BOARD OF TRUSTEES REGULAR MEETING Monday, April 15, 2019 Glenn A. Jones MD Memorial Library 400 S. Parish Ave., Johnstown, CO :00 p.m.

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1 BOARD OF TRUSTEES REGULAR MEETING Monday, April 15, 2019 Glenn A. Jones MD Memorial Library 400 S. Parish Ave., Johnstown, 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. March 18, 2019 Executive Session b. March 18, 2019 Regular Session c. March 28, 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 3.2 Foundation Update- Abby Yeagle, HPLD Foundation Director 4.0 ITEMS FOR INFORMATION/ACTION 4.1 Northern Water Presentation (Information) Dr. Matthew Hortt, Executive Director introduce Speaker 4.2 Roof Repair (Action) Natalie Wertz, Finance Manager 4.3 RFP for Realtor (Action) Dr. Matthew Hortt, Executive Director 5.0 BOARD COMMENTS 6.0 ADJOURNMENT Upcoming meetings: April 22 nd, 5:30 p.m.; HPLD Board Special Session (Annual Meeting with ALL District Boards) at HPLD Administration Bldg., 2650 W. 29 th St. Greeley, CO May 6 th, 6 p.m.; HPLD Board Meeting (Second Quarterly Session/ CAFR), 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 1.0 OPENING OF MEETING 1.1 Roll Call 7:17 p.m. Guest: Bill Garcia Chairman Poncelow Vice-Chair Heberlee Secretary/ Treasurer Grand Trustee Damsma (on phone) Trustee Smock Trustee Roberts Trustee Holton Staff: Dr. Hortt and Kathy Webb 1.2 Approval of Agenda Motion: Trustee Heberlee Second: Trustee Roberts 1.3 Public Comments No Public Comment BOARD OF TRUSTEES EXECUTIVE SESSION Monday, March 18, 2019 Administrative Support Services 2650 W. 29 th St., Greeley, CO :30 p.m. 2.0 ITEMS FOR ACTION/ INFORMATION 2.1 Executive Session (Action) A. Conferences with an attorney for the local public body for the purposes of receiving legal advice on specific legal questions on IGAs and contracts (4)(b), C.R.S. B. Determining positions relative to matters that may be subject to negotiations; developing strategy for negotiations; and instructing negotiators on expanding services (4)(e), C.R.S. Executive Session began at 7:25 p.m. Executive Session ended at 8:45 p.m. Motion: Trustee Grand moved to approve moving forward on four specific projects as identified in the Executive Session. Second: Second by Trustee Holton

3 3.0 BOARD COMMENTS No Board Comments 4.0 ADJOURNMENT 8:47 p.m. There being no further business before this Board, Motion: Trustee Smock motioned to adjourn Second: Secretary/ Treasurer Grand Approved this 15 th of April HPLD Board Secretary/ Treasurer Bob Grand Recording Secretary Kathy Webb

4 BOARD OF TRUSTEES EXECUTIVE SESSION Monday, March 18, 2019 Administrative Support Services 2650 W. 29 th St., Greeley, CO :00 p.m. 1.0 OPENING OF MEETING 1.1 Roll Call and Pledge 5:03 p.m. Guests: Bill Garcia. Laura McFarland, Dan Spykstra, Christian Morgan, and Jed Risser from France & Pitman Chairman/ Region 3: Ken Poncelow Vice-Chairman/ Region 5: Mary Heberlee (arrived 5:16 p.m.) Secretary-Treasurer/ At Large: Bob Grand Region 1: John Damsma (via phone) Region 2: Gerri Holton (arrived 5:08 p.m.) Region 4: Mary Roberts Region 6: Joyce Smock Staff: Dr. Matthew Micaela Sanchez, Kimberly DePinto, Joanna McNeal, Melanie Goldman, Tony Brewer, Elena Rosenfeld, Cindy Osborne, Niamh Mercer, Jordana Vincent, and Kathy Webb Chairman Poncelow read into record the following from the High Plains Library District Board Ethics Policy; 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. 1.2 Approval of Agenda & Change Venue Motion: Secretary / Treasurer Grand moved to amend the agenda; Dr. Hortt will be covering the Signature Author Series in his report. The change of venue from Farr Regional Library to the HPLD Administration Building is noted Second: Trustee Holton 1.3 Approval of Regular Meeting Minutes A. February 19,2019 Executive Session Motion: Secretary / Treasurer Grand Second: Trustee Smock B. February 19, 2019 Regular Session Motion: Secretary / Treasurer Grand Second: Trustee Holton

5 C. February 19, 2019 Work Session Motion: Secretary / Treasurer Grand moved to approve minutes as amended Second: Trustee Holton 1.4 Public Comments No Public Comment 2.0 CHAIRMAN'S REPORT Chairman Poncelow reported that several of the Board attended HPLD All Staff Day. He especially enjoyed Jeremy Moyer s lightening talk that was delivered much like an infomercial. The Board noted that all Member Libraries sent staff to attend and applauded Dr. Hortt and Staff for holding such an event. 3.0 DIRECTORS REPORT 3.1 District Update - Dr. Matthew Hortt, Executive Director Dr. Hortt announced; Community Relations & Marketing are working internally to secure the 2019 Signature Author Tablets and s were provided to all Board members, for the purpose of conducting HPLD Board business Reported on several bills before the Colorado House & Senate; potential effecting election of Library Boards, Right to Rest, UBSCO and the tax base/ economy as outline in Proposition 181. Dr Hortt mentioned upcoming events; Members Director meeting at the Administration Building with key District Staff and an internal Steering Committee meeting to reassess the Districts Mission, Vision and Values. 3.2 Foundation Update - Abby Yeagle, Foundation Director Niamh Mercer from the Foundation was present but did not present a report. Foundation Chair, John Damsma had no report as well. 4.0 ITEMS FOR ACTION/ INFORMATION 4.1 Signature Author Event 2019 (Information) Micaela Sanchez, Programming and Experience Supervisor 4.2 Security Guards Contract (Action) - Erie Ewing, Associate Director of Human Resources Motion: After Staff presentation and little discussion; Secretary / Treasurer Grand moved to approve contract as presented, for Security Guard Services at Lincoln Park Second: Trustee Damsma 4.3 Colorado Statewide Investment Pool (CSIP) - Natalie Wertz, Finance Manager Manager Wertz presented on this item on the recommendation of the Board Finance Committee Discussion was held, and an agreement was reached that CSIP was an important opportunity. However, Chairman Poncelow urged the Board to consider approve opening a CSIP account by adopting RESOLUTION 19-3 as presented as

6 recommended by Staff but consider diversify/ splitting funds as recommended by Secretary/ Treasurer Grand. Motion: Secretary / Treasurer Grand moved to accept Chairman Poncelow s recommendation Second: Trustee Holton 4.4 Colorado Open Record Act (CORA) Policy (Action) - Dr. Matthew Hortt, Executive Director Motion: After the presentation, and upon the advice of Counsel, Trustee Holton moved to approve the attached policy regarding requests for public records and associated research and retrieval fees that apply when responding to CORA requests; by adopting Resolution 19-4 as presented Second: Trustee Roberts 4.5 Realtor RFP (Action) - Dr. Matthew Hortt, Executive Director Dr Hortt explained that the Realtor RFP had expired and needs Board approval to release a Realtor RFP to assist in the future expansion and growth of District facilities and services Motion: Secretary/ Treasurer Grand Second: Vice-Chairman Heberlee 4.6 Erie Update (Information) - Dr. Matthew Hortt, Executive Director After a presentation by Dr. Matthew Hortt and Dan Spykstra from Wember Inc., the Board engaged in a lengthy discussion and a consensus was reached that additional information is needed from the Master Plan that Wember Inc. is currently conducting for the District. This plan will inform services and facility decisions and will take into account population growth and the strain on current facilities and services. Dr. Hortt addressed the Board s concerns and assured them that other long-term plans, facilities, growth opportunities and other considerations would be addressed at the Executive Session following the Regular Session; negotiations needed to be considered and may impact Board direction on this matter. 4.7 Bylaws Discussion (Information) - Dr. Matthew Hortt, Executive Director Counsel Garcia was introduced by Dr Hortt. Garcia then addressed several of the Board concerns and suggested the Board Bylaw committee meet to talk through their modifications. Direction was given to Staff to schedule a Bylaw Committee meeting at Counsel s convenience. 5.0 BOARD COMMENTS Trustee Smock- None Trustee Roberts reported that the Finance Committee met

7 Trustee Holton commented on All Staff Day, stating that she enjoyed the creativity and inspiration. Secretary/ Treasurer Grand commented that he was out of town for All Staff Day and is sorry he missed it. Vice-Chairman Heberlee remarked on the inclusiveness of Staff Day and appreciated Dr. Hortt s effort to include the Member s staff. Trustee Damsma remarked that he was still recovering from surgery, appreciated being able to attend via teleconference but missed being able to attend the meeting in person Chairman Poncelow remarked that he would like to see the Signature Author Event be a District wide event, with live streaming possibly in the Member and Library branches and possibly increase ticket sales. 6.0 ADJOURNMENT 6:06 p.m. There being no further business before this Board, Motion: Trustee Holton motioned to adjourn Second: Trustee Roberts Approved this 15 th of April HPLD Board Secretary/ Treasurer Bob Grand Recording Secretary Kathy Webb

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9 1.0 OPENING OF MEETING 1.1 Roll Call at 4:04 pm BOARD OF TRUSTEES SPECIAL SESSION Thursday, March 28, 2019 Administrative Support Services 2650 W. 29 th St., Greeley, CO :00 p.m. Chairman/ Region 3: Ken Poncelow (absent) Vice-Chairman/ Region 5: Mary Heberlee Secretary-Treasurer/ At Large: Bob Grand (absent) John Damsma (absent) Gerri Holton (via phone) Mary Roberts (via phone) Joyce Smock (via phone) Staff: Dr. Matthew Hortt and Kathy Webb 1.2 Approval of Meeting Minutesa. March 18, 2019 Executive Session b. March 18, 2019 Regular Session Due to technical difficulties these are not presently available, will be approved at next Board meeting. 1.3 Approval of Agenda VOTE: Unanimously approved; 4:0 1.4 Public Comments No Public Comment 2.0 DIRECTORS REPORT Dr. Hortt reported on the following items 2.1 National Library Week 2019; April 7-13 with the theme "Libraries = Strong Communities." 2.2 PIO Update- James Melena, has been named as the new Public Information Officer and Community Relations & Marketing Manager th Congressional Art Show at Farr Regional Library, April 6 th at 5:00 p.m. This item was incorrectly posted previously; the event will take place on April 5 th at 6 pm at Farr Regional Library. 3.0 ITEMS FOR ACTION/ INFORMATION 3.1 Sierra Contract (Action) Dr. Matthew Hortt, HPLD Executive Director

10 Dr. Hortt presented on this item. Per our negotiations if the Board is able to approve the contract by the April 1, 2019 deadline it would saves the District over twentythousand dollars; allowing us to come in forty-four thousand under budget. Vice-Chair Heberlee questioned whether the contract provided for onsite support, to which Dr. Hortt responded in the affirmative. Dr. Hortt added that moving the platform to the cloud (online) would also allow for more consistent and accessible remote support; in cases such as with Member Library Directors, it would allow Staff to work closer on training and better lines of communications. Motion: Trustee Smock voted to approve the contract as presented Second: Trustee Holton: Vote: Unanimously approved, 4:0 4.0 BOARD COMMENTS Vice-Chair Heberlee added that she appreciates Staff; IT especially making the effort to save the District money. No other comments 5.0 ADJOURNMENT There being no further business before this Board, Motion: Trustee Smock motioned to adjourn Second: Trustee Holton Vote: Unanimously approved, 4:0 Approved this 15 th of April HPLD Board Secretary/ Treasurer Bob Grand Recording Secretary Kathy Webb

11 HIGH PLAINS LIBRARY DISTRICT BOARD OF TRUSTEES COMMUNICATION Meeting date: April 15, 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, insurance adjuster, and Front Range Roofing reinspected the roofs on April 8, Front Range Roofing has provided contracts for the repairs. The attorney has reviewed and approved the contract language. The Facilities Manager, Front Range Roofing, and the insurance adjuster have agreed that work at Lincoln Park Library needs to proceed soon, but work on the other buildings could be delayed until fall after hail season this year and after summer reading. Staff Recommendation: Approve the contracts with Front Range Roofing for this insurance claim.