Regular Meeting of the Library Board of Trustees
March 20, 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: Everson Library, 104 Kirsch Drive, Everson, 966-5100.
(Note: “Library” refers to the Whatcom County Library System.)

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

Present: Trustees Present: Amory Peck, Jan Hunter, Donna-Lee Elke, Janet Boyhan,
Nina Cox
Director: Joan Airoldi
Staff: Sigrid Brorson, Robin Barker, Sally Crouse, Jeff Lazenby, Geoff Fitzpatrick, Georgina Furlong-Head, Eileen Shaw

2. Public Comment: There were no public comments.

Eileen Shaw, recently hired for the position of branch manager at the Everson branch, was introduced. She told the Trustees that there are many new and exciting things happening at the Everson branch. The list includes:
• Fiber optic cable was just installed and vastly improved internet speed will be available soon
• The Friends will be hosting a 30th anniversary for the library on April 2nd
• A new ADA door has been installed by the City with help from the Library.
• The Friends have purchased a new picnic table with funds from a memorial
• About 10 classes will be coming in to do research for school projects and the branch is currently brimming over with research materials.
• What is good? The staff, the patrons, the community.
• What is challenging? The work; “We never get bored!”

She pointed out a few problems in the area of building and maintenance: carpet, lighting, a leak from the sink. They are looking at altering the furniture arrangements to improve workflow. Expansion had been considered but has been put on hold for now. She stated that she is looking forward to a better feel for the needs of the branch, after she has been in the position for a time.

Ms. Airoldi contributed a story which emphasized how friendly and helpful the staff are, even when it is close to closing time on a dark rainy night. She thanked everyone at the Everson Library for their wonderful attitudes.

3. Minutes:
February 20, 2007
Regular Board Meeting:

Special Board Meetings The minutes of the February 20, 2007 Regular Board Meeting were reviewed. There were several corrections, especially regarding the paragraph about the listening tables. The recording secretary made note of the corrections.

Ms. Elke moved to approve the minutes of the February 20, 2007 board meeting with corrections. Seconded, carried.

Ms. Cox asked if it would be possible to receive the minutes more quickly following the meeting in order to have a fresher memory for reviewing them. Ms. Airoldi and Ms. Crouse said that would not be a problem.

Ms. Airoldi brought up the topic of minutes for special meetings that have been posted but do not achieve a quorum. She wants to be sure to comply with the open meetings law. When a quorum is not achieved for a posted meeting, there is technically not a meeting. However, in that situation, there should be a corresponding entry stating that a quorum did not exist. The Trustees agreed that something should be entered in the minutes book, but that nothing needs to come before the Board for approval.

Moved by Ms. Hunter to approve the minutes of the February 14, 2007, February 28, 2007, and March 6, 2007 special meetings. Seconded, carried.

4. Financial Report and Resolutions:

a. Expenditures Mr. Lazenby reported the following expenditures:

February 2007 payroll Nos. 3867-4017: $266,450.42.
February 2007 second set of claims nos. 1-84: $31,751.50.
March 2007 first set of claims Nos. 1-244: $120,478.87.
There were no unusual expenses.

Ms. Cox moved to approve the February and March expenses. Seconded, carried.

4. Financial Report and Resolutions:

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

3/20/07-05 In the Matter of Surplusing Property
Ms. Cox requested that surplus property resolutions contain the date of purchase.
3/20/07-06 In the Matter of Cancellation of a Warrant
3/20/07-07 In the Matter of Transferring Funds within the Budget
Ms. Barker explained this resolution allows $10,000 be used for purchasing databases that are in high demand. The funds will be transferred from the book budget into the database line-item. The collection management team and branch managers met and agreed to use the funds in this way. The money must be transferred to the database line-item because databases are a service, and it is not necessary to pay sales tax for this type of service.
3/20/07-08 In the Matter of Amending the 2007 Budget
To be addressed after the budget presentation

Ms. Peck called for a motion.
Moved by Ms. Elke to approve resolutions 3/20/07-05, 06, and 07. Ms. Cox seconded with the caveat that trustees receive the date of purchase of the items to be surplused. Carried.

4. Financial Report and Resolutions:

c. Budget Report:

Accounting software needs

Amendment of 2007 Budget Accounting Software Needs:
Mr. Lazenby explained to the Trustees that it is time to look at the Library’s accounting software. He stated that we currently use Microsoft Access which is very challenging because it is actually database software. In addition, we are using cash basis accounting which is inadequate for a budget the size of ours. The accounting department is researching accrual, or double-entry accounting software with the goal of having a new system in place by 2008.

Mr. Lazenby said if Access becomes too difficult to work with this year they may try a stop-gap measure like QuickBooks. Ms. Airoldi suggested checking with the City of Bellingham about their new accounting system. Mr. Lazenby said he would keep the Trustees informed of the various accounting software programs that are being researched.

Amendment to the 2007 Budget:
Resolution 3/20/07-08 amends the 2007 budget to reflect some significant changes that have taken place to the budget since it was approved on December 19, 2006, including additional property tax revenues, reduced timber revenue, and the decision to re-allocate the funds designated for the Maple Falls Library project within the Cumulative Reserve fund to the cost of land for the re-located library building, the land being owned by the library district.

Resolution 3/20/07-08 amends the 2007 budget to reflect significant changes that have taken place since the budget was approved on December 19, 2006. Mr. Lazenby used handouts for reference and pointed out each change on the amended budget pages. Revisions include: additional property tax revenue; reduced timber revenue and documentation of the decision to re-allocate the funds for the North Fork Library project within the Cumulative Reserve fund. Instead of using the funds to purchase shelving, furnishings, data cabling, a new phone system and additional computers for the North Fork Library, land will be purchased up to the amount authorized by the Board, which will be the property of the library district.

Mr. Lazenby explained the history and variability of timber revenue. He provided a chart showing timber revenue trends over the last 15 years. Because of the variability, he mentioned that many libraries use timber revenue to fund only capital projects, and not on-going operations, as the revenue permits.

The Board discussed a variety of ways library systems handle timber revenue. Ms. Airoldi observed that if we do not use it to fund operating expenditures, we must replace the funds from somewhere else or face additional deficits.

A paragraph has been added on page 42 in the Capitalized Expenditures section of the budget, regarding the purchase of real property. Ms. Brorson offered the opinion that the paragraph should also state that since WCLS is expending money originally set aside for furnishings, shelving, data cabling, a new phone system and additional computers, the community is now responsible for the purchase of those items. The Trustees agreed.

WCLS now owns a new Toyota Prius hybrid at a cost of approximately $24,000. This vehicle should get 60 mpg on the freeway. The Trustees were very appreciative of Kathleen Neece’s efforts in securing this vehicle at a good price and for selecting a hybrid.

A Finance Committee Meeting was announced for March 27th at 9:00 a.m. at Central Services. Ms. Elke requested that Ms. Crouse prepare a calendar of the dates mentioned at the Board Meetings to be distributed with the Action Letter.

Moved by Ms. Hunter to approve resolution 3/20/07-08 to include the additional wording in the “Purchase of Real Property” paragraph on p. 42 that the Maple Falls Friends group will be responsible for the cost of furnishings. Seconded, carried.

Ms. Elke suggested we should have a definitive name for the Kendall/North Fork/Maple Falls project. We use all three names and it is confusing. Ms. Airoldi said the Friends group has officially changed their name to the North Fork Friends. Ms. Hunter offered the opinion it will sort itself out once the land is purchased. The project will be the North Fork Community Library.

Ms. Hunter requested a change of subject and returned to the topic of the Fall Listening Tables. At last month’s meeting, it was decided to ask Ms. Keleman to schedule the dates but Ms. Hunter now volunteered to do the scheduling, saying that the Listening Tables are really a board project. Others agreed, so it was decided that Ms. Hunter would schedule the Fall round of Listening Tables.

5. Strategic Planning Committee Results and Timeline The Trustees reviewed The Strategic Plan Elements 2008-2012 and the timeline for the next steps. These include going to branch and CS staff meetings in order to answer questions and discuss the strategic plan. Ms. Peck and Ms. Elke volunteered. They will be accompanied by Ms. Airoldi and/or Ms. Brorson and will contact them for scheduling.

Staff Survey: The Strategic Planning Committee is grateful for WCLS staff participation in the staff survey and wrote the following statement:
Over 50 employees completed the staff survey, giving candid answers to the series of questions. They responded with pride in their work, as well as giving thoughtful suggestions for improvements in WCLS services. That data was carefully considered as the Board completed its part of the Strategic Plan.

Ms. Elke was also thanked for all the thought and work she has put into the strategic plan.

The Board took a 10 minute break at 10:35 a.m.

6. Executive Session At 10:45 a.m. the Board was called into Executive Session per RCW 42.30 110 (1)(i).
The public meeting of the Whatcom County Library System Board of Trustees reconvened at 11.03 a.m.

The Personnel Committee of the WCLS Board moves that to allocate a 4% COLA increase as well as a 7% proficiency increase to Joan Airoldi, the Director of the WCLS to begin April 1, 2007.

“Joan’s invigorating management and leadership of WCLS, her insightful planning for the WCLS future, her thoughtful work with and complete accessibility to staff and trustees, as well as, Friends and patrons alike, her willingness and ability to establish quality professional relationships throughout the library community, and her dedication to this organization and to the world of libraries in general, lead us to say that Joan’s work throughout this year has, once again, been stellar.”

Signatories: Amory Peck, Nina Cox, Janet Boyhan, Janneth Hunter, Donna-Lee Elke

ADDENDUM:
1) This increase will place the WCLS Director at below the midpoint in the WCLS classification study range; just over 4.3 times the salary of our lowest paid employee. Area libraries’ [Ft Vancouver, Spokane, Yakima, Seattle, Pierce County, King County, Fraser, BPL] director-to-lowest-paid-employee ratio was an average of 6.1; the range being 4.85 – 7.38.

2) The documentation supporting our conclusions filed in the Director’s personnel file include: the Board Evaluation summary, the Directors’ Responses to that summary, the Goals & Objectives for 2007-8 and this cover letter with signatures of Board members.

3) Because the Board feels that the Director’s goals and objectives are so closely entwined with the WCLS budget and planning cycles, we have determined that from now on the Director’s evaluation will occur at year end. The next Director’s evaluation will be December 2007.

No second required. Carried.

Ms. Airoldi thanked the Board and especially the Personnel Committee for their work on the evaluation process this year. She said she felt it was a good base and procedure for future evaluations.

7. Director’s 2007-2008 Goals Copies of the final Director’s Goals were reviewed. These had been developed by Ms. Airoldi and the Board with input from the Management Team. Ms. Airoldi pointed out that since her evaluation will be at the end of this year, her director’s goals will now be titled “2007 WCLS Director’s Goals”. She considers these her annual “To Do” list.

Ms. Brorson mentioned that she has worked with every WCLS director for the 32 years she has been employed with the library and appreciates Joan.
8. WCLS Facilities Plan Authorization The handouts for this meeting include a March 2007 final version of the Whatcom County Library Capital Facilities Plan. The pages should be substituted for the February 2007 draft issued last month. The remaining materials in the published plan are appendix and can be updated at any time by the staff.

Moved by the Facilities Committee to accept the Facilities Plan, acknowledging the appendix can be amended continuously. No second is needed. Carried.

9. Policy Update Revision of Retention of Electronic Circulation Records Policy: Robin Barker

Ms. Barker notified the Trustees that the Writing Off Circulation Accounts Receivable Policy introduced at the February 2007 meeting would not be needed because the desired task can more easily be accomplished by revising the Retention of Electronic Circulation Records Policy.

It has been past practice to delete inactive patron accounts after two years if they owe less than two dollars and after 10 years if they owe less than fifty dollars. The revision of the Retention of Electronic Circulation Records Policy changes this practice to conform to the BPL policy. Files are deleted when:
• Patron has been inactive for three years and owes less than $2
• Patron has been inactive for ten years, at which time any remaining fines and fees owed will be written off.

Moved by Ms. Elke to approve the revision of the Retention of Electronic Circulation Records Policy. Seconded, carried.

Ms. Boyhan asked if we offer any fine forgiveness programs and was told about the $5 program for children and teens as part of the summer reading program. She made several suggestions for additional programs that could be offered for adults for fine forgiveness programs such as a month emphasizing the return of lost books, a card campaign, etc. Mr. Lazenby noted that any fine forgiveness program requires a Board resolution.

Horizon Update: Ms. Barker was asked her reaction to the news that Sirsi/Dynix has decided to discontinue their Horizon product which we use for our library catalog. Ms. Barker’s assessment is that we are not in any immediate difficulty. Sirsi/Dynix is planning a new product they have dubbed “Rome.” Other options will be investigated. WCLS is in a position to watch how the products perform, how other libraries respond, and what the market does.

ILL Requests from Home: Ms. Barker also reported her department is working on developing a means of requesting ILL materials from home. The best thing would be to use OCLC Direct Request but that is not possible quite yet. In the meantime, staff is trying to develop an online web form which is being tested internally. So far the results have been favorable and staff plan to open it to the public within a couple of months.

10. Land Acquisition Ms. Peck read a card of appreciation to the Board from the North Fork Friends for their support of the North Fork Library project.

It was reported that a public hearing was held regarding the option to purchase land. There were no public comments against the project and it is moving ahead. Once the option is signed the six month timeline for the feasibility study begins.

Ms. Furlong-Head told the Board there have been many expressions of support from the public. The Friends know they have a lot of money to raise and as part of the publicity, a community photo at the proposed site is scheduled for April 21st. The picture will be printed on thank you cards for donations and used in other promotion. The group is also selling Help our Library Grow hand mixed fertilizer in 5# and 10# bags.

Ms. Furlong-Head updated the Board on the forms and pre-application process for DOT requirements and other project needs. Ms. Furlong-Head expressed appreciation for Ms. Airoldi’s support, and Ms. Airoldi complimented Georgina for all her efforts on getting this project moving.

11. Committee Reports Foundation: Ms. Hunter reported the Foundation Board has a new member and is now up to eight persons. She said it is a great Board—very enthusiastic, and there is still room for two new members. They are planning a fundraiser in June which will be an “Antique RoadShow” type event. Ms. Boyhan suggested bringing in an author for Banned Books Week.

Personnel: Ms. Elke reminded the Trustees that Board Evaluations were planned and suggested setting a date. June 5th at 2:30 was selected. Ms. Airoldi will post. Ms. Elke said she will let everyone know what they need to do ahead of time.

12. Library News Ms. Keleman submitted her last Community Relations Coordinator report in writing. She takes over her “dream job” as Teen Services and Web Coordinator on April 4th. The Trustees expressed their regret at losing her as Community Relations Coordinator, but are very glad she continues to be part of the WCLS family. The Community Relations Coordinator Position has been posted. An MLS is required.

Saturday deliveries have begun between the five largest branches and BPL and are going well so far. The staff have been very helpful in making this successful with Zynet Schmid changing her work schedule to be the Saturday delivery person.

The Everson branch will be celebrating its 30th Anniversary on April 2nd at 7:00 p.m. with an annual meeting and entertainment by singer/guitarist John O’Sullivan.

Susan Johns and Jeanne Fondrie are traveling to the branches to conduct a workshop called PrepareTraining, a program designed to give staff tools to de-escalate disruptive incidents and prevent workplace violence.

Another recent staff training workshop was FISH training conducted by Theresa Pippus at the PS Staff meetings, March 15 & 16. Using Seattle’s Pike Place Fish Market as its model, this workshop is all about creating a positive, connected, world changing environment one person at a time. Ms. Pippus will return April 25 from 1:00 to 4:00 to conduct the workshop for CS staff.

Ms. Keleman is leaving her successor the gift of an LSTA Marketing Grant, which provides a day of professional guidance reviewing and making recommendations for the WCLS Marketing Plan. This work is done by the firm that has been doing the State’s Library’s Marketing work.

13. Director’s Report Ms. Airoldi submitted a written Director’s Report including the following topics:
• Legislative Update: Ms Airoldi thanked Ms. Peck and Ms. Boyhan for accompanying her to Olympia for Legislative day. Her written report updates what is happening with several bills of interest to the library
• Marketing Grant details and kudos
• A comparison of this Strategic Planning process and how it is different from and where it is the same as the 2002 Long Range Planning process.

14. Bouquets and Announcements Ms. Boyhan told the Board she recently saw the library video put together by BPL. She distributed a pamphlet of FAQs which she felt was very well done.

It was announced there will be a retirement party for Elsie Babcock on April 1 from 1:00 to 4:00 at the Blaine Library Meeting Room. A resolution in honor of her service was read.

Moved by Ms. Hunter to approve the resolution in honor of Elsie Babcock. Seconded, carried.

April 17, 2007 Board Meeting: The April 17, 2007 Board Meeting will begin at 9:00 a.m. at Central Services.

Adjournment: The meeting was adjourned at 12:40 p.m.