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01-05-1994 'W' ..."" CITY OF EDGEWATER LIBRARY BOARD JANUARY 5, 1994 MINUTES CALL TO ORDER Chairman Jean Haughwout called the meeting to order at 1:05 p.m. at the Edgewater Public Library. ROLL CALL Members present were: Mary Rice, Lilian Bond-Nelson, and Jean Haughwout. Jan Dudley and Lauretta Shafer were absent. Also present were: Gayle Harmon, Librarian; Alice Haldeman, Southeast Regional Librarian; Charlene Weaver, Assistant County Attorney; and Sue Habel, Manager of Volusia County Library Services. APPROVAL OF THE MINUTES February 3. 1993 - Ms. Bond-Nelson moved for approval. Mrs. Rice seconded the motion. Minutes were approved as written. April 27. 1993 - Ms. Bond-Nelson moved for approval. Mrs. Rice seconded the motion. Minutes were approved as written. REPORT OF THE LIBRARIAN Mrs. Harmon distributed copies of her reports and called attention to the annual report for their review. Mrs. Harmon said they've received new reference shelving provided by the Friends and have done some rearranging. Mrs. Harmon stated Tobey Berg left to be a full time mother and Ruthie McCormick will be coming in February as a replacement. Mrs. Harmon stated Ollie Wright completed 5 years and had her 70th birthday and has left and they'll replace that position soon. COMMUNICATIONS Mrs. Haughwout stated she received a communication regarding Library Day March 1st and 2nd in Tallahassee and they need to keep those dates in mind. Mrs. Haughwout stated she got a letter from the New Smyrna Beach Library Advisory Board regarding a workshop January 24th at 8:00 a.m. at the New Smyrna Beach Library. Mrs. Haldeman commented on the Annual Workshop that the State Library sponsors. Mrs. Harmon suggested they check to see which would be the nearest location and she offered to provide transportation, if interested. '-" ~ UNFINISHED BUSINESS There was no unfinished business brought up at this time. NEW BUSINESS Discussion re: Reqional Library and Status of Edqewater Library Mrs. Haughwout briefly reviewed the background of the Regional Library possibly being located at OBCC. She noted that OBCC was in the County, and not in Edgewater until it was annexed and utilities were supplied. She said it seems to be a foregone conclusion that whatever town has the regional 1 ibrary, the existing library will be closed. She stated if that is true, this Board cannot support the OBCC site. She noted the 1-95 site is available in the County. She suggested they might want to request the County put the site selection on hold until we can come up with recommendations. Mrs. Haughwout stated we could expand our current library and perhaps there are some benefactors or the publ ic could come up with ideas or donations. She clarified these are not her recommendations. Mrs. Haughwout pointed out the current location is the most feasible and accessible and doing something here might be the best solution. She read an article regarding selecting sites for public libraries and stated they need to look at future expansion of the library. Mrs. Rice asked how they'd get the adjacent land if they were to expand the regional library here. Ms. Bond-Nelson asked the price for the adjacent property. Mrs. Haughwout replied the asking price is $900,000. Mrs. Rice stated New Smyrna Beach was promised the regional library and asked how New Smyrna Beach would fare if it were located here. Mrs. Haldeman said her understanding was it was promised there and they'd already started calling it the New Smyrna Beach Regional Library years ago. Mrs. Harmon agreed it was a foregone conclusion and was assumed it would be in New Smyrna Beach. Charlene Weaver, Assistant County Manager, explained the idea of regional libraries and discussion of locations occurred in 1987 when a consultant did a study on the entire library system. She noted at that time most of the library buildings were owned by cities or library associations versus the County and many decisions regarding the buildings' appearance and locations were made by the cities or associations. She said two years ago after three referendums to build or expand libraries failed, the County Council decided to levy a County- wide construction tax to allow expansion of the library system to continue. Ms. Weaver stated that from a County-wide perspective to provide quality service throughout the County, they looked at demographics for 1987 and what is projected to happen until 2010. She noted in Southeast Volusia County, Edgewater projects a stronger growth pattern than New Smyrna Beach, and that trend was shown in the 1 ate 80 I S and the 1990 census and by Un i vers ity of Florida and other experts' figures. -2- Library Board Minutes January 5, 1994 '-" ....." NEW BUSINESS (Continued) Discussion re: Reaional Library and Status of Edaewater Library (Continued) Ms. Weaver stated they looked at the best site to service the entire Southeast region for Edgewater, New Smyrna Beach, and Oak Hill, and some sites are free and some would require purchase. She said they considered 12 or 13 sites and staff evaluated the sites based on established criteria. She added that money is always an issue. Mrs. Weaver stated there was a meeting with the New Smyrna Beach and Edgewater Mayors, but Oak Hill's Mayor wasn't involved in the initial meetings, and they're trying to reach consensus about where to locate a new building and what to do with the current facility to best serve citizens in Southeast Volusia. Mrs. Haughwout asked what the situation with New Smyrna Beach would be if we could get some money or could work it out to have the regional library at our site. Mrs. Weaver replied New Smyrna Beach would stay open but the types of reference material that would be available there would not be as substantial as that available in the regional library and the amount of staff would be less than at the regional library. She noted the regional library services are different with the higher references, computers and technology there. Mrs. Rice asked if childrens programs that now exist would be kept the way they are at the two libraries if the new building only had reference materials. Mrs. Weaver replied the childrens programs would continue at both sites and they have them at all branch sites, regardless of location. Mrs. Rice asked if there could be a reference library only. Mrs. Weaver explained she didn't know if that would be the most efficient way because for reference and family materials they'd have to go to different libraries, plus from a staffing standpoint. Mrs. Weaver said the State-mandated Comprehensive Plan for all cities had County-added non-mandated components for cu ltura 1 arts and 1 i braries. She explained the square footage level of service and noted with Brannon, Oak Hill, and Edgewater, plus a regional, it would be above the level of service for all the rest of the County. Ms. Habel asked if childrens services are important and they don't want them diminished. Mrs. Rice agreed that's correct. Ms. Habel stated the library is very committed to childrens services and the plan they've been working with would have a separate room for childrens services which would be adjacent to meet i ng rooms for crafts and programs. She sa i d the reg i ona 1 f ac i 1 ity wi 11 provide more childrens services than now but the community branch would not stop providing those programs. Mrs. Rice pointed out accessibility to the library is needed for young mothers with small children and for family areas and she thinks it would be a mistake to build a library far away from many homes. Mrs. Haughwout suggested the site should be where the largest percentage could have access to the facility and location is of prime importance. Mrs. Haldeman pointed out in favor of the DBCC location its proximity to the Middle School as neither library is accessible now. -3- Library Board Minutes January 5, 1994 'IIW' ,..., NEW BUSINESS (Continued) Discussion re: ReQional Library and Status of EdQewater Library (Continued) Ms. Bond-Nelson stated the college is off the beaten path and is not convenient for the average person because people want to go shopping and they don't want to take their children that far from the school. Mrs. Rice agreed. Mrs. Haughwout stated the consensus is that we do not want to lose the Edgewater Library and the recommendation would be to ask the County to take a step back and give everyone a chance to search and come to a better solution. She said she has done a lot of research and doesn1t have a site to recommend at this point. She suggested they could publicize it to come up with ideas. Mrs. Weaver stated that at the last meeting with the County Manager and two Mayors they agreed as a group to support the DBCC site, leaving Brannon open and relocating Edgewater from this location to DBCC. She added that Mayor Hayman had expressed concern that he needed to meet with this Board and the Friends to discuss it and he is very supportive of the library. She noted that Mayor Hayman understands the importance of connecting economic development with education, and libraries are a part of that, and DBCC and the industrial complex and all connecting for economic development that helps the community as a whole. She said DBCC is not a perfect site but she doesn't know if they'll find one. She stated staff will suggest to the Council to continue delaying this decision and continue with discussions to try to reach an agreement between the three cities and County on the best location. She pointed out it will take more time but they have lots of time and there1s no urgency about making this decision immediately. She added if they have to forego asking for the grant, they can wait another 12 months, and they'll have the opportunity to see the prototype and talk with the architect. She said the architect is working on it now, and it will probably be constructed and completed in late 1995. She assured the Board no decision has been made. Mrs. Haughwout asked to be included to receive information so she doesn't have to read about it in the newspapers. Mrs. Weaver stated the new Library Director will be here Thursday and she'll meet with him and will propose they bring Board Chairs together with Mayors and County staff and see what they can do. Mrs. Haldeman said they hope toaccomp 1 ish that at the New Smyrna Beach Board meeting the 24th. Mrs. Weaver pointed out the new Director needs time to eval- uate everything and formulate what would be technically helpful. Mrs. Haughwout asked if the County Council would make a decision without our knowledge. Mrs. Weaver replied they would not do that and for any discussion with the County Council, this Board and the cities will be notified, and there will be plenty of opportunities. Ms. Bond-Nelson asked if Edgewater has to close if DBCC is selected. Mrs.Weaver replied the County has set a County-wide service level and to keep New Smyrna Beach and Edgewater and build a regional library would put it at a higher level than the rest of the County. She said Council could decide it1s going to raise the level for all the County, but that will mean more staff and she doesn't see the Council supporting that from a financial standpoint with ongoing operating and maintenance expenses. Mrs. Haughwout stated we will wait. Mrs. Rice and Ms. Bond-Nelson agreed. -4- Library Board Minutes January 5, 1994 .... ...." NEW BUSINESS (Continued) Expiration of Terms of Jeanette Dudley and Lauretta Shafer on 2/4/94 It was noted that both ladies have requested reappointment. The Board members concurred to request reappointment by the City Council. MISCELLANEOUS Mrs. Haughwout asked if the new Director could meet with them as a Board on the 25th if the meeting on the 24th is cancelled. Mrs. Haldeman explained others have called because of conflicting schedules. Mrs. Haughwout asked if they can get information on the 24th. Mrs. Haldeman explained the meeting on the 24th is for the region, not the city. Mrs. Habel clarified it1s a joint meeting on the 24th at 8 a.m. to meet the Director. Mrs. Haldeman explained it will be information gathering with no decisions and theylll call those that have not responded to urge the importance of meeting to express thoughts and opinions. Mrs. Habel stated theylll be receiving invitations for a January 28th reception for the new Director from 6 to 8 p.m. at the City Island Library. REPORT OF REGIONAL LIBRARIAN Mrs. Haldeman stated circulation is slowly increasing when you compare monthly reports over the last 3 to 4 months. She noted that within the next 15 years they will be underbuilt. She briefly reviewed the annual compilation. Mrs. Haldeman stated the News Journal is planning to bring terminals later this year that will be hooked up to network information in each library and Edgewater will receive one. She said shelll provide information about the library and there will be other input and people can find out about information networks. Mrs. Haldeman stated Sue Habel and she and others have been part of a State Library sponsored workshop regarding standards and library offerings. She said they plan to study the entire system and when the Assistant Regional Librarian arrives in a couple of months, it may be done more informally in this region. Mrs. Haldeman stated she is sponsoring a book discussion group and hopes to get participants. She said it's sponsored by the State Library and they loan books out and then get together for discussion. Mrs. Haldeman stated New Smyrna Beach sponsors the Black Heritage Festival and a professor from A & M wi 11 be at a meeting February 23rd at 2 p.m. at the Library re: Toni Morrison. Mrs. Haldeman stated the position of Assistant Regional Librarian has been offered to a gentleman who's been Director of the Florida Institute of Technology Library for 20 years and wants public library experience. She added he has a Doctorate in Library Science. Renewal of Florida Library Association and White House Conference memberships - Mrs. Haughwout stated these membersh ips have been renewed and she's been reimbursed by the City for both. ADJOURNMENT Mrs. Rice so moved. Ms. Bond~Nelson seconded. Meeting adjourned at 1:58 p.m. Minutes submitted by: Lura Sue Koser, Recording Secretary 5 Library Board Minutes January 5, 1994