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Meeting 2006-10-23

Sno-Isle Libraries
Board of Trustees

Regular Monthly Meeting
Monday, October 23, 2006
Meeting Minutes

President Steffener called the meeting to order at 1:01 P.M. at the Service Center.

Board Members Present: Jacquelyn DeFazio, Bob Freeman, Art Kirschenbaum, Art Peterson, Joel Selling, Jeanne Steffener

Board Absent: Alanna Stone

Staff Present: Judy Carter, Jeanne Crisp, Arch Fonken, Mary Kelly, Pat Olafson, Jonalyn Woolf-Ivory

Staff Absent: Cheryl Telford

Ms. Woolf-Ivory requested the Executive Session be moved forward on the agenda.

Mr. Selling moved to accept the amended agenda. Jackie DeFazio seconded the motion, and the Board unanimously approved the motion.

Mr. Kirschenbaum requested the removal of the Minutes of the September 25, 2006 Meeting from the Consent Agenda.
Ms. DeFazio moved to approve the following:
• September 2006 Sno-Isle Payroll, Benefits and Vouchers
• September 17 through October 16, 2006 Snohomish LCFA Vouchers
Mr. Kirschenbaum seconded the motion, and the Board unanimously approved the motion.


Mr. Kirschenbaum requested that the wording of the first paragraph in New Business - Friends of the Library Agreement be corrected to read:

In 2006, the State Auditor recommended to the Board of Trustees that the Library District institute formal agreements with all Friends groups insuring that monies earned from the sale of surplus library materials would support the Library District.

Mr. Selling moved to accept the September 25, 2006 Meeting Minutes as amended. Ms. DeFazio seconded the motion, and the Board unanimously approved the motion.

Steve Boyd, MacDonald Boyd and Associates; Yoshi Shelton, Mill Creek

Ms. Shelton addressed the Board regarding property taxes paid by the Snohomish County residents of Bothell, liability insurance for the Sno-Isle Libraries Board of Trustees and local community library boards, and public postings for Library District meetings.

President Steffener brought to the Board's attention a note from retiring Stanwood Library branch manager Icle Crow.

Executive Director
Ms. Woolf-Ivory brought to the Board's attention the following items included in the day packet:
• Newspaper articles regarding the City of Lynnwood's annexation to the Library District
• Newspaper article regarding the resignation of Mayor Walty, City of Lake Stevens
• Correspondence complimenting a Mill Creek staff member
• Correspondence from the Mill Creek Library Board requesting additional Sunday hours during the summer at the Mill Creek Library
• Article from the Friends of the Library U.S.A. newsletter regarding National Friends of the Library Week
• Sno-Isle Libraries Foundation staff edition newsletter regarding the new Library Circle of Friends endowment fund, and
• Newsletter distributed to staff by Human Resources regarding staff benefit changes in 2007.

Ms. Woolf-Ivory updated the Board regarding the potential properties being considered for a new Lake Stevens Library.

Ms. Woolf-Ivory reported to the Board that Karri Matau, Sno-Isle Libraries Foundation Executive Director, would participate in the Urban Libraries Council fellowship program for library leaders.

Ms. Woolf-Ivory informed the Board that Art Peterson and Joann Peterson, representing the Friends of the Freeland Library, and she attended a meeting of the Whatcom County Library District Board of Trustees to provide information regarding facility ownership.

Ms. Woolf-Ivory reported the Sno-Isle Libraries Foundation Gala grossed approximately $50,000.

Public Hearing on 2007 Proposed Budget
A public hearing on the 2007 proposed budget, as required by state law, was opened at 1:32 P.M.

There were no comments on the 2007 proposed budget.

The hearing was closed at 1: 33 P.M.

2007 Preliminary Budget Proposal
Ms. Woolf-Ivory reported to the Board that staff met with the Finance Committee earlier in the month to present two versions of the 2007 proposed budget – one with a 16% materials budget and one with a 16.5% materials budget. After discussion, the committee directed staff to present the 16% materials budget to the Board.

Mr. Peterson, reporting for the Finance Committee, explained to the Board that the committee was satisfied that the 16% materials budget would keep the Library District in the top tier of peer libraries.

Mr. Fonken and Ms. Woolf-Ivory detailed the changes to the 2007 proposed budget from the September proposal:
• Reduction in property tax revenue of $193,000 due to more information on new construction from the assessor's office
• Increase of $100,000 in investment interest based on current investment data, and
• Increase of $600,000 to ending cash balances based on year to date revenue and expenditures.

• Reduction of contribution to the Land Acquisition Reserve Fund by $143,000
• Reduction of $1,000,000 in salaries and benefits,
• Reduction of approximately $540,000 in machinery and equipment expenditures, and
• Increase of approximately $293,000 to cover the cost of equipment, facilities, and staff for a Camano Island pilot library project.

The Board directed staff to move forward with the 2007 proposed budget as presented.

The Board went into Executive Session at 1:50 P.M. for approximately one hour for the purpose of discussing the Executive Director's evaluation.

Mr. Steve Boyd, MacDonald Boyd and Associates, and Ms. Woolf-Ivory were in attendance.

The Executive Session ended at 3:02 P.M.

The Board recessed for 10 minutes at 3:03 P.M. and reconvened at 3:13 P.M.

Capital Facilities Planning
Mr. Freeman, reporting for the Systems Services Committee, informed the Board that the committee continues to work with Berk and Associates regarding the Citizens Advisory Council. A letter of invitation to potential Council members, documentation on the purpose of the Council, and a list of potential Council members have been developed.

Mr. Freeman also informed the Board that tentative dates for the two council meetings have been established – November 29, 2006 and January 8, 2007.

Board Administration / Development Committee Report
Ms. DeFazio, reporting for the Board Administration / Development Committee, updated the retreat scheduled on November 2, 2006 starting at 9:00am.

The first segment of the retreat will last approximately 2 hours and will focus on key issues of librarianship.

The second segment facilitated by Colleen Blake, Agreement Dynamics, will last approximately 3 hours. This segment will include the development of a strategic focus / work plan for the Board of Trustees.

Trustee Re-Appointment
Mr. Kirschenbaum moved the Board of Trustees direct staff to send a letter to the Board of Island County Commissioners and the Snohomish County Council requesting the re-appointment of Art Peterson to an additional term on the Sno-Isle Libraries Board of Trustees. Ms. DeFazio seconded the motion, and the Board unanimously passed the motion.

Mukilteo Advisory Library Board Vacancy
Mr. Freeman moved the Sno-Isle Board of Trustees re- appoint Michael Chun and Peggy Nye to three-year terms on the Mukilteo Advisory Library Board effective December 1, 2006. Mr. Selling seconded the motion, and the Board unanimously passed the motion.

Ms. Woolf-Ivory informed the Board that the Mukilteo Advisory Library Board requested a Trustee attend its November 9, 2006 meeting. Mr. Kirschenbaum and Mr. Freeman volunteered to attend the meeting.

Ms. Steffener explained the decision matrix which will be monitored by the Board Administration / Development Committee to track pending Trustee projects.

The Board complimented staff for their excellent work on the Foundation's annual gala held at the Monroe Library.

The meeting adjourned at 3:37 P.M.

Next Meeting
The next regular Board meeting will be held Monday, November 27, 2006 at
1:00 P.M. at the Marysville Service Center.

President Secretary

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