The Oldham County Public Library
BOARD COMMUNICATIONS This policy is intended to cover only the internal communications of the Board. Board Packets The Director will mail all Board members a packet of materials prior to each Board meeting. The packet may be mailed or e-mailed with attachments. The mailed packet will include: The agenda for the upcoming Board meeting; A narrative report from the Director of Library activities that month and current issues; Library statistics for each branch and the entire system including: 1. Monthly circulation; 2. Monthly new borrowers; 3. Reference questions answered; 4. Visitor counts; 5. Programming and program attendance; Managers’ reports (as necessary); Minutes of any Board meetings since the last packet was sent; Current monthly income and expenditures reports; Year to date income and expenditures reports; Transaction report which details all checks written by the Library during the past month; Other information pertinent to discussions by the Board during the upcoming meeting. It is the responsibility of each Board member to familiarize him/herself with the materials in the packet prior to the upcoming Board meeting. E-mail The Library provides an email account to most of its staff for internal communications. Board members may request an email account through the Library or use their own private email accounts to conduct Library business. Board members should remember that all work-related communications are subject to the Open Records Act. By statute, all work-related email messages must be retained for two years. Contact information The Library maintains contact information for all Board members. This information will be updated annually. The contact information for Board members is public record and will be released to the public upon request and advertised to the public as required by law.
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