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10-29-1986 '-' ...", CITY OF EDGEWATER LIBRARY BOARD MEETING OCTOBER 29, 1986 MINUTES Chairman Mary Rice called the meeting to order at 1:00 P.M. in the Edgewater Library. Mrs. Lillian Bond-Nelson called the roll. Present were: Mary Rice, Jean Haughwout, Lauretta Shafer, Gayle Harmon, Librarian, Jan Dudley, Jim Wheeler from the County Library, and Madalon Reichold, County Library Board member for District 5. Also present were Councilman Neil Asting, the reporter from the Daytona News Journal, and Sue Koser, Recording secretary. Mrs. Bond-Nelson read the minutes of the March 5, 1986, meeting. Chairman Rice asked if there were any corrections, and with none noted, she stated the minutes stand approved as read. Mrs. Shafer read the treasurer's financial report and stated the balance in the savings and market accounts. Mrs. Rice pointed out that most of the money comes from donations and is earmarked for books or the new library. Mrs. Harmon said that $1,000 in the regular savings account was a bequest from one of the patrons in her will and it will be used for something in the new building. Mrs. Rice thanked Shirley Garthwaite on behalf of the Library Board and those who had their way paid to many meetings. She stated the different workshops and meetings that were attended, with the Friends paying for Mrs. Harmon and another person and the City Council paying for JoAnne Sikes. Mrs. Rice said at the volunteer luncheon, they had 11 attending out of 17, and their guests were the Mayor, Big John and his brother, Jim Wheeler and Fran Spitzler, the Coordinator of Volunteers. She thanked all who contributed food and energy for the meal. Mrs. Rice stated that many meetings were attended by the Library Board and the Construction Committee. She asked JoAnne Sikes to make the report as the coordinator of the Construction Committee. She commented that Mrs. Sikes has done a marvelous job and Mrs. Harmon has also spent a lot of hours on this. Councilman Asting asked the status of the grant application. Mrs. Harmon replied that the letter of intent has been filed and they've gone as far as they can until they had an architect which they do have as of Monday. She added that the paperwork has to be in Tallahassee by November 28th. Councilman Asting asked if the City Council has to take further action and Mrs. Harmon replied that Council has to look over the plans. Mrs. Sikes displayed on the easel a sketch of the proposed floor plan for the new library. She described what the different areas would be used for. She said they'll be meeting with the architect again on November 3th at City Hall in the Conference Room and the Library Board should be there and Helen and Mary Lou. She said it will be at 7:30 and there will be Council meeting going on at the same time in the Community Center. ..... ...... Councilman Asting questioned if the new library would be considered a small or medium sized library. Mr. Wheeler replied that anything under 25,000 is considered small but if you look at the role in the system, it's a medium sized system. Councilman Asting and Mr. Wheeler discussed the sizes of area libraries. Mrs. Sikes pointed out that when they attended the meeting in Tallahassee they found that they don't recommend a second story for expansion because of the disruption when they're building and the extra staff it will take. She referred to some of the interior changes made while in Tallahassee. Mrs. Harmon pointed out that the volume capacity will be doubled from 20,000 to 40,000. Mrs. Haughwout questioned where the parking will be and Mrs. Harmon replied that it's in the front. Mrs. Sikes further reviewed the items on the sketch, and she pointed out that there will be no exit on Indian River Boulevard, only on Banyan. Mrs. Sikes said she's talked to some builders about a new kind of brick. Mrs. Harmon explained it's where they can park on the storm retention area. There was a brief discussion about Alamanda behind the new library. Mrs. Haughwout questioned how many parking spaces they'll have and Mrs. Harmon replied that 50 will be standard. Mrs. Haughwout asked if they'll have handicapped facilities, bike racks, etc. and Mrs. Sikes replied that they'll meet all standards. Mrs. Harmon pointed out that the multi-purpose room can be used when the rest of the library is being used. Mrs. Haughwout asked about the drop box and Mrs. Sikes said it will be outside. Mrs. Sikes explained the situation of a library being built prior to a new police facility. Mrs. Harmon then gave her report. She noted that circulation is up 537 over last year for the current total, and September is traditionally a slow month. She said the annual report is not completed yet but last year they circulated 70,341 items which is up from the previous year of 67,257. Mr. Wheeler pointed out that the county circulation was up 8% and Edgewater's was up 10% in September over last year. Under Unfinished Business, Mrs. Rice said Mr.Wheeler's assistant asked that they thank the representatives who have helped the library and they're drafting a letter to each. She said the bill didn't pass but they tried and were anxious to help the library. Mr. Wheeler noted that Torn Brown is a supporter and Mrs. Rice added that Sam Bell and T. K. Wetherell also are supporters. Under New Business, Mrs. Rice brought up the subject of the cleaning of the library and how the service could be supple- mented. Mr. Wheeler suggested they get citizens to write a complaint. Mrs. Harmon pointed out they only put in 5 hours and sometimes they do a good job and sometimes they only seem to empty wastebaskets. Mr. Wheeler said the contractor is out of Orlando and when they go out for bids in the Spring, they'll try to find local contractors to bid the buildings in this area and not someone for the whole County. There was further discussion about the quality of their work and what the library personnel could do about it. -2- Library Board Meeting October 29, 1986 'W. 'W .. Mrs. Haughwout asked who they'd write to with a complaint and Mr. Wheeler replied they'd write to Gayle Harmon with a citizen's name and she'd pass it to him and he'll send it on the County's building maintenance and they'll talk to the building supervisor. Councilman Asting asked if the local library can employ someone and Mr. Wheeler replied no, because in 1979 the County went to a contract service for cleaning. There was a discussion about the schedule that is maintained for cleaning. Councilman Asting asked how they'll handle the larger building and Mr. Wheeler replied they charge the County per square foot and it will be converted to hours of cleaning. There was a brief discussion about security. Mr. Wheeler stated the County hires an outside consultant every five years to study the jobs in the County and to recommend upgrading and reclassifying. He said because the library has so many valid requests for reclassification, they decided they wouldn't wait for five years and they'll corne in November and start working at that job. He said they're recommending that Gayle Harmon be upgraded, and it will be done by the County and it coincides with a State-funded study to hire an outside consultant to examine the library services. He said they're looking at costs of library services and it costs $1.50 for circulation in the County and the State average is $2.30. He noted that it costs $2,500 for the consultants and they've asked the Friends groups to contribute. Mrs. Rice asked when they'll know the results and Mr. Wheeler replied in March or April when the County budget is put together. Mr. Wheeler then discussed the problems of how to handle overdues and unreturned books. He noted that the County's lost book rate is 2% under national average, and it will help when they go automated, but that's about two years away. Mrs. Bond-Nelson asked about amnesty and Mr. Wheeler replied that it was a disaster and they didn't get that many books back and people held them for a year to turn them in again. He pointed out that a maximum fine is $3.00, and they want people to bring the books back. He said policy is still to red flag anyone whose bill exceeds $50 and pass the names on to other libraries. Mrs. Rice commented on the list of annual volunteers. Mr. Wheeler said in 1980 they had 33,000 hours and now it's 83,000 hours and Edgewater has 2,103 annual hours of volunteer work. Mrs. Rice then asked for any announcements. Mrs. Harmon noted that November 8th from 10 to 4 they have the festival. Mrs. Rice asked that they attend the meeting on November 3rd at 7:30PM in City Hall. She stated the next Library Board meeting will be Wednesday, January 7th, 1987. She asked what time they preferred. There was a discussion about a telephone being outside the building for the revenue obtained. Mrs. Harmon noted that there's a telephone by the tennis courts and they let people use the one in the library. Mr. Wheeler said the phones are based on amount of traffic. Mrs. Reichold said the one in New Smyrna Beach is there on a trial basis. Mrs. Harmon asked that she let them know how it works out. It was decided they'd consider it at the new site. Mrs. Reichold stated she won't be able 7th meeting as she'll be out of town. 1 PM would be agreeble for the meeting There was a brief discussion about the gentleman who will be speaking about fund raising. Mrs. Rice then adjourned the meeting at 2:00 PM. Minutes submitted by: Lura Sue Koser Recording Secretary to attend the Janaury It was decided that time. -3- Library Board Meeting October 29, 1986