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LIBRARY ADVISORY BOARD MEETING
CITY OF CLEARWATER
, October 16, 1998
Present:
Christine Morris
Judy Melges
Estelle Dunn
William Raffaniello
Tom Leavy
Howard Adler
Glenn Garte
Katherine Merriam
Chair
Vice-Chair
Board Member
Board Member
Board Member
Board Member
Board Member
Board Member
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Absent:
Lois Martin
Board Member
Also Present:
John Szabo
Julie Lewis
Patricia O. Sullivan
Assistant l:ibrary Director
Library Foundation
Board Reporter
The Chair called the meeting to order at 9:00 a.m. at the Main Library.
To provide continuity for research, items are in agenda order although not necessarily
discussed in that order.
ITEM #1 .'Welcome
The Library Advisory Board welcomed Assistant library Director John Szabo.
,
ITEM #2 - Aooroval of Minutes
Library Foundation Executive Director Julie Lewis requested copies of Library
Advisory Board minutes be forwarded to her.
Member Garte moved to approve the minutes of the regular meeting of September
10,1998, as recorded and submitted in written summation to each board member. The
n:-otion was duly seconded and carried unanimously.
ITEM '#3 - Caoital CamoaiQn
Ms. Lewis said it is important tho City Commission approve a donor policy before a
capital campaign to raise funds for a new library can begin. The Library Advisory Board's
committee, formed to consider the donor policy, had spent significant time and effort on
this issue. The item, however, never has been listed on a City Commission agenda. Ms.
Lewis said without a written policy, the Library Foundation cannot begin the campaign in
January.
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The Foundation's feasibility study is underway with the consultant contacting City
officials, community leaders and members regarding how much private money is available
for this project and the public's feeling about some private or religious donations. The
interim report is due at the end of November and the final report will be completed by
year's end.
It was noted a donor policy must cover all potential gifts to the City, including park
land. Mr. Szabo said an established donor policy will avoid future misunderstandings and
identify. potential "strings" that may accompany a contribution. He did not know the City's
intent regarding the receipt of donations for other projects. It was suggested a Iibrary-
specific policy be adopted first if a Cjty~wide policy cannot be determined qUickly.,
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The Mayor's recommendation to establish a committee was noted. Frustration was
expressed arduous efforts to address this issue by'an advisory board committee had proved
fruitless as no item ever was agendaed by the City Commission. It was felt exceptional
efforts by board members to take tours and form recommendations are not considered by
City officials. Involving the City Manager was recommended. Mr. Szabo emphasized the
importance of a donor policy. It was noted the Library Board had offered recommendations
in April 1 997. Concern was expressed donations may be redirected to other causes while
this issue awaits Commission resolution. It was stated a donor policy is, a complex issue
that must consider possible felonious backgrounds as well as religious creeds.
Ms. Lewis said, as a private citizen, she will share the results of the interim report
with the Mayor. She reiterated the Library Foundation cannot raise funds until the City
formally accepts a donor policy. The naming of rooms is an important consideration.
Concern was expressed regarding the downsizing of the Main Library project. It WClS
recommended the Commission review the Board's site committee selection report. To
expe,dite construction by 8 years, a referendum for citizen approval of a $1 2~million bond
for the project is scheduled for March 4, 1999. The City Commission is expected to
approve a contract with a project architect in November 1998. In response to a concern,
Mr. Szabo said the referendum will request an advance on future Penny for Pinellas funds,
not more money.
Copies of the April 1997 donor report will be distributed to board members. It was
hoped these efforts would open discussion with the City Commission regarding this issue.
Member Garte moved to reconfirm the Library Advisory Board's April 2, 1997,
donor report, and to forward it to the Commissioners, Mayor, and City Manager with a
cover letter from the Chair expressing the board's hope to accelerate action on this issue
and emphasizing the importance of adopting, as soon as possible, D donor policy so that
the Library Foundation can canvas for and accept donations for the new Main Library and
requesting that the City Commission accept or augment the report and address the issue
via a City Commission agenda item in the near future. The motion was duly seconded and
carried unanimously.
ITEM #4 - Folk Arts Festival
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Community Services Library Jan Nickols displayed a poster and distributed
Information for the Folk Arts Festival scheduled November 13-14, 1998. Tickets for the
dinner buffet, hosted by the Friends of the Clearwater Library, are limited and must be
purchased by, November 9, 1998. Planned events include story.telling, a folk arts festival,
regional foods, a fund-raiser, pre-dinner entertainment by Bonnie Whitehurst, and concerts
featuring Trout Fishing in America and Riehle Havens. The City cosponsors the event
which is advertised nationally.
ITEM #5 - Librarv Director's Report
a) Comparative Data Chart
Mr. Szabo distributed the chart which compared Clearwater with library systems
throughout the country. Clearwater is doing an outstanding job and rates well in all
categories. He indicated different systems base expenditure information on different
factors. ' It was noted Clearwater's high marks improve Pinellas County's rating.
b) Branch Fact Sheets
Mr. Szabo distributed the fact sheets for board review.
University of South Florida/Harborview Center Article
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Mr. Szabo stated the recent newspaper article on USF (University of South Florida)
interest in the Harborview Center as a branch ca'mpus was an exaggeration. Informal
discussions with the university regarding the use of a few Harborview Center rooms have
occurred. Concern was expressed the City could lose control of large segments of the
Harborview Center as,universities tend to appropriate all common space.
ITEM #6 - Reports
The Chair reported the Friends of the Library will have a table at the Folk Arts
Festival to attract new members. The organization is updating its membership list.
ITEM #7 - Board Comments
Member Melges noted the board's duties of responsibilities includes presentation of
an annual report to the City Commission and public. Quality of Life Administrator Arlita .
Hallam will be asked to comment on this issue.
The November 20, 199B, meeting, and all future meetings will begin at 10:30 a.m.
It was requested members recruit young people to apply for appointment to the
board.
ITEM #8 - Adjournment
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