Russell Library Board of Trustees

Governance Committee of the Russell Library Board of Trustees Regular Meeting, January 4, 2023, 5:00 PM (Online meeting via Zoom) Approved Minutes Present: Ramona Burkey (Library Director), Brandie Doyle (Assistant Director), Jennifer Hadley (recorder), Gregory Harris, Cynthia Sanders (Chair), Sarah Schulenberg Not present: Thomas Russell IV 1. Call to Order: Trustee Sanders called the meeting to order at 5:02 pm and reviewed the dialogue guidelines. 2. Approval of Minutes a. MOTION: The minutes from the December 7, 2022 Governance Committee Meeting were unanimously approved, with Trustee Harris making the motion and Trustee Schulenberg seconding it. 3. Public Comment: No public present. 4. Unfinished Business a. Circulation Policy Assistant Director Doyle discussed how she has incorporated feedback from the committee and staff in the policy draft. For example, Amy Slowik, head of Borrowing and Discovery, suggested using “transacting” to mirror a term from LCI policies. We approved using the term, along with more colloquial language, such as “loaning.” She also reviewed that fines paid at Russell Library are kept at Russell. While the library is supposed to send fees meant for other libraries to those libraries, since most libraries have gone fine free, the instances of this are rare and amounts are so small that it’s not really worth making the effort to send the money to the other libraries. Trustee Harris moved and Trustee Hadley seconded the motion to approve the policy and send it to the Board. The motion carried unanimously. Assistant Director Doyle will share the policy with staff again to give them an opportunity for any final comments before the Board meeting. It has already been added to the draft agenda for Board Chair Wisneski and will either be new business or be under the committee report. b. Computer/Internet Use Policy Assistant Director Doyle reviewed the many proposed changes, for example, replacing “Internet” with “internet.” The committee’s suggestions included moving “It is the goal of the Russell Library” to become the opening sentence, and using stronger language in the responsibility section. For example, while virus protection software on a patron’s device can’t be mandated, the library can say that it is expected. Assistant Director Doyle will further edit the paragraph about time on computers, remove language about “blocking” websites upon request, and will add the link to the Privacy, Confidentiality and Law-Enforcement Policy. CIPA ( “Children's Internet Protection Act”) defines the age of minors. Doyle has condensed the section on tips to parents and provided a link to resources. The ECF (Emergency Connectivity Fund) wording is required. ECF hotspots are filtered. Patrons have to fill out a form for one. They are not subject to loan rules. The hotspots  Russell Library loans are also filtered. There is no need to have other policies about their usage, as that is covered in CIPA. The updated version will be ready for the next meeting. c. Anti-bullying policy We discussed changing the name to Workplace Anti-bullying policy. The library has been working with outside HR consultant Carol Kardas, and they will seek her advice on the policy. She will be meeting with staff again as a follow-up on the climate survey and will offer staff the opportunity to meet with her one on one. Some comments in the survey had mentioned bullying so these meetings will help her look into the topic. She is the HR person mentioned in the policy to whom staff may report incidents. Director Burkey is preparing a report for the Board about changes since the climate survey. Is the policy public facing? Does it address dealings with the public? This policy is for staff and will be kept to employee documentation; it is not addressed to the public. The code of conduct and employee code of conduct address patron/employee issues. The policy does apply to volunteers. We discussed whether the definition of bullying should include “repeated.” How would initial occurrences be recorded and when would actions rise to the level of bullying? Administration has the chance to mediate in cases of misunderstandings, for example. actions that may seem like gesture bullying may be because of culturally different gestures. The policy should make clear that single harmful actions are not tolerated either and will be dealt with. The anti-discrimination policy should be referenced as well. Trustees Harris and Schulenberg will provide examples from policies they have worked with, and Assistant Director Doyle will look at the city policy. How will the union be involved? What about discipline? The policy will be shared with the union in advance. d. Meeting Room Use Policy – Tabled until the next meeting 5. New Business 6. Discussion of Items to Be Placed on Next Agenda under New Business a. Computer/internet use policy b. Anti-bullying policy c. Meeting room use policy 7. Announcements - None 8. Open Forum/General Good and Welfare 9. Additional Public Comment: None 10. Meeting Adjournment: Trustee Schulenberg moved and Trustee Harris seconded the motion to adjourn the meeting. The motion passed unanimously. The meeting was adjourned at 6:05 Next meeting: February 8, 2023 Respectfully submitted, Jennifer Hadley