MINUTES BOARD OF LIBRARY TRUSTEES MAIN LIBRARY Thursday, December 9, 2010 CALL TO ORDER – CHAIRMAN JIM SELZER Chairman Jim Selzer presided Trustees George Robbins III, Mark Wood, Brenda Simmons, Rita Cannon, Rocelia Gonzalez, Amy Morales, Christina Stallings and Bill Scheu attended A quorum was present Trustees Jackie Perry, Erin Vance, City Council President Jack Webb, City Council Member Dick Brown, and Bonnie Upright, Chief, Strategic Partnerships, Duval County Public Schools were absent Others attending included Barbara Gubbin, Director; Carolyn Williams, Deputy Director; Luis Flores, Assistant Director for Facilities; Barrett King, Deputy Director; Kathy Lussier, Assistant Director for Community Relations & Marketing; Gretchen Mitchell, Assistant Director for Support Services; Melonee Slocum, Executive Assistant to the Director; Donna Raulerson, Executive Secretary to the Director and Recording Secretary; Robert Tiedeman, Facilities Manager; Roslyn Phillips, Director of Recreation and Community Services; Dylan Reingold, Office of General Counsel and Harry Reagan, President of the Friends of the Jacksonville Public Library Members of the public attending were Helene Stewart, Vice President of the Murray Hill Friends of the Library INTRODUCTION OF GUESTS Chairman Selzer reported that the Rewards & Recognition winners for the 3rd Quarter 2010, Laura Minnich, Main Library Children’s Department Manager and Joe Napier, Library Clerk, Main Library, were not able to attend APPROVAL OF CONSENT AGENDA Chairman Selzer asked for approval of the November 2010 Board of Trustees meeting minutes and the November 2010 Trust Fund Reports Trustee Gonzalez motioned and Trustee Morales seconded The motion was unanimously approved REPORT FROM THE CHAIR – JIM SELZER Chairperson Selzer reported that Vice Chairperson Simmons had been elected Secretary of the Jacksonville Women’s Network and congratulated her on her election Mr Selzer reported that The Most Scenic Drives in America had been received and would be placed in the library’s collection by the Board in honor of William D Brinton, Library Champion Mr Selzer presented a plaque to William Scheu in honor of his work on the Board Mr Scheu expressed his thanks and appreciation to the Board and staff Chairperson Selzer reviewed the attendance rules from the Board Bylaws, and reported on Trustee attendance records The Council Rules Committee is reviewing Board attendance when making appointments and reappointments Chairperson Selzer encouraged all Board members to attend as many meetings as possible Mr Selzer reported on the status of the capacity planning process The Capacity Planning Committee has requested three scenarios from the consultants – 10% reduction, status quo, and ideal The timeline for the next three months is a Capacity Planning Committee meeting on 12/17/10, public meetings on January 11 and 12, and a final Capacity Planning Committee meeting on 2/8/10 The 12/17/10 meeting will be the last opportunity to react to the consultants’ findings before the public meetings Mr Selzer reported that he, Director Gubbin, Mrs Slocum and other members of the library senior administrative team were scheduled for a conference call meeting with Dick Waters on 12/10/10 to make sure we are on track to receive what we need for all three scenarios All Trustees are expected to attend the 2/8/10 meeting to receive the final capacity plan report Once received, the Board will have 60 days to make recommendations to the Mayor and Council for executive and legislative action Mr Selzer and the Trustees discussed the three scenarios and the importance of the Trustees building a consensus around a direction that would address current deficiencies, and move the library in the direction of the ideal for the future, even when reductions are necessary Chairperson Selzer and Director Gubbin discussed the changes in library services, such as electronic delivery, and the fact that IT is a core competency of public libraries FINANCE COMMITTEE – BRENDA SIMMONS Trustee Simmons reported that the Finance Committee met before the Board meeting Barrett King reviewed the financial reports Committee Chair Simmons reported that the Committee minutes would show that the Finance Committee had discussed the need to spend available balances in a timely manner, and the need to better demonstrate that various funds were committed so that Foundation and FOL funds could be used in a prompt and efficient manner After discussion of possibly moving the JPLF report to the consent agenda, Chair Simmons reported that the agenda for the next Finance Committee meeting would include finance reporting PERSONNEL COMMITTEE – AMY MORALES Trustee Morales reported the Committee met and completed the Director’s performance evaluation Mrs Morales thanked Director Gubbin, on behalf of the Board, for another outstanding year and her service to the City of Jacksonville GOVERNANCE COMMITTEE – MARK WOOD Trustee Wood reported that the Governance Committee met Mr Wood discussed the details of a proposal to donate Imagination Squared, a work of art, to the Library for display on the Conference Center wall near the Zimmerman Overlook, just before the doors into the library proper Mr Wood reported that a donor had agreed to fund the estimated $3,500 cost for installation Mr Wood questioned the proposed layout as too high off the ground for people to enjoy Trustee Wood made a motion from Committee that the Library Board accept the artwork donation This passed unanimously Trustee Wood reported that the Committee had discussed the request to waive fines and fees from Customer Gloria Devall and reviewed the Library’s fees and fines policy Trustee Wood made a motion from Committee to deny the request for leniency for overdue fines & fees The Trustees discussed various issues including the Committee’s rationale, the basis for the charges, the issue of identify theft, fees and fines as revenue for the City, the value of materials, and options for customers with an inability to pay After discussion, the Board approved the motion with Trustee Gonzalez voting against the motion Mr Wood reported that the Committee would review the fees and fines policy at the January meeting The next Governance Committee meeting is scheduled for Tuesday, January 4, 2011 ad HOC PLANNING COMMITTEE – JIM SELZER Committee report was given as part of Report from the Chair, above TRUSTEE REPORTS ON CONTACTS WITH ELECTED OFFICIALS – JIM SELZER Chairman Selzer and Director Gubbin met with mayoral candidates Jim Bailey and Audrey Moran to discuss the library An appointment is set up with Mike Hogan in early January and we are working on scheduling an appointment with Alvin Brown A meeting with Senator Thrasher is scheduled for next week with Chairman Selzer DIRECTOR’S REPORT – BARBARA GUBBIN Director Gubbin reported the University Park Branch Library reroofing project is scheduled to be completed by the end of December A jobsite meeting is to be held with Public Works/Buildings to verify the scope of work for the Northwest Branch Library roof This is a federally funded project and must include hazard mitigation which is likely to include replacing the current tiled roof with an alternative such as a metal roof The credit card self-check payment system at locations is now in a phased implementation at all libraries which have the equipment This will be completed by the end of January Currently if you use a self-check machine to check out items and owe a fine it will prevent you from checking out and you will need to go to a staffed desk to pay your fine and clear your record Once the system is operating a customer will be able to swipe their debit or credit card, make a payment and continue with their transaction The Gale Virtual Reference Library of 200 e-reference books was added to the library collection The national touring exhibit Deadly Medicine will arrive at the Main Library next week and it will open to the public on December 13, 2010 The Library has partnered with Remembering for the Future Community Holocaust Initiative chaired by Leslie Kirkwood Docents will be available for tours of the exhibit and Ms Kirkwood’s committee has planned lectures at a number of venues in Jacksonville including an “opening” event at the Main Library on the evening of January 10, 2011 Jacksonville Public Library has established a partnership with Barnes & Noble to promote e-books and the Nook e-reader Library staff is seeking a similar partnership with the Sony e-reader with a vendor such as Best Buy Trustees are reminded to contact their state elected officials, both State Representatives and Senators, before the legislative session begins in January It is important to emphasize how critical state aid is to all the public libraries in Florida and particularly to the Jacksonville Public Library An information sheet on state aid was sent to everyone for their information A new Executive Assistant is expected to start work for Director Gubbin in December Ms Andi Hammond has a BSc and MSc from the University of North Carolina at Greensboro in Recreation and Parks Management OLD BUSINESS No report NEW BUSINESS Chairman Selzer reported that the Foundation has approved their new By-Laws Chairman Selzer made a motion to nominate Mark Wood to continue to serve on the Foundation Board of Directors Seconded by Trustee Gonzalez The motion was unanimously approved Chairman Selzer thanked Mr Wood for his experience and insight MAYOR’S REPORT – ROSLYN PHILLIPS Roslyn Phillips reported there will be a Martin Luther King breakfast held on January 14, 2011 Willye Dennis will be recognized at this event All Board members are encouraged to attend FOUNDATION REPORT Director Gubbin reported that the Foundation met December 6, 2010 The Foundation will not hold their annual GALA in March, 2011 The Foundation is in the process of looking for a new Executive Director FRIENDS REPORT – HARRY REAGAN Harry Reagan, President of the Friends of the Jacksonville Public Library, reported they are holding a media event on December 15, 2010 at 1:00 p.m for the biggest gift ever to the library There will be a photo taken for the check presentation Mr Selzer thanked Mr Reagan and the Friends, and encouraged all Board members to attend CONFIRM MEETING DATES The next Board meeting is scheduled for January 13, 2011, 12:00 noon, at the Main Library Trustee Simmons closed the meeting and the meeting adjourned at 1:45 p.m Jim Selzer, Chairman, Board of Library Trustees George Robbins, III, Secretary, Board of Library Trustees D ate Approved by the Board of Library Trustees