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03/19/1999LIBRARY ADVISORY BOARD MEETING CITY OF CLEARWATER March 19, 1999 Present: Christine Morris Chair Judy Melges Vice Chair Tom Leavy Board Member Howard Adler Board Member Glenn Garte Board Member Katherine Merriam Board Member Estelle Dunn Board Member William Raffaniello Board Member Also Present: Arlita Hallam Quality of Life Administrator Julie Lewis Library Foundation Susan Hackett Board Reporter Absent: Jill Perrino 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 February 19, 1999, 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 “Library Talk” Video Quality of Life Administrator/Library Director Arlita Hallam reported the video “Library Talk” scheduled to be presented today was left at home. The presentation will be rescheduled for next month’s agenda. ICMA – IQ Reports Dr. Hallam is preparing a 60-page report for the International City Manager’s Association on the role of public libraries in the 21st century. The deadline for the report is in August. Dr. Hallam will share the report with the Board when completed. ITEM #4 – Unfinished Business Joint Use Library w/SPJC Dr. Hallam reported a joint use library facility with St. Petersburg Junior College/Clearwater Campus is still in the Junior College’s budget. The proposal has been submitted to the legislature. The City of Clearwater is in favor of the plan and is sending that message to legislators. If it is not approved, there is a possibility the East Library could move to the Clearwater Mall location if the existing East Library facility is sold to eager buyers. Member Garte stated he is a strong proponent for a mall location. Year-round Monthly Meetings Dr. Hallam reported that important matters happen during the summer months when the Library Board usually adjourns. References were made to the City Ordinance regarding the Library Advisory Board’s responsibilities and meeting requirement. Comments included: 1) no change should take place until three new members are appointed at the end of the year, 2) information could be distributed to the Board by mail with a proxy vote on issues, and 3) an executive committee should be appointed at the May meeting to handle summer issues. Mrs. Dunn withdrew her original motion to hold year-round meetings made at the January Board meeting. North Greenwood Grant Dr. Hallam showed designs for the proposed North Greenwood Library. The community is asking for a “Caribbean” design to the structure. Member Adler suggested the new Main Library should also have a “Caribbean” look. Discussion ensued on the need, according to the community, to keep a separate library facility in the North Greenwood area. Should a favorable grant response be received from the State, the City will contribute $500,000 in matching funds and $100,000 is available from the Cooperative for a total project cost of $1.1 million. Main Library Location Dr. Hallam reported the site being most seriously considered at the present time is the current library site. A public referendum will be necessary to borrow money to begin the project. The issue to allow construction to go beyond the 28-ft. line could also be placed on the same referendum. Dr. Hallam distributed a Main Library cost analysis. The Foundation will meet next week to determine whether they want to take on furnishings through community contributions. Library Foundation Member Julie Lewis asked the Board’s feeling about two issues: 1) build a 73,000 square foot building where the Foundation’s capital campaign funds would serve as enhancements, or 2) build a 90,000 square foot building where the Foundation’s capital campaign funds would serve to purchase basic furnishings and equipment. Board members present voted seven in favor of a 90,000 sq.ft. building, and one in favor of a 73,000 sq.ft. building. Automation Upgrade – Polaris The Library has purchased a new automation system, Polaris, funded by the Cooperative. ITEM #5 – New Business Dr. Hallam reported an $11,000 grant from the Cooperative has been approved and will reimburse the Library’s operating budget for moving expenses to the new Beach Library location. ITEM #6 – Reports Foundation Mrs. Lewis’ report was included above in the Main Library discussion. Friends Member Melges reported the President’s Reception and Volunteer Recognition Tea and Annual Meeting of the Friends would be held at the East Library on Sunday, April 18th, 2:00 – 4:00 p.m. The Friends will begin accepting applications and scheduling interviews in May for the Friends Scholarship program. ITEM #7 – Board Comments Board members were reminded of the Advisory Board Dinner on April 8th. Chair Morris reminded Board members to pay their 1999 Friends dues, and thanked those who have already paid. ITEM #8 – Adjournment The meeting was adjourned at 12:10 p.m.