02/14/2008
LIBRARY ADVISORY BOARD MEETING
CITY OF CLEARWATER
February 14, 2008
Present: Robert Brumback Chairperson
Elizabeth Drayer Board Member
Marilyn Garte Board Member
Lorelei Keif Board Member
Elizabeth O’Brien Board Member
Jan Regulski Board Member
Absent: Frederick Dunn Vice-Chair
Also Present: Barbara Pickell Library Director
Holly Ausanio Administrative Analyst
Chair Robert Brumback called the meeting to order at 10:30 a.m. at the Main Library.
To provide continuity for research, items are in agenda order although not
necessarily discussed in that order.
ITEM #1 – Welcome
ITEM #2 – Minutes
Member Jan Regulski moved to approve the minutes of the January 10, 2008 meeting as
motioncarried
submitted. The was duly seconded and unanimously.
ITEM #3 - Reports
a) Foundation – Richard Clemens, President
Mr. Richard Clemens stated he has been a Foundation member for 10 years and was
appointed President in November. There are 50 active paying members, and he hopes to
have 12-15 board members by year-end. The operating budget is approximately $60,000
per year.
The Foundation exists to help enhance library needs. For the past six years they have
been focused on the Main Library CIP commitment of $5 million. He recently met with the
City Manager and presented a $75,000 check as final payment toward the original
commitment. They received just over $3 million in donations; there is approximately
$60,000 in unpaid donor commitments, which will be provided to the City if collected.
Mr. Clemens stated the Foundation is looking for a signature event to sponsor. They want
to fund ongoing programs and are looking to the future for new functions that will keep the
Foundation visible in the community. The annual jazz festival has been successful, and
this year they will have corporate tables available. In response to a question, Mr. Clemens
stated the purpose of the events is to raise funds to enhance the library.
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He stated the Jeff Corwin program, sponsored by both the Friends of the Library and the
Foundation, was a huge success. In response to a question why the program was free,
Library Director Barbara Pickell stated library programs are always free to the public. The
program brought in over 1,000 people, many of whom are not regular library users.
In response to a question regarding the difference between the Friends and Foundation,
Director Barbara Pickell stated the Friends address smaller scale, day-to-day needs of the
Library; the Foundation seeks corporate donations, memorial gifts, etc. For the past
couple of years the Friends have donated funds through the Foundation to pay for summer
teen interns. The Friends offer volunteer opportunities in the community; the Foundation
has two paid employees.
It was stated the Foundation was originally founded as a caveat to enable gifts to the
library to be used specific for the library without going into the City funds.
b) Friends
President Rita Garvey reported the annual ‘Meet the Authors’ luncheon, which included
eleven authors, was a successful program. They are preparing for a book sale at the end
of the month. There will be a Wednesday night preview, which costs $10; Thursday
through Saturday the book sale will be free and open to all. Last year, the Friends made
over $50,000 in book sales, with CCS selling the most. They have over 100 volunteers
operating the stores.
ITEM #4 – Library Director’s Report
a) Eastside Library location
Director Pickell stated now is the time to look to the future in preparation for Pennies 3
funding for expansion/renovation of the East and Countryside branch libraries.
Following are four options presented to the Board in summary.
Option 1 - Expand and renovate existing facilities - Both libraries have local neighborhood
community support. Renovation and expansion would be cost effective and would provide
some enhancement to children’s and computer services. However, there is limited space
for East Branch expansion and extremely limited parking. There would be no reduction in
staffing needs or funding requirements.
Option 2 - Consolidate services into one eastside location – One larger, more centrally
located eastside facility would provide increased children’s services with staff dedicated to
that service. Computers would be consolidated in an easily monitored area. Existing
facilities could be sold to help pay the costs of a new larger facility. However, the City
does not currently own centrally located eastside property.
Option 3 - Joint use with Saint Petersburg College (SPC) – This option may provide some
operating savings, maintains a presence in the same neighborhoods, and will not require
the purchase of additional land. It may also create a stronger partnership with SPC.
However, timing for funding is unsure since SPC is State funded. Also, SPC and City
libraries have different missions, different automation systems and rules for computer use,
and staffing issues including pay scale, union, tenure, and retirement. In addition, we
would have less security as a lessee, and there is already a parking problem at SPC.
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Option 4 - Joint use with Morningside Recreation Center and Countryside Regional Facility
This option would provide for maximum utilization of city resources. Although reduced,
services would still be provided in the general vicinity for the East Branch neighborhood.
More funding would be available for the Countryside Library expansion; however, the
Countryside location is likely too small for a regional facility, which should be more than
double the existing building. In addition, there are timing issues - Morningside funds are
part of the Pennies 2 funding and Library funds are in Pennies 3; there hasn’t been any
discussion with the Morningside community; and planning for the recreation center is
already in process.
Director Barbara Pickell stated the City Manager will discuss future needs of the City with
the City Council in the next couple months, at which time the Board can make their
recommendation of the best option for Countryside and East Library expansions.
In response to questions, Director Pickell stated approximately five acres would be needed
for a centralized east side library, which the City does not currently own. However, the
funds will not be available until at least 2010, at which time property may be available. The
Pennies 3 funds will be expended over a period of ten years, and City projects are not yet
. A
prioritized. Property may be available in the futureconsolidated east side branch
would be approximately 45,000 sq.ft., would provide better children’s’ services, and would
be better solution if there was a loss of more positions. In response to a question
regarding justifying a library that size in addition to the Main Library, she said it would be
on the east side of the City, with Main on the west side.
The Countryside Library could probably be doubled in size if the park property was used.
The money available for expansion would probably provide 5-9,000 s.f. for each branch.
A joint use facility with Morningside Recreation Center would replace East on a smaller
scale with only popular materials. It would be the only Clearwater library south of Gulf-to-
Bay. This option was tabled, however, due to budget issues and the possibility of closing
facilities.
Discussion ensued regarding the potential cost savings, efficiency and better service of a
larger consolidated library versus the ideal of keeping neighborhood libraries.
By a show of hands, Board consensus is to recommend Option 1 - continuing with two east
side libraries, with their second choice being Option 2 - a consolidated east side library.
Options 3 and 4 should not be considered.
At the request of the Board, Director Pickell will prepare a draft statement of the Board’s
recommendation for presentation to the City Council.
Director Pickell stated she will discuss the proposed options with the Foundation and
Friends of the Library boards and will report back.
Director Barbara Pickell stated amendment 1 will impact the City budget by approximately
$3 million. Last year’s cut was $4-4.5 million. The impact on revenue from reduced
property values will not be available from the tax assessor until the end of May. There will
be a noticeable impact on the Library; we should know the target reduction for the Library
in about a month. The City is currently in a hiring freeze, and is filling vacancies as needed
with emergency hires.
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In response to questions, Director Pickell stated this year's budget was reduced
approximately 4% from last year. The current budget will not be affected except for
savings due to the hiring freeze. Next year's materials budget will be reduced by $30,000.
County funding may also be reduced. The Library could be faced with a 30% cut if Police,
Fire and Public Works, which comprise % of the City budget, are not affected.
City Management may look at efficiencies in Fire and Police provided it does not impact
safety.
Director Pickell reported the subject of a countywide library system came up while looking
at library planning at a Pinellas Public Library Cooperative (PPLC) meeting of library
directors. It is a district library concept with specified funding similar to the Hillsborough
County system. In response to questions, she stated cities would give up active control
and funding of their libraries. Funding would come from a specific taxing authority based
on a millage rate, which would have to be approved by the voters. It would provide better
insulation against arbitrary decisions made by a sponsoring entity. It may require an
administrative board of directors to oversee the budget, make funding decisions, set policy,
and hire library directors.
Director Pickell stated the general response of the directors was to consider it. It would
need lots of discussion, planning, and buy-in by all libraries and cities in the County. Every
library facility in Pinellas County has public support, and would require assurance that their
library would have protection and continued support. It may be a long-term solution to
make sure libraries continue to have a level of support as we look at increasingly difficult
budget situations.
ITEM #5 - Unfinished Business - none.
ITEM #6 - New Business - none.
ITEM #7 - Board Comments - none.
ITEM #8 - Adiournment
The meeting was adjourned at 12:35 p.m.
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