Regular Meeting of the Library Board of Trustees
May 15, 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: Maple Falls Library. 7509 Mt. Baker Highway, Maple Falls, 98266, 599-2020.
(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 Vice Chair Nina Cox. A quorum was determined.

Roll Call: Trustees Present: Nina Cox, Jan Hunter, Janet Boyhan, Donna-Lee Elke
Trustee Absent: Amory Peck
Director: Joan Airoldi
Staff: Jeff Lazenby, Christina Read, Geoff Fitzpatrick, Sigrid Brorson, Georgina Furlong-Head, Sally Crouse
Guest: Nancy Engle, President of the Friends of the North Fork Community Library

2. Public Comment: Ms. Cox invited branch manager Georgina Furlong-Head to give a report on the state of the Maple Falls Library. Ms. Furlong-Head stated that things were going well and that every year the circulation continues to go up. Recently, the library has been hosting the local third graders every week; so far, four classes have visited the library.

She said she hears a lot of compliments of the library system in general—people love WCLS. In regard to the planned new library, she sometimes hears people say they are concerned they won’t get the same personal service. But she assures them they will see the same staff, etc.

Ms. Head met with the Glacier Chamber of Commerce recently and obtained a wonderful letter of endorsement for the building project. She said she has a long list of meetings scheduled at which she will be doing presentations on the relocation of the library which is proposed to be called the North Fork Community Library. Two community committees have been formed: a Building and Design Committee and a Fundraising Committee. Ms. Head displayed a preliminary building design put together by the Building and Design Committee. She said they were able to gather statistics from the Foothills Subarea Plan, which provides population growth numbers for the present and immediate future. The building size range is from 6,000 to 8,000 square feet and depends on the ability of the group to raise funds. Professionals volunteered their services to create the design. Ms. Head said people frequently approach her to volunteer their services to help with the project which shows community commitment as well as supporting the financial needs.

Ms. Head introduced Nancy Engle, President of the Friends of the North Fork Community Library.

Ms. Engle told the Trustees that the Friends group had recently changed their name to the Friends of the North Fork Community Library to better reflect the community the library will serve. Once it is built, the new library will be the North Fork Community Library at Kendall. She passed around a sample piece of letterhead with a logo.

Ms. Engle extended the appreciation of the Friends group for the $100,400 budgeted for the purchase of land. Because without the land there can be no solid fundraising and, ultimately, no library, Ms. Engle said she considered it the most important step in this effort.

In addition to her thanks, Ms. Engle had some requests: She requested the Board work toward the plan to put a Capital Facilities Bond measure on the ballot. She spoke about the difficulties her group will face raising the money to build a 6,000 to 8,000 square foot building in a low income, unincorporated area that lacks its own tax base.

To help with fundraising in another way, Ms. Engle asked the Trustees to formally endorse the library project in the form of a letter. This will be helpful with grant applications.

Ms. Elke requested a fact sheet on the project and asked for the statistics Ms. Head referenced that were gleaned from the Foothills Subarea Plan. Ms. Head distributed a flyer prepared by the Friends of the North Fork Community Library on the project and gave the Trustees a summary of the statistics.

Ms. Cox told Ms. Engle that the agenda for the Board meeting was full so there would not be time to address her request immediately. She directed Ms. Airoldi to put the request for a letter of support on the June meeting agenda.

Ms. Airoldi commended the Maple Falls Library staff for their hard work over many years, moving shelves and setting up furniture year after year. They are a very dedicated group.

3. Minutes:

April 17, 2007
Regular Board Meeting: The minutes of the April 17, 2007 Regular Board Meeting were reviewed.

Moved by Ms. Hunter to approve the minutes of the April 17, 2007 Regular Board Meeting. Seconded, carried.

4. Financial Report and Resolutions:

Expenditures: Mr. Lazenby reported on the April and May expenditures.

April 2007 payroll Nos. 4170-4322: $269,191.29.
April 2007 second set of claims Nos. 1-120: $46,314.51.
May 2007 first set of claims Nos. 1-255: $124,361.28.
The only notable expenditure is the purchase of new smart cards for over $15,000 which we do once a year as needed.

Ms. Elke moved to approve the April and May expenditures. Seconded, carried.

4. Financial Report and Resolutions:
The Trustees examined the month end report. The Trustees discussed the most recent version, and refinements to the layout may continue to be made although no specific changes were recommended at this time.

4. Financial Report and Resolutions:

Resolutions: Mr. Lazenby presented the following resolution:

Resolution No. 5/17/07-12
A RESOLUTION OF THE BOARD OF TRUSTEES OF THE WHATCOM
COUNTY RURAL LIBRARY DISTRICT AUTHORIZING THE WAIVING OF
FINES FOR MINORS FOR SUMMER READING

Moved by Ms. Elke to approve Resolution No. 5/15/07-12. Seconded, carried.

5. Whatcom County Library Board of Trustees Bylaws Revision,
First Reading: The Trustees reviewed the proposed change to the Whatcom County Library Board of Trustees Bylaws and discussed the conflicts with the Whatcom County’s appointment letter as pursued with County Executive Pete Kremen. The Trustees asked Ms. Airoldi to write a letter to Pete Kremen’s attorney about the apparent conflicts between the county’s policy and the RCW on term length and re-appointment.

6. Policy Revisions: Mr. Lazenby described the Workplace Safety Policy which includes the concept that safety is everyone’s responsibility. He said there is no conflict with the Union or the bargaining agreement. The Administrative Procedure shows how to implement the Safety Policy in a variety of circumstances. A certification page has been added that employees must sign to show they have read the procedures and that they understand the Safety Program. Ms. Hunter asked about CPR training. It was explained that all supervisors and most Public Services staff take CPR and other employees are welcome to take the training.

Ms. Cox expressed her appreciation for the new system of one page policies with accompanying procedures that include the details.

Moved by Ms. Elke to approve the Workplace Safety Policy. Seconded, carried.

Mr. Lazenby explained how the Temporary Adverse Working Conditions Policy had been amended since its first reading. When an adverse working condition arises, two members of the Safety Committee will be assigned to review the situation. They will make a recommendation regarding the duration of the adverse working condition to the Safety Committee who will make the final decision.

Moved by Ms. Hunter to approve the Temporary Adverse Working Conditions Policy. Seconded, carried.
Mr. Lazenby introduced the Approval of Claims and Payroll Policy for its first reading. His research has revealed it is not necessary for Ms. Cox to sign all of the claims but they must be voted on by the Board. The Revised Code of Washington (RCW) requires that it be possible for the legislative body to refuse to pay particular claims so a report will be prepared showing each claim, the amount of the claim, and to whom it is owed. Mr. Lazenby asked the Trustees if they want the report sent to the whole Board or to the Finance Committee members. The Trustees decided to entrust that task to the Finance Committee members. This policy will be considered again at the June meeting for approval.

Mr. Lazenby also told the Board that Kyle Teeter is doing an outstanding job setting up the new QuickBooks accounting software program.

Ms. Read had a large number of personnel policies to consider. It was decided to hold any motions until after they had all been presented.

Drivers License and Insurance Requirements Policy: Employees must hold a WA State drivers license or combination endorsement (if applicable) to drive for library purposes and must notify the Library management immediately if they become ineligible.

Rehires: states who might be considered for re-employment and who might not. Ms. Elke asked if it made any changes to the Union contract, and the answer was no.

Time and Attendance Records Policy: Documents the requirement for preparation of accurate time and attendance records.

Trial Service Period: Language is from the bargaining agreement; similar to a probationary period but is designed to allow six months to make sure a new job for an existing employee is a good fit.

Use of Library Vehicles: Related to the Drivers License and Insurance Requirements Policy and covers passengers, no smoking, mileage reimbursement, accidents, use of alcohol, and theft.

Equal Opportunity Policy: Brings the policy up to current legal language requirements. Ms. Elke asked why the policy talks about harassment on the job when it seemed to her the policy had to do with obtaining a job. Ms. Read explained that the two situations are very closely related because both have to do with protected classes. The Trustees requested the policy be edited to remove the word “Therefore” at the beginning of the second sentence and to start a new paragraph at that point.

Hours of Work: Several of the sentences in this policy are taken directly from the bargaining agreement. Two other topics, overtime and compensatory time, have been removed from the previous version of this policy and made into their own policies.

Job Audit: Previously called reclassifications.

Overtime Pay/Compensatory Time: Formerly a part of Hours of Work.

Personnel Records: References to the Human Resources department were added to this revision. References to obsolete items were removed.

Personnel Selection: Ms. Read said certain portions of the 1989 version need elaboration and the nepotism reference needed to be clarified.

Probation Period: Clarifies that a probation period does not equal an employment contract.

Rest and Meal Periods: Includes language from the bargaining agreement. Puts into writing our rest periods which are a little more generous than the law requires.

Temporary Reassignment: Language from bargaining agreement covering pay rates for temporary reassignments.

Unlawful Discrimination: Documents that discrimination against protected classes is unlawful. Harassment in general is covered in another policy. Policy reviewed by Deborra Garrett.

Moved by Ms. Boyhan to approve all the personnel policies presented with the removal of the word “therefore” as an amendment to the Equal Opportunity Policy. Seconded, carried.

7. Option to Purchase Mount Baker School District Property Update: Ms. Airoldi distributed copies of the Option to Purchase Agreement that Deborra Garrett, attorney for the Library District, and Tim Slater, attorney for the Mount Baker School District, had finalized together. She had reviewed the changes with the Facilities Committee prior to the Board meeting.

Ms. Airoldi provided copies of an “historical” letter from Assistant Director Sigrid Brorson dated 1991 requesting if it might be possible to find a permanent place for the Maple Falls Library so the staff does not have to move furniture in order to set up and tear down the library for open days. Ms. Airoldi pointed out that it is good to be making progress on this.

The Board packet also included a copy of an article and online discussion from the Whatcom Independent. Ms. Airoldi stated that positive things are happening and that the questions need answering.

Moved by Ms. Hunter to authorize the Director to sign the Option to Purchase Agreement with the Mount Baker School District. Seconded, carried.

8. Request for Early Childhood Advocacy Statewide Position: Ms. Airoldi reported to the Trustees regarding the request for money to fund a statewide Early Childhood Advocacy Position. The Board was emailed responses to the questions raised at the April meeting in preparation for this discussion. She reported on the fact that the Timberland Regional Library has decided not to participate and gave the reasons for their decision.

Discussion included the following points:
• There are reasons both to participate and not to participate.
• The cost would be $5,500 per year and something must come out of the budget in order to put this into the budget
• This is the year to ask, when considering any extra expenditures, would these funds be better used within WCLS?

The Trustees agreed they have been made more aware of early childhood programs and the fact that libraries are often not at the table in the discussions. Ms. Cox mentioned writing a letter to the Governor to this effect and encouraged others to watch for opportunities to communicate this message as well.

Ms. Elke suggested it would be beneficial at some time in the future for the Board to have a discussion about the State Library and what they do, as well as, why we should consider joining the Washington Library Association (WLA).

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

9. Statistical Report for the WA State Library: Mr. Lazenby explained that the Washington State Library compiles an annual statistical report which is gathered into both an online and hard copy versions through which library districts throughout the State can be compared. In addition, national statistics are compiled as well from the State data.

Mr. Fitzpatrick reported on the IT sections. The number of computers grew again this year, upgrading the network by providing faster connections was a significant improvement for patrons and staff. Space to create additional workstations is happening where possible. Adding Wi-Fi has been a big step which WCLS can report for the first time this year.

Ms. Elke suggested making the comparative information available through a link on the website. She stated that it would be useful from a public relations standpoint when providing information for the levy lid lift.

Ms. Brorson said that it is important to evaluate the data before making comparisons. Ms. Airoldi mentioned Tom Hennen, who compiles Hennen’s American Public Library Ratings (HAPLR) report which compares similar data for similar sized libraries and communities. She suggested that the Library look into acquiring this data.

10. Public Meetings and Open Records Workshop Report: Mr. Lazenby attended a workshop regarding Washington State law governing public meetings and public records. He gave the Board handouts explaining the main points presented in the workshop. Some of the points he mentioned:

Washington’s Open Meeting Act: RCW 42.30
• Simple exchange of information is not subject to the Act.
• However, if a quorum of the legislative body is present and business is discussed, then the meeting is subject to the Act.
• Inadvertent meetings can occur by telephone or email; and can be sequential or serial (such as one legislative body member contacting another, who then contacts another, and so on) if a quorum is present and business is discussed.
• If the legislative body interviews applicants for positions, the interviews may not take place in closed session.
• The vote to fill the position must occur in open session.

Public Records: RCW 42.56
• Anything related to library business is public record, including email, even if it is on a home computer.
• Retention schedules give guidelines for what needs to be kept and for how long.

The Trustees asked Mr. Lazenby to provide additional guidance in records retention at the next Board meeting.

Ms. Airoldi handed out a resource entitled Guidelines for Local Government Agencies in Election Campaigns: Public Disclosure Law Re: Use of Public Facilities in Campaigns for the Trustees’ files.

11. Committee Reports: Foundation: Ms. Hunter spoke about the activities of the Foundation. The Foundation fundraiser Antiques Show ‘N Tell is scheduled for June 16 at the Lynden Community Center. People are encouraged to bring up to three items at a donation of $5 per item. Appraisers include experts in art, coins, jewelry, and collectibles, as well as a generalist. Much publicity is planned.

Personnel: Ms. Elke reported that the Personnel Committee is finalizing the Director’s annual evaluation on letterhead that all the Trustees can sign for the personnel file. They are also working on the Board self-evaluation process. After filling out the self-evaluation forms, the Trustees were directed to send them to each other prior to the June 5th meeting. Ms. Airoldi said she would email a Trustee job description that she had prepared a few years ago for a start.

Finance: The next Finance committee meeting is scheduled for June 12, 9:00 a.m. at CS.

Facilities: Ms. Airoldi advised the Trustees that the Whatcom County Planning and Development Services Department is working on the Foothills Subarea Plan with Foothills (Columbia Valley, Kendall, Maple Falls, and Glacier) area residents. Ms. Hunter attended a meeting to comment on the need for the Library to be given a higher priority on the funding list.

Ms. Boyhan told the Board about a website called Charity Navigator, an independent charity evaluator. She suggested WCLS and the Foundation should look into it.

Ms. Cox reported that a Ferndale Library site committee, appointed by the mayor, is investigating options for a site for the new library. Once the selection is made, fundraising efforts will begin.

12. Library News: Ms. Brorson announced that children’s books and shelves are being removed from one wall at Deming so a temporary wall can be built later in the week. She encouraged everyone to make a visit to see the progress of the construction. At the Blaine Library, a rearrangement of the reference area is taking place which will make room for more internet stations and there are also plans for an internet café style room for patrons using their own laptops in the meeting room. The Lynden Library, under the direction of Aubri Keleman, held an after hours teen time with virtual games (Internet board games) and other activities that went very well.

Ms. Airoldi told the Trustees that a youth group in Ferndale is coming to do community service by cleaning up around the library. The Friends are providing pizza.

The Deming air conditioner will be reconnected by early June according to Frances Barbagallo, Deming branch manager.

Ms. Airoldi reported that Lizz Roberts has agreed to serve as the WCLS Community Relations Coordinator. She had been the Lynden branch manager for several years, returning after a period of work at BPL.

Ms. Peck announced that Bellingham Public Library (BPL) representatives, David Edelstein and Pam Kiesner, have agreed to meet with Ms. Peck and Ms. Airoldi after June 23rd, regarding timing of ballot measures.

Ms. Elke asked how people were feeling about the strategic planning process. Ms. Hunter went to a strategic planning staff meeting in Sumas and said she found it very positive. Ms. Airoldi thinks it helps staff feel empowered. Ms. Boyhan is enjoying getting out and meeting the other staff and hearing their ideas. Ms. Airoldi said the outcomes from the staff’s planning work will be on the agenda of the June Board meeting.

13. Director’s Report: Ms. Airoldi submitted a written Director’s Report including the following topics:
• A legislative update on two bills.
• A report on the recent WLA conference
• The possibilities for promoting library services through local public television
• FISH! Philosophy workshops at WCLS
June 19, 2007 Board Meeting: The June 19, 2007 Board Meeting will begin at 9:00 a.m. at the Blaine branch.

Announcements: Ms. Airoldi mentioned the newly published book, From the Palmer Raids to the Patriot Act: the History of the Fight for Free Speech in America by Christopher Finan. The Whatcom County Library has one copy in its collection.

Adjournment: The meeting was adjourned at 11:55 a.m.