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Meeting 2005-05-24

CALL TO ORDER

President Steffener called the meeting to order at 1:00 P.M. at the Marysville Service Center.

ROLL CALL

Board Members Present:Jacquelyn DeFazio, Dani Fowler, Bob Freeman, Art Kirschenbaum, Joel Selling, Jeanne Steffener, Alanna Stone

Staff Present: Judy Carter, Arch Fonken, Mary Kelly, Pat Olafson, Nancy Patton, Cheryl Telford, Jonalyn Woolf-Ivory

VISITORS

Eva Cunningham, Phillip Edwards, Shirley Nyenhuis, Hannah Parker, Todd Peterson – Norton-Arnold and Company

AGENDA APPROVAL

Ms. Woolf-Ivory informed the Board that the corrected agenda provided in the Board’s day packet changed Item 8a to read: SAFE Act (Action Item).

The Board unanimously approved the corrected agenda.

CONSENT AGENDA

Ms. Stone asked that the minutes of the April 25, 2005 meeting be removed from the Consent Agenda.

Mr. Kirschenbaum requested that the each item of the Consent Agenda be discussed separately.

APRIL 25, 2005 MEETING MINUTES

Ms. Woolf-Ivory informed the Board that a revised copy of the April 25, 2005 meeting minutes was included in the day packet. The change to the minutes included the rewording of the first sentence of the third paragraph of the general remarks in Old Business – Collection Development Policy on page 2 to read:

This committee asks that in the future when a committee is tasked with reviewing a document that all trustees provide feedback regarding non-substantive matters to the committee members by telephone or email when it is received in the monthly packet and well before the public meeting with the action item agenda.

Mr. Kirschenbaum requested clarification of the term “point of convention” used in the second paragraph of the general remarks in Old Business – Collection Development Policy on page 2. Ms. Stone explained that “point of convention” was a writer’s term used to define how information is presented in a document (e.g., wording, sequence, or punctuation) rather than the content of the document.

Mr. Kirschenbaum requested that the paragraph at the top of the third page of the minutes in Old Business – Collection Development Policy be amended. After discussion the Board agreed that the last sentence of the paragraph be changed to:

The format of the motion was corrected to be consistent with Roberts Rules of Order.

The Board unanimously approved the amended minutes of the April 25, 2005 meeting.

APRIL 2005 SNO-ISLE PAYROLL, BENEFITS AND VOUCHERS

Mr. Kirschenbaum asked for clarification regarding travel and business expense reimbursement on the reconciliation of expenditures statement. Mr. Fonken explained that effective January 2005 employee travel and business expenses are reimbursed through the payroll system and the credit and debit entries in the reconciliation are accounting adjustments to the general ledger.

Mr. Selling moved to approve the April 2005 Sno-Isle payroll, benefits, and vouchers. Ms. De Fazio seconded the motion, and the Board unanimously approved the motion.

APRIL 17 THROUGH MAY 14, 2005 MONROE LCFA VOUCHERS

Ms. De Fazio moved to approve the April 17 through May 14, 2005 Monroe LCFA Vouchers. Ms. Stone seconded the motion.

Mr. Kirschenbaum requested clarification of the payment to Harvey Construction for building contingency. Mr. Fonken explained that the payment was a deposit required by the contractor for the floor replacement.

The Board unanimously approved the motion.

PUBLIC COMMENT

Mr. Edwards, a student from the Information School at the University of Washington, reported that he and Ms. Cunningham were attending the Board meeting as a fact finding session for a student project regarding the Library Capital Facility Area (LCFA) election process.

Ms. Woolf-Ivory suggested to the Board and Mr. Edwards that he and Ms. Cunningham meet with the Stanwood building committee and Stanwood Library Board.

COMMUNICATIONS TO THE BOARD

Ms. Woolf-Ivory brought to the Board’s attention the emails from customers and a letter to the editor from The Herald included in the Board’s day packet requesting additional hours for the Mill Creek Library. Ms. Woolf-Ivory will attend the Mill Creek Library Board meeting in June to discuss the terms of the annexation agreement and level of service provided. Ms. Steffener will attend the meeting as well.

MANAGEMENT REPORTS

Executive Director

Ms. Woolf-Ivory reported to the Board that she is continuing to work with the City of Stanwood and Lewis Architecture & Interiors to review the Thrifty Foods site as a possible site for a new library in Stanwood.

Ms. Woolf-Ivory reported that the Library District needs to renew the library service contract with the Friends of the Clinton Library. Staff are working with the attorney, and Ms. Woolf-Ivory informed the Board that she would provide a draft extension of the contract at the June meeting.

Ms. Woolf-Ivory reported that Ms. Karri Matau accepted the Development Coordinator position.

Ms. Woolf-Ivory reported that staff are working on updating The Future of Libraries, the Library District’s capital facility plan.

Ms. Woolf-Ivory updated the Board on the rotation of materials as defined in the Collection Development Policy:

  • Allows the Library District to move materials between buildings.
  • Facilitates materials that move in sets such as the International Collection to move between libraries that have similar collections

Ms. Woolf-Ivory informed the Board of the refurbishing of the Edmonds Library including new paint, equipment, and furnishings.

Ms. Woolf-Ivory updated the Board on the progress of the replacement of the Assistant Director position. She also informed the Board that the titles for the two “assistant director” positions will change to better reflect the position responsibilities: Director of Technical Services and Facilities and Director of Community Libraries and Technology.

Ms. Woolf-Ivory informed the Board that a staff member at the Monroe Library was struck by a library customer. The customer was arrested, and both charges and a no trespass order were placed against him.

Community Relations

Ms. Kelly informed the Board that the Executive Summary of the Arlington Community Survey was included in the Board’s day packet, and the survey will be on the June Board agenda as a discussion item.

OLD BUSINESS

Library Service Contracts

Ms. Woolf-Ivory updated the Board regarding her continuing work with contract cities.

SAFE ACT

Mr. Kirschenbaum moved that the Board indicate its support of the library sections of the SAFE Act by: transmitting the letters as drafted by the staff under the appropriate signatures, internally publicizing the Board’s action in such ways as having the letter ready to be given to patrons and including it on the Library District homepage, and externally publicizing the Board’s actions by press releases and other appropriate means. Ms. De Fazio seconded the motion.

Ms. Woolf-Ivory asked the Board for clarification regarding the publicizing of the letters.

Ms. Stone suggested a friendly amendment to the motion to restate the actions taken:

“that the letter as drafted by staff indicating the Board’s support of the library sections of the SAFE Act be transmitted under the appropriate signatures, be externally and internally disseminated at the discretion of staff, and be posted on the Library District’s homepage.”

Mr. Kirschenbaum and Ms. De Fazio accepted the amendment to the motion. The Board unanimously passed the amended motion.

Board Development / Administration Report

Ms. Woolf-Ivory introduced Todd Peterson from Norton-Arnold and Company.

Ms. De Fazio reporting for the Board Development / Administration Committee informed the Board that the committee had been working with Mr. Peterson on the agenda for the June 7, 2005 Board retreat.

The Board recessed for 15 minutes at 1:55 P.M. and reconvened at 2:10 P.M.

NEW BUSINESS

Resolution 05-03 – Mukilteo Advisory Library Board

Ms. Stone moved that the Sno-Isle Libraries Board of Trustees adopt Resolution 05-03 establishing an advisory library board for the Mukilteo Library and defining the duties of such board. Ms. De Fazio seconded the motion, and the Board unanimously approved the motion.

BOARD COMMENTS

Mr. Freeman reporting for the System Services Committee informed the Board that the committee met with Ms. Woolf-Ivory to review a request from a customer to purchase the book, Rantings of a Single Male, by Thomas Ellis. Collection Development staff as well as Ms. Woolf-Ivory evaluated the request and declined to add the specific title to the Libraries’ collection as it did not meet the criteria established in the Collection Development Policy. The book in question was not reviewed by reputable reviewers and was published by a self-publishing company.

The committee agreed with both the customer and staff that there were more items in the Library’s collection concerning the women’s rights movement as compared to the men’s rights movement. This is due in large part to the lack of materials currently published in this area. After reviewing the individual book request as well as the correspondence regarding the collection, the committee agreed with staff’s decision not to purchase the book. The decision guidelines for the purchasing of materials for the collection were followed very carefully and thoughtfully by staff.

The System Services Committee’s recommendation was that a letter be sent informing the customer of the committee’s decision. The Board agreed with the committee’s recommendation.

ADJOURNMENT

The meeting was adjourned at 2:25 P.M.

Next Meeting

The next regular Board meeting will be held on Monday, June 20, 2005 at 1:00 P.M. at the Mountlake Terrace Library.

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