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03-04-1997 .... ....." LIBRARY BOARD OF THE EDGEWATER PUBLIC LIBRARY MARCH 4,1997 MEETING MINUTES CALL TO ORDER Chairman Jean Haughwout called the meeting to order at 3:30 p.m. in the Edgewater Library. WELCOME TO NEW MEMBERS JO ANNE SIKES AND MARIE GOODRICH Mrs. Haughwout welcomed Marie Goodrich and Jo Anne Sikes to their first meeting as board members. She introduced everyone present. County Library Director Mike Knievel introduced Russell Long, the new Regional Librarian. ROLL CALL Present were members: Jean Haughwout, Fran Byrne, Mary Rice, Lilian Bond-Nelson, Sue Shaw, Jo Anne Sikes, and Marie Goodrich. Also present were Gayle Harmon, Librarian; Mike Knievel, County Library Director; Russell Long, Regional Librarian; Eva Williams, County Library Advisory Board representative for District 2; and Sue Koser, recording secretary. APPROVAL OF THE MINUTES January 8. 1997 regular meeting Mrs. Haughwout explained that the first sentence under "Communications" stated she attended the groundbreaking for the Regional Library and it should read that Mary Rice attended. Mrs. Harmon stated the first sentence under "Report of the Librarian" stated there are no longer monthly reports, but it should read that there are no longer the same sort of monthly reports as in the past, but there is a report and it is primarily statistical. Mrs. Rice moved to accept the minutes as corrected. Mrs. Byrne seconded the motion. REPORT OF THE LIBRARIAN Librarian Gayle Harmon distributed her monthly statistical reports, plus an arts map with the libraries included, and also the County's Public Library Annual Report. Mrs. Harmon stated that Martha Parrish moved to Oklahoma and they have an opening and are interviewing and selecting a library assistant for children's services. She noted they've been very busy with children's projects. Mrs. Harmon stated the Internet has been working out really well and is busy most all the time. Mrs. Harmon stated there was a problem with air quality so the ducts will have to be cleaned and the City is taking care of that. Mrs. Harmon stated Linda Rutty is on a trip to Spain with her husband. Mrs. Harmon stated the continuous book sale has done very well, and everything made on the book sale is turned over to purchase more books. ....... .., COMMUNICATIONS Mrs. Haughwout stated she received a letter from WHCLlST requesting a letter to legislators and others regarding the Telecommunications Act of 1996. She read and circulated the letter for members' review. Mrs. Haughwout stated she received the registration for Library Day March 18 and 19, and the Florida Library magazine, which she circulated for members to read. UNFINISHED BUSINESS Status report on expansion of Library parkin9 lot Mrs. Haughwout stated they know that the City Engineer has a priority of road paving. She suggested a committee might be appointed to pursue this issue, noting she's been trying to stay on top of this. She explained there are other priorities and there is only one City Engineer. It was noted that the paving project should be completed about May. There was discussion about the need for two retention ponds when the library was built. Mrs. Sikes stated she never understood why both ponds were needed for this small piece of ground but she never got an answer. Mrs. Haughwout stated it would help to find the calculations for the stormwater management facilities, then the engineer wouldn't have to do that research. Mrs. Sikes stated they couldn't find them when they were in the process of building this building. Mrs. Harmon stated Dana Smith, the architect, did not have them and he thought the engineer during construction would have them. Mr. Knievel suggested if the reporting requirements were the same then as they are today, the stormwater calculations would have been transmitted to St. Johns River Water Management District and perhaps they may have the calculations in their archives. He noted that might be the fastest way of getting the calculations and then they could be shared with Kyle and talk about whether one retention area would be sufficient, or what considerations need to be made for drainage or stormwater management. Mrs. Sikes stated when they built the building she understood it would be a type of brick in the front where water would percolate into the ground. Mrs. Harmon noted that was an expensive item and perhaps it was cut out. There was discussion about impervious concrete. Mrs. Sikes moved to write a letter to St. Johns River Water Management District. Ms. Goodrich seconded the motion. NEW BUSINESS Election of officers Mrs. Sikes nominated Jean Haughwout as Chairman. Mrs. Rice seconded the nomination. There were no other nominations for Chairman. Mrs. Sikes nominated Mary Rice as Vice Chairman. Mrs. Haughwout seconded the nomination. There were no other nominations for Vice Chairman. Ms. Bond-Nelson had indicated she no longer wished to serve as secretary. Mrs. Haughwout expressed appreciation to Ms. Bond-Nelson for her many years of service as secretary and thanked her for her help. Mrs. Sikes nominated Marie Goodrich as Secretary. Mrs. Rice seconded the nomination. There were no other nominations for Secretary. Plans for Volunteer Appreciation Luncheon It was the consensus of the membership that April 8th at 12:30 p.m. would be the Volunteer Appreciation luncheon at the Library. Mrs. Harmon noted there are about 40 volunteers. There was discussion of the menu for the meal and members noted what they would provide. Mrs. Byrne will provide table decorations with an offer of assistance from Mrs. Sikes, if needed. Amended By-Laws Ms. Shaw moved to accept the amendment to the by-laws. Mrs. Byrne seconded the motion. Library Board Meeting -2- March 4, 1997 .... ..." MISCELLANEOUS County Library Director Mike Knievel stated Bill has been in contact with Kyle Fegley regarding the parking lot improvements and the money has been set aside in the capital improvement program scheduling. Mr. Knievel said this Friday is the County Library Board meeting in DeLand at 2:00 p.m. He noted that the agenda has budget preparation for the 1997-98 fiscal year and an update to the study group process. He noted there's another update on the Pierson Library request where they want to renovate an old town hall for a library and they're gathering data, costs, etc. He noted they're using Oak Hill as the,model because their projects are roughly equal, serving about the same number of customers and having about the same number of square feet available. Mr. Knievel stated they have a resolution for a budget adjustment before the County Council for $432,000 which is split between library materials and technology improvements to the computer system. He noted the rest of it is re-allocated to the Edgewater parking lot, which is $125,000 and this does not need a budget adjustment, and this is on the Thursday agenda for the County Council. Mr. Knievel encouraged everyone to attend Library Day March 18 and 19 if they can because State aid is needed, and reviewed prior allotments. He noted it's probable a van or car will travel from Library Operations to Tallahassee and they're likely to have space for others. Mrs. Harmon pointed out the Friends had decided they'd prefer this year, as last year, to reserve that money for staff training opportunities rather than Library Day, and in the past they'd financed four people going to Library Day, but the last two years they've allocated it to staff training. Mrs. Byrne stated it was always the same four people that attended, and if they could get different people to go, Friends would be glad to send them. Regional Librarian Russell Long expressed pleasure with being at this meeting. He stated he's located in the New Smyrna Beach Regional Branch in case anyone needs to contact him if he can help. ADJOURN Mrs. Rice moved to adjourn. Ms. Shaw seconded the motion. Meeting was adjourned at 4:25 p.m. Minutes submitted by: Lura Sue Koser Recording Secretary Library Board Meeting -3- March 4, 1997