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03-01-1995 ..... ....", CITY OF EDGEWATER LIBRARY BOARD MARCH 1, 1995 MEETING MINUTES Call to Order Chairman Jean Haughwout called the meeting to order at 3:30 p.m. in the Edgewater Library. Roll Call Present were members: Jean Haughwout, Fran Byrne, Lauretta Shafer, Mary Rice, and Lilian Bond-Nelson. Jan Dudley had called in ill and Sue Shaw was absent. Also present was Gayle Harmon, Librarian, and Mike Knievel, County Library Director. Approval of the Minutes January 4. 1995. reQular meetinQ Mrs. Haughwout requested any corrections or additions. Being none, she stated the minutes were approved as read. Recognized in the audience were Robert Clinton and Dorothy Perkins. Report of the Librarian Mrs. Harmon distributed and briefly reviewed the October-December quarterly report, Volusia County quarterly circulation statistics, and March Happenings. Mrs. Harmon stated building repairs discussed at the last meeting were completed by the City, and the County installed a work stat ion in the back room and refinished the big oak desk from the old library and it's in the childrens room. Mrs. Harmon reviewed the problem with children riding bikes at the retention pond and jumping over and going through the parking lot at high speed. She said Parks and Recreation put down parking blocks to stop jumping into the parking lot but they still meet there, and there will be signs installed within the next two weeks prohibiting it. Mrs. Harmon stated the News Journal computer information center has been received and is used, but not heavily. COlll1lunications There were no communications brought up at this meeting. Unfinished Business County Library Director' s status report on Southeast Volusia Reqional Library and Library Lease Aqreement with City of Edqewater Mike Knievel, County Library Director, explained the status of the Southeast Regional Library negotiations with the City of New Smyrna Beach for the Live Oak site. He noted the site is owned by the City of New Smyrna Beach, who purchased it from the School District, and New Smyrna Beach is asking the County for costs it incurred to acquire the property and bring it into compliance with pollution control and other costs. He explained there are two proposals, one a straight cash exchange between the County and the City, or a joint participation agreement proposed by Frank Roberts regarding the concern of New Smyrna Beach and Parks and Recreation for lost ballfields at the Live Oak site. ~ ~ Unfinished Business County Library Director's status report on Southeast Volusia Reoional Library and Library Lease Aoreement with City of Edoewater (Continued) Mr. Knievel said a solution may be to relocate fields and other recreation to the Middle School and improve that site. He noted the school is agreeable, the City thinks it could be a good deal, and the County isn1t philosophically opposed to it but questions the value of a joint participation agreement, so the City will itemize the value. He said Alice (Haldeman) has started pre-processing the State grant application in hopes this will be resolved by the May 1st deadline. Mrs. Haughwout asked who would move the process along. Mr. Knievel replied New Smyrna Beach has been moving it along and it will not slip through fingers because of a County delay. Mrs. Haughwout agreed the children need activities and a playing field. Mr. Knievel read a newspaper article provided by Robert Clinton that Parks and Recreation objected to the loss of the ballfields, but when the City, County, and School suggested a solution to improve fields, Parks and Recreation unanimously endorsed it. He noted he doesn't know how much of an issue the cost will be. Mrs. Harmon asked if it1s a guaranteed grant and Mr. Knievel replied no, but they've passed a lot of hurdles and Volusia County has done very well in the past with State grants. He explained State rules and regulations when a municipality receives a grant, they lose points the next time around as the State wants to spread the money around. He pointed out Port Orange and Deltona grants are open so points will be deducted from the competitive application process. Robert Clinton asked the status of the parking lot. Mr. Knievel replied it involves in part the lease agreement with the City. He said he talked with George McMahon and to the County Attorney today to see if there's any progress after two or three times of trying to negotiate unresolved issues. He said a letter went to Mr. McMahon last March 18th and Mr. McMahon referenced his last February letter with the City1s perceived unresolved issues that are holding them back from signing the proposed lease agreement. He noted those issues are: #3 - City requests participation in location of any regional or city library, and County maintains that1s not a lease issue, so it's unresolved; #7 - City wants County to agree to expand the parking lot within one year of agreement date and, if not, City wants to retain right to complete expanded parking lot and collect costs from County. He said County response was no; #8 - County would agree to correct any roofing or air conditioning problems when notified by City, and County has consistently said its maintenance schedule frequently is more rigorous than municipal schedules and is defensible, and is insisting on it for lease agreements, or when they acquire property, rather than city maintenance schedules; #9 - City requests County involve Library Board for location of Southeast Regional Library, and that's becoming moot, plus the County Attorney said that's not a lease issue either. Mrs. Haughwout asked how these issues could be resolved. Mr. Knievel replied there were conversations with George McMahon, the Assistant County Manager, and parties involved, and George McMahon's position is that this is where the lease negotiation stands and until there1s movement in some direction, this will sit in limbo. Mrs. Harmon stated participation in the task force answers two of those issues. -2- Library Board Meeting Minutes March 1, 1995 .... ...., Unfinished Business County Library Director's status report on Southeast Volusia Reoional Library and Library Lease Aoreement with City of Edoewater (Continued) Mrs. Byrne stated she spoke to Mr. Knievel about Edgewater parking to be in 1998 and recommended this Board talk with the City Council because we need parking. Mr. Knievel pointed out lssues #3, #7, #8, and #9 are unresolved and the County Attorney and County management do not feel #3 and #9 are lease issues. Mrs. Haughwout requested input on #3 about regional libraries. Mr. Knievel stated that's not a lease issue. Mrs. Harmon stated that was when there were fears about losing the library. It was agreed it's no longer an issue. Mrs. Rice asked about the present library in New Smyrna Beach. Mr. Knievel replied it's City owned and he assumes the City will process it in their own way. Mrs. Haughwout requested input on #7, expanding the parking lot within one year of date, etc. Mr. Knievel noted the County response was they cannot agree to a one year time line or the City's right to expand at County's cost. Mr. Clinton asked about the 1998 time frame. Mr. Knievel explained it's a proposed long range plan prepared by library staff and County Library Board as a recommendation for County Council, but it's not firm. He said recommendation is by 1998 they will address the issue of expanding the Edgewater parking lot and they want to give County Council, County management and Office of Management and Budget some idea of cost so they can plan for it in the future and it can be absorbed in County funding. He said library stakeholders want the parking lot expanded but the County cannot agree to the one year time line or the City's right to dictate expansion at County cost. He said the County doesn't see this as a lease issue. He pointed out it's not in any other documents with any other library, including regional and community libraries. Mrs. Haughwout asked how they can get it done before 1998 if it's not in a lease and Mr. Knievel didn't know. Mrs. Harmon said if the City knows there's a commitment made, it may be satisfactory because they possibly didn't see a parking lot in the horizon and this was their way of pressing it. Mr. Knievel stated a pre-conditioned lease makes negotiations more complex and he recommended they process the parking lot issue outside the lease agreement. Mrs. Byrne suggested we bring up that the long range project of the County is 1998 and this Board prefers action be taken to hasten the effort. Mrs. Haughwout asked about the roof and air conditioning. Mrs. Harmon explained the City replaced one air conditioning unit but there are two more the same age and condition, but if the County has the lease and responsibility for repairs, why does the City have anything to do with it? Mr. Knievel replied this came up with the Port Orange lease on property and the County could not agree to a ma intenance schedu le different from its own as theirs protects the owners' interest and the capital improvements will be maintained at a County standard. Mrs. Haughwout suggested writing to the City Council to ask them to consider #3, #7, #8, and #9 as outstanding issues. She said #3 was a problem before because of concern we were going to lose our library but we don't feel that now. She said #9 would not be an issue any more and would be eliminated. She questioned on #8, roofing and air conditioning, why the City is responsible if the County is the landlord. Library Board Meeting Minutes -3- March 1, 1995 '-" ....., Unfinished Business County Library Director's status report on Southeast Volusia Reqional Library and Library Lease Aqreement with City of Edqewater (Continued) Mrs. Haughwout stated the only issue is #7, expanding the parking lot. Mrs. Rice suggested they speed it up before 1998. Mr. Knievel expressed confidence if resources were available and there's a concerted effort to resolve differences with resources of all parties, it might be a win-win situation, and they could have a shared resolution or partnership on the parking issues. Mrs. Haughwout suggested they ask Council if it could be worked outside the lease situation and to discuss it with the Library Board if we can offer assistance or any way we can expedite it to resolve the lease. Mrs. Shafer moved to write a letter to the City Council about the parking and getting the lease situation resolved. Mr. Knievel asked if expansion of the parking lot requires acquiring additional land. Mrs. Harmon explained plans were submitted in the past, one involving re-striping, but with ADA requirements, that would not be valid. She noted another plan was parking along the East side of the building, but that is expansion area according to the original building design, and it could include a mezzanine. There was discussion regarding the cost for a parking lot and later needing it for expansion. Parking on top of paving stones that let water go through was discussed. Mr. Knievel asked if the plans were reviewed by the City for code and traffic regulations. Mrs. Harmon replied plans would have to be redone because it was before ADA. Mr. Knievel noted Federal ADA supersedes any County or City, but he's concerned with the County and City and DOT. Mrs. Harmon noted one plan didn't offer that many more spaces and a new plan needs to be made. Mrs. Byrne seconded the motion. Motion CARRIED unanimously. Mr. Knievel left the meeting at this time, 4:25 p.m. New Business Election of Officers Mrs. Rice nominated Jean Haughwout for Chairman. Mrs. Byrne seconded the nomination. Mrs. Byrne then moved the nominations close. Mrs. Shafer seconded the motion. Mrs. Byrne moved the officers remain as is for the upcoming year. Mrs. Rice seconded the motion. Motion CARRIED unanimously. Plans for Volunteer Appreciation Luncheon - date, menu, etc. Mrs. Haughwout suggested April 18 or April 25 for the date and after discussion, it was agreed to hold the luncheon on April 25 at 12:30 p.m. Menu was agreed upon. Mrs. Byrne wi 11 be in charge of decorations and Mrs. Rice offered magnolias, if blooming at that time. Mrs. Harmon will handle invitations and provide coffee. Mrs. Haughwout will provide iced tea. Ms. Shaw will be asked to provide rolls. Mrs. Byrne stated Friends agreed to pay for it up front and then be reimbursed by the County. She asked if Winn-Dixie or Publix will donate for a City purpose. Mrs. Harmon explained they have a budget each year and you have to write ahead and they give you a gift certificate. Mrs. Harmon suggested Mrs. Byrne work closely with Marilou Spencer for the table set up and decorations. Library Board Meeting Minutes -4- March 1, 1995 '-" ..", Miscellaneous Mrs. Haughwout stated Library Day is March 21 and 22 and Mary Rice is going for the Board and Fran Byrne is going for the Friends. Mrs. Haughwout stated the Florida Conference is at Fort Lauderdale May 11 and 12. Mrs. Bond-Nelson asked why the County leases the library and if the other one was leased. Mrs. Harmon explained the City's responsible for the building and the County's responsible for running the library so building maintenance, insurance costs, etc. are done by the City, and if the County leased from the City, the County would be fully responsible. She noted some buildings are County owned, some are City owned, and some by associations, and it makes it difficult to have continuity on certain aspects. Mrs. Bond-Nelson asked why the County wants it and Mrs. Harmon replied they feel it would be fully a County library and it would be more efficient. Mrs. Harmon referred to an instance with ants in the walls and determining if that was a City or County responsibility. Mrs. Byrne asked about the funds where Ormond Beach was involved. Mrs. Harmon replied she'll have to research that. Mrs. Byrne asked if the taxes everyone pays go to the City or County. Mrs. Harmon replied part of the City taxes go to maintenance of the building and grounds and the County tax is for running the library and staffing, and a special construction tax goes to the County for regional libraries and building facilities, and that's where the parking money would come from. Ad.iournment Mrs. Bond-Nelson moved to adjourn. Mrs. Rice seconded the motion. Meeting was adjourned at 4:50 p.m. Submitted by: Lura Sue Koser Recording Secretary Library Board Meeting Minutes -5- March 1, 1995