LIBRARY ADVISORY BOARD UNAPPROVED
REGULAR MEETING MINUTES
SEPTEMBER 2, 2008
Session 08-08 a Regular Meeting of the Library
Advisory Board was called to order on September 2, 2008 at 6:05 pm by Chair
Michael Hawfield at the Homer City Hall Cowles Council Chambers located at 491
E. Pioneer Avenue, Homer, Alaska.
PRESENT: BOARDMEMBERS
MARTIN, WAGNER, LORD, HAWFIELD, SEAMAN, FAULKNER, LARSON
STAFF: LIBRARY
DIRECTOR HILL
DEPUTY
CITY CLERK KRAUSE
Approval of the Agenda
LORD/FAULKNER – MOVED TO APPROVE THE AGENDA.
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 August 5, 2008
FAULKNER/HAWFIELD (Clerk could not discern any additional voices) – moved to accept the minutes from the last meeting as written.
there was no
discussion.
The
minutes were approved by consensus of the Board.
Visitors and Communications
A. Friends Report – Library Director Hill
and Cleo Webb
Boardmember
Lord stated she was not present at the last meeting as she was out of town.
However, Library Director Hill and Cleo Webb, a Boardmember of the Friends were
in attendance. Boardmember Lord requested Ms. Webb to give a report on the
events of the last meeting.
Ms.
Webb reported that they hired a new coordinator, Carey James, who will be
starting September 3, 2008. She reported that the book launch on August 15th
for the ABC’s of Kachemak Bay went very well and attended by approximately
twenty people. The upcoming events will be the annual book sale in October;
however that time period is tentative. The next meeting is scheduled for
September 17, 2008 and she extended an invitation to attend to all the Library
Advisory Boardmembers. The October meeting will be focused on membership for
the Friends. She encouraged the Library Advisory Board to join the Friends.
Library
Director Hill reported that the Friends are interested in putting on a program
regarding democracy.
There
was no further discussion.
Library Director’s Report
A. Director’s Report for September
2008
Library
Director Hill reviewed her report for the Boardmembers. She reported on the
status of filling the Library Technician I position. Applications are being accepted
until September 10, 2008. She is hoping to fill the position as soon as
possible.
There
was no further discussion.
B.
Monthly Statistics –
September 2008
Library
Director Hill reviewed the statistics. She stated that the statistics showed
the direct correlation between the number of volunteer hours and the materials
added and removed indicated how understaffed they really are. The summer
reading program numbers were the highest on record. The attendance numbers were
lower for this summer season reflecting the decrease in summer visitors. The
programs were fewer for the month of August compared to July. Internet usage
doubled since August 2007, but Library Director Hill felt that was reflecting
the added wireless service.
There
was no further discussion.
Committee Reports
A. Art Selection Committee Report – Eileen
Faulkner
Vice
Chair Faulkner stated the Machetanz is still in limbo regarding where it will
be hung. There have been scheduling conflicts with the parties involved. McNeil
Canyon Elementary has provided new artwork for the display cases. The classes
correlate the artwork with their Science classes, this time it is the life
cycle of the Fireweed. The request for art from local artists will be
re-released in the next month or so hoping on a better response from local
artists who may have been out of the area earlier this summer.
There
was further discussion on solving the problems delaying the hanging of the
Machetanz and Chair Hawfield offered to contact the Pratt Museum personnel to
see what can be done to get this accomplished. This ongoing situation is not
serving the Library or the donors’ intent for the painting.
There
was no further discussion.
B. Landscape Committee Report – Linda
Martin
1.
Landscape Committee
Synopsis – July 8, 15, 29, 2008
Boardmember Martin reported that the Committee is in
need of Lupine seeds for the swale on the left of the library when looking from
Hazel. She stated that along the highway from Homer to Anchor Point is prime
for collecting the seeds. There was discussion among the Boardmembers regarding
the re-appropriation of the remaining funds. Boardmembers received
clarification that if the monies were going to be used for future materials
such as fertilizers and mulch, City Manager Wrede would recommend that City
Council re-appropriate those funds. He would require specific guidelines for
those funds.
Library Director Hill did receive a quote from Park
Maintenance Coordinator Hagerty for two concrete benches for $900.00. The Board
approved that the Landscape Committee should proceed on the purchase of those
benches.
Boardmember Martin reported that she still has not
received a price quote from the Public Works Director on the fencing.
Library Director Hill reported the same for progress
on the signage that was requested in 2007 from Public Works. It was discussed
and agreed by the Library Advisory Board that to prevent the further damage of
the gardens the signs were needed before this winter.
There was further discussion regarding the
recommendation to hire a summer landscape worker for one day each week. The
boardmembers agreed that it was not an unreasonable request. It was commented
that volunteers can only provide so much but people interested in tending the
gardens do have their own gardens to tend to also. The person hired could be
directed to tend designated areas each week.
Boardmember Martin stated there would be a Landscape
Committee meeting scheduled for September 16, 2008 at 10:00 a.m. at the Homer
Public Library.
The Boardmembers discussed the status of the
Margaret Pate garden.
Chair Hawfield will contact City Manager Wrede to
see if something could be worked out for next summer since the City already
hires quite a few temps for the summer. He was optimistic on the outcome.
There was no further discussion.
C. Library
Sign Task Force
Chair
Wagner gave a brief report on the two proposals submitted. There was a brief
discussion during review of the proposals submitted that they did not seem to
include much information and one did not even include a price. It was
recommended that Chair Wagner take the proposals and perform a detail review to
see if they were responsive or non-responsive. It was pointed out that since
each Proposal lacked required proponents that each proposal was technically non-responsive.
It was acknowledged that possibly re-advertising the Request for Proposals
would garner more responses from the local artists. Admittedly they would miss
this season’s construction period, but it may turn out for the better. Chair
Wagner agreed to take the proposals and review them against the requirements
set by the Request for Proposals issued.
There
will be a meeting of the Library Sign Task Force September 16, 2008 2:00 p.m.
at the Homer Public Library.
There was no further discussion.
Public Hearing
None.
Pending Business
A. Survey
Results!
Chair Hawfield reviewed the summary table created
and prepared by the Clerk for the Library Advisory Boardmembers.
Boardmember Lord recommended three additional
categories - behavior issues, library landscaping, and parking.
Vice Chair Faulkner recommended deleting the column
reflecting the comments on questions 2, 7 and 8. This information without the
actual raw data is of no great concern.
Further discussion developed regarding the various
comments and percentage of responses for each question. Each question was
reviewed and discussed at length regarding possible actions to solve the
problems or inadequacies presented by the survey results. Such discussions
covered additional computers and time, copying or saving work to CD or jump
drives; additional preferences on collections; overall fairness regarding
computer use policies; accommodating the majority of patrons over the few; how
the library could extend their hours to cover the public request.
The Boardmembers recommended by consensus that the
Library extend hours on Tuesday and Thursday by 2 hours each day and open on
Sunday 1:00 p.m. to 5:00 p.m.
This would be budgeting for an additional 8 hours
per week. The possibility of this being approved by Council was discussed.
Library Director Hill commented that although technology was high of the list it was nice to know that there are a large number of patrons that wanted more books. She also mentioned that even if they could get approval or funding for additional computers she is not sure where they could be placed in the library. She also wanted to assure the Boardmembers that if someone requested 15 additional minutes on the computer to complete what they were doing, it would be granted. Some patrons could quite literally stay on for more than 8 hours if they could.
Chair Hawfield stated that the budget and planning
must be 5-10 years out. He reminded the Boardmembers to ask themselves where
they see the library in the next 10 years. Some of these items would not be
done in the next year but conceivably take a few years to complete due to
budgeting issues.
Boardmember Lord asked Library Director Hill to
explain the Internet usage billing to the Boardmembers. It was also noted that
no changes could be implemented without the IT Services Manager Steve
Bambakidis informed knowledge and approval.
The Boardmembers discussed behavioral issues from
younger patrons and what is being done to effectively curb these unwanted
behaviors. This included improper Internet usage. Library Director Hill
explained that staff is currently the best effective method to prevent blatant
sexually explicit Internet usage by underage patrons. The staff will remove
more unruly patrons. She queried that if there are problems why did not staff
or she ever receive a report, phone call, etc?
She related one experience regarding a complaint
received from an elderly patron against a patron with a young child; the
complaint was the child was making noise by banging on the table. The patron
with the young child did not seem to bother any other person in the area. It
was noted that no matter what you do there will always be someone who is
dissatisfied or unhappy with the results. You cannot please everyone, but you
can manage to please the majority.
The Boardmembers discussed the numerous comments
regarding parking issues at the Library. They covered everything from the
dislike in the design of the parking lot to winter maintenance and signage. It
was noted that during the winter of 2007 they had people parking on the
sidewalk because the parking lot was not plowed on a regular basis. Library
Director Hill did state that better coordination with the vendor for early
service would allow patrons to park in a more appropriate manner. The issue of
ice in the parking lot is due to the design of the parking according to Public
Works Director Meyer. It was noted that there was a drainage swale and the curb
could be opened to allow for better drainage. Library Director Hill will
attempt to get with Public Works Director Meyer to discuss the status of the
signs and installation of those signs before winter sets in, this will assist
with the problems when snow and ice cover the pavement markings indicating the
disabled parking spots, etc. The signage that was determined to be necessary
was for the drop off box, disabled parking; operating hours should wait until
after the new hours were approved. Until then they could be painted on a
temporary sign board or even a rock.
Chair Hawfield asked if there was anything else on
the survey that the members would like to discuss.
Boardmember Lord wanted to point out to Ms. Webb
that the Friends needed to get the word out regarding the organization and its
programs. The more mature patrons of the Library are aware of the Friends but
the Survey was completed by a majority of its younger patrons and they quite
clearly indicated they knew little about the Friends and or the programs they
provide and sponsor.
Boardmember Lord wanted to ensure that Library
Director Hill saw the comment regarding donation of a magazine subscription and
to contact that person since he provided his number. Discussion developed
regarding donation of books and non-profits.
Boardmember Lord volunteered to write an opinion
piece to let the public know about the survey results.
Boardmember Larson recommended that a column should
be submitted once a month on the Library dealing with issues such as Proper
Library Etiquette. The Boardmembers by general consensus felt that this would
be a great idea with the exception of the local papers prefer weekly offers and
a few weeks submitted in advance. It was discussed further that this would
allow a forum for the public. They also were of the opinion that the Friends
would be better suited in submitting written articles for print.
There was no further discussion.
B. Library
Improvement Plan
A. Operating Hours - Options
There was no
discussion.
C. Library
– Comments, Responses, Issues and Challenges.
1. Physical Plant Operations - Nancy Lord and
Kyra Wagner
Chair Hawfield opened the
floor for discussion on the operations of the Library. He commented that both
Boardmembers Lord and Wagner had been approached regarding the air handling
system for the Library. A patron of the Library specifically asked for an audit
of the system. Discussion developed that the possibility of having a small
problem may be affecting the system from being as economical as it could be.
Boardmember Wagner explained the LEED program has many checkpoints and environment
was chosen. The air handler is designed for noise reduction. The indoor air
quality rated very high. This left a bigger issue with heating. Chair Hawfield
requested Boardmembers Lord and Wagner to take the lead on this issue and
submit to him bullet points that he could use in a memorandum to City Council
and the City Manager.
Boardmember Lord and
Wagner suggested approaching the City sustainability person.
There was no further
discussion.
NEW BusinesS
A. Operating
Budget FY2009
Library
Director Hill reviewed the budget submitted for FY2009. She explained that City
Manager Wrede reserves the right depending on the outcomes of the Borough Sales
Tax initiative to make changes to the department budget requests in priority
order.
The
Boardmembers reviewed and discussed several aspects of the proposed Budget line
items.
Library
Director Hill stated the draft budget will be submitted by September 27, 2008
and the schedule for submitting the budget ordinance will be October 27, 2008
it will be introduced then public hearings will be scheduled for November 10,
2008 and November 24, 2008. The budget should be adopted December 8, 2008. It
was noted that the budget would be discussed by City Council over the next
several committee of the whole meetings. The best support is a public show of
support at the meetings. Library Director Hill stated that the Library
Improvement Plan is another definitive written statement that supports her
budget requests.
There
was no further discussion.
Informational Materials
A. Memorandum
from Deputy Clerk Krause to Mayor Hornaday and City Council Re:
Library
Advisory Board CIP Recommendations for 2009
There was no discussion.
Ms.
Webb commented on getting information to the public and …(the Clerk was unable
to discern the entire contents of the comment due to audio troubles.)
COMMENTS OF THE CITY STAFF
Library Director Hill announced that Boardmember
Lord had been appointed Writer laureate for the State of Alaska and
congratulated her on her achievement. She then thanked the Boardmembers for
carrying on during her absence this summer. She enjoyed seeing all the work and
progress each week on her return to Homer.
Comments from the Board
Boardmember Martin commented that she took her
nephew to the Library for the first time and he had a very enjoyable
experience, she congratulated Boardmember Lord and welcomed Library Director
Hill back.
Boardmember Wagner welcomed Library Director Hill
back.
Boardmember Lord thanked Library Director Hill. She
then made a few additional comments that were inaudible. She did not have a
topic as yet. She welcomed Library Director Hill back.
Boardmember Seaman welcomed Library Director Hill
back.
Vice Chair Faulkner reminded the Boardmembers that
the elections will be held the next two months and she will not be attending
the November meeting, as she will be volunteering at the polls.
Boardmember
Larson appreciates all the work that Library Director Hill does in regards to
getting all the information together for the Boardmembers. She commented that
when looking at the landscaping she would like to suggest creating a garden
that would inspire people to sit and reflect or read, etc.
COMMENTS OF THE CHAIR
Chair Hawfield commented on the next meeting. He
congratulated Boardmember Lord on her appointment and welcomed Library Director
Hill back.
There being no further business to come before the Board,
Chair Hawfield adjourned the meeting at 9:08 p.m. The next Regular
Meeting is scheduled for October 7, 2008 at 6:00 pm in the City Hall Conference
Room located upstairs at 491 E. Pioneer Avenue, Homer, Alaska.
Renee
Krause, Deputy City Clerk I
Approved: