The conduct and record of meetings informing or consisting of acts of governance of the library is dictated in part by this policy. Members of the Board of Trustees are the principle parties affected by this policy. Public access to the workings of governance of the library is enabled by this policy.
Statement of Purpose
The investment of public funds in the library entails an expectation of inclusion in meetings concerning governance of the library. Meetings between members of the Board of Trustees in whole, comprising a quorum, or of committees concerning the library are directly in the public interest and protected by the Open Meetings Law. The law gives the public the right to attend meetings of public bodies, listen to the debates and watch the decision making process in action. This policy serves to demonstrate understanding of the scope and application of the Open Meetings Law, to inform Trustees and the public how the library meets the requirements and the intention of the law.
Meetings of two or more Trustees including regular business meetings, working sessions and advisory meetings are open to the public. Meetings may be closed to anyone not invited by the Board in eight limited circumstances, detailed in the attached Lawful Executive Sessions guide. Meetings will be advertised in the news media and within the library including online venues. Minutes detailing votes taken on motions, proposals, resolutions and any other matter formally voted on by a quorum of the Board of Trustees will be kept; documentation of supporting discussions may also be retained.
Meetings scheduled a week or more in advance will be publicized in the media (including library websites) at least three days in advance of the meeting. When a meeting is scheduled a week or less in advance, public notice will be provided in the most ready manner available. Any documents to be formally considered by the Board will be made readily available to the public. Minutes of open meetings will be made available within two weeks of the meeting. Minutes of Executive Sessions will be made available within one week of the Executive Session. Minutes that have not yet been approved at an open meeting may be marked ‘draft’ or similarly, indicating they have yet to be evaluated.
It is the responsibility of the Board to perform or delegate all procedural steps pertaining to public notice of meetings, provision of documents under consideration and minutes of meetings; Officers of the Board will determine the validity of proposed Executive Sessions. The Library Director or a designee holds responsibility for providing documents related to the policy to the concerned parties. The Library Director is responsible for training and supporting staff regarding this policy.
Approved Date: 10/13/2016