Board of Library Trustees Governance Committee March 5, 2021

Committee Members Present:

Jill Dame, Committee Chair

Mario Payne, Trustee

Fernando Meza, Trustee

Carlo Fassi, BOLT Chair, Ex Officio

Committee Members Absent:

Donnie Horner, Trustee (present via Zoom)

Virginia Berg, Trustee (present via Zoom)

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 12:34pm, noting that a quorum was present.

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 there were any questions about or issues with the minutes for the January meeting; hearing none, she asked for a motion to approve the minutes as presented; Trustee Payne moved and Trustee Fassi seconded.

ACTION: Item 4a) January Governance Committee Minutes was approved unanimously.

Unfinished Business

There was no unfinished business for this meeting.

New Business

Director Rogers presented the first item of new business, Item 5a)Authorization to Close West Branch Library for Work, explaining there is a chiller that needs to be replaced and that the plan is to reopen the branch as soon as possible once the work is completed.

Chair Dame asked for a motion as it appears at the bottom of the briefing sheet; Trustee Meza motioned and Trustee Payne seconded.

ACTION: Item 5a)Authorization to Close West Branch Library for Work was approved unanimously.

Trustee Fassi introduced item 5b) Consideration of Process to Recognize Long-term Library Retirees and explained why he feels the issue is important. He said he is open to suggestions/additions/deletions to what is presented on the briefing sheet, and Chair Dame allowed the committee members some time to read the item over. She asked if there is anything that is currently done to recognize employees at the City level; Julie McNeil advised no, there is not. Julie also said that branch-level activities are based on what the employee is comfortable with. Trustee Meza commented that he thinks this is a very nice thing to do, and Trustee Payne agreed. Chair Dame suggested eliminating #5, the annual recognition reception.

Chair Dame asked for a motion to recommend to the full Board as a Board Policy a process for recognition of long-term library retirees as amended (with #5 removed), and Director Rogers noted that if the item passes it will likely be brought before the Board at the April meeting, as the March meeting is being combined with the Board Work Day. Trustee Payne motioned and Trustee Meza seconded.

ACTION: Item 5b)Consideration of Process to Recognize Long-term Library Retirees was approved unanimously.

Chair Dame introduced item 5c) Consideration of Plan to Reopen Brown Eastside, Maxville and Westbrook Branches. Director Rogers proceeded to present the item. He explained the reasoning for the plan as submitted, and asked for some time to be allowed for the trustees present to read it. Since there were several trustees present via Zoom, the item was read aloud by those present. Questions were taken upon completion.

Chair Dame asked for a motion for approval of the reopening plan so it can be presented to the full BOLT at the next meeting; Trustee Meza motioned and Trustee Payne seconded.

ACTION: 5c) Consideration of Plan to Reopen Brown Eastside, Maxville and Westbrook Branches was approved unanimously.

Chair Dame introduced item 5d) Discussion about Agreements with Affinity
Groups
and specified that it is not yet an action item, rather this item is the start of discussions about the Library’s affinity groups. She presented the item; Jim McCain also provided some input. Questions were taken after the item was presented. Chair Dame thanked the committee for the good discussion.

Next Chair Dame introduced the final piece of New Business, item 5e) Discussion of Policy Revision Schedule and Process. She drew the committee’s attention to the policies & ordinances notebooks that were distributed to each attendee, and said the goal is to formalize a process to regularly review all of the policies rather than waiting until a problem arises with a specific policy. Director Rogers said the policies should be reviewed every three years. The committee members were encouraged to take their policy notebooks home if they should like and if they do to bring it back to meetings; the Clerk of the BOLT will regularly update the book to reflect any revisions. There were no questions.

Chair Dame introduced Chris Boivin to present item 6) Monthly Communications Report. Chris reviewed each page and gave explanation. Discussion about customer feedback and donations followed.

Final Call for Public Comment

There were no members of the public present, and no cards were submitted for public comment.

Adjournment

Chair Dame asked if any committee members had additional comments; hearing none, the meeting was adjourned at 1:42pm.

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