Session 06-01, a Regular Meeting of the Library Advisory
Board was called to order on
PRESENT: BOARDMEMBERS: LORD, MAUGER, HAWFIELD, KEFFER, SEAMAN, WAGNER, BURSCH
STAFF: LIBRARY DIRECTOR HILL
DEPUTY CITY CLERK JACOBSEN
LIBRARY PROJECT MANAGER GIBSON
A.
Minutes of
Chair Lord made two minor corrections to the minutes.
HAWFIELD/MAUGER MOVED TO APPROVE THE MINUTES AS AMENDED.
There was no further discussion.
VOTE: YES: UNANIMOUS CONSENT
Motion carried.
WAGNER/HAWFIELD MOVED TO HEAR THE PROJECT MANAGERS UPDATE BEFORE THE LIBRARY DIRECTORS REPORT.
Chair Lord commented that she would like to be expeditious in getting through tonight’s agenda.
VOTE: YES: UNANIMOUS CONSENT
Motion carried.
Library Project Manager Gibson presented photos of the construction site for the Board to review. He explained that the roofers are about two weeks behind due to the weather and the holidays, however they are back and are hoping to have the upper roofs completed in the next two to three weeks, then they will move on to the lower roof. Mr. Gibson explained that work has continued inside the building in spite of the roofing delay, there has been some interior framing done and some drywall has been hung. The electricians are expected to be on site in a week and once their work is done, more drywall work can be done. Mr. Gibson explained one issue that has come up is a structural steel column got water inside it and froze, causing the column to bulge. The architect and engineer will be coming to the site to look at it and determine if it needs to be replaced. He added that it shouldn’t be an expense to the City.
There was discussion regarding previous comments to paint the big pilings black to match the ceiling. Mr. Gibson explained that Mr. Meisner, the architect, wasn’t enthusiastic about painting them black, as it will lose the natural appeal. He added that the pilings are not in public areas so there shouldn’t be any issue with rust or oil rubbing off. He explained that the contractor had asked about it as well because the pilings have to be cleaned up to a satisfactory standard and they have to agree what that standard is. Mr. Gibson briefly commented that because this is a LEED building the amount of pollutants that are used during construction have to be limited. He added that the pilings could be painted later.
Boardmember Wagner questioned how the waste disposal is monitored in regard to the LEED requirements. Library Project Manager Gibson explained that a waste management report has to be filed before they begin work and they are monitored along the way. When Mr. Meisner is in town there will be a meeting with the contractor to discuss and ensure the plan is being followed.
There was discussion that some funding disappeared that was intended for landscaping. Mr. Gibson explained that $200,000 was cut and as a result the items that have been cut are all of the benches, the mulch that was to be used to plant the northern garden, the type A hydroseed that was going to be used for the majority of the lawn around the building, the fern grotto and the patio that was to be to the north east of the entry apron. Mr. Gibson added, with regard to the seed, that the type B seed that is used in the swales and areas where water runs was not cut as it is necessary. He expressed his opinion that the type A seed is just as necessary, otherwise there is just a muddy field, which is not a stable solution, it is unattractive and mud will get tracked into the building. He views this as a high priority as the construction comes to a close if there is money left over.
There was brief discussion regarding a fundraising opportunity to replace these items that have been cut, it appears to be a sellable list. It was pointed out that Rotary is interested in assisting with benches and there will be discussion about the Margret Pate Memorial garden later in the meeting. Chair Lord mentioned Parks Maintenance Coordinator Hagerty is interested planting the gardens with volunteer help, since she will be maintaining them.
Mr. Gibson commented that funding has been approved for the gross site work on the western lot, which will include the trail. He is unsure whether it will be paved or gravel.
Mr. Gibson stated they are
keeping an eye on costs and overall he is please with the way things are
going. He thinks the
A. Statistical Report for December 2005
Library Director Hill advised the
Board that the meeting with the architect scheduled for January 12 has been
cancelled. Ms. Hill reviewed the
statistics and pointed out that a few categories were incomplete. She explained that circulation was down in
2005 by 1922. Interlibrary loans had
less incoming and more outgoing. Ms.
Hill pointed out this shows they are collecting materials that are suitable for
the community, as people do not have to go out as much, but other libraries are
borrowing more from Homer’s library, and that is a nice statistic for the end
of the year. Attendance was up slightly
and story hour was higher by almost 750 children for the year. She commended Library Technician Ellis for
her efforts with story hour. Classes
were about the same and Internet users were up slightly. She reported that programs were close, but
expects them to be higher once the stats are complete because there have been
more books delivered to the seniors at Friendship Terrace and the
There was brief discussion whether there would be advertisement for the wireless internet service that will soon be available. Library Director Hill said there would be. She is working with the Friends of the Library as they are doing a grant for the hardware, and there will likely be some advertisement when it becomes available.
Boardmember Keffer questioned the size of the collection in correlation with moving into the new library. Ms. Hill explained that she did not have the exact percentages but would for their next meeting.
No committee report
Councilmember Stark explained that because City Manager Wrede and Councilmember Shadle were unable to attend the meeting, he was in attendance to discuss the proposal to bring the college library’s activities into the City library. The proposal is that the campus portion for the stacks would be about 1500 feet or less and the campus would supply a half time staff person who would be under the direction of Library Director Hill.
Deputy City Clerk Jacobsen interjected that she had spoken with Councilmember Shadle prior to the meeting and he preferred that discussion regarding his resolution for this item not take place until after the resolution was available to the public in the City Council packet.
Mr. Stark commented that Mr.
Shadle is sponsoring a resolution to accomplish bringing the libraries
together. He explained that there will
be no public testimony per se, but this matter has gone back and forth for years. Mr. Stark said he is interested in hearing
why the LAB has opposed this in the past.
He feels it will be benefit the public if the college has access at the
City library and public has access to the
Boardmember Wagner commented that the consortium library concept is what brought her to the LAB. She explained that the issue is funding, pointing out that 75% of the shelves will be full when the city moves into the new library. Mrs. Wagner added that the college library estimated it would need about 2000 square feet and that extra space was axed during the budget process for the new building. She explained that another problem was concerning the staff. The position provided would be part time and during the school year, a time when there are the least amount of visitors to the library. It would put added burden on the City library staff, not only maintaining the stacks of college information but also having to learn to handle the databases the college offers. Mrs. Wagner countered that the LAB did not necessarily oppose the concept; they and the College Director recognized that it wouldn’t work at this time largely due to space consideration that was axed during budgeting. If the State had approved funding to the college for a consortium library, it would have worked a lot better. The City was not going to build a library for the college.
Councilmember Stark responded that the State did provide funding for the library project and it is only 1500 square feet in the stacks. There won’t be as many students during the summer so the concern of the part time would go along with the need of the students. He feels it would be beneficial and commented that there was hesitation among the City Council to approve the half time person request by the Library Director in the budget.
Boardmember Wagner explained that the concern for staff for this is because the databases will have to be maintained and users will need direction to access the information. The City staff time will increase regardless of the time of year. She stated that if it is difficult for the City to fund a part time person now, the added responsibility of a consortium library will put add a burden on City staff with only part time help from the college.
Chair Lord stated that the LAB recognizes there are benefits and problems with a combined facility. Because the Board doesn’t know what Council is going to present Chair Lord suggested postponing discussion until the next meeting. Chair Lord commented that she would be disappointed if the Council acted on such a large and serious measure with out coming to the Board for their input. She pointed out that it has been two years since this last had a public hearing and since then the Council has changed, the LAB has changed and the College has changed and it would be fair to have a new full discussion. Boardmember Wagner added that it would be important to include the College in the discussion also. At the time this was discussed, the Director of the College agreed that it was obvious that it wasn’t going to work with the money and things that were happening at the time. The LAB didn’t shut her down.
Boardmember Keffer asserted that it wasn’t simply a matter of funding, but also space and use. At the time it was laid aside, the informal agreement was it would be looked at again after the City library moved into the new facility. She questioned why it is necessary for that timing to be changed.
Councilmember Stark responded that it is best to consider it now when laying out the interior design.
Mrs. Keffer expressed her concern that the LAB’s motives have been misinterpreted and added that a conversation among all parties would be in everyone’s best interest.
Mr. Stark concluded by commenting that the purpose of the library is to serve the public, including high school and college students. He likes to think that having a better library is the goal of the Library Advisory Board.
Chair Lord thanked Councilmember Stark for coming to the meeting and sharing his thoughts.
Frank Vondersaar wished everyone
a Happy New Year. He advised the Board
that the Friends is working on membership packets at the Homer Foundation
Thursday at
A. New Library Construction Update.
This item was heard prior to LIBRARY DIRECTOR’S REPORT.
B. Budget Planning Process: Discussion of Recommendations and Timeline
HAWFIELD/SEAMAN MOVED TO ACCEPT THE MEMO AND SUBMIT IT TO THE CITY COUNCIL.
Chair Lord passed out copies of a draft memorandum from the LAB to the Mayor and Council regarding Fund Development Concept for Library Operations. It included the following “Near Term Concepts”,
ü Facility Rental
ü On-Site Coffee Kiosk
ü Webpage Giving
ü Homer Foundation Advised Fund
ü Passive Literature for Donors
ü Wish Lists for In-Kind Contributions
ü Partnership and Sponsorship for programs and other library functions
It also included the following “Longer-Term Concepts”,
ü Endowment Fund
ü Legacy Societies or other Donor Recognition Programs
ü Estate Planning
ü
ü Library Service Area or Library/Recreation Service Area
HAWFIELD/SEAMAN MOVED TO ACCEPT THE MEMO AND SUBMIT IT TO THE CITY COUNCIL.
The Boardmembers took time to read the memorandum and discussed each item separately. Boardmembers made minimal changes to clarify some sections and left others as they were. Discussion ensued regarding the summary. The following points were brought up,
ü It should clarify that regardless of volunteer efforts; any of these programs will require staff time to be successful.
ü It is a sales pitch and should be presented in a more positive manner.
ü There should not be any statements regarding the library encouraging gifts due to recent discussions and policy issues.
Boardmember Wagner asked about adding the consortium library under Long Term Concept to be looked at again once the City moves into the new library, as was agreed to two years ago. There was discussion that the LAB has never, even in previous discussion, recommended the consortium library as a revenue source and it should not be added.
Chair Lord agreed to make the
recommended changes and send it to the members for final review. There was discussion about the deadline for
the Council Packet. Deputy City Clerk
Jacobsen reminded them it was
HAWFIELD/SEAMAN MOVED TO ACCEPT THE AMENDMENTS TO THE MEMORANDUM.
VOTE: YES: UNANIMOUS CONSENT
Motion carried.
VOTE: (Main Motion as amended): YES: UNANIMOUS CONSENT.
Motion carried.
C. Recruitment of Student Member
Boardmember Hawfield was excused
and left the meeting at
KEFFER/SEAMAN MOVED TO RECOMMEND MELISSA LETTIS FOR APPOINTMENT.
Library Director Hill explained that she does not know Ms. Lettis but she has a good recommendation from the High School Counselor.
VOTE: YES: UNANIMOUS CONSENT.
Motion carried.
A. Prepare for Meeting with Architects on January 12th.
Library Director Hill reiterated that the meeting was cancelled. The Board agreed that at the February meeting they would discuss scheduling a walk through of the construction sight with the LAB and the City Council.
B. Policies for New Library
Library Director Hill handed out a copy of the existing library policy and additional information to review for their next meeting.
C.
Chair Lord passed out a draft memorandum she prepared from the LAB to the Mayor and Council along with a letter from Ken Castner of the Homer Foundation and a map of the layout for the new library.
The Boardmembers expressed no opposition with the naming of a garden, as Mrs. Pate was a strong supporter of the project. There were several comments made that the map was difficult to read and they agreed not to include it in the materials presented to Council.
Mr. Castner gave a brief explanation of where the garden would be located and commented that the architect is excited about it.
WAGNER/MAUGER MOVED TO APPROVE THE MEMORANDUM FOR THE COUNCIL PACKET TOMORROW.
There was no further discussion.
VOTE: YES: UNANIMOUS CONSENT.
Motion carried.
D. Prepare for City Council Meeting on January 9th.
Chair Lord pointed out that the Council would be discussing Councilmember Shadle’s resolution at the Committee of the Whole. Library Director Hill reminded the group that public comment is not taken at the Committee of the Whole, but they are welcome to come and listen to the discussion. Ms. Lord suggested there be people at the Council meeting to testify that this should come back to the LAB for discussion.
Library Director Hill commented that this is a complicated issue as they are talking about combining budgets, personnel and policies that are very different. At the very least if the City could wait so these changes aren’t happening, while everything else is happening.
Boardmember Wagner commented that
one of the misconceptions stated tonight was that we need to do this now to fit
in another 1500 square feet. She pointed
out that the 1500 square feet isn’t in the building, so it can’t be added now
and won’t be different when the book stack are in. Nothing can be changed at this point, unless
they decide to take out a wall. She
spoke to Carol Swartz, Campus Director, and Ms. Swartz commented to her
understanding that the new library doesn’t have the space. Mrs. Wagner pointed out that 1500 square feet
doesn’t equate to just moving some shelves to tighten it up, they are currently
Boardmember Wagner was excused at
Lengthy discussion ensued around the following comments,
ü There is not space available to include the college’s collection since 2000 square feet was cut during design of the library.
ü City staff will have to maintain the college stacks and knowledge to assist with their databases when the part time employee from the college is not available on site.
ü The LAB isn’t completely opposed to the proposal, they want to have the opportunity to discuss the pros and cons and complications of the consortium library with all parties before jumping right in.
Boardmember Seaman commented that she doesn’t think there is much public awareness regarding this issue.
Boardmember Bursch expressed that people look at it like there is a new building with lots of space, so what’s the problem. His concern is for the consumer, the proposal is not a fair trade. He questioned what the library is really gaining from this agreement.
Boardmember Mauger commented that as a tax payer she would like to see that the decisions made about the direction of the library aren’t going to cost more money for the same services. Nothing has been shown to suggest that this is going to reduce the tax burden on the citizens of Homer. Her impression is that it will increase the operating budget along with the services, but it is not going to save money. The argument regarding the budget and the part time person is a false argument.
After further discussion, reiterating comments made throughout the meeting, the Board agreed to talk to Councilmembers to encourage a worksession that would include Campus Director Swartz. Library Director Hill suggested incorporating the space needs study that was done as a tool to emphasize the growth and needs of the community, along with the percentages that Mrs. Keffer requested during the discussion of the statistics and the size of the college library collection as well as the size of the City’s collection. There should also be more information of what the databases are and what information will be available. There was agreement that this is not the right time and there is a need to get the facts across because it does not seem that they are getting through.
Mr. Vondersaar commented that in the Library Director’s Report it explains that the Library is 75% full, so they should be ready for an argument on available space.
Chair Lord commented that in speaking with people from the Haines library, they commented that they had opposition all along, but once the library opened, the community embraced it.
There being no further business
to come before the Board, the meeting was adjourned at
INFORMATIONAL MATERIAL
A. City Council Minutes from
12, 2005 Regular Meeting.
MELISSA JACOBSEN, DEPUTY CITY CLERK
Approved: