Executive Committee meeting summary - March 11, 2020
The public is welcome at all library board meetings
The Library Board Executive Committee met Wednesday, March 11, 2020, Hosmer Library.
Present: Katherine Blauvelt, Jonathan Gaw, Sheila Letscher, Margy Ligon, Chris Damsgard, Erin Vrieze Daniels and Sam Neisen.
Hennepin County Staff: Michael Rossman, Janet Mills and Jeannette Lewis
Welcome and Call to Order
Chair Blauvelt called the meeting to order at 5:24 p.m. and welcomed attendees.
Approval of agenda and meeting summary
Chair Blauvelt made amendments to the agenda.
- Adding new agenda item #4 Special meeting agenda, March 16, 2020
- Adding new agenda item #5 Legislative update
- Adding under agenda item #9 Unfinished business, letter “C” Update on Communications Protocol
Chair Blauvelt made a motion to approve the amended agenda; seconded by Chris Damsgard. Motion passed.
Chair Blauvelt made a motion to approve August 14, 2019 meeting summary; seconded by Erin Vrieze Daniels. Motion passed.
Special meeting agenda - March 16, 2020
Chair Blauvelt initiated the conversation around the planning of the March 16, 2020, Director Selection Process committee meeting agenda. The draft committee agenda consisted of 10 agenda items. The committee discussed different ways to have public comment from the community, the timeline, and their advisory role in the Director Interview process. The committee also discussed different communication outreach methods to notify county employees and members of the public of the Director Finalist interview. The board discussed the interview questions and how the board will present them to the Library Director Finalist. Board members finished the discussion walking through how the interview will be administered by the Library Board.
Interim Director Janet Mills gave an update on a legislative bill.
2020 - 2021 Meeting Planning
Discussion on future work of Library Board
The committee discussed the Library Board work reviewing the meeting agenda overview handout. Erin Vrieze Daniels recommended a more robust meeting schedule.
2021 – 2022 Meeting dates and locations
The committee discussed meeting locations and times for the rest of 2020 and 2021.
2020 – 2021 Meeting agendas discussion
Chair Blauvelt and committee members reviewed the 2020 Meeting agenda overview and what to expect in the upcoming Committee and full Library Board meetings. Chris Damsgard discussed planning the agenda based on results and outcomes. Chair Blauvelt discussed planning the agenda based on board accomplishments needed for the year.
Jonathan Gaw moved to approve the “2020 Meeting dates and locations” adding a Director Selection Process committee meeting in early April 2020 and two additional Executive Committee meetings in early July and September of 2020; seconded by Sheila Letscher. Motion passed.
New Library Director Orientation/Retreat
Committee members agreed that discussing the new Director Orientation/Retreat should take place at the next Director Selection Process committee meeting.
March full Library Board Agenda
The committee outlined the proposed draft full Library Board agenda for March 25, 2020, in the Doty Board room at the Minneapolis Central Library. Appoint Nominating Committee members to the committee.
Bylaws review – process/next steps
Committee members reviewed the Bylaws and possible changes such as attendance for board members. Committee members discussed the next review date of the Bylaws. Chair Blauvelt suggested discussing attendance modifications with County Commissioners to assure it aligns with the Hennepin County code of conduct.
2020 policies for review – process/next steps
Committee members discussed the policies to be reviewed in the year 2020.
Recording of meetings – procedures/next steps
Committee members discussed the process for requesting past Library Board meeting recordings for a board member who requests them. Director Mills clarified in the past recordings were only used by the board clerk to review meeting summary for accuracy.
All requests for public information are made through the library board clerk for tracking purposes and consistency of response. Board members must fill out a privacy data request form. Chair Blauvelt suggested discussing the process further at the next full board meeting for clarity, however not changing bylaws to reflect.
Erin Vrieze Daniels suggested changing the Bylaws to reflect changes for board members to receive past board meeting recordings. Sheila agreed to make changes and send it to everyone board members for review and discuss at the next full board meeting.
Communication Protocol Update
Library Board clerk gave an update on issues IT had when trying to implement the board communications protocol method with members of the public. IT was unable to set-up automatic response emails from the board's shared email account. The committee suggested making the president’s email account the primary account to respond automatically to the public.
Katherine Blauvelt made a motion to adjourn the meeting at 7:26 p.m.; seconded by Erin Vrieze Daniels. Motion passed.