Board of Library Trustees (BOLT) Governance Committee August 7, 2020

Minutes
Board of Library Trustees (BOLT)
Governance Committee
August 7, 2020
12:00 PM
Zoom virtual meeting

Committee Members Present:
 
Jill Dame, Committee Chair
Virginia Berg, Trustee
Ronnie King, Trustee
Mario Payne, Trustee
Donnie Horner, Trustee
Fernando Meza, Trustee
Carlo Fassi, BOLT Chair, Ex Officio
 

Committee Members Absent:
None

Others in Attendance:
 
Tim Rogers, Library Director
Tristan Denmark, Clerk of the Bolt
Amber Holley, Assistant Director of Learning Services
Dr. Charles Moreland, Director of Community Affairs, Mayor’s Office
Chris Boivin, Assistant Director of Community Relations & Marketing
Gretchen Miller, Deputy Director of Support Services
Julie McNeil, Deputy Director of Public Services
 

Call to Order
Committee Chair Jill Dame called the meeting to order at 12:01pm with a quorum present. Trustee King was not in attendance at the meeting’s start, but would join by 12:30pm. Chair Dame welcomed everyone to the meeting.

Introduction of Invited Guests
Chair Dame welcomed guest attendee Dr. Charles Moreland, and he began his presentation, which had not previously been included on the agenda. Dr. Moreland discussed the City’s desire to have a COVID-19 testing site at the University Park branch library, giving information on current testing sites, most of which are at senior centers. He said they would be using the branch for approximately a month and a half, and they plan to be out of the branch in enough time for the Supervisor of Elections office to set up for voting for the November election. Chair Dame asked Director Rogers if he could speak briefly on the impact to the library; he explained that only curbside service is currently being offered at that branch; no in person services are going on. He said the curbside service would likely be stopped if we moved ahead with testing, as Regency  is currently offering curbside service and they are in close proximity. He also advised that Support Services and Technology  functions would continue as the two parts of the building can be made discreet. Chair Dame asked about the Friends of the Library’s store at that location; Director Rogers said it is not anywhere close to opening up to the public; he thinks the earliest they would be opening would be post-voting in November. Dr. Moreland added that the testing company they would be using is called Logistics Health, with a lab in Madison, WI, and their turnaround time for results is 2-3 days. This is a much better timeframe than Quest Diagnostics. They can do up to 1-2 tests per day, and they are operating Monday through Friday from 11am-7pm. He said they have not hit capacity at any of their sites yet, and he feels that it would be a good fit, if the Board allows it. Director Rogers asked about the cleaning of the facility and who would be paying; Dr. Moreland advised the cleaning is a part of the contract with the testing provider. Trustee Meza clarified the request. Dr. Moreland said their goal would be to come in on August 19th and they would be broken down and out the week of the 5th of October. He said it only takes them a day to break down. Trustee Berg said the quick turnaround was good, as she waited 21 days for her results. She also asked if the SST staff would have their own entrance and their own restrooms; Director Rogers said yes, they would. Trustee Fassi asked who the testing at this site would be available to; Dr. Moreland said it is open to Duval County residents and first responders. Trustee Fassi asked Director Rogers how busy the branch has been for curbside service; Director Rogers said it has not been the busiest branch. Dr. Moreland assured the Board they would make sure to leave the building in the same posture they received it. 
Chair Dame asked for a motion to approve closing the University Park branch library between the two election periods to be used by the City as a COVID-19 testing site. Trustee Meza moved and Trustee Payne seconded the motion. The Clerk of the Board did a roll call vote. Chair Dame, Trustees Berg, Horner, Meza and Payne all voted yea; Trustee King was not yet present. The closing the University Park branch library between the two election periods to be used by the City as a COVID-19 testing site passed unanimously. Chair Dame thanked Dr. Moreland for attending, and Dr. Moreland thanked the Board for having him.

Governance Committee Minutes
    Chair Dame said there were two sets of minutes for approval today – June 2020 and January 2020 (which had previously fallen off of the agenda radar). She asked if anyone had any corrections or questions about either set of minutes; there were none. 
Chair Dame asked for a motion to approve the June 2020 and January 2020 Governance Committee meeting minutes as provided; Trustee Meza moved and Trustee Horner seconded the motion. The Clerk of the Board did a roll call vote. Chair Dame, Trustees Berg, Horner, Meza and Payne all voted yea; Trustee King was not yet present. Approval of the June 2020 and January 2020 Governance Committee meeting minutes as provided passed unanimously.

New Business – MOU with DCPS
Chair Dame ceded the floor to Director Rogers to present this item; he turned it over to Amber Holley, as she had done most of the work on it. Amber briefly described the MOU with DCPS for the next three years to give student cards to all students Pre-K – 3rd grade. Chair Dame asked if there were any questions; there were none. 
    Chair Dame asked for a motion in favor of sending the MOU with DCPS to the full Board recommending approval; Trustee Horner moved and Trustee Meza seconded the motion. Chair Dame, Trustees Berg, Horner, Meza and Payne all voted yea; Trustee King was not yet present. Sending the MOU with DCPS to the full Board recommending approval passed unanimously.

New Business – Policy Changes Resulting from Bylaws Revisions
Chair Dame gave some background information behind the policy changes, followed by Director Rogers. He also mentioned that these changes are the first three; there will be several more to review in upcoming meetings. At 12:30pm Director Rogers recognized Trustee King’s arrival. Chair Dame asked if there were any questions; there were none. 
    Chair Dame asked for a motion to approve the policy changes resulting from revisions in the bylaws; Trustee Horner moved and Trustee Payne seconded the motion. Chair Dame, Trustees Berg, Horner, King, Meza and Payne all voted yea. Approval of the policy changes resulting from revisions in the bylaws passed unanimously.

New Business – Public Feedback Process
Chair Dame explained that previously the Board received a report with comments received from the public, as well as the Library’s responses to these comments. This report has drifted from the radar, but it is the responsibility of the Governance Committee to be aware of these comments. She ceded the meeting to Chris Boivin, who gave a presentation on how Community Relations &Marketing  can assist in this process. Director Rogers said this proposal replaces the report that the Board used to get; he said the report would also be included in the packet that goes out to the full BOLT prior to each meeting. Chair Dame asked if there were any questions; there were none. Trustee Meza commented to compliment the social media aspect of the report. Chair Dame said there was not a motion needed on this; it was merely a recommendation for CR&M, something we will try going forward. She thanked Chris for his time and effort.

New Business – Out of District Library Card Extension
Chair Dame asked Director Rogers to introduce this item. He said this has come up a number of times in the past. If a person is not a Duval county resident or an active member of the military, they must pay for a library card. Due to being closed for the COVID pandemic, we have received requests for people to have their library cards extended, due to not being able to use them while the libraries were not open. He said we take in $100 a year for the card, it doesn’t go into our budget; it goes into the City’s General Fund. Even so, he recommended approval of the extension. Chair Dame expressed confusion regarding the date; it was due to an error in the agenda and Director Rogers gave the correct date – the motion is to extend for a period of three months all non-resident accounts that were purchased after September 1, 2019 and were set to expire between March 14 – June 1, 2020. Chair Dame specified that the money being waved is on the City’s General Fund, so it will not affect the Library at all; Director Rogers further clarified that the funding was built into this year’s budget as well, so it will not adversely affect the City in FY2021.
Chair Dame asked for a motion to approve the motion as modified (to extend for a period of three months all non-resident accounts that were purchased after September 1, 2019 and were set to expire between March 14 – June 1, 2020); Trustee Meza moved and Trustee Payne seconded the motion. Chair Dame, Trustees Berg, Horner, King, Meza and Payne all voted yea. Approval of the motion as modified passed unanimously.

Second Call for Public Comment
Chair Dame mentioned that the Committee failed to recognize public comment during the first section; however, there were no members of the public present at that time. No hands were raised for the second section of public comment.
Chair Dame asked if any Committee members had anything to add. Trustee Meza said he is ready to start meeting in person again, and it is good to see everyone, even in this venue. Chair Dame agreed; she also mentioned the staff members present at the meeting today are the group that has been keeping the library up and running and looking good; she was very appreciative. Director Rogers thanked her for her kind words and assured her he would pass them along. He said we are very thankful to the Board as well; he also mentioned Ray Albury, Director of Facilities. He said the morning’s Budget hearing went well also. 

Adjournment
The meeting was adjourned at 1:03pm.
 

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