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HomeMy WebLinkAbout2002-02-05 Library Commission Summary KENAI LIBRARY COMMISSION KENAI COMMUNITY LIBRARY ACTIVITY ROOM FEBRUARY 5~ 2002 6:00 P.M. AGENDA ITEM 1' CALL TO ORDER/h ROLL CALL ITEM 2: ELECTION OF CHAIR AND VICE-CHAIR ITEM 3' AGENDA APPROVAL ITEM 4: APPROVAL OF MINUTES -- December 4, 2001 ITEM 5- PERSONS SCHEDULED TO BE HEARD ITEM 6: ao REPORTS Director Friends of the Library City Council Liaison ITEM 7: OLD BUSINESS ao Discussion -- Proposed Renovation/Expansion ITEM 8' NEW BUSINESS ITEM 9: COMMISSIONER COMMENTS/QUESTIONS ITEM 10- INFORMATION ao Kenai City Council Action Agendas of January 2 and 16, 2002. ITEM 11' ADJOURNMENT KENAI LIBRARY COMMISSION KENAI COMMUNITY LIBRARY ACTIVITY ROOM FEBRUARY 5, 2002 6:00 P.M. CHAIRMAN BOB PETERS, PRESIDING MINUTES ITEM 1' · CALL TO ORDER & ROLL CALL Chairman Peters called the meeting to order at approximately 6'05 p.m. The roll was confirmed as follows: Commission Present: Commission Absent' Others Present: DeForest, Brown, Amen, Brenckle, and Peters Heus, Rodes City Clerk Freas, Public Works Manager La Shot, City Manager Snow, Library Director Jankowska, Councilman Moore and Architect Bill Kluge. ITEM 2' ELECTION OF CHAIR AND VICE-CHAIR MOTION: Commissioner Brown MOVED to elect Bob Peters as chair of the Commission and Commissioner Brenckle SECONDED the motion and requested UNANIMOUS CONSENT. There were no objections. SO ORDERED. MOTION: Commissioner Brenckle MOVED to elect Kathy Heus as vice-chair of the Commission. There were no objections. SO ORDERED. ITEM 3' AGENDA APPROVAL MOTION: Commissioner Brown MOVED to approve the agenda as presented and Commissioner Brenckle SECONDED the motion. There were no objections. SO ORDERED. ITEM 4: APPROVAL OF MINUTES -- December 4, 2001 MOTION: Commissioner Brown MOVED to approve the minutes as presented and Commissioner Brenckle SECONDED the motion. There were no objections. SO ORDERED. ITEM 5' PERSONS SCHEDULED TO BE HEARD -- None. ITEM 6' REPORTS Director-- Director Jankowska reported the following items' · Noted former librarian Emily DeForest was recognized at the Chamber of Commerce awards banquet as one of the community's unsung heroes. · The library applied for and received a $1,300 interlibrary loan grant. · The library's budget for the 2002-2003 fiscal year was submitted to the finance director with a three percent (3%) increase from-last year's budget request and included several computer replacements and a new conference table. She also noted, a new microfilm reader/printer was also included in her submitted budget, but not at the full price as the Friends of the Library would pay for a portion of the cost. Jankowska suggested lobbying from the Commission may be helpful in securing some of the amounts requested. · She will be applying for a state library grant by April 1 and will be preparing a collection development policy to submit with the grant application. She will bring the policy to the Commission for review at their March meeting. Reviewed the February Library calendar and noted the Film Club was developing well with more people attending and there will be a free internet class, among other activities and events. · There was approximately a 13% rise in circulation in January. 6-b. items' mailings. Friend~ of the Library -- Commission Brown reported the following A work session was held in order to work on the membership drive There were 215 people who signed in at December's open house. $13,489 was deposited in the building fund from raffle sales. Two new members of the Friends of the Library will be appointed at their meeting next week. 6-e. City Council Liaison -- Councilman Moore reported the following' · At the February 6 council meeting, the City's Sewer Treatment Plant employees would be receiving an award from the Commissioner of Labor and Workforce Development. · PRISM will also be making a presentation at the next council meeting. ITEM 7' OLD BUSINESS Discussion -- Proposed Renovation/Expansion Architect Bill Kluge reviewed the schematic drawings and construction cost estimate for the proposed library expansion, which were included in the Commission's packets. He noted an exterior rendering of the design was provided and that he tried to get as much square footage as possible within the $1 million budget. Though the estimate was determined at $1.2 million, Kluge stated he tried to keep the design as simple as possible and the only items he felt were extravagances is the $20,000-30,000 for the woodwork, which he included to incorporate the current building design. LIBRARY COMMISSION MEETING FEBRUARY 5, 2002 PAGE 2 La Shot noted the $1 million was stated by council as the total amount allotted for the total project, however, with the estimate received, along with survey, architectural engineering, project contingency, possible utility upgrade, etc. costs, the total amount of the proposed design would be more in the range of $1.4 million. Kluge noted he tried to maximize the site and felt the second level would be the best approach. He noted, removing the second floor would lower the cost of the building, but would limit the time the library would have on that site as he felt the needs of the library would outgrow the site within ten years. Kluge stated he would modify the drawings by removing the second floor, but adding square footage to the footprint of a one-floor addition, at no charge, but suggested the city acquire a second construction cost estimate with the new plan. Discussion followed at which time City Manager Snow suggested the Commission request a joint work session with the city council to review the plans, discuss concerns, alternatives, etc. A question of whether the council meant $1 million as the total amount to be considered or if the $1 million would be for construction only, was discussed. Peters stated he understood $1 million was the maximum and that over that, a bond issue would have to go before the voters. He added, though the design was not what they wanted or needed, he thought it would be better to stay within the parameters, as he didn't think it would be advantageous to request more funds from the council. Brenckle asked if the project did not go forward this year, what would be the inflation increase and Kluge estimated it to be approximately an additional $30,000. He noted, the cost of the project would be determined by the bidding environment as the estimate was based on the high end of costs. La Shot stated he believed prices would be very competitive in the spring and next year as well. To lower the cost of the proposed expansion, Kluge suggested the following: · Eliminate the second floor. · Eliminate the two stairwells and the elevator ($25,000/ stairwell and $55,000/elevator) to the second floor and then close it off for future development (code would not allow for the second floor to be used for storage without having at least one stairwell and the elevator available for use). · If the second floor were eliminated, it could be added later (with appropriate foundation work already in place), however it would not be efficient construction or practical. · The estimate includes parking lots and paving (approximately $3,200 for paving). Discussion followed in which Councilman Moore suggested a breakdown of costs be prepared with and without the second story, elevator, etc., however include them as additive alternates. Peters suggested doing the construction in phases, like the ice LIBRARY COMMISSION MEETING FEBRUARY 5, 2002 PAGE 3 rink. Kluge noted, consideration should be given to the needs of city hall in ten years and whether the library might be used as the city hall and a new library built. Snow again suggested requesting a joint work session with the council to discuss the project, suggested alternatives, etc. Brenckle asked whether they should wait for a second design before attending a joint work session with the council. DeForest stated she preferred going forward with the work session first. Peters requested Moore ask council to set a joint work session and have Kluge attend and make a presentation of the design and alternatives to decrease the cost. It was also suggested, funding for a portion of the project may be available through a bond issue or grant funds. Brenckle noted, a written commitment for the $1 million would be required in order to acquire matching grant funds and it was suggested funding options should also be discussed with council. Moore stated he believed council would consider a written commitment and suggested members of the Friends be in attendance at the work session as well in order to have plehty of participation. La Shot and Kluge left at 6'50 p.m. ITEM 8: NEW BUSINESS -- None ITEM 9' COMMISSIONER COMMENTS/QUESTIONS DeForest -- Likes the plan and hopes the council will give a commitment to increase their ability to acquire grant funding. Moore -- Will recommend the work session be held at 6:00 p.m. prior to a council meeting. Peters -- Thanked the Commission for their confidence in him in electing again as the Commission Chair. ITEM 10' INFORMATION 10-a. Kenai City Council Action Agendas of January 2 and 16, 2002. ITEM 11' ADJOURNMENT MOTION: Commissioner Amen MOVED for adjournment. There were no objections. ORDERED. SO The meeting adjourned at approximately 6'55 p.m. Minuj;es transj:r, ibe4,arld pre, pared by' Carol L. Freas, City Clerk LIBRARY COMMISSION MEETING FEBRUARY 5, 2002 PAGE 4