Board of Trustees
Pierce County Library System
Regular Meeting, November 9, 2011
Call To Order
Vice-Chair Stephen Albers called to order the regular meeting of the Pierce County Rural Library District Board of Trustees on November 9, 2011, 3:34 pm. Board members present were Robert Allen, Linda Ishem and Allen Rose. J.J. McCament was excused.
Public Comment
Kathy Rasmussen: Ms. Rasmussen appeared before the Board to express her concern about the elimination of bookmobile stops in 2012. She stated that she was appalled that Pierce County Library System is cutting bookmobiles out from the county and wondered if the library had looked at all options, such as reducing the schedule to once every three weeks instead of two and using only one bookmobile instead of both vehicles. Such a plan would appease the taxpayers that keep the library system running. She noted that there are a lot of people of all ages affected by this decision.
She asked, “Why the astronomical nose dive in service reduction?” Neel Parikh responded that the 97% of the library system’s revenue comes from property taxes and revenue for 2012 will decline by 8.2%. Mr. Rose noted that the reason the library system has pursued reciprocal borrowing privileges with other library systems was to expand accessibility to libraries.
David Schrader: He first wished to compliment the staff on the bookmobiles. He said that his primary concern relates to children. The bookmobile is colorful and it draws children in. He stated that Outreach service is part of the core of the library system and as part of the core, it brings in new children and encourages them to read. He noted that some people learn better from words and that reading is something that is important to him and he learns from it.
He suggested that bookmobile stops could be combined, rather than eliminating the service. Parking would be available at the Rocky Ridge area. The Lacamas Community Center might be a good central location. In reviewing the library’s budget, $142,000 for Outreach seems like good budgeting. If the library eliminated the service and then re-started when revenue rose, it would be much more expensive to re-start it than to continue it now. Because of the expense, he feels that once the service is gone, it will be gone forever.
He thanked the Board for taking the time to listen, and asked them to think about the children and the library’s core mission. He noted the bookmobile is an advertisement for library services. It’s the young people and the next generation who come into the system that will keep it viable.
Jo Brown: Ms. Brown thanked the Board for the opportunity to speak about elimination of bookmobile stops. She stated that her stop is in McKenna and she was speaking for herself and several people who wished to attend the meeting, but were unable to do so because they can’t drive this far and there is no bus service.
She said that the community has children and seniors who really depend on the bookmobile. She noted that the stops were increased from 2 to 4 and as a cost-savings measure, perhaps it could be changed to once a month and combined with other stops – 5 runs could be just 1 stop. She said that if there is some way just a once a month stop could be saved, it would help. She asked the Board to consider doing something to help.
Kim Hering: Ms. Hering noted that she wished to speak about the bookmobile. She used the bookmobile as a child and is now a single mother whose children use the bookmobile. She said that she lives on the Pierce/Thurston county line and is unable to use the Thurston county libraries and that system is struggling as well. She said it was not feasible for her to take her children all the way to the Parkland/Spanaway area to use the materials and computers. She stated that the bookmobile is part of the lifestyle of her family; she grew up with it and her children are accustomed to it. She said her children have never gone to a library to check out materials and have only gone to do research for school reports. She ended by stating that she was at the meeting today to ask the library to reconfigure some of the runs and continue to provide some bookmobile service.
Consent Agenda
1. Minutes of the October 19, 2011 Regular Meeting of the Board of Trustees
2. October 2011 Payroll, Benefits and Vouchers in the total amount of $2,687,776.46
a. Payroll Warrants, 3226 - 3240, dated 10/01/11 – 10/31/11 in the amount of $5,104.03
b. Payroll Disbursement Voucher dated 10/06/11 in the amount of $517,522.12
c. Payroll Disbursement Voucher dated 10/21/11 in the amount of $507,916.70
d. Account Payable, dated 10/21/11 in the amount of $4,012.99
e. Accounts Payable Warrants, 615810 - 616111 dated 10/01/11 – 10/31/11 in the amount of $1,653,220.62
Mr. Rose moved for approval of the consent agenda. Ms. Ishem seconded the motion and it was passed.
Board Member Report
There were no Board member reports.
Officer Reports
1. Balanced Scorecard, 3rd Quarter: Prior to the meeting, the Board had been sent the third quarter report of the Balanced Scorecard. Ms. Lomax noted that the census numbers were different than had been projected. In reviewing the population figures, it was learned that Joint Base Lewis McChord had not been included. She also noted that she would be working on updating the Balanced Scorecard to determine the measurable results that should be contained in the report. Mr. Albers noted that he was surprised at the increase in staff turnover for 2011 and Ms. Lomax responded that quite a few staff members had retired.
2. Pierce County Comprehensive Plan: Ms. Lomax reported that the Pierce County Council had adopted the Pierce County Comprehensive Plan, which included relevant library information and projections.
3. Cascadia Development: Ms. Parikh reported that Mr. Nyberg was quoted in a news article that library service was coming to the Cascadia development. She wished to clarify that there is no plan for library service in Cascadia. She had made it clear in a conversation with Mr. Nyberg that the library had no funds for service.
4. Photograph of Children Holding a Library Card: Ms. Parikh distributed a photo of two children holding library cards and stated she wished the Board to know the story behind the photo. A Library Foundation Board member visiting the University Place branch saw two kids in front of the library and their mother was taking a picture of them holding their new library cards. The mother said they had just moved to the community and gotten their library cards. The Board member is also a pediatrician and shortly after was surprised to see the family in her office. The young boy has leukemia. The mother told her that the the first two things they had done when they moved to University Place was to find a doctor to treat the boy’s leukemia and to get their library cards.
Public Hearing: 2012 Draft Budget
Mr. Rose moved that in accordance with RCW 85.44.120, the public hearing be opened for consideration of increases in property tax revenues, regarding 2011 property tax levies for collection in 2012. Mr. Allen seconded the motion and it passed.
Vice-Chair Albers then asked if there was anyone else in the audience who wished to comment on the 2012 budget.
The speakers during the Public Comment period had left, but asked Sally Porter Smith to convey their thoughts to the Board on the 2012 budget. Ms. Porter Smith read a statement from them: “As a taxpayer, the bookmobile is the only service that comes to them in their community and it is a great value.” They also wished the Board to remember that they are voters.
Ms. Parikh distributed correspondence the library has received regarding elimination of bookmobile services. She was asked if Pierce County Library System had reciprocal agreements with neighboring library systems and responded yes; there are agreements with Timberland Regional Library in Thurston County, King County Library System and Tacoma Public Library.
There being no further comments, Mr. Rose moved to close the public hearing on the 2012 budget of estimated revenue and expenditures. Mr. Allen seconded the motion and it passed.
Unfinished Business
1. 2012 Budget: Clifford Jo presented the draft 2012 budget, noting that this will be the Board’s first official reading of the budget and the only action needed would be to approve certification of the levy. Adoption of the 2012 budget will occur at the December meeting. Prior to the meeting, the Board received a draft copy of the narrative budget.
As Chair McCament was unable to attend the meeting, Mr. Jo spoke with her by telephone and shared her comments with the Board. She had asked that the Board consider a follow-up discussion on the number of librarians on staff at PCLS as compared to other like-sized libraries. He also expressed Ms. McCament’s concern that the expenditures per capita appeared high in comparison with other libraries.
Mr. Jo reported that rentals and equipment were reduced by approximately $40,000. $175,167 was allocated from cash reserves to fill the budgetary gap. Originally, he had estimated a need for $178,000 and the figure may change again in the final budget. As requested by the Board, a cash flow chart for the capital improvement fund was included in the budget. Revenue projections for 2013 indicate a further drop of 8% in revenue, leaving a $2.9 million shortfall.
Regarding elimination of bookmobile stops, the Board asked if the idea of reducing stops to once a month had been considered. Ms. Parikh said that it had not been considered, but it would require using more funds from the cash reserve. Mr. Allen expressed concern that with the revenue projection for 2013, it could mean that even that adjustment might have to be eliminated in 2013.
The Board asked if there were community resources that could be used, perhaps volunteers that could pick up book orders and deliver them. Ms. Porter Smith responded that she is exploring ideas. She noted that she has visited every stop to speak personally with bookmobile users and it is clear that they will miss the sense of community gatherings and their interaction with staff. It might be possible to deliver holds, but most likely at a high cost and it wouldn’t replace the community gathering aspect of bookmobile service. She noted that the specific concerns related to seniors and disabled persons is being handled through different Outreach services. She also noted that each community has different needs. For example, the Browns Point area is interested in downloadable books, so library staff will give workshops on downloadables at the community club. Mr. Allen suggested that the library consider a ‘meet your librarian’ event at specific branches for bookmobile users. Board members also suggested that bookmobile users be sent a letter informing them of their reciprocal borrowing privileges with other libraries and where the closest Pierce County Library branch is located.
Resolution 2011-13: Requesting Highest Lawful Levy and Levy Certification: Mr. Allen moved for approval of Resolution 2011-13, Requesting Highest Lawful Levy. Mr. Rose seconded the motion and it passed.
Certification of Levy: Mr. Allen moved for approval of the Levy Certification. Ms. Ishem seconded the motion and it passed.
Benefits Offering Changes for 2012: Holly Gorski, Human Resources Director, reported that a committee comprised of library and union leadership reviewed different medical plan options and agreed on Group Health Options. It’s a good plan, but not a great one. Some pieces are not as robust as the current PEBB plan, but it offers three options. Ms. Parikh thanked union leadership for working with the library on the medical insurance package.
2. Fines and Fees Study: Ms. Porter Smith reviewed the analysis done on fines and fees. At this time, the committee feels they could not recommend an increase in fines or impose fees for public meeting rooms. In addition, it is the committee’s recommendation that the library no longer charge a fee for a lost library card, as it is not cost-effective.
Mr. Albers questioned if providing meeting rooms is really the function of the library. He suggested that if fees were charged, the rooms might be used less and reduce custodial and maintenance costs. Mr. Rose noted that he felt the same about interlibrary loan service. If a person really wanted an item, they would pay a fee for it. If they chose not to pay the fee, it would reduce the labor costs and free up staff time. Ms. Parikh noted that staff is currently looking at options to automate the service. Mr. Albers noted that the library needs to think about ‘how do we change the customer’s behavior so it can reduce overhead’ – how to do things differently to reduce the workload. Mr. Rose asked if the library passes along any charges from lending libraries for interlibrary loan materials. Ms. Parikh responded no, and that has to change.
3. University Place Status: Lorie Erickson, Facilities Manager, reported that the Final Certificate of Occupancy for the University Place library has been received. The exterior elevator should be operational by the end of year. The bookdrop on Drexler Drive will be opened when the elevator is operational. Construction continues at front of library and as the weather has been good, construction is moving faster than anticipated. City staff is moving into the police station on December 2nd, although they have not yet received a certificate of occupancy for the police station. The atrium welcome desk is open, but there aren’t as many volunteers as anticipated. The city is considering placing a reader board in the atrium.