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09/17/2004LIBRARY ADVISORY BOARD MEETING CITY OF CLEARWATER September 17, 2004 Present: Jan Regulski Chair Frederick Dunn Vice-Chair Judy Melges Board Member Glenn Garte Board Member Katherine Merriam Board Member Manoj Shewa Board Member Absent: Vacant Seat Board Member Also Present: John Szabo Library Director Laurel Gustafson Assistant Library Director Holly Ausanio Administrative Analyst Chair Jan Regulski 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 a) Introduction of New Board Member – Manoj Haresh Shewa ITEM #2 – Minutes Member Merriam moved to approve the minutes as submitted. Vice-Chair Dunn moved to approve the minutes of the May meeting as submitted. The motion was duly seconded and carried unanimously. ITEM #3 – Library Director’s Report Library Director John Szabo stated the last few weeks have been very busy with hurricane preparedness. The City’s EOCC consists of police, fire, city management and department directors. All employees are required to phone in to a special emergency number for updates regarding facility closures and where to report after an emergency. The Library has a disaster recovery team and there is also an agreement with a company to come within 48 hours to handle moisture control and other issues. In preparation for the storms, the Beach Library was boarded up during hurricanes Frances and Ivan. At the East Library, the skylight was closed and storm shutters lowered. Main Library is rated to withstand category 3 hurricane winds – up to 130 mph – including the curtainwall glass, which is shatterproof and very strong. Responding to questions, Mr. Szabo stated there are backup generators at certain City facilities, including Main Library. The Main Library has been considered as a possible ride-it-out location for first responders such as police, fire, paramedics, solid waste and public works. Main Library Mr. Szabo stated the Main Library has been very busy over the summer, and provided the following statistics for comparison: May-August ‘03 May-August ‘04 Circulation 69,216 131,725 New Registrations 684 3,002 Door count 51,821 124,468 Fines collected $5,029.64 $9,839.25 Non-resident cards $2,400 $8,000 There are still some construction issues being addressed. Although the south elevator is critical to have, some patrons are bypassing the north end of the building, including the café and galleries. Additional promotion of the café and galleries will be put in place at the south end of the building. Remote Book Return The book return is constructed with the same custom materials as those on the Library. There is also a pedestrian book return on the southeast wall of the building. In response to a question raised concerning the ability to drop a bomb into a book drop attached to a building, Mr. Szabo stated the building code requires the collection area for all bookdrops be located in an enclosed room to minimize damage from fire, etc. Joffrey’s Café Mr. Szabo stated the Café is doing well. A formal grand opening was held during the summer, and many positive comments have been received. The Jolley Trolley has agreed to advertise the Library and Joffrey’s Café for free. Parking Issues and Solutions Parking needs are being addressed with the following four solutions: 1) The Stein Mart lease states that the entire parking lot is for both Stein Mart and the Library – signs have been changed to read “Library/Stein Mart” parking and “Stein Mart/Library” parking. 2) A golf cart has been purchased. Volunteers are being recruited to serve as drivers. They must have a valid driver’s license and receive special training. In response to a question, Mr. Szabo stated the golf cart was paid for from the FF&E budget of the Main Library project. 3) The City has a lease for 20 spaces at $2/year in the AmSouth Bank parking lot across from the Library’s main entrance. The spaces are striped and marked as library parking. Signs will be installed. 4) A lease with Colliers Arnold is in process for 72 spaces in the corner lot of Osceola Avenue and Drew Street. This cost will come from General Fund retained earnings and the lease can be canceled with 30 days notice. In response to a concern regarding handicap parking, Mr. Szabo stated it does meet ADA requirements. FY 04/05 Budget The Library Director stated the Council passed 2nd reading of the budget ordinance last night. The Library’s budget is $5.8 million, which is an increase due to a full year of Main Library operating costs. The Beach Library was funded in the budget and Council approved a new 5-year lease at Pelican Walk. The space is on the second floor and is slightly larger. The owner is required to reinforce the floor to support the floor load requirements. Citizens have continually let management and Council know the importance of the Beach library. In response to a question regarding ADA requirements, Mr. Szabo stated the plaza has two elevators, one in the middle of the building and one at the north end. The due date for completion of the floor load construction is January 18. This will be followed by City renovations at a cost of $50,000. Much of the Burger King equipment is still there, including the counter which will be kept and used as the checkout desk. Operating Budget The Library’s operating budget is $5.8 million, which includes materials purchases. The materials funds are transferred to a capital code at the start of the new fiscal year. In response to a question, Mr. Szabo stated funds cannot be transferred from other codes to materials. Discussion ensued regarding other funding sources to enhance the materials budget. Member Melges stated the Library Foundation provides several thousand dollars each year. Mr. Szabo indicated that he would be requesting funds for purchasing materials from the Friends of the Library. The Friends currently fund staff scholarships, youth programs, a newsletter, etc. CIP/Materials Budget In the past, the Library’s CIP budget was primarily focused on Library construction projects; now it is exclusively materials since the two library projects are complete Mr. Szabo discussed the decrease in the materials budget and answered questions. Old North Greenwood Branch Library – Lease The old North Greenwood Library has been completely vacated and prepared for a new tenant. Council approved a lease for Le’azon Technologies, a nonprofit organization that does workforce development training, which is supported by the North Greenwood neighborhood. The lease is for five years, requires performance measures by the tenant, and the tenant is entirely responsible for maintenance. They expect to move in around the beginning of the year; they are currently going through a rezoning process. The Library will remain as the City’s liaison for the property. Beach Branch Library – Shift in Hours of Operation The Beach Library, in response to community requests, is now open on Thursdays from 11 AM until 7 PM. Staff adjusted their schedules to accommodate the new hours, so there is no additional cost. Susan Doel Retirement Susan did an outstanding job for the library for 33 years, and a wonderful job preparing for her departure. Holly Ausanio will assume most of the duties. ITEM #4 – Unfinished Business - none ITEM #5 – New Business Board Member Applicants/Current and Upcoming Vacancies Chair Regulski urged members to recruit people to submit applications to volunteer as board members, stating there will soon be three vacancies. Mr. Szabo reviewed Board terms and upcoming vacancies. ITEM #6 - Reports a) Foundation Executive Director Judy Melges stated the Foundation is hosting a wine tasting and hors d’oeuvres fundraiser at the Fresh Market on October 5. Also, a Jazz Holiday celebration will be held on the west terrace at Main Library with Bonefish providing hors d’oeuvres and a cash bar. Brighthouse Network will have several Trinitron screens positioned in the park, and there will be fireworks at the end of the evening. Proceeds from both events go toward the capital campaign commitment, of which approximately $2 million remains to be raised. b) Friends – No report this month ITEM #7 - Board Comments Chair Regulski stated a memorial service, at which Laurel Gustafson and Judy Melges spoke, was held at Countryside Library for Howard Adler. She received an Invitation regarding the Citizens Academy program; Library Director John Szabo stated the program was started a couple years ago and is modeled on Leadership Pinellas/Florida/America programs. 30-35 citizens are selected to attend the program purposed to familiarize and educate citizens in government. Ms. Regulski noted she has received comments about cleanliness in certain areas of the library. Mr. Szabo noted custodial services are still being fine-tuned regarding allocating staff to specific areas of the building. Although Turner Construction no longer has a physical presence onsite, the Library is working with them on punchlist issues that still need to be rectified. Chair Regulski stated she will not be in attendance at the October meeting. Vice-Chair Dunn will chair the meeting. Member Dunn presented plaque to Member Melges with thanks for her dedicated service to the Board. Member Merriam expressed concern that handicap parking is on the west side of the building, but the electronic doors are the farthest away. Mr. Szabo responded that to power the doors elsewhere, a pole would have been needed which would have been a potential hazard to patrons. The handicap access doors are in the same location as the bookdrop. Signs will be installed directing people to the handicap entrance. Member Manoj Shewa provided his email address and stated he is honored to be part of the Board. ITEM #8 – Adjournment The meeting was adjourned at 11:50 a.m.