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04/10/2008 LIBRARY ADVISORY BOARD MEETING CITY OF CLEARWATER April 10, 2008 Present: Frederick Dunn Vice-Chair Elizabeth Drayer Board Member Marilyn Garte Board Member Elizabeth O’Brien Board Member Jan Regulski Board Member Absent: Robert Brumback Chairperson Lorelei Keif Board Member Also Present: Barbara Pickell Library Director Holly Ausanio Administrative Analyst Vice-Chair Fred Dunn 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 March 13, 2008 meeting as motioncarried submitted. The was duly seconded and unanimously. ITEM #3 – Library Director’s Report a) Budget update Director Barbara Pickell Barbara reviewed the Library’s proposed budget cuts, stating the first tier represents the approximate dollar amount the Library was told to cut. Since it is questionable whether the Council would agree to close Beach and North Greenwood branch libraries, the second tier provides additional options. All of the service/program cuts eliminate employees. Closing Beach and North Greenwood impacts overall library service less than cutting hours since the combined usage is only 8% of the system, with East and Main at 30% each and Countryside at 32%. With the one shift scenario, most of the same hours would be covered by having different schedules at each branch. The Main Library is the resource library and should be open to support the branches when they are open. Director Pickell stated Technical Services outsourcing includes eliminating the labor- intensive security system, which isn’t very effective. The gates would remain as a visual deterrent. In response to a question, Director Pickell stated material losses are from theft and items not returned. She stated RFID technology, which requires a computer chip in Library Advisory 2008-04-10 1 4/10/08 materials and library cards to check out as patron walks out door, is funded in the new Pennies projects. Programming, which was moved up on the list per management direction, is likely to be eliminated. Youth programs, however, involves many staff and may not be greatly affected. Director Pickell suggested volunteers might be able to administer some programs. In response to a question, Director Pickell stated staff with seniority could move into another position. Staff with the least seniority in their job classification citywide would be laid off first. Most current city openings are posted as internal opportunities only. Regarding elimination of the Webmaster position, the Library site would be standard information only, not interactive. In response to question regarding training needs, Director Pickell stated the demand was light but continues to increase with requests for E-Bay, Photoshop and general Internet use training. Director Barbara Pickell stated the closing of meeting rooms system wide would provide a reduction of one full-time equivalent position due to the elimination of scheduling. Meeting rooms are not part of the Library mission statement. In response to a question, she stated we would not charge fees since the public already pays for the library and a fee for service eliminates equal use. The Teen Room is a separate room and requires separate staffing when heavily used on weekends and afternoons. There are 8 computers accessible by teens ages 12-18; without rd these, the Teens would have to use the adult computers on the 3 floor. Children’s computers (up to age 11) and family computers are located in the public area in Youth Services. In response to questions, Director Pickell stated Teens mostly use the area to play computer games; there are also programs for teens. Most of the Teen users walk or bike to the library. It is important to have a place for the Teens to keep them off the streets. In response to questions, Director Barbara Pickell stated the list of potential budget cuts will be provided to the City Manager who may modify it for presentation to the City Council. The budget will be discussed but cuts won’t be determined until the final numbers are received from the Property Appraiser’s office. Largo and Dunedin are also facing budget cuts, but their impact is unknown. In response to questions, Director Pickell stated the Beach Library renovation is progressing with move-in planned for June. The East Library has the largest population with the lowest average income. The City has not received a written proposal from LSSI, nor have they re- approached the City or Pasco County. She stated the City Manager has to consider everything and present it to the City Council, but it doesn’t appear they will move in that direction. Member Jan Regulski encouraged Board members to attend the budget hearings this month at the Long Center and Main Library. b) Countywide Automation System update Director Barbara Pickell reported the new system would be up and running on April 22. Next week there will be no checking in of materials, and checkout will be done offline. nd All libraries will be closed on the 22 to enable check in and transportation of materials to Library Advisory 2008-04-10 2 4/10/08 the branches, and provide some practice time for staff with the new system. The Countywide system eliminates the need to register library cards from other municipalities, and provides patrons with one catalog access to materials of all participating libraries. Some procedures and circulation policies will change to be consistent throughout the system. Modifications will be made, if needed, after a trial period of one year. In response to questions, Director Pickell stated the Tampa Library is part of a single countywide system, with the exception of two libraries. To establish a countywide system in Pinellas, a special taxing district must be set up, approved by the Legislature and receive voter approval. Given the economics of all libraries and cities throughout the county, it may come up for discussion. If a special district library system were created, it would come with dedicated revenue, but would still be affected by tax revenue fluctuations. One advantage of a countywide system is a more global outlook in providing library service, rather than just for city residents. Cost savings would likely include a combined Technical Services department, which would probably also improve service. c) Cafe Director Barbara Pickell reported the current owner closed and sold as much of the equipment that he could. All equipment belonged to the café owner; the space was leased with nothing but electrical and plumbing connections. The first owner built out the space, but did not get his utility and electrical installations inspected and permitted. The new owner will be required to have modifications permitted as needed, and approval of their build-out plans by Library management. There seems to be a lot of interest in the RFP (Request for nd th Proposals), which are due to the City May 2and will be reviewed on May 5. ITEM #4 – Unfinished Business - none ITEM #5 – New Business a) Nomination of Chair, Vice-Chair 2008/2009 Member Liz O’Brien announced she would be resigning from the Board this month to take a temporary position as Reference Librarian at the Main Library. Vice-Chair Fred Dunn stated his second term would be up in January 2009. Liz Drayer stated her term also expires in January and she will not seek reappointment. Member Jan Regulski nominated current Chair Bob Brumback as Chairperson for motioncarried 2008/2009. The was duly seconded and unanimously. Member Liz Drayer nominated Member Jan Regulski as Vice-Chair for 2008/2009. The motioncarried was duly seconded and unanimously. Member Jan Regulski urged Board members to recruit more applicants for upcoming vacancies. The election of the slate of officers is scheduled for the May meeting. ITEM #6 – Reports a) Foundation – no report Library Advisory 2008-04-10 3 4/10/08 b) Friends Library Director Barbara Pickell reported approximately 40 volunteers attended the annual Volunteer Appreciation Tea. She stated the Friends of the Library will hold a special meeting on April 16 to discuss potential budget cuts. ITEM #7 - Board Comments - none ITEM #8 - Adjournment The meeting was adjourned at 12:00 p.m. '-'?dJ?n'~~'1~ Chair Attest: ~;- tive Analyst Library Advisory 2008-04-10 4 4/10/08