Leach Library Trustees - Regular Meeting

I would like to call this meeting to order at 6.04 p.m. And this is a meeting of... Sorry, this is a meeting... Sorry, you're right. This is a meeting of the bylaws subcommittee for the Leach Library trustees, Board of Trustees. Call to order at 6.04 p.m.

We'll start with the pledge. We'll start with the pledge of allegiance, please. I pledge allegiance to the flag of the United States of America, and to the republic for which it stands, one nation, under God, indivisible, with liberty and justice for all.

All right.

Comments? None? All right. Donna sent me the same thing that she sent you. This is the latest one. You know, as you heard me comment the other night, this thing has become so convoluted.

Yes. As of September 2025, this is the most recent draft.

Yes, yes, yes, yes.

And it appears it's a combination of... things that make perfect sense, things that have arisen clearly in the last few months. There's people called out by name in this that probably should not be called out by name.

Oh, jeez, I didn't see that.

Oh, it's not like, you know, oh, Liz is responsible for blah, blah, blah, but, like, right at the very end talking about the, oh, my computer is lagging, at the very end talking about the legal part that we're working with, the name of the attorney and stuff. Oh, yes, yes, yes. For the sake of continuity, it should probably.

Strike a lot of that.

Exactly. Okay. A little more generic.

All right. Well, we're in charge, so where do you want to start?

That is an excellent question. All right, it is opening here. All right. I think what I would like to begin with is The grammar and typos and things like that, I have no problem running through and fixing. That'll take almost no time at all. I think what I'd like to start with is looking at the code of ethics, because we voted to adopt that. Shall we? I think that's something that should go into the bios.

100%.

And I think we need to start going through the terminology and phrasing in here and see how we feel about each section, and then I think the next step would be looking at looking at the RSAs and making sure that they're consistent. Yep. How does that sound to you?

Sounds like a perfect plan to me.

Okay. All right. So starting on page two, article one, organization, section one, name and statutory authority.

Yep. Mm-hmm. Linden, Derry, Leach, Bryant Library. We're here and after is the board. Provision, Seattle. You're right, we just need to check the RSAs and make sure that we're good.

Create. Zoom.

Yeah, I think this is all good.

I think so, too. I don't think that got particularly... I'm going to just make it as a... I'm just going to make comments on my copy of this just for my feature records. Check. All right, section two, membership and vacancies. The board shall be composed of seven, seven odd numbered registered voters of the town of Londonderry, duly elected by ballot annually for a staggered three-year term. Do we need to, does it need to say seven and then seven odd numbered?

We'll leave it as is. Okay. Just for the sake of, I don't think so.

Yeah.

We'll run it through the, The grammar meister, Beth.

She liked it. Go for it.

Yeah.

Trustees should not be members of the library staff. Should a vacancy arise for any reason, the board of trustees pursuant to RSA 202-A-10 may recommend to the town council qualified individuals for appointment to the vacancy until the next time.

Okay. I would like to adjust this section just to see what you think about it. And, you know, sometimes time doesn't work in our favor, but I would really like, a process in the bylaws very similar to what the town council does that we open the position we advertise it we encourage people to send letters of interest etc and we invite them in for you know a discussion so that we kind of have a feeling you know of who we are really recommending To the town.

I agree.

So maybe we can create some language around that.

Yeah, outline the steps of the process.

In fact, you know, we might be able to, is that out on the town charter? You know, let me dig into this.

Okay.

And we'll find some language and we'll, okay. I'm looking over that. That's my action item. Language. Language. for replacements. Okay. And we'll discuss that at our next meeting.

I'd like to put into the... because I'm going to be taking those simultaneously.

Yep. I mean, you know, it's always good to have, like we did, we had individuals' letters of interest, and we did have meet the candidates. Well, no, that was different. That was meet the candidates when people were running for office. Yeah. So that's separate. So I'm not saying that we shouldn't have letters of interest. You know, we should. But I think it's very valuable to have that face-to-face discussion with people.

Yes, I agree.

Okay. So language replacements, interview process. Similar to the town, okay. Okay, and I'll put that on the Nancy list. Mm-hmm. So review town. All right. All right. Wasn't this language around alternates?

Very confusing because we had the may, the option, et cetera.

I think this has to go before the board again, and I think that we have to decide again whether we even want alternates before we create any language around that. What do you think?

Yeah, I think we need to be mindful of that. making sure that we still have the option is valuable because we don't know what the future will bring. But I think we need to be explicitly clear about the conditions under which it's worth pursuing because that was a massive waste of time for so many people last year. Oh my gosh. Yeah.

Yeah. Yeah. Okay. We'll put that on the Erica list. Yeah. Okay. All right. I will slow my screen here just a sec.

Officers.

Officers.

The officers shall be a chairperson, a vice chairperson, a secretary, a treasurer, and an assistant treasurer, if deemed necessary by the board, and elected from among the members of the board for a one-year term at the first trustee meeting following count election.

Okay. I want to talk about that, too. Yes. So I think the assistant treasurer was new, wasn't it?

Yes, I think that was something that was raised, but then never pursued.

So I think we should strike that and see if the board agrees, because quite frankly, as long as we have somebody that is very qualified and capable like we do now with the treasurer I don't think that that's necessary so you know this is a living document and if we need to change it we can always change it but let's strike that for now yes I agree we'll see if the board feels the same way and I also wanted to talk about and I think that it comes afterward too but this indicates that Officers are appointed at the first regular meeting following the election, and the election is in March.

There's a section later on that says that it will happen in April, that the first meeting in April is when this election will happen.

I think that we need to change this language immediately following the election. Because as we saw this past year, the chair resigned and we were without a chair, so we needed leadership immediately.

We could change the phrasing for that. One-year term at a special trustee meeting following...

Immediately following.

Immediately following. We might want to put in there some sort of language that this is based on the ability of candidates, of newly elected trustees to get in and get sworn in. What we can say is at a special trustee meeting immediately following town elections once the newly elected trustees have taken their oath of office.

What do you think? I think we can change it if need be.

Okay. Yep.

Okay. The chairperson shall preside at all meetings of the board. authorized calls for any special meetings, appoint all committees, execute all documents authorized by the board, and generally perform duties associated with that office. The meeting agenda is set and distributed by the chairperson, which is not completely true. It's the chair and the director of the library that set the agenda. So I think that we should rephrase that.

The chairperson shall establish memoranda should be a memoranda of understandings with groups such as, oh, and the friends, did you, did Beth tell you this? The friends have requested that we remove all reference to them from in here because, yeah. They do not, so when they say memoranda of understandings with other groups as appropriate.

I don't even know why we need to say that. Why don't we, let's talk about that. Why do we need to say that? That your person shall establish memoranda of understandings with groups to work together towards shared goals. Well, we do that anyway. I think that's understood. So I don't think that the chair really needs to do that. So I think we should strike that.

From the chairperson, she'll start a memorandum of things? Yes, I do.

If the board feels differently, then we'll put it back in. All right. Which means that we can strike the next section. The draft shall be, yes, yeah, no, okay.

The chair shall appoint subcommittees to address, to address, do we want to, does it need to be that specific or the chair shall?

You know, I don't think it's, I mean, I didn't feel like I was appointing committees. We just, I think that the chair can discuss with the board and if the board so chooses to appoint committees, something to that effect. But I will tell you one thing that we absolutely have to put in here and it has to be language, that the chair has no more power than any other individual on the board.

That used to be in here.

And cannot override the majority vote of the board. And I have legal opinion to show that to you.

Perfect.

And I can get that to you. I love that. And I feel strongly about that because last year, on at least two occasions, the chair overrode the majority vote of the board and that is simply inappropriate. Correct. Okay. Then that's on the NANCY list. I will get you that language and I'll get you that RSA.

Thank you.

And I did get opinion on that.

I believe you.

From the New Hampshire Municipal Association.

Alright, so put that in there. Do we want to strike the language about appointing subcommittees, etc. ?

Yes, because the chair doesn't do that. I mean, we could if we wanted to, that we could leave the chair in concert with the board. It's appropriate for the chair, him or her, to open that discussion. But the chair doesn't just wake up one morning and go, well, I want a subcommittee board. It just doesn't work that way.

I think that could be, rather than under the individual role of the chair, we can do that as part of the item about what the responsibilities of trustees are.

Correct.

All right. So the vice chairperson, in the event of the absence or disability of the chairperson or of a vacancy in the office, shall assume and perform the duties and functions of the chairperson. The vice chair shall work in consort. That should be consort.

You know what?

With the chair, make sure that all the work on the board is properly scheduled and attended to.

That actually may be right.

Yeah? Consort?

Consort.

But let me look it up. Am I wrong? A consort to me is... a different sort of relationship.

The phrase in consort with C-O-N-S-O-R-T is a formal expression meaning to do something together or in collaboration with someone or something.

All right, I stand corrected.

It typically describes two or more entities working toward a shared goal. Yeah, I looked up and I saw it too because I thought it was a typo. But it's not. And I think all of that is perfectly acceptable. So I'm going to put an okay next to that.

Mm-hmm. The secretary shall keep a true and accurate record of all meetings of the board, provide a copy of the minutes of each board member, of each board member or to each board member.

All right. You and I both went to That meeting, I don't even think we need to do that.

Yeah.

Because if I'm remembering that meeting correctly, what the secretary is required to do is post the meeting minutes. Is it one day or two? You would know now. Two days after?

Yes, a maximum of 72 hours. Okay.

And they don't even have to be voted on by the board.

That's right.

So I think this language can be struck. I mean, we're going to continue, you know, as we're rebuilding our trust with the community and staff, we're going to continue to have our meeting minutes available, you know. Right. And we will vote on them, but I don't think that each individual needs a copy of them.

Okay, I agree.

Okay.

All right, so place a copy of the minutes in the permanent records, the town hall, the town clerk, and me. So right now, I'm not doing that part. That's Donna doing that. And Donna said it was, when I asked her about if that was something I should take off her plate, she basically said, no, that's fine. It's something she's... that it's easier for her to keep doing um and part of her role is you know of course she you know my role as secretary is to maintain an accurate record but then her role as an archivist right is to make sure that that record is accurate so it sort of gives her the opportunity it gives that role the opportunity to have a second set of eyes on this and i think that we should create some language in that so so this is what i think let's take out um

Record all minutes of the board. I think that can be a period. I agree. And we'll take out, provide a copy of the minutes to board members, place a copy of the minutes in the permanent records, blah, blah, blah, blah, blah, blah. File at the library, which will include the board minutes. Okay. I have that all. I took that whole sentence out.

That works for me. What I would happily put in instead is something along the lines of, should I keep a true and accurate record of all meetings of the board and coordinate with the library director to ensure that?

Perfect. If the board wants to change that, we can. Okay. The board may utilize a transcriber who will be paid for. Okay, we don't need this anymore because we have a secretary.

That's right, a secretary doing the thing.

Yeah, doing the work. We don't have to pay anybody. So I'm taking out that whole sentence. The board may utilize a transcriber all the way to board-related materials. In the absence... Okay, now let's read this. In the absence or inability, Secretary, the duties shall be performed by any other member of the chairperson shall designate. Oh, dear.

Yeah, do we want to say... It seems to me that with things like this, it should be as simple as if the secretary is unavailable for a meeting, they shall coordinate with...

This is what I think. I think then the chairperson shall call upon another officer or volunteer or another trustee. How does that sound?

Shall call upon another trustee to perform... Said duties. Said duties, yeah. all right all right oh this treasure thing this is okay the treasurer shall be the disbursing officer of the board sign all checks pay bills in a timely manner establish and maintain separate accounts for books and fines board activities in the building fund reconcile bank statements monthly and present a monthly financial report to the board other trustees may be appointed by the board to assist the treasurer in these duties should the board deem it necessary and assist treasurer will be elected by the board and he she will back up the treasurer in his her duties in the absence or inability of the treasurer the duty shall be performed by any member that the chairperson shall designate yes okay so this is how our finances became such a train wreck yes so and and and we never did this but um i would strike the whole thing about um other board members yeah and yeah yeah

Where does that even start?

So other trustees may be appointed by the board to assist the treasurer in these duties and should the board view it necessary and assist, treasurer will be elected by the board and blah, blah, blah. No. We'll take that whole bit out because that's just silly. I agree.

So I think what we really need to do before we dissect this too much is... I think we need to get some input from ASRA. I was going to say we might want to ask ASRA to... And see if we can maybe do some research about what other libraries have in their bylaws about what the responsibilities are for the treasurer. Because a lot of this, the treasurers pay bills. Isn't that Donna's responsibility? Yeah. Okay. So we're not paying bills.

Yeah.

We can sign checks for sure because that's what she's supposed to do. And this was what got us into trouble with all these. These were Colleen's responsibilities.

And she was phenomenal and is phenomenal at them. So let me put a note in here.

This is an action item. I'm going to put an action item for you that perhaps you and Azra can talk about this. And let's do some research to other libraries. my laws and see what they have their duties and responsibilities for the treasurer.

Agreed.

Yeah, this didn't even happen. The treasurer shall obtain a copy of the MS-9.

Yeah, I don't know, what is that?

Yeah, no, take that out of there. We didn't even get that.

Well, the monthly treasurer reports, there were some of those.

Yeah, and we didn't get, you know, we didn't, anyway, this has just got to be reworked because we didn't close fiscal 25 until budget season. I mean, there were just a variety of missteps. Yeah. And I think this language really needs to be tightened up. Wouldn't you agree?

Agree, yes.

All right.

The treasurer and secretary will work together towards producing and filing the report for the charitable trust unit of the attorney general's office on a yearly basis two months after the library closes out its fiscal year.

Which that didn't happen either.

Yeah, but is that, we want to keep that as it is? Were we doing that or, I was under the impression, again, I was under the impression the library staff were doing that.

I think we're going to put a question mark next to that. Okay, and we can ask Donna. We can ask Donna. Okay.

because i suspect i'm pretty sure that's what that was one of the things that just needs with colleen was she had been doing that and everyone acted like she had so do you want me to ask colleen or do you want i do yes please do you want me to ask colleen or ask donna

Okay, I was going to say, I have, because we have all those good relationships with the librarians, it's like, oh, I'll just ask them, but we... Yeah, chain of command, we talked, yeah, because you talked about this last night, which was, it's true, we need to respect that.

Yeah, Azure was good on that too. Yeah. all right in the event that an officer shows gross negligence or constitutes failure or refusal to perform his or her duties or misses three consecutive meetings a trustee may be released from their position of an office of the board upon two-thirds vote of the board notice that such a vote is to take place shall be made at the public meeting preceding the meeting at which the vote is okay

So this sentence... And it's so poorly written.

It is, right.

Because here's the thing. It refers to an officer and then it refers to a trustee. Yeah.

So... And we don't have the authority to do anything about the trustee. It's the board. It's the officer specifically. So we should change that trustee to officer.

We can remove officers?

I don't know if we can.

I don't believe that we can.

I would imagine that we, I mean... Well, I mean, if there was gross malfeasance and if we suspected embezzling or something like that, then we would have to seek legal counsel and pursue that through the legal... Well, I think there's a question of, there's a distinction between releasing somebody from an elected position and saying you're no longer on the board versus saying you are no longer the treasurer or you're no longer the secretary. And I think that's a clarification that needs to be made in here, that this is specifically about... Because I do think if we are legally allowed to do this, I think it's important for us to have a mechanism, as we witnessed last year, for a board to hold officers accountable.

Right. I mean, people can't just blow off meetings for weeks on end with no communication, no discussion. And I would like to think that people understand that they are elected. Officers officials trustee by the people and they have a responsibility to serve their constituents Which I don't think people really gave that any thought last year. Okay, so I'm going to put this on my list I'm going to get some opinions from the New Hampshire Municipal Association Okay, and I'll look up the RSA's see that pertains to that if any okay so I think that this is also a perfect well maybe not are we under meetings and where are we on what are we on we're about to start um oh 3.8 training it's the last one yeah okay we're under officers or about and then yeah we're under officers right now So remind me, because we need to talk about this, we need to have some language in these bylaws about any individual, whether it's an officer or a trustee, attending a meeting remotely.

Yes.

Because there isn't a definitive RSA that has not been observed. And part of that RSA is that the individual that is calling in must be heard by the entire group. And we did have some of that calling in last year. And it was, yes, nobody heard what the individual on the phone was saying. And particularly the public. So I think we have to look at some language around that. So, okay.

I'm just making a note of that in the minutes. Yeah, thank you. Yeah, of course. So we can hear and comprehend what the individual is saying. Do we want to put that as an action item for you or for me?

Oh, you know what? I'll do that.

Okay. All right.

I mean, I did dial into a meeting when I was in New Mexico. I didn't realize this, but they had me on the big screen.

That is the worst. It is way the worst. I was tired. Uh-huh. You know, it's been a long day. And nobody looks their best on Zoom. It's awful.

But you know what? At least people could hear me.

There was no question about it.

And it was no one's question. It was me.

Exactly. All right. Then we have 398. Training slash professional development will be provided for all new board members. Yes, I believe that. Yeah, we should definitely do that.

Yes, yes, and we've got to figure that out for Miriam for sure.

Yes, yes. If nothing else, I can send her the slides from the training that we had at the beginning of the, just because I know the whole, like, the reply all thing and stuff like that. Oh, yeah. Yeah, I know she does that periodically. I'm like, wait, wait, I know this is not intentional. Yeah. Yeah, so if it's all right with you, I can send that over. Perfect. All right. Actually, if you don't mind, I'll put a quick pause on, and I will do that right now. Or I can do it after.

No, go right ahead.

I'll copy you just so you know. Sure, just so you have it. She's such a sweetie. She's so quiet during meetings, but when we get to talk after, she's really fun to talk to.

She is fun to talk to.

All right, I'll just keep it as a draft for now, but there, it's started. All right.

Okay, the board.

Duties and obligations, section one of the board. The trustees are the governing board of the library. They shall have the entire custody and management of the library of all property of the town related thereto. Okay. The trustees shall adopt bylaws, rules, and regulations for its own transaction of business and for government of the library. I'm just going to put in little words that are missing as I go.

Yes, and I think this is okay, but I would like us all so to add that this is a living document and can be adjusted whenever the trustees feel is appropriate.

I can make that note right now. It's an easy language to put in. The trustees have the authority to amend... or otherwise modify these bylaws, rules, and regulations in accordance with OHA's authority to amend or otherwise modify these bylaws, rules, and regulations as needed. All right. The library director shall prepare an annual budget under the direction of the board. The board shall review, modify, and approve the annual budget for the operating and maintenance of the library from public funds and such other reports as required by law. I don't... This is a place where I think language matters.

Language matters, 100%.

Where under the direction of the board doesn't make as much sense to me as...

I think I like in concert with.

In concert or consort with?

In consort.

Okay. Consort with the board. All right, and then the rest of that we're okay with?

Consort with the board of trustees. I don't know. I think I want some clarity on what do we mean when we say public funds. I mean, I think that's kind of understood, but... OK, 1.3, budget RSA 202-A, colon, 11, 11. OK. And the reason I'm so nervous about that is that whole budget thing last year was such a mess and so convoluted and the left hand didn't know what the right hand was doing and we took so many of those responsibilities away from our staff because we thought we could do it better and then it didn't get done and right you know budget season we missed deadlines and yeah so i'm very clear in our language about what our role is in that without taking on more than is appropriate 100 percent okay

1.4. The trustees shall expend all monies raised and appropriated by the town for library purposes and any income from trust funds. All money received from fines and payments for lost or damaged books and circulated materials shall be held in a non-lapsing separate fund and shall be in addition to the appropriation.

I think this is okay, but I think we're going to... Let's make a note. We'll put okay and then check with Donna.

Yeah, um... Is that, stupid question, but is that the, that's the book fund?

I believe so.

Okay, we should, do we want to, I'll put that in.

Let's make sure we know what, let's make sure we're right on that first. Can I put that on your action list? Yeah. Okay.

All right. 1.5. The trustees shall appoint a librarian whose title shall be library director and who is not a trustee. Okay. Isn't that already covered by the fact that they can't be library staff?

Yeah, we don't need to put that. The trustees shall appoint a librarian.

Should we just say the library director?

Whose title shall be the library director. Yes. And we're going to strike this. And who is not a trustee because we already said that.

Yeah. So just to be sure, we're saying the trustee shall appoint a library director or the trustee shall appoint a librarian whose title shall be library director.

I think we just appoint a library director. I mean, she is a librarian. Okay, she can't be a director of the library if she's not a librarian.

No, that's exactly. Trustees shall appoint all other employees of the library in consultation with the library director and determine their compensation in terms of employment.

Okay, so I want to talk about this one because this was a big thing last year that, you know, Erin didn't have the ability to... hire staff.

Right, without the board having their hands in it.

I don't want to interview candidates. I don't want to interview staff. I don't want to review resumes. I don't want to do any of that. That's the director of the library's job, in my opinion. And I think this is kind of what this was trying to get to.

Yeah, I think we should strike all of that. I think if we need to say anything, what it needs to say is something along the lines of, the director is welcome to consult with, the trustees maybe, find some language to say that if the director, like for example, if we were looking for an assistant director That's you know, I think the director needs to be the primary person on that because 100% Since the assistant director is somebody who has a huge amount of interfacing with the trustees I would I would say that it's not inappropriate for the director to invite Trustees to be correct. So do we need language to that effect?

So she's the hiring entity she's the hiring manager if you will right so I In concert with us, we're going to put together the job description and the posting and all of that. So she's going to be the one that does the recruiting, for lack of a better word. She's going to screen the candidates, review the resumes or the CVs. She will do all of the interviewing. And I think that she brings us her top three. And then we talk about them, and then she makes a recommendation. I mean, this is the way it's done on every other board I've ever sat on. Sure. So I think the language should be around that. I have no desire to interview the top three. This is why we have a director of the library.

So then should it be shall appoint all of our employees or should it be that the trustees, the library director may consult with trustees as part of the hiring process? as appropriate.

So I think the language should be around that, you know, once the director of the library has isolated her top three, then she will bring forward those candidates, you know, their CVs, excuse me, their resumes to us. And then we talk about each one. And then we ask her for a recommendation.

All right.

And if we don't like her recommendation, then I think we

as trustees we say well gee you know this one perhaps is more appealing than your recommendation so then we move forward with you know attempting to interview that or have her bring that person in so then let's see if 1.5 instead would say the trustee shall appoint a library director a library director it is the director's responsibility correct to recruit and hire employees

With the approval of the trustees.

Something like that. Approval of the board.

Did she read that sentence to me?

It is the director's responsibility to recruit and hire employees with the approval of the board.

It is the director's responsibility to hire and to recruit and hire employees. Make a recommendation. To the board, blah, blah, blah, blah, blah. You just said fix that sentence so it's perfect. All right.

It is the director's responsibility to recruit and hire employees. Make a recommendation to the board for hiring, do we want to say? Or regarding, make a recommendation to the board.

For appointment or however you want to say that.

Yeah, core selection. Yes.

I mean, we have to trust our director.

Yeah, if you hire a director whose input and whose sense you don't trust, you've hired the wrong person. And that's a separate conversation.

That's exactly right.

Commitment to the board for selection and collaborate with the board for final approval.

There you go. I mean, generally speaking, you know, you've heard me say this. My only other experience with this is the London Area School District. And they do all of the recruiting, all of the interviewing, you know, and then they come to the board with a recommendation. And this individual has gone through the screening process. They've been to all the buildings. Let's just say it's an assistant principal. Right. They've met with faculty. They've met with students. They've met with parents. This is the best person for the job. This is the recommendation. The board either says yes or no.

Exactly. The board doesn't have to be part of all of that.

Correct. Oh, can you imagine the board interviewing faculty members and assistant principals? No.

No. Yeah.

Okay.

1.6. The trustees may receive, invest, and administer directly any trust funds and donations when so specified by the donor.

Yeah, I think that's okay.

Trustees may recommend to the town council names of persons for appointment to vacancies on an expired term of any trustees. That's fine.

Why is that here?

We covered that earlier.

This is duties and obligations. Trustee, didn't we already do this? Yeah.

I think we take this out. And I will...

The board wants to put it back, and I guess we'll talk about it.

Yeah. I'm sure they will want to, and that is okay. The trustees in consultation with the library director may discharge or remove any employee of the library for malfeasance or inefficiency, for misfeasance, sorry, or inefficiency in office or incapacity or unfitness to perform their duties.

Well, if we're discharging an employee, they certainly are not in office. So let's take that language out. All right. Get that word out of there. The trustees and consultation.

The thing I don't like about this current phrasing is it makes it the trustees' job to do it and then the director, yeah. I want it to be the library director.

I want the library director to come to me and say, oh my God, we hired Mary.

We have worked as hard as we can to support her and help her. She's not catching on. She's done this, that, and the other thing.

She's always late for work. She calls in sick. This isn't a good fit. It's time for her to go.

What if we put, even just swapping around the word order, the library director in consultation with the trustees?

I don't want to consult with her.

All right, so we just want to take, we should take that whole thing out.

Yes. I mean, I want to empower this individual.

Yeah, to do their damn job.

Right, exactly right. For life.

to do their job.

Right. Our library director is working elbow to elbow with staff every day. And if the library director can't make that decision, then you're right, we've hired the wrong person.

Exactly. And I think these are distinctions that also better belong in the director's job description. Yes, exactly right. So what is now 1.7? The trustees shall review any and all contracts associated with the Leach Library. The directors shall email all contracts approaching renewal deadlines two months in advance. A list of all contracts will be made available at the time of budget discussions. Amy, where are you? This is the last item before Section 2 of the Library Director.

Okay. I want... Read me what we've written for 1.8.

Which was the...

The library director may discharge you, blah, blah, blah.

I just took the whole thing out. Oh, you... Do you want it back in?

I do. Okay. Because I want... In our bylaws, I want us to know that, you know, we've empowered the library director to make these decisions, but she certainly needs to bring this information to us. She can't just fire someone because she feels like it.

Yeah. All right. So then now it says... The library director may discharge or remove any employee of the library from malfeasance or inefficiency or incapacity or unfitness to perform their duties. Does that sound good?

Correct. The library director will bring that information to the board or whatever, however you want to word that. But here's the thing. I want her to bring that to us before she dismisses someone. I want her to bring that in and say, you know, we put her on a PIP. Yeah, it didn't work out or whatever she, but she, she can't just show up to a meeting and say, I hired, I fired Mary.

Right. Unless, unless she's like, you know, I fired Mary because Mary was stealing. Right.

Or Mary came in brandishing a weapon or whatever. That's totally different.

So then let's, let's phrase that to say something like, except in cases of urgency.

Where safety, staff safety is involved or anything, something like that.

Public safety. The director shall notify the board prior to the employee's dismissal. There we go. All right, and then that allows, and I'll move the RSA to the end because we do like citing those. All right. There we go. So now it reads, the library director may discharge or remove any employee of the library for malfeasance or inefficiency or incapacity or unfitness to perform their duties. Except in cases of urgency or public safety, the director shall notify the board prior to the employee's dismissal.

Right. All right.

Perfect.

I mean, I don't need the director to call us and say, Mary showed up with a weapon, so can I fire her? No. You just fire her.

Right. That's a situation where we hope you are displaying better judgment.

Correct.

Yeah. So then the last one, 1.8, the trustees shall review any and all contracts associated with the Leach Library. The director shall email all contracts approaching renewal deadlines two months in advance. A list of all contracts will be made available at the time of budget discussions.

This was another way of demonstrating some kind of financial... control and it fell flat on its face. I don't disagree that the Board of Trustees should know, we should know when contracts are coming up for renewal. But I don't want it to be so burdensome and so cumbersome that Donna or whoever is in that role, Donna, until we hire someone, spends hours putting this together. So we have to figure this out.

So maybe what it needs to say, because a couple of these two will belong under separate sections, like the library director may discharge or remove any employee of the library should go under section two, which is library director and outlines their responsibilities versus ours. But what we could say is the trustees shall maintain awareness of all contracts associated with the Leach Library.

I think that, you know, doesn't the director present us with financials at some point? It's not just the treasurer.

Right.

But there is some financial reporting by the director.

I mean, obviously during budget season, any time there are contracts that are up for renewal and evaluation, we get told that. Like, that's brought to meetings.

So I'm less concerned, like... And the reason this is important is because, especially, I mean, not so much now, but, you know, before the board started meeting over the summer, I mean, all of these contracts came up and, you know... We weren't meeting to be able to do anything. Right, the board wasn't meeting to do anything. Right.

So what if we rephrase this to make this about our responsibilities to the library and the contracts, to say something like the trustees shall maintain awareness of contracts associated with the Leach Library and be prepared to

I think this information has to come from the director because she or he is responsible for maintaining contracts and keeping up to speed on when that is available. So I don't think that it's... what's the word, inappropriate to ask the director to present those contracts to us in a timely manner. And then that would go under Section 2. I think this is just a little too controlling.

Yeah, so what if it's just, you know, the trustees shall maintain awareness of financial information as presented by the library director?

Yep. And then we can put the rest of this under her responsibilities. Yes, that's fine. And if the board wants to change it, then we'll change it.

Awareness of financial reports prepared by the director. Oh, I know what I wanted to do.

All right. Because I think this... This next section, the library director is going to be a conversation that's longer than 10 minutes. Let's go to meetings and talk about the changes in the agenda.

Yes.

First of all, let me ask you, since you're new. Is the flow of this agenda good?

Yes. I like the way it's laid out. It's easy to follow and it's easy to apply things.

So then let's pull up an agenda and make those changes.

Yep.

And if the board wants to change it back, then we'll change it back.

All right.

Public comment, then it goes to consent agenda. Oh, man, you're so good.

You're doing this from memory. You know what's even better, though? You know what I can do. I've got the template that I use right here, so I can look at that. You're such a show-off.

I am.

I love it. I love attention. You must be an overachiever.

Oh, you know it. You know it.

So we have consent agenda. Are you the only child? No, I'm the oldest, though. Ah, see, I knew it. Yep. Presentations and discussion. Deliberations. And vote. Public comment and adjournment. All right.

And we also need to, do we? I think we should put a little slot under there, non-public if necessary.

Yeah. Okay.

Okay, now this kind of was a sticking point last year, so since we're in this area about the meetings, the library director may attend except during, this never made sense to me.

Yeah, that makes no sense because there are plenty of non-publics where it's appropriate for her to be there.

Well, I may attend except, well, this is saying the library director may attend our meetings. except during non-public.

Yeah.

So, I mean, I don't even know why we need that, because the director of the library has to come to a meeting.

Yeah.

Why would you have a meeting if the library director wasn't there?

There's no may attend about that.

I think we get rid of that.

The whole section?

Yep, that sentence right there. You know, if the board wants to put it back, that's fine.

And then do we want other library staff may attend when invited to do so by the chair?

I don't have to invite somebody. I mean...

I think the sticking point was, you know, is it paid time? I know. That's right. I know. I know.

That's why I'm saying I think this should just go.

Okay. For now.

If the board wants to put it back, then we'll put it back.

All right. Proceedings of all meetings shall be governed by an abridged version of Robert's Rules of Ordinance.

I think that that was agreed to last year. Yes.

Trustees reserve the right to use a trustee objection on the first occasion of the question on the adoption or delay of the right to obtain further information. Such postponement shall be until the next meeting. any agenda item.

I want to have some discussion about this and I think this is going to be a topic for another night. In the last year I saw this used as a strategic maneuver.

I'm guessing that was not in public, usually. Oh, no, it was.

Oh, really? Oh, yes. Oh, yes. All right. So it was a strategic maneuver to delay a vote, to postpone a vote, to not vote, to not take a position, to whatever. And then those items never found their way back onto the agenda.

So from my view, this is a weapon and not a useful item.

This is a weapon, and I want to have discussion with the entire board.

Okay. Okay.

Before we, from my view now, seeing the way it was used in the last year, you're right, as a weapon and as a means of manipulation, I quite frankly would just strike the whole thing.

Right.

But the board may not feel that way.

I could even just rephrase it to say something like, in the event of an inability to agree on an agenda item or the law.

Well, I think perhaps the original spirit of this was a little altruistic. For example, if we were voting on something large like the budget, and we had two people missing, one was sick, one was out of town, then we could say, I reserve the right to vote on this until we have a majority. Right. Right. Or a unanimous board.

Yeah.

You know, that to me is an altruistic move. And if the board wants to keep this for that reason, that's okay with me. Okay. But I want this language completely restructured because you're right, this was used as a weapon.

Yeah.

Quite frankly, I think that we leave this as is, and we discuss it.

But I'm passionate to come up with alternate phrasing. Right. All right. Do you want that to be you or me for alternate phrasing? All right.

And you know what? I don't even know that I want to do that. I think that we talk about this with the whole board. Sure. And then if the board decides that they want to leave it in, then we will come back, and then we will put the language together. All right.

I will modify my comments that I have.

Yeah. I'm going to write, talk with board.

So I'll put that under you.

And if they want to leave it in, leave it in. If we want to change it, then we'll change it.

There we go.

And then... Yeah, I don't like this at all.

Public comment is allowed for three minutes per person for each of the public comment sections. Speakers are allowed to request time on the agenda. Do you want to start that?

I do. I mean, public comment is public comment. People can step up to the... You know, I mean, we could, you know, put in there, if you want to, the chair, at the discretion of the chair. If you're going to go and talk for ten minutes, the chair can say, I'm sorry, now, Erica, your time is up. Do you have anything new to say? Then sit down.

Um, public public comment. So we could say something like the chair, the chair may. Shorten is the wrong word. The chair may facilitate timely public... May facilitate limitations on public comment in the interest of time and efficiency. Such limitations shall not...

I would say at the discretion of the chair, the chair may curtail... public comment if the speaker is repeating the same thing over and over again. You know what I'm saying?

Yeah, I do.

If you're being long-winded about the same thing, then you're going to have to stop because we have other people that might want to speak.

Time, efficiency...

There you go.

And fairness...

To other speakers.

Yeah, fairness to other speakers. There we go. All right. That's it. And section two, special meetings. Special meetings may be called by the chairperson. Said chairperson may elect another trustee to contact the board or at the request of four members for the board for the purpose of transaction of business as stated in the call for the meeting. Only 24 hours notice is required.

I want to look into this.

Okay.

because this says to me that the chair can schedule a meeting anytime she or he wants to and the chair may elect that somebody else on the board call the board to see if there's a quorum and I just am uncomfortable with all of that so I'm going to give this to myself just to see if we can come up with something else in terms of language maybe see if I can find what other Boards do.

Yeah, absolutely. I think the last one before we're asked to adjourn is Section 3's annual meeting. The annual meeting, which shall be for the purpose of the election of officers, shall be held at the time of the regular meeting in April of each year. The binding law shall be reaffirmed by the Board of Trustees every April after town elections have been held.

I think this should be changed to immediately following the election. It should be changed to a meeting, a regular meeting, immediately following following the election. So the election is on Tuesday. I think that the board should convene the following week.

Okay. So we want to do, so that's for 3.1 or 3.2? 3.1. Okay. Regulating will be called.

immediately after immediately following town elections yeah town elections and the swearing in of new trustees or whatever but they we just have to make a point that a trustee needs to be sworn in immediately because we've got to you know i mean look what i said we had no chair so you gotta have a chair board officers

um this will uh for the election of board officers regular meeting will be called immediately following town elections after the swearing after the oath of office has been taken for newly elected trustee trustee of the election of board officers and then the bylaw shall be reaffirmed by the board of trustees every april after town elections of the

And that's fine. This is okay.

Section 4 is quorum. A quorum for the transaction of business at any meeting shall consist of four members of the board. That's correct. All right. And that puts us at 7 o'clock. Good. I will make a note that we have articles 1 and 3 were addressed. Article 1 were addressed. There we go. All right, so for action items, I have, I will develop language around alternates, ask ASRA for input on the treasurer role, check on the Board of Trustees bylaws for their treasurer descriptions, ask Donna about CTU report preparation responsibilities, and confirm is the non-lapsing fund referenced in 2.1.4, the book fund. Chair Hendricks' responsibilities are to review the town charter for appointment practices, develop language regarding limitations on the chair's authority, ask the New Hampshire Municipal Association about the board's authority to remove officers from their roles in the event of malfeasance, et cetera, develop language for remote appearances by board members, clarify language in Article 2, Section 1.3. For the next board meeting, address the question of formal board

The only thing we didn't tell you, and I'm going to take this on because it's not in here, I'm going to take the responsibility of determining remote meetings.

Okay. There we go.

Remote meetings. Okay. Good job.

Sounds good. So public comment?

Anybody here in public? I said last night.

Then I will move the, I will move to, I guess I don't know if you'll move, but I will adjourn this meeting at 7.01 p.m.

And before you adjourn, do you want to mention that we decided that our next meeting will be May... Oh, yes. June the...

It will be on June 27th. No, 24th.

Our next meeting will be scheduled on June the 24th. And if I don't have a meeting the previous week, that we may have it the previous week.

All right. It's scheduled for June 24th. A public notice will be made. Correct.

The meeting will be closed this year. Okay. Anything else?

I don't believe so. Meeting adjourned at 7.02 p.m.

Perfect. All those in favor say aye. Aye. Aye. All those opposed? Meeting adjourned.