Pending Library Board Approval at the June 24, 2026 meeting
Minutes Prepared By: Megan Butman, Library Board Trustee
Call to Order and Roll Call
The Governance Committee called the meeting to order at 5:15 pm.
Present: Mika Yamamoto (Board Trustee, Governance Chair), Megan Butman (Board Trustee, Governance Chair), Billy Treece (Director of Finance & Human Resources)
Public commentators: none
Public Comments
No public comments were received in person or in writing for this meeting.
Bylaws Review Timeline
The governance committee will review and discuss bylaw changes during the July (7/6), August (8/17), and September (TBD) committee meetings, culminating in recommended updated bylaws. These proposed updates will be presented to the full board in October, with a final vote scheduled for November. Trustees who wish to participate in the bylaw review process are encouraged to attend these meetings. If attendance is not possible, trustees may submit their input via email to Megan, and their comments will be shared and discussed during the meeting.
Required Reports Policy Review
This policy specifies which reports need to be included in the monthly board packet. Staff recommends moving this list, or a variation of it, into the bylaws.
Recommendation: The governance committee recommends removing this policy and incorporating its provisions into the Trustee Manual. This change would allow greater flexibility, making it easier to update or modify the requirements as needed rather than relying on the more rigid bylaw amendment process.
Remote Participation Policy Review
This policy has not been revised since 2017 and is currently undergoing a legal review to ensure compliance with updated laws. Legal counsel is assessing the policy, and once their review is complete, only the amendments required by law will be presented to the full board.
Recommendation: The governance committee recommends adopting these legally mandated changes to align the policy with current requirements.
Mandatory COVID-19 Vaccine Program Review
The emergency policy implemented in 2021 included a six-month review process, which was not completed. As this policy is now unenforceable, continuing to maintain it creates unnecessary administrative burden. The vast majority of public and private organizations have sunset their mandatory vaccine programs.
Recommendation: The governance committee recommends formally discontinuing the policy to streamline operations and remove outdated requirements.
Finally, the governance committee recommends that the three policies listed above be put in the consent agenda for the June full board meeting. The governance committee scheduled their next meeting dates: Monday, July 6 & August 17 at 5 pm.
Adjournment
The Governance Committee adjourned the meeting at 5:45 pm.