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02-01-2005 u Q LIBRARY BOARD EDGEWATER PUBLIC LIBRARY REGULAR MEETING FEBRUARY 1, 2005 3:30 P.M. MINUTES 1 . CALL TO ORDER Chairwoman Jean 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, Anne McDevitt, Laverna McGinnis, Irene Mackie and Delores Shaw. Also present were Head Librarian Ruth McCormack, County Library Advisory Board Representative for District 2 Eva Williams, Recording Secretary Lisa Bloomer, and Sandy Sammons, past member of the Edgewater Library Board. 3. APPROVAL OF MINUTES A. Regular Meeting of November 2, 2004 Chairwoman Haughwout asked to clarify the Board appointment under New Business if they are being replaced. It looks like the Board is recommending a new appointment. MS. Goodrich moved to approve the November 2, 2004 minutes, second bv Ms. McGinnis. The MOTION CARRIED 6-0. 4. REPORT OF THE LIBRARIAN Head Librarian Ruth McCormack presented her report. (Attached) Ms. Mackie stated she has been told the Library will be open on Sunday. Ms. McCormack informed her just the six regional libraries. Chairwoman Haughwout stated that sometimes they have these meetings and they really don't accomplish a lot, we feel like we don't have a lot of things to do but when we need to do something we need to do it now. If it wasn't for them going to meetings and being alert to Ms. Mccormack's requests, that is what they are here for. Whatever she needs they need to jump on it and u <..> jump on it quick. She spoke of jumping on the fixing of the parking lot. Ms. McCormack stated they were there to fix it the Monday following their last meeting. Ms. McCormack spoke of the issue of the hours and the effort put in by the Board and this saving them from being cut down to a part-time library with part-time staff. Ms. McCormack spoke of the City, as well as the County, paying a lot of attention to the Library Board. Ms. Williams expressed her appreciation for the support of the Edgewater Library Board. 5. COMMUNICATIONS There were no Communications at this time. 6. UNFINISHED BUSINESS A. Library Hours - Update This information was provided under the Librarian's Report. Chairwoman Haughwout asked about the parking lot. Ms. McCormack stated it is requiring on-going maintenance. They are up there every once in a while throwing more sand in the whole but they are going through a dispute with the contractor. Ms. McDevitt asked if the lights are adequate in the parking lot at night. Ms. McCormack feels the lights are adequate but when the electricity goes out they have to be reset. There are enough street lights in the parking lot. Their neighbors definitely think there is enough light in the parking lot. They had a shield installed over the light on the side of the building to keep it from keeping them awake at night. 7. NEW BUSINESS Chairwoman Haughwout read the resignation letter from Kathy Booth. She asked that a letter be sent to Ms. Booth for her service on the Board. Ms. Goodrich agreed to send her a leter. Recording Secretary Bloomer informed her City Clerk Wadsworth sends letters, when another person is appointed, thanking them for their time. Page -2- Library Board February 1, 2005 (.) u Chairwoman Haughwout asked the Board to introduce themselves due to new members that may not know everyone. A. Welcome New Member - Irene Mackie B. Welcome New Member - Delores Shaw Chairwoman Haughwout welcomed Ms. Mackie and Ms. Shaw to the Board. C. County Budget - Facility Improvements/Repairs Ms. McCormack went over the need for additional storage and this being requested from the County. She is hoping they will take care of this for them. Chairwoman Haughwout asked if they have had any response to the article that was placed in the Edgewater ShoreLines regarding supporting the Library. Ms. McCormack stated February is renewal month and they get a lot of people that automatically come in and start renewing. Chairwoman Haughwout feels this is good publicity for the Library and if the Board every needed to get anything out to the public, that would be a good way to do it. D. Discussion - Recognition Luncheon Chairwoman Haughwout informed the new members every year at this time they have a recognition luncheon for the volunteers. They need to choose a date and decide who will be bringing what. She informed the Board of the menu they have used the past several years. She also spoke on the program and the decorations. Chairwoman Haughwout asked Ms. McCormack to come up with a date. After some discussion, it was decided Chairwoman Haughwout would be bringing the ham. Ms. Goodrich & Ms. McGinnis will be bringing the potato salad. Ms. Shaw agreed to bring fruit and a jello fruit mold. Ms. McDevitt agreed to bring the tossed salad and baked beans. Ms. Sammons agreed to bring rolls. Ms. McCormack and Ms. Howes will be making the cake. Ms. McCormack also agreed to bring the pickles, mustard, mayo, butter, coffee cream and sweetener. Ms. Mackie agreed to bring iced tea. Recording Secretary Bloomer agreed to bring the ice. There was a brief discussion regarding how many attend the luncheon. Page -3- Library Board February 1, 2005 ., o Q Ms. McCormack suggested ei ther April 5th or April 19th for the luncheon. She felt the earlier the better because in April some of the folks start going north and won't be able to attend. The Board agreed they were looking at April 5th. Ms. McCormack penciled in April 5th, April 19th, and March 29th so the space wouldn't be given to anybody else. The Board then discussed the theme for the luncheon and the program. Ms. Williams suggested a gentleman who put on a bird/music program at the City Island Library. Ms. McDevitt suggested the Bed Pan Ladies, which Ms. Mackie announced she was a member of. Ms. Mackie stated she was going to suggest it but their program is around forty or forty-five minutes. Chairwoman Haughwout suggested starting the program earlier and having the entertainment during lunch so it doesn't drag out so long. She then mentioned them coming after lunch due to not being able to feed everybody. Ms. McCormack asked Ms. Mackie how many there are and Ms. Mackie informed her sixteen but they won't all show up. Chairwoman Haughwout stated if they started the luncheon at 12:00 p.m., by 12:30 p.m. everyone will have eaten. Ms. McGinnis suggested they have the entertainment while the dessert is being served. Ms. McDevitt asked Ms. Mackie if they would be able to cut their program down to twenty minutes. Ms. Mackie agreed to find out. There was a brief discussion regarding the acoustics in the room where the luncheon is held. Chairwoman Haughwout suggested they do the recognition at 12:30 p.m. and the only thing would be having dessert and the program. Ms. McCormack suggested arrival time be at 11:45 a.m. Ms. McDevitt suggested they start the program promptly at noon. Ms. Mackie asked if they have a piano. Ms. McCormack informed her they did not. She asked if a keyboard can be used. Ms. Mackie stated their pianist used one at another place and she didn't like it. The Board again discussed who they would get for the entertainment. A suggestion was made to get the Harmony Soundwaves. Chairwoman Haughwout suggested getting a group from the high school. Page -4- Library Board February 1, 2005 Q Q Ms. McCormack spoke of the jazz ensembles held at the high school and felt this could be done while people are eating. Ms. McCormack agreed to pursue the high school option and find out who the contact person is. Ms. Goodrich spoke of a teacher at the middle school who sings beautifully and she plays a couple of instruments if it doesn't work out with the high school. She thought her name was Cindy Fraser. She did a program for their Garden Club at Christmas. Ms. McCormack suggested once everyone has their meals in front of them, they can let the entertainment begin. There was a brief discussion about the theme. Chairwoman Haughwout stated if they do a musical theme and it's instruments and not signing their church just had a concert and they have all these musical instruments allover the walls in the Fellowship Hall, which she thought might be a possibility. Ms. McCormack stated they had the musical theme last year. She doesn't want to get too close to what they had last year. If they can arrange for an ensemble they may have a theme they are working around already. Chairwoman Haughwout was asked to go over the menu one more time, which she did. Chairwoman Haughwout agreed to make another jello. 8. MISCELLANEOUS Ms. Williams informed the Board of the meeting of the Council of Friends on February 4th at 10:00 a.m. at the Edgewater Library. At this time, the Board reviewed the applications on file due to the resignation of Kathy Booth. MS. McGinnis moved to appoint Sandy Sammons, second bv MS. McDevi tt. The MOTION CARRIED 6-0. Chairwoman Haughwout asked how long it would take to get her appointed. Recording Secretary Bloomer informed her the next Council meeting isn't until March 7th, which will be after our next meeting. The next Library Board meeting is March 1st. Chairwoman Haughwout asked Ms. Sammons to still attend their meeting on March 1st. Page -5- Library Board February 1, 2005 '. o o 9. ADJOURNMENT There being no further business to discuss, the meeting adjourned at 4:19 p.m. Minutes submitted by: Lisa Bloomer Page -6- Library Board February 1, 2005 (.) (.) Librarian's Report February 1,2005 1. New hours effective February 7, 2005. Hours are as follows: Monday 9:30 - 6:00 Tuesday 9:30 - 7:30 Wednesday 9:30 - 6:00 Thursday 9:30 -7:30 Friday 9:30 - 5:00 Saturday 9:30 - 5:00 Net gain of 3 hours Open to the Public 2. Staff Changes - Linda Rutty has transferred to Oak Hill Library Bonnie Cowart hired, effective date 2/14/05 3. Statistics - daily average circulation up 10% + YTD (checkout & renewals) circulation - 15,516 items 100 library cards issued since January 1, 2005.