LIBRARY BOARD MEETING Thursday, May 26, 2016, 5:30pm – Agenda

CALL TO ORDER PUBLIC INPUT REVIEW OF AGENDA DIRECTOR’S REPORT COMMUNICATION MONTHLY STATISTICS TREASURER’S REPORT PERSONNEL COMMITTEE REPORT FUTURE PLANNING COMMITTEE REPORT FOUNDATION REPORT OLD BUSINESS By-Laws Language, Review(Information) NEW BUSINESS Report on Architecture Conference in Bozeman (Joann Perko and Bev Menke)

(Information) Presentation on TABOR by Thamanna Vasan, Policy Analyst for Colorado Fiscal Institute

(Information) Discussion of date for Special Board Meeting to discuss the Feasibility Study Election of a Board Member to the Library Foundation (Action)

CONSENT AGENDA UPCOMING AGENDA APPROVAL OF MINUTES ADJOURN Next Board Meeting Thursday, June 30, 2016, 5:30 PM

DIRECTOR’S REPORT LIBRARY BOARD MEETING Thursday, May 26, 2016

Director Kling, Ally Garcia, Bud Hunt, Andrea Cleland, Nathan Triz, Michael Ross, Britanny Dolezal and Heather Seely attended the Public Library Assn. Conference which was held in Denver this year. Because the Conference was held locally, the Library was able to send many staff who normally would not be able to attend. There were many valuable sessions, terrific keynote speakers, and lots of vendors to talk to. Staff brought back many ideas that can be implemented in the Clearview Library District. Monica Latham and Resa Mai volunteered their time at the Local Arrangements Booth which then gave them passes to the keynotes and the vendors. Board President Perko and Director Kling continued to meet with members of the Town of Windsor, the Downtown Development Agency and Humphries Poli Architects on the Library Feasibility Study. The final report has been delayed until June 1st. The project is evolving and progress in identifying which property would best suit the Library’s needs is being made. Director Kling met with the new Communications Manager for the Town of Windsor, Katherine Van Meter on Monday, April 4th. Ms. Van Meter will be coordinating quarterly meetings of various agencies in Windsor to keep all parties informed on what is happening in Town. Jessie Meschievitz, Customer Service Specialist Substitute, retired at the end of April. Jessie had worked for the Library since December of 2006 and will be missed by all. Chelsey Dorsey joined the staff as a shelver. Programming Highlights for April Essential Oils Raised Garden Beds Lots and Lots of Dots and Spots One Book for Colorado Cornhusk Flowers Financial Apps Travel Program for Teens Local Author Showcase Publishing Your Manuscript BOT Challenge American Girl Tea Party Linked In Healthy Cooking on a Budget

Up Next has been moved to the end of the report, in order to feature all of the wonderful programs the Library provides for the community.

Monthly Reports of the Managers and Supervisor

Adult Services, Children’s Service and Outreach –– April, 2016

Ally Garcia, Public Services Manager (Adults, Teens, Children and Bookmobile)

Overview:

In April the Library hosted popular programs like an American Girl tea party, the first Battle of the Books and lots of school tours and end of the year visits. The bookmobile parked at Eastman Park for the busy soccer season every Saturday. The outreach and teen services team did a pop-up BAM at Loaf n’ Jug where they saw 80 teens and are now planning more. Adult programming saw the most attendees this month for the year with 214 patrons participating in cooking, essential oils and publishing classes to name a few.

Summer Reading Program and Bookmobile Day are just around the corner and all staff in the Public Services Department are working hard to make sure these programs are fun and well attended.

Other Highlights

Andrea and Lynley led school tours. Amy trained 4 volunteers this month and is coming up with a game plan for summer. Heather, Brittany, Andrea and Ally attended the Public Library Assn. Conference at the

start of the month and are already implementing some of the great ideas gained from attending.

Brittany and Anthony attended and presented at the Teen Lit Conference in Denver. Brittany, Heather, Jennifer and Andrea are continuing to do collection development. Andrea and Kat are working together to begin adding little ones’ programs in

Severance. Brittany worked with the website committee to add a teen page to the website. Monica G. met with a new PAWS (reading dog) team member who will be starting in

May. Cari, Resa and Anthony are working on Bookmobile day complete with a campaign with

our mascot Page the Pelican. Kat, Resa & Andrea submitted sections for the library newsletter. Kat organizes and produces patron picks buttons and forms for the Bomo each month. Cari is running monthly bookclubs at Windsor Charter Academy and Severance Middle

School. Staff attended an all staff meeting in April. Tucker ran 3 programs at Severance Middle Sschool - Coding class on Apr 15, 22, 29. Jennifer and Resa are working on gathering SRP prizes with Heather and Ally. Tucker is meeting with sponsors for teen skate competition. Cari learned how to create and edit forms on Wordpress and is beginning to add all

outreach events to the website. Cari trained Jennifer on When I Work, Bomo Garage Procedure, and using

iPads/Hotspots at outreach programs.

Ally’s Managerial Duties and Professional Development:

At the beginning of the month I had the opportunity to present to over 50 people at the Public Library Assn. Conference on the importance of diversity in our programs and collections. I was pleased with this presentation as well as PLA as a whole- I am energized to begin implementing much of what I learned.

The first half of April I trained Jennifer and helped with her transition to the supervisor of adult programs and collections. I planned adult programming through June. In April we saw the most attendance at our programs. I am excited to see her take on the programming and add her own personality to it.

I worked with Heather and Cari on doing staff evaluations for Marsella Johnson, Monica Gould. and Karen Deane. Heather and Cari will be taking over evaluations this year. It was a good time to train and model for them.

I am working closely with Brad on developing a marketing plan that we roll out at Leadership Meeting in May.

Lastly, I was so happy to fill in for Ann by being a judge in this year's Weld Re-4 Learner’s Showcase where the theme was innovation. I had the opportunity to listen to and rate 16 students on an innovative topic that they were implementing to better the world around them.

Community meetings with:

Windsor Lions Club Networking event through the Chamber Windsor Women’s Business meeting Katie- new communications manager with Town of Windsor

Committees I am serving on and attending meetings: Makerspace Colorado Public Library Association-President Leadership Team Summer Reading Program 2016

Other activities: Monica, Ally and Heather put together monthly online and print calendar Proofed and edited, flyers, Constant Contact blast, newsletters and letters for

staff in the Outreach, Children’s Services and Adult Programming departments. Placed April adult media orders. Completed monthly staff schedule with Cari and Heather for both departments. Lead bi-weekly Outreach and Children’s Services staff meetings with Cari and

Heather. Planned and with Monica’s and Marsella’s assistance ran all adult programming

for this month and the upcoming months.

Circulation Services – April, 2016

Nathan Triz, Circulation Supervisor

Staff Development:

Nathan attended PLA conference all 4 days in Denver mid-April. o Planning on implementing aspects of “Bite-sized training” learned from a PLA

session. Went through the onboarding process and training of new shelver Chelsey Dorsey to

replace Scott Johnson who moved to Canada. Customer Service Specialists meetings are now scheduled every 2 weeks - alternating

Mondays and Thursdays to accommodate part-time schedules o This is to help keep front line staff up-to-date on current daily practices and be

consistent with quality of service. o In April we discussed engaging and disengaging from patrons, correctly

accounting for different fee types, priority of duties, keeping workstations tidy, relocation of office supplies and workstations, importance of good note-taking and date and initial everything.

Department Projects:

Worked with Sherry to update our cash drawer logging sheet for better accuracy. Assisted Youth Services in meeting room availability by taking down and raising the

small meeting room wall divider weekly throughout April. Stuffed new items with Book Sale bookmarks and hung posters for Book Sale. Added procedure for handling ‘in-transit’ holds to guidebook and updated staff.

Volunteers:

Donna Reiser - 16 hours / pulls holds, item condition check for Pam Parisy, organized magazine exchange, shelves carts, 7-day label covering.

Mary Beal - 8 hours / shelves adult fiction & media carts & young adult and non-fiction, pulls holds, 7-day label covering, lost & found.

Adam Jensen - 1.5 hours / shelves adult non-fiction. Terry Muller - 8 hours / recovery, pulling holds training, organized magazine exchange,

cutting project, craft night help. Gail Greeley - New adult volunteer - 1.75 hours / training.

Department Displays:

“Live music scene in Colorado 2016” - bands/artists currently touring CO. Volunteer appreciation month display. “Don’t judge a book by it’s movie” - books and their movie adaptations. Tax forms display. R.I.P display for Prince.

Nathan’s Additional Side Projects :

Ran teen video game night with 8 teen attendees. Began training Brittany on setting up and running this monthly event as she is taking it over in September.

Posted job opening for part-time shelver position to replace Cosme Martinez who moved to Greeley. Began reviewing resumes in April.

Re-did the interview questions for shelver position. Compiled list of pre-loaded video games on our various video game systems for

Heather and Brittany.

Interlibrary Loan Statistics

SWIFT ILL Total

ILL's Borrowed 173 18 191

ILL's Returned 170 12 182

ILL's Lending 36

ILL's Lended Returned 52 88

Courtesy Received 87

Courtesy Returned 14 101

Total Courier: 562

IT/Technical Services –April, 2016

Bud Hunt, IT Manager The month of April began with several training opportunities at the Public Library Association Conference in Denver. I spent some time catching up with some of our vendors and little housekeeping issues while also learning more about how other libraries catalog and share information with their communities. Around the library in April, our team worked on some in-house inventory and loss recovery processes, specifically beginning to send out regular paper notices for long overdue items and shortening the length of time between when an item goes long overdue and is automatically declared lost. Natalie Wagner deserves recognition for both helping to automate some of these processes as well as her persistence in tracking down holes in our inventory processes.

The end of the month saw the transition to our new copiers, which will result in some cost savings for the library over the life of the new lease. The new equipment, so far, seems to be running smoother than the previous copier. In addition to regular duties, in the month of April, the IT & Tech Services team:

Cross-trained on various PLA conference offerings Initiated new mailed overdue notices for items over two weeks late Transitioned to new copiers for floor and office copying needs, including deployment of new

drivers and settings for default copying options Began planning for Windows 10 switchover for staff and patron computers

Up Next

Adult Programming~ Happy Bookers Book Club Monday, May 2nd @ 6:30pm Health Care In Retirement Tuesday, May 3rd @ 6:30pm Sending Your Child to College Thursday, May 5th @ 6:30pm Romance Authors Tea Saturday, May 7th @ 1:00pm Wine Tasting with Forgotten Roots Tuesday, May 10th @ 6:30pm Estate Planning 101 Thursday, May 12th @ 6:30pm We’ll Read Anything Book Club Monday, May 16th @ 6:30pm Thursday Afternoon Book Club Thursday, May 19th @ 2:00pm *Craft Night! #1 Tuesday, May 17th @ 6:30pm *Craft Night! #2 Thursday, May 19th @ 6:30pm Instant Info on Instagram Monday, May 23rd @ 6:30pm *Sprouting 101 Tuesday, May 24th @ 6:00pm *Essentrics Tuesday, May 31st @ 6:30pm Ask a Geek Mondays thru Thursdays @ 6:00pm Foundation Book Sale- Art & Heritage Center May 4-14, weekdays: 12-4pm, Saturdays: 10am-4pm

Programming in Severance @ Severance Town Hall~ Spirals (2 to 6 years) Thursday, May 12th @ 10:00am Summer Kick-Off Party (0 to 6 years) Tuesday, May 31st @ 11:15am Stories in Severance (2 to 6 years) Tues. mornings @ 10:00am & 10:35am Fun Fridays in Severance Friday afternoons from 4:00-4:45pm

Little One’s Programming~ Spirals (2 to 6 years) Tuesday, May 10th @ 10:00am

Story Times~ Toddler Tales (birth to 3 years) Monday mornings @ 10:00am & 10:35am Dance, Rhyme, & Read (3 to 6 years) Wednesday mornings @ 9:30am, 10:00am, & 10:30am Babies and Books (birth to 15 months) Friday mornings @ 9:30am Whimsical Wobblers (15 months to 2½ years) Friday mornings @ 10:00am & 10:45am Y is for Yoga! (3 to 6 years) Fourth Tuesday of the month @ 10:00am & 10:45am Crafty Tales (3 to 6 years) First Saturday of the month @ 10:30am (May theme: “Bugs”) Children’s Programming~ Mish Mash MAY-Hem (6 to 9 years) Monday, May 2nd from 4:00-5:00pm

*Reading Bugs Book Club (6 to 8 years) Tuesday, May 3rd and 10th from 3:45-4:45pm Homeschoolers: Minecraft! Wednesday afternoons from 1:00-3:00pm Afterschool Programs~ K-8th welcome Weird Science Monday afternoons from 3:00-4:30pm Lego Club Tuesday afternoons from 3:00-4:30pm Getting Crafty Wednesday afternoons from 3:00-4:30pm Minecraft! Thursday afternoons from 3:00-4:30pm

Tween Programming~ *Spa Night and Yoga (9+) Wednesday, May 4th from 6:00-7:30pm Harry Potter Party (ages 9+) Wednesday, May 18th from 5:30-7:30pm

Board Game Night! (ages 8+) Second & fourth Thursdays of the month from 5:00-7:30pm *The Robotics Studio Every Thursday from 4:00-5:00pm

Teen Programming~ *Dungeons and Dragons (ages 12+) First & third Thursdays of the month from 5:00-7:30pm

*Teen Video Game Night (teens 13+) Second Wednesday of the month from 5:30-7:30pm Board Game Night! (ages 8+) Second & fourth Thursdays of the month from 5:00-7:30pm Teen Volunteer Hangout (teens 12+) First Friday of the month from 5:00-7:00pm *The Travel Program (teens 12+) Second Friday of the month from 5:00-7:00pm Making Money? – Help You Get... (teens 12+) Wednesday, May 18th from 4:00-5:00pm Nerdfighters Hangout (teens 12+) Third Friday of the month from 5:00-7:00pm *The Robotics Studio Every Thursday from 4:00-5:00pm

All Ages/Family Programming~ Board Game Night! (ages 8+) Second & fourth Thursdays of the month from 5:00-7:30pm Bookmobile (BoMo) Day Celebration! (all ages) Saturday, May 14th from 12:00-2:00pm

Year to Date

2013 2014 2015 2016 Current Month % vs. % of

Actual Actual Actual Goal 2016 % vs '15 2016 2015 16 Goal

People Served 241,934 246,018 279,147 287,520 23315 10% 105,290 30% 37%

Program Attendance 22,717 30,700 41,936 42,775 4350 24% 16817 31% 39%

Items Borrowed 307,016 322,391 346,199 356,585 29127 10% 116,054 6% 33%

Computers and Technology

Computer Users 5,614 5,881 7,785 8,020 588 -9% 2172 -18% 27%

Sessions 18,933 22,192 22,209 22,875 1791 -1% 6,386 -14% 28%

Wifi Use 19,706 12,512 5,430 5,700 538 20% 2,338 35% 41%

The Virtual Library

Borrowers 5,935 7,928 9,736 10,220 836 6% 3,551 10% 35%

Ebooks Borrowed 9,011 12,252 16,333 17,910 1393 2% 6,195 -3% 35%

Other ematerials 9,033 31,008 36,603 38,430 2768 -23% 11,633 -14% 30%

Database Searches 14,174 13,928 16,282 16,770 2245 29% 16,169 331% 96%

Homepage Visitors 213,650 238,418 237,296 244,415 18156 -11% 81,614 -3% 33%

People Served Program Attendance

April@the Clearview Library District

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Row Labels Apr 16 Actual 2016 Actual 2016 Budget % of Budget Used

Revenue

General property tax 722316 1,326,252 2,243,256 59%

Other revenue 4486 21,063 35,000 60%

Specific ownership tax 10767 42,768 140,000 31%

Revenue Total 737568 1,390,083 2,418,256 57%

Expense

Bookmobile costs 381 2,645 26,180 10%

Building costs 5746 22,922 86,000 27%

Capital outlays 6455 37,589 195,000 19%

County treasurer's fee 10840 19,931 33,649 59%

Electronic Databases 906 3,604 10,000 36%

Materials/periodicals 15881 61,144 227,500 27%

Operating supplies 887 3,642 25,000 15%

Other Expenses 8411 33,260 201,843 16%

Programming 7329 15,824 38,000 42%

Public relations 458 1,358 40,000 3%

Related expenses 23939 92,063 319,949 29%

Salaries 92225 359,089 1,143,138 31%

Software/tech support 6111 21,998 70,000 31%

Expense Total 179570 675,069 2,416,259 28%

Net Income 557998 715,013 1,997 35804%

Clearview Library DistrictRevenue and Expenditures

April, 2016

Bank and Fund Statements Balance Sheet

Interest, Purch,

March Redemp, Checks April April

Operating

Bank of Colorado 0.00% $70,968 $18,937 $89,905 $81,324

Colo Trust Operating 8003 0.13% $659,905 ($129,447) $530,458 $530,458

$730,873 ($110,510) $620,363 $611,782

General Reserve

Colorado East Bank CD 0.45% $0 $0 $0 $0

Colotrust General Fund 8005 0.13% $634,916 $289 $635,205 $635,205

$634,916 $289 $635,205 $635,205

Capital Reserve

Colo Trust Capital 8001 0.13% $203,662 $93 $203,755 $203,755

Long-Term Building

Farmers Bank Money Market 0.50% $233,275 $129 $233,403 $233,403

Colo Trust LT Building 8004 0.13% $1,181,838 $538 $1,182,376 $1,182,376

$1,415,113 $667 $1,415,780 $1,415,780

Total $2,984,564 ($109,462) $2,875,102 $2,866,522

Weld County Tax Distribution for Apr deposited in May $70,271

General Property Tax Revenue Apr $722,316

Specific Ownership Apr $10,767

Interest on Deliq taxes/other Apr $203

Treasurer's fees Apr ($10,840)

$722,445

Clearview Library Fund BalancesApril 30, 2016

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Y:\Monthly Financials\2016\April 2016\Apr 2016 Treasurer's Report 5/17/2016

LIBRARY BOARD MEETING Thursday, May 26, 2016, 5:30pm – Minutes

CALL TO ORDER- President Perko called the meeting to order at 5:32 pm

PUBLIC INPUT- Leslie Getch from Severance spoke about the desire to have equitable representation for the Town of Severance in the decisions about the new library. -Kim Boudish from Severance does not think that Main Street would be a good location for the new library.

REVIEW OF AGENDA- Thamanna Vasan moved to the beginning of the meeting.

DIRECTOR’S REPORT- The Director's report was reviewed and discussed. COMMUNICATION- None

MONTHLY STATISTICS- The monthly statistics were reviewed and discussed.

TREASURER’S REPORT- The treasurer's report was reviewed and questions were asked. PERSONNEL COMMITTEE REPORT- None

FUTURE PLANNING COMMITTEE REPORT- Feasibility study was postponed until June 1st due to personal issues of the architect. Don McCloud voiced his concerns about building a new library.

FOUNDATION REPORT- Retreat is coming up first weekend in June.

OLD BUSINESS -By-Laws Language, Review- Changes in the by-laws proposed by legal counsel were reviewed by the Board. First reading of the revised by-laws will be read at the June meeting.

NEW BUSINESS -Report on Architecture Conference in Bozeman (Joann Perko and Bev Menke)- presentation and discussion was provided by Joann and Bev.

-Presentation on TABOR by Thamanna Vasan, Policy Analyst for Colorado Fiscal Institute- covered at the beginning of the meeting.

-Discussion of date for Special Board Meeting to discuss the Feasibility Study- The Board will meet June 15th at 5:30 pm.

-Election of a Board Member to the Library Foundation- A motion was made by Board Member Whittington to approve Board Member Perko being a Foundation Board member. Motion was seconded by Board Member Menke. Motion passed without opposition.

CONSENT AGENDA- Consent agenda was reviewed. A motion was made by Board Member Menke to approve the consent agenda. Motion seconded by Board Member Scherer. Motion passed without opposition.

UPCOMING AGENDA

- Annual review of investments. -Review of holiday closures for 2017

-Discussion of building sites

-First reading of the by-laws

APPROVAL OF MINUTES - A motion was made by Board Member Whittington and seconded by Board Member Davis to accept the minutes. Motion passed without opposition.

ADJOURN- A motion was made to adjourn the meeting at 7:47 by Board Member Davis , and was seconded by Board Member Scherer . Motion passed without opposition.

Next Board Meeting Thursday, June 30, 2016, 5:30 PM