LIBRARY BOARD MEETING Thursday, Apr. 27, 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 Presentation by Weld County on Weld’s Way Home (Information) Presentation by Lisa Relou, Messaging (Information)

Presentation by Bud Hunt and Casey Lansinger on Fine Free for Children’s Material (Action)

Review of Director’s 2017 Goals (Information) UPCOMING AGENDA APPROVAL OF MINUTES ADJOURN Next Board Meeting Thursday, May 25th, 2017, 5:30pm.

DIRECTOR’S REPORT LIBRARY BOARD MEETING Thursday, Apr. 27th, 2017

Of the many exciting steps required to build a new library, one of the most exciting to date was the kick-off meeting with the architects from Barker, Rinker, Seacat. Held on Monday, March 6th, BRS was represented by Daniel Matoba, Katie Barnes and Craig Bouck. The Library District Design Team consisted of Library Board President, Joann Perko, Library Board Secretary, Katie Scherer, Library Director, Ann Kling, IT Manager Bud Hunt, Public Services Manager, Casey Lansinger, and Owner’s Representative, Dan Spykstra. At the more than three hour meeting, the team reviewed the structure of the meetings, the design process timeline, and information that has been gathered to date from a variety of sources, including the Feasibility Study. One thing the committee quickly determined was that a three-hour meeting was not long enough. Future meetings will be scheduled for four hours.

A second meeting was held on Monday, March 20th with a one-hour meeting with Library Staff prior to the Design Team meeting. The architects have gathered a lot of information to design the library program and will hold a public meeting on Tuesday, April 4th at the Windsor Severance Library to gather ideas from the public on what the public finds most value in a new Library.

Lisa Relou presented the findings of the public perceptions survey taken by over 1800 people on Tuesday, March 7th to a committee composed of Board President, Joann Perko, Board member, Rochelle Brotsky, Director Kling, Bud Hunt and Casey Lansinger. Also present was Dan O’Connell from RBC and Dan Spykstra from Wember. The survey results were very positive and many good quotes from library users were obtained and will be used in marketing library services. Ms Relou will be working on a messaging strategy with the Management Team. Ann Kling, Bud Hunt and Casey Lansinger along with Communication’s Consultant Lisa Relou, interviewed two social media companies on Tuesday, March 28th. Of the two firms, WideFocus was selected as the best fit for the Library District’s needs. The firm will be working to enhance the Library District’s Facebook, Instagram and NextDoor presences in order to spread the word about library services to unreached constituents in the District.

The first All Staff meeting of 2017 was held on March 10th. Staff received an update on the progress toward a new Library and the Guiding Principles Committee led the staff through an exercixe on “the little things” that make a big difference.

The Library Foundation meeting was held on March 15th.

Members of the Traverse Church came for a tour of the Library Building on Wednesday, March 29th. The Church is very interested in purchasing the building when the library moves to a larger space. The RE 4 School District has also expressed an interest in the building.

Bev Menke and Director Kling have been attending the Severance Town Board meeting. Director Kling attended the Windsor Town Board meeting on Monday, the 27th and invited the Town Board members to the April 4th meeting with the architects.

Monthly Reports of the Managers and Supervisor

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

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

Overview: March saw the success of several highly attended programs, such as beer tasting with High Hops Brewery, the Lego Exhibition, and Gaga for Green. We also saw well attended bookmobile stops at such locations as Rangeview, Windsor Gymnastics, and Promontory. The Spring months continue to serve as prep time for our upcoming Summer Adventure Program (formally Summer Reading Program), and all of the exciting events and programs that go along with it. Staff are very busy planning for their summer programs, including creating promotional material and gathering necessary supplies. Additional Highlights: Adult Services & Programming

x The Library featured High Hops Brewing for a beer-tasting program that saw 38 attendees. Windsor Now! ran a brief write-up about the event in their online publication prior to the event. We are looking forward to our Pub Trivia partnership with High Hops beginning this summer.

x The Landscape & Wildlife Photography program brought in a good-sized crowd and more men than we typically see at adult programs. Comments afterwards asked that we do more travel programs, so we are currently exploring offering this.

x Marsella Johnson and Jason Boak hosted our first adult craft program at Severance Town Hall. Attendance was light during this first offering, but we are eager to grow the program as we continue our focus on serving Severance. Another craft program in Severance is planned for May.

x 12 presenters have been secured for the Library’s DIY Fair this June 17th. Presenters will cover such topics as canning & preserving, quick plumbing fixes, auto maintenance, coffee roasting, and much more. We are excited to announce we have also secured a wood-fire pizza food truck to be on site during the fair.

Bookmobile / Outreach

x Christy Olsen represented the Library and read to 168 kids at Windsor Charter School’s Read-a-Thon event and fundraiser.

x Christy established a new Exchange Shelf at Bungalow Ice Cream and Coffee Shop. x Tucker Valentine presented to a Boy Scout Troop of 30 individuals on March 11th.

Three people signed up for library cards! x Cari Borchert scouted new bookmobile locations for this summer; we have added

Windsor Meadows to Wednesdays and found a great new neighborhood, Pelican Farms, to keep in mind for next summer. This new neighborhood should see incredible growth within the next year; we will explore offering pop-up stops this summer, before considering adding a bookmobile stop for next summer.

Youth Services & Programming

x Katie Northern hosted a Lego Exhibition on March 18th. We saw more attendees than anticipated, most were not regular attendees of Lego Club.

x Andrea Cleland, Kat Sharp and Karen Deane, hosted Gaga for Green on March 14th, and again on March 18th. Children and their adults participated in a variety of activities relating to the color green.

x Amy McFadden hosted a Tic Tac Flashlight program. After the program, she received this text from a mother of two boys who attended: “They had an AWESOME time!!! Thank you for inviting them! Cyrus is now scheming how to make them and sell them.”

Teen Programming & Services

x Brittany Dolezal, along with Tucker Valentine, presented at the CLiC (Colorado Library Consortium) Workshop in Fort Morgan. They presented about their Books and More partnership with local area schools.

x Brittany attended the teen dance at Windsor Rec Center and had approximately 40 teens stop by her table. We are hopeful that this partnership will help us spread the word about what is going on for teens at the Library.

Casey’s Managerial Duties and Professional Development Activities

x Met with Shannon Quist from Fort Collins Museum of Discovery to discuss options in acquiring a museum pass to be made available for check-out. After sending Shannon circulation statistics for our current Explore Kits, we are still discussing how to make the FCMOD pass feasible.

x Attended two design meetings with the architect team, as well as two meetings with Lisa Relou to hear about survey results and messaging going forward.

x Attended Windsor Town Agencies meeting. x Attended Windsor Optimists Oratorical Competition. x Attended Ref USA training with our rep, along with the rest of the adult services team. x Worked with Michael Ross, Tucker Valentine, and Anthony Perez in writing and

submitting a grant application for the NASA@ My Library project. If approved, we would have the chance to work closely with NASA in increasing and enhancing our STEM learning opportunities.

IT/Technical Services –March, 2017

Bud Hunt, IT Manager March has been a busy month of planning for the future, both long term and short term. The team has been working hard to keep up with increased purchasing of materials, the public launch of Communico as our new Web platform, and participating in the library’s communication and architectural planning. Along the way, we tackled errors and new problems that arose in our tablet kiosk and Game Cubes while working to increase security for library patrons and staff.

In addition to regular duties, in the month of March, the IT & Tech Services team: x Participated in the kickoff with BRS, the design firm hired to design a new library

building x Worked with Lisa Relou on messaging and communications planning

x Interviewed social media firms to help us better use social media to communicate with our patrons

x Restored the tablet kiosk to full working order, and resolved some lingering technical issues therein

x Trained staff on how to use the events features and calendars of Communico in preparation for switching over to the new Web platform

x Made permanent our relationship with Unique Management Solutions, the firm assisting us with collections efforts

x Began work on a process for handling damaged items x Worked to close a security error in our catalog that made downloading e-resources

directly from the catalog fail

Interlibrary Loan Statistics – March SWIFT ILL Total

ILL's Borrowed 183 36 219

ILL's Returned 205 30 235

ILL's Lending 54

CLD ILL's Lending 0

ILL's Returned 58

CLD ILL's Returned 0 112

Courtesy Received 17

Courtesy Returned 26 43

Total Courier: 609

Circulation Services – March, 2017

Nathan Triz, Circulation Supervisor

Overview:

x In March we made fun displays, spruced up our work area, and continued to focus on how we can help patrons as effectively as possible. We talked about the effectiveness of “Common Sense Media” as a tool for parents/babysitters and bookmarked it in usable places. We added reading glasses to the items we will lend out to patrons. Katie Bubnich ran a successful Family Video Game Night that had 18 attendees of all ages and even some gaming parents.

Department Projects:

x Chelsey and Ashley put their creative minds together and made a Bunny Mascot out of books that lives by our catalog computers. Makayla also hand-crafted a lovely background for it.

x Chelsey consolidated all the existing magazines, relabeled their placeholders, and added placeholders for all the misc. periodicals that we receive.

x Steven worked extensively with the PhoneTree computer to troubleshoot issues with recording new messages. Once the technical issues are resolved, his will be the new voice of PhoneTree.

Department Displays:

x Tax forms and instructions - as a side job stocked by Chelsey mainly and other Customer Service Specialist if needed.

x Aimee curated “Women’s History Month” and “Spring into action” micro displays.

x Chelsey assisted Marsella with the “Bees are our friends” display by designing and making ‘plantable’ bookmarks with wildflower seeds embedded in them.

x “Books to motivate and inspire you”.

x “Spring into a new you - try something new”.

Staff Development:

x Chelsey and Aimee (Customer Service Specialist) ran a Shelver Shindig, lending previous experience as shelvers. All shelvers were able to attend.

x Team discussions had an emphasis of greeting patrons, responding to unhappy patrons, and situational awareness.

x Katie Bubnich mentored Christy and Anthony on Downloads & Streaming library services.

x Started spreadsheet of “Mentors”, which shows which Customer Service Specialist are experts at what and can mentor other staff on (for example, downloads and streaming - or video game set up).

Nathan’s Additional Side Projects:

x Re-did layout of signage in Colorado section - added colorful CO signage.

x Took apart and weeded the existing Book Club Kits (YA and J) - most of the books went to Brittany and Heather for SRP prizes, the notebooks are in perfect condition in the supply closet, discussion questions are available for free in the YA section, and CLD book bags are available for staff/volunteers to use.

x 3D printed a microphone holder for the closing announcements.

Foundation – March, 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.

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

x Name change was registered with the Secretary of State

o Clearview Library District Foundation o Official Logo

x Registered for Amazon Smile program x Book sale generated about $3000 x Developing annual grants and foundations calendar x Reviewed several database software platforms x Submitted RFP for Summer Concert Series in conjunction with High Hops Brewery. We

were approached by High Hops to work with them to sell beer at each of the 10 summer concerts

x Developing training program for Fundraising Team x Continue to recruit volunteers for Ballot Team (approx. 30 signed up at 4/4 design

meeting. x Continue to develop comprehensive calendar x Met with 4 potential Board members (2 yes, 1 maybe, 1 no)…more to come x Preparing for May retreat

First Quarter Report on the Strategic Plan

The Library District is in its second year of a three-year strategic plan.

First Quarter, 2017 Strategic Plan Goals

People During the first quarter of 2017, Library Staff worked toward our goal of strengthening the community by developing new partnerships with outside organizations and individuals. Casey Lansinger joined the Windsor Optimists Club, an organization dedicated to supporting and empowering youth in the community. Casey has worked toward fostering relationships with fellow members through this partnership. Eric Harris, a fellow member, recently reached out to the Library seeking a staff member to facilitate a presentation to the Boy Scout troop he leads. Andrew Stanger, club President, recently recruited Brittany Dolezal, Teen Librarian, to serve as a judge at the annual Optimists Club Oratorical Competition. The Library District looks forward to more opportunities to partner with this local organization throughout the year. Place During the first quarter of 2017, the Management Team worked toward the goal of the completion of a new Library by 2019 by hiring an architect to lead us through the design of a new building. The Management Team has also been working closely with Lisa Relou, a communications consultant, who has been instrumental in helping craft appropriate messages to the community emphasizing the importance of a new library building. The management team has worked closely with all staff in making sure they feel comfortable and confident with messaging the Library District will use going forward. This goal will continue to be a huge focus for the entire staff throughout the rest of the year and beyond. During the first quarter, the IT Department’s work was largely focused on issues of place – ensuring that the Library District’s virtual places were strong and supported the use of physical spaces. Platform During the first quarter of 2017, the Staff worked toward the goal of providing programs and experiences that pique and promote curiosity, innovation, enjoyment and lifelong learning. Whether it is through adult programming, teen programming, or programming for children, staff dedicate themselves to providing dynamic experiences that live up to the Library’s mission. STEAM programming is consistently offered and self-directed work is emphasized during this time, encouraging attendees to make and experiment with what interests them. Staff has also been experimenting with offering educational programs for adult audiences.

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 25220 -24% 69,851 -15% 25%5%

Program Attendance 30,700 41,936 49,505 50,990 4512 2% 12224 -2% 24%3%

Items Borrowed 322,391 346,199 350,689 368,223 32215 3% 89,902 5% 24%5%

Computers and TechnologyComputer Users 5,881 7,785 7,181 7,190 610 7% 1701 7% 24%Sessions 22,192 22,209 21,397 21,400 1854 10% 5,275 15% 25%Wifi Use 5,430 7,269 7,635 804 34% 2,190 22% 29%

5%The Virtual Library

Borrowers 7,928 9,736 10,611 11,672 914 13% 2,629 -3% 23%10%

Ebooks Borrowed 12,252 16,333 16,734 18,407 1484 -11% 4,253 -11% 23%10%

Other ematerials 31,008 36,603 35,529 37,305 4202 48% 12,008 35% 32%5%

Database Searches 13,928 16,282 30,123 33,135 4946 81% 13,790 -1% 42%10%

Homepage Visitors 238,418 237,296 228,114 239,519 19469 -3% 58,070 -8% 24%5%

Mar@ the Clearview Library District

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Goal 2 - Place 2016 Totals Jan. Feb. Mar. Apr. May June July Aug Sept Oct Nov Dec Total Annual Goal % of Goal

Virtual Spaces

PC Sessions 21397 1,730 1,691 1,854 5,275 7,800 67.63%Wifi Use 7269 687 699 804 2,190 5,500 39.82%Website visits 228114 21,265 19,697 19,469 60,431 237,000 25.50%

Goal 3 - PlatformCuriosity

ebook Circulation 16734 1,413 1,356 1,484 4,253 17,150 24.80%ematerial circulation 35529 4,011 3,795 4,202 12,008 38,430 31.25%

Early Literacy

Young children print circulation 76629 6,455 6,670 7,670 20,795 83000 25.05%Summer reading completion 250

Clearview Library District - Strategic Plan 2016-20181st Quarter, 2017

Bank and Fund Statements Balance SheetInterest, Purch,

February Redemp, Checks March MarchOperatingBank of Colorado 0.00% $188,818 ($28,966) $159,852 $147,633Colo Trust Operating 8003 0.13% $420,146 $404,370 $824,516 $824,516

$608,964 $375,404 $984,368 $972,149Colo Trust Prime 4002 0.04% $0 $0 $0 $0General Reserve

Colotrust General Fund 8005 0.13% $639,234 $509 $639,743 $639,743$639,234 $509 $639,743 $639,743

Capital ReserveColo Trust Capital 8001 0.13% $205,333 $164 $205,497 $205,497

Long-Term Building Farmers Bank Money Market 0.50% $234,736 $170 $234,906 $234,906Colo Trust LT Building 8004 0.13% $277,294 $221 $277,515 $277,515

$512,030 $391 $512,421 $512,421

Total $1,965,561 $376,468 $2,342,029 $2,329,810

Weld County Tax Distribution for Mar deposited in Apr $81,163

General Property Tax Revenue Mar $66,057Specific Ownership Mar $16,789Interest on Deliq taxes/other Mar ($693)Treasurer's fees Mar ($991)

$81,163

Clearview Library Fund BalancesMarch 31, 2017

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Y:\Monthly Financials\2017\March 2017\March 2017 Treasurer's Report 4/17/2017

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

Revenue

General property tax 66057 648649 2,440,328 27%Other revenue 4497 16294 53,948 30%Specific ownership tax 16789 42424 140,000 30%

Revenue Total 87344 707367 2,634,276 27%

Expense

Bookmobile costs 1618 3742 15,000 25%Building costs 4307 20342 80,000 25%Capital outlays 0 140,000 0%County treasurer's fee 991 9730 36,560 27%Electronic Databases 1160 3490 13,250 26%Materials/periodicals 20626 50202 212,000 24%Operating supplies 2078 5749 30,000 19%Other Expenses 25802 -20192 274,350 -7%Programming 3170 7429 43,000 17%Public relations 492 3615 50,000 7%Related expenses 25327 75280 325,818 23%Salaries 100975 304862 1,307,342 23%Software/tech support 5440 24500 102,500 24%

Expense Total 191987 488749 2,629,820 19%

Net Income -104643 218617 4456.34 4906%

Clearview Library DistrictRevenue and Expenditures

March 2017

LIBRARY BOARD MEETING Thursday, Apr. 27, 2017, 5:30pm – Minutes

CALL TO ORDER- Meeting called to order at 5:30pm. Ann Kling, Joann Perko, Bev Menke, Christian Morgan, Bruce Florquist, Lisa Relou, Katie Scherer, Bud Hunt, and Chris Perkins were present. Ian Whittington and Rochelle Brotsky arrived later, as did Melanie Falvo from United Way of Weld County. PUBLIC INPUT- None. REVIEW OF AGENDA- Presentations from New Business moved to the beginning of the meeting. DIRECTOR’S REPORT- Report by Ann Kling COMMUNICATION- Received a request for a book drop in Ptarmigan, but since Ptarmigan is outside the district it is not possible. MONTHLY STATISTICS- Monthly statistics were reviewed. TREASURER’S REPORT- Treasurer’s Report reviewed. Motion to approve Treasurer’s Report by Scherer, seconded by Brotsky, passed unanimously. PERSONNEL COMMITTEE REPORT- Two new shelvers have been hired. FOUNDATION REPORT- RFP has been submitted to the Town of Windsor to sell beer at the Summer Concert Series. New Foundation board members are being sought out. The book sale went well. FUTURE PLANNING COMMITTEE REPORT Building Design Committee Report- Building Design Committee has been working with architects for new building. A public meeting with the architects will be held on the 17th of May at 5:30pm. Contractors will be interviewed to work on the new building. Communications Committee Report- See Lisa Relou’s presentation Finance Committee Report- Poll discussed. REPORTS OF THE LIAISONS Town of Severance- Severance Days will be on August 18th and 19th. Annexations are

taking place. Town of Windsor- The Town is trying to transition to complete streets town-wide. There

has been discussion on the possibility of a bus service from Windsor to Greeley. The Town is transitioning to driving eco-friendly vehicles.

School Board- Construction of new school will begin soon, as well as renovations to Windsor High School.

OLD BUSINESS

NEW BUSINESS Presentation by United Way of Weld County on Weld’s Way Home (Information)- Melanie Falvo from United Way of Weld County explained Weld’s Way Home, a plan that aims to address and prevent homelessness in Weld County. Whittington motioned to allow Ann Kling to sign a letter of support for Weld’s Way Home. Seconded by Brotsky, passed unanimously.

Presentation by Lisa Relou, Messaging (Information)- Lisa presented on how the library district’s services and the new library will be marketed to the public.

Presentation by Bud Hunt and Casey Lansinger on Fine Free for Children’s Material (Action)- Bud Hunt and Casey Lansinger proposed that fees for children’s items be eliminated. Motion to approve Fine Free for Children’s Material proposal by Whittington, seconded by Scherer, passed unanimously.

Review of Director’s 2017 Goals (Information)- New booking software coming soon, new ILL process coming. Director’s 2017 goals reviewed.

UPCOMING AGENDA- ILL Policy will be reviewed, employee benefits proposal will be discussed, Board review of the by-laws. APPROVAL OF MINUTES- Motion to approve minutes by Whittington, seconded by Scherer, passed unanimously. ADJOURN- Motion to adjourn by Whittington, seconded by Scherer, passed unanimously. Next Board Meeting Thursday, May 25th, 2017, 5:30pm.