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05/16/1997LIBRARY ADVISORY BOARD CITY OF CLEARWATER May 16, 1997 Present: Wilbert Bacon Chair Howard Adler Member Marshall Bennett Member Glenn Garte Member Thalia Kelsey Member Joanne Laurenti Member Tom Leavy Member Judy Melges Member Christine Morris Member William Raffaniello Member Shirley Hunt Library Foundation Julie Lewis Library Foundation Dr. David Berry Library Foundation Dr. Arlita Hallam Library Director Brenda Moses Board Reporter Absent: Estelle Dunn Member The meeting was called to order by Chair Bacon at 10:00 a.m. in the first floor Adler 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 Chair Bacon welcomed Dr. David Berry, former Chair of the Library Advisory Board, to the meeting. It was noted that the Library Site Selection Task Force Meeting will be held immediately following this meeting. 2. Approval of Minutes Member Adler moved to approve the minutes of the April 18, 1997 meeting as submitted in writing to each member. The motion was duly seconded and carried unanimously. 3. Library Director’s Report: A. Summer Reading Program Dr. Hallam referred to a handout on the Summer Reading Program for members’ information. Many activities are planned for this summer. B. Recovery Project Dr. Hallam updated members on the Recovery Project. Approximately 25,000 items are circulated per week in the Library System. It was noted that last year 171 items would have been overdue at the court stage, and this year there are only nine. This is a new process, and it is working. The publicity from the Recovery Project regarding overdue fines and court proceedings has facilitated return of overdue materials. There are 3 individuals that have not returned materials who are scheduled for a court appearance next week. Should they not appear in court, a warrant will be issued for their arrest. The process begins with a telephone call, a bill, a certified letter explaining the next step, which is the court appearance, then another phone call followed by an affidavit and summons for the court appearance. Court costs are $30 per item. It was noted that the Library has received support from everyone in the community, as well as Senators Latvala and John Morroni, who sponsored the enabling legislation. Other materials distributed included the Material Selection Policy. The Policy was approved and signed by the City Manager, and is ready for insertion in Board Members’ packets. C. Instructions/Details of Upcoming Trip Minutes will be taken on the trip since Board Members are under the auspices of the Sunshine Law. The agenda, hotel accommodations and pertinent information regarding the May 19-21, 1997 field trip to the Charlotte, Savannah and Columbia libraries has already been distributed to Board Members. The first stop will be Savannah, Georgia, then Charlotte and Columbia. The individual libraries will be videotaped for future reference. A question was asked whether any grants will be available to help fund the new Clearwater Main Library. It was noted there are grants available, however some are not feasible because they involve a 20-year commitment in most cases. 4. Board Reports of School Visits - Tony Bacon Chair Bacon remarked that he would have liked to start the School Visits and “For Every Child a Library Card” campaign earlier in the year. Schools will be closing for the summer in 4 weeks and exams are taking place now. He noted this program is very important and he hopes that this Board will continue the program in the fall. It was suggested that this program become an ongoing Library Advisory Board project, not just a one-time program. Members remarked that although the School Principals and Media Specialists were agreeable and enthusiastic regarding the program, some of the children that are bused into the schools are less likely to apply for library cards in Clearwater. It was emphasized that parents must provide their driver’s license to Library staff when first using their child’s library card. 5. Report of Site Selection Task Force - Tony Bacon The first Clearwater Main Library Site Selection Task Force Meeting was held on April 29, 1997. Dr. Hallam noted that City staff members will remove themselves as members of the Site Selection Task Force because of criteria set forth in the Sunshine Law. This action is necessary in order to discuss budgets or other issues that require staff attention. City staff members will serve as liaisons to the Task Force. Three sites were selected for further scrutiny as the new Clearwater Main Library; 1) the bluff; 2) the East End property at Missouri Avenue and Cleveland Street; and 3) the old Clearwater Junior High School property. Since that time, additional sites have been suggested; 1) the ABC School property which is not currently for sale; 2) the Chick Smith Ford property at a price of $1.8 million; 3) the old Clearwater Sun building; and 4) the Moffit Cancer building. Some of the properties are too small to accommodate a new library. Dr. Hallam noted there is a Site Selection Task Force luncheon meeting on May 27, 1997 at the Harborview Center. Interested parties must RSVP to Dr. Hallam. Those on the Library Site Selection Committee are admitted free of charge. Spouses and others will incur a $10 charge. Architects will offer pros and cons in planning a library on the Bluff and East End properties. Chair Bacon emphasized that it will be important for the Site Selection Task Force to make a final decision regarding their recommendation to the City Commission on a preferred library site. Donors and funds will be lost should this issue be sidelined. It is equally important for the City Commission to finalize their decision and inform the public of the location for the library. At that point, donations and the funding process can proceed. 6. Reports; Foundation, Friends, Cooperative Julie Lewis, Director of the Library Foundation, noted that one of the priorities of the Foundation is to raise $3 million for the new Clearwater Main Library. She noted that donations and funding cannot proceed until a site has been selected. Shirley Hunt of the Foundation noted that Thalia Kelsey is the number one book collector for the Foundation from the Library Advisory Board. Christine Morris of the Friends of the Library discussed the upcoming activities for the remainder of 1997 and the beginning of 1998. Membership renewal statistics were discussed. Judy Melges of the Friends of the Library noted that interviews for library staff scholarships took place, and $3,000 has been awarded by the Friends of the Library. One recipient has been awarded $1,000 from the Althea Anderson scholarship, and 3 scholarships have been awarded to library staff working on advanced degrees. The awards will be presented at the August 8, 1997 Library Staff Development Day. 7. Board Comments Dr. Hallam noted the budget process this year has been modified. The City Commission has asked each Department Head to submit a 5% reduction which is thrown into a pot to offer for next year’s enhancements. The money could be used for another department’s project. The Library put savings into the pot, along with $130,000 that was slated for new carpet. No cut in service is anticipated. Should funds be available for the Library, the priority requests are: 1) an additional Reference Department Librarian; 2) two half-time Pages for East and Countryside Libraries; 3) a .3 Library Assistant for the Beach Branch; and 4) two Librarians for East and Countryside Libraries. Major projects have been added with no additional staff and it was felt that these positions are warranted now. Budget hearings are open to the ublic on May 21, 1997 at 7:30 p.m. at the Countryside Library, May 27, 1997 at 7:00 p.m. in the Adler Room of the Main Clearwater Library, and May 29, 1997 at 7:00 p.m. at the Morningside Recreation Center. Members are encouraged to attend one of the budget meetings. It was noted that on May 27, 1997, the grand opening of Barnes and Noble Bookstore, and the Storytelling Festival at Coachman Middle School are scheduled. Chair Bacon noted this was his last meeting as Chair of the Library Advisory Board. He thanked Dr. Hallam and all the Board Members he has had the pleasure of working with over the years. Christine Morris will be the new Chair. Ms. Morris has been heavily involved in library activities for many years and will bring with her a wealth of experience and knowledge. A member referred to newspaper headlines referring to the library system and the Internet. He noted the world is changing and encouraged Board Members to reflect over the summer about the possible Internet censorship issues that may develop in the future. Dr. Hallam noted that legislation is forthcoming in July. Internet policies are currently in place in the Clearwater Library System, and it was suggested revisiting this issue at the September Board meeting. A member requested that the relationship between the Library Cooperative, Friends of the Library, and other organizations be reviewed with new members. 8. Adjournment The meeting adjourned at 11:00 a.m. The next Board meeting is scheduled for September 19, 1997.