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01/17/1992 LIBRARY BOARD MINUTES ? 3? t. CLEARWATER PUBLIC LIBRARY BOARD Minutes of the Meeting January 17, 1992 Clearwater Public Library 9:30 a.m. - 10:45 a.m. Present: William Donovan, Chair Dr. David C. Berry Frederick Dunn Thalia Kelsey Katherine Merriam Carol Nielsen Virginia Watson Chairman William Donovan called moved to accept the minutes of last was seconded and carried. Absent: Wilbert Bacon, excused C. Pate Hutchens, excused Joanne L7urenti, excused Jack Wilson, excused Guests: Althea Andersen Linda Lange CPLS Staff Marsha McGrath Carolyn Moore Shirley M. Hunt, GCPLF, Inc. the meeting to order at 9:30 a.m. Mr. Dunn month's meeting as submitted. The motion Mrs. Moore reported that three projects were proposed and approved during the recent budget "rightsizing" process. Mrs. Lange addressed the first project: Increasing fee structure. Rather than increasing fines, effective April 20 borrowing privileges,will be suspended for accrued fines. The maximum fee collected per item will increase from $1.00 to $2.50 which brings Clearwater Public Library System more in line with larger libraries in the ,Cate. Replacement library cards will cost $2.00 (initial card is free). It is projected that these fee increases will increase revenue by approximately $10,000. Mrs. Moore discussed the second project: Information Central. The Library will take over the function formerly performed by the Action Center in City Hall. 'telephone calls will increase by approximately 50%. A new telephone system with automated attendant will be installed over the next 2 months. Two staff members will receive calls to Local Government & Referral Service as well as receiving calls from rotary dial phones. The remaining calls will be directed to the appropriate station from the automated attendant listing. One of the two staff handling the Local Government & Referral Service has transferred from the Action Center to the Library Department. Dr. Berry expressed concern that additional functions are being placed on the Library Department and cautions against the Library becoming a "catch-all" of other kinds of functions. Mrs. Moore noted that the end result may actually be a slight decrease for the Library Deference Desk due to the automated attendant phone system. There was some concern that the average citizen may not pursue the system with the automated attendant to the "last button" to get his/her answer. Mrs. Moore reported on the third project: Fee for Business Service. A market research firm will be approached to do a business survey in the community in order to: 1) determine corporate awareness of the Clearwater Library System now; 2) find out the businesses' use patterns; 3) find out the attitude toward fees for information services; 4) identify services the businesses need; 5) identify places where businesses are currently getting inforimition services. Clearwater Public Library Board Minutes of the Meeting January 17, 1992 Page 2 The service will be structured to focus on needs and willingness of the business patron to use and pay for the service. Business-type question, are the number one question asked. It was suggested to use the local newspaper for review of business books perhaps on a biweekly basis. The next item for discussion was, the Long Range Plan. Mr. Donovan asked for any comments on the actual Long Range Plan. Hearing none, Mr. Donovan asked for any continents on Mr. Dunn's report submitted to the Board in advance titled "Addendum to the Long Range Plan." Dr. Burry commended Mr. Dunn on gathering the information he used in his report; however, he commented that the report prepared by Mr. Dunn was not prepared as a "Minority Report" as stated at last month's meeting, nor was it titled "114inority Report." Mr. Dunn agreed to change the title to "Minority Report." It was noted that the items discussed in Mr. Dunn's Minority Report do not reflect the feeling of the Library Board or the Long Range Planning Committee. After discussing Mr. Dunn's report, it was suggested that the Minority Report would be provided to the Long Range Planning Committee for review and opportunity for the Committee to explain their rationale for the statistics used in the Long Range Plan. Dr. Berry moved that Mr. Dunn's report be referred to the Long Range Planning Committee for their comments and returned to the Library Board. The motion was seconded and carried. Mrs. Merriam reported on the last Foundation meeting she attended as liaison (attached). The Library Board discussed the motion by the Foundation concerning appointment of a Library Director. The Library Board has no objection to a national search; however, the Library Board still stands on their motion that in order to facilitate the time frame, it might be beneficial to promote from within, and that a Director be selected no later than the beginning of the 1992-93 fiscal year. Dr. Berry reported that the Friends of the Library will be funding author Barbara Taylor Bradford's event during National Library Week and the Foundation will be funding author Jerry Spinelli's event for the Tenth Annual Adler Literary Arts Festival and author/illustrator Richard Peck's program during National Library Week. Mr. Dunn asked if another plaque should be made for the Library, since the original Carnegie plaque can't be located. tars. Moore will look into this matter. Ms. Andersen invited the Board to attend Dr. Rick Ashton's program on January 24, 1992, at Bain Library. Dr. Ashton is Director of Denver Public Library System and has great insights into what is happening to libraries nationwide. Mr. Dunn commented on North Greenwood Library's nice appearance. Mrs. Merriam moved to adiourn the meeting at 10:45 a.m. The motion was seconded and carried. TO: Clearwater Public Library Board Meeting of January 17, 1992 FROM: Katie Merriam, Liaison SUBJECT: Greater Clearwater Public Library Foundation, Inc. Board Meeting of January 9, 1992 The meeting was a luncheon in honor of the retiring board members and the newly elected members. The Foundation again requested the Library Board to put pressure on Mr. Michael. Wright to hire a Director of the Library. The Foundation prepared the following motion to express their opinion. In order to maintain the quality of the Clearwater Library, the Board of Directors of the Library Foundation deem it to be of critical importance that a full time Professional Director of the Library be hired by the City. The Board of Directors of the Foundation further recommends that the City undertake a nation-wide search to identify a qualified candidate who should have a Masters in Library Science. The motion was passed and is to be presented to Mr. Michael Wright, Mayor Rita Garvey, all the City Commissioners and the newspapers. CLEARWATER PUBLIC LIBRARY BOARD Minutes of the Meeting December 13, 1991 Clearwater Public Library 9:30 a.m. - 11:05 a.m. Present: 'William Donovan, Chair Dr. David Berry Frederick Dunn C. Pate Hutchens Thalia Kelsey Katherine Merriam Carol Nielsen Virginia Watson Jack Wilson Absent: Wilbert Bacon II, excused Joanne Laurenti, excused Guests: Jan Regulski, Long Range Planning Committee Chair Althea Andersen, CPLS Staff Linda Lange, It Marsha McGrath, " Carolyn Moore, to Shirley Hunt, GCPL Foundation Chairman William Donovan called the meeting to order at 9:30 a.m. Dr. Berry clarified a point in the minutes of last month's meeting: page 2, paragraph 2 should reflect that Mrs. Wickersham showed the award she,received to the Friends of the Library Board but did not give the award to the Friends organization. Mr. Dunn moved to accept the minutes as corrected. The motion was seconded. Mrs. Regulski reported on the Long Range Planning Committee's completed Plan for 1992-2001. A market research organization surveyed Clearwater. The findings of this report were used to select areas of emphasis. The top three areas emphasized in the Long Range Plan were: Children's Library, Research Center, and Formal Education Support Center. The Long Range Plan 1992--2001 was mailed to the Library, Board in advance of this meeting for review. At this time, the floor was opened for comments: * Dr. Berry commented on the increase in circulation from 1979 to the present, and the increase in Library budget in the last ten years. Mrs. Moore explained that renovation of Main and increased number of branches in mid 80's justifies these increases. * Dr. Berry questioned the fewer library assistants at the Countryside Library than at East. Mrs. Moore explained that Bast has a higher productivity level. * Dr. Berry questioned the term "developmental management." Mrs. Moore explained developmental management objectives would increase service levels rather than maintain service levels. * Mr. Dunn expressed concern over the terminology used in the. Plan, such as the use of "developed" or "enhanced" rather than "added to." Discussion clarified the reason these terms were used. * Mr. Wilson questioned what reference tool or "yardstick" was used to determine what the Committee wanted to do in the Reference Center. Clearwater Public Library Board Minutes of the Meeting December 13, 1991 Page 2 Dirs. Moore explained that the day-to-day reference service was not targeted for development--only maintenance. The Research Library was focused on, specifically for business, with fee for service. This is being done in other areas of the country. Mr. Wilson expressed his thought that the Library should not do research for someone, but should have materials available for patrons to do their own research. Mrs. Moore noted that in the Research Library we might actually contract with someone for specific research and in turn charge the patron for this service. * Dr. Berry questioned whether some objectives are realistic with the present economic times. Mrs. Regulski noted that 85% of the goals can be accomplished with present staff and funding. * There was discussion on the objective of expanding meeting room space. Some Board members felt the amount of time meeting rooms are actually used does not justify spending additional funds to expand them. Mr. Wilson felt spending money to teach children to read was a priority. Dr. Berry commended the Long Range Planning Committee on their project and for thinking ahead. Mr. Hutchens moved that the Board accept the Long Range Planning Committee's report. The motion was seconded. Discussion followed. Mr. Dunn expressed his concern that the Long Range Plan "grossly fails to look at the future of Clearwater." He did not feel the Committee looked at the number of people who would be using the Library. Mrs. Nielsen, a member of the Long Range Planning Committee, noted that the population figure did not play predominantly in the goals. Dr.. Berry commented that none of the objectives would be changed based on the population figure used. Since Mr. Dunn had more points of concern than the meeting time period allowed, Dir. Dunn will file a minority report which will be mailed to the Board for review and discussion at next mont'h's Board meeting. Dr. Berry moved to call for the question on the first motion made by Mr. Hutchens. The motion was seconded and approved. Mr. Donovan called for the question of the first motion. The motion carried. Mrs. Regulski asked how the Library Board will proceed with the Plan. Dr. Berry stated he felt a continuing evaluation of the Plan is needed. Mrs. Nielsen suggested that was the job of the Library Board. Mr. Dunn moved to commend the Long Range Planning Committee on an excellent job developing the report to the stage it is right now. The motion was seconded and approved. Mr. Dunn's minority report will be mailed with the minutes of this meeting to the Board. The Long Range Plan will be withheld from further distribution until the minority report is submitted to the Board. Clearwater Public Library Board Minutes of the Meeting December 13, 1991 Page 3 Air. Donovan reported on his meeting with Kathy Rice, Deputy City Manager, to discuss the status of the Library's leadership. Mrs. Rice stated the City's plan for the immediate future (possibly two years) is to maintain the current team of four division managers. Mrs. Nielsen commented that Mrs. Rice did not give the Board that indication at last month's meeting. Mr. Donovan stated he personally voiced his concern that the team was working well now, but eventually he felt one Director should be named from within. Mrs. Moore stated that Division Managers had asked the staff to rank various options concerning the leadership of the Library: national search, local search, self-directed work team, director appointed from within, other. After Board discussion, Dr. Berry moved that the Library Board go on record that the Board believes the selection of a Director is in order. The motion was then amended to include the time period "within throe months." The amended motion was seconded and carried. It was recommended that the Board express there are qualified people within the Library staff to do the job. Mrs. Merriam reported on the last Foundation Board meeting which she attended as Liaison (report attached). Air. Hunt reported he also met with Kathy Rice and Michael Wright, City Manager, concerning the Library's leadership. Air. Hunt voiced his favor of one Library director. Mr. Wright assured Mr. Hunt that he (Mr. Wright) will be making the final decision for the Library. Dr. Berry reported that the Friends of the Library's President also met with Kathy Rice and Michael Wright and recommended one director for Library leadership. Dr. Berry stated that the Friends Board has agreed to support National Library Week covering the expenses of Barbara Taylor Bradford, but that the Adler Series and Robert Peck will not be funded by the Friends organization. These two programs remain unfunded at this time. Mrs. Merriam moved to adjourn the meeting at 11:05 a.m. The motion was seconded and approved. MEMORANDUM: TO: CLEARWATER PUBLIC LIBRARY BOARD Meeting of December 13, 1991. PROM: Katie Merriam, LIAISON SUBJECT; GREATER CLEARWATER PUBLIC LIBRARY FOUNDATION, INC. Board meeting of December 5, 1991. Five new Board Members were named by the nominating committee. There was discussion on the possibility of a plaque for the "Librarians Memorial.", honoring all former librarians on the Library's 75th Anniversary. The Foundation again stresses the need for a full- time Library Director.