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10-03-2006 u Q u LIBRARY BOARD EDGEWATER PUBLIC LIBRARY REGULAR MEETING OCTOBER 3, 2006 3:30 P.M. MINUTES 1. CALL TO ORDER Chairwoman Haughwout called the Regular Meeting to order at 3:30 p.m. at the Edgewater Public Library. 2 . ROLL CALL Members present were: Chairwoman Jean Haughwout, Marie Goodrich, Anne McDevitt, Irene Mackie, Laverna McGinnis and Barbaradale Gilmore. Delores Shaw was excused. Also present were Head Librarian Ruth McCormack and Recording Secretary Lisa Bloomer. 3. APPROVAL OF MINUTES A. Regular Meeting of March 7, 2006 B. Special Meeting of April 4, 2006 Ms. McDevitt corrected the spelling of Jean Kreimier's name, referenced on Page 2 of the April 4, 2006 minutes as Craymeyer. Ms. McDevitt moved to approve the March 7, 2006 minutes and April 4, 2006 minutes, second by Ms. McGinnis. The MOTION CARRIED 7 - 0 . Chairwoman Haughwout welcomed Barbaradale Gilmore to the Board and gave a special welcome to Laverna McGinnis. Ms. McGinnis was happy to be there. 4. REPORT OF THE LIBRARIAN Ms. McCormack reported that the library is fully staffed. She then went over the Current Programming with regard to adults, teens and children, Recent Events, Circulation, Current Inventory and Current Registered Borrowers. (Attached) Page 1 of9 Library Board October 3, 2006 u Ms. Goodrich felt it was great the Library was reaching out to the public. 5. COMMUNICATIONS Ms. McGinnis asked what she could do with an old set of Britannica encyclopedias. Ms. McCormack informed her they do sell them and they don't last long. There was a discussion regarding Jessica Sanders having a continued interest in the Library. Ms. McCormack spoke of giving her tasks that are challenging. She does many things. She is very artistic so they give her an opportunity to express that with signage and displays and handouts. They give her a lot of responsibility for a student worker and she responds to it. ~ Ms. Goodrich reported that they sent letters to Senator Lynn and Dorothy Hukill about funding for libraries and asked how that worked out. Ms. McCormack reported they didn't make their target but it was increased. They are probably still facing a budget cut this year because of the current concern over property taxes. It won't be reflected in the materials they provide to the public but to the facility maintenance and of those who hoped to have capital improvements done this year. For them it won't affect them that much. She also reported Deltona's expansion has been put on hold. Chairwoman Haughwout reported they were at the budget hearings to dispute the taxes. She felt they needed to be there for the City. If they wouldn't have been there in force they would have never got what they got. It does make a difference when you speak up. 6. UNFINISHED BUSINESS v Chairwoman Haughwout commented on research she did into some properties to see what was available for land for the library. She then questioned where the money was coming from. Ms. McCormack stated that is the big question as to whether the City wishes to be a participant in the acquisition and construction of a new library or would their preference be for the County to shoulder all of that. The deeper question is the ability to have impact on certain things would go away. If it is completely County owned and County run then the City has less control or not Page 2 of9 Library Board October 3,2006 v o Q having a vested interest in it, less to say about where it would be. If the City were to take part in that they would have a say so where it could be located. Chairwoman Haughwout spoke of talking to Councilwoman Lichter and in one hand she is asking them to cut the budget and in the other hand she is asking for money for the library. Ms. McCormack stated they are looking a couple of years down the road and in looking for property they need to be proactive because of all of the development that is going to be going on around here, they don't want to wind up on the southern edge of the City far from the people who are the most challenged by transportation issues. They want to be located some place where people can walk or bike if they need to. Ms. McDevitt asked Ms. McCormack if she had a feel for if the County would continue the current library and support a second one in town or would it dissolve one and relocate it to another. Ms. McCormack informed her the second. It is a very rare situation where a City has more than one library. Daytona Beach has three but that is the only one that she knows of that have multiple. Ms. McDevitt stated the question would be to find out from the City if they want to be involved with a new Library five years down the road and would they work with them and plan with them for that eventuality or do they want to relinquish any control they have on the library and just let the county do it. Ms. McDevitt asked Chairwoman Haughwout as far as our library board are they representing the cities of Edgewater to the City Council and City management, are they going to make a recommendation to them on what they feel is best for the citizens. Chairwoman Haugwhout stated she has already spoken to City Manager Williams and her thought was the Leisure Service Building on u.S. #1 would be a beautiful site so she asked City Manager Williams about that and he thought there was a lot of acreage there and he spoke to Jack Corder and he informed him there was acre but it has all been accounted for and there is probably just an acre left so that wouldn't work. She stated someone informed her the McGinnis property out by the school is a possibility of acreage. She doesn't want to talk to anybody because she doesn't know what she is saying at this point or who she is representing. She pulled a bunch of Page 3 of9 Library Board October 3, 2006 Q o Q properties off the computer that are available. The City Manager also mentioned when developments are coming in that is some of the bargaining you can do is leaving space for the library. The question is do they want to be out by 1- 95. She didn't think so due to the transportation issue. Ms. McCormack stated most of the people challenged by transportation issues are in the older parts of town. We are centrally located for them presently. She felt location on the main thoroughfare is very important. It keeps them visible and the buses run by and they have sidewalks and are accessible. The farther they go from what is the center of town the farther those people have to struggle to get there. Ms. McDevitt stated speaking from the Friends of the Library they would like to talk to the town to encourage them to stay involved. The town is much more responsive to them then the County is. She felt it was more advantageous to the Edgewater Library to have the town be their first voice and then go to the County. She didn't know if this encouragement should come from the Library Board or do the Friends of the Library come to the Library Board and let them know that is what they want and then they take it to the town. Ms. McCormack asked Chairwoman Haughwout if she had a recollection of events regarding the current library. McCormack stated she would have to go back and look. was going to meet with Gayle Harmon but she wanted to to the meeting first before she got input from her. Ms. She come Ms. Gilmore stated usually they would go to the City first. You bring a proposal to the City. Ms. McDevitt again questioned who should present it, the Library Board or the Friends of the Library. Ms. Goodrich suggested two groups pushing for it rather than one group. Chairwoman Haughwout commented on the issue with the budget right now and she didn't know that they would get anything done right now because the Council themselves are confused in what they are doing. Ms. McDevitt stated they also have to present it as future planning five years down the road. It isn't like they are asking them to write a check today. Ms. McCormack suggested waiting until after the elections. Chairwoman Haughwout commented on City Manager Williams being easy to talk to and how happy she is with him. Ms. McCormack asked Chairwoman Haughwout if she saw any Page 4 0[9 Library Board October 3, 2006 u Q Q possible sites. Chairwoman Haughwout stated she pulled a bunch of material that the Board could look at. She mentioned down by the horse farm. Recording Secretary Bloomer stated mention was made at the Council Meeting Monday night that the Settle Wilder property is up for sale. Mr. Visconti would like to see this property for a City Hall site. Ms. McDevitt stated if the town is going to continue discussions about a City Hall, she has seen other places where the Library is part of a City Hall complex. She would like to approach the town to have this in the back of their minds so they can keep it in consideration. Chairwoman Haughwout mentioned having to be on top of it because once the land goes it is gone. Ms. McCormack mentioned the current Library being a City owned building on City owned property. If they were to go some place else that gives the City the opportunity to utilize the library in a different way, which would be another reason why it might be beneficial for them to be proactive. Ms. McDevitt suggested they talk to Gayle and Joanne who were very involved in this library. Ms. McCormack stated to give them some insight on the steps they took to get that rolling. Ms. McDevitt stated and then maybe they could go and talk to the town and having something to come back to the board with. Chairwoman Haughwout felt they should let them know and keep letting them know and put something in writing that they are looking for a site and that they would have access to the library because it is their building. Then they could deal with the County later. Chairwoman Haughwout couldn't imagine the City wanting to give the Library up. Ms. McDevitt stated the citizens want them to encourage them not to. It might be easy for the town to say they could dump the library and get that off their back. They don't want to let them do that. She informed Chairwoman Haughwout she would like to be involved. Chairwoman Haughwout suggested she get with Gayle and discuss it with her and get some things written down on where they want to go with it. If they have to have a special meeting they can do that. Ms. McDevitt stated to her this is what the Board is for and this is something that she feels like they need to get some action on it to Page 5 of9 Library Board October 3, 2006 Q at least get the town to know where they would like them to come in on this so they are all walking on the same path. Chairwoman Haughwout spoke of the properties she researched not being available two or three years down the road. Ms. McCormack stated the existing library was built structurally to take a second story but that would mean additional parking beyond what they have. Ms. McDevitt asked if they knew anything about the land behind CVS with the commercial sign on it. Chairwoman Haughwout thought there was a contract on it but she didn't know where it was right now and would have to check on it and see. Ms. McDevitt stated that would be a great possibility if they could access that for parking. Just two-story the existing building and then there is a solution they could present. Ms. McCormack stated one possible solution. There was a discussion regarding holding another meeting in November. Ms. McDevitt suggested inviting Gayle and Joanne to their meeting and have the Board talk to them and get some ideas. o The Board decided to hold a special meeting on November 14th at 3:30 p.m. at the Library. Chairwoman Haughwout agreed to contact Gayle and JoAnne. Ms. McDevitt stated that would give them an indication on where to go with that and it will be after the election so then they could make a decision about approaching the City and expressing to them what their thoughts and wishes are. Chairwoman Haughwout wasn't sure how much land they needed when she was looking for properties that are available. Ms. McGinnis asked how much they have. Chairwoman Haughwout mentioned not being able to go by the tax rolls because they don't give them all the information. The paperwork she had had one and a quarter acres on it but she wasn't sure if that was correct and whether it included the parking area. Ms. McCormack stated it probably doesn't include the upper parking lot. Chairwoman Haughwout stated you really have to look at the survey to know exactly what you have. u Ms. McCormack stated what she said as far as needs of a future building would be closer to what the New Smyrna Library is rather than saying how much do we have here. Ms. McDevitt suggested looking at what they have and using Page 6 of9 Library Board October 3,2006 v that as a guideline. Ms. McGinnis stated and add a little bit because the City is growing by leaps and bounds. Ms. McDevitt asked how big the New Smyrna Library is. Chairwoman Haughwout stated the tax rolls say one and a quarter acres with 200-foot frontage and a depth of 124. Ms. McGinnis felt that didn't sound very big. Ms. McCormack commented on the New Smyrna Library not having adequate parking. They would want more parking than what they currently have. Ms. McDevitt stated if they talk to the City, she felt it would be premature to bring them a parcel of land because if they are going to consider building a facility and they could be included in that that would be an ideal possibility. Chairwoman Haughwout again mentioned City Manager Williams mentioning bartering with the developers for land. That will not be in this vicinity but west of 1- 95. Ms. McDevitt questioned if they would do a City Hall complex west of town. Ms. Goodrich spoke of the Port Orange City complex being lovely but it being isolated from the people. o Chairwoman Haughwout agreed to check on the Settle Wilder property and the property out by the horse farm. Ms. McDevitt felt the horse farm property would give them proximity to Florida Shores. Ms. McCormack stated and proximity to a school. Chairwoman Haughwout mentioned getting the details on these properties. Ms. McDevitt suggested getting procedural information from Gayle and JoAnne and then sit down with the town and get a feel on where they are going to go and how do they want them best to be involved with them. Ms. McDevitt stated it is future planning and they want the City to know they want to be involved in that future planning with them and the citizens want the library to be a part of Edgewater. She feels that is important. Chairwoman Haughwout mentioned also getting the Friends involved. 7. NEW BUSINESS Q A. Welcome New Member - Barbaradale Gilmore Page 7 of9 Library Board October 3, 2006 ~ Chairwoman Haughwout previously welcomed Ms. Gilmore at the beginning of the meeting. B. Discussion regarding Board's recommendations and ideas for proposed new Library This item was previously discussed. 8. MISCELLANEOUS Chairwoman Haughwout informed the Board of the check presented by Ms. McGinnis for the potato salad since she was not able to attend the luncheon. Ms. McCormack thanked her for the donation. Chairwoman Haughwout informed Ms. McGinnis she was glad she was there to give it to them. Ms. McDevitt felt it was exciting and if they can be involved with something as important as a library, established and up and running and keep it in a way that is going to benefit the town most. Chairwoman Haughwout stated it is a good time and it is a buyers market and there are people that are probably looking to sell. o Councilwoman Haughwout mentioned Jack Hayman serving on the County Council and being the one that wanted to close the library. It would have closed if they had the regional library here. Ms. McCormack stated the concept at that point in time was a single library to serve both communities. Ms. McDevitt stated they have let them know before that Edgewater has a voice and they will just let them know it still does. Chairwoman Haughwout mentioned the possibility of a benefactor or grants that might be available. Ms. McDevitt stated once they have a direction then the Friends could start moving on it too. They need to put their feelers out with the City. Chairwoman Haughwout stated the City has equity in the building. Ms. McDevitt stated the City has a vested interest in the building. Ms. Mackie recalled when the population was 7,200 and there was only one school. o Page 8 of9 Library Board October 3,2006 u o u Chairwoman Haughwout commented on the people in the new development also coming to the Library and the need for them to do something. 9. ADJOURNMENT There being no further business to discuss, the meeting adjourned at 4:18 p.m. Minutes submitted by: Lisa Bloomer Page 9 of9 Library Board October 3,2006 Q Edgewater Library Board meeting Librarian's report October 3, 2006 The library is fully staffed at this time and into the foreseeable future. Staff includes: Ruth McCormack - Head Librarian Pamela Rutan - Assistant Head, Circulation, Computer AJV. Cindy Garlit - Children's and Teen Librarian Anne Potter - Circulation, Interlibrary Loan, Display, Large Print collection. Richelle Smith - Children's and Teen assistant Bonnie Cowart - Circulation, Periodicals, standing orders Jessica Sanders - Student assistant Current Programming: Adult - computer classes including basic use, email, internet. New release movies. Teen - Jr. Volunteers, Teen Anime' movies. Children - Toddler Time, Pre-school Story Time, Family Night, movies. Recent events- Fall book sale netted over $1,500. Publicized on the internet, newspaper, and fliers. Publicity called for donations during the 2 weeks prior to the sale. o Circulation of items is running 10% or better over last year, averaging 15,000 items per month. Current inventory is 57,430 items available for use. Current registered borrowers is just under 11,000. o