Call to Order: Board Chair Craig Edwards call the meeting to order at 7:05 pm.

Flag Salute.

Roll Call: Present: Craig Edwards, Janet Ford, Cindy Hirst, Carolyn Leavitt, Margaret Reh.

Appearance of Interested Citizens: None

Approval of May 26, 2004 minutes: Motion by Cindy Hirst and second by Carolyn Leavitt to approve minutes for May 26, 2004. Approved unanimously.

Fines and Fees Discussion:

Carolyn checked the Fines and Fees process on ResourceMate. It would involve training the volunteers how to use the software. The fines continue to accrue rather than stopping at a limit. With this version of software, there is no way to set a stop limit. When the fine is paid, then the fine amount is erased. There is no way to print a report on how much is collected in fines. That would need to be handled manually.

Janet said that a method needs to be established to follow-up with people about overdue books.

Carolyn has been running a report of past due books every week. Over time there have been only about 15 books that have not been returned. Rather than keep the lost books on the records, Carolyn is deleting them from the catalog, but still keeping track of them in a spreadsheet.

We have put $1000 in revenue into the budget for FY 04-05.

Several Board members expressed the desire to hold off setting up a fees and fine system until the new library opens.

Consensus of the Board is to hold off collecting fees and fines until we have a new Library Director. The Director can review the process and make a recommendation to the Board in September.

New Building “Steering Committee” update: The Committee has not yet met, but will probably meet for the first time near the end of July or first part of August. The architect is on vacation until July 28^{th. Not too much can happen until the land lease is in place. The City Attorney is preparing the lease for the Friends’ attorney to review. The plan is for the lease to be on the Council’s agenda July 19th.}

Review Library Director job description:

· Library Director job description was reviewed and minor changes were made changing the position from voluntary to a paid position. Motion to approve revised job description made by Cindy Hirst, second by Margaret Reh. Approved unanimously. Cindy will contact the City Manager and give him the changes.

· The Board discussed the review panel. The last interview session was conducted by the Chair, Vice Chair and City Manager. The interviews can be done by the people in those same positions, if they are available. Carolyn suggested that there might be technical questions that could only be answered by someone who works in the library, and that she or Janet might want to be asked to sit in only to answer questions or clarify issues. The date for the first interviews will be set after the position closing date of July 15th.

· The City Manager is advertising the position in the Hillsboro Argus July 1st, and posting the job around the City. Cindy will provide him with the e-mail address for Eva Calcagno so that she can post the job to the WCCLS site.

· Further discussion about the hours that would be worked by the Director. Janet said that she would like to see the Director working when the Library is actually opened. Other Board members said that the Director should be working out of the Library whether or not the Library is open.

Discussion of exceptions to P & PG13 parental guidance checkout:

· The previous Library Director and the Volunteer Coordinator asked the Board to consider establishing a consent form for parents to complete allowing their child to check out PG-13- and R-rated videos and DVD’s. There were some parents asking if this can happen.

· The Board discussed how the consent form will be handled by the staff. It was determined that the parent must come into the Library to complete the form and show some type of identification. This will prevent any misunderstanding on the part of the parent and the library.

· It was suggested that the parent’s driver’s license number be written on the consent form. Janet said that patrons needed to show their driver’s license when they applied for a library privileges, but that the number could not be entered on the form. She thought there was some reason why we couldn’t ask for the information. Cindy will contact Cynthia Peterson asking why that policy decision was made.

· The Board asked that the Volunteer Coordinator prepare a consent form and submit it to the Board for review.

· Question arose about the check-out policy. Was the specific policy adopted by the Board? It was not part of the policy document that was available to the Board. The Board needs to review the policy in total and add the information about the consent form.

Adjournment at 8:25pm. Next meeting date: Wed, August 4th at 7:00 pm at Library. Cancel the July 21st and August 18th meetings.

^{notetaker: Cindy Hirst, Vice-Chair}