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10-06-2009LIBRARY BOARD EDGEWATER PUBLIC LIBRARY REGULAR MEETING OCTOBER 6, 2009 4:00 P.M. MINUTES 1. CALL TO ORDER Chairwoman Haughwout called the Regular Meeting to order at 4:02 p.m. at the Edgewater Public Library. 2. ROLL CALL Members present were: Chairwoman Jean Haughwout, Marie Goodrich, Laverna McGinnis, Kathy Booth, and Marilyn Fausti. Anne McDevitt and Mary Person were absent. Also present were Regional Librarian Melissa Reynolds, Volusia County Library Services Director Lucinda Colee, Head Librarian Ruth McCormack and Recording Secretary Lisa Bloomer. 3. APPROVAL OF MINUTES A. Regular Meeting of March 3, 2009 Chairwoman Haughwout commented on Paragraph 2 on Page 5 where it stated "She commented on having wonderful program attendance and their collection and checking out." After review of the tape the following correction is being made: "Ms. Reynolds stated they do have wonderful program attendance. Their collection is checking out." Ms. McGinnis moved to approve the March 3, 2009 minutes, second by Ms. Goodrich The MOTION CARRIED 5 -0 B. Special Meeting of April 7, 2009 Ms. Goodrich moved to approve the April 7, 2009 minutes, second by Ms. McGinnis The MOTION CARRIED 5 -0 Page 1 of 1 Regular Meeting October 6, 2009 4. REPORT OF THE LIBRARIAN Volusia County Library Services Director Lucinda Colee went over a Powerpoint Presentation regarding the Volusia County Library Budget by commenting on their Mission Statement, Key Objectives, Highlights, Total Transactions by Library Facility FY2008, Library Sponsored Program Attendance for Juvenile, Teen and Adults, Virtual Visits to Library Resources, History of Library Millage Rate for FY2000 through FY2009, Millage Rate Approved for FY2010, FY2009/2010 Revised Budget Revenues, FY2009/2010 Revised Budget Expenses, Vacancies - Hiring Freeze, and State Aid Decreases FY2000 - FY2009. (Attached) Ms. Fausti asked Ms. Colee if she wanted to write a letter to the newspaper if she could quote the numbers in the report. Ms. Colee informed her the information was public record. Ms. Colee then briefly spoke about the Edgewater Library budget. Recording Secretary Lisa Bloomer asked for a copy of the Powerpoint Presentation. Ms. Colee agreed to e -mail it to Ms. McCormack who in turn would forward it on to Ms. Bloomer. Ms. McCormack expressed her astonishment by the $100,000 in the budget for Edgewater's library for materials. She feels they have done pretty well tightening their belts and still being able to provide what their customers are looking for. Ms. Colee commented on everyone looking at ways to tighten their belts. They have been very fortunate. They have already started to look at next year. There could be significant cuts next year in the library system. The County Council will have to make some difficult decisions. They don't want to reduce the level of service they provide their citizens in their most used facilities. There was a brief discussion regarding there being no anticipation of layoffs since they have a hiring freeze. Head Librarian Ruth McCormack then presented her report. Page 2 of 2 Regular Meeting October 6, 2009 Ms. McCormack commented on the County of Volusia doing a proclamation recognizing Friends of the Library Week from October 18 to October 24 Ms. McCormack then commented on Banyan Tree Drive being resurfaced. She stated it appears that the City is in talks with DOT to have a turn lane on Alamanda so that people may discontinue their practice of cutting through the parking lot to get to the drug store. Ms. McCormack then presented the October program statistics, which covered from October 1, 2008 through September 30, 2009. Ms. McCormack also commented on working on trying to analyze how much training Library staff has had, how much training they have provided, how much training the volunteers have had and how much training they have given to the public related to computers and technology. She agreed to give these statistics at the next meeting. Regional Librarian Melissa Reynolds described it would probably be very high because they introduced VSMART this past year. Ms. McCormack stated VSMART is the program they use for catalog and circulation functions, the records for each customer, the records for each book and the way they manage all of those things. Ms. Reynolds then commented on two of the branches in this region, New Smyrna and Oak Hill adding a few hours to their hours of operation back in July. She further commented on the Oak Hill Library on Thursday nights having a family game night to promote the fact that they are open. Ms. Reynolds commented on in August, September and October, the 2 nd Harvest Food Bank has sent a Benefit Connection specialist to New Smyrna, the City Island Library, and the Deland Library to assist patrons with applications for food stamps, Medicare, Kid Care and some other government document applications. Because of the economic climate they have a lot of community members in need of help. Ms. Fausti asked how this information was being disseminated. Ms. Reynolds informed her of social workers, help groups and churches being aware of it. It has been in the newspaper and there are flyers being circulated. Ms. Page 3 of 3 Regular Meeting October 6, 2009 McCormack pointed out they have something by the computers +fir letting people know. Ms. Reynolds then commented on New Smyrna sending staff to Deltona on a weekly basis in September to help with their pre- opening needs. Ms. Reynolds then commented on New Smyrna and Edgewater having a joint outreach event at Daytona State College, New Smyrna Campus. Ms. Reynolds then reported New Smyrna recently got wireless services. All six regional libraries did. Ms. Reynolds commented on continuing to send staff to Deltona. The grand reopening was Saturday, October 17 After they reopen, staff from New Smyrna, Edgewater and Oak Hill will be visiting Deltona. Ms. Reynolds commented on this Saturday being Heritage Day in Oak Hill. She also spoke about the Community Red Ribbon Rally. Ms. Reynolds informed the Board on October 21 the New Smyrna Friends would be having their first annual meeting of members from 11:00 a.m. to 2:00 p.m. Ms. Reynolds reported in November they are going to help Deltona as much as they can. They are changing some of their computer classes in November because they don't have that many weeks that they have staff available. 5. COMMUNICATIONS A. Open House for Gayle Harmon Chairwoman Haughwout commented on the open house for Gayle Harmon being held on October 15 from 2:30 p.m. to 4:00 p.m. at 310 S. Riverside Drive. 6. UNFINISHED BUSINESS There was no Unfinished Business to be discussed at this time. 7. NEW BUSINESS Page 4 of 4 Regular Meeting October 6, 2009 A. Proposed By -Law Amendments Recording Secretary Bloomer presented a report on the proposed By -Law Amendments. They can't approve them until the next meeting because of a clause in the by -laws that says that the bylaws may be amended provided that a written notice shall have been sent to each member at least 30 days in advance of the vote. They cannot approve them until the next meeting, which is one of the things being proposed to change in the by -laws. Recording Secretary Bloomer also informed the Board of the addition to Article III - Membership regarding providing a written recommendation to Council for the appointment of a vacancy and that all current applications shall accompany the request. Ms. McCormack asked if this was to make all the boards by- laws consistent with each other. Recording Secretary Bloomer informed her yes. Chairwoman Haughwout asked if anyone had any questions. She guessed they would be having a meeting in November, which they don't normally do, to approve this. Recording Secretary Bloomer informed her she thought they did normally have a meeting in November. She agreed to put this on the next agenda under Unfinished Business and they would get them approved and submit them to Council for their approval. Ms. McCormack asked about the attendance of Anne McDevitt and if she had gone over the limit. Recording Secretary Bloomer believed she was close if not there but would have to go back and check the minutes. If that was the case, she would bring it back on the November agenda and they would recommend someone to Council to replace her. Chairwoman Haughwout asked if they had anyone from last time. Ms. McCormack mentioned a gentleman that was interested. Recording Secretary Bloomer believed his name was Larry Middleton. Chairwoman Haughwout asked if there were any new applications. Recording Secretary Bloomer wasn't sure but agreed to check. Page 5 of 5 Regular Meeting October 6, 2009 Ms. Goodrich asked if anyone knew why she had been absent. r%, Ms. McCormack stated she may not be in the area. She had been living half and half in South Florida and here and may have committed to staying down there and just didn't let them know that. She hasn't seen her since the last meeting she attended. Ms. McGinnis stated this has evidently been quite a difficult year for her. Ms. McCormack stated yes. Recording Secretary Bloomer agreed to check on Ms. McDevitt's absences and if need be she would put it on the November agenda. Chairwoman Haughwout stated and if there are any interested applicants. Recording Secretary Bloomer would provide them at that time. 8. MISCELLANEOUS There was no Miscellaneous at this time. 9. ADJOURNMENT There being no further business to discuss, the meeting adjourned at 4:40 p.m. Minutes submitted by: Lisa Bloomer Page 6 of 6 Regular Meeting October 6, 2009 ml 4 n ' p O O O N i N O u O 14W E u � � � °� LA E > rz un ._ °m 4 .. 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