BOARD OF TRUSTEES
PIERCE COUNTY LIBRARY SYSTEM
REGULAR MEETING, MARCH 7, 2012
CALL TO ORDER
Chair Stephen Albers called to order the regular meeting of the Pierce County Rural Library District
Board of Trustees March 7, 2012, 3:36 pm. Board members present were Robert Allen, Linda Ishem,
J.J. McCament and Allen Rose.
PUBLIC COMMENT
There was no public comment.
CONSENT AGENDA
1. Minutes of the February 8, 2012 Regular Meeting of the Board of Trustees
2. February 2012 Payroll, Benefits and Vouchers in the total amount of $2,058,343.51
a. Payroll Warrants 3304 - 3307, dated 02/01/12 – 02/29/12 in the amount of $5,037.03
b. Payroll Disbursement Voucher dated 02/06/12 in the amount of $699,961.75
c. Payroll Disbursement Voucher dated 02/21/12 in the amount of $519,728.87
d. Accounts Payable Warrants 616938 - 617191 dated 02/01/12 – 02/29/12 in the amount of
$833,615.86
Ms. McCament moved for approval of the consent agenda. Mr. Rose seconded the motion and it was
passed.
BOARD MEMBER REPORT
Ms. McCament: Ms. McCament visited the Key Center branch and looked at parking options. Parking
availability is very limited at the branch and expanded parking options appear to be as well. Lorie
Erickson and Sally Porter Smith recently visited the location with an architect to review renovation
possibilities. Mr. Rose reported that Chuck West had recently contacted him inquiring if county grant
funding were available for expanding parking at the Key Center branch. Mr. Rose works with the Pierce
County Executive’s Office.
Mr. Allen: Mr. Allen reported that he had recently finished reading “Hotel on the Corner of Bitter and
Sweet”, the Pierce County READS book. After attending a meeting in Seattle, he and a co-worker went
to the International District and visited the Wing Luke Museum. He discovered that the museum
conducts “Hotel on the Corner of Bitter and Sweet” walking tours and shared a brochure on the tour. He
was able to visit the Panama Hotel, which is highlighted in the book.
OFFICER REPORT
1. Branch Data: Square footage, public computers, and seating per capita are used to identify the
areas of most need. Square footage/per capita deficiencies are greatest at the South Hill and
Parkland/Spanaway libraries. Ms. Parikh also shared parking data for the branches. The standard is 4
parking spaces per 1,000 sq. ft. of building space. In response to a question about branch usage, Ms.
Parikh noted that Georgia Lomax had suggested that data should also be examined on per visit and
population.
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2. Introduction: Ms. Lomax introduced Petra McBride, her new Senior Administrative Assistant and
briefly spoke to her experience. The Board welcomed Ms. McBride to the library system.
3. January 2012 Statistical Snapshot: Ms. Lomax reported that the Board had been sent a proposed
statistical snapshot for their review. The snapshot would be prepared monthly. She asked if there was
additional or different data they would be interested in seeing. Ms. McCament responded that she would
like to see trends over a longer time period.
Ms. Lomax also reported that trends indicate that now that Wi-Fi is widely available in the branches, the
demand for physical computers is less pressing. Mr. Allen asked if there was a way to know if the library
has enough Wi-Fi capacity. Ms. Lomax noted that she will need to speak with the IT department
regarding Wi-Fi tracking to learn if there are peak usage hours or a saturation point. She noted that WiFi is now on separate lines as usage was slowing down the library’s network.
4. Smoke-Free Campus Communications Strategy: Ms. Getchell reported on the communications
strategy to inform the public that the library system will become a smoke and tobacco free campus on
April 2nd. She noted that the majority of comments and feedback to the proposal has been very positive.
5. IT Review: Ms. Parikh reported that the library system is engaged in a review of IT to look at
capacity, technology in use, structure and service. Carson Block, a library technology professional, has
begun meeting with staff and examining the structure of the library’s Information Technology. He will
develop recommendations to help the library position itself for the future.
6. 2012 Legislation: The proposed legislation to create metropolitan library districts has died.
7. Social Networking Communications: Mr. Allen asked how the library’s communications keep
ahead of the fast-moving spread of news with social media, such as Twitter or Facebook. Ms. Getchell
responded the message is more important than the speed we need to respond. The message has to be
consistent and respond in an appropriate fashion. She noted that the Library uses its Twitter and
Facebook sites to get messages out.
8. Paul Allen Foundation: Ms. Parikh shared an email from Lisa Arnold, Manager of the Grants and
Library Program, Paul Allen Foundation. Ms. Arnold had written to commend the Job and Business
Centers Project, stating “Your accomplishments are beyond my wildest dreams. We present quarterly
summaries of our most exciting, highest performing grants to the board; yours will be among them.”
9. DuPont Branch: On March 5th, DuPont Branch staff came to work to find a “foreclosure notice”
posted on the front door of the branch. The owner of the DuPont Station shopping center is trying to
restructure financing for the center and as a part of the process, the property is considered to be in
foreclosure. The library’s lease payments are up to date and the matter has been referred to the library’s
attorney.
10. “Why Libraries Matter”: Seattle Public Library is hosting a presentation on “Why Libraries Matter
in the 21st Century,” given by Molly Raphael, 2011-2012 President of the American Library Association.
Ms. Parikh reported that Board members and library staff have been invited to attend the presentation.
11. Pierce County READS: Ms. Parikh reported she had attended a fascinating Pierce County READS
program on the Supreme Court decision that over-turned the Japanese Internment executive order. The
most moving portion was when attendees (at first hesitantly) began sharing their memories of internment,
either personally experiencing it or relating family stories.
She also shared correspondence from Dave Zabell, Fife City Manager. Mr. Zabell had read the Pierce
County READS book, “Hotel on the Corner of Bitter and Sweet” and it inspired him to draft a
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proclamation for adoption by the Fife City Council. The proclamation proclaims February 19th as
“Commitment to Community Day”. Ms. Parikh read the proclamation aloud. She noted that the book
has genuinely touched people and made community connections, which is the purpose of the Pierce
County READS effort. (The proclamation will be included in the official minutes of the March 7, 2012
Board meeting.)
UNFINISHED BUSINESS
1. University Place Library Status:
a. Project Update: Lorie Erickson reported that the punchlist is complete and the field notebook
has been provided by the contractor. It is the checklist needed for LEED certification. The only
outstanding item is completion of the LEED certification, which is in progress.
b. Architect Fees: The outstanding architect fees and reimbursement of Ms. Erickson’s salary, as
per contract, has been paid by the City of University Place. Ms. Parikh noted that the property
closing process could be completed in April.
c. Anniversary Celebration: Lynne Hoffman, Foundation Director, reported that a one-year
opening anniversary celebration is being hosted by the Foundation.
d. Managing Librarian: Ms. Parikh reported that Jennifer Patterson has been hired as the new
University Place Managing Librarian. Ms. Patterson worked for the Seattle Public Library and
was also a former PCLS staff member.
2. Fife Library Budget: Clifford Jo, Finance Director, reported that the Fife library project is 95%
completed. The project was budgeted at $4.1 million, and to date $3.85 million has been spent. He
expects the project to come in under budget by approximately $90,000. The contingency line item was
heavily used. As expected, some of the funds were used for right-of-way issues. In addition,
contingency funds were used to pay for water mitigation issues and work related to the discovery of
artifacts on the site. $24,000 will be reimbursed by the City of Fife for a portion of the sewer and storm
drain work. The contract for the modular unit was amended for reconfiguration of the electrical work.
NEW BUSINESS
1. Alcohol Consumption on Library Premises Policy: Ms. Lomax reported that a recent request to
serve alcohol at an event in a branch library prompted research into past Board discussions on the issue.
In 2001, the Board had directed that no alcohol be consumed on library premises, with the exception of
library Foundation events, by the express permission of the Executive Director. The policy being
considered is a housekeeping policy that meets the established practice, as previously set by the Board.
Mr. Allen moved for adoption of the Alcohol Consumption on Library Premises Policy. Ms. Ishem
seconded the motion and it passed.
.
2. Public Art Recommendation:
a. University Place Library: Mary Getchell reported that the University Place Art Donation
Committee had recommended acceptance of artwork from Agnus McLin, a local artist. Ms. McLin
was approached during the University Place campaign and expressed interest in an art donation
rather than a monetary donation. The donated piece, titled “Shaman”, is a batik assemblage,
32”w x 40”h x 4”d and is encased in a Plexiglas box frame. It would be hung in the Karen
Bellamy Reading Lounge. The committee determined that the piece is of high quality and fits well
with the Pacific Northwest/natural feel that is present in the University Place Library architecture.
The art also meets the criteria of the Board policy.
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Ms. Ishem moved for acceptance of the art donation from Agnes McLin to be placed at the
University Place branch. Ms. McCament seconded the motion and it passed. The Board
expressed their appreciation to the artist for the donation.
b. Fife Library: The City of Fife Arts Commission released a call for art and received 22
respondents. Five pieces were purchased. The City proposed that one of the pieces be placed at
the Fife Library. In consultation with city and library representatives, it was determined that an
outdoor sculpture would be the most appropriate. The chosen piece is “Whispering Bird”, by
Marion-Lea Jamieson. She is experienced in durable artworks for the public realm commissioned
by local governments. “Whispering Bird” is a steel sculpture depicting a fox with a bird on its
back. The bird, with a human face, appears to be whispering to the fox. The steel sculpture, with
sealed rust patina, measures 16”h x 20” w x 12” d. The City would pay for full installation of the
sculpture on a sturdy pedestal, most likely in the patio area. In addition, the Fife Arts
Commission is interested in rotating displays in the future.
Ms. Ishem moved for acceptance of the donation of the “Whispering Bird” sculpture to be installed
at the Fife Library. Ms. McCament seconded the motion and it passed.
3. Leadership Roles for Library Trustees: The Board had been sent a brief from the Urban Libraries
Council, titled “Five Leadership Roles for Library Trustees”. Ms. Parikh thought the brief would be a
good opportunity for the Board to have an open discussion on their roles as Trustees and how the
Library System could support them in those roles.
Mr. Albers opened the discussion by speaking to the “Connector” piece. He felt the Board was
encouraged to be a connector between the community and the library system. Mr. Rose responded that
he felt it was important to develop and maintain a relationship with the community, without getting into
specific issues.
Ms. McCament spoke to the question of “What is my role?”. She felt it important that the Board meet its
obligation in the report function between the Executive Director and the Board. Advocacy, accountability
for funding and services to be delivered are vital. She stressed that Board members must be objective
representatives for the entire system rather than just the specific area they represent.
Mr. Allen noted that when he read through the document, he didn’t find any surprises in it. When he
came on the Board, the ideas already incorporated those he felt the Board should be doing. He also
spoke to fundraising, saying that he doesn’t wish to fundraise directly, but know the Board needs to be
supportive of the Foundation and carry its message. He also mentioned that Board members should
remember their position as Board members when their lives intersect in areas related to library business.
Ms. McCament said that Board members need to be mindful that the Board deals with policy and not day
to day operational issues.
Ms. Ishem stated that if the document is the ideal, then the Board is already close to that ideal. There is
no confusion between the role of staff and Board. She felt that they meet the five roles outlined in the
brief for the most part.
Mr. Albers spoke to the “visionary” role, stating he believes they are fortunate to have staff thinking on a
visionary level. He stated that being visionary was important and the Board needed to be engaged and
participatory in the vision and visionary efforts. Ms. Ishem noted that it was important to receive that
visionary piece through the presentations here and during the conferences where they can see it on a
nationwide level. She said it helps her to see the trends and helps in evaluating the proposals that come
to the Board. Mr. Albers mentioned that it helps having such a diverse Board, with different expertise
and experience.
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Mr. Rose mentioned the importance of being a customer-focused organization that asks the question
“what do they want”. Mr. Rose mentioned that he likes to see the data - how things are being used. Mr.
Albers asked if the library was listening to the right people; the right message. Sometimes it’s distorted
because we hear what we want to hear. Ms. McCament responded that when the library went to the
voters, it consistently stayed with the message of the four promises, and were able to stretch the funds a
year longer than promised due to prudent fiscal management.
Ms. McCament also mentioned that both she and Mr. Albers had served on the Library Foundation Board
and felt that experience was very useful when they came to the Library Board. She also said that they
were speaking to the culture of the organization. The culture has been carefully developed and carried
forward.
Mr. Rose noted that there is also a social movement aspect to the library, such as getting kids excited
about reading and supporting early learning to make good citizens. It is a ‘return of value’. The library
spends a lot of money on outreach. If they were to ask seniors if it was valuable, they would say it was
extremely valuable. The data shows the broad picture of how services and materials are used. Ms.
McCament noted that if she had been in attendance at the meeting that approved elimination of
bookmobile stops, she may have been the dissenting vote or made a plea for reinstatement when
funding was healthier. She spoke to the role bookmobile service plays in isolated or poor roles, noting
that it does make a difference to individual lives.
Ms. Parikh spoke to the ‘connector’ piece and stated that it was a role that library administrators would
like the Board to engage in more. As examples, she mentioned that Ms. McCament had opened a door
for Ms. Lomax to attend an important meeting and that Mr. Allen had provided important community data
available to him in his position with the county.
Ms. Parikh asked if there were ways the library could support the Trustees, such as talking points on
specific issues or data. Mr. Allen noted that perhaps bullet points of library services, examples related to
what the library provides from early childhood education, to jobs and business, inter-library loan
numbers, magazine usage, etc.
Ms. McCament noted that each Board member has a separate field of business and each has individual
connections that often can relate to a specific situation. Mr. Albers asked if Ms. Parikh was asking Board
members to be more active in the role as connectors. She responded that there are things happening in
areas where she doesn’t have personal connections so Board members may hear or learn things
unknown to the library. She would like more proactive thinking from the Board.
Ms. Parikh stated that the other big perspective is to continue dialog on this kind of things. Rather than
the library pushing the Board, the Board should push the library. Ms. Lomax suggested that Board
members let staff know how it can support the Board and supply the information the Board needs.
Ms. Parikh mentioned that annually she prepares a list of community and professional organizations that
library staff members are already involved. She asked if Board members wished for more opportunities
to speak on behalf of the library. Ms. McCament responded that if there were an appropriate occasion
when it would be beneficial to have a Board member speak, she would be willing.
Ms. Ishem asked if there were a process the Board could use to revisit this discussion on roles or do a
self-assessment on how they are meeting their role. Ms. Parikh stated that some Boards use a written
evaluation or self-assessment process and it is an appropriate method. Mr. Allen mentioned that he
would find a self-assessment useful. Ms. Parikh suggested that she and a Board member work together
to review available processes and documents to present to the Board for discussion. Ms. Ishem agreed
to work with Ms. Parikh. Mr. Albers mentioned that a piece of that is evaluating their work as a group
and how they work together. Mr. Allen stated that he liked the idea of a 360 process. There is some
Minutes of March 7, 2012 Regular Meeting
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reciprocity in that arrangement. Is the Board fulfilling its role in the organization and doing what it needs
to be doing.
EXECUTIVE SESSION
At 5:25 pm, Mr. Rose moved to enter into executive session as per RCW 42.30.110 for 25 minutes to
discuss of potential litigation. Ms. Ishem seconded the motion and it passed. The session was reopened
to the public at 6:02 pm
UNFINISHED BUSINESS CONTINUED
1. University Place Library Continued:
Ms. McCament moved that after discussing the options with legal counsel, the Board not pursue
damages for late charges associated with the University Place Library project. Ms. Ishem seconded the
motion and it passed.
ANNOUNCEMENTS
Mr. Rose announced he would not be in attendance at the Board meeting scheduled on April 11, 2012.
ADJOURNMENT
The meeting was adjourned at 6:04 pm on motion by Ms. McCament, seconded by Mr. Allen.
_______________________________________
Neel Parikh, Secretary
Minutes of March 7, 2012 Regular Meeting
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_______________________________________
Stephen Albers, Chair
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