City of Homer

LIBRARY ADVISORY BOARD UNAPPROVED

REGULAR MEETING MINUTES

JANUARY 6, 2009

Session 09-01 a Regular Meeting of the Library Advisory Board was called to order on January 6, 2009 at 6:03 pm by Chair Michael Hawfield at the Homer City Hall Cowles Council Chambers located at 491 E. Pioneer Avenue, Homer, Alaska.

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

ABSENT: BOARDMEMBER LARSON (EXCUSED)

STAFF: CITY MANAGER WREDE

LIBRARY DIRECTOR HILL

DEPUTY CITY CLERK KRAUSE

Approval of the Agenda

Chair Hawfield called for a motion to approve the agenda.

LORD/FAULKNER – MOVED TO APPROVE THE AGENDA.

There was no discussion.

The agenda was approved by consensus of the Boardmembers.

Public Comments Regarding Items on the Agenda

None.

Reconsideration

There were no items for reconsideration.

Approval of the Minutes

A. Regular Meeting Minutes from December 4, 2008

Chair Hawfield requested a motion to approve the minutes.

LORD/FAULKNER – moved to aPPROVE the minutes.

There was no discussion.

The minutes were approved by consensus of the Boardmembers.

Visitors and Communications

A. Friends Report –

Boardmember Lord did not attend but she did speak with Ms. James who reported that the membership drive went very well; stressed joining this group; they have many special events going on in January. The guest speaker for the Writers Workshop will be Rich Chiappone. He will discuss, “Why everything you’ve been taught is keeping you from becoming a writer”; she will be the featured writer for February; a fund raiser is being planned for April; they have distributed signs regarding the sign RFP; exact locations were not known at this time. The next meeting is scheduled for January 14, 2009. Library Director Hill added that they have added many new programs and they passed their budget.

There was no further discussion.

B. Visitors/Staff Report -

Brian Hirsh, Deerstone Consulting, presented information on a cost comparison between the new library building and the old building regarding electric and fuel oil usage for heating, lighting and cooling. He explained that Bill Smith with Puffin Electric, Assemblyperson and resident of Homer has been volunteering his time to assist resolving problems with the heating/air exchange systems.

The Clerk was unable to transcribe the discussion accurately held between the Boardmembers and Mr. Hirsch due to a malfunctioning public mic. Not all of Mr. Hirsch’s comments and responses were audible.

Included are the draft charts and graphs that Mr. Hirsch used in his presentation.

Homer Public Library Energy Use Report

DRAFT January 2009

This report presents the energy data for the Homer Public Library facilities (old and new) for the years 2006 through 2008. All data is still preliminary. An error occurred in the reporting of the Library facilities electricity data in the City of Homer Climate Action Plan (December 2007). These errors and corrections are reported here. This report was prepared by Joel Cooper, CAP Project Manager with Deerstone Consulting.

Climate Action Plan Data

Due to a mix up in the reading of Homer Electric Association (HEA) account numbers, names, and activity status of the old and new library facilities, the 2006 electricity data reported in the City of Homer Climate Action Plan-December 2007 (CAP) was incorrect.

The errors made were:

· The electricity data for the old public library (on Pioneer Avenue) was reported as the electricity data for the new public library (on Hazel Avenue).

· Part of the electricity data for the new public library was reported as the electricity data for the old public library.

The corrected CAP data for 2006 is in the table below.

Facility	Electricity (kWH)	Electricity Costs	Equiv CO₂ (tons)	Energy (MMBtu)
New Public Library	74,640	$11,234.19	50	255
Old Public Library	32,396	$4,728.60	22	111

Electricity Data

New Library

The annual electricity use and costs for the new library are reported in the table and graphs below. Since electrical meters are not read based on the calendar year, data sets were selected to best capture each year. The new library opened Sept. 16, 2006 and that electrical usage before that time was associated with construction and moving in. (So of the 239 days shown in 2006, just over 100 were "normal" use.) 2006 data is not a full year because that was the year the library opened. 2008 data still has one more month of data to report before the year is complete. Data is from meter read dates 2/7/2006 to 12/8/2008.

New Library Annual Electricity Use and Costs
Year	# of Days	kWh	Costs
2006	239	74640	$11,234.19
2007	363	184000	$24,028.16
2008	336	151920	$22,558.87

Old Library

The annual electricity use and costs for the old library are reported in the table below. Since electrical meters are not read based on the calendar, year data sets were selected to best capture each year. The old library was sold in 2008 and the last metering reading was 6/9/2008. Data is from meter read dates 1/9/2006 to 6/6/2008.

Old Library Annual Electricity Use and Costs
Year	# of Days	kWh	Costs
2006	364	32396	$4,728.60
2007	367	2031	$748.67
2008	182	1280	$409.57

Heating Fuel Data

New Library

The annual heating fuel use and costs for the new library are reported in the table and graphs below. Since fuel deliveries are not based on the calendar year, data sets were selected to best capture each year. When comparing annual data, incomplete data years need to be considered. Data for 2006 starts from 9/9/2006 when the library opened and data for 2008 is only through 9/17/2008 for current receipts reported.

New Library Heating Use and Costs
Year	Gallons	Costs
2006	4795.9	$12,123.01^a
2007	11599.0	$29,953.76
2008	6911.7	$25,652.52

^a The 2006 fuel costs for the new library was reported as $13,085 in the CAP and was incorrect. On review of the 2006 raw fuel data it was found that the new library lacked data on 4/12/2006 for gallons and old library lacked data on 4/12/2006 for costs. Based on the spreadsheet structure it appears that this data probably belongs together as one and it needs to be determined where the data belongs (i.e. old or new library). Based on the date, the costs for 4/12/2006 was moved to the old library data and associated with the gallons for 4/12/2006. Confirmation is pending from the Finance Department.

Old Library

The annual heating fuel use and costs for the new library are reported in the table below. Data is from 1/24/2006 through 3/10/2008.

Old Library Heating Use and Costs
Year	Gallons	Costs
2006	1773.9	$4,530.45^b
2007	1122	$2,721.29
2008	857	$2,786.64

^b The 2006 fuel costs for the old library was reported as $3568 in the CAP was incorrect. On review of the 2006 raw fuel data it was found that the new library lacked data on 4/12/2006 for gallons and old library lacked data on 4/12/2006 for costs. Based on the spreadsheet structure it appears that this data probably belongs together as one and it needs to be determined where the data belongs (i.e. old or new library). Based on the date, the costs for 4/12/2006 was moved to the old library data and associated with the gallons for 4/12/2006. Confirmation is pending from the Finance Department.

Combined Energy Costs for the New Library

The annual combined energy costs (fuel costs + electricity costs) for the new library are reported in the table and graphs below. When comparing annual data, incomplete data years need to be considered. 2006 data is not complete because the library opened in September 2006 and the 2008 data is not complete because all data has not been reported.

Year	Costs (Fuel Costs + Electricity Costs)
2006	$23,357.20
2007	$53,981.92
2008	$48,211.39

Additional Electricity and Heating Fuel Information

Below are a series of graphs breaking down the monthly electricity costs for the new library. The graphs were created by data provided by HEA for the energy tracking system. The first graph shows the total costs/kWh. A total cost is the sum of the following:

Energy Charge
Demand Charge
Wholesale Power Cost Adjustment Charge
Customer Charge
Regulatory Cost Charges

The graphs following the first are individual charges of the total costs. The last graph is the cost per gallon of heating fuel.

There was discussion regarding the difference between the costs, noted that the new building was five times the size of the old building which translated into higher figures automatically, however the figures overall for the yearly costs will be approximately the same as the old building, $50,000.00. It was found there were numerous voltage spikes which may be the reason behind the short life span of the light bulbs in the building; this may be building related or HEA responsibility; building envelope; air exchange/handler.

Ensuing discussion regarding installing ceiling fans to move air; the arctic entry design; local representation for the management of the systems installed; and retrofit probabilities and costs was held by the Boardmembers, City Manager Wrede and Mr. Hirsch. Once all information is obtained a report with recommendations will be submitted and direction requested from the Board regarding submittal to City Council. City Manager Wrede stated that he and the Director of Public Works would review the reports regarding capital expense costs. He further stated that if the problem is in the management software a fix can be done administratively, if it requires a capital expense such as a retrofit, that will require the strong support from the Boardmembers. It was noted that by comparison the old library building might have been built pretty good. The difference between LEED construction and construction of a building for energy efficiency was noted by Boardmember Wagner. The LEED requirements were not designed for Alaska.

Chair Hawfield thanked Mr. Hirsch for attending and presenting the information to the Board and responding to the concerns expressed by the Boardmembers.

There was no further discussion.

Library Director’s Report

A. Director’s Report for January 2009

Library Director Hill reviewed her monthly report and solicited questions from the Boardmembers. She responded to questions regarding the incident of a patron allowing their children to treat the Library as a playground instead of a Library.

Boardmember Lord related a complaint regarding the staff’s apparent inappropriate response to a book donation. She felt that staff should be directed to respond in a more positive and receptive manner when donations are received.

Library Director Hill explained the process for accepting donations and that all persons are told that some or all of the donated books may be in the book sale; the person making the donation should know that the revenue produced by the sale of those books helps the Library out just as much. She will speak with staff though about the issue.

There was no further discussion.

B. Monthly Statistics – December 2008

Library Director Hill handed out the year-end statistics and reviewed each category in comparison to the year before and most are pretty close whether up or down with the exception of the Internet usage. She responded to a question regarding filing of the permanent fund applications online being encouraged and added that the trend is for most government and employment processes are becoming available only electronically. The public is told to visit their local public library to access the Internet for what they require.

There was no further discussion.

Committee Reports

A. Art Selection Committee Report – Eileen Faulkner

Boardmember Faulkner reported that six submissions were received and the finalists were selected at the December meeting. The chosen pieces of art were included in the packet represented different mediums. They have already received and hung some of the stained glass work. If this decides to be continued for 2010 they will issue a call for artwork in October 2009.

The 49 Star Flag is hung at this time too.

There was no further discussion.

B. Landscape Committee Report – Linda Martin

Boardmember Martin stated all is dormant. A meeting was scheduled for March 11, 2009 at 1:00 p.m. in the Conference Room at the Library.

There was a brief discussion regarding removal of these items from the agenda. The Clerk reminded the Boardmembers that they made these topics a permanent agenda item and if there is no topic then no discussion.

There was no further discussion.

C. Library Sign Task Force

Boardmember Wagner mentioned again that the Friends distributed signs regarding the RFP; a few more requests for the proposal have been received. She confirmed the closing date of January 30, 2009 with the Clerk; and that no proposals have been received yet. She stated that at the next meeting she should have a few proposals for review.

Boardmember Lord asked if the entire Board would review and select from the proposals. Boardmember Wagner explained that the task force makes the first review and narrowing of candidates, but Ms. James will be gone in February. Further discussion ensued on the selection process. The Board by consensus would like to review all submittals and the Task Force can submit a recommendation.

Boardmember Wagner mentioned that the proposal chosen will then be sent to the Planning Commission for review and approval of design for the meeting scheduled February 18, 2009.

The Council will have the submission/resolution before them at the March 9, 2009 meeting. In the RFP it was stated February 25^th.

The Clerk will check on the RFP requirements and depending on the submittal format can be included in the packet for Board review.

Boardmember Lord asked if the posted notice was available electronically to send out to all artists. Boardmember Wagner did not have that information at the time of the meeting. Boardmember Faulkner recommended they contact the papers to put a blurb in the art section of each paper. She added that there was no cost for that and that was how they received so many responses to the Art Selection Committee request.

There was no further discussion.

Public Hearing

None.

Pending Business

A. Library Improvement Plan (LIP)

a. Community Gardens

Chair Hawfield reviewed the items under the LIP and that the two topics were asked to be on the agenda. He stated that a suggestion was made at the last meeting regarding developing a community garden on the grounds of the Library; there really is no report for this topic. There was brief discussion that it was a great idea but not sure how to implement. Boardmember Wagner has heard a lot of “talk” on the subject of a community food garden and will be speaking on this theme at the annual Farmers Market board meeting. There are people in town willing to donate land, organizing community gardens for lunch programs, etc.

Chair Hawfield was very excited about this concept of a community garden and felt it would be a good thing even if small. The Clerk will check on the City’s liability issues and if it could be done on city owned property. A brief suggestion was to include food plants in the existing gardens such as raspberry bushes.

The Board agreed by consensus to continue this discussion at the next meeting.

Comments from the PUBLIC

adjournment