LIBRARY ADVISORY
BOARD UNAPPROVED
REGULAR MEETING
MINUTES
Session
08-05 a Regular Meeting of the Library Advisory Board was called to order on
PRESENT: BOARDMEMBERS WAGNER, MARTIN, SEAMAN,
LARSON, FAULKNER, HAWFIELD
ABSENT: BOARDMEMBER LORD (EXCUSED)
STAFF: LIBRARY DIRECTOR HILL
Welcome was extended to the newest member Flo Larson.
Approval of the
Agenda
FAULKNER/WAGNER – MOVED TO MOVE
ITEM 10. C. LIBRARY IMPROVEMENT PLAN TO ITEM 6. A. UNDER VISITORS
There was no discussion.
VOTE. YES. NON-OBJECTION.
UNANIMOUS CONSENT.
Motion carried.
The amended agenda was approved
by consensus of the Boardmembers.
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
Chair Hawfield requested a correction from biology to
biography under Chair Hawfield’s comments regarding new Boardmember Flo Larson.
FAULKNER/WAGNER – MOVED TO APPROVE THE MINUTES AS AMENDED.
There was no discussion.
VOTE. YES. NON-OBJECTION. UNANIMOUS CONSENT.
Motion carried.
Visitors
A. Friends
Report – Nancy Lord
Library Director Hill reported she
did attend that last Friends meeting and it was a typical meeting, they did
report earning $2000 from the book sale. The Street Fair has been cancelled
again. There will be no Salmon Bake again. This really brings in a lot of new
people into the Library. It was suggested that the Farmer’s Market area be
considered. Boardmember Wagner suggested that the Concert on the Lawn could be
used as a venue.
B. See item
10. C Library Improvement Plan for minutes.
Library
Director’s Report
A. Director’s
Report for June 2008
Library Director Hill passed out
the monthly statistics for May. She asked for any questions. There were none.
Ms. Hill commented that she did speak to maintenance regarding the water faucet
in the ladies room. Boardmember Wagner pointed out that anyone was invited to
go and weeding the dandelions. Ms. Hill stated that Ms. Hagerty did flag the
front area about two weeks ago but since then it has been destroyed, whether by
natural circumstances or outside influences has been unable to be determined.
The security camera did not show anything since it was not focused on that
area.
B.
Monthly Statistics – May 2008
Library Director Hill reported that due to staff absences
the statistics are incomplete in some areas and the following:
1.
Circulation and attendance is slightly lower which
is unusual. This may be due to the slow start to the season.
2.
Issued more cards and more new and summer people
overall.
3.
Internet usage is up, although the numbers are not
included.
4.
Volunteer hours are still short a significant
number.
Committee Reports
A. Art
Selection Committee Report – Eileen Faulkner
Boardmember Faulkner reported on the official unveiling
ceremony held
Chair Hawfield offered his comments regarding the evening
for the Machetanz. Library Director Hill stated the Friends donated desserts,
and Boardmember Faulkner confirmed that the Grog Shop donated beverages.
B. Landscape
Committee Report – Linda Martin
Boardmember Martin will have a
report next month.
Public Hearing
None.
Pending Business
A. Planning
for the Future – June 2008
There was no discussion.
B. Library
– Comments, Responses, Issues, and Challenges
There was no discussion.
C.
Library Improvement Plan
(1) Outdoor Signage for the Library
(a) What is an RFP?
(b) Sample RFPs.
(c) Sign Codes
(d) Budget amount from City Manager.
(e) Forming a committee.
Chair Hawfield gave a brief
introduction that the Library Improvement Plan (LIP) was discussed during their
worksession. He introduced the City Manager who was present to discuss two
items included on the LIP - the Landscaping and Outdoor (Big) Sign.
City Manager Wrede initially
apologized for missing the worksession since he did not want to repeat
information or items discussed. He stated that it has been a long time since he
attended a Board meeting but thanked the boardmembers for serving and
volunteering their time. He expressed that the City Council and Administration
appreciated their dedication and hard work.
City Manager Wrede explained that
they (City) would be seeking guidance from the Boardmembers to address the
landscaping issues. He briefly described the history leading up to the problems
and that the City Council has approved the budget of $30,000.00 for
landscaping. He stated that the hard part was done. Now what is being asked is
the Landscape Committee to review the original plans and see if this was still
agreeable with the Boardmembers or for them to make recommendations of a new
landscape design.
Boardmember Wagner clarified what
the intent of ECI Hyer had with the landscaping design. She referred to the use
of very dense plantings of native plants that were colorful and very low
maintenance to minimize weeding. She confirmed that the Committee has not met
yet to address this.
City Manager Wrede explained who
Ms. Hagerty was and her responsibilities for the newest member. He further
explained that there were many volunteers when the Library was first built who
wanted to take care of the gardens and it was another issue that needed
clarification on what responsibilities were to be under the City Parks
Maintenance department and what responsibilities would be handled by the various
volunteer groups and individuals.
Chair Hawfield received
clarification on the duties of the Landscape Committee regarding meetings and
the task of designating a plan of action regarding usage of the volunteers,
selection of plant materials, etc.
Further discussion ensued covering
the following topics:
1.
Research on availability and obtaining native
plants.
2.
Copies of the original landscape plans.
3.
Getting recommendations from local experts on types
of plants resistant to moose and best places to purchase these recommendations.
4.
Recommendations to City Administration.
5.
Addressing small garden areas designated for
individual volunteer groups.
6.
Establishing continuous and consistent volunteer
maintenance.
7.
Develop care, maintenance and volunteer policy for
landscape.
8.
Adequate funding to cover the selected areas.
The first meeting date for the Landscape Committee was
discussed and agreement reached to Tuesday,
Chair Hawfield then opened
discussion on the big sign for the library. City Manager Wrede explained that
the sign was initially removed as a cost savings to the budget. The biggest
reason other than cost was the original sign design did not fall within the
Homer sign code. The sign was over in height and illumination. The budget for
this sign was approximately $30,000.00.
City Manager Wrede was not sure if
that price included the electrical portion of the project. The location for
this sign was originally at the entrance to the parking lot on
He would like to recommend issuing
a Request for Proposal from local artists, businesses and craftsman for design
and installation. The Boardmembers would be tasked to determine the parameters
required for the sign design, such as the type of sign, height, and man-made or
natural materials, similar to the library. He stated that they would be giving
guidance on what they would like from the artists.
Discussion following encompassed
the benefits of continuity of City signs, comments on the existing college
sign, and staying away from typical neon type sign. Additionally, that a Task
Force has already been assigned, Boardmember Wagner is the Chair and will
organize the first meeting date; that they will not have to create a Request
for Proposal (RFP) from scratch, they could reference the examples included in
the packet, but there are boilerplate documents that will be available;
addition of a person from the Public Arts Committee (PAC) to assist the Task
Force and City Manager Wrede offered the assistance of Dru Corbin since she had
prior experience with the Public Arts Committee last two RFPs. A selection
committee including a couple of members from the PAC can be discussed at another
time. It was pointed out that the Task Force would not be required to submit
their recommendations to the Board for approval prior to submitting to the City
Manager for the RFP; the Board will take part in the selection of the design.
Chair Hawfield summarized the
decisions discussed for the Sign Task Force.
City Manager Wrede made additional
comments regarding the survey and the Library Capital Improvement Plan and
recommended that they lay the groundwork now and prioritize their list, since
the City Council will start working on the budget in the fall. He announced
that the sale of the library has been finalized and funds received on
Chair Hawfield requested that the
LIP be on the July agenda and discuss several scenarios to increasing operating
hours. He requested questions for the City Manager and hearing none thanked him
for his attendance at the meeting.
D.
Survey - Results
(1) Decisions made at worksession.
(2) Article to newspapers.
The results were still unavailable
and the topic discussed at the worksession was changed to the Library
Improvement Plan to make good use of the time. Chair Hawfield went into further
details regarding the status of the Survey from Sue Coble. It was reported that
the work should be done in June, but he will be out of town starting
Boardmember Kyra commented that it
would not be relevant to talk about item B under New Business, Summer Meeting
Schedule at the end of the meeting since it was apparent that they may not have
a meeting.
Chair Hawfield responded to a query
from Boardmember Martin regarding the process for submitting the guidelines,
parameters and processes established by the Landscape Committee. He confirmed
that it was to be submitted directly to City Manager Wrede, that they did not
need to lengthen the process by having the
Chair Hawfield commented that
Library Director Hill should relay any sign or landscape issues to Boardmember
Martin or Wagner. Ms. Hill stated she will be in town on the weekends and if
needed Boardmember Martin or Wagner had any questions she would be more than
happy to meet with them on Sundays and she will be checking her email.
There was a brief discussion on
minor details of the Landscape Committee and Sign Task Force.
Chair Hawfield directed the
discussion back to the Survey. He asked Boardmember Faulkner to be the contact
person regarding the Survey and will forward her contact information to Sue
Coble. Chair Hawfield did not want the Survey to get stalled. Boardmember
Faulkner recommended that he make a recommendation that the during the July
meeting the Board start review and start making decisions and postpone the LIP
until the September meeting until Library Director Hill was in attendance.
Chair Hawfield commented that they
address the options for extending the library operating hours. The value of the
survey shows that there is a need by residents and there is support from
Council too. Boardmember Wagner proposed working on it during the July and
August meetings and Helen could review and submit in September to make it
timely for the budget process.
There was no further discussion.
NEW BusinesS
A.
Elections of Chair, Vice Chair and Friends Liason
Chair Hawfield opened for
discussion by commented that Boardmember Lord has offered to continue as the
Liason to the Friends if the Board wanted and he offered to continue as Chair.
Mike Hawfield was unanimously
re-elected as chair.
Eileen Faulkner was elected vice
chair.
Nancy Lord was unanimously
re-elected as the Liason to the Friends.
Chair Hawfield reassured Vice Chair Faulkner that he would
be present for the remaining meetings.
B. Summer
Meeting Schedule
Discussion covered the attending members attendance for the
July and August meetings and it was determined that there will be a quorum for
the July meeting and the August meeting was very questionable.
Chair Hawfield gave some recommendations to Vice Chair
Faulkner regarding the agenda for July.
Informational
Materials
A. Appointment of Flo Larson
B.
Resolution 07-11 Agenda Format
C.
There was no discussion on the materials.
none.
COMMENTS OF THE
Library Director Hill extended a big thank you to Vice
Chair Faulkner for all her hard work with Art and reception and she emphasized
that she would be checking her email once a day so if anyone needed something
they could email her.
Comments from the
Board
Boardmember Martin commented
regarding the budget for the landscaping. She thanked Flo Larson for her
suggestion; and extended an invitation to all who wanted to come and help bring
their gloves and trowels.
Boardmember Wagner welcomed Flo and
stated they were usually not so goofy but Renee was not sitting there typing
and looking at them making them feel all official like.
Boardmember Seaman told Helen to
enjoy her summer in
Vice Chair Faulkner welcomed Flo;
she wanted to acknowledge Angie Newby and Sue Coble for their help.
Boardmember Larson commented it was
very informative; in April when Mike asked her to join she did not know what
she was getting into; she felt that the library should be as beautiful outside as
it is inside referring to the landscaping; she stated it was nice to meet Helen
and wished her the best.
COMMENTS OF THE
CHAIR
Chair Hawfield again thanked Flo for volunteering, and
Bette for staying with the landscape committee. He stated that Helen was to
enjoy herself and that the other members were very envious of her summer of
reading. That she was not to worry every thing would go great.
There being no further business to
come before the Board, Chair Hawfield adjourned the meeting at
Renee Krause, Deputy City
Clerk I
Approved: