Session 04-11, a Regular Meeting of the Library Advisory Board was called to order on November 2, 2004 at 6:06 p.m. by Chair Mauger at the Homer City Hall Conference Room located at 491 E. Pioneer Avenue, Homer, Alaska.

 

PRESENT:         BOARDMEMBERS:                       MAUGER, KEFFER, BURSCH, WAGNER, LORD

 

                        STAFF:                                     LIBRARY DIRECTOR HILL

                                                                        DEPUTY CITY CLERK JOHNSON

 

APPROVAL OF THE MINUTES

 

The Regular Meeting minutes of October 5, 2004 were corrected and approved by consensus of the Board.

 

APPROVAL OF THE AGENDA

 

The agenda was amended to add NEW BUSINESS Item C – 2005 Schedule.  Item A was corrected to read Informational Packet for Mayor and City Council.  The amended agenda was approved by consensus of the Board.

 

LIBRARY DIRECTOR’S REPORT

 

A.                  Statistical Report for October 2004

 

Library Director Hill reported she had been away for two weeks, part of that time spent at the Library Director’s Annual Meeting in Girdwood, Alaska.  The topic of the guest speaker was resilience in times of change.  Mrs. Hill stated the workshop was very positive, she learned new aspects in dealing with change in a positive manner, and enjoyed networking with other Library Directors.  She came back feeling recharged and hopeful.  Other participants at the meeting were impressed with Homer’s vote effort, especially the work done by the vote committee people.  Mrs. Hill said Homer has not passed a bond issue since the 1980’s, yet the recent bond passed with 63% approval.   

 

At this time Mrs. Hill is pushing to bring the budget in line, assuring that purchases and book orders are completed before the end of the year.  The next priority is filling out E-rate forms for the next cycle.  The architects have been given notice to proceed, so the library staff is again reviewing key areas of design and having discussions with Architect Brian Meissner. 

 

In response to Chair Mauger’s question regarding the library budget status with the failure of the sales tax proposition in the October election, Library Director Hill said she has not been asked to do anything at this point.  She added that last year at budget time all departments were asked to come up with an alternate plan to cut 10% from budget.  For the library that was a lot, as the library only makes up 5% of the City’s budget.  For several years the library has had flat budgets, without keeping up with inflation.  Mrs. Hill added that City Manager Wrede and Finance Director Baugh are good problem solvers and always work things out.

 

The Statistical Summary for October 2004 was distributed and Library Director Hill noted that circulation had increased while attendance had decreased.  The usual pattern in the Fall includes quiet mornings and more activity in the afternoons.  She said Story Hour is going well with last week’s session being very rousing.  Internet usage has decreased due to the lack of visitors at this time of year.  Mrs. Hill pointed out the volunteer hours for September and October statistics do not include those hours of the Capital Campaign and Vote Committees. 

 

COMMITTEE REPORTS

 

A.                  Capital Campaign Committee

 

Boardmember Lord said the Capital Campaign Committee (CCC) met last evening and talked about library funding and the federal funding status.  The library is waiting for information on the Omnibus Bill.  The CCC talked about Plan B if there is a funding gap, identifying a number of places to fill the shortfall.  There are alternatives to redesigning the building.  The group worked on donor recognition, going out for corporate money for spaces in the building.  The copper fish sales have been extended until the end of the year providing an opportunity for gifts.  Over $50,000 was derived in the community drive.  Architect Brian Meissner will be in Homer December 1 and 2.  It is anticipated the new library building will go to bid in February or as late as April and still remain on schedule.   

 

Chair Mauger reported that the Rasmuson visit went well and it sounds like they will be in Homer for the ground breaking ceremony.  There should be word from both the Rasmuson Foundation and the Omnibus Bill by the end of the month. 

 

B.                   Publicity Committee

 

Boardmember Keffer said the Publicity Committee met last evening with discussions of the $60,000 goal.  The group is confident they will meet that amount.  The Bowl-a-Rama is scheduled for February 19, 2005 and the Spelling Bee for April 2, 2005.  Quilt raffle tickets will be sold at Safeway beginning Friday, November 5th, and sales will continue until the day before Thanksgiving.  Volunteers are needed to sell the tickets.  There will be a table at the Nutcracker Fair selling raffle tickets for both the quilt and American doll, with the drawing at the Nutcracker Fair on December 5, 2004 at 5:00 p.m.  At this time there has not been a dinner scheduled at the Homestead, as there are no volunteers.  Susan Cushing is exploring the possibility of an oyster eating contest at Stas Oyster Bar/Fish House (formerly the Connelly House) in March or April of 2005.  The next meeting of the Publicity Committee is scheduled for December 8, 2004.

 

Chair Mauger added that Rachel Livingston has been asked to revisit the Homestead event.   

 

C.                  Building Committee

 

Boardmember Wagner said the Building Committee met on October 14th with City Manager Wrede and Public Works Director Meyer, along with Architect Meissner by phone.  The water tank at the Tutka Bay Hatchery was discussed.  The enormous tank is made of three-inch tongue and groove redwood and could be recycled as siding around the children’s area or other areas of the interior or even as decking.  Ms. Wagner talked with Cook Inlet Aquaculture and learned the project may be on hold until a feasibility study is completed.  There will be more information in December and January. 

 

The notice to proceed to 95% of the new library building was approved.  Brian Meissner said that the City Council should be encouraged to proceed to 100% plans, which would be the final plan.  It would prevent the plans from being useless if the project was postponed due to lack of funding.  Both the City Manager and Public Works Director said they would give it consideration.  At 95% the project is not bid-ready.  The new City Council will be deciding the percentage of approval. 

 

Boardmember Wagner said Public Works Director Meyer asked when the project can go to bid.  He stated it is not appropriate to go to bid without the money.  The funding plan the CCC has in sight was given to Mr. Meyer.  When the funding is finalized the project can go to bid, which may be February or March 2005.  As to the contractor bid process, there was discussion about soliciting a pre-qualification bid that put limits on what a contractor could provide, rather than the lowest bid.  Public Works Director Meyer pointed out USDA funds are being used which means federal guidelines must be followed that do not allow preferential treatment.  Municipal laws are nullified meaning local preference is not given and the project will have to go for the lowest bid contractor.  Problems could arise if the contractor is not qualified as there may be change orders and claims causing additional expenses.

 

Boardmember Wagner said the Building Committee discussed platting the new library area as one lot.  Both City Manager Wrede and Public Works Director Meyer balked at that as it would mean taking out the right-of-way (ROW) that goes down the middle of the eight lots.  It goes through the library lot and up to Grubstake.  It is not a worry to make it all one lot, but rather the lots that go by the private property.  Giving up the easement may make it hard to obtain it back if needed.  The Building Committee convinced them to plat it as one piece of property and to erase the ROW on the library lot and to keep the ROW on the top portion on the top near the private properties.  Ms. Wagner said it is their intent to keep the option open for a road up to Grubstake until the traffic study is done.  It must then go through the Borough level.  It has been agreed to re-plat it as one property.  The City originally gave the lots as part of the MOA (Memorandum of Understanding) and they have been used as matching funding in grant requests.  It is part of the concept of the overall building design. 

 

The Committee discussed recognition possibilities for those people donating materials with a value of $5,000 to $6,000.  The sale of the old library building as a means for funding of the new library was discussed.  City Manager Wrede said the City will cover the money if the old library is not sold.  Boardmember Lord said another conversation may be needed with the City Manager as the sale of the old library is in the funding plan and Kresge may not grant money without the sale.  Chair Mauger said she was going to talk to the City Manager to find the dollar value needed of the old building.  Angie Newby has offered a realtor’s opinion on the value of the old library and Ms. Mauger would find out what steps were needed.  Boardmember Lord said it was outlined in the MOU that the old library would be sold.

 

Boardmember Wagner said contracts for each artist participating in the new library will be prepared and Brian Meissner will be talking with them during his December visit.             

 

The next Building Committee meeting will be scheduled at a later date in December when Brian Meisnner is here.

 

COMMUNICATION/VISITORS

 

UNFINISHED BUSINESS

 

NEW BUSINESS

 

A.                  Informational Packet for Mayor and City Council Members

 

Chair Mauger said at the last City Council meeting there was discussion of the new library, with the City Manager saying LAB members would meet with the Council for a strategic planning session on November 22.  Library Director Hill said the arrangement was made with the Council before being in the Steven’s budget.  She said it may be more productive to have the meeting with Council after hearing from Rasmuson.  Mrs. Hill said the City Manager will ask if the Council is agreeable to moving the meeting to December 13th at the Committee of the Whole.

 

Chair Mauger said the LAB had discussed compiling an informational packet to give to the City Councilmembers and Mayor.  It would include the most precise piece which is four pages written by Anne Marie Holen, Special Projects Coordinator, for the Paul G. Allen Foundation.  A cover letter by the LAB with the MOU and latest pie chart would be included.  Chair Mauger said presenting the packet to each Councilmember individually was discussed, with each LAB member being assigned to a Councilmember individually. 

 

It was decided the following assignments would be made:

Nancy Lord/Val McLay

Tom Bursch/Rose Beck

Ann Keffer/Dennis Novak

Kyra Wagner/Beth Wythe

Michael Hawfield/Doug Stark

Bette Seaman/Mike Yourkowski

Sue Mauger/Mayor Hornaday

 

The LAB talked about their discussions with the City Councilmembers and what questions may need to be answered.  It was decided a view of the library interior would be included in the informational packet.

 

B.                   Extension of MOU With Homer Foundation

 

Library Director Hill provided the LAB with the Memorandum of Understanding between the Homer Public Library Capital Campaign and the Homer Foundation.  Boardmember Lord pointed out the campaign will be winding down and it will be given back to the LAB.   

 

It was decided a new MOU was needed that read: The Homer Public Library Advisory Board’s Capital Campaign Committee is in the process of concluding a capital campaign for the construction of a new library facility in Homer, therefore:

 

The new MOU will be continued to 2006.  Chair Mauger and Boardmember Lord are to sign the MOU.   

 

LORD/WAGNER – MOVED THAT THE CHANGES TO THE NEW MEMORANDUM OF UNDERSTANDING BE MADE WITH SIGNATURES.

 

VOTE:  YES.  NON OBJECTION.  UNANIMOUS CONSENT.

 

Motion carried.

 

C.                  2005 Meeting Schedule

 

KEFFER/WAGNER – MOVED TO ACCEPT THE LIBRARY ADVISORY BOARD MEETING SCHEDULE FOR 2005.

 

VOTE:  YES.  NON OBJECTION.  UNANIMOUS CONSENT.

 

Motion carried.

 

COMMENTS FROM THE PUBLIC

 

COMMENTS FROM THE BOARD

 

Boardmember Lord apologized for missing so many meetings and plans to be here consistently for the next six months.  She said the Friends of the Library will have their next board meeting on November 10th at 6:00 p.m. with the regular meeting to follow at 6:30 p.m. at the library.

 

ADJOURNMENT

 

There being no further business to come before the Advisory Board, the meeting was adjourned at 7:27 p.m.  The next Regular Meeting is scheduled for December 7, 2004 at 6:00 p.m. in the Homer City Hall Conference Room located at 491 E. Pioneer Avenue, Homer, Alaska. 

 

INFORMATIONAL MATERIAL

 

Library Director Hill provided an email from Carol Swartz inviting the LAB to meet the new Chancellor of the University of Alaska Anchorage, Dr. Elaine Maimon.

 

 

_____________________________

JO JOHNSON, DEPUTY CITY CLERK

 

 

Approved: ____________________