LIBRARY ADVISORY
BOARD UNAPPROVED
REGULAR MEETING
MINUTES
Session
08-10 a Regular Meeting of the Library Advisory Board was called to order on
PRESENT: BOARDMEMBERS MARTIN, WAGNER, LORD,
HAWFIELD, SEAMAN, FAULKNER, LARSON
STAFF: LIBRARY DIRECTOR HILL
DEPUTY
Approval of the Agenda
hawfield - requested the agenda to be amended TO move LIBRARY SIGN TASK
FORCE UNDER COMMITTEE REPORTS
LORD/SEAMAN
– MOVED TO APPROVE THE AMENDED AGENDA.
There was
no discussion.
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
LORD/FAULKNER
– moved to aPPROVE the minutes.
There was no discussion.
The minutes were approved by
consensus of the Boardmembers.
Visitors
A. Friends
Report –
Boardmember Lord did not connect
with Elaine with the Friends today and felt that Library Director Hill covered
everything adequately in her report.
Library Director Hill reported that
she has just come from the Imaginarium about reptiles that was being held today
and they had 100 persons in attendance. It was very interesting. they had a
snake for the program too. Staff noted that there were new library cards issued
to a few attendees. She reported that the Halloween program for 3-8 year olds
was successful. There were sixty people in attendance.
The Flag ceremony went well
although lightly attended.
There was no further discussion.
Library Director’s Report
A. Director’s
Report for November 2008
Library Director Hill reviewed her
report for the Boardmembers. She elaborated on the heating and lighting systems
check being performed by Mike Riley and crew. It is like untangling a ball of
string. He has found settings that were correct but getting an override
message. She noted that the building settings were awry the past two weeks due
to the change in the time change.
Boardmember Lord requested information
on the status of the City sustainability people looking into the systems. Chair
Hawfield did not think there was an action item. He thought Boardmember Wagner
was speaking with them. Library Director Hill reported that this is a separate
problem regarding room temperatures and a problem Mike Riley has seen on his
own. Boardmember Lord would like to pursue the issue to make sure that the
building is equipped properly with heat exchangers. She thought that it was to
be brought to City Manager Wredes’ attention. Chair Hawfield will follow-up
with City Manager Wrede and Boardmember Wagner. Boardmember Lord made
additional comments regarding the heat exchange system or lack thereof at the
Library.
Chair Hawfield commented on the visit
by Chief Robl. Library Director Hill explained that occasionally they have
patrons that have medical or emotional problems that caused disruption for
library patrons and the staff needs to know how to properly handle those
situations. They received very good advice. They will also be installing a
panic button to be used in case of extreme emergencies.
There was no further discussion.
B.
Monthly Statistics – October 2008
Library Director Hill reviewed the
statistics and responded to questions from the Boardmembers. She commented that
circulation is higher however attendance was lower. She explained that in the
past the volunteer hours for the Friends had not been included but the new
Coordinator was able to give her some adequate numbers so they will be included
each month. They are doing great business at the Library.
She felt that revenue was assisted
by the print management software used by the Library since copies must be paid
prior to printing them out; with the new color copier they have coin box. She
explained that the September figures do include the State grant money.
She will check into the possibility
of having programs scheduled so people who work in the day could attend.
There was no further discussion.
Committee Reports
A. Art
Selection Committee Report – Eileen Faulkner
Boardmember Faulkner reported that
they have finally received a submission. It is quilts. Ms. Newby of the Public
Arts Committee suggested offering to the Galleries if there were no submissions
this time around. There is still time. The deadline is
Boardmember Larson questioned
displaying personal collections. There are a number of people who would have
some wonderful collections that may be interested in loaning some of their
collections. There was a discussion regarding the liability, responsibility,
and the ability to securely display three-dimensional artwork such as pottery
or statuary. That is why two-dimensional artwork was specifically solicited.
Boardmember Faulkner mentioned some
of the large works of art that were offered for display. Initially she thought
it would be great but after carefully reviewing the open spaces she realized it
would not work.
Boardmember Lord stated that when
it was originally developed the policy did provide for private collections.
Chair Hawfield stated it was very specific regarding galleries and artists. He
commented that he felt they were covered.
Chair Hawfield commented that for
the following display they could approach folks and create thematic displays
such as tapestries, baskets, etc. There are many opportunities to partner with
the museum or galleries to complement upcoming shows. It was agreed by the
Boardmembers to keep that idea on the back burner. The quilts will be on
display for 3-6 months or longer if needed and okay with the lender.
There was no further discussion.
B. Landscape
Committee Report – Linda Martin
1.
Landscape Committee Synopsis
Boardmember
Martin reported that two stakes were installed marking the locations of the two
benches. She reported that she has made no headway on the following issues:
1. Signage for the Library parking lot
2. Repair in the parking lot where
blockage/poor design is creating ice during the winter causing a safety
liability for the City.
3. Fencing materials.
4. Confirmation that benches have been
ordered.
There was
further discussion regarding the above issues and what could be done and that
proper dialog is needed between all Departments at all levels.
Boardmember
Martin would like to invite a group/person in town to adopt a small portion of
a garden. It even has two plants already in it to get them started.
There was
no further discussion.
C. Library Sign Task Force
Boardmember Wagner reported that
nothing has changed. Deputy Clerk Krause commented that a request for the
Request for Proposal was sent to a company located in
There was
no further discussion.
Public Hearing
None.
Pending Business
A. Library Improvement Plan
a. 2009 Budget
Library Director
Hill reviewed the budget development schedule. Discussion ensued regarding a
public hearing shown on November 10th; the Clerk stated she was not
aware that there were any meetings scheduled prior to November 24th.
Discussion ensued regarding the sales tax exemption and how that is affecting
the budget for 2009.
Library
Director Hill responded to questions regarding the budget then further
clarified some of the changes in line items compared to the 2008 budget. The
line item for books was substantially increased and the City Manager and
Finance Director were very supportive of that increase. She elaborated on possibly
obtaining new software allowing audio books to be downloaded to a personal MP3
player which disappears after a few weeks. Current technology will still be
maintained. It may be possible through the same pilot program they may add a
music component which will allow you to download music to your computer at home
from the library website. The budget requested with the exception of additional
personnel is still intact.
Boardmember Lord
noted that she has some skepticism regarding the amounts shown for Maintenance
and Operations. It is almost a 20% increase and for a City trying to hold costs
down, she does not want to see any of that money removed. Library Director Hill agreed and stated that
some of the increases are required due to higher costs involved for things like
supplies, fuel, and electricity. She then elaborated on the decrease in the
landscaping for Boardmember Larson explaining most of that cost is actually
under the Public Works department budget. The increase in the training, travel
and subsistence is great due to all the new technology available and the
requirement to learn the technology.
Library Director Hill
responded that she just needs to complete the paperwork for application to the
Rasmussen Foundation. She has not spoken to anyone there. Boardmember Lord stated
that it would be beneficial for her to contact them and let them know she is
working on that application and her situation. Library Director Hill did state
that at the conference in October she was able to connect with other Librarians
who have completed the paperwork and received valuable information and advice.
Boardmember Lord
requested Chair Hawfield to follow up and let them know the status of the
meetings or public hearings scheduled. The Clerk confirmed that there were no
additional meetings scheduled and the tentative meeting scheduled for
Chair Hawfield
stated the message to Council was to support the budget submitted. He confirmed
that additional operating hours was definitely out for next year and they can
try again in 2010. Boardmember Lord
offered more suggestions to Chair Hawfield regarding the support of the budget
for the council meeting on the 24th of November. She will be out of
town.
Further
discussion evolved regarding informing the public on why the Library could not
increase its operating hours. Chair Hawfield will speak with the Councilmembers
that showed previous support for extended hours, he will send a reminder email
for the meeting on
b. Library Operating Hours
Chair Hawfield
commented that this was the most common request in the survey results - additional
hours. Library Director Hill stated that currently the additional personnel
that were requested in the budget would cover the added hours. The City Council
will not be approving additional personnel for any department. She further
explained that any support would be helpful but City Council has not cut any
current budget they are just not adding anything new. The budget amount
required for the staffing needed for additional hours is $50,000.00; without
extra staff they cannot extend the operating hours.
Discussion rolled
back over to the budget and more clarification on line items.
B. Library – Comments, Responses, Issues
and Challenges.
Boardmember Lord wanted to make sure that they continue to address the
items mentioned in survey, especially the section on technology side such as
the issue of copying to a jump drive. Chair Hawfield stated that Mr. Frank Vondersaar
volunteered to look into this; Boardmember Seaman commented that she will
consult with the IT personnel at the Hospital on what program they have that
checks all jump drives before being used to make sure they are virus free and get
a cost figure if possible.
There was no further discussion.
NEW BusinesS
A. Memorandum
from City Clerk Re: Approval of 2009 Meeting Schedule
LORD/FAULKNER – MOVED TO APPROVE
THE 2009 MEETING SCHEDULE.
There was no discussion.
VOTE. YES. NON-OBJECTION. UNANIMOUS
CONSENT.
Motion carried.
B. Youth
Involvement – Kyra Wagner
Boardmember Wagner stated that a
few months ago the recruitment of a teen/student member or even a teen board
was discussed. She reported that the person to contact at the high school would
be Ms. Ellen Halseth, student government and involved with assigning the senior
projects. Boardmember Wagner spoke with Ms. Halseth and she is very
enthusiastic about having a student/teen representative on the Library Advisory
Board.
Discussion ensued regarding
obtaining one teen/student member before attempting to create a whole board.
Boardmember Wagner will obtain the forms from the Clerk and will speak to Ms.
Halseth regarding recruitment.
There was discussion on what teen
members of the Foundation do to use as examples or guidelines for the student
member of the Library Advisory Board. It was agreed that their interest must be
held in order to keep students on the Library Advisory Board. The Boardmembers
discussed various activities and responsibilities that a teen/student member
would be involved, such as creating new programs for the Library along with
creating a permanent agenda item such as Student Input.
Library Director Hill did not know
of any comparable program in the state, but has attended conferences where
there were attendees that did have programs such as
Boardmember Martin said that she
remembers her college days and she stated that the position must be
interesting. That it would be best to have something outlined for them to do.
Boardmember Wagner will take a Commissioner/Committee Data Form to Ms. Halseth.
She also commented that since there is no definitive outline for a teen board
and there is no one that that will take on outlining and managing a teen board
then maybe they should start with one person and see where their motivation
will take them keeping in mind that it will evolve into much more.
Chair Hawfield offered to step in
and assist in anyway that he could as he did not want Boardmember Wagner to
shoulder everything.
There was no further discussion.
C. Censorship,
Space, Book Selection and Weeding
a. Article from the Library Journal,
Boardmember Lord commented that
this was more informational, but found it very interesting since it addressed
issues regarding city and borough funding, issuing library cards, and that it
was very close in size to the Homer Library.
Library Director Hill stated that
they are more of a commuter library, have 56,000 items in a library roughly
twice the size of Homer’s old library building. They do follow standard
collection rules.
This will be on the December agenda
for further discussion. To save on copying costs Chair Hawfield asked the
Boardmembers to bring this packet back for the next meeting.
Informational Materials
A.
Memorandum from Chair Hawfield to City Manager Wrede
dated
B.
Memorandum from Chair Hawfield to City Manager Wrede
dated
Chair Hawfield will perform further
follow-up on these memorandum and he apologized for the stonewalling
Boardmember Martin has received from Public Works and that someone from that
department, who remains nameless and faceless, could randomly decide that was too
many signs, was not a good idea, and they will not be ordered or installed.
There was no further discussion.
None.
COMMENTS OF THE
Library
Director Hill will be not be at the December meeting. She will not be back for
the City Council meeting scheduled for
Deputy
City Clerk Krause had no comments.
Comments from the Board
Boardmembers Martin,
Seaman, Faulkner, Larson had no additional comments.
Boardmember Lord confirmed
Chair Hawfield attended the last City Council Meeting.
Boardmember
Wagner left at
COMMENTS OF THE CHAIR
Chair
Hawfield stated that he was approached by Carol Swartz from the college and she
commented that it would have been nice had the college received credit on the
survey. She was not aware of the college involvement until his comments to City
Council at the
There being no further business to
come before the Board, Chair Hawfield adjourned the meeting at 7:30 p.m.
The next Regular Meeting is scheduled for
Renee Krause, Deputy City
Clerk I
Approved: