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03-06-1996 '-" """" CITY OF EDGEWATER LIBRARY BOARD MARCH 6, 1996 MEETING MINUTES CALL TO ORDER Vice Chairman Mary Rice called the meeting to order at 3:30 p.m. in the Edgewater Library. ROLL CALL Present were members: Fran Byrne, Mary Rice, Lilian Bond-Nelson, and Sue Shaw. Jan Dudley and Lauretta Shafer were absent. Chairman Jean Haughwout and County Library Services Director Mike Knievel arrived later. Also present were Gayle Harmon, Librarian, and Sue Koser, recording secretary. APPROVAL OF THE MINUTES November 8, 1995 regular meetina Mrs. Byrne moved for approval. Ms. Shaw seconded the motion. Minutes were approved as submitted. REPORT OF THE LIBRARIAN Librarian Gayle Harmon distributed statistical reports, noting the format is different now and they may go back to those in the past but they're still developing the automated system. She distributed a report for the month of February which had cumulative figures. Mrs. Harmon responded to members' questions regarding some of the items listed on the report. Mrs. Harmon will talk with her staff regarding legibility of handwriting of names to be more conveniont for volunteers that call patrons to advise a requested book is there for pick up. Mrs. Harmon noted they have received two new PC's from the County and they'll be hooked up to the LAN wide area network and will have Internet access. Ms. Shaw asked if there will be a charge for users. Mrs. Harmon explained they'll probably limit the patron to 15 minutes and if there is a request for a document to be delivered, there will have to be a cost. Mrs. Harmon briefly commented on ways to prohibit access to some items on the Internet if you prefer not to get into it. Mrs. Harmon stated the childrens programs are going well and they had a float at the Christmas Parade that was a lot of fun. She noted they've held a couple of workshops for the kids for school projects. COMMUNICATIONS There were no communications brought up at this time. '-'" ....., NEW BUSINESS Visions for 21st Century Mrs. Harmon displayed a visioning manual that shows the County Long Range Plan for 1995-2000. She distributed copies of a page in the manual on the vision and mission. She pointed out there's a State- wide effort to bring planning and standards up to date. She said the County Council got involved also and she distributed copies of minutes regarding the County Council's statement on this. She noted there was a revised mission statement in December, 1995, from staff and distributed copies of that page. She pointed out ours is an advisory board and she doesn't think the City is obligated and Fran Byrne is our representative to the County and would have input to the County. Mrs. Rice stated she's happy with the letter from County Councilmember Lynne Plaskett. Mrs. Byrne stated that in regard to the highlighted section on "How good is my library", when they had a membership drive they received good comments about our library compared to others and how much they appreciated the staff and the help they got. Mrs. Haughwout arrived at this time. 3:45 p.m. Mrs. Harmon stated that some people from the North are thriL.ed with the library and its connection to Volusia County. Mrs. Haughwout explained she brought up the article on visioning from the Florida Library magazine to see if we should be doing something we're not doing. Plans for Volunteer ADDreciation Luncheon There was discussion about the tentative date for the luncheon and after discussion, it was agreed to hold it Thursday, April 11th, at 12:30 p.m. at the Library. Mr. Knievel arrived at this time, 3:55 p.m. There was continued discussion about providing items for the mE~al and it was agreed that Mrs. Haughwout would contact each of 1:he members with suggestions and quanti ties. Mrs. Byrne volunteered to do the decorations. Mrs. Harmon asked Mr. Knieve1 if we would get the $3.00 per person as we have in the past to cover part of the expenses for the meal. Mr. Knievel will check and let her know. Mrs. Byrne pointed out the Friends covers the portion the County doesn't provide. Mrs. Haughwout stated she'd attended the opening of the Port Orange Library. -2- Library Board Meeting March 6, 1996 'W' ..., Mrs. Haughwout stated the dues for the Florida Library Association are being changed and instead of being due as in the past, they will go from January until December, which will amount to about an additional $5.00 being paid this first year. She asked if anyone has a problem with processing the payment and there were no objections s. Haughwout stated she'll pay those dues and also Sir those for WHICH. WK-C L 1 . ~ Fundina for Library Dav in Tallahassee Mrs. Haughwout stated she understands the Friends are not going to pay this year. Mrs. Byrne explained Friends are not going this year. She said she's gone the last 5 years and the same people go year after year and nobody else is interested in going. She feels it was a waste of money the last couple of years and she'd prefer to spend the money for something else, such as staff meetings or training. There was a discussion about Library Day as an annual legislative lobbying. Mrs. Rice commented on its worth when it was first started. Mrs. Haughwout stated they could write letters or call our congressmen if something comes up. UNFINISHED BUSINESS County Library Director's status report on Southeast VoluElia Regional Library Mr. Knievel stated they met with the architects this week and went over the contract for their engineering services for the design and use of the prototype design for Southeast Volusia. He said the site has been under lease on Live Oak since September and they've done walk arounds on the site a couple of times and are about ready to assign task 4 to the architect. Mr. Knievel stated that since this project is ranked #1 in l:he State, they're pretty confident of funding of the construction project of about $500,000, which is the budget recommended by Lhe Governor, even though the Secretary of State only request:ed $400,000. Mr. Knievel explained the time line is to have the architect assigned a task of preliminary design and drawings and prints and start on the site work within 30 to 60 days as priority 1. He said priority 2 is to get the State legislators to approve the grant, and priority 3 is to work with State library staff to get an award letter as soon as possible, which will probably be about July. He pointed out the State regulations are a 270-day clock, which is the time you have to get a contractor on board. He said the earliest they could start construction would be August, which is the end of the County's fiscal year, and the impact on the budget of doin9 -3- Library Board Meeting March 6, 1996 '-" ....", construction work goes hand in glove. He noted the Port Orange and Deltona Libraries had construction schedules backed up to start in October with ground clearing in November and construction by Christmas and that's the most likely scenario for the Southeast Regional Library. He said another scenario is the County will do a bond issue and start construction earlier, maybe sometime in August. He explained they could do a change order rather than go out to bid with a whole new set of bid documents and pre-bid conferences and meetings, and could keep the contractor of Port Orange and Deltona, and the contract would be for three libraries. Mrs. Haughwout asked if other contractors would be upset and Mr. Knievel explained there could be a challenge from interested bidders. He said this could be a considerable cost savings, such as $100,000 or $200,000. He pointed out there are some des5.gn changes, such as the roof will be smaller and that will take care of a number of problems with large roofs. Mrs. Haughwout asked about the existing New Smyrna Beach library. Mr. Knievel explained that's City property so disposition would be in the City's hands when the library vacates it. He referred to what he'd read in the newspapers and heard about possibly expanding the park, building a first class dinner restaurant on the waterfront, or expanding the City offices there. Mr. Knievel expressed appreciation for the past efforts of this Board related to the Southeast Volusia Regional Library. Mr. Knievel stated they haven't forgotten the issue of expanding the parking here and the lease and these are on the long term plctn. MISCELLANEOUS Mrs. Haughwout stated she'd written to congressmen and received one response. ADJOURNMENT Mrs. Rice so moved to adjourn. Meeting adjourned at 4:25 p.m. Minutes submitted by: Lura Sue Koser Recording Secretary -4- Library Board Meeting March 6, 1996