Roswell Public Library Board of Trustees

ROSWELL PUBLIC LIBRARY BOARD OF TRUSTEES MEETING 4:00 p.m. March 27, 2014 Bondurant Room MEMBERS PRESENT: Marna Hunt, Linda Madrid, Judy Armstrong, Elizabeth Shamas, Patti Bristol, and Magil Duran MEMBERS ABSENT: Ed David OTHERS PRESENT: Betty Long, Library Director, Jeanine Corn Best, City Council Liaison, Stacye Hunter, Assistant City Manager, Barbara Patterson, City Attorney, and Kay Carrasco, Recording Secretary. CALL TO ORDER: Marna Hunt, President, called the meeting to order at 4:00 p.m. Members present were noted, proper quorum was met. INTRODUCTION: Ms. Hunt introduced Jeanine Corn Best, newly appointed City Council liaison to the Library Board. MINUTES: Ms. Hunt asked if there were any corrections or additions to the minutes of the previous meeting; there were none. Mr. Duran moved to approve the February 27, 2014 minutes as presented, Dr. Armstrong seconded, and the motion passed. DIRECTOR’S REPORT: In addition to her written report Betty Long, Library Director, reported on her trip to the opening of the Artesia Public Library on March 1st. She was impressed by the beautiful building, the huge Peter Hurd mural, and the enviable amount of parking allotted for the library. She then gave an update on the status of the HVAC system. The boilers have failed altogether, but with the warming weather this hasn’t been a big  issue yet. The City is working on a bid for the engineering phase. Mr. Duran asked for clarification and Ms. Long explained that the engineering (design of the system) is the first step and that a bid for the actual purchase and installation of a system will come later. Ms. Long reported that the Governor has approved the 2014 General Obligation Bond, which includes funds for public and other libraries, for the November ballot. Ms. Long also spoke of the author program last weekend, which was very well attended and an excellent presentation by Col. Ozzie Gorbitz, a military historian. Finally, Ms. Long addressed the terms of several Board members—one of whom is renewing and two of whom will be leaving the Board. Ms. Bristol has expressed her willingness to serve a full term following her completion of the partial term to which she was appointed. Ms. Shamas has completed her second full term and is ineligible to serve again, and Mr. David has declined to serve a full term. Much discussion ensued. Ms. Hunter pointed out that all current members automatically continue to serve until replaced, so there is no concern about having too few members to make a quorum. In response to a question about a change in the process of appointing new members, Ms. Patterson clarified that the Mayor does make the final appointment but that the process to submit suggestions to him is not codified. Several members gave names and brief bios of people with whom they’d confirmed a willingness to serve on the Board. Because selecting candidates to recommend was not on the agenda at this meeting, no vote was taken. Ms. Hunter noted that in order for new Board members to be named by the Mayor for confirmation by the next City Council meeting, the deadline for an addition to that agenda is April 3rd. Therefore, Ms. Hunt polled the members present as to availability and called a special meeting of the Board, with the only item on the agenda the discussion and selection of recommended candidates, to be held on Tuesday, April 1st, at 4:00pm, place to be determined. MEETING DATES: Ms. Long reported that Mr. David had asked her to look into the number of meetings required of the Library Board. Per her research, all sources checked simply said to hold “regular” meetings, without naming a minimum number, except the State Library regulations which required two. Mr. David had suggested in an emailed reply that this Board reduce their meetings from the current seven to four: September, January, March and May. Discussion ensued. The consensus was that the purpose of meetings was more than just to make decisions affecting the Library; that  it was also to build relationships and stay informed on Library events and issues, so as to act as “ambassadors for the Library” within the larger Roswell community. No action was taken to change the frequency or dates of the scheduled meetings. NOMINATIONS COMMITTEE: After calling for volunteers, Ms. Hunt appointed Ms. Bristol and Dr. Armstrong to the nominating committee, to name a slate of officers for 2014-2015. Their report is due for the April 24th meeting, with the vote scheduled at the May 22nd meeting. ADJOURN- MENT: Meeting was adjourned by Ms. Hunt at 4:55 p.m. NEXT MEETING: April 24, 2014 at 4:00 p.m. Marna Hunt, President Kay Carrasco, Recording Secretary