Revised per BOT 8/18/10

ALACHUA COUNTY LIBRARY DISTRICT

BOARD OF TRUSTEES MEETING MINUTES

WEDNESDAY- JULY 21, 2010 - 5:30 PM

FOUNDATION ROOM, HEADQUARTERS LIBRARY,

401 E UNIVERSITY AVENUE, GAINESVILLE, FL

PRESENT:  Chair Kim Worley, Vice Chair Vivian Filer, Trustees Dorothy Field, Ryan Litsey, Xavier Monroe, and Gloria A. Moore

ABSENT:  Trustee Sheila Dickison

ALSO PRESENT:  Library Director Sol M. Hirsch, Assistant to the Library Director Terry J. Rasch, Support Services Division Director Marlene Harris, Financial Services Administrator Debra Jackson, Administrative Services Administrator Suzi Blaze, Administration Assistant Jan Scales, and CWA Vice President Carla Caudill

I.                    APPROVAL OF AGENDA

The meeting was called to order at 5:30 pm.  Mr. Monroe moved approval of the Agenda.  Ms. Field seconded the motion.  Motion carried.

II.                  MINUTES OF APRIL 21, 2010

The Minutes were approved by consensus.

III.        GUESTS AND SPECIAL PRESENTATIONS

            (No items submitted in this category.)

IV.       COMMITTEE REPORTS

A.                 Friends of the Library (FOL) Report

Ms. Moore, Trustees FOL Representative, reported that the Friends of the Library had an excellent book sale and that FOL is very organized in how funds from the book sales are spent.  She mentioned that FOL member Jeanne Weismantel had a concern regarding the Alachua County School’s program, Million Minutes of Reading, and distribution of the information to schools.

B.                 Foundation Board of Directors Report

Mr. Hirsch reported that most of the discussion at the July 14, 2010 Foundation Board meeting was about the November 7, 2010 Gala with author, Michael Connelly.  Publicity for the Gala will begin August 1.  Ten tables have already been sold; a number of sponsors have committed.   Recorded Books is sponsoring narrator, George Guidall, who will present select readings of Mr. Connelly’s audio books.  Recorded Books is also providing a basket of Connelly’s recorded books for the silent auction.  Foundation Board member, Howard Rosenblatt and Mr. Hirsch are meeting to discuss potential supporters of library services through the Foundation. The Foundation will hold its Annual Meeting at the Library after open hours on Sunday, September 19, 2010.   The Friends of the Library will also hold their Annual meeting at Headquarters Library on Sunday, September 26, 2010.  The Foundation has added an additional meeting on October 14, 2010 at 5:15 pm, prior to the November 7 GALA.

V.        UNFINISHED BUSINESS

            (No items submitted in this category.)

VI.       NEW BUSINESS

            A.        Proposed Putnam, Alachua, Levy County Library Cooperative

Mr. Hirsch, Library Director, gave an overview of the proposed PAL (Putnam, Alachua, Levy) Library Cooperative.  A discussion followed regarding Library Cooperatives and the benefits to small public libraries that have low budgets and can provide basic services only, such as Putnam and Levy Public Libraries, as well as the benefits to ACLD.  Mr. Hirsch also explained how Library Cooperatives are formed, administered, funded, and how ACLD is eligible to be a part of a Cooperative.  He provided additional information about other Florida Library Cooperatives, how these cooperatives operate, the structure of their boards and staffing of the cooperatives.

Mr. Monroe moved that the Library District Board of Trustees endorse the formation of the PAL (Putnam, Alachua, Levy) Cooperative and forward a recommendation to the Governing Board to support and approve an inter-local agreement to create the PAL Library Cooperative.  Ms. Filer seconded the motion.  Discussion concerning procedure followed.  Motion carried.

B.                 Board of Trustees September 15, 2010 Meeting – Mr. Hirsch, Library Director

Ms. Field moved the Board of Trustees cancel the Trustees meeting scheduled for September 15, 2010, as it conflicts with the Library District Budget Hearing.  Ms. Filer seconded the motion.  Motion carried. 

If a meeting is necessary in September 2010, staff will schedule.

VII.      INFORMATIONAL ITEMS THAT REQUIRE NO ACTION

            A.        Monthly Reports (April, May & June 2010)

Mr. Hirsch highlighted the 8.6% increase in Circulation and the 13.7% increase in Volunteer hours.  Mr. Litsey commented on the 53.4% increase in website visits.  Mr. Monroe asked if Trustees could receive advance notice of upcoming programs as he felt the programs are excellent and would like to participate in more of the programming. 

Mr. Monroe inquired as to the status of the Public Services Division Director hire.  Mr. Hirsch reported that staff interviewed and offered the position to a candidate, who declined. The position will remain vacant as a cost savings, and we will conduct a reorganization analysis through Human Resources.  Mr. Hirsch announced that HQ Public Services Administrator interviews would be conducted next week.  Suzi Blaze has been overseeing the Headquarters Public Services departments on an interim basis and is doing an excellent job

            B.        Governing Board Action on Board of Trustees Recommendations

Ø      Fiscal Year 2010-2011 Tentative Budget

C.        Library District Press Releases and Publicity

Mr. Hirsch highlighted the Library Partnership’s one-year anniversary, Juneteenth and Black Music Month.  He also commented on the “Library Partnership Idol” competition.

            D.        Board of Trustees Committees

VIII.           BOARD OF TRUSTEES COMMENT

Trustee Litsey announced that this meeting was his last as he has accepted a position as Head of Inter-Library Loan at Texas Tech University and will be leaving Gainesville.  Trustees congratulated Mr. Litsey.

Mr. Monroe commented that he has enjoyed the tours of Branches and Departments and is pleased with library services. 

IX.               CITIZEN COMMENT

            There were no Citizen Comments.

X.                 ADJOURNMENT

The meeting adjourned at 6:30 pm.