Board of Trustees Meeting 12/17/08

Date: 
Wednesday, December 17, 2008
Time: 
Agenda: 
Minutes: 

ALACHUA COUNTY LIBRARY DISTRICT

BOARD OF TRUSTEES MEETING AGENDA

WEDNESDAY - DECEMBER 17, 2008 – 5:30 PM

FOUNDATION ROOM - HEADQUARTERS LIBRARY

401 E UNIVERSITY AVENUE , GAINESVILLE, FL

The Alachua County Library District Board of Trustees met in regular session.

PRESENT: Chair Dorothy Field, presiding, Vice Chair Kim Worley, Trustees Joanne Auth, Carol Higman, Vivian Filer, and Harold Wilber.

ABSENT: Trustee Joel Buchanan

ALSO PRESENT: Library Director Sol M. Hirsch, Terry Rasch, Suzi Blaze, Jan Scales, Annette Perez, Public Services Division Director Elizabeth Curry, and Support Services Division Director Marlene Harris

I. CALL TO ORDER AND APPROVAL OF AGENDA

Ms. Field called the meeting to order at 5:30 pm. Mr. Hirsch made a request to amend the agenda with the addition of item VI.D. Pension Advisory Committee Meeting. Ms. Higman moved approval of the agenda as amended. Mr. Wilber seconded the motion. Motion carried.

II. MINUTES OF NOVEMBER 19, 2008 MEETING

Ms. Higman moved approval of the Minutes for the November 19, 2008 Board of Trustees Meeting. Ms. Field indicated that a second to this motion was not required. The 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

Ms. Higman, Trustees Representative reported that she was unable to attend the FOL Board Meeting. She did read the Minutes of the meeting and gathered that the FOL were recovering from the Booksale.

B. Foundation Board of Directors Report

Ms. Auth, Trustees Representative reported in Ms. Shaw’s absence. The Foundation is ready to advertise and promote the Gala. Ticket purchase form for Gala is now available on the Foundation website in printable format. Table sponsorship is $1000 for eight people per table. FOL will have a Diana Gabaldon display at the FOL Spring Booksale. Mr. Hirsch reported that Recorded Books will try to have the reader of Gabaldon’s books at the Gala. Recorded Books will also provide a gift basket for the Gala.

V. UNFINISHED BUSINESS

A. Library Director’s Performance Evaluation

Ms. Field, Trustees Chair, presented the summary of the compiled performance evaluations which reflect an outstanding performance by the Library Director. Ms. Field highlighted a few of Mr. Hirsch’s accomplishments over the past FY: the continued search for an Eastside Branch location; good fiscal management of the District; reduction in millage, and the creative design of the Alachua Branch (wow factor). Goals for the future were: establish and maintain the family resource center/branch; continued search for a permanent Eastside Branch location; selection of a Pension Fund Advisor; complete the expansion of the Millhopper Branch.

Ms Higman moved approval of the summary evaluation. Ms. Filer seconded the motion. Motion carried.

There was a discussion regarding a salary adjustment for the Library Director. Ms. Field stated that what was approved in the budget was a 2% across-the-board salary increase for the FY 08-09. Next is the matter of Merit Increase based on the outstanding performance evaluation. She also stated that staff receive 2% for a performance which meets expectations, exceeds expectations and outstanding.

Ms. Worley moved the recommendation, to the Governing Board, of a 2% salary adjustment for the Library Director. Ms. Auth seconded the motion. Motion Carried.

Mr. Hirsch stated that he appreciated all the comments and will try to address all comments, issues of each individual Trustee: “While I appreciate the comments, whatever you say is a reflection of what the staff has done.”

VI. NEW BUSINESS

A. Board of Trustees Self-Assessment

Mr. Hirsch, Library Director, reviewed the process for the Trustees Self-Assessment. Ms. Rasch will forward to all Trustees in an electronic format. Please submit to Ms. Rasch by January 9, 2009. Ms. Field will summarize the assessments and present at the next meeting of the Board of Trustees.

B. Policy Statement – Distributing Material, Canvassing, Performing or Speaking on Library Property

Mr. Hirsch, Library Director, presented the proposed policy. Ms. Higman moved approval of the policy and forwarding to the Governing Board with a recommendation for approval. Ms. Filer seconded the motion. Motion carried.

C. Policy Statement Revision – Meeting Room/Outdoor Spaces Use

Mr. Hirsch, Library Director, presented the proposed revision to the policy. Ms. Higman moved approval of the revision to the policy and forwarding to the Governing Board with a recommendation for approval. Ms. Filer seconded the motion. Motion carried.

D. Pension Advisory Committee Meeting

Mr. Hirsch, Library Director, announced a Pension Advisory Committee Meeting for review of the Valuation Report. The Committee Meeting will be scheduled for Wednesday afternoon, January 7, 2009, time to be determined. Ms. Field and Ms. Worley stated that they were available. Ms. Higman will get back with Administration regarding the date. The report will then be presented to the Pension Board of Trustees (Governing Board) on January 8, 2009 immediately following the Governing Board meeting.

VII . INFORMATIONAL ITEMS THAT REQUIRE NO ACTION

A. Monthly Report (November 2008)

There was a brief discussion.

B. Library District Press Releases and Publicity

There was a brief discussion regarding the Millhopper Branch closure and the temporary Millhopper Site opening. Construction starts January 2, 2009 at the Millhopper Branch site. The temporary site will open on January 2, 2009.

Mr. Hirsch also mentioned the two upcoming Board of Trustees vacancies.

VIII. BOARD OF TRUSTEES COMMENTS

IX. CITIZEN COMMENT

X. ADJOURNMENT

The meeting was adjourned at 6:30 pm.