May 17, 2018

BOARD OF TRUSTEES MEETING MINUTES

SCARBOROUGH PUBLIC LIBRARY

May 17, 2018

 

 

Meeting called to order 6:40pm by President Anne Janak

Attending:  Anne Janak, Peter Hatem, Emily Ward, Bill Onorato, Betty Perry, MaryAustin Dowd, Dan Dougherty, Nancy Crowell, Library Director, Catherine Morrison, Assistant Director & Adult Services Manager, Tom Corbett, Systems Librarian

Absent: Ginny Ketch, Carl Helms, Emily Read, Jim Kupel, Shawn Babine

 

Adoption of Corrected Minutes, April 26, 2018 - Motion to accept corrected minutes by Hatem; seconded by Perry; unanimously approved without further discussion.

 

Treasurer’s Report - Filed for Audit

 

Library Director’s Report – Nancy Crowell added to her written report by informing Board of Celeste Shinay’s leave.

 

Town Councilor’s Remarks – Shawn Babine not present.

 

President’s Remarks: Janak inquired as to past methods of recognizing outgoing Board members. Reminded Board members about limiting unexcused absences.

 

Mission Moment – Dan Dougherty recalled meeting with Carl Helms before joining the board. When first moving to town with three young children and living in temporary housing, the Library was a place to learn about the community and served as a recreational outlet for the family.

 

Consent Calendar:  Motion by Perry, seconded by Ward; unanimously approved with updates to Friends of Library items reported by Perry as noted below

Building Expansion – Minutes 5/2/2018           

Community Relations/Development – 5/14/2018

Finance/Investment – see new business

            Personnel, Nominating, Governance – Minutes 5/2/2018

Friends of the Scarborough Library (FOSL) Liaison – Perry noted that June 1 last day donations accepted. Fred Emerson’s gift to Friends discussed. Ward asked how many members of the Friends? Perry will find out.

                       

Unfinished Business:

 

Update on Budget by Library Director – In Town’s approved budget, Library received $100,000 for building studies and $25,000 for security cameras. Budget approved 5-2 with councilors Foley and Hayes opposed. Budget not “done deal” until school budget passes. Shawn Babine advocated strongly for the Library as did Bill Donovan.

 

Review and acceptance of Filtering Parameters by Tom Corbett (annual action item) Corbett stated that blocking closely matched to CIPA requirements pertaining to public libraries versus schools. Library focus: no pornography, CAIC (child abuse image content); rely on policies of sites such as Google Images, Facebook; we don’t use keyword blocking. Hatem suggested striking from the Internet Acceptable Use Policy the sentence, “In addition to these CIPA mandates, access from the Children’s computers are also filtered to block content that doesn’t conform to behavior and other categories as determined and approved by the Board of Trustees (see blocked categories list).” Corbett agreed as this is not the actual practice.

 

Motion #1 First Reading: Hatem moved to remove sentence, “In addition to these CIPA mandates, access from the Children’s computers are also filtered to block content that doesn’t conform to behavior and other categories as determined and approved by the Board of Trustees (see blocked categories list)” from Internet Acceptable Use Policy, Dougherty seconded motion. Unanimously approved.

 

Motion #2: Dougherty moved to accept Internet Blocking Parameters, Hatem seconded motion. Unanimously approved. 

 

New Business:

 

Investment Meeting minutes

Minutes from meeting with HeadInvest on 5/15/18 accepted.

 

Review of Board self-assessment by Peter Hatem– Hatem reviewed the results of the board self-assessment and asked for feedback on how self-assessment can be improved in the future. Board discussed various parts of the assessment.

Part I. Do board members need more training? Will that happen with expanded planning part of retreat? Important to look at skill sets when recruiting trustees. Ward noted that mentoring process needs to be formalized. Perry mentions struggling with some aspects of Board duties especially how committee’s work. Dowd will share outline at June meeting.

Part II. Do we need other questions? More room for open comments?

Part III. Should Board be more goal specific – possible subject for retreat.

Part IV. Does Board need to be more familiar with laws? Congratulations to MaryAustin Dowd and PNG for updating policies. Do we need to include policies with the survey? Bring educational opportunities to board meetings, webinars, Maine Assoc. of Nonprofits, Trustees listserv.

Part V. Positive on financials.

Part VI. Is more clarity on expectations of director needed? Staff recognizes accomplishments? Onorato mentions it’s hard to give a 1 versus a 2.

Part VII. Does Board need to be more diverse? Need to find younger or unrepresented community members.

Should board meeting focus more on committee work or more global issues?

 

Update on Director’s Evaluation from Anne Janak– Director’s evaluation due May 24. Director has completed self-assessment and will email to members. Board members can email their evaluations but will not be anonymous.

 

Presentation and approval of policy revisions – 4 motions with request for action

Rescind Policy – First Reading

  • Policy on Volunteer Safety Team
  • Unrestricted Fund Balance Policy

Motion #1: Move to Rescind the Policy on Volunteer Safety Team and the Unrestricted Fund Balance Policy.

Dowd moved to rescind policies, Hatem seconded motion. Unanimously approved with no discussion.

 

Renew with no changes other than date – First reading

  • Policy on Signatories for Bank Accounts
  • Policy on the Retention of Records
  • Investments Spending Policy

Motion #2: Move to Renew the Policy on Signatories for Bank Accounts, the Policy on the Retention of Records, and the Investments Spending Policy

Hatem moved to renew policies, Perry seconded motion. Unanimously approved with no discussion.

 

Accept with minor changes – First Reading

  • Policy on Solicitations and Fundraising

Committee recommends changes as presented – First Reading

  • Operating Reserve Policy
  • Policy on Use of Meeting Room
  • Privacy Policy
  • Policy on Receiving Donations

Motion #3: Move to accept the amended Policy on Solicitations and Fundraising, the Operating Reserve Policy, the Policy on Use of Meeting Room, the Privacy Policy, and Policy on Receiving Donations.

Hatem moved to accept policies with changes, Dowd seconded motion. Unanimously approved with no discussion.

 

Second Reading

  • Policy on Use of Community Information Area (first reading on 11/16/2017)

Motion #4: Move the second reading and approval of the amended Policy on the use of Community Information Area

Hatem moved to approve amended policy, Dougherty seconded motion. Unanimously approved with no discussion.

 

Nomination of Trustees and Officers

Nominations of Trustees to be elected for next term to expire 2021 – election in June

Theodora J Kalikow (1st full term)

Mary Capobianco (1st full term)

Peter L. Hatem (2nd full term)

Emily Ward (1st full term)

 

Nomination of officers for FY2019 – election in June

            President: Peter L. Hatem

            Vice President: Ginny Ketch

            Secretary: Anne Janak

            Treasurer: Bill Onorato

 

Dowd moved to accept slate for election in June, Perry seconded motion. Unanimously approved.

 

Items for next agenda:

  • Set date for retreat
  • Policy changes – first and second readings
  • Election of new Board members and officers
  • Formal nomination of officers
  • Orientation materials
  • Executive Session – Director’s Evaluation

 

Adjournment - Meeting adjourned 8:30pm. Next meeting is June 21, 2018.

 

Respectfully submitted,

Catherine Morrison, secretary pro tem

 

AGENDA

BOARD OF TRUSTEES

SCARBOROUGH PUBLIC LIBRARY

May 17, 2018

6:30 PM

 

Meeting called to order

 

Adoption of Minutes, April 26, 2018

Treasurer’s Report

Library Director’s Report

Town Councilor’s Remarks

President’s Remarks

Mission Moment

 

Consent Calendar:     

Building Expansion – Minutes 5/2/2018           

Community Relations/Development – 5/14/2018 minutes pending

Finance/Investment –  see new business

            Personnel, Nominating, Governance – Minutes 5/2/2018

Friends of the Library Liaison – Report 5/10/2018

           

Unfinished Business:

 

Budget Update

 

Review and acceptance of Internet Blocking Parameters (annual action item) – Tom Corbett

 

New Business:

 

Investment Review meeting with HeadInvest, 5/15/2018

 

Review of Board Self-Assessment – Peter Hatem

 

Update on Director’s Evaluation process – Anne Janak

 

Presentation and approval of policy revisions – PNG committee -

4 motions and full list presented with request for action

 

Nominations of Trustees for terms to expire 2021 – election in June

            Theodora J. Kalikow (1st full term)

            Mary Capobianco (1st full term)

            Peter L. Hatem (2nd full term)

            Emily Ward (1st full term)

 (one vacancy remains for term expiring 2020)

 

Nomination of officers for FY2019 – election in June

            President: Peter L. Hatem

            Vice President: Ginny Ketch

            Secretary: Anne Janak

            Treasurer: Bill Onorato

 

Items for next agenda:

 

Trustee Comments

 

Adjournment