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11-13-1996 " '-' ,."., LIBRARY BOARD OF THE EDGEWATER PUBLIC LIBRARY NOVEMBER 13, 1996 MEETING MINUTES CALL TO ORDER Chairman Jean Haughwout called the meeting to order at 3:32 p.m. in the Edgewater Library. ROLL CALL Present were members: Jean Haughwout, Fran Byrne, Mary Rice, Lilian Bond-Nelson, and Sue Shaw. Jan Dudley and Lauretta Shafer were absent. Also present were Gayle Harmon, Librarian, and Sue Koser, recording secretary. Arriving later were: Alice Haldeman, Southeast Regional Librarian; and Eva Williams, County Library Advisory Board representative for District 2. APPROVAL OF THE MINUTES March 6. 1996 regular meeting Mrs. Haughwout stated that on page 3, 'WHICH" should be changed to "W HCLI ST". Ms. Bond- Nelson moved they be approved as circulated and corrected. Mrs. Rice seconded the motion. April 11. 1996 special meeting Mrs. Byrne moved the minutes be approved as delivered to them. Ms. Shaw seconded the motion. REPORT OF THE LIBRARIAN Librarian Gayle Harmon distributed circulation statistics for the previous fiscal year to compare our library standing in this region and in other regions. She reviewed the figures. Mrs. Harmon stated that during 1995-96 they had 182 children's programs with attendance of 5,877. She said there were 471 volunteers who gav~ 6,002 hours of service. She noted there were 11,623 patrons, and 10,755 of those had Edgewater Library cards. She pointed out the largest groups were females between ages 25 to 34. Mrs. Harmon stated the Internet has been functioning about 6 weeks and there are 4 available to the public and one in the office area. She noted they have had no problems. She reviewed some of the uses, with school assignments, employment searches, telephone books, etc. Ms. Shaw explained they have only 1 at the high school. Mrs. Harmon explained the use is free but printing is 15 cents for black and white or $1.00 for color. There was further discussion regarding the time allotted each user and the search tools. Ms. Eva Williams arrived at this time, 3:50 p.m. Mrs. Harmon stated there was a gift of $500 received from the Eagles Auxiliary to be used for older patrons, such as for audio and large print books. Mrs. Harmon stated Linda Rutty has replaced Marie, who has transferred. Mrs. Byrne reported they made $1,470.16 at the Folk Art Festival with over $200 from the fudge table. She said the doll sold 592 tickets and the quilt sold 300-plus. She noted this is the 22nd festival and it was earlier than in the past and there wasn't quite so much competition this year. Ms. Haldeman arrived at this time, 3:52 p.m. Mrs. Harmon explained the difficulties they've had with the cleaning contractor and her discussions with County staff about it. Ms. Haldeman noted none of the libraries are happy with the service. ~ '-' ......, COMMUNICATIONS There were no communications brought up at this time. UNFINISHED BUSINESS Status Report of Board's request that increased parking for library be included in County's budget for this fiscal year Mrs. Haughwout stated she spoke with Gayle Harmon and then with Bill Bowden of the County staff who advised he'd talked with Kyle Fegley a month ago and that's where it is. She said she called Kyle who advised he's working on it. She doesn't know where the parking will be or if they're buying land, but understands they're working on parking East of the library. She said they have to go through a lot of permitting and she was told by Bill Bowden that the County has the money for Edgewater's parking expansikon and they're waiting for the City to draw up the plans and then the County will reimburse the City when it's complete. She noted the handicap parking will be at the end closest to the library and that's what Kyle is working on now. She stated Kyle will welcome input and suggestions and he had indicated he may have something ready in December. Mrs. Rice asked if there will be purchase of more land and Mrs. Haughouwt replied she didn't think so. Mrs. Harmon stated Bill Bowden indicated the City needs to come up with a plan, whether relocating the retention pond, or paving over, or buying additional land, that the County can agree with and the County will give them the go ahead to do the consturction and they will pay the City. Mrs. Haughwout noted her business has impervious concrete and no water lays there at all. She noted she'll keep in touch with Kyle Fegley. Mrs. Byrne stated she spoke with Mr. Tucker and Ms. Plaskett at the County meeting last Thursday and she's concerned that when construction begins on the New Smyrna Beach Regional Library, everything else will be put to the side since the new library will be more important. She stressed the need to get something done before a child is killed. Ms. Haldeman stated it's the City land and City property and it's in the City's hands. NEW BUSINESS Mrs. Haughwout stated she and Gayle Harmon and Fran Byrne have attended County meetings to try to determine the problems that are existing. She said there was a meeting last Thursday and the County Library Board will be meeting December 6th and they'll talk about the Sunshine Law, and when to start meetings to discuss problems that have been addressed, and to do them as quickly as possible with as few meetings as possible. She noted that Mike Knievel was asked to make a list of what's been done so they won't have to deal with them. Ms. Williams announced that meeting will be at the Port Orange Library. Mrs. Haughwout noted it has been interesting and they got to know people involved in all the libraries, but if it drags out too long, they'll lose some people and she cannot keep attending all these meetings. Ms. Williams stated one of the main points at the meeting last week at the County Council was there were far too many meetings and that will be discussed December 6th. Ms. Haldeman stated more representation at certain levels at those meetings was a concern. She reviewed the positions of past representatives and noted that Jane Wright, a library assistant, will attend to represent this region. She noted that she'd suggested the person from New Smyrna should come down to Edgewater to talk with people here. Ms. Haldeman stated after the original book budget was disbursed, which is based on population and circulation, library administration or finance found more money and she was disappointed that she wasn't asked how to distribute it. She noted that County staff decided the disbursement and a large amount went to Oak Hill and she would have preferred more for Edgewater. She was told that maybe next year she'd be consulted about how to use the money in our region. Ms. Harmon noted that the budget is $40,000 which is a fair amount. Ms. Haldeman pointed out it's the same as last year and Edgewater is increasing faster than New Smyrna Beach or Oak Hill. -2- Library Board Meeting November 13, 1996 '-' ...., There was a brief discussion regarding the age and capacity of the County's current computer system and the possibility of replacing it. MISCELLANEOUS Mrs. Haughwout stated two board members' terms expire in January and they do not want reappointment so the Board should recommend replacements. She noted two people have applied and others have indicated they'd be interested. It was decided to hold a meeting Wednesday, January 8th, at 3:30 p.m to review any applications on file and make a recommendation to Council. Mrs. Haughwout suggested anyone interested be encouraged to fill out an application. Ms. Shaw noted a possible conflict on January 8th due to a faculty meeting, but she will advise the secretary.. There was a discussion about gifts or some type of recognition for Lauretta Shafer and Jan Dudley who will no longer be serving on the Board. This will be discussed further at the January 8th meeting. ADJOURNMENT Mrs. Rice so moved to adjourn. Mrs. Byrne seconded the motion. Meeting was adjourned at 4:30 p.m. Minutes submitted by: Lura Sue Koser Recording Secretary -3- Library Board Meeting November 13, 1996