Session 07-06 a Regular Meeting of the Library
Advisory Board was called to order on July 3, 2007 at 6:05 pm by Chair Hawfield
at the Homer City Hall Cowles Council Chambers located at 491 E. Pioneer
Avenue, Homer, Alaska.
PRESENT: BOARDMEMBERS:
SEAMAN, FAULKNER,
HAWFIELD, LORD
ABSENT: BOARDMEMBERS MARTIN, KEFFER, WAGNER
STAFF: DEPUTY
CITY CLERK KRAUSE
LIBRARY DIRECTOR HILL
APPROVAL OF THE AGENDA
LORD/SEAMAN-
MOVED TO AMEND THE AGENDA TO ADD REPORT TO FRIENDS UNDER VISITORS AND
COMMUNICATIONS.
Boardmember
Lord wanted to amend the agenda to include a separate permanent spot for the
monthly report on Friends. It was recommended to put it as Item A under the
Visitors & Communications item.
VOTE:
YES. NON-OBJECTION. UNANIMOUS CONSENT.
Motion carried.
There were no comments from the public.
RECONSIDERATION
There was no reconsideration.
APPROVAL OF THE MINUTES
A. Minutes of the May 8, 2007
meeting
FAULKNER/LORD
– MOVED TO APPROVE THE MINUTES AS AMENDED.
Boardmember Lord noted the correct spelling for Foraker Group. Chair Hawfield gave a brief description on what the group does to the Boardmembers.
There was no additional discussion.
VOTE:
YES. NON-OBJECTION. UNANIMOUS CONSENT
Motion
carried.
VISITORS
& COMMUNICATIONS
A.
The Friends of the
Homer Public Library
Boardmember Lord reported that the Friends of the Homer Public Library (Friends) hired a new coordinator who started in July. She has relocated from Fairbanks. The Friends have lots of activities and fundraising planned. They are planning another fundraiser to replace the Salmon Bake that was cancelled. Boardmember Seaman commented that she recently received an email regarding the possible alternative fundraiser and the Friends Board scheduled a special meeting on Saturday, July 7, 2007 to discuss the new idea.
Boardmember
Lord stated that Sue Coble sits on the Board of Friends and she informed them
about the survey that was to be conducted. Chair Hawfield asked if the Library
Advisory Board should submit a formal request for the survey to be performed.
Boardmember Lord said she was not sure where they were at with the Survey.
Library Director Hill commented that she met with Sue Coble and made a number
of revisions and additions and she was expecting a second draft of the survey
before the end of the month. Library Director Hill did not feel it was
necessary to submit a formal request to Friends regarding the survey.
LIBRARY
DIRECTOR’S REPORT
Library Director Hill was asked to elaborate on the digital collections and/or digitizing training that she received while attending her conference.
Library
Director Hill stated that the Library has all the issues of the Homer News and
Homer Tribune, which take up quite a bit of space. One of the interesting
programs at the Conference was the Barrow Library photograph collection of the
Tundra Times. Library Director Hill commented that it was amazing the amount of
the photographs that had no information on them. The Library personnel had to
ask everyone and anyone if they knew or recognized anyone or the year it could
be. It was an immense amount of work. Betsy Webb offered to bring the Homer
Library to that conference. She is working on some digital projects herself.
Library Director Hill stated the Library was interested in what it would take
to go digital. There will be a need for this at some time in the future, but it
will take some grants and outside funding since this is not something that
could be done in house. Chair Hawfield elaborated on the State digital program
and the value of this resource. Library Director Hill realizes that digitizing
the archives of the Library would be a project at least two years away. She
also mentioned a possible statewide project where all libraries get together to
request funding for a digitizing program.
Library Director Hill gave an update on the
installation of the surveillance system and benefits. She also is working with
the Friends on a public notice that this system is used to prevent vandalism
not broadcast photos on the Internet. She did not want patrons of the Library
to feel they were being watched all the time.
Boardmember Lord asked about the condition of the
Library grounds. Library Director Hill said she was going to address that item
under Pending Business, item B. New Library.
Library Director Hill stated that the June
Statistics report is not complete as her assistant has been away. However, she
is able to report the following:
1.
Circulation has increase 900 items
2.
Attendance is up by 2627 persons.
3.
New Cards issued increased by 151, includes temporary summer
visitor/resident cards.
4.
Revenue increased by $783.20.
Library Director Hill commented that a lot of hard
work by staff and volunteers has really helped get through the busy time.
Everyone seems to want to hang out at the Library this summer.
PUBLIC
HEARING
None.
PENDING
BUSINESS
A.
Planning for the
Future: Survey –
Library
Director Hill said she does not have a copy of the survey yet as Sue Coble is
working on the second draft of the document. She got together with Ms. Coble
and did a number of revisions to the survey. Director Hawfield asked what kind
of survey it was going to be - a kind of lie around for people to fill out,
people standing in specific locations in accordance with demographics, or door
to door. Library Director Hill said that they were considering all options on
distributing but certain ways like door to door would involve getting help and
the cost to perform, then it was considered for mail-out but you have expense there
too. The Boardmembers asked a few questions regarding the survey and discussion
ensued on ways to get it out to the public. The Boardmembers asked that if an
electronic copy is available they would like to receive a copy to see what it
contains. Boardmember Lord commented that it looks like the survey will not be
available until the fall. She asked Library Director Hill if she could check
into the cost or availability of sending the survey out with the Currants
newsletter.
B. New Library – Comments, Responses,
Issues, and Challenges
Library
Director Hill reviewed the comment cards received for the month of June.
Patrons suggested allowing temporary pop-ups from the Internet. The
Boardmembers agreed that there are some forms that do have pop-ups; such as
business licenses, etc. and should be allowed. The second request was for a
raised crosswalk to safely cross Heath Street and sidewalks too, and very warm
water in both restrooms as the current water system is insufficient to properly
disinfect and prevent germs. There was a brief discussion on the water system.
A number of requests for books were received also.
The
biggest challenge this past month is the appearance of the Library grounds.
Complaints from residents and visitors alike that the grounds need to be taken
care of on a daily basis; the no mow grass needs mowing, dandelions have gone
to seed, lots of weeds. There is no delineation of who is responsible to
maintain the Library grounds. The landscaping is suppose to be very low
maintenance. She does recall talk of volunteers helping with the weeding of
plant beds. Library Director Hill has heard that the Parks & Recreation
crews have been there a few times.
Chair
Hawfield asked if an appeal was sent out for volunteers to assist in keeping
the grounds maintained. There would be no problem getting volunteers, but there
is an issue about training and letting them know what undesirable plants are to
be removed. Guidelines are needed and coordinating the volunteers for proper
maintenance. He asked if there was a way to organize an appeal. Boardmember
Lord asked how this would be any different from any other volunteer effort.
Bette
Seaman will check with the Garden Club to see if there is interest there to
help. She is sure she can get the volunteers, but is hesitant without having
some direction on what to remove and what stays. Library Director Hill will run
this suggestion by Parks Maintenance Coordinator Hagerty to see if she is
willing to help with this and getting it started. She thought this was a great
suggestion.
C. Library Communication Protocol
Discussion
ensued surrounding the proper procedures and protocol on communication issues
regarding the Library. It was determined that two of the main people or sources
would be the Library Director or the City Manager. This discussion comes about
because, as example, the vandalism at the Library, what is the proper response
when a member of the Library Board or Homer Friends is questioned either by
residents or the media? Library Director Hill stated that there is no assistant
director. There is someone in charge during her absence to handle certain
issues but administratively there was really no one else. If it was a more
important issue such as someone ran away with the cash box, who would be the person
to respond to that issue if Library Director Hill was unavailable. This was
something that Chair Hawfield would like the Boardmembers to consider, review
and to further discuss the issue at future meetings. Library Director Hill did
comment that it is something that should probably be addressed.
Boardmember
Lord felt that they did not want to make it sound so restrictive that the
Library Staff cannot comment personally on issues. She held the opinion some
members, patrons or staff may think it is a gag order.
Boardmember
Faulkner was of the opinion that it was unnecessary because it was logical that
the Library Director is the person that should handle anything being said or
answer questions.
Chair
Hawfield said that was his intent in getting this discussion started. His goal
was to also address proper procedure for events, fund raising, monthly library
happenings, etc.
D. LEED Plaque and Certificate Ceremony
A
date has been set for the ceremony of July 27, 2007 at 4:00pm. The plaque was
received and it is etched glass, and will be installed next the front door.
They will have a potluck reception following at the Ring of Fire Meadery.
Library Director Hill asked for volunteers from the Board to assist in
informational tours of the Library. Boardmember Lord offered her services.
NEW BUSINESS
A. Art Selection Process
Boardmember Lord commented she would like to see
rotating artwork. She knows it will be one more thing to add to the Library
Director’s plate. Chair Hawfield was able to speak with Library Director Hill
about this and recommends starting out modest, the first step is choosing the
Art Selection Committee which will be comprised of a member of the Public Art
Committee, Library Advisory Board, the Friends and of course the Library Director.
Boardmember Faulkner volunteered to serve on the Library Art Selection
Committee. She will act as Chair of this committee since it is a sub-committee
of the Library Advisory Board. Library Director Hill recommended contacting
Rachel Livingston for information on who to contact for the Public Art
Committee. Chair Hawfield reminded Boardmember Faulkner that as soon as they
are ready to meet it will need to be arranged and noticed through the Clerk’s
Office. A two-week notice is required to properly advertise the meetings.
Discussion ensued regarding the goals, time limits
for artwork, and various methods to choose select artists or artwork. Library
Director Hill stated she received an email regarding a request to display some
artwork but the two paintings they are offering are worth $180,000.00. She
wanted the Boards input on this issue since these paintings were valued so
high. Boardmember Lord pointed out that it states in the Exhibit Policy that
the Library will not be held responsible. Chair Hawfield commented that the
owner’s probably have it insured. Further discussion on the aspect of housing
the artwork and whether it was being offered as a loan, gift, or long-term
temporary loan need to be determined before a decision can be reached.
Boardmember Lord asked for more clarification on the
non-profit displays and exhibits.
B. LAB
Review and Input: 2008-2013 Capital Improvement Plan
Chair Hawfield gave a brief description and basic
points of what the Capital Improvement Plan for the benefit of the newest
boardmember. The board discussed prior year projects that have been completed.
Library Director Hill gave a list of the top 2006 projects. She noted that many
of the projects were funded. Boardmember Lord did find a list of the projects
that the Board recommended last year which were a new ladder truck/ fire
engine, the Senior Access Trail, the Town Square infrastructure, Campus
Expansion, and a greenhouse.
Library Director Hill will update the choices on
last years list and make available to the other Boardmembers. Chair Hawfield
will gladly forward the updated list.
INFORMATIONAL MATERIALS
None.
COMMENTS FROM THE AUDIENCE
None.
COMMENTS OF THE CITY STAFF
Library Director Hill stated she has already
received notice about looking at the budget for 2008.
COMMENTS OF THE COUNCILMEMBER (If one
is assigned)
None.
COMMENTS OF THE BOARD
Boardmember Lord said she
would not be available for August meeting and wanted to recommend canceling the
meeting now. Scheduling was reviewed between all Boardmembers.
Boardmember Faulkner had
no comment.
Boardmember Seaman will
also not be available for August. She does not have her schedule to see what
she would be available.
COMMENTS OF THE CHAIR
Chair Hawfield will also be out of town.
There was consensus among the boardmembers to cancel the August meeting. A
brief discussion ensued regarding possible alternative meting dates for August.
ADJOURNMENT
There being no further business to come before the Chair Hawfield adjourned the meeting at 8:02 pm. The Regular Meeting scheduled for August 7, 2007 is cancelled. The next Regular Meeting is scheduled for September 4, 2007 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: