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11/20/1992 ~~~;;<.'~~(~" ~ ' . ...... . . " '. . } . " " ~;: , , ., , , ' . ' ,",. ': . I , ' <~ ~ . . , ".J ~ ' ,. . ~: <" ~ , ',. ., . . .', ." ~...,...:-.~,:;"'~.' ..'. <'. '". ,.f~': I ',:-:' ,. ~ ' .' t. ",' " , ,. " .,..1 ...,. ~ /' " , ' . .. ,. LIBRARY BOARD' '. ' , . . . . .. ., MINUTES ,. ' . I ~ . DATE /2.DPCmM.i .:ldJ iff.t f- /7 6' :5 , . . . . '.' , ' , . . ' -" ~ . ' '."', ' , ' .~~~ '.. " ,_;"i~h" . CLEARWATER PUllLIC LIBRARY BOARD , Minutes of the Meeting November 20f 1992 Clearwater Public Library 9:30 a.m. - 11:10 a.m. Present: Absent: Joanne Laurenti, excused Jill Perrino Dr. David C. Berry, Chair Wilbert Bacon Douglas Cowley Frederick Dunn \ Brenda Hunter Thalia Kelsey Katherine Merriam Virginia Watson Jack Wilson Arlita Hallam, ex-officio Chairman David Berry called the meeting to order at 9:35 a.m. Dr. Berry welcomed Mrs. Brenda Hunter to the Board. Mrs. Merriam moved to approve the minutes of the October meeting as submitted. The motion was seconded and approved unanimously. Motion carries. Dr. Berry commented on the new Library Board notebooks prepared for the Board. Dr. Hallam reviewed the Library Director's report. As an update to the Clearwater Countryside Library grounds r.eport, Dr. Hallam commented that a proposal to make the back grounds of the tountryside Library into a toddler park is being submitted to the homeowners' association. The approximate cost for the park ~ill be $18,000 - $20,000 from the Parks & Recreation budget. Mrs. Hunter asked why North Greenwood Library is open only two nights. Dr. Hallam reported the North Greenwood Branch is open two nights in respon5e to request from the community, but that actual usage is little at night. Mr. Wilson asked 'if a study or count has been done on the number of patrons using the Library between 9 and 10 a.m. He suggested perhaps 10 a.m. - 10 p.m. hours might be more useful. Dr. Hallam noted that businesses are using the library beginning at 9:00 a.m. The busiest time of the day is 3-5 p.m. when businesses and students use the Library. Dr. Hallam reported the new Gaylord Galaxy circulation system will be on-line December 28. New library cards will be issued in .January, 1993. Or. Berry reported that Mrs. Merriam will continue to be the liaison to the Foundation Board. A liaison to the Friends' Board is still being sought. Discussion of Library policies which were mailed out earlier to the Board followed: Materials Selection Policy Best Sellers Policy Circulation of Materials Policy Public Use of the Bulletin Board Policy Public Use of the Library Meeting Room Policy Fines and Bills Policy Code of Conduct Policy , . ; , . ..'".., , ,. . . ' , " ' . . , " . ..... ~.l > l'i . '. ~..' Clearwater Public Library Board Hinutes of the Neeting Nov. 20, 1992 Page 2 Nr. Dunn moved that the Board approve these policy statements and recommend official adoption. The motion was seconded. Dr. Hallam noted that these policies have been in place for a long time, but were never officially sanctioned. The policies distributed to the Board contain no changes. Mr. Wilson questioned the status of a recommended ordinance to protect large donations of money designated for the Library. Dr. Hallam reported that the recommended ordinance has not gone to the City Commission at the decision of the City Manager. Dr. Hallam has asked 'Kathy S. Rice, Deputy City Manager, for a letter to the Board stating the status of this matter. The Board asked for the letter before the December Board meeting. Mr. Dunn asked what time limit is provided for tourists and guests when checking out materials from the Library. Dr. Hallam will check on this. Also questioned was what proof of residency the Library requires for permament residents? With no further comments on the policies, Dr. Berry called for the vote on the motion. The motion was unanimously approved. Motion carries. Dr. Hallam provided an update on the Long Range Plan and suggested making it a 5 year plan rather than a 10 year plan. Dr. Hallam addressed items which have not been accomplished in FY 1992/93 of the Long Range Plan. The Board recommended that those items be postponed to 1993/94. Dr. Hallam discussed three Options for Research Services in response to the business survey which revealed that businesses are willing to pay for an annual card: Option 1: provides for research service to corporate clients only. The prerequisite is an annual fee which, in addition to research, also includes borrowing privileges for up to four representatives of the business. The business is resptlnsible for setting and enforcing any limits on borrowing and for all fees and fines incurred by its authorized representatives. In addition to the annual fee there are charges per transaction for information specialists' time, transmittal fees. and pass-through charges for on-line connect time and document delivery from remote locations. Option 2: provides for research service'to any group or individual. Two annual fee options are available: individual and group. Both include borrowing privileges as in Option One. Any organization or company purchasing the group option is responsible for setting and enforcing any limits on borrowing and for all fees and fines incurred by authorized members of the ,group. In addition to the a~nual fee, there are charges for specific services as in Option One. Option 3: provides for research service to any Clearwater Public Library card holder on an individual basis; there is no prerequisite fee except non-resident fee, if applicable. Charges are levied for services rendered us in the other two options. Individuals are responsible for all charges whether the service requested is for personal or business use. ", ':..., ~ I . . " ' ,- . ~ "<',~: .'1; .....~~..i';T...;'V. .... . ,''..... Clearwater Public L!br~ry Board Minutes of the Meeting Nov. 20, 1992 Page 3 These options will be presented to the City Commission. The Board suggested some rescorcll be done into other libraries' success with this service. The remainder of the items in the Long Range Plan will be worked into n 1998 time frame. Mr. Dunn asked that the items be prioritized. Dr. Hallam will bring back to the Board a 1993-98 Long Range Plan. ~lr. Dunn moved that the Board take the present 10 year Long Range Plan and work it into a 5 year plan, 1993-1998, and slot each of the goals and objectives into those years, prioritizing them, and bringing them back to the Board. The motion was seconded and approved unanimously. Hotion carries. Dr. Hallam commented that this plan should be reviewed annually. ,Mrs. Merriam reported on a joint meeting with the Cognoscenti Auction Committee and the Foundation Board. The Cognoscenti Auction was very enjoyable. She did not have a final figure on money raised at the Auction. Dr. Hallam reported the Library has possession of a doll collection consisting of 573 international dolls from the turn of the century. She recommends selling the collection. Dr. Hallam will have the dolls appraised. Dr. Berry reported the Fall Luncheon of the Friends of the Clearwater Library was successful. The next function will be the President's Brunch for volunteers. Mrs. Watson will be moving at the end of December and stated she will be resigning from the Board at that time. Mr. Dunn's term expires at the end of December. The next Board meeting will be December 18, 1992. This meeting was adjourned at 11:10 a.m. ~~:~:;i:l.':,~, ~. J' T. . ',."~ : /~. . .~: ~~: " .: I' ' Y ":". 'j", ' c""~ .. ' " ' " ~'.. ' . , ~, , , ,'I" .i;....~~.... _' . . , ...,!.;J " LI:BRARY BOARD ~ ," MINUTES " , DATE /J'fN~~It.. &J~ J 91tl . 7 .' /-/ / ?7 . , . t ;,' " \ . . > . " . . , " ,", " CLEARHATER PUBLIC LIBRARY BOARD Hinutes of the Heetlng November 20. 1992 Clearwater Public Library 9:JO n.m. - 11:10 n.m. Present: Absent: Or. David C. Rarry. Choir Joanne Laurenti. excused Wilbert Bacon Jill Perrino ~ ~ Douglas Cowley (2 Frederick Dunn Brendn Hunter ,../ '[G /' ~. Thalia Kelsey ~ Katherine Merriam D Virginia Watson p~ IJ d J/) , 1 I ~ .. Jack Hilson v-' .., \f/. Arlitn Hallam. ex-officio ~ V'NJJI\ Chairman David Berry called the meeting t rder a; '''3~ j'~ welcomed Mrs. Brenda Hunter to the Board. / lA/ Mrs. Merriam moved to approv~ the minutcs of the October mce ng submitted. The motion was seconded and approved unanimously. Motion Board~r. Berry commented au the new Library Board notebooks prepar~o~ ~ \ \ Dr. Hallam reviewed the Library Director's report. As nn UPda~~ I' S Clearwater Countryside Library grounds report, Dr. Hallam commented that a ~ .p proposal to make the back grounds of the Countryside Library into a toddler ~ park is being submitted to the homeowners' association. The approximate cost . for the park will be $18,000 - $20.000 from the Parks & Recreation budget. Mrs. Hunter asked why North Greenwood Library is open only two nights. Dr. Hallam reported tile North Greenwood Branch is open two nights in response to request from the community, but that actual usage is little at night. Nr. Hilson asked if a study or count has been done on the number of pa.trons using the Library between 9 and 10 a.m. He suggested perhaps 10 a.m. - 10 p.m. hours might be more useful. Dr. Hallam noted that businesses are using the libra beginning at 9:00 a.m. The busiest time of the day is 3-5 p.m. when businesses and students use the Library. Materials Selection Policy Best Sellers Policy Circulation of Materials Policy Public Use of the Bulletin Board Policy Public Use of the Library Meeting Room Policy Fines and Bills Policy Code of Conduct PolIcy Dr. Hallam reported the new Gaylord Galaxy circulation system December 28. New library cards will be issued in January, 1993. Dr. Berry reported that Mrs. Merriam will continue to be the liaison to the Foundation Board. A liaison to the Friends' Board is still being sought Discussion of Library policies which were mailed out earlier to the followed: or'"'" ~ " Clearwater Public Library Board Hinutes of the Meeting Nov. 20, 1992 Page 2 Hr. Dunn moved thnt the Board approve these policy statements and recommend official adoption. The motion was seconded. Dr. l1ol1om noted that these policies have been in place for a long time, but were never officially sanctioned. The policies distributed to the Board contain no changes. Mr. Wilson questioned the status of a recommended ordinance to protect large donations of money designated for the Library. Dr. Hallam reported that the recommended ordinance has not gone to the City Commission at the decision of the City Manager. Dr. Hallam has asked Kathy S. Rice, Deputy City Manager, for 0 letter to the Board stating the status of this matter. The Board asked for the letter before the December Board meeting. Mr. Dunn asked what time limit is provided for tourists and guests when checking out materials from the Library. Dr. Hallam will check on this. Also questioned was what proof of residency the Library requires for permnment 'residents? With no further comments on the policies, Dr. Berry called for the vote on the motion. The motion was unanimously approved. Motion carries. Dr. Hallam provided an update on the Long Range Plan and suggested making it a 5 year plan rather than a 10 year plan. Dr. Hallam addressed items which have not been accomplished in FY 1992/93 of the Long Range Plan. The Board recommended that those items be postponed to 1993/94. Dr. Hallam discussed three Options for Research Services in response to the business survey which revealed that businesses are willing to pay for an annual card: Option 1: provides for research service to corporate clients only. The prerequisite io an annual fee which, in addition to research, also includes borrowing privileges for up to four representatives of the business. The business is responsible for setting and enforcing any limits on borrowing and for all fees and fine~ incurred by its authorized representativ~s. In addition to the annunl fee there are charges per tran5~ction for information specialists' time, transmittal fees, and pass-through charges for on-line connect time and document delivery from remote locations. Option 2: provides for research service to any group or individual. Two annual fee options are available: individual and group. Both include borrowing privileges as in Option One. Any organization or company purchasing the group option is responsible for setting and enforcing any limits on borrowing and for all fees and fines incurred by authorized members of the group. In addition to the annunl fee) there ure charges for specific services us in Option One. Option 3: provides for research service to any Clearwater Public Library card holder on an individual basis; there is no prerequisite fee except non-resident fec, if applicable. Charges are levied for services rendered as in the other two options. Individuals are responsible for all charges whether the service requested is for personal or business use. Dr. Hallam reported the Library has possession of a doll collection consisting of 573 international dolls from the turn of the century. She recommends selling the collection. Dr. Hallam will have the dolls appraised. ,<, .....A...,.. .' ~, J '. , Clearwater Public Library Board Hinutc9 of the Heating Nov. 20. 1992 ,Page 3 These options will be presented to the City Commission. The Board suggested some research be done into other libraries' success with this service. The remainder of the items in the Long Range Plnn will be worked into a 1998 time frame. Hr. Dunn asked thnt the items be prioritized. Dr. Hallam will bring back to the Board n 1993-98 Long Range Plan. Hr. Dunn moved that the Board take the present 10 year Long Range Plan and work it into a 5 year plant 1993-1998. nnd slot each of the goals and objectives into those yearst prioritiiing them. and bringing them back to the Board. The motion was seconded and approved unanimously. Motion carries. Dr. Hallam commented that this plan should be reviewed annually. Mrs. Merriam reported on a joint meeting with the Coglloscenti Auction Committee and the Foundation Board. The Cognoscenti Auction was very enjoyable. ,She did not have a final figure on money raised at the Auction. Dr. Berry reported the Fall Luncheon of the Friends of the Clearwater Library was successful. The next function will be the President's Brunch for volunteers. Nrs. Watson will be moving at the end of December and stated she will be resigning from the Board at that time. Mr. Dunn's term expires at the " end of December. The next Board meeting will be December 18; 1992. This meeting was adjourned at 11:10 a.m.