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HomeMy WebLinkAbout1987-08-04 Library Commission SummaryKENAI ADVISORY LIBRARY COMMISSION August 4, 1987 - 7:30 PM Community Library Linda Swarner, Chair AGENDA 1. ROLL CALL 2. APPROVAL OF AGENDA 3. PERSONS PRESENT SCHEDULED TO BE HEARD 4. APPROVAL OF MINUTES of July 7, 1987 5. DIRECTOR' S REPORT 6. OLD BUSINESS a. Disruptive Behavior Policy b. Summer Reading Program c. Computer Schedule 7. NEw BUSINESS a. Five Year Plan b. Equipment List c. Grants Received d. Trustee Workshop 8. COMMISSION COMMENTS & QUESTIONS 9. ADJOURNMENT Excused for August- Commissioner Turner KENAI ADVISORY LIBRARY COMMISSION MINUTES August 4, 1987 Kenai Community Library Linda Swarner. Chairperson ITEM 1: CAL.L., T0,,,ORDE..R & ROLL,,, CALL At approximately 7:55 p.m. the Kenai Advisory Library Commission Meeting was called to order by Chairperson Lind& Swarner. The roll was called by Secretary Carol L. Freas. Commissioners Present: Commissioners Absent Swmrner Smalley Emery Brenckle Hues (Excused) Simmons (Excused) Turner (Excused) Other present were: Linda McNair, Library Representative and Carol L. Freas, Acting City Clerk. A QUORUM IS PRESENT. ITEM 2' APPROVAL OF AGENDA Commissioner Emery MOVED for approval of the Agenda and Commissioner Brenckle SECONDED the motion. MOTION PASSED UNANIMOUSLY. ITEM 3' PERSONS PRESENT SCHEDULED TO BE HEARD There were none. ITEM 4' APPROVAL OF MINUTES OF JULY 7, 1987 Chairperson Swarner asked if there were any corrections or deletions from the Minutes of the July 7, 1987 meeting. Commissioner Emery stated that his absence from the last meeting was an excused absence and that the minutes did not reflect that. He would like that correction made. Commissioner Brenckle stated that her name is spelled incorrectly throughout the minutes of the July 7, 1987 meeting and would like those corrections made. Commissioner Emery questioned the motion made in Item 6-a of the July 7, 1987 minutes and asked which motion was tabled. .. Chairperson Swarner ex~laine~ that the ~isruptive policy was tabled indefinitely until Commissioner Turner brings back information regarding a re~orting form to the Commission. Commissioner Smalley MOVED for approval of the minutes with the corrections noted and Commissioner Emery SECONDED the motion. MOTION PASSED UNANIMOUSLY. ITEM 5: DIRECTOR' S REPORT Linda McNair gave the Director's Report in the absence of Librarian Emily DeForest. Ms. McNair distributed copies of the Year End Report for Fiscal Year 1985-1986, Year End Report for Fiscal Year 1986-1987 and Report for the Month of June, 1987. Ms. McNair explained that she distributed a copy of the Year End Report of 1985-1986 for comparison to the Year End Report of 1986-1987. Comparison of the two reports indicates that circulation, additions, reworks, interlibrary loans and library cards issued have all increased. State grants received include- $8,630 for Public Library Assistance Grant which will be used for books; $7,000 Institutions (Wildwood Correctional Facility) Grant, which breaks down to $4,880 to be used for personnel, $2,070 for materials and $50 for supplies. The Library Cooperation Education Grant is ~ending at this time. An appropriations ordinance will be presente4 to the City Council Meeting scheduled 'for August 5, 1987 as new business for approval of the monies to be spent in this manner. Ms. McNair stated that they are awaiting the installation schedule from Dynex (the new computer). Dynex is hoping to coordinate the Mat-Su installation with the Kenai installation in order that a representative from Dynex will .be able to be present for an~ problems arising. Arrival of the computer is expected to be the end of September or beginning of October. The summer film program will be complete at the end of August. It has not been as ~oDular this year due to the less number of college students in the area working for the canneries. Librarian DeForest is near completion of an accomplishment activity re~ort for the past seven years for the City Manager which includes schedule of assets added or deleted, participants, future plans, expected growth, state and federal participation figures. Commissioner Smalley asked if the summer reading program has completed. Ms. McNair answered yes and that it was very successful. Approximately 98~ of the children who entered the program, completed the program. There was a party for those involved where over 100 certificates of completion were distributed. Sixty to seventy children attended the party. Questions of the Director Commissioner Brenckle requested further explanation of the Institutional Grant. Ms. McNair explained that the grant does not involve supplying the law library for the Wildwood Correctional Institute. It supplies reading material to their library, the Community Library does preliminary work and sometimes includes holding copies of their books. This insures that the Wildwood Library always has access to that book. The Wildwood Library borrows many books from the Kenai Library and have microfiche available. The person hired through that grant will be doing some of the ordering and preliminary cataloging. Commissioner Emery asked if the amounts of the grants has decreased from last year. Ms. McNair answered no, that Emily spoke with the coordinator for South Central and the coordinator told Emily that there would be no reduction in the amount of monies requested from the grants submitted. Ms. McNair also added that the policy of application for grants is changing in that the grants will run year around. A. DISRUPTIVE BEHAVIOR POLICY Chairperson Swarner stated that since this topic was tabled at the last Library Commission Meeting by Commissioner Simmons and because Commissioner Simmons is not present, the topic will stay tabled. B. SUNN~.R READING PROGR~M Chairperson Swarner asked if there was any more discussion other than what was already reported by Ms. McNair. Commissioner Brenckle asked if a presentation of the Summer Reading Program would be presented by its coordinator at a future meeting. Ms. McNair answered yes. C. COMPUTER SCHEDUhE A training schedule was discussed at the last meeting -- either have employees go to Anchorage for approximately a three-day training program, or have the representative from Dynex come to Kenai and train the employees. If the training ~rogram is coordinated with the Mat-Su employees and the ~rogram is presented in Anchorage, the cost of the training program would be split with Mat-Su and the City of Kenai. Discussion followed where it was pointed out that some times it is an advantage to have the trainees work with their computer and catch problems as they arise with new programs, etc., however Dynex has proposed a large amount of money for their coming to Kenai. Ms. McNair stated that there would probably be five employees who will need training. The decision of whether the training will be in Kenai or Anchorage will be made by Librarian DeForest. D. OTHE~ OLD BUSINESS Commissioner Smalley stated that a letter of thanks had been written and mailed to Ms. McNair in appreciation of her help and hard work in the Library. NEW BUS.!N,E.S.,..S., A. FIVE-YEAR PLAN Chairperson Swarner stated that a five-year plan should be defined due to comments made by Councilwoman Monfor in regard to wishes of the Mayor that if commissions, etc. were not active they would be dismissed. The Commission discussed the set of goals which were previously prepared (revised February 3, 1987) and found that they would include the next five years. The "Goals of the Library Commission" is attached hereto and made a part of these minutes. Commissioner Brenckle suggested that the goals should be ..... advertised to bring more interest in the library. Commissioner Smalley added that advertisement might increase the number of volunteers. Commissioner Brenckle suggested that an annual book sale might make people more aware of the library needs. Monies gathered from a sale would be for the benefit of the library collection. (The money would be made by the Friends of the Library and then the Friends would donate it back to the library.) Commissioner Emery suggested a ~oint meeting betWeen the Library Commission and the Friends of the Library and discussion followed. Commissioner Emery MOVED for a joint meeting with the Friends of the Library and the Library Commission to be held on September 1, 1987 and Commissioner Brenckle SECONDED the motion. Discussion- The invitation to the Friends should include the suggestions of joint activities such as a book sale, five-year plan, discussion of having a representative from the Friends attend Library Commission Meetings, etc. MOTION PASSED UNANIMOUSLY. B. BQUIPMBNT hiST The Commission.discussed the equipment list that was presented to the Council for approval for use of Federal Revenue Sharing Funds. The list included a telefax; CD ROM Reader; PCXT and printer; VCR 1/2"; info track; stereo; high speed duplicator. Chairperson Swarner asked the Commissioners if they have other suggestions for equipment. Commissioner Brenckle suggested that when the equipment and library technology materials that Emily is awaiting from the conference she attended comes in, that the Commission look over the information and Emily note the equipment that might be of interest to the library for purchase for the future. Further discussion followed regarding the availability of library materials for blind and senior citizen patrons. Commissioner Emery stated that he would like a collection of books on cassette tapes and VCR (classics). Ms. McNair offered that the library would not want to be in competition with the local video tape rental stores. Commissioner Brenckle questioned the availability of foreign language materials. Ms. McNair reported that there is some German, Japanese and Portuguese available. Commissioner 2'~mery suggested word processing availability for use on the computers for patrons and Commissioner Brenckle suggested other educational programs be available also. C. G~ANT$ R~CEIV~D These grants were discussed during the Director's Report. Two have been received and the library is awaiting notification for the third. These grants are all State grants. D. TRUSTEE WORKSHOP Latest notification of dates for the Trustee Workshop was October 16, 1987. The date will be checked. Chairperson Swarner briefly addressed the topics that will be discussed at the workshop. Some of these include board member qualifications, responsibilities, etc.; fund raising; legal structure of libraries, etc. The Workshop is for all libraries on the Peninsula. OTHER NEW BUSINESS Chairperson Swarner stated that the Standard Operation Procedure for Non-Resident Summer Visitor Library Cards will be discussed formally at the next Commission meeting. A cody of the tentative ) rules is attached. _ITEM,, .8:_ COMMISSION ._COMMENTS. ,.,~,~D OU. ESTION$ Commissioner Emery informed the commissioners of his travel through California this summer and that he was impressed by what the City of Kenai's Library has available for use by its patrons in contrast to other libraries he visited. There were no other comments. ITEM .. 9 . ADJOURNMENT Commissioner Smalley MOVED for adjournment. SO ORDERED. Meeting adjourned at 9:15 p.m. Carol L. Freas, Acting City Clerk GOAL A: DRAFT · · Revised and Updated: February 3, 1987 Review and implement a master plan of the library during 1987. Objective 1: Expansion of the library facilities amended in March, by 10,000 square feet by-1991. GOAL B: Make recommendations to the council and other improvements to the library. regarding capital Objective 1: Objective 2: Complete selection computer catalogue system during 1987. and purchase of and automated in-house charge Increase the library equipment in 1987. Priority list of equipment is as follows, but not limited to: Objective 3:. Telefax Facsimile C/D ROM Reader ½" VHS player Wi th monitor (combo unit) Computers wi th pr inters (~from 1 to 3)~. Video compact disc player Audio compact disc player By 1991 explore the -feasibility bookmobile for local service use. of a Objective 4: , By 1992 examine the feasibility of a satellite library given population growth and changes in population density. GOAL C: Make recommendations to improve library services. the library and council to Objective 1: Objective 2: Continue to recommend to the City Council that an increase be made in the funding for books and other library materials. Continue to increase interlibrary loans and promote state support of same via funding and personnel. DRAFT Goals of the Library Commission page -2- Objective 3: Objective 4: Objective 5: Objective 6: Objective 7: Objective 8: Objective 9: Maintain utilization of the activities room, By 1989 , including, Librarian. increase library personnel but not limited to, an Assistant By 1989, explore the feasibility of telecommunications as a means of increasing patronage. Continue to support the Kenai Community Library, Inc., in its efforts to increase outside fiscal support of the library and its services. · Continued public recognition of volunteer efforts and paid staff, and increase public awareness of the library and its services through the local media. By 1990 consider the addition of loan programs: for example, specialized toys, compact audio discs, or pieces of art, and computer software. By 1989, increase library hours on Friday and Saturday and consider having Sunday hours. · 12. GOALS ACHIEVED , Typewriters were purchased. typewriters. Now have three public use Ms. DeForest has completed a comprehensive bid prospectus for an in-house computer catalogue and automated charges. Which includes: 10 public access terminals 5 dial in ports 2 terminals, 1 at reference desk, 1 in center library for employees DRAFT Goals of page -3- · · · · · · · · · · · · · the Library Commission Proposal also includes; a bibliographic maintenance unit, circulation- unit, card catalogue, acquisitions and serials. .. Volunteer efforts have been recognized. Newspaper recognition. Open house for the library addition. Saturday hours have been increased from 8:30 to 5:00 Activities Room has increased its as, City meetings, Organizational Night Movies and Tudor program. utilization; such meetings, Friday Obtained computer software. Increased patronage. Continued school Increase children. access NEW GOALS , , , _ contacts in cooperation with schools. of library services to school age Increase services to blind and physically handicap. Continued cooperation and access of library services for Wildwood Inmates. Reference service by 1990. Annual review of library policies and rules.