Warren-Newport Public Library District Board of Trustees Committee Report Form Committee: Policy Committee Date and Location of Meeting: Monday, January 5, 2015, McCullough Board Room Members Attending: Sheldon, Livergood, Friedman, Beckwith Also: Kotsinis, Reese Summary of Meeting: The meeting was called to order at 7:03 p.m. Four citizens attended; there was no public comment. Policy 1035 Legal Counsel and Professional Consultation: No changes Policy 4015 Sponsorship: Grammar, format, and word clarity changes. Article 4: Remove “WNPLD will maintain a sponsorship register on its website and on its Intranet. WNPLD Administration will enter sponsorship agreements on this register.” This has never been done. Article 4, Final bullet point: Change to read, “All prospective sponsors will be given a copy of this Policy.” (rather than “. . . sponsors should review this Policy.” Policy 2010 Routine Banking Procedures: No changes. Policy 1033 Safe Deposit Box: Final paragraph: specified that the safe deposit audit is conducted by the ED and Board Secretary. This reflects long standing Board practice, but was not specified in the earlier version. Policy 3010 Hours of Operation: Word clarity, grammar, and format changes. Article 2: Saturday bookmobile hours are now 15 minutes earlier. Section 3.03: Unplanned closures will be announced when possible. Policy 3025 Interlibrary Loan: Word clarity, grammar, and format changes. Sections 2.02 and 3.01: WNPLD will borrow and loan materials within the continental U.S. Policy 2001 Budget and Finance: Word clarity, grammar, and format changes. Paragraph 3: WNPLD will spend 9-14% of the total budget (minus capital expenditures and debt service) on materials for patrons. Policy 2025 Purchasing (Bids/Quotes): Word clarity, grammar, and format changes. Section 2.03: WNPLD shall publicize it system of lists no less than once per calendar year (was occasionally). Section 2.06: removed “by telephone” as a method of receiving proposals. Section 2.07: clarified the definition of emergency expenditures. Require approval of ¾ of board members for emergency expenditures over $5,000 to comply with change in this law (was formerly 2/3). Policy 3055 Display and Literature Distribution: Attorney Lenzini responded to questions today. DD Reese distributed information on policies of other libraries. ED Livergood will contact Attorney Lenzini with further questions. Committee members can forward their questions to ED Livergood so they can be included when he speaks with Attorney Lenzini. Discussion and revisions continued to the next meeting. What’s Next? (Owner-Action Items-Deadline) Send further legal questions re: 3055 to ED Livergood (committee members) Contact Attorney Lenzini with further questions re: 3055 (Livergood) Forward Attorney Lenzini’s email to all committee members if Attorney Lenzini approves(Jo) Recommendation for Board Action, if any (state in the form of a motion[s]): Move that the Board approve Policy 1035 Legal Counsel and Professional Consultation as presented (consent agenda) Move that the Board approve Policy 4015 Sponsorship as presented (consent agenda) Move that the Board approve Policy 2010 Routine Banking Procedures as presented (consent agenda) Move that the Board approve Policy 1033 Safe Deposit Box as presented (consent agenda) Move that the Board approve Policy 3010 Hours of Operation as presented (consent agenda) Move that the Board approve Policy 3025 Interlibrary Loan as presented (consent agenda) Move that the Board approve Policy 2001 Budget and Finance as presented (new business) Move that the Board approve Policy 2025 Purchasing (Bids/Quotes) as presented (new business) Meeting and Policies for Next Month: March 2, 2015 @ 7 p.m. Policies: 3055, 4045, 4010, 3063, 3050 The meeting adjourned at 7:58 p.m. Jo Beckwith, Chair 1/5/15