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10-05-2010 LIBRARY BOARD EDGEWATER PUBLIC LIBRARY REGULAR MEETING OCTOBER 5, 2010 4:00 P.M. MINUTES 1. CALL TO ORDER Ms. Haughwout, serving in the capacity of Chairwoman, called the Regular Meeting to order at 4:01 p.m. at the Edgewater Public Library. 2. ROLL CALL Members present were: Chairwoman Marilyn Fausti, Jean Haughwout, Marie Goodrich, Anne McDevitt, Kathy Booth, Laverna McGinnis, and Mary Person. Also present were Head Librarian Ruth McCormack and City Clerk Bonnie Wenzel. 3. APPROVAL OF MINUTES A. Regular Meeting of January 5, 2010 Ms. McDevitt moved to approve the January 5, 2010 minutes, second by Ms. McGinnis. Now The MOTION CARRIED 7 -0. B. Special Meeting of March 9, 2010 Ms. Goodrich pointed out on Page 2, it identified Tobey Mason as Head Librarian and said she was present on behalf of Head Librarian Ruth McCormack. Ms. McCormack identified her as the Circulation Manager. Ms. McDevitt moved to approve the March 9, 2010 minutes as amended, second by Ms. Fausti. The MOTION CARRIED 7 -0. 4. REPORT OF THE LIBRARIAN Ms. McCormack presented the Statistical Reports that they submit annually. She commented on keeping track of Reference Transactions which is anything anyone asks them other than where is the water fountain or the restroom. In July they did a sampling and multiplied it out based on a formula to make up six months worth of questions and they came out with 33,514 questions. They just turned in their October Statistical Report which included programming and instruction in technology. She then presented the statistics for the entire fiscal year. They had 36 adult programs with an attendance of 431. 1 Library Board Regular Meeting October 5, 2010 They had 12 teen programs with an attendance of 166. They had 124 children's programs with an attendance of 3,809. They currently have about 35 active volunteers who volunteered 4,646 hours this year. They had 113,047 people who visited the library. She then commented on training programs that are done in -house by the staff members and volunteers. She then commented on helping an estimated 22,694 people use the computers and spent approximately 3,858 hours helping them. Ms. McCormack informed the Board she would be retiring on November 30 which for her was a really hard decision to make. She is committing to volunteer at the book sale and a few other things. In November she will have been with the County for 38 years, 37 of those years with the Library. She assured the Board the position was not disappearing and that Melissa Reynolds was committed to filling the position. Support will be provided from the New Smyrna branch. She has already done some cross training with some of the staff in New Smyrna. Ms. McCormack then notified the Board of the Book Sale that would be held at the end of the month. She informed the Board if they could stop by later in the week to pick up some flyers that would be great. She then notified the Board of the Yard /Craft Sale that would be held the first Saturday in November. 5. COMMUNICATIONS There were no Communications at this time. 6. UNFINISHED BUSINESS There was no Unfinished Business at this time. 7. NEW BUSINESS A. Board Appointment - Laverna McGinnis - Expired April 9, 2010 Ms. McDevitt made a motion to accept Laverna McGinnis and Mary Person to remain on the Library Board, second by Ms. Booth. The MOTION CARRIED 7 -0. B. Board Appointment - Jean Haughwout - Expires December 6, 2010 Ms. McDevitt made a motion and stated with regret they accepted the resignation of Jean Haughwout after her many years of service, second by Ms. Booth. The Board then reviewed the applications of Larry Middleton and Edward Uber. Ms. McCormack commented on knowing Mr. Middleton, who has expressed his interest in serving on the Board for a number of years. 2 Library Board Regular Meeting October 5, 2010 Ms. McGinnis made a motion to recommend Larry Middleton, second by Ms. McDevitt. The MOTION CARRIED 7 -0. Chairwoman Fausti stated if they contact him and he decides he doesn't want to take the position she asked if it would wait until the next Board meeting. City Clerk Wenzel informed her they could or when they send it to Council which they could do on October 18 if they know prior to that she could let Council know and they could go with the other gentleman. Ms. McDevitt asked if they should put it in the minutes that if Mr. Middleton is not available that they would offer it to Mr. Uber as there were no other applications on file. There was a discussion regarding how the City gets the information out to the public when applicants are needed. Ms. Haughwout commented on it being on the water bills. City Clerk Wenzel informed the Board it is also put on the website as well as in the newsletter. Ms. McDevitt made a motion that if Mr. Middleton wasn't available to serve that they contact Mr. Uber and ask him if he would serve, second by Ms. Booth. Ms. Haughwout felt it would have been a good idea to have the `NW gentlemen at the meeting to discuss this with them and get some input. Ms. McCormack pointed out that had been done before. Ms. Haughwout felt it would help if they knew who they were, have them speak and then leave and then make a decision. Ms. McDevitt felt they could keep that in mind for next time. City Clerk Wenzel informed the Board they could also contact the applicants. Ms. McGinnis felt that would be better than having them come to a meeting. There was further discussion regarding any of the Board members contacting any of the applicants before the appointment is made. Chairwoman Fausti questioned this being a public meeting and anyone from the public being able to attend. She was informed this is a public meeting and that anyone from the public is allowed to attend. There was further discussion regarding a potential applicant not being comfortable with seven members contacting them. City Clerk Wenzel informed her if that was the way the Board wanted to go in the future they could have Board Coordinator Bloomer contact the applicants and let them know when the meeting would be held and that there was an opening. She informed them they couldn't make the applicant leave when they did the vote due to it being a public meeting. Ms. Haughwout mentioned doing the vote at the next meeting. City Clerk Wenzel informed her they could come to that meeting as well. They can't keep them out. Everything has to be done in the Sunshine. 3 Library Board Regular Meeting October 5, 2010 Ms. Booth questioned how the board members could contact the applicants with regard to the Sunshine. City Clerk Wenzel informed her if they each call independently it doesn't violate the Sunshine Law and wouldn't apply. The MOTION CARRIED 7 -0. C. Board Appointment - Mary Person - Expires December 6, 2010 This item was previously discussed on the agenda. 8. MISCELLANEOUS Chairwoman Fausti stated since they had two people who were leaving, she wanted to see if the Board would like to make a suggestion for a luncheon for Jean and Ruth to show their appreciation. Ms. McGinnis asked if she was putting that in the form of a motion. Chairwoman Fausti informed her she was. Ms. McGinnis seconded the motion. Ms. McDevitt felt that was a wonderful idea and asked if they should open that up to the volunteers. Ms. McCormack was sure they were already doing something. Ms. McDevitt asked Chairwoman Fausti if they wanted to mention they could invite the Board to do it or if she wanted to do it independently as the Board. Chairwoman Fausti felt it would be nice for the Board to do it if the volunteers were already planning something. Ms. McGinnis suggested the Board go to a restaurant. They would take care of their own and then they divide up Ruth and Jean's lunch and pay for it. The Board felt that was a wonderful idea. Chairwoman Fausti informed the Board she was leaving the country on October 16 and wouldn't be returning until November 13 She would be back in Florida on November 14 and would be available any time after that. Ms. McCormack commented on how proud she was to be a part of the group and how fortunate she was to have such a close knit group that really comes out when the call is made. She has been so lucky. It has been a pleasure working with the Board. Ms. Haughwout described serving on the Board since 1979, following in her mother's footsteps who had also served as Chairwoman of the Library Board. She has enjoyed it and felt they all worked well together. There are times when they don't do much and there are times when they do a lot. Ms. McDevitt felt they both had much to be proud of. 4 Library Board Regular Meeting October 5, 2010 Ms. McGinnis asked Ms. McCormack if she felt somebody who is already working there would fill her position. Ms. McCormack informed her there was nobody on the Edgewater staff that had the qualifications as far as experience and the interest. She then described the qualifications. Ms. Haughwout asked if there was anyone at New Smyrna or any of the other libraries. Ms. McCormack informed her there were definitely people qualified but she didn't know what the interest level was. She commented on it being a big job for a librarian three. There are only two of them in the County that run a full service branch at a level three. Ms. McGinnis asked if Amy Hall had her Masters. Ms. McCormack informed her she was qualified but she didn't know if she was interested. There were a lot of people that were qualified within the system. There would be a selection team to decide who they will hire to fill her position. After some discussion, the Board decided to hold the luncheon on November 17 at Riverview at 12:00 p.m. Ms. Person offered to make the reservations. There was a discussion regarding whether or not to invite Mr. Middleton to the luncheon. Ms. McDevitt pointed out he wouldn't have been approved by the City yet and it would be premature for them to invite him. Ms. Person asked when the City Council would vote. City ►' Clerk Wenzel informed her she had a Council meeting on October 18 but wasn't sure it would make it on that agenda. She also had meetings on November 1 st and November 15 Most likely it would go before Council on November 1st There was a discussion regarding when the next Library Board meeting would be and the fact that they have to have three meetings a year. Today was the third one of this year. Ms. McDevitt asked if they were violating the Sunshine by having the luncheon or if they should call it a Special Meeting. City Clerk Wenzel informed the Board she would check on that to be sure. Ms. McCormack commented on there being a minimum of three meetings and she didn't think they had ever had only three meetings. For the preparation of the luncheon they usually have two meetings and then the luncheon is a meeting and then the fall meeting, which totaled four. Sometimes there are more meetings than that. There was a discussion regarding whether the Board should hold a meeting in November. Ms. Booth commented on the luncheon being moved up to March. Ms. McCormack suggested they could plan the menu and pick the date for the Volunteer luncheon at the November luncheon. 5 Library Board Regular Meeting October 5, 2010 There was a brief discussion regarding the luncheon being held in March due to some of the volunteers leaving in April to go back up north. After some discussion, the date for the Volunteer Luncheon was set for March 8, 2011 at 11:30 a.m. At the November 17 meeting, they would choose the menu and decide the theme for the Volunteer Luncheon. Ms. McCormack agreed to check to see what the National theme would be for next year. Ms. McDevitt asked if Mr. Middleton or whomever was approved, if Board Coordinator Bloomer could let somebody know so they could invite him to the luncheon as well since it would be a business meeting. Ms. McCormack informed her he wouldn't actually start until after Ms. Haughwout's term expired on December 6, 2010. Ms. Person felt it would be nice to invite him. City Clerk Wenzel informed her he could be invited to come but wouldn't be able to vote. Ms. McDevitt asked that she be notified when Mr. Middleton was appointed and she would invite Mr. Middleton and then asked if Board Coordinator Bloomer would do that. City Clerk Wenzel informed her she could. Ms. McDevitt informed her if she would that would be great. Ms. Person asked how many people they figured for lunch. She would rather reserve for more instead of not enough. She asked if they would like to eat outside. Ms. McCormack felt not knowing what the temperature would be in November she didn't want to say they would sit outside and then have it be cold. Ms. Person agreed to choose and take responsibility. 9. ADJOURNMENT There being no further business to discuss, the meeting adjourned at 4:54 p.m. Minutes submitted by: Lisa Bloomer 6 Library Board Regular Meeting October 5, 2010