Board of Library Trustees Meeting September 17, 2020

Minutes
Board of Library Trustees Meeting
September 17, 2020
12:00 PM
Zoom virtual meeting

Present
Carlo Fassi, Chair
Ronnie King II, Trustee            
Celia Nass, Trustee
Steven Eagerton, Trustee
Fernando Meza, Trustee
Jill Langford Dame, Trustee
Matt Swanson, Trustee
Virginia Berg, Trustee
Marc Hardesty, Trustee
Guy K. Anderson, 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
Tristan Denmark, Special Assistant to the Director
Sara Gunter, Administrative Aide
Chris Boivin, Assistant Director for Community Relations & Marketing
Amber Holley, Assistant Director for Learning Services
    Absent
none

Others Present
Tia Leathers, Duval County Public Schools
Joyce Morgan, Council Member
Margaret Smith, Friends of the Jacksonville Public Library
Jeannette Ali, Friends of the Brentwood Branch Library
Marianna Kane, Friends of the Beaches Branch Library
Roxanne Henkle, Friends of the Willowbranch Library
Daryl Joseph, Director of Parks, Recreation, and Community Services
Gayandrial Henderson, Landscape Designer

Staff (continued)
Chuck McNeil, Assistant Director for Financial Services
Zoe Carr, Community Resource Manager

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

2.    Welcoming of Invited Guests

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

4.    Consent Agenda
Chair Fassi mentioned that the August meeting minutes and the reallocation of funds that was unanimously approved by the BOLT Finance Committee were on the Consent Agenda; he said if passed, we would be +$1 million since COVID started. Chair Fassi asked for a designated motioner and seconder; Trustee Hardesty volunteered to be the motioner and Trustee Meza the seconder. He asked if there were any opposed to the motion; there were not.     Chair Fassi mentioned that for the Unfinished Business – Nomination of new BOLT officers – he would like other BOTL members to be able to make a motion should they wish.i

5.    Chair’s Report
Chair Fassi gave a report, mentioning the Holiday/Closing Schedule for October 2020 – January 2022; he also gave a brief Foundation report, mentioning that the JPL Foundation will be losing its Executive Director Janet Wesley.  Chari Fassi reminded everyone about the Library Foundation’s annual giving campaign and said that they would like to have 100% of the BOLT contributing.; He mentioned that there are two BOLT members ‘in the hopper’, as it were, to be confirmed for reappointment by the City Council – Trustees Dame and Payne. hHe closed his report by reminding everyone of the Conference Center ad hoc committee being chaired by Trustee Swanson, and advising anyone interested in serving on the committee to please email Director Rogers; they committee will be having their first meeting in mid- to late-October. 

6.    Director’s Report
Director Rogers welcomed everyone to the September meeting. He mentioned the libraries that have been reopening over the past several weeks, as well as the upcoming openings and the four locations that will not reopen until after election activities in November. He mentioned that the parking lot of the Mandarin Branch Library was half full on the first day it opened. 

Director Rogers mentioned Willowbranch Youth Services Library Associate Joe Gaskin, who is in library school at FSU, being one of 60 students across the country who were selected as the American Library Association’s Spectrum Scholars. He discussed the re-evaluation of the Library’s service model and the Youth Services Programming Teams, giving reasons behind the shift and the Library’s goals for it. He said the BOLT would be hearing more about these changes in the future.

Director Rogers mentioned the Kids Hope Alliance approaching the Library last year and asking us to take over the Jax Kids Book Club (previously the Mayor’s Book Club, started under Mayor Payton). He said that we are very interested and excited, and explained that the Book Club provides a set of nine books for every child in VPK throughout Duval county. We can do programming around the books as well, now that we are partnering with KHA. He also mentioned the Library’s new StoryWalk® project, funded through a NEFLIN Innovation Grant. Director Rogers ceded the floor to Zoe Carr and Chris Boivin to give a short presentation on StoryWalk®. Ms. Carr and Mr. Boivin shared about StoryWalk®, how it got started, what it is, and the results already being seen from it. They also thanked the City’s Parks department, especially Director Daryl Joseph, for their help with the project, as well as SPAR (Springfield Preservation and Revitalization). Chair Fassi thanked all involved for their hard work; Director Rogers echoed the thanks. Mr. Daryl Joseph spoke, thanking the Library for thinking of the Parks Department for this partnership. 

Chair Fassi recognized CM Joyce Morgan as present on the call; CM Morgan spoke briefly, complimenting the Library and the StoryWalk® program. She reminded everyone that the City Council’s final vote on the FY2021 budget will be occurring next Tuesday the 22nd; the Library’s budget is included in this vote.

Chair Fassi said that he neglected to call for a vote on the Consent Agenda earlier in the meeting. He asked for a motion to approve the FY2021 general fund reallocationItem 4) Consent Agenda, which includes Item 4a) August Board Meeting Minutes: August 20, 2020 and Item 4b) FY2020 General Fund reallocations recommended for approval at the August 20, 2020 meeting of the Finance Committee. Trustee Hardesty motioned and Trustee Meza seconded. 

ACTION:  Item 4) Consent Agenda was approved unanimously (Trustees King, Eagerton, Payne, Anderson, Dame, Hardesty, Horner, Nass, Meza, Swanson and Berg voted yea). Approval of the FY2021 general fund reallocation passed unanimously.

7.    Unfinished Business
There was no unfinished business, but at this time Chair Fassi took up iItem 7a) Nominating Committee’s Recommendation on Leadership earlier in the meetingwas taken up as Unfinished Business. It is concerning the reallocation of funds to purchase thermal temperature cameras for the library; Chair Fassi opened the floor for nominations for the BOLT’s leadership positions, and advised they can be voted on separately or as a group, as the agenda item reflects. 

Chair Fassi asked for any nominations, or for a motion to approvethe FY2021 general fund reallocation Item 7a) Nominating Committee’s Recommendation on Leadership, which is to accept the current slate of leadership put forward by the Nominating Committeeand the request to transfer funding by MBRC recommendation for the library to purchase additional materials. Trustee King motioned and Trustee Eagerton seconded. Chair Fassi opened the item to discussion, of which there was none. 

ACTION:  Item 7a) Nominating Committee’s Recommendation on Leadership was approved unanimously (Trustees Berg, King, Eagerton, Payne, Anderson, Dame, Hardesty, Horner, Nass, Meza and Swanson voted yea). Approval of the FY2021 general fund reallocation passed unanimously.

8.    New Business
Item 8a) Holiday and Closing Schedule – October 2020 - January 2022 was taken up as New Business. Director Rogers briefly discussed the Holiday and Closing Schedule, explaining why the Library’s schedule is different from the City’s. He said there is nothing terribly different than last year’s schedule. Deputy Director Julie McNeil agreed with this assessment. Chair Fassi asked for a motion to approvethe FY2021 general fund reallocation Item 8a) Holiday and Closing Schedule – October 2020 - January 2022. Trustee Hardesty motioned and Trustee Meza seconded. 

ACTION:  Item 8a) Holiday and Closing Schedule – October 2020 - January 2022 was approved unanimously (Trustees Berg, King, Eagerton, Payne, Anderson, Dame, Hardesty, Horner, Nass, Meza and Swanson voted yea). Approval of the FY2021 general fund reallocation passed unanimously.

Item 8b) State Aid to Public Libraries Grant Application was also taken up as New Business. Director Rogers explained that the request is for money that will be provided to the Library in the state’s FY2021 budget but will not actually be spent until FY2022. He said the amount has decreased substantially – it is currently ~ $770k and this request is ~ $200k less, due in part to COVID-19. The BOLT must always approve of the Library applying for the grant, so that the Chair can sign the paperwork and it can be submitted to the state; it is due on October 1st. The grant is based on our population along with the amount of local funding we receive. Chair Fassi asked for a motion to approvethe FY2021 general fund reallocation Item 8b) State Aid to Public Libraries Grant Application. Trustee Hardesty motioned and Trustee Meza seconded. 

ACTION:  Item 8b) State Aid to Public Libraries Grant Application was approved unanimously (Trustees Berg, King, Eagerton, Payne, Anderson, Dame, Hardesty, Horner, Nass, Meza and Swanson voted yea). Approval of the FY2021 general fund reallocation passed unanimously.

Item 8c) Authorization to Close Main Teen Dept. for Carpet Replacement was the last item taken up as New Business at the September meeting. Director Rogers briefly explained the project as a carpet refresh that is several years overdue. The closure dates requested for approval are October 5th – October 23rd or until finished, so that if the project is completed prior to the 23rd the department can reopen. Chair Fassi asked for a motion to approvethe FY2021 general fund reallocation Item 8c) Authorization to Close Main Teen Dept. for Carpet Replacement from October 5th until the work is completed. Trustee Hardesty motioned and Trustees Meza and Berg seconded. 

ACTION:  Item 8c) Authorization to Close Main Teen Dept. for Carpet Replacement was approved unanimously (Trustees Berg, King, Eagerton, Payne, Anderson, Dame, Hardesty, Horner, Nass, Meza and Swanson voted yea).

9.    Committee Reports
a)    Finance Committee
Chair Fassi called on Finance Committee Chair Swanson to give his report, at the same time reminding attendees that the Finance Committee would be meeting at 1:30pm today after the full BOLT meeting. Trustee Swanson provided a brief update from the Finance Committee, and thanked the Committee for their work. He also said they would be happy to have other attendees from the BOLT or members of the public at today’s meeting.  
b)    Governance Committee
This committee did not meet. City Administration whether or not they would like to proceed wit
c)    Capital Improvements Committee
This committee did not meet.
d)    Personnel/Executive Committee
This committee did not meet.

e)    Foundation Report
Chair Fassi mentioned that he gave a brief Foundation Report during his Chair’s Report earlier in the meeting, and called on Director Rogers in the event he had missed anything. Director Rogers mentioned the Foundation Executive Committee’s upcoming meeting on September 22nd, where they will discuss filling vacant positions within the Foundation. He said that Kathy McIlvaine is out of town and that Janet Wesley was unable to attend today’s BOLT meeting. 

Trustee Anderson said that though the Capital Improvements Committee did not meet, he would like to provide an update. He said the RFP for the design and planning of Oceanway Library is being proofread now and should be ‘on the street’ in 30 days. Procurement has the information for the Urban Core Project, so that is moving along. He thanked the BOLT for his time serving on the Board, as this is his last official meeting; he also wished the Library good luck in the future. It is also Trustee King’s last official meeting and he made pleasant comments as well, and said he appreciated the opportunity to serve. Chair Fassi gave kind words about both departing Trustees, and invited them to attend the October BOLT meeting for a more formal farewell.  

10.    Mayor’s Office and Ex-Officio Reports
Ms. Tia Tia LLeathers of DCPS advised that the School Board meeting to take up the contract between DCPS and the Library was supposed to be this month but has been moved to October; however, it did pass the Committee. She also thanked Trustees King and Anderson for their Service to the BOLT.

Ms. Mari Ganues from KHA gave an update on the Mayor’s Youth At Work project, as well as the Jax Kids Book Club. She passed her best onto the departing Trustees.

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

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

13.    Adjournment
The meeting was adjourned at 1:12p.m.
 

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