James Johnson, Jr., Chair
900 North Ashley Drive
Tampa, Florida 33602
James Martin, Jr., Vice-Chair
William Scheuerle, Secretary
Phone: (813) 273-3660
Fax: (813) 273-3707
Tampa-Hillsborough Public Library Board
MINUTES FROM THE DECEMBER 3, 1998 PUBLIC LIBRARY BOARD MEETING
WEST GATE REGIONAL LIBRARY, 4-6PM
Joe Stines, Director
David Wullschleger, Chief of Operations
Suzy George, Facilities Officer
Sheryl Herold, Accountant II,
Jeannie Fletcher, Administrative Assistant
Linda Gillon, Manager of Staff & Administrative Support
CALL TO ORDER:
Chairman Linda Arnold called the meeting to order at 4:10pm
In the absence of the Secretary, Linda Arnold called the roll.
Library Board Members Present:
Linda Arnold, Helen Swisshelm
Kay O'Rourke, Nancy Crippen
Sandra Cameron, Elizabeth Blue
Library Board Excused:
Library Board Absent:
Fred Hearns, Dora Reeder
APPROVAL OF THE OCTOBER 22, 1998 MINUTES
Linda Arnold asked for additions and/or corrections of the October 22, 1998 minutes. As there were none, they were approved as written.
PRESENTATIONS FROM THE PUBLIC/SPECIAL GUESTS:
"MAINTENANCE OVERVIEW" (David Wullschleger, Suzy George and Sheryl Herold)
Sheryl Herold distributed budget sheets entitled "Other/Misc. Professional Services" and "Building Maintenance." Major contracts for each were listed on the back. David Wullschleger said the sheets were intended to show how the Library spends money on maintenance. The total figure for FY 98 was $400,552. He said the $264,240 under Capital Projects included big-ticket maintenance projects managed by Facilities and Architectural Services. This figure reflects the 2% set aside for major maintenance projects.
Helen Swisshelm asked David to define "Capital Projects." David responded that they include major maintenance items that need professional oversight. Examples include things like lighting retrofits and ADA projects.
Josie Gracia asked if Ruskin's roof came out of Capital Projects. Joe said the roof was a separately funded item. Capital Projects are controlled by Don Harwig, Director of Facilities; however, Tampa-Hillsborough County Public Library (THPL) staff worked directly with him to offer input.
Catherine Bartolotti asked if the $400,552 building maintenance budget balance included encumbrances. David Wullschleger said it did not. Catherine suggested that it would be helpful to see what is already encumbered. Catherine said the balance was deceiving because part of the money is committed.
Elizabeth Blue asked how the maintenance budget went from $627,529 in FY98 to a budget of $285,000 in FY99. David said over half of the $627,529 figure was special capital projects.
Sandra Cameron asked why Brandon's fascia has not been repaired. Suzy George responded that the original bid for the job was too high. The County is now looking for another contractor. David said the money would come out of the $285,000 budgeted for FY99. Joe said maintenance money to eradicate the mold and mildew at Northwest and Thonotosassa will also come out of this figure.
David Wullschleger called attention to several major maintenance contracts, included under the 046 object code that will also be funded from the $285,000 maintenance budget for FY99. They included:
- High Tech Elevator: maintains elevators in all libraries; managed by Facilities; FY98 cost was $9,984
- Trane A/C: maintains air-conditioning system at the John F. Germany Public Library; cost is split between Facilities and THPL; FY98 cost for THPL was $6990.
- Architectural Fountains: maintains John F. Germany Public Libraryfountains; managed by Tampa-Hillsborough County Public Library (THPL); FY98 cost was $3,600.
- Mitco Water Lab: tests water in libraries that have wells; managed by Facilities; FY98 cost was $1,260.
- Greenturf Landcare: maintains library grounds; managed by Facilities; FY98 cost was $48,540.
- Florida Office Machines: countywide contract to manage office machines, faxes, etc.; FY98 cost was $3,340.
- RACOM: maintains microfilm reader/printers: managed by THPL; FY98 cost was $4,700.
- East Bay Sanitation: takes care of trash collection for all sites; managed by Solid Waste Dept.; FY98 cost was $8,080.
- DYNIX Modification 5: major contract to maintain library computer system; $120,000 per year.
Helen Swisshelm asked what Greenturf Landcare does for the library system. David responded that they mow the lawn, trim the bushes and handle basic lawn maintenance; special projects are handled separately and are paid for out of the maintenance budget.
David went on to discuss several major contracts listed under sub-object codes 3199 & 3499. He noted that this budget item ran over by $60,000 this year:
- Moses & Wourman: handles routine cleaning at College Hill; this is a contract awarded to a minority, inter-city business; managed by Facilities; FY98 cost was $8,094.
- Grosvenor Building Services: handles cleaning at all other locations; managed by Facilities; FY98 cost was $269,400.
- City of Tampa Recreation Center: pays for cost of puppet shows outside the city; managed by THPL; FY98 cost was $10,000.
- ADT Security: provides security monitoring at the John F. Germany Public Library; managed by THPL; FY98 cost was $1,175.
- Certified Security: provides security guard service at all other locations; managed by the County's Public Safety Dept.; FY98 cost was $144,000.
- Pest Control: provides pest control at all locations; managed by THPL; FY98 cost was $2,616.
- Solinet Cataloging: a professional service provided by the Southeastern Library Network which gives access to the OCLC, a bibliographic database used to catalog books and offers many useful workshops; managed by THPL; FY98 cost was $40,000.
- Environment Science: a one-time contract to do an air-quality study at the Northwest Regional Library; managed by Facilities; FY98 cost was $20,000.
- Sonitrol Security: a security system monitoring service used for College Hill, North Tampa, Port Tampa City, Seminole, West Tampa, 78th St. Community Library and New Tampa Regional Library; FY98 cost was $10,000.
- Rochester Midland: provides chemicals to sanitize toilet facilities; managed by THPL; FY98 cost was $6,608.
Helen Swisshelm asked about the FY99 budgeted amount of $199,000 for "Small Tools & Equipment." David said "Small Tools & Equipment" includes items costing less than $750 such as chairs, computer monitors, etc. Catherine Bartolotti noted that the amount budgeted for FY99 is less than that for FY98. Joe explained that the planned openings of the Port Tampa City Library and Seffner/Mango Library in FY98 would explain the larger expenditure. The purchase of computer monitors accounted for the largest percentage of this figure.
Helen Swisshelm asked if "Miscellaneous Professional Services," "Building Maintenance," "Small Tools & Equipment," and "Indirect Costs" would be the four main categories under maintenance. Joe said "yes." An Indirect Cost is money paid for services provided by another county agency such as Human Resources, Information & Technology Services, the County Attorney's Office, etc.
Catherine Bartolotti asked how Indirect Costs are calculated. Joe responded said it would depend on what service is being provided. Square footage is the measure being used currently; however, the County is looking toward a more efficient system. He said the $705,333 for Indirect Costs was paid in the middle of the year.
Joe distributed and reviewed the Facilities Maintenance Status Report for FY98 saying that it summarizes the maintenance work done in each branch throughout the year. The report is stored in a database and can be printed out branch by branch.
Helen Swisshelm thanked David, Sheryl and Suzy for their report.
- Planning Committee:
- Long-Range Plan - Sandra Cameron said the Long-Range Planning Taskforce met on October 27th, 1998 to begin preparation of a plan for years 2001-2006. The meeting was a "getting to know you" session. Materials were distributed and the next meeting was scheduled for January 19, 1999, 7:30 a.m. in the John F. Germany Public LibraryAuditorium.
Josie Gracia asked if anything had been done about getting more minority representation. Joe Stines responded that names are being considered.
West Tampa Branch Library - Joe Stines said he, Dora Reeder and Fred Hearns met with the Urban League. All parties are still very enthusiastic about the possibility of a partnership. It is recognized that the area still needs a freestanding branch library, however. A full building analysis will be available in January. The general consensus is that the building can be saved; however, renovations might take as much as two years. All options are being kept open.
- Budget Committee:
Helen Swisshelm reported that the Budget Committee of the Library Board had a Budget Kick-Off for the 2000-2001 budget at 3:00pm, prior to the Library Board meeting. The committee reviewed the Budget Timeline (see attachment) and added several meetings. They also reviewed the worksheets that will be used by Site Coordinators to provide input into the budget. Each agency will respond to facilities, personnel, collections and automated services checklists. The new Decision Unit sheets were also discussed. This year's budget will be based on measurable performance statistics. This is a change from previous years and will require training for those filling out the sheets. Major issues for the new budget cycle include Indirect Costs, the Contingency Reserve Fund and the modernizing of cash collections.
- Public Art:
Helen Swisshelm said she had visited Susan Gott's studio and was fascinated by the glass artwork she is doing. The benches for the new Port Tampa City Library should be beautiful. They will be installed sometime in the next two months.
Monthly Statistics: The drop in monthly stats for October will be researched. Computer problems are the suspected cause.
West Gate Regional Library: A pre-construction meeting with the contractor will be held 12/4/98 with Mike Kelly, the Director of Real Estate, in attendance. The work should be completed in mid-February.
Riverview Carpet/Lighting: The lighting retrofit and carpet replacement will be completed by late January, 1999. It will be necessary to close the branch for 8-10 days.
Ruskin Library: Ruskin will be getting a new look. Refurbishment will begin in April, 1999. The branch will get new carpeting and lighting improvements. Shelf space will be maximized and furniture placement will be re-designed.
Internet News: The Internet issue is alive and well! A federal court ruled that it is unconstitutional for Louden County Virginia Public Library to filter, siting that the product in use was overly restrictive. The initial reaction of Assistant County Attorney David Barberie is that the ruling will not affect THPL because the filter approved by the Library Board and BOCC is very flexible. Nevertheless, the door for discussions has been re-opened. Mr. Barberie will conduct a "mini-workshop" on this issue at the January 28, 1999 Library Board meeting.
Volunteer News: 217 volunteers contributed 9,703 hours in FY98 allowing us to expand and improve service to our customers. This is truly a valuable and greatly appreciated workforce!
Intellectual Freedom Award: Jan Platt will receive an Intellectual Freedom Award at the mid-winter conference of the American Library Association. Joe will attend the ceremony with her in January.
The 1999 Library Calendar was approved with one change.
The meeting was adjourned at 6:00pm
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