Current Board Meeting Minutes

BOLIVAR – HARPERS FERRY PUBLIC LIBRARY

Board of Trustees Meeting Minutes

Wednesday June 13, 2018

 

The meeting was called to order at 7:02 p.m.

Present were Deb McGee, Joan Goode, Jodi Robinson, Janet Harrison, Vickie Gale and Toni Milbourne

Toni Milbourne waived her right to privacy for the Director’s annual evaluation and requested an open session.

Director’s Review: Deb McGee presented her annual evaluation of Director to Toni Milbourne.  The remainder of the Board agreed that the final evaluation done by Deb McGee did not represent the issues discussed at the May 14, 2018 Director’s review meeting and as a result Toni Milbourne did not have important information as to the issues involved. Deb McGee presented a draft Individual Development Plan to include:

1)Develop strategies for effective staff management

2)Record goals, objectives and assessment each week

Janet Harrison recommended being more specific as to goals and objectives. Deb McGee stated that the WVLC suggested that the Board review Toni Milbourne’s progress at 3 and 6 month intervals. Board will have a meeting on June 21, 2018 @10:00 a.m.  to finalize the Individual Development Plan to present to Toni Milbourne at the next Board meeting on July 9, 2018.

Joan Goode made a motion to review minutes.

Motion to approve with two amendments: Vickie Gale, 2nd Janet Harrison. All agreed

Director’s Report: Details are in Director’s Report of June 13, 2018.  Director reports that she received the information on PEIA insurance and finds it is prohibitive as an option at this time.

Financial Report: Unavailable

Unfinished Business:

Employee Evaluations for 2017 & 2018: Board expressed concerns regarding 2017 reviews. Evaluation process will be reviewed and improved.

Policy revisions:

Jodi Robinson and Janet Harrison submitted Travel Policy for a 2nd vote. Motion to accept Travel Policy: Joan Goode, 2nd; Jodi Robinson. All agreed.

Jodi Robinson and Janet Harrison submitted Grievance Policy for a 2nd vote.  Motion to accept: Vickie Gale, 2nd,  Joan Goode. All agreed.

Suggested policy revision: Change $5000 expenditures to ­­$500 $5000 for capital expenditures (emergency repairs) on the budget. Motion: Jodi Robinson, 2nd Joan Goode

New Business:

Purchase of new computers/possible grant: Director stated that she applied for the grant to purchase computers and is hopeful the Library will be awarded the grant.

Suggested budget item: Joan Goode suggested reconsidering the Bearded Dragon budget.

E-books: We belong to WV Reads. Information available in Library.

Jodi Robinson requested a line change on the budget report: Separate lines for local and long distance travel. Director will make changes and present to the Board for review in July, 2018 and possible vote in August, 2018.

Best practices for minutes: Deb McGee suggested including Toni Milbourne in all phases of the Board minutes.

Best practices for agenda: Deb McGee suggested including Toni Milbourne in all phases of the Board agenda.

Deb McGee reports that the Bolivar-Harpers Ferry Library has been invited to participate in the African American Festival in Charles Town August 17th – 19th.  Some suggestions of objectives would be to promote Library as an inclusive place and promote children’s reading. Possible activities suggested include handing out books, pencils, bookmarks. Possible fun activity with Deb McGee’s map puzzle.

Comments/Questions from the Visiting Public:  Giordanna Baker, Tom Milbourne, Amanda Stroud

Meeting adjourned: 9:28  p.m.

Next meeting:  July 9, 2018 at 7:00 p.m.

Respectfully submitted,

Victoria Gale

 

 

BOLIVAR – HARPERS FERRY PUBLIC LIBRARY

Board of Trustees Meeting Minutes

Monday May 14, 2018

 

The meeting was called to order at 7:00 p.m.

Present were Deb McGee, Joan Goode, Jodi Robinson, Janet Harrison, Vickie Gale

Toni Milbourne waived her right to privacy for the Director’s review and requested an open session.

Comments/Questions from the Visiting Public:  Lisa Palmer

Minutes were distributed and approved after amendments. Motion to approve Janet Harrison, 2nd Vickie Gale

Director’s Review: Deb McGee compiled the reviews submitted by the Board as per the April 9, 2018 Board meeting.  Deb McGee suggested a performance improvement plan and offered to make an initial draft for the Board to discuss and consider. This plan would be for remediation that includes a timeline for completion and frequent interim reviews.

Some suggestions from the Board for areas of improvement for the Director included:

1) Spend a week shadowing Hali Taylor, the Director of the Shepherdstown Library.

2) Professional behavior and better relationship with employees and patrons.

3) Physically in the Library during business hours of 9:00 a.m. through 5:30 p.m.

Janet Harrison suggested hiring a Mediator at the Library’s expense and offered to find a Mediator and find out the costs.

Director’s Report: Details are in Director’s Report of May 14, 2018.  It was suggested that if the Library would like to attempt a class, such as the jewelry class, that a supply fee could be charged to offset the expense.

Financial Report: Board received the budget report.  Board agreed to peruse the report and discuss at next meeting June 13, 2018.

Unfinished Business:

Employee Evaluations: Deb McGee submitted 2017 and 2018 Employee Evaluations.

Policy revisions:

Jodi Robinson and Janet Harrison submitted Travel Policy Draft. Motion to review: Joan Goode, 2nd: Vickie Gale. Motion to accept amended Travel Policy: Joan Goode, 2nd: Vickie Gale

Jodi Robinson and Janet Harrison submitted Grievance Policy Draft. Motion to approve discussion: Vickie Gale, 2nd: Jodi Robinson

Healthcare Benefits: Director waiting for more information on costs.

New Business:

Purchase of new computers/possible grant: Director stated in the Director’s Report that the Library IT person (Tina) is gathering costs for 10 computers (2 new for staff and 8 refurbished for public use) and that Director would then submit a grant request to the WV Library Commission.

ESOL Books: agreed not to order at this time. Motion: Joan Goode, 2nd: Jodi Robinson

Times available for public participation at Board meetings: Suggested to move time of public comments to end of session.

WV Public Library Trustee Manual Compliance: Deb McGee requested that the Board adhere to the WV Public Library Trustee Manual regarding e-mails. Board members should not be e-mailing each other about Board business unless it’s to the entire Board.

 

Meeting adjourned: 9:03  p.m.

Next meeting:  June 13, 2018 at 7:00 p.m.

Respectfully submitted,

Victoria Gale

 

 

 

 

 

 

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