Regular Meeting of the Library Board of Trustees
November 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:
Lynden Public Library, 216 4th St. Lynden, WA 98264.
(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, Sigrid Brorson, Sally Crouse, Robin Barker, Lizz Roberts, Aubri Keleman, Sebastian Knapp, Christina Read, Regan Robinson.
Guest: Faye Hill, BPL Library Trustee

2. Public Comment:
Faye Hill, a trustee from the Bellingham Public Library board, was introduced by Ms. Peck.

Ms. Robinson welcomed the Board to the Lynden Library. She reported on the expanded children’s program with librarian Tina Bixby starting an evening children’s program that drew 27 children on opening night. A recent puppet show drew 45 children. Ms. Robinson joked about getting bouncers to protect Ms. Bixby from the mobs of children that crowd around her at the end of the programs.

Lynden is also the WCLS reference center and recently was featured on the front page of the Bellingham Herald highlighted by a color picture of reference librarian James Weaver. The WCL Foundation gave the reference center a grant to partially pay for a series of ads which have been running in the local newspapers. Ms. Robinson acknowledged the new head of reference at BPL, Beth Farley, whom she said she has really enjoyed working with, and together they have been investigating databases to add to our mutual offerings.

Another new project is offering reference services by instant messaging. This service is being offered in libraries nationwide. Ms. Robinson explained that a number of options for providing this service were explored including the OCLC method, but it was decided that the Library could do it “virtually” for almost no cost thanks to the talents of our own IT department. The service is currently in beta test phase on WCLSnet and will roll out via the website in January.

3. Minutes:

Oct. 16, 2007
Regular Board Meeting:

Oct. 16, 2007
Special Board Meeting
The minutes of the October 16, 2007 regular board meeting were reviewed.

Moved by Ms. Hunter to approve the minutes of the October 16, 2007 regular board meeting. Seconded, carried.

The minutes of the October 16, 2007 special board meeting regarding the scheduling and planning for the Director’s annual performance evaluation were reviewed.

Moved by Ms. Cox to accept the minutes of the October 16, 2007 special board meeting. Seconded, carried.

4. Financial Report and Resolutions:

a. Expenditures:
Mr. Lazenby reported the October and November expenditures:

October 2007 payroll Nos. 5116-5276: $268,082.13.
October 2007 second set of claims Nos. 1-113: $83,592.25.
November 2007 first set of claims Nos. 1-265: $162,967.02.
November special claim: $28,337.28.

Mr. Lazenby explained that the November special claim reflects the purchase of a delivery vehicle to replace the Sprinter which was totaled in an accident. WCLS received insurance money for the loss of the Sprinter.

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

4. Financial Report

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

11/20/07-23: A Resolution of the Board of Trustees of the Whatcom County Rural Library District Authorizing the Surplus of Property of $1,000 or More in Value
Includes the totaled Sprinter van, the Ford Taurus, and a digital copier.

11/20/07-24: A Resolution of the Board of Trustees of the Whatcom County Rural Library District Authorizing the Cancellation of a Warrant

Moved by Ms. Elke to approved resolutions 11/20/07-23 and 24. Seconded, carried.

4. Financial Report

c. Official Audit Results:
The audit reports Nos. 73506 and 73507 were received and filed in the minutes.

The reports state that the District complied with state laws and regulations and its own policies and procedures in the areas examined. Internal controls were adequate to safeguard public assets.

In the auditor’s opinion, the District’s financial statements present fairly, in all material respects, the financial position and results of operations of the District, for the years ended December 31, 2006 and 2005.

This audit marks the eighth consecutive audit without a finding.

The Trustees thanked Mr. Lazenby and everyone in his department for their effort that resulted in this sparkling audit.

4. Financial Report

d. I-747:
The Supreme Court has ruled I-747 unconstitutional. The Governor is planning to call a special session to take the issue to the legislature to attempt to reinstate the 1% limit. The Trustees talked about writing a letter to the Governor and what it might say.

5. 2008 Budget Planning Continued:
Mr. Lazenby reviewed the few changes that have been made to the proposed 2008 Budget since the last meeting. The total operating expenditure increase from 2007 to 2008 is 5.2% (as reflected on page 17 of the Nov. 20, 2007 Budget handout).

Ms. Keleman was invited to outline for the Trustees the plans for the changes to the WCLS Website in 2008 which have been included in the proposed budget. Ms Keleman explained she is co-leading the committee for evaluating and planning the website with Geoff Fitzpatrick. Sebastian Knapp is assisting and several other WCLS staff members are providing input.

The proposed redesign will cost $20,000 with $5,000 coming from unspent monies budgeted for the website in the 2007 budget; $5,000 budgeted for the website in the 2008 proposed budget; and an additional $10,000 the team has asked be added to the 2008 proposed budget.

Highlights from Ms. Keleman’s presentation included the following:
• The current method of updating the website would be replaced by a Content Management System (CMS). CMS features would make updating the website immeasurably easier. Multiple authors could do the work (including branch personnel) without knowing code, and out-of-date items would automatically be removed by the system rather than having to be removed by hand.
• Several redesign items were described that would make our web pages easier to use by the general public.
• Our pages would be made accessible to screen readers for the visually impaired. By doing this, we will have the added benefit of making the pages load much faster for our many dialup patrons.

Ms. Keleman said the specific choices the team has made regarding the redesign of the website have come right out of their strategic planning:
• Usership: faster downloads, all current and future web-based services such as online requests and downloadable audio will be easier to use and find.
• Advocacy and outreach: A website that works easily and clearly will help in incalculable ways. The CMS based website would allow people from all branches to contribute to it easily, all the pages would look consistent with one another, and all would be tied in with the identity project.

Ms. Peck commented she heard two things: a better functioning website will be easier for people to use who are not particularly good at computer based technology and it will make the library even more accessible to those who grew up in the electronic age.

6. Director’s Performance Review and 2008 Goals:

Ms. Elke reported on the Director’s Performance Review. This is the Director’s second review this year, the purpose of which was to adjust the calendar of the reviews so they will take place at the end of the calendar year.

Ms. Elke read the Board's primary goals for the director for 2008: Ms. Airoldi’s responsibilities are:
1) Strategic Planning--infuse with enthusiasm processes and procedures that support the Strategic Plan
2) Financial Planning--provide efficient and effective financial planning
3) Facilities Planning--to create safe and attractive and appropriate facilities.

The Board's responsibility is to provide the Director with support in meeting these goals and be a sounding board for her when necessary.

Ms. Airoldi commented that the three goal areas are enormous, and all agreed that these projects cannot be fully accomplished in one year.

7. Memo of Understanding with BPL:
Ms. Airoldi presented the Annual Memo of Understanding with BPL noting the COLA increase of 2.5% over 2007.

Ms. Cox asked about the last sentence of section IV which allows for payment in the form of credit. Ms. Barker explained this has been very useful in the past but is not done much any more. Currently, services are simply billed and paid for directly. Ms. Cox stated her desire that the contract would more accurately reflect the current practice and that the contract should state that payment won’t be made until the charges are outlined and agreed upon.

Ms. Barker suggested rewriting the last sentence to state that the balance of the contract will be paid in cash by December 31.

Ms. Cox did not request any changes to the agreement for 2008. She requested the paragraph be re-written for 2009.

Moved by Ms. Elke to approve the Interlocal Agreement for Mutual Extension of Borrowing Privileges and Services between Whatcom County Library System and Bellingham Public Library for 2008. Seconded, carried.

8. Policies:
Ms. Read presented the following policies:
Drug and Alcohol Free Workplace Policy:
This policy is being revised and updated to include alcohol as a prohibited substance on and around library facilities. Also added is the Washington Clean Air Act which prohibits smoking inside and within 25 feet of the entrances of library system facilities and vehicles.

Reporting Improper Governmental Action:
This is a policy that looks very similar from public entity to public entity because it is governed by law. Information has been included from the statute to reflect the current laws.

Moved by recommendation of the Policy Committee that the Drug and Alcohol Free Workplace Policy and the Reporting Improper Governmental Action Policy be approved. Seconded, carried.

Friends Policy:
Ms. Roberts highlighted the changes that have been made to the Friends policy in response to the Trustee’s comments following the first draft.

Ms. Hunter asked where the Friends’ activities and community events fit into the purposes of Friends Groups itemized in the policy. Ms. Roberts and Ms. Airoldi said that would fall under item two, “Foster support and raise funds…” Ms. Hunter recommended item #2 be amended to read “Foster support and/or raise funds…”

Ms. Cox moved that the amendment be incorporated into the Friends Policy and that the Policy be accepted. Seconded, carried.

Public Records Policy:
This new policy will supersede the Records Retention Policy (1990) and recognizes that the library’s actions in this area are dictated by the Public Records Act. The Administrative Services Manager (Mr. Lazenby) is designated as our Public Records Officer.

The Public Records Policy is moved for approval by recommendation of the Policy Committee. Seconded, carried.

9. Authorization of Letter of Support for Whatcom Community College Learning Center
Ms. Airoldi reported on a meeting at Whatcom Community College she attended with Pam Kiesner BPL Director, Linda Lambert, WCC Library Director, Kathi Hayane-Brown and other staff to talk about an effort at the Community College to seek a grant to build a learning commons. The new learning commons would serve continuing education interests for the entire county and one goal would be providing open hours to students and the public, 24 hours a day. The project supports the concept of life-long learning, adult literacy, and multiple agencies working together. Ms. Airoldi was glad to be invited to the table to talk about the idea early on. The Community College is working toward a possible date of 2014.

When asked to write a letter of support, Ms Airoldi and Ms Kiesner agreed and wrote a joint letter of support. The letter does not obligate us to any funding.

Moved by Ms. Elke to support this partnership and authorize the letter. Seconded, carried.

10. Listening Tables Discussion:
All of the Trustees said they enjoyed their experiences at the branch listening tables, offering the following comments:
• For the Sumas Listening Table: diversify the time when the listening table occurs to gather opinions from the variety of groups of people who use the Sumas branch.
• Lots of people who did not know about the databases we offer.
• Many people didn’t know how to use the databases.
• Ms. Cox described a visit as a “love fest” because of the positive comments from the public
• Ms. Hunter stated that the hour long Bookmobile stop at Wickersham may be the busiest open hour in the whole library system--there was hardly room for an observer.
• Ms. Boyhan said she had lots of fun. She did lots of teaching and thinks there are lots of opportunities for volunteers to teach people about our services
• Ms. Peck noted that people did not flock to the tables with issues to raise.
• There was a suggestion from one patron that the information gathered at the listening tables should be assessed and reported back to the branches/patrons.
• Ms. Elke heard comments from patrons asking for a better way to remember due dates, more training on using the website, how much people appreciate WCLS, how much patrons appreciate seeing the board members out in the branch.
Ms. Elke believes Listening Tables do some very important work. They:
1. Give the trustee first hand experience of the work of WCLS
2. Create a positive profile of the Board in the community
3. Give patrons an opportunity to tell us directly, in a non-formatted manner, what is important to them
4. Trustees get an opportunity to connect with staff out in the field
5. Bring back the love… as Trustees we can get so bogged down in the decision-making of the operation that we miss out on the pleasurable outcomes of our good decision-making; i.e. happy patrons who value what WCLS offers and staff who can do their jobs better and feel better about their jobs.

11. Community Relations Report:
Ms. Roberts introduced the new WCLS logo to the Trustees and described the process for arriving at the design. Janet Boyhan served as the Board representative on the committee which also included representatives of various departments and branches as well. The group is still working on color choice, designs for business cards, letterhead, vehicles, and an identity manual with rules for how the logo, typeface, and colors will be used.

A WCLS tagline was chosen: the best place to begin. The tagline came out of staff brainstorming sessions, but the individual who suggested it is unknown.

Ms. Elke expressed her appreciation for the design.

Ms. Roberts reviewed her written Community Relations Coordinators report and called the Trustee’s attention to the many newspaper articles regarding WCLS on display nearby.

At the Annual Friends Gathering, held November 3, WCLS Outstanding Service Awards were presented by Board President Amory Peck to Bob and Serena Haugen of the Lynden Friends and to Buffy Lapof of the Island Friends for their many years of dedicated service.

Upcoming projects including preparations to launch the Everson branch’s new Sunday open hours.

12. Committee Reports:
Personnel: An executive session in the December Board meeting will finalize Ms. Airoldi’s Director’s performance evaluation.

Foundation: Ms. Hunter reported on the activities of the Foundation:
• The Annual Meeting and election of officers is planned.
• The idea of an Intellectual Freedom Calendar is being explored
• A resident of Sudden Valley has been invited to join the board which brings the group to 10, a full board.
• Work is being done to formalize financial policies.

Facilities: The purchase of the land from the Mt. Baker School District has been completed.

13. Library News:
Ms. Brorson distributed a written library news report with highlights from Blaine, Deming, Island and Maple Falls. Prepare Training, presented by Jeanne Fondrie and Susan Johns has been completed for all current employees.

14. Director’s Report:
Ms. Airoldi reported that she, Mr. Lazenby, and Ms. Brorson have completed seven out of nine of the branch visits with Architect David King, the facilities plan consultant. Local branch staff as well as Friends and some city personnel have been part of these discussions.

Ms. Airoldi’s written Director’s Report focused on:
• The quote of the month -- Seattle Public Library and their “popularity problem”
• The 2008 State Legislative Priorities identified by the Washington Library Association
• A sampler of questions from the reference desk in Lynden
• Six great reasons to be thankful at WCLS
Announcements and Bouquets:
Parks Department Board member Irene Waters at Point Roberts is retiring. The Trustees agreed that a thank you note is in order, expressing their appreciation for her service to the Library.

Moved by Ms. Elke to authorize a card sent in the name of the Board. Second, carried. Ms. Peck volunteered to write the card.

The Trustees expressed their appreciation to Ms. Roberts for all of the work she did to make the Friends gathering successful. Ms. Airoldi stated that Ms. Roberts went well beyond expectations.

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

The proposed 2008 Board of Trustees meeting schedule was accepted by consensus.
Jan 15 CS
Feb 19 Ferndale
Mar 18 Everson
Apr 15 CS
May 20 Pt. Roberts
June 17 Sumas
July 15 CS
Aug 19 Blaine
Sept 16 CS
Oct 21 CS
Nov 18 Island
Dec 16 CS

Adjournment:
The meeting was adjourned at 12.05 p.m.