LIBRARY ADVISORY BOARD UNAPPROVED

REGULAR MEETING MINUTES

MARCH 3, 2009

Session 09-03 a Regular Meeting of the Library Advisory Board was called to order on March 3, 2009 at 6:07 pm by Vice Chair Eileen Faulkner at the Homer City Hall Cowles Council Chambers located at 491 E. Pioneer Avenue, Homer, Alaska.

PRESENT: BOARDMEMBERS WAGNER, SEAMAN, LORD, AND MARTIN

ABSENT: BOARDMEMBER HAWFIELD, LARSON (EXCUSED)

STAFF: LIBRARY DIRECTOR HILL

DEPUTY CITY CLERK KRAUSE

Vice Chair Faulkner stated that Chair Hawfield might arrive late to the meeting. His schedule has been changed for classes and affects his attendance this month and April.

Approval of the Agenda

Vice Chair Faulkner requested changes to the agenda or a motion to approve.

Boardmember Lord stated she could give the Friends Report this month, as she attended the last meeting.

She requested to add items under Pending Business, Item A. recruitment, HVAC system, and Parking Lot. She does not want the Board to lose track of these items.

Deputy City Clerk Krause responded that items could not be added to the agenda since they have not been properly noticed allowing the public to attend or comment on those items. She explained that it would not be within the guidelines of City Code and Alaska Statutes.

Vice Chair Faulkner commented that those items could be discussed later in the agenda.

LORD/SEAMAN – MOVED TO APPROVE THE AGENDA.

There was no discussion.

VOTE. YES. NON-OBJECTION. UNANIMOUS CONSENT.

Motion carried.

Public Comments Regarding Items on the Agenda

None.

Reconsideration

There were no items for reconsideration.

Approval of the Minutes

A. Regular Meeting Minutes from February 3, 2009

Boardmember Lord stated there was a mistake on page two, item C, paragraph 6, fourth line, change Leo Vait to Doug Schwiesow of Nordic Metalworks.

LORD/MARTIN – moved to aPPROVE the minutes AS AMENDED.

There was no discussion.

VOTE. YES. NON-OBJECTION. UNANIMOUS CONSENT.

Motion carried.

Visitors and Communications

A. Friends Report – Nancy Lord

Boardmember Lord acknowledged the audience, Carey James and Sue Mauger with Friends of the Homer Library. She reported that the Friends were very interested in the sign. She mentioned a few of the upcoming events that the Friends will be having and that there were a few new members.

B. Visitors

There were none scheduled.

Library Director’s Report

A. Director’s Report for March 2009

B. Monthly Statistics – February 2009

Library Director Hill distributed the statistics, inquired if there were any questions on the Director’s Report and pointed out that the monthly statistics now include the meeting and study room usage. She then summarized that most categories were under this past month compared to last year with the exception of revenue and she was not sure what was directing that.

Boardmember Lord inquired if there was an explanation to explain the 20% drop in attendance for February. Library Director Hill did not have an explanation she commented that they seemed as busy as usual. Vice Chair Faulkner commented in favor on the number of library cards issued and the new category of meeting room usage.

There was no further discussion.

Committee Reports

A. Art Selection Committee Report – Eileen Faulkner

There was no report.

B. Landscape Committee Report – Linda Martin

Boardmember Martin reminded the Boardmembers about the first meeting on March 11, 2009 at 1:00 p.m. in the Conference Room at the Library.

There was no further discussion.

C. Library Sign Task Force

Boardmember Wagner gave a quick recap of events since the February 3, 2009 meeting. The recommendation was made for the Brad Hughes proposal, although they did like the proposal submitted by Doug Schwiesow, it was cost prohibitive. The Friends learned of this and stated they had some funding available. Upon learning this, Mr. Schwiesow’s proposal was included in the information given to the Planning Department to schedule for the next Commission meeting on February 18, 2009. In accordance to Homer City Code there must be a Public Hearing and Notice given on the proposed sign. The Planning Department requires three weeks notice to get it properly advertised so the Commission would not review until March 4, 2009. Boardmember Wagner was notified that Homer City Code does not allow two signs on a property so they could not include the submittal from Mr. Schwiesow, plus it was not included in the recommendation. (A motion to amend by Boardmember Martin was not seconded.) A second recommendation and Public Hearing meeting would have to be conducted which would postpone it even farther. Boardmember Wagner stated that the recommendation made by Chair Hawfield was to go with the original recommendation as submitted. There is another possibility that the submission from Mr. Schwiesow could be redesigned to affix to the building or used as architectural art sculpture as long as there is nothing in the Homer City Code prohibiting this; initial discussion with the Planning Department indicates there is no code against putting something on the wall of the building near the entrance. Deputy City Clerk will research code on Architectural Sculptures.

Boardmember Lord reviewed the proposals today. She was very excited on the proposal by Mr. Hughes and suggested that the Friends should consider funding the planter as depicted in his proposal as Phase II.

Sue Mauger, Vice President, Friends of the Homer Library (Friends) responded that they did not want to abdicate for one sign over the other. A conversation with Mr. Schwiesow today indicated that a lack of information from the City is the reason why installation was not included in the cost. He stated he was open to modifications to the design. She was agreeable to the use of funding from Friends for Phase II of Mr. Hughes proposal and it would be discussed at the next meeting. The Friends will speak with Mr. Schwiesow on modifying the sign for the building. She requested information on the requirements of putting a sign on a public building.

Deputy City Clerk Krause will research and forward the requirements and who to contact in relation to putting a sign on the Library.

There was a brief discussion on Phase II of Mr. Hughes proposal. Topics included were: cost, construction and funding from the Friends.

There was no further discussion.

Public Hearing

None.

Pending Business

A. Library Improvement Plan (LIP)

a. Library Entrance Seating Funding Status Report

There was a discussion on the entrance seating regarding specific location, type of seating, and conversation held with City Manager Wrede. Library Director Hill explained that it was the remaining capital construction money being used for the miscellaneous projects such as the sign. After installation of the library sign if there are any funds remaining they could be used for seating. There was a brief discussion on the reason why seating was removed and the installation of additional security measures have taken care of those issues.

Further deliberation on the use of previous seating produced agreement by consensus of the Boardmembers to reinstall seating at the entrance of the library.

There was no further discussion.

B. Library – Comments, Responses, Issues and Challenges.

Vice Chair Faulkner informed Boardmember Lord that she could bring her issues to the floor.

Boardmember Lord stated that on two recent visits to the Library the parking lot was “knee deep” in slush. She wanted Library Director Hill to contact Public Works Director Meyer and see if it can be addressed. One visit she did bring a guest and it was embarrassing situation. She recommended Library Director Hill speak with Public Works Director Meyer first before going to the City Manager. She then brought up a question on the heating exchange system and requested an update since she was not at the last meeting.

Boardmember Wagner assured her that it is being addressed Mr. Bill Smith has been volunteering his time and is at a point that they require codes and that is in the process of being obtained from the company in Anchorage. Vice Chair Faulkner stated she saw them working in February on the system.

Boardmember Lord then asked if an answer was received on a new heat exchanger; Boardmember Wagner responded that Mr. Smith has written up his recommendations on that issue but is waiting to submit a complete report.

Boardmember Lord then requested the progress on the ability of patrons to save their work, if Library Director Hill had been able to speak with city IT personnel. Library Director Hill stated they are in the process of seeking new software to upgrade the system since the old program cannot handle the additional equipment installed. She is not sure if that will solve the problem and she will definitely check with other attendees at the conference this year on how they have solved that problem.

There was no further discussion.

C. Youth Involvement

FAULKNER/SEAMAN – MOVED TO POSTPONE THE TOPIC UNTIL THE MAY AGENDA WHEN CHAIR HAWFIELD WILL BE IN ATTENDANCE.

Boardmember Wagner requested that everyone bring this packet to save on production costs.

VOTE. YES. NON-OBJECTION. UNANIMOUS CONSENT.

Motion carried.

There was no further discussion.

NEW BusinesS

A. Selecting a Interim Friends Liason

a. Recommend selecting a member to complete term until regular June elections.

There was a brief discussion on appointing a member as the interim liaison, it was noted that the Ms. Mauger had commented the Friends would like a boardmember who could commit to attend more meetings. After review of schedules for remaining boardmembers Vice Chair Faulkner conceded to attend the meetings and confirmed someone will be at the meetings until permanent liaison was elected.

There was no further discussion.

B. Annual Review of Bylaws, Policies and Procedures

a. Homer Public Library Advisory Board Bylaws

Vice Chair Faulkner questioned why the elections are held in June when terms expired in April. In response Deputy City Clerk Krause stated that is one of the inconsistencies she found reviewing the bylaws.

Boardmember Lord recommended that Chair Hawfield review and submitted his recommendations via email. She stated it would be better to have an in-depth review instead of spot fixing.

Library Director Hill requested clarification on where it outlined the member requirements particularly the resident requirement. She noted other Commissions were allowed two non-residents. The Boardmembers agreed that would enable them to fill vacancies faster and the Library does provide services to patrons that live outside city limits.

Informational Materials

None.

Comments from the PUBLIC

None.

COMMENTS OF THE CITY STAFF

Deputy City Clerk Krause provided a brief outline on the resident requirements for the other commissions and the process to change that city code by ordinance at the request of the members.

Deputy City Clerk responded to Boardmember Lord that careful review of the city code did not show that requirement and the Board had the bylaws in the packet; all terms expire on the established date, in this case April 1^st. She additionally responded the seats will be considered vacant and as long at the Board has a quorum they will be able to meet each month. Applications must be received by March 17^th at 10:00 a.m. to be included in the Council packet for the meeting on March 23^rd in order to be appointed in time for the April 7, 2009 board meeting.

In response to Boardmember Wagner’s comment, that it was against the rules and the Clerk’s office was trying to be sure that all rules and laws were followed.

Library Director Hill commented she was in denial that Nancy Lord was leaving, but is sure she will be seen at the library and will now be able to enjoy it more.

Comments from the Board

Boardmember Martin commented that she was trying to locate a new member but most people she knew were more hands on. They were not interested.

Vice Chair Faulkner presented a framed photo collage created by Carey James, Friends Coordinator, in appreciation of her long years of service to the Library Advisory Board and her hard work on the Landscape Committee and getting the library landscaping in order.

Boardmember Seaman will be signing on for another term and will forward it in writing to the Clerk. Additional comment was inaudible.

Boardmember Lord stated she had a couple items:

1. She has been “beating the bushes” for a replacement and may have a potential replacement. She requested clarification that the City Code or Bylaws stated a member MUST serve until replaced. She asked then what happens to the open seats?

2. She further expressed that her Writer Laureate position will lead her to Juneau shortly and in reviewing her campaign materials for her speech she came upon some materials that elicited fond memories of her time on the Board; she will be visiting Nome, and other places throughout the state; she enjoyed working with everyone and expressed her thanks.

3. She mentioned the resolution and plaque presented to her from Mayor Hornaday.

Vice Chair Faulkner presented Boardmember Lord with a photo collage in appreciation for her dedication and years of service to the Homer Public Library and the Library Advisory Board that was created by Carey James.

Boardmember Wagner commented that she attended beyond her date and in fact she was told that she would have to re-up since she did not find her replacement.

COMMENTS OF THE CHAIR

Vice Chair Faulkner thanked everyone for his or her hard work.

adjournment

There being no further business to come before the Board, Vice Chair Faulkner adjourned the meeting at 7:15 p.m.  The next Regular Meeting is scheduled for April 7, 2009 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: