Warren-Newport Public Library District Board of Trustees Committee of the Whole Report Date and Location of Meeting: October 6, 2015, McCullough Board Room Members Attending: Tom Colwell, Sue Niemi, Nancy Sheldon, Andrea Farr Capizzi, Jo Beckwith, Ryan Livergood Members Absent: Bob Diehl, George Kotsinis Also Attending: Noreen Reese The meeting was called to order by President Beckwith at 7:01 p.m. Public Comment: None FINANCE COMMITTEE OF THE WHOLE: Finance Committee of the Whole began at 7:02 p.m. Treasurer Farr Capizzi recommended approval of the August financial statements. She has received the draft of the annual audit and will complete her review by the October 12, 2015, deadline. McClure will report at the October Board meeting. What’s Next? (Owner -Action Items -Deadline) McClure to present at October board meeting. Recommendation for Board Action: Approve August financials, consent agenda BUILDINGS & GROUNDS COMMITTEE OF THE WHOLE: B & G Committee of the Whole began at 7:03 p.m. Copies of the disaster plan were distributed. It is a work in progress. Ryan recommends that the Board review it annually. In their next edit, staff will reanalyze all departmental approaches. Trustees agreed to read the plan. Deadline to offer input on this reading is November 5, 2015. George Kotsinis entered the meeting at 7:07 p.m. Capital Projects Plan for the next 10 years was discussed. It is a starting point. Prioritization of projects takes the timeline into account. Ryan will add evaluation criteria to the plan for November CW (pending board decision on CW). Andrea explained the procedure for segregating funds to save for capital projects. The Board could consider hiring a firm to do a capital project needs assessment. Projects Update: The Point -Tiffany Nash has begun the tween space design. She is working on renderings to fit the budgetary parameters. Ryan expects her to present to the Board in November. Staff Room – The donors have signed a Memorandum of Commitment. Tiffany Nash submitted a proposal to design the project. Consensus was to approve Nash at the October Board meeting. ATM: Ryan presented information. There was no interest in pursuing this further. What’s Next? (Owner -Action Items -Deadline) Trustees: Review Disaster Plan. Give input to Ryan by November 5, 2015. Ryan: Add evaluation criteria to Capital Projects Plan by November 3, 2015 (potential CW meeting). Recommendation for Board Action: Disaster Plan for approval at the November Board Meeting, new business Tiffany Nash: Present to the Board on The Point at the November meeting (info item) Approval of Memorandum of Commitment, October Board meeting, consent agenda Approval of Tiffany Nash as the designer on the staff room project, October Board Meeting, new business PERSONNEL COMMITTEE OF THE WHOLE: Personnel Committee of the Whole began at 7:26 p.m. WNPLD Form April 2013 020 Welcome, New Employee: Incorporated two prior policies: 040 Introductory Statement and 060 Patron Relations. Consensus was to eliminate 020 as a formal policy, but use it as an introductory greeting/letter in the Personnel Policy Manual. Consensus to eliminate Policies 040 and 060 as separate policies. 051 Employee Acknowledgement Form: Consensus was to eliminate this as a policy but to continue to use it as an internal form. 115 Serious Illnesses in the Workplace: Grammar and format changes. Change policy number from 800 to 115. Employees should direct questions to the Administrative Associate for Human Resources rather than to the Executive Director. Consensus was to approve these changes. 802 Recycling: Recycling is a practice of the library. Guidelines and practices are fluid; practices are posted within. Consensus was to eliminate this policy while continuing to manage the practice internally. 804 Employee Commute Options: Consensus was to eliminate this policy. 528 Suggestions for Improvement: Grammar and format changes. Change policy number from 806 to 528. Remove procedures. Consensus was to approve these changes. Recommendation for Board Action: 020 Welcome, New Employee!: Eliminate as a policy, consent agenda 040 Introductory Statement: Eliminate as a policy, consent agenda 060 Patron Relations: Eliminate as a policy, consent agenda 051 Employee Acknowledgement Form: Eliminate as a policy, consent agenda 115 Serious Illnesses in the Workplace: Approve, consent agenda 802 Recycling: Eliminate policy, consent agenda 804 Employee Commute Options: Eliminate policy, consent agenda 528 Suggestions for Improvement: Approve, consent agenda COMMITTEE OF THE WHOLE (OTHER): Discussion of other matters before the Committee of the Whole began at 7:40 p.m. Committee of the Whole was discussed. Consensus was to bring this to a vote at the October Board meeting. Ryan gave an update on the Strategic Planning process. Surveys have been sent to George for data crunching and summarization. Ryan will post a strategic plan blog on the library website. He has also interviewed a few community leaders and will do a few more. They have been useful for making connections and getting feedback. One consistent comment has been the recommendation that WNPL should increase its community presence outside the library. The SOAR session will be December 1, 2015 at 7 p.m. To increase preparedness and maximize the meeting time, Ryan will send out information for review (“homework”) prior to the session. What’s Next? (Owner -Action Items -Deadline) Ryan: Send information to trustees for review prior to December SOAR session. Recommendation for Board Action: Committee of the Whole, Action item, October 2015 Agenda items for Committee of the Whole next month: Finance: September financials B & G: Projects update Policy: 2040 Wage Scale; 3023 Fines and Fees Personnel: Policies 305, 308, 309, 508, 505 Other: Homebound delivery Jo Beckwith, President 10/6/15