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12-11-1992 '-' ......, CITY OF EDGEWATER LIBRARY BOARD DECEMBER 11, 1992 MINUTES CALL TO ORDER Chairman Mary Rice called the meeting to order at 1:30 p.m. at the Edgewater Public Library. ROLL CALL Members present were: Mary Rice, Jean Haughwout, Lauretta Shafer, Jan Dudley, and Lilian Bond-Nelson. Also present were: Gayle Harmon, Librarian; James Wheeler, County Library Services Director; and Alice Haldeman, Southeast Regional Librarian. APPROVAL OF THE MINUTES March 4, 1992: April 28, 1992: and June 5 , 1992 - Mrs. Haughwout moved to accept as written. Mrs. Dudley seconded the motion. REPORT OF THE LIBRARIAN Librarian Gayle Harmon briefly reviewed the various statistics of activities since the last meeting. She explained the new format on the two-page report and noted the internal calculations are on a quarterly basis. Mrs. Harmon noted they had a wonderful summer program for the children and the Latch Key program has 24 registered. She said the Folk Art Festival was very successful. Mrs. Harmon stated that Helene West is back with them as a volunteer. She asked that the holiday decorations be viewed. COMMUNICATIONS Mrs. Rice stated there were a number of communications about the County-wide funding and Mr. Wheeler will review that with them. The meeting was briefly recessed to await some of the members having to move cars that were parked outside of the parking lot (due to overcrowding) as maintenance men were working in that area. Mrs. Haldeman pointed out this is one of the reasons they have to plan all required parking for any new libraries. UNFINISHED BUSINESS Status report on library construction funds by County Library Director - County Library Director James Wheeler stated the agreement reads the County will provide hazard insurance on buildings and improvements and will assume all costs associ- ated with maintenance and repairs including, but not limited to, roof, lighting, heat, air conditioning, plumbing, and landscaping for the building and parking lot, and the County will assume costs for ADA compliance. Mr. Wheeler asked if there is a specific list for Edgewater. Mrs. Harmon noted there are a few items that need corrected. Mr. Wheeler stated there was a 30-year lease at $1.00 a year and Edgewater, along with others, didn't want to make that commitment, so the lease was reduced to 10 years at $1.00 a year. He noted that Edgewater has requested the County bring this library up to Code in the number of parking spaces and the County Council will consider that at the December 17th meeting when they review all the cities. requests. , '-'" .."" UNFINISHED BUSINESS (Continued) Status report on 1 ibrarv construction funds by County Library Director (Cont I d) _ Mr. Wheeler stated that staff has talked about a site selection team for the regional concept. He said Deltona is settling on a lease from the school to place it there and Port Orange agreed to give the space needed. He pointed out they talked about 25,000 square feet with expandibility to 50,000 square feet by the year 2010. He noted they need 3-1/4 acres just for the building and parking which is more than the riverfront park in New Smyrna Beach can accommodate. He said an alternative plan is looking at sites such as expanding here in Edgewater to 50,000 but it doesn't look like that would be easy. He pointed out they would need 250 parking spaces. He stated Joe Martin of the Industrial Development Board asked them to consider a site next to the Community College on 10th Street, which appeals to several of them, and the land could be free. He said New Smyrna Beach has asked them to look out on West 44 and they've looked at a couple of sites there. He suggested the Library Board could indicate favor towards one of the locations. Mrs. Dudley commented it sound good. Mrs. Haldeman noted they were given guidelines of 7 to 10 acres to accommodate the 50,000 square feet in the future, with a start at 25,000. Mrs. Haughwout commented on the strong points of the Community College location. Mrs. Rice noted it wou 1 d be the cheapest. Mr. Whee 1 er stated the County did the environmental study for the Industrial Development Board for Edgewater. Mrs. Haldeman said there's a letter from the County regarding its being buildable and being able to overcome any items. There was discussion regarding New Smyrna Beach not want i ng any 1 ocat i on other than the river front property. Mrs. Haughwout suggested they leave the current smaller library there in New Smyrna Beach for those who walk and have the regional one on 10th Street. Mrs. Haldeman noted that almost 40% of the regional circulation comes from people in Edgewater, and 30% of New Smyrna Beach circulation comes from Edgewater, but almost all of Edgewater1s circulation comes from Edgewater. Mr. Whee ler stated he is to prepare a proposa 1 for an arch itect to bu i 1 d a building that will be able to be used for all three locations: Deltona, Port Orange, and Southeast Volusia. Mrs. Rice asked about the possibility for our parking lot. Mr. Wheeler said that wasn't funded when they set the tax rate this year but the request goes to the County Council and Council can do it if they decide to. There was discussion about the parking plans that had been reviewed in the past. Mrs. Harmon commented on the present requirements of the Americans with Disabilities Act. NEW BUSINESS Expiration of term of Mary Rice Mrs. Rice stated her term will expire January 19, 1993. Mrs. Bond-Nelson moved that the Board request she be returned. Mrs. Haughwout seconded the motion. Request for Council to consider repealina Res. 92-R-09 re: meetina attendance Mrs. Rice pointed out that for years the Board has met 3 or 4 times a year and has a lways had a quorum so that any absences were not a prob lem. After discussion, it was agreed to write a memo to ask Council to amend the resolution due to the inequities with this Board. Mrs. Shafer announced she will be away but will return in April. 2 Library Board Minutes December 11, 1992 '-.r ..." MISCELLANEOUS Report of Reqional Librarian Ms. Haldeman briefly reviewed her past experience with libraries and her educational background. She stated they're interviewing for an Assistant Librarian who would be more responsible for day to day activities of the New Smyrna Beach Library so that she can give more attention to the Regional. She commented on the successfu 1 Latch Key program. She noted the pub 1 i c access terminals probably will not be ready until about this time next year due to budget constraints. She said shelll provide more information regarding the approach of Ormond Beach to endowment funds. She noted Oak Hill will have a new library but there are no details yet as to money for remodeling of the building. She briefly reviewed using a community education person to man that library. Mrs. Haughwout talked about the tutoring programs for school age children to be held in the libraries. She noted grant money is available for teachers and the Chamber of Commerce is going to look into it. There was brief discussion regarding literacy tutors and home bound programs. Renewal of Florida Library Association and White House Conference memberships Mrs. Rice said she renewed the dues for membership in the Florida Library Association and the White House Conference and has been reimbursed by the City. Report on fund raisinq meetinq held September 18 Mrs. Rice stated she attended the meeting in Ormond Beach regarding fund raising and it might be worthwhile to learn more about the endowment. She commented on the new library at Ormond Beach and the children's area there. Plaque qiven by Mayor Hayman to Lauretta Shafer for community service Mrs. Rice stated that at the first meeting of the new Council, the Mayor gave a plaque to Mrs. Shafer for her community service and it was justly deserved. Mrs. Rice announced that she would like to hold the next meeting January 6th at 1:30 p.m. and hold another meeting February 3rd to have the election of officers as the By-Laws require. There were no objections. ADJOURNMENT Mrs. Dudley moved to adjourn. Mrs. Shafer seconded the motion. Meeting was adjourned at 2:35 p.m. Minutes submitted by: Lura Sue Koser Recording Secretary 3 Library Board Minutes December 11, 1992