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03/20/1998LIBRARY BOARD MEETING CITY OF CLEARWATER March 20, 1998 Present: Christine Morris Chair Judy Melges Member Estelle Dunn Member William Raffaniello Member Tom Leavy Member Howard Adler Member Lois Martin Member Julie Lewis Library Foundation Dr. Arlita Hallam Library Director Gwen Legters Board Reporter Absent: Marshall Bennett Member Glenn Garte Member The Chair called the meeting to order at 9:00 a.m. at Clearwater Main Library. For continuity, the items are listed in agenda order, although not necessarily discussed in that order. 1. Welcome – New Member Lois Martin 2. Minutes Approval – February 20, 1998 Dr. Hallam requested changes on page 2, second paragraph to indicate: 1) Clearwater Beach branch library is fifth in the top five on the priority list for Penny for Pinellas projects; and 2) A library branch is under discussion for the proposed North Greenwood recreation civic complex. Spelling of Dr. Carl Kuttler’s name was corrected in paragraph three. On page 3, third paragraph, it was hoped a Friends luncheon meeting can be scheduled with Mayor Garvey. Page 3, paragraph seven, was amended to indicate the Florida Library Association Conference in Tampa is April 28 through 30. Member Dunn moved to approve the minutes as amended. The motion was duly seconded and carried unanimously. 3. Library Director’s Report A. Main Library Selection Process Update Dr. Hallam stated the RFQ (Request for Qualifications) selection committee narrowed the architect list to three potential candidates. She listed the dates and times presentations will be heard April 6 through 14, 1998. Dr. Hallam responded to questions regarding RFQ criteria weighting, selection process, and selection committee. She said all library groups are invited to hear the presentations, but the City Manager wished to limit voting to one vote per group. Consensus was for the previously selected library representatives to attend all presentations, confer, and select a spokesperson to cast the vote. General discussion ensued regarding the three lead architects, project cost data, architectural style, experience, and work on libraries with which the board may be familiar. Possibility of another library tour bus trip was discussed. B. Proposed Changes to Library Policy Documents 1. Merge L2 (Circulation) and L5 (Fines & Fees) into one document and reorganize to eliminate procedural details and repetitions 2. Eliminate last two sentences of L3, Public Use of the Bulletin Board 3. Eliminate No. 6 on page 2 of L4, Public Use of the Meeting Rooms Dr. Hallam reviewed the above amendments, responding to board questions. Discussion ensued regarding disposal of obsolete dated materials. Dr. Hallam noted suggestions: 1) post a 3 by 5-inch card on the bulletin board informing patrons obsolete dated materials will be discarded; 2) change the meeting room application form, adding instructions to “print clearly,” and to request the applicant’s “common name” to simplify filing. Member Melges moved to accept the policy revisions as presented and forward the amended document to the City Manager. The motion was duly seconded and carried unanimously. 4. Reports: Friends, Foundation Friends representative Christine Morris reminded board members of the Volunteer Tea at Countryside Library on Sunday, April 19, 2:00 to 4:00 p.m. Althea Andersen will speak. Foundation representative Julie Lewis stated their annual meeting and buffet luncheon will be held at Harborview Center, Thursday, April 16, 12:00 to 1:30 p.m. Cost of the luncheon is $15.00. The agenda will include new member induction, honors to outgoing members, and awards for corporate and individual support. City Manager Mike Roberto will address how "One City. One Future." relates to Clearwater Library. Attendance is by reservation only and guests are encouraged to return reservation cards quickly. Ms. Lewis reported this year’s Cognoscenti Auction made $14,000, about $1,000 less than last year, due to bad weather. Next year the auction will be held at Harborview Center on Monday, February 15. General discussion ensued regarding the “Literary Lovers” theme. Ms. Lewis reported Foundation member Shirley Hunt’s daughter recently passed away suddenly and unexpectedly. It is Mr. Hunt’s wish that contributions to the Foundation be sent in his daughter’s memory, in lieu of flowers. Library Board members passed the hat for donations. 6. Board Comments Dr. Hallam reminded board members of the Florida Library Association Conference in Tampa, April 28 through 30. She will provide a schedule and application forms to those wanting to attend. The City will pay the registration fee. The Trustee luncheon is on Wednesday, and the City Advisory Board Appreciation dinner is scheduled for April 14 at Harborview Center. 7. New Business Chair Morris opened discussion regarding going into public school media centers to register students for library cards. Board members shared their experiences from last year with regard to this issue. Concerns were expressed, while school media specialists are library friendly, they don’t have time to organize library membership campaigns. Suggestions were offered for more practical and efficient ways of getting library card information to students. Dr. Hallam noted the City’s children’s librarians go into every school twice a year to promote membership. Board members felt this was sufficient. Consensus was to discontinue the Library Board’s efforts to generate membership through school media centers. Member Melges said it is hoped to align this year’s Friends' scholarship program with National Library Week, April 20 through 24. Reference was made to a small newspaper notice regarding blocking access to Internet sites and how it relates to First Amendment rights. Dr. Hallam said that the City Manager and Dr. Kuttler are going in the same direction regarding the proposal for a joint library on the SPJC (St. Petersburg Junior College) campus. The concept plan is scheduled to go before the City Commission on March 20. Discussion ensued regarding the concept of making SPJC into a university, and the advantages and challenges such a move would have on public library operations. Member Adler suggested a staff demonstration regarding inner workings of the City library system, including circulation procedures, and a comparison of the Dewey Decimal System with the Library of Congress cataloging system. Dr. Hallam will schedule the demonstration for the board’s May meeting. The next Library Board meeting will be held at the Countryside Library Branch, Conference Room C, April 17, 1998, at 9:00 a.m. 8. Adjournment The meeting adjourned at 10:31 a.m.