WHATCOM COUNTY LIBRARY SYSTEM
LIBRARY BOARD OF TRUSTEES MEETING MINUTES
Lynden Library, 216 Fourth Street, Lynden, WA 98264, 354-4883
June 20, 2006
(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: Board: Amory Peck, Nina Cox, Janet Boyhan, Donna-Lee Elke, Jan Hunter
Director: Joan Airoldi
Staff: Robin Barker, Sally Crouse, Geoff Fitzpatrick, Karl Thompson, Sigrid Brorson,
Guest: Rob Bunnett representing the Whatcom County Parks and Recreation Department

2. Public Comment:

Welcome There was no public comment.

Introductions were made including guest, Mr. Rob Bunnet, who was representing Mr. Mike McFarlane, Director of the Parks and Recreation Department and County Administrator Dewey Dessler. He requested the opportunity to speak to the Trustees about the planning for the Resource Center in the Balfour Village; related to agenda item 6.

3. Minutes:
May 16, 2006 Regular Board Meeting:

May 31, 2006 Planning Meeting: The minutes of the May 16, 2006 Regular Board Meeting were considered. Ms. Elke asked that the minutes recognize the contribution of Ms. Hunter on the Advocacy Committee in the first paragraph at the top of page 5.

It was moved by Ms. Hunter to approve the minutes of the May 16, 2006 Regular Board Meeting with the correction noted. Seconded, carried.

The minutes of the May 31, 2006 Planning Meeting were reviewed.

It was moved by Ms. Elke to approve the minutes of the May 31, 2006 Planning Meeting as presented. Seconded, approved.

4. Financial Report and Resolutions:
B. Expenditures: Mr. Lazenby was unable to attend the meeting. Ms. Crouse reported the expenditures in his absence:
May 2006 payroll: $242,364.
May 2006 second set of claims: $31,261.68.
June 2006 first set of claims: $149,077.57.

Ms. Crouse told the Board that Mr. Lazenby said there were no unusual expenses.

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

4. Financial Report:
A. Budget Discussion: In Mr. Lazenby’s absence, Ms. Airoldi presented the Fund Resources and Uses Arising From Cash Transactions Report for June 20, 2006. She commented that the expenditures are going along as planned. There was no discussion.
4. Financial Report and Resolutions:
C. Resolutions: Ms. Airoldi presented the following resolutions:

5/25/06-14 In the Matter of a District Request for Paycheck Correction Form
This matter was authorized last month but needs to be documented on this form.
6/20/06-15 In the Matter of Authorizing the Application for Emergency Management Preparedness Assistance Grant Funding
Mr. Lazenby researched and wrote this grant for emergency preparedness assistance. It requires Board authorization.
6/20/06-16 In the Matter of Authorizing the Waiving of Fines for Minors for Summer Reading
Waives fines so kids can participate in Summer Reading Club.
6/20/06-17 In the Matter of Reallocating Capital Funds for Branch Safety and Security
Reallocates capital funding from the planned 2006 Central Services roof replacement toward Maple Falls branch safety and security needs.

Ms. Cox moved to accept resolution 14, 15, & 16. Seconded, carried.
Resolution 6/20/06-17 was put aside until agenda item 7.

5. Policy Revisions:
Starting Salary & Benefits Policy:

Proficiency Level Salary Increases Policy:

Internet Use Policy: Because Christina Read is on vacation this week, her presentation regarding the Starting Salary & Benefits Policy and the Proficiency Level Salary Increases Policy is in written form. The Trustees were very appreciative of the information she put together. They had no questions because it was so thorough.

Ms. Elke moved that the Starting Salary and Benefits Policy be approved. Seconded, carried.

Ms. Cox moved that the Proficiency Level Salary Increases Policy be approved. Seconded, carried.

Mr. Fitzpatrick presented a revision of the Internet Use Policy explaining that it is necessary for the library to prepare for wireless connection to the internet. There are two reasons for this: We are preparing to be able to offer the service (there is a demand) but more immediately, it is already possible to get a wireless connection in at least one of our branches because of its proximity to a wireless network near the library. The policy will clarify what we do and do not offer to our borrowers. Mr. Fitzpatrick outlined the changes to the policy. Ms. Peck observed that the only things we are prohibiting people from doing are already illegal. The policy changes are mostly a matter of clarification.

There was a general discussion about wi-fi networks, their security, use of bandwidth, and the possibility of turning off the wi-fi network at night. Ms. Brorson told a story of a positive experience at the Charlottesville Library which has a wi-fi network. Many of their patrons enjoy using it while sitting in the park across the street.

Ms. Elke is concerned about the possibilities wi-fi will open up for disruptive activity. Mr. Fitzpatrick said we can require they click acceptance of our internet use policy before using the wi-fi.

Mr. Thompson expressed the opinion that offering wi-fi will undo much of what has recently been accomplished to accommodate the internet. With wi-fi available children can have unfiltered access using someone else’s computer, it will undo everything that has been done through the arranging of furniture and recessed monitors, and it would give those people with their own computers unlimited time while other patrons would only have one hour.

Ms. Airoldi acknowledged that there are many issues to work through. However, the policy language changes are necessary to ensure that the policy applies to all computers used in WCLS libraries.

Ms. Elke moved to approve the revised Internet Use Policy. Seconded, carried.

A handout of WCLS policies by date implemented or revised, prepared by Sally Crouse was distributed.

6. Facilities Committee Report:
Maple Falls Library Options Guest Mr. Rob Bunnett of the Whatcom County Parks and Recreation Department was invited to speak. He explained he came on behalf of Director Mike McFarlane to invite the Library to be part of the planning of the Community Facility the County is planning to build in the Peaceful Valley development area. The County is committed to start building within four years and occupy the building within seven years. The Parks Department is involved because they coordinate the Senior Center that will be in the building, and they will do the scheduling of all the different groups that use the facility. Mr. Bunnett invited the Library to attend a planning meeting on July 13 from 6:30 to 8:30 for people in the Kendall area about the project. Grants are now being written to help fund the facility.

Ms. Elke asked Mr. Bunnett if he knew what type of participation they were soliciting from the Library. Mr. Bunnett explained the Library is being invited to be part of the discussion.

Mr. Bunnett was asked if the County was going to go ahead with the floor plan as it is now. It was explained to him that the library portion is very inadequate for our needs. Mr. Bunnett replied that it was his understanding that they would be starting over with the floor plan but that the question should be forwarded to someone with more authority.

The Trustees thanked Mr. Bunnett, and he left the meeting.

Facilities Committee Report: Ms. Airoldi reported that the County has requested a statement of support for the project from the Library. This topic had been discussed at the Facilities Committee and Ms. Hunter had drafted a letter in response which was sent to all the Trustees and Ms. Airoldi for their comments. The Board discussed the letter Ms. Hunter had drafted and made suggestions.

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

Moved by Ms. Cox to send two letters: one to Mr. Pete Kremen stating that although the Library supports the County’s movement to establish a Regional Resource Center, the Library will not participate in the County’s project at this time; and a second letter to Mr. Mike McFarlane explaining the Library will not be part of their committee and detailing why. Seconded, carried. Ms. Boyhan suggested the first letter can refer to the second letter for more details. A copy of the letter to Mr. McFarlane will be sent to Mr. Kremen.

Mr. Kremen’s letter will be delivered in person by Ms. Airoldi, Ms. Cox and Ms. Peck.

Ms. Airoldi thanked the Trustees for attending community and school board meetings in order to be well informed for this difficult decision.
7. Maple Falls Library: doors and other security measures Ms. Airoldi drew the Board’s attention to the handout entitled Information on Safety and Security for Maple Falls which was prepared by Mr. Lazenby after a meeting between Ms. Brorson, Ms. Head, Ms. Airoldi and himself with the Cemetery District, Maple Falls Library building owner. Ms. Airoldi’s assessment of the situation at Maple Falls is that it is dismal, grim, and dangerous. Dismal because there is so much work required to set up and take down the library every time it opens, since it is a shared building. Grim because there is not even enough room behind the counter for the staff to place a chair to sit on, and, Dangerous because the key to the building is located at the gas station across the street, and there is no check-out security for the key.

According to the Library’s contract with the cemetery district the Library does need their authorization to make any changes to the building. However, having their approval to make changes does not mean they will contribute any money toward those changes. The changes under consideration that would improve security are: replace one of the front doors with a door that has a window, provide an electric “open” sign that can be turned on and off from inside the building, add a security system and include panic buttons.

There was general discussion about the possibility and cost of replacing only one door, horizontal vs. vertical sign, smoke detectors, and panic buttons.

It was moved by Ms. Elke to approve the second proposal which includes a building alarm, 3 smoke detectors, and a vertical sign with accompanying electrical work, replace only one door and add two panic buttons. However, if construction practices make it impossible to replace only one door, then approve replacement of two doors. Seconded, carried.

It was moved by Ms. Cox to approve Resolution 6/20/06-17 In the Matter of Reallocating Capital Funds for Branch Safety and Security. Seconded, carried.

Report on Lynden Library: Karl Thompson, Interim Branch Manager, was invited to give a report on the status of the Lynden Library. He reported that things are going well as they await the arrival of their new Branch Manager Regan Robinson.

Summer Reading started last Saturday; they have nearly 100 kids signed up already.

Lynden Library celebrated its 500,000th patron and Mr. Thompson reported that the young man was a little overwhelmed. There was a picture and story in the paper. Next week is their third anniversary in this building.

Because the shelves are getting crowded, Sue Tommervik has been doing a lot of weeding of the collection; this includes things that were brought out from CS when the branch first opened. The new manager who is coming has experience in collection work, so the staff is looking forward to her suggestions and ideas. She is also coming from a system with wi-fi and her experience with that will be valuable.

8. Strategic Planning: Ms. Elke read a draft Vision Statement which the Board developed at the Strategic Planning Meeting on June 13: WCLS envisions a future in which the curiosity of each generation flourishes and where our libraries are held in highest esteem.

Ms. Airoldi handed out a report from Dr. Pamela Jull, compiled after a meeting with 12 staff committee members exploring information goals for the strategic plan.
9. Committee Reports: Advocacy: Ms. Airoldi mentioned that the Island friends are asking for details on why advocacy is important at this time. She is working on developing talking points.

Foundation: Ms. Hunter reported that the Foundation has received its first application for grant funding. Applications are due by July 1st. Money will be distributed in September. Foundation Board members are still working on plans for a fundraiser in September and are currently seeking a speaker. All suggestions are appreciated. They also need a place to hold the event. They would like it to be in the county. Semiahmoo and the new building on the Lynden Fairgrounds were suggested. The Foundation Board meets on the 2nd Thursday of each month.

10. Library News: The Deming Library has long struggled with a difficult entrance to and egress from its parking lot because of the driveway on the Mt. Baker Highway. Although the library had met with the Department of Transportation at the end of 2002 after the casino turn lane was added, no resolution was reached. The library was originally not labeled as a library on the DOT plans which explains the lack of proper lanes for getting in and out of the parking lot. A patron who recently had a negative experience turning left from the library was able to raise the issue again with the Department of Transportation. A meeting was held with DOT staff in the library, attended by Friends’ President Sharon Digby, Branch Manager Frances Barbagallo and Ms. Airoldi. There have been five accidents, three with injuries since 2002. However, DOT reported that there is no money to change the highway and five accidents aren’t really considered that many compared to other problem areas in the state. More study on traffic flow and lane dimensions will be made and changes to improve safety will be made based on the results.

The Looking At: Jazz, America’s Art Form grant that was awarded jointly to WCLS and Bellingham Public Library is sponsored by the ALA Public Programs Office and the National Endowment for the Humanities.

Ms. Cox reported on her involvement with the Ferndale Steering Committee which is making good progress.

Mr. Fitzpatrick gave a brief presentation on anonymous web proxies and their implications for the ability to provide filtering. A web proxy is a server that forwards your web request, which then can bypass filters that are in place.
An anonymous web proxy forwards the request without storing any information about the one making the request. In this case, if someone uses a filtered library computer to make a request through an anonymous web proxy, the filter will only know it is accessing the web proxy, it will not know what site the web proxy has accessed. There are millions of anonymous web proxies known by search engines, and probably millions more that will never appear on search engines. It is even common to build your own, using free software, if you host a server on your broadband connection at home. The kids know about web proxies and are using them to get around the PAMS filter. We can’t block all the proxies because there are so many of them and they are very easy to set up.

Ms. Cox commented that the library needs to let the public know that there are a lot of ways to get around the filtering. Ms. Airoldi said she is hoping our new Community Relations Coordinator will manage that task.

11. Director’s Report: Ms. Airoldi presented her written Director’s Report. Topics included:
1. Internet Trainings
2. I-747
3. Net Neutrality
4. WLA Legislative Committee
12. Announcements & Bouquets: Ms. Peck read a resolution celebrating Sally Grant’s service to WCLS.

Moved by Ms. Cox to accept the resolution in honor of Sally Grant. Seconded, Carried.

There will be a party in honor of Ms. Grant’s retirement at Berthusen Park on June 30th.
July 18, 2006 Board Meeting: The July 18th Board Meeting will begin at 9:00 a.m. at the Deming Library.

Adjournment: The meeting was adjourned at 12:00 p.m.