ALACHUA COUNTY LIBRARY DISTRICT
BOARD OF TRUSTEES MEETING MINUTES
WEDNESDAY, OCTOBER 21, 2009, 5:30 PM
HEADQUARTERS LIBRARY, FOUNDATION ROOM,
401 EAST UNIVERSITY AVENUE, GAINESVILLE, FL
PRESENT: Chair Dorothy Field, Vice Chair Kim Worley, Trustees Vivian Filer, Carol Higman, Ryan Litsey and Harold Wilber
ALSO PRESENT: Library Director Sol M. Hirsch, Administrative Services Division Director Shaney T. Livingston, Support Services Division Director Marlene Harris, Financial Services Administrator Debra Jackson, Assistant to the Director Terry Rasch, Administrative Assistant Jan Scales, Administrative Services Administrator Suzi Blaze, Foundation Past Chair Laura Shaw, Foundation Vice Chair Hunt Davis and Joanne Auth.
I. CALL TO ORDER AND APPROVAL OF AGENDA
The meeting was called to order at 5:30 pm. Ms. Worley moved approval of the Agenda. Ms. Filer seconded the motion. Motion carried.
II. MINUTES OF MEETING
Mr. Hirsch noted that the Minutes of August 19, 2009 should be amended to include Mr. Buchanan under absent. The Minutes were approved as amended.
III. GUESTS AND SPECIAL PRESENTATIONS
(There were no items submitted in this category.)
IV. COMMITTEE REPORTS
A. Friends of the Library Report
Ms. Higman, Trustees Friends of the Library Representative, reported that the Friends of the Library Booksale begins on Saturday, October 24, 2009. She also reminded Trustees of the construction on Main Street. Mr. Hirsch added that the DOT had sent out a press release regarding the Friends Booksale and were working with the Friends to insure access to the sale.
Mr. Hirsch reported that the FOL and staff constructed a float for the UF Homecoming Parade. Ms. Blaze was the ACLD Coordinator for the float. She stated that the theme was the Legends of the Swamp and included bookjackets of six authors who are UF alumni. She also reported that there was a lot of positive feedback along the parade route.
B. Foundation Board of Directors Report
Mr. Wilber, Trustees Foundation Board of Directors Representative reported that the Foundation Annual Meeting was held on September 13, 2009 in the Headquarters Library. The event was well attended. He also reported that Ms. Alexander will sponsor a table at United Nations Day along with Paul Doughty and Barbara Herbstman. Ms. Shaw introduced the incoming Foundation Vice Chair Hunt Davis, retired faculty from UF. Ms. Field and the Trustees welcomed Mr. Davis.
Ms. Shaw also distributed the Foundation Annual Report. The endowment fund policy has been finalized and will be voted on at the November 4, 2009 Foundation Board of Directors meeting.
V. UNFINISHED BUSINESS
(There were no items submitted in this category.)
VI. NEW BUSINESS
A. Alachua County Delegation Hearing
Mr. Hirsch, Library Director presented information about the November 10, 2009 Alachua County Legislative Delegation Hearing. He also distributed a packet of information including an FLA Library Advocacy Brief Update, 2010 FLA Legislative Platform, FLA State Aid bookmarks and the FY 2010-2011 Public Library Construction Grant Applications rankings.
Mr. Litsey, Mr. Wilber, and Ms. Filer are the Trustees representative on the Legislative Committee. Staff will work with the committee to schedule a meeting for next week to go over plans for the presentation to the Delegation on November 10.
B. Florida Library Association’s Friends, Foundations and Boards Member Group Fall 2009/Winter 2010 Regional Workshops
Mr. Hirsch asked Trustees to notify Ms. Rasch by November 2, 2009 if they plan to attend the workshop. Mr. Wilber and Ms. Worley indicated that they plan to attend. Ms. Shaw indicated that 2 or 3 Foundation Board members may attend. She will know after their Board meeting on November 4 and will notify Ms. Rasch.
C. Policy Statement “Vehicle and Equipment Operation”
Mr. Hirsch, Library Director and Ms. Blaze, Administrative Administrator presented the item to the Trustees. Mr. Wilber moved approval of the Policy Statement “Vehicle and Equipment Operation” and forwarding to the Governing Board with a recommendation for approval. Ms. Higman seconded the motion. Motion carried.
D. Review of Library Director’s Performance Review Process
Mr. Hirsch, Library Director reviewed the process for the Library Director’s Performance Review. Ms. Field asked Trustees to read the process carefully prior to the next Trustees meeting.
E. Board of Trustees Meeting Schedule Fiscal Year 2009-2010
Mr. Hirsch, Library Director presented the schedule. Ms. Filer moved approval of the Board of Trustees meeting schedule for FY 2009-2010. Ms. Worley seconded the motion. Motion carried.
VII. INFORMATIONAL ITEMS THAT REQUIRE NO ACTION
A. Revised Monthly Statistical Report (July 2009)
Mr. Hirsch reported that the July Statistical Report was revised as checkouts were understated in the report previously distributed.
B. Monthly Reports (August and September 2009)
Mr. Hirsch reported that by the end of FY 2008-09, Circulation was 3.l million, an 8.3% increase over previous years; visitors were up to 1.4million a 4% increase, online reserves outside the library were up 30% and online downloadable books were up 50%.
Ms. Field reported that she attend the community Long Range Planning session (“Tell Us Your Thoughts”) at the High Spring Branch Library. Mr. Litsey reported that there will be a session at Library West on Saturday.
Mr. Hirsch reported that we have contract with a company for computing statistics and comparing ACLD to similar size libraries. We will be moving to more of a summary of statistics for our reports in the near future.
C. Northeast Florida Library Information Network (NEFLIN) - Return on Investment
Mr. Hirsch reviewed the information in the packet.
D. Carol Combs Hole Award for Exceptional Outreach to the Community
Mr. Hirsch reviewed the information in the packet.
E. Gainesville Regional Utilities (GRU) Lighting Rebate $47,652.
Mr. Hirsch reviewed the information in the packet noted that the District saw a reduction in the utilities cost in the first billing cycle as compared to the same time last year. There will be other opportunities in FY 09-10 for reducing utilities cost and applying for rebates.
F. Library District Press Releases and Publicity
Mr. Hirsch reviewed the information in the packet highlighting the Library Partnership, UF book drive and the well attended 21st Annual Literacy Festival.
G. Board of Trustees - Status of Terms
Mr. Hirsch reviewed the information in the packet.
VIII. BOARD OF TRUSTEES COMMENTS
Ms. Filer reported that she continues to hear high acclaim for the Library Partnership Branch and the staff at the Branch. The branch is always busy when she is there. Citizens enjoy the meeting room access also. Mr. Hirsch reported that since the branch opened, we have averaged 5,000 visits a month at the Library Partnership. We have also issued 400 new library cards at the Library Partnership Branch. He also reported that PBS is doing a documentary on social services and filmed at the Library Partnership and a member of the Casey Family Foundation from Philadelphia also came for the filming.
Ms. Filer also mentioned the 75 million dollar Cade Museum project that is being planned for Gainesville. Ms. Filer will be meeting with one of the family members, but understands the plan is to make this museum very accessible to the community.
IX. CITIZEN COMMENT
Ms. Shaw indicated that she was previously on the BOT Legislative Committee and would like to continue as the Foundation representative. She will be notified of all the Legislative Committee meetings.
IX. ADJOURNMENT
Meeting adjourned at 6:30 pm
