ALACHUA COUNTY LIBRARY DISTRICT
BOARD OF TRUSTEES MEETING MINUTES
WEDNESDAY – OCTOBER 15, 2008 – 5:30 PM
FOUNDATION ROOM – HEADQUARTERS LIBRARY
401 EAST UNIVERSITY AVENUE , GAINESVILLE, FL
The Alachua County Library District met in regular session.
PRESENT: Chair Dorothy Field, presiding, Vice Chair Kim Worley, Trustees Joanne Auth, Vivian Filer and Carol Higman
ABSENT: Trustee Joel Buchanan
ALSO PRESENT: Public Services Division Director Elizabeth Curry, Terry Rasch, Angela Harris, Suzi Blaze, Dan Whitcraft, Annette Perez, Jan Scales, Support Services Division Director Marlene Harris, and Tom Schulte
I. CALL TO ORDER AND APPROVAL OF AGENDA
Ms. Field called the meeting to order at 5:30 pm. The agenda was approved.
II. MINUTES OF MEETING
The Minutes of August 20, 2008 were approved as presented.
III. GUESTS AND SPECIAL PRESENTATIONS
A. Introduction of the New Director of Support Services Division, Automated Services Administrator and Facilities/Safety Services Administrator
Ms. Curry, Director Public Services Division, introduced Director of Support Services Division Marlene Harris, Automated Services Administrator Tom Schulte and Facilities/Safety Services Administrator Dan Whitcraft.
IV. COMMITTEE REPORTS
A. Friends of the Library Report
Ms. Higman, Trustees Friends of the Library Representative reported that she was out of town. Marketing & Public Relations Manager Angela Harris gave a brief report. Three leaves are being placed on Katherine’s Tree in honor of two FOL members and former Support Services Division Director Jeanne Williams. The FOL Booksale will begin on Saturday, October 18 th and end on Wednesday, October 22 nd . FOL is also partnering with ACLD Staff Association for the UF Homecoming Parade on October 24.
B. Foundation Board of Directors Report
In Ms. Shaw’s absence, Ms. Auth, Trustees Foundation Board of Directors Representative, reported the following. Compliments to Laura Shaw, Foundation Chair and her husband for the Foundation’s website. Foundation investments seem to be solid at this time. The number of Associates continues to increase and preparations for the May 17, 2009 Author Gala with Diana Gabaldon are going well. Ms. Auth will speak about the Foundation to the local genealogy organization on October 20.
V. UNFINISHED BUSINESS
A. StoryCorps Update
Ms. Curry, Director, Public Services Division, reported that all available openings for StoryCorps interviews for this area were filled in the first 30 minutes after registration opened. Registration will open again on October 24 to fill any vacancies that may have occurred since the initial registration.
B. Board of Trustees Vacancy
Ms. Curry, Director Public Services Division, reported that the Governing Board had authorized staff to contact the two County nominees who were not appointed in March 2008, to determine if they were still interested in serving on the Board of Trustees. The two applicants were interested and their applications will be submitted to the Governing Board on October 23 for appointment to the one County vacancy. The two applicants are Mr. Harold Wilber and Ms. Judith Weaver.
VI. NEW BUSINESS
A. Millhopper Expansion - Construction Contract and Lease for Temporary Library Site
Ms. Curry, Director, Public Services Division and Mr. Whitcraft, Facilities/Safety Administrator, reported that the award of bid and construction agreement to J.A. Standridge Construction is scheduled for the October 23 Governing Board Agenda for approval. They also reported that the temporary Millhopper Branch site will be located on 2 nd floor of the Bank of America building on NW 43 rd St. This site proved to be more cost effective than the proposed modulars. The site is 6,000 sq ft including a kitchen area. The lease agreement will also be on the October 23 rd Governing Board Agenda for approval.
B. Review of Library Director’s Performance Review Process
Ms. Curry, Director, Public Services Division, noted that the process was included in the agenda packet as the first step in the performance review process of the Library Director.
VII. INFORMATIONAL ITEMS THAT REQUIRE NO ACTION
A. Monthly Reports (August and September 2008)
Ms. Curry, Director, Public Services Division, distributed a sheet with Statistical Highlights for 2007-2008. She reported that according to the latest Hennen’s American Public Library Ratings released October 2008, ACLD ranks in the 88 th percentile of all public libraries in the U.S. She also reported that we are tied with the Indian River County Public Library for the second highest rank for Florida county public libraries and slightly below the Martin County Public Library System with the overall highest Florida rating. There was a brief discussion regarding virtual visits and how these stats are counted.
B. Governing Board Action on Board of Trustees Recommendation
Ø Early and Additional Closings Fiscal Year 2008-2009
There were no comments regarding this item.
C. Northeast Florida Library Information Network (NEFLIN) - Return on Investment
There was a brief discussion regarding the NEFLIN Golden Apple Award.
D. Sunshine State Library Leadership Institute – 2008-2009
Ms. Curry gave a brief overview of the Sunshine State Library Leadership Institute program.
E. Partnership for Strong Families/Library Collaborative
Ms. Curry gave a brief overview of the Partnership for Strong Families/Library Collaborative that will be presented to the Governing Board for approval on October 23. A brief discussion followed.
F. American Library Association – Memorial Resolution Honoring Carol Combs Hole
Ms. Curry presented this item.
G. Carol Combs Hole Award for Exceptional Outreach to the Community
Ms. Curry presented this item sharing details of Library Specialist Linda Cue’s nomination and award, by her peers, and the process for the nominations and award. Ms. Curry also shared why Ms. Cue was the first recipient of the award. She also noted the other nominees. Trustees expressed congratulations to Ms. Cue and all of the nominees.
H. Thank You Letter - Gainesville Police Department
Ms. Curry presented this item commenting on Ms. Jenkins managing many bookmobile stops and also fitting in this stop as well as many special events.
I. Library District Press Release and Publicity
Ms. Curry commented on the press coverage for the Literacy Festival. Ms. Harris, PR & Marketing Manager is working on getting the rights to The Voice photo to forward to the national library community.
VIII. BOARD OF TRUSTEES COMMENTS
Ms. Higman asked Ms. Rasch to register her for the Friends, Foundation and Boards Workshop scheduled for November 3, 2008. Ms. Filer and Ms. Worley also inquired about the Workshop. Ms. Rasch will forward the information to them and register Ms. Higman.
IX. CITIZEN COMMENT
Ms. Harris, ACLD PR & Marketing Manager announced that OverDrive went into effect one year ago this month and probably has an impact to the stats discussed earlier tonight. Also, to tie into that, we have been able to procure the OverDrive Digital Bookmobile for the Fall Festival Downtown (November 9 & 10, 2008). This is a 75 foot trailer that walks you through the process of downloading. As of Monday patrons will be able to download to iPods.
Ms. Filer, Trustee, announced the Rosa Parks Quiet Courage Committee’s “Freedom Ride Awards and Celebration” on November 30, 2008 at 3:00 PM. The event will start at Mr. Carmel Baptist Church with the “Freedom Ride” departing at 4:00 PM and ending at the Rosa Parks Bus Station where a plaque will be placed honoring Rosa Parks.
Ms. Harris, PR & Marketing Manager also reminded Trustees and staff that at 7:00 pm tonight illustrator E. B. Lewis will be at the Headquarters Library talking about his art for children of all ages and will also be signing copies of his books.
The meeting was adjourned at 6:25 pm.