BOARD OF TRUSTEES REGULAR SESSION Tuesday, February 19, 2019 Eaton Public Library 132 Maple Avenue, Eaton, CO :00 p.m.

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1 BOARD OF TRUSTEES REGULAR SESSION Tuesday, February 19, 2019 Eaton Public Library 132 Maple Avenue, Eaton, CO :00 p.m. 1.0 OPENING OF MEETING 1.1 Roll Call 1.2 Approval of Agenda 1.3 Approval of Regular Meeting Minutes A. January 21, 2019 Executive Session B. January 21, 2019 Regular Session 1.4 Public Comments 2.0 CHAIRMAN S REPORT 3.0 DIRECTORS REPORT 3.1 District Update - Dr. Matthew Hortt, Executive Director A. Steering Committee/ Strategic Plan Update B. All Staff Day- March 8, Foundation Update Foundation Trustees 4.0 ITEMS FOR ACTION/ INFORMATION 4.1 Roofing Contract (Action) Natalie Wertz, Finance Manager 4.2 MOU Briggsdale (Action) Dr. Matthew Hortt, Executive Director 5.0 BOARD COMMENTS 6.0 ADJOURNMENT Upcoming meetings: February 19 th, 6:30 p.m.; HPLD Board Meeting (Executive Session) at Eaton Public Library, 132 Maple Avenue, Eaton, CO March 18 th, 5 p.m.; HPLD Board Meeting at Farr Regional Library, st St., Greeley, CO April 15 th, 5 p.m.; HPLD Board Meeting at Glenn A. Jones M.D. Memorial Library, 400 S. Parish Ave., Johnstown, CO May 6 th, 6 p.m.; HPLD Board Meeting (Second Quarterly Session), at HPLD Administration Bldg., 2650 W. 29 th St. Greeley, CO May 20 th, 5 p.m.; HPLD Board Meeting at Fort Lupton Public & School Library, 425 Denver Ave., Fort Lupton, CO

2 BOARD OF TRUSTEES DRAFT: REGULAR MEETING Monday, January 21, 2019 Hudson Public Library 100 S. Beech St., Hudson, CO :00 p.m. 1.0 OPENING OF MEETING 1.1 Roll Call and Pledge of Allegiance 5:07 p.m. Guests; Members of the Hudson Library Board, and Counselor William Garcia. Trustees; Ken Poncelow, Mary Heberlee, Bob Grand, John Damsma, Gerri Holton, Mary Roberts and Joyce Smock in attendance. Staff; Kelli Johnson, Micaela Sanchez, Eric Ewing, Tony Brewer, Cheryl Kohl, Abby Yeagle, Marjorie Elwood, Cindy Osborne, Rita Kadavy, Natalie Wertz, Dr. Matthew Hortt and Kathy Webb. 1.2 Approval of Agenda MOTION: Trustee Grand SECOND: Trustee Damsma 1.3 Approval of Regular Meeting Minutes a. December 3, 2018 Executive Session MOTION: Trustee Heberlee SECOND: Trustee Smock 1.4 Public Comments No Public Comment 2.0 CHAIRMAN S REPORT 2.1 IGA Update Trustee Poncelow, 2018 Chairman of the Board, delivered an update on the IGA process. Spoke about the creation of a general template and the ability to modify as needed to fit the location per addendums. Poncelow clarified that an update to the IGAs are necessary to clarify roles and responsibilities between the District and Member Libraries and clarify the library service plan (which is currently under review with Wember Inc.) and the need to reexamine the historic and founding documents of the District. Trustee Grand voiced his fully supported the direction the IGA process was taking and appreciated the goal of creating a base line for services across the District. 3.0 DIRECTORS REPORT 3.1 District Update - Dr. Matthew Hortt, Executive Director 1

3 Director Hortt opened by reading a note from 2018 District Trustee Rosalie Martinez. He also disclosed book recommendations from Hazel Gibson, a frequent guest at Trustee meetings. a. HB : Local Election of Library District Trustees Discussion was held about proposed bill HB , Counselor Garcia addressed the Board, clarifying how the bill may impact the District. Update: HB failed in Committee b. HB : Colorado Right to Rest Act Dr. Hortt also presented on proposed bill HB Discussion was held among Board members about public safety concerns, were illicit activity may be taking place in the vicinity of children. c. SB19-048: Concerning protecting public school students from electronically accessing harmful material EBSCO Discussion was also held among Board members, in regard to this proposed bill before the State Senate. Questions were brought before Councelor Garcia in regard to enforcement of fines and controlling access to information. Update: SB , failed to pass State Senate Committee d. Citizenship Classes Update Dr. Hortt provided current citizenship class completion rates, introduced a new live streaming service (Kanopy) to the Board, and gave a process report on the strategic planning process 3.2 Foundation Update- Abby Yeagle, HPLD Foundation Director Director Yeagle reported; 1) Foundation is recipient of PDC Energy grant for summer reading, benefitting branches and member libraries 2) Foundation currently pursuing increasing multilingual early literacy materials 3) Foundation is currently seeking community members to fill vacancies on the Foundation Board 4) Writer-In-Residence Applications open until March 1 st and program will be extended per Board directive 4.0 ITEMS FOR INFORMATION/ACTION 4.1 Signature Author Event Report (Information) Micaela Sanchez, Programming and Experience, and Kelli Johnson presented. Ms. Sanchez provided a summary of 2018 Signature Author Event and provided feedback on community impact 2

4 Micaela reported that the District will be recognized for outstanding community impact by North Range Behavioral Health to which the Board responded that they would like the option on attending, to celebrate the District s achievements along with Staff. Discussion was held among the Board and Staff on how to duplicate the success and community impact in the future, the possibility of bringing the program/ live-streaming the event at members and branches in the future and pursuing marketing our efforts in journals and more publications to increase marketing and community awareness. 4.2 Elect Officers (Action) Executive Director led the Board selection process for 2019 officers; MOTION: Trustee Grand nominated Ken Poncelow for Chairman SECOND: Trustee Heberlee seconded, MOTION: Trustee Smock nominated Mary Heberlee for Vice-Chairman SECOND; Trustee Grand seconded the nomination, MOTION: Trustee Heberlee nominated Bob Grand for Secretary/ Treasurer SECOND: Trustee Smock seconded, 4.3 Committee Selection (Action) Dr. Matthew Hortt, Executive Director, led the selection of committees for the 2019 calendar year; a. Finance Committee; Secretary/ Treasurer Grand, Trustees Roberts and Smock volunteered (Secretary/ Trustee Grand expressed a desire to meet quarterly) MOTION: Vice-Chairman Heberlee SECOND: Trustee Holton b. Bylaws Committee; Vice-Chairman Heberlee, Trustees Damsma and Holton volunteered MOTION: Trustee Smock SECOND: Trustee Roberts c. Nominating Committee; Vice-Chairman Heberlee (per District Bylaws). Trustee Holton volunteered MOTION: Trustee Roberts SECOND: Trustee Damsma d. HPLD Foundation Representatives Chairman Poncelow proposed as Trustee term limits expire, community seats will be filled. MOTION: Secretary/ Treasurer Grand SECOND: Vice-Chairman Heberlee 3

5 Update: At January 21, 2019 Foundation meeting, later in the evening, Foundation Board composition was reconsidered. 4.4 Delta Dental Contract (Action) Eric Ewing, Associate Director, HR & Facilities presented proposed Delta Dental contract, as part of health benefit package offered to employees; MOTION: Secretary/ Treasurer Grand moved to approve contract as presented SECOND: Vice-Chairman Heberlee seconded 4.5 Wember Master Plan (Action) Dr. Matthew Hortt, Executive Director, presented on this item. In 2018 Wember Inc. became the On-Call Owners Representative for the District on facilities and construction matters, in November 2018 they agreed to take on re-examining a facility master plan and service plan for the District. Wember has completed the review and is ready to begin developing a proposal for Board consideration. MOTION: After some discussion, Secretary/ Treasurer Grand moved to approve and sign the proposal directing Wember Inc. to begin work on the Master Plan. SECOND: Trustee Roberts 4.6 Briggsdale MOU (Action) Dr. Hortt, also presented on this item, proposing an MOU with the Briggsdale Library. Trustee Roberts voiced concern about the unspecified amounts of monetary obligation. Trustee Smock proposed the MOU be corrected to read that the District would cover up to a twenty-five (25) percent increase in insurance premiums due District equipment being housed at the library, for patron use. Board unanimously agreed via consensus. 4.7 Designated Posting for Board Notices/ Agendas/ Resolution 19-1 (Action) Dr. Matthew Hortt, Executive Director explained that due to changes in the Colorado Special District Compliance Calendar, in December 2018, changes were made to the usual designated posting places from previous year. After some discussion with Counselor Garcia, these designations exceed obligations and ensure the District is doing it s best to post agendas and notices in a timely manner. MOTION: Vice-Chairman Heberlee moved to adopt Resolution 19-1 as presented SECOND: Trustee Holton seconded, 4.8 Adopt Record Retention Policy/ CO State Archives Special Districts Records Management Manual/ Resolution 19-2 (Action) 4

6 Executive Director Hortt presented on this item as well, explaining that under the Colorado Open Records Act the District must adopt a record retention schedule. Many library District s throughout Colorado have adopted the Colorado State Archives Special Districts Record Management Manual to meet this requirement and ensure best practices are uniformly followed. MOTION: Trustee Roberts moved to adopt Resolution 19-2 as presented SECOND: Trustee Damsma Update: As of January 29, 2019, the Colorado State Archives accepted our application to become and approved District, and High Plains is now listed on their website. 5.0 BOARD COMMENTS Trustee Smock stated she is excited for 2019 and is excited to be sitting on both the Library District Board and Foundation Board. Trustee Roberts echoed the sentiment; she is also delighted to serve on both the High Plains Library Board and Foundation. Trustee Holton stated that she appreciates the opportunity to serve her community and the District in this capacity and is thrilled to also be on both Boards. Trustee Damsma commented that he is delighted with the direction the District Board is taking; congratulated the Community Relations Department on a great job on the 2018 Signature Author Event and reported Carbon Valley Library is getting a new neighbor. The police station is currently under construction. Secretary/ Treasurer Grand welcomed Trustees Roberts and Holton and congratulated Terri Redden, of the Hudson Library for twenty-five (25) years at Library district. Closed by voicing his excitement about the year ahead. Trustee Heberlee complimented the District and is proud of the community response received from the 2018 Signature Author Event, and the improvements being made in Briggsdale; is thrilled with how far the District has come. Chairman Poncelow closed by stating that the IGA template should be completed soon and looks forward to having those completed and brought before the Board for consideration. 6.0 ADJOURNMENT 6:41 p.m. There being no further business before this Board, MOTION: Secretary/ Treasurer Grand moved to adjourn, SECOND: Trustee Damsma Approved this 19 th Day of February 2019 HPLD Foundation Secretary/ Treasurer Bob Grand Recording Secretary Kathy Webb 5

7 BOARD OF TRUSTEES DRAFT: EXECUTIVE SESSION Monday, January 21, 2019 Hudson Public Library 100 S. Beech St., Hudson, CO :00 p.m. 1.0 OPENING OF MEETING Before Roll could be taken Chairman Poncelow disclosed that he will be out of town between May 9 and September 2, 2019 to serve in a National Park. 1.1 Roll Call 6:57 p.m. Chairman/ Region 3: Ken Poncelow Vice-Chairman/ Region 5: Mary Heberlee Secretary-Treasurer/ At Large: Bob Grand Region 1: John Damsma Region 2: Gerri Holton Region 4: Mary Roberts Region 6: Joyce Smock 1.2 Approval of Agenda MOTION: Secretary Treasurer Grand moved to amend the agenda to have the Board discuss Board Composition in the Chairman s absence. SECOND: Trustee Roberts VOTE: Unanimously approved, 7:0 Public Comments No Public Comments 2.0 EXECUTIVE SESSION 6:59 p.m. 2.1 For purpose of; Determining positions relative to matters that may be subject to negotiations; developing strategy for negotiations; and instructing negotiators (4)(e), C.R.S. MOTION: Secretary/ Treasurer Grand SECOND: Trustee Smock VOTE: Unanimously approved, 7:0 Chairman Poncelow exited the room so a discussion could be held about Board composition in his absence and possibility of re-seating his position. He re-entered the session at 7:15 p.m. 1

8 3.0 ADJOURNMENT 7.57 pm There being no other business before the Board, MOTION: Secretary/ Treasurer Grand moved to adjourn, SECOND: Vice-Chair Heberlee VOTE: Unanimously approved, 7:0 Approved this 19 th Day of February 2019 HPLD Foundation Secretary/ Treasurer Bob Grand Recording Secretary Kathy Webb 2

9 HIGH PLAINS LIBRARY DISTRICT BOARD OF TRUSTEES COMMUNICATION Meeting date: February 19, 2019 Type of item: Action Subject : roof damage / insurance claim Presented by: Matthew Hortt, Executive Director and Natalie Wertz, Finance Manager Recommendation: Approve contracts with Front Range Roofing for repairs for insurance claim Buildings owned by High Plains Library District sustained damage from hail last summer. An insurance claim was made. Facilities and Finance have been working with the insurance adjuster on the claim. At the board meeting on December 10, 2018 the board approved using Front Range Roofing for the insurance claim. The Facilities Manager and Finance Manager met with representatives from Front Range Roofing on February 7, 2019 and Front Range Roofing has provided contracts for the repairs at Farr Regional Library, Centennial Park Library, Lincoln Park Library, and Erie Community Library. The Facilities Manager, Front Range Roofing, and the insurance adjuster have agreed that work at Lincoln Park Library needs to proceed as soon as possible, however work on the other buildings can be delayed until fall after hail season this year and following summer reading. We would recommend a substantial completion date of December 31, 2019 on all contracts. Staff Recommendation: Staff recommend the approve the contracts with Front Range Roofing for this insurance claim with the revised substantial completion dates of December 31, 2019 on all four contracts.

10 REQUESTED REVISIONS FROM BCL BOARD 2/13/2019 MEMORANDUM OF UNDERSTANDING CONCERNING LIBRARY SERVICES AT THE HIGH PLAINS LIBRARY AT BRIGGSDALE COMMUNITY LIBRARY PUBLIC COMPUTER CENTER Commented [ER1]: There are 2 requested revisions from the BCL board. Both are on the 1 st page of the MOU. The MOU signed by the BCL Board President reflects these revisions. This Memorandum of Understanding ( MOU ) Concerning Library Services at the High Plains Library at the Briggsdale (CO) Community Library, Inc. Public Computer Center is entered into by and between the High Plains Library District, a library district formed under the provisions of the Colorado Library Law, C.R.S et seq. (the District ) and the Briggsdale Community Library, Inc. ( BCL ), located in Briggsdale, Colorado. RECITALS WHEREAS, the Board of Trustees of the District is vested with the authority of administering the affairs of the District; and WHEREAS, the District desires to support an equal level of access to library services for all District residents; and WHEREAS, Briggsdale, Colorado is included within the District; and WHEREAS, BCL and the District desire to offer certain library services at the Public Computer Center (the PCC ) located within the town of Briggsdale, Colorado. WHEREAS, BCL and the District are authorized to enter into memoranda of understanding and wish to set forth their agreements concerning services at the PCC; Commented [ER2]: Remove the town of as Briggsdale is an unincorporated community. NOW THEREFORE, in consideration of the mutual covenants contained herein, the District and BCL agree as follows. AGREEMENT 1. Recitals. The foregoing Recitals are incorporated herein by reference. 2. Purpose. The purpose of this MOU is to set forth the rights, obligations and responsibilities of the District and BCL concerning library services at the PCC. 3. Term. Unless otherwise terminated as hereinafter provided, this MOU shall be effective beginning March May 1, 2019 until April 30,2020 <1 year period of time. For start-up year, this time can extend to 1 year+ up to 6 months depending on BCL s schedule for managing bills and contracts>, and it is renewable annually, upon review of all parties, in order to assure that services are continuing to meet public needs. Commented [ER3]: Change from March to May to reflect when PCC equipment should be mostly in place. 4. Obligations of the District. The District shall have the following obligations:

11 a. To assume costs and expenses to provide computers, Internet connectivity, peripherals, furniture and support equipment for use at the PCC by persons receiving library services to include: i. 2 PCs ii. Wireless Internet Access for public inside and outside of the building. People parked in front of the library will be able to access wireless when sitting in their vehicles. iii. 1 tabletop copier/fax/printer/scanner iv. 1 PC reservation system v. 1 Mobile 50 Collaboration/Visualization station (ie. MondoPad) vi. Filtering software vii. Furniture to support above viii. Dedicated broadband connection ix. Dedicated Electrical wiring and cabling b. To provide Information Technology staff to troubleshoot computer and network operations. c. To provide property insurance for District-owned equipment and furniture. d. As staffing allows, to provide BCL services such as computer classes, restocking premade library cards, delivery & pick-up services for materials, and summer reading programming; e. To assist BCL volunteers with issuing District library cards to allow access to virtual library services, troubleshooting equipment, and to monitor condition of District equipment 5. Obligations of BCL. BCL shall have the following obligations: a. To assume responsibility for costs or expenses related to maintaining space for library services, including planning and implementation to create and maintain a comfortable and safe facility for the public to use; b. To prepare and provide space for the PCC s equipment, furniture, and services, c. To determine location and assist in installation of equipment and furnishings; d. To include PCC furniture during custodial services and facilities maintenance; e. To provide security inside and around the building; f. To pay for utilities and to provide property insurance for the building; and g. To assist with promoting library services through BCL communication channels.

12 6. Computer Use. All users of library services at the PCC shall be required to hold a District library card and to comply with all District rules for computer use. Access on District equipment shall be through a filtered network. 7. Relationship of the Parties. Nothing herein shall create or be construed as creating a partnership, joint venture or agency relationship between the parties and no party shall have the authority to bind the other in any respect. The District shall be the employer of all persons providing services under paragraph 4 of this MOU, the BCL shall be the employer/volunteer manager of all persons providing services under paragraph 6 of this MOU. Each party shall, for its employees/volunteers, have the sole responsibility for paying salary, including benefits, and shall maintain such general liability, workers compensation and unemployment insurance coverage as are required by the State of Colorado. 8. Property. All equipment and other property provided by the District shall remain the property of the District. The District shall provide insurance on such property, and the BCL shall provide property and liability insurance for the PCC. Each party shall provide to the other an annual Certificate of Insurance, naming the other party as an additional insured. If the District, as an additionally insured party, is directly connected to an increase of the insurance cost; the District shall reimburse BCL for the increased costs for up to 25% above the insurance rate calculated for BCL without the District as an additionally insured party. 9. Needs Assessment. At least annually, the parties will assess the management of and the continuing need for the services provided under this MOU, using the measures described in Exhibit A, which is attached hereto and is incorporated herein by reference. 10. Termination. Each of the parties may terminate this MOU by providing thirty (30) days written notice to the other parties. 11. Miscellaneous Provisions. a. Notice. Any notice required or permitted by this MOU shall be in writing and either delivered or served upon the other party or mailed to the other party, postage prepaid, certified receipt requested, to the respective addresses as set forth below. Any such notice so deposited in the mail shall be deemed received within two (2) days after deposit. Either party may change her/its address by giving notice of the change in accordance with this paragraph. If to the Briggsdale Community Library: Briggsdale Community Library, Inc. Attn: Patty L. Bodwell 210 Main Street Briggsdale, CO If to the District: High Plains Library District Attn: Dr. Matthew Hortt, Executive Director 2650 W. 29 th St. Greeley, CO 80631

13 b. Entire Agreement; Amendment; Binding Effect. This MOU contains the entire understanding of the parties. It may not be changed without an agreement in writing signed by both parties. This MOU is binding upon and inures to the benefit of the parties, their successors, assigns and representatives. c. Severability. If any provision of this MOU is found by a court of competent jurisdiction to be illegal or unenforceable for any reason, such clause or provision shall be modified to the extent necessary to make this MOU legal and enforceable. If it cannot be so modified, such clause or provision shall be severed from the remainder of the MOU to allow the remainder of the MOU to remain in full force and effect. d. Waiver. Failure to insist upon strict compliance with any of the terms, covenants or conditions shall not be deemed a waiver thereof, nor shall any waiver or relinquishment of any right or power hereunder at any one or more times be deemed a waiver of such right or power at any other time. e. Appropriations. No provision of this MOU shall be construed or interpreted: i) to directly or indirectly obligate either party to make any payment in any year in excess of amounts appropriated for such year; ii) as creating a debt or multiple fiscal year direct or indirect debt or other financial obligation whatsoever within the meaning of Article X, Section 6 or Article X, Section 20 of the Colorado Constitution or any other constitutional or statutory limitation or provision; iii) as a donation or grant by either party to, or in aid of, any person, company or corporation within the meaning of Article XI, Section 2 of the Colorado Constitution. f. Compliance with Applicable Laws. At all times during the term of this MOU, the parties shall strictly adhere to and comply with all applicable federal and state laws, orders and regulations as they currently exist or may hereafter be amended, including but not limited to all applicable laws and regulations respecting discrimination. g. Governmental Immunity; Limitation of Liability. Each party to this MOU shall be responsible for its own negligence and that of its directors, officers, employees, agents and representatives. Notwithstanding any other provision of this MOU to the contrary, no term or condition hereof shall be construed or interpreted as a waiver, express or implied, of any of the immunities, rights, benefits, protection or other provisions of the Colorado Governmental Immunity Act, C.R.S et seq., as now existing or hereafter amended. The provisions of this IGA shall be controlled, limited and otherwise modified to limit the liability of the parties hereto to the above cited law. h. Legal Authority. Each party hereto warrants that it has the legal authority to enter into this MOU and that it has taken all actions required by its procedures, by-laws and/or applicable law to exercise that authority and to lawfully authorize its undersigned signatory to execute this MOU.

14 IN WITNESS WHEREOF, the parties hereto have caused this MOU to be executed on the date set forth below. Date HIGH PLAINS LIBRARY DISTRICT By: Ken Poncelow, President, Board of Trustees BRIGGSDALE COMMUNITY LIBRARY, INC. By: Patty L. Bodwell, Board President

15 HIGH PLAINS LIBRARY DISTRICT BOARD OF TRUSTEES COMMUNICATION Meeting date: February 19, 2019 Type of item: Action Subject : roof damage / insurance claim Presented by: Matthew Hortt, Executive Director and Natalie Wertz, Finance Manager Recommendation: Approve contracts with Front Range Roofing for repairs for insurance claim Buildings owned by High Plains Library District sustained damage from hail last summer. An insurance claim was made. Facilities and Finance have been working with the insurance adjuster on the claim. At the board meeting on December 10, 2018 the board approved using Front Range Roofing for the insurance claim. The Facilities Manager and Finance Manager met with representatives from Front Range Roofing on February 7, 2019 and Front Range Roofing has provided contracts for the repairs at Farr Regional Library, Centennial Park Library, Lincoln Park Library, and Erie Community Library. The Facilities Manager, Front Range Roofing, and the insurance adjuster have agreed that work at Lincoln Park Library needs to proceed as soon as possible, however work on the other buildings can be delayed until fall after hail season this year and following summer reading. We would recommend a substantial completion date of December 31, 2019 on all contracts. Staff Recommendation: Staff recommend the approve the contracts with Front Range Roofing for this insurance claim with the revised substantial completion dates of December 31, 2019 on all four contracts.

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