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01/15/1999LIBRARY ADVISORY BOARD MEETING CITY OF CLEARWATER January 15, 1999 Present: Christine Morris Chair Estelle Dunn Board Member Tom Leavy Board Member Howard Adler Board Member Glenn Garte Board Member Katherine Merriam Board Member William Raffaniello Board Member Also Present: Arlita Hallam Quality of Life Administrator/Library Director Julie Lewis Library Foundation Vivien Ingersoll Library Staff Susan Hackett Board Reporter Absent: Judy Melges Vice Chair vacant Board Member The Chair called the meeting to order at 10:35 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 ITEM #2 – Approval of Minutes Member Merriam moved to approve the minutes of the regular meeting of December 18, 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 Beach Library Grand Opening Quality of Life Administrator/Library Director Arlita Hallam reported the beach library opened on Monday, January 4, 1999, with a good turnout. The library has been very busy since re-opening in its new location. Main Library Update Dr. Hallam distributed a main library space allocations report indicating the amenities that would be deleted from the proposal for a new main library if the size was reduced from 112,051 square feet to 90 000 square feet, or to 70,000 square feet, or to 55,000 square feet. Dr. Hallam and the architect will propose two options: a building of 73,000 square feet connected to Harborview Center using its meeting rooms, and a stand alone building of 90,000 square feet with a meeting room for 100 people. Estimated cost for construction and furnishings is estimated at $205 per square foot. Dr. Hallam explained the difference in what would be considered furnishings and equipment covered within the construction cost from that which would be considered enhancements at additional cost. Parking lot costs will be included in the total package presentation, however those costs would not be part of the actual library construction costs. Concerns were expressed for both the interruption of service if a new library was to be built on the existing site causing a temporary move, as well as the limited possibility of future expansion due to the additional expense that would need to be added to construction costs at this time. Sketches are being prepared for a charette on February 5 at which architects and planners determine where things go in the new building and how they might possibly tie together with Harborview Center. At this time Dr. Hallam was called out of the meeting. ITEM #4 – Collection Development: Vivien Ingersoll Collection Development Librarian Vivien Ingersoll presented the criteria and procedures for selecting materials for the library system. Mrs. Ingersoll took the Board through the process using a few examples of recent requests. To illustrate the difficulty is selecting the right materials, Mrs. Ingersoll asked the Board to provide their individual input on whether to select a certain book from an advertisement and how many copies to purchase. ITEM #5 – Unfinished Business - None ITEM #6 – New Business Member Dunn moved to change the number of monthly Board meetings from nine to twelve so that the Board meets year-round. The motion was duly seconded. It was noted that the motion should include an increase in the number of absences allowed. Chair Morris read the statement in the Code of Ordinances concerning the number of meetings of the Library Board. It was suggested that Dr. Hallam’s input would be helpful. Member Garte moved to table the motion on the floor until next month’s meeting. The motion was duly seconded and carried unanimously. ITEM #7 – Reports Foundation Library Foundation Member Julie Lewis reminded the Board of the Cognoscenti Auction on February 8, 1999, at Harborview Center. Friends Chair Morris reported reservations are being accepted for the Winter Luncheon on January 30, 1999, at Cove Cay Country Club. ITEM #8 – Board Comments Mr. Raffaniello commented on the ambiance of the area he recently visited surrounding the Selby Library in Sarasota. ITEM # 9 – Adjournment The meeting was adjourned at 11:50 a.m.