Loading...
03-23-2011 - Special EDGEWATER LIBRARY BOARD SPECIAL MEETING MARCH 23, 2011 3:00 P.M. EDGEWATER PUBLIC LIBRARY MINUTES CALL TO ORDER Chairwoman Fausti called the Special Meeting to order at 3:00 p.m. at the Edgewater Public Library. ROLL CALL Members present were: Chairwoman Marilyn Fausti, Marie Goodrich, Laverna McGinnis, Anne McDevitt, Mary Person, Larry Middleton & Ed Pfeiffer. Also present were Board Coordinator Lisa Bloomer, Regional Librarian Melissa Reynolds and Library Services Director Lucinda Colee. MEETING PURPOSE The purpose of the meeting was to discuss concerns being expressed regarding activities occurring after hours at the Edgewater Public Library. Chairwoman Fausti explained there had been some concern expressed by the Friends of the Library and volunteers that were seeing a pattern of collections being removed from the shelves, some shelving was being removed, tables and furniture were being removed. They want to understand from the Library's point of view if there were any issues going on, if the Library or collection was going to be downsized or if it was housekeeping. Due to Joyce Perrinton not being present to represent the Friends of the Library, Edith McCain, volunteer for almost 10 years, spoke. Edith McCain, 3426 Yule Tree Drive, felt they all pretty much felt the same. They would come in to work during off hours and found out tables, chairs, cabinets, shelving, displays and shelf items were missing. The week before last there was a huge box in the back the size of a refrigerator box that was full of books that had been pulled. Normally they get to keep the books to sell at the book sale. She didn't know why but the books were gone and didn't know where they went. The table and chairs that were missing were in excellent condition and the Friends bought the table and chairs. She knew once it was given to the Library it was Library property, which she had a hard time understanding. The table was replaced with an older table and older chairs that don't match. She asked why this was done. The 1 Special Meeting March 23, 2011 table and chairs were bought by the Friends of the Library and were still in excellent condition and were still being used. The table and chairs that were used by the patrons were also taken out and replaced with smaller, crappier tables. They are all pretty upset about it. They want to know why Melissa felt like it was her place to come in and change everything when they have a new librarian coming in at the end of the month. She questioned if that would be the new librarian's decision to make these decisions if she wanted to instead of coming to a very empty library. They are very proud of the library and they don't feel it is right that they come in and take whatever they want without mentioning a word like a thief in the night with no one being there and no one knowing what was going on. She felt this wasn't right. It's their hard earned money that pays for these things. She spoke of the furniture still being in very good condition to be used and used by them. They are the ones that paid for them. She didn't see why they were taken out and questioned where they were taken to and when were they taken. Lucinda Colee, Library Services Director, 1290 Indian Lake Road, Daytona Beach, disclosed that Melissa Reynolds had met with the Friends and discussed many of the issues. Ms. Reynolds disclosed she had met with them on January 11 and March 8th Ms. Colee disclosed that Ms. Reynolds was the New Smyrna Beach Southeast Regional Librarian so she supervises New Smyrna, Edgewater and Oak Hill. She has an overall responsibility for the entire region. Ms. Reynolds has been observing and paying attention to what goes on in the Library for two years. There were a few changes in the collection arrangement she wanted to make and with some of the shelving, which she wanted to open up. She disclosed there wasn't a place in the Library where the large round table was ADA compliant due to being too large. Ms. McCain pointed out the ADA compliance only meant they had to be accessible. Ms. Colee stated there wasn't a place to put it where there was enough clearance for someone in a wheel chair to get around it. Ms. McCain felt they could move chairs. Melissa Reynolds, New Smyrna Beach Southeast Regional Librarian, commented on having citizens that utilize wheelchairs and a volunteer who utilizes crutches to get around. She spoke of receiving commentary from citizens who were finding difficulty traversing the floor plan due to people sprawling out in the Library. Several citizens didn't believe it. She further spoke of concerns being expressed by patrons who are fully mobile. Ms. McCain asked where the table and chairs were that were in Ruth's office. Ms. Reynolds informed her it was moved and not removed and that it was still in her office. Ms. McCain felt it was a smaller 2 Special Meeting March 23, 2011 table and pointed out the chairs didn't match and that the table and chairs that were in there did match and were newer. Ms. Sikes stated the original conference table that the Friends bought to put in the Librarian's office was made by the same company that made the round table and that it was gone. The table was there when Ruth retired. Ms. Reynolds questioned it being the oblong table in the public area. She disclosed several times in the discussion that all they did was move it, not remove it. Ms. McCain pointed out the tables in the back of the Library weren't the same either. Ms. Reynolds stated the smaller round table under the lights was new. The oblong table in the back of the Library currently was in front of the magazines. Ms. Reynolds offered to walk around the Library and address the concerns with the furniture. According to her records, they did not remove a table from the branch manager's office. They rearranged the furniture but the only thing they removed was a 2' X 2' coffee table and 15 feet of shelving. A lady in the audience pointed out a 62' round table that was up front was gone. Ms. Reynolds informed her that table was removed because they couldn't get the citizens to meander through there comfortably. JoAnne Sikes disclosed the table was purchased through the Advisory. The table in the Librarian's office was not the same table. It was solid and the one there now is not. She was in there before the meeting started and it definitely was not the same table. It may have been moved but she did not look in the back. She asked if the round table wasn't compliant where it went. The Friends paid for that table and matching chairs to go with it. Ms. Colee disclosed the chairs were still there and the table was in storage. Ms. Sikes questioned if they were ever consulted that that table was to be moved. It seems things were done after hours when no one else is at the Library and no one seems to be consulted. Ms. Colee stated the staff had been constantly consulted. She then pointed out that an item donated to the Library becomes the property of the County Library. Ms. Sikes asked what happened to it. Ms. Colee informed her it was in storage at the Library Support Center. It was so large she didn't know that anybody would be able to use it. A lady in the audience wished Ms. Colee could have watched the people that did use it every week. Ms. Colee disclosed if they could find a place to put it they would be happy to do that. Ms. Reynolds had a list of what was removed. Ms. Colee wanted to address the afterhours. They are a seven day a week operation. Staff does take the opportunity during closed hours to work in the Library, which is not unusual so they wouldn't be in the way of the people using the Library. Nothing has been removed after hours. Anything that was removed was removed while the Library was open. 3 Special Meeting March 23, 2011 Ms. Reynolds disclosed the box of books as was discussed with the Friends of the Library and through staff, at the last large book sale there was a storage of books that she was notified were not selling at the last few book sales and the books no longer needed to be stored here. She spoke of weaning the reference collection. In speaking to staff, Cindy & Bonnie, those were items that were passed up that they reviewed for the Friends of the Library and those were the books that they did not perceive would sell. Cathy D'Amore, 3121 Victory Palm Drive, asked about the Florida Books. Ms. Reynolds informed her there were some in the reference section and some in the new book area. Ms. D'Amore believed there were some in the discard. Ms. Reynolds knew there were some triplicates and quads or they were old or obsolete. She referred to Ms. McCormack's branch reports and said that was something that was typically reviewed once a year. Dave Kverek, 2117 Queen Palm Drive, a volunteer speaking as a citizen and taxpayer, disclosed he emptied the dumpster and filled it with 2,000 or 3,000 books that were for a book sale. They had to be moved because there was voting the next day. There was no ability to store any and no other storage place. The books in the big box were stripped out after. He now has his own library of gardening reference books that were thrown away that he took when they were dumped. It doesn't cost any more money to keep them on the shelves when they are books where the content doesn't change such as plants. He has five books on lighthouses and they don't change. He has books on astronomy. He objected to the fact that books are stripped off the shelves. He spoke of the gardening section being condensed to half. He knows that at least 20% to 30% of the books that disappeared from the Library were thrown out because he was told if they weren't used for two years or taken out for two years they were dumped. The technical non - fiction books don't ever change. As a taxpayer he was a little perturbed. Ms. Colee explained that shelves that are packed full don't circulate as well as shelves that are accessible. It's poor practice on their part as library professionals to continue to leave materials that do not circulate on the shelves. Mr. Kverek commented on the annual garden sale coming up and he has all different kinds of bromeliads and has been looking at different books to help him identify some of what they are. He spoke of there being 30,000 bromeliads and 40,000 or 60,000 orchids. They don't get old. He doesn't care if they pack the shelves because it gives him more to look it. He also uses the computer but he can't Google a picture. 4 Special Meeting March 23, 2011 Ms. Colee explained there are only so many spaces on the shelves and they buy new books every day. Ms. Colee then identified there were absolutely no plans to downsize or close this facility. Their goal is to continue to make it a better facility. Ms. Kverek commented on the non - profit organizations he went to and gave the books to. A lady in the audience identified the books were supposed to go to the Salvation Army to her knowledge. Ms. Reynolds commented on the big box of books that left last week being sent to other Friends of the Library organizations to attempt to sell them elsewhere. Mr. Kverek identified they went to Deland, which Ms. Reynolds confirmed. A lady in the audience asked why they didn't stay here. Ms. Reynolds understanding was they pulled everything they thought the Friends would be able to utilize. They couldn't store them so once they did the pull they still had a giant box of books they didn't know what to do with. A lady in the audience identified they didn't have any books to sell so they couldn't have their winter book sale. Ms. Reynolds wasn't aware of that. The staff worked with the volunteers in their organization every day. She relied on their expertise in what would sell. It was the solution she came up with with the information she had. Kay Billick, 2528 Lime Tree Drive, asked if she was saying the staff consulted with the volunteers about which books to get rid of. Ms. Reynolds identified what the situation was. Ms. Billick stated nobody knew where the books were going. A lady in the audience identified they were not offered to them. Joyce Purinton spoke of not having any books to sell. Ms. Reynolds was of the understanding that staff was going to review the items for the Friends first and the box was supposed to be the remnants. Ms. Reynolds spoke of a discussion at the January or March meeting where staff talked about the fact that they cleaned up the area and that sales were up in the book sale. Ms. Purinton identified they cleaned up all the books that didn't sell at previous book sales but they usually accumulate them throughout the year and that is how they raise their money. 5 Special Meeting March 23, 2011 Ms. Colee suggested they could send out a message to the other branches to see if they have spare books that they would like to send for their sale. It wasn't the intention that the books would go somewhere else. Ms. Reynolds stated that was her solution for what she was told. Ms. Purinton stated that is their only way of raising money for the Library and they have no books. Ms. Reynolds offered to speak to the New Smyrna Friends who send books to the Port Orange Friends and Deland Friends. She also identified they all have finite space. Ms. D'Amore asked Ms. Colee if she could address the new Branch Manager coming and why it isn't being left for her to be included in these decisions. Ms. Colee commented on Ms. Reynolds spending time in Edgewater for the last two years. There were a few changes she wanted to make before the new Branch Manager got there. She didn't want to overwhelm a new person with some obvious things that needed to be done. They had a part of the collection that was shelf backwards so that was rearranged. The new books were all over the place. Ms. Reynolds commented on the situation with the new book area being difficult to browse. She spoke of the books being kept as a new book designation two to three times longer at this facility than any other facility in the County. Their practice is to keep a new book status for six months unless it is on the New York Times Best Seller list. The books were sometimes more than a year and a half old. She and staff and two branch heads worked together as a team. Ms. Kverek expressed concern with older people not being able to get down to the lower shelves. Ms. Reynolds had correspondence from the branch staff about that. Ms. Sikes asked about the large print books that were so low. Ms. Reynolds informed her they had been lifted. Ms. Colee stated Ms. Reynolds had been trying to utilize best practices to make a few key changes before someone new came in to the facility. Ms. D'Amore asked Ms. Reynolds if she didn't think she could wait for the new Branch Manager to discuss this. Ms. Reynolds referred to a pre - evaluation period for Ms. McCormack where they talked about her goals for 2009 and 2010, part of which was a questionnaire that was filled out before they met back in August of 2009. She also referred to the Branch Reports where Ms. McCormack was accomplishing those goals. Some of what they have been doing is a continuation of goals set by Ms. McCormack. With a lag time of possibly four to six months for a new branch head it wasn't logical to halt process on everything they were doing in the branch when there were some things they could fix. She then identified where a lot of the shelving has gone. Ms. McCain spoke of the book display always being a big part of the Library. People depend on it and like it. She also spoke of the 1 other display cabinet where people would display personal items. She 6 1 Special Meeting March 23, 2011 1 felt they should have that back. She then asked why they couldn't sell their t- shirts. Ms. Reynolds informed her they could. Ms. Sikes identified they were under lock and key. Ms. Reynolds informed her only one of each color was under lock and key. Staff has all the t- shirts to sell. Ms. McCain stated they used to be out where people could browse. Ms. Reynolds identified they were having issues with faded fabric and the possibility of theft. She was going based on a report. They were also looking at the floor space. Ms. McCain commented on staff having to stop what they are doing in order to help the people interested in purchasing the t- shirts. Ms. Colee asked how many shirts they were selling a month. Ms. McCain estimated three. Ms. Sikes stated they had been selling t- shirts since 1984. She bought the first one and gave the rest to the Library to sell, which was a way for the Friends to make money. She spoke of the t- shirts selling around the holidays. When you go to the store you want to see what you are getting. They sold them because they put them out. Janet Hautzinger, 2944 Mango Tree Drive, stated she worked and she was evaluated every year for 26 years. She did not appreciate Ms. Reynolds speaking and reading about somebody's pre- evaluation. She felt there should be two people in the Library at all times. Not only for safety but it is the proper way to do things. Jane Holcomb, 3224 Queen Palm Drive, commented on books that are constantly being moved around the Library that she had a hard time finding. Ms. Sikes identified the men complain because they can't find their westerns. Ms. Holcomb commented on people that have stopped coming to the Library because they can't find the books. Ms. McGinnis commented on this Library having a huge collection of historical things for Edgewater and New Smyrna. She spoke of working for the historical library and needing to come to Edgewater to get information. She asked what happens to the historical material if it isn't used in two years. Mr. Kverek commented on half of the books that were disposed of being Florida books. Ms. McGinnis asked that books that had to do with this area not be thrown away. She spoke of people that come in from out of State that aren't aware of what they have done to get the few pieces of information that they have collected. She asked if some sort of group could be set up to check on it before the historical things are thrown away. Ms. Colee identified any of the Florida items that were discarded were circulating copies or duplicates. Ms. Reynolds commented on this being a project of Ms. McCormack. She set a goal for that to get some of those materials to a historical society or museum. A lady in the audience thought she had given them to them. Ms. Reynolds identified the two wooden cabinets in the Branch Manager's office house the remainder of the historical materials. There are some in the cabinets below and some on the shelf. Her understanding was prior to Ms. 7 Special Meeting March 23, 2011 McCormack retirement she saw to their guardianship with facilities who could better manage the material. Ms. McDevitt asked if they still had the Edgewater historical books and documents. Ms. Sikes identified the Hawks Park books were gone. She was talking about the looseleaf binders that she spent over 20 years putting together. Ms. Reynolds would not have known they were Edgewater because she has not been here. Ms. Reynolds identified she had not pulled them. Ms. Sikes stated those books were gone and have been gone. They were on the shelf when Ms. McCormack retired. Ms. Reynolds stated they should still be there. Ms. Sikes identified they were not there. Ms. Reynolds asked if she checked in the drawers underneath. Ms. Sikes informed her she had not. Ms. Reynolds stated nothing was removed from her office. What she left was still there. Ms. Sikes stated she has been sick ever since. Ms. Reynolds informed her they could check the cabinets underneath. Her understanding was everything Ms. McCormack felt needed to get to another facility she took care of, working up to the date she retired. Ms. Sikes hoped and prayed the books were in the cabinets underneath. Ms. McDevitt felt somebody needed to know what was there so they can provide them to someone who may ask for them. Chairwoman Fausti mentioned things being moved around and asked if they should have a floor plan. Ms. Kverek pointed out the books are moved every week. Ms. Colee commented on sometimes having to shift to shift to shift. Mr. Kverek commented on books from authors he looks at not being at the Library anymore, such as Karl Hiaaisen, Rawlings, and Mary Clay. Ms. Colee confirmed the Library system had all of Karl Hiaaisen's books. She suggested if he needed assistance locating them to contact staff. Mr. Kverek commented on the Library customers that do not like computers because they are scared of them. Ms. McDevitt stated in the last three or four months, who have their patron statistics measured up to the Library usage and the number of patrons they have had come in here. This has always been such a busy Library. Mr. Kverek commented on being done shelving books by 11:00 instead of 12:30. Ms. McDevitt expressed concern with seeing a lot of empty shelves. Mr. Kverek stated he doesn't have half the number of books to shelve anymore but he does have a lot of DVD's. Ms. Colee and Ms. Reynolds had the statistics but didn't have the current statistics with them. Ms. Reynolds had last year's statistics, which was why they were trying to address some of the 8 Special Meeting March 23, 2011 collections and rearrange it which she shared with the Friends of the Library as one of three goals back in January. She mentioned from 2009 to 2010 patron library visits decreased by less than 1 %. The DVD circulation dropped by 11% and overall circulation for the year dropped by 6%, which is part of why they have been relocating collections and reviewing them. She then commented on foot traffic increasing due to computer usage. Ms. McDevitt commented on it being surprising to her because at the Library Board's quarterly meetings it was reported to them that the Library was above average, had excellent traffic, and was very well utilized by the citizens of Edgewater. Mr. Kverek commented on there not being as many books and this being the reason why people aren't taking out as many. Ms. Colee explained the numbers that Ms. Reynolds was talking about were from last year. She would be surprised if going forward they don't go up. She also spoke of Ms. Reynolds spending the last two years rearranging the collection in New Smyrna and their circulation had gone up. Joyce Purinton, 449 Bella Vista, stated because of the fact that their circulation is down, they used to let people borrow DVD's from other libraries and that has stopped, which she felt had cut deeply into their circulation. Ms. Colee identified that was a portion of it but there were as many libraries that lost circulation, there are libraries that gained a much higher circulation. She identified some of the libraries whose circulation had gone up. Irene Wasilawski, 2331 Juniper Drive, felt the circulation had gone down because of there being so many foreclosures. Ms. Person asked about the kindles and nooks affecting the circulation. Ms. Purinton identified that cuts into their circulation. Mr. Middleton asked Ms. Person to identify what those were for the people who had puzzled looks on their faces. Ms. Person explained they were electronic books. Ms. Colee identified they circulate them via their website. Ms. Person felt this was something they should be publishing because that might increase their circulation. Ms. Colee informed her they could do it from home as long as they have their library card and PIN. They are also able to download music now so they aren't circulating as many CD's. Ms. Person questioned that affecting the overall numbers but not the individual libraries. Ms. Reynolds commented on last year's numbers not being reflective of that service. She spoke of being in Edgewater seeing how much their facility is utilized. She then spoke about there being certain parts of a collection being shelved backwards. She also spoke about the temporary move of the large type going to 9 Special Meeting March 23, 2011 lower shelving and the new biographies. She spoke of the senior community contacting her voicing their frustration. She spoke of trying to be responsive to the citizens. Ms. Purinton commented on hearing a lot of people complain about they used to have the mysteries in one section and the westerns in one section. Now they have to go through the whole collection. Ms. Reynolds informed her that was common Volusia County library practice. Ms. McCormack changed it so she could align her branch with every other branch. Ms. Billick stated since none of the Friends were aware that things they worked so hard to buy were being removed, she asked that when something the Friends has bought is going to be removed if they could be informed. Ms. Reynolds commented on when she checked the history. She tried to be very careful in understanding the history of items. She further identified the history of the property in the library. Mr. Kverek commented on being a member of the Men's Garden club and when somebody in the Club dies they purchase a book in memory of that person and donate it to the New Smyrna Library. When he was going through the books he found so many that had been donated in memory of someone. He told the Club to not continue to buy more books if they are going to throw them away, which they are no longer doing. He questioned if they should try to give them back to the family or not feel bad about getting rid of them or selling them. He suggested the people that donate the books be told not to give books in memory of anyone because they may not stay on the shelf. Ms. Colee informed him that has always been the case. Ms. Goodrich felt it seemed like there was a lack of communication and nobody means any harm. When things are removed at night, she suggested a note be left so the volunteers and staff would know. Ms. Colee thought the staff was well aware of everything that was moved. They didn't remove anything after hours. Ms. Reynolds identified times when she was at the Edgewater Library after hours. At the January meeting she provided a two page document to the Friends listing all of the projects that were going on, why they were doing it and what they were pushing forward with. She spoke of concerns about the new candidate being first and foremost at the meeting. Ms. McDevitt asked if there was a liaison between the Friends of the Library and staff. Ms. Reynolds informed her temporarily it was her until the new Branch Manager started. 10 Special Meeting March 23, 2011 Ms. McDevitt asked if there was anyone here now that they could talk to. Ms. Reynolds thought they did informally. Ms. McDevitt asked if the staff was authorized to speak to the Friends and if this was something that needed to be addressed. Ms. Reynolds stated as far as she was aware they knew they could meet with the Friends. She confirmed they were authorized. Ms. D'Amore commented all of the Friends of the Library being listed on the website for the regional libraries only. Ms. Colee informed her it was a link to those websites and if they had a website they would be happy to put it on too. The Friends have to build the site and the County provides a link. She confirmed the Friends of the Library at the regional libraries have their own website. Chairwoman Fausti confirmed Ms. Colee would contact some of the other Friends about donating books to the Edgewater Friends of the Library. Ms. Colee confirmed she would. Chairwoman Fausti mentioned coming up with a floor plan once it is finalized. Ms. Colee stated they could even do a temporary one. Mr. Kverek commented on the website and the fact that the books they have read aren't listed alphabetically by author or book title. Ms. Colee confirmed that was in their patron record. She agreed to pass it on to Anne Powers, who could contact the vendor. Ms. Sikes thanked the Library Board for meeting and listening to them and their concerns. She hoped this was strictly a problem of communication and maybe things can work together a little better. Ms. Sikes stated she spent 25 years or more putting together a historical collection that is to be, with an agreement with the County and the City, left in the Library here. She found it in the cabinet previously mentioned by Ms. Reynolds. This collection is Hawks Park which is Edgewater and Turnbull which is in New Smyrna. She asked for permission to go through the books to take what she wants to give to New Smyrna. Ms. Colee thought Ms. McCormack made copies of all of the documents and sent them to the Historical Society. Ms. Sikes informed her the original documents that she did were in the Branch Manager's office. She would like to go over it with Ms. Reynolds and the new Librarian. She spoke of it being used for references by people from elementary school through college. Ms. Colee commented on having the same basic goal to work together to make Edgewater the best library it can be. She thanked the Board for inviting them here today. She encouraged them to call if they have any questions. 11 Special Meeting March 23, 2011 Chairwoman Fausti thanked the Friends and volunteers for all of their help and for bringing this up. Their needs and concerns need to be addressed. She expressed her appreciation for their support. ADJOURNMENT There being no further business to discuss, Chairwoman Fausti adjourned the meeting. The meeting adjourned at 4:15 p.m. The following resident spoke during the meeting but did not identify herself for the record: Jean Kreimeier, 117 Azalea Road Minutes submitted by: Lisa Bloomer, CMC 12 Special Meeting March 23, 2011