Library Board

WHITEFISH COMMUNITY LIBRARY SPECIAL MEETING BOARD OF TRUSTEES MARCH 24, 2020 1. CALL TO ORDER: Meeting was called to order at 6:35 pm beneath the portico outside the Whitefish Community Library. Present were Anne Shaw Moran, Chair; Cheryl Hyland, Vice Chair (by conference telephone access); Mary Vail, Treasurer; Sarah Ericson, Tamarack Federation Representative; Trevor Gonser, Trustee Others present were Angie Jacobs, legal counsel (by conference telephone access); Joey Kositzky, Library Director and Secretary (by conference telephone access.) 2. COMMUNICATIONS FROM THE PUBLIC: None 3.DIRECTOR'S REPORT: Director Kositzky reported the library's progress on steps taken to facilitate services provided to patrons during the closure of the library due to the Coronavirus situation. She reported that staff was on duty answering phones, filling patron holds and providing curbside service. 4. OLD BUSINESS: a) Approve March 11, 2020 Meeting Minutes MOTION: Cheryl Hyland made a motion to approve the March 11, 2020 Meeting Minutes. Mary Vail seconded the motion. The motion passed unanimously. Page 2 Special Meeting Board of Trustees March 24, 2020 b) Update on OCR/web accessibility Chair Moran noted that after discussion with legal counsel and due to the Coronovirus-related directives, she is going to suspend Trustee meetings until further notice relative to the quarantines and/or if critical action needs to be taken. She recommended that the Trustees consider approving series of motions as follows so that critical action could continue to occur with OCR and other matters during the meeting hiatus. Moran had reviewed the following motions with legal counsel prior to the meeting. Trustees present concurred with the proposed plan as follows. Counsel and Library Director Kositzky reported on the situation with the OCR (Office of Civil Rights) relative to the WCLS's website. Counsel Jacobs noted that State Librarian Jennie Stapp is planning to work with the OCR to try to incorporate patron privacy into the library's resolution process. Jacobs also noted that she has not heard from OCR counsel (located in Seattle) since the coronavirus pandemic and that she will try to secure a longer deadline for WCL's response so that the State Library can have more time to negotiate on all our behalf. Moran noted that if the WCL is required to process a resolution prior to the State's negotiation being completed (i.e., that has unfavorable patron-based language in it ), we will attach correspondence that indicates we are doing so under protest. Counsel Jacobs concurred with this approach. Two motions were proposed as follows to address this situation: MOTION: Trustee Ericson made a motion to authorize the Chair or applicable office, the Library Director, and Legal Counsel to finalize a resolution draft and applicable correspondence to submit to the OCR at the appropriate time on behalf of the Trustees. Mary Vail seconded the motion. Motion passed unanimously. MOTION: Vice Chair Hyland made a motion to authorize the Library Director and the Chair or applicable officer to modify the sample web access policy counsel provided for WCL Page 3 Special Meeting Board of Trustees March 24, 2020 and implement same, and implement necessary changes to our website. Trustee Vail seconded the motion. Motion passed unanimously. Director Kositzky advised that once an agreement was signed she would notify Mark Whitcher, our website consultant, to proceed with the changes necessary to comply with OCR recommendations and provide WCL with a list of those changes . Counsel Jacobs signed off the meeting. c) Remodeling Update: Deferred to future date d) Other Old Business: The following motions were made to address general library business during the coronavirus quarantine, with Chair Moran noting that she and the Library Director can work on a budget drafts over the phone/computer. MOTION: Trustee Ericson made a motion to approve the Library Director and Chair or applicable officer to finalize a 2021 budget on behalf of the Trustees, including the incorporation of additional staffing as the Library Director and Chair determine appropriate. Trustee Vail seconded the motion. Motion passed unanimously. MOTION: Vice Chair Hyland made a motion to authorize the library Director and the Chair or applicable officer provisional authority to take any actions necessary to conduct any Page4 Special Board of Trustees Meeting March 24, 2020 MOTION: Trustee Vail made a motion to keep the library closed during the period of mandatory school closure. Trustee Hyland seconded the motion. Motion passed unanimously. 5) NEW BUSINESS: e) Next Meeting Date: Chair Moran noted that Board of Trustees' meetings will be temporarily suspended due to the Coronavirus pandemic. She will notify everyone as much as in advance as possible when we are prepared to resume Board of Trustee meetings and/or if a meeting is necessary for critical purpose, and encouraged all present to stay safe and well. 6) ADJOURNMENT: MOTION: Trustee Hyland made a motion to adjourn the meeting. Trustee Vail seconded the motion. Motion passed unanimously. Meeting adjourned at 6:57 pm. Respectf_ully submitted: Date I I Anne Shaw Moran, Chair Date~ !