11/18/2005
(e
.
.
LIBRARY ADVISORY BOARD MEETING
CITY OF CLEARWATER
November 18, 2005
Present:
Jan Regulski
Frederick Dunn
Katherine Merriam
Elizabeth Drayer
Marilyn Garte
Clorinda Gilreath
Lorelei Keif
Chairperson
Vice-Chair
Board Member
Board Member
Board Member
Board Member
Board Member
Absent:
Also Present:
Barbara J. Pickell
Holly Ausanio
Library Director
Administrative Analyst
Chair Jan Regulski called the meeting to order at 10:33 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
ITEM #2 - Minutes
Member Katie Merriam moved to approve the minutes of the October 21,
2005 meeting as submitted. The motion was duly seconded and carried
unanimously.
ITEM #3 - Library Director's Report
a) Year-end Budget Report
It was reported that, due mostly to staff vacancies, only 96.2% of the FY
04/05 budget was expended. Utilities was one area where the budget was
exceeded at Main and East libraries, due to increased electric costs.
In response to questions, Director Barbara Pickell stated the current budget is
status quo.
Director Barbara Pickell reported the Library System would be contracting
with Unique Management Services, a library specific collection agency, to assist in
the return of library materials and collecting fines. The cost for the handling of the
accounts is guaranteed to be budget neutral. In response to a question, Director
Pickell stated 2-3% of items circulated are not returned.
Library Advisory 2005-111 8
11/18/05
(e
ITEM #4 - Unfinished Business
a) Review of Advisory Board Manual
In response to a question regarding the duties and responsibilities of the
Board, Director Barbara Pickell stated it represents the needs of the public,
appearing before City Council and other agencies to support the needs of the library
system.
Member Elizabeth Drayer moved to add as item #1 to the responsibilities of
the Advisory Board that the members represent the interest of the community in
meetings with library staff, City Council and other legislative bodies. The motion
was duly seconded and carried unanimously.
Discussion ensued whether to add a mission statement at the beginning of
the document.
Member Frederick Dunn moved to add a "Statement of Purpose of the
Library Board" as advocate for and the voice of the public relating to library issues,
addressing the City Council and other government agencies. This "Statement of
Purpose" should be placed between the "Purpose of Public Libraries" and "Purpose
of Manual". The motion was duly seconded and carried unanimously.
e
A suggestion was made that the History section be reviewed and updated,
with specific reference made to the number of members.
b) East Branch Parking
Director Barbara Pickell reported the staff at the East Branch Library
expressed that the after-school traffic is not an on-going problem and not a concern
at this time.
c) Meeting Room & Special Events Policies
Director Barbara Pickell reported the policies have been reviewed by the
Legal Department and they are currently considering the concerns and
recommendations previously expressed by the Board. Regarding the statement that
Library events take precedence, Legal agreed that statement should be removed
from the special events policy.
Regarding special event fees, a recommendation was presented to Legal that
community groups doing a community project not be charged the hourly rate, but
only the base cost recovery. Staff concerns include the overall fee structure, the
potential impact on staff if fees are lowered, and the potential need to offer space
on a limited basis.
e
Discussion ensued regarding community groups, free use of the space, and
giving priority to Clearwater groups. Director Barbara Pickell stated free use is
Library Advisory 2005-1118
2
11/18/05
.
available to any group that is offering a program of informational, recreational,
cultural, or educational content and it is open and free to the public. This includes
groups outside the City of Clearwater. Scheduling is on a first-come first-served
basis. Local groups that hold monthly meetings are notified in September/October
each year to submit their application for the next year, giving them some priority
over other groups. Use of the space cannot be restricted by content, including
religious and political speech; it can only be limited by time, place, and manner.
Regarding special events, once the event is planned and money paid, the
group will not be moved. Groups using meeting space for free may be relocated or
asked to reschedule if space is needed for library programming.
Consensus of the Board was to accept the Meeting Room and Special Events
policies as provided, with exception to those areas of concern as discussed.
d) Largo Library Tour - proposed date
Director Barbara Pickell reported arrangements have been made for Assistant
Director Steve Bumgarner to provide a tour of the new Largo Library on December
16. Consensus of the Board was to meet at the Largo Library at 10:30 a.m., with
the only order of business being the tour.
ITEM #5 - New Business
e a) December Meeting
Consensus of the Board was that the December meeting agenda consists
only of the Largo Library tour, with the regular order of business resuming at the
January, 2006 meeting.
ITEM #6 - Reports
a) Foundation
Jan Regulski reported the Foundation's annual meeting would be held on
November 29, 9:30 a.m. at the Main Library.
b) Friends
Friends President Rita Garvey reported the Winter Luncheon is scheduled for
February 10, 11 :30 a.m. at the Main Library. The Guest Speaker will be Howard
Troxler of the St. Petersburg Times.
ITEM #7 - Board Comments
-
Chair Jan Regulski reminded members of the "Evening with the Authors"
event this evening sponsored by the Clearwater Community Woman's Club. Tickets
Library Advisory 2005-1118
3
11/18/05
,e
'e
e
will be available at the door for $15, with proceeds benefiting specific needs of the
Library.
Member Elizabeth Drayer reported on a program offered to patrons at a
library in Sweden that Clearwater might want to consider doing. The library would
contract with a professional, e.g. journalist, educator, physician, for a day and offer
limited sessions to the public.
ITEM #8 - Adjournment
The meeting was adjourned at 11 :40.
(}v /-e JM-f ~ ·
Ch ir ' .
Attest:
Library Advisory 2005-1118
4
11/18/05