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HomeMy WebLinkAbout1997-11-04 Library Commission SummaryKENAI ADVISORY LIBRARY COMMISSION KENAI COMMUNITY LIBRARY ACTIVITY ROOM NOVEMBER 4, 1997 ~ 7:30 P.M. AGENDA ITEM 1' CALL TO ORDER & ROLL CALL ITEM 2: AGENDA APPROVAL ITEM 3' APPROVAL OF MINUTES a, Regular Meeting of October 7, 1997. ITEM 4: PERSONS SCHEDULED TO BE HEARD ITEM 5: REPORTS a. Director Friends of the Library Public Relations Committee ITEM 6: OLD BUSINESS a, Budget Requests ITEM 7: NEW BUSINESS ao Library Christmas Open House ITEM 8' COMMISSIONERS' COMMENTS/(}UESTIONS ITEM 9' INFORMATION ao Kenai City Council Action Agendas of October 15, 1997. ITEM 10: ADJOURNMENT Library Commission November 4, 1997- 7:30 p.m. Kenai Library Activity Room Chair Bob Peters *** MINUTES *** ® ® ® ® CALL TO ORDER AND ROLL CALL Chairman Peters called the meeting to order at approximately 7'35 p.m. ROLL CALL Members Present' Bob Peters, Kathy Heus, Lorrene Forbes, Janice Rodes, Carol Brenckle, Elissa Fahnholz Members Absent: Janet Brown, Vincent O'Reilly Also Present: Emily DeForest, Councilman Joe Moore, Contract Secretary Barb Roper APPROVAL OF AGENDA HEUS MOVED TO APPROVE THE AGENDA. MOTION SECONDED BY BRENCKLE. AGENDA WAS APPROVED AS PRESENTED APPROVAL OF MINUTES FORBES MOVED TO APPROVE THE MINUTES OF OCTOBER 7, 1997. MOTION SECONDED BY BRENCKLE. MINUTES FOR OCTOBER 7, 1997 WERE APPROVED AS WRITTEN. PERSONS SCHEDULED TO BE HEARD - None REPORTS a. Director DeForest reported that she attended the Director's Leadership meeting in Girdwood. DeForest also reported that the statewide computer system was still being worked on. Discussion took place on the computerized system and it's advantages. DeForest noted there is conflict between the State of Alaska and the University as both entities want control over the system. DeForest stated the work session following the regular meeting in Girdwood was nonproductive and nothing was settled. The AFS reception held at the Library on November 2 was successful with 71 people in attendance. KENAI LIBRARY COMMISSION MEETING NOVEMBER 4, 1997 PAGE 2 be Several classes have been held at the Library and several more are scheduled. School participation at the library was discussed. DeForest reported that it was nice to have the young people come in early in the school year so that they can become accustomed to the library. Friends of the Library: Heus made the following report: The function by Storyteller Bobby Norfolk was well attended with 143 individuals participating. The program was excellent and enjoyed by all age groups. Friends will look to continue sponsoring other similar programs and activities that will involve young people. There is a Board vacancy and a sign will be posted encouraging people to apply. The deadline is December 1 at 5'00 p.m. The current Board will select the new member. The Commission was encouraged to refer interested individuals. Friends is sponsoring a sale of a "Cakebook" provided by Billie Rice who was a volunteer at the Library many years ago. The cakebook is $12.95 and the proceeds will be used to fund library projects. Book Lover's calendars are also being sold at the library front desk. An author signing is tentatively scheduled for December 17. John Roderick, the author of "Crude Dreams", will be speaking at the Chamber that day. The Christmas Open House is scheduled for December 18, 1997 from 4:00 p.m. to 7:00 p.m. The City has been generous in contributing to this function in the past. Moore will ask the Council for $500.00. Friends will help with preparations. The raffle concluded on October 31 and November 1, 1997. Of the 300 tickets available, 298 were sold. The total number of meals sold was 266 and the food was very good. Split the Pot was played both evenings. The winner received $205.00 the first night and approximately $180.00 the second night. A few people showed up in costume the second night and prizes were awarded. Heus stated there are some expenses out yet but the total profit is approximately $14,300. This brings the building fund over $20,000.00. The winner of the grand prize was Brenda Minka and KENAI LIBRARY COMMISSION MEETING NOVEMBER 4, 1997 PAGE 3 she works in the maintenance department for the Borough. A newspaper article is planned highlighting the event and the winner. It was asked if Friends will have another raffle next year. Heus reported that other minor fund raising activities have been discussed but no plans are made for another raffle at this time. Discussion took place on the raffle last year and it was reported that $5,000.00 was raised. This money was used to fund the bond issue. Peters thanked Friends for their hard work and excellent organization of the raffle. c. Public Relations Committee: Peters reported the PR Committee meeting was canceled at the last minute due to illness. OLD BUSINESS Budget Requests DeForest stated the paperwork for the budget process is due out at the end of this month or in early December. The Commission was asked if there was anything they would like to see included. A very lengthy discussion took place on funding for the library addition and whether or not the original 2.5 million request should be resubmitted. This discussion also included various funding sources which included the City, State and grants. Moore reported that several items were looked at for State funding and only five items were determined to be a priority. The library addition was not one of the line items. Discussion took place on the grant process. Moore stated the City Manager indicated that anyone is welcome to pursue a grant but before the final paperwork is submitted he would like to review it to assure the City's area of responsibility is covered. Forbes recommended that a set of bid-ready documents be prepared to present to City Council. A lengthy discussion took place on the type of plans required for the addition and whether or not it would be feasible at this time to spend the money when the exact type of addition unknown. Concern was expressed that architectural firms on the Peninsula may not have the experience in library additions. KENAI LIBRARY COMMISSION ME~ING NOVEMBER 4, 1997 PAGE 4 ® HEUS MOVED THAT 2.5 MILLION DOLLARS BE REQUESTED FOR THE LIBRARY ADDITION. MOTION SECONDED BY RODES. VOICE VOTE: 3 YES; 2 NO ADVISORY VOTE: NO MOTION PASSED AS THE ADVISORY VOTE IS NOT CONSIDERED. Additional discussion took place on requesting the total amount needed for the new addition. Concern' was expressed that the figure may not be enough due to inflation. The 2.5 million dollar figure was from a couple of years ago. Bid-ready documents was also discussed in more detail and the following motion was made. FORBES MOVED TO HAVE DEFOREST INCLUDE AN AMOUNT NOT TO EXCEED $250,000.00 TO HAVE BID-READY DOCUMENTS PREPARED FOR THE LIBRARY ADDITION. MOTION SECONDED BY BRENCKLE. VOICE VOTE: ALL IN FAVOR, MOTION PASSED UNANIMOUSLY It was suggested that an architect be invited to a meeting to discuss the steps required to have bid-ready documents prepared and the estimated cost. The architectural firms in the area was again discussed. It was decided that DeForest will contact the State Library Director to see if he can provide some insight on what is required to have the documents prepared. DeForest will report back to the Commission at the next meeting.. DeForest reported that she will include $30,000.00 for a Net-Connect computer program in the budget. This will allow other libraries to connect to the Kenai Library. It was recommended that the expense of having the Library open on Sunday be included. DeForest reported this is a personnel budget line item and will be included. Discussion also took place on video link services at the Library. This will also be included in the budget. NEW BUSINESS a® Library Christmas Open House KENAI LIBRARY COMMISSION MEETING NOVEMBER 4, 1997 PAGE 5 ® ® 10. DeForest stated this event will be held on December 18, 1997, 4:00 p.m. to 7:00 p.m. She will be soliciting help from Commissioners. After discussion it was noted that assigned jobs will be provided at the next meeting. COMMISSIONER'S COMMENTS / (~UESTIONS Commissioner Brenckle congratulated Friends of the Library on the fine job with the raffle. It was an outstanding evening and a lot of money was raised. Commissioner Heus thanked the Commission for the support of the Friends of the Library. Commissioner Peters also commended the Friends for the fine job with the raffle. He also recommended that a Commissioner write a letter of commendation. Brenckle will write the letter and forward it to DeForest this week. Commissioner ltodes also indicated that she enjoyed the fund raiser. INFORMATION a® Kenai City Council Action Agendas of October 15, 1997. ADJOURNMENT BRENCKLE MOVED TO ADJOURN THE MEETING. HEUS. MEETING ADJOURNED AT 9:10 P.M. MOTION SECONDED BY Respectfully submitted, B~arbara Roper