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11/20/1998LIBRARY ADVISORY BOARD MEETING CITY OF CLEARWATER November 20, 1998 Present: 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 Also Present: Arlita Hallam Quality of Life Administrator/Library Director John Szabo Assistant Library Director Julie Lewis Library Foundation Patricia O. Sullivan Board Reporter Absent: Christine Morris Chair Lois Martin Board Member The Vice-Chair called the meeting to order at 10:30 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 Vice-Chair indicated the Chair is recovering from a health concern. ITEM #2 - Approval of Minutes Library Foundation Executive Director Julie Lewis requested copies of Library Advisory Board minutes be forwarded to her. In reference to page 3, paragraph 1, sentence 3, Vice-Chair Melges indicated Bonnie Whitehurst had provided pre-dinner entertainment while Trout Fishing in America and Richie Havens performed in concert. Member Merriam moved to approve the minutes of the regular meeting of October 16, 1998, as corrected. The motion was duly seconded and carried unanimously. ITEM #3 - Library Director’s Report a) East/SPJC Joint Use Library Quality of Life Administrator/Library Director Arlita Hallam reported the City Commission had voted against the City participating in a joint use library with SPJC (St. Petersburg Junior College). The Commission had indicated they had not been lobbied and had assumed the library groups did not support the project. The Commission may reconsider the issue. In response to a question, she said none of the library groups had forwarded a formal notice of project support. During discussion, the Commission had expressed concern that the City would pay more than the college for library operations. Dr. Hallam indicated the joint project would cost the City only $9,000 annually more than current operating costs for East Library but would provide residents with a 70,000 square foot library, more than twice the size of the current facility, a staff of 25 instead of 14, and a materials collection of 200,000 instead of 100,000. The college had planned to bring $8.5-million in construction costs to the table. It was noted those funds are not subject to devaluation by bonding costs. Dr. Hallam indicated Clearwater cannot sell the East Library property to the abutting church due to charter restrictions against selling City property to non-profit organizations. Concern was expressed the City Commission had not considered the Library Advisory Board’s support of this project, as indicated by board minutes. Dr. Hallam stated most City business, including budget development, occurs during the summer when the Library Advisory Board does not meet. Annual budgets are established before the board’s September meeting. b) Commission November 19, 1998, Agenda Item re Library Architect AND c) Main Library Site Dr. Hallam reported the City Commission had approved $161,000 for a Library Architect to delineate a site and schematic design of the Main Library project’s shape and square footage and provide a primary elevation. A list of all 5-acre downtown sites has been prepared for consideration. The City Commission will make all final decisions related to the project’s size and location. At the Commission meeting, the Mayor had referred to the City’s promise to voters that Clearwater would use Penny for Pinellas funds to construct a 90,000-square foot library facility. If financing costs are not backed out of the $12-million budget, the City can build a 55,000 square-foot facility, only 5,000-square feet larger than the current Main Library. It was noted if the library is attached to the Harborview Center, library administrative offices, computer learning laboratories, and public meeting space could locate in 20,000-square feet of that building. It was felt it is important that the Library maintain control over meeting room space. The City’s promise to construct a 90,000-square foot library with Penny for Pinellas funds was reiterated. In response to a question, Dr. Hallam stated an architect has not been hired to address changes to the Harborview Center although some sketches have been drawn. She recommended plans related to the Harborview Center wait until after the March referendum. She said that facility works well as a civic center. The excellent food served at the facility was noted. d) Beach Library Relocation - January 1, 1999 Dr. Hallam said the Memorial Civic Center will be razed on January 6, 1999, and the former Chamber of Commerce building will be razed on December 4, 1998. The Beach Library, Police Substation, and Jolley Trolley offices will relocate to Pelican Walk . The library will close between December 18, 1998, and January 4, 1999, for relocation. The library’s 3-year lease for 3,300-square feet includes 3 1-year extensions. The Foundation is working with beach organizations for contributions for a book drop. e) North Greenwood Library Progress - Nothing to report 1998 Public Library Data Service A copy of the November 12, 1998, University of Illinois letter regarding the 1998 Public Library Data Service database was distributed. The Clearwater Public Library System ranks among the “50 best” libraries serving communities greater than 100,000 in 11 of 13 categories. The library's average score was 32, out of 349 library systems. The City ranked 3 in visits per capita and reference transactions per capita and 4 in subject/author fill rate. Dr. Hallam noted the City’s lower ranking for turnover is related to the large size of the City’s collection. Referendum Dr. Hallam said a charter change election is scheduled for March 9 to determine whether it will be necessary to have a referendum to borrow monies for projects that are not related to public health and safety A "yes" vote will mean that the City will not have to have a special referendum to borrow money for the Main Library, when the project has already been approved by voters in Penny for Pinellas. If the Main Library is built below the 28-foot level on the downtown bluff, a special election still would be required for that issue. ITEM #4 - Unfinished Business a) Donor Naming Policy A draft was presented of a cover letter to the City Commission and City Manager with suggested guidelines for a Donor Naming Policy adopted by the board in April 1997. A policy is necessary for a capital fund campaign for the new library. Member Garte moved to approve the cover letter to be forwarded to the City Commission encouraging the Commission to adopt a Donor Naming Policy or make policy recommendations. The motion was duly seconded and carried unanimously. Library Foundation Director Julie Lewis said the current policy is so general the foundation does not know what is permissible. Many legal issues must be addressed at the City Commission level. It was recommended a copy of the ”Donors Bill of Rights” be attached to the cover letter. Ms. Lewis will forward, under separate cover, the National Society of Fund Raising Executives ethical guidelines which are specific to City concerns regarding the fair treatment of all donors. Dr. Hallam will notify board members when this issue is agendaed for Commission review. Annual Report to City Commission In response to a question, Dr. Hallam said none of the City’s boards currently presents annual reports to the City Commission. Nothing precludes board members from formally presenting such a report. ITEM #5 - New Business Concern was expressed the board needs to communicate its stand on important issues to the City Commission. Member Garte moved for the Library Advisory Board to take a position on all library related issues of significance and to inform the Commission of the board’s recommendation. The motion was duly seconded. It was noted citizens can speak on items not listed on the agenda for 3 minutes at the beginning of each City Commission meeting. Upon the vote being taken, the motion carried unanimously. It was suggested board members attend the December 10, 1998, meeting and request the City Commission address the donor issue and reconsider the SPJC joint library issue in January 1999. It was stated Library Advisory Board recommendations represent citizen input. It was noted the Countryside Branch Library offers Internet classes. ITEM #7 - New Business a) Foundation: Julie Lewis Ms. Lewis indicated the Foundation’s interim report on the feasibility study will be available in 3 weeks. The full report will be available before the Commission’s January meeting. Ms. Lewis reported the Clearwater Community Women’s Club will host a book sale fund raiser at the East Library tonight. Last year the event raised $4,000. b) Friends of the Library Dr. Hallam reviewed the success of the Folk Arts Festival which attracted 8,000 participants. Preparations for next year’s event are underway. The annual Friends luncheon is scheduled at Cove Cay on January 30, 1999. Dr. Berry has been appointed government affairs liaison for Friends of the Library. The organization is appropriating money for Legislative Day in Tallahassee. ITEM #8 - Board Comments - None. ITEM #9 - Adjournment The meeting adjourned at 11:21 a.m.