Session 05-11, a Regular Meeting of
the Library Advisory Board was called to order on
PRESENT: BOARDMEMBERS: MAUGER, WAGNER, BURSCH, KEFFER, SEAMAN, HAWFIELD
ABSENT: LORD (excused)
STAFF: LIBRARY
DIRECTOR HILL
DEPUTY
CITY CLERK JOHNSON
CITY
MANAGER WREDE
SPECIAL
PROJECTS COORDINATOR HOLEN
APPROVAL OF THE MINUTES
A. Minutes of the
The Regular Meeting minutes of
APPROVAL OF THE
AGENDA
The agenda was amended to hear UNFINISHED BUSINESS Item A - New
Library Construction Update before LIBRARY DIRECTOR’S REPORT.
The amended agenda was approved by consensus of the Commission.
A.
New
Library Construction Update
Ben Gibson, Project Manager, reported the library construction is
right on schedule with the steel erectors completing their work last week. The ultrasound tests on the moment and
continuity of the steel frame structure passed.
The roofers will arrive tomorrow and will be on the job for a month. There are many layers of roof, and in
conjunction, steel will be installed to provide for the straight fachia. Plumbers are
on site installing roof drains and electricians are starting their work on the
main service entrance. Seventy percent
of the exterior walls are framed. The
exterior wall sheeting will slow down while the roofers are integrating their
work with the construction crew. By the
end of November the bright yellow gyp sheeting will be on the back side of the
building. The sheeting is a vapor shield
to comply with the LEED (Leadership in Energy and Environmental Design) certification. The parapets are being built along the edge
of the roof to allow for the membrane on the roof.
As to the budget in progress, it is right on schedule. There will be a preconstruction meeting with
the roofers tomorrow. The remainder of
the sheeting and exterior wall work will be completed by the middle to end of
December. Small changes are coming
through, just as expected. Mr. Gibson
said at the last LAB meeting it was decided that the fireplace or hearth would
be used, and at a subsequent meeting with the architect it was decided to go
ahead with the fireplace. Leo Vait has been contracted for the fireplace design and will
present it to the structural engineers and architect. They will be asked what is needed to provide
structural support for the fireplace and the costs involved. Once the total cost is decided it will be determined
if there is money in the budget. Mr.
Gibson said the LAB needs to provide a voice for the community upon viewing Leo
Vait’s ideas for the fireplace.
Boardmember Mauger said she had heard
drywall and other supplies to SBS (Spenard Builders
Supply Inc.) may be affected due to Hurricane Katrina. She asked Project Manager Gibson if the
availability of materials would be affected from the aftermath of the storm. Mr. Gibson replied he has not heard any of
that, and reassured that Jay Brant Construction is looked upon favorably by SBS
for good reasons. Ms. Mauger commented
there are rations in
Artist Leo Vait displayed plans for the
fireplace and LAB members viewed them.
The fireplace showed shelves with recycled beach wood. The background would be textured in a reddish
brown with a wooden mantel and concrete hearth.
A window in the line of the hearth may need to be modified to
accommodate the hearth. Mr. Vait answered multiple questions about the fireplace
design. Vice Chair Hawfield
said in soliciting donations for the new library project he talked to the owner
of Alaska Propane who said he would be real happy to do in-kind help if there
were gas involved. Project Manager
Gibson said the contractor is responsible for following safety measures and
would probably want to incorporate his own bonded contractor. Ken Castner added
that the numbers saved by an in-kind contribution would not be
substantial. Vice Chair Hawfield said the owner of Alaska Propane may be willing to
donate a propane tank or gas. Mr. Castner explained that the fireplace insert will have to be
plumbed for the in-going and out-going vents and a pad will need to be poured outside
to accommodate the tank.
WAGNER/SEAMAN - MOVED TO APPROVE THE DESIGN.
VOTE: YES. NON OBJECTION. UNANIMOUS CONSENT.
Motion carried.
LIBRARY DIRECTOR’S
REPORT
A.
Statistical Report for October
2005
Library Director Hill reported she had a wonderful training
session in Girdwood for Library Directors.
It was a great presentation by trainers from the University of Oregon Business School.
Academic and school librarians discussed a formal
COMMITTEE
REPORTS
There
were no reports.
COMMUNICATION/VISITORS
UNFINISHED
BUSINESS
A. New
Library Construction Update
This
was heard under APPROVAL OF THE AGENDA as approved by the Board.
B. Planning
for the Future: Roles of the LAB and Friends of the Homer Library
Vice
Chair Hawfield said Library Director Hill met with City
Manager Wrede to discuss the MOU (Memorandum of Understanding) and Mr. Wrede’s comments are incorporated within. Boardmember Mauger
noted the inconsistency in the organization name and parties between the
appendix and the main body. Article 7 needs
a title and number of days of notice in writing needs to be decided.
BURSCH/MAUGER
– MOVED TO PROVIDE 60 DAYS NOTICE IN WRITING.
There
was no discussion.
VOTE: YES. NON OBJECTION. UNANIMOUS CONSENT.
Motion
carried.
WAGNER/MAUGER
– MOVED THAT ARTICLE 7 BE TITLED: “GENERAL UNDERSTANDING, TERMINATION, AND
AMENDMENTS”.
There
was no further discussion.
VOTE: YES. NON OBJECTION. UNANIMOUS CONSENT.
Motion
carried.
Boardmember Mauger suggested changing the appendix to
be consistent with the rest of the document in reference to the Friends of the
Homer Public Library. The LAB agreed to
change the appendix to “Friends” as Friends of the Homer Public Library is
referenced. It was the understanding
that many of the recognition items were included in the project construction
costs, although it is not true with the fish and donor and documentation
book. Boardmember
Mauger said upon Claudia’s return they will learn more. Ms. Mauger will be at the Friends meeting on
November 9th and they will discuss covering the plaques through
capital donation money. A decision needs
to be made if it will be the contingency covering the fish and book or money
that the Friends held back. Numbers from
Moose Run Metalsmiths is needed to figure the
budget. Boardmember
Mauger recommended the LAB approve the MOU with the understanding some changes
will be made to the appendix and will affect the Friends. If the MOU is completed without signatures before
the next LAB meeting, Commissioner Hawfield should be
given the authority to sign.
MAUGER/SEAMAN
- MOVED TO ACCEPT THE MOU WITH THE ABOVE CHANGES AND THOSE IDENTIFIED ON THE
DOCUMENT AND GIVE COMMISSIONER HAWFIELD THE POWER TO SIGN IF CHAIR NANCY LORD
IS NOT BACK YET.
Vice
Chair Hawfield asked if the appendix was
separate. Boardmember
Mauger explained it was
Boardmember Mauger said if the last sentence of each of
the four paragraphs outlining recognition opportunities were removed, the MOU
may be approved.
WAGNER/SEAMAN
- MOVED THAT THE PRIOR MOTION BE AMENDED TO TAKE OUT THE LAST SENTENCE OF THE
FOUR PARAGRAPHS OF EACH RECOGNITION
Boardmember Keffer pointed
out on the signature page it needs to read Friends of the Homer Public Library
for consistency.
VOTE:
(motion as amended) YES. NON OBJECTION. UNANIOMOUS CONSENT.
Motion
carried.
KEFFER/MAUGER
– MOVED TO INSERT THE WORD “PUBLIC” TO READ FRIENDS OF THE HOMER PUBLIC LIBRARY
WHEREVER IT APPEARS IN THE DOCUMENT, INCLUDING THE SIGNATURE PAGE.
VOTE: YES. NON OBJECTION. UNANIMOUS CONSENT.
Motion
carried.
VOTE: (main motion as amended) YES.
NON OBJECTION.
UNANIMOUS CONSENT.
Motion
carried.
B.
Budget
Planning Process: Discussion of Recommendations and Timeline
Library
Director Hill suggested the LAB write a letter or memo to the City Council
asking them when they would like to meet to discuss the budget. It was decided a couple board members would
meet with Library Director Hill to develop recommendations for the City Council
and present their ideas to Council as a consensus. The LAB discussed short and long term methods
to generate funds. Boardmember
Keffer said the idea for an endowment is to assure
the gift goes directly to the library rather than to the City. There is concern a donation to Friends may
come with strings attached. Boardmember Keffer suggested a
volunteer be trained to repair books.
The following methods to generate funds for the library were outlined:
Near
terms Long
terms
Leasing space KPB
contribution service area
Coffee
kiosks
Donations/planned
gifts
Vice
Chair Hawfield is to prepare a memorandum, circulate
it to LAB members and then to the City Council.
Boardmember Wagner questioned if the Council
decides the ideas are good will they ask the LAB to pursue them to generate
money. Boardmember
Mauger said the LAB is merely making a recommendation to Council. Another opinion she has heard is that the LAB
should not be running around trying to raise money, as the sales tax increase
has accomplished the largest financial benefit to the City.
C.
Recruitment
of Honorary Student Member
Library
Director Hill stated no students have been able to serve due to their
schedules. Boardmember
Keffer suggested the vacancy for Honorary Student
Member be announced to the entire Homer High School (HHS) student body. Library Director Hill said the student can
satisfy community service hours through the position of student member. It was decided HHHS Principal Ron Keffer would be advised of the vacancy so the announcement
could be made.
NEW
BUSINESS
A.
Prepare
for Meeting with Architects on November 3rd
Boardmember Wagner reported she will be attending the
meeting with the architects and the topic of discussion will be furniture. She will ask about the contingency fund in
regard to the donor fish and the flagpole.
B. LAB
Meeting Schedule for 2006
The
LAB discussed the 2006 Meeting Schedule and decided upon two changes, those
being the location of the meetings and the July meeting date.
SEAMAN/WAGNER
- MOVED TO CHANGE THE JULY MEETING DATE FROM JULY 4, 2006 TO JULY 11, 2006.
VOTE: YES. NON OBJECTION. UNANIMOUS CONSENT.
Motion
carried.
WAGNER/KEFFER
– MOVED TO CHANGE THE MEETING LOCATION FROM THE CONFERENCE ROOM TO THE CITY HALL COUNCIL CHAMBERS.
VOTE: YES. NON OBJECTION. UNANIMOUS CONSENT.
Motion
carried.
COMMENTS
FROM THE PUBLIC
Frank
Vondersaar said he was favorably impressed with the
plans for the fireplace.
Ken
Castner, city resident, acting as Mike Pate’s agent,
told the Board the Pate family wants to create a garden space on the new library
grounds and name it in honor of their mother, Margaret Pate. As soon as the estate settles they would like
to make the gift to the appropriate agency.
An endowment with the Homer Foundation will be made to support perpetual
maintenance of the garden, alleviating any effect on the City’s budget. The suggested area for the garden is between
the walkway and the building. The fish
wall will form the northern boundary between the parking lot and the
garden. It is a warm, sunny spot and
will be a good tribute to Margaret Pate who was an avid gardener and voracious reader. Mr. Castner said
under the new public acknowledgment it will need to be presented to the City
Council. The Pate family would like to
have the option of calling it the
Mr.
Castner said one of the primary functions of the room
WITH THE FIREPLACE WAS FOR PRESENTATIONS.
In the original drawings a larger space was axed, thus leaving the other
area for presentations. He said he
didn’t want to see that function washed away with an architectural
solution. The wide stairways were
designed for people to sit on and the stairways don’t need to be blocked with a
row of chairs cuddled up around the fireplace.
If the two inch slate that Mr. Miller donated for the area is not going
to be used, Mr. Castner would like to see it put to
another use, possibly in the exterior of the building.
As
to the fish wall Mr. Castner discussed construction
with the artists and Project Manager Ben Gibson. As a two sided wall there would be fish streaming
on both sides with some names going from head to tail and others tail to
head. The proposed rivets would have
made a sharp, nasty edge on the back and Mr. Castner
talked them into using a traditional rivet that would be accepted by a
stainless steel mesh. The wall runs
perpendicular with the walkway coming into the library and parallel with the
driveway across the back. It will form
the north boundary of the garden and be visible while walking to and from the
library. A pioneer donor that purchased
ten fish asked Mr. Castner if it was possible to get
all the fish grouped together. Library
Director Hill said there will be a means to accommodate that.
Mr.
Castner commented that the LAB acted perfectly in
regard to raising money. The Capital
Campaign Committee was formed to raise money and it is not the LAB’s aspects to find how to run any of the city
departments. It steps on the toes of the
Friends and the Homer Foundation. Mr. Castner reminded the LAB the vote for the ˝% sales tax
failed miserably, yet the vote for 1% sales tax increase passed by a 40%
swing. It was coupled to the library and
everyone worked to make it happen. He
told the LAB they weren’t under any obligation to do anymore than they had
already done.
Mr.
Castner told the LAB everything should be available
during the library’s operating hours, with no usage of the library after
hours. He hopes there are expanded
library hours, but those should be the hours the facility is made available to
the public. He doubts there will be many
organizations interested in renting the conference room as there are many
others available in town. He doesn’t
feel comfortable competing with other businesses that have rooms. Using the library after hours would change
the protection elements such as gates and doors, and could cost $10,000 to $15,000
more. Mr. Castner
said in talking with the City Manager it may be a possibility to recapture
money for landscaping by eliminating the west parking lot. Mr. Castner said
the west parking lot ties the whole parcel together and was part of the whole
center of town approach the planners took when laying out the lot. He suggested the LAB may want to enter into a
MOU for ground maintenance.
Boardmember Keffer asked if
Mr. Castner could be more specific in what the LAB
should watch for in compromising the function of the lounge as a presentation
room. Mr. Castner
drew the presentation room and the fireplace.
He also showed the LAB the fish wall area and space for the memorial
garden.
COMMENTS
FROM THE BOARD
Vice
Chair Hawfield said he was glad to get the MOU moving
someplace else as the LAB had worked on it for some time. He agrees with Mr. Castner
that it is not the LAB’s position to raise money to
run things. He said the LAB has gone the
extra mile to find ideas and he doesn’t want to take on the ideas as projects
for the LAB.
There
were no comments from other board members.
ADJOURNMENT
A. Adjournment
and next scheduled meeting:
There
being no further business to come before the LAB, the meeting was adjourned at
INFORMATIONAL
MATERIAL
A. City
Council Meeting Minutes –
and
Regular) and
B. Resolution
05-92 – Amending the Library Advisory Board
Bylaws
____________________________________
JO
JOHNSON, DEPUTY CITY CLERK
Approved:
_________________________