Rural Library Trustees make changes to meeting protocols

DAYTON–The Columbia County Rural Library District (CCRLD) Board of Trustees met for their monthly board meeting Monday, January 27. Community members present reported that the typical time at the end of these meetings for questions and comments was not on the agenda. At the close of the meeting, it became clear that questions or comments were not being allowed. When asked about the omission, the Board Chair, Tanya Patton, who reportedly made the decision without a vote from the board stated “she had decided” they would only take questions and comments by email.

The Open Public Meetings Act (OCMA) mandates that discussions between a majority of the members of a board concerning matters of its’ business, including those about changes to policy of how they run their meetings, be conducted and approved by a majority vote of its members in an open public meeting. Additionally, policies are to be made public on the website and advertised because they are a matter of public record.

The recent changes in the library board meeting policies are not the first to be adopted. Early in 2019, board meetings had a questions and comments period both before and after the meetings, and were also accepted and addressed during said meetings. However, the policy was changed to allow questions or comments following the meeting only, a decision not discussed or voted on by the board.

Soon thereafter more limits were imposed on public input or inquiry limiting that time to 15-minutes and allowing three minutes per person. This was again changed without collective discussion or decision by the board at any meeting.

Both decisions to limit public question or comment were reportedly made solely by the Board Chair without a vote by the board. Also, in these months, there is concern about the lack of response to emails directed to the board.

“Only final public comments have been temporarily removed from the agenda while the Director and Board Chair research the best practices, policies and procedures of other Boards and public entities related to public comment. The public was allowed to ask questions about business items on the agenda during the January meeting. The public is always welcome to submit their comments in writing,” said Patton.

According to Columbia County Prosecutor, Dale Slack, the public pays approximately $400,000 in tax monies that go to the library each year. Therefore, the library has an obligation and a responsibility to hear the public.

Earlier last month, on January 9, the Library Board held a Special Meeting that was not advertised or listed in the paper or on the library website with a minimum 24–hour notice. Slack, reported that this is a violation of the OPMA RCW 42.30.060 and invalidates the decisions made at the meeting according to RCW 42.30.080. These violations could result in “a lawsuit, and civil penalties to the members involved in the closed meeting of up to $1000, and payment of attorney’s fees and costs to the person filing suit according to RCW 42.30.120,” said Slack. “These types of lawsuits are generally not covered by insurance.” Tanya Patton stated that there is documentation to show that the board adhered to the requirements.

Slack claims that the following could help towards resolving the community’s concerns. First, a lawsuit which would slap a potential fine for misconduct/illegal actions of the library board, or that they would be fined without a lawsuit. Second, members of the community who are not endorsed by the current board apply for the two open positions, which is for Patton’s position and another. The County Commissioners decide who fills these vacancies, but the current Board make their recommendations. Third, call the Commissioners’ Office and report concern. Fourth, attend board meetings, ask questions and state concerns there or by email. Fifth, join the Facebook groups Friends of the Dayton Memorial Library and/or the Concerned Friends of the CCRLD.

Slack and his wife, Amy, together with other concerned community members have been attending board meetings for the past year, and some longer. Slack also formed the Facebook Group “Concerned Friends of the Columbia County Rural Library.”

“Representing their constituents, the Board of Trustees responds to local needs and conditions in its decision–making, tailoring services and programs to the community. The Board also builds community support for the library and its programs. Board meetings are open and public input is encouraged.” CCRLD Board Fact Sheet