Regular Meeting of the Library Board of Trustees
December 18, 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:
Central Services Building, 5205 Northwest Dr., Bellingham, WA 98226.
(Note: “Library” refers to the Whatcom County Library System-WCLS.)

1. Call To Order:
The meeting was called to order at 9:00 a.m. by Chair Amory Peck. A quorum was determined.

Roll Call:
Trustees: Amory Peck, Nina Cox, Donna-Lee Elke, Jan Hunter, Janet Boyhan
Director: Joan Airoldi
Staff: Jeff Lazenby, Geoff Fitzpatrick, Sally Crouse, Lizz Roberts, Mary Matter, Cathy Baker
Guest: Vicky Marshall, BPL Library Trustee

3. Minutes:
The minutes of the November 20, 2007 regular board meeting were reviewed. Ms. Hunter requested the word “partially” be inserted into the second sentence of the third paragraph of section #2 so that it will more accurately read:
“ The WCL Foundation gave the reference center a grant to partially pay for a series of ads…”

Moved by Ms. Elke to approve the minutes of the November 20, 2007 regular board meeting. Seconded, carried.

The minutes of the November 20, 2007 special board meeting regarding the Director’s annual performance evaluation were reviewed. Ms. Elke requested Ms. Airoldi’s name be added to the roll call of that meeting.

Moved by Ms. Cox to accept the minutes of the November 20, 2007 special board meeting. Seconded, carried.

4. Financial Report and Resolutions

4a. Expenditures:
Mr. Lazenby reported the November and December expenditures:
November 2007 payroll Nos. 5277-5438: $277,887.83.
November 2007 second set of claims Nos. 1-45: $39,949.57.
December 2007 first set of claims Nos. 1-253: $191,151.05.

Ms. Cox moved to approve the November and December payroll and claims as presented. Seconded, carried.

4b. Resolutions:
Mr. Lazenby presented the following resolutions:
12/18/07-25: A Resolution of the Board of Trustees of the Whatcom County Rural Library District Authorizing an Interfund Transfer
The expenditures itemized on the resolution total $186,136.20 as budgeted from the Cumulative Reserve Fund for 2007 to be deposited in the general fund. Planned for this year but not expended were a Horizon upgrade and some seismic retrofitting. Ms. Cox asked for an update on the seismic project. Mr. Lazenby said that the Deming branch was finished a couple of years ago. This year, no work was done due to lack of staff time, but the work is a priority and needs to be finished soon. The total amount budgeted for 2007 expenditure was $283,919.20

Moved by Ms. Cox to approve resolution 12/18/07-25. Seconded, carried.
The second resolution will be held until later in the meeting.

4c. Budget Report:
Mr. Lazenby reviewed the month end financial report. He explained 97% of the operating revenue has been collected to date which is on track for the end of November. Approximately 86% of the budget has been spent by November month end, which is good for this time of year.

Ms. Airoldi reported the good news following a request to Sirsi Dynix for a refund for an ILL module that had been jointly purchased with BPL as part of the Horizon project. The module was slow in development, has never been installed, and does not meet the needs of BPL and WCLS at this time. A refund of $17,000 was requested and has been received by WCLS and will be shared with BPL according to the formula used in the original purchase.

Ms. Airoldi reported on staffing changes and job description adjustments in 2007 and happily informed the board that Lisa Salisbury has been hired as the new Support Services Coordinator. She started the job December 17 and is available to meet the Board during the meeting break .

5. Executive Session:
At 9:20 a.m. the Board was called into Executive Session per RCW 42.30 110 (1)(g) for follow-up on the Director’s annual performance evaluation.

Regular session was resumed at 10:05.

Moved by the Personnel Committee that the Director receive a proficiency increase of 3% effective Jan 1, 2008, and, that evaluations be on an annual calendar year basis from that time on. Carried.

6. Review of Director’s 2008 Goals:
Ms. Airoldi called the group’s attention to the WCLS Director’s 2008 Goals in the handouts. These are a combination of what the Board has established for next year as well as some carryover from previous years. She said that there are enormous challenges ahead and is very happy to have a strong staff team to help carry out these goals.

Ms. Peck asked how the Goals document is used. Ms. Airoldi explained that she shares it with staff. After discussion it was determined that as a public document the goals can properly be published on the website alongside the Strategic Plan

Ms. Peck read aloud the Board Statement at the end of the Goals document as an affirmation of the Board’s offer of assistance in helping to realize the director’s 2008 goals.

7. Review and adoption of WCLS 2008 Final Budget:
Mr. Lazenby opened his discussion of the budget by mentioning a news item from this morning regarding the slumping housing market. Housing construction has hit a 16 year low which helps to explain why our new construction estimate for 2008 has been downgraded by $30,000. He described this and other final changes to the 2008 budget.

There was general discussion about the housing industry, the large available housing inventory, the closure of Georgia Pacific, sub-prime housing loans and similar topics.

Turning to the budget document, Ms. Airoldi pointed out a replacement map on page four showing the locations of our branches and bookmobile stops. This was a collaborative effort by Sebastian Knapp, Lizz Roberts, and JoAnn Simonarson. Ms. Airoldi applauded it as a very clear design and all agreed it is a great improvement over the former version.

Mr. Lazenby introduced the following resolution:
12/18/07-26: A Resolution of the Board of Trustees of the Whatcom County Rural Library District Adopting the Final 2008 Budget

It was moved by Ms. Hunter to approve resolution 12/18/07-26. Seconded. Ms. Cox offered thanks to Mr. Lazenby for all his work rewriting the budget this year. Others agreed. Motion carried.

8. Review and Authorization of Agreement with Friends of the North Fork Community Library:
Ms. Airoldi presented the document Agreement Regarding Contribution to Land Purchase which has already been signed by Nancy Engel, President of the Board of Friends of the North Fork Community Library. Ms. Airoldi requested permission to sign the document on behalf of the Whatcom County Library System.

The document was developed under advisement of attorney Deborra Garrett. Ms. Airoldi proposed two amendments: strike out the first sentence of 3d, and correct the math error to reflect that the Friends’ contribution toward the purchase of the land is approximately 20.8% of the total purchase cost.

Moved by Ms. Cox to accept the document and designate Ms. Airoldi to sign it after striking the first sentence of 3d and correcting the math as described. Seconded, carried.

BPL Trustee Welcomed:
Guest Vicky Marshall, of the Bellingham Public Library Board, was invited to address the group. She said BPL is doing exciting things and they are expecting a report at their Board meeting this afternoon from Thomas Hacker Architects who are consulting on their building program statement. The discussion will be an opportunity for the consultants to provide an overview of the process so far and to talk about next steps.

9. Community Relations Coordinator’s Report:
Ms. Roberts expanded on the Community Relations Coordinator’s Report handout:
• The Foundation Board now has a full complement of ten members. Donna Matthews of Sudden Valley, a retired librarian, began her term at the last meeting.
• The Smartest Card Library Card Campaign will begin in January. Posters will be placed in WTA buses as well as several other public places. Both WCLS and BPL logos will appear since this is a cooperative campaign. Ms. Cox asked if expenses were shared. Ms. Roberts replied that WTA may consider this a public service.
• In conjunction with the Card Campaign, an insert is being prepared for the Bellingham Herald, Lynden Tribune, and Ferndale Record Journal. It will contain photographs and information about library services and about the Strategic Plan. Ms. Roberts is working with the Herald on production. This piece is a WCLS project and will not have the BPL logo. Ms. Elke asked about putting it in the Northern Light. Ms. Roberts said she hasn’t talked to them but will.
• Identity: Ms. Roberts displayed the new logo along with business card, stationary, and envelope designs. The next Identity Task Force meeting will be a finalization meeting. The next steps include working on an identity manual which will have instructions for staff on how the logo and tagline etc. are to be used in publications.

10. Reducing Redundancy:
Ms. Gresham explained to the Board that the Reducing Redundancy program is designed to increase efficiency at WCLS by reducing redundant, unnecessary, or inefficient tasks. The idea initially came during a Strategic Planning meeting when Ms. Airoldi said we need to figure out what we can let go of. Ms. Gresham said she illustrated this concept by telling people to watch their hands for tasks that are inefficient.

The program will be ongoing, but there was an initial idea gathering period during which she received 76 responses. Ms. Gresham was happy that the responses that came in were not just complaints, but real problem solving suggestions.

She used a database to organize the material. The database is being developed further to make it possible for anyone to use it. The many ideas cannot all be responded to at once, but columns have been added to the database so people who take ownership of the programs can enter their names.

Two or three large projects for 2008 will be chosen. One will have to do with the Grid system of rotating books through the branches. Self analysis and adjustment is often referred to as Continuous Process Improvement.

11. Committee Reports:
Foundation: Ms. Hunter reported on the activities of the Whatcom County Library Foundation and announced officers for 2008, following a recent election. Georgia Donovan is Chair and Terry Holland is Vice Chair. The January meeting will focus on fundraising.

Policy: Ms. Peck commented that now that the policies will be coming to the policy committee for review first, out of respect for time, policies will probably come to the Board in groups rather than individually.

Advocacy: Ms. Boyhan reported the Advocacy committee is still working primarily on the new Identity/Logo Project

Facilities: Ms. Cox said the Facilities committee has not met, but hopes to hear about the report being prepared following branch facility evaluations with the consultant and staff.

12. Library News:
Ms. Airoldi reported the Library News in Ms. Brorson’s absence:
System Reference: The State Library has made the website Grantstation.com available to all libraries. Staff can assist grant seekers to identify potential funding sources. New databases that will be available on our website in 2008 are World Book Online and Small Engine Repair. Instant Messaging Reference will also be available after the first of the year.

Lynden Library: The Library is likely to have an increase in circulation over the previous year. Staff are rearranging music CDs and audio books to highlight those collections and moving video tapes to be less visible based on the use and interest of patrons.

Ferndale: An RFP has been published for a project manager for the new library. The RFP will be on the Bellingham Herald website for 30 days and has also been in the Lynden Tribune and Ferndale Record Journal. The project manager position is being funded by the donor and will report to a committee of city, Library and WCL Foundation representatives. Ms. Cox announced that the city council had established a fund for the purpose of this project.

The Deming Library expansion crew is working on putting up stucco on the addition. They have a new general contractor who will work through the end of the project.

The Kendall/North Fork Library is working on access with the DOT. The Friends are funding the $500 application fee. An agreement is being worked out with the Fire Commissioners regarding the plans for shared space surrounding the respective wells and on the use of the Fire District’s non-potable water for fire suppression.

13. Director’s Report:
Ms. Airoldi’s written Director’s Report focused on:
• Saying goodbye and thank you to Donna-Lee Elke for her service as a Trustee
• The Strategic Plan and Supervisory Training with Dr. Vince Foster, Clinical Director of Health Promotion Northwest
• A National Library Facilities Study which verifys that many library buildings across the nation need to be upgraded and expanded.
• The news that Richard N. Little will be working with WCLS on finding options for solving the budget imbalance.
• ALA Conference in Philadelphia: January 11-14
o Mr. Fitzpatrick reported that he tries to stay apprised of laws that impact library Internet use by the public.
o Regarding PAMS: a committee has been assembled to consider four proposals. Costs range from half to 2.5 times what the Library pays now. The group hopes to make a decision by the end of January; PAMS disappears at the end of July. IT is running trials to evaluate the products being offered.
• Honoring Linda Hellyer, WCLS Director, 1945-1978 who dedicated her life to the establishment of WCLS as a county-wide library system

New Trustee Tom Burton from Blaine has been appointed and will be joining the Board in January.

14. Bouquets and Announcements:
Staff Recognition: Cathy Baker, 20 years of continuous service
Ms. Baker’s supervisor, Mary Matter, spoke highly of her service to the library system observing that her employment actually goes back over 30 years ago to September of 1975 when she began working as an Outreach and Interlibrary Loan Assistant. Ms. Baker worked intermittently at WCLS until she began full-time in 1987. Ms. Matter noted that Ms. Baker has seen many changes throughout the last 20+ years. She has handed out books, worked with location cards, answered phones and patron emails, filled requests, unloaded deliveries and processes magazines. Throughout it all, she is motivated by a devotion to do what is best for the patron. She always responds in a thoughtful, friendly manner.

Ms. Peck said she has always found Ms. Baker to be upbeat and friendly. She said she had heard about Ms. Baker’s emails and compliments received. She puts a wonderful face on our system. Ms. Airoldi added her thanks saying that Ms. Baker really understands customer service, and is gracious, kind, and helpful.

Appreciation to Donna-Lee Elke for her service as a Trustee:
Ms. Peck recalled Ms. Elke’s interview for the Board position on a very hot day at the Blaine Library in the midst of the subpoena process. She told Ms. Elke she would have been a gift at any time and thanked her particularly for bringing her organizational skills at the time that she did. She presented her with a copy of the WCLS Strategic Plan elements since Ms. Elke was highly instrumental and took a leadership role in all phases of the planning process.

Ms. Boyhan thanked Ms. Elke for her intelligence, expertise, humor, and grace. Ms. Cox appreciated the way Ms. Elke helped her figure out the best way to say things. Ms. Airoldi said “You were here for all the right reasons and you have done an incredible job.” Ms. Hunter complimented Ms. Elke on her marvelous way of keeping people on task. Mr. Lazenby appreciated her emphasis on the importance of the strategic plan and the budget being linked. All agreed Ms. Elke has been a tremendous gift to WCLS.

January 15, 2008 Board Meeting:
The January 15, 2008 Board Meeting will begin at 9:00 a.m. at Central Services.

15. Adjournment:
The meeting was adjourned at 11:55 p.m.