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10-07-2003 u (,,) LIBRARY BOARD EDGEWATER PUBLIC LIBRARY REGULAR MEETING OCTOBER 7, 2003 3:30 P.M. MINUTES 1 . CALL TO ORDER Chairwoman Jean Haughwout called the Regular Meeting to order at 3:34 p.m. at the Edgewater Public Library. 2 . ROLL CALL Members present were: Chairwoman Jean Haughwout, Marie Goodrich, Kathy Booth, and Linda Ladd. Not present were Anne McDevitt, Sandy Sammons, and Jeanne Foster. Also present were Head Librarian Ruth McCormack, County Library Advisory Board Representative for District 2 Eva Williams, and Recording Secretary Lisa Bloomer. 3 . APPROVAL OF MINUTES A. Regular Meeting of March 4, 2003 MS. Goodrich moved to approve the March 4, 2003 minutes, second bv MS. Booth. The MOTION CARRIED 4-0. B. Special Meeting of April 15, 2003 MS. Booth moved to approve the Apri~ 15, 2003 minutes, second bv MS. Ladd. The MOTION CARRIED 4-0. 4. REPORT OF THE LIBRARIAN Ms. McCormack presented the Librarian's Report. (Attached) Ms. Ladd asked if any mention has been made regarding the new book sale area. Ms. McCormack explained the Friends are definitely on the positive side of doing that. John Klement, Facilities Manager, has suggested they get with City about recommending a contractor. The study rooms will be turned into a book sale alcove that will be in the common area of the Library rather than in the work area. u (.) There was a brief discussion regarding the Library raising over $6,000 in the past twelve months selling books. Ms. Ladd mentioned raising $1,100 in the past two months even with the construction on SR 442. There was also discussion regarding the Library not having enough books for a large book sale and having to call for donations if they wanted to have one. Ms. McCormack mentioned if items stay too long they are donated to the Salvation Army. Chairwoman Haughwout asked whose place did Stacy take. Ms. McCormack informed her Jim Bucksar took a voluntary demotion. 5. COMMUNICATIONS Chairwoman Haughwout informed the Board of Library Legislative Days in Tallahassee on April 12th and 13th. Ms. McCormack presented Recording Secretary Bloomer with paperwork given to her by Diversified Flooring and asked that it be given to the City Attorney. Chairwoman Haughwout informed the Board of the Florida Annual Pre-Conference at the Adams Mark Hotel in Daytona Beach being held March 22, 2004 with the Annual Conference Being held March 23, 2004 and March 24, 2004. Chairwoman Haughwout then informed the Board of an ALA Annual Conference being held at the Orlando Convention Center June 24th through June 30th. Chairwoman Haughwout mentioned Linda Ladd not wanting to be reappointed when her term expires in February 2004. Chairwoman Haughwout stated she received a call from Joyce Bevel with the Daughters of the American Revolution who asked the Board to write a letter recommending JoAnne Sikes for the DAR Community Service Award. Ms. Goodrich read the letter she wrote recommending Ms. Sikes. 6. UNFINISHED BUSINESS A. Updated By-laws Chairwoman Haughwout informed the Board their by-laws have been updated, amended and approved. Page -2- Library Board October 7, 2003 u () 7. NEW BUSINESS A. Endowment Fund Ms. McCormack made a presentation regarding an Endowment Fund being set up for money donated by Mary Rice to the Friends of the Library. It is estimated to be over $100,000. She mentioned the principal being protected for a large project and that the interest be used on an annual basis to do something special for the Library each year. The Friends have been in touch with John Delavan, who handles an endowment they already have that Mary Rice gave them some years back. At the moment that is worth about $16,000. This money will be added to that and will be set up as an Endowment Fund. They should see about $8,000 to $10,000 per year as a spendable benefit each year. Ms. McCormack stated she spoke with Mike Knievel when she found out about the possible receipt of this money. His sentiment to her was the County Endowment Fund has a very uncertain future due to the County Manager feeling this is public handling of private money. She isn't completely comfortable with money that is in the public coffers but is earmarked specifically to be hung on to to benefit a certain library. Mr. Knievel thought it would be better put in the hands of someone like a financial advisor. Ms. Williams stated the County Endowment Fund has always been considered a safe fund. Its interest rates are lower. There was a brief discussion regarding Edward Jones being the financial advisor of the Friends money now. Ms. McCormack stated at the next meeting she would like to get a review from Ms. McDevitt on the meeting she attended with John Delavan, Ms. Jean Krameyer and Ms. JoAnne Sikes. Chairwoman Haughwout asked if the only money in the Endowment Fund is the money donated by Ms. Rice years back. Ms. McCormack informed her yes and stated Ms. McDevitt and Ms. Sikes would like to propose that they begin promoting that Endowment Fund and that they create some type of a flyer that would encourage gifts to that Endowment Fund. There was a brief discussion regarding the flyer that was already created. Ms. McCormack stated they would discuss the flyer in greater depth at the next meeting. Page -3- Library Board October 7, 2003 <.) () There was a brief discussion regarding the expansion of the Library and whether they would be able to expand up. The building was supposed to have been designed with the ability to go up. The bottom floor was supposed to be constructed to be able to add a second floor. B. Reappointment - Marie Goodrich Chairwoman Haughwout informed the Board that Ms. Goodrich has been reappointed. C. Review Current Board Applications The Board reviewed the current Board applications on file. There was a discussion regarding encouraging people to make application. Ms. Ladd feels they need people that are interested and familiar with this Library. Ms. Booth stated she is not adverse to having a young person on the Board who may provide some fresh ideas or new input. Chairwoman Haughwout suggested they come up with some other names and maybe in the interim someone could find who Mr. Diaz is and go from there. Ms. Goodrich asked when their next meeting is. Ms. Haughwout informed her January and then in March. Ms. Goodrich stated if they encourage more applicants and kept the ones they have too to consider can they accomplish the task in January and still get someone appointed by the time Ms. Ladd's term is up. Ms. Haughwout stated the main thing is to get these people to get their applications in. She asked Recording Secretary Bloomer to let her know if any new applicants come in and they could call the people ahead of time. Ms. Booth agreed to help make the calls. D. Revised Minutes Format Recording Secretary Bloomer informed the Board of the work session the secretaries attended regarding how to do minutes and the format the City will now be using when doing minutes. Ms. McCormack suggested putting everything discussed in paper format. She would put these items in the Library Board file she has for people to review. She also suggested appointing someone else to do minutes but she doesn't feel this is necessary. Page -4- Library Board October 7, 2003 u u 8. MISCELLANEOUS Ms. Williams commented on the County Library Advisory Board. The County Council voted to keep the County Library Advisory Board in place. They are one of the very few still in existence. They will remain in place for at least three years. Their next meeting will be held in November. Chairwoman Haughwout commented on the Library Board also having the same issue. Ms. Williams commented on having a very strong County Library Advisory Board. Ms. Williams spoke of DeLeon Springs opening its new Library. They will be holding their open house on October 15, 2003. Ms. Williams spoke of the County Library Advisory Board being very busy over the summer. Ms. McCormack commented on two college students that work at the Library that are sorting out, consolidating and putting into chronological order all of the many files that were allover the building. She spoke of letters she has come across that have been written by representatives of this Board over the years. Ms. Williams stated she has suggested the County Library Advisory Board go before the County Council every three months now. Ms. Williams stated Oak Hill now has paid staff twenty hours a week and DeLeon Springs is being run strictly by volunteers. 9. ADJOURNMENT There being no further business to discuss, Chairwoman Haughwout adjourned the meeting at 4:26 p.m. Minutes submitted by: Lisa Bloomer Page -5- Library Board October 7, 2003 o o Edgewater Public Library Librarian's Report October 7, 2003 Roadwork has had a negative impact on both circulation and door count statistics for the past year. Door count was down by 12,000 visitors. Circulation was down by 7% for the last 4 months, but has recently started to rebound. However, online renewals by patrons using home computers has lifted total circulation of library materials to 5% growth over last year. As of 10/3/03 we have registered 968 borrowers this year and will certainly surpass the 1000 cards issued last year. Construction and repairs have been completed on all areas of the library property except street lights in the new parking lot and additional landscaping. The county has contracted with a new grounds maintenance company and the grass, shrubs, and trees are looking much better. Furnishings for the staff have been received and plans are underway for the Friends to provide matching furnishings for volunteer use. Diversified flooring has replaced the entire floor in the auditorium thanks to efforts by Friends members and the City Attorney. The floor was first covered with a thick layer of skim coat protectant to seal before the new floor was installed. No problems with the new floor have been detected. The county has leased 4 new computers for our library and has upgraded all others in the building. Each staff member now has a computer for their use. There are also plans to completely rewire all of our internet and network lines sometime in the next few months. Installation of the automatic doors was delayed because the initial bids were not compliant with the new hurricane resistant building codes. The doors should be installed shortly with the county paying $18,000 for the completed project. This will include the outer doors only, the inner doors will be propped open during operating hours. The staff is happy to welcome Victoria Bedi as our new Assistant Head Librarian. The vacancy resulted from Stacy Hutchins promotion to Assistant Head Librarian at the New Smyrna Regional Library. Vicky comes to us from New Hampshire and has had experience in both large and small libraries. She will manage the service desk as well as computer and audio/video services. Respectfully submitted, Ruth E. McCormack Head Librarian