BOARD MEETING MINUTES

The following worn out, obsolete, or no longer needed items (13 AV, 378 fiction, 176 non-fiction, 190 juvenile, 430 periodicals, 196 other) were declared surplus, and the Director was authorized to negotiate their sale as an entire, unsorted lot. Total number of items surplused was 1,383.

APPROVAL OF MINUTES – January 17, 2006

Shirley Painter asked the Action Item on page 4 “More hours for Benton City” read “More Staff Hours for Benton City” to more accurately reflect the nature of the action item.

Danielle Krol asked on page 6, the fourth paragraph down, second line that “Joe Ford said RFID technology would be more accessible in around eighteen months” be changed to read “Joe Ford said RFID technology would be more affordable in around eighteen months”

Approval of the minutes was unanimous.

VISITORS

Matt Bellamy, employee of 3-M, said that he wanted to know more about the Mid-Columbia Library System. Mr. Bellamy expressed that while the Board had discussed a service v. security dichotomy in past meetings, that he felt library systems throughout the country had effective security for parts or all of their collections while still providing good service. Mr. Bellamy further expressed his willingness to serve as a resource on the matter. Bonnie Taylor requested a list of library systems that use security systems throughout the country be sent to Ms. Painter for the Board’s reference.

Kevin Dougherty, President of Local 2237, expressed that staff are concerned with the new job descriptions, have a lot of suggestions, and hoped the Board would not act quickly. Mr. Dougherty stated that a lot of the education and experience requirements had been changed in the new job descriptions.

DIRECTOR’S REPORT

Danielle Krol requested how many Board members intended to attend WLA in Tacoma. Ms. Krol requested that those Board members who planned to attend WLA also accompany Ms. Krol on field trips to library systems in the Puget Sound area that currently utilize self-service technology.

Ms. Krol reported that she and Harold Hayes, Community Services Manager, had identified eleven staff members to visit and shadow staff at various library systems. Ms. Krol said that two field trips were planned prior to WLA. Additionally, these staff members will be provided with a set of questions and guidelines with regard to what each staff member should observe. These eleven staff members are not the same staff members who visited branches during the January field trip on self-service technology. King County has been very gracious in allowing staff and facilities for our staff to shadow and visit, respectively.

The Friends of the Library have donated a beautiful bronze bust of the Kennewick Man, which will be formally unveiled on February 24, at 1:00 pm at the Kennewick Branch.

Ms. Krol felt that the Benton City Grand Opening had gone exceptionally well but would report on it later in the meeting. She was pleased to inform the Board that this past Saturday, seventeen people had been waiting outside for the Benton City library to open.

Ms. Krol also informed the Board she would be attending the PLA National Conference in March.

REPORTS

· MCL Foundation

Annanaomi Sams reported the Foundation is moving ahead with LitFest 2006 and is looking ahead to share an author with the WLA Conference with LitFest in 2007.

QUESTIONS/COMMENTS RE: PRINTED REPORTS

Bonnie Taylor expressed worry to Leoné Michalec regarding the revenue resulting from the increase in fines and fees. Ms. Taylor was concerned that the revenue resulting from the increase in fines and fees would not be adequate to support the technology costs it was originally intended to fund.

Ms. Michalec responded that the revenue from the increase in fines and fees was intended for the maintenance of the new technologies as well as staff training on the new technologies. Ms. Michalec explained how she arrived at the numbers regarding the revenue. Ms. Michalec expressed that she was not yet worried and that January is typically a slower month.

Ms. Taylor requested that Ms. Michalec provide information on the revenue resulting from the fines and fees to the Board on a monthly basis.

Ms. Taylor asked Ms. Michalec about her five year projection, dated July 2005, that predicted MCLS would go into the red; however, Ms. Michalec’s projections were only based on expenditures in salaries and wages. Shirley Painter suggested this inquiry be directed to the Finance Committee.

Ms. Taylor requested that any revisions to the Budget be indicated so that comparing the preliminary budget with the revised budget would more easily reveal changes as well as the rationale behind the change. Ms. Michalec expressed that this is our customary practice in budget revision.

EDUCATIONAL REPORT – JEANNE GOODRICH

Subsequent to the organizational assessment, Ms. Goodrich was asked to conduct a classification study and a compensation study. Ms. Goodrich wanted to share with the Board the process and methodology of both studies.

Ms. Goodrich has worked in public libraries for over 34 years, with six years of those as a consultant.

Ms. Goodrich stated the methodology used in the compensation and classification studies is consistent with those used in both the public and private sector.

Ms. Goodrich explained that a classification study gives an organization a sense of what kind of work is done by the employee, including the central duties, knowledge, skills, abilities, competencies, physical requirements and working conditions. Ms. Goodrich asked every employee in the system to participate and had almost 100% participation in the study, including over 70 interviews with individual employees or groups of employees. Additionally, Ms. Goodrich gave the employees task lists to complete, which gave opportunities for employees to describe job duties, purpose of their job, allocation of time, and supervisory responsibilities.

Based on the above, Ms. Goodrich wrote twenty-five job descriptions covering almost all positions. These job descriptions were generic, “umbrella” job descriptions. Ms. Goodrich stated this is the current approach taken in composing job descriptions, as it gives Human Resources more flexibility.

Additionally, Ms. Goodrich prepared a hierarchy of jobs within the Mid-Columbia Library System and determined where current positions are placed in the new system.

Ms. Goodrich collapsed some job descriptions, as in the case of Assistant II, II-A, and III, where there were a large overlap of duties and in some cases, no true distinction between the three. She also created new job titles to more accurately reflect the work being done; some job descriptions did not fit actual jobs.

Ms. Goodrich is still collecting questions from staff on the classification study.

Ms. Goodrich reported that the compensation study examined and defined our labor market, as well as comparable jurisdictions in the region, focusing on benchmark positions. Ms. Goodrich reported that a survey was sent to fourteen different jurisdictions, focusing on seven benchmark positions.

From this information, Ms. Goodrich determined a high point, low point, and the median for salaries of employees in comparable jurisdictions. For our purposes, Ms. Goodrich focused on the median to determine if our current salaries are competitive with regard to compensation. Her findings are in the compensation study.

EXECUTIVE SESSION (RCW 42.30.110 (g)) - Personnel, Labor Negotiations

An executive session was called by Chair Shirley Painter from 7:33 P.M. to 8:18 P.M. At 8:14 P.M., the Board extended executive session until 8:30 P.M. The Board moved out of executive session at 8:29 P.M.

ACTION ITEMS

• PC Reservation/Print Management

Dorothy Evans moved, and Sandra LePage seconded, that the Board recommend and authorize the Director to proceed with contract negotiations with Comprise Technologies for the PC reservation and print control technology. The motion carried.

• Self-Check Stations

Bonnie Taylor moved, and Bob Schultz seconded, to lay the pending question on the table. Five voted yes and Ms. Evans and Mr. Marple voted no. The motion carried.

• Salary Adjustment for Kara Fennell

Bonnie Taylor moved, and Dorothy Evans seconded, to authorize the Director to increase Ms. Fennell’s salary two steps above her natural salary-step progression for the period of February through August while Ms. Fennell takes on the duties for the 2006 Summer Reading Program. The motion carried.

• Temporary Summer Reading Program Clerk

Gloria Garcia moved, and Sandra LePage seconded, to authorize the Director to hire a Summer Reading Program Clerk for no more that 20 weeks at Step A of the Assistant IIA classification to support the Summer Reading Program. The motion carried.

• Temporary Administrative Clerk Position

Dorothy Evans moved, and Bob Schultz seconded, to authorize the Director to reassign Mr. Stajdurhar to the temporary position of Administrative Clerk with a salary of $11.24/hour and make him whole back to November 9, 2005. Mr. Schultz moved to amend the motion, striking “make him whole back” and replace it with “to make his salary retroactive.” The amendment was accepted. The amended motion carried.

• Support Services Manager’s Title and Salary

Dorothy Evans moved, and Bob Schultz seconded, to authorize the Director to change the title of the Support Services Manager to the Support Services Director and increase the salary range to $48,756 - $64,188. The motion carried.

• Small & Attractive Assets Policy, First Reading

Second Reading is scheduled for March 20, 2006.

• Property and Liability Insurance Annual Renewal

Bob Schultz moved, and Gloria Garcia seconded, to approve the renewal of MCLS’ insurance policy with James N. French Insurance, Inc. as presented. The motion carried.

Bob Schultz moved, and Dorothy Evans seconded, to approve for payment voucher #7438 in the amount of $33,559.66. The motion carried.

• Resolution No. 2006-01

Bob Schultz moved, and Dorothy Evans seconded, to lay the pending question on the table. The motion carried.

DISCUSSION ITEMS

• Transfer of Funds from General Fund to Library Capital Reserve Fund

Dorothy Evans moved the Board transfer $25,000 to the Capital Reserve Fund. Ms. Evans’ proposal was not seconded. Shirley Painter asked that Ms. Evans raise this issue with the Finance Committee prior to bringing it before the Board.

• Recognition

Shirley Painter presented Bob Marple with a framed certificate for his service as a Trustee.

• Services in West Pasco

Bob Schultz reported that he had called Gary Crutchfield, City Manager for the City of Pasco. Mr. Crutchfield recommended the Board write a letter to the Pasco City Council expressing interest in forming a committee to determine the feasibility of additional library services in West Pasco. Mr. Crutchfield also stated that a letter would have to go out soon, as the City would be assigning placements on committees in the near future.

Shirley Painter asked Bob Schultz to compose the recommended letter on behalf of the Board.

• Interview Committee

Shirley Painter announced four candidates had applied for the Board position vacated by Bob Marple. Dorothy Evans, Bonnie Taylor, and Shirley Painter will serve on the interview committee.

INFORMATION ITEMS

• Benton City Grand Opening

Danielle Krol and Harold Hayes both reported the Benton City Grand Opening was a huge success, with 300 people stampeding into the library. Dorothy Evans reported that everyone had smiles on their faces. Ms. Krol thanked Harold Hayes for spearheading the move and the opening, Kyle Cox for creating signage and brochures, and the staff and volunteers who made it such a success.

Shirley Painter asked that something go to Janice McIntyre, who portrayed the White Witch, on behalf of the Board thanking her for her time at the Grand Opening.

• Newspaper/Periodical Articles/Misc.

The Board gave a round of applause to Bonnie Taylor for being named Kennewick Woman of the Year.

Bonnie Taylor asked Kyle Cox to contact Michelle Tvedt from West Pasco who used the Richland Public Library and to find out why she is using the Richland Public Library. Ms. Taylor also noted that Richland Public Library has 11,000 non-resident cards issued.

• Statistics

Bonnie Taylor inquired as to how the Mid-Columbia Library System knows how many people visit the libraries. Danielle Krol and Harold Hayes both responded that some libraries had counters.

• Board of Trustees Governance Committees

Shirley Painter asserted that the Planning & Development Committee must represent the community’s interests.

Dorothy Evans said that the Planning Committee is a committee; the person who is totally in charge in carrying out the plans and in actuality is in charge of planning is the Director, and that the Board needed to give the Director full reign and support as long as the Board was in agreement. If the Board disagreed on an issue, it is the Board’s responsibility to inform the Director of the impasse to avoid embarrassment for parties involved.

Bonnie Taylor said that support needs to go two ways; the Board needed to have input in the direction of the Library and that the Board needed to have plans that fulfill a vision. Ms. Taylor agreed that we need to be supportive of the library director but hoped the library director would be supportive of the vision of what the community thinks it needs in the library.

Ms. Evans said the Board needed to watch how important they thought their ideas were versus the Director’s ideas, which she conveyed were sometimes based on facts and information that the Board might not be aware of.

• Improving Efficiency in Meetings

Kyle Cox presented information he gained from attending Margery Price’s seminars on Minutes and Parliamentary Procedure. Shirley Painter suggested this information be evaluated by the Administrative Committee for future use by the Board.

• Insurance Coverage

Leoné Michalec informed the Board that materials are covered as personal property. Actual replacement cost now applies. Additionally, MCLS insurance policies give ample coverage for potential damages.

STAFF ANNOUNCEMENTS/COMMENTS

Kevin Dougherty informed the Board that the Bookmobile currently has nine stops in West Pasco. Additionally, Mr. Dougherty said that the Bookmobile is constantly looking for new stops.

Ms. Painter asked what time of day the stops were being made, hoping they were being made on evenings and weekends when residents would be home.

BOARD COMMENTS

Shirley Painter inquired as to how staff handle complaints. Harold Hayes responded by saying there are currently complaint forms at each branch. Complaints of a routine nature are most often dealt with at the branch level. If they are specific or of an unusual nature, they are brought to a higher level.

Mr. Hayes stated that staff are currently tracking complaints related to the increase in fines and fees to see if there is a significant increase in complaints.

Ms. Painter pointed out Diehl Rettig’s letter regarding the legality of MCLS support of the Richland Public Library Bond election. Ms. Painter will come back to the Board to determine support of such an effort at a later date.

Ms. Painter asked if a committee chair knows a committee member cannot attend a meeting to inform her of the absence so that she or another Board member can attend in their stead.

Ms. Painter assigned the Library Administration and Management Association (LAMA) policies to the Planning & Development Committee for review.