WHATCOM COUNTY LIBRARY SYSTEM
LIBRARY BOARD OF TRUSTEES MEETING MINUTES
Sumas Library, 451 2nd Street, Sumas, WA 98295, 988-2501
May 16, 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, Sigrid Brorson, Sara Holahan, Jane Wheeler, Aubri Keleman, Penny Leenders, Jeff Lazenby, Georgina Furlong-Head

2. Public Comment:

Welcome There was no public comment.

Introductions were made. Aubri Keleman, a library school student at UBC was recently hired as the new teen programmer.

Ms. Leenders, branch manager, welcomed the Board to the Sumas Library. She reported that things are going well at the Sumas branch with more than the usual number of programs planned for the summer. Another internet computer is needed. A planned summer project is to rearrange the library interior based on ideas from a workshop Ms. Brorson attended at the PLA Conference. Ms. Peck thanked Ms. Leenders for her report, and the Board commented on how valuable she has been to the library system with 38 years of service. Ms. Leenders started out as a page in 1968 working 2 hours a week.

Ms. Crouse presented a second draft of the table of contents of the Branch Policy and Procedure Manual Revision. Ms. Crouse reported that she and Mr. Lazenby hope to issue the new manual around mid-July. Ms. Crouse told the Trustees it is possible to make a “Policy Only” copy for them if they want a copy without all the procedures and forms. It was agreed that Board members should communicate the specifics of what they may want to Ms. Crouse.

3. Minutes:
April 11, 2006 Special Board Meeting

April 18, 2006 Regular Board Meeting The minutes of the April 11, 2006 Special Board Meeting were reviewed.

It was moved by Ms. Hunter to approve the minutes of the April 11, 2006 Special Board Meeting. Seconded, carried.

The minutes of the April 18, 2006 Regular Board Meeting were considered.

It was moved by Ms. Elke to approve the minutes of the April 18, 2006 Regular Board Meeting. Seconded, carried.

4. Financial Report and Resolutions:
B. Expenditures: Mr. Lazenby presented the financial report:
April 2006 payroll: $248,920.66.
April 2006 second set of claims: $25,877.46.
May 2006 first set of claims: $149,019.86.

Mr. Lazenby pointed out that the Financial report shows 33% of the budget has been expended which is about right for this time of the year. Ms. Peck and Ms. Boyhan expressed appreciation to Mr. Lazenby for providing the Budget report in this format.

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

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

5/16/06-09: In the Matter of Cancellation of a Warrant
A paycheck was issued in error. A checks and balance system has been established to make sure this does not happen again.
5/16/06-10: In the Matter of Supplementing the Budget
5/16/06-11: In the Matter of Amending the Budget
This resolution includes allocation of money to purchase building alarm upgrades for the Deming branch, also a book drop and Bookmobile demo for the Birch Bay area.
5/16/06-12: In the Matter of Cancellation of a Warrant
5/16/06-13: In the Matter of a Duplicate Warrant

Ms. Hunter moved to accept resolution 09, 10, 12, & 13. Seconded, carried.

5. Policy Revisions:
Starting Salary & Benefits Policy:

Proficiency Level Salary Increases Policy:

Policy on Addressing the Library Board of
Trustees:

Policy on Photocopying, Printing & Telefacsimile:

Ms. Airoldi presented revisions of the Starting Salary & Benefits Policy and the Proficiency Level Salary Increases Policy. She is working with Ms. Read to revise policies to reflect the union contract and the Classification Study results.

Starting Salary & Benefits Policy: Ms. Cox questioned whether it is wise to be so specific in a policy. She pointed out that if something changes in a year or two it will have to go back to the Board for a decision. Ms. Airoldi explained that issues involving money are Board responsibilities and need to be in policy form according to the auditor. Staff doesn’t have the flexibility in this, and many of the issues covered by this policy are dictated by the Union contract.

Proficiency Level Salary Increases Policy: This policy enables the Library to legitimately give a proficiency level increase to employees who work so few hours per year, because of the requirements of the position that they never reach the number of hours currently set to earn an increase. Ms. Cox remarked on the phrase “proficiency level pay increases are awarded.” She felt this made the policy very confining and does not give the option of not giving a proficiency increase in times of financial stress. It was pointed out that for union members the union contract makes the rules. The Library should document when language applies to the Union and when it applies to all staff.

Ms. Elke observed that, historically, the practice has been for non-union staff to be treated the same as union staff. It was pointed out that this is a historical precedent, but there is nothing that says it must be that way under all conditions.

Ms. Cox suggested the policy should state that the union contract will be honored for union employees, and it should make a clarifying statement for the non-union employees who work less than 20 hours per week.

By consensus, the Board agreed to send the two policies back for another draft, requesting management, union and non-union/non-management staff be itemized in the language of the Policy.

The Board also expressed their appreciation to Ms. Read for the presentation format she created for comparing old and new policy revisions. They found it very helpful.

Policy on Addressing the Library Board of Trustees: Ms. Peck presented this policy she and Ms. Cox wrote as the Policy Committee for the Board.

Ms. Elke asked for clarification on paragraph 2: Fifteen minutes of comments on any one subject means a maximum of 5 people each speaking for 3 minutes.

There was discussion about whether there would ever be a time when staff should be asked to sign up requesting time as guests. It was decided it is up to the Chair to control the discussion and that the policy is fine the way it is written.

The Board reviewed the draft of the Sign-in form and accepted it after suggesting the Item # and Title line at the bottom be deleted.

Ms. Elke moved the Policy on Addressing the Library Board of Trustees be accepted. Seconded, carried.

Ms. Airoldi reported on the draft of the Policy on Photocopying, Printing & Telefacsimile that was first reviewed at the April Board meeting. She had consulted the auditor about whether the photocopy fee needs to be a Board policy. The answer is yes; it is a Board matter because it has to do with money. Another draft of the policy will be brought before the Board at a later date because public services staff need to review the changes.

6. Authorization for Birch Bay Bookmobile demo and addition of book drop: WCLS will be providing a Bookmobile demo to the Birch Bay community for the last 17 weeks of the year beginning after the tourist season. In addition, a book drop location is being sought in the area. This will provide a library presence in the community. Providing a permanent bookmobile stop will depend on a number of factors, including the distance element of the WCLS service level policy and the priorities of the WCLS budget.

The group discussed possible book drop locations. Ms. Cox emphasized the new services should be well publicized. Ms. Boyhan suggested letting people know the location is negotiable—it can be moved if a better location is determined.

Moved by Ms. Cox to authorize the Bookmobile demo and new book drop service. Seconded, carried.

Moved by Ms. Hunter to accept resolution 11. Seconded, carried.

The Board took a 10 minute break.

7. Demo on Teen Blog: Jane Wheeler and Aubri Kelemen introduced the Board to the Teen Summer Reading program which will include an online blog and classes on internet safety.

An online blog will help get kids involved in the library, reading, and book reviews whether at home or at the library. It will also help introduce less technologically savvy kids to new online stuff.

The WCLS summer blog will feature teen art and teen book reviews. Privacy will be emphasized. The teens will use screen names. No other identifying information will be allowed online. Jane Wheeler will preview all posts before they go online. Ms. Wheeler chose the web host Laughing Squid because they have a very strict privacy and recordkeeping policy. They purge files every four weeks and won’t hand over files without a subpoena. We will only ask for the very least, most basic identifying information when the teens sign up for the blog, only Ms. Wheeler will see it, and it will be destroyed after the 8 week program.

The Teen Summer Reading blog is at www.libraryblog.org. It starts June 17. For teens who don’t have the internet at home, Ms. Wheeler hopes to make it available on the library IPAC computers.

In conjunction with the launching of the blog, the Teen Services department will be conducting Internet Safety Classes for teens, parents and educators in our five biggest branches in June. Sessions will help educate teens about sharing information online and how information they post might be used by others. There will also be important information about online safety for parents.

The Trustees were very impressed and excited about the programs being put together by Ms. Wheeler and Ms. Kelemen for the teens this summer.

8. Statistical Report for the Washington State Library: Mr. Lazenby presented a copy of the annual report filed with the Washington Public Libraries on behalf of WCLS for 2005. This information is compiled from libraries all over Washington and made available for comparison studies. The report includes information about the number of staff working at WCLS, Library revenue, salaries, holdings, circulation, computer technology, and specific data about each branch.

The Trustees spent time observing and discussing changes in the statistics that had occurred between 2004 and 2005.

9. Committee Reports: Advocacy: Ms. Elke handed out the results of the Advocacy Committee’s work including a Library Advocacy statement, goals, objective and timeline. She said the committee has worked very well together and has completed this task. A logo is being developed. It is now the task of each component of the library (Friends, Foundation, Staff, Trustees, and Patrons) to work out an action plan to achieve the goals. Congratulations were offered to Ms. Elke, Ms. Hunter, Leslie Williams and Debbie Farmer who worked this excellent advocacy plan.

Facilities: Ms. Cox announced the group’s progress which included a draft plan and reading material provided by Ms. Brorson, and a plan that Ms. Brorson, Ms. Airoldi or Mr. Lazenby will be attending staff meetings in the branches in the next 6 weeks. The goal is to identify the facilities’ needs from the staff’s perspective.

Mr. Lazenby advised the Trustees that he has started discussions with the mayor of Ferndale regarding the need for new carpet at the Ferndale branch. The mayor seemed open to the idea of sharing the cost. Mr. Lazenby also reported he is working on a safety and security needs assessment for the library system.

Foundation: The Trustees were treated to an early look at the beautiful new brochures that have just been printed for the WCLS Foundation. Ms. Hunter said the brochures will be distributed to branches, service clubs, chambers of commerce, etc. It is the Foundation’s first attempt at publicly introducing themselves. The brochure was designed by Julie Defoer of Good Eye Design. Ms. Defoer is very generous and has been very helpful. There is a website as well. The next two big goals are to organize a fall fundraiser as well as a speaker’s bureau to spread the word about the Foundation.

11. Director’s Report: Ms. Airoldi presented her written Director’s Report. Topics included:
1. MySpace.com and social networking site issues and the Library
2. The B.C. One Card program and our reciprocal borrowing agreement with the Fraser Valley Library System

10. Library News: Although the NorthFork Community Association was in favor of a different site, the County has accepted the gift of land from the developer of the Balfour development. Ms. Furlong-Head reported that in the week since the County’s decision, a lot of people have stopped by the library to comment on the situation and ask if the library is going to move up to Balfour.

The Trustees expressed disappointment that the County decided on the Balfour site instead of a more central location at the intersection near the elementary school. They realized they are now faced with the decision whether to stay with the project and accept the County’s decision, or abandon it for some other possibility.

Ms. Airoldi stated her dissatisfaction with the process and the fact that there are other options for the Maple Falls Library.

There was much discussion about the process leading up to the County’s decision. Lack of communication and diminishment of the space allocation to 2000 square feet were brought up. If the Balfour development is approved, it will bring as many as an additional 1200 children into the area and the Library must consider those families.

In regards to partnering with the school, Ms. Brorson questioned how that would work since a school library is very different than a public library in terms of policy and mission. There are many questions to investigate.

By consensus, the Trustees agreed not to take a stand at this time on how to respond to the County’s decision to build in the Balfour development. The Trustees intend to explore available options. It is also their desire to continue to listen to the desires of the community in this matter.

Bouquets: Announcements and Bouquets:
Ms. Cox moved the following:
The Library Board deeply appreciates the amount of time and personal sacrifice that Ms. Furlong-Head has put into the NorthFork project. Her work, along with the work of the NorthFork Association has been extremely valuable. Their dedication and vision is an inspiration.
Seconded and passed unanimously.

WCLS had two teams at the Whatcom Literacy Council’s Trivia Bee. The Bibliomaniacs, the WCLS Staff Association team of Mary Penttinen-King, Theresa Hepker, and Bill Daugherty, came home with a third place trophy in the competition, and the Trivia-ettes, Jenny Dixey, Mary Erickson, and Ruth Johnson, played for the Soroptomists, finishing 4th in their round.

Ms. Airoldi passed out a resolution in honor of Lizz Roberts who is leaving WCLS to take a position at BPL. Ms. Cox commented on how much she appreciated the party that was given for Ms. Roberts last week.

Moved by Ms. Hunter to adopt the resolution, seconded, carried.

Announcements: Ms. Cox reported on her activities with the Ferndale community planning committee. She was pleased at the amount of support for the library as a vital component of the community. Paul Koch is a consultant from Portland who is spearheading the project and is doing a super job.

The WCLS Friends are meeting on Saturday May 20th at the Lynden Library for a potluck lunch and follow-up to last November’s Friend’s meeting which did not provide answers to the questions of the group. Sally Grant has made the arrangements. Friends of the Bellingham Library will attend and describe the successful ways they mange their book sales.

13. Email Use Issues and Outlook Training: Ms. Airoldi brought the attention of the Trustees to a memorandum written by Deborra Garrett in answer to questions about email and the open public meetings act. Essentially, information may be sent to everyone, but discussions by more than two people are not acceptable because that constitutes a quorum. Committee members may discuss committee business between themselves. Informational communications are okay, deliberations are not.

Mr. Fitzpatrick reviewed the use of the email program, Outlook, which is the program for WCLS.org email addresses. After discussing the difficulties of accessing this system from their home computers, the Trustees each notified Mr. Fitzpatrick about their choice of email address.

June 18, 2006 Board Meeting: The June 20th Board meeting will begin at 9:00 a.m. at the Lynden Library.

Adjournment: The meeting was adjourned at 12:35 p.m.