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04/18/1997 (2) " '.' ,." ,. '... ",:,' ."""L' ',", ":~L":'" ,j':"":':'''~~'n'' I,:: .' ','", ',':" "P "." 1""'" " ,II':"." ,:", '" .:~" ,:'.. (' I, " , ' f ' . >. ',' '. , ' , , ",,,, ....rl. '..... .,.~ ~.",~..~..~,~.. 1-" >" " ',,",_ .,.." "LIBRARY , ADVISORY BOARD MINUTES Date , ' 1 <6, 2:, 9 ,." ",'"" " : ,\",:'" ,:",: ',>:: ,:,:, ',/. . :"'':-',''" ","", , ',. I"',',', " " " '.. "" ", ",. :.. '; \ " " .'." \ ' ,..,.'-, ',' " ~ ,',',"," I' '".-~', ~~" "u--." "':" " " ," , .' \ " ,~, "~ll' I..~ " I'" '. I, Absent: , Howard Adler Member " ' '.:, "., 'Jf' , , ' " t, " ~ " . LIBRARY ADVISORY BOARD CITY OF CLEARWATER April 18, 1997 Present: Wilbert Bacon Marshall Bennett Glenn Garte Estelle Dunn Thalia Kelsey Joanne Laurenti Tom Leavy Judy Melges Christine Morris William Raffaniello Shirley Hunt Julie Lewis Dr. Arlita Hallam Carolyn Moore Brenda Moses Chair Member (departed 9:55 a.m.) Member Member Member Member Member Member (departed 9:55 a.m.) Member Member Library Foundation (departed at 10:00 a.m.) Library Foundation Library Director Library Division Manager Board Reporter t~ The meeting was called to order by Chair Bacon at 9:00 a.m. in the third floor conference room, Main Library, Clearwater. In order to provide continuity for research, the items will be listed in agenda order although not necessarily discussed in that order. 1. Approval of Minutes - March 21,1997 Chair Bacon requested paragraph 3 on page 3 read "He spent 3 days in Tallahassee...u. Member Joanne Laurenti moved to approve the minutes of March 21, 1997 as amended. The motion was duly seconded and carried unanimously. 2. New Business A. Discussion regarding new Main Library 1. Site Selection The possibilities for a new library include: 1) the current site, including the Chamber of Commerce Building; 2) adding a library onto the Harborview Center if it becomes a Civic Center; and 3) the east end property on Cleveland Street and Missouri Avenue. Parking could be a problem at the Harborview Center due to Its Increasing popularity. It was remarked that the highest and best use of the waterfront 15 not to pave it in order to create more parking at the Harborvlew Center. Tiered parking above the current parking deck cannot be constructed at o mLlB0497 1 04/18/97 ,~ ,:.....) '-, '0 .' the Harborview Center because it would not support any additional weight. Anything that requires construction below the 28-foot line on the bluff must go to referendum. Underground parking would be prohibitively expensive. Should the decision be made to utilize the east end property for a new Main Library. related uses must be discussed. A new library would not utilize all 20 acres on the east end property. Suggestions for that property have included incorporation of: 1) an amphitheater or cultural center; 2) a college campus; 3) a technical campus for USF; or 4) an office complex. Library Advisory Board members felt an office complex would not work well with a library setting. Central Permitting submitted a suggestion for a new Clearwater Library at Crest Lake Park. with the main entrance facing Gulf-ta-Bay Boulevard. Board members felt that the Crest Lake Park site would be a bad idea due to the enormous traffic already existing on Gulf-to-Bay Boulevard, the distance from the downtown area, and the design of the Library building would have to be rectangular to fit the site. Currently, the Main Library services many governmental offices and pedestrians in the downtown area. It was remarked that some of the City Commissioners discussed the possibility of not having a main library, but a downtown branch with administrative offices in another location, and distribution functions working out of a warehouse district. Board members totally disagreed with this idea. It was noted that demolishing the current Library building and building a branch library would not make good sense. It was explained the computers are a necessary part of the increasing demand on libraries. Computers take up a lot of space and a branch library would not be as functional or useful as a main library. Last year's library focus groups indicated young people and the elderly liked parking garages. All members agreed that it is vital to finalize the process and begin construction of a new library. otherwise fund-raising wllllose momentum. Chair Bacon suggested that this Board form a task force made up of members of the Library Advisory Board, the Friends of the Library, the Library Foundation, and civic-minded people such as Kathy Rabon of the Chamber of Commerce to make final decisions on a new library. Task force members must be devoted full-time to this effort and give 100%. It is important that the entire library community work together. Member Garte moved to approve the formation of a Library Task Force. The motion was duly seconded and carried unanimously. Plans are to invite 3 City Commissioners, 3 Library Advisory Board Members, 3 Library Foundation members, 3 Friends of the Library members, 1 City Manager, Kathy Rabon of the Chamber of Commerce, and Dr. Hallam to serve on the Task Force. Chair 8acon, Christine Morris, and Glenn Garte offered to serve on the Task Force representing the Library Advisory Board. Judy Melges will probably be asked to serve on the Task Force as a representative of the Friends of the Library. Hopes are to appoint task force members by next week. The first meeting should be scheduled after April 26. 1997 in order to set the tone for the task force. Plans are to invite the new City Manager to the second meeting. mLlB0497 04/18/97 2 , ': : ~ i ~ :" , ''1 2. Architect Review and Selection With the passage of the Penny for Pinellas, it is time for the Library Advisory Board to start thinking about the site) the building and the architect for the new Main Clearwater Library. It was noted the new Memorial Causeway Bridge alignment has been chosen. Discussion ensued regarding which properties would be affected by the building of the new Memorial Causeway Bridge. The Friends of the Library offered to sponsor a luncheon, inviting architects experienced in library design and site selection to discuss various ,alternatives for a new Clearwater Main Library. 3. Building Program Dr. Hallam distributed handouts of the "Clearwater Public Library Main Library Building Program, revised March 1991", as presented by David M. Henington, Library Consultant. This document will be given to the architect who is selected to build the new library. 4. Capital Campaign This topic was not discussed in the interest of time. B. Budget 1997-98 :) Dr. Hallam noted that the City is in the middle of the budget process. Part of the budget process is the Library Mission Statement and description of services. All the branch fact sheets have been revised. 3. Librarv Director's Report A. Report of Nominating Committee This report was not a part of the Library Director's Report. Joanne , Laurentl noted that Christine Morris has been nominated for Chair of the Library Advisory Board, and Judy Metges has been nominated for Vice-Chair. Member Garte moved to accept the nominations presented. The motion was duly seconded and carried unanimously. Congratulations were expressed. B. Report of Policy Revisions Committee Member Leavy briefly discussed the revisions to the Library Policy. Items that were underlined indicated changes. Many of the changes were housekeeping items. Due to computer usage, some verbiage was modified. The Board expressed thanks to Library Division Manager, Carolyn Moore, and Members Garte and Leavy for their efforts on this project. It was noted the City Manager must sign off on these changes. Member Morris moved to recommend o mLl 80497 3 04/18/97 It was suggested getting some of the local glass artisans to donate stained or etched glass windows for the new Clearwater Main Library. It is preferable to receive donations for the new library prior to its construction, however. there will be people who inevitably offer donations afterward. , i ,~ ,,> the policy revisions to the City Manager. The motion was duly seconded and carriod unanimously. C. School Visits Chair Bacon met with the Principal and the Media Specialist at Skycrest Christian School regarding the IIFor Every Child a Library Cardll campaign. The proposal was very well-received and he left library applications with the school to begin implementation of the program. Chair Bacon was assured Skycrest Christian would achieve 100% participation. He recommended that Board Members contact the Media Specialist, who in turn will involve the school Principals. It was suggested that Board members give the Media Specialist their phone number for updates on each school's progress. School assignments were reviewed and some changes made. Chair Bacon requested that members complete their assigned visits before the next meeting. D. Field Trips:, Dunedin and Tarpon Springs ':,:) Members took field trips to the Dunedin and Tarpon Springs Libraries and shared their comments. It was remarked that the Tarpon Springs Library looked good on the surface but is not as workable as the Dunedin Library. One member noted the layout of the main sitting area at the Tarpon Springs Library is more of a hodgepodge design with no forethought. and the noise was uncomfortable. 1. Plans for May 19-21 Trip - (who is going?) A head count was taken for the May 19 field trip to Charlotte, Savannah and Columbia libraries. The following Library Advisory Board Members plan to attend: Christine Morris and guest, Chair Bacon and guest. Dr. Raffaniello and guest, Estelle Dunn and guest. Judy Melges, Glenn Garte and guest, Tom Leavy and guest, and Dr. Hallam. Marshall Bennett has not indicated whether he will attend. Library Division Manager Carolyn Moore and a guest plan to attend. Christine Morris will forward to Dr. Hallam a list of Friends of the Library members who plan to attend. Dr. Hallam will contact Foundation members for an attendance list. Discussion ensued regarding where those attending the field trip can park their cars for 2 days. It was suggested that attendees try to make their own arrangements if possible. The LIbrary Advisory Board will invite , , ~"'l,- \......; mLlB0497 4 04/18/97 ~ , ) the new City Manager to attend the library field trip to Savannah, Charlotte, and Columbia. 4. Reports: Foundation. Friends. Cooperative Julie Lewis gave a brief Foundation report. The Foundation office at the new library will be named after Shirley Hunt due to his 1 O-year involvement with the Foundation. Ms. Lewis noted that she feels forming a task force and moving forward with the design and site selection for a new main Clearwater Library is a priority to all library boards. Julie will be happy to recruit Foundation members to assist in this effort. Christine Morris gave a Friends of the Library report. A volunteer reception for the Friends of the Library is scheduled for April 20, 1997 at 2:00 p.m. All Library Advisory Board Members are invited. Board members are asked to please RSVP if they plan to attend. The Friends of the Library mailed notices for delinquent dues. Fourteen members sent their payments in and additional payments are being received daily. "J ~. Dr. Hallam noted that the "Weekender" in today's newspaper has a full-page advertisement sponsored by some architectural firms, the Friends of the Clearwater Library, the St. Petersburg Library, the Dunedin Library, the Seminole Library, Florida Power Corporation, Honeywell, Sweet Tomatoes, Einstein Bagels, Publix and others. After reviewing the advertisement, please save your copies for Dr. Hallam. It was noted the main topic at the last Cooperative meeting was East Lake's request for a new library, The County is buying 30 acres behind the Cypress Woods Elementary School and discussions are ongoing regarding donating some of the acreage for a library building. Jack Latvala has added $350,000 on top of the Cooperative's money next year to be designated to build a library building for East Lake. The Cooperative is being asked to take $150,000 to $250,000 per year off the top of everyone else's money, which would give East Lake 2 1/2 times the amount that Clearwater receives to run their library. East Lake pays taxes to the County since they are unincorporated. Chair Bacon noted he has written 2 letters to the Cooperative opposing the situation with the East Lake Library. It was noted that East Lake votes against all the tax referendums. It was remarked that any money East Lake residents receive should be considered a loan which must be paid back. The Cooperative Board is not in favor of East Lake's request. Another topic discussed at the Cooperative meeting was the current automation system. A suggestion was made to dispense with the current system and buy one operated by the County in order to make all systems uniform. The Cooperative Librarians wrote a joint letter opposing that proposal since all libraries have major investments in workable systems. Revising policies and cataloging systems, and spending millions of dollars to change to another system when the current systems link together and function efficiently would not be feasible or cost-effective. v mLlB0497 5 04/18/97 '1 J-. >, i'~' "L',', , .. ."J ,\ ,..-, .,' :,,'~ ' .:'; , I '.~ I : i " " ~" ~ '" ", i:>'.":"'''''':'<':('';;<~',,;'~ :,; ", ",' , , . " , , '. ~, " t) 5. Board Comments Chair Bacon reminded everyone to visit their assigned elementary schools before the May 16, 1997 meeting. 6. Adiournment The meeting adjourned at 10:40 a.m. The next meeting of the Library Advisory Board is scheduled for May 16, 1997 at the third floor BoardRoom at the Clearwater Main Library. w/h LSL Chair Library Advisory Board Attest: ' ,:) ~fldiJVJff!J Board Reporter , ,; " () , mLlB0497 6 04/18/97