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02/20/1998 (2) " , I,' . ., ; ; . I , t~~...:.:: : d :,: ' . I. ",.... . . ~. , < I'T . d , 'i. > \.' '.', I.'. 1.... " ..". ,..,.,' .,1 ,'" .' . , , , , . . I . :., .,.:" ", c, o . . . > "~ . " ':-+. ..". . '.' ....".: "'. ,," < .' " '., f.........., LIBRARY 1,:' ... ..'. .." ........ .' . S' OAR" D, ", ;'",: 'I I, I,T I' . .," i. 't,' . .' \ ' , ' , MINUTES : ) , ' , " " .' I' " I I j , r I . , . ., , , I' , ',', , ..' . . . , I I 1 " , , \. , 'Date . 20 , ! I , I , I , ! '. . . . ~ , . . . "." '! /7cf , ~(~~~I,l.":'""'"''''"'''''''~'''.) :". ~ ". '"..:?. J", '." .;.,,:\'~ ".' H~ . to"," >~"(' >.;<....:>~>:.:I: :.,.l. .'~,' I'~';' '. ,'" . ;. ,.~~", ~ ">"j"~~,~;';'.JII,,,,'~."J"""'."""'U ~ ' . . ' '.': > , . .' ..'. '.' ':. .. , . . ! '. . . ' '. " . " , ' ~~: .;.: ~:~.. ' ',' .. 'e~ ~) ," o. C.' LIBRARY BOARD MEETING CITY OF CLEARWATER February 20, 1998 Present: Christine Morris Joanne Laurenti Estelle Dunn William Raffaniello Tom Leavy Judy Melges Howard Adler Glenn Garte Dr. Arlita Hallam Gwen Legters Marshall Bennett Chair Member Member Member Member Member Member Member , Library Director Board Reporter Member Absent: The Chair called the meeting to order at 9:00 a.m. at the North Greenwood Branch Library. For continuity, the items are listed in agenda order, although not necessarily discussed in that order. I. Welcome Dr. Hallam and the board, said farewell to Joanne Laurenti, who is completing her second consecutive term on the board. Ms. Laurenti was thanked for her years of service and praised for her level head, leadership, cheerfulness, and ability to "cut to the chase." Ms. Laurenti indicated she has enjoyed serving the board and wishes to pursue volunteering for other City advisory boards. 11. Minutes Approval - January 16, 1998 Member Adler moved to approve the minutes as submitted in writing to each member by the Board Reporter. The motion was duly seconded and carried unanimously. III. Library Director's Report A. Main Librarv Selection Process Dr. Hallam was pleased to report RFQ's (Requests for Qualifications) for the new Main Library architect will be opened today at 4:00 p.m. Of the 50 packets distributed, none had been submitted by yesterday afternoon. She was aware of at least two who would submit today, adding it is not unusual to receive submittals at the last minute. On Monday, a staff committee consisting of Finance Director Margie Simmons, Assistant City Manager Rick Hedrick, Dr. Hallam, Public Works Administrator Rich Baier, and Purchasing Manager George McKibben will evaluate submittals based on a criteria sheet that weights qualification factors. A short list of possibly three qualified candidates will be determined and presentations scheduled. Dr. Hallam requested input regarding the Library Board's ,desired level of participation in viewing presentation of the architects' ideas. mllb0298 1 02/20/98 .') (t1b~ , ~~~'il.J .~ ~'''''.1'> . ( In response to questions, Dr. Hallam said the RFQ process does not solicit bids, but , hopefully will find, qualified people who have designed public libraries of a comparable size. The board may recommend selection of a particular candidate they feel is qualified. The final decision is made by the City Commission. Because architectural design must be site specific, it was indicated selection of an architect will probably speed site selection. Dr. Hallam took note of a suggestion to involve library staff in the design process to ensure functional spaces result. Board discussion ensued regarding how many Friends, Foundation, Library Board and City staff members to invite to the presentation to ensure all entities are represented without making the process unwieldy. The board supported Dr. Hallam's recommendation to include three representatives from each group. Consensus was Members Morris, Dunn, and Leavy would represent the Library Board. Member Melgas will serve as one of the Friends representatives. B. Plans for Beach and North Greenwood Libraries Dr. Hallam said the Clearwater Beach and North Greenwood branches will be replaced during the "One City. One Future." process. The Clearwater Beach library is in the top five on the for Penny for Pinel/as projects priority list. A potential location north of the westerly end of the new bridge was discussed. There has been discussion of incorporating a library branch into a proposed North Greenwood civic complex. C. East Librarv/ SPJC Joint Proiect Dr. Hallam reported she and City Manager Roberto are meeting with St. Petersburg Junior College President Dr. Carl Cutler next Friday to talk about getting this project underway. D. MeetinQs with Commissioners reoardinQ Space Allocation and Donor Naminq Policv Dr. Hallam is in the process of discussing main library space allocations with Commissioners. She compared the current library space allocations to space needs as seen in building programs prepared in 1993 and 1997. Dr. Hallam stated she had explained in detail how the allocated spaces in the building program are designated for specific library functions. Finding room in the new library for additional activities would involve cutting planned library programs. A suggestion was made to rename 28,013 square feet of space from "unassigned" to I'infrastructure" to clarify the space is not up for grabs, but is assigned to restrooms, lift equipment, hallways, stairwells, walls, electrical and mechanical systems, maintenance closets and emergency exits. Discussion ensued regarding library programs and features listed on a detailed report. Many were surprised to note the 1993 space allocation was obsolete by 1 997. Dr. Hallam stated the City Commission is aware of the Library Board's recommendation for a donor naming policy and understands the importance of not attaching donor names to the new main library. While it was agreed the land donor should be recognized if land was donated for the library, it was strongly felt the library's name must remain "Clearwater Public Library" to avoid confusion. Dr. Hallam related the difficulties associated with naming a public library a name that has no association with the mlib0298 02/20/98 2 j " .. <" t.. , e,l " . < ~ 3City. Strong concerns were expressed that individuals who do not represent the Library . .. ,) Board have been speaking for the board recently. This was felt to be a good reason not to associate the Library Board too closely with other groups. '\ i , , '-~' <) Discussion ensued regarding two suggestions for recognizing the donor if land was donated for the library: 1) erecting a plaque on the property; and 2) naming the land where the library is built after the land donor, such as "Clearwater Public Library at (Donor Name) Square." Member Adler expressed concern about the naming policy, stating for the record the library may be doing itself a disservice. IV. Handouts 'North G~eenwood Branch Manager Paul Ritz provided numerous informational brochures. V. Reports ~~ Friends, Foundation Ms. Morris reported on behalf of the Friends of the Clearwater Library, that a Volunteer Tea will be held April 19 at the Countryside branch library. Althea Andersen will speak. This will be the first time an outstanding Friends volunteer has been honored at the tea. Library board members will be invited to attend. Ms. Morris looked forward to a possible Friends meeting with Mayor Garvey to hear of her trip to Nagano, Japan during the Winter Olympics. Ms. Morris reported the recent Cognoscenti Auction sponsored by the Foundation was an enjoyable event that raised $1 5,000 for the library. VI. Board and Staff Comments Dr. Hallam reported she has been asked to take over the General Services Department as Interim Director until the director's position is filled. She will 'continue as Library Director. Discussion ensued regarding responsibilities of the new position , and her dual role. Dr. Hallam said library staff is looking forward to the next Foundation~sponsored Cognoscenti Auction on Feb 15, 1999. The theme will be "Literary Lovers." , In response to a question, Dr. Hallam said the Countryside branch circulation desk is being recabled to create a self~service check-in area similar to the one at the East library. Discussion ensued regarding dates for National Library Week April 20 through 25, and Volunteer Week April 27 through May 3. Dr. Hallam noted the Florida Library Association Conference is in Tampa, April 2B through 30, 199B. Ms. Laurenti, a Beach branch volunteer, praised the two Beach library staff members for their hard work. mlib0298 3 02/20/98 , " :'l. p, , C~~1~~~~;;'~~t.~:.~'.,'J<'I':.l":' . ::~.><.l ,~~ '.~I'i' >! " , ":) ,- : .1 ~ . i' () ,. I',~ J .. . ~ . . .1 " Mr. Adler raised discussion regarding a recent lawsuit in Louden, Virginia, filed by a group of citizens because Internet websites were being filtered. " Dr. Hallam provided details related to a news story ,concernIng a woman who ,was arrested for failure to return an overdue library book. The woman had signed for certified letters of notification, but had changed her residence before receiving notification of the court date. The court found her in contempt and issued an arrest warrant when she did not appear on the scheduled date. It was thought a Clearwater police officer had notified the media of the arrest. Concerns were expressed that the library's, side was not represented in the news reports. Dr. Hallam said she and Assistant City Attorney Rob Surette were interviewed, but their information apparently did not make it into a sound byte. Benefits of the incident have been overflowing book drops and drastically reduced overdue materials lists. VII. New Business The next meeting was called for March 20, 1998, 9:00' a.m. at Clearwater Main ',Library. A brief tour of the North Greenwood Library followed. VIII. Adjournment The meeting adjourned at 10:20 a.m. ~-t~ ;tr./f~Q. Chair, Li,brary Board , Attest: .~,~~ Board Reporter ' ' ' mlib0298 4 02/20/98 .... . .. ". '.'. .... ". ......