LIBRARY BOARD OF TRUSTEES

LIBRARY BOARD OF TRUSTEES MEETING MINUTES - FINAL Thursday, September 8, 2016, 6:30 PM 625 NE 4th Avenue I. CALL TO ORDER II. ROLL CALL Present: Jennifer Colbert, Secretary Laura Felter, Vice Chair Shawn High and Chair Julie Anne Hill Excused: Carolee Dewars Also present were Library Director Connie Urquhart and City Council Liaison Bonnie Carter. Diane Skinner was excused. III. EXPENDITURES APPROVAL A. The approval of the August 2016 expenditures. The expenditures were approved. IV. APPROVAL OF MINUTES A. The approval of the August 10, 2016 minutes. Library Board Minutes 081016 DRAFT.pdf The minutes were approved as written. V. COMMITTEE & LIBRARY AFFILIATE REPORTS A. Advocacy Nothing to report. B. Policy Will be addressed under agenda items. C. SSGS The First Friday reception was September 2 for artists Joanne Adams Roth and Wilson Cady. There were 103 attendees. Page 1  D. FFCL The Friends and Foundation have several new members and they have formed committees. They are anxious to get a city email address, which was procured for them after their meeting. This will help to legitimize their communications and with the database of names they are working with using List Messenger. 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 At a future meeting, Julie would like to discuss the council workshop in January and who will be representing the library. B. Personnel Nothing reported. IX. LIBRARY DIRECTOR'S REPORT The report was discussed. The board members would like to know when the staff meetings are going to be held so if they want to attend they can make plans. X. AGENDA ITEMS A. FOLLOW UP ON STATEGIC PLANNING DETAILS: Connie will discuss the Strategic Planning Decision Package. Connie followed up on a previous conversation regarding the strategic planning decision package submitted by David Zavortink for the budget years 2017-2018. She felt the amount requested was excessive and the strategic plan could be developed for less. She found out that the State Library is willing to help with the plan, free of charge. The City has strategic planning in their budget and the findings of their study along with the City's previous focus groups and community meetings will help the library understand the community's wants and needs. The State Library can visit and help once we are ready. A new mission statement will need to be created once we fully understand our strategic direction. Page 2 B. MEETING WITH FORT VANCOUVER DETAILS: Connie and John Goaring met with FVRL Staff to discuss the library's association with FVRL. Connie updated the Board on the meeting she had with FVRL regarding the library's integrated library system, SirsiDynix. FVRL currently owns the licensing of and controls the specifications for this product and provides technical support to Camas. Camas has not paid for this service for many years and FVRL would like Camas to pay for their share and for FVRL to take over the collection development and cataloging the Camas Library collection. Connie has asked them to come up with a few payment options, wherein package A would leave things exactly as they are and Camas pays fair market value; Package D has FVRL doing all the selection and cataloging; and Packages B and C are variations in between. When Connie receives these packages she will present them to the Board for discussion and after a decision is made a Memorandum of Understanding will be signed and adopted between the two agencies. C. WIFI AND WIRELESS PRINTING DETAILS: Discussion Connie had a meeting with Information Systems Manager, Sherry Coulter and expressed her concerns about the wifi not reaching all areas of the library. Sherry said that could be fixed by the end of the year and has her staff researching making wireless printing available. FVRL is currently using it, so the infrastructure is available and hopefully that will also be available by the end of the year. D. POLICY ITEMS DETAILS: Computer Time: Does the city council need to approve? Meeting room: revisit the policy? Computer Policy: Connie noted that the computer use policy had been recently updated but not reviewed by the City's attorney. After some discussion it was decided that the attorney's signature was not necessary. Meeting Room Policy: The current policy allows for anyone to use the room(for-profit and private groups pay; non-profit and government groups do not pay). The policy also states "Public meeting room use does not constitute library endorsement of the beliefs or ideas expressed by organizations or individuals using the space. Meetings should not be publicized in a manner that suggests library sponsorship or affiliation". In the current sensitive political climate that we are in, Connie wondered if that language was enough to separate the library from the groups that use the meeting room, or if additional language was needed. Also, should political groups have to pay because they may have potential financial gain by winning the election? The Board decided that these questions should go to the city attorney so Connie will talk to him and report back. Page 3 XI. PUBLIC COMMENT ON NON-AGENDA ITEMS There was no public in attendance. XII. NEXT MEETING A. Date: To be discussed. The next meeting will be Thursday, October 6 at 6:30 pm. B. Topics: Bonnie suggested putting the creation of a wish list for the Board on the next 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