Session 07-08 a Regular Meeting of the Library Advisory Board was called to order on September 4, 2007 at 6:00 pm by Chair Hawfield at the Homer City Hall Cowles Council Chambers located at 491 E. Pioneer Avenue, Homer, Alaska.

PRESENT: BOARDMEMBER MARTIN, WAGNER, HAWFIELD, SEAMAN, KEFFER, FAULKNER

BOARDMEMBER LORD

STAFF: LIBRARY DIRECTOR HILL

DEPUTY CITY CLERK KRAUSE

APPROVAL OF THE AGENDA

LORD/SEAMAN- MOVED TO APPROVE THE AGENDA.

There was no discussion.

VOTE: NON OBJECTION: UNANIMOUS CONSENT

Motion carried.

PUBLIC COMMENTS REGARDING ITEMS ON THE AGENDA

None.

RECONSIDERATION

There were no items for reconsideration.

APPOVAL OF THE MINUTES

A. Minutes of the July 3, 2007 Regular Meeting

LORD/FAULKNER - MOVED TO APPROVE THE MINUTES AS WRITTEN.

There was no discussion.

VOTE: NON OBJECTION: UNANIMOUS CONSENT

Motion carried.

VISITORS AND COMMUNICATION

A. REPORT ON FRIENDS

Boardmember Lord did not attend the last two Friends of the Homer Library meetings as she was out of town, however Library Director Hill did attend these meetings.

Library Director Hill reported that the Friends of the Homer Library (Friends) met their Summer Challenge to raise $1000.00 in donations between July 1, 2007 and September 1, 2007. She also stated that the Harry Potter Party was a great success with attendance numbers over expectation. The Friends have been gearing up and meeting regularly working on their budget for 2008.

Library Director Hill confirmed that John Straley will be giving a presentation in the Library in late October. He will also be meeting with the Young Adult Writers group.

Chair Hawfield asked Library Director Hill to extend an invitation to the new coordinator for the Friends to attend the October Library Advisory Board Meeting. He commented that it would be nice to have the Coordinator as a regular attendee at the meetings.

Frank Vondersaar, a Library Volunteer reminded the Boardmembers that September is disaster preparedness month and that there is a good possibility that the Kenai Borough Disaster Relief Vehicle will be in town at the end of the month.

LIBRARY DIRECTOR’S REPORT

A Statistical Report for August 2007

Director Hill reported that she has been talking with the City Manager trying to see if the landscape budget can be reinstated to the library project.

Nancy Lord asked when the old building is to be sold. She has concerns that the utilities are still being paid from the budget. Library Director Hill commented that she is sure that the old building has been listed, but has been so focused on the new building she will check on that issue to see where its at. Boardmember Lord was concerned that it has been a year and the market has dropped considerably, and the utilities can be a substantial drain on the budget. Library Director Hill confirmed that until the building has been sold the City continues to maintain the property. She also noted that there has been some vandalism to the property by means of graffiti on the outside of the building.

Boardmember Wagner commented on the books mentioned for the Photo Fest scheduled at the Library the first week of September.

There was a brief discussion on the condition and status of landscaping and garden areas.

Boardmember Keffer asked for clarification on “no mow grass” if there was such a thing. Director Hill stated that Parks and Recreation Coordinator Hagerty responded there is no such thing in Alaska. Further discussion ensued on the Library landscaping maintenance and what could be done next season.

Library Director Hill recommended forming a Library Grounds Committee that would meet and create a plan to maintain the landscaping. The committee should consist of Parks & Rec Coordinator Hagerty (or designee), a member of the Garden Club, Friends, and have course a member from the LAB. Boardmember Lord said she would seek a volunteer from the Friends. Boardmember Wagner, Seaman, and Martin volunteered to help on the committee. Chair Hawfield recommended postponing the discussion until later in the Agenda under Pending Business, Item A. There was no objection from the Boardmembers.

Library Director Hill reviewed the August 2007 statistics for the benefit of the Boardmembers. The most remarkable increase was in attendance. The Story Hour is also reaping the benefit of higher attendance since moving into the new building. She believes that the additional room in the new building over what was available in the old building is the reason.

Director Hill stated that she has been able to catch the volunteer hours more thoroughly. She reminded the LAB Board Volunteers that she would require their hours on a monthly basis and they could call or email her. She commented that revenue has increased, when reviewing YTD totals for 2007 in comparison to 2006 they have surpassed in a couple of areas.

COMMITTEE REPORTS

A. Artwork Selection Committee

Boardmember Faulkner reported that the first meeting was conducted a few weeks ago. Angie Newby from the Public Arts Committee, Kelly Thompson from the Friends, and Library Director Hill would comprise the committee. She reported that the first meeting was to discuss what the goals of the committee would be; the committee determined what walls were to be used to display artwork. Committeemember Thompson will be asking the Friends about the availability of funding for a display case to be used in the teen area. The committee will be visiting the area schools to see about displaying student artwork from competitions; and the Pratt Museum will be approached to ask if they would be interested in a rotational display for artwork that they do not have room to show at the museum. Boardmember Faulkner stated the next meeting will be September 18, 5:30 p.m., at the library and that once the committee has created a plan and determined the process for art selection it will probably meet once or twice a year.

Library Director Hill stated that the valuable artwork that was discussed during the last Board meeting will be placed with the Pratt Museum. There was a brief discussion between the boardmembers regarding the collection.

Chair Hawfield distributed some information to Library Director Hill regarding short-term lending, shifting responsibility to the lender/owner that the business or benefactor will show due diligence in protecting the artwork but it will fall to the owner for any and all financial liability of the artwork.

PUBLIC HEARING

None.

PENDING BUSINESS

A. Planning for the Future – Landscape Committee

Chair Hawfield opened discussion regarding the recommendation from Library Director Hill on forming a Landscape Committee.

There was a brief discussion regarding the care and current responsibility of the care of the landscape, design of the gardens, and selections for landscaping materials and what the intent was for the appearance.

Chair Hawfield asked for a motion to create a Landscape Committee to address the issues.

LORD/WAGNER – SO MOVED.

The Boardmembers further discussed the responsibilities of the committee or task force, and how long the committee would last. Chair Hawfield suggested that it should be called a task force since it will be charged with doing something very specific.

Boardmember Seaman commented that after the last meeting she visited the garden and its not that bad, “who doesn’t have dandelions in their yard? A plan needs to be put in place this winter for the care of the grounds next summer.”

The discussion continued regarding the following:

1. Task Force will devise a plan to be implemented Spring 2008.
2. Volunteers to include HFL, library patrons, Garden Club, and other interested groups
3. Members to be on the task force – Kyra Wagner, Bette Seaman, Linda Martin, Helen Hill, and Tammy Hagerty (or representative) and a member of the Friends of the Library board.
4. Plant replacement.

VOTE. YES. NON-OBJECTION. UNANIMOUS CONSENT.

Motion carried.

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

The Board discussed the status of the survey as they are eager to offer their input and see the results. Library Director Hill has spoken with Sue Coble and will check on the status.

Boardmember Wagoner addressed the issue of the cracking maple tabletops, she described a process that could be used repair and make the tables structurally sound. Chair Hawfield asked if this would be the best time or when, because the wood can split more. Library Director Hill reported that two of the tops have been fixed.

There was discussion regarding financial resources to have this done. Boardmember Wagoner will check with the two artists about their process and see what is required, what the cost would be, and especially, if this is something that should be taken care of sooner rather than later.

Chair Hawfield commented that these repair costs are not in the budget but that they (the City) have invested considerably in the library and should consider funding this repair.

NEW BUSINESS

A. Budget

Director Hill handed out the preliminary budget for 2008 for review. General discussion ensued regarding the aspects of the budget, a few points that were discussed in further detail were:

1. Part-time Library Aide

2. Funds for new materials

3. Increase in funds to train library personnel

4. Need to add woodwork repair (under $5000 not a capital expense, over a capital expense.)

Boardmember Wagoner will find out cost range and get information to Library Director Hill so she can include in budget for meeting next week.

There was no further discussion.

B. Capital Improvement Plan 2008-2013– (CIP)

The Boardmembers discussed what projects were supported in 2007 and what they would like to see on the Capital Improvement Plan for 2008. The Board then took fifteen minutes to review and select their top five projects.

The following projects were chosen by each Boardmember:

Boardmember Wagoner – Downtown Restrooms, Town Center Infrastructure, City Hall Greenhouse

Boardmember Lord - Firefighter Aerial Truck, Homer Intersection Improvements, Downtown Restrooms, City Hall Greenhouse

Boardmembers Faulkner, Martin, Keffer, and Seaman did not add additional projects.

It was discussed that supporting a project that receives funding is encouraging. It was agreed to entertain more discussion on the City Hall/Town Square project and support of a large financial project that is being so rushed. Boardmembers Lord and Wagoner voiced their personal concerns regarding the City Hall project and the urgency centered on the whole project and the building process. Comments were made that it was a clear priority for the Council, that if it was not on the Library Board’s CIP list it was going to be built anyway.

Library Director Hill commented that she comes everyday to City Hall and explained how the staff is crammed into small spaces, people are working on top of each other. She reminded the boardmembers what it was like in the old library.

Boardmember Lord gave further explanation on her provisional support of City Hall. She explained it is the urgency that has surrounded the project that makes her apprehensive.

Boardmember Faulkner commented that it did not need to be number one on the list.

Boardmember Keffer felt that the two projects Town Center and City Hall would be on the Council final list, but she wanted to know how each of these projects impacts the Library. Discussion ensued regarding the benefits and drawbacks of the projects.

There was a brief discussion on public restrooms, the availability, location, and need for facilities for citizens and visitor use in the downtown area.

Final decisions for the 2008-2013 CIP recommendations from the Library Board are in order of greatest impact to the Library:

1. Aerial Fire truck

2. Homer Intersection Improvements

3. Public Restrooms – downtown

4. Town Center Infrastructure

5. City Hall/Town Square

6. Homer Greenhouse

WAGNER/FAULKNER – MOVED TO ACCEPT THE ABOVE PROJECTS FOR SUBMISSION TO CITY COUNCIL.

There was no further discussion.

VOTE. YES. NON-OBJECTION. UNANIMOUS CONSENT.

Motion carried.

INFORMATIONAL MATERIALS

None.

COMMENTS FROM THE PUBLIC

There was no public.

COMMENTS FROM CITY STAFF

Deputy City Clerk Krause explained briefly the GCCM process and the benefits of performing construction projects using this method and some of the items/features that the City Hall Town Plaza Committee suggested to be included.

Library Director Hill reminded the LAB what they were doing one year ago, moving into the new Library. She stated that the Library would not be having a anniversary party but she was sure the Friends were coming up with something.

COMMENTS FROM COUNCILMEMBER (IF ONE IS ASSIGNED)

None.

COMMENTS FROM THE BOARD

Boardmember Martin commented but it was inaudible and unable to be transcribed.

Boardmember Wagoner congratulated Ann Keffer on her book being published.

Boardmember Lord stated she would not be attending the next meeting.

Boardmember Seaman was unable to attend also.

Boardmembers discussed their availability for next month’s scheduled meeting and determined that there would not be a quorum so an alternative date was arranged for October 4, 2007. It was determined that there would be a quorum on that date.

Boardmember Keffer and Faulkner had no comments.

COMMENTS OF THE CHAIR

Chair Hawfield thanked Boardmember Faulkner for taking the Art Selection Committee by the horns. He thanked the other members for volunteering for the Landscape task force and apologized for not being able to attend the October meeting, but will submit an agenda before he leaves town.

ADJOURNMENT

There being no further business to come before the Board, Chair Hawfield adjourned the meeting at 8:03 pm.  The next Regular Meeting is scheduled for October 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: