Board of Library Trustees (BOLT) Governance Committee January 24, 2020

Board of Library Trustees (BOLT)
Governance Committee
January 24, 2020
12:00 PM
Main Library Conference Center, G4
303 North Laura Street
Jacksonville, FL 32202

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

Committee Members Absent:
Ronnie King, Trustee

Others in Attendance:
Tim Rogers, Library Director
Julie McNeil, Deputy Director
Gretchen Mitchell, Deputy Director
Carisia Rooney, SE Regional Branch Manager
Amber Holley, Assistant Director of Learning Services

Call to Order
Committee Chair Jill Dame called the meeting to order at 12:07pm with all members except Trustee Ronnie King in attendance.

Introduction of New Members and Invited Guests
As some time had elapsed since the last Committee meeting (August 2019), Chair Jill Dame asked the new committee members to introduce themselves. Carisia Rooney was introduced to speak on the shared parking agreement later on the agenda.

Opening Call for Public Comment
No cards were submitted for public comment.

Governance Committee Minutes
Chair Dame asked if anyone noticed anything that needed to be changed or corrected in the meeting minutes from January; no one did. Chair Dame asked for a motion to approve the minutes as provided; Trustee Horner moved and Trustee Payne seconded the motion. Trustees Haworth, Meza, and Dame all voted yea; the February Governance minutes were passed unanimously. 

Chair’s Report
    Chair Dame briefly reviewed the scope and overview of the Board of Library Trustees Governance Committee. The Committee discussed the future meeting schedule, agreeing that future meeting dates would be communicated through the Library Board. It was tentatively decided that they Governance Committee would meet on the first Friday of each month.

New Business
Staff presented the proposed revisions to the Unattended Child, Circulation, and Internet Use Policies. The main change for the Unattended Child Policy revision is moving the age of consent to "under 16" rom "17 and under."  Staff will no longer need to stay with or call JSO for anyone under 16 years of age. Staff always has the authority to stay with a customer of any age based on the specific needs of the customer or the situation at hand. For the Circulation and Internet Use Policy revisions, in the past customers who owed more than $10 in fees/fines were blocked from borrowing materials and using computers. The proposed revisions will allow customers to access, borrow or otherwise use public computers, digital content (eBooks, eAudio, streaming video, music, research tools, databases and eLearning platforms) and meeting/study rooms. Customers will be able to do anything except borrow physical materials. The hope is that this will enable customers to stay engaged even when they have fines that previously would have stopped their use. Also as part of the change of the Circulation policy, the $2 fee for a replacement card is being eliminated; it will now be free of charge. Chair Dame asked for a motion to approve the policy revisions; Trustee Meza moved and Trustee Horner seconded the motion. Trustees Haworth, Payne, and Dame all voted yea; the policy revisions were passed unanimously. 
Staff presented the newly proposed Gift Policy. The Library is required per City ordinance to have our own policy; we stayed with the same language the City has used in the past: No employee or member of the Board of Library Trustees of the Jacksonville Public Library, or any other person on his or her behalf, shall knowingly accept, directly or indirectly, any one gift with a value greater than $100, or an accumulation of gifts in any one calendar year that exceeds $250 dollars, from any person or business entity, when the gift is given as a result of the employee's or board member’s official position, or as a result of the business relationship developed as a result of the employee's or board member’s position, employment or appointment. For purposes of clarity relating to the $250 annual accumulation of gifts, gifts of food and beverage not exceeding $25 on any given day shall not be included. Chair Dame asked for a motion to approve the Gift Policy; Trustee Haworth moved and Trustee Meza seconded the motion. Trustees Horner, Payne, and Dame all voted yea; the Gift Policy was passed unanimously. 
Staff gave a brief presentation of the Programming Policy. The Board was encouraged to give feedback that staff can use to edit the Policy; staff will bring the Programming Policy back to the Governance Committee for approval at a future meeting; no action was taken.
    Library Director Tim Rogers presented information from developer Frank Keasler on the shared parking proposal with the SE Regional Branch Library. SE Regional Branch Manager Carisia Rooney gave feedback about the current use of the parking lot at SE. She expressed concern about having adequate parking for library patrons during busy programs and voting if the shared parking proposal is approved.
    The Committee discussed the bylaws review schedule; no action was taken.

Unfinished Business
There was no unfinished business.

Final Call for Public Comment
No cards were submitted for public comment.

The meeting adjourned at 12:50pm.

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