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HomeMy WebLinkAbout2011-10-04 Library Commission PacketKENAI LIBRARY COMMISSION KENAI COUNCIL CHAMBERS OCTOBER 4, 2011 7:00 P.M. AGENDA ITEM 1: CALL TO ORDER & ROLL CALL ITEM 2: AGENDA APPROVAL ITEM 3: APPROVAL OF MEETING SUMMARY -- September 6, 2011 ITEM 4: PERSONS SCHEDULED TO BE HEARD -- None. ITEM 5: OLD BUSINESS 5 -a. Discussion -- Meeting Room Policy 5 -b. Discussion -- Capital Improvement Project List ITEM 6: NEW BUSINESS ITEM 7: REPORTS 7 -a. Director 7 -b. City Council Liaison ITEM 8: NEXT MEETING ATTENDANCE NOTIFICATION 8 -a. November 1, 201i ITEM 9: COMMISSION COMMENTS /QUESTIONS ITEM 10: PERSONS NOT SCHEDULED Tn. BE HE®Pn ITEM 11: 11 -a. 11 -b. ITEM 12: INFORMATION 9 -21 -2011 City Council Action Agenda Friends of the Library Board Meeting Minutes -- September 13, 2011. ADJOURNMENT PLEASE CONTACT US IF YOU WILL NOT BE ABLE TO ATTEND THE MEETING: COREY -- 283 -8231 OR, MARY JO -- 283 -4378 Bem3. KENAI LIBRARY COMMISSION KENAI COUNCIL CHAMBERS SEPTEMBER 6, 2011 7:00 P.M. MEETING SUMMARY ITEM 1: CALL TO ORDER & ROLL CALL Chair Peters called the meeting to order at approximately 7:01 p.m. Roll was confirmed as follows: Commissioners present: Commissioners absent: Staff /Council Liaison present: Chair R. Peters, C. Brenckle, J. Bookey, K. East K. Glidden, E. Bryson, K. Evans Library Director M. Joiner, Council Member R. Marquis A quorum was present. ITEM 2: AGENDA APPROVAL MOTION: Commissioner Brenckle MOVED to approve the agenda as presented and Commissioner East SECONDED the motion. There were no objections. SO ORDERED. ITEM 3: APPROVAL OF MEETING SUMMARY -- June 7, 2011 MOTION: Commissioner Bookey MOVED to approve the meeting summary of June 7, 2011 and Commissioner Brenckle SECONDED the motion. There were no objections. SO ORDERED. ITEM 4: PERSONS SCHEDULED TO BE HEARD -- None. ITEM 5: OLD BUSINESS 5 -a. Discussion -- Meeting Room Policy Library Director Joiner summarized the discussion to date and reviewed samples of meeting room policies of other libraries. General discussion occurred. Joiner reported the issue would be discussed again at the October meeting. 5 -b. Discussion -- Technology Plan General discussion occurred. MOTION: Commissioner Bookey MOVED to accept the Technology Plan and Commissioner Brenckle SECONDED the motion. VOTE: Bryson ABSENT Brenckle YES Glidden ABSENT Bookey YES Peters YES Evans ABSENT East YES MOTION PASSED UNANIMOUSLY. ITEM 6: NEW BUSINESS 6 -a. Discussion -- Library Hours Joiner discussed why the issue was brought forward and general discussion occurred. MOTION: Commissioner Brenckle MOVED to adopt the library hours set forth in the Library Director's memorandum and Commissioner East SECONDED the motion. VOTE: Bryson ABSENT Brenckle YES Glidden ABSENT Bookey YES Peters YES Evans ABSENT East YES MOTION PASSED UNANIMOUSLY. 6 -b. Discussion -- Capital Improvement List General discussion occurred. Joiner reported the Commission is satisfied with the new building and there are no suggestions for the Capital Improvement list at this time. Possible suggestions for the future included an outdoor reading gazebo and a Radio Frequency Identification (RFID) system for patron self check out. ITEM 7: REPORTS 7 -a. Director -- Joiner reported on staffing changes, janitorial contracts, new furniture and the City's new wellness program. 7 -b. City Council Liaison -- Council Member Marquis presented highlights of the last several council meetings and noted the ongoing search for a City Clerk. ITEM 8: NEXT MEETING ATTENDANCE NOTIFICATION LIBRARY COMMISSION MEETING SEPTEMBER 6, 2011 PAGE 2 8 -a. October 4, 2011 Chair Peters reported he would not be at the October 4, 2011 meeting and requested an excused absence. ITEM 9: COMMISSION COMMENTS /QUESTIONS East noted she was excited to see things going so well. Peters congratulated Bookey on her new position at the Library. Brenckle complimented the Grand Opening and congratulated Bookey on her new position. Bookey reported being on the Commission helped her learn more about the Library and noted she would miss working with her fellow commissioners as she has to resign. ITEM 10: ITEM 11: PERSONS NOT SCHEDULED TO BE HEARD -- None. INFORMATION 11 -a. Friends of the Library Board Meeting Minutes -- July 12, 2011. 11 -b. Children's Books News Item dated August 2, 2011. 11 -c. PNLA 2011 Conference Report 11 -d. Procedures for Study and Conference Rooms ITEM 12: MOTION: ADJOURNMENT Commissioner Brenckle MOVED to adjourn and Com motion. There were no objections. SO ORDERED. ssioner East SECONDED the There being no further business before the Commission, the meeting was adjourned at approximately 8:10 p. m. Meeting summary prepared and submitted by: Corene Hall, CMC, Deputy City Clerk LIBRARY COMMISSION MEETING SEPTEMBER 6, 2011 PAGE 3 Corene Hall, CMC, Deputy City Clerk re: Kenai Library Commission Kenai, AK 99611 September 6, 2011 Dear Ms. Hall, SEP 0 8 2011 X AI CITY CLERK This letter is to confirm my resignation as Commissioner on the Kenai Library Commission. I am pleased to announce that I have accepted a position as a Library Assistant at the Kenai Community Library. As a lifelong library enthusiast, I am excited to enter this new career and look forward to the challenges that await me. My experiences on the Commission have been very rewarding. I appreciate having had the opportunity to work with such dedicated and diligent members of the community, and I wish the Commission continued success in their efforts. JeSsicw Iseurnan-Bookey ealyof KENAI, ALASKA Item 5a. �clfaye with a Past, C 210 Fidalgo Avenue, Kenai, Alaska 99611 -7794 Telephone: 907 - 283 -7535 / FAX: 907 - 283 -3014 MEMO: TO: Library Commission FROM: Mary Jo Joiner DATE: 27 September 2011 SUBJECT: Meeting Room Policy I took our former draft policy and broke it up in to three documents. One is a meeting room policy, another has to do with scheduling and reserving (which is more procedural) and the other is a code of conduct for use of the room. I thought this might make it easier to deal with the policy. The procedures for sign up would be something that is dealt with in -house and could be subject to change. I am also enclosing the city attorney's memo again and some of the sample policies you have probably seen before. I believe we have been stuck on the issue of who uses the meetings room for free and who pays to use it. The current draft pretty much assumes we are only allowing use of the room during hours that we are open. We might want to wait to discuss fees, if any, until our November meeting. "Village with a Past, Gc with a Future" 210 Fidelgo Avenue, Kenai, Alaska 99611 -7794 Telephone: 907 - 283 -7535 / FAX: 907 - 283 -3014 MEMO: TO: Mary Jo Joiner, Library Director CC: Rick Koch, City Manager FROM: Krista S. Stearns, City Attorney DATE: December 28, 2010 SUBJECT: Draft Meeting Room Use Policy '111 1992 This follows up on our meeting regarding the draft reservation and use policy for the new rooms constructed through the library expansion. The policy considered by the Library Commission is a working draft. And, it applies only to the larger, multi - purpose rooms in the new wing of the Library. It does not attempt to address any use issues for group study rooms. I have reviewed the policy and have some questions. After our conversation, my expectation is that you want to take these questions back to the Commission for further discussion so that the Commission and Library staff can better define the Library's expectations and concerns. I hope that my questions will provoke thoughtful discussion from the Commission and help the Commission Members better identify its priorities and any pitfalls in the draft policy that might have been overlooked in its advisory capacity to City administration. 1. Does the Commission intend to limit free use only to those groups that have received that status from the IRS and to government entities? Or is the Commission's intent more broad, wanting to provide free use of the rooms by organizations that have a charitable or community purpose, so long as the event is held by an entity that is not - for - profit? Understandably, the City cannot provide universal free use of the meeting rooms due to the cost of administering the rooms. However, my concern is that the wording in the draft policy that limits free use of the meeting rooms only to 501(c)(3) non - profit groups and government organizations may be more limiting and more restrictive than the Commission expects. Examples of such non- 501(c)(3) groups would include the Draft Library Meeting Rooms Policy Page 1 of 4 t..library.mtg.room.policy 122710 Chamber of Commerce (501(c)(6)) or a post of past or present members of the Armed Forces of the United States (501(c)(19)). Likewise, civic leagues or organizations not organized for profit, but operated exclusively for the promotion of social welfare are not a 501(c)(3) organizations. The Commission may want to further consider its goals in providing free use of the rooms. Does it want to provide free use only to those groups that have received 501(c)(3) status from the IRS (which status helps the City assure that the use of the room would be non - commercial or charitable)? Or, does the Commission think that the City should provide free use of the rooms to any organization, whether or not it has received 501(c)(3) status, so long as the group is charitable and the use meets other criteria such as educational uses? Or, perhaps, the free use to organizations other than 501(c)(3) organizations may depend upon the type of use and event, or upon Library sponsorship only? 2. Could the Commission provide some examples of names of groups and types of functions that it sees would qualify for its intended free use of the meeting rooms? This exercise might help the Commission better identify its concerns and intent in light of my discussion above. It may also help me as I edit the document to determine if more explanation should be provided to describe certain permissible uses of the rooms, whether or not for a fee. For example, it's unclear if an "informational /civic" activity would differ from an "educational" activity? Or what might the Commission view as a purely "personal" use? Would a home - school group meeting with their children in a meeting room to provide a group play period be purely personal? Would that be an educational use? In creating a list, the Commission might think about the difference between the type of use that a user will make of the room versus the status of the group (and whether they are religious, or can use the room for free, etcetera). The Commission might create a list of examples of "OK" and "not OK" uses. It could create a different list of groups that could use the rooms for free. This could help me in my drafting to describe different groups and uses which concepts are tossed together in this draft. Of course, some restrictions may not be legally perruissible; but, a little free thinking of the Commission can be tamed through legal review. There is always a tension in any policy of getting too detailed and too descriptive, and leaving some room for interpretation and flexibility for unforeseen scenarios. I know from our conversation that the Commission Members have already faced that tricky balancing exercise in many ways as it arrived at this present draft policy. I am not suggesting that strict definitions are necessary or even desirable, but sometimes, descriptions can be helpful. Draft Library Meeting Rooms Policy Page 2 of 4 L:li brary.mtg.room.policy 122710 3. The policy states that elected officials may use the meeting rooms free of charge. Is this limited to use by elected officials for official purposes? Or, could an elected official reserve the room free of charge to hold a ski waxing clinic for his or her junior nordic ski team or for his or her private business professional organization (e.g., a bar association, union group, or professional club)? 4. Is the prohibition on donations or fees for attending too restrictive? I was curious to get more information from the Commission about its thoughts on the prohibition on of admission fees, registration fees, donations, or monetary solicitation begin sought from meeting attendees unless the City co- sponsors the program. As worded, this could prohibit the use of the rooms for certain athletic events, such as bib pick -up or registration for a race or walk event (like the MS walk). In those cases, persons may not be charged to go to the room for bib pickup, for example, but their participation in the event may involve registration fees and /or solicitation. It might prevent an organization from holding a thank -you party for volunteers and participants involved in a prior fund - raising event. This could prevent a materials fee for a fly -tying or bead workshop. Is this result intended? Is the intention simply to assure that admission to the room is not conditioned upon payment at the door? 5. What are the Commission's considerations regarding the consumption of alcohol in the rooms? This may have already been decided, but I wanted to make sure I had a clear understanding. My sense is that the Library staff's preference is not to allow the use of alcohol at present. This makes particular sense if the meeting rooms will be available for use only during regular business hours. These are hours where families and children are often on the premises and that use of alcohol may be impractical to monitor effectively. Also, the City Code has certain restrictions of consumption of alcohol on City property. if alcohol is allowed, I would suggest requiring any group to provide a certificate of insurance, a party plan (designated drivers, TAMS cards, etc....), and, perhaps, waivers and releases. Or, has the Commission considered limiting any alcohol use to events sponsored by the City? Are there definite things the Commission would like to see, or not see, if alcohol is permitted? For instance, regardless of the status of the group and if the group would otherwise be permitted to use the rooms for free, would the Commission recommend the assessment of an additional fee for the right to use alcohol at an event? Next, I wanted to give the Commission Members a heads up that I recommend that the final policy be re- formatted substantially. After I receive additional direction and input from the Library Commission and Library staff, I expect to edit the document to better Draft Library Meeting Rooms Policy Page 3 of 4 L:I i brary.mtg.room.policy 122710 organize the information and reduce repetition. For example, the draft includes multiple references to a cleaning and /or key deposit and several references about how to handle publicity for meetings. There are some terms toward the end of the policy that are more contractual rather than a policy. I envision that some of those terms would instead be included in an application for use signed by the organization, although this is probably an evolving concept. Simply setting out the terms in the policy would not bind the organization without something demonstrating their agreement. This is especially true with indemnification and hold harmless agreements. Finally, please understand that these types of changes are an entirely no al part of the editing process; but, when a new draft looks very different from the prior draft, it can be jarring to those who first worked on the document. Sometimes a little "heads up" reduces that sense. Draft Library Meeting Rooms Policy Page 4 of 4 L:library.mtg.room.policy 12271.0 Convention Visitors gg fnc. 11471 Kenai Spur Hwy. Kenai, AK 99611 Phone: (907) 283 -1991 Fax: (907) 283 -2230 info @visitkenai.com www.visitkenai.com Revised October 2009 Vise ors & Cultural Center Standard Room Rental Rates Board Room Accommodates 14- 20 guests. Conference table seats 14 guests. Half Day (4 hours) Full Day (B hours) Additional Hours Conference Room $100 $150 $25 Accommodates up to 100 guests theater style. Other layouts available. Half Day (4 hours) Full Day (8 hours) Additional Hours $200 $300 $50 The Conference Room has limited availability Memorial Day through Labor Day. Expanded Conference Room Only available with Conference Room and can provide space for up to 50 additional guests. Half Day (4 hours) $50 Full Day (8 hours) $100 Additional Hours $25 Additional Hours Additional rate applies for any hours outside of hours of operation (listed above) and are added to the Full Day or Half Day rate. Additional hours cannot exceed 10:30 pm. 11471 Kenai Spur Hwy. Kenai, Alaska 99611 Phone: (907) 283 -1991 Fax: (907) 283 -2230 Hours of Operation Monday- Friday: 9:00 am- 5:00 pm Saturday: 11:00 am- 4:00 pm Summer (Memorial Day through Labor Day) Monday — Friday: 9:00 am- 7:00 pm Weekends : 10:00 am- 6:00 pm 10% Discount available for non- profit organizations rentals. o Each Rental Includes: Free Set Up and Clean Up Free Coffee and Tea Free Wireless Internet o Available Equipment: Big Screen TV, DVD, overhead projector, ea- sel, flip chart, podium, round and rectangular tables, chairs. Dry erase board available in the Board Room. Professionally managed by the Kenai Convention and Visitors Bureau for the City of Kenai. Visitors Cultural Center Room Rental Questionnaire Date(s) Requested: Start Time: am / pm End Time: am / pm Expected Attendance: Name of Organization: Name of Event: Contact Person: Phone: Email Address: Fax: Room/ Service Request (check all that apply): Circle Equipment/ Set -up Requests: Equipment: TV DVD Flip Chart Projection Screen Podium w/ Microphone Easels Set -up Style (for conference room): Theater Other Requests: Conference Dinner Standing Room Please attach supplemental information regarding the event. Board Room Conference table; useful as break -out room or catering for larger meetings. Conference Room Seats 72 conference style (table and chairs); seats over 100 theater style (chairs only). Extended Conference Room Conference Room and Natural History Room. Additional 50 guests. Beverage Service Complimentary coffee, tea, cups and napkins. Meal Service Caterer/ Details: Alcohol Service Licensed Caterer: Insurance: Y or N Circle Equipment/ Set -up Requests: Equipment: TV DVD Flip Chart Projection Screen Podium w/ Microphone Easels Set -up Style (for conference room): Theater Other Requests: Conference Dinner Standing Room Please attach supplemental information regarding the event. KENAI PENINSULA BOROUGH Kenai Peninsula Borough Assembly 144 North Binkley Street Soldotna, AK 99669 Phone 907 - 714 -2160 Fax 907 - 714 -2388 Milli Martin, Assembly President Pete Sprague, Vice President MEMORANDUM To: Kenai Peninsula Borough Assembly Kenai Peninsula Borough Administration Kenai Peninsula Borough School District Administration From Assembly President Milli Martin Date: March 26, 2009 Re: Use of Borough Administration Building Conference Rooms "A, B & C" and the Assembly Chambers Effective immediately use of Borough Conference Rooms "A, B, or C" and /or the Assembly Chambers will be limited to individuals and /or groups affiliated with the Kenai Peninsula Borough Administration and Kenai Peninsula Borough School District. Due to security and equipment concerns the Borough will no longer be able to accommodate groups and /or individuals not affiliated with the Borough and /or the School District. Exceptions may be made for Local, State and Federal Government agencies after completion of a room use agreement and approval by the Assembly President. Meeting Spaces The Southfield Public Library has some of the best - equipped and most comfortable meeting spaces in the Detroit area. Our Group Study Rooms are located on all three levels of the library and are available for small groups on a first come, first served basis for free. y Ftoore Pee a This room is restricted to the use of groups of 2 or more. 2 people must be_present in the room at all times. • The Library does not provide Individual study rooms, There is e Quiet Study Room located on the 3rd. Floor for use by individuals, a At least one group member must be 18 years of age or older. • Use of this room is on a first come - (first served basis, Groups must have at least 2 members present to request the use of an available room, a Nu food is permitted. s A vacated room will be considered abandoned after 15 minutes and assigned to the next group. Any personal items remaininc in the room will be removed t€a Lost tti Found. Please see a librarian for access to Group Study Rooms. Meeting Room < ; Audits" rUi. r fro S =°.:f` far eft f5 r $'e? Organizations The Southfield Public Library's Meeting Room and Auditorium are available for rental on a first come, first served basis for meetings or programs of an educational, civic or cultural purpose sponsored by: a. Southfield and Lathrop Village de nizations, - • Southfield and Lathrut Village neighborhood associate "on„ m Professional non- profit associations which have a member who is a Southfield or La % /Mane resident with a Southfield Public Library card in good standing, a Non - profit organizations are required to have a copy of their government form. 501( on file with the library. s No organization will be excluded for religious or political reasons. The Meeting Room and /or Auditorium may not be used for: ✓ Private social futee'sions such as showers, birthday parties, eto. F"sogra!- s rrtvolvsre the sate, arfverffserzent' or promotion of commercial products or services ara prohibited, Fond raising is considered commercial, regardless of what other classification may apply to the sponsoring organization. Fees for =terns such as a meal or program materials are permissible as long as attendance is not dependent upon the payment of such fees. The Meeting Room and /or Auditorium may be reserved no more than eight (8) weeks and no later than two (2) weeks in advance of the scheduled meeting. Rooms are not intended for a group's regular meeting place; a group may reserve the Meeting Room and /or Auditorium no more than one (1) time per calendar quarter, up to a total of four (4) times per calendar year. Meetings may be scheduled as follows. The Meeting Room and /or Auditorium are not available for rental on Saturdays or Sundays. ✓ Mondays through Thursdays 9 :00 am - 8. o Fridays 9:00 am - 5:00 torn Final authority for determining eligibility of any organization shall rest with the Southfield Public Library Board or their designated representative in the Library. Meetings and programs sponsored or co- sponsored by the Southfield Public Library shall have first preference in the use of the facilities. 4.00m C a ac The Meeting Room is 1,605 square feet and has flexible chair and /or table arrangements. It holds a maximum of 130 people with auditorium style seating or 80 people with classroom style seating. The Auditorium has fixed seating for 155 people. This room does not have a stage. Rental Feels Meeting Room and Auditorium rental fees include the use of a podium, fixed microphone and wireless microphone. • $80 for 2 hours of use (inc €u b $40 per additional hour nvei available) Optional Items: use of serving area, of requested and availabis) ours 'include= use of serving area; if requested and • $40 per hour for kitchen use • $50 for use of coffee urns (coffee is not provided) • $20 Registration tabie set -up in haU7way Audio Visual Equipment Rental: • $40 2 hour use of projection system (O O, video or computer /includes PC laptop for computer file presentations) • $30 per additional hour use of projection system (D D, video or computer /includes PC laptop for computer file presentations) • $20 Slide projector • €20 Overhead projector Payment of the rental fee may be made in advance or immediately prior to the event. Rental fees are nonrefundable unless reservations are cancelled at least 48 hours in advance. Any previously outstanding fees must be paid before a group is able to reserve meeting space. Kitchen /Serving Area Food and /or refreshments may be brought in for an event in the Meeting Room only. Food and /or refreshments may not be served in the Auditorium. Use of the kitchen and /or serving area, located between the Meeting Room and Auditorium, for preparation and serving of light refreshments and snacks, may be arranged. Users agree to clean the kitchen and kitchen equipment immediately following the meeting. If the kitchen and /or kitchen equipment is not cleaned, a cleaning fee will be assessed. The kitchen and serving area are located between the Meeting Room and Auditorium and may be used by groups scheduling events in either location. The kitchen is a light food warming facility; it is not licensed for food preparation. Users are responsible for cleanup of kitchen and serving area. Catering is limited to buffet style. Caterers are to arrive, depart and pick up their equipment only during the scheduled reservation times. The following equipment is available in the kitchen: 9 1 sink • 1 €cemaker The following equipment is available for rental for use in the serving area: • 2 Farberware 55 cup coffee urns • 1 Farberware 30 cup urn for hot water No dinnerware, flatware, stemware, serving pieces or linens are provided. Garbage is to be disposed of in proper receptacles available in the kitchen area. The Library is not responsible for any equipment left in the Meeting Room, Auditorium, kitchen or serving area. For an application and to check on availability please call: (248) 796 -4360 (248) 796 -4360 Anchorage fluent Conference Room Ready to go for your meeting, this area Is set up with 8 tables (4` 4') arranged as one large conference table that will seat up to 24 people, A circular sofa in the room will accommodate an additional 15. There is even an upholstered welt that serves as a tack board tor your presentation, e drop down screen and e dedicated phone line. This special room also has its own kitchen, making it an excellent space for luncheon meetings. The rental rate is 840 per hour with a capacity of 50. There is a 2 hour minimum booking. Rules, Regulations and Fee Schedule for After Hours Usage Private events may be held at the library for a fee. A staff person must be on duty and therefore will depend on staff availability. The library is available one -half hour after regular closing or up to 1.5 hours before opening. Rental time includes all set -up and take -down time. M, T, W, Th 9:30 p.m. to midnight ' Friday 7 p.m. to midnight" Saturday 8 a.m. to 11:30 a.m.; 5 p.m. to midnight" Sunday 8 a.m. to 11:30 a.m.; 5 p.m. to midnight* Fee Schedule $100 for groups less than 50 $150 for groups of 50 to 100 5200 for groups more than 100 Hourly charges in addition to fee: Staff (minimum two hours) $25 /hour Facility Use $20 /hour Cleaning Fee 515 per event Planning a Meeting? The Library has rooms available. 'Who can [.rse the n etin morns? Educational, civic, cultural, and governmental groups may use the Library's meeting rooms when no admission is charged. Exceptions may be made for meetings sponsored by the Library or an approved non - profit education group or institution for short -term classes, institutes, discussion groups, and forums involving small fees. Profit - making organizations sponsoring an educational program of a non - profit nature will be permitted to use the meeting rooms provided the meetings are open and are free to the public. Rooms may also be reserved after hours for private functions. (See details on back on brochure.) What rooms are available? (photos on back page) The library has four rooms that can be reserved for meetings: a conference room with a large table; two community rooms that can be arranged with chairs and tables to meet your needs or combined into one large room; and an enclosed chitdren's room that is an excellent venue for kid - related events. i^ nal equipmego, ?v ',3l'stge? A phone for teleconferences, an LCD projector, a VCR, laptop computers, a slide projector, screen, and easel are available. We require that you meet with a library staff person to review the operation of the equipment prior to your meeting. Patron must use their own phone card for teleconferences. A $1 per minute fee is charged to the contact person if accrued to the Library. Hew do i sign up for r. oro? You must reserve a room with a staff member so you need to call 766 -2545 during daytime hours between 10 a.m. and 5 p.m. You can reserve a room a day or months in advance. We require that you stop by the library to preview the room to make sure it meets your needs and fill out and sign a meeting room form. Are reed and beverages .hewed ?. Coffee makers and tea kettles are available. Refreshments may be served with the Library Director's approval. No alcoholic beverages are allowed. • Rules and Regulations law • No fee is charged during library hours. However, if the room or equipment is damaged, a charge wilt be fined to the contact person. • The meeting rooms are also available after hours for a fee. (See hours and fee schedule on back of brochure.) • Library programs have priority over all other use. Other programs will be scheduled on a first -come basis. • A group must designate a contact person and indicate the purpose of the meeting. Any advertising or promotion of the program /meeting must indicate what group is sponsoring it. A group composed of person under the age of 18 must be sponsored and supervised by an adult. • Setting up and breaking down the room must be done during regular library hours. Chairs must be neatly stacked in the closet and door closed. Table tops must be wiped off with a damp cloth and dried. Garbage must be emptied in main garbage can. • Smoking is not allowed anywhere in the library. • No materials may be affixed to the walls or to other surfaces. • All literature must be removed from the Library after the meeting. • Serving items for food and drink must be provided by the group or organization. • Reasonable care of the room and its furnishings wilt be the responsibility of any group using the facility. • Equipment must be put away and the room left in the same condition prior to meeting. • Attendance must not exceed the fire code regulations. An attendance count must be given to the person on duty at the Library at the end of each meeting. • Activity and noise levels shall not disturb other users of the facility. The contact person or person in charge is responsible for keeping activity and noise within reasonable levels acceptable to Library staff on duty. s„r.in ,.r.' wrm;:�;rjr •-. •r. a+,,t?trnnm3r�r. z;: ;4n�. spirrr=t m ?t•,,vn „�sr,as�o�sr • HOMER PUBLIC LIBRARY SPACE USE POLICY Space Use Policy The Homer Public Library is a public institution whose facilities are available to all. The library welcomes the use of its space for community and cultural activities and the discussion of public affairs, to the extent that such activities do not interfere with library use by other patrons. During library hours: All events held within the library during library hours must be of a non - commercial nature, free of charge, and open to the general public. Use of study rooms and the conference room may be scheduled in advance with library staff. Use of other spaces for group activities during library hours must be approved by the library director. After library hours: Events and meetings open to the public may be held within the library during the library's closed hours on a limited basis. Events may be sponsored by the library or the Friends of the Homer Library when library staff or supervisors approved by the library director are present. The conference room may he scheduled with library staff, but is dependent upon having an individual in charge who is responsible for security; that individual must be approved by the library director. Private use: The Homer Public Library does not have meeting spaces available for private use during the hours it is open to the public. Private meetings or events may be held at the library during closed hours by reservation and for a fee; the reservation form shall specify the conditions of use. A library employee or other person authorized for supervision must be present at all times. Fees for private use (costs include building supervision): Conference room -- $35 /hr. Lounge -- $40 /hr. Children's room -- $40 /hr. Outdoor areas: Organized activities on library grounds must be approved by the library director and be of a non- commercial nature. In all cases of after- hours, private, or outdoor use, users are responsible for complying with all library rules, for clean-up, and for any damage to the facility, its grounds, or contents. The Homer Public Library facilities and grounds may not be used for activities deemed inappropriate by the Library Director. GENERAL GUIDELINES: • The primary use of the meeting room facility is that of a public library. Library use takes precedence. The meeting rooms are intended to further the library's mission through enriching lives and encouraging self - education. Public meeting room use does not constitute library endorsement of the beliefs or ideas expressed by organizations or individuals using the space. When library activities are not occupying the room, other groups may use the meeting room for lawful, non - commercial purposes. The meeting room is available for official meetings or programs of local government agencies and departments. • All meetings and programs will be open to the public. Meetings will not be publicized in a manner which suggests library sponsorship or affiliation. • No fee will be charged for attendance at any meeting or program. Included are the collection of dues and registration fees. Groups wishing to collect donations to defray the cost of programs or guest speakers must do so away from the library. • Direct or indirect sale of any product or services is prohibited. The only exceptions are sales sponsored by the library or the Friends of the Homer Public Library. • Smoking, drugs, and alcoholic beverages are not allowed in the library. • The library reserves the right, with 24 hours notice, to cancel permission to use a meeting room. • The library does not assume liability for injury or damage to personal property which occurs as a result of the actions of the sponsors or participants in meetings scheduled at the library. • Meetings that interfere with normal library functions will not be peuuitted. RESERVATIONS: • The meeting room space is intended for specific events rather than for regularly scheduled, on -going meetings. Scheduling will be limited when necessary to ensure equitable access to the facilities for the entire community. Meetings in close sequence are discouraged. Groups who wish to rebook the meeting room for an additional meeting may do so on the date of their final meeting if no one else has reserved the room. • Users must complete an application form furnished by the library. The form must be signed by the person who will be in charge of the planned activity and responsible for any damages The signature of that person indicates that these regulations have been read and will be observed. The purpose, date, and time of the meeting and any equipment requirements must be stated explicitly on the application. • The meeting room will be booked only to adults. Groups composed of persons under the age of 18 must be sponsored and supervised by the adult responsible for that group. • A reservation is not confirmed until the form has been signed by the library director or the librarian in charge. • Meeting room doors will be unlocked for the person designated as responsible on the application form. This person will take responsibility for maintaining order and will notify a library staff member when the meeting ends. The library will not act as a message center for persons attending meetings. • If a scheduled meeting is to be cancelled, the applicant is obligated to inform the library. USER RESPONSIBILITIES• • Reasonable care of the building and its furnishings will be the responsibility of the group using the facility. The cost of any damages will be the responsibility of the user group. • Arrangements must be made at the time of application to enter the meeting room earlier to set up equipment, furnishings, or refreshments. • Furniture and equipment may be rearranged to meet group needs. At the conclusion of the meeting, the room must be retumed to the original arrangement. • In order to avoid damage, only materials approved by library staff may be affixed to walls or other surfaces. • Abuse of meeting room privileges may be grounds for denial of permission for further use. REFRESHMENTS: • A small refreshment preparation area with sink is available. There are neither cooking facilities nor methods for keeping food heated. • Light refreshments may be served. Users are responsible for cleanup and for any damages incurred. AUDIO VISUAL EQUIPMENT: • The room has a projector screen and a Dell projector for room use only. The projector is not available for checkout. The library also has a laptop /computer workstation available for the meeting room. • The library has two carousel slide projectors and extra carousels, one overhead projector, and one 16 mm movie projector for checkout. Groups wishing to use this equipment during a meeting are advised to reserve this equipment as far in advance as possible to make sure it will be available. This equipment is available on a first come, first served basis. • The library has a VHS and DVD player for use only in the conference room. • Use of videos and films in the library meeting room shall not violate copyright law. Videos and films may be used for public programs and in scheduled private conferences but must have public perfonnance rights. Showing of personally made or home videos and films are not appropriate due to the public setting. AFTER HOURS and PRIVATE USE: • The meeting room is available to the public before and after library operation hours on a limited basis. • Reservation of the meeting room after hours is dependent upon having an individual in charge who is responsible for security; that individual must be approved by the library director. • The meeting room is not available for private use during the hours the library is open to the public. Private meetings or events may be held at the library during closed hours by reservation and for a fee. • A library employee or other person authorized for supervision must be present at all times. • Fees for private use (costs include building supervision): • Conference room -- $35/hour • Reading Lounge -- $40/hour • Children's Room -- $40/hour • in all cases of after -hours and private use, users are responsible for complying with all library rules, for clean-up, and for any damage to the facility, its grounds, or contents. • The Homer Public Library facilities and grounds may not be used for activities deemed inappropriate by the library director. Clean lip At the conclusion of your meeting, put litter in the trash container and report any problems that may remain. We ask your cooperation at the conclusion of your meeting in the following ways: • Leave the meeting room as clean and as orderly as possible. • Place all trash in receptacles provided by the Library. • Report any spills immediately to the circulation desk staff. • Remove all personal effects, equipment and decorations. • Library staff will remove any equipment provided. • Special cleaning requirements or damage caused during use of a room or event space will be charged to the user. Homer Public Library 2007 © Homer Public Library 500 Hazel Ave. I Homer, AK 99603 (907) 235-3180 (907) 235-3180 LI Y EETING ROOM POLICY & PROCEDURES Noel Wien Library The library offers the use of the Auditorium and Conference rooms for public meetings and programs of a non- commercial nature. The following policies govern the use of the rooms and violations of these policies may result in forfeiture of future use. Room Occupancy Auditorium Conference Room General Information: Seated Maximum 150 225 30 50 Maximum occupancy is determined by the City of Fairbanks Fire Department. At no time shall the user group allow occupancy to exceed this number. Failure to comply with this requirement will result in the immediate cancellation or closure of the meeting. • Small group study rooms (4 -10 people; capacity determined by City of Fairbanks Fire Department) are available and may be reserved through the reference desk. Call 459 -1020. •AII meetings and programs must be open to the public and may not interfere with library operations. Meeting room groups must follow the library's Patron Conduct policy, available on the library's webpage. Printed copies are available upon request • Meetings of a personal (birthday parties, weddings, etc.) or commercial (profit is the direct /indirect purpose of the meeting) nature will not be approved and no fees may be charged for meeting or program attendance. Groups wishing to collect donations to defray costs associated with their meeting must do so away from the library building and entryways. Direct or indirect sale of any product or service is prohibited, except for sales sponsored by the Library, or the Library Foundation, in which a portion of the proceeds must benefit the library. • Groups composed of persons under the age of 18 must be sponsored and directly supervised by responsible adults. •The library has equipment which may be used for a fee. While we make every attempt to have equipment available and in good repair, we cannot guarantee its availability. • Library staff will setup requested equipment in advance of your meeting, however, they are not available to operate the equipment. If you need training to operate the equipment, it is your responsibility to schedule time for this training prior to your meeting as we generally don't have adequate staffing to provide training during the evenings or on weekends. •Our projection setup uses a standard VGA cord [15 pin D -sub] Please be aware not all laptops may be compatible with our system. Due to liability issues, library staff are not able to setup personal computers. It is your responsibility to schedule time in advance of your meeting to verify your equipment is compatible with our system. If you do not verify this in advance and request a laptop at the time of the meeting, we may not be able to accommodate your request. If we are able to furnish a laptop, you will be responsible to pay a late setup fee as well as a use fee in advance. • Meetings and /or setup may begin at: 8:30 a.m. Monday - Friday 10:00 a.m. Saturday 1:00 p.m. Sunday (Library closed Sundays in June, July, and August). Rooms will not be available for setup prior to these times. ',Meeting must end 15 minutes prior to library dosing. • Meeting must end no later than 15 minutes prior to library dosing to allow time for furniture to be returned to original arrangement and room to be vacated by closing. Failure to comply with this requirement may jeopardize future use privileges. • Meeting rooms are not available on days when the library is closed. • No smoking is allowed in the Library or on the exterior walkways Reservations: • Meeting rooms may be reserved in advance by calling 459 -1022. •A reservation does not guarantee application approval. An application must be received and be approved by the Library Director or his representative. You will receive notice of confirmation after approval. • Due to high demand of meeting space, meetings requiring multiple days of use are generally not approved. A group may use the meeting rooms once every other month. Groups may only have two meetings booked at any one time. Exceptions may be made at the discretion of the Director. • If a meeting is cancelled, the library must be notified in a timely manner. • In the case of an emergency or an unanticipated library need, the library reserves the right to cancel meeting room use or to provide a substitute room if available. Meeting Room Application (must be submitted in person): •The Meeting Room application must be completed and signed by the person(s) accepting responsibility for the room. This person must be present to open the room, present during the meeting, guarantee the room will be returned to its original state and notify Administration staff or Reference Librarian prior to departure. All special requests must be checked and the applicant's signature indicates that all aspects of the policy will be observed. • Applications must be approved prior to advertising a meeting. • Meeting rooms will be opened according to the time indicated on the application. If setup time is needed, please include that on your application. Meeting rooms will not be available before the scheduled time unless prior arrangements have been made. Room Guidelines: •The responsible person must check in and leave a library card or other identification with the Administrative staff or Reference Librarian for the duration of the meeting. They will be required to review and sign a checkout sheet verifying the state of the meeting room and any equipment requested. The card or identification will be returned after library staff inspects the room and the checkout form has been completed • Meeting room doors will be unlocked only for the person who is designated as being responsible for the room. That person will be given a checklist of room -use responsibilities. Room responsibilities include making sure the room is returned to its original arrangement and checking out with Administration staff or the Reference Librarian (after 5:00 p.m.) when the meeting ends. • Furniture and equipment may be rearranged to meet group needs, however, at the meeting's conclusion the room must be returned to the original arrangement posted by the door and must be vacated by the meeting's scheduled end time. Nothing may be affixed to walls or other surfaces without prior approval. • Refreshments may be served in meeting rooms. A partial kitchen is available for refreshment set up, and its use must be reserved. Users are responsible for cleanup of the kitchenette and the meeting room. • Reasonable care of the building, furnishings and equipment will be the responsibility of the group using the facility. The cost of any loss /damages to the facility, furnishings or equipment will be the responsibility of the user group. Extended Meetings: Occasionally groups ask to extend their meeting beyond the regular library hours. This is an option if security arrangements are made and approved as follows: • Groups meeting after library hours must arrange and pay for security from a library- approved security service. •The library administrative office must receive a copy of the security contract prior to the meeting start. Office hours are Monday — Friday, 8:00 am — 5:00 pm. The meeting room application will not be approved until security arrangements have been confirmed. • Security Guard procedures will be provided to the individual responsible for the room, and must be signed upon review, in advance of the meeting. •The security guard must be present 15 minutes before the library closes or the meeting must conform to regular library hours and end at that time. Fees: • Equipment is available at the rate of $25.00 per day for the first item and $10.00 per day for each additional item, when requested in advance. •All fees must be paid prior to equipment setup. • We may be unable to accommodate equipment requests received less than 24 hours in advance of the meeting. If we are able to provide the equipment, you will incur an additional $25 scheduling /set up fee payable in advance of setup. • Failure to return a meeting room or kitchen to its original state will be subject to a $15.00 per room penalty fee. • Failure to pay fees associated with equipment or penalties will jeopardize future meeting room use privileges. Parking: Parking is available in the main lot north of the Library. Parking areas to the east are limited to staff parking. Plug -in outlets are for staff use only. Patrons are not authorized to park in these areas and will be required to move their vehicles. See the Group Study room policy for information about small meetinq room space (10 people or less). Pianos: The grand piano is available for recitals and should be requested when completing a meeting room application. Use of the grand piano must be supervised by the person responsible for reserving the auditorium. The grand piano may not be moved from the stage. The practice piano is available for use during regular library hours if no meeting is scheduled in the Conference Room. • Reservations can be made for the current day by calling 459 -1022 between 8:00 and 5:00 pm, Monday - Friday or by contacting the Circulation desk, 459 -1020, after 5:00 pm weekdays and on weekends. • A library card or other identification must be left with the Administrative staff or Circulation desk staff while the practice piano is being used. •Walk -ins will be accommodated depending on other scheduled reservations. • Practice piano sessions are limited to one -hour, but may be extended depending on availability of the room. • Use of the conference room for practicing piano is limited to two people at a time. •The person using the practice piano is responsible for the room and its contents. DATE: 4/9/91 REVISED 12/97 PUBLIC SERVICE (3.10) Meeting Rooms JUNEAU PUBLIC LIBRARY The library, as an educational, cultural, and recreational center, offers the use of its meeting rooms for public meetings and programs of a non - commercial nature. Groups using library meeting rooms must meet the requirements of meeting room Rules and Regulations below. The meeting rooms are available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use. Permission to use the rooms will be denied any group whose purpose is illegal, solely personal, of a commercial nature, or for which satisfactory adult sponsorship is not provided. Wedding receptions, anniversary parties, and other similar celebrations are considered solely personal and will be denied use. The library encourages the widest possible use of its meeting rooms by the community within the framework of this policy, as long as meeting room use does not interfere with normal library functions. Abuse of meeting room privileges may be grounds for denial of permission for future use. LOCATION AND DESCRIPTION Juneau Public Libraries have four meeting rooms available to the public, two in the Juneau main library, one in the Valley branch and one in the Douglas branch. JUNEAU The main meeting room is a 500 sq. ft facility with chairs and tables. A marker board is permanently affixed in the room. A counter top and sink are available for serving of light refreshments. A VHS player and large - screen monitor may be available for group use in this meeting room if requested at the time of booking. A small 8- person conference room is also available at the Juneau downtown library. It has one large table with chairs and a marker board permanently affixed to the wall. VALLEY The meeting room is a 700 square foot facility with tables and stackable chairs. A marker board and a wall screen for films are permanently affixed in the room. There is also a moving dry marker board. No kitchen facilities are available but light refreshments may be served. A VCR and large screen monitor may be available for group use in this meeting room if requested at time of booking. DOUGLAS The meeting room is a 900 square foot facility which may be partitioned into 2 areas using the folding room divider. Chairs and tables are provided. Two marker boards are permanently affixed in the room. A small kitchenette unit is available. A VCR and large- screen monitor may be available for group use in this meeting room if requested at the time of booking. 27 (3.10) Meeting Rooms Page 2 of 5 RULES AND REGULATIONS 1. Meeting rooms are available for public use during scheduled library hours. Juneau Public Library is open: 11 -9 Monday through Thursday 12 -5 Saturday and Sunday Valley Public Library is open: 10 -9 Monday through Thursday 10 -9 Friday 10 -6 Saturday 12 -5 Sunday Douglas Public Library is open: 3 -9 Monday through Wednesday 11 -5 Thursday 1 -5 Saturday and Sunday 2. Reservations may be arranged by calling the appropriate library during scheduled hours. 3. In order to give all community groups an equal opportunity to use these facilities, a meeting room may only be booked for three consecutive days on a daily basis, six consecutive weeks on a weekly basis, or two consecutive months on a monthly basis. The exception is made for one -time special events requiring public advertising which may be booked up to 3 months in advance. In Douglas only, the meeting room may be booked for a time before 5 pm on a monthly or every - other -week basis for nine consecutive months. Groups who wish to rebook the meeting room for additional consecutive meetings may do so on the date of their final meeting if no one else has reserved the room. Groups meeting to conduct official city business are exempt from this rule. 4. All groups must leave the building promptly at closing time. If a group does not comply, causing library staff to work overtime, a charge of $30 will be levied for each 15 minutes beyond closing. Groups meeting to conduct official city business may make special arrangements in advance for meetings expected to last past closing, and person taking responsibility for building security after hours must check with library staff on duty. 28 (3.10) Meeting Rooms Page 3 of 5 5. Priority order for meeting room use will be: a) Library sponsored programs. In Douglas only, Douglas Volunteer Fire department training sessions, meetings. b) Library Co- Sponsored Programs -- may or may not involve library staff directly but do meet criteria for library programs. c) Local Government Meetings /Programs /Hearings -- official meetings or programs of local government agencies, departments, etc. d) Public Programs /Meetings -- any other program /meeting which is free of charge and open to the public including any meeting of a for -profit group that is not for the purpose of sales, meeting with clients, or of other directly commercial activities. e) Private conferencing -- scheduled use for such purposes as literacy tutors affiliated with an adult education agency, Pregnancy Support and 12 -step conferencing, proctored exams. 0 Other private study -- drop -in only, individuals or small groups. 6. Cancellation of a reservation for a community group may be necessary if the space is needed for a library program, a City government sponsored meeting, or (in Douglas only) a Fire Department meeting. Every effort will be made to give adequate advance notice; minimum notice will be 24 hours. 7. To facilitate re- booking, all groups are obligated to give the library as much notice as possible when canceling a meeting. 8. Reservations must be made in the name of a responsible person. A scheduled public program /meeting for a group composed of persons under the age of 18 must be sponsored and supervised by an adult. 9. No fee may be charged for attendance at any meeting. Included are the collection of dues, contributions, and registration fees. Groups wishing to collect donations to defray the cost of programs or guest speakers must do so away from the library premises. No products, services, or memberships may be advertised, solicited, or sold. The only exceptions to this rule are for charges or sales which directly benefit the public library and are approved in advance by the Library Director, 10. Smoking is not allowed in the library or the meeting room. 11. No materials may be affixed to walls or other surfaces. 12. Groups serving refreshments are expected to provide their own utensils, dishes, coffee pot, and so forth. No alcoholic beverages are allowed. Rooms must be left clean and in good order. An appropriate cleaning fee ($30 minimum) will be levied for noncompliance and future bookings for that group may be denied. 13. Reasonable care of the room and its furnishings will be the responsibility of the group using the facility. The cost of any damages will be the responsibility of the user group. 29 (3.10) Meeting Rooms Page 4 of 5 14. Attendance must not exceed fire code regulations. Keeping within the room's occupancy limit will be the responsibility of the user group. Occupancy limit for the Juneau main meeting room is 30, for the Juneau conference room is 8, for the Valley meeting room is 49, and for the Douglas meeting room is 49. At the end of each meeting, a count of the number of persons in attendance is to be given to the staff person on duty at the library. 15. Meeting rooms are available only for purposes that will not interfere with other library services. Activity and noise levels shall not disturb other users of the facility. The group leader is responsible for keeping activity and noise within reasonable levels acceptable to library staff on duty. 16. Use of videos and films in library meeting room shall not violate copyright law. Videos and films may be used for public programs and in scheduled private conferences as defined in section 5e.) above but must have public performance rights. Staff will assume video is "home use only" unless it is specifically marked "for public performance." Showing of personally made or home videos and films is not appropriate due to the public setting. Drop -in Individuals and private study groups may not view videos in library meeting rooms. 17. Children under six years of age shall not be left in the juvenile area while accompanying adult attends a meeting. 18. When using posters, flyers, press releases and other publicity, please avoid giving the impression that the program is sponsored, co- sponsored or approved by the library, unless written permission to do so has been given. 19. Failure to notify the library of a meeting cancellation or abuse of meeting room privileges may result in the denial of permission to that group in the future. 20. Meeting rooms at Juneau may be used on a drop -in basis by private study groups and individuals. In the interest of maintaining a quiet study atmosphere within the library, group use shall have priority over individual use. Drop -in use will be governed by the following guidelines: a) Must sign up at the reference desk; groups may sign up for the next available two -hour slot in the same day. b) Must be registered library patron to sign up for room use. c) An individual using the room may be asked by staff to vacate if staff needs to move a study group in. d) Once signed in, a drop -in group or individual will not be asked to give up the room for a last - minute telephone booking request by an organization. e) Limit is normally two hours. f) More than three requests in a single week by the same group or individual must be approved by Library Administration. No video viewing is permitted. g) 30 (3.10) Meeting Rooms Page 5 of 5 Rule 3 Exemption List of CBJ Boards and Committees *ASSEMBLY Aging, Commission on Bidding Review Board Building Code Advisory Committee Douglas service Area Advisory Board Eaglecrest Ski Area Board of Directors Economic Development Council, Juneau Employee Relations Board, Juneau Energy Advisory Board Gubernatorial Inaugural Committee Harbor Board Historic District Advisory Committee, Juneau Hospital Board of Directors, Bartlett Memorial Parks and Recreation Committee Personnel Board Planning Commission Sales Tax Board of Appeals Senior Citizens Advisory Committee, Mountain View International Relations Committee Social Services Advisory Board Women's Council. Juneau *PLANNING COMMISSION Design Review Board *MANAGER Centennial Hall Advisory Committee Fire Services Training Council 31 'hews I I a • ACTION AGENDA KENAI CITY COUNCIL — REGULAR MEETING SEPTEMBER 21, 2011 7:00 P.M. KENAI CITY COUNCIL CHAMBERS http:/ /www.ci.kenai.ak.us ITEM A: CALL TO ORDER 1. Pledge of Allegiance 2. Roll Call 3. Agenda Approval 4. Consent Agenda (Public comment limited to three (3) minutes per speaker. Persons may give their time over to another speaker present, however no single speaker present may speak for more than 30 minutes combined on their own and on others' behalf.) *All items listed with an asterisk (*) are considered to be routine and non. controversial by the council and will be approved by one motion. There will be no separate discussion of these items unless a council member so requests, in which case the item will be removed from the consent agenda and considered in its normal sequence on the agenda as part of the General Orders. 5. Presentation to Olivia Pfeiffer regarding EPA award ITEM B: SCHEDULED PUBLIC COMMENTS (Public comment limited to ten (10) minutes per speaker) ITEM C: UNSCHEDULED PUBLIC COMMENTS (Public comment limited to three (3) minutes per speaker) ITEM D: PUBLIC HEARINGS (Testimony limited to three (3) minutes per speaker. Persons may give their time over to another speaker present, however no single speaker present may speak for more than 30 minutes combined on their own and on others' behalf ) 1. POSTPONED INDEFINITELY. Ordinance No. 2578 -2011 -- Designating the City Clerk as the Official Responsible for Codification of Ordinances Enacted by the City Council and Authorizing the Clerk to make Clerical and /or Technical Changes to the Kenai Municipal Code to Correct Errors in Spelling, Punctuation and Incorrect Citations. 2. PASSED UNANIMOUSLY. Ordinance No. 2579 -2011 -- Increasing Estimated Revenues and Appropriations in the Airport and Airport Equipment Capital Project Funds for the Purchase of Snow Removal Equipment, Phase II. 3. PASSED UNANIMOUSLY. Ordinance No. 2580 -2011 -- Increasing Estimated Revenues and Appropriations by $41,000 in the General Fund and by $89,965.73 in the Library Improvements Capital Project Fund to Provide Additional Funding for Completion of the Library Expansion Project. 4. AMENDED AND PASSED. Ordinance No. 2581 -2011 -- Increasing General Fund Estimated Revenues and Appropriations for State of Alaska Municipal Revenue Sharing Received in Excess of Budgeted Amounts. 5. AMENDED AND PASSED. Ordinance No. 2582 -2011 -- Amending the Kenai Municipal Code Chapter 7.05, "Taxation of Real and Personal Property," Adding a New Sub - section 7.05.090, "Personal Property Tax -- Assessments -- Watercraft," and Amending Sub - section 7.05.010, "Property Subject to Taxation" to Provide for Exemption from Taxation All Watercraft with an Overall Length of Less than Twenty (20) Feet. 6. PASSED UNANIMOUSLY. Ordinance No. 2583 -2011 -- Increasing Estimated Revenues and Appropriations by S600 in the General Fund for a Donation Provided to the City for the Purchase of Disc Golf Equipment. 7. PASSED UNANIMOUSLY. Resolution No. 2011 -67 -- Authorizing the City Manager to Enter into an Agreement with the Department of the Array in the Amount of $253,844.50 to Complete a Feasibility Study for the Kenai River Bluff Erosion Project. 8. PASSED UNANIMOUSLY. Resolution No. 2011 -68 -- Awarding a Contract to Coastal Painting for Janitorial Services for the Kenai Community Library for the Total Amount of $57,600. 9. PASSED UNANIMOUSLY. Resolution No. 2011 -69 -- Authorizing the Purchase of Approximately 60 Acres of Property Described as the NE1 /4 NE1 /4 and the E1 /2SE1 /4 NE1 /4 of Section 36, Township 6 North, Range 11 West, Seward Meridian, Alaska Containing 60 Acres More or Less for Public Water Wells, Well Head Protection, and Associated Public Purposes and Determining that the Public Interest will Not be Served by an Appraisal. ITEM E: MINUTES 1. REMOVED FROM CONSENT AGENDA AND POSTPONED UNTIL OCTOBER 5, 2011. *Regular Meeting of September 7, 2011 ITEM F: UNFINISHED BUSINESS ITEM 0: NEW BUSINESS 1. Bills to be Ratified 2. APPROVED. Approval of Purchase Orders Exceeding 515,000 3. INTRODUCED BY APPROVAL OF CONSENT AGENDA. *Ordinance No. 2584 -2011 -- Increasing Estimated Revenues and Appropriations by $21,300 in the General Fund -- Non - Departmental for a National Historic Preservation Act Grant Provided to the City for Planning Preservation Activity at the Holy Assumption of the Virgin Mary Russian Orthodox Church, a National Historic Landmark, Located in Old Town, Kenai 4. INTRODUCED BY APPROVAL OF CONSENT AGENDA. *Ordinance No. 2585 -2011 -- Adopting Updated Zoning and Land Use Maps for the Comprehensive Plan for the City of Kenai. 5. Discussion -- Legal Counsel at Planning and Zoning Commission Meetings 6. COUNCIL APPROVED FUNDING FROM THE LEGISLATIVE BUDGET FOR ALL COMMISSIONERS TO ATTEND TRAINING IN NOVEMBER. Discussion -- Planning Commission Training 7. Discussion -- City Clerk Retirement Expenditures ITEM H: COMMISSION /COMMITTEE REPORTS 1. Council on Aging 2. Airport Commission 3. Harbor Commission 4. Library Commission 5. Parks and Recreation Commission 6. Planning and Zoning Commission 7. Miscellaneous Commissions and Committees a. Beautification Committee b. Alaska Municipal League Report c. Mini -Grant Steering Committee d. Kenai Convention and Visitors Bureau e. Reports of KPB Assembly, Legislators and Councils ITEM I: REPORT OF THE MAYOR ITEM J: ADMINISTRATION REPORTS 1. City Manager 2. City Attorney 3. City Clerk ITEM K: ADDITIONAL PUBLIC COMMENT 1. Citizens Comments (Public comment limited to five (5) minutes per speaker) 2. Council Comments EXECUTIVE SESSION -- Corrective meeting under Alaska Statute 44.62.310(f) to address a notice deficiency with respect to the August 18, 2011 Special Meeting (technical error in website publication) convened for the sole purpose of holding an executive session on financial matters related to CINGSA`s gas storage project being developed in the City of Kenai. The purpose of the executive session is to discuss matters the immediate knowledge of which could have an adverse impact on the finances of the City of Kenai and to give direction to Administration and the City's legal counsel: negotiation with CINGSA regarding CINGSA's purchase of mineral rights, easements, and access to pore space. ITEM L: PENDING LEGISLATION -- (Items listed below are legislation which will be addressed at a later date as noted and are not action items for this meeting.) ITEM M: ADJOURNMENT INFORMATION ITEMS KENAI CITY COUNCIL MEETING 1. Purchase Orders Between $2,500 and $15,000 for Council Review 2. Budget Transfer in Capital Projects in excess of $5,000 Ikmllb® Friends of the KCL * September Board Meeting Minutes Tuesday, September 13, 2011 * New Library Meeting Room 1. Call to order: 5:45 p.m. 2. Members present: Sal Mattero, Anita Necessary, Nedra Evenson, Barb Christian Members absent: Brendyn Shiflea, Paul Turner, M J Loveland, Carrie Couey 3. Also present: Mary Jo Joiner 4. Approval of July Minutes: Tabled until October 11, 2011, meeting due to lack of quorum 5. Approval and /or Modification of Agenda: Addition of discussion of 2010 memorial donations 6. Treasurer's Report: General fund Bldg & savings Gaming fund $19,618.06 $ 862.37 $ 2,196.35 7. Library Director Update • August circulation was up 23 %. • Staff changes: 2 new hires to replace Julie & Cindy • Video conferencing equipment will be added to KCL services. • An increase in electronic resources and e -books is expected. • Furniture arrivals should be complete by the end of September 2011. • Monthly report handed out • $40,000 may still be coming from City to finish the building project. • Hours of operation will change in Oct: Mon -Thurs 9 -7; Fri 9 -6; Sat 9 -5; Sun 1 -4 • When a quorum is present, we need to discuss having a Teen Representative on the Board. 8. Old Business • Book Storage and Sorting: Barb will be notified when 3 or more boxes are ready. Barb will watch for gift books to be given as prizes at the Dinner Raffle. • Food for October Dinner: Freezer space and then refrigerator space will be needed for the beef when it arrives. Sal will contact the Food Bank regarding this. Nedra will contact Paul about the amount of fish needed and the date it will be available. • Dinner /Raffle Ticket Sales: Stubs and checks may go to Brendyn or to Carrie. Fourteen books of tickets are still available for sale, plus two books at the library. • Other: Richard Couey will build a ticket board for the Dinner Raffle. Sal will ask him if he could also build a box for the drawing. 9. New Business • Advertisement for Dinner: 2 poster formats were presented and were corrected to read "information available at the library." Nedra will work on enlarging one of the posters. • Board Elections will be held at the November 8 meeting. (Barb Christian, Anita Necessary, and new Board Officers) • Other: 1. City Resolution: Nedra will frame the City Council Resolution honoring the Friends for their fundraising for the Library Addition. 2. Memorials: Nedra will try to pair up donors and honorees from 2010 memorial donations. 10. Meeting adjourned: 6:30 p.m. 11. Next Meeting October 11, 2011