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02-16-2016 104 N.Riverside Drive City of Edgewater Edgewater,FL 32132 Itit Meeting Minutes Library Board Tuesday,February 16,2016 4:00 PNI 103 Indian River Boulevard 1. ROLL CALL Present 4- Marie Goodrich,Louis Pfeiffer,Larry Middleton and Mary Person Absent 1- Laverna McGinnis Also present: 2 -Board Coordinator Mitch Honaker, and Head Librarian Kristin Bennett 2. APPROVAL OF MINUTES Chair Middleton discussed the spelling of Barron's magazine, and amending the minutes. a. AR-2016-1484 Regular Meeting -February 3,2015 A motion was made by member Goodrich, second by member Pfeiffer, to approve the minutes of February 3, 2015, as amended. The MOTION was APPROVED by the following vote: Yes: 4- Marie Goodrich,Louis Pfeiffer,Larry Middleton,and Mary Person Absent: 1- Laverna McGinnis 3. LIBRARIANS REPORT Head Librarian Kristin Bennett gave the annual librarian report(See attached). 4. OLD BUSINESS-None at this time. 5. NEW BUSINESS Chair Middleton volunteered to serve another term as a Library Board member. Mary Person stated that she changed her name back to her maiden name of Smith; and that she is volunteering to serve another term as a Library Board member. a. Board Appointment due to the expired term of Larry Middleton on December 6, 2016 b. Board Appointment due to the expired term of Mary Person on December 6,2016 Motion by Member Goodrich, second by Member Pfeiffer, to recommend to Council, the reappointment of members Larry Middleton, and Mary Smith to the Library Board for another three year term. The MOTION was APPROVED by the following vote: City of Edgewater Page I Printed on 31812016 Library Board Meeting Minutes February 16,2016 Yes: 4- Marie Goodrich,Louis Pfeiffer,Larry Middleton,and Mary Person Absent: 1- Laverna McGinnis c. Board Appointment-Vacancy Motion by Member Pfeiffer, second by Member Smith, to recommend to Council, the appointment of Mr. Gary T. Conroy to the Library Board for a term of three years. The MOTION was APPROVED by the following vote: Yes: 4- Marie Goodrich,Louis Pfeiffer,Larry Middleton,and Mary Person Absent: 1- Laverna McGinnis d. Election of Chairman e. Election of Vice Chairman f. Election of Recording Secretary After discussion, the Library Board unanimously voted by acclamation to reappoint the current Chair, Vice Chair, and Recording Secretary for another one (1)year term. g. Volunteer Luncheon -Discussion and Planning Ms. Bennett and board members reviewed calendars, and concurred to hold the Volunteer Luncheon on Wednesday, March 30, 2016, starting at 12:00 noon. Ms. Bennett stated that the Library has received assistance from Sl volunteers for 2015, for a total of 3,494.2 volunteer hours; and the County of Volusia has provided them with $204 towards the Volunteer Recognition, which equates to$4.00 per person. Ms. Bennett and board members discussed: the theme for this year's luncheon, which is a "Volunteer Roundup" with a western theme; activities planned for the event; the invitation list; food to have at the event; what food to get catered, what each member would bring like to bring in; and how many attendees to plan menu items for. After discussion, the board concurred that each member would bring the following dishes: *Mary Smith-pulled pork; three bean salad; and Texas toast. *Louis (Ed)Pfeiffer-pulled pork; macaroni& cheese; and a Texas sheetcake. *Maire Goodrich-baked beans; cole slaw; and a dessert. *Chair Middleton-chili; a vegetable tray; oatmeal cookies; and tea and ice. 6. MISCELLANEOUS a. Add on Agenda Item: Library Board By-Laws-Article IV: Election of Officers A.2 Library Board members discussed: Library Board By-Laws, Article IV: Election of Officers requiring the election of board officers every year; the pros and cons of recommending changing the By-Laws City of Edgewater Page 2 Printed on 31812016 Library Board Meeting Minutes February 16,2016 to state election will be very two years; and that just by changing the Chair's election verbiage to reflect 'for a two year term'; it would apply the change to all board officer positions. A motion was made by member Pfeiffer, second by member Person, to recommend council to amend the Libray Board By-laws, Article IV - Election of Officers A.2, to read that the chairman shall be elected by a majority of the voting membership for a "two year term, and shall be eligible for re-election." The MOTION was APPROVED by the following vote: Yes: 4- Marie Goodrich,Louis Pfeiffer,Larry Middleton,and Mary Person Absent: 1- Laverna McGinnis Library board members and staff discussed.possibly opening the doors at 11:30 a.in.for the Volunteer Recognition luncheon; upcoming elections, and the "Go Parks"referendum; election precinct voting times and Edgewater voting locations; Chair Middleton's donation to the Edgewater library, of his subscription to Barron's magazine; and the magazine's popularity with library patrons. Chair Middleton asked Library board members to meet no later than 11:30 a.in. on March 30, 2016, in order to set up for the Volunteer Recognition; the Chair inviting Mr. Conroy to the luncheon; when the board's appointment recommendation would go before the Council; and Ms. Bennett stated that she will send invitations to the entire City Council. 7. ADJOURN There being no further business to discuss, Chair Middleton adjourned the meeting at S:07 p.m. Minutes submitted by: Mitch Honaker, Board Coordinator City of Edgewater Page 3 Printed on 31812016 October 2015 Annual Statistical Report Volusia County Public Library Library Branch: EDG Annual number of programs/presentations to groups. A program is any planned event which introduces the group attending to any of the broad range of library services or activities or which directly provides information to participants. Programs may cover use of the library, library services, or library tours. Programs may also provide cultural, recreational, or education information, often designed to meet a specific social need. Examples of these types of programs include film showings; lectures; story hours; literacy, English as a second language, and citizenship classes; and book discussions. Count all programs, whether held on- or off -site, that are sponsored or co- sponsored by the library. Exclude programs sponsored by other groups that use library facilities. If programs are offered as a series, count each program in the series. For example, a film series offered once a week for eight weeks should be counted as eight programs. Adult programs. Number of programs primarily intended for adult audiences. 112 Young Adult programs. Number of programs primarily intended for young adults. (Young adults are usually described as ages 12 -18.) 23 Children's programs. Number of programs primarily intended for juveniles. (Children's age is defined as 11 years and under. _89 October Report Continued,.. Totals: Annual program attendance. Report actual counted number of persons attending programs and presentations sponsored by the library. Programs need not take place in the library, but the library must be the primary contributor in the planning or presentation. Adult program attendance. Number of people of any age attending programs primarily intended for adult audiences. _1034. Young Adult program attendance. Number of people of any age attending programs primarily intended for young adults. (Young adults are usually described as ages 12 -18). 244_ Children's program attendance. Number of people of any age attending programs primarily intended for juveniles. . (Children's age is defined as 11 years and under.) _2074 Total number of volunteer hours. Report the total number of hours worked by library volunteers during the year. Adult Volunteer 3234 Junior Volunteers 359.25 Library visits. Report the total number of persons entering the library, including persons attending activities, meetings, and those persons requiring no staff services, for the entire reporting period. This figure can be derived from a sampling period, and is an important measure of library use. 0Zf:3cH October Report Continued,,. Totals: Number of staff receiving technology instruction. Count of the total number of staff instructed in the management or use of information technology or resources obtainable using information technology. Staff counted includes professional, paraprofessional and volunteer staff as well as board members. A single staff member may attend multiple instruction sessions of the same or different types, each of which is counted. For example, a single staff member takes a course on using the Internet at the local community college, attends a workshop on Internet resources on aging, and watches a video on filtering and public libraries. The number of staff instructed count would increase by three. Number of staff hours on technology instruction. Annual count of the number of hours of formal instruction in the management or use of information technology or resources obtainable using information technology. 54 57.5 Number of users receiving technology instruction. A count of the number of users instructed in the use of information technology or resources obtainable using information technology in structured, informal, and electronically delivered instruction sessions conducted or sponsored by the library. 193 Number of hours svent on technoloav instruction for the Public. Count of the total number of hours of instruction offered in the use of information technology or resources obtainable using information technology in structured, informal, and electronically delivered instruction sessions conducted or sponsored by the library. 158 CITY OF EDGEWATER LIBRARY BOARD BY-LAWS ARTICLE I: Official Name The official name of this Board shall be the Library Board of the Edgewater Public Library, Florida, herein referred to as the Library Board. ARTICLE II: Purpose and Intent The purpose and intent of these By -Laws is to set forth a uniform set of procedures whereby the City of Edgewater Library Board may regulate this manner in which it elects officers, conducts meetings, and otherwise carries out its functions. The By -Laws will serve as a guideline in handling all affairs pertaining to the Edgewater Library Board and to promote the interest of good library services in cooperation with the County of Volusia. ARTICLE III: Membership A. Voting Members and Appointments 1. The Library Board shall have five (5) voting members. Each member shall be appointed by City Council for a term of three (3) years and shall be subject to removal as set forth by Council. The terms of appointment shall be staggered. 2. A quorum shall consist of three (3) members. All recommendations and actions shall require affirmative vote of a majority of the members present. 1. Prior to appointment, prospective members shall submit a City application, stating therein a brief synopsis of their education, experience and reason for their interest in serving on the Library Board. 2. To be eligible for appointment, a prospective member shall be a resident of the City of Edgewater. 3. No member of the Library Board shall receive compensation for their service, provided however that member may be reimbursed for out-of- pocket expenses as approved by the City. 4. The Library Board shall provide a written recommendation to City Council for the appointment of a vacant seat or re -appointment of a Board member; all current applications shall accompany the request. B. Vacancies 1. During the term of appointment, should a member of the Library Board change residence to the extent he or she would not be eligible for appointment to the Library Board, the member shall forfeit the office and it shall be deemed vacant. 2. If a member is absent for one (1) Regular meeting, during any calendar year without being excused, said member shall forfeit the office and it shall be deemed vacant. City Council may remove any member of the Library Board from office at any time. 4. Any vacancy during the unexpired term of office of any member shall be filled by City Council. The vacancy shall be filled as soon as practical after it occurs. C. Voting Conflicts 1. No member of the Library Board shall vote upon any matter, which would inure to his or her special private gain or loss, or any principle by whom he or she is retained, or by any relative or business associate. 2. No member of the Library Board shall appear for or represent any person in any matter before the Library Board other than him or herself. No past member shall appear before the Library Board except when representing him or herself or a period of twelve (12) calendar months after his or her service has ended. ARTICLE IV: Election of Officers A. Chairman 1. The Chairman shall serve as the presiding officer at all meetings and hearings of the Library Board and appoint any committees from the Library Board membership that are deemed necessary. 2. The Chairman shall be elected by a majority of the voting membership at the first Regular Board meeting each year for a enw* year term. The Chairman shall be eligible for re-election. B. Vice Chairman 1. The Vice Chairman shall be elected by the Library Board from among its regular members in the same manner as the Chairman and shall be eligible for re-election. 2. The Vice Chairman shall serve as acting Chairman in the absence of the Chairman and at such times shall have the same powers and duties of the Chairman. 3. In the event of death, resignation, or removal from office of the Chairman, the Vice Chairman shall perform the various duties until such time the Library Board shall elect a new Chairman and Vice Chairman. C. Other Presiding Officers Members of the Library Board may select an additional member to preside over the meeting(s) in the absence of the Chairman and Vice Chairman. D. Recording Secretary The recording secretary shall be elected by the Library Board from among its regular members in the same manner as the Chairman and Vice Chairman, E. Board Coordinator 1. The board coordinator shall be provided by the City and be a City employee. 2. The board coordinator shall prepare and distribute agendas, correspondence and minutes and shall establish and maintain files to ensure they are properly kept. All recorded meeting tapes shall be provided to the City Clerk for safekeeping. A copy of the minutes of all meetings shall be sent to the City Council, the Director of the Volusia County Public Libraries and to the Edgewater Library. 3. Any correspondence prepared by a member of the Library Board shall be provided to the board coordinator for distribution to the Library Board members. F. Professional Support The City shall provide professional support to the Library Board as may be necessary. ARTICLE V: Meetings/Hearings A. Regular Meetings Regularly scheduled meetings of the Library Board shall be held the first Tuesday of the month at the discretion of the Chairperson at least once in twelve months. B. Special Meetings Special meetings or hearings of the Library Board may be called by the Chairman. C. Requirements All meetings shall be open to the public, provide due public notice, follow Roberts Rules of Order and the Florida Sunshine Laws. ARTICLE VI: Powers and Duties A. The Library Board shall exercise the following powers and duties: 1. Encourage gifts for the library. 2. Work actively for the improvement of all libraries by supporting library legislation in the state and nation. 3. Attend Board meetings regularly. Representatives of the Board should attend Friends of the Library meetings. 4. Become familiar with what constitutes good library service by reading and attending meetings concerned with library development. 5. Support the provision of the library concept between the City and County of Volusia. ARTICLE VII: Amendments The By -Laws may be amended at a regular or special meeting of the Library Board, provided that an affirmative vote of the majority of the members present is obtained and approved by City Council. Adopted by the Board this 5th day of February , 2013. Attest: rsa loomer, Board Coordinator