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Home My WebLink About10-12-2010 Minutes Sy { I CAPE CANAVERAL LIBRARY BOARD Meeting Minutes October 12, 2010 1. Call to Order The regular meeting of the Cape Canaveral Library Board was held Tuesday, October 12, 2010 and called to order at 2:00 pm by Dr. Tim Grady, Vice Chairman. The following Members were present: Dr. Tim Grady, Vice Chairperson Jean Deck, Secretary Linda Brown, Library Board Member Mary Ernst, Library Board Member Evelin Reid, Library Board Member Jenny C Morrison, Library Director Marianne Ellis, Recording Secretary Also present: Angela Apperson, City Clerk, City of Cape Canaveral Ray Dickinson, Central Area Director, Cocoa Beach Public Library Fran Norman,Administrative Assistant, Parks &Recreation, City of Cape Canaveral Leo Nicholas A. Approval of minutes Jean Deck made a motion to approve the September 22, 2010 minutes with corrections. Mary Ernst seconded the motion. Corrections are as follows: A. Page 1, Add Ray Dickinson, Central Library Director, to Members present. B. Page 2, Change: "The Friends of the Library have committed$5,000 for new non-fiction children's books. "to "The Friends of the Library have committed$4,500 for new non-fiction children's books and$500 for DVD's". Motion carried unanimously as approved and accepted with corrections. B. Correspondence No Correspondence C. Chairperson's Report No Report D. Friends of the Cape Canaveral Public Library Report FY 2009-2010 Financial Report was given to Jenny Morrison. E. Director's Report 6 ++ Jenny Morrison reported that we still have two (2) positions open in Circulation. The advertised positions close Monday October 18, 2010. We've had help from Palm Bay Library and Cocoa Beach Library. All present were given an Annual Volume of Work Report. Jenny pointed out that although we show a decrease in attendance, we are showing an increase in books checked out. II PERSONAL APPEARANCES 1 None III UNFINISHED BUSINESS Membership: Angela Apperson reported that at the City of Cape Canaveral regular Council Meeting October 5, 2010, Linda Brown was moved from 1St Alternate to regular member of the Board and Evelin Reid was appointed as a regular member. Dr. Tim Grady will be moving to an alternate position. She reported that, even though the ordinance that created the board, doesn't allow alternates, there is a section, The Code Book,that says the council may appoint alternates, the council has that right. Angela says that the ordinance will be corrected as time allows. An item will be placed on the Agenda for the October 19, 2010 City Council Meeting to appoint Dr. Tim Grady as an alternate board member. The Library Board will have to determine who is the Chairperson, and the Vice-Chairperson. Jenny Morrison suggested that the Board do that at the November meeting. City Budget and Impact Fees: In a handout, Angela presented everyone present with a list of three outstanding questions from the September 22, 2010 Library Board meeting. (See attached) An attached Memo shows that the Library fund currently has $99,860.21 in reserves from Ad Valorem Tax. In the FY 2010/2011 Ad Valorem Budget, $44,699 is budgeted for expenditures with a contingency of$22,846.00. There was some discussion about the lawn service. Angela Apperson reports that the lawn service only mows and edges the lawn. The weeding is done by the city staff as '' I they can Their lawn service contract does not include weeding. Angela says that doesn't mean that we can't ask for that in the contract quote. Angela says that Jenny Morrison and Fran Norman can put in a work order to the city for things that need to be done outside, such as pressure cleaning. A There was some discussion about the third outstanding question, which was "Find out if the "Support"wall can be removed from the main Library area". Angela answered that the City Building Official looked at the building plans and determined that the wall is structural and cannot be removed. A Angela asked for signed copies of approved minutes from previous board meetings. Traditionally the Chairperson and the recording secretary would sign approved minutes. It was determined that both the Chairperson and the recording secretary should sign the approved minutes. They should then be emailed to Angela, if possible, in PDF format. Library Board Code requirements were discussed. Angela passed out a listing of Ordinances and attached the corresponding ordinances to all present. Resolution 88-26 was not in the package.. Angela will bring it up the next meeting of the board. Resolution listed as 88-46 should be 86-46. Page 10 of 17 was attached for ordinance 12-2003. Jean Deck asked to have a copy of the complete ordinance. Angela agreed. There was discussion of alternates in Ordinance 12-2003. In 2003 the council passed this ordinance to create a uniform method of creating boards. Angela stated that there is a section in the ordinance that says that the Council "MAY"appoint alternates. Jean Deck commented on the reverse page of Resolution No. 88-4 at the end of the "Policy for Use of Meeting/Conference Rooms", item #8. Is this part of the agreement with the City? Angela says it is Discussion of 2011 Meeting Schedule. Jenny requested that the board have a meeting in November. It was decided for 2011, meetings would be set for January, March, May, August, October and November. The board could call additional meetings, if needed. IV NEW BUSINESS g Recommendation to City Council to reinstate alternate board positions. Angela stated that going back to Ordinance 12-2003, the board may appoint alternates. Vacancies are posted in the City of Cape Canaveral website. Recommendation to City council for FY 2011 expenditures. Jenny Morrison presented a list of items to the board for Capital Expansion Expenditures for FY 2010-2011. Also, included were some contingency items. IMPACT CAPITAL EXPANSION Expand Children's Video Shelving $2,000 Expand Paperback Shelving $8,000 Expand Children's CD Shelving $ 700 Expand DVD +New Book Shelving $4,500 Expand Audio books Collection $5,000 Expand Large Print Collection $7,000 Expand Children's non fiction Collection $3,000 Expand Public Access PCs $4,000 Expand Staff PCs $1,000 TOTAL: $35,200 CONTINGENCY 12 Volunteer& Staff Chairs $6,000 Paint Lobby, add live plants Resurface Parking lot, restripe Paint Outside of Building Art Hanging System $ 700 Re-carpet and paint library Angela offered assistance in getting quotes. Linda Brown suggested getting the trees trimmed before painting the building. After much discussion, it was decided by the board that after all quotes were gathered, the list of expenditures would be submitted to the City Council for review. V ANNOUNCEMENTS A. The next Cape Canaveral Public Library Board Meeting will be held on,November 9, 2010 at the Cape Canaveral Public Library Meeting Room. The next Brevard County Library Board Meeting will be held November 17, 2010 at 4:30 p.m. at the Eau Gallie Public Library, 1521 Pineapple Ave., Melbourne, FL 32935. B. Libraries will be closed Thursday,November 11, 2010 Veteran's Day and November 25, 2010,November 26, for Thanksgiving, Friday, December 24, 2010, Saturday, December 25, 2010 and Monday, December 27, 2010 for Christmas Holiday and December 31, 2010 for New Years Day Holiday. Adjournment Mary Ernst made a motion to adjourn the meeting and Linda Brown seconded the motion. There being no further business before the Board, the meeting was adjourned at 3:46p.m. Marianne Ellis, Recording Secretary