The Boardroom Webinar Series 2017
Iowa Library Trustees Handbook c2014 In Service to Iowa C2016 Published by State Library of Iowa http://www.statelibraryofiowa.org/ld/t-z/trustees/trusthandbook14 http://www.statelibraryofiowa.org/ld/a-b/accr-and-standards
Tonight in The Boardroom Toward Better Board Meetings Sources for board meeting information Agendas, minutes, reports Public input, open-closed meetings Calendars, websites, and resources
How would you describe an effective meeting?
These Sources Offer Guidance on Public Library Board Meetings Standards Library Trustees Handbook Board Evaluations / Checklists Iowa Code Chapter 21
Standard #5 [Tier 1] board has written bylaws that outline its operational procedures, reviewed at least every three years Library Board Meetings: Source = Standards Standard #6 [Tier 1] board meets no fewer than 10 times a year, with the director in attendance and in accordance with Iowa Open Meetings law Standard #12 [Tier1] library director provides written financial & statistical reports for review at board meetings
Ordinance vs. Bylaws What s The Difference? Ordinance Bylaws
My Favorite Standard #8 [Tier 1] All members of the library board of trustees participate in continuing education each year Changed Tier Level
Library Board Meetings Source = Iowa Library Trustees Handbook Chapter 6: Meetings Including Responsibilities Decision-making Bylaws Chapter 10: Legal Matters Including Iowa Open Meetings Law Iowa Code Chapter 21
Iowa Library Trustees Handbook, c2014
The Meeting Structure Giving Notice Standard Order of Business Agendas Minutes Public Input Reports
Giving Notice Public notice of the date, time, and place of the board meeting, along with a tentative agenda, must be posted at least 24 hours before the meeting. Iowa Code Chapter 21
Electronic Meetings? Yes, You Can Conditions: Physical Location Conversation Access Use Sparingly See Iowa Code 21.8 http://ifoic.org/open-meetings-open-records-handbook/
Standard Order of Business Minutes Reports Unfinished business New business
Anytown Public Library Board Meeting April 27, 2017. 6:00PM. Library Meeting Room Call to Order Agenda Approval Minutes Approval Reports: Board Education / Director / Staff / Others Bill Approval Public Comment Correspondence Unfinished Business New Business Agenda Items for Next Meeting Upcoming Meetings Adjourn
Adopting the agenda President and/or executive director may present the agenda Board adopts it (the meeting belongs to all the board members) Nothing added after adoption (do it ahead of time)
Minutes Shouldn t Take Hours Minutes are a record of what was done, not what was said. No vote necessary to approve. Make corrections until minutes are right If disagreement, then vote on how to correct them
Minutes Public record (Iowa Code Chapter 22) Try a template Rotate this task
Sample Minutes Template John Grisham: James Patterson: Mary H. Clark: present absent present absent present absent Agenda Approval: Moved Seconded Minutes [Corrections If Needed] Bill Approval: Moved Seconded Unfinished Business (narrative / notes) New Business (narrative / notes) Reports (narrative / notes) Adjournment: Time
Minutes Continued It s 2017 = Handwritten is so yesterday No need to read aloud when they re in the cloud!
Public Input Understand that your board meeting is a meeting conducted in public, not a public meeting. Iowa Library Trustee s Handbook c2014. [page11] State Library of Iowa.
A government body can make and enforce reasonable rules for the conduct of its meetings to assure those meetings are orderly and free from interference or interruption by spectators. Iowa Code Chapter 21.7 2017
Officer reports Staff reports Reports Standing committee reports Special committee reports Oral, written, or both
Reports A Love-Hate Relationship More than stats also share good stories! Remember board education reports
Taking Action Unfinished Business (NOT old business) New Business
Closed Session?? Tread Carefully Very few allowable reasons to close a public meeting Iowa Code Chapter 21.5
Closed Session Must be in open session before you can go to closed session Requires 2/3 vote of entire board or unanimous consent of those present and voting to go to closed session
Minutes Must Include: The vote of each member on whether to go into closed session The reason for holding the closed session by reference to a specific exemption in Iowa Code Chapter 21
Closed Session Continued Must have detailed minutes and audio recording of closed session Must come out of closed session to vote or take any action
https://www.legis.iowa.gov/ombudsman/
https://www.ipib.iowa.gov/
Taming Paper, Going Green @ Atlantic Public Library http://www.atlantic.lib.ia.us/board-of-trustees.html
Bring a Calendar to the Process
Finding Balance & Time Savers Formal or informal rules, or both Limit the time for each section Parking Lot Reports in writing Motions in writing Review action items and who does them
Resources Iowa Library Trustee s Handbook c2014. State Library of Iowa. Iowa Code 2017 Chapter 21 (Open Meetings) Robert s Rules of Order Newly Revised In Brief Robert s Rules of Order Newly Revised Eastern Iowa Parliamentarians (2 nd Sunday of month) Central Iowa Parliamentarians (3 rd Friday of month) Official site of Robert s Rules www.robertsrules.com Laura Meade, Professional Registered Parliamentarian meadelaura78@gmail.com 319-899-2023 cell
Watch For Evaluation and Attendance Certificate Coming By Email
The Boardroom Continues Raising Our Standards May 25, 2017 6:00-7:30PM
That s Our Time Thanks For Attending!