Loading...
HomeMy WebLinkAbout1998-10-06 Library Commission SummaryKENAI ADVISORY LIBRARY COMMISSION KENAI COMMUNITY LIBRARY ACTIVITY ROOM OCTOBER 6, 1998 ~ 7:30 P.M. AGENDA ITEM 1: CALL TO ORDER/h ROLL CALL ITEM 2: AGENDA APPROVAL ITEM 3: APPROVAL OF MINUTES -- September 1, 1998 ITEM 4: PERSONS SCHEDULED TO BE HEARD ITEM 5: REPORTS a, Director Friends of the Library Public Relations Committee ITEM 6' OLD BUSINESS a, Joint Committee/Fund Raising Library Painting- Update Patron Survey ITEM 7: NEW BUSINESS a, November Meeting Date The Exchange (Alaska Grant Information) Librarian Selection Process ITEM 8: COMMISSIONERS' COMMENTS/OUF~TIONS ITEM 9: INFORMATION ao Kenai City Council Action Agendas of September 2 and 16, 1998. ITEM 10: ADJOURNMENT Kenai Advisory Library Commission October 6, 1998- 7:30 p.m. Kenai Community Library Activity Room Bob Peters, Chair *** MINUTES *** 1. CALL TO ORDER AND ROLL CALL Chairman Peters called the meeting to order at approximately 7:30 p.m. Members Present: Bob Peters, Vince O~eilly, Janet Brown, Janice Rhodes, Lorrene Forbes. Members Absent: Carol Brenckle, Kathy Heus, Elissa Fahnholz. Also Present: Councilman Joe Moore, Director Emily DeForest, Ethel Clausen, Contract Secretaries Alison Rapp and Elizabeth Dilts. 2. APPROVAL OF AGENDA Chairman Peters requested the following addition to the agenda. Add Student Representative discussion to Item 7d. BROWN MOVED TO APPROVE THE AGENDA WITH THE ADDITION AT ITEM 7d. MOTION SECONDED BY FORBES. THE AGENDA WAS APPROVED AS REVISED. 3. APPROVAL OF MINUTES Regular Meeting of September 1, 1998 FORBES MOVED TO APPROVE THE MINUTES OF sEpTEMBER 1, 1998. MOTION SECONDED BY BROWN. MINUTES WERE APPROVED AS WRITTEN 4. PERSONS SCHEDULED TO BE HEARD - None 5. REPORTS a. Director DeForest provided members with an October calendar and the report for the month of September 1998. DeForest reported Sunday openings were going well and having two employees scheduled worked well. Kenai Advisory Library Commission October 6, 1998 Page 1 The $7,000 grant from the State came and it is now in the budget. The plans for Library renovations will be during the first week with removal of peripheral bookshelves and painting; removal of the central bookshelves and carpet installation will be the following week. DeForest anticipates renovations will require Library closure from November 19, 1998 through December 7, 1998. The Library will be starting a one-month check-out policy commencing November 9, 1998. DeForest mentioned that good patrons, after six months of patronage, can check out 25 books at a time. It was also mentioned that some patrons enjoy the special privilege of checking out 50 books at a time. DeForest discussed the upcoming Director's Leadership Conference, October 13 through 17, 1998, in Girdwood, Alaska. This will be a valuable meeting as it is restricted to public library directors only. DeForest noted that she had heard there were applicants for the Director position that she would be vacating. be Friends of the Library Brown reported that Director DeForest had won a trip to Hawaii and in turn donated said trip to Friends of the Library. Brown reported Friends of the Library are considering offering the trip on a drawing basis to Friends of the Library members only vs. a public drawing. Brown stated that the raffle tickets were selling very slowly, only 75 of 300 available tickets had been sold to date. It is hoped that ticket sales will increase with the release of the Alaska State Permanent Fund Dividends. The Library Funding Committee was discussed. Friends of the Library have candidates for two of the three positions, George Shaw and Margaret Simon. Brown reported the new Library banner will be made out of rip- stop nylon, which will be much lighter than the old canvas one. There is currently a contest going on with the Kenai and Nikiski children for the banner artwork. Chairman Peters asked regarding Nora Satathite and fundraising efforts. Brown replied that they had voted to match what George Navarre had contributed, which would be $7,500.00 for a total of $15,000.00. Kenai Advisory Library Commission October 6, 1998 Page 2 ® Public Relations Committee - No report OLD BUSINESS Joint Committee / Fund Raising O~Reilly provided a handout to members detailing the anticipated budget required hiring a funding coordinator. O'Reilly questioned the going rate for a coordinator and stated his budget reflected an estimate of $60.00 per hour. The total estimated budget is for $52,000. O'Reilly noted the source for these funds would be $20,000 from Friends of the Library; $22,000 from the City of Kenai and the $10,000 bonus would come from funds actually raised. Friends of the Library will need to develop a contract with the funding coordinator, and will also need to be in conjunction with the Library Commission and the Library Funding Committee. It is anticipated the City of Kenai will need to audit any payables for the fund raising efforts. Chairman Peters stated more meetings are going to be required and Friends of the Library will need to select a chair for the Library Funding Committee. Chairman Peters will determine an appropriate date and time for the first meeting and inform parties involved. Brown offered that Friends of the Library would like Commissioner O'Reilly to be the chair of the Library Funding Committee. Discussion took place on the estimated budget. It was agreed the budget seemed to be on base with the only concern being raised by Councilman Moore regarding the estimated timeline. Councilman Moore stated the City Council budget meeting is not until March 1999. Funds budgeted by this meeting become available at the start of the next fiscal year; July 1, 1999. Discussion continued regarding how to find a funding coordinator. Councilman Moore referred to Tess Whalen, Ex. Director at the Economic Development District as a possible candidate. Chairman Peters reported that last time he discussed funding with Ms. Whalen, she referred him to the State. Forbes suggested the Alaska Funding Exchange be contacted for grant writing resources. Forbes stated they are in "the business" and have a lot of established connections. O'Reilly stated someone very professional is needed. Kenai Advisory Library Commission October 6, 1998 Page 3 be Rodes inquired about whom would be administering the money for the fundraising efforts. Councilman Moore stated the City of Kenai will probably administer the contract and the funds. O'Reilly stated the Friends of the Library and the Library Funding Committee will probably do the functional part with the City of Kenai supervising administration, bookkeeping and financial control. Library Painting - Update Chairman Peters stated this was covered in the Director's Report. Patron Survey Chairman Peters questioned when the last survey had been done. Forbes and Brown stated they did a survey approximately 2-3 years ago. Chairman Peters suggested a community survey vs. a patron survey for a more accurate representation of public opinion. Chairman Peters stated he would be willing to aid in the survey but would like assistance with it. Chairman Peters requested someone refresh his memory as to why the survey was important. Director DeForest stated, if the Library knows what the needs / desires of the community are, it would be beneficial when requesting money from the City of Kenai. Forbes added that it helps pique the interest in the community and potentially add favor to the library expansion. Director DeForest noted the City of Kenai does surveys by mailing to registered voters. Rodes suggested the community grocery store(s) might be willing to help distribute the survey. Chairman Peters questioned if it was discriminatory to mail to only registered voters. Chairman Peters stated it would not be too expensive to mail to approx. 100 non-library users in addition to the anticipated 300-400 surveys from patrons when they used the library. Forbes volunteered to assist Chairman Peters with the survey. Forbes brought up she had heard the City Council was going to do a survey and inquired if it would be possible to add the Library patron survey on to theirs. Councilman Moore stated City Council had not decided yet to do a survey but it will be up for consideration. Chairman Peters and Forbes will be responsible for the patron survey. Kenai Advisory Library Commission October 6, 1998 Page 4 7. NEW BUSINESS November Meeting Date Chairman Peters noted the next scheduled meeting would fall on an Election Day. There was no opposition from the members to meeting on Election Day. Meeting date of November 3, 1998 stands. be The Exchange {Alaska Grant Information) Director DeForest commented on a handout she had about workshops sponsored by The Exchange. Forbes stated The Exchange's grants are works of art and they have been successful on some large projects. Forbes further noted The Exchange keeps track of moneys available in Alaska as well as nationally, and that the individuals at The Exchange are in contact with the individuals that actually disperse funds. Chairman Peters deferred further discussion of The Exchange to the impending Library Funding Committee meeting. c. Librarian Selection Process Chairman Peters read the memo dated September 28, 1998 from City Manager Richard Ross. Chairman Peters inquired if the job qualifications were listed on the Intemet. Forbes inquired as to where the position was being advertised. Director DeForest reported the job was posted on the Alaska State Internet system, as well as other places and it had run for one week on the Library Hotline. DeForest further stated the cost of the Library Hotline was minimal and the position could be advertised there again. Director DeForest noted there have been many out of state application requests with only a few requests from Alaskan addresses and no requests from local addresses. Chairman Peters inquired if any of the current employees were qualified. Director DeForest responded the accepted qualifications for a city with a population of greater than 3,000 required a master's degree or equivalent and that although current employees knew of the job, no one had applied. de Student Representative Chairman Peters raised the issue that the Student Representative, Elissa Fahnholz, has been present for only three Kenai Advisory Library Commission October 6, 1998 Page 5 meetings of the past ten. Discussion ensued regarding the possibility of replacing her with a new student representative. RODES MOVED TO SOLICIT A NEW STUDENT REPRESENTATIVE. THE MOTION WAS SECONDED BY O~REILLY. MOTION WAS PASSED BY UNANIMOUS VOTE. Discussion took place regarding how to find a new Student Representative. Forbes suggested leaving applications at the high school, advertising in the school newsletter and contacting the library at the high school. Councilman Joe Moore suggested the KCHS school counselor could be of assistance and he would bring it up at the next City Council Meeting. Chairman Peters stated he would contact the high school principal and he requested a letter be to Fahnholz thanking her for her service. ® COMMISSIONERS' COMMENTS / QUESTIONS Commissioner O'Reilly stated it was a good meeting and he felt there had been a lot accomplished. Commissioner Brown stated there were still red hot raffle tickets available and the Friends of the Library will be holding a. book sale the upcoming Friday and Saturday. Commissioner Rodes commented on an article in the Anchorage Daily News regarding cable companies wiring all public libraries with high speed Internet access. Commissioner Forbes apologized for missing so many meetings. Forbes commented O~Reilly had put a lot of work into the proposed budget and she was excited to see so many things going on. Forbes also noted she was dismayed that Director DeForest was resigning. Chairman Peters thanked Director DeForest for her generous donation of the Hawaii trip to the Friends of the Library. Director DeForest responded to Commissioner Rode's comments that the Universal Service Fund gives credits for communications services to public institutions based upon the number or children receiving subsidized school lunches in that area. Sixty two percent of the Kenai children receive subsidized lunches. DeForest went on to point out that the Library's phone communication costs are $16,000.00 and it would be very worthwhile to apply for this credit. The application is available over the Internet and needs to be filled out / submitted between December 1, 1998 - December 31, 1998. Chairman Peters welcomed the new contract secretaries. Kenai Advisory Library Commission October 6, 1998 Page 6 9. INFORMATION Kenai City Council Action Agenda of September 2, 1998 and September 16, 1998. 10. ADJOURNMENT FORBES MOVED TO ADJOURN. MOTION SECONDED BY BROWN. MEETING ADJOURNED 9:00 p.m. Respectfully submitted, Alison Rapp Contract Secretary Kenai Advisory Library Commission October 6, 1998 Page 7