ALACHUA COUNTY LIBRARY DISTRICT GOVERNING BOARD MEETING AGENDA

Transcription

1 ALACHUA COUNTY LIBRARY DISTRICT GOVERNING BOARD MEETING AGENDA DATE: THURSDAY MAY 12, 2016 TIME: PLACE: 10:30 AM HEADQUARTERS LIBRARY MEETING ROOM A, 401 EAST UNIVERSITY AVENUE, GAINESVILLE, FL I. CALL TO ORDER AND ELECTION OF GOVERNING BOARD CHAIR AND VICE CHAIR MR. IRBY, CLERK OF THE COURT II. III. IV. V. VI. VII. VIII. IX. APPROVAL OF CONSENT AGENDA A. Warrant List(s) B. Minutes of Meeting C. Resolution Authorizing Signatories on the Library District Accounts D. Purchase Order Increase Baker & Taylor, Inc. ($150,000) E. Budget Amendment - $50,000 F. Re-location of John A.H. Murphree Law Library APPROVAL OF REGULAR AGENDA SPECIAL PRESENTATIONS A. Archer Branch Library Services Ms. Livingston, Library Director and Ms. Patterson, Tower Road Sr. Branch Manager and former Archer Branch Manager BOARD OF TRUSTEES (There were no items submitted in this category.) UNFINISHED BUSINESS (There were no items submitted in this category.) NEW BUSINESS A. Appointment of City of Gainesville Representative to the Alachua County Library District Board of Trustees Ms. Livingston, Library Director B. Appointment of Alachua County Representative to the Alachua County Library District Board of Trustees Ms. Livingston, Library Director INFORMATIONAL ITEMS THAT REQUIRE NO ACTION A. Monthly Statistical Summaries February & March 2016 B. Proclamation Library Appreciation Week C. Joint Governing Board and Board of Trustees Budget Workshop May 26, :30 AM D. Contracts Executed by the Library Director GOVERNING BOARD COMMENT X. CITIZEN COMMENT XI. ADJOURNMENT

2 ALACHUA COUNTY LIBRARY DISTRICT GOVERNING BOARD MEETING AGENDA ITEM SUMMARY MEETING DATE May 12, 2016 AGENDA ITEM NO. II.A. REGULAR AGENDA CONSENT AGENDA X ITEM Warrant List(s). BACKGROUND See the attached Warrant List(s). RECOMMENDATION The Governing Board approve the attached Warrant List(s). APPROVED DENIED ADDITIONAL ACTION

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4 ALACHUA COUNTY LIBRARY DISTRICT GOVERNING BOARD MEETING AGENDA ITEM SUMMARY MEETING DATE May 12, 2016 AGENDA ITEM NO. II.B. REGULAR AGENDA CONSENT AGENDA X ITEM Minutes of Meeting. BACKGROUND The Minutes of the March 10, 2016 Regular Governing Board Meeting have been reviewed and are being submitted for approval by the Governing Board. RECOMMENDATION The Governing Board approve the Minutes of the March 10, 2016 Regular Governing Board Meeting. APPROVED DENIED ADDITIONAL ACTION

5 Thursday, March 10, 2016 Headquarters Library Meeting Room A 401 East University Avenue Gainesville, Florida The Alachua County Library District Governing Board met in regular session. PRESENT: ABSENT: Chair Leanetta McNealy, Ph.D., presiding, Vice-Chair Lee Pinkoson, Governors Charles S. Chuck Chestnut IV, Charles Goston, and Helen K. Warren Governor Ken Cornell ALSO PRESENT: Library Director Shaney T. Livingston, Assistant County Attorney William Harlan, Clerk J. K. Irby, Assistant Clerk/Finance Director Todd Hutchison, Deputy Clerk Bob Decker The meeting was not televised. Chair McNealy opened the meeting at 10:58 A.M. I. APPROVAL OF THE CONSENT AND REGULAR AGENDAS Governor Chestnut moved adoption of the Consent and Regular Agendas. The motion carried 5-0. (The items on the Consent Agenda are of a routine nature. The motion to adopt the Consent Agenda approves all items and recommended actions on the Consent Agenda.) A. Warrant List Staff Recommended Action: Approve the attached Warrant List. B. Minutes of Meeting Staff Recommended Action: Approve the Minutes of the January 14, 2016 Regular Governing Board Meeting. C. First Amendment to Agreement Tribond LLC, Janitorial Services Millhopper and Tower Road Branches Staff Recommended Action: Approve the First Amendment to the Agreement between the Alachua County Library District and Tribond, LLC, for janitorial

6 Thursday, March 10, 2016 services for the Millhopper and Tower Road Branch Libraries, and authorize the Governing Board Chair to sign the amendment. D. First Amendment to Agreement Tribond, LLC Janitorial Services Small Branch Libraries Staff Recommended Action: Approve the First Amendment to the Agreement between the Alachua County Library District and Tribond, LLC, for janitorial services at the small branch libraries, and authorize the Governing Board Chair to sign the amendment. E. Revisions to Policy Statement: Meeting Room/Outdoor Spaces Use Staff Recommended Action: Approve the revisions to the Policy Statement: Meeting Room/Outdoor Spaces Use as presented. II. SPECIAL PRESENTATIONS (There were no items submitted in this category.) III. BOARD OF TRUSTEES (There were no items submitted in this category.) IV. UNFINISHED BUSINESS (There were no items submitted in this category.) V. NEW BUSINESS (There were no items submitted in this category.) VI. INFORMATIONAL ITEMS THAT REQUIRE NO ACTION A. Library District Press Releases and Publicity Staff Recommended Action: Informational item no action required. Library Director Shaney Livingston presented the above item. B. Florida Library Association Update Staff Recommended Action: Informational item no action required.

7 Thursday, March 10, 2016 Library Director Shaney Livingston stated that the Library District received the 2016 Betty Davis Miller Youth Services Program Award for the Library s Sensory Storytime program. She further stated that the Friends of the Library received an award for their newsletter. Chair McNealy congratulated staff and the Friends of the Library. Governor Pinkoson congratulated staff and the Friends of the Library. Governor Pinkoson moved to send a letter to the Friends of the Library congratulating them on their award from the Florida Library Association. The motion carried 5-0. VII. GOVERNING BOARD COMMENT There were no comments from the Governing Board. VIII. CITIZEN COMMENT Clerk J. K. Irby thanked library staff for scheduling Randy Wayne White as part of the Alachua County Library District Author Series. Mr. White will speak at the Headquarters Library on March 20, 2016 at 2:30 P.M. IX. ADJOURNMENT There being no further business the meeting was adjourned at 11:01 A.M. J. K. Irby, Clerk to the Library District Governing Board

8 ALACHUA COUNTY LIBRARY DISTRICT GOVERNING BOARD MEETING AGENDA ITEM SUMMARY MEETING DATE May 12, 2016 AGENDA ITEM NO. II.C. REGULAR AGENDA CONSENT AGENDA X ITEM Resolution Authorizing Signatories on the Library District Accounts. BACKGROUND Upon election of a new Governing Board Chair and Vice Chair, the Library District Governing Board adopts a resolution authorizing the new Chair, Vice Chair, Clerk, and Assistant Clerk to act as signatories on the Library District s bank accounts. RECOMMENDATION The Governing Board adopt Resolution 16-01, with attached Exhibit A, authorizing signatories on the Library District Accounts. APPROVED DENIED ADDITIONAL ACTION

9 RESOLUTION A RESOLUTION OF THE GOVERNING BOARD OF THE ALACHUA COUNTY LIBRARY DISTRICT AUTHORIZING THE CHAIR OR VICE CHAIR OF THE GOVERNING BOARD AND CLERK OR ASSISTANT CLERK OF THE CIRCUIT COURT TO ACT AS SIGNATORIES ON THE ALACHUA COUNTY LIBRARY DISTRICT S BANK ACCOUNTS; AUTHORIZING SIGNATURE CARDS AND DEPOSITORY AUTHORIZATIONS TO BE EXECUTED; PROVIDING FOR CIRCULATION OF CERTIFIED COPIES HEREOF; PROVIDING AN EFFECTIVE DATE. WHEREAS, the Governing Board of the Alachua County Library District has previously authorized its officers to act as signatories on the Library District s bank accounts; and, WHEREAS, it is necessary that these officers become authorized as signatories on the bank account as set out in Exhibit "A" attached hereto; and, WHEREAS, a signature card on all accounts will be necessary; and, WHEREAS, administrative agreements may be required on some accounts; NOW, THEREFORE, BE IT RESOLVED BY THE GOVERNING BOARD OF THE ALACHUA COUNTY LIBRARY DISTRICT: 1. That two of the following-named officers may withdraw any or all of the funds of the Governing Board of the Alachua County Library District now or hereafter on deposit in the account listed in Exhibit "A" attached hereto, and may endorse and sign checks, drafts, wire transfers and orders for the payment of money; provided, however, that one of the two signatories on each document shall be the Chair or Vice-Chair, and the other shall be the Clerk of the Circuit Court or Assistant Clerk, to wit: NAME J.K. Irby Edward C. Stiles TITLE Chair Vice-Chair Clerk of the Circuit Court Assistant Clerk for Operations 2. That the Clerk of the Circuit Court shall furnish to every bank listed in Exhibit

10 A a certified copy of this resolution and such banks are hereby authorized to act upon this resolution and to honor the signatures of the persons named herein, and each of them, notwithstanding that any such person may in fact have died or ceased to be an officer of this organization unless and until said bank shall be notified in writing that such event has occurred or that the authority of this resolution has been revoked or amended. 3. That all signature cards required by the bank are hereby authorized to be executed by the Chair, Vice-Chair, Clerk, and the Assistant Clerk, and that their facsimiles be placed on the cards and initialed by the respective signatories. 4. In accordance with Section , Florida Statutes, required Certificates of Facsimile Signature will be filed with the Secretary of the State by the Clerk of Circuit Court. 5. That any administrative agreement required to be executed is hereby authorized to be entered into by the Clerk of the Circuit Court. 6. That all previous Resolutions designating signatories be revoked except for their applicability to outstanding checks dated and signed prior to May 12, Their applicability to outstanding checks dated prior to May 12, 2016, terminates on July 12, That this resolution shall take effect immediately upon its adoption. DULY ADOPTED in regular session, this 12 th day of May, A.D., ALACHUA COUNTY LIBRARY DISTRICT GOVERNING BOARD ATTEST: By:,Chair APPROVED AS TO FORM J.K. Irby, Clerk Alachua County Attorney 2

11 Exhibit "A" GOVERNING BOARD OF ALACHUA COUNTY LIBRARY DISTRICT BANK ACCOUNTS Name of Bank Account Number Bank of America -Concentration Account Payables Account Payroll Account

12 ALACHUA COUNTY LIBRARY DISTRICT GOVERNING BOARD MEETING AGENDA ITEM SUMMARY MEETING DATE May 12, 2016 AGENDA ITEM NO. II.D. REGULAR AGENDA CONSENT AGENDA X ITEM Purchase Order Increase Baker & Taylor, Inc. ($150,000). BACKGROUND Change Order #1 to Purchase Order # issued to Baker & Taylor, Inc. for an increase of $150,000, will allow for the continued purchase of books, audio visuals, miscellaneous supplies and processing/cataloging of library materials. RECOMMENDATION The Governing Board approve the change order and authorize the Chairperson s signature on the same. A copy to be included in the Governing Board s Minutes. APPROVED DENIED ADDITIONAL ACTION

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15 ALACHUA COUNTY LIBRARY DISTRICT GOVERNING BOARD MEETING AGENDA ITEM SUMMARY MEETING DATE May 12, 2016 AGENDA ITEM NO. II.E. REGULAR AGENDA CONSENT AGENDA X ITEM Budget Amendment - $50,000. BACKGROUND This budget amendment will allow for additional expenditures for library materials. RECOMMENDATION The Governing Board approve the budget amendment in the amount of $50,000, and authorize the Governing Board Chair to sign the budget amendment. APPROVED DENIED ADDITIONAL ACTION

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17 ALACHUA COUNTY LIBRARY DISTRICT GOVERNING BOARD MEETING AGENDA ITEM SUMMARY MEETING DATE May 12, 2016 AGENDA ITEM NO. II.F. REGULAR AGENDA CONSENT AGENDA X ITEM Relocation of John A.H. Murphree Law Library. BACKGROUND Currently, the John A.H. Murphree Law Library is located at the Alachua County Library District Headquarters in Gainesville. In recognition of the growing need for resources and education aimed at Alachua County citizens representing themselves in Florida Courts, the Court proposes to bring the library back to its previous space in the Family and Civil Justice Center. Upon its return, the Library would be co-located with the Alachua County Self-Help Center in a newly refurbished space created specifically for the purpose of educating and assisting self-represented litigants. Steps needed to achieve the relocation of the Library are minimal. If the Law Library Board approves the relocation, it need only rescind the Memorandum of Understanding currently in effect between the John A.H. Murphree Law Library and the Alachua County Library District. In addition, the court would coordinate the legislation needed to adjust current language concerning the Library s location. RECOMMENDATION The Governing Board rescind the Memorandum of Understanding between the John A.H. Murphree Law Library and the Alachua County Library District, effective June 1, 2016 or upon relocation of the John A.H. Murphree Law Library. APPROVED DENIED ADDITIONAL ACTION

18 ALACHUA COUNTY LIBRARY DISTRICT GOVERNING BOARD MEETING AGENDA ITEM SUMMARY MEETING DATE May 12, 2016 AGENDA ITEM NO. IV.A. REGULAR AGENDA X CONSENT AGENDA ITEM Archer Branch Library Services. BACKGROUND Ms. Livingston, Library Director and Ms. Patterson, Tower Road Sr. Branch Manager and former Archer Branch Manager, will make a presentation on the library services available at the Archer Branch Library. RECOMMENDATION No action required. APPROVED DENIED ADDITIONAL ACTION

19 ALACHUA COUNTY LIBRARY DISTRICT GOVERNING BOARD MEETING AGENDA ITEM SUMMARY MEETING DATE May 12, 2016 AGENDA ITEM NO. VII.A. REGULAR AGENDA X CONSENT AGENDA ITEM Appointment of a City of Gainesville Representative to the Alachua County Library District Board of Trustees. BACKGROUND The Library District Board of Trustees consists of seven members appointed by the Library District Governing Board. Three of the seven are Alachua County Representatives, three are City of Gainesville Representatives, and one is a League of Cities Representative. The Term of City of Gainesville Representative Michael P. Allard expired on March 31, The Library District advertised one City of Gainesville vacancy and one Alachua County vacancy, from January 12, 2016 March 18, One application for the City of Gainesville position was received from Ms. Sharlynn Dawn Sweeney. Ms. Sweeney s application and a list of the current members of the Board of Trustees are attached. On April 21, 2016, the Gainesville City Commission nominated Ms. Sweeney to be considered for appointment to the Board of Trustees as a City of Gainesville Representative. RECOMMENDATION The Governing Board appointment Ms. Sweeney to serve as a City of Gainesville Representative on the Board of Trustees for the period May 2016 March APPROVED DENIED ADDITIONAL ACTION

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25 ALACHUA COUNTY LIBRARY DISTRICT GOVERNING BOARD MEETING AGENDA ITEM SUMMARY MEETING DATE May 12, 2016 AGENDA ITEM NO. VII.B. REGULAR AGENDA X CONSENT AGENDA ITEM Appointment of Alachua County Representative to the Alachua County Library District Board of Trustees. BACKGROUND The Library District's Board of Trustees consists of seven members appointed by the Library District Governing Board. Three of the seven are Alachua County Representatives, three are City of Gainesville Representatives, and one is an Alachua County League of Cities Representative. The term of County Representative Susan H. Sonsini expired on March 31, Ms. Sonsini is currently the Vice Chair of the Board of Trustees, and she is eligible to serve another three year term on the Board of Trustees. The Library District advertised this vacancy and one City of Gainesville vacancy from January 12, 2016 March 18, Five applications for the County position were received. On April 26, 2016, the Board of County Commissioners nominated the five applicants to be considered for the one County vacancy on the Board of Trustees. The applications and a list of the Board of Trustees members are attached. The one City of Gainesville applicant has indicated that she would also like to be considered for the Alachua County vacancy. Nominees: Susan H. Sonsini Ermon Owens Brandalyn W. Sheppard Otis D. Stover Sharlynn D. Sweeney RECOMMENDATION The Governing Board appoint one applicant to serve as an Alachua County Representative on the Library District Board of Trustees for the period May 2016 March 2019 APPROVED DENIED ADDITIONAL ACTION

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39 ALACHUA COUNTY LIBRARY DISTRICT GOVERNING BOARD MEETING AGENDA ITEM SUMMARY MEETING DATE May 12, 2016 AGENDA ITEM NO. VIII.A. REGULAR AGENDA X CONSENT AGENDA ITEM Monthly Statistical Summaries February & March BACKGROUND See the attached statistical summaries for the months of February and March RECOMMENDATION No action required. APPROVED DENIED ADDITIONAL ACTION

40 Monthly Statistical Summary District-wide February 2016 Current Year Prior Year Month YTD Month YTD YTD % Change Program Attendance 12,326 53,703 14,208 58,489-8% Overall Checkouts 349,540 1,796, ,041 1,422,948 26% ebook Checkouts 41, ,593 36, ,167 3% Overall Reserves Placed 61, ,589 57, ,335 4% ebook Reserves Placed 8,220 45,245 7,150 38,274 18% Library Visits 120, , , ,827-3% Website Visits 83, ,353 90, ,683-9% Public Computer Time in Hours 20, ,684 22, ,178-10% Total Wireless Connections 36, ,598 31, ,195 20% Card Holders 159,647 n/a 165,442 n/a -4% Items Owned 746,842 n/a 749,550 n/a 0% Interlibrary Loans Received 650 3, ,365-8% Interlibrary Loans Provided 378 1, ,689-54% Volunteer Hours 1,780 8,636 2,093 9,782-12%

41 Monthly Statistical Summary District-wide March 2016 Current Year Prior Year Month YTD Month YTD YTD % Change Program Attendance 11,557 65,260 13,317 71,806-9% Overall Checkouts 366,144 2,163, ,006 1,719,954 26% ebook Checkouts 41, ,374 43, ,324 2% Overall Reserves Placed 61, ,554 61, ,208 3% ebook Reserves Placed 8,708 53,953 7,638 45,912 18% Library Visits 130, , , ,168-3% Website Visits 87, ,420 94, ,495-9% Public Computer Time in Hours 23, ,864 25, ,635-10% Total Wireless Connections 38, ,150 32, ,103 19% Card Holders 159,184 n/a 165,101 n/a -4% Items Owned 745,675 n/a 749,591 n/a -1% Interlibrary Loans Received 778 3, ,060-5% Interlibrary Loans Provided 381 2, ,354-52% Volunteer Hours 1,803 10,439 2,122 11,904-12%

42 ALACHUA COUNTY LIBRARY DISTRICT GOVERNING BOARD MEETING AGENDA ITEM SUMMARY MEETING DATE May 12, 2016 AGENDA ITEM NO. VIII.B. REGULAR AGENDA X CONSENT AGENDA ITEM Proclamation Library Appreciation Week. BACKGROUND See the attached proclamation declaring April 10-16, 2016 Library Appreciation Week in the Alachua County Library District. RECOMMENDATION No action required. APPROVED DENIED ADDITIONAL ACTION

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44 ALACHUA COUNTY LIBRARY DISTRICT GOVERNING BOARD MEETING AGENDA ITEM SUMMARY MEETING DATE May 12, 2016 AGENDA ITEM NO. VIII.C. REGULAR AGENDA X CONSENT AGENDA ITEM Joint Governing Board and Board of Trustees Budget Workshop (Thursday-May 26, :30 AM). BACKGROUND The Joint Governing Board and Board of Trustees Budget Workshop is scheduled for Thursday, May 26, 2016 at 10:30 am in Meeting Room A at the Headquarters Library. A quorum of both Governing Board and Board of Trustees will be needed for this Budget Workshop in order to move forward with the Tentative Budget for Fiscal Year RECOMMENDATION No action required. APPROVED DENIED ADDITIONAL ACTION

45 ALACHUA COUNTY LIBRARY DISTRICT GOVERNING BOARD MEETING AGENDA ITEM SUMMARY MEETING DATE May 12, 2016 AGENDA ITEM NO. VIII.D. REGULAR AGENDA X CONSENT AGENDA ITEM Contracts Executed by the Library Director. BACKGROUND See the attached report. RECOMMENDATION No action required. APPROVED DENIED ADDITIONAL ACTION

46 ALACHUA COUNTY LIBRARY DISTRICT CONTRACTS EXECUTED BY LIBRARY DIRECTOR May 12, 2016 VENDOR DESCRIPTION OF AGREEMENT AMOUNT TERM DATE EXECUTED Cox Media Cox Media Cox Media WUFT-FM Advertising: Law in the Library Series 2016 Advertising: I Am the Library 2016 Advertising: Summer Reading 2016 Underwriting Agreement: Advertising spots for Summer programming $1, /16-05/16 04/08/16 $1, /16-06/16 04/08/16 $1, /16-07/16 04/08/16 $ /06/16-06/30/16 04/28/16 1 GB AGENDA: 05/12/16