HomeMy WebLinkAbout09-22-2010 Minutes CAPE CANAVERAL LIBRARY BOARD
Meeting Minutes September 22, 2010
1. Call to Order
The regular meeting of the Cape Canaveral Library Board was held Tuesday,
September 22, 2010 and called to order at 2:03 pm by Mary Ernst.
The following Members were present:
Jean Deck, Vice Chairperson
Linda Brown, Library Board Member
Mary Ernst, Board Member 1st Alternate
Jennifer C. Morrison, Library Director
Marianne Ellis, Recording Secretary
Also present:
Angela Apperson, City Clerk, City of Cape Canaveral
Robert LeFever, Parks & Recreation Director, City of Cape Canaveral
4 Rocky Randels, Mayor, City of Cape Canaveral
Ray Dickinson, Central Area Director, Cocoa Beach Public Library
All present took a tour of the Library. Jenny Morrison pointed out some of the actions taken in the last
several weeks to improve the overall look of the outside entrance and the lobby. When touring the inside of
the Library,Jenny Morrison pointed out some of the proposals for re-structuring the overall layout of the
Library, including,but not limited to
a. Moving Stellar Sellers to a more prominent visible area of the Library.
b. Re-file DVD's in the Title Order,making it easier for patrons to find specific Titles.
c. Move VHS tapes.
1 A. Approval of minutes
Jean Deck made a motion to approve the July 13, 2010 minutes with corrections.
Linda Brown seconded the motion. Correction made to July 13, 2010 minutes is deletion of
"Mary Ernst, Library board Member, reported that Mr. Rocky Randalls has previously offered help
from the City of Cape Canaveral with staff and materials. " and
"Mary Ernst, Library Board Member and Evelin Reid will construct a letter to the City of Cape
Canaveral City Council asking for the funds to replace the Library Director, and for media
y purchases"
Under"Unfinished Business"July 13, 2010 minutes, (2nd paragraph).
Motion carried unanimously as approved and accepted with corrections.
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B. Correspondence
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There was no correspondence.
a C. Chairperson's Report
There was no Chairperson's Report.
D. Friends of the Cape Canaveral Public Library Report
Jean Deck reported that the Mini-Book sale on November 10th and l lth generated $615.00. Jean
reported that the Friends of the Library have $20,000 in CD's, $381 in interest and $12,000 in
checking. The Friends of the Library had $4,000 income over expenses.
Jean reported that the yearly Book Sale will be in December and a VHS sale will be held in January
2011.
E. Director's Report
Jennifer Morrison, Library Director, reported that we have two (2) vacant Library Aide positions and
we were unable to find a suitable candidate for either position. We requested that they be re-
`x advertised in October and open it to external, as well as internal candidates.
Jenny reported that we currently have three (3) AARP workers helping with shelving and with the pick
list. This Library is able to get all work done daily with the help of the AARP workers and
approximately 16 volunteers who contribute as much as 250-350 hrs/month of their time
The Lobby floors have been cleaned and the carpets have been cleaned. Most signs in the lobby were
removed. Jenny requested a listing from the Computer room of materials that have not circulated in
two (2) years. Using this as a guide, she reported that she has been weeding the Library collection of
old and outdated materials. Jenny presented several examples of outdated materials.
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The children's books are being closely examined to replace older books that children may use for
school work.
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The Friends of the Library have committed $4,500 for new non-fiction children's books and $500 for
DVD's.
Jenny discussed the monthly activity calendar and the children's and adult programs.
A new program "Minute to Win It" is being scheduled for Monday, October 25th from 5:OOpm to
8:OOpm. during Teen Read Week. To enter the competition, teens will write a book review on a book
they've read.
The County has a fund-raiser scheduled on November 5th and 6th with Barnes&Nobles. Jenny will
J find and hand out coupons for this event. Any books purchased these two days will generate a portion
of that sale to the Library System. There will also be programs at the Merritt Island, Barnes &Nobles
presented by the Merritt Island Library. Some examples: "How To Get Published", "Mystery Book
Clubs", etc. Flyers are forthcoming and will be handed out
Linda Brown asked if advertising for this event was being distributed at the schools. Jenny said that
she would check with Catherine Schweinsberg, Director, Brevard County Libraries to determine if we
are allowed to take flyers to the schools. Robert LeFever, Parks and Recreation Director, City of Cape
Canaveral, advised Jenny that it is allowed as long as we have a disclaimer on it and the seal of the
County or City.
Jenny reported that we've had some donations made in memory of Barbara Sims. Donations have
1, been deposited to the Endowment account and will probably be used for furnishings unless they have
been specifically requested for books. Barbara Sims son still wants to donate some chairs and tables
for the Library. However she asked that he wait until we have a better idea of what our needs are.
Jenny reported that Andrew and Kimberly Kelly donated Vogue, El and Bead Style magazines.
II PERSONAL APPEARANCES
Robert LeFever, Recreation Director, City of Cape Canaveral
Angela Apperson, City Clerk, City of Cape Canaveral
Rocky Randels, Mayor, City of Cape Canaveral
(See addendum)
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III UNFINISHED BUSINESS
Jenny Morrison, Library Director, reported that the Library Budget took a nice turn last month when
the County Commissioners approved a roll back of the taxes so that gave an additional $500,000 to the
Library budget that was not there previously. It was first thought that we were going to take a 17%
cut,but Library supporters rallied at the County Commission and that cut was reduced,but we still
didn't have any money for media with that increase, but we did keep our staffing and our hours. So
then, with the rollback, we were able to get an additional $500,000 which has been allocated to the
purchase of books and media. That money was equally distributed to each library, so we got $30,000.
It still isn't as much as we had in the past, so we could still use some book money.
Jenny reported that the County also collects impact fees from every other area in the county but Cape
Canaveral and that money was $172,000 collected county wide and that money is going to be used in a
fund to buy multiple copies of popular materials that will be shared at all 17 locations. So the impact
fees that the county collects for libraries will be used to buy popular materials for all 17 collections.
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Jenny reported that our personnel budget took a 27% cut from last year, most of that is from the loss of
Isabel Escapa's position and from the loss of the 10 hr/wk Librarian I position that we lost in
Reference.
Also, included in that are $9,800 in furloughs. Every staff member in the libraries is taking 6 days
without pay. Operating expenses were cut 10%.
IV NEW BUSINESS
City Budget and Impact Fees: Angela Apperson provided a handout consisting of 4(four)pages. (See
attached).The first page shows the Millage paid by all Brevard County Property Owners, the amount
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of taxes collected from Cape Canaveral Taxable Property and the revenue received by Brevard County
from the Library Millage which is $483,852.
On the second page is the Library Impact Fees. Cash— 80.06 (Impact fee for one new home). SBA
(State Board of Administration) is cash (money invested) tied up similar to a CD for a blank period of
time; therefore it is listed as "Unavailable".
The SPIA is a derivative of State Board of Administration and it's another place to invest money and
that money is not tied up or restricted for a period of time. It is available if the county were to decide
tomorrow that they wanted to make a capital expansion to this building they could then allocate that
money.
Ray Dickinson, Library Director, Cocoa Beach asked if this money was being held for use for the
library.
Angela said it is for Capital Expansion for just the library. Capital expansion meaning items that have
a general value of more than $1,000 that have a life expectancy of more than five(5) years. Those are
some general terms of what Capital Expansion items are.
When a recommendation is made, it will be discussed with the City Finance Director to make sure it
fits within the use. It cannot be used for painting the building. Painting is a maintenance item. It is
not a capital expansion. It does not give you something new. Capital Expansion will have to give you
something new. A computer that is worth more than $1,000 would be a Capital Expansion item. A
collection of chairs, collectively worth more than $1,000. New shelving more than $1,000 collectively
could be that sort of thing.
We could schedule a specific pointed discussion for another meeting.
Jenny stated that libraries capitalize books. She did check with Frank (Vestal) Finance Manager,
Library Services. He said that we follow the Florida Uniform Governmental Accounting
recommendations and that does allow libraries to capitalize books.
Angela said that she bounced it off of the City Finance Director and she said that, if categorized
appropriately, it can be capital, if you make a large purchase as a group. The City Finance Director
was going to check with the auditors. It may be that the purchases for the entire year, cumulatively,
would be over$1,000. It may be viewed that way.
Mayor Rocky Randels stated that in his history, we have used these impact funds twice, once to build
the original Library and once again to build the expansion.
Angela Apperson referenced the third and fourth page of the handout.
Angela referenced Municipal Code Sec.46-27 Expenditures—"The library board shall have exclusive
control of expenditures of all monies collected or donated to the credit of the library fund."
Angela referenced that these two pages is the Library Fund noting that the third page shows that the
Ad Valorem taxes this year are projected to get $66,645. Penalties are$100 and Interest Income
would be$800 for a total $67,545.
The fourth page shows the expenditures. Insurance is projected at$25,545. Building and Grounds
Maintenance is projected at$4,334, and Operating Supplies at$14,820 is where the city had projected
money for books.
Contingency of$22,846 is the money that this board needs to make a recommendation on what would
be done with that. Would that be used for fixing up or painting of the foyer or how that would be
used? It doesn't all have to be used If it is not used then it would roll to the next year
Jean Deck asked if the funds for the Architect to review the Meeting Room are in these figures.
Mayor Randels said he thought that was paid out of the city's other revenue.
It might be showing up in the $9,000 under Building& Grounds Maintenance.
} Ray Dickinson asked if, every year, there is a contingency amount that this board had the ability to say
how to spend it. He asked where the rollover money would be.
Angela said that sometimes the Library Board didn't make the decision on how the money would be
spent. The decision was made by the administration. The decision or recommendation should have
been made by the Library Board. The decision was made by the City Management. So that's where
we need to get back to, as long as the City Ordinance says that the Board shall decide the use of this
funding, we need to get back to that
Angela explained that the City Treasurer, Andrea Bowers, that the millage rate was always kept so
tight that there wasn't a contingency in years past. This is the first year that there really is a large
contingency.
Ray asked Angela if he was to understand what you're saying is that there is no cash forward from
past years. The board didn't spend it but so far as you know, there's not an amount of money that will
show up in the future.
Angela said she didn't have the answer to that and the City Finance Director didn't have the
opportunity to get that information before this meeting.
On the third page it shows "cash forward". That's the revenue you see where they brought cash
forward. From what Angela understood from the City Finance Director, those were the years that
there was money left over the prior year and brought into the new year
Angela said that the$22,846 plus the $14,820 budgeted for books, is a very positive thing for this
Board to be able to figure out, at the very beginning of the budget year, a plan for the Library.
On Article II, Sec. 46-26 the article states that "There is created a library board to consist of five
{ members".
This needs to be corrected. The Library Board members that are present all agreed that five members
and no alternatives will not work for this Library Board.
There was much discussion about keeping the two alternates as part of the Library Board and Angela
agreed that this could be amended to read five members and two alternatives.
Angela will take care of this.+
Angela read Article II Sec. 46-32.
Sec.46-32.-Reports to council.
(a) The library board shall,on or before the second Monday in June in each year,make a report to the city council of the condition
of their trust on June 1 in such year,showing the following:
(1) All moneys received or expended;
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(2) The number of books and periodicals on hand;
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(3) Newspapers and current literature subscribed for or donated to the reading room department;
(4) The number of books and periodicals ordered by purchase,gift or obtained during the year and the number lost or
missing;
(5) The number of visitors attending;
(6) The number of and character of books loaned or issued;and
(7) Such statistics,information and suggestions as they may deem of general Interest or as the city council may require.
(b) The report shall be verified by affidavit of the proper officers of the board.
There was some discussion about who sets the Agenda. Jenny Morrison agreed to do the Agenda for
the Library Board and to take any suggestions from board members.
Angela said that some boards have an item on their meeting agenda"Discussion or Items for the next
Agenda" so that there is input at the meeting. Then other items can also be added to the Agenda
before the next meeting.
Angela—discussion about the Sunshine Law
The members of this board sit as members of a"not for profit"board as well. The individuals who do
sit as members of the Friends of the Library need to be particularly cautious in discussing things as a
"Friend of the Library"vs. something that may come before this board for a vote,because the
Sunshine Law says that all items that may come before or foreseeable to come before this board,
should be discussed only by the board in the Sunshine. I've included a memo that was given to us by
our City Attorney's office called the Do's and Don'ts of City Council and Library Board Members.
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Angela discussed Resolution No 2005-38 having to do with Code of Conduct. All present were given
a copy of this.
Angela also discussed a memorandum pertaining to Board Member
Application/Appointment/Separation Process. All present were also given a copy of this
memorandum.
There was a discussion about Vice Chairman, Dr. Tim Grady's membership on the Board. Angela
3 said that the board needed to make a recommendation as to whether he should continue as a member.
Dr. Grady's term expires October 1, 2010. Angela suggested that if we do not receive a response
from Dr. Grady for the October 12t meeting, we will re-structure our recommendation to the council
to move Alternate#1 to the regular member position. If there's still another regular member position,
we'll move(Evelin Reid) to a regular member position. We did hear back from Harry Pearson and he
is not interested in continuing as a member. So we will move Linda Brown up to regular member and
we will interview Evelin Reid as a regular member. If we don't get a response from Tim Grady, we
{ will, on the October 12th agenda, we will make a separate recommendation.
Jean Deck said the Library Board still needs the two alternates. Angela agreed.
Jenny Morrison suggested we table the discussion on Statistical Reports.
Jenny suggested that we meet in October and November 2010.
It was decided,unanimously, that the next Library Board Meeting would be Tuesday, October 12,
2010 at 2:00pm.
Statistics discussion will be tabled until January 2011.
V ANNOUNCEMENTS
A. The next Cape Canaveral Public Library Board Meeting will be held on, October 12, 2010 at the
Cape Canaveral Public Library Meeting Room.
B. The next Brevard County Library Board Meeting will be held on November 17, 2010 at the Eau
Gallie Public Library 1521 Pineapple Ave., Melbourne, FL 32935.
Adjournment
Linda Brown made a motion to adjourn the meeting. It was seconded by Jean Deck.
There being no further business before the Board, the meeting was adjourned at 4:OOpm.
.44 odue,..1„...„c'
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Marianne Ellis, Recording Secretary
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Addendum to Minutes of Brevard County Library Board Meeting September 22, 2010.
19:50-Mary Ernst: Personal Appearances—I figure this gentleman (Robert LeFever) is the only
Personal Appearance I know. I don't think I've met you.
19:55 -Angela Apperson—This is Robert LeFever. He is our Recreation Director and we got to meet last
time. I'm Angela Apperson, City Clerk. The City is going to be going through a re-organization and one
of the things we're proposing is to try to tie recreational and Library together, so that way it's more of
a leisure services total viewpoint,so Robert would then be the liaison to the Library so that way you
always have a connection and Robert would be attending the meetings and then you have that person
if you need something as the board, Robert would then bring it back to the City.
20:38—Like when you need a new member. Robert handles it for the Recreation Board. You folks
would help him that you've interviewed and you recommend and then he would convey that to us in
the City Clerk's Office.
10:56—Linda Brown—Why wouldn't our Chairperson do that?
11:05—Angela —We we've just been finding that that hasn't been working.
21:08- Linda —But maybe if we were instructed properly,that would be the way to do it.
21:16—Angela—Because it is a City Board, it would be good to have a City Liaison. This is a new
initiative from our City Manager.
21:23—Jean Deck—We tried several times to inform the city,or ask what the status was of our
vacancy and the response that we got was "Oh you have a vacancy" number one (1) and we don't
know..... It was a very vague answer.
21:41—Angela—And that's why we're trying to add a direct contact.
21:45—Jean—Why would Robert LeFever be better than one of us.
21:49—Angela—Robert is a City staff member. He reports to the City Manager. He's responsible to
the City Manager to ensure that he is doing what the City Manager has directed.
22:00—Robert—This will become part of my job function.
22:05—Jean—Is there a Recreation Advisory Board?
22:06—Robert-Yes
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22:07—Jean—Are you a member of that also?
22:08—Robert—I'm not a member. I hold no position, but as Recreation Director, I sit in on every
meeting and I give a report, but I don't vote or anything like that.
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22:21—Angela—We're not adding him as a member to your board. Under new business, we'll discuss
what the membership is of the Board and how that happens but Robert is no different than any
member of the public who would want to come and sit and listen to what is going on at the meetings,
so as he can come back to the City Manager and report, keep the council informed, make it a part of
his weekly report
22:55—Robert—Right, more of a service to the board because, like she was just saying and that's what
I was going to comment on. As a department head, each department gives the City manager a weekly
update as to what the progress of that departments work was for the week and that becomes public
information on our website and information for everybody else. This gives the Library a chance to
have a voice through the recreation department which is actually going to transition into the Leisure
Services. So in my weekly report from Leisure Services Department, I would also include any updates
from the Library Board or the activity that's going on or things that they're doing,whatever it is that's
happening that the Board would like to be reported.
23:33—Angela—So as a part of this thing you're doing here, Robert could include some of this stuff in
his newsletter as well We're trying to make it more of a cohesive group. Right now the City owns the
building, the City provides certain funding,the County does this,the County does that, why shouldn't
we give more of an appearance of everybody together, not this group or that group. We're just all
working together for the same goal,the same purpose and Robert will be fulfilling that on the City side.
Jenny would be doing that on the County side and the Friends would be doing that on the Friends side.
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So it's really meant to add another way......Jean, I'm taking that you're
24:22—Jean—Yea, I'm a little concerned. There's only three(3)of us here right now and there are
seven (7) members on this board.
24:29—Angela —Well, actually no,there should only be five (5).
24:32—Jean—Alright five(5)and there's two(2) alternates.
24:33—Angela —No there shouldn't be two(2)alternates, but that's something we'll get into as we go
along.
24:38—Jean—I just feel that this should be discussed in front of the entire board.
24:41—Angela—Well, it's not something up for a vote. Robert will attend the meetings based on
direction from his Supervisor.
24:49—Jean—Being, his Supervisor being...
24:51—Angela—The City Manager.
24:54—Jenny Morrison—I think that we can all agree that better communication would be an
advantage to us,that in the past,things have happened and people did not really understood what
was going on and people had misconceptions. One group perceived it this way. Another group
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perceived it that way. Who knows what it really was because none of us were on the same page at the
same time.
25:20—Linda—It like it's taking away from our Chairperson,who really should be reporting to the City.
You know,why do we have a Chairperson then?
25:26—Robert—All the Advisory Boards of the City have a Chairperson and we're not having them all,
as Chairperson, report to the City.
25:36—Mary —Do you foresee the two,the Library and the Rec Board becoming one?
25:38—Robert—No, No
25:39—Mary—Never?
25:40—Robert—No
25:41—Angela—Well,that would be a decision that would be made by the City Council.
25:45—Mary—OK. Because this is one of the things that I heard,that that was the plan.
25:54—Angela -It is a possibility. It is the City Council's discretion on the make-up of the Review
Board. It is not the City's staff decision to say how this would be It is a Council decision. So, we could
not preclude or say that this would never be a possibility, although at the same point, I'm not going to
say it is going to happen. We cannot speak for the elected body.
26:25—Jenny—I think the board would have the opportunity to express their views on that
26:27—Angela—Yes, it would be done at a public meeting.
26:34—Mayor Rocky Randals—Jean, part of the problem, is probably is that because I couldn't always
be here to carry the information back and sometimes if I couldn't be here I had the Finance Director
come over, remember?
26:41—Angela—But it wasn't your responsibility, as the Mayor. It is the responsibility of the City
Manager to facilitate these review boards under our City structure. Some cities have a structure that's
a little bit different. Under our structure,the City Manager is ultimately responsible to the Council and
as a part of that to continue the coordination, he is assigning a staff person to attend the meeting,
report back. You should not take this in a negative way. This is meant to be an asset, not a negative.
It's not meant to.....
27:24—Mary—I don't think we're taking it as a negative. I think we're wondering,you know, how
come, all of a sudden, and exactly what are we looking at?
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27:31—Angela —
A.-We have a new City Manager, so that could be the why all of a sudden.
B.-As times get tougher and we have a Library Fund and the County has a Library Fund and we
have a Library Board and we get down into New Business and discuss what the City's Ordinance says
about the Library Board then that is the other reason because the Library Board has certain functions
by City Code. So there needs to be a City member being a liaison between...and that's simply all that it
is.
28:15—Jenny—It's really just to facilitate communication so that everybody has an idea what each
other is doing. I think it's a good thing and I don't think it would preclude the Chairperson from talking
to the City Manager.
28:28—Mary—I wouldn't think so either.
28:29—Angela—No, it would never.
28:35—Jenny—I think the Board Chairperson's perspective would be different from City staff person's
perspective. I mean,that's the whole idea here and if the Chairperson wanted to report to the City
Manager, I'm sure that would be allowed.
28:45—Angela—Absolutely, he's up to a meeting at any time
28:50—Mary—Well we've just been through a year or two of lack of communication with the City and
we've never really understood what was going on half the time. Questions were never answered,so
this might be a really good thing if somebody would clarify these things, rather than our having to go
back and ask over and over and getting a different story every time.
29:13—Angela—Well,that's what we're hoping that this will provide for everyone involved.
29:18—Jenny—That's why Angie is here today,to help facilitate that too and that's why she's included
Robert into it I think it's a good will gesture on both of our sides to try to see if we can work actively
together instead of passively together like we've been doing in the past. I think that it would be good if
we all were on the same page. We're all concerned about the community. We all have the same goal
which is to best serve the citizens of Cape Canaveral and if we can do that better together, why
wouldn't we do that?
29:50—Mayor Randals—What we were doing didn't work,sometimes the City Manager would be
here,sometimes it would be me,sometimes it would be the Finance Director. Next meeting you'd
want somebody and nobody could be there. Somebody is going to be here now and it's going to be
him. (Robert LeFever). Tim (Dr. Tim Grady) didn't have a lot of free time to talk to the City Manager.
That was a previous person on the Board and his schedule didn't permit. In fact, he wasn't always at
the meeting.
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30:26—Jean -When he was chairman, he was always.... When he decided he could not attend the
meetings on a regular basis he stepped down. But before that, when he was Chairperson, he was, I
would say he was here 95% of the time
30:37—Jenny—I think what's really important here is that we move forward. I don't think we can go
back and fix how we didn't talk to each other in the past and I don't think that we can change other
conflicts that might have been perceived in the past. But,we can certainly work better together
tomorrow or next month or next year and build a stronger library with the cooperation of the city.
31:06—Ray Dickinson—I would just say I agree with that. I think it's a great thing that the City is here
and wanting to clarify things and make it easier because this library really has a unique arrangement in
that the city does have a lot of interest in the facility, built the building, owns the building, maintains
the grounds and so forth,while the County is operating the library from within. And so,you know,
other libraries don't have this challenge of the two entities. Communication is the number one thing
and I think this is a good way to begin. I don't think it's a problem about the Chairperson not being
needed . You need a Chairperson to run the meeting and organize what your issues are and he (Robert
LeFever) is here to communicate with the City Manager. He's not here to run the meetings for you
31:53—Mary—I think that maybe Robert needs to understand that I am not the Chairperson of the
Board. I'm here by default. She (Joanna Atwood) is out of town in the summer months.
32:05—Robert—And to provide consistency with the Board there will be somebody that is a
Recreation Department staff person and it will either be my staff or my assistant who is Fran Norman
who has been with our department for twenty-seven(27)years. So it will be one or two So we want
to have consistency. We don't want to have a different face showing up at every meeting. We have a
lot of history with Fran.
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