BOARD OF TRUSTEES. REGULAR MEETING Monday, October 16, District Support Services Building 2650 W. 29 th St., Greeley, CO p.m.

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1 1 BOARD OF TRUSTEES REGULAR MEETING Monday, October 16, 2017 District Support Services Building 2650 W. 29 th St., Greeley, CO p.m. 1.0 OPENING OF MEETING Meeting called to order with the Pledge of Allegiance at 6:06pm 1.1. Roll Call Chairman - Ken Poncelow Vice-Chairman - Mary Heberlee Secretary/Treasurer Bob Grand Region 1: John Damsma Region 2: Rosalie Martinez Region 4: George Conger Region 6: Excused - Stan Sameshima. Staff: Tony Brewer, Heather Butler, Natalie Wertz Others: Hazel Gibson, League of Women Voters 1.2. Approval of Agenda Motion: Trustee Heberlee Second: Trustee Martinez Vote: Unanimous 1.3. Approval of Regular Meeting Minutes September 18, 2017 Motion: Trustee Damsma Vote: Unanimous 1.4. Public Comments None 2.0 CHAIRMAN S REPORT 2.1 Invitation to Meet and Greet for Boards Wednesday, October 18, 2017 from 5 p.m. to 6 p.m. and catering will be provided.

2 2 2.2 Invitation to Glenn A. Jones Memorial Library (Johnstown) 50 th Anniversary, October 28, 2017 from 10:00 am to 12:00pm 2.3 Thank you to all staff for how well everyone has been adjusting and working through the transition of hiring a new director. 3.0 INTERIM DIRECTOR S REPORT 3.1. Bradbury Miller focus groups October The itinerary for the focus groups was included in a board communication memo. Bradbury Miller also sent an requesting responses to an online survey sent to board, search committee, member directors. Please be sure to complete this online survey Board training November 6, 2017 This training is mainly for the HPLD Board of Trustees; however, the invitation has been extended to the library member directors and member library board. The training will be held at the District Support Services Building 2650 W. 29 th St., Greeley, CO from 5:00 to 7:00pm Kersey Century Environmental took samples and are conducting testing of the samples. The analysis will take approximately one week. Once we receive the results from the tests we can then determine how to move forward Upcoming Events Weld Project Connect 10/20/17 Island Grove Park HPLD has been a part of this event since its inception 5 years ago. Spearheaded by United Way, this is a one day event for people to get help and resources available to them. Individuals are matched with a navigator, and then the navigator will help that individual get matched to services. HPLD is a Silver Sponsor and provides individuals with information about citizenship programs, library cards, Book a Librarian. Each individual is provided with an information sheet containing the locations and hours of our libraries. Signature Author Event 10/22/17 from 2pm 3pm Double Tree Hotel This is our second year hosting this event, and we have contracted with Author Jody Picoult for her book Small Great Things. This event sold out in 2 weeks from being posted. There are total of 925 seats, of which 450 ticket holders will have the chance to speak with the author while having their copy of her book signed. All attendees will receive an inspiration card related to the author s book. We have invited the press, but have not received confirmation of their attendance.

3 3 Veteran s Day Lunch Saturday, November 11, 2017 at 12:00pm 50 Veterans Plus 1 guest Hudson Library Traveling Exhibit Traveling display featuring all of the members and branches, and information regarding what makes the individual location unique. This display will remain at each location for 2-3 weeks Attorney Contract Chair Poncelow and Director Brewer have a meeting scheduled with the attorneys next week to discuss scope of work. 4.0 ITEMS FOR INFORMATION OR ACTION 4.1. Trustee Nomination Report Mary Heberlee (information) Candidates were interviewed on October 13, The committee nominated Joyce Smock from Grover to replace Trustee Sameshima as the Region 6 Board Member. There were two suggestions concerning nomination by-laws: (1) change the requirement that a committee member must be an elected official and (2) change the timing of the selection process, since it currently conflicts with budget approval processes Suggested Plan for Interim Period Tony Brewer, Interim Director (information) Director Brewer offered that we can meet the goals of the Board, we just need to do some pacing. He proposed the following schedule for the time he will be Interim Director: October December 2017 Focus on deadline driven projects and preparing for the new director: Board training, Executive Director search, Trustee nomination and ratification, Adopt 2018 Budget, Address pressing facility issues (Lincoln Park, Kersey), Performance Appraisals January March 2018 Focus on DSS, Member, Branch relationships: Board training, Executive Director Search, Meetings with Branch Managers and Member Directors, Board Members and DSS Managers and Branch Managers, Interview and Report of DSS Manager Concerns. April December 2018 Focus on new direction: Executive Director Orientation, Relationship Building, IGA s, Strategic Plan, Lincoln Park Long Term Solution, Kersey Library Long Term Solution, Dacono Addition to District, Foundation, Policy Issues.

4 4 Chair Poncelow approved the proposed plan with the unanimous support from all board members. 4.3 Lincoln Park report and options Tony Brewer, Interim Director (information or action) Background The current building for the Lincoln Park Library is up for sale, the current lease is on a month-to-month basis, and the risk of being evicted is a possibility. The building is owned by Goodwill of Denver. Goodwill vacated the building earlier this year. Considerations Director Brewer identified several aspects that need to be considered in determining what to do about the Lincoln Park Library. Most urgent is the unsettled situation, which produces tension for staff. Some plan is needed. Second is whether the Board regards the current facility as temporary or permanent. Third is the asking price to buy the building, which is $675,000. Fourth is that there are no immediate alternatives. But there is also no aggressive seeking. The fifth consideration is the City of Greeley. They are regarded as a potential buyer, but are concerned about the asking price. They have also been wanting to partner with the District for the District to buy the current Greeley Town Hall when that building is vacated. However, timing is an issue. To move out would require voters to renew a Quality of Life sales tax which couldn t go to a vote until November If the District purchased the building, due to renovations, it would not be available until the end of Sixth consideration is whether the Board regards it as important to maintain a library branch in downtown Greeley. Seventh consideration is the size of facility needed roughly 20,000 to 30,000. Finally, although political considerations are important, the highest priority should be on what best serves the patrons in an area. Options Director Brewer identified the following options for the temporary and permanent solutions for Lincoln Park: Prepare to relocate staff from the Lincoln Park Library to other branches. Purchase the current building for the Lincoln Park Library. Search for an undeveloped property and construct a new library. Seek an existing facility such as the Greeley City Hall and go through renovations. Seek another property to lease. Consider a joint purchase and/or share the building with another entity. Staff Recommendation Director Brewer made these recommendations: Make a plan to redistribute staff and materials; move on building a storage facility in early 2018; hire a commercial realtor; identify features needed in that facility. There was discussion by the Board about buying the current facility, even if the current site would not be the permanent location. Currently we are paying lease costs that could be put toward purchase.

5 5 There was also discussion about the fact that the proposed 2018 budget does not include any funding to take action concerning Lincoln Park. For the past few years, and in 2019, $5,000,000 has been budgeted. Motion to hire a commercial realtor by the way of RFP Motion: Trustee Martinez Vote: Unanimous vote and motion carried Motion to add $2,000,000 to the 2018 Capital Expenses budget. Motion: Trustee Damsma Second: Trustee Conger Vote: Carried by majority Trustee Grand abstained 1.0 ADJOURNMENT Motion to Adjourn: Trustee Martinez Vote: Unanimous vote and motion carried HPLD Board Secretary/Treasurer Bob Grand Recording Secretary Heather Butler