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01-07-2003 u (,J LIBRARY BOARD EDGEWATER PUBLIC LIBRARY REGULAR MEETING JANUARY 07, 2003 3:30 P.M. CALL TO ORDER: Chairwoman Jean Haughwout called to order a regular meeting of the Library Board at 3.30 p.m., Tuesday, January 07,2003, in the Conference Room at the City of Edge water, City Hall. }:,.\ ~~~1) ~ROLL CALL: -4,f/ ,,'i. C/ ~ Members present were Chairwoman Jean Haughwout, Marie Goodrich, Linda Ladd, Kathy Booth, Ataflle. -AmI McDevitt, Jeanne Foster and Sandy Sammons. Also present were Volusia County Library Director Mike Knievel and recording secretary Terry Galbreath. APPROVAL OF MINUTES: The minutes for October 01, 2002, were presented to the Board for approval. Ms. Goodrich moved to approve the minutes as presented, second by Ms. Ladd. Motion CARRIED . REPORT OF THE LmRARIAN: Librarian Ruth McCormack, Stacey Hutchins and Regional Librarian Suzan Howes were not able to attend due to illness. COMMUNICA TIONS: Chairwoman Haughwout brought a newspaper article about the Edgewater Library, which appeared in the News Journal, Saturday, January 4,2003. Chairwoman Haughwout asked if everyone had seen it. Ms. Goodrich had not and the newspaper article was passed around the table. The Board members agreed it was great publicity for the Library. UNFINISHED BUSINESS: Chairwoman Haughwout asked if anyone knew what was going on with the Library parking lot, which had been a real mess. There was some discussion among the members regarding the progress of the Library parking lot. Ms. Ladd confirmed the two lots (front and East lots) are connected and finished. The other lot (new West parking lot) is finished. The handicap ramps are complete and the portion of the sidewalk that was missing has been completed too. The members agreed it was progressing. ( Chairwoman Haughwout left as unfinished business the update on the bi-Iaws, which were not ready for the Board to review, and the Librarian's current progress report on the Library parking lot due to her absence. (.) Q NEW BUSINESS: None at this time MISCELLANEOUS: Chairwoman Haughwout asked V olusia County Library Director Mike Knievel for an update on the County's activities. Mr. Knievel said he was also watching the progress of the Edgewater Public Library parking lot and the access. He said he had come down about a month ago regarding a complaint of a restricted access. He came down to make sure the construction equipment, the earth moving and erosion had not blocked the parking lot spaces or entrances. He was please find the staff was on top of these issues and it looked good. Apparently the two customers who complained had only been temporary blocked from either coming in or going out while the contractors or subcontractor were moving materials around. Chairwoman Haughwout stated they have to do that; they do that on all the streets. Mr. Knievel stated the other situation that occurred on one or two occasions was the electricity had to be shut off, due to the construction. When the lights on the parking lot are turned off it does not just affect the parking lot. It affects the perimeter lights around the outside of the building. The issue was if the parking lights are off, then the perimeter lights couldn't be turned on. They will check to decided if they need to be put on a separate circuit but it obviously makes sense to have both lights come on at the same time. Mr. Knievel said, like the Edgewater library board members, he was glad to see the publicity, from the newspaper article, and Holly was beaming from ear to ear. Mr. Knievel said they have some business coming up for the County Council in February. The first item on the agenda will be the renewal of our contract with DCLC. They are the people who supply the cataloguing and classification information, they're a national on-line database and they allow us to be as part of their book loaning service. Mr. Knievel said he needed to go back a little bit. In September, coincidently, with the council's approval of the budget for this fiscal year, they also approved a hundred thousand dollars to plan for a West-Side environmental learning center. He said, what you may ask, does this have to do with libraries? The Deltona library is on site of the school district property, it was coincidental that we had planned an expansion ofDeltona Library, but not now, we planned it for three years from now. When council realized that they had a future capital expansion project with the Deltona library, and a West -Side Environmental Learning Center going in the same property, it became obvious to more then a few people, that it might be a joint use facility. If we expand the Deltona Library, why not put build the Environmental Learning Center right into the Library. The second item on the agenda is a report that is going back to the Council in February. He said, they would propose the council authorize the staff to go ahead with our current architect in planning for a joint-use facility that would expand Deltona Library and put in the Environmental Learning Center 2 u o and also relocate offices for the Human and Veteran Services. It will be a will be a multimillion project. Chairwoman Haughwout asked Mr. Knievel, how much land was with the Deltona Library, because that sounded like a lot of additions? Mr. Knievel responded there was ten acres, so there is plenty ofland for this expansion, parking, etc. and even more for future expansions. It will be a 2.3 million dollar project and will be contingent on their application for the State Construction Grant. They are also asking Council to approve that application for the Construction Grant which would be a half million dollars from the State of Florida. So, that's big news. Next, Mr. Knievel advised the Edgewater Library Board, that Friday, the New Smyrna Library would host on 1-09-03 at 2:00 p. m. the County Library Advisory Board. He invited and encourages the Edgewater Library Board members to attend. He listed some of the items on their agenda. First a special interest group has formed of retired teachers, principals and residents of De Leon Springs and they are requesting consideration for a new Library in De Leon Springs. So the Library Board will hear that request. Second, we are going to put out a request for a disbursement from the endowment fund before the County Library Board. The Edgewater Library has earned interest in the amount of $194.26 and there is a request to have that disbursed, so Ruth and the staff will have it to spend. Last Mr. Knievel states he will be reporting on legislative action, what's going on in Tallahassee and that brings up Library Day and that is where he will conclude. Mr. Knievel explained Library Day is when a bunch of us from" Library Land", go up to Tallahassee and shake the "money tree". That's March 24 and 25, 2003. If anyone on the Board has the time and would like to join the group, they are more then welcome. They will have a good time and get some business done too. If anyone wonders if it is really worth the time, they just got notification yesterday from the State that our State aid was approved and we got the grant agreement for this year and it's $738,000. So, it is well worth the effort to go up to Tallahassee to thank the legislators for the support they given us in the past and to ask them to please support State aid for Libraries, Library construction and programs. In conclusion he stated the dates of March 24th and 25th and asked everyone to join him. Ms. McDevitt asked Mr. Knievel ifthere were any planning meetings for Library Day. Mr. Knievel said the meeting for the Boards and Friends of the Library would be at the County Advisory Board Meetings and they discuss the issues. Ms. McDevitt inteIjected, then that would be discussed at the Friday meeting on the 9th. Mr. Knievel confirmed this was true and they would be discussing Library Day and he had some literature he would be handing out at that meeting. Mr. KnieveI said if she was interested let him know. Ms. McDevitt said she would be interested and Ms. Booth said she would also be interested in attending Library Day in Tallahassee. 3 u o Mr. Knievel said he would get information to both of them. He said they have about a dozen people from V olusia County who go every year. They rent a Van for the Counties Motor Pool and form a caravan if there are more then a dozen attending. If anyone needs transportation, or local hotel arrangements or restaurants locations please let us know because we can make recommendations. Mr. Knievel asked if there were any other comments or questions? There were none. Chairwoman Haughwout asked if anyone had anything to put on the agenda or talk about anything? "..U ~~~c.A ~ 'll.a.t...,~ "'.....t.J. Ms. ~r said she wanted to talk about the Library Book sales. They had there very best month in December, and made over six hundred dollars in book sales. For the months of September, October, November and December we made two thousand dollars plus. Everyone agreed that was fabulous. Chairman Haughwout encouraged everyone to continue telling others about giving the Library their old books. She thought maybe they should publicize it more, maybe in the City newsletter, that if people are moving the library can use there books to sell so the library can buy more books. Ms. McDevitt said they were going to do that in their December newsletter, but until the construction was over, we thought it was better not to put it in yet. We will actively solicit books and the City Newsletter is a good idea. She just gave them an article from Friends for the City newsletter about the book sale but did not solicit books, so that's a good idea. Chairwoman Haughwout brought a book with her, "Look Out the Window" by Coral Sneden that was written by a friend of hers and wanted to ask about book signings. Ms. Sneden would be here in February. Ms McDevitt said that was also mentioned in the Friends newsletter. They mentioned they would like to do an author's signing in February if they could get enough interest. Chairwoman Haughwout said that Ms. Sneden would be here in February and she would be willing to do a book signing and then donate the book to the Library. It's a book for young children. She was a teacher, her best friend Ms Carlsen did the illustrations and it's really very good. Chairwoman Haughwout then passed around the book for the members to see and all enjoyed it. Ms. McDevitt asked that Chairwoman Haughwout contact Ruth McCormack directly. February is Friends membership month and they were trying to plan lots of activities. Ms. Goodrich asked when remodeling would be complete at the Library? Ms. Ladd said she thought at least a month because they had given her a vacation until the end of January. Mr. Knievel said he thought it might be seven weeks and believes he was told that last week. Chairwoman Haughwout said the next meeting would be March 4, 2003, at 3 :30 at the Edgewater Library. That will be an election of officers. We will also be planning for the luncheon at that time. 4 ~ o Ms. McDevitt asked what was the luncheon for? Chairwoman Haughwout replied the luncheon is for all the volunteers and the Library Board makes all the food and brings it for the luncheon. Then usually we have a program, so we need to be thinking about something that we could use as a program. Examples of past programs were flower arranging, puppet show, and portrayal of different people. We also need to do the decorating, something cheerful and colorful, so think about something we could do. ADJOURNMENT: There being no further business to come before the Board, a motion was made and approved to adjourn. The meeting adjourned at 4:05 p.m. Minutes respectfully submitted by: Terry Galbreath Recording Secretary A: \. min 5