Russell Library Board of Trustees

Governance Committee of the Russell Library Board of Trustees Regular Meeting, October 6, 2021, 5:00 PM (Online meeting via Webex) Minutes Present: Brandie Doyle (Assistant Director for Administrative Services), Jennifer Hadley (recorder), Gregory Harris (arrived as an attendee at 5:35, promoted to panelist at 5:55), Bryan Skowera (chair), Alison Williams Absent: Thomas Russell IV 1. Call to Order: Chair Bryan Skowera called the meeting to order at 5:18 pm. 2. Review of Community Dialogue Framework 3. Approval of Minutes MOTION: Alison moved and Bryan seconded to approve the minutes from the June 2, 2021 Governance Committee Meeting. The motion passed unanimously. 4. Public Comment No public present. 5. Unfinished Business a. Progressive and Corrective Discipline Policy MOTION: Jennifer moved and Alison seconded to approve the Progressive and Corrective Discipline Policy as written and to forward it to the Board of Trustees for full review. The policy aligns with city policy and addresses some gaps. The motion passed unanimously. 6. New Business a. Meeting Guidelines – Small Group Consideration The president of the Board of Trustees has asked the Governance Committee to consider a formal recommendation in light of our recent meeting guidelines to classify the Board of Trustees as a small group in Robert’s Revised Rules of Order. We discussed the ramifications of the rules, how the Board is currently functioning (currently ignoring some of the rules), and that we could suspend the rules for open discussion but don’t. Jennifer moved to adopt provisions 1,3,4,6, and 7. Alison seconded. Motion as follows was approved unanimously: The Governance Committee has approved the adoption of the following changes to our Meeting Guidelines and are advancing them to the full Board for adoption: 1) Members may raise a hand instead of standing when seeking to obtain the floor, and may remain seated while making motions or speaking.  2) There is no limit to the number of times a member can speak to a debatable question. Appeals, however, are debatable under the regular rules—that is, each member (except the chair) can speak only once in debate on them, while the chair may speak twice. 3) Informal discussion of a subject is permitted while no motion is pending. 4) The chairman need not rise while putting questions to a vote. 5) If the chairman is a member, he may, without leaving the chair, speak in informal discussions and vote on all questions. In order to participate in debate, the chairman must relinquish the chair. b. Distribution of Annual Trustee Agreements This document is part of the Board Orientation materials. The idea was to have trustees review their responsibilities as board members annually. Jennifer will put it in a google form that they can sign digitally to make this process easier. The link will be sent out with next month’s board packet. c. Reminder of Schedule of Activities This document is also part of the Board Orientation materials. The link to this can also be sent with next month’s board packet and Bryan will mention it in the Board meeting. d. Virtual Meeting Etiquette We discussed whether we need virtual meeting guidelines/suggestions. Bryan shared this link: https://ottawa.cmha.ca/wp-content/uploads/2020/04/Zoom-Meetings-Etiquette-For-Online-Meeti ngs.pdf. He would also add to keep your camera on unless there is a pressing need not to have it on. Alison offered to condense the guidelines. Greg suggested to add them to agendas, where they will serve as a gentle reminder. 7. Discussion of Items to Be Placed on Next Agenda Follow up on virtual meeting etiquette, status of sharing of schedule of activities and trustee agreements. In order to know if and how the committee should continue to pursue equity policies, we will check in with the Board about the second phase of the Board’s racial equity training, which is the prerequisite for guidance on our next steps. Jennifer will also ask Ramona to keep us updated on Russell Library’s progress towards racial equity. Note: for future reference, Brandie shared: “The American Library Association recently adopted a revised Code of Ethics, which includes the following statement (Ethic #9): We affirm the inherent dignity and rights of every person. We work to recognize and dismantle systemic and individual biases; to confront inequity and oppression; to enhance diversity and inclusion; and to advance racial and social justice in our libraries, communities, profession, and associations through awareness, advocacy, education, collaboration, services, and allocation of resources and spaces.” 8. Announcements a. Next meeting November 3rd, 2021 9. Open Forum/General Good and Welfare - none 10. Additional Public Comment - none 11. Meeting Adjournment - Alison moved and Jennifer seconded the motion to adjourn the meeting. The motion passed unanimously. The meeting was adjourned at 6:05. Respectfully submitted, Jennifer Hadley