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12/19/1997LIBRARY ADVISORY BOARD CITY OF CLEARWATER December 19, 1997 Present: Christine Morris Chair Tony Bacon Member Marshall Bennett Member William Raffaniello Member Joanne Laurenti Member Tom Leavy Member Howard Adler Member Glenn Garte Member Thalia Kelsey Member Dr. Arlita Hallam Library Director Julie Lewis Library Foundation David Berry Guest Brenda Moses Board Reporter Absent: Estelle Dunn Member Judy Melges Member The Chair called the meeting to order at 9:02 a.m. at the Clearwater East Library. For continuity, the items are listed in agenda order, although not necessarily discussed in that order. 1. Welcome - Farewell to Tony Bacon Members expressed their appreciation to Member Tony Bacon for his leadership, tenacity, perseverance and dedication to the Clearwater Library Advisory Board and the Library system. His term on the Library Advisory Board has expired and he has accepted the position of Vice-Chair of the Library Foundation. He said he has enjoyed his tenure with the Board and is pleased with his replacement, Christine Morris. 2. Approval of Minutes Member Garte moved to approve the minutes of November 21, 1997, as submitted in writing to each member. The motion was duly seconded and carried unanimously. 3. Library Director’s Report a. Library Site Selection Task Force Meeting with Mike Roberto Tuesday, December 23, 1997, at 8:30 a.m. Library Director Arlita Hallam said the Library Site Selection Task Force has arranged a meeting with the City Manager on December 23, 1997, at 8:30 a.m. The purpose of the meeting is to review status of a new Clearwater Main Library site. Dr. Hallam referred to a City Reflections article (Exhibit A) published yesterday that includes “One City One Future”. The article explains 5 basic redevelopment proposals. She noted the LDC (Land Development Code) is being revised to make Clearwater more business-friendly. The proposed master plan is in a preliminary stage. Input is being solicited. The Main Clearwater Library is a top priority project for Penny for Pinellas funds. Dr. Hallam said the Library’s Internet hookups have gotten slower due to higher usage. Installation of higher speed lines have been postponed until after January 1, 1998, in order to take advantage of free installation costs and a 60% discount on phone line hookups. b. Director’s Vacation December 22-28, 1997 Dr. Hallam said she will be on vacation December 22-28, 1997. 4. Update on Ad Hoc Committee Activities - Glenn Garte (report enclosed) Dr. Hallam said members had not received a report. Member Garte presented Exhibit B, the Ad Hoc Committee’s recommendations for donor recognition policy with regard to naming for the future Clearwater Main Library. The Committee recommended that Library building names have geographic or functional names only and not be subject to availability for donor recognition. Naming of Library internal functional areas, rooms, and major collections is the prerogative of the City Commission. Library areas or rooms may be named to honor individuals, corporations, or foundations in recognition for significant contributions on behalf for the Clearwater Public Library System. All signage will be consistent with architectural form and function. Consideration will be given to larger donors, with respect to the size of the contribution and long-term dedication to the Library System. Member Garte moved to recommend the Ad Hoc Committee’s “Clearwater Public Library Policy for Donor Recognition with Regard to Naming” to the City Commission. The motion was duly seconded and carried unanimously. 5. Reports: Foundation, Friends & Cooperative Cooperative Dr. Hallam said the Cooperative comparative data indicates the Clearwater Library System is ranked number one in circulation, computer Internet access, and professional staffing in Pinellas County. The Library is ranked number four in expenditures per capita. Seminole, Tarpon Springs and Oldsmar are more expensive per capita than Clearwater. Foundation Library Foundation Director Julie Lewis said the Foundation is anxiously awaiting the Main Clearwater Library site selection. At the next Foundation board meeting January 22, 1998, a decision will be made to conduct a feasibility study for raising funds for the new library. The Foundation plans to approach major donors, raising approximately two-thirds of an anticipated $3 million within 2 years. Afterwards, the grassroots campaign will begin, at which time the groundbreaking for the Main Library should have taken place. The Foundation’s annual fund-raiser is February 16, 1998. Ms. Lewis feels this year’s Cognescenti Auction will be bigger and better than last year. Major donors are needed to underwrite expenses. This year’s theme is the International Olympics and table hosts are needed within the next 3 weeks. Members were encouraged to contact Ms. Lewis with names and addresses of potential hosts and attendees. Friends Dr. Hallam noted the Friends of the Clearwater Library has scheduled a dinner at the Clearwater Yacht Cub on January 31, 1998, at 12:00 p.m. 6. New Business Dr. Hallam said the Library Site Selection Task Force was reconvened to ensure that all library groups are in sync with one another and have the most current information available. 7. Board Comments Discussion ensued regarding the position of the Library Advisory Board regarding the Clearwater Main Library site. Dr. Hallam said all the original members of the Site Selection Task Force were invited to the December 23, 1997, meeting with the City Manager. City Commissioners will not attend. A member said he experienced a problem tracking a book title. It was noted sometimes when a title is no longer owned and taken out of the collection, the main entry could still be listed. Dr. Hallam will address the issue. A member questioned the method used when a book borrowed from another library is placed on another library’s shelf and not properly checked in on the computer. Dr. Hallam said a new system is available with an automated voice system which expedites services for materials on reserve or overdue. In response to a question, Dr. Hallam said a piece of equipment has been ordered for the Countryside self-checkout machine. A member said he hoped the library system continues efforts to ensure all children in the County own a library card. Children do not realize the opportunities that exist and how libraries can enhance their lives. A request was made that investment classes be offered at libraries. 8. Services of East Library Librarian II, Ann Scheffer said the East Library is the only Clearwater library offering Dow Jones News Retrieval training once a month. Internet training is offered twice a month and Freenet training once a month. Ms. Scheffer said the Countryside Library offers instructions on the Dow Jones system, and anyone can request assistance at any other branch library. She said training on Value Line and Morning Star services are offered upon request on a one-on-one basis. Every library in Clearwater has its own area of expertise and members were encouraged to participate in those of interest. Ms. Scheffer said circulation was over 400,000 at the East Library in 1997. The library has 5 professional librarians and a children’s librarian. The library consistently fine-tunes customer requirements by increasing materials in demand. 9. Adjournment The meeting adjourned at 10:22 a.m. 10. Tour of East Library Interested parties took a tour of the library after the meeting adjourned.