Loading...
05-03-2011 EDGEWATER LIBRARY BOARD REGULAR MEETING MAY 3, 2011 4:00 P.M. EDGEWATER PUBLIC LIBRARY MINUTES 1. CALL TO ORDER Chairwoman Fausti called the Regular Meeting to order at 3:58 p.m. at the Edgewater Public Library. 2. ROLL CALL Members present were Chairwoman Marilyn Fausti, Marie Goodrich, Laverna McGinnis, Mary Person, Larry Middleton, and Ed Pfeiffer. Anne McDevitt was absent. Also present were Regional Librarian Melissa Reynolds; Kristin Bennett, Head Librarian; Board Coordinator Lisa Bloomer and Friends of the Library President Joyce Purinton. 3. APPROVAL OF MINUTES A. Regular Meeting of February 1, 2011 Ms. Person made a motion to approve the February 1, 2011 minutes, second by Ms. McGinnis. The MOTION CARRIED 6 -0. B. Special Meeting of March 8, 2011 Ms. Goodrich moved to approve the March 8, 2011 minutes, second by Ms. McGinnis. The MOTION CARRIED 6 -0. C. Special Meeting of March 23, 2011 Ms. Person commended Board Coordinator Bloomer for her thorough minutes. Ms. Person moved to approve the March 23, 2011 minutes, second by Ms. Goodrich. The MOTION CARRIED 6 -0. 4. REPORT OF THE LIBRARIAN A. Introduction of Kristin Bennett, Branch Head 1 Library Board May 3, 2011 Chairwoman Fausti introduced Kristin Bennett, the new Head Librarian. Each member of the Board introduced themselves. Ms. Bennett identified she came from South Carolina where she worked for four years in a regional library that was more the size of the New Smyrna Beach Library. She received her Masters at Florida State. She was welcomed by a very dedicated staff and volunteer organization. Ms. Bennett informed the Board at the end of this week, Friday, May 6, they would be having Staff Development Day which would be held system wide. Ms. Reynolds further commented on Staff Development Day, where they will develop a new long range plan for the County Library system, which is a State requirement in order for them to apply for State money which needs to be updated every three to five years. She identified it would be opened up to the public and staff for input. On Thursday half of the library system would be closed, including New Smyrna and Oak Hill. On Friday the remainder of the libraries will be closed, including Edgewater. Chairwoman Fausti asked about Ms. Colee making the final call. Ms. Reynolds explained she had a consultant she was working with. She was not part of the focus group meetings that were occurring in the Southeast Region. Ms. Purinton was at yesterday's meeting. Ms. Purinton explained they went around and everyone spoke about their library experiences, good or bad. Ms. Reynolds further commented on the next step. Right now they are gathering input and perception. Ms. Bennett stated they would be closed Monday, May 30 for Memorial Day. She spoke of the updated building map of the collection that has been posted in the lobby and is also on the shelving carts. Ms. Bennett commented on the kindergarteners from Edgewater Elementary School that had been coming in this week to be introduced to the library services and obtain library cards. Ms. Bennett further spoke of stories and songs that were being offered. Ms. Bennett commented on Summer Reading starting on June 2 nd which would run through July 29 th . Ms. Bennett further identified some children's programs such as the Coast Guard coming in as well as someone from the Post Office and also a magician. She also mentioned some of the teen programs they will be offering with regard to crafts. Ms. Bennett then commented on adult programs. The Friends organization recently purchased 6 laptops so they could begin to offer adult computer classes in the Fall. 2 Library Board May 3, 2011 5. COMMUNICATIONS There were no Communications at this time. 6. UNFINISHED BUSINESS There was no Unfinished Business at this time. 7. NEW BUSINESS Chairwoman Fausti commented on concerns identified by some of the volunteers with regard to when they would like to provide something to the Library what the right way was for them to do that, should they donate it outright, should they keep ownership of it and loan it on a permanent basis. She further commented on the self contained computer system set up by Ms. McCormack so the only thing that could be changed was the volume due to problems with the parameters being changed. She asked the volunteers if they could purchase it for the Library and they agreed. She spoke of the estimate being approximately $3,000, which was turned into Volusia County and they were informed they needed to get three bids. They were happy with the bid they received from a local Edgewater businessman which would provide business to Edgewater as well as be close by in case there was a problem with it. Volusia County selected someone from Holly Hill that was less expensive. The volunteers feel they are raising the money and they want to feel closer to the process of purchasing it for the Library. She asked if the six laptops could be taken out of the Library and taken by Volusia County to another library because the volunteers have purchased them for Edgewater but it has gone into the Volusia County system. Ms. Reynolds read from the Volusia County Library Policy with regard to gifts. She explained when something is given to the Library it is always the best intention to be able to utilize the gift and honor the giver's intentions to the best of their ability for as long as they are able to do so but at the same time with the economic climate, if one branch can no longer use a piece of library equipment and they only have a short period of time that they can store it, then other libraries will take advantage of it regardless if it was originally purchased by the County or not. She spoke of it becoming a delicate issue. Ms. Reynolds further commented on staff being able to purchase smaller items under $100. She spoke of large scale purchase and it being library practice to use the County, to open it to bid and allow any vendor who is registered with the County to make a bid. There was a discussion regarding purchases being made by the County and being reimbursed by the Friends. Chairwoman Fausti questioned the 3 Library Board May 3, 2011 Friends purchasing something outright and donating the actual item. Ms. Reynolds explained it would depend on what the item was due to installation contracts, warranty contracts or maintenance plans that are usually associated with audio equipment. Joyce Purinton, 449 Bella Vista, stated so somebody that wanted to donate something to the Library had to go with the three bids and the lowest bid and could not get around that. Mr. Pfeiffer questioned at what point is becomes supplies verses equipment monetarily. Ms. Purinton commented on the problem being they want to buy a built in video system for the meeting room at the Library and even though they are paying for everything they have to go through the County and get the bids and they have no choice as to where it is purchased. Mr. Middleton commented on being through the purchasing process at a federal level. Ms. Purinton mentioned a lot of libraries having the video systems. Ms. Reynolds informed her those Friends organizations didn't have the opportunity to select a vendor either. There is a vendor process and procedure through the County. Ms. Purinton made mention of nobody telling them any of this. They knew nothing about this. She spoke of a call she received that the County had the three bids and was going with the lowest bid. She was disappointed because they hoped to get the local company. She spoke of another phone call she received informing her she had one hour to return the phone call or the order would be cancelled. She was not home and could not call back within one hour. Ms. Reynolds identified herself as the one that made the phone call and further commented on the situation. Ms. Purinton pointed out the Friends were the ones that wanted to buy it but Ms. Reynolds cancelled the order. Ms. Reynolds informed her she gave her the perception she was not happy with the vendor. Ms. Purinton informed her she was disappointed they didn't get the local vendor. Ms. Reynolds confirmed she spoke to the Library Director and cancelled the order which was her decision with her supervisor's support because they could not accommodate the original preference of the Edgewater Friends. Mr. Pfeiffer asked if the County had a purchasing department which Ms. Reynolds informed him they did. Ms. Purinton stated somebody from Edgewater Library got three bids from three different companies and turned them into the County. Mr. Pfeiffer asked why it was not salvageable. Ms. Purinton informed him the order was cancelled. Chairwoman Fausti asked if another one could be resubmitted. Ms. Purinton didn't know what the procedure was. Ms. Reynolds informed him it was currently cancelled and that a new order could be placed. She was at a point where she didn't know what else to do. 4 Library Board May 3, 2011 Mr. Pfeiffer stated the Friends didn't need to go out and get any bids because the Purchasing Department has a bidders list. Ms. Reynolds informed him staff makes recommendations and selects three. Ms. Purinton felt an hour to respond wasn't enough time. Ms. Reynolds identified she couldn't help it. It was confirmed this could be resubmitted. Ms. Reynolds felt the Friends needed to have a regular meeting if they do wish to pursue it with the understanding it likely would not be the local vendor but it would be a local County vendor. Ms. Purinton felt the Friends should have the opportunity to make that decision since they are paying all the money. Ms. Purinton identified they would like to have an opportunity to discuss this which they did not. They were told the order was cancelled and that was the end of it. Mr. Reynolds informed her the order was cancelled but didn't have to be the end of the gift. She felt the Friends organization needed to come back and understand it was going to be a different vendor. Mr. Pfeiffer asked how they could get better communication. Ms. Purinton felt this was the whole problem. There has been a lack of communication since Ms. McCormack left. When she left things were not finished. The main problem is a lack of communication. The Friends want to buy this and they want to do what they have to do but they have to know what they have to do. Nobody tells them anything. Chairwoman Fausti commented on the length of time Ms. McCormack was there and Ms. Reynolds was filling in as best as she could. There was a discussion regarding once it goes to the Purchasing Department it is out of the Friends hands. Ms. Reynolds commented on the more she tried to fix the problem the worse it was getting. She spoke of there being many things that were started under Ms. McCormack that were not accomplished before she left. She further identified it taking her extra time to figure out what the Friends had approved and what was being pursued by the County. Ms. Reynolds commented on moving forward with Ms. Bennett with regard to what she wanted for the Library moving forward. There was a brief discussion regarding there being a Council of Friends which includes all of the Friends organizations. Mr. Middleton felt the ball was in the Friends court to decide what to do next and they had to be willing to live with it whether they like it or not. Ms. Purinton identified when she went to the next Friends 5 Library Board May 3, 2011 meeting she needed to be able to tell them what they needed to do if they decide they want to pursue this and purchase it. Mr. Pfeiffer suggested a County purchasing representative come to a meeting. Ms. Reynolds agreed to ask. Chairwoman Fausti spoke of proposal prices being in place for a period of time. Ms. Purinton stated if the Friends discuss this and still want to purchase it they need to know what they have to do. She asked if they could use the original bids or if they had to start the process all over again. Ms. Reynolds informed her all she needed from the Friends at the next meeting was whether or not they agreed to the purchase. There was further discussion regarding the decision to purchase or cancel the order needed to be done in one hour. Mr. Pfeiffer spoke of suggesting vendors and asked if the County ever waivered on that. Ms. Reynolds stated she expressed their preference of the local Edgewater vendor. It is this County's procedure to go with the lowest bidder. Ms. Purinton again identified they needed to know what to do and that they were trying to do something nice for the Library. Chairwoman Fausti asked Ms. Purinton if she wanted to wait for the meeting or if she wanted Ms. Reynolds to put this through. Ms. Purinton identified if she would have had more time she could have contacted the Board members and taken care of it that way. If they didn't discuss it at a Board meeting she at least needed to speak to some of the Board members. They had a meeting on the third Tuesday coming up. She agreed to contact the Board members and get an answer very quickly as to whether they wanted to pursue it. She just needed the opportunity. Ms. Reynolds identified to start the process again without it being recorded in a Board meeting she would need to consult with her Library Director. She expressed the need for a clear message from the Friends organization that they were comfortable with the vendor. Chairwoman Fausti commented on this being a learning experience for all of them on the best way to work together. Ms. Purinton asked if Ms. Reynolds had to have this at a Board meeting or if the Board could vote on this. Ms. Reynolds informed her it was whatever Ms. Purinton as the President of the organization was going to be most comfortable with. There was a brief discussion regarding not many volunteers showing up at the Friends meetings and not knowing what was going on which caused frustration and anxiety and there being a lot of miscommunication 6 Library Board May 3, 2011 going on. Ms. Purinton asked Ms. Reynolds if she wanted to have a meeting and have the members vote or if the Board could vote. Ms. Reynolds informed her the Board could vote. Chairwoman Fausti asked Ms. Reynolds if they needed to provide documentation. Ms. Reynolds commented on documentation and forms she and Ms. Bennett were working on to resolve some of the matters. Ms. Purinton asked Ms. Reynolds if she wanted their secretary to write something. Ms. Reynolds informed her yes. Chairwoman Fausti asked what she wanted the documentation to include, if they agreed to a price or if they agreed to the vendor? Ms. Reynolds informed her it had to include that it was the organization identifying itself and the Board members as having approved the specific equipment that the original order was for and the approximate amount that they originally approved but with the understanding the County could pursue its vendor through the appropriate bidding. Ms. Purinton commented on not being able to find out the difference in the bids. Ms. Reynolds wasn't involved in that part of the process so she didn't have access to that information. Chairwoman Fausti asked if they needed to state the amount they were willing to donate towards this. Ms. Purinton didn't want to be too specific due to possible additional charges. If someone would give them a price they could approve it. Ms. Reynolds didn't know what was presented to them originally. Ms. Purinton informed they were given an approximate amount. Ms. Person questioned where they came up with the $3,000 amount originally. Ms. Purinton informed her it was an estimate. Ms. Reynolds had no idea what was presented to the County. Ms. Purinton asked if it would be possible for them to be told they had bids and the lowest bid was for ex- number of dollars and if they wanted to pay it. Ms. Reynolds stated basically that should have been the way it worked. She assured Ms. Purinton in the future with Ms. Bennett they would know exactly before they approved it what they would be paying for. Ms. Purinton asked if they would be able to get something from someone letting them know the amount of the bid. Ms. Reynolds agreed to get that information for her. Ms. Purinton felt since they were paying the bill they should know what it was going to cost before the bill comes in. Ms. Reynolds had no idea how it was originally presented to the Friends. Chairwoman Fausti stated she didn't understand they couldn't say they were willing to pay more because they wanted a local vendor. Ms. Purinton stated it was explained to her that anything in Volusia 7 Library Board May 3, 2011 County is considered local. She was thinking local Edgewater, not local Volusia County. Mr. Middleton commented on teaching computer classes for ten years at the Brannon Center. He wanted to share some of his experience with Ms. Bennett, which he felt was best left private except for Ms. Reynolds. He teaches older folks. He spoke of there being a need here. He spoke of it being a problem persuading the older people that they need to learn about computers. 8. MISCELLANEOUS There were no Miscelleanous items to discuss at this time. 9. ADJOURNMENT There being no further business to discuss, Chairwoman Fausti adjourned the meeting at 4:52 p.m. Minutes submitted by: Lisa Bloomer, CMC Board Coordinator 8 Library Board May 3, 2011