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HomeMy WebLinkAbout04-02-2009 Minutes CAPE CANAVERAL PUBLIC LIBRARY Meeting Minutes April 2, 2009 1.Call to Order The special meeting of the Cape Canaveral Library Board was held Thursday, April 2, 2009 and called to order at 2:00 PM. The following Members were present: Joanna Atwood, Chairman Jean Deck, Vice Chairman June Bell, Secretary Mary Ernst, Library Board Member(1st Alternate) Harry Pearson, Library Board Member Linda Brown, Library Board Member(2nd Alternate) Isabel Matos-Escapa, Library Director Marianne Ellis, Recording Secretary Also attending: Bennett Boucher, City Manager, City of Cape Canaveral Pat Maurer, Friends of the Cape Canaveral Library, Member. Evelyn Reid, Co-President, Friends of the Cape Canaveral Public Library I. CALL TO ORDER The meeting was called to order at 2:00 p.m. A. Approval of minutes June Bell, Secretary, made a motion to approve the March 10, 2009 minutes. Jean Deck, Vice Chairman, seconded the motion. Motion carried unanimously as approved and accepted. B. Correspondence None C.Chairperson's Report None D. Friends of the Cape Canaveral Public Library Report Jean Deck announced that the Friends of the Cape Canaveral Public Library continue to purchase Library Supplies, such as Book Ends, DVD security cases, etc. E. Director's Report Isabel Matos-Escapa, Cape Canaveral Public Library Director, reported that we still have a full staff at the library and they continue to attend training classes. Mrs. Escapa said that Dr. Tim Grady E-mailed that he would not attend this meeting because he was scheduled for minor surgery. Mrs. Escapa reported also that we are waiting for the final revenue figures for the 2009-2010 budget. They will be available by June 1, 2009. II. PERSONAL APPEARANCES There were no Personal Appearances III. UNFINISHED BUSINESS A. Cape Canaveral Public Library Meeting Room Lease Agreement. Bennett Boucher, City Manager, City of Cape Canaveral, reported that the meaning of "temporary" in the proposed Cape Canaveral Public Library Meeting Room Lease Agreement means that the City of Cape Canaveral will be allowed to use the room until the City of Cape Canaveral is able to build a new Sheriff's Office building. When the City is finally able to build, it will take approximately 18-24 months to complete once started. Linda Brown, Library Board Member, asked about priorities in the scheduling of the meeting room. Mr. Boucher replied that the City of Cape Canaveral takes priority over Library events and can bump a previously scheduled event. Mr. Boucher advised that the city will try to work around large groups with previously scheduled events. He also suggested that if it is a small group, they can possibly use the City of Cape Canaveral Recreation Center at no cost. Mr. Boucher said that the liaison person the library will be working with on scheduling the calendar will be his Administrative Assistant, Kim McIntire. She will keep the master calendar and will coordinate with Isabel Matos-Escapa, Cape Canaveral Public Library Director. Scheduling for the public will continue to be done at the circulation desk. Mr. Boucher said that the city can use some of the existing furniture in the Cape Canaveral Public Library Meeting Room. The City will purchase enhanced audio and video equipment and a movable dais. This will all be moved out of the meeting room when the city has new facilities. Mr. Boucher also said the movable furniture will be moved for major events such as the annual art shows, Christmas programs,book sale, etc. Mary Ernst, Library Board Member, asked if a paragraph can be inserted in the Cape Canaveral Public Library Meeting Room Lease Agreement calling for an annual review of the amendment. Mr. Boucher agreed. Linda Brown asked if the library will incur any additional costs. Mr. Boucher advised that the city will be responsible for securing the building after the library's regular hours. Jean Deck asked about Liability Insurance. Mr. Boucher stated that the City will pay for Liability Insurance. Joanna Atwood, Chairman, raised concerns about security for the new equipment. Mrs. Escapa reported that the library children's events are attracting more patrons and is concerned about accidental damage to the city's equipment. Mrs. Escapa suggested possibly installing a sliding door,hiding the equipment when not in use Jean Deck asked about clean up after city meetings. The room often needs to be ready for use at 9:OOam following morning. Mr. Boucher said that the city would be responsible for cleanup. Mr. Boucher advised that all new furniture purchased by the city will be purchased with the library's needs in mind and will work with Mrs. Escapa on all purchases of furniture. Mr. Boucher reported that the citizens of the City of Cape Canaveral feel that the Cape Canaveral Public Library should pay the extra cost of allowing the city to use the library for meetings. Jean Deck advised that this is unacceptable. Mr. Boucher asked Mrs. Escapa to give him a list of extra estimated costs that would be incurred by the city for the use of the Library Meeting Room. Mrs. Escapa will comply as soon as possible. Mrs. Escapa reported that,because of economic conditions, the Brevard County Library System is tentatively facing a four million dollar reduction in funds for the next FY 2009-2010. For the last two consecutive years, some of the utilities had to be paid out of the fines and fees budget. The fines and fees budget is supposed to cover expenses for building maintenance including the carpet, which is now 12 years old, replacement of air conditioning units, and the automatic door. The automatic door sensor is obsolete and may cost as much as five thousand dollars ($5,000) to replace. Mr. Boucher asked Mrs.Escapa, to provide him with a list of these concerns and costs and he will present them to the City of Cape Canaveral City Council. He says that maybe the city will buy new carpeting. Harry Pearson, Library Board Member advised that the City of Cape Canaveral will use the library at least ten (10) times a month. Mr. Pearson asked if we want Mr. Boucher to get feedback on the last paragraph of the Cape Canaveral Public Library Meeting Room Lease Agreement before we proceed to present it to the county. He feels that it needs to be put on the City of Cape Canaveral City Council agenda after Mr. Boucher gets the information from Mrs. Escapa Jean Deck made a motion to include this list of concerns and issues to be put on the agenda for the City of Cape Canaveral City Council meeting. Harry Pearson seconded the motion. The motion was approved unanimously. B.Tentative Budget—2009-2010 Mrs. Escapa reported that she has been working directly and meeting with Catherine J. Schweinsberg, Library Services Director, Ray Dickinson, Central Area Group Director, who is her immediate supervisor, and Frank Vestal, Library Services Department Finance Manager, with the Tentative Proposed 20% Budget Reduction for the Fiscal Year 2009-20 10 following the guidelines from the Brevard County Budget Director. All the Library Directors of the Brevard County Library Services have submitted a Proposed Budget for non-personnel line items and a 20%budget reduction for personnel, which will impact Staff and Library Service Hours. Mrs. Schweinsberg has reiterated once more that there will be consistency and fairness to all the -`3 libraries' service hours and staff cuts. Staff layoffs will be made according to the Brevard County Merit Rules and Procedures. The Brevard County has given all the Brevard County employees the opportunity to recommend cost cutting and efficiency ideas. The recommendations made by the Library staff have been discussed and they will be analyzed by a Library Services Department committee. The Adopted Budget for the Cape Canaveral Public Library for FY 2008-2009 for Salaries is $360,960. The Tentative Budget for FY2009-2010 for Salaries is $288,768, which signifies a 20%personnel reduction. The total staff hours cut will be 78 hours, which represents a reduction from 8.25 FTE to 6.30 FTE. To cut staff and try to remain open the 54 hours we are open now, is compromised and is not feasible. It will impact the quality service level expected by the patrons. We will have to cut fourteen(14)hours of service to the patrons with this 20% staff reduction. Tentatively,the Cape Canaveral Public Library will be opened Mondays, Tuesdays, Wednesdays, and Fridays from 9:00 a.m. to 5:00 p.m. and on Thursdays from 12:00 noon to 8:00 p.m. We will be closed on Saturdays. We do not have any revenues figures until June 1. This budget will change many times now and final adoption in September. 4 IV. NEW BUSINESS Jean Deck thanked Harry Pearson for facilitating the installation of a new bus bench in front of the Cape Canaveral Public Library. Isabel will contact City of Cape Canaveral Public Works about re-scheduling their water sprinklers in that area V. ANNOUNCEMENTS A. The next Cape Canaveral Public Library Board Meeting will be held on Tuesday, May 12, 2009 at 2:OOp.m. at the Cape Canaveral Public Library Meeting Room. The next Brevard County Library Board Meeting will be held on Wednesday, April 15, 2009, at the Franklin T. DeGroodt Memorial Library, 6475 Minton Road SW, Palm Bay, FL 32908- 32466. VI. ADJOURMENT There being no further business before the Board, Jean Deck made a motion to adjourn. June Bell seconded the motion. The meeting was adjourned at 3:09pm. Respectfully Submitted: Marianne Ellis, Recording Secretary jo(jvi