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11/01/2012 LIBRARY BOARD MEETING MINUTES CITY OF CLEARWATER November 1, 2012 Present: Mary van Weezel Vice-Chair Rosalie G. Murray Board Member Judith Blanton Board Member Barbara Ann Murphey Board Member Paul F. Brown Board Member Barbara Blakely Board Member Absent: Judith McSwine Chair Also Present: Barbara Pickell Library Director Patricia O. Sullivan Board Reporter The Vice-Chair called the meeting to order at 10:20 a.m. at the Main Library. To provide continuity for research, items are in agenda order although not necessarily discussed in that order. 2 – Approval of Minutes – August 2, 2012 Member Murphey moved to approve the minutes of the August 2, 2012, Library Board meeting, as submitted in written summation to each board member. The motion was duly seconded and carried unanimously. 3 – Library Director’s Reports 2.1. Countryside Update Library Director Barbara Pickell reported several City Council members, concerned with the high cost of renovating the Countryside Library, suggested a new library could be constructed for a similar amount by the Countryside Recreation Center, which is heavily used, has infrastructure, plentiful parking, and could serve as a City center in Countryside. While the new location is not visible from the street, most library patrons drive to the current location. City traffic engineers determined that little league game traffic would have little impact on library patrons. One Councilmember expressed concerns that public transportation does not stop at the recreation center and Countryside residents like the current location. Ms. Pickell said staff already has determined facility needs; interior spaces could be better designed in a new building and the collection would not have to be transferred to temporary space during construction. The City could sell the current location. Parks & Recreation supports the proposal, anticipating synergy between operations. A new structure would be more energy efficient, feature flexible space, reconfigured or expanded meeting space, and a separate story room. A proposal will be presented to the Council for direction. Discussion ensued with support expressed for the concept as fiscally conservative, noting it would avoid costly unexpected problems uncovered during renovations. It was commented that effective signage could guide library patrons to the new location, many Countryside residents already walk to the recreation center, and many would prefer the Library 2012-11-01 1 proposed location. It was stated a new building would feature optimal design that controls noise and fulfills the library’s expanding role in the community. Member Murray moved that the Library Board supports constructing a new Countryside Library by the Countryside Recreation Center rather than rehabilitating the current building. The motion was duly seconded and carried unanimously. 2.2 East Branch Landscaping Project Ms. Pickell reported clearing the East Library berm was more time consuming than anticipated and required a new irrigation system. Former Mayor Rita Garvey donated replacement ground cover plants. Additional plants, needed for another section, should be installed soon. 2.3 East Branch Joint-Use Update Ms. Pickell reviewed adjustments to Penny for Pinellas funding for the Countryside and East branch libraries. The City Council has approved a MOU (Memorandum of Understanding) with St. Petersburg College regarding joining its new library with East Branch and budgeted $30,000 to develop an operating agreement and funding formula for consideration. Differences between the City and St. Petersburg College libraries include types of technology, collection categorization and focus, sets of rules, and staff compensation. The East Library has the greatest amount of youth programming in the City and attracts significant use by Hispanic residents. St. Petersburg College hopes to improve its connection with the community. Discussion ensued with comments that access to and emphasis on education would be positive for the community. 2.4 Main Library Courtyard Update Ms. Pickell said the RFP (Request for Proposals) process for fencing the Main Library courtyard was underway. Vegetation has been removed and will be replaced with low landscaping and palm elements. Bicycle racks will be relocated outside the courtyard. Concern was expressed that exterior paint was damaged by recent inclement weather. 2.5 Reference Update Ms. Pickell reported that computer tablets have been issued to reference librarians, allowing them to provide assistance away from the desk and improve security in the stacks. The reference area will be reconfigured for increased efficiency. The reference collection has been downsized; a large number of resources are available online. Amnesty Ms. Pickell reviewed the temporary amnesty program that will allow people to donate canned goods to clear fines for materials returned late. 4 – Unfinished Business : None. 5 – New Business Library 2012-11-01 2 In response to a recommendation, Ms. Pickell said the City does not publicize its program that accepts donated books in honor of others. It was suggested that publicizing the program would increase donations. It was reported another municipality donates library books in honor of employees who died. 6— Reports 5.1. Library Foundation Ms. Pickell reported the Library Foundation's cookbook sale had raised approximately $1,700. 5.2. Friends of the Library Member Murray said last week's Friends of the Library book sale earned $2,900. She requested volunteer help for the next event. All money generated by the Friends is donated to the library; last year's contribution was $48,000. Ms. Pickell thanked the Friends, noting their contribution funds the library's summer reading programs, which reached 1,600 children this year. The program was complimented for educating community children, an important component of library efforts. An Evening with the Author Member Blanton invited residents to the GFWC Clearwater Community Woman's Club's Annual Evening with the Author on November 16, 2012, featuring author Craig Pittman. 7 - Board Comments Ms. Pickell was complimented on the substance of today's meeting and the information presented. 8—Adjourn The meeting adjourned at 11:40 a.m. Next meeting will be on February 7, 2013 at 10:15 a.m. Ci3tutiJkLitietc Chai Library Board Attest: APIP :oard Report; Library 2012-11-01 3