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, 2001 PUBLIC LIBRARY BOARD MEETING
JOHN F. GERMANY PUBLIC LIBRARY, 4-6pm

CALL TO ORDER:

Chairman William Scheuerle called the meeting to order at 4:05pm

The order of the agenda was changed as follows: Roll Call, approval of the October 25 minutes, presentations from the public on any subject not dealing with unfinished business. The Upper Tampa Bay site is unfinished business. Committee reports, unfinished business, approval of the Special Call Meeting minutes of August 30, 2001. Discussion of the Upper Tampa Bay site.

Dr. Scheuerle stated that there was a sign up sheet for anyone wishing to address the Board regarding the Upper Tampa Bay site. In the discussion of the Upper Tampa Bay site the Board first heard from Deputy County Administrator, Pat Bean; Mike Kelly, Real Estate Department, and then opened the floor to the public. This included the developers. The remainder of the agenda was followed. Laura Vickers made the motion to accept the change in the order of the agenda Mary Sherman seconded. Motion passed unanimously.

The Secretary, Kay O'Rourke, called the roll.

ROLL CALL AND ATTENDANCE OF STAFF & SPECIAL GUESTS:

Library Board Members Present: William Scheuerle, Helen Swisshelm Sandra Cameron, Kay O'Rourke Anniece Ross, Mary Sherman Alma Hires, Margaret Fisher Laura Vickers

Library Board Excused: Dora Reeder Library Board Absent: Mary Silver

Library Staff Present: Joe Stines, Director of Libraries David Wullschleger, Manager Operations & Technology	Jackie Zebos, Administrative Librarian Barbara Marquette, Administrative Assistant

Special Guests: Pat Bean, Deputy County Administrator Linda Davidson, Assistant County Attorney Susan Fernandez, Assistant County Attorney Mike Kelly, Director, Real Estate Tony Leto, Real Estate Swati Bose, Architectural Services Israel Grajales, Architectural Services

Members of the Public: Maureen Gauzza, Kim Mirente Bill Bishop, Brian Sewell, Andrew Lynn

APPROVAL OF THE OCTOBER 25, 2001 MINUTES

Helen Swisshelm made the motion to accept the minutes. Sandra Cameron seconded. Motion passed unanimously.

CHAIRMAN'S REPORT

None.

PRESENTATIONS FROM THE PUBLIC/SPECIAL GUESTS:

None.

COMMITTEE REPORTS:

PLANNING COMMITTEE:

None.

BUDGET COMMITTEE:

Chair Helen Swisshelm reported that the committee met on November 13, 2001 with the entire committee present. Eric Johnson, Director of Management and Budget, made a presentation to the committee. The primary focus of the meeting was an orientation for new members of the committee. Ms. Swisshelm stated that there could be a possibility that the Library Board would have to borrow funds for the new libraries and their operation. Mr. Johnson stated that the projections showed this would not be necessary. The funding may be there from ad valorem taxes. He felt that the library was in good standing for state funding. Mr. Stines stated that he expects some cuts in state aid, however he did not feel that they would be dramatic. Library Services uses the state aid as a grant and applies these funds to the book budget.

The Budget Committee determined that they had five tasks: (1) Assist in preparing the budget submission, (2) review of FY 03 budget, (3) review of the monthly budget, (4) determine what expenditures could be eliminated if necessary, and (5) personnel costs. Ms. Swisshelm asked Mr. Stines to elaborate on personnel costs. Mr. Stines stated that during the last budget cycle the committee reviewed personnel costs for possible long-term savings. He feels that Library Services is moving into a situation where it will not need the same type of classifications that are currently in the system. Library Services and the Budget Committee will compare the current personnel budget with other libraries in Florida, such as Jacksonville, which is similar in size. This would be in lieu of eliminating positions but looking at the levels to determine if we can be more efficient and cost effective in the numbers and levels of positions that we have.

The next Budget Committee meeting is scheduled for December 17th at the Keel Regional Library at 10:00 a.m.

POLICIES & BYLAWS COMMITTEE:

Chair, Anniece Ross reported that the committee met prior to the Board meeting and reviewed the Bylaws that were approved last April for the Board's consideration in January. A draft of the procedure for Permission to Serve Alcohol was distributed to committee members for review at the January meeting. Committee members will be reviewing sections of the Bylaws at the Board meetings. The Committee requested that staff review the Policies format for uniformity. The next meeting is January 24th at the West Gate Regional Library at 2:30 p.m.

In the interest of time, Article III Duties, Sections A and B of the Bylaws would be reviewed at the next meeting.

Mrs. Cameron asked Assistant County Attorney, Linda Davidson, whether communication between Board members was in violation of the Sunshine Law. Ms. Davidson advised Board members that generally e-mail would be regarded as a conversation and/or a meeting and subject to the Sunshine Law.

Ms. Cameron asked whether Board action was necessary on the Library's Policy "Validation of Parking at the Poe Parking Garage." Mr. Stines stated that this was to make the Board aware of how the Library fits into the County's policy on reimbursement for parking. The Library Board members are considered volunteers just as the Friends of the Library and many other groups are. Ms. Ross stated that the Policies and Bylaws Committee had reviewed the document.

Ms. Cameron then asked, "What is the annual cost for volunteer parking?" Mr. Stines stated that he would get the information from the Library's Accountant.

INTERNET USE SUBCOMMITTEE:

None.

SCHEDULING ADHOC COMMITTEE:

None.

PUBLIC ART:

None.

UNFINISHED BUSINESS:

Approval of the Special Call meeting minutes of August 30, 2001. Ms. Cameron made the motion to approve the minutes. Ms. Fisher seconded the motion. Ms. Ross asked whether the source of the names was from the sign-in sheet. Mr. Stines stated that it was transcribed from the tape and that the sign in sheets verified spelling. The motion passed unanimously.

The November 5, 2001 Special Call meeting minutes were distributed to the Board and will be put on the January agenda for approval.

Upper Tampa Bay Site

Dr. Scheuerle introduced Deputy County Administrator, Pat Bean. Ms. Bean stated that Commissioner Norman requested she make this presentation to the Library Board explaining why their recommendation was being deferred to the December 19th BOCC meeting. Ms. Bean stated that the Library Board had a meeting on November 5, 2001 during which it reached a decision to recommend a site for the Upper Tampa Bay Library. That recommendation was forwarded the Board of County Commissioners for their consideration. It was believed that this recommendation would be on the November 7th BOCC agenda. During the Agenda Review meeting, County Administrator Dan Kleman determined that since the Library Board had not yet made its final decision, it would place the BOCC in an awkward position since they would not have received all of the information related to the decision in a timely manner. There were residents from the Upper Tampa Bay community who came to that BOCC meeting and who spoke to the Commissioners.

At the conclusion of some discussion by a citizen representing that part of the County, the Commissioners made the decision to have staff meet with the Friends of the Upper Tampa Bay Library. A meeting was scheduled for the following week. Copies of all the documents that had been distributed to the Library Board were given to the Friends of the Upper Tampa Bay Library. New information was brought out at that meeting and further research was done. As a result of that research it was deemed necessary to ask the Library Board to hear the additional information and make the decision whether to stand with the original decision or whether the new information would be persuasive enough to change their decision.

Mike Kelly, Director of Real Estate, presented the new information to the Library Board and the audience.

Site One

There is a possibility that this property may be removed or de-annexed from the Westchase Community Development District (CDD). Mr. Kelly spoke to the attorney who represents the CDD and she indicated that there was a discussion at the CDD Board meeting and that this may be a possibility. One of the main issues of concern on the Countryway Site is the annual operating and maintenance cost, which is approximately $62,000. If the property can be de-annexed, then the $62,000 annual fees would no longer apply. This will be on the CDD Board's meeting agenda scheduled for December 4th. The Real Estate Department has amended the real estate contract with the developer making this a condition prior to closing. If the de-annexation were achieved, it would take approximately ninety days. And the library parcel would no longer be subject to those costs. If the de-annexation process were not successful the contract would be cancelled.

Dr. Scheuerle stated that the CDD cost referred only to the $62,000 annual cost and not to the $234,000 debt service.

Ms. Swisshelm asked what the de-annexation process was. Susan Fernandez, Assistant County Attorney, stated that it is an ordinance amendment. The Community Development District was created by the adoption of an ordinance by the Board of County Commissioners. The Board of County Commissioners would vote on the CDD Board's recommendation.

Dr. Scheuerle asked whether there would have to be a public meeting. Ms. Fernandez stated that there would be a public meeting of the residents.

Mr. Kelly continued that the contract date has been extended to March 30, 2002, which would provide time to go through this process. Access to the site is another of the Library Board's concerns. The proposed access at this point is under the power lines. The Real Estate Department would propose, during this same time period, to work with the developer of the adjoining property, Bill Bishop, to see if access could be improved.

Site Two

One of the issues that came up at an earlier meeting was the Homeowner's Assessment fee approximately $2,800 and at that meeting the developer represented that he would remove that cost. The Real Estate Department has amended the contract.

Site Three

Mr. Kelly stated that in the interest of time he would let the developer clarify the location of the site when the developers made their presentations to the Board.

Dr. Scheuerle asked for questions from the Board members. Ms. Cameron asked Mr. Kelly how likely he thought the de-annexation was. Mr. Kelly stated that he could not comment since he has never been involved in a de-annexation process. Ms. Cameron then asked how long it would be before the BOCC approved the process if the CDD approved it and how is the difference going to be paid. Ms. Bean stated that the question had been asked of the CDD Board. Staff is concerned that they would not seriously consider the process since someone else would have to pay this money. If the parcel is de-annexed there would be no requirement for any services to that parcel so it would be possible that there would be no other costs to be born other than those that would be on the common areas. It would probably be less than the $62,000 and would have to be distributed across the remainder of the owners who pay CDD charges. It is Ms. Bean's understanding that there have been other de-annexation proposals of this sort brought before the BOCC. She also stated that the Board of County Commissioners would not consider any recommendations from the Library Board until December 19th.

Ms. O'Rourke asked whether the de-annexation process was an annual event. Mr. Kelly replied that if it were successful the cost would be removed permanently.

The following comparison sheet was distributed to the Board and the audience.

UPPER TAMPA BAY REGIONAL LIBRARY
SITE COMPARISON
12/03/01

CRITERIA	PARCEL 1-COUNTRYWAY	PARCEL 2-LYNMAR COMMERCE PARK	PARCEL 3-HIGHLAND PARK
CONTRACT STATUS	Contract Negotiated	Contract Negotiated	Contract to be Negotiated
LAND PRICE	Land: $700,000 CDD Debt Ser $234,000 Total: $934,000	$ 798,800	Potential Free Site
ANNUAL ASSESSMENT	$62,000 subject to de-annexation	None	None
ACCESS	Access drive from Countryway Blvd No direct access from Road	Access from Lynmar Blvd	Access from Highland Park Blvd?
VISIBILITY	Moderate	High	High ?
LAND SIZE	7.6 acres	4.2 acres	Building footprint 0.30 acres ?
PARKING	200 + spaces	200 + spaces	Shared parking ?
DESIGN	One story Will accommodate future expansion	One story Will accommodate future expansion	Two story and subject to developer's standards Will require 25,000sqft initial building ?
ZONING	In place	Minor modification required	Minor modification required ?
SITE DEVELOPMENT COSTS*	Estimated cost for traffic improvements, access drive, stormwater and utilities : $120,000 to $150,000	Estimated cost for stormwater, traffic improvements and utilities: $50,000 to $60,000	Estimated cost for stormwater, utilities and traffic improvements: Unknown.
PROJECT DEVELOPMENT TIMELINE	1. Negotiation for access/traffic improvements: 3-4 months 2. De-annexation process: 2-3 months	1. Zoning action: 2-3 months 2. Developer's engineering/site improvements: in place	1. Agreement with land owner: 3-4 months 2. Zoning action: 2-3 months 3. Developer's Engineering/Traffic analysis: Unknown 4. Developer's site improvements: Unknown
PROXIMITY TO THE EXISTING AUSTIN DAVIS LIBRARY	7.6 miles	7.0 miles	5.5 miles

* Note: Costs are preliminary and provided for comparison purposes only.

Mr. Stines stated that it would be up to the Legislature whether there would be funds available for construction grants. From his understanding, the current construction funds for West Tampa are safe. The State Library has agreed that we could submit our documents with one or two sites but one site would have to be locked in by the time the grant was awarded on July 1. All three of these sites would work within the grant timeline.

Dr. Scheuerle asked the Board if they had any other questions. There were none. He then asked the developers to limit their presentations to three minutes.

Parcel One - Brian Sewell stated that he had little to add. He deferred the question of who would pick up the cost if the site were deannexed to the residents that were present. Dr. Scheuerle stated that the residents had signed up to speak and would be heard later during the meeting.

Parcel Two - Andrew Lynn stated that the issue of these sites has become political. It seems that the site selected should be the one that makes the most sense for the library system. He hoped that the Board would look at the facts. He stated that the motions that the Friends of the Library have gone through to acquire the Upper Tampa Bay library have been fabulous. But there are many other communities that will be served by the Upper Tampa Bay library and they are not all as organized as the Westchase community and they don't have the numbers so they are perhaps not being heard. The Lynmar Site is a developed site, ready for building plans to be submitted. The other two sites require site engineering and studies. The Lynmar site has visibility and access and we are working on a secondary access from Countryway Blvd.

Ms. Swisshelm asked Mr. Lynn for examples of other industries that will be building in the Industrial Park. Mr. Lynn stated that he prefers not to say that the site is in an industrial park but on Race Track Rd. If you go pass the library site on Lynmar Blvd. you enter the industrial park. There are primarily distribution firms, light assembly. They are all clean industries. There are various companies, one assembles circuit boards, there are insurance companies; they all own their property and all have been built within the last two years.

Mr. Stines stated that he had made a visit during business hours so that he could see what the traffic was like. Mr. Lynn has described it very clearly. There are a lot of high tech companies. There is one large company there that has tractor trailer rigs. Mr. Stines estimated there were thirty to forty cars at the other businesses. Mr. Stines asked Mr. Lynn whether the park was built out. Mr. Lynn responded that the industrial buildings are in the back and the others closer to the library site are office/warehouse space.

Ms. Ross asked Mr. Lynn whether his expectation was to have a retail and residential development across from the library site. Mr. Lynn stated that he owns much of the land across the street and that he is developing single family lots, townhouses, and apartments. Directly across the street is a 40-acre parcel where he hopes to develop a town center. Ms. Ross asked, "since Mr. Lynn would have to include the right-of-way on both sides of Race Track Rd. would this enable the widening of Race Track Rd. prior to 2025 in the vicinity of the library?" Mr. Lynn stated that he is trying to accelerate the improvement to Race Track Rd. Through the development across the street, if the concept is approved, the developer will make sure that there are improvements to the intersection and to the road perhaps as far north as South Mobley and as far south as Linebaugh. All this depends on the other developments in the area agreeing to improve this road.

Parcel Three - Bill Bishop distributed drawings for the Board's review. Mr. Bishop stated that he would be willing to work with the Real Estate Department for access to the Countryway site. One of his site drawings showed three different locations that a library might occupy. The three sites include two destination vehicular sites, just like any retail site and any regional library site. Mr. Bishop is proposing an urbanist site development. The library site is in a very special location that would induce a great deal of interaction because of the unique confluence of land uses that immediately face the library. These would include the Ed Radice Park, Horses for the Handicapped facility, an athletic center, equestrian facilities, and a day care center.

Mr. Bishop then answered questions that were raised from the comparison sheet. Access from Highland Park Blvd. is correct. He stated that a two-story building is all that would make sense in this location. However, it would not need to be built in a 25,000-sq. ft. first phase. The building would be an L shape that could be built two stories at each phase. Mr. Bishop didn't think that minor zoning modifications were required. He stated that this site was specifically zoned for a regional library. The estimated costs for stormwater, utilities, and traffic improvements would be zero. All of the traffic engineering has been completed and approved by Hillsborough County. He knows what traffic improvements are required although he plans to make traffic improvements well in excess of what is required. Mr. Bishop would deliver to the County a fully developed site at no cost, which would include the extension of roadways, parking, underground utilities, stormwater treatment attenuation, with no CDD debt assessment or maintenance costs. There would ultimately be four or five hundred parking spaces and the building would be part of an urban complex.

Audience Comments

Maureen Gauzza thanked everyone. Ms. Gauzza questioned the cost per acre of the Lynmar and the Countryway sites. Dr. Scheuerle reminded her that the Countryway site is five acres. Mr. Stines has asked Swati if the building on Countryway Blvd. could be flipped to provide greater visibility. Countryway Blvd. is a well-traveled road. By changing the orientation of the building the moderate visibility ranking could be changed to high. Mr. Stines stated that if the BOCC approves the Countryway Blvd. site contract, Mr. Bishop has stated that he would work with the Real Estate Department in securing better access, which would improve visibility. Swati Bose stated that Architectural Services would place the building as far away as possible from the power lines. This means that it would go to as far north as possible, which would make it less visible since a building could be constructed in front of the property. Visibility will still be impacted by the fact that there is a site in front of this property and because of the set back.

Kim Mirente thanked everyone for his or her consideration. Her children are her reason for getting involved. It doesn't matter to her which site is chosen, Parcel One or Parcel Two. What matters is that the Board chose the one that makes the most sense and is the best location. One of the factors not listed is the traffic impact. There is an explosion of development on Race Track Rd. There will be constant commercial and industrial trucks on that road for the next ten years with no immediate plans for widening it. In comparison, at the Countryway site there is a stable, residential community environment. It not only provides safety but better accessibility to pedestrians.

Dr. Scheuerle asked if the Board had any questions. He then restated the motion that was made on November 5th. The Library Board accept the recommendation of the Planning Committee and recommend to the Board of County Commissioners that the library be built at Lynmar. It was moved and seconded with seven members voting yes and two members voting no against either site. He then asked for a motion to affirm or rescind the motion. Ms. O'Rourke asked for discussion before the motion was made.

Ms. O'Rourke commented that she has never seen a situation such as this. She felt as though a decision had been made. She feels as though the Library Board should be respected, and at present they are not. The Library Board made a decision in South Brandon and changed it because new information came in. Ms. O'Rourke is worried that the credibility of the Library Board will be jeopardized, and that its reputation is at stake. The Board makes serious decisions, and things that will be representative of their opinion, at the time a decision was necessary. The Board made a decision and needs to stick to it. The Board needs to get the job done and finish it.

Ms. Cameron stated that she agrees. Her vote will remain unchanged due to visibility problems, even with the access. There are traffic problems and the price and development costs are high. Ms. Cameron is concerned with the power lines, even though Ms. Bose has said the building would be far away from them. None of these sites are perfect and her vote is staying unchanged.

Ms. Swisshelm stated that she felt that Parcel Three was something new. She hoped that politics could be put aside. She stated that the Library Director had recommended to the Board Parcel Two at the last meeting. She asked Mr. Stines, "In light of the recent negotiations, what is your honest recommendation to the Board? Has it changed?" Mr. Stines responded that he wanted it to change because he wanted free land. But he still has some concerns, the strongest being the distance of 5.5 miles from the Austin Davis Library. That is very close for a regional library.

There is no site more visible that Parcel Two - Lynmar Park, it is very visible and is ready to build. Mr. Stines stated that he is very conscious of the commitment made to the BOCC to have this building open in 2004. Not only is it more economical, it is also ready to start working on. Again, not looking at the cost per acre, Library Services doesn't want more land than is necessary. There is enough land at the Lynmar site. The total cost of the land is less and we can maintain our working budget on this parcel. Mr. Stines' recommendation has not changed.

Dr. Scheuerle stated that he was speaking as a Board member and not as the Chair. He is very pleased that there are three parcels to consider and with the work the people have done. He admires the way the Friends got organized and the interest and enthusiasm of the people. He wished that the Board could build on all of the parcels. He stated that Mr. Stines had said many of the things he would have said. There are still problems with Parcel One, the outcome of the CDD Board would not be known for a while. With Parcel Three there are too many unknowns. With Parcel Two all questions have been answered. His vote would stay the unchanged.

Ms. Sherman stated that she liked Parcel Two and she would not change her vote.

Dr. Hires stated that she was not present at the last vote, but that Parcel Two was her favorite choice from the beginning and after looking at the comparison she is voting for Parcel Two.

Ms. Vickers stated that originally she had voted for Parcel Two. This is the first time the Board has received so much information on Parcel Three. She is sure that this urbanist design with shared parking and two-story buildings will be the wave of the future developments. The free land would be a substantial saving on the cost of the property that could go a long way toward the building. She finds herself leaning toward Parcel Three.

Ms. Ross stated that she was in favor of Parcel Two. She wanted Parcel One on Countryway but the CDD charges are still uncertain and the timeline is very aggressive. Parcel Three would be a lovely location but she has concerns with the timeline of the development and the shared control of the design. Her experience with shared parking has been that as the land becomes more valuable there is an inclination to decrease the number of parking spaces.

Ms. Ross moved that the Board reaffirms their recommendation to the Board of County Commissioners and recommends Parcel Two - Lynmar. Sandra Cameron seconded. The motion passed 6-2.

Ms. Swisshelm asked how the Library Board's recommendation would be represented at the BOCC meeting. Mr. Stines stated that the Library Board would be notified of the time when the recommendation would be heard. Dr. Scheuerle encouraged all members to attend the BOCC meeting on January 19th and that there would also be a letter sent to the County Administrator, Daniel Kleman. Mike Kelly will create an agenda item for presentation to the BOCC that would include the Library Board's recommendation and the contracts.

Mr. Stines explained that at their last meeting the Board approved changes to the format of the statistics. The first page is an overview that shows all the major categories. Branch details are shown on subsequent pages. Ms. Swisshelm moved that the Board accept this format for the monthly statistics. Ms. Ross seconded. The motion passed unanimously.

Ms. Ross stated that she would like a report showing how the statistics relate to the Library's goals and mission statement. Mr. Stines stated that it should also be tied to the performance-based budget.

NEW BUSINESS:

None.

DIRECTOR'S REPORT:

Mr. Stines stated that staff is in the process of moving the Internet computers from the first floor, east building of the John F. Germany Library to the second floor. A few of the Gates Lab computers will also be moved for Internet use. However, none of the processes will change. There will still be one unfiltered Internet computer and customers will still have to sign in to use the computers. Staff is looking at new software that would automatically handle sign in and time out on the computers. A recommendation will be brought to the Internet Ad hoc Subcommittee in the future. Linda Davidson stated that there are several cases working their way through the Supreme Court and there might soon be more information relating to the Internet available.

Ms. Swisshelm asked that the Public Access Computer report be brought back to the next meeting.

ANNOUNCEMENTS:

None.

ADJOURNMENT:

The meeting was adjourned at 6:10pm

Next Library Board Meeting:
         Date: January 24, 2002
         Time: 4pm-6pm
         Location: West Gate Regional Library

                 - Unless notified otherwise