Board of Library Trustees Meeting November 19, 2020

Minutes
Board of Library Trustees Meeting
November 19, 2020
12:00 PM
Main Library Conference Center, Multi-purpose Room
Jacksonville Public Library
303 North Laura Street
Jacksonville, FL 32202

Present
Carlo Fassi, Chair
Celia Nass, Trustee
Virginia Berg, Trustee
Steven Eagerton, Trustee
Fernando Meza, Trustee
Jill Langford Dame, Trustee
Matt Swanson, Trustee
Donald Horner III, Trustee
Mario Payne, Board Secretary

Staff
Tim Rogers, Library Director
Julie McNeil, Deputy Director for Public Services
Gretchen Mitchell, Deputy Director for Support Services
    Absent
Marc Hardesty, Trustee

Others Present
Jim McCain, Office of General Counsel
Margaret Smith, Friends of the Jacksonville Public Library
Roxanne Henkle, Friends of the Willowbranch Library
Jeannette Ali, Friends of the Brentwood Branch Library
Carlos A. Patina, Friends of the Brentwood Branch Library

Staff (continued)
Zoe Carr, Community Resource Manager
Tristan Denmark, Special Assistant to the Director
Chris Boivin, Assistant Director for Community Relations & Marketing

1.    Call to Order/Housekeeping
Board Chair Carlo Fassi called the meeting to order at 12:01p.m. after confirming that a quorum was present, and welcomed everyone to the meeting.

2.    Welcoming of Invited Guests
There were no invited guests at the meeting.

3.    First Call for Public Comment
No visitors requested the opportunity to address the Board.

4.    Consent Agenda
Chair Fassi listed the items on the consent agenda: the meeting minutes from October 15th, the Multi-Year Plan, the Annual Plan of Service, the 2019 Annual Report, the September & October 2020 Finance Reports, the FY21 State Aid Allocation, and Acceptance of the Recent Bequest to Beaches Library. Chair Fassi asked for a motion to approve the Consent Agenda as presented; Trustee Dame motioned and Trustee Meza seconded.

ACTION: Item 4) Consent Agenda was approved unanimously (Trustees Dame, Eagerton, Horner, Meza, Nass, Payne, Berg and Swanson voted yea; Trustee Hardesty was not present).

5.    Chair’s Report
Chair Fassi gave his report, making mention of the JPL Foundation working with consultant Pierre Allaire and of Trustee Meza winning his election for a seat on the Jacksonville Beach City Council. He called attention to the report from the Friends of the Willowbranch Library, highlighting that Hella Shull will be leaving the Jacksonville area (and therefore the Willowbranch Friends group), as she is moving to Gainesville. Chair Fassi also expressed the BOLT’s condolences to Sharon Coon of the Friends of the Brentwood Library on the loss of her daughter.   He advised that his reappointment to the BOLT has been delayed, likely until the beginning of the year, and that Trustee/Finance Chair Swanson has been appointed to a different committee by the Mayor’s office and will be leaving the BOLT; Trustee Nass has agreed to take over the position of Finance Chair. Trustee Swanson spoke briefly about his time on the BOLT. 

6.    Director’s Report
Director Rogers briefly summarized his report, as well as the Monthly Activity Report, Personnel Report, and Volunteer Report. He also gave an update on the Oceanway/New Berlin library branch project, as the interviews with two architectural firms were held on Tuesday, November 10th. Chris Boivin shared and spoke on the animated video that CR&M has been working on, finishing the Director’s Report. 

7.    Unfinished Business
There was no Unfinished Business from previous meetings.

8.    New Business
Item 8a) Continuation of the Suspension of Overdue Fines was taken up as the first item of New Business. Chair Fassi advised that both the Finance Committee and the Governance Committee have already passed the continuation; a brief period of discussion followed. Chair Fassi asked for a motion to approve the Continuation of the Suspension of Overdue Fines as presented; Trustee Dame motioned and Trustee Berg seconded.

ACTION:  Item 8a) Continuation of the Suspension of Overdue Fines was approved unanimously (Trustees Dame, Eagerton, Horner, Meza, Nass, Payne, Berg and Swanson voted yea; Trustee Hardesty was not present).

Prior to taking up Item 8b) Director’s Annual Evaluation, Chair Fassi asked Director Rogers if he had any other information to communicate to the Board before leaving; he did not. Director Rogers left the meeting and Chair Fassi went over the Director’s FY2019-2020 Evaluation, including the Personnel Meeting that took place in the morning, prior to the BOLT meeting. Chair Fassi advised that Director Rogers’ sum average for this year was 3.36 out of 4, compared to 3.32 on last fiscal year’s evaluation, and that the average from his self-evaluation was 2.6. Trustee Dame spoke to comment the excellent job Director Rogers has done this past year, particularly through the COVID situation. Chair Fassi asked for a motion to approve the Director’s Annual Evaluation as presented; Trustee Swanson motioned and Trustee Eagerton seconded.

ACTION:  Item 8b) Director’s Annual Evaluation was approved unanimously (Trustees Dame, Eagerton, Horner, Meza, Nass, Payne, Berg and Swanson voted yea; Trustee Hardesty was not present).

9.    Committee Reports
a)    Finance Committee
Chair Swanson gave a report on the Friday, November 13th Finance Committee meeting. 
b)    Governance Committee
Chair Dame gave a report on the Friday, November 6th meeting of the Governance Committee. 
c)    Capital Improvements Committee
This committee did not meet.
d)    Personnel/Executive Committee
Chair Fassi mentioned that the Personnel Committee met briefly this morning prior to the full BOLT meeting to discuss the Director’s Annual Evaluation.
e)    Foundation Report
Chair Fassi previously spoke on the Foundation during his Chair’s report earlier in the meeting.

10.    Mayor’s Office and Ex-Officio Reports
There were no representatives of the Mayor’s Office, nor any ex-officio members, present at the meeting. 

11.    Friends Reports
Margaret Smith of the Friends of the Jacksonville Public Library gave a report, as did Ms. Jeannette Ali of the Friends of the Brentwood Library and Roxanne Henkle of the Friends of the Willowbranch Library. 

12.    Second Call for Public Comment
No visitors requested the opportunity to address the Board.

13.    Adjournment
The meeting was adjourned at 12:54p.m.
 

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