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03-02-2004 u u LIBRARY BOARD EDGEWATER PUBLIC LIBRARY REGULAR MEETING MARCH 2, 2004 3:30 P.M. MINUTES 1. CALL TO ORDER Chairwoman Haughwout called the Regular Meeting of the Edgewater Library Board to order at 3:30 p.m. at the Edgewater Public Library. 2 . ROLL CALL Members present were: Chairwoman Haughwout, Marie Goodrich, Kathy Booth, Laverna McGinnis, Anne McDevitt, and Jeanne Foster. Sandy Sammons arrived at 3:36 p.m. Also present were: Head Librarian Ruth McCormack, and Recording Secretary Lisa Bloomer. County Library Advisory Board Representative for District 2 Eva Williams arrived at 3:35 p.m. 3. APPROVAL OF MINUTES A. Regular Meeting of January 6, 2004 MS. Booth moved to approve the January 6, 2004 minutes, second by MS. Foster. The MOTION CARRIED 6-0. 4 . REPORT OF THE LIBRARIAN Ms. McCormack read the Annual Report she presented to the Edgewater City Council on February 9th. (Attached) Ms. McCormack informed the Board that the Council waived the fees to have the new doors put in the entryway to the Library as well as the book alcove that is being built. Ms. McCormack spoke of being shorthanded due to Alice Smith transferring to New Smyrna Beach Library and Laura Quatrela will be leaving April 23rd. Ms. McCormack also reported that the entry way into the Library will be done very soon. .. u Q Ms. McCormack then commented on her trip to Seattle where she attended the Public Library Association Conference and some of the ideas she obtained at the conference. Ms. McCormack spoke of limited parking and the sacrificing of their business to accommodate the taxes. They are going to reassess that next year. They may just offer it in the evening hours next year. There was a brief discussion regarding using the Community Center for taxes. Ms. McCormack is willing to provide them with the evening hours but not all day and the evening hours. Ms. McCormack informed the Board they are now a polling place. 5. COMMUNICATIONS There were no Communications at this time. 6. UNFINISHED BUSINESS There was no Unfinished Business at this time. 7. NEW BUSINESS A. Welcome - Laverna McGinnis Chairwoman Haughwout welcomed Laverna McGinnis to the Board. Ms. Sammons informed the Board she has purchased a home in Nova Scotia and New Smyrna and will no longer be able to serve on the Board. Recording Secretary Bloomer asked her to submit a resignation letter. Ms. McCormack stated she has had two people express an interest in serving on the Board and she thought they would be submitting applications. She encouraged the Board to wait on the two applications before they decide on a replacement for Ms. Foster until after the luncheon. B. Discussion - Volunteer Appreciation Luncheon Ms. Booth stated she spoke to Ms. Ladd before she left and she suggested Ms. McDevitt's choir sing at the luncheon. Page -2- Library Board March 2, 2004 u u Chairwoman Haughwout informed Ms. McGinnis of the details about the luncheon with regard to it being held at the Library and the menu. The Board decided to hold the Volunteer Appreciation Luncheon on April 20th at 12: 00 p.m. After much discussion, the Board completed the menu for the luncheon and decided who would be bringing what. Ms. McDevitt asked if they are reimbursed. Ms. McCormack informed the Board to turn their receipts into Jean Krameyer and she will reimburse them. Ms. McDevitt stated she would be happy to invite the chorus but asked how long a program they want and what time they would like them here. The Board decided on the chorus singing for twenty minutes and decided they should be there at 1:15 p.m. The Board then briefly discussed the agenda for the luncheon. The Board then discussed the theme and decorations for the luncheon. Ms. McCormack agreed to speak to Ms. Rutty about the theme and decorations. Ms. Booth suggested having a musical theme. Ms. McCormack spoke about already having big black plastic musical notes that are 3-D that could be put on the wall. The Board decided on using the colors red, white and black for the decorations. Ms. McCormack informed the Board that she and Ms. Rutty will do the invitations and get them out real soon. 8. MISCELLANEOUS Ms. Booth asked about the reduction in items that can be taken out. Ms. McCormack elaborated on the different people that are being impacted by this. They have surveys and are receiving input. There was then a brief discussion regarding exceptions for people that can take out more than 20 items. Ms. McCormack spoke of this being very subjective. If they are going to override for someone to take out more than the allowed items then why have a limit. Page -3- Library Board March 2, 2004 u Q Ms. McCormack spoke of some of the issues in other libraries. She then spoke of relying on the community to take out items due to not having enough room to hold everything at the Library. Ms. McCormack presented examples of people that may need to take out more than the number of items allowed. People are being told that the policy is 20 items per library card and they are being asked to adhere to that in the future. She spoke of parents wanting to be aware of what their children are taking out. There was a brief discussion regarding parents not having the right to know what their children are taking out if they are older than fifteen years of age. There was then a discussion regarding the changing of hours at the Library with regard to being open on Sundays and additional staffing. Ms. Williams spoke of the County Manager and County Council wanting this. The Advisory Library Board feels when the public asks for this they will look at it again but right now the public is not asking for this. Just because other counties are doing it doesn't mean we have to. Ms. McCormack spoke of not being able to provide the staffing being the critical element. She spoke of overtime not being approved for this use. Ms. Williams mentioned the people that come down from up north that feel we have wonderful hours. She would like to go back on April 2nd and say they are still protesting it on behalf of the staff. There was a brief discussion regarding the 65 volunteers at the Edgewater Library doing very critical work and using them on Sundays. Ms. McCormack stated they wouldn't be able to provide half the service they do without the volunteers. She further commented on the work done by the volunteers. Ms. Williams stated of all the County services offered, library services has the highest public rating, 98% satisfaction rating. There was a brief discussion regarding articles that have appeared in the newspaper. There was then a discussion regarding the additional cost to keep the library open with regard to utilities, courier service and support staff. Page -4- Library Board March 2, 2004 , . u Q Ms. McCormack spoke of having six regional libraries open with support from the smaller branches to help them open. She understands today there is going to be a discussion of no overtime. Ms. Williams mentioned the Port Orange Library not having any smaller libraries and having to rely on its staff. Ms. Sammons mentioned she is going to be doing a biography on Esther Hill Hawks and possibly John Milton Hawks. Ms. McDevitt commented on the article that was placed in the Shorelines regarding having an open house at the Library on March 21st. Ms. McCormack stated they have suddenly delayed the installation of their new desk until March 24th. She agreed to contact John or Suzan Howes at New Smyrna to see if they could do it two weeks earlier. Ms. McCormack feels if they don't have the front desk, they should wait. Ms. McDevitt then spoke about bringing people back into the library with the open house. There was then a brief discussion regarding JoAnne Sikes having a talk on March 3rd at 7 p.m. and March 4th at 2 p.m. at the Edgewater Library. The Board then discussed having drop box in the new entryway for people so they don't have to come in when dropping something off. Ms. McCormack stated they want people to come in. She further spoke about having to get items out of the book drop all day and this creating more work for the staff and not having the room to accommodate this. Chairwoman Haughwout thanked Ms. Foster for being a member of the Library Board. 9. ADJOURNMENT There being no further business to discuss, the meeting was adjourned at 4:40 p.m. Minutes submitted by: Lisa Bloomer Page -5- Library Board March 2, 2004 . . o o . . Edgewater Public Library - Annual Report February 9, 2004 I am pleased to have the opportunity to appear before the Edgewater City Council this evening to deliver an annual report of activities at the Edgewater Public Library. This past year has brought with it benefits and obstacles, and has proved to be a challenging one for the library staff, volunteers, and our customers. The library building underwent a facelift this year. The County of Vol usia provided for painting of interiors, carpeting of office areas, and new furnishings for staff workers. The flooring was replaced in our auditorium. Every computer in the building was either upgraded or replaced. The road improvement project on Indian River Blvd. presented almost daily shifts in access to our parking lots. In spite of the inconvenience and confusion resulting from these projects, we have experienced an overall growth in the use of our facility. During the past year, over 107,000 people visited our library, borrowing up to 700 items each day. The total number of items borrowed from the library was 186,619, providing for a growth of nearly 5% over last year. Our staff responded to 65,000 reference questions. We currently assist well over 1,000 patrons a week in using the library's computer resources. During the past 12 months, new library cards were issued to 1,209 residents. The library offered 25 programs for adults with an overall attendance of nearly 900. Programs topics included local history, gardening, Florida authors, and Florida living. Programs for children and families continued to be highly popular last year, with 4,808 people attending the 105 programs presented by our children's staff. Children's programs included, Toddler Time for parents and children under age 3, Preschool Story Time, Family night, Summer library program, and the Junior Volunteer Program. Our auditorium was used an average of20 times per month by various civic groups. The library remains open 49 hours per week serving the needs of our patrons. We currently have a staffof6 full time employees and two part time student workers. We also have 66 adults who volunteered 7,719 hours to assist the staff in serving the public. Our holdings have grown to 46,500 items including books, magazines, newspapers, videos, CDs, and DVDs. Our customers also have access to all 967,000 items owned by the V olusia County Library system. I would like to thank the council for proclaiming February, "Library Month" in the City of Edge water. I am proud to be the representative ofa library that is known for its welcoming environment, responsive collection, and helpful workers. With your support, our facility will continue to be modern, convenient, and inviting to all residents of our community. Respectfully Submitted, Ruth E McCormack Head Librarian