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11-27-1991 '-" ..""" CITY OF EDGEWATER LIBRARY BOARD NOVEMBER 27, 1991 MEETING MINUTES CALL TO ORDER Chairman Mary Rice called the meeting to order at 1:34 p.m. in the Edgewater library. ROLL CALL Present were: Mary Rice, Jean Haughwout, and l ilian Bond-Nelson. Jan Dudley and Lauretta Shafer were excused. Also present were Gayle Harmon, librarian, and Pat Young, Regional librarian. REPORT ON LOCAL AND STATE LIBRARY AFFAIRS BY PAT YOUNG. REGIONAL LIBRARIAN - Ms. Young distributed copies of a November 25, 1991, letter from County Library Director James Wheeler. She explained there will be no new positions in the next two years and she reviewed moving of some coordinators to fill in for spots in their areas of expertise, such as with children's services, a/v, and literacy programs. She noted the reference librarians weren't affected by this because they didn't have a coordinator. She stated the children's services County-wide will be impacted by the larger productions that were taken to various branches, such as puppet shows and theatrical works. She pointed out this does not affect the summer reading program and one of the ladies will go to branches and schools to help where they don't have a children's librarian and where services are needed. She commended the Edgewater and New Smyrna Beach children's librarians and their close working relationship. She noted materials can be borrowed and brought back to our Library. She said they've been asked to cut $300,000 from the Library budget this year and $500,00 next year and they won't be able to buy equipment and supplies will be affected and they'll have to go with basics and minimum actual needs. Ms. Young spoke on the various publications that will keep them updated throughout the State. She noted Library Day will be around February 17-19 this next year and Mr. Wheeler will be sending something out about the information in the October Florida Libraries. She said they're asking for full funding for State aid and reminding legislators they cannot back down on libraries because there are a lot of needs that need to be addressed in the State and libraries need to get their share. She stated Gene Allison will coordinate Library Day. She reviewed some of the other upcoming conferences and workshops. Ms. Young reviewed the printing of the IIHappeningsll publication and noted the central office will run the back page with names of branches and telephone number. She showed the December IIHappeningsll that will be used for the three local libraries and noted the various libraries will trade off copies so they'll be aware of what's going on. Ms. Young stated the Oak Hill Library has a Librarian I all day Wednesdays and will have story time Wednesday mornings and will be there in the afternoons for homework assistance. She said they're trying to get volunteers trained who will keep the Library open Monday, Tuesday, and Thursday. She noted they have 3,500 books there. Mrs. Rice noted that 92 resolutions were passed by the White House delegation but they haven't heard the results. Ms. Young stated she'll follow up on that. APPROVAL OF THE MINUTES March 6. 1991 Ms. Bond-Nelson moved to accept as written. Mrs. Haughwout seconded the motion. Minutes were approved as written. Report of the Librarian Mrs. Harmon submitted her reports for the months since the last meeting and for the entire year and briefly reviewed totals. She commented on the high ranking of Volusia County in service per capita and number of borrowers of the percentage of population. Mrs. Harmon stated they've been advised they received a State grant for a latch key program and Deland had it last year. She said this involves trying to locate and serve children of working parents who were on the streets or home alone or without adequate child care in the afternoons. She explained this will be a structured setting and they're calling it a 113:00 Clubll which the children join and come to club meetings every day from 3 to 5. She said the grant provides for a project librarian and '-" ....." Report of the Librarian (Continued) assistant librarian and her staff just supervises. She added the grant will provide supplies and equipment, including a computer, and the children will have a choice of things to do and there will be a table for homework. She reviewed some of the planned activities. Mrs. Haughwout commented on the possibility of year round schools. Mrs. Harmon pointed out the grant starts in January but wi 11 not be renewed when it's completed September 30. She explained how prior grants for pilot projects were usually renewed or the projects were picked up on the local level and continued. She explained the project 1 ibrarian has worked for Volusia County in the past and will do the planning and will be under the supervision of Tobey Thurston. Mrs. Haughwout suggested some of the volunteers be involved so they can follow through if we have to do it ourselves later on. Mrs. Harmon agreed it's possible, noting it wouldn't be as costly to continue once they get the initial supplies and equipment. Mrs. Rice stated the Friends arts and crafts show made over $1,800 and the quilt and doll helped. Mrs. Harmon noted the raffle made a lot of money. COMMUNICATIONS Advertisements for fillinq of board vacancies Mrs. Rice stated the letter from Mr. Wheeler regarding inviting applicants for board vacancies is a compliment to the City. UNFINISHED BUSINESS Increased Library parkinq spaces Mrs. Rice stated funding wasn1t included and quite a few had worked on the Library parking but they can keep asking. Mrs. Harmon agreed they should keep making the City aware of their parking needs. Traffic at Librarv Mrs. Rice read the letter regarding the traffic survey at Banyon Tree Drive and S.R. 442 and the fact that they couldn't justify the turn lanes. She said maybe when they change it to 4 lanes it will be done. NEW BUSINESS Expiration of terms of Lilian Bond-Nelson and Jean Hauqhwout The Board members unanimously agreed to reappoint Lilian Bond-Nelson and Jean Haughwout if that is Council's wish. MISCELLANEOUS Sunshine Law Mrs. Rice stated she was given the 1991 Government in the Sunshine Manual and it's available for anyone to review. There was brief discussion regarding Board members not speaking amongst themselves about any item that might come to a vote of the Board. Mrs. Rice read the correspondence regard i ng the County-wi de to 11 free serv i ce to libraries anywhere in the County. Mrs. Harmon explained they currently call the County switchboard and can be connected to those that have a County extension, but not all have it and this will be toll free also for evenings or week-ends when the switchboard1s closed. Ms. Bond-Nelson asked who will pay for it. Ms. Young replied it will be a budget line in the County operating budget and whoever has the toll free line will pay for it. Mrs. Rice noted that Mr. Weiss had said this is being studied for toll free or reduced rate and it takes about 8 months. There was discussion about the number of calls made to libraries for reference and other information. Ms. Young stated in the future they'll have capabilities so people with modems and personal computers at home can access the data base to see what library has a certain book. She said Brevard County has terminals in schools to access library terminals. Mrs. Rice stated the next meeting will be January 29th at the Library if there are no objections. No objections were expressed. ADJOURNMENT Mrs. Rice suggested a motion to adjourn. Mrs. Haughwout so moved. Ms. Bond-Nelson seconded the motion. Meeting was adjourned at 2:30 p.m. Minutes submitted by: Lura Sue Koser Recording Secretary 2 Library Board Minutes November 27, 1991