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01-05-2010 LIBRARY BOARD EDGEWATER PUBLIC LIBRARY REGULAR MEETING JANUARY 5, 2010 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, Anne McDevitt, Kathy Booth, Laverna McGinnis, and Marilyn Fausti. Mary Person arrived at 4:02 p.m. Also present were Head Librarian Ruth McCormack and Board Coordinator Lisa Bloomer. 3. APPROVAL OF MINUTES A. Regular Meeting of November 3, 2009 Ms. McDevitt moved to approve the November 3, 2009 minutes, second by Ms. McGinnis. The MOTION CARRIED 7 -0. 4. REPORT OF THE LIBRARIAN Ms. McCormack gave the Library Board an unofficial report. She reported that this past month all of their adult computers were replaced with brand new computers. They have a new printer that will provide printing for those as well but it wasn't set up yet. Currently if they print a color print it comes through a staff computer and they have to retrieve that. It will be better because their color copy will come out where they are working. Prices remain the same, $.15 for black and white and $1.00 for color. They have all been given new copy machines. New Smyrna's does color and Edgewater's does black and white. Color copies in New Smyrna will be $.25. That will be good for the community. She believed that was in operation already in New Smyrna. They have a brand new copy machine for staff also. The County Facilities Manager has made a decision that the Friends copiers are going to be phased out as the contracts expire so eventually that one will be replaced with a County run copier. She has already advised the Friends of that. They make $150 to $200 a month on it so it won't be a big loss for them but they will keep it until the contract expires, which she thought was next year. 1 Library Board Regular Meeting Ms. Goodrich asked if the County would do the maintenance of it. Ms. McCormack informed her yes and provide all the paper. Ms. McCormack stated somewhere the question was asked about a private entity making the money off of something that is a coin operated machine in a public building. One by one as the leases expire they are being replaced with County leased machines and the County will get the proceeds. Ms. McCormack then reported they were still fully staffed. There is still no discussion whatsoever of reducing any hours or manpower at the Edgewater Library. She commented on the press releases relevant to some of the closings. Initially it was going to be downsizing or reducing staff at two of the very small libraries. That has been done. They moved staff to larger libraries that had vacancies. The two libraries, Cornelia Young on the beachside in Daytona and Holly Hill that they were talking about closing, the County is now in negotiations with those particular cities to help with the maintenance and operating expenses for those two facilities. Right now those are not being closed. She thought it was off the table for the moment while the cities negotiate with them on that. Edgewater was never in the mix luckily in any of the discussions that they heard. Linda Colee was there and she did say with each year the budget is always in question so they should really just stay on their toes and be aware of any legislation that would benefit funding for libraries and really promote that wherever they can and also out in the community, continuing to talk about how important it is to keep their libraries open. 5. COMMUNICATIONS There were no Communications at this time. 6. UNFINISHED BUSINESS A. Proposed By -Law Amendment - Regarding Absences - (Article III - membership, Section B, Subsection 2) Board Coordinator Bloomer commented on this being the one change changing the language from three consecutive regular meetings to three meetings. Ms. McDevitt moved to accept the change, second by Ms. McGinnis. The MOTION CARRIED 5 -0. 7. MISCELLANEOUS Ms. Booth wondered how the Christmas Sale went. Ms. McCormack stated the Friends sponsored a community yard and craft sale the first weekend in December. They did really well. She thought the grand 2 Library Board Regular Meeting total was around $400 in table rentals even though it rained and some miscellaneous sales. They had books for sale, the t- shirts and they had a silent auction and a raffle and they did pretty well and it was pretty well received by the people that participated so she thought it would become an annual event. There has also been a lot of discussion about having a full - fledged craft show in October which the Library used to do many years ago utilizing the City Hall. It really is a good fund raiser considering they are really just providing the space and the staff takes care of taking in the reservations and fixing the calendar. Ms. Fausti questioned Ms. McCormack saying it would be more than annual. Ms. McCormack stated hopefully the yard sale they will have four times a year. She spoke of there being more participants at the Craft Sale. Apparently they have a lot of crafters in this community who would like the opportunity to do that. There is another yard sale in the works for February. The Friends were also doing a three day book sale the last weekend in January. Chairwoman Haughwout asked Ms. McCormack if she would say there were more participants in December than in October. Ms. McCormack informed her yes. Ms. Fausti stated it seemed like there were a lot of Christmasy crafts. Ms. McCormack informed her there were. Ms. McCormack stated they needed to talk about the Volunteer Appreciation Luncheon. Board Coordinator Bloomer informed her they usually talk about that at the next meeting. Ms. McCormack asked if they picked a date. Board Coordinator Bloomer asked when they were going to have the next meeting, in February or in March. Ms. McCormack asked when they wanted the luncheon. She didn't have anything on her calendar. There was a brief discussion as to whether or not to hold the luncheon in March or April. Ms. McCormack pointed out that a good many of their volunteers are gone by April and they wind up not being able to participate in the Appreciation Luncheon. For them, early March would be better and the proposed date she had was March 9 th or March 2 She suggested they could hold off on selecting the date if the Board was going to meet in February so they could look at their own calendars. Ms. Fausti asked how much work went into planning the whole thing. The Board briefly informed Ms. Fausti of what was involved. Chairwoman Haughwout felt if they were going to have the luncheon in March that they definitely needed to have a meeting in February. 3 Library Board Regular Meeting Board Coordinator Bloomer commented on needing to do the election of officers at the meeting in March. She suggested they could either hold a Special Meeting before or after the luncheon to take care of the election of officers. Ms. McGinnis felt that might be kind of difficult with the food if they have it too far ahead of time. Ms. McDevitt suggested having their Regular Meeting on March 2 nd and then do the luncheon on March 9 Ms. Goodrich felt it would be easier to elect the officers and have the luncheon on the same day. After further discussion, Board Coordinator Bloomer suggested having the election of officers at 11:00 a.m. and the luncheon at 11:30 a.m. Ms. Person stated they are meeting at 11:00 a.m. She asked if they would be sitting there having the meeting. She asked if there would be people milling. Board Coordinator Bloomer informed her not that early. Ms. McGinnis suggested they could close the door. Ms. Goodrich pointed out they could stand in the back as long as it was being recorded. It wouldn't matter where they were sitting. Ms. McCormack stated they had the tables in rows last time which they could all sit together at one of those tables. The invitations for the volunteers says 11:30 a.m. They aren't involved with the set up or anything because they are just guests. The door can be locked at that point while they have the election of officers and when they finish they can open up the door. Ms. McCormack knew the volunteers would appreciate it being moved earlier in the year and that they would have a better attendance. After some further discussion, the Board decided to hold the Special Meeting on March 9 th at 11:00 a.m. with the luncheon to follow at 11:30 a.m. Ms. Fausti stated so they weren't going to come until next month and asked if they had to get the entertainment ahead of time. Board Coordinator Bloomer asked if they would still have the meeting in February. They usually have a meeting the month before the luncheon. Ms. McCormack stated Karen McDonald is one of their Friends of the Library and she was also the musical director for the Bed Pan Band. She offered to send her an e -mail to see if they are available. Board Coordinator mentioned it being too bad they couldn't get the Showdolls. Ms. Person asked if the High School had a small, special choir. Ms. McCormack commented on having a High School group there once before. Ms. McDevitt informed the Board the Bed Pan Band was available on March 9 th as she is a member of the Bed Pan Band. The Board agreed to go with the Bed Pan Band. Ms. McDevitt asked how long of a program they wanted. A regular program is 45 minutes but 4 Library Board Regular Meeting they can cut it down if they need them to. Ms. McCormack thought they did a half hour last time. There was a brief discussion regarding there being a cost for the Bed Pan Band to perform. Ms. McDevitt thought it was either $35 or $50. Ms. Fausti agreed to underwrite that. Ms. McCormack felt that was wonderful. Ms. McDevitt thanked her. Ms. McDevitt agreed to get it worked out. Ms. Fausti asked her if she wanted the check now. Ms. McDevitt told her no. Ms. Fausti asked Ms. McDevitt to remind her. Chairwoman Haughwout asked who was in charge of the Bed Pan Band now. Ms. McDevitt informed her Karen McDonald was the director and Jack Rorbaugh was their business manager. Chairwoman Haughwout stated as far as the menu they would pretty much do what they have done before and that they would work on that in February. After some discussion, it was decided Chairwoman Haughwout would bring the ham. Ms. Goodrich and Ms. McGinnis would bring potato salad. Ms. McDevitt would bring the baked beans. Ms. McCormack would bring the condiments and take care of the coffee and the tea and anything else they ask her to do. Ms. Person would bring the green salad. Ms. Booth would bring the rolls, cheese and jello. Ms. Fausti would bring the cake and cupcakes and Board Coordinator Bloomer would bring the ice. Ms. Goodrich asked if they would still be having the February meeting since they decided on the menu. There was mention made of who does the tables and the decorations. Ms. McCormack stated they did need to decide on that and at some point somebody would need to come and help her get ready for that. Chairwoman Haughwout asked what the theme was going to be. Ms. McCormack agreed to go along with what the National Theme is and she would do the banner and get the plates and tablecloths if they trusted her to do that and it would just be done. She would have the staff set up the room the night before. Ms. McCormack went to find out what the National Theme was. Chairwoman Haughwout felt they didn't need to have a meeting in February since they were handling everything today. Board Coordinator Bloomer asked Chairwoman Haughwout to sign the by- laws with all of the changes and she would submit them to Council with the Resolution for their approval. 5 Library Board Regular Meeting There was a brief discussion amongst the Board about when the other meetings would be held this year. The Board then discussed how many people to plan on attending the luncheon so they know how much food to bring. Ms. McDevitt suggested they could contact Ms. McCormack a couple days prior to the event and find out how many would be attending. Ms. McDevitt asked if they wanted the Bed Pan Band to perform before lunch or after lunch and if they were going to invite the band to eat. Chairwoman Haughwout asked how many were in the Band. Ms. McDevitt informed her 15. It was determined they weren't fed last time and neither were the men that came last year. Ms. McCormack stated they offered them sandwiches afterwards. She couldn't remember if they took them up on that or not. Ms. McCormack came back and said the National Theme was "Involve ". It's an acronym for something but it sounded pretty boring so she printed out another one that has a lot of choices such as Volunteers Make a World of Difference, Volunteers Bring Beauty to Life, Volunteers At The Heart Of Change, Volunteers Touch Many Hearts, Volunteers Give From The Heart, Volunteers Lend A Hand, Volunteers /America's Strength, Volunteers You Light Up My Life, Volunteers A Treasure For All Seasons, and Volunteers A Work Of Heart. The Board decided to go with the Theme of "Volunteers Give From The Heart ". The Board then discussed what type of decorations to get. Ms. McDevitt wanted to confirm what time the Bed Pan Band would be performing. After some discussion, it was decided they would perform at 12:30 p.m. Ms. Booth asked if they would have any guest speakers. Ms. McCormack stated she invites the Mayor, County Councilman Jack Hayman and County Councilwoman Joie Alexander, the Director Lucinda Colee, her Supervisor Melissa Reynolds and whoever is the current Chair of the Volusia County Library Advisory Board. The Board then briefly discussed it being difficult to get publicity. Board Coordinator Bloomer then confirmed they would not be meeting in February. Ms. McCormack didn't think they needed to. Ms. Fausti asked if they would be able to get in touch with Ms. McCormack for a count closer to the event. Ms. McCormack informed her she would have people RSVP by the Tuesday before. 6 Library Board Regular Meeting Ms. McCormack informed the Board they would be doing the set up on March 8th at 4:00 p.m. if any of the Board were available and wanted to help. Ms. Booth again mentioned they had to figure out if the Band was going to be eating with them too. Ms. McCormack informed her that would be up to the Board to decide. Board coordinator Bloomer mentioned needing seating for 15 more people too. Ms. McDevitt stated they are going to have to have chairs set up in the back. Ms. McCormack stated they could do it anyway they wanted to do it. She assured Ms. McDevitt they would have room. Ms. McDevitt informed the Board the Bed Pan Band were members of the Bert Fish Medical Auxiliary and they always think it is a wonderful thing when they get to eat somewhere. If they were invited to eat that would be nice and they would just need a table in the back but it was up to the Board. The Board decided the Bed Pan Band could eat after they perform. 8. ADJOURNMENT There being no further business to discuss, the meeting adjourned at 4:42 p.m. Minutes submitted by: Lisa Bloomer Board Coordinator 7 Library Board Regular Meeting