LIBRARY BOARD OF TRUSTEES

LIBRARY BOARD OF TRUSTEES MEETING MINUTES - FINAL Thursday, January 7, 2016, 6:30 PM 625 NE 4th Avenue I. CALL TO ORDER II. ROLL CALL Present: Chair Carolee Dewars, Vice Chair Julie Anne Hill, Secretary Laura Felter and Shawn High Excused: Jennifer Colbert Also present were Interim Director Linda Swenton, Council Liaison Bonnie Carter and Library Support Assistant Diane Skinner. III. EXPENDITURES APPROVAL A. The approval of the expenditures for November 2015 The expenditures were approved. IV. APPROVAL OF MINUTES A. The approval of the minutes of December 3, 2015 The minutes were approved. Excused: Colbert V. COMMITTEE & LIBRARY AFFILIATE REPORTS A. Advocacy Julie attended the City Council meeting. B. Policy The policy committee did not meet. C. SSGS The Second Story Gallery Society did not meet in December. The December show will remain for the month of January. Page 1  D. FFCL Rae Hansen has resigned from the Friends and Foundation board. They sent out their end of year letter asking for donations and have brought in $6500 so far. The December book sale did not have a real good turn out. The Vice Chair of the FFCL applied for non-profit status with the post office and that request was granted. VI. COMMUNICATIONS RECEIVED There were no communications received. VII. PUBLIC COMMENT ON AGENDA ITEMS No public was in attendance. VIII. NON-AGENDA ITEMS A. Trustees Nothing reported. B. Staff Nothing reported. IX. INTERIM LIBRARY DIRECTOR'S REPORT A. December statistics The handout was discussed. X. AGENDA ITEMS A. NEW TRUSTEE DETAILS: Shawn High has been appointed as a new trustee to fill the position that was vacated by Mike Buzan at the end of December. RECOMMENDED ACTION: Welcome Shawn and poll the trustees to see if they would like to change the meeting days and/or times. The Board welcomed the new Trustee, Shawn High. Shawn's term will run from January 1, 2016 through December 31, 2020. The Board discussed the date and time of the meeting and decided to keep it on the first Thursday of the month at 6:30 pm. The Spring Break schedule will be discussed later. Page 2 B. FORT VANCOUVER REGIONAL LIBRARY DISTRICT DETAILS: Review the January 4, 2016 City Council workshop at which there was a discussion about whether the Camas Public Library should remain independent, contract with, or join the Fort Vancouver Regional Library District. Bonnie reported that Pete Capell and Amelia Shelley, Fort Vancouver Regional Library Executive Director, made their presentation to a packed council chambers. The Council had many questions and asked Pete for more information before the issue is brought to the planning conference for further discussion. Barb Baldus spoke at the council meeting about her concern for the art that is hanging in the library. Bonnie shared her perspective on the issue. Right now we have a close connection with FVRL, with many benefits, but will probably have to start paying for some of those benefits in the future. C. ELECTION OF OFFICERS AND APPOINTMENT OF COMMITTEE MEMBERS DETAILS: According to the bylaws -- "The officers shall be Chair, Vice-Chair, and Secretary, elected from among the appointed trustees at the annual meeting of the Board." (ARTICLE III, Section 1). "The annual meeting, which shall be for the purpose of the election of officers, shall be held at the time of the regular meeting in January of each year." (ARTICLE V, Section 2). "The following standing committees shall be appointed by the Chair for one year coinciding with the calendar year: Personnel, Finance, Policy Review and Planning, and Advocacy." (ARTICLE IV, Section 2). RECOMMENDED ACTION: Elect officers and appoint committee members. The election of officers were as follows: Chair: Carolee Dewars; V. Chair: Julie Hill; Secretary: Laura Felter. The committee assignments were as follows: Personnel Committee: Laura Felter and Jen Colbert; Finance Committee: Laura Felter and Carolee Dewars; Policy Committee: Julie Hill and Shawn High; Advocacy Committee: Jen Colbert and Shawn High; FFCL Liaison: Julie Hill. D. GRANICUS DETAILS: Discuss the process for implementing additional capabilities in Granicus. RECOMMENDED ACTION: Determine if there are any roadblocks in the process, and if there are, discuss how best to overcome them. Linda noted that we will be working through the process of attaching all documents needed for the meetings to the agenda that is published in iLegislate so emails with documents attached don't have to be sent each month. The Board supported this plan. E. BOARD OF TRUSTEES 2016 GOALS DETAILS: Review the goals from 2015 and discuss goals for 2016. RECOMMENDED ACTION: Set goals for this year. 2005-2015Trustee Goals.doc The Trustees will think about goals and bring back ideas for the February meeting. Page 3  F. CITY COUNCIL PLANNING CONFERENCE DETAILS: The City Council's annual strategic planning conference is Friday, January 29th and Saturday, January 30th. RECOMMENDED ACTION: Discuss whether board members would like to do something to promote the library. The Trustees decided to make an appearance at the planning conference so Julie and Carolee will work on that project. XI. PUBLIC COMMENT ON NON-AGENDA ITEMS There was no public in attendance. XII. NEXT MEETING A. Date: February 4, 2016 B. Topics: Council Planning Conference, goals will be added to the agenda. XIII. ADJOURNMENT NOTE: The Camas Public Library welcomes and encourages the participation of all of its citizens in the public meeting process. A special effort will be made to ensure that a person with special needs has the opportunity to participate. For more information, please call 360.834.4692 BOARD OF TRUSTEES 2015 GOALS *Board Retreat for Strategic Planning *Review and Revise Trustee Task List *Educate Trustees on Library Staff and Operations Page 4