Humboldt County Library Board Of TrusteesJune 11, 2019Page 1

Notice of Public MeetingHUMBOLDT COUNTY LIBRARY BOARD OF TRUSTEES

Humboldt County Library Board of Trustees Regular MeetingTuesday, June 11, 2019

6:00 PM:

Humboldt County Library 85 East Fifth Street Winnemucca, NV 89445Nevada Room

All times on this agenda are approximate. Consideration of items may require more or less timethan is scheduled. Items on the agenda may be taken out of order; the public body may combinetwo or more agenda items for consideration; and the public body may remove an item from theagenda or delay discussion relating to an item on the agenda at any time. Public comment isdesignated for discussion only. The public has the opportunity to address the Commission on anymatter not appearing on the agenda; however, no action may be taken on Matter raised until thematter itself has been specifically included on the agenda as an item upon which action may betaken. Additionally, public comment may be heard on any item listed on the Agenda. Persons areinvited to submit comments in writing and/or attend and make comments on any agenda item at theCommission meeting. All public comment may be limited to three (3) minutes per person, at thediscretion of the Commission.

Agenda - Tuesday, June 11, 2019

1. CALL TO ORDER

2. PUBLIC COMMENTS: - General public comment is designated for discussion only. The public hasthe opportunity to address the Board on any matter not appearing on this agenda; however, no actionmay be taken on a matter raised until the matter itself has been specifically included on the agendaas an item upon which action may be taken. The Chair may also recognize public comment at anytime

3. CONSENT AGENDA: ANY ITEMS APPEARING ON THE CONSENT AGENDA CAN BE PULLEDDOWN AND DISCUSSED IN DETAIL (FOR POSSIBLE ACTION) - a. Minutes from May 14, 2019meeting

b. Budget Reportc. Routine Expenditures for May 9, 2019 – June 5, 2019

Consent AgendaExpenditures

Budget Report

2019.05.14 Minutes1

Humboldt County Library Board Of TrusteesJune 11, 2019Page 2

4. DISCUSSION ON THE DIRECTOR’S REPORT FOR THE MONTH OF MAY. INFORMATION ONLY Director Report

2019.06 Directors Report

5. DISCUSSION OF THE APPLICATIONS RECEIVED SO FAR FROM THE COUNTY’S APPLICANTTRACKING SYSTEM FOR THE POSITION OF LIBRARY DIRECTOR. FOR INFORMATION ONLY

6. DISCUSSION AND POSSIBLE ACTION ON CHANGES MADE TO THE PROPOSED LIBRARYBOARD OF TRUSTEES POLICY MANUAL AND ADOPTING IT Board Policy Draft

LIBRARY BOARD POLICIES - Draft

7. INFORMATION ON THE INVENTORY OF THE HUMBOLDT COUNTY LIBRARY SYSTEM’SCOLLECTION. FOR INFORMATION ONLY

8. CONSIDERATION, DISCUSSION AND POSSIBLE APPROVAL ON THE LIST OF POSSIBLETOPICS/IDEAS FOR LIBRARY ADVOCACY, TRAININGS, OR PROGRAMS INCLUDING, BUT NOTLIMITED TO: - a. The formation of a Reading Coalition in Humboldt County, andinformation from the May 30th lunch meeting, including Pop-up story time with the Chamber and atthe Farmers Market, and Little Libraries

b. Offering Age and Dementia Friendly training to staffc. Parade/event participation: Basque and the 4th of July, other upcoming parades/events

9. FUTURE AGENDA ITEMS AND MEETING DATES. FOR DISCUSSION ONLY

10. PUBLIC COMMENTS: - General public comment is designated for discussion only. The public hasthe opportunity to address the Board on any matter not appearing on this agenda; however, no actionmay be taken on a matter raised until the matter itself has been specifically included on the agendaas an item upon which action may be taken

11. ADJOURNMENT

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Humboldt County Library Board Of TrusteesJune 11, 2019Page 3

NOTICE: The County Com m ission m ay close the m eeting to receive inform ation from legal counsel pursuant toNevada Revised Statutes 241.015

CERTIFICATE OF POSTING

PLACES POSTED: Humboldt Co. Courthouse, 50 W. 5th St.: Rooms 201, 205, & 207 at ___________ A.M. By :____________________________________________

Humboldt County Library : 85 E. 5th St. at ___________ A.M. By :__________________________________________________________________

County Annex: 4th & Bridge St. at ___________ A.M. By :________________________________________________________________________

Winnemucca City Hall: 4th & Melarkey St. at _____________ A.M.By : ______________________________________________________________

Humboldt County Website: www.hcnv .us at _____________A.M. By : ______________________________________________________________

State of Nev ada Website: www.notice.nv .gov . ____________ A.M. By : ______________________________________________________________

MEETING DATE: June 11, 2019 POSTED BY: _______________________________________________

DATE POSTED: ___________________________

NOTE FOR SUPPORTING MATERIAL: A copy of the supporting material f or the meeting may be obtained at Commissioner meeting/agendas on the Humboldt Countywebsite: www.hcnv .us or by contacting Dav e Mendiola, County Administrator, at 50 W. Fif th Street, Winnemucca, Nev ada 89445, (775) 623-6300

NOTICE TO PERSONS WITH DISABILITIES - Reasonable ef f orts will be made to assist and accommodate phy sically disabled persons desiring to attend the meeting. Please call the Humboldt County Administrator’s Of f ice at 623-6300 in adv ance so that arrangements may be conv eniently made.

EQUAL OPPORTUNITY NOTICE - Humboldt County is an Equal Opportunity Employ er and will not discriminate against employ ees or applicants f or employ ment orserv ices in an unlawf ul manner.

NON-DISCRIMINATION STATEMENT - In accordance with Federal civ il rights law and U.S. Department of Agriculture (USDA) civ il rights regulations and policies, theUSDA, its Agencies, of f ices, and employ ees, and institutions participating in or administering USDA programs are prohibited f rom discriminating based on race, color,national origin, religion, sex, gender identity (including gender expression), sexual orientation, disability , age, marital status, f amily /parental status, income deriv ed f rom apublic assistance program, political belief s, or reprisal or retaliation f or prior civ il rights activ ity , in any program or activ ity conducted or f unded by USDA (not all basesapply to all programs). Remedies and complaint f iling deadlines v ary by program or incident.

Persons with disabilities who require alternativ e means of communication f or program inf ormation (e.g., Braille, ;large print, audiotape, American Sign Language, etc)shouldContact the responsible Agency or USDA’s TARGET Center at (202) 720-2600 (v oice and TTY) or contact USDA through the Federal Relay Serv ice at (800) 877-9339.Additionally , program inf ormation may be made av ailable in languages other than English.

To f ile a program discrimination complaint, complete the USDA Program Discrimination Complaint Form, AD-3027, f ound online at http://www.ascr.usda.gov /complaint_f iling_cust.html and at any USDA of f ice or write a letter addressed to USDA and prov ide in the letter all of the inf ormation requestedin the f orm. To request a copy of the complaint f orm, call (866) 632-9992. Submit y our completed f orm or letter to USDA by :

(1) Mail: U.S. Department of Agriculture Of f ice of the Assistant Secretary f or Civ il Rights 1400 Independence Av enue, SW Washington, D.C. 20250-9410;(2) f ax: (202) 690-7422: or(3) email: program.intake@usda.gov

USDA is an equal opportunity prov ider, employ er, and lender.

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Agenda Item No:

Humboldt County Library Board of Trustees Agenda Item ReportMeeting Date: June 11, 2019Submitted by: Jessica AndersonSubmitting Department: Library Item Type: Consent AgendaAgenda Section:

Subject:Consent Agenda

Suggested Action:

Attachments:Expenditures

Budget Report

2019.05.14 Minutes

4

Dept. Name Library

FUND # 207

Date Submitted: 5/9/2019 - 6/5/2019

FY 2017/2018

PAYEE ITEM/DESCRIPTION AMOUNT

Amazon Books, HBK, Audiovisual, Supplies $ 935.36

American Red Cross Babysitter Training Class $ 260.00

AT&T Phone $ 42.14

Center Point Large Print LP Books $ 922.44

Elko Daily Free Press 1 Year Subscription $ 430.00

Flags Store McD & Denio Flags $ 141.90

Harney Electric Denio Electric $ 49.90

Jessica Anderson Program supply reimbursement - SLP $ 403.02

Lowry High School 2019 Yearbook $ 65.00

ManPower Clerical Services $ 1,081.73

Martica Crutcher Travel Reimbursement $ 171.68

OPI Color Copier - HCL $ 112.53

Pronunciator Language Database $ 1,495.00

Quality Tri-Co Janitorial Bookmobile cleanng $ 208.00

SilverState Analytical Denio Water testing $ 39.00

Verizon Bookmobile Internet $ 40.01

Western Nevada Supply Denio Water System repair $ 1,286.75

SUBTOTAL $ 7,684.46

This department has reviewed each of the above listed claims and respectfully requests payment of the claims. The

undersigned certify that the above and foregoing claims against Humboldt County are just and reasonable; that there is

unspent and unencumbered money existing in this department’s budget for this fiscal year sufficient to the total amount of

the attached claims and to cover all other required expenditures, presently contemplated, during the balance of this fiscal

year.

Submitted by:

Department Head

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6

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• 85 EAST 5th STREET • WINNEMUCCA, NEVADA 89445 • (775) 623-6388 • FAX (775) 623-6438 •

Humboldt County

L I B R A R Y Humboldt County Library Board of Trustees Board Minutes May 14, 2019 Meeting Room Attendance:

Board Members present: Georgette Olsen, Rick McComb, Mary Agnes Boni, Lesley Haas, and Susan Putnam

Staff Members present: Jessica Anderson Legal Counsel present: Anthony Gordon Other: Abel del Real-Nava, Humboldt County Assistant County Manager/Human Resources Director

Meeting Notice Report: Director reported that the meeting notice had been duly posted at the Humboldt County Courthouse, Humboldt County Library, County Annex, Winnemucca City Hall, and Humboldt County Website.

1. Call to order: The meeting was called to order at 5:02 pm

2. Public Comment and Discussion: There was no public comment at this time.

3. Consent Agenda: Lesley motioned to approve items b & d, while a, c, & e were brought

down for discussion, and the motion is carried.

a. Minutes from April 16, 2019 meeting: Discussion about including the upcoming

Co-Op Strategic plan from the agenda in the minutes. Georgette motioned to

approve the minutes with changes and the motion carried.

b. Minutes from April 30, 2019 Special Meeting

c. Budget Report: Discussion on the budget report, and the misc. income line item.

Georgette motioned to approve and the motion carried.

d. Routine Expenditures for April 11, 2019 – May 8, 2019

e. Director’s Report: Discussion on the switching of Book Vendors and collection

inventory. Georgette motioned to approve and the motion carried.

4. Discussion and possible action regarding recommendation to the commissioners of the

altered Library budget based on the Comptrollers recommendations to the Board of

trustees: Discussion on the positions that had been cut and the options we would have

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• 85 EAST 5th STREET • WINNEMUCCA, NEVADA 89445 • (775) 623-6388 • FAX (775) 623-6438 •

after the beginning of the fiscal year to augment the budget to include the cut positions

if we had the need to. Rick motioned to approve the budget with Gina’s recommended

changes, with the knowledge that we can augment for the needed positions after the

start of the fiscal year. The motion carried.

5. Discussion and Possible Action regarding recommendation to the commissioners on the

architectural proposal for the Denio Annex building from R6Studio in the amount of

$9,850: Tabled

6. Discussion and Possible Action on adopting the proposed Library Board of Trustees

Policy Manual: Tabled

7. Discussion and Possible Action of the Library Board’s possibilities and options in

appointing or reopening the interview and application process for a Library Director

appointing: After discussion of the options available Mary Agnes Boni motioned to

reopen the position for Library Director for 1 week internally and then open it to the

public for 5 weeks using the County’s applicant tracking system to be updated on

applicants at the next meeting. The motion carried.

8. Consideration, Discussion and Possible Approval on the list of possible topics/ideas for

library advocacy, trainings, or programs including, but not limited to:

a. Hosting a community conversation on children’s literacy with the Reading

Coalition from United Way of Northern Nevada and the Sierras.

b. Offering First Aid/AED training to staff

c. Offering Assist and Safe Talk training to staff

9. Future agenda items and meeting dates: The Board will next meet on June 11th at 5pm.

10. Public Comments: No comments at this time.

11. Adjournment. The Board adjourned at 5:52 pm

Respectfully Submitted

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Agenda Item No:

Humboldt County Library Board of Trustees Agenda Item ReportMeeting Date: June 11, 2019Submitted by: Jessica AndersonSubmitting Department: Library Item Type: Administrator’s ReportAgenda Section:

Subject:Director Report

Suggested Action:

Attachments:2019.06 Directors Report

14

Directors Report

Tuesday, June 11th, 2019

Events since we last met:

Inventory of the entire Humboldt County Library system is complete!

Our first annual Science Fair at the Library was a fantastic success! We had 14 participants

submit science projects and had a full house for the presentations.

(1) The participants and Judges

(2) First Place went to Hannah Haas and her experiment with growing beans in different

environments

Staff Training & Accomplishments:

Pool Pact training of the introductory class, “So You Want To Be A Supervisor” was

completed by staff member Elizabeth Robinson

Active Shooter Training had 100% attendance by Library Staff, with everyone receiving

their certificates

The State Library came down for a face-to-face meeting about LSTA Grants and trainings

that the State can provide and were very impressed with our work on staff trainings, the

EDGE Assessment, and our work with United Way and the Family Reading Program.

Suggested that our Library present on EDGE as a successful user-library at NLA 2020

alongside the Urban Libraries Council. The State is also excited to see our Board Members

at this years’ NLA conference in Reno.

The First meeting of the Humboldt County Reading Coalition brought together several

interested parties and netted us our communities first Little Library, donated from United

Way. Looking forward to many great things coming from this coalition to benefit literacy

efforts in our community.

Our Bookmobile, Basque collection, and upcoming summer learning program were

featured in the Basque Parade on June 8th

Upcoming Events

Summer Learning kicks off June 17th (sign-ups begin the week of June 10

th)

Pop-Up Story Times held at the Farmer’s Market almost every Saturday throughout the

summer begin June 15th

HCL Stats for the Month of May

Headcount Computer

Users

Website Page

Visits

Circulated

Items

Requested

Items

Loaned

Items

3,336 503 4,016 81 65 15

Agenda Item No:

Humboldt County Library Board of Trustees Agenda Item ReportMeeting Date: June 11, 2019Submitted by: Jessica AndersonSubmitting Department: Library Item Type: Administrator’s ReportAgenda Section:

Subject:Board Policy Draft

Suggested Action:

Attachments:LIBRARY BOARD POLICIES - Draft

16

Humboldt County Library System Board of Trustee Draft Policies

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1. POLICY REGARDING BOARD AND STAFF ETHICS

2. POLICY REGARDING COOPERATION WITH OTHER JURISDICTIONS AND

LIBRARIES

3. POLICY REGARDING PHYSICAL FACILITIES

4. POLICY REGARDING GIFTS TO AND ALLIANCE WITH THE LIBRARY

5. POLICY REGARDING FRIENDS OF THE LIBRARY

6. POLICY REGARDING NAMING OF LIBRARIES

7. POLICY REGARDING PUBLIC COMMENT AT LIBRARY BOARD MEETINGS

8. POLICY REGARDING INVESTIGATIONS OF ALLEGED MISCONDUCT BY

THE LIBRAY DIRECTOR

1. POLICY REGARDING BOARD AND STAFF ETHICS

The Humboldt County Library is dependent on the trust of its community to successfully achieve

its mission. Therefore, it is crucial that all Board members and employees conduct business on

behalf of Humboldt County with the highest level of integrity avoiding any impropriety or the

appearance of impropriety.

Guiding Principles:

Board members and employees should uphold the integrity of the Humboldt County

Library and should perform their duties impartially and diligently.

Board members and employees should not engage in discrimination of any kind including

that based on race, class, ethnicity, religion, sex, sexual orientation, or belief system.

Board members and employees should protect and uphold library patrons’ right to

privacy in their use of the library’s resources.

Board members and employees should avoid situations in which their personal interests,

activities or financial affairs are, or are likely to be perceived as being in conflict with the

best interests of the Humboldt County Library.

Board members and employees should avoid having interests that may reasonably bring

into question their position in a fair, impartial and objective manner.

Board members and employees should not knowingly act in any way that would

reasonably be expected to create an impression among the public that they are engaged in

conduct that violates their trust as Board members or employees.

Board members and employees should not use or attempt to use their position with the

Humboldt County Library to obtain unwarranted privileges or advantages for themselves

or others.

Board members and employees should not be swayed by partisan interests, public

pressure, or fear of criticism.

Board members and employees should not denigrate the organization or fellow Board

members or employees in any public arena.

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Humboldt County Library System Board of Trustee Draft Policies

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2. POLICY REGARDING COOPERATION WITH OTHER JURISDICTIONS AND LIBRARIES

a. The Library Board of Trustees and the Library Director shall be alert to opportunities for

cooperating with other libraries where such cooperation will bring about a desirable

expansion in library service or improvement in the quality of service or both.

b. The Library Board may consider and recommend to the Board of commissioners

contractual arrangements with other libraries, public bodies, or political jurisdictions,

keeping in mind that such arrangements must not interfere with the quality and efficiency

of the Humboldt County library service. Nevada law relating to contractual library

service shall be observed wherever they apply.

c. Reciprocal borrowing arrangements with other libraries are encouraged.

3. POLICY REGARDING PHYSICAL FACILITIES

a. To achieve the goal of good Countywide Library service, the Library Board will work

toward providing Library buildings and facilities that will adequately meet the physical

requirements of such service.

b. Buildings shall be located as determined by the County Commissioners with feedback

from the Library Board after due consideration of all factors; i. e., population density,

growth trends, and transportation.

c. The administration of the building program and maintenance of buildings and equipment

shall be the responsibility of the Library Director in cooperation with the County.

d. No library branch may be established until suitable and adequate quarters can be

provided.

e. Any building to be used for a library shall be approved by the County's building inspector

and fire inspector and shall meet at least the minimum County requirements for public

buildings.

4. POLICY REGARDING GIFTS TO AND ALLIANCE WITH THE LIBRARY

a. Gifts to the Library

i. Authorization

NRS 379.026 states in part: The trustees of the library may establish

with the county treasurer, as custodian, a special fund, to be known as the

gift fund of the county library. The money in such a fund must be

derived from all or any part of any gift, bequest or devise, including the

interest thereon, and any additional money of the library that is needed to

supplement or match any gift, bequest or devise in the gift fund. The

fund must be a separate and continuing fund and no money in the fund

reverts to the general fund of the county at any time.

Should an individual or entity wish to donate land for library purposes,

the library board of trustees shall not accept said donation until it is

brought before the Board of County Commissioners and gets its

permission on whether the land offered as a gift is in the best interest of

the County and should be accepted. If approved by the Board of

Commissioners, the land shall be titled in the name of the “Humboldt

County Library Board of Trustees by and through Humboldt County, a

political subdivision of the State of Nevada.”

ii. Library Director’s Authority

The Library Director shall accept or reject gifts within the scope and

limitations established by the Library Board of Trustees; The Library

Director complies with county policy and procedure. 18

Humboldt County Library System Board of Trustee Draft Policies

3

All gifts of books are to be handled at the discretion of the Library

Director. Appropriate notations may be placed on them at the discretion

of the Director.

The Library Board of Trustees has authority to accept or reject any gift

(other than land as discussed above) subject to compliance with the law

and County policy. When accepting gifts from any source, the Library

Director acts as the agent of the Library Board of Trustees.

iii. Appraisals

The Library will not assign any value.

For most donations, the fair market value is the donor's estimate of the

donated items worth and may be based upon valuation by a third party

website.

To establish extraordinary value, the cost of the appraisal should be

borne by the donor.

iv. Compliance

Humboldt County Library shall follow all procedures/policies outlined in

county policy and procedure.

v. Alliances

The Library will pursue agreements with federal/state/local agencies,

industry, academia, and other organizations, to build cooperative

alliances which are beneficial to the Library.

Alliances must relate to the Library's mission and be structured to

enhance a library program, service or product

The Library Director shall report to the Board on a regular basis about

system alliances.

5. POLICY REGARDING FRIENDS OF THE LIBRARY

a. Friends of the Library are an important support to branches and departments. Friends

Groups add substantially to the limited resources available from the tax base.

b. The Library Board encourages and supports Friends of the Library organizations.

“Friends of the Library” are civic-minded men and women who know that quality library

service is important to the community and who organize into groups to support, improve,

and promote the library. Friends are organized with one or more of the following

objectives:

i. To increase community awareness and use of the library

ii. To work for library legislation or appropriations

iii. To encourage gifts, endowments, and memorials for the library

iv. To provide direct financial assistance

v. To raise money and campaign for a new building, renovation or expansion

vi. To sponsor programs designed to add to the cultural life of the community

vii. To volunteer work in the library on specific projects designated by the Director

c. The roles of Trustees, Directors and Friends are related but distinct. Trustees represent

citizen control and governance of the library. The Library Director represents the

administration and management of the library. Friends of the Library represent citizen

participation and assistance to the library.

d. The provisions of this policy are applicable to all private support organizations (Friends

of the Library) formed to support an activity of the Humboldt County Public Library or

any of its branches or departments.

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Humboldt County Library System Board of Trustee Draft Policies

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e. In order to achieve countywide consistency and fiscal accountability, all Friends of the

Library groups shall conduct their fiscal affairs through non-profit, non-stock

501(c)(3)tax exempt corporations. Each organized group should be structured through

articles of incorporation and bylaws to support, assist, and promote the activities of a

Library branch or department.

f. The Library Director shall negotiate any written agreement with the Friends group and

submit said agreement to the County District Attorneys’ office for legal approval and to

the Board of Trustees for formal ratification. Any agreement shall include the following:

i. A statement of purpose outlining its program activities and related utilization of

Library facilities, personnel, utilities and equipment.

ii. Recognition that the Humboldt County Public Library endorses a policy of Open

Meetings, Open Public Records, equal opportunity , and its code of Ethics, and

expects Friends Groups to understand, cooperate and comply with such policies.

iii. Designation of a coordinator or liaison for the Friends of the Library group. The

Branch Manager or designated representative shall be the coordinator and shall

have authority to administer the agreement on behalf of the Humboldt County

Public Library. Friends Groups will receive staff support as appropriate.

g. While Friends of the Library groups may be considered to be the lead volunteer

organization for the Humboldt County Library, it shall not prevent the Library Director

from accepting assistance from other community groups provided the assistance does not

conflict with agreements executed with the Friends.

6. POLICY REGARDING NAMING OF LIBRARIES

a. All new libraries shall be named for the geographical area in which they are located.

b. A member of the public residing in and representing the district where a new library is

located has the option of suggesting a name, reflecting the community's wish to the

Library Board of Trustees.

c. The Library Board of Trustees will consider the renaming of a library if the request

comes from and reflects the wishes of the citizens within the library's service area and if

the benefits of the name change outweigh the costs such a name change could generate.

d. The Library Board of Trustees will consider naming a library area, such as a meeting

room, for a corporation, group or an individual, living or deceased, who has made a

significant contribution to the Humboldt County Library system or to an individual

library within the County. The Board of Trustees may also approve the placement of a

commemorative plaque in a library to honor significant contributions of Humboldt

County citizens

e. The Library Board of Trustees may also consider naming a library fixture or piece of

furniture, either inside the library or on library grounds, for a corporation, group or

individual, living or deceased, who has made a significant contribution to the Humboldt

County Library System or to an individual library within the County. After a period of

ten years from the donation of a fixture or piece of furniture the Library may continue to

fund the maintenance of the fixture or furniture at its discretion.

f. The principal exterior entrance sign for all new buildings must include "Humboldt

County Public Library," the branch name, and the street number clearly visible from the

street. This policy should also be applied where possible when existing buildings are

renovated.

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Humboldt County Library System Board of Trustee Draft Policies

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7. POLICY REGARDING PUBLIC COMMENT AT LIBRARY BOARD MEETINGS

a. The Library Board wishes to provide an opportunity for the public to comment on various

Library related issues. The Board has established a Public Comment time period at each

regularly scheduled Library Board of Trustees meeting. The following serves to support

this process.

i. There will be multiple Public Comment periods at each regularly scheduled

Library Board meeting.

ii. At least one of the multiple periods of public comment must allow the public to

speak about any matter within the Library Board of Trustee’s jurisdiction,

control, or advisory power.

iii. No matter raised in public comment that has not been properly noticed on the

agenda in accordance with NRS 241, Open Meeting Law, may be the subject of

either deliberation or action until the matter itself has been included specifically

on a future agenda as an item upon which action may be taken.

iv. Restrictions on public comment must be reasonable and must be noticed on the

agenda, i.e. time limitations.

8. POLICY REGARDING INVESTIGATIONS OF ALLEGED MISCONDUCT BY THE

LIBRAY DIRECTOR

Policy of performing and managing investigations of complaints of harassment, discrimination,

retaliation, and safety and ethical allegations of misconduct in a timely manner in order to ensure

that prohibited actions and behaviors cease immediately and in order to protect the parties

involved in the investigation process

a. Purpose

When an employee makes an informal or formal complaint against the Library Director,

Humboldt County will take prompt steps to stop the alleged conflict, protect involved

parties, and begin investigations. Under many laws [e.g., Title VII, the Americans with

Disabilities Act (ADA), the Age Discrimination in Employment Act (ADEA), the

Occupational Safety and Health Act (OSHA), the Sarbanes-Oxley Act, state and local

nondiscrimination laws], Counties are legally obligated to investigate complaints

(harassment, discrimination, retaliation, safety and ethical) in a timely manner. In

addition, reasonable action is required to be taken by the County to ensure illegal actions

and behaviors cease immediately.

Responsiveness to a complaint and an investigation will not only yield the best

information and evidence, but it will also enhance both the investigator’s and the

County’s credibility. Investigations can help the organization identify and resolve

internal problems before they become widespread. Humboldt County takes all

complaints seriously, and will conduct appropriate, reasonable, and prompt

investigations.

b. Investigation Process

No investigation should be undertaken without the written notification of the County

Manager or Human Resource Director. The following steps will be taken as soon as the

County receives a verbal or written complaint that warrants an investigation.

i. Maintain Confidentiality

The County will protect the confidentiality of employee claims to the best of its

ability and in accordance with law. At the same time, the County must conduct a

prompt and an effective investigation. It may not be possible to keep all 21

Humboldt County Library System Board of Trustee Draft Policies

6

information completely confidential. The County should explain to the

complaining party and all individuals involved in the investigation that all

information gathered will remain confidential to the extent possible for a

thorough investigation. It should also be explained to the parties that to conduct

a prompt and effective investigation, some information may be revealed to the

accused and potential witnesses, but that information will be shared only on a

need-to-know basis. The County cannot promise absolute confidentiality to any

party involved in the investigation.

ii. Provide Interim Protection

The County may take immediate measures for the protection of the accuser or the

complainant. Separating the complainant from the accused may be done to guard

against continued harassment or retaliation. Actions such as a schedule change,

transfers, or leave of absence may be necessary, and are not done for retaliatory

purposes. The County Manager and Human Resources Director are authorized to

take immediate action.

The status of protective action may be changed at any time by the Human

Resources Director in consultation with the County Manager during the

investigation.

iii. Select an Investigator

An investigator will be chosen by the Human Resources director in conjunction

with the County Manager or other appropriate parties, such as the District

Attorney and/or the Library Board of Trustees.

The County may use the resources of experienced Human Resources

professionals, internal security, legal counsel (inside or outside), a third-party

investigator, or the County may use a team approach.

c. Determination

Upon receipt of the completed investigation report, the Human Resources Director, or

County Manager, or both, will review the entire investigation file, the employee’s

personnel file, and any other relevant materials. The Human Resources Director, or

County Manager, or both, may return the entire investigation to the assigned investigator

for further investigation of action. Once the investigation report is completed to the

satisfaction of the Human Resources Director, or County manager, or both s/he will

review the report and its findings, and will provide to the Library Board of Trustees,

County Manager, or other appropriate person potentially taking disciplinary action

against the employee.

d. Closure of Investigation

Once a decision is made, the Human Resources Director will notify the complainant, the

accused and the Library Board of Trustees that the investigation is complete, that the

County took the complaint seriously, and that the County took appropriate action to

investigate the complaint. The County is not obligated to disclose to the complainant

what actions were taken against the accused.

The Human Resources Director should set a time frame to follow up with the

complainant to ensure there are no other issues and that no retaliation has been endured.

The County should encourage communication and follow-up until the complainant is 22

Humboldt County Library System Board of Trustee Draft Policies

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comfortable again. Finally, the Human Resources Director should remind all parties to

preserve confidentiality as appropriate.

When necessary, the County must take reasonable action that is appropriate to the

situation.

e. Notice to Library Director

Before the Library Board of Trustees intends to consider the Library Director’s character,

alleged misconduct, professional competence, or physical or mental health at one of its

meetings, the Library Director is entitled to receive personal notice of the time and place

of the meeting pursuant to NRS 241.033 (1) (a) and (b). Such notice must be delivered in

person at least five working days before the meeting or sent to the Library Director by

certified mail at least 21 working days before the meeting. The Library Director may

waive their right to receive personal notice per the provisions of NRS 241.033 (1) (a) and

(b). If s/he wishes to waive their right to such personal notice, they must sign the Waiver

of Right to Receive Personal Notice Under NRS.241.033 form prescribed by Human

Resources in council with the District Attorney’s Office.

f. Archiving

The Human Resources Director will maintain confidentiality of all materials related to

the investigation and will store the materials separately from the employee’s personnel

file.

RESPONIBILITY FOR REVIEW:

The Library Board of Trustees in conjunction with the Human Resources Director and District Attorney’s

Office will review this policy every 5 years or sooner as necessary.

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