ALACHUA COUNTY LIBRARY DISTRICT
BOARD OF TRUSTEES MEETING MINUTES
WEDNESDAY – DECEMBER 15, 2010 - 5:30 PM
HEADQUARTERS LIBRARY, FOUNDATION ROOM,
401 EAST UNIVERSITY AVENUE , GAINESVILLE, FL
Present: Chair Kim Worley, Vice Chair Vivian Filer, Trustees Sheila Dickison, Dorothy Field, Xavier Monroe, Gloria Moore, and Ora White
Others Present: Library Director Sol M. Hirsch, Public Services Division Director Marlene Harris, Financial Services Administrator Debra Jackson, Administrative Services Administrator Suzi Blaze, Administrative Assistant Jan Scales, Staff Assistant Stephanie Ksionzyk, FOL President Dr. Peter Roode, Foundation Vice Chair Hunt Davis, and Joanne Auth
I. CALL TO ORDER AND APPROVAL OF AGENDA
Ms. Worley called the meeting to order at 5:30 pm with a quorum present.
II. MINUTES OF MEETING
The Minutes were approved by consensus, as submitted.
Ms. Worley, Trustees Chair, welcomed Trustee Ora White to her first meeting.
III. GUESTS AND SPECIAL PRESENTATIONS
(No items submitted in this category.)
A. Friends of the Library Report
Ms. Moore, Trustees Friends of the Library Representative, reported that the Public Services Administrator for Headquarters, Chris Culp, gave a very helpful presentation regarding current happenings around the District at the most recent FOL meeting. The FOL Board also discussed the possibility of setting up security cameras at the Bookhouse.
Dr. Roode, Friends of the Library President, seconded Ms. Moore’s comments regarding Ms. Culp’s presentation.
B. Foundation Board of Directors Report
Mr. Davis, Foundation Vice Chair, distributed the Foundation’s Annual Report. He reported that the Foundation Gala with Michael Connelly had over 240 people in attendance, and the net proceeds totaled $29,000. He also gave a brief overview of the Foundation’s Endowment Fund. The Foundation received a $2,500 donation to the Endowment Fund from the Ehrhart Family Foundation (former Trustee Carol Higman’s Family Trust).
Mr. Hirsch, Library Director, reported that the Kosman Foundation makes an annual contribution of $2,000 in Guy Hudspeth’s name to the Foundation to honor a staff member with a leaf on Katherine’s Tree. He announced this year’s recipient is Phillis Filer, Public Services Administrator for Branches.
C. Report on the Alachua County Legislative Delegation Hearing
Mr. Hirsch provided a brief overview of his presentation to the Legislative Delegation, which focused on Cone Park, State Aid, Multi-type Library Cooperatives, and the Community Libraries in Caring Grants. The Legislative Delegation made no commitments. Staff will make appointments to meet with Legislators and will be setting up a meeting with the Legislative Delegation and the Board of Trustees. The tentative date is January 19, 2011, at the Millhopper Branch. If possible, the Trustees will meet directly following.
V. UNFINISHED BUSINESS
A. Library Director’s Performance Review
Ms. Worley presented the compiled evaluation and commended Mr. Hirsch for doing an excellent job.
Mr. Hirsch asked that the Trustees not recommend a salary adjustment to the Governing Board due to the timing of his anniversary date. All staff, including the Library Director, will receive a net bonus rather than a salary adjustment and merit increase during the current fiscal year.
Ms. Dickison, Trustee, pointed out that a correction was needed under the Summary Rating to reflect that six Trustees awarded an Outstanding rating, and one awarded an Exceeds Job Standards rating. Staff will correct this. Ms. Filer moved to approve, sign, and forward the complied evaluation to the Governing Board. Ms. Field seconded. Motion carried.
A. Board of Trustees Self-Assessment
Mr. Hirsch presented the procedure for the Board of Trustees Self-Assessment. Trustees should complete and return individual Self-Assessments to Ms. Rasch, Assistant to the Library Director, by January 7, 2011. As requested, electronic copies will be sent to the Trustees.
Ms. White informed the Trustees that she felt at a disadvantage when filling out assessments since she is a new member but would answer honestly and to the best of her ability. Mr. Hirsch pointed out that Ms. White could bring a different perspective as a new member and has the ability to focus on her expectations for the Board.
There was discussion regarding question number four on the assessment, which asks if the Board is widely representative of Alachua County. A question was raised concerning whether or not there is a residency requirement for Trustees. Mr. Monroe, Trustee, mentioned that he lives in an unincorporated area of Gainesville but is currently a representative of the City of Gainesville on the Board. Mr. Hirsch will look into the matter to see if there is a residential requirement.
B. Policy Statement – Interlibrary Loan
Mr. Hirsch presented the item. Ms. Field moved to approve the revised policy and forward to the Governing Board. Ms. Dickison seconded. Motion carried.
C. Policy Statement – Confidentiality of Patron Records
Mr. Hirsch presented the item. Discussion followed regarding the phrase “judicial order”. The disparity among the judicial levels is addressed in the proposed policy so that records are released in a proper and legal way and protect patrons. Ms. White asked if and how staff is notified of policy changes. Mr. Hirsch responded that managers and staff are notified, policies are publicized on the intranet, and hard copies are kept at each branch. Policies are also reviewed at staff meetings. Ms. Field moved to approve the revised policy and forward to the Governing Board. Ms. Filer seconded. Motion carried.
D. Policy Statement – Library Bill of Rights
Mr. Hirsch presented the item. The American Library Association (ALA) periodically updates its Library Bill of Rights, which is referenced in this policy, and the proposed revisions state that ACLD will update and maintain these changes without bringing them to the Boards, unless there is something highly unusual. Ms. White moved to approve the revised policy and forward to the Governing Board. Ms. Moore seconded. Motion carried.
E. Report on the Florida Library Association Fall 2010 Regional Friends, Foundations, and Boards Workshop
Ms. Dickison, Ms. Moore, Ms. White, and Mr. Hirsch highlighted some of the ideas and insights regarding advocacy, membership, and fundraising that were presented by Sally Reed, Executive Director of the Association of Library Trustees, Advocates, Friends and Foundations (ALTAFF) at the Workshop.
Mr. Hirsch also conducted a tour of the Hawthorne, Waldo, and Library Partnership Branches following the Workshop for Ms. Moore and Foundation Board member Rhonda Clark. Trustees who have attended previous tours highly recommend them.
VII. INFORMATIONAL ITEMS THAT REQUIRE NO ACTION
A. Monthly Report (November 2010)
Mr. Hirsch noted a continuing upward trend in most areas of the statistical report.
B. Press Releases and Publicity
In addition to the press releases and publicity included in the agenda packet, Mr. Hirsch mentioned a news article that appeared on the front page of the USA Today concerning services for the homeless in libraries. The Alachua County Library District was noted and Mr. Hirsch was quoted.
VIII. BOARD OF TRUSTEES COMMENTS
Mr. Monroe inquired about the progression of Cone Park. Mr. Hirsch reported that agreements were being finalized with the City of Gainesville. ACLD is ready to move forward. The agreement will stipulate that the facility will be built within seven years of the date the agreement is executed.
Ms. Dickison asked if there was a section on the ACLD website for the Friends of the Library and the Foundation. This is located under the “About” tab, in the Support section.
IX. CITIZEN COMMENT
No citizen comments.
Meeting adjourned at 6:30 pm.