Loading...
06-12-2007 - Special LIBRARY BOARD EDGEWATER PUBLIC LIBRARY SPECIAL MEETING JUNE 12, 2007 3:30 P.M. MINUTES CALL TO ORDER Chairwoman Jean Haughwout called the Special Meeting to order at 3:30 p.m. at the Edgewater Public Library. ROLL CALL Members present were: Chairwoman Jean Haughwout, Marie Goodrich, Barbaradale Gilmore, Anne McDevitt, Laverna McGinnis, and Irene Mackie. Delores Shaw was excused. Also present were Ruth McCormack, Head Librarian; Suzan Howes, New Smyrna Beach Regional Librarian; Eddy McCain, volunteer; and Lisa Bloomer, Recording Secretary. MEETING PURPOSE The purpose of the Special Meeting was to discuss the possible impact on the Edgewater Library due to the proposed tax reform. Chairwoman Haughwout commented on the Volusia County Library Board meeting that she, Ms. McGinnis and Ms. st McDevitt attended on June 1. Ms. McDevitt stated it was a very informative meeting. The County was presenting to them what they’re presented with from the State if the budget is reduced. They know the budget is going to be reduced because of tax reform. They just don’t know how much. The County’s difficulty is that they have to prepare a budget on figures nobody knows at this point and it could be anywhere from 5% to 20% but there are so many uncertainties until the Legislature makes decisions. They are proceeding on the assumption they are going to have to reduce their budget 10% across the board. In doing a 10% across the board for each department, how each department will be impacted. They are concerned with the Library budget and how they are looking at what would need to be done in order to reduce the Library budget by Page 1 of 12 LibraryBoard SpecialMeeting June 12, 2007 10% is basically what the meeting was about. There were several alternatives that were given. Because it is a budget contingency planning meeting and ultimately they do want the County Library Board’s recommendation on what might be done to affect the budget for the Library. They did say the budget reduction is a foregone conclusion but that he amount of the reduction and the approach and what they are going to do is not a foregone conclusion. They will want input as to how it can best be affected. Staff concepts and recommendations were not set in stone and that they were engaging citizen advisors in budgetary planning. In the 10% reduction plan for all departments they wanted to let them know it was going to be proportionate in personnel costs and in operating costs. They were looking at 58% of the 10% was going to be personnel cut and 42% operating budget cut, 58% of the cost for personnel and 42% of the cost for operating. They still want the Library focus to be on service and they want the greatest good to the greatest number of people and that is their goal as well. They don’t want the library patrons and the community as a whole to suffer because of this if at all possible. The reason for today’s meeting is because nd, Tallahassee is still in session until June 22 which is the end to their legislative session. They need to let their thoughts be known to the people in Tallahassee so they aren’t going to cut the funding for the libraries in the State of Florida. Once Tallahassee makes their decision then Volusia County is stuck with whatever they decide and then they are on another level of dealing with it. At this point they still have input with Tallahassee to be able to encourage them not to cut the library funding in a drastic manner and to remember the libraries need the funding. There are many proposals, the Governor’s, the House, and the Senate, what the impacts are. So far this is all talk and speculation because they don’t know what is going to happen. They just know that what does happen, they are going to have to deal with it. If they can have some input in helping Tallahassee make their decision, it will make their lives earlier down the road. Lucinda Colee, Interim Library Director gave her budget talks on what they are looking at possibly doing if the 10% cut has to be made. They have several options. They are looking at different ones. There would be public input as far as how they go about doing the 10% cut. One of the possibilities that they were concerned with had to do with closing the smaller libraries and on Page 6 of 8, they talk Page 2 of 12 LibraryBoard SpecialMeeting June 12, 2007 about one of the options in the 10% reduction in the operating budget is branch closing and reduction in service hours. The Regional Libraries serve the most people. The Branch libraries, and Edgewater is considered a branch library, serves fewer than the regionals. She then listed the Branch Libraries and stated they could be looking at a 25% reduction in hours and a reduction in staff. She then listed the smallest libraries and stated they would be closed. That is not a good solution but she realizes there are drastic things that have to be considered because 10% is a lot of money. They talked about the advantages and disadvantages. The advantages would be there would be no reduction in service hours at facilities used by the most citizens, which are the Regional Libraries. They asked them to please consider demographics and where the people are and the children and the schools and how easy or difficult it would be for those people in the most rural areas to get to the libraries. That is a real concern. If our hours are cut and Oak Hill is closed how are those people going to get their library services if they can’t get here? It is going to be a burden on the community. The Board discussion was very informative. There were a lot of questions asked, such as partnering with schools and the County making facilities available together. Mobile libraries were a consideration. Lydia suggested they leave the Oak Hill library open with volunteers as it was in the past before they were able to have a librarian there. They presented some options and things they hope will be considered because she would hate to see the drastic steps taken of closing a library’s door. Once it gets closed, it is so hard to reopen or to reduce the hours again. Although they did bring up the question about reducing hours back to what they were prior to the Sunday opening. Apparently that had been considered and they said the result in savings going back to those hours would only be about a $1 million and that isn’t going to solve the problem. The input of it all is that a 10% reduction in the library funding is definitely going to have an impact in their library, one way or another. What they would like to do is make recommendations that would make it the least harmful impact that can be done. Ms. McCain asked what is going to happen when they open up and get the 975 homes built as well as Edgewater Lakes. Ms. McDevitt stated that is going over next year’s budget. What they have to deal with is next year’s budget and how Page 3 of 12 LibraryBoard SpecialMeeting June 12, 2007 much money they are going to have to spend next year. Ms. McCain stated so nobody cares about what is going to happen next year. Ms. McDevitt informed her they have to impact Tallahassee at this point to encourage them not to make their tax reform so severe that they are going to have this kind of an impact. Ms. McCain stated they have had days where they have had over 1,000 items checked out. They need to compete with New Smyrna. They have like two or three times the employees. Edgewater can’t afford to lose one employee. They don’t have enough volunteers. Ms. McDevitt stated one of the options is the branch closings and the 25% reduction in hours. They would also be eliminating the student part-time workers in the libraries. They talked about and they understand the value of the volunteers and how important volunteers are to the library system. If the population increases and the building happens then the taxes are going to increase and the funding is going to increase. They have to remember that is a two-way door. If that happens, then they will be getting more tax dollars and then the library will be impacted positively. What they have to face today is not having a real negative impact. A positive step they would like to take is to encourage people now because they have nd until June 22. She commented on the proposed letter they have written up that can be used and sent to each of the representatives in the House, the Senate and the Governor, which was made available to anyone at the meeting. They also had another letter they thought would be good to send to the City Council and the County to let them know of their concern and their hope to partner with them in helping to find a solution. Ms. McCain asked if they could get extra letters to give to their neighbors to send. Ms. McDevitt stated they could copy them or e-mail them. There was a list of e-mail addresses, which was made available to anyone at the meeting. Ms. McDevitt asked if they know whether politicians respond better to a hard copy letter or to an e-mail or does it matter. Ms. Howes stated she has heard that if you are going to mail a letter that they actually open it and read it and that some e-mails may only be read by staff people. She feels at this point either would be a good option. Ms. McCain asked about phone calls. Ms. McDevitt informed her they had phone numbers on the list too. Chairwoman Haughwout stated all of the above, whatever anybody wants Page 4 of 12 LibraryBoard SpecialMeeting June 12, 2007 to do. Ms. McDevitt then read the letter they were making available for others to send. Their thought is if they can make their wishes known as the Edgewater Library Board to the people in Tallahassee and to let the City and County know that they are concerned. Somebody is paying attention. The more they know people are concerned with this and are watching and paying attention the more likely it is they won’t be impacted as negatively. That is their thrust. She is also the President of the Friends of the Library and they have talked about possibly doing a letter campaign to their Friends of the Library to have them contact because they need a networking system to get out and let Tallahassee hear from the public. Everybody is screaming about tax reform and tax reduction but they don’t want it to go to an extreme that is going to be harmful to the community. Chairwoman Haughwout stated she was here the other day and Preserve Volusia came out from the County and then they were pulled. She asked Ms. Howes if she knew why. Ms. Howes stated they were asked to pull them and that it wasn’t ready for what they wanted to do. The County Manager’s concern was they don’t want to appear to be crying wolf or using scare tactics. They are listening very closely to what is going on in the legislature and the changes that are going on. Everything changes so fast it is hard for them to determine anything. Because things are changing so fast they pulled back some things. If you go to the County website, the information with all the legislatures and tax information for the whole County is available for anybody. Ms. McDevitt stated there is also a Florida Library Association website, which has wonderful information and links and again to let people know that their input is very important and they need their voices to be heard. Ms. McCain wanted to make it clear that she could go home and make copies of the letter and give it to her neighbors and friends and give them copies of the addresses and tell them to mail them to everybody. Ms. McDevitt stated e- mail, mail or phone call. Whatever is the best way. Ms. McDevitt stated she was recently told that a hard copy letter is looked at with a little more weight than e-mail because it takes more effort for a person to sit down and Page 5 of 12 LibraryBoard SpecialMeeting June 12, 2007 write a letter and put a stamp on the envelope. They pay more attention to that. Ms. McGinnis asked if they should make them a little more personal. Ms. McDevitt stated absolutely. Whatever they sent out will be good. They want them not to impact us harshly in the decisions that they make. Ms. Howes stated nothing is set in stone. If someone comes up with a brilliant idea they are happy to take it back and put it into their plan. They are looking for any and all ideas. She would be happy to take them with her. They can contact her or Lucinda Colee. Ms. McDevitt stated they want to be part of the solution in resolving this as easily as can be resolved. Ms. McCain stated if the Friends of the Libraries come up with the letter, she asked to be informed about that too. Ms. McDevitt asked Ms. McCain for her phone number. Ms. McCormack pointed out that the page from the FLA has three points at the bottom to include in any e-mails and suggested these points may help in also drafting a letter. Chairwoman Haughwout stated they had asked for a needed chart of the number of citizens that live in the cities being affected by the closed branches. Ms. Howes informed her she hadn’t received any further information on that yet. Chairwoman Haughwout feels closing a branch library is the worse thing you could possibly do. Ms. Goodrich agreed. Ms. Mackie commented on not being able to stop the people from moving here. Ms. McDevitt stated if the new developments go in, that would increase our property taxes and give us more funding. Ms. Gilmore asked the total population right now in Edgewater and New Smyrna. Recording Secretary Bloomer estimated 21,572 in Edgewater. Ms. Gilmore estimated 22,000 for New Smyrna, which has more Police. She commented on Edgewater and New Smyrna not being the same even though their populations are close. She commented on per capita income in New Smyrna and Port Orange. Ms. McDevitt pointed out unfortunately Edgewater doesn’t have the business or industry. Page 6 of 12 LibraryBoard SpecialMeeting June 12, 2007 Chairwoman Haughwout pointed out there are three schools on th 10 Street, 2 elementary schools in Edgewater as well as Private Schools and day cares. There are a lot of schools and children that use this library. It’s a problem. Ms. Goodrich stated it would really be sad down in Oak Hill. Ms. McDevitt stated she is heart broken about Oak Hill. Chairwoman Haughwout also feels bad about that. Ms. McDevitt stated they just got it rolling. Chairwoman Haugwhout stated they know there is going to be cuts, they just need to figure out where the cuts can be. Ms. McDevitt stated they would like to try to help make it as painless as possible. Ms. McCain wished the people in Tallahassee knew how hard they worked to get this far. Chairwoman Haugwhout asked how much staff was hired when they increased the hours. Ms. Howes stated each region got three positions. Chairowman Haughwout asked why they can’t cut back the hours and cut back the last staff that was hired. That would take care of it. Ms. Howes stated that was only $1 million. Chairwoman Haughwout stated for staff and the hours. Ms. Howes informed her there was a $1 million increase to open Sundays and the extended hours, which included staff. When they look at 10% right now that is $2.3 million. That is not even half. Ms. McGinnis stated besides they have to have operating expenses in there. They said you couldn’t have it all in personnel. Ms. Howes stated it has to be an on-going thing. Ms. McDevitt stated Mike Knievel said they are starting to implement downsizing now in order not to make it such a shock in September, when the budget hits. She read from the Volusia County Library Board minutes that Sue Lombardi asked when the changes would be implemented. Mike Knievel answered they have already begun to help with the blow of what will happen. Matt reminded the Board about the uncertainty of what will happen in Tallahassee. Ms. McDevitt stated they went on to say all of this was an exercise and they don’t really know what is going to happen. The County is being very responsible in trying to have a resolution for October, because the budget has to be presented in October. They have less than six months to get ready for what the new budget is going to be. It is a juggling act. Page 7 of 12 LibraryBoard SpecialMeeting June 12, 2007 Chairwoman Haughwout asked if anyone had any ideas of what they could do. Ms. McDevitt suggested they talk to their neighbors. If you know libraries in other places that do things differently, they need ideas. If there are ideas that can be shared, they want to do that. Ms. Goodrich asked if she was understanding that there would be no changes in the regional as far as hours and personnel. Ms. Howes informed her that was not correct. In the minutes it says in addition to the above, a 10% decrease in personnel services would require staff reductions in all facilities. Chairwoman Haughwout asked where the reduction is in the regional if they are taking staff members from other libraries. Ms. Howes informed her they would lose staff in both branches. Ms. Gilmore asked if they would be fired or laid off. Ms. Howes stated they would hope to do that through some retirements that are coming up. Loss of jobs would be the last thing they would want to do. Chairwoman Haughwout stated if Edgewater loses two people and they go to the New Smyrna Regional, they would be getting additional staff. Ms. Howes stated but her total number would not be able to rise. If she took people to fill positions at her library it would mean someone else in that position would lose that position. Ms. McDevitt stated they have worked so hard to build it. A year ago they had more money than they knew what to do with. They had all kinds of possibilities and options and things that were going to happen. Chairwoman Haughwout stated if they reduce the hours there is $1 million. Then they have to find another million. They have to start somewhere. Ms. McCain commented on also saving on electricity. She asked if every library is laying somebody off. Ms. Howes informed her it says in all facilities. They aren’t laying off. They are in a hiring freeze currently and are not hiring back any positions. Ms. McCain asked if they were discontinuing the job. Ms. McDevitt stated they did say they would continue essential personnel. If a head librarian were to leave a library, they aren’t going to leave that position vacant. Page 8 of 12 LibraryBoard SpecialMeeting June 12, 2007 Ms. McCain stated if they took two people away from their library, who is going to take care of their positions. Ms. McDevitt stated that would be a problem because they would have to see a reduction in the programs they offer and they would have to have staff manning the desks instead of doing the other things they are able to do now. It would really be a problem. Ms. McCain stated the volunteers would need to chip in even more. Ms. McGinnis stated on the reserves for 2006/2007 they adopted 2.1 and then at the top it says 2007/2008 ten percent reduction and yet isn’t 2.18 slightly more than 2.1 and if they are reducing why not go ahead and reduce the reserves, even if it is only a small amount. Ms. Howes stated a certain percent of the reserves they have to by law in case something happens. Ms. McDevitt stated if you reduce the largest number than the percentage goes up. When you reduce the total amount of the budget then the percentage appears to increase although it is a percentage of a smaller number. Ms. McCormack thought the 2.18 was a type-o. She thought it was supposed to be something else because all the rest are 10% lower than they were before. She thought maybe it was 2.08 or something else. Ms. McCormack thanked everyone fro being there. She encouraged them to encourage our legislators to act responsibly. As a property owner, they all want some tax relief but they want to encourage them to consider all of the services the people need across the State and not to take such drastic action that they drove the communities around the state into crisis as far as the services that are needed. Hopefully they can impact that before it happens and will be able to live with what they have put together for them. Chairwoman Haughwout stated the County Library Advisory th Board would have another meeting on Friday, July 6 at 2 p.m. The reason for that meeting is having it after the Legislature meets. This way they will know how much it will be reduced and what is going to happen. Ms. McDevitt stated what the impact would be on Volusia County. Chairwoman Haughwout stated they needed to get some input into that if they can come up with some ideas of how it can be resolved. Ms. Gilmore asked if the meeting was open for input. Ms. McDevitt stated as the public they can go to the County Library Association Board. Page 9 of 12 LibraryBoard SpecialMeeting June 12, 2007 Ms. Goodrich asked whom they were thinking they wanted the local letter to go to. Chairwoman Haughwout informed her all the City Councilpeople, the Mayor, the City Manager. Ms. McDevitt asked if they want to send it to the County at this point. She would say yes just to let them know that they want to be involved. Chairwoman Haughwout asked if they could send it to the other library boards. Ms. McCormack informed her they don’t all have boards. In some cases it is a Friends group only. Chairwoman Haughwout feels people need to get involved. It is just like the petitions that are going around. You sign a petition and you don’t know what you are signing and now there is another ballot going up on the agenda. They need to get involved and know what they are getting involved in and know what you are saying when you do. There really hasn’t been anything in the paper for people to know what is going on. This will hit the paper and people will be coming in to find out what is going on and to find out what they can do. They want the people to be aware and come up with ideas of how they can help. Give a suggestion. Talk to somebody. What can be done? Don’t like it fine but what are they going to do about it. What is the solution? Chairwoman Haughwout asked if anybody came up with any solutions. Ms. Howes stated what they have been tasked with is reducing the budget by 10%. There is a separate millage rate, a separate line on your tax budget showing any reductions that are Countywide the Library has to absorb within their own budget and not do anything in the General Fund. They have talked about some of the ideas that have come up at the County Library Advisory Board meeting. Ms. Goodrich stated if the library, one of many County units that have a 10%, would it also be the Sheriff’s Department. Ms. McDevitt informed her every department. It’s not like they have a fight with the County. It is happening to everybody. They have to make the impact not hurt so much. Ms. Devitt thought they should wait and find out what happens after the legislature meets and what they are Page 10 of 12 LibraryBoard SpecialMeeting June 12, 2007 dealing with. Possibly attend the meeting in July and come back after July and say this is what they are looking at now but don’t stop thinking and presenting solutions that might help them come up with something which is equitable which they will be glad to deal with. Ms. McCain stated so right now they know the County has to come up with $2 million. Ms. McDevitt stated no. They need to tell Tallahassee to be gentle. When Tallahassee tells the County how much money they are going to have, this is when the County has to say these are the things they need to tighten their strings on. Ms. McCain asked what was up with the $2 million. Ms. Howes informed her the $2.3 million represents 10% of the Library budget. Ms. McCain stated if they could come up with that, they could stay the way they are. She asked if this is what they were saying. Ms. Howes stated that is a 10% reduction in a single year. What they are having to look at is they may have that percentage next year. They may only have the same amount of money next year so they can’t look at one-time things. They have to look long term. Chairwoman Haughwout stated if they could all go to the th meeting on July 6. It is good to read it in the paper but it is also good to be there and hear all the comments and make notes. She feels if they can get to that meeting and after that meeting get together and decide now what unless they think of something in the mean time. She believes this is what they need to do. That was the earliest meeting they could arrive at after the Session. They nd expect to wrap it up June 22. She feels they are going to come up with some plan. They have to or there are going to be some real problems. Chairwoman Haughwout commented on the Town Hall meeting that was held on Saturday that lasted four hours. They are trying to cut their budget. Everyone is trying and they all know they have to cut the budget. The question is how much and that is what they will find out after they meet. Ms. McDevitt went over the listing of the Florida & County Legislators and the Tax Conference Committee members and local Delegation. These are the people who are actually working on the tax reform in Committee before it even gets to the floor. These people are the ones who are actually Page 11 of 12 LibraryBoard SpecialMeeting June 12, 2007 creating the bill that will be voted on. They are also very important people to get their ear and let them know what they think. They need to know they are concerned. ADJOURNMENT There being no further business to discuss, the meeting adjourned at 4:18 p.m. Minutes submitted by: Lisa Bloomer Page 12 of 12 LibraryBoard SpecialMeeting June 12, 2007