ALACHUA COUNTY LIBRARY DISTRICT

BOARD OF TRUSTEES MEETING MINUTES

WEDNESDAY, NOVEMBER 18, 2009, 5:30 PM

HEADQUARTERS LIBRARY, FOUNDATION ROOM,

401 EAST UNIVERSITY AVENUE, GAINESVILLE, FL

 

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

ABSENT:  Trustee Vivian Filer                                                                             

ALSO PRESENT: Library Director Sol M. Hirsch, Administrative Services Division Director Shaney Livingston, Assistant to the Library Director Terry J. Rasch, Financial Services Administrator Debra Jackson, Administrative Services Administrator Suzi Blaze, Administrative Assistant Jan Scales, Marketing & Public Relations Manager Angela Harris, Public Services Division Director Elizabeth Curry, Support Services Division Director Marlene Harris, Foundation Vice Chair Hunt Davis

 

I.        CALL TO ORDER AND APPROVAL OF AGENDA

The meeting was called to order at 5:30 pm.  The Agenda was approved by consensus.

 

II.      MINUTES OF MEETING

Amended Minutes distributed at the Meeting.  The amended Minutes were approved by consensus.

 

III.    GUESTS AND SPECIAL PRESENTATIONS

(There were no items submitted in this category.)

 

IV.                    COMMITTEE REPORTS

                        A.    Friends of the Library Report

Mr. Hirsch reported that FOL did not meet in November 2009.  FOL made over $167,000 at the Fall Book Sale and also collected over $3,700 in donations for the Books for Soldiers Program. 

                        B.    Foundation Board of Directors Report

Mr. Davis, Foundation Vice Chair reported that the Foundation’s endowment fund portfolio was recovering as well as the market.  The Foundation’s Policy regarding the endowment fund was approved at the November Board meeting.  Author Michael Connelly will be the guest author at the next Foundation Gala which is scheduled for Sunday November 7, 2010.   Mr. Connelly is a UF graduate and has agreed to be guest author at no cost.

                        C.    Legislative Committee Report

Mr. Litsey, Trustees Legislative Committee Chair and Mr. Hirsch, Library Director reported that they attended the Legislative Delegation Hearing on November 10, 2009.  Mr. Litsey had to leave before the ACLD presentation.  Mr. Hirsch made the presentation and reported that our Legislators support libraries in general.  He also mentioned a possible supplemental source of funding for State Aid.

 

V.                     UNFINISHED BUSINESS

                               (There were no items submitted in this category.)

 

VI.                    NEW BUSINESS

                        A.    Long Range Facilities and Service Plan Accomplishments Report

Mr. Hirsch presented the Accomplishments Report highlighting three main areas:

  • Improved Technology
    • Launched new interactive web site
    • Upgrade of integrated library system
    • Staff participation in training, i.e., “23 Things”
  • Community & Collaborations

o        Library Partnership – has generated a lot of interest for other collaborations, i.e., City of Gainesville Cone Park project, United Way, and also plans for the Mobile Health Unit

  • Statistics
    • Circulation over 3.1 million
    • Visits over 4 million
    • Active borrowers at 200,000

Other services/accomplishments highlighted:  Expanded Newberry hours at no additional cost, expansion of Millhopper, E-government, GRU rebate, remote wireless printing, operating budget at the roll-back rate that sustained or improved services in all areas, and reassignment of Millhopper staff to fill vacancies during Millhopper Branch renovations.

Ms. Higman moved acceptance of the Accomplishments Report and forwarding to the Governing Board.  Mr. Wilber seconded the motion.  Motion carried.

                        B.    Library Director Performance Review Form and Self-Evaluation Director

Mr. Hirsch briefly reviewed his Self-Evaluation for the purpose of the Library Director’s Performance Evaluation. 

There was a brief discussion regarding the Cone Park site as the possible Eastside Branch.

Ms. Field reminded Trustees that they should use the FY 08-09 Accomplishments Report and Mr. Hirsch’s Self-Evaluation to complete the Director’s Performance Evaluation.  She also set a deadline of December 2, 2009 for submission of individual evaluations to Ms. Rasch in Library Administration.  Once all evaluations are received, Ms. Field will prepare a summary evaluation and meet with the Library Director to review prior to the December 16, 2009 Trustees meeting.

Ms. Field encouraged Trustees to meet with Mr. Hirsch one-on-one.  Please make appointments through Ms. Rasch if you wish to meet with Mr. Hirsch.

All three forms will be forwarded to Trustees electronically as requested.

C.       Policy Statement “Library Membership in Community and Civic Organizations”

Mr. Hirsch presented the proposed revisions to the policy.  Mr. Litsey moved approval of the proposed revisions to the “Library Membership in Community and Civic Organizations” and forwarding to the Governing Board with a recommendation for approval.  Ms. Higman seconded the motion.  Motion carried.

 

VII.  INFORMATIONAL ITEMS THAT REQUIRE NO ACTION

A.        Monthly Report (October 2009)

Mr. Hirsch reported that the October 2009 Statistical Report will be in a new format and will be provided to the Trustees in their December 16, 2009 agenda packet along with the November Statistics.

                        B.    Truth in Millage (TRIM) Certification and Maximum Millage Levy Calculation Final Disclosure

There were brief comments regarding this certification.

C.                 Press Releases & Publicity

Mr. Hirsch reported on the incredible success of the PrimeTime program series at the Alachua Branch.   The quality of presenters, including Diane Colson, Youth Services Manager and Caryl McKellar, Alachua Branch Manager; the participation of the community through volunteers, contributions, and participation of the City of Alachua; attendance; and the diversity of the participants by age and race were all outstanding.

Mr. Hirsch also called attention to the Florida Libraries Fall 2009 President’s Column by Wendy Breeden attached to Item VII.C.  Ms. Breeden has requested use of this ACLD slogan “Thinking Outside the Book“ for the theme of the 2010 FLA Conference, and Mr. Hirsch has given permission for the use of the slogan.  In Ms. Breeden’s column she acknowledged ACLD Library Assistant Georgia Young for coming up with the ACLD slogan “Thinking Outside the Book”.

 

        VIII.                      BOARD OF TRUSTEES COMMENTS

 

        IX.                        CITIZEN COMMENT

 

  X.                                                 ADJOURNMENT

The meeting adjourned at 6:15 pm.