WHATCOM COUNTY LIBRARY SYSTEM
LIBRARY BOARD OF TRUSTEES MEETING MINUTES
Island Library, 2144 South Nugent Road, Lummi Island, WA 98262, 758-7145
August 15, 2006
printable version of the minutes

(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.

1. Call To Order: The meeting was called to order at 9:00 a.m. A quorum was determined.

Present:

Trustees Present: Amory Peck, Nina Cox, Janet Boyhan, Jan Hunter, Donna-Lee Elke
Director: Joan Airoldi
Staff: Sally Crouse, Geoff Fitzpatrick, Sigrid Brorson, Aubri Keleman, Jeff Lazenby, Karly Tucker
Guest: Buffy Lapof, member of Friends of Island Library

2. Public Comment: Welcome
Branch manager Karly Tucker welcomed the Board to the Island Library. Board members and staff introduced themselves to FOIL member Buffy Lapof. Everyone agreed it is always a treat to come to the Island library.

Ms. Tucker told the Trustees about some of the programs the library has held recently, including The Sardis Wildlife Raptor Center visit, and an event scheduled for next week featuring author Rachael Tanner who will be reading from her book From Eye to I.

SelfCheck out and self pick- up of holds will soon be introduced at this branch. Self pick up of holds will be first experimented with at this branch. Ms. Tucker thinks kids will love checking out their own books.

The Island Library holds a summer long book sale. This week, all the proceeds of the sale will be donated to the Cameron Parish Library, the library adopted through the American Library Association’s Hurricane Katrina relief program.

Ms. Lapof requested that the Island Library be granted more open hours. She asked for the opportunity to meet with WCLS representatives to talk about it. FOIL would like to add anywhere from an additional 2 hours to an additional day to their library’s schedule. Ms. Lapof also complimented the Board and the Whatcom County Library System. She said not every community is privileged to have such a well run library system.

Ms. Brorson and the Board thanked Ms. Lapof and the Friends of the Island Library for everything they do to make WCLS the library that it is.

3. Minutes:
July 18, 2006 - Regular Board Meeting:
The minutes of the July 18, 2006 Regular Board Meeting were reviewed. Ms. Hunter suggested a clarifying correction on page 2.
Ms. Hunter moved to approve the minutes of the July 18, 2006 Regular Board Meeting as corrected. Seconded, carried.

July 27, 2006 - Strategic Planning Meeting:
The minutes of the July 27, 2006 Special Board Meeting for Strategic Planning were considered.
It was moved by Ms. Cox to approve the minutes of the July 27, 2006 Special Board Meeting. Seconded, carried.

4. Financial Report and Resolutions:

A. Expenditures:
Mr. Lazenby reported the expenditures:
July 2006 payroll: $249,781.35.
July 2006 second set of claims: $58,573.46.
August 2006 first set of claims: $118,501.03.

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

C. Budget Discussion:
Mr. Lazenby drew the Trustees attention to the handout entitled Fund Resources and Uses Arising from Cash Transactions (dated August 15, 2006). He pointed out that to date the Library has received 56.4% of the expected revenue for the year and has expended 58.5% of the budget so far, with approximately 64% of the year past.

5. Preliminary 2007 Budget Planning

A revised 2007 Budget Planning Schedule was handed out that included the Budget Planning Retreat on October 9th. Ms. Airoldi notified the Trustees that the August Finance Committee meeting has been cancelled. It will be rescheduled after Ms. Cox returns from vacation.

Ms. Airoldi told the Board that Ms. Read has been meeting with Kibble and Prentice about the health benefits. A report prepared by Kibble and Prentice was passed around the table.

Ms. Airoldi asked the Board to consider which year to revisit the Job Classification Study and whether the work will be done in-house or by a consultant.

Ms. Cox suggested the Library can probably get the general salary information it needs from published salary tables. Ms. Airoldi agreed that several library associations publish salary information, but Ms. Brorson offered the opinion that some WCLS positions are unique and may not match the tables. Ms. Cox felt that if the Library does a study every 5 years using a consultant, that the Library can keep track of what is happening during the interim by using the published information. Ms. Airoldi agreed that this is what the Library is attempting to do but is concerned about some positions “falling through the cracks.”

Ms. Airoldi recalled that the last time the study was done it cost about $55,000 to survey all of the jobs and their benefits, re-write job descriptions and do related work, but that was partially because it had not been done for almost 12 years. Ms. Cox requested that Ms. Airoldi check into the cost estimate of in-house versus paying for a consultant and the reasons for each. Ms. Hunter suggested comparing WCLS salaries with several Library associations, other Whatcom County agencies that are similar in size, BPL, etc.

Ms. Airoldi will work with Ms. Read on making a recommendation.

Ms. Airoldi told the Trustees she would be presenting the Baseline Check-in report at the September meeting. She believes it to be a good starting point for budget planning because it reflects staff needs and comments.

6. Strategic Planning Update

Although Dr. Jull has not finished her study or provided a written report as yet, Ms. Airoldi informed the Board of some preliminary results she had received.

The Trustees asked that the study be mailed to them as soon as it is ready. Ms. Airoldi informed the Board that she will be meeting with Dr. Jull the first week of September to receive the full report and invited any and all to attend with her. Ms. Peck expressed interest in attending.

All Trustees also requested they begin receiving paper copies of the Library Link in the mail. Ms. Keleman said she would add them to the distribution list.

7. Executive Session

At 10:00a.m., Ms. Peck called the Board into executive session according to RCW 42.30.110(1)(g) for the purpose of discussing personnel matters.

8. Community Relations Coordinator’s Introduction and Report

Regular Session resumed at 10:35a.m. after the conclusion of the executive session and a 10 minute break. No action was taken.

Ms. Keleman, Community Relations Coordinator, introduced herself. Her first library job was as a page at BPL while she was in high school. Since then, she has completed a marketing internship, acquired a writing degree, a teaching degree, taught ESL, participated on a strategic planning committee, helped to start a bilingual school in Burlington, and has nearly completed her Masters in Library Science at UBC.

One of the first things Ms. Keleman did after starting her new job was to interview the public relations director of the New York Public Library on a recent trip. He advised that she 1) meet with a community group every week, 2) build relationships with the press, and 3) have position statements written ahead of time as much as possible.

Since returning, she has concentrated on meeting with a variety of groups: branch managers, BPL Assistant Director Lizz Roberts, and is making plans to meet with people in similar positions in other systems.

What she is finding is that every branch wants something a little different. She said one of her top priorities is going to be to meet with community groups such as Senior Centers and PTA/PTOs. ”

She is also involved in public relations promotions that are system wide. Recently she has been working on Banned Books Week materials for the branches, Foundation, and website.

Other needs that she has identified through meeting with branch personnel include information literacy needs: Library 101, database training, and beginning computer classes such as how to set up email and how to use Google.

Ms. Airoldi commented that the workload has been overflowing from the moment Ms. Keleman arrived.

The Trustees thanked Ms. Keleman and asked for a report at each Board meeting. In addition, the Trustees asked Ms. Keleman to provide them with talking points on current library issues. Ms. Elke also requested a press review that would summarize and reference any news items pertinent to the Library.

Ms. Keleman has been granted an advertising budget by the Foundation. Ms. Peck expressed appreciation to the Foundation for this. Ms. Airoldi voiced her appreciation for the Library Board for supporting the creation of the Community Relations Coordinator position.

Ms. Peck mentioned a conversation she recently had with Lizz Roberts who is also looking forward to working with Ms. Keleman which should promote an even more positive working relationship between the two systems.

9. Committee Reports:

Facilities: The Facilities Committee reported they are close to having a Capital Facilities Plan developed. Ms. Cox gave credit to Ms. Airoldi, Mr. Lazenby and Ms. Brorson for gathering much of the needed information. She also reported that the committee attended a Mt. Baker School Board Committee Meeting where they explored the idea of working together. She and Ms. Hunter think that any formal cooperation will take time to put together.

Policy: Ms. Peck reported that the Policy Committee reviewed the plan developed by Ms. Read for the Employee Handbook. Their recommendation is to follow that plan as written. They do not think the Board needs to intervene in this work. They would like to meet with Ms. Read to talk about theories of personnel issues in the future. The laws have become very complicated. Ms. Cox complimented Ms. Read on the clear way that she has drafted and presented policies.

Foundation: Ms. Hunter said the Foundation wants to investigate more about what will occur if the TV station comes under their 501(3)(c).

Grants awarded last month were:

• $1000 to Friends of Deming Library for building fund
• $800 to Teen Services for Teen Read/Write/Draw project
• $250 for Begin with Books Project

In addition, Ms. Keleman was given $1166 to fund advertising in county publications and some promotional materials.

Ms. Hunter announced a function planned for the last week of September during Banned Books Week for the purpose of introducing financial planners and lawyers to the Foundation. The Foundation Board is still in need of members. The WCLF meets the second Thursday of the month from 5 to 6:30 p.m.

Ms. Airoldi suggested the Board should think about what they would like to do to thank the donors of the Ferndale gift for their generosity. The Trustees asked Ms. Airoldi and Ms. Keleman to draft a thank you letter and email it to them for approval. The letter can be published in the Ferndale Record Journal and the Bellingham Herald after a copy and gift has been delivered to the donors.

11. Library News:

Ferndale Library Project: Ms. Cox has been elected chair of the Ferndale Library Planning Task Force by that group. One item accomplished in an early meeting was to define the respective roles of the task force and the Friends of the Ferndale Library. Their next meeting will be on October 12th. The City of Ferndale is going to attempt to get a one million dollar levy on the November ballot. The task force is working on fundraising ideas, including how to work with state legislators.

Ms Cox said she has made a concerted effort to make it clear that she is functioning as a private citizen in this capacity and not as a member of the WCLS Board of Trustees. Her statements are her own, and she is not functioning as a representative of the WCLS Board. It is a very exciting project. The task force needs more members, and she asked for suggestions.

Ms. Janai Lane, the new Branch Manager of the Ferndale Library, has taken on the task of writing a background of the project, showing the need, along with a history of the library, including pictures.

Ms. Airoldi thanked Ms. Cox for taking on such a big role in this project. The donation is specific; it must be a new building. It will be a huge undertaking. Ms. Airoldi believes Ms. Cox is the right person at the right time.

Maple Falls Library Project: Ms. Airoldi reported that the Maple Falls group is working on putting together a steering committee and meeting with the Mt. Baker School District.

IT Dept: Mr. Fitzpatrick announced that the SelfCheck machines are really working out well. They are handling 20 to 25% of the checkout traffic for the first half of the year; however, for the first quarter of the year there were only two machines in the system. Kids love them.

The network segmentation project is proceeding.

The Technology team is about to begin another edit of the 2004-2007 Technology Plan. Next year the plan will be completely rewritten.

Deming Program: The Deming Friends are sponsoring a special program on September 11th. Author Noemi Ban will be the guest. Ms. Ban wrote a book about her experience in a German concentration camp.

Fall Friends’ Gathering: The Fall Friends’ Gathering is scheduled for November 4th at the Blaine Library from 12 to 3 p.m. Ms. Keleman is working on the agenda.

10. Director’s Report:

Ms. Airoldi presented her written Director’s Report. Topics included:
1. Washington Learns: how libraries fit into a comprehensive learning plan
2. The Deleting Online Predator’s Act HR 5319
3. New Carpet Squares installed at CS
4. BPL Planning
5. Library People: farewells and staff changes.

11. Bouquets & Announcements:

A luncheon to celebrate with Mary Erickson is scheduled for Wednesday August 23rd.
Ms. Peck read a resolution in honor of Ms. Erickson’s dedicated service to WCLS.
Moved by Ms. Elke to approve the resolution. Second, carried.

September 27, 2006 Board Meeting:

The September 27, 2006 Board Meeting will begin at 9:00 a.m. at Central Services. Please make note that this meeting breaks the regular pattern set for WCLS Board Meetings. It takes place fourth week of the month on a Wednesday.

Adjournment:

The meeting was adjourned at 11:50 a.m.