Russell Library Governance Committee

Governance Committee of the Russell Library Board of Trustees Regular Meeting, June 7, 2023, 5:00 PM (Online meeting via Zoom) Minutes Present: Brandie Doyle (Assistant Director), Gregory Harris, Thomas Russell IV, Cynthia Sanders (Chair) Not present: Jennifer Hadley, Sarah Schulenburg 1. Call to Order: Chair Sanders called the meeting to order at 5:11 pm and reviewed the community dialogue guidelines. 2. Approval of Minutes – MOTION: Trustee Harris moved and Trustee Sanders seconded to approve the minutes from the May 3, 2023 Governance Committee Meeting. The motion passed unanimously. 3. Public Comment: No public present. 4. Unfinished Business a. Meeting Space Policy The Meeting Space Policy was approved at the last Board meeting. Chair Sanders commended Assistant Director Doyle’s work on all the policies. b. Personnel Policy Compilation Assistant Director Doyle has reordered the document and accepted all the previously agreed upon changes. The elements of the document used to be separate policies which were compiled for convenience. Each of the policies had been numbered, but that isn’t needed any more because they are in the shared drive. Promoting Respectful Communication is the same. Statement of Ethics is adapted from the American Library Association Code of Ethics. Staff sign the staff handbook acknowledging the code of ethics when they begin working. This acknowledgement will need to be updated when changes occur. #10-14 are similar to the Trustees’ conflict of interest form. The endorsement of the City of Middletown policies has been moved to just below the ethics statement. The old links do not work so Assistant Director Doyle will look for updated links. The policies are printed and shared with the staff when they are hired or any time there are changes. The volunteer section now includes fuller non-discrimination language. Interview and moving expenses sections were removed. Paying moving expenses is not a common library practice. No changes to background checks. Added clarification of documentation for reference requests. No changes to Employment of Relatives. Family and Medical Leave Act Policy links out to fuller information. Paid Sick Leave links out to fuller information. Personal Use of Library Computers – no changes. Personnel File Policies – accepted formerly approved changes. Progressive and Corrective Discipline Policy – no changes. Benefits – minor change. All of the input was discussed by members present, and Assistant Director Doyle will share it with the staff for comments. It can be brought back to the committee at the September meeting. Trustee Harris moved to allow Assistant Director Doyle to take the preliminary policy to staff for input and place this item on the agenda of the next meeting. Trustee Russell seconded the motion. The motion passed unanimously.  c. Anti-bullying policy (Workplace Anti-bullying policy) - Tabled. 5. New Business a. Governance leadership moving forward With Trustee Sanders stepping down, Trustee Hadley will take on being chair. It is recommended that someone else take the minutes. 6. Discussion of Items to Be Placed on Next Agenda a. Personnel Policy Compilation b. Anti-bullying policy (Workplace Anti-bullying policy) 7. Announcements: Trustee Russell has emailed an article about a group calling for disruptions in libraries on August 5 and suggested preparing plans and a handout to give to anyone trying to disrupt events or space at Russell Library. Director Burkey will discuss this with administrative staff. 8. Open Forum/General Good and Welfare: None 9. Additional Public Comment: None 10. Meeting Adjournment: Trustee Harris moved and Trustee Russell seconded the motion to adjourn the meeting. The motion passed unanimously, and the meeting adjourned at 5:48. Chair Sanders was thanked by all. Next meeting: September 6, 2023 Respectfully submitted, Jennifer Hadley Jennifer Hadley