WHATCOM COUNTY LIBRARY SYSTEM
LIBRARY BOARD OF TRUSTEES MEETING MINUTES
Point Roberts Library, 1487 Gulf Road, Point Roberts, WA 98281, 945-6545
November 21, 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 9:05 a.m. A quorum was determined.

Present: Trustees Present: Amory Peck, Nina Cox, Janet Boyhan, Donna-Lee Elke
Director: Joan Airoldi
Staff: Sally Crouse, Jeff Lazenby, Geoff Fitzpatrick, Sigrid Brorson, Kris Lomedico
Guests: Sylvia Branzei-Velasquez, Friends of the Point Roberts Library member

2. Public Comment and Welcome: There were no public comments.

Ms. Peck invited Ms. Lomedico to report on the Point Roberts Library. Ms. Lomedico told the Trustees the Point Roberts Library now has a new neon sign to indicate the library is open. In addition, there is a new sign, contributed by the Chamber of Commerce, pointing out the library at the corner of Tyee and Gulf roads.

Space is always a challenge at the Point Roberts Library. An ergonomics expert helped to rearrange the furniture to relieve congestion in the staff area. Tina Bixby has come to help organize the reference section. Other CS personnel have come to help weed the collection which has allowed more room for displays. The Whatcom County Parks Board owns the building that houses the library. Ms. Airoldi has attended Parks Board meetings to ask for more space for the library. One possibility would be to open up the children’s room, which would mean pushing out a closet and maybe an office. This will be discussed further with the Parks Board.

There is staining on the ceiling, indicating a potential leak in the roof. Ms. Airoldi mentioned that this is a liability concern and has been reported to the building manager.

Ms. Lomedico introduced Sylvia Branzei-Velasquez, one of the Friends of the Point Roberts Library who helps organize the rotating book sale. The Point Roberts Library gets enough book donations from the local community for its sale.

Point Roberts Library has endured a lot of personnel changes over the past two years. Although it only has three staff members, it has gone through four Pages. Kris Lomedico is really hoping to keep the current Page. PSA Mary Monahan, who lives in Point Roberts, now works for the library. The library now has a self check out station, and most people really like it.

Ms. Branzei-Velasquez was invited to report on the Friends group. She said the group needs to write by-laws. The group currently has $3000 in the bank. One of its programs is to pay for children’s magazine subscriptions. Additionally, one of the members has organized a Dollars for Scholars program to buy books for graduates who are going to college. Ms. Branzei-Velasquez is the author of the very popular Grossology book series. She has presented programs for the Point Roberts Library.

3. Minutes:
October 17, 2006
Regular Board Meeting:

November 14, 2006 Special Board Meeting: The minutes of the October 17, 2006 Regular Board Meeting were reviewed.

Ms. Cox moved to approve the minutes of the October 17, 2006 Regular Board Meeting. Seconded, carried.

The Trustees looked over the minutes of the November 14, 2006 Special Meeting of the Finance Committee.

It was moved by Ms. Cox to accept the minutes of the November 14, 2006 Special Board Meeting. Seconded, carried.

4. Financial Report and Resolutions:

A. Expenditures: Mr. Lazenby reported the expenditures:

October 2006 payroll: $248,336.35.
October 2006 second set of claims: $85,392.48.
November 2006 first set of claims: $113,938.46.

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

4. Financial Report and Resolutions:

B. Resolutions: Mr. Lazenby presented the following resolution:

11/21/06-29: Authorization to Void/Cancel a Warrant
The payment had originally been sent to an outdated address so the bill was paid by credit card to avoid late charges.

It was moved by Ms. Cox to approve Resolution 11/21/06-29. Seconded, carried.

5. Budget Planning: Mr. Lazenby reported the Whatcom County Assessor has estimated $228,000 for new construction revenue, and the levy rate will be dropping to 37.5% for 2007. Staff has started researching the possibility of a levy lid lift; some information about this has been included in the handouts. Several special meetings will be planned as this process continues.

Ms. Airoldi brought the Trustee’s attention to the handout, Action Steps for Future Levy Lid Lift Elections, and spoke about the Listening Tables and other preliminary educational steps the Library is already taking.

Ms. Cox agreed; the first thing to do is to figure out how to let the public know the Library is in need. She suggested a Bellingham Herald article to let people know the Library is now dipping into the reserves and did so last year. Ms. Brorson mentioned that the last time the Library did a levy lid lift was 1980.

Mr. Lazenby reviewed a handout entitled General Fund Projections (dtd 11/20/06).

Ms. Cox said she would like to know where the carryover comes from at the end of the year. Ms. Airoldi said she traces the carryover each year in January and would report it to the Trustees at the February board meeting.

Ms. Elke said the thing that is important to her is to unify the mission and goals with the expenditures. This helps her understand the issues and helps her speak about the Library’s actions to the community.

Ms. Airoldi mentioned the idea of a “Balanced Scorecard” approach to planning which talks about goals, fiscal responsibility and follow-through. She said the Directors’ Advisory Committee is investigating this planning approach to go along with the strategic planning process.

Ms. Cox and Ms. Elke agreed that the Listening Tables project is the motivation for their requests. They feel the need to be able to explain what the Library is doing. Ms. Airoldi emphasized that the Listening Tables project is an attempt to listen to the community, and there could be some questions from the public for which follow-through is needed. There was discussion about the Listening Tables’ purpose, what will happen, training, and strategies for dealing with difficult people.

The Board continued to discuss the General Fund Projections handout as well as details of the final 2007 budget. Ms. Cox suggested moving the summary on page 8B to an earlier position in the packet. Ms. Brorson reported on several changes in the budget that have affected her department. Several Page positions will be put on the retirement system which should help with retention.

6. Memo of Understanding with BPL: The Trustees reviewed the annual Memo of Understanding between BPL and WCLS for Mutual Extension of Borrowing Privileges and Services. Ms. Airoldi explained that the agreement is the same as in previous years except for formatting and the agreed to COLA increase.

Ms. Airoldi suggested that BPL and WCLS review this agreement in full for the 2008 version, using the information from a Seattle Public Library and King County Library System study of this issue. The Trustees agreed that this is a good idea.

Moved by Ms. Elke to approve the Interlocal agreement. Seconded, carried.

7. Policy Approval: Fiscal Management Policy: Mr. Lazenby presented the new Fiscal Management Policy which comes to the Board with a recommendation for approval from the Finance Committee. He explained that the Library already carries out all these practices, and they need to be documented as policy.
Moved by Ms. Cox to approve the Fiscal Management Policy. Seconded, carried.

8. 2006 Capital Projects in IT Services Report:

Technology Plan Update: Mr. Fitzpatrick presented a written report he had prepared at the Trustees’ request which itemized all the budgeted 2006 IT Services projects and their status (attached). Mr. Fitzpatrick was eager to congratulate his IT team, Jim Mehlhorn and Sebastian Knapp, for their hard work and dedication on the Network Segmentation Project which involved lots of work and some Sunday time. When discussing the new web server, several people were quick to point out what a wonderful job Jane Wheeler is doing on the Website as well. Terrific job everyone!

Ms. Elke thanked Mr. Fitzpatrick for his report but emphasized that what she really wants to know is what happened to the money that was not spent on the various projects. She said a simple chart would be sufficient for this.

Technology Plan: This is the last year of the current Technology Plan. Mr. Fitzpatrick suggested the next plan should be put down in the form of goals because technology changes so fast. He also suggested limiting the plan to a term of two years. He included the handout 25 Technologies in 50 Minutes to emphasize this-there is nothing in this list that existed when the current technology plan was written.

The Trustees thanked Mr. Fitzpatrick for the update on the Technology Plan.

9. Facilities Plan Draft:

Facilities Committee Recommendation for Maple Falls Library Relocation Negotiations: Ms. Airoldi presented the draft of the Facilities Plan, its priorities and capital projects. Current projects are Deming, Ferndale and Maple Falls.

Ms. Cox felt it was important to honor Ms. Airoldi and Ms. Keleman for all their work with regard to the Ferndale project. The Ferndale City Council handed the needs assessment over to Ms. Airoldi, and she and Ms. Keleman have worked very hard with a very short time frame. They have done a fantastic job. Now everything has been pushed back. The bond measure is going to be put on the fall ballot instead of the February ballot, and the Library will have lots of time to gather the information it needs. Ms. Cox thanked Ms. Airoldi for the incredible job she has done on this project.

Ms. Airoldi said she appreciates the Ferndale City Council for its thoughtful and thorough approach to the needs assessment. The information will be helpful to all the branches. It has already been used at Maple Falls, and Ms. Furlong-Head was thrilled to have it.

Ms. Airoldi reviewed the key concepts presented in the Facilities Plan Draft. The concept of “the rural village” is one she feels is especially important to our area along with the “library as a community center.”
The Facilities Committee has six recommendations itemized on page one of the Draft. Ms. Cox commented that she particularly supports the first recommendation which suggests putting money away each year to save for the branches and their forthcoming needs. It would be easy to spend all the money the Library has on current needs and not have anything when the next project comes along.

The Trustees turned to the specific issue of the needs of the Maple Falls Library. Ms. Airoldi said she had met with the Library’s lawyer, Deborra Garrett, and Mr. Gantman of the Mt. Baker School District which owns the land the Library is interested in. She was at a meeting of the fire district last night. The fire district said it might like to buy a part of the 3.8 acres because they might need to expand the fire station if the Balfour project goes in. The fire district does not want to move to Balfour Village because it would increase its response time to the rest of its district.

Ms. Airoldi asked the Trustees to reallocate the $100,400 set aside for furnishings for Maple Falls and allow it to be spent on land acquisition. The full purchase price of the land is $258,000. Library staff is negotiating with the Mt. Baker School District and does not know what the final purchase price will be as a result of those negotiations.

The Board took a 10 minute break.

Ms. Cox made the point that if the Library does this, it is all the Library will be able to do for the Maple Falls project. The Library will not be able to find another $100,000 for furnishings. Ms. Airoldi said she has already discussed that with Ms. Furlong-Head, and she is happy with the arrangement. Ms. Cox voiced her approval of authorizing Ms. Airoldi to make the commitment to a 6 month option to purchase the land.

Ms. Peck pointed out that if this is approved it will be a huge change in the way the Library functions.

Ms. Elke stated she supports the action.

The motion coming from the Facilities Committee is to authorize Ms. Airoldi to enter into an option with the Mt. Baker School District to purchase land to expire within six months. No second is needed as it comes from a committee. Carried

Thanks were extended to the members of the Facilities Committee for all the work they did on this.

Ms. Elke asked if there were any surprises the Facilities Committee uncovered during its research. Ms. Airoldi said there were some issues in Pt. Roberts. Also, the way staff have to work in layers (physically working over the top of each other) when unloading totes because of space problems.

Ms. Airoldi reminded everyone of the Community Meeting to be held at the Maple Falls Library on November 30th at 7:00 p.m. The focus will be on fundraising. Subcommittees will also be assigned. Ms. Airoldi gave out a handout that was used at the Ferndale Public Library. A similar format will be used at the Maple Falls Public Meeting.

10. WLA Legislative Committee Meeting Report: Ms. Airoldi attended the Legislative Committee Meeting for the 2007 session. Topics included:
• Again trying for the levy lid override
• A virtual catalogue funding proposal
• A proposal by the community college libraries to cooperate on projects and programs on a statewide basis
• Legislative day is March 8th. Ms. Airoldi will be encouraging Friends of the Library to come as well as Trustees and staff. The next WLA will be in the Tri-Cities in April 2007.

Ms. Peck announced that she has been asked to help plan the Workshops in Library Leadership (WILL) Conference in Kennewick on September 20 & 21, 2007. She would especially like to have a panel on Interest Based Bargaining and asked Ms. Elke and Ms. Boyhan to help. They accepted.

11. Library News: Community Relations Report: Ms. Keleman sent a written report. Topics included:
1. WCLS goes wireless and Foundation pays for ads
2. Blogs now available on wcls.org: Director’s blog and Ferndale Library Project blog.
3. The Friends’ Annual Gathering was hugely successful. Yea, Aubri!
4. Two potential new board members for the Foundation
5. Ferndale: Good News and Lessons Learned
6. Maple Falls plans
7. Follow-up on Board Requests
8. December and Future Projects

At the December meeting, Ms. Keleman will conduct Board training on Listening Tables from 12 to 12:30. The Community Relations position is six months old in December, and no one can imagine having done the Ferndale Project without it.

12. Director’s Report: Ms. Airoldi’s Director’s Report was presented in written form this month and focused on survey comments, a survey from Norway, staff reaction to the draft strategic plan focus areas, and being grateful. She highlighted the statement that came about from a discussion during the Ferndale Needs Assessment relating to the plans for a new building: There is something happening here… and we want you to notice! She also presented information on the filtering lawsuit filed against North Central Library District by the ACLU.

12. Bouquets, & Announcements: Ms. Airoldi complimented Geoff Fitzpatrick for his part in leading his department in the completion of the Network Segmentation Project. This was a huge, very important and complicated project which will help ensure network security for the Library.

Ms. Airoldi also shared a thank you note about the Friends’ gathering.

Ms. Peck read a note in appreciation for the bookmobile coming to Birch Bay. She also received a note from Bonnie Wiesen thanking the Trustees for her retirement resolution.

Ms. Elke said she also saw a note in the Northern Light expressing appreciation for the bookmobile stop in Birch Bay.

December 19, 2006 Board Meeting: The December 19, 2006 Board Meeting will begin at 9:00 a.m. at Central Services.

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