WHATCOM COUNTY LIBRARY SYSTEM
LIBRARY BOARD OF TRUSTEES MEETING MINUTES
Central Services Building, 5205 Northwest Dr., Bellingham, WA 98226, 384-3150
September 27, 2006
(Note: “Library” refers to the Whatcom County Library System.)
printable version of the minutes

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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, Robin Barker. Norma Kremser, Dale Moore, Jeannie Bremer, Lisa Gresham, Cathy Baker were present for the staff recognition.
Guest: Dr. Pamela Jull

2. Public Comment: There was no public comment. Introductions took place.

3. Minutes:
August 15, 2006
Regular Board Meeting:
The minutes of the August 15, 2006 Regular Board Meeting were reviewed. Ms. Cox noted a correction on page 6: Mary Erickson’s retirement luncheon was held in August, not September.

Ms. Elke moved to approve the minutes of the August 15, 2006 Regular Board Meeting as corrected. Seconded, carried.

4. Financial Report and Resolutions:

A. Expenditures: Mr. Lazenby reported the expenditures:

August 2006 payroll: $253,238.89.
August 2006 second set of claims: $45,561.08.
September 2006 first set of claims: $118,871.41.

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

4. Financial Report and Resolutions:

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

9/27/06-21: In the Matter of Ordering the Cancellation of Warrants More Than a Year Old
9/27/06-22: In the Matter of Authorizing Transfers and Disbursements
This designates for the record who is authorized to make transfers from the general and cumulative reserve funds.
9/27/06-23: In the Matter of Cancellation of a Warrant
Cancellation of a payroll warrant lost in the mail.
9/27/06-24: In the Matter of Authorizing a Re-issue of a Warrant
Reissues that same warrant.
9/27/06-25: In the Matter of Supplementing the 2006 Budget
Supplements the 2006 budget. A donation was received from the Kiwanis Club as well as an increase from the Jail for its contract.
9/27/06-26: In the Matter of Transferring Funds within the Budget
This change is at the request of the Technical Services Manager who is moving funds around within her department to manage her budget.

It was moved by Ms. Cox to approve Resolutions 9/27/06-21 through 26. Seconded, approved.

4. Financial Report and Resolutions:

C. Budget Report: Mr. Lazenby drew the Trustees attention to the handout entitled Fund Resources and Uses Arising from Cash Transactions (dated September 27, 2006). He pointed out that to date the Library has received 57.7% of projected annual revenue. The Library anticipates the next property tax revenue in October. Additionally, the Library has expended 70.5% of the budget with 75% of the year gone by.

5. 2007 Budget:

A. Staff “Baseline” Discussion Results: Ms. Airoldi turned the Board’s attention to the Baseline Report saying this is one of her favorite exercises of the year. Every staff person is invited to be part of the discussions on an equal basis. Ms. Airoldi said she normally looks for themes that are common to multiple branches, but this year many issues that were raised were unique to individual branches and some were easily fixed. The two most common problems revealed were staff workload and technology issues, such as the need for internet stations and staff and public training.

The Trustees took a few minutes to discuss the workload issue. Ms. Peck suggested there are some philosophical issues involved in attempting to alleviate this problem; for example, when helping persons with reference questions, how long do we spend with them and when do we leave them on their own?

Ms. Barker commented that the problem of “too much grid” disproportionately impacts the smaller branches because they have a larger portion of their collection involved in grid and in new materials which are more frequently requested by patrons throughout the whole system. Thus, they spend more time pulling and shelving books from the totes. Ms. Brorson will be making allowances for that in her budget requests.

One comment frequently found in the baseline study is “I love my job.”

Ms. Peck thanked Ms. Airoldi for doing the baseline study and for sharing it with the Trustees unedited.

5. 2007 Budget:

B. Budget Planning Progress: Ms. Airoldi pointed out that there are many ways to do budget planning. One way is to tell the departments how much money is available and ask them to stay within that amount. This year Library management has done as they did last year, ask what is actually needed and then will pare it down later in the process to what is possible; this requires prioritizing of the Library’s needs.

Mr. Lazenby reviewed with the Trustees the Cumulative Reserve-Actual & Projections Report emphasizing that the cumulative reserve is not being replenished as quickly as it is being used.

Ms. Airoldi raised the issue of the 4% COLA increase for 2007 which has an enormous impact on the budget along with the classification study increases of 1% and 3%, plus an estimate of 9% for benefit increases.

Ms. Cox asked Ms. Brorson if the Library is being as efficient as possible with staff hours. Ms. Brorson explained that some things are increasing staff time such as emphasizing remote catalog use. This practice takes more staff time than having patrons come into the branch to find and check out a book. It also impacts facilities because of the space needed for totes, and distribution because of the increase in the number of deliveries needed to move the books. Yet everyone agrees this practice is positive; 54% of all requests placed are placed online; 18% of all circulation is requested through holds. It is good that people are using this service but it definitely takes more staff time.

Ms. Peck asked Mr. Lazenby to help with the budget process by helping the Trustees understand when the Trustees are being good stewards of the money by using it, when it should be saved, and when it is being hoarded. Ms. Hunter said she would like to know when it is reasonable to ask for a levy lid lift.

Ms. Airoldi updated the Board on the Classification Study. After talking with consultant Paula Singer, she is recommending that the study should not be repeated until 2008. There are now 43 people above the midpoint; the Library is making progress. Ms. Brorson is in agreement with this recommendation.

6. Policy Changes:

Gift Policy: Ms. Barker presented a revision to the Gift Policy, pointing out the changes from the previous version.

Gifts of real estate were discussed. Taking into consideration the Trustees’ concerns, Ms. Barker suggested adding the words “who may refer the donor to the Whatcom County Library Foundation” to the end of paragraph 4.

Ms. Elke moved to approve the Gift Policy as amended. Second, approved.

Ms. Peck suggested that when people want to donate books they be referred to a local Friends’ group as an alternative way to donate. Ms. Brorson said Ms. Barker just wrote guidelines for books that will be considered for WCLS collections within the last year.

The Trustees took a 10 minute break at 9:55.

7. Budget Retreat Goals: Ms. Airoldi asked the Trustees for their goals for the budget retreat. She mentioned the need to talk about what rate of growth is realistic, and what is sustainable for the long term. What about carryover? How should mileage be reimbursed? At the state rate? Should it be adjusted every year or every other year?

Ms. Peck said she wants information on realistic reserve spending.

Ms. Cox asked if carryover is going up or down over the years. How is the Library going to increase its income? What are some alternative sources of revenue? Facilities will require grant money.

Ms. Hunter asked about I-747. Ms. Airoldi said that no determination has been made. Mr. Lazenby said the governor and legislature are looking for alternatives. Ms. Hunter believes the Library should advocate for that change.

Ms. Elke asked Mr. Lazenby to prepare a financial plan which dovetails the strategic plan with Dr. Jull’s survey results, the baseline report, and any other goals and plans we have going on. She believes these should not be isolated from each other.

Ms. Cox asked for as much information as possible to be mailed or emailed ahead of time so everyone has time to review it before the retreat. Ms. Elke asked that things be explained in narrative form in addition to financial columns.

The budget retreat is scheduled for October 9th from 9:00 to 3:00.

8. Committee Reports: Foundation: Ms. Hunter said there will be a Foundation event this evening. One goal is to involve estate planners and lawyers in the Foundation, possibly as Board members. Ms. Keleman mentioned about 30 people are expected at this time: about half are connected to WCLS, six are lawyers or estate planners, and about ten are school librarians.

Facilities: Ms. Hunter and Ms. Airoldi made a presentation to the Mt. Baker School Board a few weeks ago. The School Board asked Rick Gantman, Mt. Baker District Superintendent, to meet with Ms. Airoldi to discuss the options proposed.

Ms. Cox remarked that the Ferndale City Council has decided not to add the Library bond rollover to its ballot in November. There is much work to be done on this. Ms. Airoldi and Ms. Brorson reported to the Trustees that they had just returned from a Capital Facilities Workshop for Non-Profits in Seattle that was extremely informative.

9. Planning Timeline Update, Survey Results: Dr. Pamela Jull from Applied Research Northwest was invited to address the Trustees on the subject of the community poll she recently conducted. 334 surveys were completed with an error margin of about 5%. The phone numbers were randomly selected from all households in the county outside of the City of Bellingham.

Dr. Jull’s written report includes a tremendous amount of information. She highlighted for the Board some of the information that guided the recommendations she made:

About 75% of people have access to the internet from their home (50% high speed, 50% dial-up). People tend to use the internet more when they have high speed and heavier users tend to have high speed (this is a chicken and egg thing).

When needing information, 34% of people said they would go to the library first, and 57% said they would use a search engine first. There is a perception that search engine use is replacing library use; however, according to Dr. Jull these two sources of information are providing people with different types of information. People are looking for established or historical information at the library; whereas, the internet is convenient for maps and very current information. Bookstores are for entertainment and pleasure.

Parents are the experts on libraries. They use libraries to augment their children’s education, and while they are there, they learn as well, not just about the children’s section, but also about the webpage and other offerings and sections of the library. Parents should be looked at as a source of volunteers for the library.

Ms. Keleman asked a question and learned from Dr. Jull that the survey was only taken among English speakers. Dr. Jull hypothesized that the 75% of the population that have access to the internet would be lower if we take into consideration the entire population and not just English speakers.

Continuing with her recommendations, Dr. Jull suggested more work with newspapers since the college educated use both newspapers and libraries.

Regardless of age, adults without children are the least likely to be using the library. The services to inform them about are ILL and the online catalog. About 30% of people surveyed were unaware of those services. One barrier to their ability to make use of these services is lack of computer training.

Dr. Jull spoke briefly about the intercept survey which will take place in the branches and online in a few weeks. An analysis and report will be prepared for that survey as well. She said it will be possible to have a report ready for the November Board meeting.

10. Library News:

Summer Reading Club Report:

Community Relations Coordinator Report: Catherine Sarette presented a report on the Summer Reading Club with many informative and encouraging facts about the program at WCLS. She also described the link between public library programs and children’s education.

This summer the program theme for 2006 was Claws, Paws, Scales, and Tales. WCLS purchases artwork and then plans the program. The children get prizes for coming to the library, for reading, etc. A photo contest was added this year and was very successful. Tammy LaPlante arranged for an ad in the newspaper congratulating the summer readers. Since the Library had to have permission, only some of the names could be published. Ms. Sarette showed the Summer Reading Club promotional video which was put together by volunteers from Western Washington University. It is used in the schools in the spring to introduce children 6th grade and under to the Summer Reading Club.

Ms. Sarette read a thank you email from a staff member in Lynden who was grateful that they now have a PSA in Lynden who has a children’s focus and was able to coordinate the SRC this year. That extra help made a big difference at the branch. She pointed out that this is one reason WCLS plans to designate a PSA in Ferndale to specialize in children’s work. This type of work has been going on thanks to dedicated staff, but it was not specifically assigned in the job description. Ms. Sarette is recommending more staff than in the past to run the story times and other children’s programs. While this is a new practice for the Library, it is actually an anomaly in the library world to use volunteers to run children’s programs; most libraries do not.

Community Relations Coordinator: Ms. Keleman read through her written report. She has been involved in:
1. Planning Information Literacy Classes
2. Researching on Re-branding
3. Promoting Banned Books Week
4. Publicizing Bookmobile Stop at Birch Bay
5. Recent Children’s Department Press Events
6. New Library Project in Ferndale
7. Meeting with Friends Groups
8. Tonight’s Foundation Party.

11. Director’s Report: Ms. Airoldi’s Director’s Report was presented in written form this month. Topics included:
1. Recent Washington State Library Election News
2. Words from ALA President Leslie Burger
3. Sub-Area Plan for North Fork Region
4. Ms. Airoldi’s Four Year Anniversary at WCLS

12. Bouquets & Announcements: Dale Moore was recognized for 10 years service to the Library. Ms. Brorson described Dale as a core of the Everson Library, who started out as a substitute a few hours a week. He shows great care in arranging displays and really enjoys children. People really like Dale and look for him when they come into the library. He has been known to walk to the library in a snowstorm - what dedication! Dale said his experience with the library system has been nothing but positive. It is a joy coming to work every day!

Norma Kremser was appreciated for her 30 years of service to the Library. Robin Barker described the many complicated processes, tasks, and computer systems Norma has mastered over the years. She has worked in cataloging, ILL, and the ordering of children’s materials, videos, and children’s tapes. She has mastered three catalogs and four acquisitions systems. In addition, she makes beautiful quilts and counted cross stitch and is wonderful with plants. Norma brings beautiful color into our lives.

Jeannie Bremer was honored for her 30 years of service to the Library. Lisa Gresham described the enthusiasm with which Jeannie came to work every day. She has a great attitude and a true librarian’s love of helping people find good literature. She gives great reference and sets a high standard. With her sensitivity, caring, humor and good judgment, the Library is fortunate to have Jeannie.

Ms. Cox thanked all the WCLS staff members for being such a wonderful staff. She said she is glad to have found a terrific place and family for spending her retirement years.

Ms. Bremer announced there will be a retirement party next month for Bonnie Wiesen who will be retiring in October from the Ferndale Library staff. Ms. Airoldi pointed out that donations to the animal shelter are being suggested.

October 17, 2006 Board Meeting: The October 17, 2006 Board Meeting will begin at 9:00 a.m. at Central Services.

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