05/05/2016 LIBRARY BOARD MEETING MINUTES
CITY OF CLEARWATER
May 5, 2016
Present: Chair Paul F. Brown, Board Member Rosalie G. Murray, Board Member Judith
McSwine, Board Member Barbara Ann Murphey, Board Member Elizabeth W. Folk, Board
Member Rosemarie Kibitlewski
Absent: Vice Chair Barbara Blakely
Also Present: Barbara Pickell — Library Director, Jennifer L. Obermaier—Assistant Library
Director, Patricia O. Sullivan — Board Reporter
The Chair called the meeting to order at 10:15 a.m. at the Main Library.
2 —Approval of Minutes
2.1. Approve the minutes of the February 4, 2016 Library Board meeting as submitted in
written summation.
Member McSwine moved to approve the minutes of the February 4, 2016 Library Board meeting
as submitted in written summation. The motion was duly seconded and carried unanimously.
3 —Citizens to be Heard re Items Not on the Agenda: None.
4— Library Director's Reports
4.1. East Branch/SPC Joint-Use
Library Director Barbara Pickell said staff recommended minor revisions to the 100% design
document for the East Branch/SPC Joint-Use Library. Documents will be presented to the City
Council on June 16, 2016 for approval with groundbreaking scheduled in July. The City will
move into the facility by early 2018. The East Library site will revert to the City.
Assistant Library Director Jennifer Obermaier said the City Council needed to approve
increased operating costs estimated to be $20,000/annually higher than anticipated.
Construction costs for shared space will be divided between the City and college. The
construction budget did not include the property's value.
4.2. Partnership with Clearwater Historical Society
Ms. Pickell said the City and Clearwater Historical Society were building a stronger relationship.
The Society was busy fundraising to rehabilitate South Ward School for its headquarters and
gathering its approximately 750,000 assets, reflecting the history of the City and County. The
City donated $12,000 in support of the Society during the last budget cycle, but asked to see
progress toward making the collection more accessible.
Ms. Pickell said staff felt strongly re importance of saving the Society's collection. The Library
proposed a pilot project to help digitize the collection before it deteriorated further; staff would
search for the most fragile items and scan them before they became unusable. Items had to be
Library 2016-05-05 1
catalogued to be searchable; many had little documentation. Archival assistance will be needed
for the time consuming and exacting work.
Ms. Pickell said volunteers helped with the ongoing project to download the Clearwater Sun
collection. The Society's collection required serious efforts and oversight. Ownership of the
rights to images had to be explored before they could be published. Ms. Obermaier said
assisting with the Society's collection aligned with the current NEH (National Endowment for the
Humanities) oral history project.
Discussion ensued with a suggestion that volunteers be trained to help scan the collection and a
recommendation to limit the number of people who handle collection items. Support was
expressed for undertaking this opportunity.
4.3. Main Library Building Modifications
Ms. Pickell said the Main Library was 11 years old. Some items required replacement and
dramatic technology changes needed to be incorporated. A CIP (Capital Improvement Project)
account was started. This year, smart TVs were being added to the conference and board
rooms, youth services, and the 3 d floor maker space. Gates blocking access to the 2nd and 3 d
floors also were planned. Next year's budget will upgrade technology in the meeting room to
facilitate broadcasting City Council meetings and install gates to block access to the building
while activities occur in a section of the library outside operating hours.
Ms. Pickell said the Library was working to partner with downtown economic development.
Much interest was expressed in using the building for non library programs. The public art
project will be installed in the courtyard before the centennial celebration. While permitted by
recent referendum, no interest had been expressed in a separate commercial area, possibly
due to the facility's limited hours of operation.
5— Unfinished Business
5.1. Centennial Anniversary of the library/celebration
Ms. Obermaier said the library's centennial anniversary celebration was scheduled for
September 17, 2016 at the Main Library. A centennial video history was planned and historical
photographs will be displayed. The library partnered on some programming efforts with Morton
Plant Hospital which also was celebrating its Centennial. Centennial programming will lead up to
the September event. Mini celebrations at library branches also were planned.
It was suggested that the author of a historical book on Clearwater be invited to speak. It was
reported the Centennial birthday cake in the lobby had attracted many new patrons to the
Friends of the Library store.
Other library business
In response to a question, Ms. Pickell said the annual Comic-Con event continued to grow,
attracting approximately 1,700 participants this year. It was noted activities on every floor helped
crowd circulation. Ms. Obermaier said the event required significant staff, including branch
employees.
Library 2016-05-05 2
In response to a question, Ms. Pickell said the library provided regular programming for
individuals on the autistic spectrum and their families.
Ms. Pickell said all City libraries will close on June 25, 2016, while many staff members attend
this year's annual American Library Association conference in Orlando.
6 — New Business
6.1. 2016 -17 Budget Recommendation
Ms. Pickell said the City Council discussed next year's budget at a special meeting in April. An
independent report determined current spending levels would exhaust City reserves in 10 years.
Staff was considering a long term sustainable schedule as current hours of operation were
inconsistent. She did not anticipate funds would be available to add staff and restore the
previous schedule. The Main Library needed to open 2 nights a week for downtown economic
development efforts. One new FTE (Full -Time Equivalent) will be budgeted next year for the
Makers Space.
7 — Reports
7.1. Library Foundation
Ms. Pickell said Library Foundation Executive Director Judy Melges still planned to retire; a
replacement was being sought. The foundation donated $100,000 of the $200,000 it raised for
the Countryside Library. She hoped the library soon would receive the next installment.
7.2. Friends of the Library
Member Murray reviewed recent Friends of the Library activities: 1) 85 people attended the
annual volunteer appreciation event. Efforts of the Volunteer Coordinator were complimented; 2)
the most recent book sale raised more than $2,600. The Friends donated $40,000 annually to
the library from book sales; 3) a book sale featuring cookbooks was planned for late May; 4)
teens were interviewed last week for the scholarship program; 5) summer interns were being
hired; 6) a staff appreciation mini open house was planned.
Member Murray and Friends of the Library were complimented for their efforts.
8 — Board Comments: None
9 — Adjourn
The meeting adjourned at 11:25 a.m.
Attest:
e
Beard Report
Library 2016 -05 -05 3
Chair — Library Board