the concept of combining the libraries.  Resolution 06-09 is coming back for hearing again this next Monday.  He understands that it may be pulled, but at this point it is still up for discussion.  He welcomes the opportunity to make some comment to City Council on the resolution and feels there are others who will also.  The fact that they have not been involved in the process already shouldn’t tell against them, there are people who have a lot of other activities going on in their lives and simply don’t have time to comment or prefer to do it so through another forum, perhaps they prefer speaking directly to a councilmember.  Mr. Sloan added that the college has a beautiful collection and any library in the country would be tickled pink to have it as an addition to their collection, everything being equal and assuming they had the space and facilities.  It seems to him that in the future there may be funding for a continuation or expansion of the library.  He understands that 2,000 square feet was cut, but the building is designed so the area could be added should funds come available and he feels it is quite possible they could.  He would rather the City not close the door to this issue.  He recalled comment some Boardmembers made with regard to the consortium library that there is no sense of urgency, let’s wait until the building is complete then they can deal with it.  Mr. Sloan brings the same argument to this issue; there is no sense of urgency to codify a separation of the two libraries.  He suggested waiting until the new library is complete, then revisit the issue.  Maybe the dynamics will be different then.

 

COMMENTS FROM THE BOARD

 

There were no Boardmember comments.

 

ADJOURNMENT

 

Chair Lord called for a motion to adjourn until March 7th.

 

HAWFIELD/KEFFER SO MOVED.

 

There was no discussion. 

 

VOTE:  YES:  UNANIMOUS CONSENT.

 

Motion carried.

 

There being no further business to come before the Board, the meeting adjourned at 8:42 pm.  The next Regular Meeting is scheduled for March 7, 2006 at 6:00 pm in the City Hall Cowles Council Chambers located at 491 E. Pioneer Avenue, Homer, Alaska.

 

INFORMATIONAL MATERIAL

 

 

 

                                                                                   

MELISSA JACOBSEN, DEPUTY CITY CLERK

 

Approved: