BOARD OF TRUSTEES EXECUTIVE SESSION BOARD OF TRUSTEES MEETING 17, 2018 HPLD 2650 W

Transcription

1 BOARD OF TRUSTEES EXECUTIVE SESSION BOARD OF TRUSTEES MEETING Monday, September 17, 2018 HPLD Administration Building 2650 W 29th St., Greeley, CO :00 p.m. 1.0 Executive Session 1.1 ( (4)(e), C.R.S.), developing strategy for negotiations, instructing negotiators, and determining positions relative to matters that may be subject to negotiations; 2.0 ADJOURNMENT Upcoming meetings: September 17, Regular session - HPLD Administration building, 6 p.m. October 1, Regular session - HPLD Administration building, 6 p.m. October 15, Regular session Northern Plains Public Library, 5 p.m. November 5, Regular session - HPLD Administration building, 6 p.m.

2 BOARD OF TRUSTEES REGULAR MEETING Monday, September 17, 2018 HPLD Administration Building 2650 W 29th St., Greeley, CO :00 p.m. 1.0 OPENING OF MEETING 1.1. Roll Call and Pledge of Allegiance 1.2. Approval of Agenda 1.3. Approval of Regular Meeting Minutes a. August 20, Public Comments 2.0 CHAIRMAN S REPORT 2.1 CALCON Report 2.2 Proposed Board Calendar 3.0 EXECUTIVE DIRECTOR S REPORT 3.1. Strategic Planning Update - Dr. Matthew Hortt, Executive Director 3.2. Introduction of New Collection Resources Manager- Dr. Matthew Hortt, Executive Director 3.2. Upcoming Events - Dr. Matthew Hortt, Executive Director 4.0 ITEMS FOR INFORMATION/ACTION 4.1 Writer in Residence Report (Information) Abby Yeagle, Foundation Director 4.2. Library Reports (Information) a. Cindy Osborne, Lincoln Park b. Marjorie Elwood, Carbon Valley 4.3 Manager Reports (Information) a. Rosa Granado, Outreach b. Kelli Johnson, Public Information Office c. Susan Staples, Information Technology 4.4 Decommission of Chevy Van, Resolution 18-2 (Action)- Natalie Wertz, Finance Manager 4.5 Edits to Ethics Policy (Action) - Dr. Matthew Hortt, Executive Director 5.0 BOARD COMMENTS 6.0 ADJOURNMENT Upcoming meetings: October 1, Regular session - HPLD Administration building, 6 p.m. October 15, Regular session Northern Plains Public Library, 5 p.m. November 5, Regular session - HPLD Administration building, 6 p.m.

3 BOARD OF TRUSTEES REGULAR MEETING Monday, August 20, 2018 HPLD Administration Building 2650 W 29th St., Greeley, CO :00 p.m. 1.0 OPENING OF MEETING 1.1 Roll Call and Pledge of Allegiance: Meeting called to order with the Pledge of Allegiance at 6:02 p.m. Guests: Terri Redden, Brenda Carns Chairman/ Region 3: Ken Poncelow Vice-Chairman/ Region 5: Mary Heberlee (arrived 6:13 p.m.) Secretary-Treasurer/ At Large: Bob Grand Region 1: John Damsma (via phone) Region 2: Rosalie Martinez Region 4: Dr. George Conger Region 6: Joyce Smock Staff: Dr. Matthew Hortt, E. Anthony Tony Brewer, Kathy Webb, Natalie Wertz, and Abby Yeagle 1.1. Approval of Agenda (as amended) Motion: Trustee Grand Second: Trustee Smock Vote: Unanimously approved 6: Approval of Regular Meeting Minutes a. July 16, 2018 (as amended) Motion: Trustee Grand Second: Trustee Smock Vote: Unanimously approved 6:0 b. July 23, 2018 (as amended) Motion: Trustee Grand Second: Trustee Martinez Vote: Unanimously approved 6:0 c. August 6, 2018 Motion: Trustee Smock Second: Trustee Martinez Vote: Unanimously approved 6: Public Comments Steve Teets a resident of Greeley, addressed the Board, commenting he is a patron of District libraries, mainly visiting Lincoln Park, Centennial Park and Farr locations.

4 Mr. Teets raised concerns about a few teenage/ young men disrupting services at Centennial Park Library and also expressed a desire to see stronger enforcement of only services dogs being allowed into the library branches. Mr. Teets provided pamphlets from the ADA office in Colorado Springs, concerning Service Animals to the Board. Board directed Staff to order such pamphlets for the various branches and member libraries. 2.0 CHAIRMAN S REPORT Recognition of Colorado Librarian of the Year Chairman of the Board, Mr. Ken Poncelow recognized the outstanding work of HPLD librarian Peter Derk. Mr. Derk, who works at Farr library, was named Colorado Librarian of the Year in Chairman Poncelow praised Mr. Derk for implementing patron technology and writer workshops as well as Read-Con, a district wide initiative. Executive Director Hortt announced that the District will be placing a plaque at DSS to recognize all Colorado Librarian of the Year who work for HPLD, in the near future. 3.0 EXECUTIVE DIRECTOR S REPORT 3.1. Strategic Planning Update - Dr. Matthew Hortt, Executive Director Dr. Hortt reported on recent community focus groups conducted at Farr Regional Library, stating he had also addressed the town council(s) in New Raymer and LaSalle, Colorado. Executive Director Hortt also commented on the reoccurrence of themes that are emerging in the community conversations; addressing such topics as civil discourse and the desire to see a large downtown library in Greeley and an expressed need for civil discourse. Dr. Hortt also commented that Corona, a company contracted to conduct surveys throughout the District, will also be keeping the Board aware of their findings Security Contract at Lincoln Park - Dr. Matthew Hortt, Executive Director Dr. Hortt briefly discussed the security contract at Lincoln Park library DSS Expansion Update - Dr. Matthew Hortt, Executive Director Executive Director Hortt gave an update on the expansion project at District Support Services, reporting that planning meetings are still underway Upcoming Events - Dr. Matthew Hortt, Executive Director a. September 14, 218 CALCON/ Links for Literacy Dr Hortt reminded the Board an Awards Luncheon will be taking place at Embassy Suites in Loveland as part of the Colorado Association of Libraries annual conference (CALCON), recognizing librarian Micaela Sanchez, Program Coordinator at HPLD District Support Services as Colorado Librarian of the Year in b. Links for Literacy 2018 Dr. Hortt introduced Abby Yeagle, HPLD Foundation Director, who briefly addressed the Board, giving a update on the charity golf tournament scheduled to take place the morning of September 14, 2018.

5 c. IRC Thank You Dr. Hortt read a note to the Board, from the Immigrant and Refugee Center of Northern Colorado (IRC). 4.0 ITEMS FOR INFORMATION/ACTION 4.1 Library Managers Reports (Information) Introduction by Dr. Matthew Hortt, Executive Director a. Rita Kadavy, Branch Manager, Riverside & Kersey: Ms. Kadavy praised her amazing staff, spoke about the success in building community relations as a safe place to meet, play and make friends. She showed pictures of the Teen Space at Riverside which had recently been renovated, and quite popular. The outdoor Play Space (made possible, in part, from the HPLD Foundation) was being utilized daily. Picnic tables and playground equipment have been a great addition to both the library and community. Ms. Kadavy reported programming at Riverside includes yoga, story time, music and movement, and events with the City of Evans Police Department, (which the children seem to especially enjoy). Summer crafts, Nintendo Wii tournaments, and movies were also popular activities enjoyed by families at Riverside. The new Kersey location opened January 2, 2018 including a small computer center and collection. Ms. Kadavy reported limited usage at the facility. Staff identified four populations they are focusing on; homeless, disabled, teens and addicted. Ms. Kadavy reported that having HPLD having hosted speaker Ryan Dowd this spring was a huge asset, created a significant change in how staff relates to the public. In 2019 Riverside and Kersey Staff will be looking forward to supporting Dr. Hortt in his objectives identified in the Strategic Plan, more family programming and the opportunity to do more marketing to promote services in the local communities. b. Joanna McNeal, Erie Branch Manager: Ms. McNeal introduced herself to the Board stating has lived in Erie for the past twenty years, was a Patron Services Supervisor in Erie before becoming Branch Manager in April. Ms. McNeal began by introducing populations served in the community in a PowerPoint presentation. She identified a strong south-asian immigrant population in the area as well as a patron base very interested in fundraising efforts. Ms. McNeal reported that the area is expected to grow twenty percent in the next year, with a household average annual income of a hundred and twenty-five thousand dollars; with only half the population actually checking out materials. Programming included several story times (seven) per week, book clubs for all ages. The library also hosts teen and senior advisory boards, the Erie Historical Society, as well as photography, business and education/ home-school groups.

6 In 2019 Erie looks forward to an expansion, identifying goals as the District Strategic Plan unfolds and creating more opportunities in the community utilizing patron input. Trustee Grand asked Ms. McNeal about how to best track those not using services now in the community and discussion ensued, in which the Board exchanged ideas. Ms. McNeal concluded by commenting the District s Book-A- Librarian program was a popular feature at the branch. c. Charlene Parker, Branch Manager at Farr Regional Library: Ms. Parker praised her talented staff and reported on programs such as Dr. Suess Day, Early Literacy Fair, and Sensory Story Time; identifying the library serving mostly young families and senior/ Baby Boomer populations. Ms. Parker reported Book-a- Librarian was also a popular feature at the location as well as Legendary Ladies and Colorado Outdoors. In 2019, Farr looks forward to continuing to do more to serve their community, include more teen programs, and the enjoying the newly install HVAC unit! Trustee Grand Bob again asked about how to reach those not using library; to which Ms. Parker discussed reaching out to digital dependent population and being more active on social media and other phone apps. Ms. Parker concluded by stating that word-ofmouth, was the biggest advertising effort, which was done by happy/satisfied patrons. d. Melissa Beavers, Branch Manager Centennial Park Ms. Beavers reported on the success of the Libraries Rock theme for 2018 Summer Reading and the Staff embracing the concept that libraries are for everyone, given the populations currently being served at the location and programs offered. Ms. Beavers stated that the closing message at the library is given in ASL, English and Spanish when available. Ms. Beavers addressed the public comment on the disruptive teen boys at her location a providing context and background to the situation. She went on to alert the Board that many of the younger populations that visit the location are from single moms, many don t have two parents at home and view the library as their space, which is safe place to also do their homework and visit with friends after school, until their caregiver can pick them up after work. Programming includes story times (working with kids with disabilities), home-schoolers, and bilingual populations. Some staff is trained in ASL and will travel to other libraries, even members if interest Ms Beavers concluded by stating that more computer skills classes needed at the location. And stated that programs; Art as Invitation, those in conjunction with IRC, and Foster Kids were popular topics this year. Project Build, a HPLD Foundation grant supported program, geared to bring engineering skills to young children to raise interest in STE(A)M learning was something the branch was especially proud to provide to kids in the community who may not otherwise have access to such resources.

7 Trustee Grand asked about the how to reach those not utilizing services in the area to which Ms. Beavers responded that word-of-mouth, was their biggest promotion tool. The Board concluded the Branch Manager reports by discussing various programming options and having them be relevant to the communities in which they were presented. creating food experience. Chairman Poncelow thanked those who addressed the Board and was enthusiastic to see what the new year brings, directing them to contact the Executive Director with any needs they may have, as the Strategic Plan is being developed. 4.2 Decommission of Van Update (Information)- Natalie Wertz, Financial Manager Ms. Wertz reported that Hudson Library is interested in acquiring the vehicle and repairs need to be conducted, before signing the title over. Board was happy to see the vehicle being utilized by a Member Library. 4.3 Change to District Policies (Action) - Dr. Matthew Hortt, Executive Director Dr. Hortt introduced Dr. Tony Brewer who presented on proposed changes to the District policies concerning; Service Animals Policy, Collection Development Policy and Public Notary services. VOTE: After some discussion; Trustee Heberlee moved to approve the Service Animal Policy and Collection Development Policy changes and removing the Notary Public to the Policy Manual, as recommended by Staff; seconded by Trustee Conger. Unanimously approved 7:0 4.4 On-Call RFP (Action) - Dr. Matthew Hortt, Executive Director Executive Director Hortt introduced Eric Ewing, HPLD Facilities & HR Manager, whom presented on this item. same firm for two projects. Mr. Ewing gave a brief account of the selection process and addressed Trustee Heberlee s questions. VOTE: After some discussion and the decision to appoint Chairman Poncelow to sit on the interview committee, Trustee Grand moved to approve Staff moving forward with the On-Call RFP, seconded by Trustee Heberlee. Unanimously approved 7: Lochbouie PCC MOU Update (Information)- Dr. Matthew Hortt, Executive Director Dr. Hortt presented on the Need to update the MOU with Lochbuie to reflect the number of computers in use; Board unanimously agreed. 5.0 BOARD COMMENTS Trustee, Dr. George Conger asked for clarification on where to call on October 15 th Board meeting.

8 Trustee Grand commented on how much he enjoyed the Branch Manager reports Trustee Martinez commented that she would like to see the Branch Managers present to the area Chamber of Commerce. She also proposed setting aside funds to allow branch/member librarians to attend professional conferences, to better serve some of the remote areas covered by the District. Mary- too much stuff already, write awards, high quality mentoring Trustee Smock, appreciates that Staff shares information and ideas with one another. She also reported on attending the New Raymer Town Council meeting with Matt, which identified some definite needs in the community. Trustee Damsma commented that he was encouraged by reports, and praised the work of the Branch Managers Chairman Poncelow echoed Trustee Damsma s sentiments and acknowledged the need to promote the District s accolades and services 6.0 EXECUTIVE SESSION For the purpose of; (4)(e) Determining positions relative to matters that may be subject to negotiations; developing strategy for negotiations; and instructing negotiators Trustee Grand moved to go into Executive Session and adjourning the Board meeting from here; seconded by Trustee Heberlee: Unanimously approved 7:0 7.0 ADJOURNMENT 8:07 pm There being no further business to come before this Board, the meeting was adjourned. Motion to Adjourn: Trustee Grand Second: Trustee Heberlee Vote: Unanimous Approved this day of September HPLD Board Secretary/Treasurer Bob Grand Recording Secretary Kathy Webb

9 High Plains Library District Board of Trustees Ethics Policy 2017 The High Plains Library District (HPLD) is dependent on the trust of its community to successfully achieve its mission. Therefore, it is crucial that all Trustees conduct business on behalf of the High Plains Library District with the highest level of integrity, truth and honor, avoiding any impropriety or the appearance of impropriety. Guiding Principles: Trustees do not engage in discrimination of any kind including that based on race, class, ethnicity, religion, sexual orientation or gender identity, or belief system. Trustees do not use or attempt to use their position with the HPLD to obtain unwarranted privileges or advantages for themselves or others. Trustees recuse themselves immediately whenever a conflict of interest exists. Trustees protect and uphold library patrons' right to privacy in their use of the library's resources, while being aware of and in compliance with applicable laws governing freedom of information. Trustee, in fulfilling their responsibilities to uphold the values of the public library, are not swayed by partisan interests, public pressure, or fear of criticism. Trustees must distinguish clearly in their actions and statements between their personal philosophy and attitudes and those of the HPLD, acknowledging the formal position of the Board even if they personally disagree. Trustees do not disparage the organization or fellow board members in any public arena. Compliance: If any board member appears to be in conflict with the Guiding Principles above, he or she will be asked to meet with the executive committee to discuss the issue. The executive committee will make a recommendation to the full Board based on their findings. Signature: Date: Printed name:

10 Proposed 2019 Board Calendar Monday January 21, 2019 DSS 6 pm Quarterly Work Session To Be Determined (TBD) Tuesday February 19, 2019 Monday February 18, 2019 is President s Day Monday March 18, 2019 Farr Library 5 pm Monday April 15, 2019 DSS 6pm Quarterly Work Session TBD Monday May 20, 2019 Lincoln Park 5pm Monday June 17, 2019 DSS 6pm Monday July 15, 2019 Centennial Park 5pm Quarterly Work Session TBD Monday August 19, 2019 Monday September 16, 2019 Kersey Library 6pm Monday October 21, 2019 Erie 5pm Quarterly Work Session TBD Monday November 11, 2019 DSS 6pm Third Week of November is Thanksgiving week Monday December 9, 2019 Carbon Valley 5pm Moved up due to holiday season

11 RESOLUTION 18-2 OF THE HIGH PLAINS LIBRARY DISTRICT DECLARING CERTAIN VEHICLES OWNED BY THE LIBRARY DISTRICT TO BE SURPLUS TO THE LIBRARY DISTRICT S NEEDS AND DIRECTING DISPOSAL OF SAME WHEREAS, the High Plains Library District has identified various items of districtowned property as being surplus to the needs of the High Plains Library District and has determined it to be in the public interest to offer them to a library for library use. WHEREAS, the Hudson Public Library has determined that the property would be beneficial to their operations. NOW, THEREFORE, BE IT RESOLVED by the Board of Trustees of the High Plains Library District, Colorado as follows: 1. Property declared surplus to the needs of the High Plains Library District. The following described vehicle is hereby declared to be surplus to the needs of High Plains Library District. Item Description Serial Number / VIN 2008 Chevy Van White with HPLD logo, 1GBJG Diesel 2. Executive Director directed to dispose of surplus property. In compliance with CRS (1), the Executive Director is hereby directed to donate the vehicle to Hudson Public Library. ADOPTED, this 17th day of September, A.D., Attest: Chairman, Board of Trustees Attest: Secretary/Treasurer, Board of Trustees