Regular Meeting of the Library Board of Trustees
August 21, 2007 Minutes

Anyone requiring these minutes in an alternate format, such as large type, Braille or an audiotape, please contact the Library at 384-3150.

Location: Deming Library, 5044 Mt. Baker Highway, Deming, 592-2422.
(Note: “Library” refers to the Whatcom County Library System-WCLS.)

1. Call To Order: The meeting was called to order at 9:05 a.m. by Chair Amory Peck. A quorum was determined. Ms. Peck announced she will need to leave the meeting at 11:30.

Roll Call: Trustees Present: Amory Peck, Nina Cox, Janet Boyhan, Donna-Lee Elke
Trustee Absent: Jan Hunter
Director: Joan Airoldi
Staff: Jeff Lazenby, Geoff Fitzpatrick, Sigrid Brorson, Sally Crouse, Robin Barker, Lizz Roberts, Frances Barbagallo
Guest: Sharon Digby, Deming Friends

Welcome

Branch Manager’s report Branch Manager Frances Barbagallo welcomed the group to the Deming Library. She said she is looking forward to being able to host the Board in a new meeting room the next time they come to Deming.

Ms. Barbagallo reported that her branch circulation has grown in the last year. July 2007 circ statistics are up 4% over July of 2006. She has noticed that new patrons are appearing since the construction began. It seems the excitement and activity has inspired more use of the library.

Additional projects continuing to be developed at the Deming Library include:
• the work on the local history collection is proceeding thanks to Tina Bixby
• use of the library by the Small Business Development Center for client consultations
• proposal for a Kindergarten Readiness Program partnership with the Mt. Baker School District by district staff member Kaye Marshall

Ms. Barbagallo was pleased to report that the Summer Reading Club has grown exponentially this year over last year, especially in the teen program with many more kids participating and prizes given out. She is working with Lisa Gresham, Catherine Sarette, and Aubri Keleman to design the children’s room and teen area for the new library space. Ms. Keleman will gather teen input before any decisions are made regarding the teen area.

Ms. Peck invited Sharon Digby of the Deming Friends to speak about the progress on the addition to the building. Ms. Digby informed the trustees that the construction crews are getting close to finishing the framing. Their goal for the immediate future is to completely enclose the building and winterize it.

The building is going to cost more now than the originally projected $500,000. Ms. Digby said they have decided to change their tactics and are going to do more of the work themselves while looking for more donations and volunteers. They have raised $306.000 and have an additional $95,000 in funds available from grants through the Jansen Foundation and the State Capital Budget. She explained that they were also helped when a policy change made it possible to use the State grant money for preconstruction cost reimbursement.

Ms. Elke complimented Ms. Digby on this incredible effort and suggested that it could be helpful if she and her team would write some of the lessons learned in a question and answer format for use by other library project coordinators. Ms. Digby said she would find it easier at this point to sit down and talk with people who have questions.

Ms. Barbagallo had nothing but praise for Ms. Digby and the other volunteers for the work they are doing for the library.

Ms. Digby asked for clarification on the topic of payment for reconnecting the air conditioning. Ms. Airoldi and Mr. Lazenby explained that WCLS will pay 50% of the cost at this time and the balance will be settled when the final costs are determined.

Agenda changes Ms. Peck announced that the FMLA Policy Revision and the Teen and Youth Services Report have been withdrawn from the agenda for this meeting.

2. Public Comment There was no public comment.

3. Minutes:

July 17, 2007
Regular Board Meeting:

The minutes of the July 17, 2007 regular Board meeting were reviewed. Ms. Elke proposed two corrections:
• Item 9, bottom of page 5, third bullet, Ms. Elke asked for the following word change:
“ so that the trustee community knows what is going on at that branch.”
• Item 11, Personnel Committee Report:
“ to discuss the Management Vacation and Leave policy IBB presentation at WILL and the director’s upcoming mid year annual review.”

Moved by Ms. Cox to approve the minutes of the July 17, 2007 regular Board meeting with the corrections noted. Seconded, carried.

4. Financial Report and Resolutions:

a. Expenditures: Mr. Lazenby reported on the July and August expenditures.

July 2007 payroll Nos. 4632-4787: $263,586.09.
July 2007 second set of claims Nos. 1-72: $48,446.93.
August 2007 first set of claims Nos. 1-256: $118,290.90.
Ms. Cox moved to approve the July and August payroll and claims. Seconded, carried.

4. Financial Report

c. Budget Discussion Mr. Lazenby directed the attention of the Trustees to the July 2007 month end report which has been expanded and reformatted to provide better clarity.

He pointed out that the income and expenditures are currently well balanced.

5. Preliminary 2008 Budget Planning: Mr. Lazenby reported that he and Ms. Airoldi consulted with Neel Parikh, Director of the Pierce County Library. They received many good suggestions on how to communicate the budget to the public and work with a Citizen’s Advisory Committee.

Mr. Lazenby has drafted a “WCLS Budget Talking Points” resource—a kind of Budget 101 document to understanding WCLS finances. It explains the general fund and the cumulative reserve fund, designated and undesignated funds, cash flow, revenue sources, the levy rate and how property values affect it.

An additional page shows the median price of a home in Whatcom County with the current levy rate of $.37. If the current rate were $.48 instead of $.37, the difference in revenue would be $1,410,669 in 2007.

Mr. Lazenby explained under present legislation, the library rate could be as high as $.50, but currently the increase in property taxes can only be 1% per year, plus new construction.

6. Strategic Planning Progress: Ms. Roberts distributed a new draft of the Strategic plan including a sample of one of the branch specific inserts containing branch goals and key focus areas. Photographs on these, as well as the goals and key focus areas, will be specific to the branch.

Ms. Airoldi thanked everyone for the helpful comments they have sent in critiquing the previous draft and Ms. Roberts welcomed further comments. Ms. Airoldi told the Trustees she and Ms. Crouse will be developing Strategic Planning resource binders for the branch managers and department heads which will also be provided online. She stated that these binders will make it easier for staff to continually add ideas and changes throughout the life of the plan.

Ms. Roberts was quick to share the credit for the layout of the Strategic Plan with Joann Simonarson with whom she has been working.

Ms. Elke expressed concern there may be too many words making it daunting for people to read.

Ms. Roberts and Ms. Airoldi noted that if the Identity group makes decisions before the Strategic Plan is published, the font or colors could change, and a new logo could be added.

7. Facilities RFP: Mr. Lazenby reported that the Facilities RFP resulted in two proposals: one from EHM in Seattle and one from Stewart + King Architects in Bellingham.

Mr. Lazenby said he is developing a scoring sheet to evaluate the two proposals.

The Board took a 15 minute break during which many attendees toured the new addition.

8. Executive Session: At 10:45 a.m. the Board was called into Executive Session per RCW 42.30 110 (1)(i) to conduct the Director’s mid-year performance review and check-in on progress toward the director’s goals.

9. Return to Open Session: The public meeting of the Whatcom County Library System Board of Trustees reconvened at 11.03 a.m. Ms. Peck stated that during the executive session the Trustees conducted the mid-year review of the Library Director’s goals.

She also announced a letter from Ms. Elke stating that she has decided not to apply for another term as trustee when her current term concludes at the end of 2007.

The Trustees returned to the topic of budget planning and reviewed the draft for a time line if it is decided to conduct a levy lid lift. Ms. Airoldi outlined the items the Trustees will be involved in: listening tables and community education. There are a variety of options and decisions to be made and the Citizen’s Advisory Committee will be heard from. In addition, a consultant is needed for guidance on the best time to go to the voters. Ms. Roberts pointed out that the public needs to be involved in the questions of the library levy lid lift.

Maple Falls Letter: Ms. Airoldi said she has had a request from the Friends of the North Fork Community Library (formerly the Maple Falls Friends). They would like to be assured that if a new library is not built on the land that is being purchased, than they will be reimbursed the amount (approximately $28,000) that they are donating to the Whatcom County Library Foundation to make up the difference in total costs from the amounts that the library and the Fire District have committed. Ms. Airoldi stated that she believes this is a reasonable request ensuring that the Friends’ funds would remain in the local community.

There was discussion regarding the following topics:
• If the land were sold at a profit
• If the land had to be sold suddenly and were sold at a loss
• Dividing either a profit or loss on a percentage basis
It was decided by consensus that lawyer fees, and other costs of selling the land should be factored in and then the Friends would be reimbursed by the Foundation on a percentage of the costs contributed.

The Trustees directed Ms Airoldi to draft a letter for their review.

Ms. Airoldi notified the Board that the purchase process with the fire district continues to move forward with details being worked out by the attorneys of the two parties. She estimates that the library is within eight weeks of closing.

Ms. Airoldi raised the issue of a time line for the Maple Falls building project. A variety of ideas were discussed such as a review after three years and an annual review thereafter. The purpose of the reviews would be to ensure that the project is progressing. No one questions that these types of projects take time. No action was taken regarding a review process.

11. Community Relations Coordinator Report: Ms. Roberts submitted a written Community Relations Coordinator Report. Topics include:
• Progress on the draft of the Strategic Plan and meetings with branch managers to brainstorm ideas for branch inserts,
• Marketing Plan Grant workshop which was very helpful. For example, the idea of a newspaper insert was considered but based on other library experience is probably not as effective as direct mail.
• The Identity Task Force is making progress: a pro bono designer will be chosen soon,
• Terrific press this month. Aubri Keleman’s blue hair got great press & looks wonderful!
• WCL Foundation awarded three grants to…
o Begin with Books
o Teens teaching teens
o Island fun time
• WCLS Friends Annual Gathering theme is Spread the Word! It is being held at CS November 3rd 12-3 and sponsored by the Foundation.

Regarding items in the press, Ms. Boyhan asked for copies of any articles from the Foothills Gazette as she has difficulty finding it.

12. Committee Reports: Policy: Ms Cox reported that the policy committee is becoming more active. After discussion of the proposed revision to the FMLA policy in a telephone meeting, the committee decided to take it off the agenda for this meeting and make modifications to it. They hope to streamline the policy and leave the details for the procedures.

Foundation: Ms. Airoldi commented that the Foundation now has nine members. There is someone from Birch Bay who is interested in the last vacant position but the hope is for geographically balanced representation and there are no Sudden Valley representatives.

Ms. Elke asked if the Foundation is giving away interest or principle. She wanted to know whether the Foundation was able to finance the grants solely through the interest earned or if it is using the monies raised in the fund raisers, etc. Ms. Airoldi said some principle is still being used to fund the grants. A little over $25,000 is held by the Foundation. The Foundation has also taken over the book endowment funds as a committee project. The Foundation meets the second Thursday of every month from 5 to 6:30.

13. Library News: Public Services: Ms. Brorson reported news from the branches, first showing off a delightful photograph and thank you notes from a group of migrant children who were served by the bookmobile’s Migrant Outreach.
• Sumas movie nights have attracted about 20 people.
• Everson patrons have been having lots of fun trying to match staff with their baby pictures. The Summer Reading Club has been fishing in the sea of mystery. If you catch an old boot, throw it back and try again.
• The Blaine internet stations are always very busy so they are adding two new internet computers. A high speed wireless connection is helping. The large meeting room is being converted into an internet café atmosphere.
• A new branch manager, Jeannette Blankenship, has been hired for the Ferndale branch. She will be starting September 4. Her former branch in Jackson County Oregon was featured in Library Journal and Ms. Brorson passed around a copy of the article for the Board to see. Unfortunately the building is now closed because the voters of that county did not approve funding for operations which was lost due to federal timber revenue cuts.

IT Update: Mr. Fitzpatrick notified the Trustees that 3M is canceling their PAMS product which is WCLS’ time and print management as well as filtering software. 3M will discontinue their support of the product as of July 31, 2008. A new product must be chosen soon in order to complete the migration and train staff before that date. An RFP has been drafted and will be sent out soon. Geoff reported that based on his research, there aren’t many products available that do what the library needs and he is checking in with other PAMS libraries as well.

14. Director’s Report: Ms. Airoldi submitted a written Director’s Report. Topics include:
• Library Card Campaign ideas based on the PLA “Smartest Card” project submitted by Regan Robinson, working with Lizz Roberts
• The ever changing software world: PAMS, Horizon, and Ursa. Two programs we have purchased that are being discontinued and one that is not working out as expected.
• Sidebars from Strategic Planning
Announcements and Bouquets: Many thanks to MaryAnn Hamilton who has done a wonderful job with the complicated travel and registration arrangements for the September WILL conference.

As a representative of the Ferndale community, Ms. Cox thanked Ms. Airoldi, Ms. Brorson, and Ms. Read for everything they did to bring a branch manager to the Ferndale Library. A lot of work went into it. She appreciated that the staff was brought into the process as well and general thanks were expressed to all involved.

September 18, 2007 Board Meeting: The September 18, 2007 Board Meeting will begin at 9:00 a.m. at the Central Services building.

Adjournment: The meeting was adjourned at 12.10 p.m.