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11-01-1989 ~ ..... ...""" CITY OF EDGEWATER LIBRARY BOARD NOVEMBER 1, 1989 MINUTES CALL TO ORDER Chairman Mary Rice called the meeting to order at 1:35 p.m. in the Edgewater Library. The meeting was delayed briefly to await the arrival of additional recording equipment. The first five minutes of this meeting were taken from the recording secretary's notes. ROLL CALL Present were: Mary Rice, Jean Haughwout, Lauretta Shafer, Jan Dudley, and Lilian Bond-Nelson. Also present were: Gayle Harmon, Librarian; Mary Morgan, President of Friends of the Library; Lois Brickley, County Library member; and Sarah Webster, County Coordinator of Technical Services and Automation, who arrived later; and Pat Jenkins, who also arrived later. APPROVAL OF THE MINUTES - FEBRUARY 1, 1989 MEETING Mrs. Rice asked if there were any corrections or additions to the minutes as presented. Mrs. Bond-Nelson moved they be accepted as circulated. Mrs. Haughwout seconded the motion. The minutes were approved as presented. REPORT OF THE LIBRARIAN Mrs. Harmon distributed copies of her monthly reports since the last meeting. She read the circulation figures for September and for a year ago as a comparison. She reviewed the annual report compared to last year's report. She pointed out the large increase 1", since they've been in the new Library. Mrs. Rice noted the number I -I II> of recordings borrowed. Mrs. Haughwout asked if they've increased I )'~i'}...:~\n~ the inventory. Mrs. Harmon replied not by many, but they'll be ;'"J getting new ones with the recent authorization from the Friends. Note: The recorder started at thi s time, 1 : 40 P . m., when the equipment was delivered. Mrs. Harmon continued reviewing her report. There was discussion regarding the overdue charges and staff follow up. Pat Jenkins arrived at this time. Mrs. Harmon pointed out that if a book is not returned and the patron is charged, the borrowing privileges are denied until the invoice is paid. Mrs. Dudley asked how they determine cost of a book that's not returned. Mrs. Harmon replied it's the cost plus $3,00 for reordering, new pocket inserts, etc. Mrs. Webster arrived at this time and Mrs. Harmon introduced her. Mrs. Brickley asked if the Police get involved in lost books. Mrs. Harmon replied no, and the invoice states it will be turned over to the County Attorney for prosecution, but it's not followed through usually because of other higher priori ties. Mrs. Haughwout asked if the Credit Bureau could be advised about this. Mrs. Harmon explained it would have to be a County policy decision and they try to have conformity with all the libraries in the County system. Mrs. Brickley suggested they find out about prosecution rather than just having an idle threat, and Mrs. Harmon asked if Mrs. Brickley could follow through on the suggestion since she's the new County member. Mrs. Brickley asked if there's a large number. Mrs. Webster replied Mr. Wheeler tells people it's 1% and is $50,000 a year. Mrs. Rice noted that many libraries have a detective. Mrs. Harmon introduced Pat Jenkins. ..... ....., UNFINISHED BUSINESS Due to Mrs. Webster's time constraints, this item was moved up to this point on the agenda. Mr. Malecki's report on status of automation - Ms. Sarah Webster, Coordinator of Technical Services and Automation, spoke on behalf of Mr. Malecki who was unable to attend. She reviewed the LIBS system and OLCC (on line computer center). She spoke about the bar coding and showed samples of how it will look and be used for the materials. She pointed out they'll have to register new patrons with a bar coded Library card and they'll be using light pens and laser printers. Mrs. Brickley asked if they'll still have card catalogs. Mrs. Webster replied that in about 2-1/2 years they won't have a card catalog. Mrs. Morgan asked how they handle misspellings of authors' names when they go to a keyboard. Ms. Webster replied she thinks it understands misspellings, and if a subject is misspelt, it gives it. Ms. Webster reviewed the phases and completion dates. She noted they expect on line circulation in May but it depends on getting the equipment, installation, and getting it working. She also noted they need training dates for CLSI. She pointed out the entire County holdings will be on the system and not just Edgewater. Mrs. Haughwout asked how many people in the Library will work at the computer. Mrs. Harmon replied she and Pat Jenkins went to the initial meeting and about three more will go to the State entry meetings. Mrs. Haughwout asked if it will print out. Ms. Webster replied there's one printer for technical work but there won't be a printer at the circulation area. Ms. Webster stated they're still working on details but there will be no grace period but it will be a four-week loan period and after that they'll be delinquent on the 28th day, on the 35th day they'll find out if it's still out, and on the 42nd day they'll get a bill and won't get additional books to loan until they pay the bill. Mrs. Rice asked about the books that are returned by sliding them under the desk. Mrs. Harmon explained it will clear that the book is back but will show the person is delinquent when returning. Ms. Webster pointed out that eventually they'll have remote access to libraries of others that are on the LIB system. Mrs. Morgan asked if the children will be able to use the computers. Mrs. Harmon replied they'll be treated as any other patron and won't have access to work computers but to the other ones. Mrs. Rice thanked Ms. Webster for coming. Ms. Webster and Mrs. Jenkins left the meeting at 2:27 p.m. COMMUNICATIONS City Manaqer's request that all items to be considered by City Council have detailed information for their review - Mrs. Rice stated the City Manager wrote a letter advising that any items for City Council have detailed information, which includes budget requests, and Mrs. Harmon has said she'll take care of that. Report of Friends of the Library on Library Day in Tallahassee AprilS, 1989 - Mrs. Rice stated this was very well written by Anne Ryan and they all have copies. Mrs. Rice stated Mr. Wheeler requested they write letters to the Governor and other officials to request support of State Aid, first priority and the Library Records Law on confidentiality, and they did that and they were hand delivered to the various Congressmen. Libraries' role in County's Comprehensive Plan - Mrs. Rice stated Mr. Wheeler had asked her to read the Comprehensive Plan and they wrote a letter to the County Council and received a reply from Don Sikorski of the County Planning Department of the Library related policies which they'll add to the County Council Workshop. -2- Library Board Meeting November 1, 1989 . '-" .... NEW BUSINESS Welcome to Lois J. Brickley, County Library Board member - Mrs. Rice stated they'd met and welcomed Mrs. Brickley earlier. By-Laws amended to reflect deletion of Screeninq Committee as interviewinq aqency for Board appointments - Mrs. Rice explained the City no longer has a Screening Committee and it has to be deleted from the By-Laws. Mrs. Bond-Nelson moved they accept the amended By-Laws as presented to them. Mrs. Dudley seconded the motion. The motion unanimously carried. MISCELLANEOUS Mrs. Rice stated she'd received a nice thank you note from Pat Jenkins, the staff member who lost her son in an unfortunate accident, for the flowers she'd sent from the Library Board with the City paying for them. Mrs. Rice stated several attended the Advisory Board Appreciation Dinner given by the City and they enjoyed it. Mrs. Rice stated that when the old Library was closed they had to remove the plaque given in honor of Helen Gross for contributions she'd made to the Library and the Library Board. She explained they decided to add information as to why they're keeping it and that's been done with help from her daughter Jean Haughout, Gayle Harmon, JoAnne Sikes, and Shirley Garthwaite. She also explained they got the frame from Brian's and Drigger's assisted with the printing and mat and it's ready for wherever the Library prefers. Mrs. Rice stated they're having the Ethics Commission review the Board's By-Laws to determine if the Library Board members have to fill out the financial disclosure reports. Mrs. Rice stated she and Gayle Harmon attended a luncheon reception for Charlotte Weaver on June 14th and had an enjoyable time. Mrs. Harmon stated Mrs. Weaver is very interested in libraries and will be a good Assistant County Manager on their behalf. Mrs. Rice requested comments from the members. There were none. Mrs. Rice stated they'll have a meeting the first Wednesday in January if possible. ADJOURN Mrs. Dudley moved they adjourn. Mrs. Bond-Nelson seconded the motion. Meeting was adjourned at 2:40 p.m. Minutes submitted by: Lura Sue Koser Recording Secretary -3- Library Board meeting November 1, 1989