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02/21/1997LIBRARY ADVISORY BOARD CITY OF CLEARWATER February 21, 1997 Present: Wilbert Bacon Chair Howard Adler Member Marshall Bennett Member Glenn Garte Member Estelle Dunn Member Thalia Kelsey Member Joanne Laurenti Member Tom Leavy Member Judy Melges Member Christine Morris Member William Raffaniello Member Dr. Arlita Hallam Library Director Brenda Moses Board Reporter The meeting was called to order by Chair Bacon at 9:00 a.m. in the third floor conference room, Main Library, Clearwater. In order to provide continuity for research, the items will be listed in agenda order although not necessarily discussed in that order. 1. Welcome New Board Members Chair Bacon welcomed Mr. Howard Adler from the Countryside area, and Mr. Glenn Garte from the Sand Key area as new members of the Library Advisory Board. Members introduced themselves to the new members. Julie Lewis and Shirley Hunt were also present, representing the Library Foundation. 2. Approval of Minutes It was suggested amending the January 24, 1997 minutes to reflect on the attendance list that a vacant seat existed due to Edward Nichols’ resignation from the Board. Member Christine Morris moved to approve the minutes of January 17, 1997 and January 24, 1997 as amended. The motion was duly seconded and carried unanimously. 3. Library Director’s Report A. Long Range Plan Update Dr. Hallam noted the library system is 82 years old this year. She distributed and reviewed each section of the Long Range Plan Update which was started in 1990. The plan includes the roster of Library Advisory Board members, the purpose of the library, an organization chart, statistics and growth for each branch library, and information pertinent to the library’s long range plan. It was noted library usage is climbing yearly. It was noted the Public Library Association is looking at other methods to capture data, and the methods for planning will be changing. A new main library has been included in the long range plan update. Customized information services provided to City government has saved the City money previously spent for consultants. It was noted next year the Clearwater Library will seek designation as the Florida State Document Depository. A Clearwater Home Page has been developed for City government and the Main Library. Statistics show the Clearwater Library is receiving four times more contacts on the Home Page than New York City. This is attributed to tourism and the “Virgin Mary” sighting. An on-line calendar of events has been added to the Clearwater Library Home Page. Library Windows on Channel 15 will feature a show on the Clearwater Library’s Home Page next month. Development of a method for evaluation of the adult collection is in process and plans are to use it as a pilot project and later market it to others. The audio visual collection goal by 1998/1999 is targeted at 15% of the collection. The first certified letters have been mailed for overdue library materials. The library’s intent is to retrieve materials belonging to the library system. Patrons are given every opportunity to return overdue materials. Patrons with overdue materials are restricted from obtaining additional materials until materials are returned. After materials have been overdue for 7 to 10 days, the first courtesy call or notice is given. The second notice is a bill mailed 7 to 10 days later. If there is still no response, a certified letter is mailed stating if no response is received, the matter will be turned over to the courts. Once in the court system, a notice to appear before a judge is mailed. Failure to appear in court can result in arrest. Court costs and payment of materials not returned are incurred. Next year the library plans to implement a self check-out system. Statistically, libraries have found that 80% of check-outs can be handled through a self check-out system. This system can free up staff to perform other functions, and prevent the need for additional circulation staff. A computer literate volunteer is also needed to free up staff time. It was noted there are many available reference materials such as the Encyclopedia Brittanica on CD ROMs. Community activities plans include encouraging the extension of Penny for Pinellas, improving the directional signage in the Main Library, developing a building program for East Beach and North Greenwood libraries, and expanded meeting room space and other issues pertinent to the new main library plans. Expanding hours so that at least one library will be open on Sundays is planned. The library is looking at the feasibility of constructing a joint use facility with St. Petersburg Junior College as a replacement for the East Library. It was noted the Pinellas Public Library Cooperative enables patrons to use one library card in any public library in Pinellas, Hillsborough and Pasco counties. Libraries within the Cooperative share library resources and funds from the county and the state. The Cooperative provides funding for some library staff, library materials, and computer equipment at Clearwater. It was suggested Board members review library policies and make note of suggested changes to be discussed at future meetings. A complete packet of policies will be distributed to members. 4. Role of Board Member - Tony Bacon Chair Bacon noted that this Board makes every attempt to ensure representation from all areas of the City. Everyone is entitled to their opinion and encouraged to participate in Board discussions, and upon the final vote, all members are expected to be supportive of the final decision and proceed with the next order of business. 5. Future Library Field Trips The City Commission attended a meeting in Savannah, Georgia with some downtown business people and noted a 3-story bookstore they felt the Library Advisory Board should visit. The bookstore has a gift shop, a piano bar, a coffee shop, and lots of meeting rooms. Discussion ensued regarding taking a field trip in May to the Alachua County Library in Gainesville, Florida, the bookstore in Savannah, Georgia, the Public Library in Columbia, South Carolina, and the Flagler Library in Jacksonville, Florida. There will be further discussion at the next Board meeting. 6. Tour of Dunedin & Tarpon Springs Public Libraries It was suggested that Board members meet at the Main Clearwater Library at 9:00 a.m. on April 11, 1997 to visit the new Dunedin and Tarpon Springs libraries as a group Those members who cannot attend the group meeting can visit the sites on their own. 7. Reports: Foundation, Friends, Cooperative Mr. Shirley Hunt noted Julie Lewis is in the process of learning all aspects of the Foundation. She has been doing a fine job and plans are to make her full-time in April of 1997. With the passage of Penny for Pinellas and the incentive for a new library, funding should allow for this full-time position. Mr. Hunt thanked this Board and the Friends of the Library for their support. It was noted the Cognescenti Auction netted $13,000. Member Christine Morris urged all members who do not already have a library card to get one. The Friends of the Library offer various activities throughout the year to benefit the community. Upon a show of hands, nearly 100% of the Library Advisory Board indicated they were members of the Friends of the Library. It was noted the Friends of the Library can lobby for various causes. They strongly support the Penny for Pinellas. 8. Board Comments Member Estelle Dunn attended a library workshop in Port Charlotte, Florida. She stated the workshop is funded by the State, primarily for the Friends of the Library and trustees of the library on team building and advocacy in the community. The importance of local contacts to offer funding was stressed. The process a team goes through to reach a consensus was part of the curriculum. It was noted the Library Advisory Board dinner will be held at the Harborview Center at 6:00 p.m. on April 8, 1997. The San Diego Union Tribune did a series on the new San Diego Library. They also visited newly constructed libraries throughout the country and published a series of newspaper articles. A copy will be circulated to Library Advisory Board members to review. Chair Bacon noted one of the goals he identified upon becoming Chair was that every elementary school child would have a library card. Due to extenuating circumstances, the project has been moving slowly. It was suggested that a list of all elementary schools be shared with Board members. Board members can select some elementary schools they would be willing to visit. Members can ask schools to promote a program to obtain 100% of students’ participation in the library card program. Chair Bacon offered to personally donate a book to the schools that achieve 100% participation. Chair Bacon asked Members to visit their nearest library and bring feedback to the next Library Advisory Board meeting. Feedback includes comments on how to make improvements. Members should introduce themselves to library staff and patrons prior to asking questions. 9. Adjournment The meeting adjourned at 11:07 a.m. The next meeting of the Library Advisory Board is scheduled for March 21, 1997 in the third floor board room of the Main Library.