Board of Library Trustees (BOLT) Governance Committee November 06, 2020

Minutes
Board of Library Trustees (BOLT)
Governance Committee
November 06, 2020
12:00 PM
Main Library Conference Center, MP-1
303 North Laura Street
Jacksonville, FL 32202

 
Committee Members Present:
Jill Dame, Committee Chair
Virginia Berg, Trustee
Donnie Horner, Trustee
Fernando Meza, Trustee
Mario Payne, Trustee

Committee Members Absent:
Carlo Fassi, BOLT Chair, Ex Officio

Others in Attendance:
Tim Rogers, Library Director
Julie McNeil, Deputy Director
Gretchen Mitchell, Deputy Director
Chris Boivin, Assistant Director, Community Relations and Marketing
Tristan Denmark, Clerk of the BOLT
 

Call to Order
Committee Chair Jill Dame called the meeting to order at 12:05pm with all members in attendance.

Introduction of Invited Guests
There were no invited guests present. 

Opening Call for Public Comment
There were no members of the public present, and no cards were submitted for public comment.

Governance Committee Minutes
Chair Dame asked if anyone had any issues with or changes to the August meeting minutes; no one did. Chair Dame asked for a motion to approve the minutes as presented; Trustee Berg moved and Trustee Payne seconded. 

ACTION: Item 4) August Governance Committee Minutes was approved unanimously (Trustees Dame, Horner, Meza, Payne and Berg voted yea).

Unfinished Business
    The only item of Unfinished Business, Item 5a) Revision to Programming Policy, was pulled from the agenda to be discussed at a future meeting.

New Business
Item 6a) BOLT Governance Customer Contact Survey was taken up as the first item of New Business. Chris Boivin presented the report and took questions from Committee members and staff present. 

Item 6b) Multi-Year Plan was taken up next; Director Rogers walked those present through the report, advising that the Library is required to have the three plans on file with the State Library of Florida in order to be eligible for state funding. Chair Dame asked for a motion to approve the Multi-Year Plan as presented; Trustee Meza moved and Trustee Berg seconded. 

ACTION: Item 6b) Multi-Year Plan was approved unanimously (Trustees Dame, Horner, Meza, Payne and Berg voted yea).

Director Rogers retained the floor to present Item 6c) Annual Plan of Service, which is also required to receive state funding. Chair Dame asked for a motion to approve the Annual Plan of Service as presented; Trustee Meza moved and Trustee Payne seconded. 

ACTION: Item 6c) Annual Plan of Service was approved unanimously (Trustees Dame, Horner, Meza, Payne and Berg voted yea).

Director Rogers continued, presenting Item 6d) 2019 Annual Report. Chair Dame mentioned that in the future it may be helpful to add comparative information from recent previous years; Director Rogers agreed. Chair Dame asked for a motion to approve the 2019 Annual Report; Trustee Berg moved and Trustee Horner seconded. 

ACTION: Item 6d) 2019 Annual Report was approved unanimously (Trustees Dame, Horner, Meza, Payne and Berg voted yea).
Director Rogers presented the final item of New Business, Item 6e) Fine Free Discussion (Continuation of the Suspension of Overdue Fines). Chair Dame mentioned that the ending date in the documentation should be ‘April 30, 2021’ not ‘March 31, 2021’. The Clerk of the BOLT made a notation of the change. Chair Dame asked for a motion to approve the Continuation of the Suspension of Overdue Fines, with amendments as discussed; Trustee Meza moved and Trustee Berg seconded. 

ACTION: Item 6e) Fine Free Discussion (Continuation of the Suspension of Overdue Fines) was approved, with amendments as discussed, unanimously (Trustees Dame, Horner, Meza, Payne and Berg voted yea).

Final Call for Public Comment
There were no members of the public present, and no cards were submitted for public comment. Chair Dame asked if any Committee or staff members present had any comments; Trustee Horner commended the Library staff for how well early voting went, and Chair Dame congratulated Trustee Meza on winning election to the Jacksonville Beach City Council. Chair Dame also asked why library cards have an expiration; it is to provide the opportunity to verify and update, if needed, patrons’ contact info.

Adjournment
The meeting was adjourned at 1:08pm.
 

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