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09/18/1998LIBRARY ADVISORY BOARD MEETING CITY OF CLEARWATER September 18, 1998 Present: Christine Morris Chair Judy Melges Vice-Chair Estelle Dunn Board Member William Raffaniello Board Member Tom Leavy Board Member Howard Adler Board Member Glenn Garte Board Member Katherine Merriam Board Member Absent: Lois Martin Board Member Also Present: Arlita Hallam Library Director/Quality of Life Administrator Rita Garvey Mayor - arrived 9:41 a.m. Julie Lewis Library Foundation Cynthia Kibby Intern Patricia O. Sullivan Board Reporter The Chair called the meeting to order at 9:00 a.m. at the Main Library. To provide continuity for research, items are in agenda order although not necessarily discussed in that order. ITEM #1 - Welcome The board welcomed Katherine Merriam. USF Intern Cynthia Kibby was introduced. ITEM #2 - Approval of Minutes Member Adler moved to approve the minutes of the regular meeting of May 15, 1998, as recorded and submitted in written summation to each board member. The motion was duly seconded and carried unanimously. Member Adler moved to approve the minutes of the bus trip of July 22-23, 1998, as recorded and submitted in written summation to each board member. The motion was duly seconded and carried unanimously. ITEM #3 - Library Director’s Report Quality of Life Administrator Arlita Hallam said new notebooks had been distributed. a1) Projects Timeline AND a2) Community Cultural Center Feasibility Study - September 21 and 22, 1998 AND a3) Architect’s Contract AND a4) SPJC (St. Petersburg Junior College)/East Draft Proposal Main Library An economic feasibility study, funded by the Parks & Recreation Department, is considering the conversion of the Harborview Center to a Community Cultural Center with the new Main Library next door. The facades of the 2 buildings could be tied together to look like one building. The City Commission will award contracts for the new library’s architect and design architect this fall. A new main library could open in 2001 should residents support a March 1999, referendum issue to use bond money for the project. The City Commission has approved $12-million of Penny for Pinellas funds, which should construct a 70,000-square foot facility. Without bonding the money, a library could not be constructed until 2007, when Penny for Pinellas funds become available. In response to a question, Dr. Hallam said the budgeted funds will be used strictly for the library, less the bond finance charge. No funding source has been established for a Harborview Center conversion. The depletion of meeting space in the downtown area continues. The previous harbor front auditorium and former City Annex space have not been replaced. Plans are to raze the Memorial Civic Center as part of the new bridge project. Space is needed also for museum galleries. The Parks & Recreation Department also has lost space needed for related activities. The Harborview Center has not attracted national convention business as had been hoped. Most uses have been regional. As a civic center, the food services would remain. SPJC (St. Petersburg Junior College)/East Branch Library SPJC President Carl Kuttler has addressed the legislative committee regarding the college’s intention to apply for a $7.9-million State grant to be used toward enhancing the school’s 45,000-square foot library and expanding it to 75,000-square feet. An agreement with the City would support construction of the addition on the school’s front lawn and it’s joint use as the City’s East Branch Library. Dr. Hallam and Dr. Susan Anderson (the SPJC Library Director) have recommended Clearwater Library operate and manage the branch and SPJC administer the facility, including utilities, parking, security, janitorial services, etc. The draft proposition is based on one used in Broward County. After 10 years, a new agreement would be negotiated. A dissolution process also must be developed. A sample interlocal agreement will be provided. Dr. Hallam indicated the staff at the SPJC library, who are paid more than City librarians, would not be converted to public library employees, but as current staff leave, public librarians would be hired to replace them. Three faculty librarian positions must remain filled. The faculty staff will have additional teaching responsibilities. Dr. Kuttler and the City Manager are working at the administrative level. A table, outlining a 10-year projection of costs, was prepared for the City Commission. The parking lot, to be constructed off Drew Street, will not be connected with other college lots. The City will be able to use the Smart Classroom to be added during construction. City residents can use the school’s library currently. Plans are to base the catalog on the Dewey Decimal system. The Gaylord Galaxy System will be changed to the Polaris Internet system. Both libraries will be able to access each other’s data systems. In response to a question, she said the new facility will be run as a public library. The City Commission will be asked to instruct the City’s lobbyist to support State funding for this project. The college board has approved the project. Without City Commission support, the project will not move forward. SPJC wants to increase the number of residents who visit its campus and outreach to the community. Dr. Hallam said the staffs from the two systems are working out the bugs and submitting design suggestions. The new facility will be identified as a City public library. Grant funding, if approved, will be available in July 1999. The project could be constructed in FY (fiscal year) 1999/00. Depending on other funding sources would delay expansion of the East Library to 2009, at the earliest. Budgeted funds of $1.5-million will not replace the East Branch. Dr. Hallam reported the City had received a purchase offer for the current East Branch site which is too small for expansion. The building’s pylons cannot support a second floor. To meet the need for children’s space, the meeting rooms at the East and Countryside Branches could be closed. This action, however, would displace the 100 groups who use these rooms monthly. Those groups could be relocated if a fund raising project is successful to expand the Countryside Recreation Center with meeting rooms. In response to a question, Dr. Hallam indicated these libraries were constructed before the City joined the County Cooperative which resulted in significantly increased circulation. Countryside Library was designed to expand toward the Fire Station. If a Fire Department study indicates that station should be relocated, the library could expand significantly toward the north. The rear of the current site has a retention pond and wetlands. It would be difficult to expand the building by the book drop due to plumbing, air-conditioning, and mechanical equipment located there. In response to a question, she said the Main Library receives twice the reference queries as the other branches combined. Staff is working with students from Clearwater High School, where the library has been closed for renovations since March. She will distribute to the board a breakdown of activities per branch. Dr. Hallam said budgets are being crunched as the City’s property tax has not been increased for 8 years. Beach Branch Library The City is working to relocate functions in the beach Civic Center. While its demolition has not been approved, the facility must be razed before construction begins on the new bridge. In response to a question, Dr. Hallam said the City Commission had committed to constructing a new Memorial Causeway Bridge. If the City backs out now, significant State and County funding will be lost. A referendum is necessary for the City to borrow money to accelerate the project. The current bridge will be removed. Discussion ensued regarding the merits of maintaining the current bridge after the new bridge is constructed. North Greenwood Library Current plans are to construct a new branch library at the intersection of Palmetto and North Greenwood Avenue in conjunction with the new North Greenwood Community Center planned for construction in FY 2000/01. a4) Report on Joint Library Tour in Broward County - July 22-23, 1998 It was noted some services in Broward County had corporate sponsors. The business room, funded by a $0.5-million donation from NationsBank, features business books, newspapers, job source information, and hosts business seminars. The City’s Main Library serves this need locally, without the facilities. A review of the tour is included in the minutes of that meeting. b) Staffing Update b1) Organization Charts Dr. Hallam reviewed the Clearwater Public Library System Organizational Chart for FY 1998/99. b2) Carolyn Moore’s Retirement Dr. Hallam reported Carolyn Moore had retired. b3) John Szabo, Assistant Library Director Dr. Hallam reported John Szabo has been named Assistant Library Director and will join the City on October 12, 1998. Mr. Szabo will head the next board meeting. b4) Quality of Life Administrator Dr. Hallam reviewed her responsibilities as the City’s Quality of Life Administrator. In addition to the Library, Dr. Hallam is responsible for the Parks & Recreation Department and Marina. c) Budget for FY 1998/99 Dr. Hallam reported the City Commission had adopted the Library’s FY 1998/99 budget of $4.4-million on September 17, 1998. Dr. Hallam distributed projected Cooperative funding for FY 1999. The City’s per capita contribution ranks third in the County. Other municipalities are lifting their levels of support. Funds are distributed according to a formula based on usage. The Cooperative funds the City’s public libraries at the highest level. Item #4 - Old Business a) Donor Policy The City Commission has not acted on this issue. With the capital campaign for the new Main Library about to get underway, a written policy is needed. A draft was not as restrictive as had been discussed in the board committee organized to address this issue. Concern was expressed the policy not be too flexible. It was felt none of the rooms should reflect any religious belief. Dr. Hallam reported Eleanor Shenker had bestowed $500,000 from her estate to the Clearwater Public Library. The donation will be allocated to the new Main Library. Other recipients of her estate include Peace Memorial Church, the Salvation Army, and UPARC. Library Foundation Executive Director Julie Lewis said information from the Foundation’s feasibility study will be available in January 1999. It was recommended discussion of this issue be delayed until after the results of the Foundation’s feasibility study are available. In response to a suggestion that plaques reflecting donations be placed at the entrance to meeting rooms, Dr. Hallam noted the rooms will be named something to designate them from each other. It was suggested the room names be consistent and reflect Florida themes. Dr. Hallam said it is essential that donors not be allowed to dictate the contents of a room. The City can turn down gifts although some may argue such a decision would burden taxpayers unfairly. It was suggested room names resulting from donations could be limited by a specific time frame. The advantages offered by NationsBank’s support in Broward County was noted. In response to a question, Ms. Lewis said donations to the Foundation will be turned over to the City, which is the ultimate recipient. Upon its completion, she will provide a copy of the report to the Library Board. Member Adler moved to name a committee to revisit the donor policy issue once information from the Foundation’s study is available. It was suggested the committee include a Foundation member, library staff member, and City Commission representative. The motion was duly seconded and carried unanimously. It was recommended the committee be organized well before the Foundation’s study is complete. As this relates to a City problem, it was suggested the City Commission should establish the committee. It was noted it is important to have a policy before donors are approached. The issue will be agendaed for January 1999. Item #5 - New Business Meeting Time It was suggested the board could attract younger volunteers if meetings were scheduled at a time more convenient for working people. There are few names on the list of those interested in serving. Dr. Hallam said it is difficult for her to leave a meeting she attends on Fridays from 8:00 to 10:00 a.m. It was felt a 4:00 p.m. meeting time would eliminate young parents from serving. Consensus was to not consider Friday afternoons. Ms. Lewis said as most Foundation members work during the day, noon meetings have proved convenient, with members bringing sandwiches and sodas. Dr. Hallam will request the City Clerk review problems attracting board volunteers. It was noted the next board openings are not scheduled to occur until December 1999. The October 16, 1998, meeting is scheduled at 9:00 a.m. Consensus was to schedule Library Advisory Board meetings at 10:30 a.m. beginning November 20, 1998. Item #6 - Reports Ms. Lewis reported the Foundation’s $10,000 feasibility study will consider controversial donors and estimate how much private money is available for library enhancements. The 90-day study will be completed in January 1999. Member Melges said the Friends of the Library are working to increase membership. The organization is sponsoring a folk art festival and dinner for November 13, 1998, at the Harborview Center. The storytelling feature has proved popular. Attendance is limited to 200. Item #7 - Board Comments It was reported Tony Bacon has been appointed to the Cooperative Board. Dick Fitzgerald’s term has expired. Concern was expressed the time line for the new Main Library has been lengthened. It was felt board comments have been ignored. Concern was expressed the residents of Clearwater are not well represented in decisions regarding the new Main Library. ITEM #7 - Adjournment The meeting adjourned at 11:19 a.m.