LIBRARY BOARD MEETING Thursday, Mar. 31, 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 Strategic Plan Draft (Information) NEW BUSINESS Fund Raising Presentation – Rochelle Mitchell-Miller, High Plains Library District (Information) 2015 Annual Report (Action) Approve copier contract (Action) CONSENT AGENDA UPCOMING AGENDA APPROVAL OF MINUTES ADJOURN Next Board Meeting Thursday, April 21, 2016, 5:30 PM Note change from 4 th Thursday to 3 rd Thursday
Transcript
LIBRARY BOARD MEETING Thursday, Mar. 31, 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 Strategic Plan Draft (Information) NEW BUSINESS Fund Raising Presentation – Rochelle Mitchell-Miller, High Plains Library District
CONSENT AGENDA UPCOMING AGENDA APPROVAL OF MINUTES ADJOURN Next Board Meeting Thursday, April 21, 2016, 5:30 PM Note change from 4th Thursday to 3rd Thursday
DIRECTOR’S REPORT LIBRARY BOARD MEETING Thursday, Mar. 31, 2016
February was a busy month for both the Director and the Staff. Interviews for the Adult Programming and Collections position were held in Feb. Ally Garcia and Ann Kling selected several candidates from those who applied and interviewed them in person and via Skype. The field was narrowed to two finalists, who were then interviewed by the Leadership team and asked to pitch a program to the team. Jennifer Bradley, who was employed by the Englewood and Louisville Libraries was selected. She will start on March 28th. Board President Perko and Director Kling met with the New Library Feasibility Committee and Humphries Poli Architects on Feb. 10 to tour the 5 sites under consideration for the new Library. The Committee also met on Feb. 24th, prior to the public meeting to review site criteria. The next step for the committee is to hold a partners meeting in March. A Mind-breaking meeting was held on the evening of the 24th, led by Dennis Humphries. Thirty-five community members viewed a slide show by Dennis Humphries and Ozi Friedrich which highlighted new features in libraries around the world. The participants then had the chance to use post-it notes on poster sheets hung around the room to voice what they liked or disliked about the libraries they saw. There were many good ideas for the new library and also comments about the current library. More public meetings will be held as the project progresses. The Library’s First Comic Con was held on Friday night, Feb. 19th. Organized by Nathan Triz, Heather Seely and Tucker Valentine and with the help of Library staff from all departments, it was an awesome event. Over 100 patrons came and participated in button making, costume design, a cosplay fashion show, free comic books and visited with R2D2. Attendees were encouraged to sign up for the Library’s latest database, Comic Books Plus.
The Strategic Planning Committee held 2 meetings in February and is making progress on drafting a new strategic plan which will be presented to the Library Board at the March meeting.
Director Kling met with Dan Seegmiller, Herb Brady, and Kelly Arnold to plan the All Board Meeting which will be held on May 16th, hosted by the RE4 School District.
Director Kling and Ally Garcia attended a Marketing panel discussion on Wed. Feb. 17th at the Greeley Chamber of Commerce. EEO Training was conducted for all staff by Katherine Vorlage from Mountain States Employers’ Council on Monday, Feb. 22nd.
Bud Hunt met with two office companies to work on maximizing space in the area outside of the Director’s Office. Workspace for employees is becoming impossibly tight. The office
companies offered good suggestions on improving the configurations to accommodate more staff.
Programming Highlights for February
Tax Help provided by VITA on Monday nights Remember When Valentines Learn WordPress Treat Yourself Spa Night Social Security Options Nerdfighters Hangout: Anti-Valentine’s Day Origami Everyday Curries Snack Attack Clearview Comic Con Wanna Be an Author? Write Your Novel 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
Circulation Services – February, 2016
Nathan Triz, Circulation Supervisor
Department Projects
Re-shifting adult fiction section to better fit.
Katie Northern re-shifted out the bins for picture books and also the movie spinner racks in the children’s section.
Staff Development
Hired and trained two new daytime shelvers: Scott Johnson and Alissa Ratliff. Hired and began onboarding of Customer Service Specialist, Mendi Sumter to replace Tucker Valentine who was promoted to the Outreach Department.
Customer Service Staff is transitioning priorities and duties now that we have day time shelvers. It frees them up to help customers more, and work on displays etc...
Volunteers
Donna Reiser - 21.5 hours / working on usual tasks plus helped with covering 7 day stickers project and relabeling westerns/scifi/mysteries with hard to read spine labels project.
Mary Beal - 9.5 hours / worked on usual tasks plus helped with covering 7 day stickers project. Maintains lost and found drawer. She also pulled duplicates for weed assessment.
Adam Jensen - 2.5 hours / shelved adult and juvenile non-fiction.
Nathan’s Additional Side Projects
Repaired 36 scratched CDs and DVDs in January and 3 Blu-rays.
Worked together with Heather and Tucker to plan a Comic Con event that took place on February 19th from 5-8pm featuring a Cosplay costume contest with prizes and much more. This was to launch our new online database, Comics Plus, and to educate and celebrate our existing comic resources. We had over 100 attendees!
Worked with Amy on consolidating volunteer duties and having them help pull holds for patrons.
Ironed out procedure for mailing new cards to home.
Worked with Natalie to set up a proposal for a presentation at this year’s CALCON on video game collection development/programming.
Department Displays
Continued display of “Don’t judge a book by it’s movie” featuring both the book and the movie (or TV show).
“Share the Love” Valentine’s day display. “Black History Month” display. “Tax forms and information” display. Clearview Comic Con / ComicsPlus display on a mobile cart so it can be moved around
and garner attention for Friday 2/19’s comic con event.
Interlibrary Loan Statistics
SWIFT ILL Total
ILL's Borrowed 160 26 186
ILL's Returned 200 28 228
ILL's Lending 45
ILL's Lended Returned 47 92
Courtesy Received 28
Courtesy Returned 46 74
Total
Courier: 580
Outreach and Youth Services –– February, 2016
Ally Garcia, Public Services Manager (Adults, Teens, Children and Bookmobile)
Overview:
February was an exciting month because we offered so many new and special programs to our monthly lineup:
Library staff from all departments pitched in to hold the library’s first Comic Con and it was awesome. Over 100 patrons came and participated in button making, costume design, a cosplay fashion show, free comic books and the Droid builders brought R2D2. The event also made a great plug for our newest database Comic Books Plus that we encouraged and helped patrons sign up for.
Another highlight was having esteemed author and illustrator Janet Stevens come to the library for a book signing and illustrator/author talk. 70 kids and their families came to this event that was organized and led by Kat from the Outreach Department. She also worked with Molly from Rangeview to make this a partnership program with Rangeview School.
Monica and Marsella led the first outreach event for adults (now a monthly undertaking), at King Soopers. They set up a booth and handed out over 150 bookmarks with kisses for Valentine's Day in an effort to bring awareness about the library and its services to non-library users. They also created this same setup for inside the library. They are in the process of evaluating their first event to make their second one even better.
Other Highlights
This month we started our second repeat Early Literacy Program- The Fairy Tale Ball. Andrea led the first one and Karen led the second. In total we had 93 patrons attend, we are excited to be offering a second session.
Brittany had 29 teens at her anti-valentine’s day party- one of the highest attendances we have had for a teen program.
Cari and Heather worked to transferred all employees in the Public Services Department into a new scheduling software and led trainings.
Brittany finished her ALA eCourse: “Collaborating with Teens to Build Better Library Programs” and has a wealth of information to now draw on.
Cari is working with Bud to setup a new Outreach location to begin tracking our circulation statistics better.
Brittany started to meet with teens interested in getting more involved with the collections, programs and space dedicated to teens.
Resa has 6 teams signed up and ready to go for Battle of the Books at the end of April; she is fielding questions and meeting with teams.
Brittany was elected CATS chair elect for 2016-2017 Cari, Resa and Anthony are working on Bookmobile Day. Kat and Andrea submitted sections for the library newsletter. Kat organizes and produces patron pick’s buttons and forms for the Bomo each month. Cari is running monthly bookclubs at Windsor Charter Academy and Severance Middle
School. Cari updated all bookmobile website events and schedules, as well as schedules for
outreach storytimes, outreach school stops and lobby stops. Cari and Monica G. continue to serve on guiding principles committee. Amy trained 6 new volunteers this month.
Monica G. updated all the certifications on the Therapy dogs and worked on new posters for advertising.
Marsella attended Mountainview’s Family Fitness Night and began to advertise Summer Reading Program at the Library.
The new bookbins came in for the children’s floor, Brittany, Tucker, Heather, Ally and Katie all worked to get these on the floor and ready to use very quickly.
Amy will begin offering two tween programs a month. Lynley ordered all craft supplies for summer and scheduled all performers. Kat is working on scheduling and adding new programs to Severance Town Hall. Heather, Brittany and Resa are working on the prizes for Summer Reading Program
2016.
Ally’s Managerial Duties and Professional Development:
February for me was spent doing quite a bit of interviewing, hiring and training as well as looking towards the future through our strategic planning meetings and getting up to speed about the new building. It’s a really exciting time to be part of the management/leadership team at the library but it has also been very busy.
Brittany and I interviewed 6 candidates for the Outreach Assistant position and offered the job to current Circulation Assist, Tucker Valentine. He started in February and we both spent time training and getting him up to speed. We are excited to have him on board.
I also led the interviews for the two adult services applicants that we brought back for second interviews. The entire leadership team was present and met with the candidates and interviewed them. They both did a really great job and we offered the position to Jennifer Bradley who will be starting at the end of March. During the transition time of her being hired I am working an additional night and working very closely with Monica L and Marsella to get a framework in place for when she begins.
This year as CoPLA( Colorado Public Library Assn.) president, I have been working to organize the meetings of that group to begin planning the conference. I attended a virtual meeting with CAL(Colorado Assn. of Libraries) Executive Board to go over larger changes and begin to plan for the future of CAL and the conference coming up. For the CAL conference I submitted 4 proposals.
Attended meetings with:
Makerspace (weekly) Leadership Team Windsor Lions meeting Manager’s meeting Arts and Heritage Manager EEO training Networking Evening through the Chamber Trained new hire on Customer Service Philosophy
Committees I am serving on:
Makerspace Colorado Public Library Association-President Leadership Team Strategic Planning
Summer Reading Program 2016
Monica, Ally and Heather put together monthly online and print calendar I proofed and edited, flyers, constant contact blast, newsletters and letters for staff in the
Outreach, youth services and adult programming departments. Placed January adult media orders. Completed monthly staff schedule for both departments. Lead bi-weekly Outreach and YS staff meetings. Planned and with Monica’s assistance all adult programming for this month and the
upcoming months.
Our programs are really starting to take off and filling up fast but we are also getting a lot of sign-ups and no shows so we are beginning to brainstorm ways to curb this while still being as friendly and understanding as we can.
IT/Technical Services – February, 2016
Bud Hunt, IT Manager The month of February was, for the IT and Tech Services team, a month of steady tinkering and refinement of other large projects mostly completed, as well as the beginnings of new projects in the months ahead. The remaining issues of the previous month’s Game Cube installation were largely resolved, and the further integration of our new team member was accomplished. We also managed to push forward on several projects involving office space, catalog configuration, and collection processes.
In addition to regular duties, in the month of February, the IT & Tech Services team: Supported the Library in the development of the strategic planning process Began work on an office remodel to accommodate additional growth of office staff Decommissioned and recycled old and end of life computer hardware Finished the rollout of the new Game Cube Made several network configuration changes to improve WiFi service in the library for staff and
patrons Began to explore updating library machines to Windows 10
Coming up in March
Adult Programming Spring Craft Night Program is full Women’s History Month Kick-off Event @ Okole Maluna, 431 Main St., Windsor Happy Bookers Book Club Forgotten Roots Winery Program is full
Money Personalities & Budgeting SuperGreens! Program is full Thursday Afternoon Book Club We’ll Read Anything Book Club Legal Guardianship Twitter-To Tweet or Not to Tweet Xeriscape? Yes, You Can Do It! Women of Windsor Biography Reading VITA Tax Assistance
Little One’s Programming *Russian Storytime (18 months to 8 years) Somewhere Over the Rainbows… (2 to 6 years)
Story Times Toddler Tales (birth to 3 years) Stories in Severance (2 to 6 years) Dance, Rhyme, & Read (3 to 6 years) Babies and Books (birth to 15 months) Whimsical Wobblers (15 months to 2½ years) Y is for Yoga! (3 to 6 years) Crafty Tales (3 to 6 years)
Children’s Programming It’s MARCH-mallow (6 to 9 years) Homeschoolers: Minecraft! Afterschool Programs~ K-8th welcome Weird Science Lego Club Getting Crafty Minecraft! Fun Fridays in Severance Open Play (Crafts & Tech toys)
Tween Programming Jewelry & YouTube (9+) *Magic: The Gathering Card Game (9+) *Board Game Night! (ages 8+)
*Please note that this is a volunteer led program and is subject to availability* The Robotics Studio
Teen Programming *Dungeons and Dragons (ages 12+)
Teen Video Game Night (teens 13+) *Please note that this is a volunteer led program and is subject to availability*
Nerdfighters Hangout (teens 13+) The Travel Program (ages 13+) Teen Poetry Slam (teens 13+)
All Ages/Family Programming *Board Game Night! (ages 8+)
*Please note that this is a volunteer led program and is subject to availability*
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 23929 22% 48,828 26% 17%
Row Labels Feb 16 Actual 2016 Actual 2016 Budget % of Budget Used
Revenue
General property tax 514499 543,513 2,243,256 24%
Other revenue 3680 7,567 35,000 22%
Specific ownership tax 11020 21,222 140,000 15%
Revenue Total 529199 572,301 2,418,256 24%
Expense
Bookmobile costs 640 1,903 26,180 7%
Building costs 6824 12,607 86,000 15%
Capital outlays 17612 17,911 195,000 9%
County treasurer's fee 7718 8,153 33,649 24%
Electronic Databases 904 1,795 10,000 18%
Materials/periodicals 14959 29,300 227,500 13%
Operating supplies 1247 1,711 25,000 7%
Other Expenses 9508 14,328 201,843 7%
Programming 3370 5,071 38,000 13%
Public relations 629 719 40,000 2%
Related expenses 23340 45,147 319,949 14%
Salaries 94199 178,508 1,143,138 16%
Software/tech support 7636 12,801 70,000 18%
Expense Total 188586 329,952 2,416,259 14%
Net Income 340614 242,350 1,997 12136%
Clearview Library DistrictRevenue and Expenditures
February, 2016
LIBRARY BOARD MEETING Thursday, Mar. 31, 2016, 5:30pm – Minutes
CALL TO ORDER Joann Perko called to order at 5:33pm In Attendance: Joann Perko, Ann Kling, Bev Menke, Ian Whittington, Katie Scherer, Jeremy Rose, Catherine Davis, Marsella Johnson PUBLIC INPUT-None REVIEW OF AGENDA-No additions DIRECTOR’S REPORT-No questions COMMUNICATION-None MONTHLY STATISTICS- Reviewed TREASURER’S REPORT-Reviewed PERSONNEL COMMITTEE REPORT- New Adult Librarian, Jennifer Bradley, started Monday. Shelver Scott Johnson left for other employment and the Library hired Chelsey Dorsey. FUTURE PLANNING COMMITTEE REPORT-Community needs presented. FOUNDATION REPORT-The Book Sale has been moved from April to May in the Arts and Heritage Building. OLD BUSINESS Strategic Plan Draft -Draft prepared. Board member Menke moved to accept draft. Seconded by board member Whittington. Board agreed to accept. NEW BUSINESS Fund Raising Presentation – Rochelle Mitchell-Miller, High Plains Library District
(Information) 2015 Annual Report-Board member Whittington moved to accept. Seconded by board
member Perko. Board agreed. Approval of the copier contract-Bids discussed. Board member Whittington moved to
accept and seconded by Scherer All Copy Products copier. Board agreed to accept.
CONSENT AGENDA- Board member Scherer moved to accept, seconded by board member Davis. Board approved. UPCOMING AGENDA- Meeting moved to April 21, 5:30. Meet new staff, annual review of by-laws, director’s quarterly goals. APPROVAL OF MINUTES- Board member Whittington moved to accept and seconded by board member Davis. Board approved. ADJOURN- Board member Menke moved to adjourn, seconded by board member Whittington and motion carried. Meeting adjourned at 7:15 pm. Next Board Meeting Thursday, April 21, 2016, 5:30 PM Note change from 4th Thursday to 3rd Thursday
