WHATCOM COUNTY LIBRARY SYSTEM
LIBRARY BOARD OF TRUSTEES MEETING MINUTES
Ferndale Library, 2222 Main Street, Ferndale, 384-3647
February 20, 2007
(Note: “Library” refers to the Whatcom County Library System.)

Anyone requiring these minutes in an alternate format, such as large type, Braille or an audiotape, please contact the Library at 384-3150.

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
Absent: Nina Cox
Director: Joan Airoldi
Staff: Geoff Fitzpatrick, Sigrid Brorson, Aubri Keleman, Robin Barker, Sally Crouse, Kevin Harris
Public: Dennis Arntzen.

2. Public Comment: There were no public comments.

Ms. Peck said she had been informed by Jan Walsh, Washington State Librarian, that she had been nominated by the WCLS Board and Director and had been selected to receive an Honorary Lifetime Service award for her career of volunteer service to libraries. Ms. Elke told Ms. Peck she definitely deserves the award.

Ms. Peck invited Kevin Harris, the interim branch manager of the Ferndale Library, to give a report. Mr. Harris said things are going fine. The majority of the staff has been here for a long, long time with many starting as pages and then moved up in the ranks.

In addition to some fun stories he told about interactions he has had with patrons, Mr. Harris said he has put up signs regarding cell phones in response to comments Ms. Cox received during her listening table session at Ferndale. People have cooperated and anything that helps cut down on noise is positive.

Among the problems faced by the library are parking, the trees at the end of the parking lot serving as a collection spot for random paraphernalia, the tower outside of the building being climbed and kids hanging out around the doors and building which may deter other library users.

There was a discussion about how the library at times serves as a place for kids to go when they do not have enough to do and the problems that can come with that.

An additional problem the Ferndale library is dealing with is not enough space. They are considering making the small conference/staff room into a book drop and delivery/work room. When both conference rooms are in use it creates a huge parking problem for library patrons. Eliminating one meeting room may cause a problem for the City of Ferndale because few are available in the city.

Mr. Harris commented that their new PSA, Dianne Smith, spends the morning working on the delivery in order to clear space so she can work. He also told the group about other strategies he is employing to create work space.

Ms. Peck thanked Mr. Harris for his report.

3. Minutes:
Jan. 16, 2006
Regular Board Meeting:
The minutes of the January 16, 2007 Regular Board Meeting were reviewed.

Ms. Hunter moved to approve the minutes of the January 16, 2007 Board Meeting. Seconded, carried.

Ms. Airoldi mentioned that she would be catching up on committee meeting minutes this month to present at next month’s meeting. Ms. Peck asked for a volunteer from the personnel committee to write up minutes from the special Board meeting of February 14 regarding the director’s evaluation. Ms. Boyhan said she would be willing.

4. Election of Board Officers

Committee Assignments The following slate of officers was nominated at the January 16, 2007 meeting:
Chair: Amory Peck
Vice Chair: Nina Cox
Secretary: Janet Boyhan

The chair called for a vote on the slate as it was unanimously nominated at the January 16, 2007 Board Meeting. Carried.

Ms. Peck reviewed the list of current committee assignments. Ms. Elke and Ms Boyhan requested a trade. The committee assignments for 2007 are:
Policy: Amory Peck, Nina Cox
Finance: Nina Cox, Donna-Lee Elke
Facilities: Nina Cox, Janneth Hunter
Advocacy: Janneth Hunter, Janet Boyhan
Personnel: Donna-Lee Elke, Janet Boyhan

5. Financial Report and Resolutions:

B. Resolutions: Mr. Lazenby was not able to attend the meeting today but he submitted information regarding the resolutions in written form (see memo dated February 15, 2007 included in supporting handouts). The resolutions are:

2/20/07-03 To Add and Update Signers to Petty Cash Revolving Fund Depository
2/20/07-04 Allocating Funds in the Amount of $83,298.24 from the Cumulative Reserve Fund for Furnishings and Technology Needs for the Deming Expansion
Per the formula based on the number of square feet for other library branch’s new construction and expansion.
2/20/07-05 Amending the 2007 Budget to $9,225,015
This updates pages and pie charts in the budget to the actual numbers that were not available at the time the final budget was published.

Moved by Ms. Elke to approve resolutions 2/20/07-03 and 04 but hold 2/20/07-05 until the March meeting. Seconded, carried.
5. Financial Report and Resolutions:

A. Expenditures: Ms. Airoldi reported the expenditures in Mr. Lazenby’s absence:

January 2007 payroll: $249,043.56.
January 2007 second set of claims nos. 1-101: $35,623.26.
February 2007 first set of claims: $106,760.55.
There were no unusual expenses.

Ms. Hunter moved to approve the expenditure claims and accept the financial report. Seconded, carried.

6a. Policy:
Writing Off Circulation Accounts Receivable Policy Ms. Barker presented the first draft of a new policy entitled Writing Off Circulation Accounts Receivable Policy. She explained that we currently have fine records as old as 25 years. Among other reasons, this works well with the Bellingham Public Library practices. They write off debts more than 10 years old. Ms. Barker explained that credit bureaus use a 7 year limit and the state suggests a 6 year calendar. This policy will be brought to the March meeting.

6b. Policy: Acquisition, Ownership & Occupancy of WCL District Facilities Policy Ms. Airoldi told the trustees that a draft of the Acquisition, Ownership and Occupation of Whatcom County Library District Facilities Policy was sent to attorney Deborra Garrett. Her suggestions were incorporated into the current draft and written comments were included with the handouts. After considering them, the trustees made some minor changes to the policy wording during discussion.

Moved by Ms. Elke to accept the Acquisition, Ownership and Occupation of Whatcom County Library District Facilities Policy as modified. Seconded, carried.

7. Strategic Planning Report & Assignments Planning: Ms. Airoldi handed out a timeline for the 2007 Strategic Planning process. Ms. Elke reported that the Board has been very active in the planning process and will be ready with the results of the Final Elements phase by March 20th. She thanked staff for their participation in the staff survey.

Listening Tables: The Trustees discussed the possibility of holding listening tables on a regular basis—perhaps twice a year. It was decided to continue the listening tables and include all bookmobile stops. Dates for this fall will be investigated.

Staff Survey: Ms. Peck and Ms. Elke of the Personnel committee offered to summarize major themes from the Staff Survey to create a report for the public record. They agreed on a March 13 deadline so it can be ready for the March Board Meeting.

8. 2006 WCLS Department Reports Distribution: Ms. Airoldi mentioned that the Distribution Department will soon be starting Saturday deliveries between BPL, CS, and a mini-route of several branches.

System Design & Collection Management: Ms. Peck asked for information about the Horizon update. Ms. Barker said they are getting close to the release for 8.0 and may be starting to prepare for the migration this fall but we will not likely do it in 2007.

Public Services: Ms. Brorson noted that she and her department accomplished their objectives. In addition, they added open hours to two branches.

Administration: Major areas of work have been building and branch safety, and completing the Facilities Plan. The planned replacement of half of the roof at Central Services has been put off for one year.

9. Marketing Plan:
Aubri Keleman Ms. Keleman offered her Community Relations Report in written form and directed the Trustees attention to a handout outlining her 2007 Marketing Plan.

After an overview of WCLS assets, challenges, threats, and opportunities, Ms. Keleman outlined the four goals of her plan: develop a library brand, double the number of library card holders by 2008, increase communication with users, and prepare for a ballot issue.

For the library card campaign, Ms. Keleman said she would be looking for creative solutions that encourage card registration outside of the library including partnerships with local community institutions and retailers. She has presented the marketing plan to the branch managers. The feedback was primarily positive, with concerns about how hard we are already working.

Ms. Peck expressed concerns that if we are already crowded, how are we to serve even more card holders?

There was discussion about people who live in the county on the border of Bellingham, but will never use the county libraries because BPL is simply easier for them. Their kids go to the Bellingham school district, etc. Ms. Airoldi referred everyone to page 35 of the Facilities plan for a map. The discussion followed the lines of encouraging people to vote “library” no matter where they live or what library they patronize because of the cooperative relationship between the city and county libraries.

Ms. Peck polled the Board members for their opinion about doing a card campaign. She said she is in favor of it partly because she believes it to be fundamental to doing a levy lid lift. The other Board members agreed that doing a card campaign is a good idea.

10. Committee Reports Finance: A meeting is planned for March 2.

Personnel: The Board is in the process of doing the annual evaluation of the director. The personnel committee will be asking for an executive session during the March 20th Board meeting.

Facilities: 2007 Facilities Plan is ready for a final reading. It will be brought to the March 20 Board meeting for authorization. The timeline is 10 to 15 years and will require much planning and study.

The Mt. Baker School District has accepted the WCLS letter of intent for an option to purchase the plot of land across from the Kendall Elementary School for the relocation of the Maple Falls Branch by the Friends of the Library. Using the funds originally allocated for furnishings in this way allows the library to move forward on the land acquisition process.

Ms. Airoldi distributed information regarding the land including a plot plan, a site presentation which was prepared for a meeting of the W.C.F.D #14, and a schedule of subdivision fees required by the Whatcom County Planning & Development Services.

Ms. Airoldi then directed the Trustees attention to the new WCLS 2007 Facilities Plan. She explained that the actual facilities plan is brief, but the supporting documentation, which includes facilities language in earlier WCLS plans, as well as an overview of current building needs and other background. Detailed borrower statistics (bstats) were compiled by Ms. Barker after being collected by staff at the branches. The appendix was prepared in such a way that everything can be updated as necessary.

Ms. Peck explained that the Board will only be taking action on the first few pages but they can comment on the appendix. She commented that she especially appreciated the history included in the Facilities Plan presentation.

Ms. Airoldi drew the Trustees attention to the subdivision fee information showing that there may be up to $400 in fees required by the county as part of this purchase process. She also informed everyone there will be a public hearing in Acme on March 8th as required for the School District as part of the process for this sale.

There was discussion about who should pay the $400: WCLS or the Friends group; and, if WCLS pays it, what budget line the money should come from?

Moved by Ms. Hunter to authorize up to $400 for county fees in order to move ahead with this project. Seconded.

Ms. Boyhan commented she is concerned about “where to draw the line.”

The Chair asked for the vote and the motion carried. Ms. Peck announced she held Ms. Cox’s proxy and registered Ms. Cox’s stated desire to vote nay in this matter.

Foundation: Ms. Hunter reported the Library Foundation has three new board members now for a total of seven. At their last meeting, three grants were awarded: 1. Deming Friends Expansion, 2. Maple Falls Friends Building Project, and 3. Reference Department at Lynden for advertising. Fundraising ideas are their focus and brainstorming continues. A policy decision not to fund more than one grant application in the same year from the same group was made.

11. Library News Ms. Brorson told the Board that the manager at the Island Branch reports the additional open day of Tuesday is extremely popular.

The Lynden branch has started self pick-up of holds. They think it is going very well and report that the number of holds placed in 2006 increased 14% over the 2005 number.

The Maple Falls branch set up a free “make your own valentine” table that was a big hit with all ages.

In Sumas, a Monday Morning Preschool story time has been launched. It is being given by a staff member. Their wi-fi is getting a lot of use by people who come in to sit and enjoy the library. The Friends’ group has purchased a movie license in order to provide programs which will draw more people into the library.

12. Director’s Report Ms. Airoldi submitted a written Director’s Report including the following topics:
• The Facilities Plan: it is a big risk and a big commitment to the library
• An article on motivation: urging library staff to be relentlessly positive for our patrons.

Ms. Airoldi also suggested to the Trustees that they should send a letter to Pete Kremen requesting he take steps to correct the loophole that left Ms. Boyhan unable to serve on the Board for a month at the beginning of the year until her reappointment could be secured.

12. Bouquets and Announcements Ms. Elke commended Blaine Branch Manager Debby Farmer for her excellent Library column in the Northern Light. She brought a copy to share.

Ms. Elke also praised the Reference department. She had a chance to use their services over the internet recently and appreciated Ms. Robinson for that service.

Library Legislative Day: The Trustees discussed who would be going to Olympia for Library Legislative Day. Ms. Peck emphasized that no public funds can be used for this activity. Ms. Elke asked for Talking Points and Ms. Peck reminded people they should register themselves for the event.

It was established that Ms. Peck was the only Trustee currently planning to go to the WLA conference.

March 20, 2006 Board Meeting: The March 20, 2006 Board Meeting will begin at 9:00 a.m. at the Everson library.

Adjournment: The meeting was adjourned at 12:00 p.m.