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Orcas Island Library District Board of Trustees

The Board of Trustees of the Orcas Island Library District meets at 8:30am on the second Tuesday of every month. Meetings are held in the Community Meeting Room of the Orcas Island Public Library. The public is welcome to attend.

Officers of the Board

President: Rachel Newcombe
Vice President: Donna Riordan
Board Secretary: Margaret Payne


Recording Secretary: Mary Pugh

Orcas Island Public Library
500 Rose Street
Eastsound, WA 98245
mpugh@orcaslibrary.org

Active Committees

Collection Management Margaret Payne, Chair

Community Relations Tom Fiscus, Chair

Facilities & Systems Margaret Payne (Facilities) & Regina Zwilling (Systems), Co-Chairs

Finance Donna Riordan, Chair

Policy & Personnel Rachel Newcombe, Chair

Directory of Trustees

Tom Fiscus
Term July, 2012 to December, 2017
P O Box 1810 Eastsound WA 98245
376-3988
Email Tom

Rachel Newcombe
Term January, 2010 to December, 2014
P.O. Box 1753 Eastsound WA 98245
378-5883
Email Rachel

Margaret Payne
Term October, 2011 to December, 2016
304 Lover's Lane Eastsound WA 98245
253-302-9769
Email Margaret

Donna Gerardi Riordan
Term January, 2011 to December, 2015
Eastsound, WA 98245
376-3717
Email Donna

Regina Zwilling
Term August, 2013 to December, 2013
Eastsound, WA 98245
317-4674
Email Regina

Guidelines for Public Comment at Library Board Meetings
  1. Typically, there are two public comment sessions defined on the agenda. Public comment is limited to these sessions:
    1. During the first session, general comments are welcome, but additional agenda items will not be accepted.
    2. At the second session, members of the public are requested to limit their comments to agenda items that are being discussed at the current meeting.
  2. At the meeting chair's discretion, additional public comment sessions or minutes may be allowed.
  3. Any member of the public wishing to have an item considered for addition to the agenda is asked to contact either the library director or the board president at least one week before the next library board meeting.
  4. Members of the public who wish to speak are asked to identify themselves to the board before speaking.
  5. Members of the public are limited to a maximum of five minutes of comments in each of the two public comment sessions.
  6. In the Public Library Trustee Summary Manual published by the Washington State Library, it states that "although a board meeting is held in public, it is not a public hearing." Public comments will be addressed to the entire library board, but normally there will not be a response from either board members or the director. It is at the meeting chair's discretion to allow any response or discussion of public comments.
  7. There is no guarantee that suggestions brought forth by the public during public comment sessions will be addressed by the board at the current or a future meeting.

Adopted February 8, 2010

Board Meeting Minutes

Current Year

  • July 2013
  • August 2013
  • September 2013
  • October 2013
  • November 2013
  • December 2013

Past Year Archives

By-Laws of the Board of Trustees

ARTICLE 1. ORGANIZATION

SECTION 1.1 NAME.

The name of the Library shall be The Orcas Island Library District.

SECTION 1.2 OFFICERS.

The officers of the Orcas Island Library District Board of Trustees ("the Board"), namely President, Vice-President and Secretary, shall be elected by a majority vote of the Board at its annual meeting, to serve for one year from that date. The officers shall be Board members. A vacancy occurring in any office shall be filled by the Board at its next regular meeting; any officer so elected shall serve only until the next annual meeting.

SECTION 1.3 COMMITTEES.

The following Standing Committees shall be appointed by the Board:

  1. Finance
  2. Library Policies & Personnel
  3. Technology
  4. Community Relations

The President or the Board may appoint special committees as needed, to serve only until the completion of the work for which they were appointed.

ARTICLE 2. DUTIES AND RESPONSIBILITIES

SECTION 2.1 TRUSTEES.

The detailed duties and responsibilities of Island Library District Board of Trustees are spelled out in Washington State Law (RCW 27.12), which is incorporated herein by implicit reference. The Orcas Island Library District Board of Trustees shall perform all duties and have all powers as set forth in said laws and RCW's, and do other acts necessary for the orderly and efficient management and control of the Library.

SECTION 2.2 INSURANCE.

The Orcas Island Library District shall carry indemnity insurance, in an amount to be determined by the Board, to protect the Board and the Library Director from any liability, loss or damage suffered by any member of the Board or by the Library Director, which arises out of the scope of their duties as Trustees or Library Director.

SECTION 2.3 DUTIES OF OFFICERS.

2.3.1 PRESIDENT. The President of the Board shall preside at all meetings, appoint all special committees with Board consent, certify payment of all bills approved by the Board, authorize calls for special meetings, represent the Board before all official and other bodies, and generally perform the duties of the presiding officer.

2.3.2 VICE-PRESIDENT. The Vice-President shall preside, and may act, in the absence of the President.

2.3.3 SECRETARY. The Secretary shall review the minutes from all public meetings, record the minutes of any closed meetings or executive sessions in which the Administrative Assistant is not in attendance, certify the Board's approval of all minutes and perform other such duties as the Board may direct. In the absence of the Secretary, the Chair shall appoint a Secretary pro tem.

ARTICLE 3. MEETINGS

SECTION 3.1 RULES OF ORDER.

Meetings of the Board shall be governed by Robert's Rules of Order, Revised, where they are applicable and not inconsistent with other provision of these By-Laws.

SECTION 3.2 QUORUM.

A quorum for the transaction of business shall be three of the five members of the Board. If a quorum is not present for any meeting, the meeting will be adjourned, and the Chairman will arrange for the meeting to be held as soon as practical thereafter when a quorum can be assembled.

SECTION 3.3 ATTENDANCE.

Attendance is essential for effective function of the Board, and is mandatory for all members. Any Trustee who does not attend a minimum of two-thirds of the regular meeting during each calendar year, or who misses two consecutive meetings without requesting a leave of absence from the President, shall be considered to have resigned from the Board.

SECTION 3.4 REGULAR MEETINGS.

The regular monthly meeting of the Board shall be held at a time and day authorized by the Board at a public meeting. This decision will be publicized appropriately. The regular monthly meeting of the Board sall be held at the Library, unless a different place has been agreed upon at a prior meeting, and publicized appropriately.

SECTION 3.5 ANNUAL MEETING.

The annual meeting, which shall be for the purpose of electing officers, shall be held at the time of the regular meeting in January of each year.

SECTION 3.6 SPECIAL MEETINGS.

Special meetings of the Board may be called at any time by the President, or by petition from a majority of the members. Notice of such special meeting shall be in compliance with the Washington State Public Meeting Act of 1971 (RCW 42.30).

SECTION 3.7 ORDER OF BUSINESS.

The order of business at regular meetings shall include, but not be limited to, the following:

  1. NEW BUSINESS
    1. Introductions
    2. Additions or Modifications to the Agenda
    3. Library Visits
    4. Director's Report
    5. Friends of the Library Report/Friends Meeting Delegate
  2. OLD BUSINESS
  3. REPORTS FROM ACTIVE COMMITTEES
    1. Policy & Personnel
    2. Community Relations
    3. Technology
    4. Finance
  4. ROUTINE MATTERS
    1. Finance
    2. Correspondence
    3. Minutes
    4. Other
  5. ADJOURNMENT

ARTICLE 4. AMENDMENTS

These By-Laws may be amended by a four-fifths vote at any regular meeting of the Board, provided that an explicit statement in writing of intent to propose such amendment, and of the amendment itself, has been distributed to the Board at least thirty (30) days before said meeting.

APPROVED, this 13th day of March, 2006.

John Ashenhurst, Chairman Trustee

ATTEST:
Phil Heikkinen, Director

Adopted: December 11, 1987

Revised: April 11, 1988; January 11, 1993; April 14, 1997; November 12, 1997; March 13, 2006

Becoming a Public Library Trustee

Philosophy of Service

The Public Library is a place for everyone. Its collection of materials represents the broad spectrum of culture, history, and literature. It is the job of the Trustees to guide the Library's future, advocate for quality library service, and represent the library patrons and taxpayers.

The Library District

The Orcas Island Library is a junior taxing district established by popular vote in 1987. Community members support the library through property taxes while the non-profit Friends of Orcas Island Library organization raises funds to augment basic services. The Library is governed by a board of five individuals appointed by the San Juan County Council. By law, the Board must approve the budget, expenditures, and library policies.

How Are Library Trustees Chosen?

When a position is open, the Orcas Island members of the County Council form an independent nominating committee. This committee publicizes the opening and invites interested members of the community to submit a letter of interest and resume. The Library Director is available to share information about the Library District's history, basic budget, and current services. The nominating committee reviews the application, interviews the potential trustees, and creates a list appropriate for filling one or more vacancies. The committee makes a recommendation to the Orcas Councilors, who then vote with the entire County Council on the final appointment(s).

Term of Office

The term of office is five years. Two consecutive terms may be served by law, although not by current practice. The appointment year runs from January 1 to December 31.

Commitment of Time

The regular Board meeting takes place at the Library on the second Tuesday of each month at 9 AM. Generally meetings last 2-3 hours. Occasionally committee assignments require additional time or the Board may undertake special projects which require the Trustees' involvement.

New Library Trustee Guidelines

Public Library Trustee Summary Manual published by the Washington State Library

Chapter 27.12 Revised Code of Washington - Public Libraries

Trustee Tip Sheets published by the American Library Association

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