Laura Vickers, Chair
 
900 North Ashley Drive
Tampa, Florida 33602
Alma Hires, Vice-Chair
Ted Corwin, Secretary
 
Phone: (813) 273-3660
Fax: (813) 273-3707

Tampa-Hillsborough County Public Library Board

MINUTES FROM THE OCTOBER 28, 2004 PUBLIC LIBRARY BOARD MEETING
JOHN F. GERMANY PUBLIC LIBRARY, 4-6 PM

CALL TO ORDER:

Ms. Vickers called the meeting to order at 4:00 p.m. A quorum was present.

ROLL CALL AND ATTENDANCE OF STAFF & SPECIAL GUESTS:

Library Board Members Present:
Laura Vickers, Dora Reeder
Ted Corwin, Helen Swisshelm
James Martin, James Harkins
Sandra Cameron, Jim Johnson
William Scheuerle, Alma Hires
Margaret Fisher
Library Board Excused:
Kay O'Rourke



Library Staff Present:
Joe Stines, Director, Library Services
Linda Gillon, Manager, Programming
David Wullschleger, Manager, Operations
Jackie Zebos, Manager, Administrative & Reference Services

Suzy George, Chief Librarian
Barbara Marquette, Senior Executive Secretary
Linda Davidson, Assistant County Attorney
 

Special Guests: None

Members of the Public:

APPROVAL OF THE LIBRARY BOARD September 23, 2004 MINUTES

Ms. Swisshelm moved that the minutes be approved as corrected. Ms. Cameron seconded. The minutes were approved.

CHAIRMAN'S REPORT

PRESENTATIONS FROM THE PUBLIC/SPECIAL GUESTS:


Fred Hearns, Ada T. Payne Friends of the Library invited the Board to the Friends holiday party at the West Tampa Public Library on Saturday, December 4, 2004, 6:00-9:00 p.m. The next meeting of the Ada T. Payne Friends is scheduled at 5:30 p.m. at the Saunders Public Library on November 16; consultants Gould Evans will be updating the community.

Mr. Hearns requested that Friends Groups be given the opportunity to provide input before any decisions are made concerning the naming of meeting rooms.

Ms. Vickers stressed the importance of attendance at committee meetings. Mr. Stines asked that Board members call Barbara Marquette whenever they can not attend a committee meeting as well as Board meetings. Ms. Swisshelm asked whether there was a provision for a vice-chair for committees. Ms. Davidson stated that this was not covered in the bylaws and that she would research.

COMMITTEE REPORTS:

BUDGET COMMITTEE:

Chair, Bill Scheuerle stated the committee reviewed the preliminary 2004 final budget. 97% of the budget has been expended and 100% of the grants and aids have been spent. Ms. Swisshelm stated that the new budget form has been in use for the past year and commended the staff on its clarity and ease of use.

There will be no meeting in November. The next Budget Committee meeting is 1:00 p.m. January 24, 2005 at the John F. Germany Public Library.

NOMINATING COMMITTEE:

None.

PLANNING COMMITTEE:

Co-Chairs, Sandra Cameron and Kay O'Rourke. Ms. Cameron and Ms. O'Rourke were both excused from the meeting. Mr. Stines updated the Board. Architectural Services reports that both Upper Tampa Bay and South Brandon libraries will be finished by the holidays. Dedications will be scheduled for January, 2005.

David Wullschleger attended the public siting meeting at North Tampa; the citizens were in favor of the expansion of the library.

A draft has been received concerning the program section of the expansion of the John F. Germany Library. Mr. Stines stated that we are still waiting for the structural study to be completed. An addendum was added to the program section to address parking.

Evans Gould has received input from citizens on the Saunders Library expansion.

The West Tampa Library is still closed for repairs due to hurricane damage. The estimated completion date is December 8. Reimbursement from Federal and State funds are being pursued.

A Town n' Country Community meeting has been scheduled to gather input from the citizens on the Town Center project.

Naming of the Upper Tampa Bay and South Brandon libraries is scheduled for the November 4 Board of County Commissioners meeting.

The next Planning Committee meeting is scheduled for Tuesday, November 30 at 1:00 p.m. at the John F. Germany Public Library.

POLICIES & BYLAWS COMMITTEE:

Chair, Alma Hires stated that the Committee made the recommendation to name the community room at the Bloomingdale Public Library the McLean Family Community Room. Discussion followed. The recommendation was passed unanimously.

The committee suggested that copies of the Meeting Room Naming Policy be distributed to all of the Friends Groups, highlighting Section F with a cover letter from the Library Board Chairman.

Dr. Hires asked the Board to send their input on items that should be covered by the Gift Policy to Mr. Stines. Mr. Stines stated that he was not clear on the issue in question. If the policy is relating to property or land, the issue would be addressed by the Real Estate Department since there are BOCC policies in place. If it is related to book collections, artifacts, or other collections, the Library System has a donation policy in place and will answer any concerns.

The next Policy & Bylaws committee meeting is scheduled for Thursday, December 2, 2004 at 3:00 p.m. at the John F. Germany Public Library.

INTERNET USE SUBCOMMITTEE:

None.

SCHEDULING ADHOC COMMITTEE:

None.

PUBLIC ART:

None.

UNFINISHED BUSINESS:

Ms. Davidson was asked to research the appropriateness of issuing a resolution to Jan Platt honoring her years of service to the Library. Ms. Davidson stated that she could not find any information that would prohibit the Board from creating a resolution or that there was any particular exclusivity to an elected, governmental type of board. Ms. Davidson stated that resolutions are used by the Board of County Commissioners in a variety of contexts, for example in naming a library for an individual. Roberts Rules of Order describes it as a context of making motions. It should be used for more important complex matters and should be prepared in advance of the meeting and put in writing before it is offered. The question is whether a resolution would be the proper vehicle to honor Commissioner Platt. Discussion followed. Dr. Fisher made the motion that the Board share with the Firends of the Library acknowledgement for placing a portrait of Jan. K. Platt at the Jan Platt Regional Public Library. Dr. Hires seconded. Discussion followed. Ms. Davidson made the suggestion that the Board members write a letter and have it enlarged and display it along side the portrait. Dr. Fisher withdrew her motion. Mr. Harkins made the motion that a letter be written to Commissioner Platt stating their appreciation of her years of service to the Library. Dr. Hires seconded. Dr. Scheuerle asked that the motion be amended to include that the framing of the letter would be paid with private funds. The motion passed unanimously.

NEW BUSINESS:

Adoption of Electronic Resources Policy - Discussion was held. Ms. Cameron made the motion that the Policy be adopted with the corrections made. Dr. Hires seconded. The motion passed unanimously.

DIRECTOR'S REPORT:

Mr. Stines stated that early voting has been an exciting event with heavy use of libraries. Evaluation and feedback are underway.

Ms. Swisshelm made the motion that staff review the number of computers allocated to the various libraries. Dr. Scheuerle seconded. Mr. Stines stated that this information would be helpful in completing the FY2006 budget. Motion passed unanimously.

Mr. Harkins asked whether there were any provisions for bequests of collections. Mr. Stines stated that the materials would have to be reviewed and a determination made as to whether they are appropriate for the collection.

ANNOUNCEMENTS:

Budget - Monday, January 24, 2005 - 1:00 p.m. at the John F. Germany Public Library

Planning - Tuesday, November 30, 2004 - 1:00 p.m. at the John F. Germany Public Library

Policy & Bylaws - Thursday, December 2, 2004 - 3:00 p.m. at the John F. Germany Public Library

Library Board - Thursday, December 2, 2004 - 4:00 p.m. at the John F. Germany Public Library

ADJOURNMENT:

The meeting was adjourned at 6:00 p.m.

Next Library Board Meeting:
         Date: December 2, 2004
         Time: 4pm-6pm
         Location: John F. Germany Library

                 - Unless notified otherwise


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