Regular Meeting of the Library Board of Trustees
February 19, 2008
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:
Ferndale Public Library, 2222 Main Street, Ferndale, 384-3647.
(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 Vice Chair Nina Cox in the absence of Chair Amory Peck. A quorum was determined.

Roll Call:
Trustees: Nina Cox, Jan Hunter, Janet Boyhan, Tom Burton
Absent: Amory Peck
Director: Joan Airoldi
Staff: Jeff Lazenby, Geoff Fitzpatrick, Sally Crouse, Lizz Roberts, Robin Barker, Christina Read, Sigrid Brorson, Brooke Nixon, Kevin Harris, Catherine Sarette

Welcome Ms. Airoldi introduced Brooke Nixon, the Interim Branch Manager of the Ferndale branch.

Ms. Nixon reported that things were going well; everyone is enjoying the new carpet which she believes was good practice for the current project which includes moving two doors in the office area. The project will start around March 10th and will last 2 to 3 weeks. Staff plan to notify the public in advance and offer evening hours free of noise.

Turning to another topic, Ms. Nixon reported that the newly implemented self pick-up of holds has been very well received by Ferndale patrons. More shelving is needed and an additional self-check station would be very helpful as well.

There was no comment from the public.

3. Minutes:
The minutes of the January 15, 2008 regular board meeting were reviewed.

Moved by Ms. Hunter to approve the minutes of the January 15, 2008 regular Board meeting. Seconded, carried.

Election of Officers:
The following slate of officers was nominated at the January 15, 2008 meeting:
Chair: Amory Peck; Vice Chair: Janneth Hunter; Secretary: Janet Boyhan

Moved by Mr. Burton to elect the slate as nominated at the January 15, 2008 Board Meeting. Seconded, carried.

As Vice Chair, Ms. Hunter took over the meeting in the absence of Amory Peck.

Financial Report and Resolutions

A. Expenditures:
Mr. Lazenby reported the January and February expenditures:
January 2008 payroll Nos. 5601-5763: $269,287.46.
January 2008 first set of claims Nos. 1-56: $94,435.72.
January 2008 second set of claims Nos. 1-55: $66,126.53.
February 2008 first set of claims Nos. 1-257: $111,793.19

Ms. Cox moved to approve the January and February payroll and claims as presented. Seconded, carried.

B. Resolutions:
Mr. Lazenby presented the following resolution:
2/19/08-01: A Resolution of the Board of Trustees of the Whatcom County Rural Library District Authorizing to Void/Cancel a Warrant
Mr. Lazenby explained that a single invoice was mistakenly paid twice, once by WCLS and once by the Deming Friends. After this warrant is canceled the Friends will be reimbursed as the service provided was to safeguard the health of our employees.

Moved by Ms. Cox to approved resolution 2/19/08-01. Seconded, carried.

C. Budget Report:
Mr. Lazenby presented the 2007 Year End Financial Report. Mr. Lazenby presented and clarified a variety of details in the report. Ms. Cox requested a new copy of the 2008 budget which has been updated to reflect the 2007 year end figures.

Mr. Lazenby called attention to the fact that the Library carefully spent its 2007 budget. Ms. Airoldi commented that now is the time for the Library to undertake a funding options study as budget constraints will continue to be a realization.

Mr. Lazenby presented a report of the 2007 actual expenditures and the 2008 anticipated expenditures for the Cumulative Reserve Fund. Ms. Airoldi noted that the problem with the Cumulative Reserve Fund is that it is not being built up as fast as it is being drawn down.

Mr. Lazenby also introduced a report with some projections for the General Fund which should be helpful in the discussion regarding how to prepare the 2009 budget. Mr. Lazenby commented that the Finance committee has much to do this year. Their first meeting is planned for Tuesday, Feb. 26 from 9:00 to 11:00 a.m. at CS.

4. Policy Updates:
Ms. Read presented a number of Policy revisions which had been reviewed by the Policy committee at their recent meeting. Included are:
Attendance and Punctuality: formerly known as Attendance/ Tardiness/ Absenteeism. Some administrative procedures were taken out of the policy.

Substitution Policy: language clarified. Ms. Read explained that one term formerly used was “normal rate,” which is confusing. The Court House uses “home rate” for the primary job rate for employees having more than one job. The new language also clarifies how substitution rates are calculated. Ms. Read said she will add “home rate” to the definitions in the Personnel Handbook following a question from Ms. Boyhan.

Demotions Policy: revision clarifies what happens with an employee’s pay rate based on the various options for demotion.

Management Benefits and Leave Policy: formerly known as Management Vacation and Leave Policy. There were no policies covering management benefits other than leave, so the policy now does so.

Unpaid Leave of Absence Policy: formerly called Leaves of Absence Policy. This policy takes effect when other leave accruals have been exhausted. Regarding the paragraph entitled “Failure to Return to Work” on page two, Mr. Burton suggested it would be a good idea to change the wording to “accepts non-WCLS employment…” to be as specific as possible. It was agreed by consensus that the change be added.

General Medical Leave of Absence Administrative Procedure: Mr. Burton made a suggestion about the wording in the Administrative Procedure.

Termination of Employment Policy: supersedes the former Resignation Policy and Retirement Policy. Much of the material from the former policies is now included in the administrative procedure.

Termination of Employment Administrative Procedure: Mr. Burton made a suggestion about the wording in this administrative procedure.

Ms. Cox pointed out that administrative procedures are the director’s responsibility and policy is the Board’s responsibility. Ms. Airoldi said she welcomes all comments and questions. Ms. Boyhan remarked that on procedure, the Board has responsibility but not authority.

Ms. Airoldi presented three policy revisions to the Trustees:
Meeting Room and Facilities Use Policy: the only change to this policy was to add the words “violate state law” to the end of the third paragraph. This was on the advice of the WCLS attorney, Deborra Garrett. It was agreed the word “Policy” should be added to the title as well.

Program Policy: incorporates the Strategic Plan roles and key focus areas for program focus. Much of the material from the old version will be incorporated into an administrative procedure that isn’t finalized.

Policy Regarding Political Activities: discussed but policy not finalized; will be brought back to the March meeting.

The Policy committee recommends the following policies be authorized with the amendments noted above: Attendance and Punctuality Policy, Substitution Policy, Demotions Policy, Management Benefits and Leave Policy, Unpaid Leave of Absence Policy, Termination of Employment Policy, Meeting Room and Facilities Use Policy, Program Policy. No second required, carried.

5. Ferndale Library Project Manager Draft Project Sponsorship Agreement and Scope of Work
Ms. Airoldi updated the Board on the Ferndale Library building project. She observed that there are many groups involved in this project: the City of Ferndale, the Whatcom Community Foundation (WCF), WCLS, and the Ferndale Friends, to name a few. All of these groups will be pulled together by a project manager position, funded through the WCF by the anonymous donor.

Mr. Richard Civille has been hired as the project manager through an interview process. Ms. Airoldi handed out a copy of the Project Sponsorship Agreement which details how the funds will be managed and administered. This document requires authorization by the Whatcom Community Foundation, the City of Ferndale and WCLS. The agreement includes a fee to the WCF for administrative purposes. Mr. Civille is expected to start work during the first week in March.

The scope of work Mr. Civille would be in charge of would include: fundraising, assisting with the land purchase, finalizing and posting website content, and writing grants. The suggestion was made to title this position Ferndale Library Project Development Manager to better represent what the position involves.

Ms. Airoldi asked the Trustees to authorize her to enter into the Project Sponsorship Agreement on behalf of WCLS.

Moved by Mr. Burton to authorize the director to sign the Project Sponsorship Agreement. Seconded, carried.

6. AmeriCorps Grant with BPL:
Catherine Sarette presented a grant submitted jointly with the Bellingham Public Library to share an AmeriCorps volunteer who would work 40 hours a week for 6 months, beginning in March, as a “Raise a Reader” program assistant.

Ms. Sarette said the “Raise a Reader” program matches two goals of the Strategic Plan for the youth services department: early literacy and creating more library card holders. The “Raise a Reader” program works with families and physicians who prescribe reading to young patients. The program assistant visits community health clinics and doctor’s offices to work with families in the waiting rooms, creates brochures and handouts, and reaches out to the community.

It was moved by Ms. Cox to authorize the Public Services department to proceed with this AmeriCorps project. Seconded, carried.

7. 2008 WCLS Tech Plan:
Geoff Fitzpatrick presented a copy of the 2008 IT Services Department Plan to the Trustees saying it is an annual practice to update this plan.

Mr. Fitzpatrick explained that the IT operating budget was reduced this year as well as the capital expense budget. The new website project will be the major new expenditure and one or two self-check machines will be added. Other than that, no other additional machines are planned.

Ms. Airoldi added that budget cutbacks do not reflect community and library needs but rather fiscal realities.

Mr. Fitzpatrick said it costs about $1800 per year to maintain each computer (whether public or staff), and additional computers are being requested. His plans for 2008 are to do a lot of training, first of staff and then of patrons.

Ms. Cox questioned Mr. Fitzpatrick about an item on page 5 of the plan,that says full backups of all WCLS data are stored indefinitely. She asked what type of data that comprises. Mr. Fitzpatrick explained that it is library system data, not patron data. It was agreed that this should be clarified in the document. Ms. Cox complimented Mr. Fitzpatrick on how clearly the plan was rewritten, especially the outcomes which are in line with the Strategic Plan .

Ms. Airoldi also commended the IT department for maintaining the infrastructure. Mr. Fitzpatrick announced that Sebastian Knapp will be leaving WCLS at the end of March. He has been very valuable and has helped tremendously on many important projects. Mr. Fitzpatrick stated that currently three FTE positions take on IT services and that there is easily enough work for four. The job posting for Mr. Knapp’s replacement closes in a few days and so far 30 applications have been received.

Ms. Boyhan asked how many computers we have in our library system. Mr. Fitzpatrick explained we have just under 100 public computers and approximately 55 staff computers.

Ms. Airoldi told the Trustees to expect the March Board meeting agenda to include a report on the decision for a new time management program to replace PAMS. Mr. Fitzpatrick said he is performing trials on two possible replacements.
8. Overdrive Project and
Library Statistics:
Robin Barker described the characteristics of Overdrive, a new downloadable audio product which allows a patron to log onto a website, request a book, download the book onto a computer, and transfer it to an mp3 player.

Ms. Barker has taken the lead to form a consortium of seven libraries making it affordable. The website will be called the NW Washington Anytime Library. Each library also signed an agreement to spend a certain amount of money on books for the website. She is hoping to have 400-500 titles on the website by the time the Anytime Library is unveiled.

Ms. Airoldi said that she believes the Washington State Library may become involved in this. When she mentioned this at the most recent director’s meeting, many expressed interest in getting involved.

Ms. Barker then handed out a chart of detailed branch library statistics also useful in showing circulation by material type. Media circulation has been growing, and in 2007 has reached 25.8% of total circulation. Ms. Barker pointed out that the self-check figures on the chart are very uneven because not all branches had self-check machines for the entire year. Self pick-up of holds also has an impact on how much the self-check machines are used.

Ms. Barker presented a second chart which illustrates the flow of materials to and from BPL. At the present time WCLS is a net lender, more WCLS residents use BPL than vice versa.

9. Community Relations Coordinator Report:
Lizz Roberts handed out the Community Relations Coordinator’s Report.

She was particularly pleased with some terrific press this month: Debby Farmer wrote a great piece discussing the value and services of the library published in the Northern Light.

The next appearance of the Card Campaign insert will be in the Foothills Gazette, the Northern Light, and the All Point Bulletin

The identity task force is finishing the identity handbook. Ms. Roberts anticipates going out to branches to train staff starting approximately March 1st.

The Foundation plans include another antiques show and also a freedom to read calendar.

The Friends are submitting End of Year reports for 2007. Five groups have reported an impressive 5000 hours volunteered so far.

10. Committee Reports:
Policy: The Policy committee reviewed the policies as presented earlier.

Foundation: Two grants were awarded: one for a First Grade Library Card program in Lynden for $1000 and one for Adult Summer Reading to Lisa Gresham for $400.

11. Public Services News:
Ms Brorson handed out two pages of Public Services News and gave the following highlights:
In Blaine a two parents are addressing some problem ‘tween behavior by volunteering and offering informal activities that redirect attention.

Ms. Airoldi reported that after study, Blaine’s hours are changing to provide more consistency: Mon-Th 10-8, Fri-Sat 10-6.

At Island a young boy wanted a book group “just like mom’s”, and has successfully started a reading group for 1st-2nd graders.

12. Director’s Report:
Before giving her Director’s Report, Ms Airoldi invited anyone who attended Library Legislative to share impressions. Ms. Cox spoke up saying it was a very long day but very worthwhile. She said although she did not get to meet any of the legislators, she was very pleased to meet Mr. Richard Little, who will be working with us on the study of the budget options.

Ms. Airoldi’s written Director’s Report focused on:
• Library service to seniors and the WA Talking Book and Braille Library
• The draft goals of the state’s Early Learning Partnership
• Her upcoming presentation along with Patty Macheras on Interest Based Bargaining at the PLA conference
• Thanks to those who attended Legislative Day

Ms. Airoldi handed out a revision of the Customer Service Pledge which incorporated the input received from staff and trustees.

16. Bouquets and Announcements:
The Trustees reviewed the Board meeting calendar which was introduced at the January meeting. Ms. Peck had previously stated that she is unable to attend the June and July meetings because of scheduling conflicts. To ensure a quorum and to keep meetings evenly spaced, Ms. Hunter and Ms. Airoldi proposed the idea of moving the June, July, August, and September meetings ahead one week. The Trustees were each asked to check their calendars and to report availability to Ms. Airoldi so a final calendar can be determined.

Recognition of Service: Connie Daugherty, 10 years
(Connie was not able to attend because of a conflict with her other job).
Kevin Harris, Ms. Daugherty’s supervisor, spoke to the Board about her service as a page at the Ferndale Library since September of 1998. She also teaches art at Whatcom Community College and ESL at the VoTech. Mr. Harris thinks it says a lot about how much she enjoys her job that she always found a way to juggle her busy schedule so she could continue to work at WCLS. Both fast and accurate, she never lets the repetitive nature of the page job affect her work. Mr. Harris said he enjoys being Ms. Daugherty’s supervisor and she rarely needs him except to fix something that gets in the way of her performing her duties. Ms. Daugherty’s husband, Bill, works at CS, and their daughter, Allison, is a member of a teen book group at the Ferndale Library—a real WCLS family!

Mr. Harris shared a thank you note they received which complimented the Ferndale Library for being the friendliest library in North America! He also invited the Trustees to come into the branch before leaving in order to see the beautiful mural painted by volunteer Greg Churchill in the children’s room. The theme is Russian fairy tales. They have made bookmarks out of the image and have given out approximately 500 in only two weeks.

March 18, 2008 Board Meeting:
The March 18, 2008 Board meeting will begin at 9:00 a.m. at the Everson Library.

17. Adjournment:
The meeting was adjourned at 12:05 p.m.

________________________________ _____________ ______________________________
Board Secretary Date Meeting Secretary