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Home My WebLink About1998-06-02 Library Commission SummaryKENAI ADVISORY LIBRARY COMMISSION KENAI COUNCIL CHAMBERS JUNE 2, 1998 ~ 7:30 P.M. AGENDA ITEM 1: CALL TO ORDER & ROLL CALL ITEM 2: AGENDA APPROVAL ITEM 3: APPROVAL OF MINUTES - Regular Meeting of May 5, 1998. ITEM 4: PERSONS SCHEDULED TO BE HEARD ITEM 5' REPORTS a. ITEM 6' Director Friends of the Library Public Relations Committee Library Addition Committee OLD BUSINESS a, Goals and Objectives. ITEM 7: NEW BUSINESS ITEM 8: COMMISSIONERS' COMMENTS/QUESTIONS ITEM 9: INFORMATION ao Kenai City Council Action Agenda of May 6, 1998. Kenai City Council Action Agenda of May 20, 1998. ITEM 10: ADJOURNMENT Kenai Advisory Library Commission June 2, 1998 - 7:30 p.m. Kenai Community Library Activity Room Chair Bob Peters *** MINUTES *** 1. 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, Janet Brown, Janice Rodes, Vincent O'Reilly, Carol Brenckle Members Absent: Lorrene Forbes, Elissa Fahnholz Also Present: Director Emily DeForest, Councilman Joe Moore, Ethel Clausen, Contract Secretary Barb Roper 2. APPROVAL OF AGENDA BROWN MOVED TO APPROVE THE AGENDA WITH THE ADDITION. MOTION SECONDED BY HEUS. THE AGENDA WAS APPROVED AS PRESENTED. ® APPROVAL OF MINUTES- Regular Meeting of May 5, 1998 HEUS MOVED TO APPROVE THE MINUTES OF MAY 5, 1998. SECONDED BY O'REILLY. MOTION Heus asked for clarification on the comment made by Carter on page 3, second paragraph, second sentence. It was noted, for clarification purposes the sentence should read, "Carter pointed out that several years ago when she was the City Clerk she had the task of coordinating the Library Commission. Peters noted that throughout the minutes of May 5, 1998 the Commissioner's referred to the Library Extension Committee (LEC). The committee is called "Library Addition Committee". The minutes were approved with the noted clarifications. 4. PERSONS SCHEDULED TO BE HEARD - None 5. REPORTS a. Director o DeForest provided members with a copy of the June calendar and the monthly report for May. DeForest noted that circulation was down for May but there were several school children who visited the library. It was also noted the low circulation was typical for this time of year. , DeForest reported, the final budget hearings are scheduled for June 10, 1998 in a special meeting. The special meeting was called as the hearing needed to be published for seven days prior to the meeting. DeForest reported that, at this time, the part-time person was still in the budget and it is anticipated there will be no changes. This position will allow the library to open on Sundays from noon to 5 p.m. and will also provide assistance during normal work hours and for special projects. e DeForest noted, the Friends book sale is underway and it was reiterated the library will have a tent at the Kenai River Festival. Members were encouraged to come out to help. O'Reilly asked about the status of the State budget for libraries. DeForest answered, it went better than expected and various libraries, including Kenai, will get some State money. The changes to the budget included allowing matching funds to be in-kind rather than just limited to dollars. Also changed was the requirement for a librarian with a college degree for libraries over a certain size. Brenckle asked why the City of Kenai contributed money to United Way when the United Way provides funds to the Senior Center, a City-owned department. Brenckle thought the pass-through should be eliminated and the money should go directly to the Senior Center. After a brief discussion it was noted the City matches employee contributions to United Way and any money from United Way is probably going towards specific programs at the Senior Center and not directly to the City. Friends of the Library . Brown reported the Friends of the Library met on June 1. Work is underway for the 4th of July parade. The Library will participate by having several eight to ten- year old children involved. The theme this year is "9-1-1, Unsung Heros': The children will wear firemen hats, badges, etc. Brown hoped this would be the first of many 4th of July parades for the library. LIBRARY COMMISSION MEETING JUNE ~2, 1998 Page 2 e The book sale preview for Friends' members is scheduled for Thursday, June 4. The actual sale for the public begins on Friday, June 5. DeForest reported that Unocal is providing the tent for the sale and Phillips will erect it. e Friends of the Library will have another raffle this year. The event will take place on October 30 and 31 at the Eagles Club. Tickets will go on sale soon. e The pin sale continues to do very well, they will be sold at the Festival as well. e Plans for the 50t~ anniversary celebration for the library is underway. Discussion took place on the 75t~ anniversary celebration in Sitka. DeForest stated they had invited dignitaries from Juneau, various school bands performed and they had several presenters and readers. Public Relations Committee -- No report Library Addition Committee: O'Reilly reported that the Committee met on May 17 and the following findings and recommendations were discussed' Findings' The problem of shortage of space at the library still exists. Funding for expansion cannot be obtained by public support for a bond issue. Recommendations' ae Seek a blend of funding to include state or city grants, foundation, federal, or any other source. b~ Develop a written plan for funding methodology, update cost estimates, obtain schematics, and consult with all City officials. Ce Employ the services of a grant writer/fund raiser who will act in a continuous manner. de Work cooperatively with the Friends of the Library to strengthen membership of the building committee. Survey frequent library patrons to broaden volunteer worker base. LIBRARY COMMISSION MEETING JUNE 2, 1998 Page 3 A very lengthy discussion ensued with regard to hiring a grant writer/fund raiser, various funding sources and whether or not the schematics and assessment for the library addition was sufficient for seeking grants. The question was asked how the grant writer/fund raiser would be paid. It was suggested at one time the person could get a certain amount down to start with the rest coming from a percentage of the grant amount when it was awarded. It was also suggested that the City Council be approached to see if there would be any interest in matching a grant. Brenckle stated she had a real hard time hiring a grant writer/fund raiser without having the money to pay for one. Brenckle continued, she also had a very hard time with people who come to the Commission to create a position for themselves. Brenckle suggested the committee be expanded to include the community who may have access to donations that could fund a grant writer. Heus suggested that Council be contacted because their feelings on the bond issue doesn't necessarily indicate disapproval for the future of the library. After a discussion on matching grants it was recommended that the Library Commission not approach Council until an actual dollar amount is known. O'Reilly suggested that when the Council and/or public is approached with regard to the library addition, examples of what could happen if the library is not expanded be the main focus. Discussion also took place on the relationship with the Friends of the Library. Heus suggested the Friends remain involved and also noted the Commissioners could not spend any money. It was decided the chairman or a representative from the Library Commission attend the next Friends of the Library meeting on July 6 to summarize the reason and the need for a library addition. It was also determined the schematic prepared by Kluge for the library addition and the assessment was sufficient at this time. O'Reilly suggested, however, an updated cost estimate be prepared since the original plan is becoming dated. RODES MOVED TO ACCEPT THE FINDINGS AND RECOMMENDATIONS PROVIDED BY THE LIBRARY ADDITION COMMITTEE. MOTION SECONDED BY BRENCKI, E. Voice Vote - aH in favor- motion passed unanimously. LIBRARY COMMISSION MEETING JUNE 2, 1998 Page 4 ® ® HEUS MOVED THE CHAIR OR A REP~ENTAT~ OF THE LIBRARY COMMISSION ATTEND THE JULY 5, 1~8 MEETING OF THE FRIENDS OF THE LIBRARY TO SHARE INFORMATION ON THE LIBRARY ADDITION. MOTION SECONDED BY BROWN. Voice Vote - all in favor - motion passed unanimously. OLD BUSINESS a® Goals and Objectives Peters reported the goals and objectives will be voted on at the July meeting and asked if there were anymore changes required. DeForest stated that Forbes had changed Objective//8. After a general discussion the following changes were made: Objective 4/1 should read; "Maintain library hours and keep Sunday hours." Objective//8 should read; "Continue to implement usage of commercial services and the addition of loan programs to include compact audio discs, computer software, books on tape and educational video cassettes". Objective # 13 should read; "Continue support of budget increase for additional library personnel as needed". NEW BUSINESS - None COMMISSIONER'S COMMENTS / QUESTIONS Commissioner Brenckle stated she will get her books in for the book sale. Commissioner Heus stated this was a good meeting and it appears the Commission is on track for the future of the library. Commissioner Brown again reminded everyone of the book sale preview for Thursday, June 4. INFORMATION a® Kenai City Council Action Agenda of May 6, 1998 Kenai City Council Action Agenda of May 20, 1998 LIBRARY COMMISSION MEETING JUNE 2, 1998 Page 5 10. ADJOURNMENT. BROWN MOVED TO ADJOURN. MEETING ADJOURNED AT 9:15 P.M. Respectfully submitted, Barbara Roper LIBRARY COMMISSION MEETING JUNE 2, 1998 Page 6