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09/17/1999LIBRARY ADVISORY BOARD MEETING CITY OF CLEARWATER September 17, 1999 Present: Tom Leavy Vice Chair Christine Morris Board Member Katherine Merriam Board Member Estelle Dunn Board Member Jill Perrino Board Member Glenn Garte Board Member William Raffaniello Board Member Also Present: Arlita Hallam Quality of Life Administrator John Szabo Asst. Library Director Juliet Lewis Foundation Executive Director Susan Hackett Administrative Analyst Absent: Judy Melges Chair Howard Adler Board Member In the absence of incoming Chair, Judy Melges, the outgoing Chair, Christine Morris, 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 ITEM #2 – Approval of Minutes Member Katherine Merriam moved to approve the minutes of the regular meeting of May 21, 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 Budget Update Quality of Life Administrator Arlita Hallam reported the budget is not yet final until the last public budget hearing on September 28, 1999, at 6:00 p.m. To date the Library Department has lost five positions, two of which have been relocated to other City Departments, and three positions which were vacant. The materials budget remained intact through the budget process. Board members commented on the budget cuts and tax and fee increases next year. Main Library Update Dr. Hallam distributed cost and revenue estimates on the possible purchase and renovation of Calvary Baptist Church for a Main Library, should that property be available and engineering reports favorable. Foundation Executive Director Juliet Lewis commented that the Foundation Board of Directors supports in principle the Calvary Baptist Church site, if engineering reports are favorable. Dr. Hallam noted that parking could be provided from other funding sources. Board members gave favorable comments for this site. Depending on the responses by developers to an RFDQ recently released, other options for a Main Library on the bluff may be available. ITEM #4 – Unfinished Business Meeting Room Policy/Application Dr. Hallam reviewed a draft meeting room policy distributed earlier to the Board for review. The policy addresses charging private and commercial users for meeting room use effective October 1, 1999. Member Glenn Garte moved to accept the revised meeting room policy as presented. The motion was duly seconded and carried unanimously. The policy will be forwarded to the City Manager for his signature. Reduce Board Membership from 9 to 7 Board members discussed the pros and cons of reducing the Board membership from 9 to 7 with term expirations at the end of this year. Member Garte moved to table discussion of this item. The motion was duly seconded and carried unanimously. ITEM #5 – New Business Gift for Outgoing Chair In the absence of Chair Judy Melges, Vice Chair Tom Leavy presented a gift book plaque with clock to Christine Morris for her two years as Chair of the Library Advisory Board. North Greenwood Library Dr. Hallam reported the North Greenwood Library grant was ranked eighth out of fifteen for approximately $400,000. Dr. Hallam also discussed a recent break-in at the North Greenwood Library facility which resulted in two broken window panes but no apparent theft of property. New Computer System Dr. Hallam noted the Library will have a new computer system, Polaris, which is Y2K compliant. ITEM #6 – Reports Foundation Foundation Member Lewis reported a Cognoscenti Golf Tournament with dinner has replaced the Cognoscenti Auction. The Foundation will also have a website trading antique books on the internet. The Foundation will begin publishing the Library calendar. In addition, the Foundation will contribute $5,000 to Youth Services for Family Read 2000, and $5,000 for the visiting artists program. A workstation for multiple disabilities funded by the Foundation will soon be installed at Main Library on the second floor. In addition, a bookdrop was purchased for the Beach Library. A membership drive will be conducted in October for one week. The Foundation will also be a United Way recipient (not an agency) so that employee deductions to United Way may be designated (write-in) to the Foundation. Friends No report. ITEM #7 – Board Comments No comments. ITEM #8 – Adjournment The meeting was adjourned at 12:00 p.m.