WHATCOM COUNTY LIBRARY SYSTEM
LIBRARY BOARD OF TRUSTEES MEETING MINUTES
Maple Falls Library 7509 Mt. Baker Highway, Maple Falls, 98266
February 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.

Call To Order: The meeting was called to order at 9:05 a.m. A quorum was determined.

Present: Board: Amory Peck, Nina Cox, Janet Boyhan, Jan Hunter
Absent: Donna-Lee Elke
Director: Joan Airoldi
Staff: Robin Barker, Jeff Lazenby, Sally Crouse, Sigrid Brorson, Georgina Furlong-Head
Guests: Virginia Terrell, Kat Mittnacht, Martha Sirguy

Public Comment: There was no public comment.

Welcome: Ms. Furlong-Head welcomed the Board of Trustees to the Maple Falls Library. She was invited to acquaint Mr. Lazenby with the Maple Falls Library since it was his first visit.

Ms. Furlong-Head explained that the space for the Library is through contract with the local Cemetery District which arranges the building’s use for multiple groups. Secure, locked library shelves line the walls. All additional library materials and computers are moved into a secure room when the library is not open. It takes about one hour to set up and take down the library each day it is open. Circulation has increased more than 100% over the last 6 years. The growth of the library is limited by the amount of materials that can be stored in the side room. The borrowers come from the Glacier, Maple Falls, and Paradise areas. The school district is growing explosively and the library has conducted several programs for the public in conjunction with the school in the last year. The Maple Falls Library is considered a medium sized branch and the patrons have been very appreciative of the four hours that have recently been added to the schedule.

Ms. Airoldi applauded the staff for their extraordinary efforts of setting up and taking down the library each open day. She also said the library will be getting a self check unit but it will be a challenge figuring out where to put it in the check out area.

Minutes:

January 17, 2006 Regular Board Meeting The minutes of the January 17, 2006 Regular Board Meeting were reviewed.

It was moved by Ms. Hunter to approve the minutes of the January Board meeting. Seconded, carried.
Election of Officers: The following slate of officers was nominated at the January 17, 2006 meeting:
Chair: Amory M. Peck
Vice-Chair: Nina A. Cox
Secretary: Janet E. Boyhan

It was moved by Ms. Cox to elect the slate of officers as presented. Seconded, carried.

Ms. Peck reviewed the list of current committee assignments. With projects ongoing, the preference is to keep the committees as they were in 2005. The committee assignments for 2006 are:
Policy: Amory Peck, Nina Cox
Finance: Nina Cox, Janet Boyhan
Facilities: Nina Cox, Janneth Hunter
Advocacy: Janneth Hunter, Donna-Lee Elke
Personnel: Donna-Lee Elke, Janet Boyhan

Financial Report and Resolutions:
a. Expenditures: Mr. Lazenby presented the financial report:

January 2006 payroll: $236,729.81.
January 2006 second set of claims: $52,446.83.
February 2006 first set of claims: $155,300.29.

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

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

2/21/06-03: In the Matter of Cancellation of a Warrant
2/21/06-04: In the Matter of Transferring Funds within the Budget
2/21/06-05: In the Matter of Supplementing the Budget

Mr. Lazenby reported he has learned from the Assessor’s Office that the 2006 WCLS portion of the QWest settlement will cost us approximately $3,000.

Ms. Cox moved to accept resolutions 3, 4, & 5. Seconded, carried.

Credit Card Use Policy: Mr. Lazenby presented a new Credit Card Use Policy for the Board to consider. In the recent financial audit, the auditor recommended a credit card policy that would outline specifics such as: how many credit cards we have, what are their limits, who are authorized to use the cards, and who has access to the safe where the cards are stored. This policy accomplishes these goals and the procedures clarify them. In addition, Mr. Lazenby has incorporated an internal audit of the credit card processes every six months to make sure everything is going smoothly.

In response to a question from Ms. Cox, Mr. Lazenby explained that there is no allowance for any personal use of a library credit card under any circumstance except for putting gas in a personal car on a library outing. An itemized receipt is required for any reimbursement. Ms. Airoldi verified that Mary Erickson absolutely requires receipts; no exceptions.

Mr. Lazenby affirmed that this policy does not replace or affect our regular purchasing procedure in any way.

It was moved by Ms. Cox to approve the new Credit Card Policy. Seconded, approved.

Facilities Policy Revision: Ms. Airoldi presented a minor revision of the language in the first sentence of the recently adopted Facilities Policy.

It was moved by Ms. Cox to accept the Facilities Policy as revised. Seconded, approved.

Contract with the WCLS Foundation: Ms. Airoldi advised the Board that she still has not received comments from WCLS attorney Deborra Garrett regarding the proposed contract with the WCLS Foundation.

Ms. Cox had some detailed comments on some of the language of the contract she felt was redundant, but otherwise affirmed her support of the document.

No action was taken at this time.

WCLS Board of Trustees Code of Ethics: Ms. Peck presented a draft of the proposed WCLS Trustee Code of Ethics as prepared by the Ethics Committee.

The sixth bullet was discussed. It was suggested that it was a value rather than an ethic and, therefore, did not belong.

Ms. Cox recommended deleting the sixth bullet and adding a new bullet in the number two position with the following wording: I acknowledge my responsibility for these areas and recognize that effective decision making benefits from input from the library staff and often from the public.

There was consensus to make this revision.

The following uses for this new document were suggested:
• Include in the new trustee training manual
• Make sure every trustee has a final copy
• Post a framed copy in the branches next to the framed picture of the Trustees
• Use in the Trustee evaluation process
• Have signature lines for all trustees to sign
• Renew the commitment annually or each time a new member joins the board

It was moved by Ms. Hunter to accept the WCLS Trustee Code of Ethics as edited. Seconded, approved.

The administration department was directed to prepare formal copies with signature lines to be signed at the March Board meeting.

The Board took at 10 minute break at 9:50.

Course Adjustments and Staffing Changes: Ms. Airoldi reviewed a report prepared by Mr. Fitzpatrick that revises our plan to install Voice Over IP Telephone service (VOIP) within WCLS. He proposes WCLS not convert to VOIP at this time because it would only work for the largest branches and CS, and the cost of purchasing and installing the VOIP system and training staff far outweighs the benefit the Library would get from it. A VOIP system generally proves beneficial in cutting down on long distance charges and the only branch that is long distance is Point Roberts.

The Ferndale Branch is in critical need of a new phone system. In his memo, Mr. Fitzpatrick requests money previously budgeted for a VOIP project be reallocated to update Ferndale’s phone system.

There was discussion about the possibility of reducing the long distance charges to and from Point Roberts by using cell phone or satellite phone technology. Ms. Airoldi encouraged people to email Mr. Fitzpatrick if they had any questions or ideas.

Discussion included the fact that this is a wise recommendation and no action was needed at this time.

Ms. Airoldi reported the unfortunate news for WCLS that Sally Grant has announced her retirement by the end of June. Ms. Airoldi suggested some of Ms. Grant’s current responsibilities be combined with the planned Communications Manager position and re-title the position Community Relations Coordinator. Ms. Grant’s work with the Friends groups would go to the Community Relations Coordinator. Her successor would spend more time on reader’s advisory and on selector responsibilities.

Ms. Brorson mentioned that Ms. Fondrie has dropped some of her training hours to take on other responsibilities resulting in hours that can be used in other ways.

Ms. Cox congratulated the staff on a job well done.

It was noted that Ms. Wheeler would be continuing her responsibilities over the website but would pass the Library Link off to the new position.

North Fork Resource Center Update and Discussion: Ms. Furlong-Head was invited to update the Board on the North Fork Project. She submitted a written and an oral report and admitted the situation at this point is somewhat discouraging as the County has not supported the request of the North Fork Community Association Board to commit to a central location.

As a member of the Board of Trustees Facilities Committee, Ms. Cox informed the North Fork delegation that the WCLS will not be able to contribute money to purchase a building. It would be a new precedent, and it is one that cannot be established at this point.

Guest Virginia Terrell was invited to speak. She introduced the idea of exploring the possibilities of partnering with the school and actually placing a library on the school property. She suggested it should be in a separate building but could house both WCLS and school library materials.

Ms. Furlong-Head was asked how long the Maple Falls Branch will be able to operate where it is. She described how the library is very limited physically, patrons have nowhere to sit and read, and working conditions are crowded. Kids come to the library after school because there is not much else in the community for them to do, but there is not much room for them and few computers. The location of the branch is disconnected from a large population and from the school.

Ms. Cox queried whether it might be time to separate from the County’s project and look for other options for funding a building to establish a library.

Ms. Kat Mittnacht, President of the Friends of the Maple Falls Library, agreed that there is a desperate need for a new library and that it will be a difficult task. She expressed hesitation at the idea of separating from the county project and striking out alone.

Ms. Martha Sirguy, a retired teacher from the community, voiced her preference to keep the library in Maple Falls but understands the idea of moving it closer to the school. She suggested a piece of land near the current Maple Falls Library that might be available at a discount upon which a pole building could be constructed. She agreed that severing our relationship with the county seems risky.

Ms. Terrell encouraged the Library and the Friends group to look at new and different ways to solve the dilemma and find the money outside of the community.

Ms. Furlong-Head introduced the idea of sharing a certain piece of land across the street from the school with the school district and the fire department. The joint enterprise might be large enough to house the school bus garage, fire house, and library. Community block grants could be applied for.

Ms. Cox suggested it is time to begin networking with people and agencies to see what interest and relationships can be raised. In this way the Library can find out what the possibilities are.

Ms. Airoldi stated her agreement. She reported on a recent meeting with Whatcom County Deputy Administrator Dewey Dessler. Her purpose was to communicate the need for direct communication and obtain a win/win situation for everybody. If we try to move too quickly we will be out of sync with the county. She recommended no decisions be made at this point but, rather, follow the long range plan and continue to work on networking and communication.

Ms. Peck declared her support for the idea of expanding our options through exploring a relationship with the school. She expressed the Board’s appreciation of Ms. Furlong-Head’s hard work on the North Fork Project.

Ms. Airoldi presented Ms. Mittnacht with a giant box of Ghirardelli brownie mix to help with all the community meetings the Friends group will be sponsoring. When asked by Ms. Mittnacht for a clarification of the plan of action, Ms. Airoldi explained it has to be a grassroots effort. The people have to get together to determine the next step. Friends’ meetings are a place to start.

Committee Reports: Facilities: Ms. Cox explained the Facilities Committee’s plan is to first identify needs throughout the system, after which, a plan can be put together. Ms. Airoldi affirmed that when the Library goes to the taxpayers asking to finance facilities projects, the Library must first have a solid plan in place. Ms. Cox mentioned the committee also discussed the needs at Sudden Valley and Birch Bay. Arrangements have been made for a pilot Bookmobile stop in Birch Bay in September for a minimal cost. The possibility of installing a book drop is also being investigated.

Foundation: Ms. Hunter briefed the Board on the activities of the Foundation. A publicity flyer will be ready within the next several weeks; a graphic artist is working on a logo. They are moving ahead toward a fund raising drive for the fall. They anticipate being able to distribute foundation funds sometime in the fall as well. Ms. Airoldi contributed a $150 check she received as an honorarium for speaking at PLU recently.

Library News: Ms. Brorson reported that Public Services is getting ready for the installation of the self-check units. She is also very busy with lots of performance evaluations right now. Ms. Airoldi noted there has been a lot of staff turnover and replacing those persons requires a large investment of time.

Ms. Barker followed up on the telephone messaging project. $25,000 was budgeted. Research indicates we will need more telephone lines than originally planned. However, since the self-check project did not cost as much as was budgeted, and the VOIP project is not going to go ahead, the additional cost of the lines should not be a problem. The new estimate is $30,000.

The Ferndale Branch will be 25 years old in March. Ms. Airoldi suggested the possibility of trying to put together some kind of open house to celebrate the anniversary.

Mr. Lazenby told the Board about the long term project to replace much of the carpet at the Central Services building with carpet squares. The product that has been chosen has a minimal amount of off-gassing in order to minimize the impact on staff. He is also trying to make arrangements to meet with the Director of Public Works in Ferndale to discuss the possibility of sharing the cost of replacing the carpet at the Ferndale Library.

2005 WCLS Library Annual Report:
Ms. Airoldi passed out copies of the 2005 WCLS Library Annual Report which was put together by Jane Wheeler. The theme this year is Telling the Story. As Ms. Airoldi gave the Trustees a tour of the report, the Trustees expressed congratulations to Ms. Wheeler and the Library for this report.

Legislative Update:

Legislative Day:
Ms. Airoldi reported that the Patriot Act appears to be headed for approval with only minimal changes. For example, you may appeal a gag order one year from the date it is issued, unless it could adversely affect the investigation or future diplomatic efforts.

The positive change is that if you do get a national security order you may contact your attorney and you are not required to tell the FBI that you have done so.

Legislative Day in Olympia is always a wonderful opportunity to speak directly with the legislators. Ms. Airoldi attended this year’s event and recommended that in 2007, at least one library Friend be part of the library representation. The positive news for libraries is that the bill for a six year levy lid lift may go through.
Jan Walsh, the State Librarian, is proposing a Washington State Heritage Building which would bring all the functions of the State Library within one location. Certification and standards for school libraries are also proposed.

Director’s Report Ms. Airoldi presented her Director’s Report. Topics included:
1. A sampling of emails from the Birch Bay residents requesting additional library services to the area.
2. Safety and Security: the need for staff guidelines regarding the presence of Level III sex offenders in WCLS libraries.
3. Benefits gleaned from the Washington Library Director’s Meeting in Federal Way
4. Congratulations to BPL on a successful remodel and Express Check system.
Bouquets Ms Airoldi displayed the new library card designed by Rachael Koehler, a local graphic artist who volunteered her time. The Trustees were thrilled with the design and wished to extend their thanks to Ms. Koehler for her generosity in helping with this project.

Ms. Hunter wanted to congratulate the children’s department. She was on hand to watch a children’s librarian do a couple of presentations (one to children and one to parents). Both were outstanding.

The Trustees expressed their thanks to Ms. Furlong-Head for hosting the meeting.

March 21, 2006 Board Meeting The March 21st Board meeting will begin at 9:00 a.m. at Central Services; a change from the original schedule due to a pre-school story time in Deming on March 21st.

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