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WHATCOM COUNTY LIBRARY SYSTEM
LIBRARY BOARD OF TRUSTEES MEETING MINUTES
Central Services, 5205 Northwest Road, Bellingham, WA 98226
October 18, 2005
(Note: “Library” refers to the Whatcom County Library System.)

Anyone requiring these minutes in an alternate format, such as large type, Braille or an audiotape, please contact the Library at 384-3150.

Call To Order: The meeting was called to order at 9:04 a.m. A quorum was determined.

Present: Board: Amory Peck, Donna-Lee Elke, Nina Cox, Jan Hunter, Janet Boyhan
Director: Joan Airoldi
Staff: Sigrid Brorson, Robin Barker, Lizz Roberts, Geoff Fitzpatrick, Catherine Sarette, Kathy Frank, Christina Read, Jeff Lazenby, Sally Crouse. Arriving later in the meeting were: Tina Bixby, Mary Erickson, Lisa Gresham, Bonnie Wiesen, and Marcia Rosen-Kain
Guests: Dennis Arntzen

Public Hearing: There were no members of the public present who wished to comment on the 2006 Preliminary Budget.

Public Comment: There was no public comment presented.
Minutes:

Regular Meeting:
Sept. 20, 2005

The Board turned their attention to the Minutes for the regular Board meeting of September 20, 2005. Ms. Hunter asked for clarification of the wording of paragraph 5 of the section entitled Policy Update: Draft of Rules of Conduct Policy. The paragraph was edited to read:
Ms. Hunter asked about the reference to calling law enforcement. It was explained that there are many alternatives to calling law enforcement. One such alternative is “Trespassing” a patron from the library for a day.

Ms. Elke moved that the minutes be approved as corrected. Seconded, carried.

Financial Report and Resolutions:
a. Expenditures: Ms. Frank presented the financial report:

September 2005 payroll: $223,810.50
September 2005 second set of claims #1-81: $28,185.11
October 2005 claims #1-245: $157,499.02

Ms. Elke moved to approve the expenditures and accept the financial report. Seconded, carried.

Minutes:

Special Meeting:
Sept. 28, 2005 The Minutes of the Special Board Meeting of September 28, 2005 were considered. It was noted that the word “Minutes” ought to be added at the top of the page.

It was moved that the minutes be accepted. Seconded, carried.

Financial Report and Resolutions:
b. Resolutions Mr. Lazenby presented the following resolutions:

10/18/05-19 In the Matter of Cancellation of a Warrant Over a Year Old
10/18/05-20 In the Matter of Cancellation of Warrants
10/18/05-21 In the Matter Authorizing Approval and Signature of Payroll and Claims

10/18/05-22 In the Matter of Property Tax Increase
10/18/05-23 In the Matter of Adopting the 2006 Preliminary Budget
Resolutions 22 & 23 will be handled later in this meeting
10/18/05-24 In the Matter of Duplicate Warrant
This Resolution has been put off to the November Board meeting.

Ms. Cox moved that Resolutions 10/18/05-19, 20, & 21 be approved as presented. Seconded, carried.

Financial Report and Resolutions:
c. Budget Report

Audit Exit Interview The Board was enthusiastic in extending their congratulations to Kathy Frank for another outstanding financial audit and also for the hard work and talent of Mary Erickson and Sharre Carlsson in the Accounting Department.

Mr. Lazenby outlined the three exit items identified by the State auditor:
1. Surplus of items over $1,000. These items need to be tracked until they leave the WCLS system even after their value falls below $1,000.
2. The Begin with Books program funds should go directly to a Friends group or to the Foundation so that it is not part of the library general fund.
3. The credit card policy needs to be more comprehensive (ie. who is authorized to use the cards, specific purposes that the cards may be used, etc.)

There was a general discussion about the use of credit cards and their convenience to the library particularly in avoiding late charges for utilities which occur because of the time required for checks to be processed through the County.

Review of the Proposed 2006 Preliminary Budget Mr. Lazenby gave a PowerPoint presentation regarding the 2006 Preliminary Budget with handouts.

In regard to long term projections, Mr. Lazenby made several points including:
1. There is a possible negative impact on our income over time due to the possibility of a larger number of new taxing districts being formed in the County. Since local governments are limited to a total levy rate of $5.90, when more taxing districts are formed, less money is available for each district.
2. On the positive side, the refineries may continue to upgrade their facilities. This generates more money for the library. First through new construction, then through the property tax rolls.

Revenue for new construction was included in the Preliminary Budget at $534,642, the amount necessary to balance the budget as written; clearly an overly optimistic amount. Ms. Airoldi and Mr. Lazenby have met with the Assessor to request a realistic estimate (see handout letter to WCLS staff dated 10/13/05). Ms. Frank explained that we need to leave this optimistic figure in the budget because if there is a property tax boom, the law says the library gets what is in the budget. She explained that the Library Board’s job is to look at the library’s priorities, plans, and needs, and then make cuts according to actual revenue. This Preliminary Budget reflects the actual needs of the library and is based on a zero based budgeting methodology. With the limitation of 1% growth plus new construction, the reality is that we cannot continue growing because we cannot rely on having the resources to support that growth.

Ms. Frank’s explanation was followed by a discussion about spending the reserve. Suggestions included:
• Communicating with the WCLS staff about the possibility of spending the reserve;
• Considering what the reserve is really for and when and how it should be used;
• In time of an uncertain economy, keeping a reserve to guard against future budgetary shortfalls; what is a rainy day and how do you know when you get there?

The Department Heads were asked for a summary of the reasons for budget increases in their departments:

Sigrid Brorson for Public Services (p. 25-30)
• Utility costs, staff increases, an increase in open hours in two branches, increase in the mileage reimbursement rate to the state rate, hours added to some staff positions, additional training hours

Robin Barker for Systems Design & Collections (p. 21-24)
• Change in staff (Collections Assistant, 4 hours/week above the 2004 budget), telephone messaging program (will save money in postage and supplies), downloadable MP3 books (a change in format that reduces staff time & space and keeps pace with needs of some users)

Geoff Fitzpatrick for Information Technology Services Dept. (p. 14-16)
• Implementing Voice Over IP phone technology in the larger branches, self-check stations

Joan Airoldi for Administration (p. 8-13)
• Adding a full-time Communications Manager half-way through the year to address public outreach and training, the web page, Foundation assistance, and marketing and communications needs of the Library. The goal is that the position will eventually pay for itself and more. Projects in the 2006 budget for the Central Services building include replacing the carpet and setting aside money to repair the roof in 2007.

Ms. Cox moved that resolutions 10/18/05-22 and 23 be approved. Seconded, carried.

The Board took a 5 minute break at 10:35.

Policy Revision:
Internet Use Policy Ms. Airoldi presented two policies regarding Internet use: Acceptable Internet Use Policy: Staff Information and Guidelines (draft 9/14/05) focused on staff and Internet Use Policy (draft 10/14/05) focused on the public.

Ms. Cox stated her opinion that only one policy is needed and proposed combining the two policies into one by excerpting out the one-sentence policy statement from the staff policy…
WCLS prohibits accessing, viewing, or printing any illegal or obscene material on any WCLS computer located in any WCLS facility.
and substituting it for the second paragraph on page two of the Internet Use Policy. Ms. Cox introduced the idea that the rest of the staff “policy” is not needed because it is actually guidelines for implementing a policy. Ms. Cox explained that from her work with the Board policies recently, she has come to the belief that it is the purpose of the Trustees to set policy and it is the responsibility of the Director to determine how to implement that policy. When guidelines like these are included in policies, the Trustees are involving themselves in micromanagement of the organization.

Ms. Airoldi agreed that the two policies can be combined into one. She handed out an Internet Discussion Update chart (dated 10/18/05) which shows what actions have been accomplished since the last Board meeting.

The Internet Use Policy under consideration requires a parent signature if a minor child is to use the Internet. Ms. Roberts described the wealth of resources other than the Internet that librarians have available in the library to help children find information if they do not have a signed Internet permission from their parents.

Ms. Sarette spoke in favor of the revision saying this requirement gives the kids a big motivation to get their parents’ signature whereas our old method did not have that motivation.

The group did a little editing of paragraph four on page two of the policy to clarify that a parent signature and a selection of filtering or no filtering is required.

It was moved by Ms. Elke to approve the Internet Use Policy along with the modifications to paragraphs two and four on page two as proposed. Seconded, carried.

Policy Revision:
Rules of Conduct Policy Ms. Sarette presented the revision of the Rules of Conduct Policy. She explained that the guidelines have been taken out and agreed that it is easier to change the guidelines if they are not in the policy because future changes do not have to be taken to the Board.

Ms. Cox suggested taking the word “Rules” out of the name and simply calling it the Conduct Policy. She also suggested that the policy needs to be compared with the Disruptive Behavior Policy and the Harassment Policy to see if there is overlap and whether each serves a different purpose in order to make sure all three policies are needed.

The Rules of Conduct Policy revision was set aside until the November meeting.

Policy Revision:
Verification of Employment/ Reference Ms. Read presented the current Verification of Employment /Reference Policy along with the proposed changes.

The discussion again centered on the role of the Board in setting policy. Ms. Cox proposed passing a brief, general policy and then turning the details of the implementation of that policy over to the Director. There was concern that if many rules are reassigned to the realm of “guidelines” patrons may not understand they must be followed. “Guidelines” sounds like a suggestion to some people. Several names were suggested for the Director’s implementation of the policy such as Administrative Policy, Policy Guidelines, and Policy Implementations.

There was general agreement among the Trustees to move in the direction Ms. Cox is suggesting when it comes to writing future policies and revising current policies.

Ms. Cox read a draft that she proposed might replace the proposed Verification of Employment/Reference Policy.

The Verification of Employment/Reference Policy revision was set aside until the November meeting.

Committee Reports: The Facilities Committee reported on the progress of the Northfork Community Center project. The County has not made a final decision about the site. At present, they are leaning toward putting it in the new housing development because of costs.

The Northfork Community group did not recommend the development location as their first choice because of access and safety concerns. Ms. Airoldi emphasized the importance of a win/win situation with the County in this matter.

Announcements and Bouquets:

Employee Anniversary Recognitions:
Marcia Rosen-Kain
Tina Bixby
Bonnie Wiesen
Mary Erickson The Trustees were pleased to celebrate anniversaries and recognize the contributions and dedication of four library employees:

Marcia Rosen-Kain was honored for 10 years of service as a PSA at the Lynden Library. Ms. Roberts talked of how Marcia especially loves working with kids and using her artistic talents in her library work.

Tina Bixby was honored for 10 years of work at WCLS. Ms. Roberts told of Ms. Bixby’s service as Everson branch manager, PSA, trainer, reference and reference training, and reference selector. Tina brings caring and dedication to everything she does. She is also an outstanding Friend of the Deming Library.

Bonnie Wiesen was honored for serving and witnessing 30 years of history in the Whatcom County Library System. Ms. Wiesen treated the Board to a synopsis of some of the things she has been involved with over the years, and how the library and her service have changed. She also told a story that brought a whole new light to her history at the library.

Mary Erickson has worked at the library for 30 years; first as a circulation clerk, then on to Accounting. Kathy Frank called Mary a computer wizard who always looks for a better way to do things. She also credited her with being an enormous part of the reason for our positive state audits.

Kathleen Neece was also to have been honored, but a commitment with the Bookmobile necessitated that this be re-scheduled for a later date. Cake contributed by Sigrid Brorson was enjoyed as part of the celebration.

Copies of the comments made by Ms. Roberts, Ms. Gresham, and Ms. Frank at the anniversary celebration will be available in the October 21, 2005 Library Link.

Foundation Committee Report Ms. Airoldi reported that as a result of the Nominating Committee meeting, the founding Board of the WCLS Foundation has elected five permanent board members per the Articles of Incorporation and Bylaws. There are still five vacant spots on the Foundation Board.

The application for 501(c)(3) status is progressing thanks to the work of Neal Bittner.

By acclamation, the Board wishes to extend their thanks for the work of those who served to establish the Foundation and complete the Articles of Incorporation and Bylaws: Jan Hunter, Bill Backer, Florie Cox and Neal Bittner.

Director’s Report: The Director’s Report was presented to the Board in written form. Topics included:
1. The Signs of the Times: a snapshot of the complexity of library times today
2. WCLS Friends Gathering: details on the Nov. 5 second annual event
3. New Legislative Session and Initiatives: experiences and issues regarding library funding through initiatives.

Library News: All those at the Board meeting who participated in the Interest Based Bargaining training for the Union negotiations were very positive about the experience. Ms. Frank commented that this step is a big move forward for the library.

Ms. Bixby announced a Benefit auction at the Deming library to raise money for the Building Fund, Friday, Nov. 4 at 6:30. Dinner is $5. The event will be held at the Deming Logging Show Museum and will feature Bluegrass music by Feed and Seed.

November Meeting: The November meeting will be held at the Ferndale Library on November 15th at 9:00 a.m.

Resolution: It was moved by Ms. Hunter to pass the resolution honoring the years of service and dedication of Kathryn Frank. Seconded, carried.

Adjournment: The meeting was adjourned at 12:30 p.m.