Library Board of Trustees Meeting Minutes – 3/1/23

March 1, 2023 at 4:45 p.m.
East Lansing Public Library Board of Trustees Meeting
Library Large Meeting Room
950 Abbot Road

The East Lansing Public Library occupies the ancestral, traditional and contemporary lands of the Anishinaabeg Three Fires confederacy of Ojibwe, Odawa and Potawatomi peoples land ceded in the 1819 Treaty of Saginaw.

1. Call to Order 4:45 p.m.

2. Roll Call

Trustees present were: Polly Synk, Amy Zaagman, Pamela Smith, Ameenah Asante and Diane Goddeeris. Also, in attendance were Friends Secretary Liesel Carlson, Director Kristin Shelley, Head of Customer Experiences/Assistant Director Brice Bush, Executive Assistant to the Director Shori Teeple, and City Attorney Anthony Chubb. There were twenty-two attendees from the public.

3. Opening
3.1 Approval of Current Meeting Agenda
Smith moved
Zaagman seconded
All in favor

3.2 Approval of January 18, 2023 Meeting Minutes
Asante moved to amend minutes from "Library policies were followed." to "Library policies were not followed."
Second not received; discussion followed.
Asante restated motion to amend minutes and edit sentence; second not received.
Synk make friendly amendment/Goddeeris seconded to strike sentence "Library policies were followed." from minutes.
Smith moved (as amended)
Zaagman seconded
Four members in favor, one opposed

4. Communications
4.1 None

5. Audience
5.1 Public Comment - limited to two minutes per person (as approved by Board)

  • Ten attendees shared public comment.

6. Reports
6.1 No report

6.2 Friends of the East Lansing Public Library Report
Carlson Reported:

  • $1,000 revenue received from purse sales on February 25.
  • Newsletter has been published.
  • Updating member roles and responsibilities.

7. Old Business
7.1 Resolution 05-23 to approve proposed changes to Board Bylaws Addenda A Audience Participation Section A stating The Board follows Robert's Rules of Order, and increasing the public comment time limit to five minutes per speaker, with an additional five minutes granted with board approval -- Action
Goddeeris moved
Smith seconded
All in favor

7.2 Report from Elaine Hardy, City of East Lansing Director, Diversity, Equity and Inclusion to Board

  • Overviews provided of two library staff meetings facilitated by hardy to review events of January 11, staff observations/reflections, and solutions for moving forward.

7.3 Report from subcommittee formed to investigate the incident involving police called to library on January 11 on a student patron, community concerns expressed at January board meeting, and the library environment for teens; and to make recommendations to Board moving forward

7.4.a Subcommittee work to date: contacted and discussed issues and ideas with city council members, City DEI Director, library staff, community members, possible resources for reviews

7.4.b Launching community survey to gather input and ideas regarding library and teen services and to inform proposals to Board

  • Discussion on reviewing policies to better guide staff.

7.4.c Gathering input and research on examples of other library policies 

  • Discussion of other public library Patron Code of Conduct policies.

8. New Business
8.1 Subcommittee request for authority from Board to explore options and/or seek funding in the future for identified needs, including but not limited to:
8.1a Requests for Proposals for independent program review of Library programs and policies and their impact on BIPOC members of our community, children, and all members of the community

  • Board to seek funding for internal and independent program review of library programs and policies.

8.1.b Possible costs for meeting rooms and/or meeting facilitation costs, as needed to respond to community needs

  • Discussion of use of FY23 Library budgeted funds

8.1.c Possible costs and options for paid surveys or other methods to elicit engagement and support from library stakeholders

  • Discussion of current and potential options for survey delivery.

8.2 Review of Library code of conduct, exclusion policy and other relevant policies, and discussion of incident reporting 

  • Seven policies suggested for review by subcommittee and staff.
  • Previous two years of incident reports requested for board review.

9. Library Reports
9.1 Financial Report
Shelley Reported:

  • Printed financial report was shared.

9.2 Director's Report

  • A written report was shared.

9.3 President's Report

  • None

9.4 Motion to adjourn meeting to closed Executive Session for performance review of Library Director
Synk moved
Goddeeris seconded
Roll call vote
All in favor
Adjournment of regular meeting 6:34 p.m.

Guests exited meeting; all board members and Shelley entered Executive Session.

10. Adjournment

Synk adjourned the meeting at 7:22 p.m.

Board of Trustees
Polly Synk, President
Amy Zaagman, Vice President
Pamela Smith, Secretary
Ameenah Asante
Diane Goddeeris

City Council Liaison
George Brookover

Staff Liaison
Kristin Shelley