July, 2009

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ALACHUA COUNTY LIBRARY DISTRICT

BOARD OF TRUSTEES MEETING MINUTES

WEDNESDAY- JULY 15, 2009 - 5:30 PM

FOUNDATION ROOM, HEADQUARTERS LIBRARY

401 E UNIVERSITY AVENUE, GAINESVILLE, FL

PRESENT:  Chair Dorothy Field, Vice Chair Kim Worley, Trustees Ryan Litsey and Harold Wilber

ABSENT:      Trustees Carol Higman, Vivian Filer, and Joel Buchanan

ALSO PRESENT: Library Director Sol M. Hirsch, Administrative Services Division Director Shaney T. Livingston, Public Services Division Director Elizabeth Curry, Assistant to the Director Terry Rasch, Marketing & Public Relations Manager Angela Harris, Administrative Services Administrator Suzi Blaze, ACLD Foundation Chair Laura Shaw, and Joanne B. Auth.

I.                      APPROVAL OF AGENDA                                                                                  

The meeting was called to order at 5:30 pm.  Ms. Worley moved approval of the agenda.  Mr. Wilber seconded the motion.  Motion carried.

II.                     MINUTES OF JUNE 17, 2009 MEETING

The Minutes of June 17, 2009 were approved as distributed.

III.                    GUESTS AND SPECIAL PRESENTATIONS

No items submitted in this category.

IV.                   COMMITTEE REPORTS

                        A.    Friends of the Library (FOL) Report

Ms. Higman, Trustees FOL Representative and Ms. Curl, FOL President were not present to report.

B.       Foundation Board of Directors Report

Mr. Wilber and Ms. Shaw presented the report.

The Foundation Board of Directors met July 8, 2009.  The Foundation Author Gala in May 2009, brought in $41,000.  The new FOL newsletter includes a Foundation page with Gala pictures.   The next Gala will be in October 2010; “potential authors” are Connie Mae Fowler, Michael Connelly and John Irving. 

The Annual Meeting of the Foundation will be held Sunday, September 13, 2009, in Meeting Room A at the Headquarters Library.  Foundation Officers will be elected at the Annual Meeting.  Marjorie Alexander is the proposed candidate for the position of Foundation Chair. 

During the Library Partnership Grand Opening, the Foundation presented ACLD with a $15,000 check for the Library Partnership “Snuggle Up Center”.  

The main goal of the Foundation has been to establish a $1million Endowment Fund, with ACLD receiving interest earned on an annual basis.  The Foundation Board voted at their July 8 meeting to establish the fund next year at a $500,000 level with the goal remaining at $1million.   Use of the funds will be a joint decision between ACLD and the Foundation.

V.                    UNFINISHED BUSINESS

(No items submitted in this category.)

VI.                   NEW BUSINESS

                        A.    Early and Additional Closings Fiscal Year 2009-2010

Mr. Hirsch presented the item.  Discussion followed.  Mr. Litsey moved approval of the Early and Additional Closings for the Fiscal Year 2009-2010.  Mr. Wilber seconded the motion.  Motion carried. 

B.       Process for the Fiscal Year 2010-2015 Long Range Facilities & Service Plan (LRP)

Mr. Hirsch gave a brief introduction of the process for the development of the FY 2010-2015 LRP.  Ms. Curry, Public Service Division Director, then presented details of the process.

Trustees discussed assisting in the process by identifying community groups/organizations, attending sessions, facilitating group sessions, and reviewing collected data.  A draft survey form was distributed for review by Trustees.  Trustee Litsey suggested that “daily” be listed as a choice under “How frequently do you use library services?” 

Mr. Hirsch requested that Trustees help identify organizations that may want to participate.   Ms. Curry is developing a district-wide list of groups/organizations with connections to staff what role staff might play as the liaison to the group/organization.  Trustee Wilber asked Mr. Hirsch if trustees could have a copy of this list.

Mr. Hirsch asked if the proposed process for developing the LRP is something the BOT feels they could support.  In response, Trustee Worley moved that staff move forward with the proposed plan and survey of community groups.  Trustee Litsey seconded the motion.  Motion carried.

Mr. Hirsch asked if any Trustees would like to conduct focus groups or play a role in the process.  Chair Field responded she would like to participate at any level that will be helpful to ACLD.  Trustee Litsey will help as well and is willing to act as a facilitator at community group sessions and at UF.  Trustees Worley and Wilbur will also assist in their communities.  Trustee Litsey also requested that a cross section of data from the various community meetings be presented at BOT meetings.

VII.                  INFORMATIONAL ITEMS THAT REQUIRE NO ACTION

                        A.    Monthly Report (June 2009)

There was a brief discussion regarding the circulation statistics continuing to push toward 3 million by the end of the year.

Discussion followed regarding a potential partnership for the future Eastside Branch similar to the new Library Partnership Branch on east 16^th Ave.

Mr. Hirsch reported that the Library Partnership Branch has been well received in the community with over 1,265 visits within the first two weeks and over 2,000 visitors in the last two weeks.   On August 1, 2009, from 10:00 am through 2:00 pm, Northgate Plaza will hold a 10^th Anniversary Event which will showcase “The Library Partnership”.  Participants in the celebration will include the Alachua County Library District,  Partnership for Strong Families, Alachua County Choices, CDS Family & Behavioral Health Services, Inc, Early Steps, Early Learning Coalition, Healthy Families, HIPPY, and Peaceful Paths.  Each participating organization will have an information table.  Food, drinks, door prizes and activities will also be a part of the celebration. 

B.       Library District Press Releases and Publicity

VIII.                                   BOARD OF TRUSTEES COMMENT

No comments from Board of Trustees members.

IX.                   CITIZEN COMMENT

Ms. Shaw shared additional information about the Foundation’s Annual Meeting.

X.                    ADJOURNMENT

Meeting adjourned 6:26 pm.