BOARD OF TRUSTEES REGULAR MEETING Monday, September 17, 2018 HPLD Administration Building 2650 W 29th St., Greeley, CO :00 p.m.

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1 BOARD OF TRUSTEES REGULAR MEETING Monday, September 17, 2018 HPLD Administration Building 2650 W 29th St., Greeley, CO :00 p.m. 1.0 OPENING OF MEETING 1.1 Roll Call and Pledge of Allegiance Meeting called to order with the Pledge of Allegiance at 6:25 p.m. Guests: Brenda Carns, Lanny Clary Chairman/ Region 3: Ken Poncelow Vice-Chairman/ Region 5: Mary Heberlee Secretary-Treasurer/ At Large: Bob Grand Region 1: John Damsma Region 2: Rosalie Martinez Region 4: Dr. George Conger (via phone) Region 6: Joyce Smock Staff: Dr. Matthew Hortt, Tony Brewer, Kathy Webb, Natalie Wertz, Abby Yeagle, Rosa Granado, Kelli Johnson, Brittany Raines, Jordana Vincent, Elena Rosenfeld, Rita Kadavy, Melissa Beavers, and Susan Staples 1.2 Approval of Agenda Motion: Trustee Grand Second: Trustee Smock Vote: Unanimously approved 7:0 1.3 Approval of Regular Meeting Minutes a. August 20, 2018 Motion: Trustee Grand Second: Trustee Conger Vote: Unanimously approved 7:0 1.4 Public Comments No Public Comment 2 CHAIRMAN S REPORT 2.1 Colorado Association of Libraries (CALCON) Report Chairman Poncelow recognized the 2018 Librarian of the Year, Micaela Sanchez, as well as the twenty-one people (twenty employees and one Board member) whom attended CALCON sessions. Of the attendees, six employees presented workshops during the conference. Eight additional employees and a few Board members also attended the CALCON awards luncheon Proposed Board Calendar Chairman Poncelow proposed the new calendar for 2019, identifying a change of only meeting once per month asking the Member Libraries to host on occasion;

2 quarterly work sessions and special events. Poncelow announced that the District would provide catering for such events. 3 EXECUTIVE DIRECTOR S REPORT 3.1 Strategic Planning Update Executive Director, Dr. Matthew Hortt gave a brief update on the strategic planning process. Hortt thanked the Member Library Directors whom allowed Staff to conduct focus groups within their communities; reporting on the commonalities being found throughout the District regarding patron concerns and ideas on how to improve services throughout Weld County. The need for intergenerational activities, communication training, a skilled labor force (welding and other trades), and adulting classes/ programming are common themes. Intelligent growth with preservation of the rural and agricultural heritage of the area have also been of community concern, remarked Hortt. Dr. Hortt also reported the District is looking forward to another survey that will be conducted as part of the planning process, (reaching non-users of library services), to better assess how HPLD can meet community needs. 3.2 Introduction of New Collection Resources Manager Dr. Hortt introduced Jordana Vincent, Collection Resources Manager. Ms. Vincent bring several years of experience to the position having worked with Pikes Peak Library District, Arapahoe Libraries, and Douglas County Libraries. Ms. Vincent stated she is looking forward to working with the Board and the community. The audience and Board welcomed her to the area, as the newest member of High Plains. 3.3 Upcoming Events Director Hortt, reminded the audience of the Writer in Residence Program presentation by author Julia McSherry, Oct 13 th, at Farr Library entitled Slow Food, Fast Times. The District is also looking forward to its 2018 Signature Author Event, presenting author David Scheff, November 4 th. 4.0 ITEMS FOR INFORMATION/ACTION 4.1 Writer in Residence Report (Information) Director Hortt, introduced HPLD Foundation Director, Abby Yeagle whom presented on the Foundation s Writer in Residence Program. 2 Director Yeagle introduced the foundation s 2018 writer in residence, author Julia McSherry. McSherry gave a brief background, recounting her early adventures and experiences with food. She thanked the Board and commented on the wonderful opportunity the program has provided for her to connect to the community and is looking forward her upcoming presentation. McSherry concluded by commenting that the District s Book-a-Librarian program has been especially appreciated as she takes her blog and recipes to the internet; assisting her with technology lessons and social media training.

3 Susan Staples, IT Manager, asked about the rise of Instant Pot/ pressure cookers in popularity. Trustee Martinez commented on how much she relishes meals with family and friends when time is taken to enjoy the food and company equally. She thanked the author for her presentation. Trustee Damsma echoed the sentiment Library Reports (Information) a. Cindy Osborne, Library Manager at Lincoln Park (Greeley) Chairman Poncelow introduced Cindy Osborn, Library Manager at Lincoln Park. Ms. Osborne commented on recent renovation to the building, introduced Staff and the roles they play in supporting library patrons and praised their many accomplishments and programs; such as working with the Immigrant and Refugee Center. Osborne reported on the success of the library s Early Literacy Fair, music programs, and community collaborations/ partnerships with United Way Greeley Downtown Alliance, and North Range Behavior Health among others. November is Murder Mystery Month at Lincoln Park Library, rounding out the calendar with Family Fun Saturdays as a reoccurring event. Chairman Poncelow commented that Lincoln Park is a source of pride in the community, praising Osborne and Staff for their attention in addressing the community needs and population in downtown Greeley. Trustee Damsma was struck by Staff s thoughtfulness in addressing the diverse and unique needs presented by patrons and the community at Lincoln Park; commending their efforts in tackling issues head-on. b. Marjorie Elwood, Library Manager at Carbon Valley (Mead, Firestone and Frederick) Ms. Elwood opened by commenting on how much Staff loves interacting with the local community and stating she is looking forward to having Dacono join the District if the mill-levy passes in November. Elwood reported on the rapid growth of the area and the challenges serving the ever- growing diverse population. MS. Elwood presented on the many unique programs at Carbon Valley, community outreach efforts (such as stocking Little Free Libraries in their service area) and the success of their tenth anniversary celebration. Carbon Valley Library s nature trail continues to be popular with area residence and with the edition of a police station and fire station, on the adjacent property in the near future; Staff is looking forward to an expected building expansion/ remodel project in 2019 and exploring how to better use the grounds to better serve the community. 3

4 Trustee Damsma inquired about which demographic uses library services, to which Elwood responded that the average age in Frederick is approximately 34 years of age and supports many young families; therefore, the library is posting on NextDoor to advertise events and is exploring the idea of using increased social media to connect with the community. 4.3 Manager Reports (Information) a. Rosa Granado, Outreach Manager Ms. Granado oversees the Outreach Librarians whom ALA identifies as infrequent users, non-users, and the traditionally underserved. Ms. Granado identified community partners such as the Immigrant and Refugee Center of Northern Colorado, Rodarte Center, Boys and Girls Club and the Colorado Early Education Network. Ms. Granado reported on supervising a dedicated staff who support the branches and member libraries by providing mobile services, outreach librarians (whom are stationed at each of the branches) and operate the virtual library services. 4 b. Kelli Johnson, Public Information Office / Community Relations Marketing Johnson gave a brief overview of her Staff and the many ways they support both members and branch libraries with consistent messaging; seeing themselves as District brand ambassadors, dedicated to creating trustworthiness and enhancing the brand and patron experience. Ms. Johnson addressed the addition of the District s Pop Up Library vehicle and presenting briefly on this years the Signature Author event. c. Susan Staples, Information Technology Manager Ms. Staples outlined the many ways that the IT department offers support to the member libraries, HPLD branches, and personal computer centers through IT assistance, IT infrastructure management, and by supplying computers software/ hardware and various hardware needs. Ms. Staples praised her dedicated staff and spoke about the many completed projects they undertook within the last year; leading her to identify a matrix in which to consider when tackling new objectives; Should the library offer x If yes why / If no- why Should the library continue x? What is the target and how do we know if we are moving in the right direction? Trustee Grand asked several questions and commented that he was impressed with the thoroughness of the presentation. 8:02 p.m. 8:07 p.m. Break from Board proceedings, concluding Manager Reports

5 4.4 Decommission of Chevy Van, Resolution 18-2 (Action) Natalie Wertz, Finance Manager was invited to present on the item; which outlined the gifting of a District vehicle to Hudson Library. Resolution 18-2 of the High Plains Library District declares certain vehicles owned by the library District to be surplus to the library District s needs and directing disposal of same; in this case a 2008 Chevy Diesel Van. VOTE: Motion: Trustee Damsma moved to adopt 18-2 Second: Trustee Smock Vote: Unanimously approved 6:0 (Trustee Conger no longer on call) 4.5 Edits to Ethics Policy (Action) Dr. Matthew Hortt, Executive Director Discussion was held in regard to editing the Board Ethics Policy. 5.0 BOARD COMMENTS VOTE: Motion: Trustee Grand moved to strike the following sentence from the Board s 2018 Ethics Policy, which reads; Trustees do not disparage the organization or fellow board members in any public arena Second: Trustee Martinez Vote: Unanimously approved 6:0 (Trustee Conger dropped phone call) Trustee Grand complimented Foundation Director Yeagle on the success of the Links for Literacy Golf tournament. Grand would like to see the Foundation explore the possibility of more golf tournaments benefiting the Foundation once resources/ staff become available. Grand also thanked Farr Library Staff for their participation at the event. Trustee Damsma- no report Trustee Smock reported that she enjoyed the opportunity to attend and represent the District at CALCON this year and was very impressed with the topics addressed and with Staff at the event. Trustee Martinez congratulated Staff on the success of the Foundation s Links for Literacy golf tournament, applauded the Writer-In-Residence program and author, and commented that she is very much looking forward to the District s Signature Author event. Trustee Heberlee thanked Staff for their presentations and stated she is learning a lot about District operations. Chairman Poncelow commended Foundation Director Yeagle on the success of the golf tournament and Writer- In-Residence program. He concluded by suggesting to the Board they explore the possibility of adopting schools throughout the District. 5

6 6.0 ADJOURNMENT 8:23pm There being no further business to come before this Board, the meeting was adjourned. Motion to Adjourn: Trustee Heberlee Second: Trustee Damsma Vote: Unanimous, 6:0 Approved this day of October HPLD Board Secretary/Treasurer Bob Grand Recording Secretary Kathy Webb 6