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01-06-2004 u u LIBRARY BOARD EDGEWATER PUBLIC LIBRARY REGULAR MEE TING JANUARY 6,2004 3:30 P.M. MINUTES 1 . CALL TO ORDER Vice Chairman Kathy Booth called the Regular Meeting of the Library Board to order at 3:40 p.m. at the Edgewater Public Library. 2 . ROLL CALL Members present were: Marie Goodrich, Kathy Booth, Linda Ladd, Anne McDevitt, and Jeanne Foster. Not present were: Chairwoman Jean Haughwout and Sandy Sammons. Also present were: Head Librarian Ruth McCormack and Recording Secretary Lisa Bloomer. 3. APPROVAL OF MINUTES A. Regular Meeting of October 7, 2003 Ms. McDevitt moved to approve the October 7, 2003 minutes, second bv Ms. Ladd. The MOTION CARRIED 5-0. 4. REPORT OF THE LIBRARIAN Ms. McCormack presented her report by first going over the year end bench mark statistics for the Edgewater Public Library. Ms. McDevitt asked if expansion is an option and at what point would they want to think about this. Ms. McCormack explained next year when the road work is completely finished and they see some positive results as far as our circulation growing rapidly, that would be the time to begin a campaign. The building was built with the structure to take a second floor. Ms. Goodrich asked Ms. McCormack what she envisions on the 2nd floor. Ms. McCormack informed her meeting rooms, a computer lab, some back work areas, and maybe the childrens' activity area. There is only one two-story Library in the system and it is in Deland. Ms. McCormack continued her report with the patron count and the new customers this year. -, (J u Ms. McCormack explained to the Board that since it was set up that you can borrow from one Library and return your items to another one, our numbers have come down. She further commented on incentive programs for children as well as adults to encourage people to bring their items back to our Library. She spoke of bringing back customers they have lost over the past year due to the road work and people not wanting to battle the road so they go to New Smyrna instead. Ms. McCormack informed the Board she would be attending the Public Library Association Convention in Seattle in February. She is hoping to bring back good strategies to share with the Library Board, the Friends of the Library and the staff. 5. COMMUNICATIONS There were no Communications at this time. 6. UNFINISHED BUSINESS Ms. Booth asked if the City has recommended a contractor. Ms. McCormack stated the City recommended a contractor who has not returned her calls. She is going back to John Klement, who is the Facilities Manager, who will decide if that project needs to go out for bid or if he will just allow her to hire someone locally. This is specifically for the new book sale area. Ms. McCormack explained where the new book sale area will be. Ms. Booth asked if anyone was interested in going to the Pre- Conference or the ALA Annual Conference. Ms. McCormack urged the Board to attend. Ms. Booth expressed an interest in attending. Ms. McDevitt stated she would also be interested in going. Ms. Booth then asked about the Endowment Fund. Ms. McCormack stated Ms. McDevitt is going to give an update on that. 7. NEW BUSINESS A. Review Current Board Applications Ms. Booth spoke about her conversations with Mr. Diaz and Ms. McGinnis. Ms. Goodrich feels Ms. McGinnis would be an asset to the Board. Page -2- Library Board January 6, 2004 (.) u Ms. Foster informed the Board she will be submitting her resignation to be effective by the next meeting in March. She suggested since there are two applicants that maybe both would be an asset. Ms. McCormack encouraged the Board to look at more applicants. She feels there may be a possibility that Gayle Harmon may be interested as well as other people she could encourage to apply. MS. Ladd moved to approve appointina Laverna McGinnis to the Librarv Board, second bv MS. Foster. The MOTION CARRIED 5-0. Recording Secretary Bloomer agreed to submit an agenda request to the Council requesting Ms. McGinnis be appointed. Ms. McCormack asked Recording Secretary Bloomer to inform her of any new applicants. B. Anne McDevitt - Review of meeting regarding Endowment Fund Ms. McDevitt presented an update of her meeting with John Delavan from Edward Jones regarding the money donated to the Friends of the Library by Mary Rice in the amount of $142,500. They have elected to also have their money invested with Edward Jones. Mr. Delavan has suggested they invest the money in various funds to give them a return of about $6,000 per year. They have advised him to make those investments. Ms. McDevitt then spoke of the County Endowment Fund not being real thrilled with keeping private moneys and investing it being a responsibility they did not want to have. C. Endowment Fund Flyer Ms. McDevitt explained they are working on a brochure that they have in prototype. She stated Ms. McCormack is looking at it. Then they are going to submit it to an attorney for him to look at it. She further spoke of people making gifts or endowments which will go into their endowment fund and they will spend the income from the endowments. They will keep a leatherbound book at the Library with notations of people who have made gifts to the endowment fund. Page -3- Library Board January 6, 2004 u u Ms. McCormack stated the transfer of the County Endowment has already taken place in the amount of almost $3,000. That is now in the Friends of the Library Endowment Fund. Ms. McDevitt informed the Board if they had a major project they needed to accomplish, that money is there and is available to them if they needed it for an emergency. Their plan is not to touch the principal unless something like that comes up. Ms. McCormack stated the plan is they would use the proceeds from the money to do a needed project every year to do something significant. Ms. McDevitt would like to see it tagged as a project from the Endowment Fund. When they get the alcove, it will be dedicated to Mary Rice. They are now looking for furniture for the back of the Library. Ms. McDevitt explained on the brochure it lists different items they can donate or the Library can decide what is necessary at the time. 8. MISCELLANEOUS Ms. Ladd stated the book sale proceeds they have received in the last five months from the book sale area are a little higher than last year. Ms. McCormack commented on the books sales and the Library not having a lot of inventory due to books moving all the time. Ms. McDevitt would like to solicit donations from people that are moving. There was a discussion regarding the Library not having any storage room for books and inquiries that have been made regarding when the Library will have their next big book sale. They don't have anything to put in a big book sale. They spoke of the book sales being prepared by volunteers. Ms. Ladd mentioned a letter she received from the City Clerk's office to attend a Sunshine Law meeting on January 14th and since her term is up, she will not be attending. Ms. Foster also stated she would not be attending. 9. ADJOURNMENT There being no further business to discuss, Ms. McDevitt moved to adjourn, second by Ms. Foster. The meeting adjourned at 4:22 p.m. Page -4- Minutes submitted by: Lisa Bloomer Library Board January 6, 2004