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06.03.15 LC Packet City of Boulder Agenda 2015 Library Commission Meeting date: Wednesday,June 3, 2015 Location: Canyon Meeting Room, Main Library, 1001 Arapahoe Ave. Meeting start time: 6:00 p.m. 1.Approval of agenda 2.Library Commission photograph 3.Public comment 4.Consent agenda a.Approval of May 6, 2015 meetingminutes(p. 2-4) 5.Downtown Boulder, Inc. partnershipwith the Library – Sean Maher, CEO of Downtown Boulder, Inc.(p. 5-10) 6.Presentation on plansfor the new Maker Space – Adam Watts, Library Technology Support Specialist 7.2015 Library budget update and 2016 budget planning– Devin Billingsley, Senior Budget Analyst(p. 11-15) 8.Approvalof the updated Privacy Policy(p. 16-18) 9.Library Commission update (from memo)(p. 19-26) a.Future agenda items b.Discussion of Library Commission jobdescription c.Boulder Library Foundation update 10.Library and Arts Director’s report(p. 27-63) a.Civic Area Update:preliminary options for north building and theater renovations(p. 27, 30-58) b.Update on discussion about liquor license for Library partners(p. 27-29) c.July 11, 2015 Library Commission retreat agendaanddiscussion topic planning(p. 29) d.Draft Master Plan processoverview(p. 29, 59-60) e.BPL quarterly performancestatistics – Q12015(p. 29, 61-63) f.Jaipur Literature Festivalupdate(p. 29) 11.Adjournment 2015 Library Commissioners Paul Sutter, Chair Donna O’Brien Joni Teter Alicia Gibb TimO’Shea 11 CITY OF BOULDER BOULDER, COLORADO BOARDS ANDCOMMISSIONS MEETING MINUTES Name of Board/ Commission: Library Commission Date of Meeting: May 6, 2015in the Canyon Meeting Room, Main Library, 1001 Arapahoe Ave. Contact Information Preparing Summary: Carrie Mills, 303-441-3106 Commission Members Present: Paul Sutter,Donna O’Brien, Alicia Gibb, and Tim O’Shea Commission Members Absent: Joni Teter Library Staff Present: David Farnan, Director of Library & Arts Jennifer Miles, Deputy Library Director Aimee Schumm,eServices Manager Beth Gallinger, Systems Librarian Hillary Dodge,Meadows Branch Manager Carrie Mills, Administrative Specialist II Anna Lull, Meadows Branch Library Specialist City EmployeesPresent: Glenn Magee, Facilities Design and Construction Manager Public Present: Susan Herbert Kathy Turner Diane Kleis Deborah Ardila Bill Sackett Type of Meeting: Regular Agenda Item 1: Call to Order and Approval of Agenda [6:00p.m., Audio0:22 min] The meeting was called to order at 6:00p.m. Sutter added Dodge to the agenda to discuss the Summer Reading Program. Dodge spoke after Agenda Item 4: Consent Agenda. Agenda Item 2: Public Participation [6:01p.m., Audio0:50 min] Sutter explained the public comment guidelines. Herbert addressed the need for a corner or branch library inGunbarrel. She calculated that Gunbarrel residents were roughly 10 miles from the Reynolds Branch Library, 9 miles from the Main Library, 8 miles from the Meadows Branch Library, and 7 miles from the NoBo Corner Library. Turner followed, noting that Gunbarrel is expanding with nearly 800 apartments opening in the next couple months. Diane Kleis frequents the Main Library with her children and grandchildren. She cited the traffic as problematic. Further, Kleis expressed her willingness to do what is necessary to assist. Ardila, the daughter of Kleis, has livedin Gunbarrel for 15 years. She is excited by the ideaand encouraged the commission toconsiderthis. O’Brien referenced the impending five-year planmaster plan update. The commissioners agreed that this topic would be discussed at length during the development of the plan. Sackett urged the commissioners to approve the bulletin board policy at this meeting. Sackett, organizer of the Boulder Great Books group, hoped to use the bulletin boardsto reachthose who don’t use the Internet. Also, Sackett asked if there was any discussion amongst the commission regarding the policy to not link to external websites through the Boulder Public Library website. Commissioners replied that they had not discussed this policy. Agenda Item 3: Swearing-In of New Commissioner [6:08p.m., Audio 8:50min] Gibb administered the oath toO’Shea, officially swearing him in as a library commissioner. AgendaItem 4: Consent Agenda [6:10p.m.,Audio10:01 min] Item 3A, Approval of Apr. 8, 2015minutes (p. 2-4) O’Brien motioned to approve the minutes as written. Gibb seconded. Vote4-0, unanimous. Library Commission Minutes 6 May 2015 Page 1 of 3 22 Agenda Item 5: Summer Reading Program [6:11 p.m.,Audio 11:08 min] Dodge presented on the 2015 Summer Reading Program. She distributed some materials, found here: https://boulderlibrary.org/wp-content/uploads/2014/12/2015-May-LC-Handouts.pdf She also showed a video produced by teens in the Teen Space, advertising the SummerReading Program: http://teens.boulderlibrary.org/content/unmasked-2015-teen-summer-reading-program-may-30-july-25 The Summer Reading Program kicksoff with events on Saturday, May 30, for all ages. There are three programs to target different age groups – pre-readers, children, and teens. Each age group has its own pamphlet and “missions.” The superhero theme is replicated across age groups. Pre-readers will work through literacy activities with their caregivers. Children will track the number of books read or the total minutes spent reading. The teen program merges reading with maker activities. Staff worked to ensure the programs will beconsistent at all locations, allowing participants to pick the branch that is most convenient. Prizes include sunglasses, spy pens, messenger bags, T-shirts, Whole Foods coupons, and more. Approximately 1,600 participated last year, and the goal for 2015 is 2,500. O’Brien expressed concern that there was not enough focus on reading for teens. Dodge mentioned that the maker kits included manuals and suggested reading lists. Ultimately, Dodge emphasized the importance of attracting teenagers to the programs, and not simply with a summer film series. Agenda Item 6:Main Library Renovation Wrap-up(p.5-6) [6:37p.m., Audio37:20 min] Magee give a brief history of the renovation, beginning with the first facilities study that was published in2008. He calculated that the final cost for the project wasabout $5 million spent over the last 7 years. By Magee’s calculations, th this was his 38commissionmeeting. He concluded that this was one of the best projects he had everbeen involved in. The commission paused the meeting briefly to celebrate Glenn Magee’s dedication andeat cake. Agenda Item 7: Review of the Discovery Layer [7:04p.m., Audio49:18 min] Gallinger explained the new discovery layer, defining it as an overlayof the catalogue intended to show related materials that are not always catalogued, such as streaming media. She gave a brief overview of the process that led staff to Pikaby Marmot, beginning with a RFP (Request for Proposals) in October 2014.Sutter appreciated Gallinger’s presentation, especially in light of several patron complaints. Gallinger emphasized that the greatest benefit of Pika is the rapid response and solutions provided by the Marmot team to customer feedback and recognized needs. In response, O’Shea asked if there is external communication to patrons about continuous updates and progress based on feedback. Gallinger noted that Marmot makes introductory videos which we may be able to use. Agenda Item 8:Review and/or approval of draft policies [7:42p.m., Audio1:27:30 hr] Item 8A, Approval of Computer and Internet Use policy (p. 8-9) Gibb asked if the statement from the American Library Association would be included, as seen in the previous draft. Farnan and Miles confirmed that it would be included. Sutter recommended grammatical changes to ensure clarity and continuity. Commissionersdiscussed expanding the introduction to include more information about the legal rationale behind the policy, but they ultimately elected to not include it. Following a question from Sutterregarding mechanisms for allowing blocked sites to be accessed, Miles assured that even if asked, staff would not provide access to pornographic material as the rules of conduct would prohibit patrons from visiting those sites. O’Shea recommended replicating some of the language used in the Connect Boulder disclaimer. Sutter movedto approve the policy with suggested changes, allowing for staff discretion. O’Brien seconded. Vote 4-0,unanimous. Item 8B, Review of the updated Privacy Policy (p. 10-12) Sutter recommended removing the asterisk and instead writing a catch-all line referring to the end of the document, which would reference the bottom of the page where a more in-depthexplanation would sit. Sutter and O’Shea asked if computer search information is ever saved or connected to users. Miles agreed to find out if that was technologically possible with the current system. Commissioners recommended grammatical changes to ensure clarity and continuity. The commission asked to review this policy again at the next meeting to allow for feedback from all commissioners. Item 8C, Review of the draft Community Bulletin Board Policy (p. 13) Sutter asked if the community bulletin board was for publicizing events or to serve as a free speech venue. O’Brien asked if citizens could post statements or political material. Farnanexplained that the board should serve as an avenue for public discourse, barring only illegal activity from posting.Farnan noted that the policy will cover all libraries, as staff anticipated posting bulletin boards at the Meadows and Reynolds branch libraries.Gibb moved to pass the policy with changes offered. O’Shea seconded. Vote 4-0, unanimous. Library Commission Minutes 6 May 2015 Page 2 of 3 33 Agenda Item 9:Library Commission updated (from memo) [8:26 p.m., Audio2:11:16hr] Item 9A, Future Agenda Items (p. 14-15) Sutter and O’Brien will be unable to make the July 2015 Library Commission meeting. In light of the retreat scheduled in July, the commission decided to cancel the regularly scheduled July meeting. Item 9B, Update on emails to Library Commission (p. 15-22, 25-26) Sutter emphasized the correspondence with Julie Reiskin on behalf of Beth Emming. He explained that the letter was part of a larger document regarding the situation. Sutter met with Farnan upon receipt of the contents. Sutter contacted Reiskin and invited her, Emming, and any other representatives to meet with him and Farnan to discuss at greater length. Sutter had not yet received a reply. O’Brien appreciated the inclusion of all correspondence. Item 9C, Commission Meetings Section of the Library Commissioner Handbook (p. 22-24) O’Brien inquired about the possibility of proxy voting, noting that previous attempts have been denied due to city rules. O’Brien emphasized the important of a written minority opinion in the event of split votes. Sutter hoped for the option for the majority opinion to submit a written statement. O’Brien acknowledged the viewpoint that the minutes inherently documented the majority viewpoint. Item 9D, City Council Study Session on recommended changes to theCity Charter (p. 24) Farnan mentioned that the second reading is coming up soon. Agenda Item 10:Library and Arts Director’s Report [8:42 p.m., Audio2:27:50 hr] Item 10A, Downtown Boulder,Inc. &Library Partnership(p. 27) Farnan cited difficulties in solidifying a liquor license for the Downtown Boulder, Inc.(DBI) cinema plan. He mentioned that DBI will likely drop the deal if a liquor license is not secured. Farnan explained that the Friday and Saturday night events would occur after the library is closed, but noted a conflict with the Thursday night events as they wouldbegin while the library is still open to the public. Item 10B, Website report (p. 27, 29-34) Farnan presentthe website report and will again in six months. The next meeting will include visitor, event attendance, and materials statistics. Item 10C, Meeting Room Reservation System Updates (p. 27) Farnan noted that the reservation system is taking longer than expected, but it is in the works. Item 10D, Library Foundation Bylaws and Open Meeting Requirements (p. 27, 35) Farnan presented the findings from the City Attorney’s Office, whichconcluded that having three commissioners in attendance at the Library Foundation meetings would requirean open meeting. Farnan urged commissioners to go to the foundation and discuss preferences and possibilities. On a related note, O’Brien provided an update on the Library Foundation’s reorganization. The foundation has established four committees to help structure the group. They are considering the option of offering memberships to further tap into the community. Farnan and O’Brien remarked on the dramatic and positive shift. Item 10E, Library Commission Retreat, July 11, 2015 (p. 28) Farnan had not yet confirmed with Sharon Morris, but her facilitation is expected. He hoped to share articles with commissioners prior to the retreat to instill background prior to the meeting. Agenda Item 11: Adjournment [8:58 p.m., Audio2:43:30 hr] There being no further business to come before the commissionat this time, the meeting was adjourned at 8:58 p.m. Date, Time, and Location of Next Meeting: The next Library Commission meeting will be at 6 p.m. on Wed., June 3, 2015, in the Canyon Meeting Room atthe Main Library, 1001 Arapahoe Ave., Boulder, CO 80302. Library Commission Minutes 6 May 2015 Page 3 of 3 44 BOULDER ART CINEMA –Š‡‘—Ž†‡”—„Ž‹…‹„”ƒ”› ”‹‰‹‰”–Ƭ †‡’‡†‡– ‹Ž–‘‘™–‘™‘—Ž†‡”ǡ‘Ž‘”ƒ†‘ ƒ”–‡”•Š‹’‘ˆǣ ‘—Ž†‡”—„Ž‹…‹„”ƒ”› ‘™–‘™‘—Ž†‡”ǡ …Ǥ ‹–Š††‹–‹‘ƒŽ—’’‘”–ˆ”‘ǣ ‘—Ž†‡”‘—–› ƒ”‡”•Markets Boulder –‡”ƒ–‹‘ƒŽ ‹Ž ‡•–‹˜ƒŽ 55 ‘—Ž†‡””–‹‡ƒ Background •ƒ”‡‰‹‘ƒŽ‡–‡”–ƒ‹‡–Š—„ǡ†‘™–‘™‘—Ž†‡”™ƒ•Š‘‡–‘—Ž–‹’Ž‡‘˜‹‡–Š‡ƒ–‡”•ˆ‘” ‡ƒ”Ž›ͺͲ›‡ƒ”•Ǥ ‘™‡˜‡”ǡ‹–Š‡ͳͻͺͲǯ•ƒ†ͻͲǯ•ǡ–Š‡•‡•‹‰Ž‡•…”‡‡–Š‡ƒ–‡”•„‡…ƒ‡‘„•‘Ž‡–‡ƒ• —Ž–‹’Ž‡š‡••’”ƒ‰—’‹‘”‡•—„—”„ƒŽ‘…ƒ–‹‘•Ǥ˜‡–—ƒŽŽ›’”‘’‡”–›‘™‡”•…‘˜‡”–‡†–Š‡‘Ž† –Š‡ƒ–‡”•–‘Š‹‰Š‡””‡–—”—•‡•‹…Ž—†‹‰”‡•–ƒ—”ƒ–ǡ”‡–ƒ‹Žƒ†Ž‹˜‡—•‹…˜‡—‡•Ǥ  ‘†ƒ›ǡ†‘™–‘™‘—Ž†‡”‹•‘‡‘ˆ–Š‡‘•–˜‹„”ƒ–ƒ†•—……‡••ˆ—Ž†‘™–‘™•‹‡”‹…ƒ™‹–Š ‘˜‡”ͳͲͲ”‡•–ƒ—”ƒ–•ǡʹͲͲ”‡–ƒ‹Ž‡”•ƒ†ƒ–Š”‹˜‹‰Ž‹˜‡‡–‡”–ƒ‹‡–•…‡‡ǤŠ‡‘‡‹••‹‰ ‡Ž‡‡–‹•ƒgreat…‹‡ƒ‡š’‡”‹‡…‡Ǥ   An Opportunity for Cinema in Downtown Boulder —‡–‘•’ƒ…‡…‘•–”ƒ‹–•ǡ„—‹Ž†‹‰ƒ—Ž–‹Ǧ•…”‡‡–Š‡ƒ–‡”‹•‘–’‘••‹„Ž‡‹–Š‡†‘™–‘™„—•‹‡•• †‹•–”‹…–Ǥ 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‘”‡–Šƒʹ.5‹ŽŽ‹‘–‘—”‹•–•‡˜‡”››‡ƒ”Ǥ  ‘‡–‘–Š‡‹˜‡”•‹–›‘ˆ‘Ž‘”ƒ†‘ǡˆ‘—”ˆ‡†‡”ƒŽŽƒ„‘”ƒ–‘”‹‡•ƒ†–Š‡‘•–˜‹„”ƒ–•–ƒ”–Ǧ—’–‡…Š …‘—‹–›‘—–•‹†‡‘ˆ‹Ž‹…‘ƒŽŽ‡›ǡ‘—Ž†‡”‹•–Š‡‘•–‡†—…ƒ–‡†…‹–›‹‡”‹…ƒǤ •Š‘”–ǡ–Š‡ demo‰”ƒ’Š‹…•‘ˆ‘—”…‘—‹–›ƒ”‡’‡”ˆ‡…–ˆ‘”ƒŠ‹‰Š“—ƒŽ‹–›ƒ”–…‹‡ƒˆ‡ƒ–—”‹‰Ž‘…ƒŽˆ‘‘†ǡ…”ƒˆ– „‡‡”•ǡ™‹‡ƒ†…‘…–ƒ‹Ž•Ǥ   66 ‘—Ž†‡””–‹‡ƒ ‹–Š‘—”•–”‘‰’ƒ”–‡”•ǡ™‡ƒ”‡…‘ˆ‹†‡––Š‹•…‘…‡’–™‹ŽŽ–Š”‹˜‡ƒ†’‡”ˆ‡…–Ž›…‘’Ž‡‡––Š‡ ‡š‹•–‹‰‹š‘ˆ”‡–ƒ‹Žǡ”‡•–ƒ—”ƒ–ƒ†‡–‡”–ƒ‹‡–‘ˆˆ‡”‹‰•‹–Š‡†‘™–‘™†‹•–”‹…–Ǥ  Š‡‘—Ž†‡””–‹‡ƒ™‹ŽŽ‡‡–—Ž–‹’Ž‡…‘—‹–›‰‘ƒŽ•‹…Ž—†‹‰ǣ  1)”ƒ™‹‰’‡‘’Ž‡†‘™–‘™–‘•‡‡movie•ˆ‘”–Š‡ˆ‹”•––‹‡‹†‡…ƒ†‡• 2)‡”‰‹œ‹‰–Š‡‹„”ƒ”›and‹˜‹…”‡ƒ†—”‹‰slow’‡”‹‘†• 3)Generating‡‡†‡†”‡˜‡—‡ˆ‘”–Š‡•‡‹’‘”–ƒ–…‘—‹–›‘’”‘ˆ‹–•  Operating Plan Š‡‹„”ƒ”›™‹ŽŽ—–‹Ž‹œ‡‡š‹•–‹‰•–ƒˆˆƒ†…‘–”ƒ…–”‡•‘—”…‡•–‘’”‘˜‹†‡•‡…—”‹–›ǡ…Ž‡ƒ‹‰ƒ†ƒ……‡•• –‘–Š‡–Š‡ƒ–‡”ƒ†‰ƒŽŽ‡”›Ǥ‹„”ƒ”›•–ƒˆˆ™‹ŽŽƒŽ•‘ƒƒ‰‡–Š‡–‡…Š‹…ƒŽ‘’‡”ƒ–‹‘•‘ˆ–Š‡’”‘Œ‡…–‘”ǡ •‘—†•›•–‡ǡŽ‹‰Š–‹‰ǡ‡–…ǤŠ‡›ƒ›ƒŽ•‘–”ƒ‹•‘‡ ’‡”•‘‡Ž–‘Šƒ†Ž‡–Š‡•‡–ƒ••as neededǤ ‘‡Ž ƒ‡”–Ž‹‰ˆ”‘–Š‡‹„”ƒ”›™‹ŽŽ‡…‡‡ƒ†•‡”˜‡ƒ•–Š‡Dz‘‹…‡‘ˆ‘—Ž†‡””–‹‡ƒǤdz  ‘™–‘™‘—Ž†‡”ǡ …Ǥ™‹ŽŽ„‡”‡•’‘•‹„Ž‡ˆ‘”ƒ”‡–‹‰ǡˆ‹Ž’”‘…—”‡‡–ǡ–‹…‡–•ƒŽ‡•ƒ†‘•‹–‡ …—•–‘‡”•‡”˜‹…‡Ǥ‘—Ž†‡”‘—–› ƒ”‡”•ƒ”‡–•™‹ŽŽ‘ˆˆ‡”ˆ‘‘†…‘…‡••‹‘•˜‹ƒ‡‡†•ǡ–Š‡‹” ‘•‹–‡…ƒˆ±Ǥ  ƒ††‹–‹‘–‘ˆ‘‘†ǡƒ”–house–Š‡ƒ–‡”•‰‡‡”ƒŽŽ›‘ˆˆ‡”ƒŽ…‘Š‘Ž•ƒŽ‡•–‘’ƒ–”‘•Ǥšƒ’Ž‡•‹…Ž—†‡–Š‡ ƒ›ƒŠ‡ƒ–‡”‹‡˜‡”ƒ†–Š‡‘‡†‡…‡”Š‡ƒ–‡”ƒ––Š‡ƒ‹”›‡–‡”‹‘—Ž†‡”Ǥ ‘”†‡”–‘„‡ƒ ˜‹ƒ„Ž‡ƒ”–…‹‡ƒ‹–Š‹•”‡‰‹‘ǡ™‡„‡Ž‹‡˜‡–Šƒ–‘ˆˆ‡”‹‰Ž‹“—‘”‹•ƒ‹’‘”–ƒ–’ƒ”–‘ˆ‘—”„—•‹‡•• ’ŽƒǤ  ‘–‡–Šƒ–Ž‹“—‘”™‹ŽŽ„‡ƒ˜ƒ‹Žƒ„Ž‡–‘–‹…‡–‡†’ƒ–”‘•‘ˆ–Š‡…‹‡ƒǡ•‹‹Žƒ”–‘–Š‡‘‡†‡…‡” ‘’‡”ƒ–‹‘ƒ––Š‡ƒ‹”›‡–‡”ǤŽ…‘Š‘Ž‹•ƒƒ‡‹–›‘ˆ–Š‡–Š‡ƒ–‡”ƒ†‘–ƒ’”‹ƒ”›ˆ‘…—•‘ˆ–Š‡ ˜‡—‡Ǥ  —”–‡ƒŠƒ•‡–™‹–Š–Š‡‹–›‹…‡•‹‰Ž‡”ƒ†–Š‡‹–›––‘”‡›ǤŠ‡‘•–Ž‘‰‹…ƒŽ‘’–‹‘–‘ ƒŽŽ‘™Ž‹“—‘”•‡”˜‹…‡‹–Š‡‰ƒŽŽ‡”›ƒ†–Š‡ƒ–‡”‹˜‘Ž˜‡•’”‘…—”‹‰ƒ”–•‹…‡•‡™Š‹…Š‹•ƒ•–ƒ–‡ •ƒ…–‹‘‡†Ž‹“—‘”’‡”‹–•’‡…‹ˆ‹…ƒŽŽ›ˆ‘”…—Ž–—”ƒŽ˜‡—‡•Ž‹‡–Š‡ƒ›‘Š‡ƒ–‡”Ǥ‹–Š‡”ƒ—‹…‹’ƒŽ ‰‘˜‡”‡–‘”ƒ‘’”‘ˆ‹–‡–‹–›ƒ›“—ƒŽ‹ˆ›ˆ‘”ƒ”–•‹…‡•‡ǤŠ‡‹–›––‘”‡›ǯ•‘ˆˆ‹…‡‹• …—””‡–Ž›‡š’Ž‘”‹‰–™‘‘’–‹‘•ǣ 1.Š‡‹–›ȋŽ‹„”ƒ”›Ȍƒ’’Ž‹‡•ˆ‘”ƒ”–•Licenseƒ†ƒ‡–ƒ‹Žƒ”‡Š‘—•‡–‘”ƒ‰‡‡”‹–ȋ–‘•–‘”‡ Ž‹“—‘”‹ƒŽ‘…‡†…ƒ‰‡‹–Š‡„ƒ•‡‡–ȌǤŠ‡‹–›™‘—Ž†‡–‡”‹–‘ƒƒƒ‰‡‡–ƒ‰”‡‡‡– ™Š‡”‡„› ™‘—Ž†Šƒ†Ž‡ƒƒ‰‡‡–‘ˆƒŽŽŽ‹“—‘”issues. 2. ǡƒ•ƒ‘-’”‘ˆ‹–ƒ’’Ž‹‡•ˆ‘”ƒ”–•Licenseƒ†ƒ‡–ƒ‹Žƒ”‡Š‘—•‡–‘”ƒ‰‡‡”‹–ǡƒ†–Š‡ ‹–›Ž‡ƒ•‡•ƒ†‡ˆ‹‡†’”‡‹•‡•ƒ”‡ƒ–‘ Ǥ ‹•–Š‡liquorlicenseŠ‘Ž†‡”ȋ–Š‡›ƒ”‡”‡•’‘•‹„Ž‡ˆ‘” ‡˜‡”›ƒ•’‡…–‘ˆ–Š‡liquorȌƒ†–Š‡‹–›‹•‘”‡Ž‹‡ƒŽƒ†Ž‘”†Ǥ 77 ‘—Ž†‡””–‹‡ƒ ‡‡š’‡…––‘Š‡ƒ”„ƒ…•‘‘ˆ”‘–Š‡––‘”‡›ǯ•‘ˆˆ‹…‡‘™Š‹…Š‘’–‹‘‹•–Š‡‘•–ˆ‡ƒ•‹„Ž‡ƒ† „‡•–‹–‹‰ƒ–‡•ƒ›Ž‹ƒ„‹Ž‹–›”‹•–‘–Š‡‹–›Ǥ ‹•ƒ‡ƒ„Ž‡–‘‡‹–Š‡”•…‡ƒ”‹‘Ǥ   Marketing Plan  ‘™–‘™‘—Ž†‡”ǡ …ǤŠƒ•‡š–‡•‹˜‡‡š’‡”‹‡…‡‹ƒ”‡–‹‰‡˜‡–•ƒ†’”‘‰”ƒ•‹–Š‡‘—Ž†‡” ƒ”‡–Ǥ‡Šƒ˜‡ƒŽ”‡ƒ†›†‹•…—••‡†ƒ’ƒ”–‡”•Š‹’™‹–Š–Š‡ƒ‹Ž›ƒ‡”ƒˆ‘”™‡‡Ž›ƒ†˜‡”–‹•‹‰ •’ƒ…‡ƒ†™‹ŽŽƒŽ•‘—–‹Ž‹œ‡–Š‡ˆ‘ŽŽ‘™‹‰’”‘‘–‹‘ƒŽ–‘‘Ž•ǣ Dedicƒ–‡†™‡„•‹–‡ˆ‘”–Š‡‘—Ž†‡””–‹‡ƒ š–‡•‹˜‡•‘…‹ƒŽ‡†‹ƒ’”‡•‡…‡Ȃ ƒ…‡„‘‘ǡ™‹––‡”ǡ‡–…Ǥ ‹•ˆ”‘„‘–Š–Š‡‘™–‘™‘—Ž†‡”ƒ†–Š‡‹„”ƒ”›™‡„•‹–‡• š’‘•—”‡ƒ–ƒŽŽ ’”‘†—…‡†‡˜‡–• —„Ž‹…”‡Žƒ–‹‘•…ƒ’ƒ‹‰ ƒŒ‘”  ‘‹–‡˜‡–•ƒ†•…”‡‡‹‰•™‹–Š‘—Ž†‡” –‡”ƒ–‹‘ƒŽ ‹Ž ‡•–‹˜ƒŽ ‘‹–’”‘‘–‹‘ƒŽ‡ˆˆ‘”–•™‹–Š–Š‡‘‡†‡…‡”Š‡ƒ–‡” ƒ‹Ž„Žƒ•–•–‘•—„•…”‹„‡”Ž‹•–•ˆ‘”‘™–‘™‘—Ž†‡”ǡ ƒ†‘–Š‡”•  Start-Up Costs Start-—’…‘•–•ƒ”‡‡•–‹ƒ–‡†„‡Ž‘™ǤŠ‡•‡™‹ŽŽ„‡ˆ—†‡†„› ™‹–Š–Š‡—†‡”•–ƒ†‹‰–Šƒ–ƒ•–Š‡ ‹‡ƒ‰‡‡”ƒ–‡•”‡˜‡—‡†—”‹‰–Š‡ˆ‹”•–›‡ƒ”ǡ–Š‡›™‹ŽŽ„‡”‡‹„—”•‡†Ǥ Pre-‘’‡‹‰ƒ†˜‡”–‹•‹‰$1,000 ‡„•‹–‡†‡˜‡Ž‘’‡–$3,000 $1,000 Pre-opening•–ƒˆˆȀŽƒ„‘”…‘•–•$5,000 ‘–ƒŽ–ƒ”–-’…‘•–•$10,000 88 ‘—Ž†‡””–‹‡ƒ Financial Projections ‡ƒ”‡’”‘Œ‡…–‹‰ƒ”‡Žƒ–‹˜‡Ž›…‘•‡”˜ƒ–‹˜‡ʹͲ’‡”…‡–‘……—’ƒ…›†—”‹‰–Š‡ˆ‹”•–›‡ƒ”‘ˆ ‘’‡”ƒ–‹‘•Ǥƒ•‡†‘–Š‡–Š‡ƒ–‡”ǯ•ʹͲͲ•‡ƒ–…ƒ’ƒ…‹–›–Š‹•™‹ŽŽ‰‡‡”ƒ–‡”‘—‰ŠŽ›ͳͲǡͲͲͲ’ƒ–”‘•‹ ›‡ƒ”‘‡Ǥ ‘—Ž†‡””–‹‡ƒƬ-‡ƒ”ͳ Income ƒ•‡†‘ʹͲΨ‘……—’ƒ…›ˆ‘”ʹͳ‘–ŠŽ›•…”‡‡‹‰•ƒ–ƒ ‹…‡–ƒŽ‡•$101,00079.5% ƒ˜‡”ƒ‰‡‘ˆ̈́ͳͲ’‡”–‹…‡–ǤŠ‡–Š‡ƒ–‡”™‹ŽŽ‘’‡”ƒ–‡͵ƒ–—”†ƒ›• ’‡”‘–Š–‘ƒŽŽ‘™ˆ‘”‘–Š‡”‘’”‘ˆ‹–•–‘—–‹Ž‹œ‡–Š‡˜‡—‡Ǥ ƒ•‡†‘͵ͲΨ‘ˆ’ƒ–”‘•’—”…Šƒ•‹‰‘‡ƒŽ…‘Š‘Ž‹…„‡˜‡”ƒ‰‡ƒ– LiquorSales$21,00016.5% $7.00 ƒ•‡†‘ͷͲΨ‘ˆ’ƒ–”‘••’‡†‹‰̈́ͷǤͲͲƒ†‡‡†•’ƒ›‹‰ƒ ‘‘†‘‹••‹‘•$5,0004% ʹͲΨ…‘‹••‹‘–‘–Š‡‹‡ƒǤ ‘–ƒŽ …‘‡$127,000100%  Expenses ‹Ž‡–ƒŽȀ‹…‡•‡$35,00027.6% ƒ•‡†‘͵ͷΨ–‹…‡–•ƒŽ‡•ȋ‹‹—•‹‰Š–ƒ’’Ž›Ȍ AlcoholCOG$5,5004.3% ƒ•‡†‘ʹ͸%‘•–‘ˆ  Personnel/Staff$40,00031.5% ƒ•‡†‘–™‘’ƒ”––‹‡•–ƒˆˆ Supplies$1,2001.0% $100/month ‘‘‹‰…‘–”ƒ…–‘”$6,5005.1% ̈́ͳʹͷȀ™‡‡ Advertising/Marketing$12,0009.4% $1,000/month Insurance$3,0002.3% $250/month Repairs/Maintenance$1,2001.0% $100/month Cleaning$3,0002.4% ƒ•‡†”‘—‰ŠŽ›‘ʹŠ‘—”•ƒ–̈́ͳͳǢ–‹‡•ͳ͵ʹ†ƒ›• ƒ•‡†‘ͷͲ…‡–•’‡”‘Ž‹‡–‹…‡–ƒ†ͷͲΨ‘Ž‹‡•ƒŽ‡•Ǣ̈́ͳͷͲ Ž‹‡–‹…‡–‹‰$4,5003.5% ‘–ŠŽ›ˆ‡‡ȋ‡‡œ‹Ȍ Start-’ƒ›„ƒ…$10,0007.9% ‡‹„—”•‡‡––‘ ˆ‘”‡•–‹ƒ–‡†•–ƒ”–-—’‡š’‡•‡• ‘–ƒŽš’‡•‡•$121,90096% NetProfit$5,1004.0% 99 ‘—Ž†‡””–‹‡ƒ Timeline Š‡ƒ–‡”Ȁ March2015 ‡™‘—†›•–‡Ƭ…”‡‡ •–ƒŽŽ‡†April2015 ‘ƒ–‡†”‘Œ‡…–‹‘›•–‡ •–ƒŽŽ‡†August2015 ‡„•‹–‡CompleteSeptember2015 ‹–‹ƒŽ ‹Ž…Š‡†—Ž‡‘—…‡†September2015 …–‘„‡”ͳǡʹͲͳͷ About The Partners ‘—Ž†‡”—„Ž‹…‹„”ƒ”› ‹•ƒ†‡’ƒ”–‡–‘ˆ–Š‡‹–›‘ˆ‘—Ž†‡”ƒ†‘’‡”ƒ–‡•‘—Ž†‡”ǯ•ƒ‹Ž‹„”ƒ”›ƒ†ˆ‹˜‡„”ƒ…Š‡• –Š”‘—‰Š‘—––Š‡…‘—‹–›Ǥ™‹ŽŽ•‡”˜‡ƒ•–Š‡Š‘•–˜‡—‡ƒ†’”‘˜‹†‡•‡…—”‹–›ǡ…Ž‡ƒ‹‰ƒ† ƒ‹–‡ƒ…‡•‡”˜‹…‡•ˆ‘”–Š‡‘—Ž†‡””–‹‡ƒǤ ‘™–‘™‘—Ž†‡”ǡ …Ǥ  ‘™–‘™‘—Ž†‡”ǡ …Ǥ‹•ƒ͵2-year-‘Ž†‘’”‘ˆ‹–†‡†‹…ƒ–‡†–‘–Š‡‡…‘‘‹…ƒ†…—Ž–—”ƒŽ˜‹–ƒŽ‹–›‘ˆ †‘™–‘™‘—Ž†‡”Ǥ ’”‘†—…‡•‘˜‡”ͷͲ‡˜‡–•‡ƒ…Š›‡ƒ”†‘™–‘™ǡ‹…Ž—†‹‰ƒŒ‘”ˆ‡•–‹˜ƒŽ•ǡ ’ƒ”ƒ†‡•ǡ…‘…‡”–•ƒ†…Š‹Ž†”‡ǯ•’”‘‰”ƒ‹‰Ǥ ™‹ŽŽ’”‘˜‹†‡ƒ”‡–‹‰ǡ–‹…‡–•ƒŽ‡•ƒ†‘•‹–‡ ‘’‡”ƒ–‹‘•ˆ‘”–Š‡‹‡ƒǤ  ‘—Ž†‡”‘—–› ƒ”‡”•Markets  ‹•–Š‡Žƒ”‰‡•–ˆƒ”‡”•ƒ”‡–‘’‡”ƒ–‹‘‹‘Ž‘”ƒ†‘ǡ’”‘†—…‹‰–Š”‡‡™‡‡Ž›ƒ”‡–•‹–Š‡ ‘—Ž†‡”ƒ”‡ƒˆ”‘’”‹Ž–Š”‘—‰Š‘˜‡„‡”ǤŠ‡›manageƒ…ƒˆ±‹–Š‡‡™Ž›”‡‘˜ƒ–‡†‘—Ž†‡” —„Ž‹…‹„”ƒ”›ƒ†™‹ŽŽƒƒ‰‡–Š‡ƒ–‡”ˆ‘‘†…‘…‡••‹‘•™‹–Šƒˆ‘…—•‘Ž‘…ƒŽˆ‘‘†Ǥ  ‘—Ž†‡” –‡”ƒ–‹‘ƒŽ ‹Ž ‡•–‹˜ƒŽ  Š‡‘—Ž†‡” –‡”ƒ–‹‘ƒŽ ‹Ž ‡•–‹˜ƒŽ‹•‡–‡”‹‰‹–‘‹–•ͳʹ›‡ƒ”ƒ†Šƒ•„‡…‘‡‘‡‘ˆ–Š‡ th ‰”‡ƒ–ˆ‡•–‹˜ƒŽ•‹‡”‹…ƒǤ‡Ž‘‘ˆ‘”™ƒ”†–‘’ƒ”–‡”‹‰™‹–Š –‘•Š‘™•‘‡‘ˆ–Š‡‹”‘•– ’‘’—Žƒ”ˆ‹Ž•ˆ”‘’ƒ•–ˆ‡•–‹˜ƒŽ•Ǥ  1010 DATE: June 3, 2015 TO: Boulder Library Commission FROM: David Farnan, Director of Library and Arts Department Jennifer Miles, Deputy Library Director Devin Billingsley, Senior Budget Analyst SUBJECT: 2015 Library Budget Update and 2016 Budget Planning The purpose of this memo is to: 1) provide an overview of the Boulder Public Library budget; 3) describe approved adjustments to the 2015 base budget; 4) discuss 2016 budget additions under consideration; and 5) provide an updated timeline for the 2016 budget development process. 2015 Library Budget The library’s 2015 $7.7 million budget sits in-line with a trend of modestly growing expenditures over time. Table 1 below shows that library budgeted expenditures, both actual and approved, have grown at a compound annual rate of 1.8% between 2012 and 2015. The composition of library expenditures over this time period has been dominated by personnel costs which comprise over two-thirds of all expenditures. Notably, the materials budget as a percentage of overall expenditures has been declining. Year-to-date library spending is on pace to generate up to a 5% surplus by year-end. Table 1 Library Expenditures (in $1,000s) 2012 % of 2013 % of 2014 % of 2015 % of UseActualsTotalActualsTotalActualsTotalAdoptedTotalCAGR Personnel $4,65163.8%$4,85265.0%$5,01867.0%$5,39070.0%5.0% Non-Personnel1,74223.9%1,76723.7%1,63421.8%1,48519.3%-5.2% Collection/Materials89512.3%84311.3%83811.2%82510.7%-2.7% Total7,2887,4627,4907,7001.8% Library expenditures are controlled by the city’s ability to fund ongoing services and/or program enhancements. Table 2 on the following page shows the library’s funding sources and amounts between 2012-2015 (actual and approved). Funding for the library has grown by a compound annual rate of 0.9% between 2012 and 2015. The library has generated consistent 1111 budgetsurpluses despite the fact thatfunding growth has trailed expenditure growthduring this period. This is the result of operating according to balanced budgets. Over 85% of the library’s funding is sourced from a direct General Fund transfer with the remainder of funding comprised of property taxes and operating revenues. Library funding should be largely viewed within the context of overall city sales and use tax collections given that the General Fund is heavily dependent on these revenues. Table 2 Library Funding (in $1,000s) 2012 % of 2013 % of 2014 % of 2015 % of SourceActualsTotalActualsTotalActualsTotalAdoptedTotal CAGR 1.3% General Fund $6,39085.2%$6,81586.9%$6,63785.1%$6,63886.2% Property Tax81910.9%81810.4%84510.8%86611.2%1.9% Other 1 2953.9%2132.7%3194.1%1962.5%-12.7% Total $7,504$7,846$7,801$7,7000.9% 1 Other includes: Overdue Fines and Fees, Facility Rental, Interest on Investment, Misc. 3rd Party Revenues, Grants The revenue portion of the 2015 Approved City of Boulder Budget was based partially upon projected General Fund revenues of $120.6 million of which $54.6 million, or approximately 45%, is derived from sales and use tax collections. These projected revenues represent 3.1% growth over 2014 sales and use collections. As can be seen in Table 3below, sales and use tax collections registered 12.40% year-over-year growth through March 2015 exceeding the growth projection. However, it must be noted that the first few months of the calendar year can be erratic collection periods and may not be indicative of annual trends. Table 3 Actual Sales and Use Tax Revenue 2015 Fiscal Year through March Change in % of Tax CategoryRevenueTotal Sales Tax8.21%75.35% Business Consumer Tax26.38%10.38% Construction Use Tax36.59%11.48% Motor Vehicle Tax2.72%2.79% Total Sales and Use Tax12.40%100.00% As describe above, the majority of library funding originally emanates from direct General Fund support, dedicated property taxes, or library operating revenues. Ultimately these funds flow through the budgetary and accounting processes and end up residing in five distinct funds and sub-funds, over which the library has discretion. These funds, along with their year-end balances, are provided on the following page in Table 4. 2 1212 Table 4 2014 Year-End Balances SourceBalance Library Fund$ 2,206,899 Gifts and Contributions$ 675,317 Laesar House (General Fund Sub-Fund)$ 451,028 Facilities Renovation and Replacement$ 289,782 Equipment Replacement Fund$ 449,119 $ 2,575,459 Capital Development Fund Adjustments to 2015 Base Budget On May 19, 2015, the City Council approved Ordinance 8046 appropriating additional budget Table 5 below provides a detailed description of all the budget adjustments that were for 2015. approved on behalf of the library. Approval of these adjustments effectively increased the library’s 2015 budget by $817,500. These appropriations are all one-time in nature and will expire at the end of 2015. Any unspent monies would need to be carried over and re- appropriated during next year’s adjustment to base process. Table 5 1Round of Adjustments to 2015 Base Budget st TitleAmountTypeSourceDescription Funding for new patron computer furniture Meadows Branch Library Operating Fund $37,000for adults and childern, media shelving, and RenovationCarryover Balance shelving end panels. Funding to continue implementation of library program promotion plan including Library Program Promotion Operating Fund $15,000promotion of children's programs and PlanCarryover Balance templates for the library's digital sign system. Funding for additional computing Technology Upgrades for resources in the children's as well as Operating Fund Internet Filtering and Meeting $26,500implementation of filtering software and Carryover Balance Room Reservation Systeminstallation of meeting room electronic management resources. Funding for completion of Main Library Automated Materials Handling Operating Fund Automated Materials Handling system $524,000 SystemCarryover Balance project and installation of Meadows Branch Automated Materials Handling system. Operating Carryover Subtotal$602,500 Budget Fund Funding for expansion of e-book Library e-book Collection$75,000 Supplemental Balance collection within the materials budget. Library Patron Survey and Budget Fund Funding for the Library Patron Survey and $140,000 Master PlanSupplemental Balance Master Plan consulting expenses Budget Supplemental Subtotal$215,000 Total$817,500 3 1313 2016 Budget Development The budget development process operates on an incremental basis. This means that the 2016 budget begins with a base that is reflective of staffing counts (full-time equivalent) and non- personnel expenditures that are exactly the same as what was approved in the 2015 budget. Projected salary and benefit increases are the only automatic increases built into the budget. Any additional budgetary needs for 2016 must be individually requested through the budget process for possible inclusion in the 2016 City Manager’s Recommended Budget. Library staff is currently working on preparing 2016 budget requests with a focus on the following areas: Library staff is recommending an ongoing increase of $150,000 to the library collections budget. This request is intended to address an ongoing decline in buying power, as well as to support a shift toward purchases of higher demand and higher cost materials. If approved, this request will place the collections budget at approximately 12% of overall expenditures which is closer in-line with the long-term goal and industry best practice of 16%. Seventy-five thousand dollars in one-time funding for collections (eBooks) was requested and approved during the 1 st adjustment to the 2015 base budget (see Table 5). Library staff is requesting an additional $40,000 in budget to support an ongoing awareness and marketing outreach for library programs and services with an emphasis on eServices, meeting rooms available for public use, and general reading and reading development services (such as several levels of story times for different ages). It is envisioned that this marketing campaign would involve multiple outreach and marketing methods including social media, newspaper (print and digital), radio, and television. Library staff is recommending the transfer of building operations, maintenance, and custodial services and associated budget to the City of Boulder’s Public Works Department – Facilities and Asset Management Division (FAM). This reallocation will include the transfer of a maintenance supervisor position, along with its budgeted salary, and $365,000 in non-personnel budget. Under the current arrangement, FAM coordinates the operation, maintenance and custodial services at the library according to a memorandum of understanding. However, the budget resides within the library. It is anticipated that transferring the budget to FAM will streamline maintenance processes, take better advantage of FAM’s broader set of maintenance resources, and lead to a better service outcome. 2016 Budget Timeline 4 1414 The 2016 Budget development process began in late April and will end withCity Council adoption of the 2016 Budget in October 2015. Table 5 on the following page presents the timeline of budget-related deliverables and events. Dates that require Library Commission attention are shaded. Table 5 2016 Budget Timeline Date Deliverable/Event March 2015 Review Library’s first round of adjustments to the 2015 base budget and solicit Library Commission input April 2015 First round of adjustments to 2015 base budget due for City Manager’s review. May 2015 First round of adjustments to 2015 base budget read before City Council (first and second reading) June 2015 2015 Budget Update and 2016 Budget Planning; solicit Library Commission input August 2015 Update Library Commission on the City Manager’s 2016 Recommended City Budget August 2015 2016 Recommended City Budget delivered to City Council September 2015 First City Council Study Session on 2016Recommended City Budget September 2015 Second City Council Study Session on 2016 Recommended City Budget (if needed) September 2015 Review library second round of adjustments to the 2015 base budget; solicit Library Commission input October 2015Second round of adjustments to 2015 base budget due for City Manager’s review. October 2015First reading of ordinances to approve 2016 Recommended City Budget with opportunity for public comment. October 2015Second reading of ordinances to approve 2016 Recommended City Budget with opportunity for public comment. November 2015 Update on Approved 2016 City Budget (including Library Department Budget) November 2015 Second round of adjustments to 2015 base budget read before City Council (first reading and second) December 2015 Update Library Commission on outcome of second round of 2015 adjustments to base budget 5 1515 TO: Boulder Public Library Commission FROM: David Farnan, Library andArts Director Jennifer Miles, Deputy Library Director DATE: June 5,2015 SUBJECT: Commission review of the updated Boulder Public Library Privacy Policy The draft Boulder Public Library Privacy Policy was reviewed by the Library Commission on April8, 2015.Changes recommended by the Library Commission and the City Attorney’s Office have been Attachment A incorporated into the policy (). The City Attorney’s Office advised the following regarding replacing “limited” with “rare” in the second sentence. “Rare” is not an accurate characterization of when state law requires disclosure. CRS 24-90-119(2): “Records may be disclosed in the following instances: (a) When necessary for the reasonable operation of the library; (b) Upon written consent of the user; (c) Pursuant to subpoena, upon court order, or where otherwise required by law; (d) To a custodial parent or legal guardian who has access to a minor’s library card or its authorization number for the purpose of accessing by electronic means library records of the minor.” Staff requests that the Library Commission make a motion to approve the Boulder Public Library Privacy Attachment A Policy as written in . 1616 ATTACHMENT A Boulder Public Library Privacy Policy At the Boulder Public Library, patrons’ library records are strictly confidential.The Boulder Public Library follows section 24-90-119 which requires all public , Colorado Revised Statutes, libraries to guarantee the privacy of patron recordsexcept in limited circumstances established by state law. Information about patrons’ borrowing, search, or reading history, and records or other information that identifies a person as having requested or obtained specific materials or service or as otherwise having used the library, may be disclosed pursuant to subpoena, upon court order, or where otherwise required by law. Library account information When patrons open an account with the Boulder Public Library by applying for a library or computer use card, the following information is retained: Name, home address, and current telephone number Library or computer use card number Issue date and expiration date Total number, not titles, of checkouts, renewal and items claimed returned Patrons are given the option to provide an email address, work or business telephone number, and a birth date or year. If patrons forget their library card, they can check out and retrieve account information with photo identification.Patrons should report any loss or theft of their library card to the library immediately. Borrowed items Whenlibrary itemsare borrowed by a patron, a record of theseitems is retained so the library can contact patrons if items are not returned. Once itemsare returnedand checked in, a system identification number indicating that these items were the last checked out on the patron account remains until it is checked out and returned by the next borrower. This is necessary to make sure any damage to an item can be attributed to the appropriate borrower. Once the next borrower returns the item, the association with the previous patron account is removed. Items that become overdue will remain associated with the patron account until the late fee is paid. A history of the fines paid is maintained for a minimum of 6 months to provide data for fees that are disputed. Items that become 5 weeks overdue and not returned to the library are billed to the patron account and remain associated with the account until the bill is reconciled. 1717 ATTACHMENT A Optional library account features Maintaining a reading history is an opt-in feature which tracks an ongoing list of the items patrons have checked out even after they have been checked in. Maintaining a search historyis an opt-in feature which tracks a list of the search criteria patrons have used to search the library catalog. 1818 City of Boulder Commission Memo 2015 Library Commission Meeting Date: June 3, 2015 Date/LocationAgenda ItemsVisitors June 3 1.Take Commission photo for webpage.Adam 2.Update on Master Plan processSean Maher, DBI Canyon Meeting 3.Planning the RetreatDevin Room 4.Downtown Boulder-BPL partnership 5.Update on Jaipur LF 6.2015 budget update/2016 budget planning 7.Library Statistics 8.ApprovePatron Privacy policy 9.Revisit Alcohol Policy 10.Library Commission Job Description Discussion 11.New Maker Space(Adam) 12.North building/theater renovations update June 6 Summer Festival, 1-4 pm–Main Library July 1 Commission Meeting Cancelled July 11 Commission Retreat(location TBA) August 5 1.Budget: update on outcome of 1st ATB / review -Shelley budget #s report- Brian Coppam from Canyon Meeting 2.Approve Warner Charitable Trust donationFarmers’ Market Room 3.Seeds and Farmer’s Market- Jessie Friedman 4.Boulder Reads(Jaipur) 5.Review bi-annual statistics. 6.Discussion of Community Information Policy 7.Updateon City Manager’s recommended city budget 8.Boulder Reads September 2 1.Discussion of the Collection 2.Budget: review 2nd round ATB Canyon Meeting 3.Approve Patron Privacy policy Room 4. October 7 1.Review Foundation funding proposal requests 2. Canyon Meeting Room Interesting Upcoming Dates: June National GLBT Book Month September Library Card Sign-Up Month Sept. 27-Oct. 3 Banned Books Week September 30 Banned Websites Awareness Day 1919 October 18-24 Teen Read Week National Friends of Libraries Week 2. Update on Email Responses to Library Commission May 29 – Michael Gutierrez I have a friend who has written a novel on the early life of Dr. John Henry Holliday. Doc Holliday. We feel this novel would be a wonderful addition to your libraries. What isthe procedure in getting this novel into the Boulder Public Libraries? If you would like the authors synopsis and purchasing please email me. Thank you for your time Michael Gutierrez Michael - Thanks for your note about your friend's new novel. Your best approach would be to use the "suggest a purchase" service on the BPL's website: https://boulderlibrary.org/services/suggest-a-purchase/. You can find it either under the "Services" banner or under "Contact Us," just below the link you used to send your initial email to us. Library staff do their best to meet these requests, though they have to work within BPL's broader purchasing priorities. Best, Paul Sutter Chair, Boulder Library Commission May 21 – Judy Reid Dear Paul, We had a very informative meeting with David Farnan on the 8th. He outlined several possible plans for renovation of the Canyon Theater. On Tuesday, the BCPA Board voted to support the use of land atthe library site for the purpose of building a performing arts center for the City of Boulder. In particular we favor a scrape andbuild option, one of the plans David mentioned. We have informed David of our vote. 2020 We thanked David for his leadership in this effort, and we look forward to a positive decision for this use of the land by City Council in the near future. Assuming a favorable decision, we look forward to working with David and the Library Commission closely to bring this vision into reality. Best wishes, Judy Judy - Thanks very much for your note about this. We are going to be getting an update about the options for the Canyon Theater at our June meeting, so I'm glad to know about the BCPA vote and will share the news with the rest of the Commission. Best, Paul May 20 – Matthew Tripp Mr. Tripp wrote a lengthy email about a variety of matters, none of which were relevant to Library Commission or staff. Matthew - Thank you for your note, but these are not issues that the Library Commission or Library staff can help with. Best, Paul Sutter Library Commission May 18 – “Sean “ Jennifer received an email through Formstack from a purveyor of patron telephone notification systems. She responded and also forwarded the email to Beth Gallinger. 2121 May 13 – Jenna Woods I'm happy that the library is open again after renovations, and I wish it were still as quiet as it was. I was in the cafe a couple of times recently, and had to leave because the girl at the counter was carrying on a loud conversation with a patron. The floor being tile, sound carries. Which brings me to my second point. With all the uncarpeted floors reflecting sound and making hard-soled shoes very audible, it is really much noisier in the library now. When I go there, I go for the quiet as much as for the resources. Please give serious thought to carpeting those areas and restoring quiet to our library. Thank you for your consideration. Jenna Woods Jenna - Thanks for your note and for your feedback about the renovation. One of the goals of the renovation was to activate spaces in the library that were dead, and the bridge was one of those spaces. We wanted to bring in a cafe operation that would make that a vital space during business hours, and we think we have succeeded. You are certainly right that it is not the quietest space in the Library, but as libraries change patrons are looking for more active and flexible spaces like these in which to connect and socialize. It is also a fairly discrete space, with separation from the other Main Branch spaces. It seems to be doing what we hoped it would, though you are right that quiet is a casualty of increased activity and vitality. The Main branch does still have plenty of quiet spaces to read and work, including the designated quiet space in the southeast corner of the second floor (and you are now allowed to bring food and drink into those spaces). We also feel like some of the renovations, such as the enclosed children's area, actually have worked to remove sources of noise from the other library spaces. I hope you will seek out those spaces if quiet is what you are looking for. As for installing carpet in the cafe and other areas, we decided against carpet mostly for durability and ease of cleaning. My sense is that those spaces are limited - the cafe, the Canyon Gallery, etc. Are there particular places that you are thinking about as being particularly noisy? Thanks again for your input and your support of the library, Best, Paul Sutter Chair, Library Commission 2222 Paul, Thank you for your considered reply. One of the appeals of the bridge is that it is the only location in Boulder where one can sit over Boulder Creek while working. I always enjoyed sitting there when the other cafe was in operation. There were always people there, and it was never noisy. It is my experience that in most coffee/cafe places, a high percentage of patrons go there to use the wifi and sit alone. I have not noticed much socializing. This has also been true on the bridge the last couple of times I went.The loud conversations were going on between the girl behind the counter and a man. Both times. Everyone else either had a laptop, a book, or was sitting quietly. Maybe I missed the rush, in which case I will continue to attempt to find quiet times over the water. As for uncarpeted areas, the ramp from the gallery up to the cafe and the new ramp from the first floor stacks up to the bridge come to mind. It’s very echoey. If you wanted good acoustiics in the library, you certainly have them now. Thanks for your thoughts, Jenna. I will share them with the other Commissioners and the Library staff. Best, Paul May 5 – Regina Richardson Hi, I hate your new website design. I've used your regular website for many years; everything was clear and accessible. Why in heaven's name do you have books splattered across the front page? This isn't Amazon or B&N trying to push titles on me. Why don't you have the look-up menu box clear, so if I press the category title or author, I SEE that rather than just back to the "go" button as if nothing's been selected? And now I have to travel down to the bottom of the page to find the prospector button. It's all over-designed and annoying. Really! I get on the library website several times a week; I'm in the Louisville library picking up ILL books weekly, twice a week, sometimes more. Now, I guess I'll start going to the Lafayette library website and library. Oh, I wish you could return to your previous website design! Regina Regina - Thanks very much for your email, and for explaining your concerns about the new website. We are actually having a demonstration of the new website at our Library Commission meeting tonight, and so I will share your concerns with the Commission and raise some questions with staff. 2323 Best, Paul Sutter Chair, Library Commission Oh, thanks, Paul. I thought the previous website was very clear, very simple, and user-friendly. (If I'd known my email was going to so many people, I would have been a little less passionate, even though I wouldhave had the same concerns.) Regina 2424 Draft Library Commission Job Description Library CommissionJob Description: We decidedthatweseevalueinhaving a documentsimilartotheLafayettePublic Library Board’s Board MemberJob Description(attachednewpage)toexplainthescopeof work anddesiredqualifications of potentialLibraryCommissionapplicants. We willrequestthatthisdocumentbeattachedtothe Library CommissionApplicationFormon theCityof Boulder’s Boards andCommissionsrecruitmentpages.Of course,someof thecontentof thismaybedependenton approvalof therecommendedCharterchanges. Itemsthat were consideredwhenwe first lookedat a jobdescription from otherboards(thoughnot discussedfullyor agreedupon) are: Current library user A strongdesiretopreserveandpromotethe library as a public forum for thesharingof information andideaswithoutprejudice Desiretolearnandshareknowledgeof issuesthatmay affectthelibrary. Readsdistributed materialsbeforeeachmeeting. Adds tothediversityof thecommissionby understandingandrepresentingtheviewsandopinions of communitymembers,no mattertheorigin,age,or background Willingandabletogivetimeandtalenttothelibrary;schedulepermitsparticipatinginmonthly meetings,special library functionsandothercommunityeventsatwhichthe library ispromoted Commandsconfidenceandrespectinthelocalcommunity Functionswellincommittees,group discussions,publicevents Abilitytoassessinformationandmakeimportantdecisions Couragetostateone’s viewson importantissuesandspeakopenlyanddirectlywithstaff andother commissionmembers A strongsenseof legalandethicalconductappropriatetotheposition. Activeinthelocalcommunity, interestedinpeople – theirproblemsandpotentials Good communicationskills Providescounsel,adviceandencouragementtothestaff. Assiststhestaff asrequestedby the library director. 25 Draft Library Commission Job Description Lafayette PublicLibrary Board MemberJob Description GeneralFunction Participateas a memberof ateam (the library board)toprotectandadvancetheinterestsof thebroader communityby effectivelyadvisingtheCityCouncilandLibraryDirectorinthepolicies,promotion,and developmentof theLafayettePublicLibrary. Qualifications • A strongdesiretopreserveandpromotethe library as a public forum for thesharingof informationand ideaswithoutprejudice • Votingresidentof theCityof Lafayette,Coloradofor 12 months •Adds tothediversityof theboardby understandingandrepresentingtheviewsandopinions of communitymembers,no mattertheorigin,age,or background • Willingandabletogivetimeandtalenttothe library; schedulepermitsparticipatinginmonthly meetings,special library functionsandothercommunityeventsatwhichthe library ispromoted •Commandsconfidenceandrespectinthelocalcommunity •Functionswellincommittees,group discussions,publicevents •Abilitytoassessinformationandmakeimportantdecisions •Couragetostateone’s viewson importantissuesandspeakopenlyanddirectlywithstaff andother members Board • A strongsenseof legalandethicalconductappropriatetotheposition. Desirable Traits •Activeinthelocalcommunity, interestedinpeople – theirproblemsandpotentials •Good communicationskills •Understandscitydevelopmentplans •Experiencewithlibraryboardsor libraryoperations • Current library user PrincipalActivities - Rolesand Responsibilitiesof a LibraryBoardMember •Activemeetingparticipationandregularattendanceatmonthly Library Board Meetings,committee meetings,andspecialevents. •Understandsandmakesdecisionson libraryissues – purpose,goals,programs,policies,priorities,and laws affectinglibraries. •Learnsandsharesknowledgeof issuesthatmay affectthelibrary. Readsdistributedmaterials before each meeting. •Providescounsel,adviceandencouragementtothestaff. Assiststhestaff asrequestedby the library director. •AdvisestheCityCouncilon librarymattersandassistsinthe orderly and efficientmanagementof the library asdirectedby theCityCouncil. •Preparesandsubmits a masterplanfor thedevelopmentandmaintenanceof the library (50-1.d.2) •Reviewstheannual library budgetrequestpreparedby thelibrarydirectorandmakeswritten recommendationsregardingapprovalor modification. (50-1.d.3) •Encouragesandadministersgiftsof moneytothelibrary. (50-1.d.4) library policiesandby-laws. (50-1.d.5) •Develops •Reviewsthequalificationof anyfinalcandidatefor thepositionof librarydirector. (50- 1.d.6) •Participatesinthegoalsettingprocessfor the library boardandthelibrary. •Promotesthe library as a sourceof books andinformationresourcesfor theinterest,informationand enlightenmentof allpeopleof thecommunitythatthe library serves. •Representsthe library toothercommunitygroups andatevents. •Participatesasanadvocateof the library togovernmentalandpolitical organizationswhenlegislative or othergovernmentaldecisionsmayimpactthelibrary. •Becomesfamiliarwiththestateandnational library community. Participatesinstatewideor regional library eventsandmeetings. 26 Library and Arts Director’s Report June 2015 I.Civic Area Update:Preliminary Options for Main Library North Building/Theater Renovations Since 2013 when the Civic Area Vision Plan was accepted by City Council, the idea of a performing arts center has been a key component of the long term plans for a re-envisioned civic area. As was mentioned during the May 6, 2015 Library Commission meeting, at the March 31, 2015 City Council study session to review plans for the Civic Area, City Council instructed staff to conduct a feasibility analysis of the Main Library’s north building to see if it is a suitable location for a new or renovated performing arts center. The Civic Area staff team has hired an architect, engineering firm and a theater consultant to conduct the feasibility analysis. The team has already proposed three draft scenarios for a remodeled Main Library north building and theater.The scenarios are; 1.Expansion of the Canyon Theater to approximately 320 seats with minimal changes to the footprint of the building. 2.An addition to the north building to accommodate a 500 seat theater. 3.An entire scrape and rebuild of the north building to create a 50,000 sq ft performing arts center that connects to the St. JulienHotel. While all of these scenarios present exciting opportunities to activate the north building of the Main Library, none are imminent. Rather, they are options that are emerging for discussion around long term plans for the Civic Area. As Library and Arts Director,I have been tasked with the responsibility to ensure that library and arts staff, building use, needs are met while also remaining open to community needs for improved space. Library staff is meeting with the architect to scope current and future space needs (including staff space, maker space needs and housing our current partners such as the Small Business Development Center.) I am also meeting with the nonprofit community group Boulder Center for the Performing Arts to ensure that they remain a viable partner in these negotiations. The Community Cultural Plan which is in its draft phase has arecommendation for a 500 seat, highly flexible (no fixed seats) performing arts space. Staff will present options to City Council for the space for consideration sometime in late summer/early fall 2015. Also, attached is an information memo from the Civic Area staff team consisting of a project See update on the Civic Area Park Site Plan, the implementation process, and next steps. Attachment A . II.Update on discussion about liquor license for Library partners Discussions have proceeded rapidly around the idea of using the current Canyon Theater as an art house cinema in partnership with Downtown Business Inc. (DBI). As you may know from previous discussions at Library Commission meetings, it is the desire of the DBI, Library staff and the Boulder County Farmer’s Market to use the Canyon Theater 3 days per week to present a cinema program. In the intervening months, I have done quite a lot of research on small art house cinemas and as we suspected from the beginning, the nature of film houses is changing 27 dramatically. Many successful ones serve alcohol and high end foods. Concessions are how they make the money to keep their programs thriving and the quality of the concessions is what keeps customers coming back. The alcohol licensing for the space is an issue which I am looking to the Library Commission for guidance. We have examined several options for the space and met with the liquor board and made inquiries to the State of Colorado. Sandra Llanes, Assistant City Attorney, has been working through the logistics of this issue and here is where itstands as of May 28, 2015: After reviewing the State liquor code, we found two potential options. They are: 1.The City (library) applies for an Arts License and a Retail Warehouse Storage Permit (to store liquor in a locked cage in the basement).The City would enter into a management agreement whereby DBI would handle management of all liquor issues. 2.DBI, as a non-profit applies for an Arts License and a Retail Warehouse Storage Permit, and the City leases a defined premises area to DBI.DBI is the liquor license holder (they are responsible for every aspect of the liquor) and the city is more like a landlord. Questions asked of the State of Colorado: From a practical perspective, how does the city (a municipality) apply for a liquor 1. license?Do we go through the state for the new license state hearing? The City of Boulder would make application as usual to the Beverage Licensing Authority (BLA) via city licensing. The BLA would be the local licensing authority. Would violations need to be addressed by the state in a state hearing? 2. Violations go to the BLA. Who would the applicant be?Is it the city manager? Would the state do a 3. background check on the city manager, library director, or city council? We would run the City Manager (Ex. Director) and the Library Director (Ops. Manager) and the Mayor (Chairman of the board). City council could pass a resolution which states that the Library Director will hold all of the positions of the ED, OM, and the Chair for purposes of this license only if we want to i.e. if we only want to background the library director to qualify them. Is it permissible for the city to have a management agreement like the one described 4. in option #1? Yes, it may be possible. It just depends on the way the agreement is structured. The agreement would need to be approved by the state. Also, if DBI is the licensee, DBI would have to show that they had exclusive possession and control of the licensed premises. That may be difficult to show in that they would not have exclusive possession and control of all of the licensed premise (in a lease) 24/7/365 but rather only 3 days a week. The state seemed to think that would not be sufficient. There are other examples of this, such as the Arvada Center, which has an arts license which licenses the whole place, but then they occasionally give permission to other non-profits to have 28 other events there which is allowed under an arts license. That may be a good example to look into. According to the state, a third option may be a joint license arrangement (between DBI and the City). Lastly, you asked me to look into the following question: Are there any prohibitions on the city purchasing alcohol, selling, and collecting revenue for alcohol sales? I did not find any city policies that prohibit this activity. The City and DBI are very excited about the prospects of starting a cinema in the Main Library and activating the Canyon Theater. Questions for the Library Commission: 1.Does the Library Commission support either of the above scenarios for application for a liquor license? 2.What concerns does Library Commission have with the proposed program? III.July 11, 2015 Library Commission retreat agenda While our plans are somewhat fluid, the main objective is to have a facilitated discussion of trends in libraries in anticipation of beginning our master planning process later this year.Our discussion will be led and facilitated by Sharon Morris, Library Development Director for the State Library.We intend to invite library leadership staff and Boulder Library Foundation officers to the retreat. There will be opportunities for large group discussion and likely some small breakout sessions. It is also our intent to spend some time discussing what we hope to achieve in the master planning process, with regard to public engagement, research, and analysis. Ideally we will all leave the retreat with a better understanding of some of the trends in public libraries and how Attachment B. they might apply to Boulder Public Library’s master planning process.See Draft Master Plan process overview. We would appreciate feedback from the Library Commission on this proposed plan and to learn what other topics the Library Commission would like to address during the retreat. IV.BPL quarterly performance statistics –Q1 Attachment C The BPL quarterly performance statistics for the first quarter 2015 are . V.Jaipur Literature Festival update Any information update on the festival planning will be given during the June 3, 2015 meeting. 29 ATTACHMENT A - LIBRARY AND ARTS DIRECTOR'S REPORT C I T Y OF B O U L D E R BOARD & COMMISSION INFORMATION ITEM TO: Boulder Arts Commission Boulder Design Advisory Board Downtown Management Commission Greenways Advisory Committee Human Relations Commission Landmarks Board Library Commission Parks and Recreation Advisory Board Transportation Advisory Board Water Resources Advisory Board FROM: David Driskell, Executive Director of Community Planning & Sustainability Maureen Rait, Executive Director of Public Works Yvette Bowden, Director of Parks and Recreation Sam Assefa, Senior Urban Designer, Project Coordinator Jeff Haley, Project Coordinator Joanna Crean, Project Coordinator DATE: May 8, 2015 SUBJECT: Update on the Boulder Civic Area Master Plan and Park Site Plan EXECUTIVE SUMMARY: With the passage of the Community, Culture and Safety tax initiative in November 2014, the first phase of improvements in the Civic Area continue to move forward. Building on the council-adopted vision planand community feedback, a Civic Area Park Site Plan is being developed to implement the $8.7 million Phase I improvements and coordinate with the more th than $5 million from the tax devoted to Boulder Creek Path, 11Street lighting, public art and Arapahoe underpass improvements. Additionally, in order to advance implementation items for the near-term and guide further work on longer-term investments, amendments to the adopted Civic Area Vision Plan have been developed with the intent of replacing the existing 1992 Boulder Civic Center Master Plan and serving as the updated Civic Area Master Plan. The purpose of this information item is to provide an update on the Civic Area project, including: Attachment A Civic Area Master Plan (), Attachment B Park Site Plan (), and Project schedule for 2015. 30 ATTACHMENT A - LIBRARY AND ARTS DIRECTOR'S REPORT BACKGROUND In January, 1993, the City Council adopted the 1992 Civic Center Master Plan, which served as an implementation tool to translate the Boulder Valley Comprehensive Plan (BVCP) into action. While the 1992 Civic Area Master Plan guided some implementation efforts subsequent to its adoption, many of its proposals were never realized. On Sept. 3, 2013 City Council approved the Vision Plan for Boulder’s Civic Area thatreflects 18-month collaboration with the Boulder community, boards and commissions and City Council. The long-term vision is to transform the Civic Area into an evenmore unique place that reflects the community’s shared values and its diversity, providing space and programs for people to gather, recreate, eat, learn, deliberate and innovate. The vision plan established site performance goals, guiding principles and core themes for the Civic Area. However, the vision plan was not adopted as amaster plan, a necessary implementation document that provides a common framework for planning the delivery and funding of city services, facilities and programs.Therefore,amending the vision plan and presenting it for adoption as the updated Civic Area Master Plan is needed.The updated plan will integrate technical and site analysis and public input, including amendments to enhance the goals, guiding principles and core themes. With the passage of the Community, Culture and Safety tax initiative in November 2014, a Civic Area Park Site Plan is being developed to implement the $8.7 million in phase I improvements th and coordinate with the more than $5 million from the tax devoted to Boulder Creek Path, 11 Street lighting and Arapahoe underpass improvements. In order to advance these Phase I improvements and guide further work on longer-term investments, updating the Civic Area Master Planis necessary. PUBLIC AND BOARD/COMMISSION COMMENT AND PROCESS : In the fall of 2014, community feedback was collected about program preferences and park 1 design themes. In March 2015, the city hosted a stakeholder workshop and a public open house as well as a joint board and commission workshop. The purpose was to collect feedback on draft Park Site Plan options and long-term improvement strategies related to the Master Plan update. Below is a brief summary of the consistent themes. Follow the link https://bouldercolorado.gov/planning/boulder-civic-area-projectfor a more detailed summary of the comments as well as the verbatim commentsfrom each meeting. Park Development Participants expressed overall support for the plans and believe that the designs will begin to transform the area into a more actively used and engaging public space. Many agree the physical site development must be complemented by intentional programs and activation strategies to invite users with a range of dynamic activities supported by attractive public spaces. Community members offered that certain existing uses should be reconsidered and improved such as the 1 Stakeholders, for the purpose of this workshop, includedon-site property owners and tenants,organizations with a clearinterest in the project, and participants from previous Civic Area focus groups. 31 ATTACHMENT A - LIBRARY AND ARTS DIRECTOR'S REPORT current alignment of the Boulder Creek Path and the location of the bandshell to achieve desired outcomes. Additionally, strong emphasis was placed on the Farmers’ Market and opportunities for expansion into the park. East Bookend The general preferenceis for a mix of uses in the 1300 Block, not for single predominant use such as a large municipal facility orperforming arts center. However, manyexpressed desirefor small performance or events spacethat will activate the area. Additionally, smaller scale building forms are preferred to allow more permeability, sightlines and to bring light and air to the plazas and the outdoor Farmers’ Market. Finally, there are mixed views related to the existing Atrium building. Some felt it could be repurposed, while others felt it would be better to redevelop the site to accommodate a richer mix of uses. West Bookend Outreach indicated that the west end needs more activation and mix of uses ranging from senior services to performance spaces and enhanced connection to park areas. While there is mixed support for new residential use, there is consistent support for parking structures to be located in this area to support the larger development of the Civic Area. Some expressed interest in expanding the Canyon theatre to increase performance space as small size venuesto complement the existinglibrary function. On March 31, 2015, this information was presented to City Council during a Study Session. After receiving City Council feedback on strategies for the long-term improvements, the Civic Area Master Plan and Park Site Plan wererevised accordingly. CIVIC AREA MASTER PLAN The Boulder Civic Area Master Plan outlines a roadmap for the future enhancement and transformation of the Boulder’s “Civic Heart” into a place for community inclusiveness and activity—a cohesive and expanded central “green” at the core, bookended by vibrant “built” mixed-use blocks on the west and east ends. Boulder Creek serves as the defining feature that establishes much of the natural beauty of the Civic Area and captures the beauty of Downtown Boulder. The roadmap is articulated in the key section of the plan, which includes the Guiding Principles, illustrative plans, phasing, park and “bookend” development criteria, land use priorities, and financing strategies and options, all of which were developed consistent with the Attachment A BVCP(see for details). One of the specific uses identified in the Civic Area Master Plan is a year-round Market Hall that complementsthe existing Farmers’ Market as well as advance local foods and activate the East End. The project team will initiate a feasibility analysis to identify the type and scale of a year- round market hall appropriate for Boulder and the Civic Area, including associated programming, governance, financing and infrastructure. Concurrently, the city-owned Atrium Building that is located within the east bookend has been suggested as a potential location for the year-round Market Hall. The Feasibility Analysis will include an architectural and program analysis that will explore this option either within the Atrium Building, or as part of a new mixed-use building. Additionally, Historic Boulder has recently submitted an application to the city for the landmarking of the Atrium Building. 32 ATTACHMENT A - LIBRARY AND ARTS DIRECTOR'S REPORT PARK SITE PLAN The initial park design process included three plan alternatives that illustrated multiple scenarios for improvements to achieve the park development goals. Based on the feedback received and guidance from the vision plan, a preferred option has been developed that incorporates the successful elements of each of the alternatives. The preferred hybrid-plan combines all the th elements such as a promenade along Canyon, 11Street “spine,” creek terraces, nature play, improved creek path, plaza spaces and an expanded Farmers’ Market area. The plan can be (Attachment B) viewed in and will continue to be refined through an ongoing design process described below in “Next Steps” Throughout this spring and summer, the Park Site Plan will also be informed by detailed site analysis work and various concurrent technical studies, including the Canyon Boulevard Complete Street that began in 2014 and will continue through 2015. Several allied initiatives will also ensure the Civic Area continues its transformation through the following opportunities: Nature Play – On June 10 and 11, 2015 the city will host aNature Play Symposium and Workshop with Robin Moore and Louise Chawla. Robin is a world-renowned nature play educator from North Carolina State University. Louise is a professor emeritus at CU Boulder’s Environmental Design School, an internationally recognized expert on the importance of nature in child development, and lead advisor with Growing Up Boulder (GUB). Robin and Louise will share their expertise on the importance of nature play opportunities in the urban setting and provide design examples from other communities. This interactive workshop will inform the nature play design development, integrating nature play and learning with the new children’s library wing and other parts of the park design. Activation & Programming – Several events and initiatives are scheduled for the upcoming spring and summer to continue activation of the Civic Area. A current listing of activities will continue to be updated on the Civic Area website throughout the summer. NEXT STEPS: PROJECT SCHEDULE FOR 2015 The Civic Area Master Plan will be presented to Planning Board on May 21 and will then be presented to City Council as a public hearing item for review and consideration on June 16, 2015. Concurrently, staff continues to develop the Park Site Plan that refines the design considerations set forth in the Civic Area Master Plan in order to begin implementation of Phase I construction in 2016. During the fourth quarter of 2015, the Park Site Plan will be brought to the Parks and Recreation Advisory Board (PRAB), Planning Board and City Council for review and consideration. The public will also have the opportunity to provide input on key design elements identified in the Park Site Plan through upcoming outreach. The project team has identified a Design Inspiration Initiative that will solicit ideas from the community to inspire the final design of a few key elements of the plan. Details of this initiative will be communicated in the coming weeks. Additional key dates for the project include: 33 ATTACHMENT A - LIBRARY AND ARTS DIRECTOR'S REPORT Mid July 2015 – Community Open House to review outcomes of the Design Inspiration Initiative and latest Park Site Plan July 28, 2015 – City Council briefing on outcomes of Design Inspiration Initiative and Park Site Plan In addition to the updated Civic Area Master Plan and the Park Site Plan, the city will be developing guidelines for future improvements for the west and east “bookends” of the Civic Area. The primary goal is to serve as an implementation tool to provide clear design guidelines on urban form that address scale, mass, height and architectural character of buildings and set standards for the public realm including connections and public spaces such as plazas. This work will be developed later in 2015 and early 2016 through a robust public process, including the engagements of boards, commissions and council, and will be presented for council’s acceptance in 2016. The Civic Area design guidelines for the bookends will be informed by the update to the Downtown Design Guidelines and the Form Based Code pilot, both of which are scheduled to be completed later this year. ATTACHMENTS: A – Draft Civic Area Master Plan B –Park Site Plan 34 (6%*8 8,)1%78)640%2*36 &390()6 7'-:-'%6)% 6IZMWIH.YRI &SYPHIV'MZMG%VIEGSQ 35 ATTACHMENT C – LIBRARY AND ARTS DIRECTOR’S REPORT BPLQuarterly Performance Q1 2015 Circulation and Collections Mid-February saw the opening of the South doors and physical collections returned to the shelves from storage. All collections (with the exception of Children’s, Spanish and Literacy) were suppressed and unavailable at some point during the year long renovation. Fiction was in storage for the longest durationfrom August until February. The impact of the renovation is clearly represented in the dropincirculation at Main. While YTD circulationis still down over last year March 2015 saw that trend reverse and tick upward; although a small increase (less than a percent)we shouldcontinue to see growthand a returnto normalcirculation levels. March compared toFebruary, always sees anincrease (due to 3 more days) but the average increase is usually around 8-12% and this March it was 26% (we also saw a27% increase in holds filled by Main). CheckoutsPrior CheckoutsPercent Change YTD Totals Prior MonthPrior YearPrior MonthPrior Year 99545910891182499%-16% Jan 99740995451094060.2%-9% Feb 1185879974011816919%0.4% Mar Checkouts 2013-2015 160000 140000 120000 100000 80000 60000 40000 20000 0 JanFebMarAprMayJunJulAugSept*OctNovDec 2015 9954599740118587000000000 2014 118249109406118169110472999911134561222171073181062041113609796391089 2013 12708111937113342312563312085912765113520712196198395111204115709113187 Checkouts 2012-2013 comparison 160000 140000 120000 100000 80000 60000 40000 20000 0 Sept JanFebMarAprMayJunJulAugOctNovDec [Flood] 2013 12708111937113342312563312085912765113520712196198395111204115709113187 2012 119366110693121152116057114645127999129806130034116986125243123055114709 In 2014 and early 2015 collection levels across the system underwent significant analysis and maintenance for quality, useand relevancy in preparation for ournew spaces as well as the implementation of RFID; the goal was toprovide a clean and more relevant collection while maintaining depth in perennially popular areas. 61 ATTACHMENT C – LIBRARY AND ARTS DIRECTOR’S REPORT In Person Visits South Doors re-opened in mid-February without a counter in place due to renovation. Counts were averaged based on surrounding dates and 2014 statistics. January counts may also need to be normalized. Patrons and Programs This quarter BPL averaged about 975 new cards each month. After city residency cards, computer use cards rank second in number issued, demonstrating the continuedneedfor internet access in the community. The systems librarian implemented home library card types in July of 2014,allowing us to track cards issued as the preferred location for patrons.While no data exists to compare to previous years, theaverages of home library cards issued each month by location are: Main: 814 NoBo: 23 and Meadows and Reynolds showing exactly equal averages of 69 each. Overall, new patrons are up 21% over last year. Programs have increased significantly this quarter over last with the wildly popular STEAM programs, additional story timesand a dedicated staffmember for programming. Performances & Sum of Outreach Movies & Cinema Community Event Presentations 0% Program 1% 2% Row Labels Attendance Q1 3% Meetings Literacy Storytime 7295 0% Book & Discussion 1% Groups Classes & Activities 3496 5% STEAM1572 Concert Series 9% 1543 Classes & Activities Literacy 365 Storytime 16 Storytime Concert Series 1253 Classes & Activities 53% Storytime Book & Discussion 0% Classes & Activities Groups 697 Classes & Activities 11% Movies & Cinema Classes & Activities Classes & Activities Program 353 Literacy STEAM 3% Sum of attendance by program type 12% Performances & Presentations 285 Literacy 164 Community Event 63 Outreach 43 Meetings 22 Grand Total 13671 **N.B. Too little data will result in 0%. Some data on Book and Discussion groups and other volunteer reported attendance may be forthcoming. Also,Reading Buddy Activity is not represented, although GED classes are included. 62 ATTACHMENT C – LIBRARY AND ARTS DIRECTOR’S REPORT eMedia & databases Overdrive shows strong growth at 28%. We also adopted hoopla (Jan) and Zinio (Oct) in 2014 and circulation is increasing in each collection—Movies are the most popular format in hoopla. Hoopla will be adding eBooksand comics in May as an aggregated (not staff selected)pay per use model. None of the Big 5 publishers are on boardat launch,but hoopla does anticipate some will be joining before year end. Databases were down 2% over last year. Total databases as sum of hits fluctuates quite a bit each year, due to additions and cancelations and use can vary widely in a month; a typical pattern is that Q1 & Q4 arestronger quarters due to the use by schools. Research Rendezvous in January led to a boost in all of our history databases, most significantly in NYTimes Historical which article requests up 60%. We would like to strengthen our partnership with schools andalso hope to see increased use of our business databases as well with the SBDC partnership. Summary level information Years Category Location Jan Feb Mar 2014 305,993589,175 894,766 Circulation 118,249227,685 345,854 Door Counts 78,031152,412 230,644 Web Sessions 73,960141,204 217,564 Holds Filled 14,28026,537 38,557 Database Usage 9,90919,468 28,833 eCollection chkouts 9,26117,467 26,725 2,417 New Patrons 9161,630 2015 275,321538,240 844,523 % change Circulation 99,545199,285 317,872 -8% Web Sessions 81,430147,852 209,802 -4% Door Counts 61,314128,486 223,619 -3% Holds Filled 11,89223,477 36,607 -5% Database Usage 11,12520,394 28,274 -2% eCollection chkouts 9,00316,891 25,418 -5% New Patrons 1,0061,849 2,925 21% 63