LIBRARY ADVISORY
BOARD UNAPPROVED
REGULAR MEETING
MINUTES
Session
08-06 a Regular Meeting of the Library Advisory Board was called to order on
PRESENT: BOARDMEMBERS WAGNER, MARTIN, SEAMAN,
FAULKNER, HAWFIELD
ABSENT: BOARDMEMBER LARSON (EXCUSED)
LIBRARY DIRECTOR HILL
(EXCUSED)
STAFF: DEPUTY
Approval of the
Agenda
LORD/WAGNER – MOVED TO APPROVE
THE AGENDA AS WRITTEN.
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
WAGNER/FAULKNER – MOVED TO APPROVE THE MINUTES.
There was no discussion.
VOTE. YES. NON-OBJECTION. UNANIMOUS CONSENT.
Motion carried.
Visitors
A. Friends
Report – Nancy Lord
Boardmember Lord reported that she spoke with Jonnie Roos
at the Friends and there was nothing new to report. The summer reading program
is in full swing, and she should be in attendance at the next meeting.
Library
Director’s Report
A. Director’s
Report for July 2008
There was no report this month.
B.
Monthly Statistics – June 2008
There was no report this month.
Committee Reports
A. Art
Selection Committee Report – Eileen Faulkner
Boardmember Faulkner reported that the
Boardmember Faulkner stated that she requested a visitor
counter for the web page to keep track of inquiries for submitting artwork to
be displayed. She reminded the Board of the timeline for submitting artwork.
B. Landscape
Committee Report – Linda Martin
Boardmember Martin reported that
the Committee is meeting weekly at
They purchased $200.00 of fishy
peat to be used on the gardens in front of the Library; Brenda Adams a
Horticulturist from Anchorage was hired to give advice on the swale drainage
areas; removal of the Shasta daisies from select areas; removal of plants that
spread from seed on the windward side; they received instructions on how to
propagate the lupine, shooting stars, etc. Spreading lupine seeds within the
swale areas would create a river of color in the future.
Use of ¾ minus rock in the gardens
near the entrance to combat the foot traffic; adding an additional lilac plant
in the garden at the front will be done. There are numerous plants that can be
divided and transplanted.
A hops plant located near the
children’s library requires a trellis in order to reach its height of 20 feet. They
have a trellis design proposed by Moose Run. It was pointed out that there is a
compacted areas/trail where the rocks and boulders were dragged up to the
Margaret Pate garden and what was needed to repair the earth and encourage
grass growth. Along
The discussion continued to include
chalking lilies, planting additional spruce and ferns to hide the propane tank,
planting more geraniums, goats beard, lilac, roses, and columbine. Boardmember
Martin noted that donations of plants should be native species only. They are
looking into installing a cable fence to keep people out of the garden areas.
There was discussion on contacting
the Public Works Director and getting a response. The directive for taking care
of rock----, (the clerk was unable to clearly hear the area) was remove
everything.
Further discussion centered on the
Boardmember Martin asked for opinions
on the expense of the trellis and the decisions made so far by the Committee.
Everyone thought the Committee was doing great and to save time it was agreed
that the Committee did not need the approval of the Board.
There was discussion on the budget
and if it was required to be spent this year or if it could be appropriated to
establish a maintenance fund. Chair Hawfield will check with City Manager
Wrede.
More discussion occurred on
improving the existing footpath into a trail and benches. Due to the slope it
would not be beneficial to add gravel or mulch due to washouts. It can stay a
natural path it just needs to be widen and installing some benches along the
path to encourage users. The benches cost $200-$300.00. Installing a trellis must
be carefully thought out since they may be able to establish a maintenance fund
for the landscaping. The Boardmembers did not want to spend too much of the
$30,000.00 budget if they did not have to, but if needed, those remaining funds
could be leveraged for additional donations to establish a maintenance fund.
The Board agreed that the committee
was to proceed with their outlined plans; consulting the City Manager to
determine their vision of maintenance; pin down pricing on post and cable
fencing from the Public Works Director; and locate funding amounts for the
C. Library
Sign Task Force
Boardmember Wagner reported that
the meeting was focused on drafting a proposal and Ms. Corbin was very
knowledgeable. Ms. Corbin was to have the draft proposal completed and
submitted for advertisement by
Public Hearing
None.
Pending Business
A. Planning
for the Future – July 2008
There was no discussion.
B. Library
– Comments, Responses, Issues, and Challenges
There was no discussion.
C.
Library Improvement Plan (LIP)
Chair Hawfield confirmed they are
addressing the top two items under the LIP, the sign and landscaping. He then
stated he would like to talk about how to address the additional operating
hours for the Library. He would like to have the information on costs for
additional staffing time; what the survey results showed would be a big
indicator of when the additional hours should be; and what was the number of
additional hours could be calculated using existing staff. He remarked that
there have been a significant number of comments made by various members of the
community regarding extending the hours the library is open.
Boardmember Lord acknowledged that
there were two things, the survey results and a recommendation from Library
Director Hill regarding what would be required being open additional hours
before any decisions could be made at this time. There is some urgency, she
believes, since the budget process will be starting soon.
Chair Hawfield will meet with
Library Director Hill to develop a few recommendations on alternative scenarios
for increasing operating hours. In order to bring this forward he will try to
have this ready in time for the August meeting. He will gladly accept
suggestions from the other Boardmembers. A brief discussion on making decisions
without the Survey results was held by the Boardmembers. Comments by Kathy
George, Library Technician were unable to be discerned by the Clerk to be
transcribed.
There was no further discussion.
D.
Survey - Results
(1) Decisions made at worksession.
(2) Article to newspapers.
Chair Hawfield opened discussion by
reporting that he was unable to follow-up with Ms. Coble since he has been out
of state for the past several weeks. He did try to contact her as soon as he
was back but missed her and she will be out of state for the next two weeks.
Discussion followed that all
efforts have and will be made to obtain the surveys from Ms. Coble as soon as
possible. The results will be turned over to Deputy City Clerk Krause who will
catalogs and create a spreadsheet and will have results available for the
August meeting.
There was no further discussion.
NEW BusinesS
A. Memorandum from Special Projects
Coordinator Holen dated
1. Memorandum
for recommendations made to Council in 2007
The Boardmembers agreed to have
Deputy City Clerk Krause post the Capital Improvement Plan on the City website
and email a link to the boardmembers so they may review the projects. This was
preferred instead of including in the packet. Each Boardmember will have a list
of projects, up to five, they would like to recommend for discussion at the
August meeting. The final five or six projects will be chosen at this meeting
to submit to Council.
There was no further discussion.
Informational
Materials
A.
Chair Hawfield touched on a few highlights of the
worksession and how the topic was changed to the LIP. He stated that they
discussed creating a prioritized list that would likely challenge the Board to
make recommendations to accomplish some of the items over a period of time.
Chair Hawfield gave a few examples of determining the
priority order of each of the current items or tasks on the Library Improvement
Plan. This can be used to assist in budget talks and in recommendations to
Friends, etc. He related that the worksession was very informative and that it
was agreed to prioritize projects by what could be accomplished in 5 years
time.
Boardmember Faulkner commented that there were many
projects on the list that were determined could be handled in-house and then
some items would need a budget or outside funding and then other items were,
“we need to see the survey results.”
Boardmember Lord asked for clarification from Ms. George
regarding her comments on evening attendance and if it really was needed. Ms.
George’s comments were unable to be heard by the Clerk.
Boardmember Faulkner reiterated her opinion that longer
hours for the Library would be needed more during the school year than the
summertime.
Ms. George commented that she is aware that other small
libraries do alternate the hours by opening later a couple of times during the
week.
There was a brief discussion on the number of visitors to
the website.
COMMENTS OF THE
Deputy Clerk Krause recommended having Kyra Wagner and
Linda Martin chair all committees because they made it seem so much fun.
Comments from the
Board
Boardmember Martin commented that
it was very enjoyable being involved in a Civic project.
Boardmember Wagner commented that
she enjoyed having lunch with Linda and she has learned quite a bit about corn
gluten and its uses.
Boardmember Lord was not sure if
she would be attending the August meeting and she thought it was great having
the three active committees. She also brought up that if a quorum was not
available on August 5th then it would be easier to schedule a alternative meeting date at this time.
Vice Chair Faulkner asked who was going
to be in attendance for the August meeting. It was noted that it may be a close
call.
There was a discussion regarding
setting a special meeting date in advance just in case there was no quorum on
COMMENTS OF THE
CHAIR
Chair Hawfield thanked Kathy George for visiting and the
three committee chairs for their efforts; that is was nice to have money to
accomplish tasks. He was hopeful that the Survey data would be on hand for next
month’s meeting. He thanked Deputy City Clerk Krause for helping them keep
everything straight.
There being no further business to
come before the Board, Chair Hawfield adjourned the meeting at
Renee Krause, Deputy City
Clerk I
Approved: