Russell Library Board of Trustees

Governance Committee of the Russell Library Board of Trustees Regular Meeting, December 7, 2022, 5:00 PM (Online meeting via Zoom) Approved Minutes Present: Ramona Burkey (Library Director), Brandie Doyle (Assistant Director), Jennifer Hadley (recorder), Gregory Harris, Thomas Russell IV, Cynthia Sanders (Chair), Sarah Schulenberg 1. Call to Order: Trustee Sanders called the meeting to order at 5:01 pm and reviewed the dialogue guidelines. 2. Approval of Minutes a. MOTION: The minutes from the October 5, 2022 Governance Committee Meeting were unanimously approved, with Trustee Harris making the motion and Trustee Hadley seconding it. 3. Public Comment: No public present. 4. Unfinished Business a. Circulation Policy Assistant Director Doyle said that the draft is in better shape. She included an explicit statement that a library card is a contract. We discussed other changes, such as Alien Registration card to Permanent Resident card, disclaimer of liability, language around transactional/transacting. Overdue fines from other libraries can be paid online, which goes directly to the other library, or to Russell Library to be forwarded to them. Doyle will investigate the process. Bills are sent for items that are more than 6 weeks overdue. Do we need wording that invites people to speak with staff if they have a problem with fees? The last sections of the policy seems heavy. Do we have any suggestions for streamlining the policy? Doyle will work on it some more. b. Computer/Internet Use Policy Assistant Director Doyle will continue to work on this policy for the next meeting. She will revisit the policy review timeline. Instead of two policies per meeting, we seem to be spending two meetings on each policy. She will continue to list upcoming policies under New Business to give the committee a chance to think about them, but will hold off adding anything new for the next meeting since we have a lot in the queue already. 5. New Business a. Meeting Room Use Policy - Tabled until the next meeting. b. Anti-Bullying Policy - the example is food for thought for the next meeting. Assistant Director Doyle will start working on the policy, and we should review it before the meeting room use policy. Carol Kardas, the library’s HR consultant, recommended we look at it. She will be meeting with staff at the one year anniversary of the climate survey. 6. Discussion of Items to Be Placed on Next Agenda under New Business  a. Circulation policy b. Computer/internet use policy c. Anti-bullying policy d. Meeting room use policy 7. Announcements - None 8. Open Forum/General Good and Welfare What should Trustee Sanders speak about in her report on at the annual meeting? That the committee is responsive and reacting in real time to the needs of the library thanks to the great work of the professional staff, and that the voices of the staff are important in shaping the policies. We also recommended brevity. 9. Additional Public Comment: None 10. Meeting Adjournment: Trustee Harris moved and Trustee Sanders seconded the motion to adjourn the meeting. The motion passed unanimously. The meeting was adjourned at 6:08. Next meeting: January 4, 2023 Respectfully submitted, Jennifer Hadley