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03/04/1988 ":,l:~::\:':~.c::'c .:~:'. c :, . . '. , " ~'>; . '.. ' : T ~ /.~ ", .' J ~+ .. ' ,", ,', .~ , .,.l ',' , .' " Iiw-...>, ,.... ",.."d ,'" "~', ' .,', , . '. ..,::'~: ~,' :.\ ~:~':':'\ . .T. ....... .1,' .' ' LIBRARY BOARD '.J ' MINUTES , ' DATE 1'1~ltd ~ Lf'" , , .... ./~JS 66 ~ ~, . I' '. -, " ~..~ ,- CLEARWATER PUBLIC LIBRARY BOARD Minutes of the Meeting 4 MARCH 1988 Clearwater East Library 9:30 a.m. - 11:30 a.m. PRESENT: Mr. Frank Barnicle, Chair Mr. William Donovan Mr. Frederick Dunn Mrs. Susan Hyman Ms. Carol Nielsen Ms. Margot Pequignot Mrs. Faye Sollid Mrs. Virginia Watson Mr. Sydney White Mrs. Linda Mielke, ex-officio ABSENT: Mr. Bernard Panush, excused Mr. Theodore Serrill, excused GUESTS: Carolyn Moore, Clearwater Public Library ~Iatthew Moore, Clearwater Public Library Chairman Frank Barnicle called the meeting to order at 9:30 a.m. The minutes of last month's meeting were approved as submitted. Mrs. Hyman reported on her attendance at the Greater Clearwater Public Library Foundation Board meeting on March 4, 1988. Mrs. Hyman noted that lengthy discussion centered around the Chamber Music fundraiser planned for March 26, 8:00 p.m. Mrs. Hyman reported that }lr. Shirley Hunt, Executive Director of the Foundation, was asked to represent the Foundation at Library Board meetings. Mrs. Hyman stated that the Foundation needs other, means of publicity besides their fundraisers. She noted there was some mention of a possible merger of the Foundation and the Friends of the Clearwater Library, but this was not discussed further at the meeting. Mrs. Carolyn Moore, Library Division Manager, presented a report on Materials Availability as a result of a recent survey at the Clearwater Public Library System. Mrs. Moore discussed measures used to analyze library service: 1) Output measures: a measure of service, such as circulation per capita 2) Input measures: a measure of resources Mrs. Moore reviewed the following statistics for the Clearwater Public Library System: a) b) c) d) e) f) g) h) i) Circulation per capita Document delivery (ILL) ~n-library use per capita Library visits per capita Program attendance Reference completion rate Reference transaction per capita Registration as a % of population Turnover rate 7.5 books 37% within 7 days 5.2 items 9.6 annually .27 80% 1 52% 2.2 times annually ~ .. Clearwater Public Library Board Minutes of the Meeting March 4. 1988 Page 2 '\ Mrs. Moore noted that Clearwater Public Library System is growing in terms of a percentage of the population reached. She then reviewed the results of the recent ~Iaterials Availability Survey which showed the following: 1) Browser fill rate (not looking for a particular item. but finding something of interest) 94% 2) Title fill rate (looking for a specific title and finding it) 54% 3) Author/Subject fill rate (looking for a specific author's works or certain subject and finding it)" 64% The Materials Availability Survey was conducted systemwide at different times of the day. 1.000 surveys were collected. This survey is helpful to better match the collection to the needs of the user. ~(rs. Moore also discussed some comments made on the survey by patrons regarding service. Considerable staff time is necessary to conduct user surveys of this type; however, the benefit to library patrons in matching use with materials providing for better library service is well worth the effort. Mr. Dunn distributed and summarized a report from the Ordinance Revision Committee appointed at last month's Board meeting. There was discussion on whether a periodic Board meeting open to the public would be beneficial. Mrs. Mielke noted that Town Meetings are held for that purpose. Mr. Dunn reported he spoke with the City Attorney who agreed to meet with the Board if necessary to discuss the ordinances. Mr. Dunn suggested the Board make revisions and send to the City Attorney for review. There was Game discussion concerning the term of office for Chairman and Vice Chairman: a) should it remain calendar year; b) should it be changed to coincide with City's fiscal year and Board meetings--Sept. to Sept. Conducting Board meetings in the evening and also year-round would encourage members of the general public to attend noted Mrs. Mielke. An informal majority vote of 7 favored a Sept. to Sept. term for officers. There was some discussion concerning the absence of mention of City Manager in the Committee's report. Mr. BUl"nicle noted that no official action would be taken based on the Committee's report at this time. The Board will review the report and discuss any comments with Hr. Dunn. The Committee Report will again be placed on the agenda for next month's meeting. As Board liaison to the Friends of the Clearwater LibrarYI Mrs. So11id reported the Friends book sale is scheduled for April 8 and 9. and the banquet for April 16. She reported no discussion of a Friends of the Library and Foundation merger at the last Friends' Board meeting. . '. ~ oC,.r,",-,. . 'i.f ... Clearwater Public Library Board Minutes of the Meeting March 4, 1988 Page 3 Mrs. Mielke distributed completed Goals & Objectives for 1987/88 and projected Goals & Objectives for 1988/89. Due to the length of the meeting, Mrs. Mielke suggested Board members review for discussion at the next meeting. Mrs. Mielke reported that the Clearwater Countryside Library construction project is on schedule. Mr. Matthew Moore, Circulation Chief at Main Library, discussed the Library's procedure for overdue materials. In summary: j j I a) An overdue notice is generated by the computer between the 7th and 13th day overdue. Prior to that notice, the computer does register that book overdue on the 4th day. The overdue notice is not mailed out until the shelf has been checked. b) After 90 days overdue. a bill is generated for the value of the book. c) When a patron has 25 books overdue, a 'status D (delinquent) is established disallowing future checkout until books are returned. " d) A 3-day grace period before establishing overdue status allows for bad weather conditions preventing book return. e) Status S is established for a patron whose overdue notice has been returned (incorrect address). Patron can be approached on next visit. f) A "Claims returned" status can be established for a patron who claims an overdue book was returned, but the book does not appear on the shelf. If the book reappears. the status is cleared. g) Lost books are paid for and a purchase alert is generated by the computer. Mr. Moore also reported on a conservation/preservation project which is important nationwide and being applied at Main Library. Staff identify worn out and damaged books when they are returned. The following procedure is followed: 1) Heavily used books are requested to be repaired or reordered. 2) Out-of-date or water-damaged books are discarded. 3) Less well-used books are repaired. The repai~ procedure is an "art" with the average repair time of 10 mi"nutes. Mr. Moore distributed information on the nature of book theft to be reviewed by the Board at their convenience and perhaps discussed at another time. The meeting was adjourned at 11:30 a.m.