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01-06-1993 -- ...., CITY OF EDGEWATER lIBRARY BOARD JANUARY 6, 1993 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, Jan Dudley, and Lilian Bond- Ne 1 son. Lauretta Shafer was absent. A 1 so present were: Gayl e Harmon, Librarian; James Wheeler, County Library Services Director; Alice Haldeman, Southeast Regional Librarian; and Jack Hayman, Edgewater Mayor. APPROVAL OF THE MINUTES December 11, 1992 - Mrs. Bond-Nelson moved they be accepted as circulated. Mrs. Haughwout seconded the motion. COMMUNICATIONS Mrs. Rice stated she received the Florida Library Association publication and they are very anxious that everyone become a member of the Association. She noted she's been a member for some time. REPORT OF THE lIBRARIAN Librarian Gayle Harmon distributed a copy of the statistics and briefly reviewed the various activities. There was brief discussion about the County monthly circulation statistics and the format used. Mrs. Harmon reminded the members the internal calculations are on a quarterly basis. She pointed out they collect a lot more money on overdue charges now that they are automated. Mayor Hayman asked if the literacy program is part of this report and Mrs. Harmon explained these numbers are only programs we put on. There was discussion about the literacy program. UNFINISHED BUSINESS Report on County Council actions at meetina re: Reaional Library Mrs. Rice stated she attended the meeting and everyone wants to know where the money is going and wants to get their fair share of it. She said the County Council decided to go ahead with the 25,000 square feet Deltona Library. Mrs. Haldeman pointed out it will have potential expandability to 50,000 in the future. Mrs. Rice explained an architect will be hired to make prototype designs for the smaller libraries with future capabilities to expand. Mrs. Haldeman stated the prototype is for 25,000 square feet and they want to adopt that for the Southeast Volusia and Port Orange library buildings using the same interior style so that people will feel comfortable if they go to a different library. She pointed out the local communities would work on the exteriors of the buildings to fit in with local standards. She noted that some of the sites people want will not accommodate this type building. Mrs. Rice pointed out the savings for architectural fees by using the same prototype. '-' """'" UNFINISHED BUSINESS (Continued) Report on Count v Council actions at meetina re: Reaional Librarv (Continued) Mayor Hayman asked what process is involved in the decision making as to where the regional library will be located and asked if it's time for the political process to be involved with representatives from the southeastern region to do negotiations. He noted that our Council looks at the OBCC Edgewater campus as the best area and it could fit into a master educational plan perhaps. He explained how the road networks would be suited for this including for the use by Bethune Beach residents. Mayor Hayman stated Council asked him to speak to the Board on these issues and he asked if it's time for Council to become more proactive instead of reactive. Mrs. Bond-Nelson asked if the regional library would preclude the New Smyrna Beach Library. Mrs. Haldeman replied County staffing is at a critical point and they've had a hiring freeze so until they can hire positions to staff a building, they cannot operate more than the two buildings in the region. Mrs. Haughwout and Mrs. Bond-Nelson commented on the desirability of keeping the New Smyrna Beach Library for the New Smyrna Beach downtown area and keeping our Edgewater branch and putting the regional on 10th Street. Mrs. Harmon suggested they could use the New Smyrna Beach building for classes and other activities. Mayor Hayman pointed out if the regional library were located on 10th Street next to OBCC, there may be an adverse effect on the present library in New Smyrna Beach to the point they may reduce the current level of services. There was discussion about the efforts to reduce duplication of reference materials and the need to recognize the need for staffing as well as the need for buildings. Mrs. Haldeman explained there are 6 regional librarians and a library operations manager and they've informed up to the Assistant County Manager level that the minimum staffing level should be 18 for operating a 25,000 square foot building and they're down to 11 at New Smyrna Beach, going on 10. She pointed out a lot of this planning was based on a study done in 1987 by a library consulting company and there have been a lot of changes since then. Mayor Hayman asked if other locations were considered. Mrs. Haldeman replied in Edgewater they considered this library and OBCC and for New Smyrna Beach it was along Highway 44 near Jungle Road and by the Interstate. She explained they measured the distance from the South Beach to the present New Smyrna Beach site and to the OBCC site and driving time was within minutes. She noted the Friends of the Library in New Smyrna Beach have stated they'd rather stay where they are with the same library and forget a regional library if they cannot have both. Mayor Hayman stated that plan is unacceptable to those outside New Smyrna Beach and they'd be denying a regional library to the others. Mrs. Harmon commented on the benefits of the Edgewater site, noting there's about 5-1/2 acres between the library and Burger King but there's a drainage ditch coming through it and it would be an expensive piece of property to acquire. Mrs. Haldeman noted the need for adequate parking for any site that's selected. 2 Library Board Minutes January 6, 1993 '-" .."." UNFINISHED BUSINESS (Continued) Report on County Council actions at meetinq re: Reqional Library (Continued) Mayor Hayman asked what the trade off would be if they were to lobby for DBCC. Mrs. Haldeman said she doesn't know if they can keep 3 libraries, not counting Oak Hill, because of staffing. There was discussion about possible grant stipulations to keep the present library as a public library for a certain number of years. Mrs. Harmon explained Edgewater is considered a full service library but does not get reference tools and will not expand the staffing because welre more of a neighborhood type facility for light reference. Mayor Hayman asked if theylve talked to Dr. Day to see if DBCC would help to develop the research center facilities. Mrs. Haldeman replied the library director from DBCC has mixed feelings about how that would work and at one time a consultant recommended the West side of the County have a research branch on the West campus of DBCC and she doesn't know why it didn't happen. Mayor Hayman said the building could be a joint venture with the college to share costs. Mrs. Haldeman stated she feels it could be worked out but some librarians will object. Mayor Hayman asked if the Board wants to take what was discussed and include it with the Council effort to try to work out some type of solution. Mrs. Bond- Nelson said if Edgewater cannot be made into a regional library, the next best thing would be a research center. Mrs. Harmon stressed that flexibility is necessary. Mrs. Haldeman suggested a letter to Jim Wheeler outlining the possibility that Edgewater is willing. Mayor Hayman stated George Musson should be involved. He said he has to report back to Council and after that a plan would be in order and helll informally meet with George Musson and Dr. Day and Jim Wheeler and will get Dr. Day's input on the research center and weigh it and go to New Smyrna Beach and talk with George Musson. He said they'll follow protocol and let them know our interest and ideas and then will write letters and get on the County Council agenda with anyone else involved there. Mrs. Harmon asked the time frame and Mrs. Haldeman replied therels a deadline for grant applications of May 1 and they'd need everything in the package. She noted there could be a delay because of concerns that decisions are being based on 1987 figures and populations have shifted. Mrs. Rice pointed out that a beautiful new building is not needed if there is no staffing for it. Mayor Hayman stated helll do these things and will report to Council that the Board agrees to work with the Council on this issue. Ms. Haldeman said she heard someone say they're satisfied with the library now but the County buys the books and pays the staff and the City does the building. Mayor Hayman said he'll include an explanation of the arrangement with his report. Mrs. Rice stated State grants are very critical for libraries. It was noted that there's a strong sense of ownership of people in the community but they realize books are purchased by the State and County and grants. Mayor Hayman left the meeting at this time. 3 Library Board Minutes January 6, 1993 '-" ~ UNFINISHED BUSINESS (Continued) Appointment to library Board due to expiration of term of Mary Rice It was noted that Mary Rice was reappointed to the Board for another three-year term to end January 4, 1996. NEW BUSINESS AmendinQ library Board By-laws to conform to recently adopted resolution on meetinQ attendance requirements - Mrs. Dudley moved to amend the By-Laws to conform to the recently adopted City Council resolution 93-R-02. Mrs. Haughwout seconded the motion. MISCEllANEOUS Report of ReQional librarian Mrs. Haldeman had spoken earlier in the meeting. Mrs. Harmon stated Library Day is in February this year. It was agreed that someone from the Library Board wou 1 d go to Ta 11 ahassee wi th Mrs. Harmon to represent the Board. Mrs. Rice stated election of officers is on the agenda for the next meeting and she would like to pass the chairmanship to the Vice-Chairman and she will be the Vice if that1s what the Board members want. Mrs. Rice announced the next meeting will be on February 3rd, the first Wednesday of the month, at 1:30 p.m. ADJOURNMENT Mrs. Bond-Nelson moved to adjourn. Mrs. Dudley seconded the motion. Meeting was adjourned at 2:38 p.m. Minutes submitted by: Lura Sue Koser Recording Secretary 4 Library Board Minutes January 6, 1993