Library Board of Trustees Agenda and Packet 2018 03 08

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Library Board of Trustees Meeting Minutes—DRAFT January 11, 2018 Page 3 of 6 handbook had been voluntarily prepared about 14 years ago by the previous Library director, as a courtesy and aide to newly appointed Board members. It has not been substantially updated since that time; a project which Director Barret, stated ,she would like to undertake with the Boards participation. Director Barret,also noted that the idea of creating the new handbook in an electronic flipbook format, rather than a 3 -ring binder, had been recommended by staff member Karen Freiter. Director Barret,asked if Board members thought this was something they would like to see happen. Board Secretary Chamberlin offered no comments on the proposed outliner, but he did note that inclusion of an organizational chart was not sufficient to address the issue of Library operations that he had specifically talked about and requested at the November meeting., Secretary Chamberlin explained that in order to fulfill its duties under the municipal code to provide policy and budgetary advice, help with selecting a Library Director, should the need arise, and so forth, it would be helpful for the Board to have more background on library operations readily available in the handbook. Specifically he proposed a section in the handbook about library operations and that the section should include: (1) an organizational chart; (2) a narrative describing the function of each of the library's organizational units; and (3) a job description of the Library Director. The discussion covered items ranging from the duties of the Library Board as specified in the City's municipal code; job description for the Library director and Library Trustees; descriptions of the responsibilities and functions of each Library division; opportunity to review services contracts while they are in process and before they are finalized; and more Board involvement with budget decisions. Secretary Chamberlin also stated that the handbook was not something he believed should be prepared by the Library Director and staff, but by the Board itself; possibly a subcommittee. President Schuman offered to create a subcommittee but np members volunteered to serve on a subcommittee except Secretary Chamberlin and there was no further discussion on this topic. President Schuman asked Secretary Chamberlin if he had any issues with the list provided in the meeting packet; he did not except that he thought the proposed Job Description should be written by the Library Board, not the Library staff. Secretary Chamberlin stated that a job description should follow from the requirements of the • Municipal code and might actually not be necessary to write out separately. However, Member Conner indicated the Board Members shoulddhave a job description since he thought the municipal code was a subset of what the board actuallypoes since it also engages in volunteer activities. MemberASandie Hammerly suggested that if the Board drafted such a job description then it should be reviewed by the City Council and Secretary Chamberlin concurred. There was an understanding that President Schuman wassgoing to contact Coucilperson Ashley Stoltzman about the topic, i.e., if the City Council would need to review a job description the Board wrote for itself. Secretary Chamberlin requested that the board be cc'd on email communications with Councilperson Stoltzmann Member Hammerly noted that she believed everything that was needed for Trustees was already available on the City's and Library's websites. D. 2018 Budget Beth outlined changes to the current budget. These include: Deleted: Beth Deleted: noted Deleted: ' Deleted: Beth Deleted: Beth Deleted: s Deleted: , per se Deleted: At this juncture, the Board entered into a broader 45 -minute discussion to try to identify more specifically what Chamberlin was requesting. Deleted: N Deleted: As proposed by Chamberlain, the new handbook should include a specific job description for a Library Board member, based on the City's municipal code and not on general guidelines provided by the State Library. Chamberlin asked if this would need to be approved by City Council. Schuman noted that she would contact Formatted: Normal, Indent: Left: 0.76" Formatted: Font: Trebuchet MS Formatted: Font: Trebuchet MS Formatted: Font: Trebuchet MS Formatted: Font: Trebuchet MS Formatted: Font: Trebuchet MS Formatted: Font: Trebuchet MS Formatted: Font: Trebuchet MS Formatted: Font: Trebuchet MS Formatted: Font: Trebuchet MS Formatted: Font: Trebuchet MS