Minutes from the January 17, 2006 Board of Trustees Monthly Meeting

The following worn out, obsolete, or no longer needed items (78 AV, 1221 fiction, 794 non-fiction, 2792 juvenile, 349 periodicals, 1084 other) were declared surplus, and the Director was authorized to negotiate their sale as an entire, unsorted lot. Total number of items to surplus was 6318.

VISITORS — No visitors.

APPROVAL OF MINUTES – December 19, 2005

Dorothy Evans moved the Board rescind the following motion to strike and reinsert the statement deleted from the November 21, 2005 minutes of the Board:

(On page 7, under Bookmobile schedule): “Because of other activities at the library, establishing a West Pasco branch location would not be possible until 2007.”

After discussion, Bonnie Taylor seconded the motion. The motion passed with five ayes (Dorothy Evans, Sandra LePage, Bob Marple, Shirley Painter, Bonnie Taylor) and one nay (Bob Schultz).

Bob Schultz moved, and Bonnie Taylor seconded, to approve the minutes with the previous correction. Approval was unanimous.

DIRECTOR’S REPORT

Danielle Krol reported that the past two weeks have been both very busy and very involved. The week of January 3, Evaluation Team members Harold Hayes, Community Services Manager; Janet Reid, Prosser Branch; Heidi Mikkelsen, Kennewick Branch; and Richard Pruiett, Pasco Branch, along with Ms. Krol visited the following libraries: Jackson County Library in Medford, Oregon; the Port Angeles Branch of the North Olympic Library System; the Gig Harbor Branch of the Pierce County Library System; as well as branches at Seattle Public Library and King County Library.

Ms. Krol commented that the Field Trip was invaluable, as members of the Evaluation Team were able to talk with staff at these branches and see self-service equipment being used.

The week of January 9, two companies, The Card Meter System (CMS) Company and Comprise Technologies, demonstrated their products to the Evaluation Team.

The Board will be receiving the report from Joe Ford at the next monthly meeting.

Ms. Krol commended staff on the Evaluation Team. Additionally, Ms. Krol stated that Joe Ford felt we had a great staff.

Ms. Krol will be going to 2006 ALA Mid-Winter Meeting. The primary purpose of this will be to recruit the remaining middle-managers: Youth & Outreach Services Manager and Support Services Manager. If MCLS is unable to recruit successful candidates at ALA Mid-Winter, Ms. Krol felt she might have to wait until PLA in March. The fact that these positions are not filled has held up the filling of other positions, such as Service to Diverse Populations.

Ms. Krol updated the Board that the Executive Assistant position will be re-advertised.

Additionally, Ms. Krol called and talked to the State Librarian of Louisiana regarding any librarians in Louisiana displaced by the hurricanes that might be in the market for MCLS middle-manager positions. The State Librarian asked for job descriptions.

Shirley Painter expressed her interest in receiving Joe Ford’s report. Ms. Painter then asked the Board if they would like to hold a special meeting on the report. The consensus of the Board was to wait until the next regular meeting to discuss Mr. Ford’s report.

Community Services Manager Report

Harold Hayes answered two questions raised by Bonnie Taylor at the December Board Meeting, which he was unable to attend.

1. The Patterson School applied for a Connecting Learners to Libraries Grant through the State Library and had the Prosser branch as its partner. The Patterson School is 25-30 miles away from our Prosser branch. Three groups of adolescents, grades 5-8, toured the library, participated in a Dewey Decimal System riddle game, and were shown basic reference book use on material not available in school libraries.

2. According to Helen Tobin, the Connell Friends group had dwindled. Recently, the Friends group has generated new members and ideas. The new president is Louise Jones. The Friends groups will be participating in book sales, getting schools involved, providing gift certificates for prizes for programs, and maintaining the courtyard at the Connell Branch.

Bonnie Taylor asked Mr. Hayes if the Connell Friends were selling books, and if so, if it was a 501 C3 organization. Ms. Taylor stated that MCLS needs to have a formal agreement with this Friends group. She suggested the Connell Friends group might want to work with the Friends of the Library.

REPORTS

• MCL Foundation

Bonnie Taylor reported the Foundation will hold its next meeting on the last Thursday of the month, January 26. Ms. Taylor stated the Foundation will be going forward with a number of projects, including Lit Fest.

• Friends of the Library

Bonnie Taylor reported the Friends of the Library are holding their Giant Book Sale on Friday and Saturday, January 27 & 28, from 9 AM to 5 PM at the Kennewick, Keewaydin and Pasco Libraries, and on Sunday, January 29 from 1-4 PM at the Kennewick and Pasco branches. Ms. Taylor stated that the Friends needed volunteers to help work at this sale.

QUESTIONS/COMMENTS RE: PRINTED REPORTS

There were no questions regarding printed reports.

ACTION ITEMS

• Recommendation to the County Commissioners on Board Reappointment

Bob Schultz moved, and Dorothy Evans seconded, that the Board recommend Gloria Garcia to the Benton and Franklin County Commissioners to serve as a Trustee for a second term, ending December 31, 2012. The motion passed unanimously.

• Gift Policy, Second Reading

After a brief discussion on the use of the word “surplus” versus “giving”, Bob Schultz moved, and Dorothy Evans seconded, the Board approve the revision of the Gift Policy as written, effective immediately. The motion passed unanimously.

• More hours for Benton City

Dorothy Evans moved, and Bonnie Taylor seconded, to authorize the Director to increase the Associate I clerk hours to 19 hours and eliminate the 15 hours per week as Page and to create a 10 hour per week Page position for the Benton City Branch, effective immediately. The motion passed unanimously.

DISCUSSION ITEMS

• System-wide Security

Shirley Painter recommended the Board read the enclosed article entitled “The Self Weeding Collection.”

Danielle Krol introduced staff members Richard Pruiett and Kris Giraldin, who were in attendance. Mr. Pruiett and Ms. Giraldin both served on the Evaluation Team for Self-Service Technology. Ms. Krol stated that the number of computers to be affected by PC reservation was 110, and the number of self-check machines as stated in the RFP was 11.

Ms. Painter pointed out to the Board that the Evaluation Team had further questions for the vendors who presented. Ms. Krol stated that the current timeline places implementation of self-service technology in May 2006.

Dorothy Evans stated she thought the Evaluation Process lead by Joe Ford was exceptional.

Bonnie Taylor said she wanted to know the cost of the maintenance contracts and insurance, the life of the self-check machines, replacement costs per machine, which related back to the upcoming discussion item “Library Capital Reserve Fund”.

Ms. Krol told the Board that most of the money being spent on pc reservation and print control is going towards the purchase of the software; the cost of the hardware was only a small part of purchase.

Ms. Taylor said she would like the answers to the questions she raised to be on paper, for use in future planning.

Leoné Michalec then circulated a handout entitled, “Mid-Columbia Library District Library Capital Reserve Fund.” Ms. Michalec pointed out that out of the fund, there had not been a transfer out since 1986 but there had not been a transfer in since 1997.

Ms. Painter suggested this portion of the conversation by saved for the discussion item “Library Capital Reserve Fund,” and asked dialog move back to the security issue.

Bob Marple stated that there was a need for an inventory of all assets held by MCLS. Mr. Marple felt that an inventory was needed to see what kind of problem MCLS currently has. Additionally, Mr. Marple asked Ms. Michalec what kind of insurance coverage MCLS currently has. Ms. Michalec replied that MCLS coverage formerly had a dollar amount per book, but that is no longer the practice with our current insurance provider.

Ms. Taylor asked if MCLS eliminated security, would that then affect insurance. Ms. Taylor asserted that these questions brings up MCLS’ need for a security policy. Additionally, Ms. Taylor said that express checkout has made the Board re-examine security as well as the Library Capital Reserve Fund.

Ms. Krol then directed the Board to a memo included in their supplementary items folder. Ms. Krol stated that she had polled numerous members of the staff, and that all of the staff polled wanted to eliminate the use of security strips and that staff did not want to continue to use the current system. Additionally, Ms. Krol asserted MCLS needed to conduct an inventory.

Ms. Painter asked Ms. Krol if the current number of items missing was 6,100. Ms. Krol answered that the 6,100 items were items that were checked out and not returned. Ms. Krol mentioned that many libraries employ the use of collection agencies to recover these non-returned materials.

Ms. Evans said to Mr. Marple that most libraries do not do inventories because she thought in some cases it would be more expensive to conduct the inventory than to replace the books. Ms. Taylor stated that the American Library Association recommends regular inventories.

Ms. Painter stated that the Board needed facts and figures on how long the inventory would take and that a specific time frame is needed. Ms. Krol responded that Jeannie Connor had written to a library system in Myrtle Beach, South Carolina which recently conducted an inventory. According to a staff member at Myrtle Beach, it took staff 10.66 seconds to catalog each item. Ms. Krol them provided the Board with the email exchange.

Ms. Painter said one issue brought up in the Pro’s and Con’s memo, included in the Board’s supplementary items folder, would be to wait two years, due to the length of the inventory process, which would cause the RFP process to start over again. Ms. Taylor stated MCLS needed a security policy. Ms. Painter then said that MCLS needed to be prepared for the issues raised by Multnomah County Library.

Bob Schultz stated that when MCLS automated, barcodes were put on all books as a means to know where the books were. Mr. Schultz stated that the Board needed to see if the security gates were an effective means but in the current situation there was no way to know. Mr. Schultz proposed conducting an inventory, then turn the security gates off for an amount of time, re-inventory the collection, and see if there is noticeable difference. Additionally, Mr. Schultz stated that since the last inventory was conducted in 2002, by performing an inventory, the Board would know how many items had been stolen since 2002.

Ms. Painter stated that RFID technology is coming forward. Ms. Taylor stated that Joe Ford said RFID technology would be more accessible in around eighteen months. Ms. Taylor also said that RFID would allow an inventory to be conducted instantaneously.

Ms. Evans stated that unlike the other vendors of self-check stations, Polaris was concentrating on RFID technology, rather than tattle-tape. Ms. Evans said that Joe Ford asserted that RFID is the future. Ms. Evans further stated that MCLS could purchase the Polaris machines without RFID technology at $5,000 each and then choose to upgrade to RFID in two to three years when RFID will be more reasonable, rather than purchase Polaris machines with RFID technology initially.

Mr. Marple asked what Kris Giraldin thought of the issue. Ms. Giraldin felt that she did not know enough information.

Ms. Taylor reminded the Board that the Board needed to approach the issue delicately when approaching the public. Ms. Painter interjected that this was important, especially with the possibility of a levy lid lift election in the upcoming years.

Ms. Krol stated that she thought the members of the Board should visit the branches on the west side of the state to see self-service technology first-hand in action. Additionally, Ms. Krol said that in every library system they visited, the decision of security came down to a philosophical question focused on service v. security.

Ms. Painter pointed out to the Board that Library Legislative Day is February 9. Ms. Painter then asked the Board if anyone was planning on attending. Ms. Krol suggested that Board members who were planning on attending Library Legislative Day could visit branches to see self-service technology at the same time.

• Vendor Demonstrations: January 10-11, 2006

Dorothy Evans stated that she was very excited and thought that self-service technology will be a great morale booster.

• Richland Public Library

Shirley Painter informed the Board that she had received a call from Marilyn Allen, who is currently heading the bond issue to expand the Richland Public Library. Ms. Painter said that Ms. Allen had wanted MCLS to support them in their effort with an endorsement. Ms. Painter stated that Ms. Allen said an endorsement would positively reflect on MCLS to the residents of Richland.

Bonnie Taylor stated that Ms. Allen had also contacted her inquiring about an endorsement. Ms. Taylor felt that the bond issue was currently in the talking stages.

After a brief discussion on whether an endorsement of a bond would be political, the Board agreed to ask Diehl Rettig regarding the legality of such an endorsement.

• Library Capital Reserve Fund

Shirley Painter directed the Board to questions from Bonnie Taylor and answers from the Finance Committee regarding the Library Capital Reserve Fund.

Discussion ensued regarding cash rollover. Dorothy Evans asked if monies from cash rollover could be placed into the Library Capital Reserve Fund. Leoné Michalec responded that it was possible to do so.

Ms. Taylor described to the Board the practices of Pierce County with regard to their Capital Reserve Fund. Ms. Michalec described the practices of Spokane County and their Capital Improvements Fund. Ms. Michalec then described the current practice of purchasing capital equipment through cash carry forward.

Bob Schultz stated that the Board needed to examine the Fund and then think ahead towards the creation of a new branch in West Pasco.

Danielle Krol discussed the current practice at Pierce County, citing the Gig Harbor branch she visited recently. Ms. Taylor said that Piece County plans three to four years ahead of time with regard to its capital purchases.

Sandra LePage asked the Board if MCLS currently engages in long-range planning. Ms. Michalec responded that while we do five year forecasting for revenues and expenditures that long-range planning had not been pursued.

Ms. Taylor stated that she was concerned the public would view the Library Capital Reserve Fund as a savings account, and that the Board needed to review and examine it to determine what we are/will use it for.

Ms. Painter felt that more discussion needed to occur on this topic in committee, and referred the item to the Planning and Development Committee.

Ms. Krol asserted that she wanted a bottom-line figure of how much MCLS needs to keep in the Library Capital Reserve Fund before we engage in planning. Ms. Krol further stated that MCLS needed to engage the services of a CPA to determine this number.

Bob Schultz stated that MCLS needed the services of a CPA to determine the cost to maintain current capital, and then to determine what is left to use for future use.

Mr. Schultz moved, and Bob Marple seconded, the Board authorize the Director to engage a CPA to examine what is needed to maintain current capital as well as to purchase future capital with the understanding that the Director would bring back three candidates to the Board for final approval. The motion passed unanimously.

• Benton City Library

Harold Hayes reported that the meeting of the Benton City Library Building Committee would take place tomorrow at the new Benton City Library.

INFORMATION ITEMS