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11-01-2005 u u LIBRARY BOARD EDGEWATER PUBLIC LIBRARY REGULAR MEETING NOVEMBER 1, 2005 3:30 P.M. MINUTES 1 . CALL TO ORDER Chairwoman Haughwout called the Regular Meeting to order at 3:30 p.m. at the Edgewater Public Library. 2 . ROLL CALL Members present were: Chairwoman Jean Haughwout, Marie Goodrich, Laverna McGinnis, Anne McDevitt and Delores Shaw. Irene Mackie and Sandy Sammons were absent. Also present were Head Librarian Ruth McCormack and Recording Secretary Lisa Bloomer. Dave Miner, New Smyrna Beach Library Board member, arrived at 3:45 p.m. 3. APPROVAL OF MINUTES A. Regular Meeting of March 1, 2005 Ms. McCormack stated in the first paragraph on Page 4, she is sure she used the appropriate term that her boss would expect her to use and she did not say pornography, she said inappropriate material. She is not in a position to judge whether something is pornography or not. After review of the tape, the sentence should actually read, "Ms. McCormack further commented on people not realizing that if someone under the age of 18 walks behind them and sees that, they have committed a crime by exposing a minor to that material.N Ms. McDevitt moved to approve the March 1, 2005 minutes as corrected, second bv Ms. McGinnis. The MOTION CARRIED 5-0. B. Special Meeting of April 5, 2005 Ms. Goodrich moved to approve the Apri~ 5, 2005 minutes, second bv Ms. McDevitt. The MOTION CARRIED 5-0. (.J (.) 4. REPORT OF THE LIBRARIAN Ms. then 2005 list McCormack went over the report submitted to the County, who puts one together to submit to the State with regard to the Annual Statistical Report. (Attached) She also went over a of the current staff at the Edgewater Library. Ms. McCormack stated she had a couple of things she felt they should attend to such as a thank you to the City for their attention to the steps, which was a result of Ms. Goodrich writing a letter, and they were fixed almost immediately. They have done temporary repairs to the parking lot as well as patching Banyan Tree. She wanted to send them a thank you for that but reminding them they will need a permanent fix to those two issues. They also installed the speed bumps and that has helped somewhat to curb the drive through traffic. This is still a problem and she feels they should formulate some kind of a recommendation that the City address. It is ultimately the State that cut off access to Alamanda. A result of that is that to get to the drug store people have to go out on u.S. #1, go north, turn around, come back and go to the drug store. They don't do it and cut through the Library parking lot. Sometimes they are going very fast. The City did put up signs at both ends that say no cut through and they put up speed bumps but they still have a lot of through traffic. She feels this needs to be addressed. She suggested the City recommend or ask the State to look at the fact that it is not a reasonable thing that you can't drive across the road here at Alamanda. It will be a continuing problem forever as long as people can not turn onto Alamanda from Indian River Boulevard. Chairwoman Haughwout stated they probably just need to alert them to that and ask for suggestions of how it could be corrected because it is not working. Ms. McCormack stated the City has been kind about putting in the speed bumps and putting up the signs but she has stopped people as they are doing the drive through and they inform her they are going to the drug store. It seems reasonable to them that that seems like the only way to get there to them. Ms. McCormack stated that much traffic is going to be wearing out their parking lot. She suggested Ms. Goodrich include in her letter asking the City for some guidance as to how would they go about making a request for this to be assessed in some way. She feels if someone stood out there and counted how many cars go through, they would realize the problem. Page -2- Library Board November 1, 2005 o u Chairwoman Haughwout introduced Dave Miner, a member of the New Smyrna Library Board. She mentioned the New Smyrna Library Board having some issues as to why a Library Board is needed. She stated Ms. McCormack has a problem and they need to resolve it. Ms. McCormack stated the history of this group has been a liaison with the City and sometimes the County and State on behalf of the Library. If there is a problem that needs addressing and it isn't always appropriate for the librarian to make that connection, then the Board does that on the Library's behalf. Ms. McCormack updated Mr. Miner on the matters being discussed. Ms. Goodrich asked who she should send the letter to. It was decided she would send the letter to everyone she sent the last letter to. Ms. McDevitt asked how the Sunday hours are working out at the Library. Ms. McCormack stated the Sunday hours at the Regional Libraries are half days and it is, according to the statistics, being utilized as it would on any other normal day. The Edgewater Library's expanded hours has been very well received. Ms. McDevitt asked if we have staff that goes up to New Smyrna on Sundays. Ms. McCormack informed her they didn't wind up having to do that at all, which was a result of the questionnaires they did. Sunday hours will be readdressed by the County to see if the cost and service are equitable in January. Chairwoman Haughwout asked if everyone is happy with the hours at this point. Ms. McCormack stated they had a lot of adjustment of course on the part of staff. The new staff that they hired were hired to fill those Sunday hours in most cases. That has taken a little bit of the responsibility off of the rest of the staff. All of the staff at the regional libraries have had to make quite an adjustment. Some transferred to smaller libraries. It looks like everybody is settled in at the New Smyrna library. Ms. McGinnis stated there was an article written that had her saying she served on the Library Board but they don't do very much. That was not what she said. She said she volunteered at the museum and she serves on the Library Board but she didn't have time to do much of anything else. She has been feeling guilty about it ever since. Ms. Goodrich interjected and stated Ms. McGinnis also does an awful lot at the Historical Society. Page -3- Library Board November 1, 2005 o Q 5. COMMUNICATIONS There were no Communications to be discussed at this time. 6. UNFINISHED BUSINESS There was no Unfinished Business to be discussed at this time. 7. NEW BUSINESS Chairwoman Haughwout spoke of speaking at the New Smyrna Beach Library. They have been groping what to do at their meetings and do they have a purpose. She feels listening to Ms. McCormack speaking of their problems, the Edgewater Library Board does have a purpose. There are times when things need to be done and if they weren't here she can't devote all of her time to taking care of problems that come up. That was basically what she spoke about, what our purpose was and that they do get things done. Mr. Miner suggested the Board enclose a copy to the Police Chief because when people start getting tickets for cutting through the parking lot and the word gets around, it could cut it down on the traffic even more. A. Donations to Friends - City Newsletter Chairwoman Haughwout spoke about putting in the City newsletter about donations to the Library of books in memory or in honor of someone. She feels if they do this maybe they can get some more donations of books. B. Anne McDevitt - Reappointment Chairwoman Haughwout stated Anne McDevitt's term expires in November and questioned her already being reappointed. Recording Secretary Bloomer informed the Board they have to approve the reappointment if she is willing to be reappointed. Ms. McGinnis moved to reappoint Ms. McDevitt to the Librarv Board for another three year term, second bv Ms. Shaw. The MOTION CARRIED 5-0. Recording Secretary Bloomer agreed to do the Agenda Request and submit it to Council. Page -4- Library Board November 1, 2005 o o C. Report - Jean Haughwout - New Smyrna Library Board Meeting This item was discussed earlier. D. Discussion Regarding Appreciation Luncheon Ms. McCormack stated they were so pressed for time last year she thought they may want to discuss it early but if the Board thinks it is necessary they can wait until the next meeting. Ms. McGinnis suggested a theme of you light up our lives. Ms. McCormack stated there is usually a big theme that is used around the country. She agreed to pull it off the internet. She thinks it is National Volunteer Month. She agreed to look up what the National Volunteer Month slogan will be. There was a brief discussion regarding the program and the entertainment. They had the Edgewater Landing Chorus two years ago. Mention had also been made of the Bed Pan Band but there was a conflict with the date last year. Ms. McDevitt spoke of seeing them at the Brannon Center and they were wonderful. Ms. McCormack went to get her calendar to set the date for the Volunteer Luncheon. Ms. Goodrich spoke of making a donation to the Bed Pan Band when they perform because they are from the Hospital Auxiliary. Ms. McCormack already had a date set of April 4th at 11:30 a.m. for the Volunteer Appreciation Luncheon. Ms. McDevitt again mentioned a contribution being made to the Bed Pan Band since they are from the Hospital Auxiliary. She asked if they have some way to make a contribution. Ms. McCormack stated the County gives them $4 per volunteer and they usually don't come near spending that. They reimburse whatever people submit as far as food and decorations. The leftover money winds up going into the Friends coffers. They can use the rest of that for the donation. Chairwoman Haughwout mentioned knowing someone in the Bed Pan Band that she would contact so they could put it down that way if they can't do it they can always get someone else. Page -5- Library Board November 1, 2005 '-' (J Mr. Miner questioned how often the Library Board meets. Chairwoman Haughwout informed him four times a year. Ms. McCormack stated if an issue comes up that needs attention right now, they are available to meet to help her with that. Ms Goodrich asked Mr. Miner how many people they have on their Board. Mr. Miner informed her eight. Seldom do they have a full board when they meet. He thanked the Board for the invitation to attend their meeting. Mr. Miner agreed to make sure the Edgewater Library Board gets a copy of the minutes from their board. The Board briefly discussed the letters being sent by Ms. Goodrich. 8. MISCELLANEOUS Ms. McGinnis asked Mr. Miner how many staff members they have In New Smyrna. Mr. Miner didn't know. Ms. McCormack introduced the Board members to Pamela Rutan. She then introduced Pamela Rutan, Assistant Head Librarian. Ms. Rutan presented some background information about herself. Ms. Goodrich asked about the Edgewater Library now using receipts and no longer using the cards. Ms. McCormack informed the Board they volunteered initially to test the system. We have been testing the system for three years. It is a huge time saver in that they don't have to stamp all those cards. It's a money saver in that those cards have a magnetic elem~nt to them that is used for the security system but we don't have the security system anyway so they don't have to stamp or buy the cards. Out of the folks that are now used to the slips, most of them like the slips better. The whole County will be migrating to that system. They are upgrading the system and when the system is complete, all of the other libraries will be doing the slips as well. Mr. Miner asked if it prevents theft of the books. Ms. McCormack stated they don't have the security system here. They have a very low proportion of our books and other materials that disappear. They keep the CD's and DVD's in plastic security cases that are removed at checkout. There will be a security system modification for those libraries. There is a system of putting security strips in the spine label. Page -6- Library Board November 1, 2005 v u Mr. Miner stated for a short time he worked at Barnes and Noble and the library cards will set off their alarm. Ms. McCormack stated it is a self-adhesive metal label that is hidden somewhere under the book pocket or something in the book. 9. ADJOURNMENT There being no further business to discuss, the meeting adjourned at 4:17 p.m. Minutes submitted by: Lisa Bloomer Page -7- Library Board November 1, 2005 f) l' u u 2005 Annual Statistical Report Vol usia County Public Library Library: EDG Total: October Report: Total: Annual number of programs/presentations to groups. A program or presentation is an information contact in which a staff member or person invited by a staff member provides information intended for a number of persons and planned in advance. May be bibliographic instruction or library use presentations, or cultural, recreational, or education programs or presentations. Programs or presentations both on and off the library premises are included, as long as the library is the primary contributor to the event, in terms of money, time, or people, in the planning or presentation. Does not include meetings sponsored by other groups using library meeting rooms, on-going exhibits, contests run by the library, or library booths at fairs. Adult programs. Number of programs primarily intended for adult audiences. 24 Young Adult programs. Number of programs primarily intended for young adults. (Young adults are usually described as ages 13-18.) 42 Children's programs. Number of programs primarily intended for juveniles. 98 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. 833 Young Adult program attendance. Number of people of '..-. . ~ .. Q u any age attending programs primarily intended for young adults. (Young adults are usually described as ages 13-18). 322 Children's program attendance. Number of people of any age attending programs primarily intended for juveniles. 3223 October Report Continued Total: 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. (Do not include computer classes at LSC) 14 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. (Do not include computer classes at LSC) 88 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. 17364 Number of hours spent on technology 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. 2,894 c~ ~. .. u u October Report Continued Total: Total number of volunteer hours. Report the total number of hours worked by library volunteers during the year. 6328.75 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. 115,031