Regular Meeting of the Library Board of Trustees
June 19, 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: Blaine Library. 610 3rd Street, Blaine, 332-8146.
(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 Present: Amory Peck, Nina Cox, Jan Hunter, Janet Boyhan, Donna-Lee Elke
Director: Joan Airoldi
Staff: Jeff Lazenby, Christina Read, Geoff Fitzpatrick, Sigrid Brorson, Debby Farmer, Sally Crouse, Robin Barker, Lizz Roberts, Aubri Keleman, Catherine Sarette

2. Welcome
Lizz Roberts

Report on Blaine Library Lizz Roberts was welcomed as the new Community Relations Coordinator and congratulated for her work for the Library Foundation’s Antiques Show and Tell fundraiser. She reported that $1800 was deposited from that event. Ms. Hunter said they were very pleased with the size of the crowd.

Ms. Airoldi commented she is excited to have Ms. Roberts back with WCLS. Her first day on the job involved attending a PSM meeting so she was quickly brought up to date on the issues and she hasn’t stopped running since.

Ms Farmer welcomed the trustees to the Blaine library. She said a lot of exciting things are happening in Blaine. The library made the front page of the Bellingham Herald last Thursday in an article about a joint venture, mixed use building that would include library, city hall, police dept., and condominiums. The same issue was also reported in the Northern Light.

Ms. Farmer told the Trustees about current building changes: the small conference room will become her office, the fascia boards and restrooms have been painted, some bushes have been cleared away from the side parking area for safety purposes and the interior lighting problems are being addressed.

Rory will be making an appearance in Blaine’s 4th of July parade again this year, however this year he will ride in a truck which will be decorated so that people associate Rory with the Library. This change is being tried because of the problem of the parade being slowed down with the attention Rory commands when walking. Candy “bookworms” will be handed out in plastic bags.
Finding a president for the Friends group has been a bit of a challenge this year so two people have agreed to co-chair the group. The Friends will coordinate a book sale during Blaine’s Blazin’ 4th Festival. Last year they made $850.

Ms. Farmer is leading the library’s involvement in community social services as well. The library is helping the foodbank by accepting donations during open hours (the foodbank is not open as many hours). One of the library employees who volunteers at the foodbank delivers the food to them. Another program Ms. Farmer calls “Good Deeder Readers” involves reading at a local nursing home.

Blaine’s Toddler time will be carried through to the end of July. Last week 27 kids and a large number of adults attended this very successful program.

Circulation statistics are up 11.2% this year so far and employees can feel the increase. Ms. Elke asked if the library received any more hours this year. Ms. Farmer said not open hours but a few page hours were added.

Ms. Airoldi commended Ms. Farmer for her response to a patron complaint. Mr. Fitzpatrick explained the details and stated that Ms. Farmer handled it just right and that it works best when the response comes from the Branch Manager because of the local connection.

It was suggested to post Ms. Farmer’s response letter to the patron on WCLSnet or in the Link as an example for others to see.

3. Minutes:

May 15, 2007
Regular Board Meeting: The minutes of the May 15, 2007 Regular Board Meeting were reviewed.

Moved by Ms. Elke to approve the minutes of the May 15, 2007 Regular Board Meeting. Seconded, carried.

Ms. Elke said she would prepare the minutes for the special meetings being held for Board self-evaluation.

4. Financial Report and Resolutions:

a. Expenditures: Mr. Lazenby reported on the May and June expenditures.

May 2007 payroll Nos. 4323-4475: $260,079.89.
May 2007 second set of claims Nos. 1-125: $66,629.34.
June 2007 first set of claims Nos. 1-275: $148,650.15.
A partial payment for the BPL service agreement was included in this set.

Ms. Cox moved to approve the May and June expenditures. Seconded, carried.

4. Financial Report and Resolutions:

b. Resolutions: Mr. Lazenby presented the following resolution:

Resolution No. 6/17/07-13
A RESOLUTION OF THE BOARD OF TRUSTEES OF THE WHATCOM
COUNTY RURAL LIBRARY DISTRICT TRANSFERRING FUNDS WITHIN THE 2007 BUDGET

Resolution No. 6/17/07-14
A RESOLUTION OF THE BOARD OF TRUSTEES OF THE WHATCOM COUNTY RURAL LIBRARY DISTRICT CREATING AN AD HOC CITIZENS ADVISORY COMMITTEE

This resolution was discussed at length at the Finance meeting on Tuesday as part of a discussion about how to communicate to the community our financial situation. Mr. Lazenby said he has used ad hoc citizens’ advisory committees in the past and believes they are an excellent way to communicate, to involve the public, and to explore ways to deal with financial challenges.

The idea is to recruit individuals who are avid library users and who sit on chambers of commerce, etc. to serve on this committee. Their involvement will help get the message out and will help the community know that it has a vested interest in how we solve these financial problems.

Mr. Lazenby, Ms. Roberts, and the branch managers should all be involved in the recruiting and guiding process. Mr. Lazenby commented that the committee would begin right away and is to be disbanded after it achieves its purpose.

Resolution No. 6/19/07-15
A RESOLUTION OF THE BOARD OF TRUSTEES OF THE WHATCOM COUNTY RURAL LIBRARY DISTRICT APPOINTING A FINANCE OFFICER

Moved by Ms. Hunter to approve Resolution No. 6/19/07-13 & 6/19/07-15. Seconded, carried.

Moved by Ms. Cox to approve Resolution No. 6/19/07-14. Seconded.
Ms. Boyhan asked how it is to be decided that the committee has concluded their work. The initial answer was it would be concluded after the ballot. Further discussion included:
• The committee should feel autonomous and could have ideas of their own about their role.
• Their role is not limited to the levy.
• The committee will have a life and dynamic of its own.
• There will be a timeline for the charge of the committee.
• The Board formed it and the Board can disband it.

The resolution carried. Mr. Lazenby was named the chief recruiter and communicator.

4. Financial Report and Resolutions:

c. Budget Discussion Mr. Lazenby provided the Board with a planning schedule for the 2008 budget. Many of the dates coincide with legal requirements for posting and for sending to the County. A time for the budget planning retreat will be decided at the next meeting.

Mr. Lazenby shared an article entitled Your Budget: From Axe to Aim which talks about budgeting for outcomes. The point is that when agencies are faced with budget problems, it is more effective to aim for what you want to have happen rather than just threaten with an axe.

Ms. Airoldi brought up the $15,000 that was originally set aside in the 2007 budget for a strategic planning consultant. After all the hard work that has been done on our strategic plan by all staff as well as the board, she said she does not believe we need a consultant at this time and that this work can be done by current staff.

Instead, she suggested that the library would be better served by hiring a building consultant to evaluate buildings to give information for the decision about a Capital Facilities Bond measure. Ms. Hunter observed that the facilities plan calls for a consultant.

Ms. Hunter suggested that the facilities evaluation should be covered by the building owners rather than WCLS. Ms. Airoldi said that the evaluation is intended to give guidance about the bond measure and that she could ask the cities for a contribution. However, she believes the study should happen this year

Moved by Ms. Elke to authorize the re-allocation of $15,000 from the Strategic Planning Consultant to an Architectural Planning Consultant for the purpose of a facilities needs assessment. Seconded, carried.

5. Whatcom County Library Board of Trustees Bylaws Revision: The revision is in regard to having Trustee appointments made in time for our January Board meeting. Ms. Airoldi reported she hasn’t been able to find statutory citations that resolve this question and is going to turn the problem over to Attorney Deborra Garrett.
6. Policy Revisions: Ms. Read brought another large number of personnel policies for consideration:
Disability, Serious Illness, and Accommodation: Lets everyone know we will comply with the ADA. Gives the employee responsibility to let us know they have a disability and to tell us how we can accommodate them. Ms. Peck suggested that where Deborra Garrett’s name is noted, her title should be included as well.

Eligibility for Employment: Gives examples of what might prompt us to reject someone for employment.

Health Insurance Continuation: Related to the COBRA law passed in 1986 which allows employees to continue insurance if they elect to.

Insurance Benefits: Establishes details about the insurance offered to eligible employees.

Membership in Professional and Technical Associations: Outlines the circumstances when employees will act as library representatives in associations.

Retirement Benefits: Identifies the retirement plan and eligibility of employees.

Social Security Benefits: Required by law. Explains it to employees.

Workers’ Compensation Insurance: Covers on-the-job injuries

Unemployment Insurance: Nina requested it be noted in the policy that we do pay into unemployment insurance.

Holidays: This revised policy now states which holidays we observe. It takes some language from the bargaining agreement to explain what happens when a holiday lands on a Sunday. Ms. Barker noted that the two personal Floating Holidays were included in the list along with the holidays where the library is closed and thought that might be confusing. Ms. Farmer asked what to do when a holiday lands on a day when an employee is not regularly scheduled. Ms. Read said it is explained in the bargaining agreement and is quite complicated. It was suggested the bargaining unit references be included in the policy.

Sick Leave: Ms. Read said she will add the bargaining agreement references to the policy. There was discussion about the issue of putting the specifics number of hours of sick leave that can be accumulated. Ms. Cox stated the opinion that specifics do not belong in a policy because the policy will then have to be revised when the bargaining unit changes. Ms. Peck voiced the idea that since the policy is to make up the content of the handbook and the handbook is where people go for information, it should be there. There was further discussion about this policy regarding management procedures and the practice of borrowing sick leave which the trustees were not in favor of doing at all. The policy was sent back for a rewrite.

A discussion about the role of policy vs. the bargaining agreement was referred to the Policy Committee.

Vacation Leave: Identifies details of vacation leave eligibility.

Management Vacation and leave Policies: Ms. Read itemized for the Trustees the changes that were made to this policy.

Ms. Cox asked if this policy is standard for this industry because she thinks it is unusual for salaried employees to keep timesheets and get comp time. After a short discussion Ms. Peck said the matter should be further studied and brought back to another board meeting.

Policy Against Harassment: Changes in this revision include: complaints are brought to the HR manager now instead of to the Director. Some of the language has been strengthened. Ms. Read was asked to add gender identity to the list of protected classes.

Employee Recognition: Language was taken out that referred to a long range plan that ends in 2007.

The Trustees requested that Ms. Read revise policies and include them on the agenda for July for a second reading. They also asked her to review the policies that were approved at the May meeting to see if any need adjustment to bring them into alignment with the requests made at today’s meeting.

Approval of Claims and Payroll Policy: Jeff Lazenby
The Trustees reviewed the Approval of Claims and Payroll Policy.

Moved by Ms. Elke to accept the policy as written. Second, carried.

Policy Regarding Budget Transfers: Jeff Lazenby, first reading
Mr. Lazenby explained to the Board the changes recommended by the Finance Committee. An additional paragraph needs to be added to the revision and he was directed to bring it back to the July meeting for a second reading.

WCLS Volunteer Policy: (addition to the agenda)
Ms. Airoldi presented the Volunteer Policy explaining that it has been reviewed by the Union president and representative. The policy states that volunteers may be used to enrich library services but may not be used to perform tasks that would replace paid staff.

Ms. Barker expressed concern about designing a policy that puts constraints on the use of volunteers when we are looking for a levy lid lift. There was discussion on the use of volunteers. Ms. Sarette pointed out that volunteers aren’t free; they require employee time to train and then they can abandon their commitment at any time.

Several people pointed out how wonderful it is to see volunteers in the library and how many truly talented people there are in the community who have much to offer.

Ms. Airoldi was asked to bring the policy back next month for a second reading. Anyone with suggestions for revisions is asked to email them to her.

7. Authorization for Letters of Support: Moved that Ms. Airoldi write letters on behalf of the Board expressing support for the North Fork Community Library Building Project and also the Ferndale Building Project. Seconded, carried.

8. Strategic Planning: The Board turned their attention to the Strategic Plan and the outcomes submitted by WCLS branches and departments.

Ms. Airoldi summarized the outcomes and pointed out that the key focus area mentioned most often was usership, followed by facilities, innovation, advocacy, and finances.

Ms. Peck noticed a wide variety of language, some very specific and some much more broad. Ms. Roberts will help standardize the language as the plan is prepared for publication and per a discussion with Ms. Elke, this will include an insert targeted toward the services and plans of each community.

Discussion followed about the concern of focusing on increasing cardholders and usership rather than on programs and serving the community. The point was made that the library can improve online features and may serve some new cardholders without them ever coming into the branch except to pick up books.

Ms. Cox and Ms. Elke made some suggestions to Ms. Airoldi regarding the introduction for the Strategic Plan. Ms. Airoldi said to expect a rough draft of the strategic plan at the July Board meeting.

Ms. Sarette addressed the Trustees with a proposal regarding a change in the language concerning young readers in the strategic plan. She handed out a written copy of her proposal along with supporting reasoning. Ms. Keleman accompanied her to add her voice for the change which includes broadening the support of young readers right through the teen years.

The Trustees accepted Ms. Sarette’s proposal and asked that the new wording be incorporated into the strategic plan.

9. Levy Lid Lift Plan & Timeline: The Trustees discussed when would be the most opportune time to go before the voters for a levy lid lift. Consideration was given to whether to use the same election or a different election than BPL; they have plans for Spring of 2008. Ms. Airoldi suggested choosing a different election and going with the Fall of 2008.

Ms. Elke suggested it would be prudent to hire a consultant to help make the decision.

At this point Ms. Airoldi raised the topic of the Classification Study which needs to be updated. She and Ms. Read agree that the work should be done by a professional. They want to budget for it in 2008. By consensus, the Board gave approval for Ms. Airoldi to discuss the update with Paula Singer, the consultant who wrote the current document.

Ms. Cox asked Ms. Airoldi to research the issue of how other libraries handle managerial leave and whether salaries need to be adjusted to compensate.

10. Committee Reports: Foundation: Ms. Hunter was happy to report that the Antiques Show and Tell Fundraiser was a great success. The Foundation raised about $1800 with about 300 people attending. They will be evaluating the event at a meeting in early July and would welcome any constructive suggestions. Two display boards about the Foundation were put together for the event and Ms. Hunter suggested that these be offered to branches for a temporary exhibit.

Ms. Airoldi mentioned the Foundation has a new Board member, Terry Holland, and is still looking for one person from the Sudden Valley area. The book endowment group has turned funds over to the Library Foundation and Deborra Garrett did review this procedure.

Applications for the next round of WCLF grants are due July 1st.

Personnel: The second Board Evaluation special meeting will take place this afternoon.

Ms. Cox took a moment to update everyone on what is happening with the Ferndale Library Task Force which she chairs. A petition signed by 165 people has been submitted to the City Council asking that the land be purchased so the project can begin. The petition was gathered very quickly over only a couple of days.

11. Library News: Community Relations Report:
Ms. Roberts commented on the items on her written Community Relations Report. She said she had a wonderful first day and is astounded how much WCLS has accomplished in the year she was gone. She asked people to email her with any ideas for Banned Books Week or the Friends Annual Meeting.

Ms. Peck welcomed Ms. Roberts to the position. She said the Trustees were delighted with Ms. Keleman as Community Relations Coordinator and are glad she is happy in her new position. She asked Ms. Roberts to let the trustees know what her priorities for the position are. However, writing the Strategic Plan will be #1.

Ms. Boyhan asked Ms. Roberts what she though about the title “Community Relations Coordinator.” Ms. Roberts said she felt it to be very carefully chosen and she likes it.

12. Director’s Report: Ms. Airoldi submitted a written Director’s Report including the following topics:
• Washington State Library: the differences between the state library and the Washington Library Association
• BPL plans
• Burlington Public Library: grand opening
• American Library Association Conference
Announcements and Bouquets: Led by Jeff Lazenby, Paul Krippner, and Ted Smith, the staff did a great job with the Central Services carpeting project—carefully planned and carried out. Thanks!

June 19, 2007 Board Meeting: The July 17, 2007 Board Meeting will begin at 9:00 a.m. at the Central Services Building.

Adjournment: The meeting was adjourned at 12.25.