STATE OF HAWAII
BOARD OF EDUCATION
SPECIAL MEETING

MINUTES

Queen Liliuokalani Building
1390 Miller Street, Room 404
Honolulu, Hawaii 96813
Thursday, August 15, 2019

PRESENT:
Catherine Payne, Chairperson
Brian De Lima, Esq., Vice Chairperson
Kaimana Barcarse
Margaret Cox
Nolan Kawano
Kili Namauʻu
Dwight Takeno
Kenneth Uemura

EXCUSED:
Bruce Voss, Esq.
Captain Lyn Hammer (military representative)
Daniella White (student representative)

ALSO PRESENT:
Stacey Aldrich, State Librarian
Alison Kunishige, Executive Director
Kenyon Tam, Board Analyst
Regina Pascua, Board Private Secretary
Irina Dana, Secretary


I. Call to Order

The Board of Education (“Board”) Special Meeting was called to order by Board Chairperson Catherine Payne at 9:30 a.m.


II. *Public Testimony on Board of Education (“Board”) Agenda Items

Board Chairperson Payne called for public testimony. There was no public testimony at this time.


III. Action Items

Board Chairperson Payne stated that the Board did not discuss or take action on the investigative committee’s findings at the August 1, 2019 meeting when the investigative committee first presented its findings, pursuant to Sunshine Law.

Board Chairperson Payne stated that the Board tasked the investigative committee with investigating the State Librarian’s evaluation, including setting the State Librarian’s goals and targets, determining an evaluation tool, and anything else necessary to implement the evaluation system. She stated that the committee recommends that the Board’s evaluation of the State Librarian mirror its evaluation of the Superintendent. The proposed State Librarian evaluation process replicates that process with a few key differences. Board Chairperson Payne detailed that the professional standards are specific to the State Librarian. She explained that the committee based the professional standards on the American Library Association’s description of required skills for library directors and multiple public library director evaluations from across the country. She stated that the State Librarian process does not have a step for adjusting the State Librarian priorities. Board Chairperson Payne explained that the Superintendent evaluation process has this step because the release of system-wide student assessment data for the previous school year might provide information that necessitates a shift in the Superintendent’s focus. She stated that the final difference is that the timeline for the State Librarian process is purposefully staggered from the Superintendent evaluation process to allow the Board to focus on one evaluation at a time.

ACTION: Motion to adopt the State Librarian Evaluation Process attached as Exhibit A and the revised job description attached as Exhibit C to Board Member Kili Namauʻu’s memorandum dated August 1, 2019 (Namauʻu/Uemura). The motion carried unanimously with all members present voting aye.



Board Chairperson Payne reviewed the State Librarian’s evaluation for the 2019-2020 fiscal year concerning the State Librarian priorities. She stated that the State Librarian priorities are part of the State Librarian’s evaluation.

Stacey Aldrich, State Librarian, stated that she based her priorities on a Hawaii State Public Library System (“HSPLS”) framework with four areas of focus: people, places, collections, and programs and services. She stated that leadership and local branches would use this framework to set goals and priorities each year. HSPLS plans to wrap up all of the goals and priorities into the framework and use it as a way to measure its movement forward.

Aldrich detailed that while the leadership team identified a number of projects, she identified three main priorities. The first priority is to focus on people and patrons and create and implement a more robust strategy to gather input and feedback. She detailed that HSPLS currently has a simple structure for community feedback and would like to find ways in which to develop a robust structure. She highlighted that she recently attended a conference and learned of ways in which other libraries co-create spaces with patrons and gather feedback regarding spaces and services. She stated that HSPLS would like to improve its online presence and develop a strategy to engage patrons in discussions regarding community spaces and libraries.

Aldrich stated that her second priority relates to staff and includes the implementation of a new statewide service philosophy with training and a coaching model to support staff. Aldrich detailed that HSPLS consists of 51 branches across six islands. She noted that HSPLS could not support staff in providing consistent service statewide without common messaging or language for how all of the branches could work together and serve the public. She highlighted that all staff members had the opportunity to provide input regarding HSPLS’s service philosophy. The service philosophy clarifies expectations for both staff and patrons. Aldrich stated that HSPLS hired a trainer who will coordinate the development of training for staff on the service philosophy by May 15, 2020. The trainer will also identify a coaching model for managers and supervisors.

Aldrich stated that her third priority relates to HSPLS’s collections. She explained that a history of vicissitudes with funding and changes in how HSPLS acquires materials led to a widely distributed system of collection management that has no direction with no framework. She highlighted that HSPLS plans to create a cohesive collection development plan by the end of the year. Aldrich emphasized the importance of her three priorities. She stated that it is important for HSPLS to collect feedback from patrons, create clear expectations for support staff, and develop a clear methodology for collections management.

Board Member Kili Namauʻu asked how long it might take for HSPLS to implement changes after completing a study for collections. Aldrich stated that it might take a year or two for HSPSL to implement changes after completing its study and reviewing methodology. She explained that the HSPLS managed materials differently in the past and relied on outsourcing. She stated that HSPLS must find a balance of collection development between the local, island, and system levels. This is important for managing collection costs and efficiently using and sharing material. Because there is no statewide collection management plan, collection distribution is uneven and HSPLS has to spend additional funds to ship material between branches. She stated that HSPLS needs time to build in supports and structure for staff.

Board Member Kenneth Uemura asked if Aldrich’s priorities are tied to a strategic plan. Aldrich explained that her framework is the strategic plan and her priorities are areas of focus. Board Member Uemura asked if Aldrich has a formal document that details the framework. Aldrich stated that she does not have a formal document. Board Member Uemura asked if Aldrich plans to provide the Board with a more in-depth strategic plan. Aldrich explained that she strategically plans with her colleagues. She noted that HSPLS’s challenge is that libraries do not have performance measurements like schools and provide an optional public service rather than a compulsory one. Furthermore, libraries across the state have different needs. Aldrich stated that she has created a map for each area of focus and could provide more detail for each area. She explained that she determines priorities each year because it allows for flexibility. She noted that she engaged in strategic planning with her leadership team around her areas of focus to determine workloads and meets regularly with branch managers to plan. Branch managers review her priorities and determine individual priorities for their branches. Aldrich stated that she plans to use these plans and goals to measure accomplishments at the end of the year.

Board Member Uemura emphasized the importance of a structured strategic plan because it gives the Board an opportunity to review HSPLS’s direction, how to implement priorities, and the cost. He stated that a strategic plan includes a budget. Board Member Uemura asked if Aldrich plans to provide the Board with data regarding implementation and overall costs. He noted that her priority regarding collections is going to cost money, and the Board needs to know the total cost to support HSPLS in its endeavors. He asked if Aldrich plans to include this information in future reports. Aldrich explained that HSPLS has a set budget each year due to its status as a government agency. She noted that HSPLS could better articulate to the Legislature its need for funding for collections once HSPLS creates a cohesive methodology. She detailed that HSPLS uses the resources it currently has to achieve the priorities that have been set. Aldrich stated that HSPLS works with Friends of the Library of Hawaii and other partners to secure resources for new programs for the public. Board Member Uemura stated that the Board is unable to evaluate Aldrich if she does not provide the Board with detailed plans for the Board to review. He stated that it would be helpful for the Board to review her financial plan to understand what HSPLS’s needs are.

Board Member Nolan Kawano asked about HSPLS’s partnership with school libraries. Aldrich detailed that HSPLS works directly with individuals who oversee school libraries and has participated in pilot projects to provide students with library cards. She noted that HSPLS is separate from school libraries and does not have direct oversight over school libraries. Aldrich highlighted that some librarians work closely with school libraries to meet students’ needs regarding technology and internet access. She stated that HSLPS is reviewing how to partner with schools as a system.

ACTION: Motion to approve the State Librarian Priorities for the 2019-2020 Fiscal Year, as described in the submittal dated August 15, 2019 (Barcarse/Cox). The motion carried unanimously with all members present voting aye.


IV. Adjournment

Board Chairperson Payne adjourned the meeting at 9:52 a.m.