BOARD OF TRUSTEES. REGULAR MEETING Monday, September 18, 2017

Transcription

1 BOARD OF TRUSTEES REGULAR MEETING Monday, September 18, 2017 Centennial Park Library, rd Avenue, Greeley, CO (Tour begins at 5:30, Meeting begins at 6 p.m.) 1.0 OPENING OF MEETING 1.1. Roll Call George Conger, John Damsma, Bob Grand, Mary Heberlee, Ken Poncelow, Stan Sameshima, Rosalie Martinez Approval of Agenda Motion: Bob Grand moved the motion to approve the agenda. Second: Mary Heberlee 1.3. Approval of Meeting Minutes Approval of Work Session minutes August 14, 2017 Motion: John Damsma moved the motion to approve the work session minutes. Second: Stan Sameshima Approval of Regular meeting minutes August 28, 2017 Motion: George Conger moved the motion to approve the regular meeting minutes. Second: Bob Grand 1.4. Public Comments None 2.0 CHAIRMAN S REPORT 2.1 Consideration of cancellation of October 2 work session Chair Poncelow will be out of town and unable to attend the October 2, 2017 work session. He proposed cancelling the work session. All board members agreed to cancel the October 2, 2017 meeting.

2 2.2 Centennial Park. Chair Poncelow thanked the Centennial Park Library for conducting a tour of their library and providing refreshments. 2.3 Aims Community College Chair Poncelow reported that he, Trustee Grand, Associate Director of Community Engagement Elena Rosenfeld and Interim Director Tony Brewer met with Aims Community College to discuss a proposal developed by Aims to encourage interest in college by starting with children and younger people. The proposal relies on libraries in the District to provide space. 2.4 Invitation to Grand Opening of Nantes Library The board received an invitation to the Grand Opening on Saturday, September 23, 2017 from 2:00pm to 4:00pm. No RSVP is required. 3.0 INTERIM DIRECTOR S REPORT 3.1. Prospector project - Terri Spaulding, Collection Resources Manager and is posted on the website. Prospector will go live in December. Prospector allows patrons of participating libraries to borrow items from other library systems directly from our online catalog. We are currently in process of working on the software configuration. We will be visiting libraries in Loveland and Longmont to see their setups. The addition of Prospector provides an anticipation for savings because the cost of purchasing new materials can be reduced. Statistics from other libraries indicates we could have an additional 500 requests per week. There is concern regarding staffing for the member libraries, but HPLD will make sure that they are provided with adequate training as the impact for additional staffing is presently unknown. Prospector is being integrated in 4 phases. We are at the end of Phase 1, and have developed profiling sheets for what we wanted Prospector to do and configuration of the software. Phase 2 will be training the staff and librarians. Phase 3 is a soft go live to make sure the program is running as designed and to help with determining the potential usage. Phase 4 is scheduled for January and will be the official go live of the program to the public. The 2018 budget does include part time page positions in Collection Resources and in each branch to offset expected demand. We have been working with members on the projects, but cannot affect their budgets. Items that may be found in only few locations are included in those that may be loaned. Each library can determine if there are some materials that they will not lend, using profiles developed for each library.

3 3.2. Board training Per the Board's request, Interim Director Brewer has set up training for board members with Jacqueline Murphy of the Colorado State Library. The first session is on November 6, A second is scheduled for February 5, Board members of member libraries are also invitged. 3.3 Trustee Nomination process Communications have been sent to the mayors and clerks requesting representatives to interview candidates for Region 6, replacing current trustee Stan Sameshima. They are to submit the name of a representative by September 25. Those individuals wanting to be considered for Region 6 are to submit their application by October 2. Interim Director Brewer will be sending an to board members with a link to the communication issued and the application. 4.0 ITEMS FOR INFORMATION/ACTION 4.1. Adopt 2018 draft budget - Natalie Wertz, Finance Manager (action) and is posted on the website. Wertz is presenting a balanced budget as a recommendation for Key items: Weld County has an increase in revenue of 1.85% from the 2017 budget. Virtual library was combined with the Outreach budget to better align the two programs resulting in what appears to be a budget increase. The addition of vehicles for Outreach is based on RFP s received and will be delivered early next year. There are still plans to replace the Bookmobile. Currently we do not have the space to accommodate the addition of the new vehicles, and as a result $300,000 has been allotted for a garage and storage building. Salaries and wages include a merit increase for Effective January 1, 2018, the federal minimum wage will increase, and there are a few employees that will receive an increase in order to be consistent with the new wage. There is also an addition of staff to the budget. Benefits in 2018 will increase by 15% from the 2017 budget. Eaton has been discussing a project in Galton. IT funds and collection resource funds have been added. Discussion and comments: Amendments to the budget can be made in 2018 if necessary. However, that's generally avoided because it requires repeating the entire budget approval process, including approval, sending amendment for public review, and final approval. The 2018 final budget is scheduled to be approved in regular session of December 11, 2017.

4 Member libraries are autonomous and develop their own budgets, including staffing. If the Board desires a different process for working with member libraries in formation of the budget, that is something that could be considered under the new director. Concerning branches, budget is developed starting at the branch level, with input from staff and branch managers and then developed by Director and Finance Manager. A budget should reflect the strategic plan and not the other way around. For this reason, there is interest in developing a strategic plan that has clear measures. Motion: Bob Grand moved the motion to approve the 2018 draft budget. Second: George Conger 4.2. Executive Director search firm selection - Mary Heberlee (action) and is posted on the website. On September 12, 2018, the search committee met to consider the three submitted proposals. The committee is recommending Bradbury Miller, based on proposal and comments received from other Colorado libraries that have used a consulting firm. Discussion and comments: Based on the preliminary Bradbury Miller proposal, a new director would be selected around mid-february When that person starts is contingent on whether that person needs to give notice in their current position. Bradbury will be conducting several focus groups, including Board, search committee, member boards and directors, branch managers, staff and public. Their initial visit, planned for October, is aimed at getting a good understanding of what we are looking for in a director. The search committee did receive and evaluate the proposal of the only known Colorado search firm. Bradbury Miller came highly recommended and has a successful history. Motion: Mary Heberlee moved to select Bradbury Miller. Second: John Damsma Vote: Motion called to vote and passed with unanimous approval Outreach vehicle contractor selection - Elena Rosenfeld, Associate Director of Community Engagement (action) A Board Communication document regarding this was sent to the Board and is posted on the website. On September 13, 2017, the evaluation committee, which included staff and one Board member, met to evaluate the four proposals received for three

5 outreach vehicles: Sprinter van, Transit Van, and Pop-up Vehicle. The recommendation is to award the contract to Summit BodyWorks for all three vehicles. Summit Autobody Works provided a lower overall bid than the other bid received, and a delivery time between 120 to 190 days. Discussion and comments: Summit has agreed to give us a 3 percent discount on top of their quoted price, if we will be buying all three vehicles from them. Chair Poncelow thanked Rosenfeld and the committee for an excellent job and due diligence. When the vehicles are up and running, he suggested a party to welcome the new vehicles and to press coverage. Motion: Rosalie Martinez moved the motion to select Summit Body Works for the purchase of 3 vehicles for Outreach. Second: Bob Grand Vote: Motion called to vote and passed unanimously Kersey Library - Tony Brewer, Interim Director (information) and is posted on the website. No action from the Board is being requested at this time. The plan of staff, unless otherwise directed, is to continue working with Kersey to install computers and a holds pickup in the front part of the Senior Center, pending a professional determination that there is not a health or safety risk in the facility. This is a short term solution, for approximately a year. The report also identified several options for the Board to consider as permanent solutions, when we reach that stage. 5.0 BOARD AND PUBLIC COMMENTS 5.1 Trustee Grand Expressed concern that we need to be working on the strategic plan that includes measures of how we are doing and how to spend funds. 5.2 Trustee Heberlee Concerned we could lose the current property for the Lincoln Park Library and has concerns regarding rural outreach. The Lincoln Park Library property is to be added to the agenda for an upcoming session. 5.3 Interim Director Brewer Introduced Jeremy Rose, from Cohan Payton and Payne. Introduced Christian Morgan, Kersey Town Manager. Morgan extended an invitation to the board for a tour of the Town Hall and the proposed interim library. Morgan agreed to host a joint session or one of the HPLD Board sessions. Morgan will work with Interim Director Brewer on details.

6 5.4 Rochelle Mitchell-Miller, Foundation Director Chair Poncelow Mitchell-Miller to speak about The Foundation and the recent Links for Literacy fundraiser. Mitchell-Miller reported they had a great turn out for the annual golf tournament with 30 teams consisting of 4 players per team. The tournament was held at the Eaton Country Club, and a total of 26 different companies sponsored the event. The Foundation has a partnership with the Kiwanis of the Rockies, and they have become real ambassadors with the district. Trustee Heberlee attended the event, and helped check people in. This is the only fundraiser for the Foundation. Preliminary accounting of the proceeds are roughly $32,000; however, the final proceeds are still being determined. After the proceeds have been finalized, the Foundation with share a portion of the proceeds with Kiwanis of the Rockies. Mitchell-Miller also reported on the Teen Tour Signature Event featuring Joaquin Zihauatanejo, a slam poet with a message about kindness. The poet will be traveling to the high schools and middle schools in our area. Donations from Batter Up Cakes and The Human Bean have been received for this event. Each teen that completes a survey will receive a gift card to the Human Bean. 6.0 ADJOURNMENT It was moved by Conger and seconded by Sameshima to adjourn the meeting. Motion called to vote and passed unanimously. Adjourned at 7:15pm. Upcoming meetings: October 2 - Work Session - Cancelled October 16 - Regular meeting (Foundation Meeting at 4 pm.) November 6 - Work Session November 20 - Regular meeting December 11 - Regular meeting HPLD Board Secretary/Treasurer Bob Grand Recording Secretary Heather Butler