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10-04-2011 EDGEWATER LIBRARY BOARD REGULAR MEETING OCTOBER 4, 2011 4:00 P.M. EDGEWATER PUBLIC LIBRARY MINUTES 1. CALL TO ORDER Chairwoman Fausti called the Regular Meeting to order at 4:00 p.m. at the Edgewater Public Library. 2. ROLL CALL Members present were Chairwoman Marilyn Fausti, Marie Goodrich, Laverna McGinnis, Anne McDevitt, Larry Middleton, and Ed Pfeiffer. Mary Person arrived at 4:01 p.m. Also present were Head Librarian Kristin Bennett and Board Coordinator Lisa Bloomer. 3. APPROVAL OF MINUTES A. Regular Meeting of May 3, 2011 Chairwoman Fausti referred to Page 6 and asked Ms. Bennett if she heard anything about a County purchasing representative coming to a meeting. Ms. Bennett did not know. Chairwoman Fausti asked her to find out if that was working out to make things a little smoother for them. Ms. Person referred to Ms. Purinton asking if they could own an item, such as the computer system and then let the Library use it and then if the Library System decided to take it away they couldn't because it would not belong to the Library and would belong to the Friends. Ms. Bennett thought Ms. Reynolds had explained it but she thought it had something to do with the maintenance and the IT Department. Ms. Goodrich asked if the purchase had gone through and if it was resubmitted. Ms. Bennett identified if she could get a third bid that it would go through and further described starting the process over and being unable to get in touch with the Edgewater company that had originally submitted a bid but that she did have a third vendor in the works. Chairwoman Fausti mentioned the Friends being notified of the price. Ms. Bennett pointed out they discussed the bids and an approximate price at the last Friends meeting. She also identified they created a purchase agreement for them to sign. 1 Library Board October 4, 2011 Chairwoman Fausti asked if they were feeling more comfortable with the whole scenario. Ms. Bennett felt they were. Ms. McGinnis made a motion to approve the May 3, 2011 minutes, second by Ms. Goodrich. The MOTION CARRIED 7 -0. 4. REPORT OF THE LIBRARIAN Ms. Bennett started her report by identifying the staff changes at the Edgewater Library. There was further discussion regarding the Student Worker at the Edgewater Library. Ms. McGinnis asked if they had a backlog of people who wanted to work in the Library or if each position was advertised and them someone applies. Ms. Bennett elaborated on the hiring process. Ms. McGinnis identified she knew someone who was a media specialist from Ft. Lauderdale who was let go. She also identified she worked in the Children's Department at one time at the Edgewater Library. Ms. Bennett suggested she look on the Volusia County website for any open positions. Ms. Bennett informed the Board they would be celebrating National Friends of the Library Week from October 16 through October 22 They would be having a dessert party after the meeting on October 18 Ms. Bennett identified there was a display in the lobby so patrons could interact by filling out a cutout of a book saying what they love about the Edgewater Library. She further identified they would have signage on the exterior as well. Ms. Bennett then presented the statistics for the Summer Reading Program in the Children's Department. Ms. Bennett commented on having the six laptops that were purchased by the Friends that were being used for training to the public and staff. She then commented on the weekly EGOV lab they have on Thursday morning from 9:30 a.m. to 12:30 p.m. She further commented on the assistance they provide. Ms. McDevitt asked about the response. Ms. Bennett identified they had only had four so far but they are now advertising on Facebook, which was supposed to post today. They also have a blog on the County homepage. 2 Library Board October 4, 2011 Ms. Bennett commented on being able to disseminate information as far as local organizations that can provide help to citizens immediately. Ms. Bennett informed the Board of the Edgewater Library Fall Festival to be held on October 26 from 3 p.m. to 5 p.m. She identified it was a family event with the games geared for kids. She further spoke of pushing programs that were family oriented. Ms. Bennett spoke of the County working on a countywide phone system upgrade, which would be started on Tuesday, October 11 Ms. Bennett identified she contacted the City of Edgewater and reported a dangerously uneven sidewalk by the staff parking lot and that they had come out within a week and fixed it. She also reported easement erosion on the south parking lot beside SR 442 and nothing ever being done about that, which was interfering with the groundskeepers who were having problems mowing it. Chairwoman Fausti asked if she needed to call them. Ms. Bennett didn't know and was just making the Board aware. Board Coordinator Bloomer identified in the past Ms. Goodrich as the Recording Secretary would send a letter to the City and they had been very good at responding to those letters. Ms. Goodrich agreed to write the letter. There was a brief discussion regarding whose responsibility it was to take care of the problem, DOT or the City. Ms. Goodrich agreed to get with Ms. Bennett to make sure she had the right information. 5. COMMUNICATIONS There were no Communications at this time. 6. UNFINISHED BUSINESS There was no Unfinished Business at this time. 7. NEW BUSINESS A. Discussion on the by -laws regarding Article V(A) Regular Meetings - "at least three (3) times during a year Chairwoman Fausti commented on the by -laws saying they must have three regular meetings a year to be legally binding. The recommendation was to strike at least three times per year to as needed. Board Coordinator Bloomer identified for the Board that she had contacted Chairwoman Fausti and Ms. Bennett and neither one of them had anything for the agenda. Technically they wouldn't have to have a 3 Library Board October 4, 2011 meeting but would have to have another meeting before the end of the year. By changing the wording, it leaves it open and they could have one regular meeting a year or twelve regular meetings a year and it doesn't obligate them to having meetings just for the sake of having a meeting. Ms. McDevitt was okay with it as long as Ms. Bennett contacted Chairwoman Fausti with things that may come up. She felt it was foolish to come to a meeting and not do anything. Mr. Middleton felt they should still have a minimum of one annual meeting. If they don't, he felt they would become a shadow Board without really much meaning. There was a brief discussion regarding the meetings that are held in conjunction with planning for the Volunteer Luncheon. Ms. McDevitt made a motion to make the change to the by -laws, second by Ms. McGinnis. The MOTION CARRIED 6 -1. Mr. Pfeiffer voted NO. Mr. Pfeiffer didn't like the language "as needed ". He felt it said nothing and was a catch all phrase. Chairwoman Fausti asked the Board members if anybody had a better suggestion on how to word it. Ms. Person suggested they go with two a year since they have always had at least two a year. Mr. Pfeiffer suggested they use the term "at the discretion of the Volusia County Library District of the President of the Board ". Chairwoman Fausti suggested "at the discretion of the Chairperson ". Mr. Pfeiffer was okay with that language. Ms. McDevitt withdrew the original motion and Ms. McGinnis withdrew her second to the original motion. Ms. McDevitt made a motion to amend the language to read "at the discretion of the Chairperson ", second by Ms. McGinnis. Ms. Person asked if they have always had at least two regular meetings. Board Coordinator Bloomer identified when the meetings were held in 2005, 2006, 2007, 2008, 2009, and 2010. The MOTION CARRIED 7 -0. Board Coordinator Bloomer read the way the by -laws would now read and identified that she would submit the change to Council. 4 Library Board October 4, 2011 8. MISCELLANEOUS There were no Miscellaneous items to discuss at this time. Chairwoman Fausti asked Mr. Middleton how his computer classes were going, which he elaborated on. Chairwoman Fausti thanked Ms. Bennett and Ms. Reynolds for the map showing where things are located in the Library. 9. ADJOURNMENT There being no further business to discuss, Ms. McGinnis moved to adjourn. The meeting adjourned at 4:33 p.m. Minutes submitted by: Lisa Bloomer, CMC Board Coordinator 5 Library Board October 4, 2011