Library Board Agenda

Transcription

1 T H E P U B L I C I S W E L C O M E A T A L L L I B R A R Y B O A R D M E E T I N G S April 26, 2017, 5-6:30 p.m. Ridgedale Library Robert H. Rohlf Room Ridgedale Drive Minnetonka, MN Library Board Agenda 1. CALL TO ORDER 2. APPROVAL OF AGENDA* 3. CONSENT* Approval of Minutes of March 22, 2017 Acceptance of Donations 4. PUBLIC COMMENT 5. COUNTY COMMISSIONER UPDATE Commissioner Jeff Johnson 6. COMMENDATIONS* Jill Joseph, Kathleen Lamb, and Jane Shanard 7. ELECTION OF OFFICERS* Adja Ann, Nominating Committee Chair 8. DIRECTOR S REPORT Library, County, and Community Updates 9. PRESIDENT S REPORT Announcements Library Technology Plan Update Johannah Genett, Resource Services Division Manager 10. COMMITTEE REPORTS* Fee and Fine Policy First Read 11. UNFINISHED BUSINESS 12. NEW BUSINESS 13. ADJOURN * Library Board action items The next monthly meeting of the Hennepin County Library Board is Wednesday, May 24, 2017, 5 p.m. at Minneapolis Central Library, Doty Board Room, 300 Nicollet Mall, Minneapolis. Library Board Adja K. Kaba Ann Katherine Blauvelt Caitlin Cahill, Vice President Chris Damsgard, President Tim Dolan Barbara Fenton Jonathan Gaw Sandy Johnson, Secretary Samuel Neisen Margy O Neill-Ligon Erin Vrieze Daniels Library Director Lois Langer Thompson

2 MINUTES OF HENNEPIN COUNTY LIBRARY BOARD MEETING March 22, 2017 The Hennepin County Library Board met Wednesday, March 22, 2017 at the Minneapolis Central Library. Present: Adja Ann, Katherine Blauvelt, Caitlin Cahill, Chris Damsgard, Barbara Fenton, Jonathan Gaw, Sandy Johnson, Margy O Neill-Ligon, and Samuel Neisen Hennepin Commissioner Linda Higgins, Commissioner Debbie Goettel County Staff: Maria Baca, Ben Brown, Johannah Genett, Kristin Harley, Samantha Jekot-Graham, Lois Lenroot-Ernt, Janet Mills, Anna Sheppard, Lois Langer Thompson, Ali Turner, and Ann Woodson-Hicks Public: Kari Corter, Rose Prullage, John Ligon CALL TO ORDER Library Board Vice President Caitlin Cahill called the Hennepin County Library Board meeting of March 22, 2017 to order at 5:04 p.m. and welcomed all in attendance. INTRODUCTION OF NEW LIBRARY BOARD MEMBER Vice President Caitlin Cahill asked new Library Board Member Margy O Neill-Ligon to introduce herself. Margy is a long-time library advocate who ran the Friends of Minneapolis Public Library from She spent her career in education, first at Walker Art Center as director of education and more recently the University of Minnesota in Continuing Education. Libraries and lifelong learning are my top priorities and I m delighted to be here, she said. APPROVAL OF AGENDA Jonathan Gaw made a motion to approve the agenda; seconded by Katherine Blauvelt. Motion passed. CONSENT ITEMS Jonathan Gaw made a motion to approve the meeting minutes of February 22, 2017; seconded by Aja Ann. Motion passed. PUBLIC COMMENT None GREETING FROM HENNEPIN COUNTY COMMISSIONER LINDA HIGGINS Hennepin County Commissioner Linda Higgins, District 2 Hennepin County Commissioner Linda Higgins, elected in 2012 and Vice-Chair of the County Board, represents a district that goes from Plymouth to St. Anthony. District Two includes Golden Valley, North Regional, Northeast, Pierre Bottineau, Plymouth, St. Anthony, Sumner, and Webber Park Libraries. Commissioner Higgins priorities are responsible budgeting, transportation and transit, Health and Human Services, healthcare reform, and safe and affordable housing. Two significant milestones in District 2 will be the grand opening of the new Webber Park Library on May 18, 2017 and the opening of a much-needed grocery store next to the library later in The new library is the result of good planning, partnerships, contributions by talented local artists, and an enthusiastic community that has been looking forward to the addition of this vital amenity to North Minneapolis. Commissioner Higgins chairs the Hennepin County Housing and Redevelopment Authority (HRA). Her latest project involved partnering with Hennepin County s Resident and Real Estate Services (RRES) to move 90 vacant, tax-forfeited houses more efficiently into the hands of residents. Commissioner Higgins and RRES asked the Minnesota Legislature to approve alternatives to current tax-forfeited property disposal procedures to sell rehabilitated, move-in ready housing to local residents. The project employs small, local contractors who are predominantly people of color and women. Nine of these former tax-forfeited properties will soon be available for sale. Commissioner Higgins added that Hennepin County listened to the contractors concerns and revised their procedures to pay them promptly because smaller contractors cannot float the amount of overhead that larger contractors are often able to do. This program also changed unwieldy rules regarding liability insurance. The rehabilitated houses are located in Golden Valley, Crystal, and Minneapolis.

3 Library Board Meeting Minutes (cont.) 2 March 22, 2017 Commissioner Higgins introduced Hennepin County Commissioner Debbie Goettel. The Hennepin County Board of Commissioners has reorganized their committees to align with County lines of business. The Library is now under the Operations Committee, which is chaired by Commissioner Higgins. Katherine Blauvelt thanked Commissioner Higgins and said she was excited to hear Board Member Sam Neisen s report about the new Webber Park Library s public art project. She is interested in the capital projects timeline presented at the last Library Board meeting. She appreciated hearing the ongoing discussion on when to refurbish high-use libraries and the importance to get the schedule right. Library Director Thompson replied that the Library Board members are invited to a County Board briefing on the capital plan on June 1, Previously the plan was to refresh a library every years. However, Hennepin County Library (HCL) buildings are different ages and are used at different levels. Instead of refurbishing libraries on a fixed schedule, HCL is reviewing the Capital Plan using an equity lens to renovate libraries based on usage impact. Commissioner Higgins commended the work recently done at the Brooklyn Park, St. Anthony and Golden Valley Libraries to create 21 st Century libraries. DIRECTOR S REPORT System Services Division Manager Ali Turner confirmed there are community engagement sessions for the public art projects at the Webber Park Library on Saturday morning, March 25, 2017, and Tuesday, March 28, 2017, from 3:30-6:30 p.m. Director Thompson will that information to the Board. Ignite Presentation by Anna Sheppard Anna Sheppard, Adult Services Librarian at the East Lake Library, presented a five-minute Ignite session titled, Deepening Community Connections Through Local Programming. She outlined the local programming project s components: Reach Out, Celebrate, Be Thought Partners, Encourage Interaction and Reach Out Again. She said that community events connect organizations (and residents) with each other. Local businesses recently involved in library programming included the Hack Factory Maker Space, Ballare Teatro, Migizi Communications American Indian Technology Center and Youth Education Projects, Du Nord Distillery, Gandhi Mahal Restaurant, Hook and Ladder, the Longfellow Art Crawl, Hi-Lo Diner and Open Streets. The program is in its third year. Sheppard encourages natural partnerships while welcoming intentional efforts to build community connections. Board Members asked if exempt and hourly library staff are able to attend these events; are similar outreach initiatives available at other libraries; what opportunities did this initiative provide for cross-group communication between businesses and community groups. Director Thompson said that each library is responsive to the community it serves. The emphasis is on establishing true community partnerships, whether it s with a local business or community group. Library and Community Updates Laurie Brickley was recently hired as the new Communication Manager and will start in April. Maria Baca, Hennepin County Communications, is embedded in the library to help tell the Library s story. She s worked with the Star Tribune and Channel 12 on news stories about the All Are Welcome Here campaign, Homework Help, and the Teen Tech Squad. The first round of interviews for the Director s Administrative Assistant are complete. Over two hundred qualified candidates were screened to 33 semifinalists while retaining diversity in the applicant pool. HCL will continue to use the self-reported demographics portion of the application to ensure a diverse applicant pool. Two new Library Board members; Tim Dolan, former Minneapolis police chief, and Erin Vrieze Daniels, Richfield Planning Commission chair, are not able to be here tonight but will be with us in April. Director Thompson serves as ex officio member of the Youth Coordinating Board (YCB). On March 9 YCB asked youth to read a welcoming statement to the City of Minneapolis. Commissioners McLaughlin and Greene, along with Mayor Hodges, County Attorney Freeman, and Cam Gordon, Minneapolis City Council Member, also serve on the board. HCL staff developed a resource list for immigrants and students who may not be aware of all of the resources the library has for them.

4 Library Board Meeting Minutes (cont.) 3 March 22, 2017 The library worked with the MLA lobbyist and the MELSA executive director to secure a hearing for additional Regional Library Basic Systems Support (RLBSS) funding. Although not included in the House or Senate budgets, the Library community will continue to advocate for the additional funding. A briefing on the capital budget will be held with the County Board on June 1, from 10:30-11:30 a.m. in the County Board Room at the Hennepin County Government Center. Library Board members are invited to attend. Over 100 people attended the outdoor grand opening for the Cedar Riverside Opportunity Center on March 12. The library presented its pop-up event and staff from the Hennepin County Law Library were there. Commissioners McLaughlin, Callison, and Greene also attended. Sara Zettervall will be the librarian, and interviews for the community liaison position are underway. PRESIDENT S REPORT Announcements Library Board Fee and Fine Policy Lois Langer Thompson and Lois Lenroot-Ernt Chris Damsgard announced that the Fee and Fine and Use of Library Spaces policies will be revised this year. The Fee and Fine policy requires updating before the 2018 budget is submitted in June, so it will be discussed tonight. Director Thompson requested that the Board act as a Committee of the Whole to consider the revised policy. Lois Lenroot-Ernt explained the changes shown in red in the Board Members packet: Under Principles: o The word limited was removed from the first bullet so the statement reads: Hennepin County Library serves the community as a whole and strives to make its collection and services freely accessible to all. o The phrases: new or changed and Hennepin County Board of Commissioners were added to bullet point three to clarify the public hearing process. The revised statement would be: The library is a publicly funded institution and will establish new or changed fees and fines only after a Hennepin County Board of Commissioners public hearing. Under Roles and Responsibilities o New language in the second paragraph clarifies the process to change fees: The Library Director, as part of the annual budget process, briefs the Library Board regarding any proposed fee and fine changes and then advances proposed changes to the Hennepin County Board of Commissioners for review and approval. Under Policy History o Next Review Date will be changed to 1/2021 to coincide with the previous review time-span. o However, the Board is able to reconsider the policy if changes in the Fee and Fine policy are proposed prior to the next review date. o Last Reviewed dates will be updated after the Library Board approves these changes. Board members raised the following questions: 1) Will the fine amounts change with the policy update and 2) Do the changes give managers and staff enough discretion to resolve patron questions? Director Thompson said fee changes are not part of the policy review but will be addressed as part of the budget. Regarding staff discretion to resolve fine questions, Director Thompson said that Patron Experience Lead, Samantha Jekot-Graham, has just updated the administrative guidelines for staff to make them easier to understand, more equitable and more flexible. Administrative Policy, Collecting Fees and Fines for Library Material Policy, is available on the HCL website. Three questions were posed to the Library Board: Is anything unclear or confusing; Is anything missing or left out; Is anything unnecessary. Board Members responded with the following comments and questions: The proposed changes made sense. Under Scope and Application o Topics about fees and fines bounced around. Make separate sections for Fines and Fees.

5 Library Board Meeting Minutes (cont.) 4 March 22, 2017 o Resolve contradictions in the statements, All patrons are subject to overdue fines and The Library Director may authorize some library programs or services (e.g. Outreach Services) to be exempt from overdue fines. o Strengthen the statement, Circumstances may warrant staff to waive a patron s fees and fines. Library staff will apply fee and fine waivers fairly and equitably according to established practices. Suggested substitute language: according to practices established in the administrative policy. Under Roles and Responsibilities o Review the use of the terms post and posted in paragraphs three and four for clarity. o Link to the Collecting Fees and Fines for Library Material Administrative Policy that outlines patron responsibilities for checked out library materials and describes procedures relating to outstanding fees and fines. Suggested change, The Library Services Division Manager (or designee) posts communicates the Collecting Fees and Fines for Library Material Administrative Policy that: o Change Authorized fees and fines are posted on the public homepage to Authorized fees and fines are posted on the Hennepin County Library website. o Revise the second sentence in the last paragraph to read: Library staff collect fees and fines, resolve disputes in a timely manner, and work with patrons to restore borrowing and library use privileges. Question if this policy needs to address automatic renewals. Director Thompson replied that staff would research that question. Information relating to fees and fines requires two to three clicks to link to subpages. Director Thompson have staff review the location of the link to make it more accessible. In April, Director Thompson will bring back a marked-up copy to the Board as a first reading. COMMITTEE REPORTS Nominating Committee Adja Ann The Nominating Committee meeting is scheduled to start after this evening s Board meeting. If any Board members want to opt out of the nomination process, let Adja Ann know. Chris Damsgard noted that the annual meeting will be in April. Since new Board members are already appointed, a vote on the nominations could come at the April meeting as well. Director Thompson said that the slate of officers will be included in the April packets. There will be a call for nominations for each office from the floor. NEW BUSINESS Katherine Blauvelt said that the Friends of Hennepin County Library s goal this year was to break the million-dollar fund raising threshold. Board Members should have received an announcing the Talk of the Stacks lineup. The Minneapolis Foundation is the presenter, and the Minneapolis Star Tribune is a sponsor. Author Andrew McCarthy will give the first talk on April 12. All Talk of the Stacks events are tied to the library s strategic goals. She invited everyone to attend. ADJOURN There being no further business, Cahill made a motion to adjourn the Library Board meeting at 5:55 pm; seconded by Johnson. Motion passed. The next Library Board meeting is Wednesday, May 24, 2017, 5 p.m. at Minneapolis Central Library, Doty Board Room, 300 Nicollet Mall, Minneapolis. Sandy Johnson, Secretary

6 Hennepin County Library funding recently received from the Friends of the Hennepin County Library Friends of Hennepin County Library Support - $84, Local Friends of Hennepin County Libraries Support - $58, $35, for Edina Library: funded by Friends of Edina Library $5,645 for Golden Valley Library: funded by Friends of Golden Valley Library $4,000 for Linden Hills Library: funded by Friends of Linden Hills Library $2,850 for Ridgedale Library: funded by Friends of Ridgedale Library $2,110 for Southdale Library: funded by Friends of Southdale Library $1,514 for Augsburg Park Library: funded by Friends of Augsburg Park Library $1,300 for Franklin Library: funded by Friends of Franklin Library $1, for Walker Library: funded by Friends of Walker Library $1,075 for Nokomis Library: funded by Friends of Nokomis Library $885 for Hopkins Library: funded by Friends of Hopkins Library $635 for Pierre Bottineau Library: funded by Friends of Pierre Bottineau Library $500 for Hosmer Library: funded by Friends of Hosmer Library $460 for Minneapolis Central Library: funded by Friends of Minneapolis Central Library $300 for Rogers Library: funded by Friends of Rogers Library $ for Washburn Library: funded by Friends of Washburn Library $70 for Roosevelt Library: funded by Friends of Roosevelt Library Private Sources Support - $5, $5, for educational materials for Northside Achievement Zone: funded by Saint Paul Rotary Foundation Grand Total = $148, Prepared by Linda Merritt Friends of the Hennepin County Library April 10, 2017 Library Administration Ridgedale Dr. Minnetonka, MN hclib.org

7 Hennepin County Library Board Resolution Commending Jill Joseph WHEREAS, Jill Joseph served with distinction as a member of the Hennepin County Library Board from January 2008 until February 2017, including terms as president and vice president; and WHEREAS, Ms. Joseph worked tirelessly to raise the profile of the Hennepin County Library system; locally by representing the Library before the County Board; statewide by representing Hennepin County Library on the MELSA Board of Trustees; and nationally in her service on the American Library Association s Committee on Literacy and the United for Libraries Committee; and WHEREAS, Ms. Joseph supported the Hennepin County Library system by participating in the Budget & Finance, Bylaws, Executive, Legacy, Nominating and Maple Grove Library Art Selection committees; and by attending Friends of the Hennepin County Library Board meetings, budget presentations before the County Board, commendations, mission and vision retreats; and WHEREAS, Ms. Joseph supported library communities by attending volunteer recognition events, capital project community advisory meetings, staff anniversaries and years of service celebrations, art dedications, tours and exhibits, multiple library groundbreakings, closing, opening and reopening events, as well as open houses at the Best Buy Teen Tech Center and Augsburg Park and North Regional libraries smart play opening events; and WHEREAS, Ms. Joseph has been a faithful and steadfast colleague who contributed significantly to the Hennepin County Library system s goals and objectives, who treated patrons and colleagues with respect and sustained a strong commitment to the public library s role in building strong communities; and WHEREAS, Ms. Joseph has been a strong advocate for library buildings and space, staff, technology, communication, and collections; therefore BE IT RESOLVED that the Hennepin County Library Board by this resolution extends its gratitude to Jill Joseph and acknowledges with great respect her generosity, time of service, and commitment on behalf of the residents of Hennepin County, Minnesota and wishes her all the best in her future endeavors. Library Administration Ridgedale Dr. Minnetonka, MN hclib.org

8 Hennepin County Library Board Resolution Commending Kathleen Lamb WHEREAS, Kathleen Lamb served with distinction as a member of the Hennepin County Library Board from January 2008 until February 2017; and WHEREAS, Ms. Lamb s continuous and dedicated service to libraries spanned 24 years, from her appointment to the Minneapolis Public Library Board of Trustees in January 1994, through her service on the Hennepin County Library Board; and WHEREAS, Ms. Lamb supported the library system by launching the new Central Library Implementation Committee, which ultimately led to passage of the $140 million referendum to build Minneapolis Central Library; in her work as Athenaeum Committee chair to ensure a successful relationship between the Athenaeum and Hennepin County Library; and by her participation in the Budget & Finance, Bylaws, Legacy, Nominating, Policy Task Force, and Roosevelt Library Art Selection Committees, and by attending budget presentations to the County Board; and WHEREAS, Ms. Lamb supported library communities by attending volunteer recognition events, capital project community advisory meetings, staff anniversaries and years of service celebrations, art dedications, tours and exhibits, multiple library groundbreakings, closing, opening and reopening events, as well as community conversations, open houses at the Best Buy Teen Tech Center and Augsburg Park and North Regional libraries smart play opening events; and WHEREAS, Ms. Lamb has been an unwavering advocate and steadfast colleague who contributed significantly to the goals and objectives of both the Minneapolis and Hennepin County Library systems, has advocated for the library before the County Board and County Administration, has treated patrons and colleagues with respect and has sustained for many years her strong commitment to the role of the public library in building strong communities; and WHEREAS, Ms. Lamb has been a strong advocate for collections, library buildings and space, technology, communication, library administration and staff; therefore BE IT RESOLVED that the Hennepin County Library Board by this resolution extends its gratitude to Kathleen Lamb and acknowledges with great respect her generosity, knowledge, time of service, and commitment on behalf of the residents of Hennepin County, Minnesota and wishes her all the best in her future endeavors. Library Administration Ridgedale Dr. Minnetonka, MN hclib.org

9 Hennepin County Library Board Resolution Commending Jane Shanard WHEREAS, Jane Shanard served with distinction as a member of the Hennepin County Library Board from April 2011 until February 2017; and WHEREAS, Ms. Shanard worked to strengthen Outreach Services by advocating for work to bring the community into the library and take the library out into the community to ensure that services and programs are available for all; and WHEREAS, Ms. Shanard showed her appreciation for staff and volunteers by faithfully attending many recognition, anniversary and years of service events; and WHEREAS, Ms. Shanard supported the Hennepin County Library system by serving as an ex officio member on the Friends of the Hennepin County Library board of directors; by participating in Bylaws, Nominating, Policy, and Excelsior Library Art Selection committees; and by attending Library Summit and budget presentations before the County Board; and WHEREAS, Ms. Shanard invested her time in service to library communities, by facilitating Bonnie Hunt s art donation to Wayzata Library, by attending capital project community advisory meetings, art dedications, tours and exhibits, multiple groundbreakings, opening, closing and reopening events and open houses at the Best Buy Teen Tech Center and Augsburg Park Library smart play area; and WHEREAS, Ms. Shanard was a faithful and steadfast colleague who contributed significantly to the Hennepin County Library system s goals and objectives; who treated patrons and colleagues with respect; and who sustained a strong commitment to the public library s role in building strong communities; and WHEREAS, Ms. Shanard has been a strong advocate for outreach services, collections, library buildings and space, technology, communication, and staff; therefore BE IT RESOLVED that the Hennepin County Library Board by this resolution extends its gratitude to Jane Shanard and acknowledges with great respect her generosity, time of service, and commitment on behalf of the residents of Hennepin County, Minnesota and wishes her all the best in her future endeavors. Library Administration Ridgedale Dr. Minnetonka, MN hclib.org

10 The Library Board Nominating Committee met Wed., March 22, 2017 at Minneapolis Central Library Attendees: Committee members: Adja Ann, Chair; Jonathan Gaw, Samuel Neisen Staff: Lois Langer Thompson, Library Director Welcome and Call to Order Chair Adja Ann called the meeting to order at 6:15 p.m. Approval of Agenda Jonathan Gaw made a motion to approve the agenda; the motion was seconded by Samuel Neisen. Motion passed. Discussion of slate of Library Board officers to report to full Library Board on April 26, 2017 The Committee discussed the role for each of the officers, reviewed current and past office holders, and confirmed Library Board members who opted out of running for office. The slate of officers was decided as follows: o President: Chris Damsgard o Vice President: Katherine Blauvelt o Secretary: Samuel Neisen As the current Library Board does not have an immediate Past President, the Nominating Committee recommends appointing the Past Vice-President to this year s Executive Committee. o Library Board Bylaws (V:2) The Executive Committee shall consist of the following members: The current President, the Vice-President, the Secretary, the immediate Past President and an additional member if deemed advisable by the President. Prior to the next meeting current and proposed officers will be contacted. The slate of officers will be sent to the full Board one week prior to the annual meeting in April. Adjourn Samuel Neisen made a motion to adjourn the meeting at 6:45 p.m.; the motion was seconded by Jonathan Gaw. Motion passed. Library Administration Ridgedale Dr. Minnetonka, MN hclib.org

11 Hennepin County Library Technology Plan Update About the Plan: The Technology Plan is used to communicate with Hennepin County IT what comprises library technology and where library technology is headed. Today s update will focus on where Library Tech is headed, found on page 4 of the plan. Library Administration Ridgedale Dr. Minnetonka, MN hclib.org

12 H E N N E P I N C O U N T Y L I B R A R Y C Library IT Governance Flow Chart Technology Delivery Organizational Chart Three Year Project Plan 1

13 Graph A: Circulation 16,000,000 14,000,000 12,000,000 10,000,000 8,000,000 6,000,000 4,000,000 2,000, Physical Material Circulation Downloadable Circulation 6,000,000 5,000,000 4,000,000 3,000,000 2,000,000 1,000,000 Graph B: In-Person Library Visits

14 3,000,000 2,500,000 2,000,000 1,500,000 1,000, ,000 - Graph C: Public Internet Computer Sessions Graph D: Reference Transactions

15 Graph E: How often, if ever, do you use a computer or access the Internet at the public library? Percent answering "Daily," "Weekly" or "Monthly." Data from spring 2015 MELSA Resident Survey Overall Respondents Hispanic Respondents Annual household income $25K-$49,999 Renters Asian Respondents Not employed for pay Unemployed, looking for work Not born in US Less than High School No internet access at home Annual household income $10K-$24,999 Preferred language at home other than English Annual household income less than $10K Black Respondents Student 0.0% 5.0% 10.0% 15.0% 20.0% 25.0% 30.0% 35.0% 40.0% 45.0% 50.0% 4

16 2015 Collection Statistics 5 million collection items (books, ebooks and more) in 40-plus languages Nearly 16.2 million items checked out 1.8 million downloads of books, movies and music Items checked out per capita: 13.3 More than 185 online resources available for patron use including Lynda.com and Consumer Reports 2,000,000 1,500,000 1,000, ,000 - Graph F: Total Circulation of Downloadable Materials

17 2015 Visit Statistics 64% HC residents have a library card 5.5 million in-person visits at 41 libraries 12.3 million visits to 46,150 Ask Us transactions via s, text messages and live chat Residents accessed 2,102 computers and mobile devices including ipads in libraries 2.1 million times 6

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20 Unemployed, looking for work Black Respondents Annual income less than $10K Student Associate Degree, some college Annual income $25K-$49,999 Annual income $10K-$24,999 Graph G: Do you ever visit a public library to use the computer to go online to access government information or conduct business with governmental agencies (like doing taxes, registering to vote, etc.)? Replied "Yes." Renters High School Graduate/GED Unable to work Overall Respondents 0.0% 5.0% 10.0% 15.0% 20.0% 25.0% 30.0% 35.0% 40.0% 9

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29 A T T A C H M E N T A : L I B R A R Y I T G O V E R N A N C E F L O W C H A R T Library IT Large Projects D E F I N I T I O N > $5K or > 40 hours staff time May be Strategic, Tactical, or Maintenance May be internal requests (IT or Website Request form) or county mandates E P L O R A T I O N * Performed by IT staff Presented to IT Leadership Team 1x/month Exception: County mandates skip to Analysis A N A L Y S I S ** Performed by IT staff Presented to IT Leadership Team 1x/month F I N A L A P P R O V A L Performed by IT Leadership Team Small Projects D E F I N I T I O N < $5K and < 40 hours staff time Maintenance May be internal requests or county mandates E P L O R A T I O N * Performed by IT staff A N A L Y S I S ** Performed by IT staff F I N A L A P P R O V A L Performed by IT managers * E P L O R A T I O N Staff look at projects from a high level and estimate the following: Size of project (large or small) Analysis requirement Staff involved Start date options Project length ** A N A L Y S I S Staff determine whether a technical analysis and/or a business analysis is required. Technical analysis may require County IT involvement Business analysis may require analyzing the as is state and determining a to be state P R O J E C T U P D A T E C O M M U N I C A T I O N IT Leadership Team: Library IT Managers, Resource Services and System Services Division Managers meet monthly to review projects that have completed exploration or analysis phase All Executive Team members, including Library Director, invited to optional quarterly update meetings with three year timeline to ask questions, provide feedback All staff are updated via SharePoint BIO updated on strategic and tactical projects bi-weekly by PM Assistant County Administrator is updated by Library Director CIO is updated by BIO

30 County IT Shared for context Strategic Projects Set once per year, revisited quarterly D E F I N I T I O N Enterprise wide or multiple lines of business or admin or CIO has strategic interest Changes extend a project already underway so that it meets one of these criteria A N A L Y S I S Submit IT Dept Intake Process Reviewed by TLT quarterly (4/1, 6/1, 9/1, 12/1) Meet with ACA & BIOs to discuss Presented at Executive Priority Board (EPB) (gate 1) F I N A L A P P R O V A L Analysis: solid timeline, resourcing, accurate cost estimates, outcomes Presented again to EPB for approval (gate 2) Tactical Projects D E F I N I T I O N $100K-$500K and >40 hours HCIT staff time IT Dept or line of business project A N A L Y S I S See details above F I N A L A P P R O V A L See details above Maintenance D E F I N I T I O N < $100K and < 40 hours HCIT staff time No request form required If project is > $50K, ACAs or CA must sign off

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32 Attachment C: Three-Year Project Plan Development Notes Business Need HCIT Tech Themes Horizon system upgrade Horizon is the main business system of the library. Upgrade includes Horizon client software, Sybase database software, database server replacement, and Horizon Web Services implementation. Storing Information Team Collaboration User Adoption Application Management Data Management IT Risk Management Mobile Online Services Paperless Environment Project Portfolio Management SharePoint MySites Dependent upon Hennepin County leadership Adding MySites functionality to SharePoint will increase staff's ability to use SharePoint effectively & efficiently. BLUECloud Analytics Dependent on Horizon system upgrade BlueCloud analytics will increase the data available to track material use trends. BLUECloud Cataloging Dependent on Horizon system upgrade Upgrade to next-generation tools for cataloging. Horizon Mobile Circ BLUECloud Acquisitions OCLC Reclamation Dependent on Horizon system Mobile circulation will increase staff's upgrade flexibility in working in library buildings. Dependent on Horizon system Upgrade to next-generation tools for upgrade collection management. Dependent on vendor timeline; may be able to happen in 2017 Ensure that library resources are fully available to participate in national collaborative resource sharing. Emergency Management Explore SAAS for Horizon Dependent on Horizon system upgrade Catalog accessible online. Increases efficiencies for another County Explore vendor host of ILS for cost savings and security. Development and Information & Programs and Services Notes Business Need HCIT Tech Themes Online Newsletters & Notifications Dependent on availabilty of Support notices, newsletters and other product and alignment with library needs communications with patrons. Summer Reading Develop software to manage this literacy initiative. Browse and Online Resources review Law Library Integration Details are TBD, could include: ILS/Catalog move, online resource authentication, other unknown projects Improve access to library collections and services. Integrating the Law Library's IT needs will increase cost savings and increase ease of use for residents.

33 Local Music Project Provide downloads and streaming of local music. Desktop Management Notes Business Need HCIT Tech Themes Badge Printing Expand badge printing to large libraries to increase costs savings and privacy. RFID Workstations Increase staff efficiencies in handling materials. TrackIT Server Upgrade TrackIT is the Help Desk ticketing and asset management software. Windows 10/Office 2016 Upgrade Implement Windows 10 migration. Credit Cards for Self-Checkouts Increase ease of use for patrons. Jaws, Magic & OpenBooks Dependent on Windows 10 Provide up-to-date software to staff and patrons. IPV6 Conversion Timeline dependent on HCIT Upgrade version of the Internet Protocol for increased network functionality. SQL Server Upgrade Timeline dependent on HCIT SQL Server provides the means of storing and accessing databases. inovah POS Timeline dependent on APE Provide a county-wide point-of-sale solution to all libraries. DeepFreeze Upgrade Dependent on vendor DeepFreeze allows public PCs to be upgrade release refreshed between patrons. Envisionware Upgrade Dependent on vendor Envisionware allows for the management upgrade release of public computers through PC Reservation. erate Funds applied for annually Funds used to increase broadband access. Pharos Uniprint/Mobile Print Upgrade Dependent on vendor Pharos/Uniprint is a cost-recovery public upgrade release printing solution. Tightrope Digital Signage Upgrade Dependent on vendor Tightrope is a Digital Signage software. upgrade release SEP Upgrade Timeline dependent on HCIT Symantec Endpoint Protection is an antivirus software. Unknown Adobe Creative Cloud (ETLA) End of current 3-years term. Provide photo and video editing tools for public and staff Shavlik Protect upgrade Dependent on vendor IT patching tool to maintain and secure all upgrade release public and staff workstations Dameware Remote Support upgrade Dependent on vendor IT tool for remote workstation support upgrade release (option for mobile device) Retention Timeline dependent on HCIT Implement County retention standards Explore current & alternate public printing systems Facilitates patron printing. Help Desk Notes Business Need HCIT Tech Themes Early literacy tablet roll-out Increase use of tablets in early literacy Self-Checkout Software Upgrade Increase the functionality of self-checkout devices. PC Replacement On-going replacement of end-of-life PCs. Edina Modification Each library is updated on a 12-year cycle. Ridgedale Modification Each library is updated on a 12-year cycle. Hosmer Modification Each library is updated on a 12-year cycle.

34 Oxboro Modification Each library is updated on a 12-year cycle. Eden Prairie Modification Each library is updated on a 12-year cycle. Southeast Modification Each library is updated on a 12-year cycle. Westonka Modification Each library is updated on a 12-year cycle. North Regional Modification Each library is updated on a 12-year cycle. Southdale Building Each library is updated on a 12-year cycle.

35 Fee and Fine Policy Hennepin County Library Board Policy Purpose This policy states the principles upon which fees and fines are established; advises the acceptable scope of library fees and fines; describes the roles and responsibilities for establishing and administering fees and fines. Principles Our overarching value is access to and stewardship of library resources: Hennepin County Library serves the community as a whole and strives to make its limited collection and services freely accessible to all. Patrons are responsible for the materials they borrow. When materials are returned late or are lost, they are no longer available for others. The library is a publicly funded institution and will establish fees and fines only after a public hearing. Scope and Application Fines for overdue material are charged as an incentive for patrons to return materials on time. Patrons are responsible for the library materials checked out on their cards and are expected to return materials in a timely manner. All patrons are subject to overdue fines. The Library Director may authorize some library programs or services (e.g. Outreach Services) to be exempt from overdue fines. Fees may be established to help defray the costs associated with long overdue or lost material and support the provision of supplemental services (e.g. photocopying and room set-up services). Circumstances may warrant staff to waive a patron s fees and fines. Library staff will apply fee and fine waivers fairly and equitably according to established practices. Roles and Responsibilities The Hennepin County Board of Commissioners bears the authority to establish library fees and fines. The Library Director, as a part of the annual budget process, briefs the Library Board regarding any proposed fee and fine changes and advances to the Hennepin County Board of Commissioners for approval. Library Administration Ridgedale Dr. Minnetonka, MN hclib.org

36 The Library Services Division Manager (or designee) posts a library administrative policy that: Establishes practices to collect and waive library fees and fines Defines expectations for the timely resolution of disputes Determines the necessary level of financial oversight and review Authorized fees and fines are posted on the public homepage. Library staff collect fees and fines, resolve disputes in a timely way, and work with patrons to restore borrowing and library use privileges. Associated Policies and Laws Hennepin County Library Administrative Policy. Collecting Fees and Fines for Library Material Hennepin County Library Administrative Policy. Fee and Fine Schedule Hennepin County Library Administrative Policy. Lending Rules Hennepin County Library Administrative Policy. Library Materials: Staff Use Minnesota Statute Public Libraries; Multicounty, Multitype Libraries. Title to Property; Free Use Minnesota Statute 383B.118. Hennepin County. Fees Minnesota Statute Protection of Library Property Process This policy is reviewed by the Library Director (or designee) every three years or more frequently as needed. Recommendations are advanced to the Library Board Program/Policy Committee who reviews, revises as necessary, endorses, and advances to the full Library Board for approval. Policy History Next Review Date: 01/2017 Last Reviewed/Revised Date: 06/25/2014 Date Adopted: 10/22/2008

37 Fee and Fine Policy Hennepin County Library Board Policy Purpose This policy states the principles upon which fees and fines are established; advises the acceptable scope of library fees and fines; describes the roles and responsibilities for establishing and administering fees and fines. Principles Our overarching value is access to and stewardship of library resources: Hennepin County Library serves the community as a whole and strives to make its limited collection and services freely accessible to all. Patrons are responsible for the materials they borrow. When materials are returned late or are lost, they are no longer available for others. The library is a publicly funded institution and will establish new or changed fees and fines only after a Hennepin County Board of Commissioners public hearing. Scope and Application Fees Fees may be established to help defray the costs to support the provision of supplemental services (e.g. photocopying, meeting room rental, and room set-up services). Fines Fines are charged for overdue materials as an incentive to return materials on time and for lost materials to support replacement. The Library Director may authorize some library programs or services (e.g. Outreach Services) to be exempt from overdue fines. All other patrons are subject to overdue fines. Fee and Fine Waivers Library Administration Ridgedale Dr. Minnetonka, MN hclib.org

38 Circumstances may warrant designated staff to waive a patron s fees and fines. Library staff will apply fee and fine waivers fairly and equitably according to practices established in the administrative policy. established practices. Roles and Responsibilities Patrons are responsible for the library materials checked out on their cards and are expected to return materials in a timely manner. The Hennepin County Board of Commissioners bears the authority to establish library fees and fines. The Library Director, as a part of the annual budget process, briefs the Library Board regarding any proposed fee and fine changes and then advances to proposed changes to the Hennepin County Board of Commissioners for review and approval. The Library Services Division Manager (or designee) posts communicates the Collecting Fees and Fines for Library Material Administrative Policy that: Establishes practices to collect and waive library fees and fines. Defines expectations for the timely resolution of disputes. Determines the necessary level of Describes financial oversight and review. Authorized fees and fines are posted on the Hennepin County Library website. public homepage. Library staff collect fees and fines, resolve disputes in a timely manner, way, and work with patrons to restore borrowing and library use privileges. Associated Policies and Laws Hennepin County Library Administrative Policy. Collecting Fees and Fines for Library Material Hennepin County Library Administrative Policy. Fee and Fine Schedule Hennepin County Library Administrative Policy. Lending Rules Hennepin County Library Administrative Policy. Library Materials: Staff Use Minnesota Statute Public Libraries; Multicounty, Multitype Libraries. Title to Property; Free Use Minnesota Statute 383B.118. Hennepin County. Fees Minnesota Statute Protection of Library Property Process This policy is reviewed by the Library Director (or designee) every three years or more frequently as needed. Recommendations are advanced to the Library Board Program/Policy Committee who reviews, revises as necessary, endorses, and advances to the full Library Board for approval. Policy History Next Review Date: 01/2017 1/ Date Approved: TBD

39 Fee and Fine Policy Hennepin County Library Board Policy Purpose This policy states the principles upon which fees and fines are established; advises the acceptable scope of library fees and fines; describes the roles and responsibilities for establishing and administering fees and fines. Principles Our overarching value is access to and stewardship of library resources: Hennepin County Library serves the community as a whole and strives to make its collection and services freely accessible to all. Patrons are responsible for the materials they borrow. When materials are returned late or are lost, they are no longer available for others. The library is a publicly funded institution and will establish new or changed fees and fines only after a Hennepin County Board of Commissioners public hearing. Fees Fees may be established to help defray the costs to support the provision of supplemental services (e.g. photocopying, meeting room rental, and room set-up services). Fines Fines are charged for overdue materials as an incentive to return materials on time and for lost materials to support replacement. The Library Director may authorize some library programs or services (e.g. Outreach Services) to be exempt from overdue fines. All other patrons are subject to overdue fines. Library Administration Ridgedale Dr. Minnetonka, MN hclib.org

40 Fee and Fine Waivers Circumstances may warrant designated staff to waive a patron s fees and fines. Library staff will apply fee and fine waivers fairly and equitably according to practices established in the administrative policy. Roles and Responsibilities Patrons are responsible for the library materials checked out on their cards and are expected to return materials in a timely manner. The Hennepin County Board of Commissioners bears the authority to establish library fees and fines. The Library Director, as a part of the annual budget process, briefs the Library Board regarding any proposed fee and fine changes and then advances proposed changes to the Hennepin County Board of Commissioners for review and approval. The Library Services Division Manager (or designee) communicates the Collecting Fees and Fines for Library Material Administrative Policy that: Establishes practices to collect and waive library fees and fines. Defines expectations for the timely resolution of disputes. Describes financial oversight and review. Authorized fees and fines are posted on the Hennepin County Library website. Library staff collect fees and fines, resolve disputes in a timely manner, and work with patrons to restore borrowing and library use privileges. Associated Policies and Laws Hennepin County Library Administrative Policy. Collecting Fees and Fines for Library Material Hennepin County Library Administrative Policy. Fee and Fine Schedule Hennepin County Library Administrative Policy. Lending Rules Hennepin County Library Administrative Policy. Library Materials: Staff Use Minnesota Statute Public Libraries; Multicounty, Multitype Libraries. Title to Property; Free Use Minnesota Statute 383B.118. Hennepin County. Fees Minnesota Statute Protection of Library Property Process This policy is reviewed by the Library Director (or designee) every three years or more frequently as needed. Recommendations are advanced to the Library Board Program/Policy Committee who reviews, revises as necessary, endorses, and advances to the full Library Board for approval. Policy History Next Review Date: 1/2021 Date Approved: TBD

41 Upcoming 2017 Library Events as of April 11, 2017 Meeting dates/times/locations are subject to change - please verify with staff contact. Purpose Day Date Time Location Note/Staff Contact Thursday May 11 9:00-10:30 Lois Langer Thompson a.m Years of Service Brunch Webber Park Library Grand Opening Ridgedale Library Robert H. Rohlf Room Ridgedale Drive Minnetonka Thursday May 18 5:00 p.m. Webber Park Library 4440 Humboldt Ave. N. Minneapolis, MN Library Board Meeting Wednesday May 24 5:00-6:30 p.m. Library Board Meeting Wednesday Jun 28 5:00-6:30 p.m. Minneapolis Central Library Doty Board Room 300 Nicollet Mall Minneapolis, MN Ridgedale Library Robert H. Rohlf Room Ridgedale Drive Minnetonka Lois Langer Thompson Lois Langer Thompson Lois Langer Thompson Library Administration Ridgedale Dr. Minnetonka, MN hclib.org

42 Library Board Timesheet Name: Month: April 2017 Return to Library Director s Office by the 5 th of the month. Date Per Diem *Limit 2 per month (See reverse to determine meetings that qualify for per diem payment. ) Hours Date Other Meetings/Teams/Events/and Volunteer Events Hours Total:

43 Library Board Policy Library Board Per Diem and Expense Policy The Library Library Board Per Diem and Expense Policy states the following regarding per diem payments: Per Diem Payments Pursuant to Minnesota Statute 383B.243 which states: Members of the Library Board shall be allowed a per diem not to exceed $50 for meetings relating to advice and recommendations concerning the library program. Each member may also be reimbursed for actual and necessary expenses incurred as a result of the meeting. Payment for meetings of the Library Board shall be authorized in an amount not to exceed two meetings monthly. Per Diem payments may be claimed by Library Board members for the following meetings: Regular monthly Library Board meetings Special Library Board meetings Committee meetings Any meetings which Library Board members are requested to attend as official representatives Library Board members will submit the "Library Board Timesheet" by the 5th of each month to the Library Director's Office. Approved October 24, 2012.