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HomeMy WebLinkAbout1998-05-05 Library Commission SummaryKENAI ADVISORY LIBRARY COMMISSION KENAI COMMUNITY LIBRARY ACTIVITY ROOM MAY 5, 1998 ~ 7:30 P.M. AGENDA ITEM 1' CALL TO ORDER/h ROLL CALL ITEM 2' AGENDA APPROVAL ITEM 3: APPROVAL OF MINUTES - Regular Meeting of April 7, 1998 ITEM 4: PERSONS SCHEDULED TO BE HEARD ao Sue Carter- Fundraising ITEM 5' REPORTS ao Director Friends of the Library Public Relations Committee ITEM 6' OLD BUSINESS ao Goals & Objectives ITEM 7: NEW BUSINESS ITEM 8: COMMISSIONERS~ COMMENTS/~)UESTIONS ITEM 9' INFORMATION ao Kenai City Council Action Agenda of April 15, 1998. Fundraising Institute- Information and registration form. ITEM 10- ADJOURNMENT ® ® ® Kenai Advisory Library Commission May 5, 1998- 7:30 p.m. Kenai Community 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, Janet Brown, Vincent O~eilly, Carol Brenckle Members Absent: Janice Rodes and Elissa Fahnholz Also Present: Emily DeForest, Councilman Joe Moore, Contract Secretary Barb Roper APPROVAL OF AGENDA Forbes requested that the Library Expansion Committee Revival be added under Old Business, Item 6(b). FORBES MOVED TO APPROVE THE AGENDA WITH THE ADDITION. BROWN SECONDED. THE AGENDA WAS APPROVED. APPROVAl, OF MINUTES Regular Meeting of April 8, 1998 BROWN MOVED TO APPROVE THE MINUTES OF APRIL 8, 1998. MOTION SECONDED BY HEUS. Heus noted the following corrections: Page 3, second paragraph should read "The Totem Tracer..." Page 4, fourth paragraph, last sentence should read "The Kenai River Festival is held on Saturday and Sunday..." The minutes were approved with the noted corrections. Library Commission May 5, 1998 Page 2 4. PERSONS SCHEDULED TO BE HEARD a® Sue Carter- Fund-raising. Chairman Peters welcomed Carter to the meeting and reminded the Commission that she was invited to discuss her fund-raising efforts for the Visitors Center. Carter indicated she had conversations with several members, is a regular user of the library, and have watched with interest the pursuit of fund-raising by the Friends of the Library. Carter pointed out that several years ago she had the task of coordinating the Library Commission. Carter encouraged the Commission to not give up their efforts of building a library addition. Carter reported that when she did the grant for the Visitors Center she found there weren't many grants available for museums and libraries, therefore, the Visitors Center does not bear the name museum. Carter stated the Visitors Center applied for a federal grant. The people were very good to work with and helpful, however, they were also very demanding. She recently contacted the gentleman she worked with and was informed there is no money available at this point in time, however, Carter made the following suggestions: o The Library should consider hiring an individual that isn't as emotionally tied to the Library as the Commission and staff are. This individual would look at the issue in a different perspective and would focus on only fund-raising. This individual would also prove the library addition is a worthy project. The library is a wonderful facility and has proven itself so this person would have to be tough with the fund-raising efforts. Consider a fee structure for the library in order to be more self-supporting. People that are users of the library may not be pleased with a change of that sort and it is possible that some will not want to come back to the library but Carter didn't think the number would be too large. . Consider a program where books that are sold are returned for credit. e Attempt to get the City to volunteer to match funds as most foundations would be more apt to award a grant if the Library Commission May 5, 1998 Page 3 intent is shown up front. It was noted the Visitors Center grant was with a 50/50 grant. o Have a schematic plan and/or an artist's rendering of the addition as most grants will require one. Carter noted the Visitors Center spent approximately $700 to have the drawing done and it was needed for the grant. Carter also noted that when applying for a grant, a format to follow is provided and part of the format would be a plan so it should be a priority. o Get as much political support as possible to include local, state and federal governments. Carter noted that letters of support are also helpful when preparing a grant. The Visitors Center went through the Chamber and sent out a statement of intent, a photo and form to various businesses to seek support. A small percentage of the library patrons would probably be sufficient. e Get a different message out to the community other than what a great facility the library is, focus should be put on what is lacking in the library. Heus noted that people are aware the library provides a very good service so they don't think improvements are necessary. Discussion took place on hiring a grant writer and Heus asked what it would cost to hire such an individual. Moore thought it was usually a percentage of the total grant amount. Discussion took place on O~eilly's suggestion of a library for the oil companies and/or fish industry. This would be a method of getting a large sponsor if a room is just devoted to the industry. These rooms would be used for displays and demonstrations. Discussion took place on a bond issue and it was noted that bonds don't do very well in the community and a matching fund program would be more acceptable to most people. Carter suggested the Commission contact the EDD for support and direction. Peters reported that Tess Whalen was notified and even attended a meeting. She recommended a philanthropist and offered to assist with the search for one. When contacted she informed the Public Relations Committee that the lists are very specific and her list was still Library Commission May 5, 1998 Page 4 ® in Montana. Peters did note that Whalen was helpful. Carter reported that EDD does have staff available who would be a good resource for grants. Discussion took place on local persons that have good grant writing experience or would be able to put the Library Commission in the right direction for applying for grants. These individuals included Start Steadman, Aleja DeVito, and Colleen Ward. Peters thanked Carter for her input. Carter stated that she is available to answer any questions and would be happy to provide assistance if needed. REPORTS a. Director DeForest provided members with a copy of the May calendar and the monthly report. The contents of the report were reviewed. There were 9,926 checkouts in April and 198 new patrons. The Internet usage was tracked and there were 677 individuals using the system in April. DeForest reported the last budget hearing was held and the part-time person was left in the Library budget. As of this time, there will be an individual to fill the Sunday hours and handle the library loan program. DeForest also reported a councilperson suggested that since the library is lacking in space and materials for juveniles (8 to 14-years old), $5,000 be added to the Library budget to buy books. DeForest informed the Council that books could not be provided as the library has no space but the money could certainly be used for juvenile programs to entice the young people into the library. The $5,000 was then given for juvenile programs. The EDD Economic Outlook Forum is scheduled for Thursday, May 14, 1998 from 9:00 a.m. to 1'30 p.m.. The fee is $15.00 per person which includes a luncheon. It was pointed out this forum is not related to the City-sponsored program. There will be several classes visiting the library on May 7, 1998 and if anyone has the time, help would be appreciated. The "Turn Off TV" week was very successful. Library Commission May 5, 1998 Page 5 be DeForest showed the Commission a book on Alaska that had approximately 20 pages cut out with a razor. Friends of the Library Heus reported there was a good turnout for the Sunday openings with over 70 patrons each Sunday. It was also reported there was enough help and that was appreciated. The author, Donna Peterson, was pleased with the book signing. The dates for the book sale changed to June 5 and 6 (Friday and Saturday). The pre-sale for Friends of the Library will be held on Thursday, June 4. Hall will be available on June 6 from 9 a.m. to 12 noon to supervise craft activities for children who come with their parents. Friends will provide funds for supplies if needed. The library will be involved in the July 4th parade. Lane Means and Denise Gerhauser volunteered to organize a parade which involves children. Friends will provide funds for supplies if needed. The pin sale has been very successful and more pins have been ordered. The library will have a booth at the Kenai River Festival on June 13 and 14. Volunteers are needed for both the book sale and the festival, a sign-up sheet is available at the front desk. Friends made the decision to hold another raffle. The date, time, place, etc. will be decided very soon. It is anticipated that it will be held around Halloween again. It was noted that several individuals asked about the raffle which helped in the decision to hold another one. Friends will have their election of officers in July. Next-year will be the 50th birthday for the Library so a significant celebration will be planned which will involve giving some of the history of the library. It was noted the library first opened on March 7, 1949. Discussion took place on the original location of the library. The library will get new carpeting and paint in the near future. Public Relations Committee: - No report 6. OLD BUSINESS Library Commission May 5, 1998 Page 6 Goals and Objectives Commissioners had a copy of the last goals and objectives list and the items were reviewed individually. The following decisions were made on each item: Goal A Objective 1 and 2 -- will continue Goal B Objective 1 and 2- will remain Objective 3 -- DeForest reported the new part-time person will be responsible for interlibrary loans. DeForest also reported, with this new part-time person, the library could be opened on Sundays for five hours. This will mean six hours of work which will require a full-time employee. The hours will be 8:30 a.m. to 5:30 p.m. and the days will be shared with staff. Objective 4- will remain Objective 5 -- will remain - DeForest reported a gentleman from the State Library gave a five-hour training session on how to do Internet searches and to provide instruction. It is anticipated these classes will be held once per month at the library. DeForest also reported the school district received a cooperative grant and will be providing technology instruction to various libraries. The Kenai Community Library will be part of that grant. Objective 6 -- will remain -- DeForest stated it is interesting to see what goes on in the Library. At this time the genealogy and writer's groups meet regularly at the Library. The Forest Service met at the library and several individuals were present during the tax season. Objective 7 -- will remain Objective 8 -- will remain -- Discussion took place on a compact audio disc player and the fact the library does not have one, however, efforts will continue to get one along with audio discs. DeForest reported the library received funds from the Ladies of the Eagles and they requested the funds be specified for senior citizens. The library subscribed for McNaughton's books on tape for one year. The tapes come three or four per month and can be sent Library Commission May 5, 1998 Page 7 back when done no longer needed. It was noted the users are basically men. The library has several educational video cassettes which were all donated. Objective 9 ~ will remain Objective 10 ~ will remain with the efforts increased. Objective 11 ~ will continue with large print and audio publications for senior citizens. Objective 12 ~ DeForest indicated the library is unable to go out to Wildwood anymore but there is a shuttle service with an employee from the prison. DeForest stated she will have to visit Wildwood to give some library instruction. Objective 13 ~ has been achieved but will remain with the dates changed. Objective 14 ~ will continue Goal C - ongoing Objective 1 --- will remain, including additional computers for public use. It was noted that some patrons listen to music on the computer and also use the cassette player. DeForest stated patrons would like to have a room for listening but there isn't one available. Goal D -- will continue Discussion took place on video conferencing equipment and it was agreed the item would be added to the goals and objectives list under Goal B, Item 4. Forbes will revise the goals and objectives for the Library Commission and have it available at the next meeting. It was decided the new goals and objectives will be voted upon in the July meeting, after the final budget has been approved in June. Revival of Library Extension Committee (LEC) Brown reported that she would not be able to participate as an active member of LEC due to other obligations. It was decided that interested Library Commission May 5, 1998 Page 8 Commissioners will meet on Monday, May 18, 1998 at 7:00 p.m. to review the status of the committee. 7. NEW BUSINESS June Meeting Location Heus pointed out the June meeting is scheduled for the second and the library will be sorting books for the book sale at that time. It was recommended the location be changed as the regular room will be occupied. Moore stated he would request the use of Council Chambers. The location change will be noted on the agenda for the June meeting. Se COMMISSIONER'S COMMENTS / QUESTIONS Commissioner Brown requested book donations for the book sale. Commissioner Heus stated the information from Carter was excellent and informative and hopefully it could be passed onto Council. Commissioner Brenclde asked if there were any advertisements going into the Clarion for books. It was confirmed that ads were in. Commissioner Forbes will write a letter thanking Sue Carter for the time spent and the information shared at the meeting. Commissioner Peters brought attention to the Fundraising Institute flyer included in the packet and asked if it was possible to have the tuition paid from the budget. Moore indicated the City Manager would have to approve the request. DeForest thought there was enough money in the budget to cover the tuition for all three classes should a Commissioner be interested in attending. 9. INFORMATION Kenai City Council Action Agendas of April 5, 1998 Fund-raising Institute ~ Information and registration form. 10. ADJOURNMENT. FORBES MOVED TO ADJOURN. MEETING ADJOURNED AT 9:55 P.M. Respectfully submitted, ~bara Roper Library Commission May 5, 1998 Page 9