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11-03-2009 LIBRARY BOARD EDGEWATER PUBLIC LIBRARY REGULAR MEETING NOVEMBER 3, 2009 4:00 P.M. MINUTES 1. CALL TO ORDER Chairwoman Haughwout called the Regular Meeting to order at 4:00 p.m. at the Edgewater Public Library. 2. ROLL CALL Members present were: Chairwoman Jean Haughwout, Marie Goodrich, Laverna McGinnis, Kathy Booth, Anne McDevitt, Marilyn Fausti and Mary Person. Also present were Head Librarian Ruth McCormack and Recording Secretary Lisa Bloomer. 3. APPROVAL OF MINUTES A. Regular Meeting of October 6, 2009 Ms. Goodrich moved to approve the October 6, 2009 minutes, second by Ms. McGinnis. The MOTION CARRIED 7 -0. 4. REPORT OF THE LIBRARIAN Ms. McCormack went over the Branch Activity Report. She commented on the things that were taken care of with the facility this month and what still needed to be taken care of. She then presented an update on staff and the after hours shelf reading party that was held on October 14 to ensure the books were in the right place. Ms. McCormack then presented an update on the Adult Programs, the Children's Programs and the displays they have right now. Ms. McCormack commented on the hand me down furniture they received from Deltona. Page 1 of 4 Regular Meeting November 3, 2009 Ms. McCormack presented a report on what was going on with the Friends of the Library with regard to the Yard Sale they held the first weekend in October. There would be another one held the first Saturday in December. She also commented on the Book Sale and Silent Auction that was held last weekend. They would also be having another Silent Auction in December. 5. COMMUNICATIONS There were no Communications at this time. 6. UNFINISHED BUSINESS A. Proposed By -Law Amendments Recording Secretary Bloomer informed the Board she went ahead and underlined and struck through what was being put in or taken out and as long as everyone was okay with that, they needed to make a motion to approve and a second. Ms. McCormack asked if one of them dealt with the meeting time. Recording Secretary Bloomer informed her not in the by -laws. They only addressed when the meetings are held and that there was nothing time specific. Recording Secretary Bloomer read the proposed changes to the by -laws. She then informed the Board the 30 -day notice provision was being taken out in order for the Board to vote on an amendment. If the Board approves the changes, the next item coming up on the agenda if any changes are made to that, they would still have the 30 -day notice provision in there because until Council approved it being removed, it's technically still in there. If any changes are made they would have to go another 30 days from today before they can be approved again. They could have a meeting in December as an extra meeting or January was their regular meeting and they could wait until then. At that time all of the amendments would go before Council to be approved in one resolution. She informed the Board it was up to them how they wanted to handle that depending on what the Board decided to do regarding the absences. Recording Secretary Bloomer informed the Board they were only voting on the underlines and strikethroughs that were in the by -laws provided to the Board in their agenda packet. Page 2 of 4 Regular Meeting November 3, 2009 Ms. Booth felt it made sense to her if there is a majority present to go ahead and make a decision at that time instead of waiting for 30 days. Ms. Goodrich stated since they were already doing this, it sounded like everybody was in favor of it. Nobody was against it. Ms. McGinnis moved to accept the change in Article 3, Number 6 and Article 7, second by Ms. Booth. The MOTION CARRIED 7 -0. 7. NEW BUSINESS A. Discussion on Amendment to By -Laws Regarding Absences (Article III - Membership, Section B, Subsection 2) Ms. McCormack asked Recording Secretary Bloomer to advise the Board of what the current language was. Recording Secretary Bloomer read the current language. Because they only have three to five meetings a year and one of them is a Special, somebody could come to one meeting a year and still serve on the Library Board. She then commented on the examples she provided to the Board of what was included in the by -laws from other City Boards with regard to Absences. After a lengthy discussion of options that would better accommodate the Library Board, Ms. McGinnis made a motion to remove the words "consecutive regular" from the current language, second by Ms. McDevitt. The MOTION CARRIED 7 -0. Recording Secretary Bloomer asked the Board if they were going to have another meeting in December because of the 30 -day notice provision, they now have 30 days before they can technically approve the change or did they want to wait until the regular meeting in January. She would wait until January to take the by -laws to Council with all of the changes in them. The Board decided to wait until the meeting in January and send all of the changes to Council at one time. Page 3 of 4 Regular Meeting November 3, 2009 Ms. McCormack asked the Board if they could change the January meeting to the second week because of having people out on vacation and they would probably be tight staffed the first few days back after the New Year. The Board then talked about when to hold the January meeting. After checking her calendar, Ms. McCormack informed the Board they could hold the meeting on January 5 th and that they would make it work. B. Discussion Regarding Changing Meeting Time Back to 3:30 p.m. After discussion by the Board, it was decided to leave the meetings at 4:00 p.m. and if they find they get busy they could change it back. 8. MISCELLANEOUS There were no Miscellaneous items to be discussed at this time. 9. ADJOURNMENT There being no further business to discuss, the meeting adjourned at 4:43 p.m. Minutes submitted by: Lisa Bloomer Page 4 of 4 Regular Meeting November 3, 2009