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2015-08-17 Library Board MinutesEdmonds Advisory Library Board Agenda Monday, August 17, 2015 6-7 p. m. Agenda I. Call to order II. Minutes of meeting • There are no minutes of the June 15, 2015 meeting III. Public comment IV. Old Business V. New Business • Presentation by Frances Chapin, the City's Arts and Culture Manager, on the public art process and plans for the library entryway • Discuss Mayor's recommendation to the Edmonds City Council to "De -formalize or disband the Library Board, since library operations are now under the Library District. That means City staff would not attend." VI. Reports: • Chy Ross, Managing Librarian, Edmonds Public Library • Judy Sasges, Sno-Isle Libraries • Leslie Elsaesser, Edmonds Friends of the Library • Cynthia Cruz, City of Edmonds VII. Board member observations, thoughts, questions relating to the library. VIII. Adjourn Edmonds Advisory Library Board Agenda Monday, August 17, 2015 6-7 p. m. Agenda I. Call to order 6:00. Attendees: Joanne Peterson, Joyce Hudemann, Susan Schalla, Tim Healy, Wendy Kendall, Judy Sasges, Leslie Elsaesser, Chy Ross, Carrie Hite, Frances Chapin II. Minutes of meeting • There are no minutes of the June 15, 2015 meeting III. Public comment — no comment IV. Old Business — no old business pending V. New Business - Presentation by Frances Chapin, the City's Arts and Culture Manager, on the public art process and plans for the library entryway Priority site in city? — yes, definitely Time and ability now to move forward with Library book drop area. Is the Library entry a priority site in the city? Yes, definitely. For example another project was the sculpture "Vision" in plaza above was the first city art project many years ago. The Library book drop area is at least $100,000 project, and the Foundation is seeking some donated funds. One example is FEL (Friends of the Edmonds Library) is looking to make a donation Much goes into the cost for this project, for example, metal costs have risen over the years, making this actually a modest budget Open to any Northwest artist The process starts with a budget and identification of the site with new landscaping — Call for artists Demolition expected late October, early November. Once the City Council approves, then artists' applications are accepted. The City puts together a selection jury and up to 3 artists are invited to give site specific proposal. Proposals are presented at public meeting. Jury hears public comments (verbal and in writing). Jury includes an Arts commissioner and a city council member and others. Usually includes an art professional (given a stipend), generally a representative from the site, at -large member of the community. Frances facilitates and doesn't vote. Jury recommends to Arts Commission at public meeting, Arts commission may have their own questions for the artist. Arts committee generally doesn't reject recommendation, and forwards it to the city council. Artist presents at city council public hearing. Final decision the following week after hearing the public comments. $100,000 is just the payment to the artist. Stipend, and site preparation is done in house by the city — Parks and Building maintenance. Site prep — In this case taking down the book drop and taking out plantings in that area — will do their best to repurpose materials to other places like a park etc. How the general member is recruited for the jury selection — Arts commission looks at what project is and makes suggestions of people and reaches out to those people. Sno-Isle will be consulted in signage considerations. FEL will be consulted in FEL rock placement considerations There is flexibility in designing. Pull jury together around January/February, 2016 The Library entrance will be accessible during demolition, including working around the Open House scheduled November 14. If no agreement on an artist and design, will put a call out again potentially with revisions to the call based on why it didn't work the first time. The Art should be complementary to this community gathering place — including consideration of the number of people annually visiting library, weddings in Plaza room upstairs etc. Next New Business - Discuss Mayor's recommendation to the Edmonds City Council to "De -formalize or disband the Library Board, since library operations are now under the Library District. That means City staff would not attend." Was tabled until December. Carrie — this board is very valuable to the city. Unfortunate this came to board members during email since it occurred while city liaison was on medical leave. At council retreat one of the goals identified was to create efficiencies — including boards and commissions. Edmonds has about double the number of boards around the vicinity. That's good because the public is engaged. But OPMA (Open Public Meetings Act) regulations have to be abided by. Agendas, minutes, public access to meetings, city email for public disclosure request, ex — cost of emails $25,000 to $30,000 annually. Consistency in minutes taken between boards is important and needs to be addressed. The city has an obligation to stay in compliance with OPMA. 3 council members were charged with looking at boards — mission of library board — hand out (was prior to annexation). Since the 2001 annexation, there's no city contract with Sno-Isle. The connection the city has with Sno-Isle is the facility. Board member comments that could be reflected to the mayor included: The Board is not doing anything in mission now. Being used as an advocacy group — something FEL does. As taxpayer, want funds to be used efficiently. We struggle for example using the city emails. Struggle with role of board — advisory to create and advocate for library services. What we do is learning about the services and advocating. Our impact is limited. Is this worth the cost to the city? Sno-Isle governed by board of trustees, decision making entity. Our influence is there, representing the citizens. One angry customer can be magnified many times. We are struggling to be more than a mouthpiece and don't see connection back to the mayor and council We're also struggling with what we're doing. One plan we've had is the annual open house. What we do doesn't have anything to do with lengthy job description. Previous open comments at the City Council meeting August 4th — the board informs the public of the services available from the funding the public provides through an assessment from their property taxes. In addition to the annual Open House to showcase building and services, there have also been multiple media write ups. In the past the board has been involved in building concerns including lobby improvements that also improved the handicap restroom access; carpeting; and minor building repairs. Also in the past the Board has formally reported to the City Council annually on their activities. Carrie - What tasks could the board do, if re-created, to connect back to city council and what value would that be. A different job description or mission? Would FEL take on this board role to spread information into the community? Hold October meeting to discuss whether we support to accept mayor's recommendation or disagree and if so what our mission should be. VI. Reports: • Chy Ross, Managing Librarian, Edmonds Public Library • Handout • Tracking on TEDx • Closed 9/7 for holiday and 9/8 for staff in service day ■ Judy Sasges, Sno-Isle Libraries • 10/3 is Trustees and Friends forum at future of flight 10 — 2 • Connected communities and economically sound communities and friends recognition. Watch for your invite • Such a good event for getting informed and for networking with other Friends and Boards! • Leslie Elsaesser, Edmonds Friends of the Library • Newsletter handed out • Good news - Found volunteers to help move books for annual sale • Carrie Hite, City of Edmonds • Issue around pruning and landscape is being addressed VII. Board member observations, thoughts, questions relating to the library. Tech Fair November 14 proposed to combine with Open House and with Kindle contest. Include demos of technology and how it works in the library Send electronic "special" invitations October meeting 10/19 6:00 pm VIII. Adjourn 7:10