LIBRARY BOARD MEETING Thursday, May 25, 2017, 5:30pm – Agenda

CALL TO ORDER PUBLIC INPUT REVIEW OF AGENDA DIRECTOR’S REPORT COMMUNICATION MONTHLY STATISTICS TREASURER’S REPORT PERSONNEL COMMITTEE REPORT FOUNDATION REPORT FUTURE PLANNING COMMITTEE REPORT Building Design Committee Report Communications Committee Report Finance Committee Report REPORTS OF THE LIAISONS OLD BUSINESS NEW BUSINESS Review and re-affirm Interlibrary Loan Policy (Action) Review of Library Board By-Laws Jeremy Rose, Library District Attorney (Information)

UPCOMING AGENDA APPROVAL OF MINUTES ADJOURN Next Board Meeting Thursday, June 29, 2017, 5:30pm.

DIRECTOR’S REPORT LIBRARY BOARD MEETING Thursday, May 25th, 2017

The first public meeting on the design of the possible new library was held on Tuesday, April 4,

2017 at the Windsor Severance Library. Forty-seven enthusiastic residents viewed a slide

presentation by Barker Rinker Seacat’s architects and had an opportunity to use post-it notes

to comment on a variety of concepts that they would like to see incorporated into the new

building and its grounds. Some of the most popular items were outdoor seating, separate

childrens, teen and adult areas, a fireplace, quiet space, and meeting space. The Design

Advisory Committee met to review the suggestions and to rule out those that were not the

purview of a public library, such as a splash pool.

Director Kling attended the Library Foundation meeting on April 12. The Foundation is looking

for new Board members and is planning its annual retreat.

Director Kling and Board Vice-President Bev Menke met with RE4 School Superintendent, Dan

Seegmiller and Assistant Superintendent for Business Services, Stephanie Watson on April 13,

2017 to discuss the School District’s interest in the current library building should the Library

District build a new library.

On Tuesday, April 18, Lisa Relou shared a presentation on messaging with the staff. The

same presentation was shared with the Library Board on April 27, at the regular Board

meeting.

Several Library Staff showed support for the Windsor Tree Board by walking in the Arbor Day

5K Race/Walk on Saturday, April 22nd. In addition, on the same day, Resa Mai held the very

successful Battle of the Books kids from the school district.

Interviews for a Contract Manager at Risk were held on Friday, April 28, 2017. Three firms out

of seven who submitted Requests for Proposals were interviewed. Franzen Pittman was

chosen to manage the construction of a new library.

Director Kling worked with Dan O’Connell and David Hill to formulate questions for a poll of

voters which will be conducted in May.

The Library District began working with Widefocus to extend its social media reach. Staff from

Widefocus will be posting to the Library District’s Facebook page, monitoring posts, selective

boosting posts and more.

The Design Advisory Committee met on April 24, 2017 to continue working on the design of a

new library.

Monthly Reports of the Managers, Supervisor and Foundation Director

Adult Services, Children’s Service and Outreach –– April 2017

Casey Lansinger, Public Services Manager (Adults, Teens, Children and Bookmobile)

Overview: April was an incredibly busy month chock-full of delivering the exceptional programs and services our patrons depend on us for, in addition to planning for such high-profile events as Bookmobile Day, Summer Adventure Program Kick-Off, the DIY Faire and Swap Meet, and the end of summer carnival. Many of us spent the month talking to vendors about upcoming events, signing folks up for a pot of chili for Bookmobile Day, or thanking donors for their contributions to SAP (Summer Adventure Program). Additionally, there was a lot of activity around new building endeavors. All staff members were requested to attend a meeting hosted by Lisa Relou. Lisa delivered several messaging options for all staff to consider when interacting with our patrons. Staff have also been integral in providing feedback about preliminary design ideas from the architects. With the new building on everyone’s mind, there have been a slew of important conversations about Clearview Library District’s future in a new facility. Additional Highlights: Adult Services & Programming

The highest attended adult programs in April were the World War I: Zimmerman Telegram program, with 26 attendees, and the Beekeeping 101 program, with 20 attendees.

Shreve Stockton, author of The Daily Coyote, became our first author talk hosted via video conference. Though we planned to have Shreve in person for this program, the event did allow us to host an out-of-state author for free, so it might be an option we pursue in the future.

Adult Services is busy finalizing everything for our upcoming DIY Faire and Swap Meet on June 17th. We have vendors demonstrating everything from candle making to coffee roasting, furniture painting to gardening. We have also secured a wood fired pizza food truck to be on site for the day.

Vita Tax helped 97 people at the library to file their taxes between February - April. The ‘We’ll Read Anything’ Book Club is now up to 15 members; when it was started,

there were just three. One attendee told us, “My husband loves how happy I am when I get home from book club!”

Bookmobile / Outreach

The Bookmobile Day committee -- Resa Mai, Cari Borchert, and Christy Olsen -- spent lots of time in April coordinating our upcoming BOMO Day on May 20th. We are now up to our goal of 10 pots of chili and are excited about the friendly competition that has started between those that are entering (Windsor Rotary, Weld RE-4 School District, Town of Severance, Mayor of Windsor, to name a few.)

Soccer Saturdays have seen unprecedented numbers for the Bookmobile this year, upwards of 100 people during each visit!

Anthony Perez and Casey Lansinger worked together to offer Summer Explore Kits on the Bookmobile this summer. These outdoor kits include a wiffle ball and bat, kites, and frisbees; they will be available for checkout on the Bookmobile soon.

The Bookmobile schedule is now finalized for the summer. There have been a few news stops added to the schedule, including partnering with the Rec Center’s Rec Mobile at Northern Lights Park, Mobile Food Pantry at Faith United Church of Christ, and Owl Ridge Subdivision in West Greeley. Additionally, we will offer pop-up Bookmobile stops at select locations around town.

Youth Services & Programming

Monica Gould, who runs our beloved PAWS program, has secured three new PAWS volunteers. We look forward to new canine friends as part of our PAWS program!

The popular American Girl Garden Party was a hit; we saw 32 attendees and their American Girl dolls during the event, and featured paper flower bouquets, seed bombs, and a cookie decorating contest.

The Tween Magical Lock-In was successful. Hosted by Amy McFadden and Resa Mai, this lock-in featured a Harry Potter theme and brought in 24 attendees. In the past, tween lock-ins have been offered twice/year, however we will be offering four lock-ins this year because of high demand and wait lists.

We have decided to cancel our Board Game Night program because of low attendance. We’ll look for future potential partnerships options between the Library and Heroes and Horrors Games.

Andrea Cleland’s Shredded Paper Party was hugely successful. After saving months’ worth of shredded paper, she put all of the paper out in our large meeting room and let the kiddos play around to their heart’s content. The party was in tandem with the One Book 4 Colorado program, which featured the book Mouse Mess this year.

Andrea Cleland guest lectured for University of Nebraska’s Library Science Children’s Literature course on using yoga during story times.

Teen Programming & Services

Brittany Dolezal had a busy month of several important professional development opportunities and thus did not offer as many teen programs during April as is typical. She presented at and attended Colorado Teen Literature Conference in Denver, CLiC (Colorado Library Consortium) conference, and the CATS (Children and Teen Services of Colorado Association of Libraries) conference in Durango. We are very proud of her professional endeavors.

GLOW continues to be our highest attended teen program. Brittany has received incredible feedback from the teens that attend.

The Action! Media teens at Windsor High School created a promotional video for the upcoming Teen Summer Adventure Program and won first place for their video through the Colorado State Library contest. Windsor Now! will run an article about their accomplishment soon.

Casey’s Managerial Duties and Professional Development Activities

I attended our first SD design workshop with the architects, the CM@R interviews, and our first public meeting with the architects.

Attended both of Lisa Relou’s all staff meetings about messaging. Along with Ann Kling, Bob Hix, and Bud Hunt, we met with social media firms and

selected Wide Focus to handle our social media presence.

Gave an overview of Clearview Library District’s business resources at a presentation by the Small Business Development Center called “So You Want to Start a Restaurant.” This presentation was put on in partnership with Windsor’s Chamber of Commerce.

Met with Bud Hunt to put together our fine free proposal to the Library Board. Held several Summer Adventure Program meetings. Served as a judge for the Weld Re-4 Innovative Learner’s Showcase scholarships. Promoted Clearview Library District resources and our upcoming Summer Adventure

Program at Skyview Elementary’s Literacy Luau. Attended the dedication of a new outdoor classroom at Skyview Elementary. Attended the Chamber’s Networking at Noon event.

IT/Technical Services –April 2017

Bud Hunt, IT Manager April was a month of waiting and behind the scenes work. Implementation of Communico continued with behind the scenes work towards getting the new site ready. Collection HQ implementation is on a stand still as we await our place in line with the vendor to get into production. Work to improve and share library messages with the larger community also happened behind the scenes, as we provided data and resources to our communications folks to improve and confirm the accuracy of messages.

In addition to regular duties, in the month of April, the IT & Tech Services team: Continued to participate in the conversations and work around a new library design and

construction Participated in interviews for the library’s construction manager at risk. Continued development and implementation of Communico, including a reconstruction.

of our current website in a new platform to be released to library patrons in late May. Worked with our collection agency to activate old and delinquent accounts.

Interlibrary Loan Statistics – April

SWIFT ILL Total

ILL's Borrowed 164 30 194

ILL's Returned 139 25 164

ILL's Lending 54

CLD ILL's Lending 1

ILL's Lended Returned 51

CLD ILL's Lended Returned 1 107

Courtesy Received 31

Courtesy Returned 34 65

Total Courier: 530

Circulation Services – April 2017

Nathan Triz, Circulation Supervisor

Overview of Highlights:

We had staffing transitions in April with two new shelvers being hired. Much of April involved staff making schedule changes to provide coverage. Many staff participated in training our newest hires. We also have had many creative solutions to find space for the abundance of new items coming into circulation.

Department Projects:

Chelsey decorated Easter eggs and Spring themes on item drops and continued the Bee theme

Regularly scheduled “deep cleans” of our work areas and “deep recovery” of library in general.

Department Displays:

Aimee’s micro displays: Earth Day, Shakespeare’s Birthday, Poetry Month.

Used display tables to house newest books to the library as we are overflowing with new books.

Staff Development:

Hired Jen Reisch and Matthew Fries to replace Brenden and Makayla.

Nathan trained Jen Reisch on shelver job duties with much assistance from CSS staff.

Karen Schaefer took on side job of printing and stocking forms for the help desk.

Customer Service Specialist meeting’s focus remained on three things: Greeting patrons, responding to upset patrons, and situational awareness.

Added “greeter” to the help desk right when school lets out.

Nathan’s Additional Side Projects:

Worked with a team to help make decisions on implementing Communico software

Demonstrated amp and live sound equipment to Jennifer’s team to consider a music event at the DIY fair.

Update: Tucker and I will be doing a live music workshop along with performances from patrons.

Foundation – April 2017

Bob Hix, Foundation Director

Overview:

The Clearview Library District Foundation continues to develop strategies that will enable the

Foundation to be poised to meet the needs of the Library District now and into the future. The

Foundation will renew its focus on fundraising beyond its annual book sales. The emphasis will

be on mobilizing the community to become involved and engaged in order to enhance the

efforts of the Library District.

The Foundation is coordinating its efforts with the efforts of the Library District in order to

create a comprehensive plan that takes advantage of synergies where they exist and creates

the best possible experience for the end user. To that end, the Foundation is working side by

side with the Library District in all applicable areas.

In addition to the efforts stated above the Foundation will be working on the following:

Registered for Amazon Smile program o https://smile.amazon.com/ch/20-2813042

Developing annual grants and foundations calendar

Developing training program for Fundraising Team

Continue to recruit volunteers for Ballot Team (approx. 30 signed up at 4/4 design meeting.

Continue to develop comprehensive calendar

Secured www.clearviewlibraryfoundation.org url

Won proposal from the Town of Windsor to run the Beer Garden at the Summer Concert Series every Thursday from June 8th to August 10th. Please sign up at the link below

o http://www.signupgenius.com/go/5080e49aca628a2fa7-summer o Securing insurance for Board and Event management o Obtained the ability to take credit cards for events (book sale & beer sales)

****We are in need of superstar fundraising, marketing volunteers to fill committee roles**** Please forward names of potential volunteers to bob.hix@clearviewlibrary.org

Year to Date

2014 2015 2016 2017 Current Month % vs. % of

Actual Actual Actual Goal 2017 % vs '16 2017 2016 17 Goal

People Served 246,018 279,147 270,986 284,535 24126 4% 93,977 -11% 33%

5%

Program Attendance 30,700 41,936 49,505 50,990 4094 -6% 16318 -3% 32%

3%

Items Borrowed 322,391 346,199 350,689 368,223 29407 -1% 119,309 3% 32%

5%

Computers and Technology

Computer Users 5,881 7,785 7,181 7,190 581 -1% 2282 5% 32%

Sessions 22,192 22,209 21,397 21,400 1791 0% 7,066 11% 33%

Wifi Use 5,430 7,269 7,635 767 43% 2,957 26% 39%

5%

The Virtual Library

Borrowers 7,928 9,736 10,611 11,672 879 5% 3,508 -1% 30%

10%

Ebooks Borrowed 12,252 16,333 16,734 18,407 1321 -5% 5,574 -10% 30%

10%

Other ematerials 31,008 36,603 35,529 37,305 4218 52% 16,226 39% 43%

5%

Database Searches 13,928 16,282 30,123 33,135 6207 176% 19,997 24% 60%

10%

Homepage Visitors 238,418 237,296 228,114 239,519 17682 -3% 75,752 -7% 32%

5%

Apr@ the Clearview Library District

People Served Program Attendance

Items Borrowed

0

1000

2000

3000

4000

5000

6000

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

2014

2015

2016

2017

0

5000

10000

15000

20000

25000

30000

35000

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

2014

2015

2016

2017

0

5000

10000

15000

20000

25000

30000

35000

40000

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

2014

2015

2016

2017

Computer Users Sessions

WiFi Users

0

500

1000

1500

2000

2500

3000

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

2014

2015

2016

2017

0

100

200

300

400

500

600

700

800

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

2014

2015

2016

2017

0

100

200

300

400

500

600

700

800

900

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

2015

2016

2017

Virtual Borrowers E-book Circulation

Other E-materials Database Searches

0

200

400

600

800

1000

1200

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

2014

2015

2016

2017

0

500

1000

1500

2000

2500

Jan. Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

2014

2015

2016

2017

0

500

1000

1500

2000

2500

3000

3500

4000

4500

Jan. Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

2014

2015

2016

2017

0

1000

2000

3000

4000

5000

6000

7000

8000

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

2014

2015

2016

2017

Homepage Visits

0

5000

10000

15000

20000

25000

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

2014

2015

2016

2017

Bank and Fund Statements Balance Sheet

Interest, Purch,

March Redemp, Checks April April

Operating

Bank of Colorado 0.00% $159,852 ($45,922) $113,930 $105,558

Colo Trust Operating 8003 0.13% $824,516 ($68,154) $756,362 $756,362

$984,368 ($114,076) $870,292 $861,920

Colo Trust Prime 4002 0.04% $0 $0 $0 $0

General Reserve

Colotrust General Fund 8005 0.13% $639,743 $528 $640,271 $640,271

$639,743 $528 $640,271 $640,271

Capital Reserve

Colo Trust Capital 8001 0.13% $205,497 $170 $205,667 $205,667

Long-Term Building

Farmers Bank Money Market 0.50% $234,906 $144 $235,050 $235,050

Colo Trust LT Building 8004 0.13% $277,515 $229 $277,744 $277,744

$512,421 $373 $512,794 $512,794

Total $2,342,029 ($113,005) $2,229,024 $2,220,652

Weld County Tax Distribution for Apr deposited in May $922,977

General Property Tax Revenue Apr $923,783

Specific Ownership Apr $13,044

Interest on Deliq taxes/other Apr $7

Treasurer's fees Apr ($13,857)

$922,977

Clearview Library Fund BalancesApril 30, 2017

0

500

1000

1500

2000

2500

3000

3500

4000

4500

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

K$

Cash On Hand

Act'17

Est'17

Act'16

C:\Users\annk\Documents\Board Meetings\2017BoardMeetings\May\April 2017 Treasurer's Report 5/19/2017

Row Labels Apr 17 Actual 2017 Actual 2017 Budget % of Budget Used

Revenue

General property tax 923783 1572432 2,440,328 64%

Other revenue 4744 21146 53,948 39%

Specific ownership tax 13044 55467 140,000 40%

Revenue Total 941571 1649045 2,634,276 63%

Expense

Bookmobile costs -115 3628 15,000 24%

Building costs 4484 24826 80,000 31%

Capital outlays 19722 140,000 14%

County treasurer's fee 13857 23587 36,560 65%

Electronic Databases 1160 4650 13,250 35%

Materials/periodicals 18007 67888 212,000 32%

Operating supplies 2398 8148 30,000 27%

Other Expenses 17727 54295 274,350 20%

Programming 8391 15790 43,000 37%

Public relations 658 4272 50,000 9%

Related expenses 26546 101855 325,818 31%

Salaries 105121 409982 1,307,342 31%

Software/tech support 5147 30097 102,500 29%

Expense Total 203381 768740 2,629,820 29%

Net Income 738191 880305 4456.34 19754%

Clearview Library DistrictRevenue and Expenditures

April 2017

LIBRARY BOARD MEETING Thursday, May 25, 2017, 5:30pm – Minutes

CALL TO ORDER- Called to order at 5:32pm. Ann Kling, Joann Perko, Bev Menke, Rochelle Brotsky, Katie Scherer, Catherine Davis were present. Ian Whittington was excused from the meeting. Jeremy Rose arrived later. PUBLIC INPUT- None.

REVIEW OF AGENDA

DIRECTOR’S REPORTCOMMUNICATION- None.MONTHLY STATISTICS- Statistics were reviewed.

TREASURER’S REPORT- Treasurer’s Report was reviewed. Motion to accept Treasurer’s Report by Scherer, seconded by Brotsky, passed unanimously.

PERSONNEL COMMITTEE REPORT- No personnel changes this month.

FOUNDATION REPORT- Report was reviewed and discussed. The Foundation retreat was discussed. Books that the Foundation purchased for Windsor Reads have arrived and are being distributed.

FUTURE PLANNING COMMITTEE REPORTBuilding Design Committee Report- A design for the new building has been chosen by the Design

Advisory Committee. The architect is working on more details regarding interior and exterior and final layout.Communications Committee Report- Report was discussed. Campaign for new library was discussed. Finance Committee Report- No updates from the Finance Committee Report.

REPORTS OF THE LIAISONS- No Liaisons were present to report.

OLD BUSINESS NEW BUSINESS

Review and re-affirm Interlibrary Loan Policy (Action)- Interlibrary Loan Policy reviewed. A motion to approve the Interlibrary Loan Policy was made by Menke, seconded by Scherer, and passed unanimously.Review of Library Board By-Laws- Library Board By-Laws were reviewed and changes were recommended for library attorney Jeremy Rose to amend for a first reading in June.

Jeremy Rose, Library District Attorney (Information)- Motion to keep Jeremy Rose as the library attorney following his merge with the firm Coan, Payton & Payne LLC by Davis, seconded by Scherer, passed unanimously.

UPCOMING AGENDA- Review of annual investments, review of holiday closures, add a Board candidate interview date to the Board calendar, first reading of the amended library board by-laws.

APPROVAL OF MINUTES- Motion to approve minutes by Menke, seconded by Davis, passed unanimously.ADJOURN- Meeting adjourned at 6:47pm.Next Board Meeting Thursday, June 29, 2017, 5:30pm.