(Approved June 19, 2008)
06-03-2008
3:00 p.m.
Paseo Verde Library
Call to Order
Chair Colleen Bell called the meeting to order at 3:04 p.m.
Roll Call
Board Members Present:
Chair, Colleen Bell, Tom Fay and Herb Hunter.Approval of Agenda
The agenda was approved as written.
New Business
Discussion regarding the Bylaws of the Board of Trustees of Henderson District Public Libraries.
Tom Fay explained there has been concern over the Henderson District Public Libraries’ [HDPL] Board of Trustees Bylaws. The Nevada Revised Statutes [NRS] provides required guidelines for Bylaws and HDPL Board Bylaws aren’t even close to being in compliance. The current Bylaws have not been updated since 1982.
The HDPL Board Bylaws must comply with current NRS statutes and use current and appropriate terminology. Tom Fay suggested reviewing other organizations’ Board Bylaws.
The Bylaws would be a good resource guide for new Board members if the duties of the Trustees are outlined.
At one point, it was suggested the Board Bylaws be reviewed every five (5) years from the date of approval.
Colleen Bell suggested the Bylaws be reviewed every odd year, in July (the beginning of the fiscal year), to coincide with the Nevada State Legislative session. New laws affecting the Bylaws could be reviewed and incorporated at that time.
Colleen Bell asked if the mission statement listed is the HDPL adopted mission statement. Tom Fay replied yes and added that the List of Values and Library Bill of Rights could be added as appendices to the Bylaws. Reference could be made in the Bylaws and wording could be added such as “as outlined in Appendix I”. Colleen Bell asked if the subject of ethics is addressed. Tom Fay said ethics are covered in NRS and a section could be added.
Tom Fay stated he would like the Bylaws finished and approved by the June meeting.
Herb Hunter asked, in regard to the Duties of Trustees, should the required number of meetings be stipulated? Tom Fay responded that NRS specifies that a trustee can’t miss more than three (3) consecutive meetings. Board members can then vote the Trustee off the Board or this can be specified in the Bylaws, referencing the statutes.
Tom Fay explained that often potential Board members don’t have a full picture as to what the job entails and he tries to meet with them to explain the responsibilities. The Bylaws will be a document to which potential Trustees can refer. It was also pointed out that Board Trustees and potential Trustees have a responsibility to educate themselves about the organization.
Colleen Bell, referring to Article 5, objected to the term “problem.” Special committees may be appointed by the Chair for reasons other than problems; general research and personnel issues shouldn’t be considered problems. Tom Fay mentioned that this was old language and could most certainly be replaced.
Colleen Bell suggested that every reference to Robert’s Rules of Order be changed to Robert’s Rules of Order, Newly Revised to ensure the most current publishing is used.
A library attorney component was added by Tom Fay. It may be necessary to have counsel attend each Board meeting at some point in the future.
Tom Fay explained that the order of business at each meeting should be: Call to Order, Roll Call, Approval of Agenda, Consent Agenda, New Business, Old Business, Announcements, Public Comment and Adjournment. Routine business items can be covered under the Consent Agenda and approved en masse. These items are not expected to be controversial and will be considered together and approved in a single motion. Any person desiring to remove an item for separate consideration should so request before approval of the agenda. Items pulled from the Consent Agenda will be considered separately. All other consent items will be approved as one item.
Colleen Bell indicated that a better description is needed under Article 2, Section 5 to describe the actual process and individual responsible for minutes, filing and board correspondence.
Tom Fay said minutes must be posted within thirty (30) days to be compliant with state law. Board minutes must be kept forever. A digitizing process is underway to better preserve minutes and other documents. Colleen Bell said the preservation will be important to the history of the library district.
Colleen Bell asked if the Board has Directors and Officers insurance. Tom Fay replied yes, as does the Board of the Friends organization.
It was agreed that the revised bylaws will be presented to the Board as an information item in June and an action item in July.
The meeting adjourned at 3:51 p.m.
Announcements
The next Board meeting will be held on June 19, 2008 at the Paseo Verde Library, 280 S. Green Valley Parkway, Henderson, NV.
Public Comment
Note: Pursuant to Nevada’s Open Meeting Law, action may not be taken on matters presented during this period until included on a future agenda as an action item.
Adjournment
The meeting adjourned at 3:51 p.m.
Pursuant to NRS 241.020, written notice of the meeting of Henderson District Public Libraries’ Board of Trustees was posted by Friday, May 29, 2008, at least three (3) business days before the meeting, including in the notice the time, place, location and agenda of the meeting. Details of the agenda may be obtained by calling 492-6584.
Posted at Paseo Verde Library, James I. Gibson Library, Lydia Malcolm Library, Pittman Library, City of Henderson-City Clerk’s Office, and the HDPL website.