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03-07-2006 ;. u Q CITY OF EDGEWATER LIBRARY BOARD REGULAR MEETING MARCH 7, 2006 3:30 P.M. MINUTES 1. CALL TO ORDER Chairwoman Haughwout called the Regular Meeting to order at 3:35 p.m. at the Edgewater Public Library. 2 . ROLL CALL Members present were: Chairwoman Jean Haughwout, Marie Goodrich, Irene Mackie and Delores Shaw. Anne McDevitt and Laverna McGinnis were excused. Also present were Head Librarian Ruth McCormack and Recording Secretary Lisa Bloomer. 3. APPROVAL OF MINUTES A. Regular Meeting of January 3, 2006 Ms. Shaw moved to approve the January 3, 2006 minutes, second by Ms. Goodrich. The MOTION CARRIED 4 - 0 . 4. REPORT OF THE LIBRARIAN Ms. McCormack reported that Roger Bittle contributed $2,000 towards the garden that will be placed in front of the Library. Ms. McCormack also reported that the County has taken care of the construction of the new Book Sale area. It looks wonderful and sales are going up. Ms. McCormack then commented on the street problems and the parking lot. The City has been filling in the potholes on a regular basis. She further commented on the street being redone in the future. The City has been coming on a weekly basis to fill in the depressions with sand in the upper parking lot of the Library. Page 1 of7 Library Board March 7, 2006 u o Ms. McCormack also mentioned since the police have started ticketing the people that have been driving through the parking lot at the Library to get to the drug store or people that cut through to avoid the intersection at SR 442 and Indian River Boulevard, there has been a big improvement and it has improved vastly with the help of the police. Chairwoman Haughwout confirmed everything was taken care of with the Bed Pan Band for the luncheon. Ms. McCormack mentioned that the County Library System used to take a caravan to Tallahassee to speak to State Representatives regarding library funding. She further commented on the need for a $10 million increase for Florida libraries and encouraged the Board to write a letter to the legislative delegates and let them know what their library means to them. Ms. Mackie wasn't sure what Ms. McCormack was talking about with people cutting through the parking lot so Ms. McCormack updated her on the situation. 5. COMMUNICATIONS There were no Communications at this time. 6. UNFINISHED BUSINESS A. Discussion Regarding Appreciation Luncheon Chairwoman Haughwout went over who would be bringing what. Ms. Goodrich agreed to make the potato salad. Ms. McDevitt said she would make the beans and the tossed salad. Ms. Booth agreed to do whatever needed to be done. Chairwoman Haughwout mentioned they still need rolls. Ms. Mackie has agreed to do the iced tea. Chairwoman Haughwout asked Ms. McCormack if they wanted to go back to turkey instead of ham and cheese. Ms. McCormack stated turkey was fine with her. Chairwoman Haughwout agreed to bring the turkey. Ms. Shaw stated last year she did the fresh fruit and the jello salad and she agreed to do that again this year. There was a brief discussion regarding whether there was enough jello salad last year. Chairwoman Haughwout stated Page 2 of7 Library Board March 7, 2006 o o Ms. Booth will bring rolls and she can bring something else. Ms. McCormack stated she and Suzan Howes would do the cake as they usually do. Chairwoman Haughwout stated Recording Secretary Bloomer would be bringing the ice. Ms. McCormack felt this was enough. Ms. Shaw also felt this would be plenty. Ms. McCormack mentioned bringing the condiments and Ms. Shaw mentioned getting the plates, cups, tablecloths and plastic ware. Ms. McCormack agreed to bring the mustard and mayonnaise and the things they need for the coffee. Ms. Goodrich confirmed April 4th at 11: 30 a. m. band would be coming at there at 11:30 a.m. and Shaw agreed to decorate the luncheon was still being held Chairwoman Haughwout stated the 12:30 p.m. The Board should be they will eat at 12:00 p.m. Ms. the tables the day before. There was further discussion regarding what time they should be there to give themselves enough time to get everything ready, for people to eat and for the entertainment. Ms. McCormack suggested the guests should arrive at 11:45 a.m. Chairwoman Haughwout mentioned having the luncheon starting promptly at 11:45 a.m. and getting everybody back to their seats because they can't have the band setting up and everybody going to get their food at the same time. Ms. Mackie mentioned Mary Ann from the Bed Pan Bed getting there early to set up. Ms. McCormack asked how long the setup takes. Ms. Mackie estimated about a half hour. Ms. McCormack stated they could come and setup before the luncheon begins. Chairwoman Haughwout questioned them coming to set up and then leaving and coming back. Ms. Mackie informed her Mary Ann would do whatever they wanted her to do. There was a discussion regarding opening up both sides of the meeting room for the luncheon due to last year being too crowded. Chairwoman Haughwout agreed to speak to Mary Ann about setting up early. Ms. Goodrich questioned what time they should be there. It was decided the Board should be there at 11:15 a.m. Ms. McCormack agreed to provide some staff help but it all Page 3 of7 Library Board March 7, 2006 (.) o depends how busy they are. Ms. Shaw was available anytime on Monday to come in and set up the tables. Ms. McCormack confirmed there was nothing in the meeting room in the afternoon on Monday. Ms. Shaw suggested 3:00 p.m. Ms. McCormack agreed this was a good time. 7. NEW BUSINESS A. Board Appointment - Resignation - Sandy Sammons B. Board Appointment - Irene Mackie - Expires 5/8/06 C. Board Appointment - Marie Goodrich - Expires 6/9/06 Chairwoman Haughwout mentioned Sandy Sammons resigning, Ms. Mackie's term expiring on May 8th and Ms. Goodrich's term expiring on June 9, 2006. Ms. Goodrich and Ms. Mackie have submitted letters to be reappointed. Ms. Goodrich confirmed that Ms. Booth was a candidate and questioned if they could nominate her. Ms. Goodrich moved to nominate Kathy Booth, second by Ms. Shaw. The MOTION CARRIED 4 - 0 . Recording Secretary Bloomer agreed to submit the agenda request to Council. Ms. McCormack stated if Ms. McGinnis decides she must step down at a later date, there is another potential candidate. Ms. Goodrich asked Ms. McCormack if she was familiar with the lady that said she worked at the library in Las Vegas. Ms. McCormack stated she has heard the name so many times she was sure she knew who she was but couldn't put a face with it. She felt her application looked very good. Chairwoman Haughwout asked if it would be possible for them to make a recommendation that if they have an opening that that person could be appointed without having another board meeting because sometimes it can put them behind three or four months. Recording Secretary Bloomer explained that was why she put Ms. Mackie and Ms. Goodrich on for this meeting because their terms will expire before the October meeting. Page 4 of7 Library Board March 7, 2006 u w Chairwoman Haughwout stated if something happens that Ms. McGinnis doesn't come back, she would like to appoint somebody without having another meeting. Ms. McCormack stated they have to give Ms. McGinnis three consecutive times. Recording Secretary Bloomer explained she is suggesting they nominate this lady in the event Ms. McGinnis doesn't come back. Chairwoman Haughwout stated she was saying she would be their next choice. Ms. Goodrich questioned Ms. McGinnis having to resign or miss three consecutive meetings. Chairwoman Haughwout stated she wasn't saying Ms. McGinnis, it could be anybody. This way this would be their first choice and this is who they would like if they have a vacancy. Recording Secretary Bloomer didn't see why they couldn't do this unless another potential candidate applied that the Board was interested in. Chairwoman Haughwout stated if they can keep Ms. McGinnis, they definitely want to keep her. She isn't suggesting this for that purpose. Ms. Shaw made a motion to appoint Barbaradale Gilmore in the event there's a vacancy, second by Ms. Goodrich. The MOTION CARRIED 4 - 0 . 8. MISCELLANEOUS There was a brief discussion regarding what hospital Ms. McGinnis was in and the accident she was involved in. Chairwoman Haughwout asked Recording Secretary Bloomer to check with City Clerk Wadsworth and find out if there is any way Ms. McGinnis could still serve on the board if she misses three meetings due to the circumstances. Ms. McGinnis isn't in any position to tell the Board anything. She wouldn't want to write a letter to tell her she is off even after missing three. Chairwoman Haughwout felt some of them should get on the City Council because when they call or Ms. Goodrich writes letters they get a lot of action. She feels this is good. Ms. McCormack commented on a meeting of CLAB or the Council of Friends and the issue was raised about a new library in Oak Hill and the response was within the next two years they would need to start contemplating enlarging libraries Page 5 of7 Library Board March 7, 2006 , , o (,) for Edgewater and Oak Hill. She felt this was very positive. It might be a joint library, which Edgewater already serves Oak Hill as well. She felt that was a departure from the line previously that Edgewater would not get a new library and that the Regional Library was intended to serve all three communities. Ms. Goodrich commented on the lot next door to the library for sale and needing more space at the present location. She wished they would think about that. Chairwoman Haughwout asked who they would talk to. Ms. McCormack suggested they contact Mike Knievel for clarification of that comment and to state for the record how this community is growing and what a benefit a larger library would be for Edgewater. She suggested the letter be sent to Mike Knievel and the County Council. Ms. Mackie mentioned the write up in the newspaper on the Oak Hill library. Ms. Goodrich didn't think they would ever want to combine the libraries. They don't have full service but they are proud of what they have. Ms. McCormack stated to her that comment acknowledges that the communities are both growing and they need expanded services from what they currently have. Ms. Goodrich mentioned the need for a larger meeting room. Chairwoman Haughwout mentioned the land situation and if they aren't looking now they won't find it later. Ms. McCormack feels responding to that comment is a good time for them to begin getting the response out there to the people who make those decisions. Ms. Mackie questioned if the library owns the parking lot on the side. Ms. McCormack informed her yes. Chairwoman Haughwout asked Ms. McCormack if she has looked into the land and how much they are asking for it. Ms. McCormack informed her she had not. Chairwoman Haughwout agreed to look into it but wasn't sure how much land they needed. Ms. McCormack informed her the land they could acquire would determine the size of the building. She feels they are in the perfect location but acknowledging the City is going to be moving west as well as north and south might not be a bad thing. 9. ADJOURNMENT Page 6 of7 Library Board March 7, 2006 . ' , . u o There being no further business to discuss, Chairwoman Haughwout adjourned the meeting. The meeting adjourned at 4:03 p.m. Minutes submitted by: Lisa Bloomer Page 7 of7 Library Board March 7, 2006