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11/01/2018 Library Board Meeting Minutes November 1, 2018 City of Clearwater City Hall 112 S. Osceola Avenue Clearwater, FL 33756 e I Meeting Minutes Thursday, November 1, 2018 10:15 AM Council Chambers Library Board Page 1 City of Clearwater Library Board Meeting Minutes November 1, 2018 Roll Call Present 4 - Chair David Loyd, Vice Chair Barbara Blakely, Board Member Barbara Ann Murphey, Board Member Kelly McLeay Absent 3- Board Member Elizabeth W. Folk, Board Member Rosemarie Kibitlewski, Board Member Donna Dennis Also Present - Jennifer L. Obermaier— Library Director, Patricia O. Sullivan — Board Reporter 1. Call To Order The Chair called the meeting to order at 10:15 a.m. at City Hall. To provide continuity for research, items are in agenda order although not necessarily discussed in that order. 2. Approval of Minutes 2.1 Approve the May 3, 2018 Library Board Minutes Member Blakely moved to approve the minutes of the May 3, 2018 Library Board meeting as submitted in written summation. The motion was duly seconded and carried unanimously. 3. Citizens to be Heard Regarding Items Not on the Agenda: None. 4. New Business Items 4.1 Discuss parking passes and new meeting location Library Director Jennifer Obermaier said City Council Chambers and all City meetings were being relocated to the Main Library, Meeting Rooms A and B. Board Members will be advised re location of the February 7, 2019 meeting. 4.2 Discuss changes for FY18/19 Library Budget Ms. Obermaier said the City Council approved the FY(Fiscal Year) 2018119 Library budget in September. Minor changes included reduction of 1 FTE (Full-Time Equivalent), 2 Part-Time vacancies were not filled. The 1 decrease to the nearly$700,000 book budget should not have much impact. 4.3 Discuss department reorganization and changes to library phone procedures Ms. Obermaier said the centralized phone system answer line was disbanded. Callers were able to connect with any area of the Library by hitting a prompt. 4.4 Review expanded staff and mission of Maker Studio Page 2 City of Clearwater Library Board Meeting Minutes November 1, 2018 Ms. Obermaier said Maker Studio use had increased significantly. Answer line staff was reassigned to enhance Main Library studio programs and replicate some studio elements at branches. The Main Library had become a main hub. Staff increased its community engagement and outreach to promote the Library and Maker Studios. The art studio was developing partnerships with art organizations. 4.5 Discuss anticipated impacts to Main Library with City Hall Relocation Ms. Obermaier said the City had a 5-year lease on One Clearwater Tower for the relocation of City Hall offices. Half of the space in Main Library Rooms A and B will be unavailable for other uses after the City Council Chambers relocates there. No firm date for the moves were set. Parking could be an issue during meetings, creative solutions may be required. Rita Garvey, President of Friends of the Library, said the change would have a major impact on the organization's biannual book sales which accounted for a large annual donation to the library. It was indicated that holding meetings at the Library would increase citizen awareness of enhanced library services. It was suggested that Friends of the Library could hold book sales in the cafe area plus available space in the meeting rooms with assistance from the City, Boy Scouts, or other organizations. 4.6 Institute of Museum and Library Services (IMLS) Ms. Obermaier said IMLS (Institute of Museum and Library Services), a federal organization, supported libraries and museums with grants and awards. Congressman Charlie Crist, impressed during his July tour of the Maker Studios, nominated the Library for an IMLS medal which was awarded annually to 5 museums and 5 libraries nationwide. The Library applied for the medal in September with many letters of support and will learn if it is a finalist early next year. It would be a great honor to be awarded a medal. 4.7 Career Online High School Program (CONS) Ms. Obermaier said the State Library in Tallahassee administered the COHS (Career Online High School) program which offered accredited high school diplomas (not GEDs) and career track certification to adults 19 and older. This year the State will provide $750,000 in scholarships for libraries to award to individuals after preassessments. Each library was provided 10 scholarships, additional ones could be requested if available or purchased for$1,200 each. The program's length depended on the number of each student's previously earned credits. Four other County libraries also participated in the program which required students to be mentored by a library staff member. Two to three Page 3 City of Clearwater Library Board Meeting Minutes November 1, 2018 staff members at East Community Library were dedicated to helping students finish the program which started in September. The program was publicized in newspaper articles and newsletters. It was felt the program was exciting, innovative, and in line with library services. Additional marketing was recommended. Information was requested re the percentage of program students in Pinellas County who received diplomas. 5. Director's Report 5.1 Discuss Revisions Pinellas Public Library Cooperative New Interlocal Agreement Ms. Obermaier said the original PPLC (Pinellas Public Library Cooperative) agreement expired. The PPLC Board of Directors and County library directors worked most of last year on revisions. In September, the City Council approved a 5-year agreement with an opportunity to extend it 5 years. While the new agreement had no major changes, a revision separated electronic materials from the requirement that all member libraries share materials and resources. While PPLC provided some electronic materials, patrons now needed a library card issued by libraries that independently purchased databases to access electronic materials from those databases. Ms. Obermaier said the other key revision impacted the funding formula, which now mirrors State Library disbursement formulas. The amount of money the City received was not changed. Funding for other PPLC libraries was evened out. 5.2 Discuss Summer Reading Program Ms. Obermaier said the Library hosted another successful summer reading program. Attendance improved and the number of readers increased. Encouraging teens to read during summer months helped minimize the summer learning gap. From June until the end of July, JWB (Juvenile Welfare Board) funded free lunch and afternoon snacks at the Main Library for children 17 and under. 5.3 Imagine Clearwater - Main Library feasibility study report Ms. Obermaier said the Imagine Clearwater Main Library feasibility study was on hold while discussions continued re the overall Imagine Clearwater project. 5.4 Main Library New Carpet Ms. Obermaier said new carpeting tiles had been installed in the Gallery and Meeting Rooms A and B. The remainder of the 6-week project, managed by the Building & Maintenance Department, would be done in stages beginning Page 4 City of Clearwater Library Board Meeting Minutes November 1, 2018 November 26, 2018. Sections of the library would be blocked off while items and furniture were moved for carpet installation. Evening work would focus on back of the house items, weekend work would not occur. The goal was to complete the project prior to winter vacation 5.5 Clearwater Library Foundation Update Ms. Obermaier said the Clearwater Library Foundation had a meeting scheduled next week. No updates were available. 5.6 Friends of Clearwater Library Update Ms. Garvey said Friends of Clearwater Library were dependent on book sales and the book store to raise money. She said the book store, open since 2004, was doing well. She expressed concern many library patrons were unaware of the store's location in spite of signage. Ms. Garvey said the organization was having difficulty attracting new members, volunteers, and donations of new books. She said Friends of the Library would continue its efforts to donate to the Library to support youth interns, programming, and employee of the month recognitions. The book store was complimented, many library patrons liked its attractive merchandise. 6. Board Members to be Heard Chair Loyd complimented the range of experiences offered by the Library's Maker Studios, the ability for residents to borrow physical books, read, and learn from them, and the Career Online High School Program. He encouraged local businesses to fund scholarships. He hoped library use would increase via Imagine Clearwater with more arts and music and art events that would generate donations and raise money for the library. Member Blakely said the Library was flexible working to meet community needs and adapting by changing services. She said interaction between Coachman Park and the Library would attract new activities. Member Murphey complimented the Library for taking advantage of opportunities and changes. Member McLeay expressed concern re safety of patrons and children who were uncomfortable with homeless patrons, especially those who bathed in library restrooms. Ms. Obermaier reviewed security efforts by the Police Department and work by social workers to provide homeless individuals with alternatives. Additional Page 5 City of Clearwater Library Board 7. Adjourn Meeting Minutes November 1, 2018 Ms. Obermaier reviewed security efforts by the Police Department and work by social workers to provide homeless individuals with alternatives. Additional resources were needed countywide. All patrons were required to follow the Library's Code of Conduct or be subject to trespass violations. Discussion ensued. It was commented that libraries did not turn people away, libraries had been open to homeless individuals since the Great Depression, and after circumstances improved, many had positive memories of being welcomed at libraries. It was stated it was incumbent on patrons to report anything amiss. Ms. Obermaier said libraries were not necessarily quiet but patrons could reserve study rooms. The meeting adjourned at 11:10 a.m. Page 6 City of Clearwater i akQ hair — Library oard