WCLS Vision: An engaged community where curiosity is cultivated, literacy flourishes and democratic ideals thrive.

Transcription

1 BOARD OF TRUSTEES MEETING Whatcom County Library System September 18, 2018 Ferndale Library 2125 Main Street Ferndale, WA WCLS Vision: An engaged community where curiosity is cultivated, literacy flourishes and democratic ideals thrive. AGENDA 1. 9:00 Call to Order. Quorum determined. 2. 9:05 Open Public Comment Opportunity This period is set aside for persons wishing to address the Board on items that are not on the agenda. The public may also address the Board on agenda items as they are taken up. 3. 9:10 Service Anniversary: Wendy McLeod 10 year anniversary 4. 9:20 Tour of Ferndale Library and Library Update Sarah Koehler, Branch Manager 5. 9:40 Staff & Committee Reports a. Executive Director b. Deputy Director c. Youth Services Manager d. Services Committee & Performance Measures e. Community Relations Coordinator & Committee f. Personnel Committee g. Whatcom County Library Foundation 6. 10:10 Consent Agenda 7. 10:15 Financial Report and Resolutions a. Finance Committee Report 8. 10:30 BREAK 9. 10:40 Bookmobile Update :50 Naloxone Training Update :00 Executive Session To Discuss Labor Relations per RCW (1)g. No final action will be taken during the Executive Session. At the beginning of the session, the Library Board Chair will state the time when the session is expected to end. If the session ends early, the Board will not reconvene in open session until the stated time. If the session is not over at the stated time, the Library Board Chair will briefly reconvene the Board in open session at the stated time to announce the time to which the session will be extended :20 MOU Revising Current Bargaining Agreement Article 6: Union Membership and Dues :30 Friends of the North Fork Library Facilities Use Approval :45 Announcements and Adjourn Persons with special needs or disabilities who need special accommodations to attend the meeting are asked to contact the Whatcom County Library System at (360) at least 24 hours in advance of the meeting.

2 APPROVED MINUTES Library Board of Trustees Regular Meeting September 18, 2018 Location Ferndale Public Library, 2125 Main Street, Ferndale WA (Note: Library refers to the Whatcom County Library System WCLS.) In Attendance Trustees: Marvin Waschke, Chair; June Hahn, Vice Chair; Lori Jump, Board Secretary; Brad Cornwell. Absent: Erika Nuerenberg Staff: Christine Perkins, Executive Director; Michael Cox, Deputy Director; Jackie Saul, Director of Finance and Administration; Thom Barthelmess, Youth Services Manager; Geoff Fitzpatrick, IT Services Manager; Christina Read, Human Resources Manager; Lizz Roberts, Community Relations Coordinator; Lisa Gresham, Collection Support Manager; Darcy Riggins-Schmidt, Administrative Assistant; Dianne Marrs-Smith, Lynden Branch Manager, Wendy McLeod, Lynden Assistant Branch Manager Call to Order Marvin determined quorum and called the meeting to order at 9:02 a.m. Open Public Comment No public comment. Service Anniversary Wendy McLeod 10 Year Anniversary The meeting began with recognition of Wendy McLeod s ten year anniversary with WCLS. Dianne Marrs-Smith, Lynden Library Branch Manager, provided an overview of Wendy s service to the WCLS system and the Lynden community. Wendy began as a Page, working closely with Di over the years in various key roles. She continues to do so as the Lynden Library Assistant Manager. Di said Wendy is a dedicated, hard-working team member, going to great lengths to advocate for WCLS throughout the community. She is also a very active member of the Ferndale Friends of the Library. Michael added his appreciation for Wendy s efforts to work above and beyond for WCLS. Tour of Ferndale Library and Library Update Sarah Koehler, Branch Manager Sarah provided a tour of the Ferndale library, which opened in its current location in She pointed out the heavily used open area with tall tables in front and the puzzle space which receives daily attention. Holds pick up and self-check stations are near the front entrance allowing independent access by patrons. There are three rooms that can be reserved, including one in the teen area that local young people frequent. The laptop check out program is fully functional and is gradually seeing more use. The group admired the incredible views from the quiet reading area and noted that the building still looks as fresh as it did when it opened.

3 Staff & Committee Reports: Executive Director Michael covered the Executive Director s report as Christine was delayed. He opened with Congratulations to Thom for receiving the CAYAS Award for Visionary Service to Youth! Thom will receive the award at the WLA Conference CAYAS Author Breakfast on October 19. The #UnlockYourLibrary campaign is progressing well. Lizz said the current total signups are 592 and she s hopeful we ll meet our goal of 1000 by the end of the month. Discussions are in progress for the possible addition of a Library Express in the lobby of the Sumas Library in Marvin recently signed the second amendment to the Birch Bay property easement, which involved changing the property to an LLC. Staff & Committee Reports: Deputy Director In addition to his written report, Michael highlighted that Point Roberts Library Express feedback has been very positive with patrons requesting longer hours, beyond those during which phone support is available. As a result, we are in the process of extending Point Roberts Library Express hours to 6 a.m. 11 p.m. every day. Discussion continued on the issue. Michael asked Sarah about her experience with phone call support volume. Sarah said requests for support were minimal. He also discussed the Birch Bay design process, noting that all designs to this point have included use of the existing house structure. A full analysis studying construction costs and long-term maintenance costs as well as risks due to the archeological sensitivities of the site is being developed, so we will see an additional concept drawing by Zervas Architects that does not incorporate the existing structure. Staff & Committee Reports: Youth Services Manager Thom shared his written report and noted the Set of Outcomes piece, giving thanks to Amy Jones in Pub Graphics for production work, along with the Youth Services team s input. The team uses this as a guide for their work, both in their direct interactions with community youth and for developing programs at the administrative level. The Youth Services team is continuing work implementing ConnectED in the Ferndale School District. Staff & Committee Reports: Services Committee and Performance Measures The group reviewed the performance measures. Marvin added that he ran numbers to see how many times we lent out our entire collection which was 3.7 times to date this year. He did further research which showed that our numbers in comparison with libraries that have larger resources show us as right on par with them. Discussion continued on this topic. Staff & Committee Reports: Community Relations Coordinator & Committee Lizz reiterated that the #UnlockYourLibrary campaign is moving toward our goal of 1,000 new cardholders. She reported that each month that we have promoted a certain WCLS service (Freegal, Audiobooks, etc) usage has gone up considerably. She added that media promotion also helps, and pointed out the recent articles by WCLS members featured in local media, including one by Sarah Koehler.

4 Staff & Committee Reports: Personnel Committee Brad shared that the Executive Director annual review process is underway and that the bargaining agreement meetings will be happening later this month. Staff & Committee Reports: Whatcom County Library Foundation Brad noted that he and Marvin attended the WCLF board retreat recently. Consent Agenda The Consent Agenda included minutes of the August 21, 2018 Board of Trustees Regular Meeting as well as the following expenditures: Expenditures: General Fund: August 1 15, 2018 Payroll: Check Nos and Voucher Nos , Totaling $185, August 16 31, 2018 Payroll: Check Nos and Voucher Nos , Totaling $194, ACH transactions for employee benefits and monthly sales/use tax filings totaling $154,320.33; $34, of this is for employee funded contributions to health insurance premiums, health savings accounts, PERS, and deferred compensation plans (made via payroll deduction) Claims G: Warrant Nos Totaling $8, Claims G: Warrant Nos Totaling $17, Claims G: Warrant Nos Totaling $116, Capital Fund: Claims C: Warrant Nos Totaling $21, June moved to accept the Consent Agenda. The motion passed unanimously. Financial Report and Resolutions: Finance Committee Report Jackie reviewed the Finance Committee reports and highlighted that revenue is about 56% for the year which will pick up in the next two months with upcoming property tax bills coming due. DNR revenue has leveled off and total operating revenue is at 58%. Intergovernmental expenditures are at 66%. Point Roberts still has a few lingering expenditures while the contractors complete the punch list, so the final costs have not been finalized yet.

5 Lynden and Blaine LED lighting projects are complete. All costs incurred will come back to us in energy savings. The new Prius has been ordered which will have decals adhered, rather than a wrap, resulting in cost savings. Break Marvin adjourned for a break from 10:29-10:40 a.m. Bookmobile Update The group reviewed a handout of a change order request which is intended to provide improved functionality to the operation of the new Bookmobile. Michael explained that leveling legs will be added which drop down to stabilize the vehicle. Christine added that with the proposed options the project still comes in under budget. Brad made a motion to approve the change order request as presented. The motion passed unanimously. Naloxone Training Update Christine handed out an Opioid Overdose and Naloxone Training Guide sheet from the seminar she and other WCLS staff recently attended. Two representatives from Phoenix Recovery, a Skagit County overdose prevention organization, led the seminar. StopOverdose.org is an excellent resource for more information. There will be another training on Wednesday, September 25 at the North Fork Community Library. It is open to the public. Executive Session to Discuss Labor Relations per RCW (4)(a). Marvin made a motion to hold the executive session from 11:05 a.m. to 11:27 a.m. The meeting returned to open session at 11:27 a.m. MOU Revising Current Bargaining Agreement Article 6: Union Membership & Dues Brad moved for Approval of the Memorandum of Understanding Revising the Current Bargaining Agreement, Article 6: Union Membership and Dues. The motion passed unanimously. Friends of the North Fork Library Facilities Use Approval Michael reviewed the request by the Friends of the North Fork Library, who are interested in hosting an afterhours fundraising event at the North Fork Library. They are requesting approval to serve alcohol at the event. A proposal was handed out at the meeting. Jackie has discussed the request with our insurance company and the Friends would need to provide WCLS a certificate naming us as additionally insured on the Friends insurance policy, which they will do. Marvin Moved for approval of the Friends of the North Fork Library s request to allow the consumption of alcohol at an after-hours fundraising event scheduled at the North Fork Library, with the provision that proper insurance certificate is obtained and assurance that a liquor license and all applicable laws will be followed; The motion passed as follows: In favor: Marvin, June, Brad; Abstaining: Lori; Absent: Erika

6 Announcements and Adjourn October 27, 2018 All Friends Gathering Save the Date cards were sent out by Lizz. Michael added that All Staff Learning Day will be held Friday, October 5 from 8:45 a.m. - 4:30 p.m. at Cornwall Church on Northwest Drive. Marvin added that at 2:00 p.m. this Saturday, September 22 he will host a class at the Ferndale Public Library, giving his unique approach on explaining how computers work. Christine said that Marvin is running for Secretary of the Washington Library Association, Public Library Division. Voting by WLA members takes place at WLA.org. Marvin adjourned the meeting at 11:41 a.m. Next Meeting The next meeting will be at the Administrative Services office, October 16, 2018 at 9:00 a.m. Address: 5205 Northwest Drive, Bellingham, WA Signed by Lori Jump Signed by Darcy Riggins-Schmidt Lori Jump, Secretary Date Darcy Riggins-Schmidt, Administrative Assistant

7 Executive Director s Report September 2018 READING I ve just started reading The 57 Bus for our staff wide book discussion and it s already got me hooked. I look forward to delving into it deeply with staff and trustees. ENGAGEMENT Our #UnlockYourLibrary campaign is up and running and Ferndale Mayor Jon Mutchler, Ferndale Police Chief Kevin Turner and Phil Petrasek as well as Sumas Mayor Kyle Christensen have posted photos with their library cards. We hope to sign up 1,000 new cardholders this month and earn $1,000 for the Boys & Girls Club, thanks to Bellingham Lock & Safe. Please take a picture of yourself with your library card (or allow us to take one of you) to share on social media to encourage everyone to get a card today! ACCESS Michael Cox and I met recently with Sumas Branch Manager Eileen Shaw and Sumas Mayor Kyle Christensen to talk about the possibility of establishing a Library Express in the lobby of the Sumas Library. Mayor Christensen is open to the idea and we are working on a project proposal for a 2019 WCLS budget request. DILIGENT STEWARDSHIP We recently received proof of insurance from the Vogts regarding the easement to the Birch Bay property, so Marvin Waschke went ahead and signed the Second Amendment to the easement changing the property owner to an LLC. CAYAS AWARD FOR VISIONARY SERVICE TO YOUTH I am thrilled to report that our very own Thom Barthelmess has been selected as the 2018 recipient of the CAYAS Award for Visionary Service to Youth. The Children s and Young Adult Services round table of the Washington Library Association selects one librarian each year for this award, and said Thom s nomination flew above the rest as a lifelong advocate for youth and youth services. Thom will receive the award at the CAYAS Author Breakfast at the WLA conference on October 19 and I am proud to be able to be there to sing his praises and celebrate with him. WCLS and the youth of Whatcom County are the lucky beneficiaries of Thom s vision and leadership. Christine Perkins, Executive Director Item 5a Executive Director Report 1

8 Deputy Director Report September 2018 ENGAGEMENT A third community input session as part of the Birch Bay library design process brought about 50 people to the lawn of the library property on August 18. Zervas Architects presented three concept drawings and led a discussion ranging from parking and accessibility to space use adjacencies and sight lines. An additional concept drawing that does not make use of the existing structure is being developed as part of a site analysis. This analysis will study impacts to construction and long term maintenance costs, risks associated with the archeological sensitivity of the site, and envision how new construction could solve building program challenges while maintaining the look and feel of the existing structure. As a result of this analysis, if the Library Design Committee finds significant advantages to a design utilizing all new construction, additional community input will be planned. ACCESS Perhaps the grandest event in August was the grand opening of the Point Roberts Library on August 11. As a result of the new facility, additional services have been added to the Point Roberts Library including a reserve able meeting space and Library Express after hours holds pick up. Patron feedback about Library Express services has been positive, with several requests to lengthen hours. Currently hours mirror those of our largest locations to allow for live phone support. Hearing that increased access rather than available phone support is preferred, Library Express hours will be extended to 6 a.m. 11 p.m. every day. Date Location Unique Visitors Total Entries August 1 31 PRX August 1 31 NDX September 1 13 PRX September 1 13 NDX DILIGENT STEWARDSHIP WCLS collaborated with the City of Lynden to convert all indoor and outdoor lighting to LED fixtures, a project that was completed in August. The City of Lynden also updated countertops and sinks in the library s public restrooms, completing renovations that began in Patrons have shown their appreciation for these improvements, which represent a continued commitment by the City to support library updates. Projects proposed in the City s 2019 budget will address aging wood finishes and update the meeting room kitchenette. Michael Cox Deputy Director Item 5b Deputy Director Report 2

9 Youth Services Report September 2018 ENGAGEMENT The Youth Services Team has developed the attached set of Outcomes to guide our work, helping the young people we engage with to become their best selves. These outcomes support our individual work, informing the ways we put together a particular storytime program or booktalk session. They also support our system level work, helping us coordinate a balanced slate of services that meet the needs of all of our young patrons. I m so proud of the guiding work of the entire team, whose dedication and care are reflected in these commitments. ACCESS Ferndale School District student IDs will be loaded into Horizon by the middle of October bringing a few thousand more students into the WCLS fold. The YS team has been busy working with FSD to maximize the benefits of our ConnectED partnership: Early Years Coordinator Theresa Morrison, Children s Services Coordinator Tammy LaPlante, and I attended the opening Administration Team meeting to introduce the program to principals. That meeting generated a number of additional meetings, the first of which had Ferndale Teen Services PSA Sarah Lavender and I meet with the teachers at Vista Middle School at their first faculty meeting, for more of the same substantive promotion. More of those meetings are scheduled in the coming weeks, and we are working on meetings with individual classes after that. Having reviewed the statistics for the school year, it s clear that there s a strong correlation between our direct contact with ConnectED students and their ConnectED use of WCLS resources. DILIGENT STEWARDSHIP Western Washington University runs an annual Children s Literature Conference in late February, showcasing some of the most celebrated authors and illustrators writing for young people. This year s featured talent includes Jerry Pinkney, Candace Fleming & Eric Rohman, Neal Shusterman & Jarrod Shusterman, and Barbara O Connor. We are so lucky to have a premiere event such as this right here in Whatcom County, and regularly send a dozen or so practitioners, who inevitably find great information and inspiration on the day. I m thrilled to be joining the CLC Board this year, and even more thrilled to be able to offer the riches associated with the conference to the young people of Whatcom County. Here s a nice picture of a happy young patron at the Island Library excited to have one of Barbara O Connor s latest to take home and read! Thom Barthelmess Youth Services Manager Item 5c Youth Services Report 3

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11 Collection Size Physical Electronic 315,058 88,948 Aug 2017 Aug 2018 Total 17,728 5,935 11,440 11,081 38,365 2,933 47,665 7, ,521 2,496 6,823 1, ,044 19, , ,531 4,954 45,252 46,481 11,656 86,153 90,625 11,798 82,661 90,623 39, , ,824 2,578 22,824 23,117 48, , ,514 6,724 49,533 51, ,581 20,777 22,110 2,642 17,891 20,115 7,017 44,323 47,481 2,869 11,926 20, ,775 1,130,408 1,223,507 Total 13,613 13, ,597 29,486 Circulation Physical Circulation Blaine Bookmobile & Outreach Deming Everson Ferndale Island Lynden North Fork NWIC Point Roberts Sumas South Whatcom NDX Electronic Circulation Anytime Library/Overdrive Freegal Gale Virtual Reference RBdigital Total Circulation Visitors (Door Counts) Blaine Deming Everson Ferndale Island Lynden North Fork Point Roberts Sumas South Whatcom Total Item 5d Performance Measures 17,964 15, ,330 36,029 Year to Date , , , ,808 Total 404,006 % of Change 6.8% 2.7% 5.2% 9.6% 8.3% 1.3% 8.8% 3.8% 17.8% 6.4% 12.4% 7.1% 70.5% 8.24% 128, , , , % -3.8% % -13.6% 7.95% 186, ,804 1,367,216 1,479, % Aug ,876 4,644 4,867 16,268 2,262 24,436 3,073 3,787 2,031 3,123 Aug ,537 4,130 5,204 15,927 2,215 12,845 3,032 3,842 1,833 2,785 75,367 62,350 Year to Date % of Change 76,157 78, % 34,466 32, % 41,538 40, % 131, , % 16,414 15, % 136, , % 22,351 21, % 19,437 19, % 13,739 14, % 19,815 18, % 511, , % 5

12 New Borrowers Registered * 600 4,075 7,465 * New Ferndale School District ConnectEd accounts (2917) added in March 2018 * New Ferndale School District ConnectEd accounts (356) added in April 2018 * New Lummi School ConnectEd accounts (323) added in June 2018 Aug 2017 Patron Service Interlibrary Loan Borrowed from BPL Lent to BPL Borrowed from other libraries Lent to other libraries Aug 2018 Year to Date % % of Change 10,466 25, ,305 25, , ,732 4,270 5,803 83, ,402 4,511 5, % 9.9% 5.6% -4.4% % -22.8% Aug ,865 Aug ,308 Year to Date , ,473 % of Change -3.7% Internet Sessions 7,619 7,689 57,233 56, % Wifi Clients / Sessions 6,620 5,919 49,728 46, % Virtual Reference Ask-WA Ask-WA Answered (Staff) Asked (Patron) Electronic Resources WCLS.org Visits August Volunteers * Volunteer Hours * , Year to Date , , % of Change 49% Started including Friends hours in May 2017 Programs* August 2017 Programs Adults Teens Children Total * August 2018 Attendance 2, ,013 3,653 Programs Year to Date 2017 Attendance ,780 Programs , Attendance 10,058 6,064 22,951 39,073 Programs Attendance ,896 8,644 4,726 25,694 39,064 The large difference month over month in Adult Program Attendance is due to the 2017 Eclipse Viewing program at FE last year that drew 1600 people. Corrections: Item 5d Performance Measures 6

13 Volunteers * Volunteer Hours July Year to Date % of Friends hours Change reported for Jun and 1, , , , % July. Circulation Physical Circulation Bookmobile & Outreach July July Year to Date % of Change 6,179 5,845 6,179 5, % Over reported JAIL stats by 100 circs Item 5d Performance Measures 7

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15 Community Relations Report September 2018 Major Press This Month (articles on press table) There's plenty of Whatcom fun to be had during harvest time. The Bellingham Herald Sep 5, 2018 Discover Birch Bay Days. Photo montage on page 18 includes the Blaine Library float featuring our mascot Rory. The Northern Light September 6 12, And a new library is born. Front page photo with caption, All Point Bulletin September 2018 Are you a Friend? Sudden Valley Views By Karen Dyer Friends of the South Whatcom Library page 12, September 2018 Enjoy listening or reading aloud? Try these children s stories. By Lizz Roberts, Community Relations Coordinator page 28 F Bellingham Families, Bellingham Herald Fall Whatcom County Libraries: In your town and on the move. By Sarah Koehler, Ferndale Branch Manager page 10 Cascadia+ Summer 2018 Community discusses plans for Birch Bay Library. The Northern Light August 23, 2018 Point Roberts dedicates new library building. Lynden Tribune (also Ferndale Record) August 22, 2018 Reading As you read through our press articles this month, you ll see some familiar names in the bylines. We were asked to provide content for the new Cascadia Weekly publication for seniors, Cascadia+ which was ably provided by Sarah Koehler. And the Bellingham Families magazine, which WCLS distributes in our branches, graciously accepted a few paragraphs from me, although Tammy LaPlante and Theresa Hadley chose and described the childrens stories listed. Engagement #UnlockYourLibrary is going strong! As of this writing, we ve registered 469 new library cardholders which means $469 so far from partner Bellingham Lock & Safe who will donate $1 to the Boys & Girls Clubs of Whatcom County for every new library card registered! I ll update the tote board at Tuesday s meeting. Access We re expanding the open hours of our two Library Express locations! Point Roberts Express and Northwest Drive Express will both be available 6 a.m. to 10 p.m. daily! While we re not going to promote this in the usual sense, we are planning a direct mail piece to Point Roberts Residents to make sure they re aware of the availability of their new library. Diligent Stewardship The BLI Partnership is moving forward! As we re purchasing equipment, some items are less expensive than we thought, and we re utilizing a spare chair for the seating. We re planning a little ribbon cutting ceremony more news soon! Proud as ever to work for WCLS! Lizz Roberts, Community Relations Coordinator Item 5e Community Relations Report 9

16 Board Meeting Agenda Item Cover Sheet Meeting Date: 9/18/2018 Committee or Department: Administration Subject: Consent Agenda Board Meeting Minutes, Monthly Expenditures, update to Schedule of Fees for Meeting Room and Facilities Use Prepared By: Jackie Saul Impact upon Budget? Yes No Supporting Documents: Yes No Recommendation or Request: Approval of consent agenda items Suggested Motion for Consideration: Move approval of consent agenda items as presented Summary: Meeting Minutes: August 21, 2018 Board of Trustees Regular Meeting Expenditures: General Fund: August 1 15, 2018 Payroll: Check Nos and Voucher Nos , Totaling $185, August 16 31, 2018 Payroll: Check Nos and Voucher Nos , Totaling $194, ACH transactions for employee benefits and monthly sales/use tax filings totaling $154,320.33; $34, of this is for employee funded contributions to health insurance premiums, health savings accounts, PERS, and deferred compensation plans (made via payroll deduction) Claims G: Warrant Nos Totaling $8, Claims G: Warrant Nos Totaling $17, Claims G: Warrant Nos Totaling $116, Capital Fund: Claims C: Warrant Nos Totaling $21, Alternatives: Fiscal Impact: Comments: N/A Expenditures for approval paid from available 2018 budgeted funds. The Finance Committe has reviewed the General and Captial Fund calims listed above along with one General Journal entry posted in August Item 6 Consent Agenda Cover Sheet 10

17 UNAPPROVED MINUTES Library Board of Trustees Regular Meeting August 21, 2018 Location Administrative Services, 5205 Northwest Drive, Bellingham, WA (Note: Library refers to the Whatcom County Library System WCLS.) In Attendance Trustees: Marvin Waschke, Chair; June Hahn, Vice Chair; Lori Jump, Board Secretary; Brad Cornwell and Erika Nuerenberg. Absent: none Staff: Christine Perkins, Executive Director; Michael Cox, Deputy Director; Jackie Saul, Director of Finance and Administration; Thom Barthelmess, Youth Services Manager; Lizz Roberts, Community Relations Coordinator; Lisa Gresham, Collection Support Manager; Carmi Parker, ILS Administrator; Patty Zanin, Ferndale Public Library Assistant Branch Manager; Connie Daugherty, Ferndale Public Library Page; Darcy Riggins Schmidt, Administrative Assistant Call to Order Marvin determined quorum and called the meeting to order at 9:00 a.m. Open Public Comment No public comment. Staff & Committee Reports: Service Anniversary Connie Daugherty 20 Years The meeting began with Patty Zanin providing an overview of Connie Daugherty s 20 years with WCLS. Connie currently works as a page at the Ferndale library where she is looked to as a leader and resource by both the Ferndale library staff and patrons. She has worked at all three of the most recent Ferndale library locations and has substituted at most of our other branches as needed. Connie said she appreciates the opportunity to get to know the patrons in different communities. Christine also shared her appreciation for Connie, noting she is a valued asset to WCLS and our community a whole. Staff & Committee Reports: Executive Director In addition to her written report, Christine highlighted the Point Roberts Grand Opening, which was a tremendous success. Marvin added how impressed he was with the enthusiasm of the community and the library building itself, which handled the crowd of over one hundred without feeling crowded. Christine said that WCLS is working with the Friends of the Blaine Library, who have offered significant funds to pursue design work for a new or expanded library. We anticipate following the same steps as the Birch Bay project; selecting a design firm and conducting a series of public engagement events to gather community input Item 6a Unapproved Minutes 11

18 We are also moving forward with issuing new library cards based on patron addresses. Starting September 4, WCLS will issue BPL library cards to City of Bellingham residents who apply for a card at WCLS locations, and BPL will issue WCLS cards to county residents who apply at Bellingham libraries. The change will help clarify which library they belong to and the services they receive for their tax dollars. January 8 th is the target date for moving to the new ILS. We have a detailed plan for the transition but expect that there will be a few hurdles along the way. As we get closer to the go live date we ll decide if we need to close for a day to be sure it s working perfectly. We will communicate any anticipated service interruptions well in advance to the public. Staff & Committee Reports: Deputy Director In addition to his written report, Michael shared that the most recent Birch Bay community input session took place at the site of the new Birch Bay library. He said it was very beneficial having the meeting at the site in terms of visualizing the architectural plans and noted that all three plans incorporate the house. Lori added that she was happy to see a children s area incorporated. Christine said it was very apparent in the designs that Zervas Group had taken into account the input from the meetings. Jackie asked if Zervas Group would advise on the long term maintenance costs involved with keeping the existing house on the property versus not. Michael will follow up on that point. Michael remarked that WCLS received another Rural Heritage Grant from the Washington State Library to collect and digitize a collection of historic photos, documents, and interviews that give a comprehensive view of the development of all ten branches and Bookmobile services of WCLS. Staff & Committee Reports: Youth Services Manager Thom shared his written report and highlighted the incredible Shakespeare Camp experience offered by the Ferndale library this summer, run by Sarah Lavender, Teen Services PSA. The camp engaged 14 teens in all aspects of a theatrical presentation of Twelfth Night. He added that Sarah was an actress and theatre major in college, so the camp offered an opportunity for her to share her talents and passion to benefit WCLS and the community. Thom also followed up on the system wide discussion groups around the book: The 57 Bus. He brought five hard copy versions of the book for WCLS Board Members, along with a list of upcoming discussion group dates for them to consider attending. Staff & Committee Reports: Services Committee and Performance Measures Performance measures were moved to later in the meeting when a new report layout option was presented. Staff & Committee Reports: Community Relations Coordinator & Committee Lizz noted that The Big Burn is the 2019 book for Whatcom Reads. She reported that the Boys and Girls Clubs and Bellingham Lock and Safe have partnered with WCLS on this year s library card sign up campaign, which starts September 6, She encouraged everyone to take a selfie with their card and send it to her for use on our social media pages during the promotional period Item 6a Unapproved Minutes 12

19 Lizz added that Cascadia Plus will feature a story on WCLS offerings for seniors. Staff & Committee Reports: Personnel Committee Christine shared that Union Negotiations and her Annual Performance Review are both coming up this fall. She asked for another trustee to volunteer as a second backup for the Union Negotiations in October. Lori offered, so she and Marvin will be alternates for Brad and Erika. Staff & Committee Reports: Whatcom County Library Foundation Brad said that September 15 will be the Foundation board retreat and WCLF has decided to change the venue for the Annual Branch Out Event to the Bellwether hotel for Christine reported that based on her discussions with the Sno Isle library system, who recently ran a successful levy campaign, it is highly recommended that a political action committee be assembled long before a decision is made to run a levy campaign. Discussion followed on the topic. September 7 is the All Friends and Foundation gathering at the Ferndale WECU Educational Center. Consent Agenda The Consent Agenda included minutes of the July 17, 2018 Board of Trustees Regular Meeting as well as the following expenditures, authorization to void a warrant, and policy update: General Fund: July 1 15, 2018 Payroll: Check Nos and Voucher Nos , Totaling $170, July 16 31, 2018 Payroll: Check Nos and Voucher Nos , Totaling $180, ACH transactions for employee benefits and monthly sales/use tax filings totaling $192,543.27; $33, of this is for employee funded contributions to health insurance premiums, health savings accounts, PERS, and deferred compensation plans (made via payroll deduction) Claims G: Warrant Nos Totaling $36, Claims G: Warrant Nos Totaling $113, Claims G: Warrant Nos Totaling $19, Capital Fund: Claims C: Warrant No Totaling $9, Claims C: Warrant Nos Totaling $41, Claims C: Warrant Nos Totaling $10, Authorization to Void Warrants: Resolution 08/21/18 16 to void warrant Update to Meeting Room Procedure and Schedule of Fees Meeting Room and Facilities Use Item 6a Unapproved Minutes 13

20 Adds Point Roberts Library meeting room. June moved to accept the Consent Agenda as presented. Seconded; approved. Unanimous board approval. Financial Report and Resolutions: Finance Committee Report Jackie reviewed the Finance Committee report pointing out some highlights which included: We are still waiting for the final Point Roberts bills before those totals are complete. Printing and copying revenues are higher than budgeted, which also means increased costs for associated paper and toner. Salaries and wages are around 56% which is still 2 3% below budget, giving us a necessary cushion for unexpected personnel issues and upcoming vacation coverage needs. We are currently at 53% of expenses overall. The budget planning schedule is provided. Instead of a budget retreat the 2019 proposed budget will be reviewed during the October and November board meetings. Break Marvin adjourned for a break from 10:02 10:17 a.m. Performance Measures Update Christine referred to the new template for monthly board reports which shifts the focus squarely on the ways WCLS interacts with the public. July statistics were reported using our current report layout and this proposed new model. Carmi Parker who is managing the new form, joined the meeting for this discussion. The group reviewed the two reports. Christine noted that among other changes, the most current data is in the first column with previous data in the column to the right. She also emphasized that the goal moving forward is for the managment team to review the reports during the week prior to board meetings so any inconsistencies can be addressed. Discussion continued on individual preferences with regard to what information should be included. Concerns were voiced about losing the individual branch data on the new report. It was agreed that next month WCLS will provide a revised report based on feedback at the meeting. Memorandum of Understanding (MOU) with Friends of the Blaine Library DRAFT Christine reviewed the draft MOU and remarked that the City of Blaine is supportive of a renovated library and eager to partner with WCLS in the endeavor. The FOBL have been fundraising and are willing to contribute up to $50,000 for a project similar to that of Birch Bay s; hiring a design firm to draw up draft plans and holding community input sessions. The MOU delineates how the involved parties will interact. Following the model of the recent Birch Bay project, WCLS staff time for the entirety of the project will be required, and will be built into the 2019 budget, if the board approves. Discussion followed about the parameters of the process and roles of involved parties Item 6a Unapproved Minutes 14

21 75 th Anniversary Preview Joyful, Fresh, Energetic and Purposeful are guiding words used by the committee Lizz has been leading to plan for the exciting 75 year anniversary celebrations next year. November 7, 1944 was the date that approval for the early WCLS was put on the ballot, by an early community group active in the Grange system known as The Grangers. We will have a new library card embodying 75 years of sharing stories. The layout of the cards will be vertical and will incorporate the 75 th anniversary symbol of diamonds. 52 playing cards will be introduced as a book themed deck, one of which will be announced on our website each week. The decks will feature a different book on each card, categorized by the four suits of a card deck, which correspond to four character attributes. The cards will be available at our branches. The One Book Whatcom County book choice for 2019 is My Old Man and the Mountain by Leif Whittaker, who now lives in Whatcom County. Events featuring Leif will include him sharing his experiences as a local Mt. Baker climbing ranger and travels around the world. Whatcom County Library System s 75 year history will be digitized as part of the Washington Rural Heritage grant award. WCLS will showcase the new Bookmobile in festivals and parades celebrating the 75 th anniversary throughout the county. Promotional t shirts are being designed for all staff to wear on a regular basis throughout the year to further promote the anniversary. Diamond supporters 75 people who have made significant contributions to the library system since its origin will be recognized. On November 7, 2019 we will have a system wide open house celebration. WCLS will provide a set budget amount for each branch to have a party, and Friends Groups can supplement their branch s festivities. The WCLS Board will be invited to celebrate the occasion at one central location. Christine will be traveling to every branch that day along with State Librarian Cindy Aden. Overdue fines elimination will be proposed for the 75 th anniversary year. June added that Kitsap Library system did the same thing recently, including waiving all fines retroactively. WCLS s estimated cost for the celebration is $10,000, spanning an entire year of promotion, advocacy and engagement. Additionally, Whatcom County Library Foundation will contribute $7,500 to cover the author honorarium and printing the playing cards. Events will be included in the 2019 action plan. Announcements and Adjourn a. Unlock Your Library / Boys & Girls Clubs Library Card Signup Promotion month September b. Foundation Retreat 9/15, Encore Room, Mount Baker Theatre, from 10 2 p.m. c. Interest Based Bargaining Training and Bargaining Kickoff 9/25 and 9/26 from 9 3 p.m. d. All Staff Learning Day 10/5, Cornwall Church e. Union Negotiations 10/1, 10/8, and 10/22 (and 10/31 if needed) from 9 3 p.m. f. WLA Conference 10/17 10/20, Yakima g. All Friends and Foundation Gathering 10/27 at WECU Educational Center in Ferndale Marvin adjourned the meeting at 11:37 a.m Item 6a Unapproved Minutes 15

22 Next Meeting The next meeting will be at Ferndale Public Library, September 18, 2018 at 9:00 a.m. Address: 2125 Main Street, Ferndale WA Lori Jump, Secretary Date Darcy Riggins Schmidt, Administrative Assistant Item 6a Unapproved Minutes 16

23 Finance Committee Report September 18, Budget Revenues - Year-To-Date August 2018 (67% of FY) Account No. Description 2018 Budgeted Revenues* 2018 Actual Revenues YTD % of 2018 Actual Revenues YTD % of 2018 Budgeted Revenues Received YTD Budget Variance 310 TAXES General Property Taxes $ 8,482,550 $ 4,780, % 56.36% $ (3,701,649) Sale of Tax Title Property % 0.00% - TOTAL TAXES $ 8,482,550 $ 4,780, % 56.36% $ (3,701,649) INTERGOVERNMENTAL REVENUE State Library Grants $ 6,016 $ 6, % % $ DNR Other Trust Revenue % 79.71% (122) DNR Timber Trust Revenue % 0.00% Local Grants, Entitlements & Other 166, , % % 36,675 TOTAL INTERGOVERNMENTAL REVENUE $ 172,616 $ 209, % % $ 37, CHARGES FOR GOODS & SERVICES Printing & Duplication Services $ 26,500 $ 20, % 78.61% $ (5,668) Library Use Fees 9,025 8, % 93.64% (574) TOTAL CHARGES FOR SERVICES $ 35,525 $ 29, % 82.43% $ (6,242) 350 FINES & FORFEITS Library Fines $ 60,000 $ 42, % 70.66% $ (17,606) TOTAL FINES & FORFEITS $ 60,000 $ 42, % 70.66% $ (17,606) MISCELLANEOUS REVENUES Investment Interest $ 89,250 $ 88, % 98.97% $ (915) Other Interest Earnings % 0.00% Space & Facility Rental 1, % 33.08% (1,138) Contributions & Donations 7,500 4, % 63.10% (2,768) Sale of Discards % 36.83% (126) Overages/Underages - (104) 0.00% 0.00% (104) Other Misc. Revenue 15,000 11, % 76.48% (3,528) Reimburse Lost/Damaged Books 20,600 14, % 70.00% (6,180) NSF Checks (160) % 0.00% COBRA Reimbursement 2,034 2, % % 388 TOTAL MISC. REVENUES $ 136,124 $ 121, % 89.56% $ (14,212) TOTAL OPERATING REVENUE $ 8,886,814 $ 5,184, % 58.34% $ (3,702,613) 390 OTHER FINANCING SOURCES Proceeds from Sales $ - $ 1, % 0.00% $ 1, Transfers-in from Capital - - 0% 0% Transfers-in from Prior Year 265, ,000 5% 100% Transfers-in from Reserves 182,243-0% 0% (182,243) TOTAL OTHER FINANCING SOURCES $ 447,243 $ 266, % 59.48% $ (181,243) TOTAL REVENUE $ 9,334,057 $ 5,450, % 58.39% $ (3,883,856) *As amended 5/15/18 17

24 Actual General Fund Revenue to Date Compared to Prior Year % Change Taxes $ 4,510,234 $ 4,780, % Intergovernmental 111, , % Charges for Services 26,615 29, % Fines 51,586 42, % Miscellaneous 122, , % Total Operating Revenue 4,822,353 5,184, % Other Financing Sources - 266,000 NA Total Revenue $ 4,822,353 $ 5,450, % 18

25 2018 Budget Expenditures - Year-To-Date August 2018 (67% of FY) Account No. Description 2018 Budgeted Expenditures* 2018 Actual Expenditures YTD % of 2018 Actual Expenditures YTD % of 2018 Budgeted Expenditures Received YTD Budget Variance SALARIES, WAGES, & BENEFITS Salaries and Wages $ 4,576,877 $ 2,921, % 63.84% $ (1,655,019) Benefits 1,780,943 1,141, % 64.09% (639,578) TOTAL SALARIES, WAGES, & BENEFITS $ 6,357,820 $ 4,063, % 63.91% $ (2,294,597) SUPPLIES & MINOR EQUIPMENT Office & Operating Supplies $ 122,389 $ 52, % 42.99% $ (69,773) Fuel 12,600 8, % 69.24% (3,876) Collection Materials 1,160, , % 52.31% (553,170) Minor Equipment 188,128 92, % 49.37% (95,242) TOTAL SUPPLIES & MINOR EQUIPMENT $ 1,483,117 $ 761, % 51.31% $ (722,061) OTHER SERVICES & CHARGES Professional Services $ 445,543 $ 243, % 54.56% $ (202,469) Communication 118,935 55, % 46.83% (63,236) Travel 40,950 12, % 31.01% (28,251) Taxes & Operating Assessments 2,600 1, % 59.14% (1,062) Operating Rentals & Leases 26,258 13, % 49.77% (13,190) Insurance 56,750 50, % 89.20% (6,128) Utilities 115,566 77, % 67.26% (37,839) Repair & Maintenance 106,550 21, % 20.05% (85,185) Miscellaneous 37,109 14, % 38.17% (22,946) TOTAL OTHER SERVICES & CHARGES $ 950,262 $ 489, % 51.56% $ (460,306) INTERGOVERNMENTAL SERVICES Intergovernmental Services $ 187,036 $ 123, % 66.11% $ (63,383) TOTAL INTERGOVERNMENTAL SERVICES $ 187,036 $ 123, % 66.11% $ (63,383) TOTAL LIBRARY OPERATING EXPENDITURES $ 8,978,234 $ 5,437, % 60.57% $ (3,540,347) OTHER FINANCING USES 596 Adjustments $ - $ - $ - $ - $ Transfers-Out to Capital 168, , % % Transfers-Out to Next Year % 0.00% - TOTAL OTHER FINANCING USES $ 168,298 $ 168, % % $ - TOTAL LIBRARY EXPENDITURES $ 9,146,532 $ 5,606, % 61.29% $ (3,540,347) NET INCOME (LOSS) $ 187,526 $ (155,983) -2.78% % $ (343,509) FUND BALANCE SUMMARY Transfer Fund Balance to Operating Budget 182,243 $ % 0.00% $ (182,243) Additional One-time Capital Transfer 300,093 $ 300, % % $ Ending Fund Balance-Assigned 8,654,846 8,654, % % Ending Fund Balance-Unassigned 132, , % % 20,977 TOTAL ENDING FUND BALANCE 9,269,698 9,108, % 98.26% (161,266) *As amended 5/15/18 19

26 Actual General Fund Expenditures to Date Compared to Prior Year % Change Wages & Benefits $ 3,901,377 $ 4,063, % Supplies & Minor Equipment 700, , % Other Services & Charges 527, , % Intergovernmental Services 1, , % Total Operating Expenditures 5,130,343 5,437, % Other Financing Uses 151, , % Total Expenditures $ 5,281,793 5,606, % Net Income $ (459,440) $ (155,983) % 20

27 Fund Balance Summary 2017 (Actual) 2018 (Budgeted) 2018 (Amended) Beginning Fund Balance $ 9,367,060 $ 9,369,081 $ 9,564,508 Operating Revenue 8,623,515 8,842,811 8,885,106 Other Financing Sources - 447, ,243 Operating Expenditures 8,009,617 8,940,307 8,976,526 Other Funding Uses 416, , ,298 Transfer Fund Balance to Operating Budget - 182, ,243 Additional One-time Capital Transfer - 285, ,093 Ending Fund Balance $ 9,564,508 $ 9,083,194 $ 9,269,698 Fund Balance Designation Summary 2017 (Actual) 2018 (Budgeted) 2018 (Amended) Assigned Ending Fund Balance - Cash Flow $ 2,735,418 $ 2,980,102 $ 2,980,102 Assigned Ending Fund Balance - Emergency 683, , ,026 Committed Ending Fund Balance - Capital Transfer 151, , ,298 Committed Ending Fund Balance - Unemployment Comp Reserve 11,420 11,420 11,420 Committed Ending Fund Balance - Birch Bay Operating Fund Reserve 600, , ,000 Committed Ending Fund Balance - Facility Ownership & Library Svcs Fund Reserve 3,250,000 3,250,000 3,250,000 Committed Ending Fund Balance - Facility Maintenance Fund 500, , ,000 Committed Ending Fund Balance - Operating Cost Stabilization Fund 250, , ,000 Total Committed and Assigned Ending Fund Balance 8,182,069 8,504,846 8,654,846 Transfer Fund Balance to Operating Budget - 182, ,243 Additional One-time Capital Transfer - 285, ,093 Unassigned Ending Fund Balance 1,382, , ,515 Total Ending Fund Balance $ 9,564,508 $ 9,550,530 $ 9,269,698 21

28 August 2018 Financial Summary August represents 67% or eight months of the total 2018 budget. As of the end of August, we have received 56% of budgeted property taxes. This is only a minor increase over July although property tax revenue will increase over the next two months as we approach the October 31 tax payment deadline. Intergovernmental Revenues (DNR Trust revenue, timber tax) fluctuate throughout the year. Thanks to an unexpected increase in private timber harvests in June and July, we have already surpassed this year s budgeted amount, with 121% of budgeted revenues received. These funds are earmarked for next year s Capital Budget. We have received 82% of budgeted funds in the Charges for Goods and Services category. This category includes an annual payment from the Whatcom County Jail for contracted services performed in the prior year and patron printing and room use fees. Revenue from fine payments is slightly above target at 71%, however, we reduced the budgeted amount this year in response to changes to the Borrower Policy. Miscellaneous revenues are at 90% of budget. This category includes investment interest, reimbursement for lost or damaged items, contributions, and reimbursement from Bellingham Public Library for shared costs of borrower notices. Total operating revenue is at 58.34% of budget, up slightly from 57.47% at the end of July, and a 7.5% increase over this period in Total revenue (including transfers in from reserves) is at 58.39% of budget. Personnel expenditures are slightly below budget at 64%. Supplies and Equipment expenditures are below budget at 51%. This category includes Collection Materials spending, which is at 52% of budget. The Other Services and Charges category is at 52%. This category includes professional services; travel and mileage; property, auto, and liability insurance; utilities; and repairs and maintenance. Several professional service contracts and insurance premiums are typically paid at the beginning of the year. Intergovernmental Services expenditures are at 66% of budget. This includes service contracts with local fire districts where WCLS owns property and a one-time contribution to the Point Roberts Park and Recreation district for the new Point Roberts Library building project (see update below). Total operating expenditures are at 60.57% of budget, up from 53.29% at the end of July. Additional updates Point Roberts update: o WCLS has contributed $121,475 to construction costs to date (after the Friends construction budget was depleted). Additional payments are pending before the construction contract is closed out so the final contribution amount is unknown, but it could be as much as $20,000 less than pledged. o We budgeted $110,000 for fixtures, furnishings and equipment; $103,500 has been spent to date. The remaining $6,500 will be used for additional lounge seating and to address storage issues in the new space. Any final remaining funds will be put toward a generator purchase in I am attending the Washington Finance Officers Association conference in Vancouver 9/19-9/21. I m particularly excited about a breakout session on levy lid lifts and bond measures. The Lynden and Blaine lighting upgrades are almost complete with only a few more bulbs to go in. Staff and patrons are pleased with the brighter spaces. Total costs to WCLS (after rebates and reimbursements) are 22