08.05.15 LC Packet
City of Boulder
Agenda
2015 Library Commission
Meeting date:
Wednesday, August 5, 2015
Location:
Canyon Meeting Room, Main Library, 1001 Arapahoe Ave.
Meeting start time:
5:30 p.m.
1.Approval of agenda
2.Public comment
3.Consent agenda
a.Approval of June 3, 2015 meeting minutes (p. 2-5)
b.Approval of July 11, 2015 retreat minutes (p. 6-8)
4.Presentation: Overview of the Boulder Reads program –Shelley Sullivan, Boulder Reads Manager
5.Review draft Distribution of Community Information Policy (p. 9-10)
6.Budget Update – Devin Billingsley, Senior Budget Analyst (p. 11)
7.Library Master Plan update (p. 12-17)
a.Review July 11, 2015 Library Commission Retreat minutes
b.Review draft Boulder Public Library Master Plan Process overview and timeline
8.Library Commission update (from memo) (p. 18-29)
a.Future agenda items
b.Discussion of Library Commission job description
c.Update on Egyptian Study Society events
d.Staff appreciation update
e.Boulder Library Foundation update
f.Jaipur Literature Festival
g.Update on Email Responses to Library Commission
9.Library and Arts Director’s report (p. 30-31)
a.Library Charter Revisions
b.Parking at the Main Library
c.Summer Reading Program
d.Liquor License
10.Adjournment
2015Library Commissioners
Paul Sutter,Chair Donna O’Brien Joni TeterAlicia GibbTim O’Shea
1
CITY OF BOULDER
BOULDER, COLORADO
BOARDS ANDCOMMISSIONS MEETING
MINUTES
Name of Board/ Commission:
Library Commission
Date of Meeting:
June 3, 2015in the Canyon Meeting Room, Main Library, 1001 Arapahoe Ave.
Contact Information Preparing Summary:
Carrie Mills, 303-441-3106
Commission Members Present:
Paul Sutter,Joni Teter,Donna O’Brien, Alicia Gibb, and Tim O’Shea
Commission Members Absent:
None.
Library Staff Present:
David Farnan, Director of Library & Arts
Jennifer Miles, Deputy Library Director
Aimee Schumm,eServices Manager
Adam Watts, Creative Technologist
Carrie Mills, Administrative Specialist II
Dick Shahan, Library Clerk I
City EmployeesPresent:
Devin Billingsley, Senior Budget Analyst
Public Present:
Sean Maher, CEO, Downtown Boulder, Inc.
ShelbyArnold, Community Development Manager, Downtown Boulder, Inc.
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.
Agenda Item 2: Library Commission photo [6:01p.m., Audio0:38min]
The commissioners stepped out to the Canyon Gallery to take a new Library Commission photo for the website.
Agenda Item 3: Public Participation [6:02p.m., Audio 2:37min]
Shahan, an employee of the Boulder Public Library for 16 years andpresident of the Boulder Municipal Employees
Association, announced plans for retirement in late November. He explained plans to apply to both the Boulder Library
Foundation and the Library Commissionin 2016. The commissioners congratulated Shahan on his impending
retirement.
Agenda Item 4: Consent Agenda [6:04p.m.,Audio3:40min]
Item 3A, Approval of May 6, 2015minutes (p. 2-4)
O’Brienand Sutter recommended a fewgrammatical changes. Gibb moved to approve. O’Brien seconded. Vote 4-0,
unanimous. Teter abstained becauseshe was not present at the Maymeeting.
Agenda Item 5: Downtown Boulder, Inc. partnership with the Library [6:05p.m.,Audio 4:51min]
Maher relayed feedback from manyresidentsthat downtown Boulder lacks an art cinema. Following a model in
Austin, Texas, Maher considered a small, improvised venue to screen films. Similar businesses in Austin advised that
successful art cinemas must be dependably scheduled and serve liquor. The proposal is a partnership between the
Boulder Public Library (BPL); Downtown Boulder, Inc. (DBI); and to a lesser degree, the Boulder County Farmers
Market (BCFM). BPL willhandle the maintenance, cleaning, access, and security of the facility. DBI willhandle the
customer experience, including marketing, ticket sales, and ushering. The BCFM willserve food during the event from
the Seeds Library Café. Currently, the plan included showings from Thursday to Saturday with theoccasional Saturday
off to allow BPL theater availability for programming. The City of Boulder(COB)and DBI are pursuing an arts license
to serve liquor where the COB would apply for the license and DBI would serve as manager and assume liability.Read
the full proposal here: https://boulderlibrary.org/wp-content/uploads/2014/12/2015-June-LC-Packet.pdf#page=5
Commission discussion, questions, and comments included:
Sutter reminded commissioners that the liquor license would be discussed later in the meeting, and opened the
floor to questions for Maher.
Library Commission Minutes
3 June 2015
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Teter inquired about the plannedhours of operation. Maher noted that the times werenot finalized, but
anticipated the following: one show on Thursday at 6:00 p.m., two shows on Friday at 6:00 and9:00 p.m., and
two shows on Saturday at 11:00 a.m. and 9:00 p.m.
Teter asked if the same film will be shown at all screenings, to which Maher said it had not yet been
determined.
Gibb felt that the liquor sale estimates were low and wondered how the projection was calculated. Maher
purposely estimated the sales conservatively; expecting less than one-third of attendees will buy a glass of
wine.
O’Brien asked what groups and events will be displaced by this new use of the theater. Farnan explained that
only two events over the course of the year were scheduled in conflict with the cinema plan. Further, he cited
activation of the theater as the primary objective for BPL.
O’Brien and Teter expressed concern over the community’s ability to use the theater for other groups and
events during the weekend.
Sutter asked if Sundays were an option and if Thursdays were critical to the proposal. Farnan notedthat many
Sundays in the theater were booked for programming, presenting a considerable conflict. He did not believe
that he had staff willing to stay afterhours on Sundays, nor did he know if there was a sizeable market for
Sunday night screenings.
O’Brien inquired about how profits would be shared. Farnan and Maher agreed that the full breakdown had
not yet been decided. Farnan added that any money received on behalf of the library would first go to the city,
from which the library could request the funds.
Sutter asked about any perceived competition with the Dairy Center for the Arts. Farnan explained that the
offerings, largely limited to Sundays, are very different than the films that would be available to the library’s
200-seat theater. Maher, having met with staff at the Dairy, relayed their excitement for cross-promotion.
O’Shea asked for more details on the specialty projector. Maher noted that the current projector is on a 12-
month loan and he anticipatedthe loan’s renewal at the end of the term.
Agenda Item 6:Presentation on plans for the new Maker Space [6:31p.m., Audio30:58 min]
Watts presentedon the new Maker Space and preliminary plans for location, outlay, and equipment.
Commission discussion, questions, and comments included:
Teter wondered if Ecocycle or Restore had been approached as potential partners for materials. Watts
confirmed that he had conversations in passing with staff from both entities, but that the determination would
be made once the space was open and active.
Sutter asked about the staffing requirements for the future space. Farnan explained that a new full-time
position will open to assist in overseeing the space. He mentionedthat some staff may be asked to do
programs in thespace, but primarily the library will recruit volunteers with a related knowledge base.
O’Brien expressed concern for patron safety. Schumm confirmed that whenever the space is open, there will
be a staff member present to assist and oversee.
O’Shea askedabout liabilities and how they would be handled. Watts detailed a plan that included
introductory classes for patrons who are new to certain types of machinery, physical protection with
equipment that has built in safety measures, and consistent supervision.
Teter considered the need for outreach to different populations. Schumm agreed, citing plans for outreach into
different pockets of the community.
O’Shea expressed interest in how the space would be marketed to individuals with small businesses, especially
in light of the Small Business Development Center’s recent move to the library.
O’Shea asked about provisions made to prevent noise from traveling out of the space. Schumm agreed, citing
a need for the space to be booked around other considerations, such as events in the Canyon Theater.
In response to a question from O’Brien, Schumm reported that the infrastructure of the space will be
completed by October 2015, with the plan to open in January 2016.
Agenda Item 7: 2015 Library budget updated and 2016 budget planning [6:54p.m., Audio53:40 min]
Billingsley came to answer questions on the document he supplied for the packet, found here:
https://boulderlibrary.org/wp-content/uploads/2014/12/2015-June-LC-Packet.pdf#page=11
Commission discussion, questions, and comments included:
Sutter asked what the major advantages were to returning the maintenance position to Facilities and Assets
Management (FAM). Billinglsey responded that there is no cost savings. Farnan felt this was the most
efficient way to service the building, as FAM has been responsive to all requests. He continued, saying that
FAM is looking long-term at proactive changes. Miles cited a greater breadth of expertise.
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3 June 2015
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Teter inquired about the additional marketing budget. Farnan noted that long-term, there is a plan for
additional staffing, but for now, the additional money is intended for contracting services.
Sutter commented on the decrease in fines and fees, and asked if there were any concerns. Billingsley
explained that they do not try to use them as a revenue source as the number is difficult to project. Ultimately,
fluctuation is reasonable.
Agenda Item 8:Approval of the updated Privacy Policy (p. 16-18) [7:02p.m., Audio1:02:09 hr]
Commissioners made grammatical changes to ensure flow andclarity in the policy. Teter moved for adoption as
amended. Gibb seconded. Vote 5-0, unanimous.
Agenda Item 9:Library Commission updated (from memo)(p. 19-26) [7:06 p.m., Audio1:06:42hr]
Item 9A, Future Agenda Items
This item can be found in the Library Commission memo, found here: https://boulderlibrary.org/wp-
content/uploads/2014/12/2015-June-LC-Packet.pdf#page=19
Item 9B, Discussion of Library Commission job description
O’Brien recommended that this issue be approached by a subcommittee. Gibb and O’Shea volunteered. Sutter saw a
need for two lists: one that outlines what the commission actively does and another that lists qualities and skills that are
desirable. Teter stressed the importance of including the relationship with the Foundation, as two commissioners will
serve as board members, which is an added time commitment. Teter reopened the question on whether a commission
applicant mustbe a current library user. Farnan reported that in recent studies, it was shown that whether one uses
public libraries does not correspond to whether one supports them.
Item 9C, Boulder Library Foundation update
O’Brien reported that the subcommittee for fundraising will meet on Monday, Jun. 8. She remarked on the recent
progress thatthe Foundation has made. Teter agreed, noting that things werereally moving forward.O’Brien added
that the officers will be elected in the next meeting.
Agenda Item 10:Library and Arts Director’s Report [7:24 p.m., Audio1:24:39 hr]
Item 10A, Civic Area Update: preliminary options for north building and theater renovations
Staff are working on a feasibility analysis for renovations to the north building. Farnan noted a community need for a
performance space, but commented on the balance with the need for that space to generate revenue in order to fund this
significant development. Teter spoke on the shortage of community space in Boulder and felt that this should be held
as a high priority. The commissioners discussed the pressure the library would feel to fund, staff, and manage the venue
if a fullperforming arts spacewere added to the facility. In response to the possibility that the new venue would be
connected with the St. Julien, O’Shea and O’Brien shared reservations about aligning with a for-profit interest. Gibb
noted that libraries are one of the few remaining public forums and as such, may be required to take on more
responsibilities for public performance. Sutter felt that it was the commission’s responsibility to speak for the interests
of the library. Farnan expressed his mixed feelings on the proposal.
Item 10B, Update on discussion about liquor license for Library partners
Teter preferred that the City of Boulder/Boulder Public Library hold the liquor license because it allowedthe greatest
flexibility for all events held in the space. Farnan explained that the library does not need a permit to serve alcohol
without cost, but can request up to 15 special event permits per year to sell alcohol. He further stated that, to his
knowledge, the library has never served alcohol during operating hours. Sutter recommended that the commission first
discuss their comfort with serving alcohol during the library’s operating hours. Several commissioners were
uncomfortablewith the possibility, and recommended alternatives such as: isolating the area from library traffic,
closing the north side to library traffic, delivering drinks to seated customers, and posting a guard. Farnan explained
that the current proposal is to serve alcohol from the café that is only available for purchase by active ticket holders.
After further discussion, commissioners were supportiveof alcohol saleswhile the library is closed, but were
uncomfortable approving sales while the library is open without more specifics. Sutter motionedto allow staff to
pursue an arts liquor license for the library. O’Shea seconded. Vote 5-0, unanimous.
Item 10C, July 11, 2015 Library Commission retreat agenda and discussion topic planning
Farnan sent readings for the retreat, but will resend again. Sharon Morrisof the Colorado State Library is setto
facilitate. The day will focus on library trends with some consideration for the upcoming master plan. Foundation
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3 June 2015
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officers and library leadership will also be in attendance.
Item 10D, Draft Master Plan process overview
Teter asked about the process for developing a master plan. Miles confirmed that the commissioners will look over
master plans from other departments and very limited review ofpast iterations from the library. Farnan noted that the
steering committee would consist of at least one commissioner, library staff, and members of the public, with a
preference for greater numbers of the public.
Item 10E, BPL quarterly performance statistics – Q1 2015
In response to observations by the commissioners, Farnan noted that while circulation numbers are down,this is a trend
among libraries. He noted that the key to driving up circulation numbers is to increase the number of materials
available.
Item 10F, Jaipur Literature Festival update
Farnan reported that the planning is going well. He pointed to the list of confirmed authors that was distributed earlier
in the evening.
Agenda Item 11: Adjournment [8:42p.m., Audio2:42:25 hr]
Sutter announced that he received a residential fellowship in Germany starting in a year and he will need to step down
at that time. There being no further business to come before the commissionat this time, the meeting was adjourned at
8:42 p.m.
Date, Time, and Location of Next Meeting:
The next Library Commission meeting will bethe annual retreatat 8:30 a.m. on Sat., July 11, 2015, in the Boulder
CreekMeeting Room atthe Main Library, 1001 Arapahoe Ave., Boulder, CO 80302.
Library Commission Minutes
3 June 2015
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CITY OF BOULDER
BOULDER, COLORADO
BOARDS ANDCOMMISSIONS MEETING
MINUTES
Name of Board/ Commission:
Library Commission
Date of Meeting:
July 11, 2015in the Boulder Creek Meeting Room, Main Library, 1001 Arapahoe Ave.
Contact Information Preparing Summary:
Carrie Mills, 303-441-3106
Commission Members Present:
Paul Sutter,Joni Teter, Donna O’Brien, Alicia Gibb, and Tim O’Shea
Commission Members Absent:
None
Library Staff Present:
David Farnan, Director of Library & Arts
Jennifer Miles, Deputy Library Director
Eileen McCluskey, Public Services Manager
Aimee Schumm,eServices Manager
Antonia Gaona, Access Services Manager
Linda Cumming, Reynolds Branch Manager
Hillary Dodge,Meadows Branch Manager
Laura Hankins, Collection Development Librarian
Erica Segraves, Youth Services Manager
Carrie Mills, Administrative Specialist II
Boulder Library FoundationMembers Present:
Liz Abbott, Vice President
Barbara Kostanick, Treasurer
Facilitator:
Sharon Morris,Director of Library Development, Colorado State Library
Presenter:
Pam Sandlian Smith, Director, Anythink Libraries
Type of Meeting:
Retreat
Table Discussion1: Essentials to Retain
The retreat began with attendees writing down three elements of the Boulder Public Library that they consider the most
important to retain. Answers could be ideological or practical. Participants then went around the room introducing
themselves and reading off an essential from their list. Below is the list of essentials generated by participants.
Essentials to Retain
Community Forum
Real books
Focus on literacy
Digital
o
Early
o
Internet access for all
Community focus
“Yes” library
People at the library to help
“Travel guides” to knowledge
Privacy as a trusted source
Ethical
Real people – Adult Reference
Informal Learning
Mix/Balance self-guided vs. staff assisted access
Cultural record/Example of values
Local history/Library archive
Unfettered access/equalizer
Curated programming that compliments other essentials
Free
“Book a Librarian” 1-on-1 focus
Maker space and other non-traditional offerings
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Reaching for innovation
o
Circulating collection
Technological know-how
Café
Serendipitous learning
Know/retain our audience
Themes/Summary of Trends
Creation and Curation
Place
Community
Awareness and understanding of library
o
Civil discourse
o
Listening to community desires
o
Relationship
o
Staff Expertise
Learning and Literacy
Table Discussion2: Library Trends
In these exercises, participants broke up into color groups. As a collective, participants brainstormed all of the recent
trends in libraries. Then, the teams picked the top four or five trends on which the Boulder Public Library should focus.
Trends – Red
Library as technology mentor and natives
Library as a platform for creation
Library as a place for collaboration and an individual work space (co-working)
Library everywhere and how do we support that
Trends – Blue
Flexible space (moveable shelves, casters)
Connectivity (tech, people, community; inside and outside of building and web)
Library collaboration (globally)
Community creates content (programming, content – books, ownership, community-run space)
Developing staff skills (project management, pre-emptive learning)
Trends – Green
Digital materials circulation (expansion)
Curating library experience – make it accessible to all groups
Network common resources so we can focus on uniqueness of Boulder
Continue to provide what libraries and loved for (physical books, keep up with what works)
Expand community’s perception that we are a community space (Third Place, Familiarize immigrants with
what the public library is, levelers/equalizers)
Trends – Yellow
Partnerships
Embedded librarians
o
Reducing duplication (schools)
o
Sustainability
o
Library as connector
o
Public collaborative space
Library as connector
o
Artist/Writer/Business in residence
o
Educational platform
Info in all formats
o
Social/civic discourse
o
Curation
o
Literacy
Information
o
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11 July 2015
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Technology
o
Early
o
Creative/”maker”
o
Group Activity:Developing the Master Plan
Attendees were presented with several overarching components to the library. They were asked to post any ideas under
each category that might be considered for the master plan. Next, the ideas where rearranged into like groups. Then
attendees were presented with a sheet of dot stickers to vote on the most important priorities. This section is broken
down by component. In parenthesis, the total votes are tallied.
Programs and Services
Early literacy (10)
Entry to entrepreneurship/co-working (7)
Presence in community outside of library (7)
Focus on outcomes/bridging community gap (7)
Funding and Support
Revenue streams beyond taxes (11)
Staff retention (7)
Library Staff
Provide staff non-traditional learning experiences as professional development (9)
Increased marketing to promote collections and services (9)
Recruitment based on competencies and development (8)
Facilities
Clean, safe, inviting buildings (12)
Physical space v. virtual services (8)
Enhance collaborative spaces (7)
Raise Carnegie’s profile (7)
Library Leadership
Flexibility in master plan (7)
Authentic assessment of how programs worked (7)
Technology
Staffing/ability to support (11)
Connectivity/network (10)
Partners
Define our goal for school partnerships (12)
Using partnerships to bring new groups into BPL (10)
Community presence outside of walls (9)
Collections
Balance of digital and hard copy (10)
Providing enough materials (7)
Other
Reaching community members who are not current users (11)
Marketing and advertising all the library does (10)
Date, Time, and Location of Next Meeting:
The next Library Commission meeting will be at 5:30p.m. on Wed., Aug. 5, 2015, in the Canyon Meeting Room atthe
Main Library, 1001 Arapahoe Ave., Boulder, CO 80302.
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TO:
Boulder Public Library Commission
FROM:
David Farnan, Library and Arts Director
Jennifer Miles, Deputy Library Director
DATE:
July 31, 2015
SUBJECT:
Commission review of the draft Distribution of Community Information Policy
The draft Distribution of Community Information Policy is a new policy that addresses how library staff
members select community information in various printed formats (e.g. pamphlets, bookmarks, fliers,
etc.) and the parameters for its distribution in the library. Multiple copies of the selected community
information are offered,as space permits,at most Boulder Public Library facilities. The City Attorney’s
Attachment A)
Office assisted library staff with creating this draft policy (.
Does the Library Commission have any feedback to offer or questions about this policy?
9
ATTACHMENT A
Distributionof Community Information Policy
The Boulder Public Library Commission seeks to consistently protect the free speech rights of
Boulder residents and community members in its policies. The purpose of this policy is to
establish the guidelines used by library staff in determining whether or not to distribute the
submission of written material at designated locations within the library. The Boulder Public
Library has a limited amount of space to distribute written materials. To preserve and maintain
the library in an orderly condition, the selection guidelines include events, free services and
cultural attractions primarily occurring in Boulder county.
As a courtesy and at its discretion, the public library and branches thereof may distribute select
written materials with information about some programs, events, public services, tourist
attractions, and cultural sites in the City and Boulder county, as space allows.
The library does not distribute information about commercial services or classes, or materials
promoting programs occurring outside of Boulder county, except for certain major arts events,
festivals, and federal or state help, medical, or transportation activities, as space allows.
The distribution of written materials by the library does not constitute endorsement of those
programs, events, or attractions by the Boulder Public Library, its staff, or the Boulder Public
Library Commission.
1
10
DATE: July 31, 2015
TO: Library Commission
FROM: David Farnan, Director of Library and Arts Department
Jennifer Miles, Deputy Library Director
Devin Billingsley, Senior Budget Analyst
SUBJECT: 2015/2016 Budget Update
2015 Budget Update
As of the mid-point of the fiscal year, June 30, 2015, the Library had spent or encumbered 45%
of its $8.7 million operating budget. This $8.7 million includes $817,500 in Adjustments-to-
Base (ATB) as well as $185,000 in 2014 encumbrance and grant carryovers that were
appropriated by City Council in early June. As a result of these recent budget additions, non-
personnel expenditures are trending 12% below original projections. However, it is expected
that spending will accelerate as the additional ATB amounts are programmed and spent.
Personnel expenditures are trending 3% under projections due to vacancy savings caused by
normal staff turnover. The Library may realize modest budget savings at year-end if this trend
continues. This trend is contingent upon timing as well as the pay rates at which new personnel
are hired. Library staff is monitoring the budget and balancing the potential of savings against a
list of contingency programs and materials that would benefit from additional funding. Library
staff will make decisions regarding these potential savings a later date to allow for projections
to solidify.
2016 Budget Development Update
The 2016 Recommended Library Budget is currently under review by the City Manager. As noted
in July’s meeting materials, the Library requested an additional $150,000 for the collections
budget, an additional $40,000 to expand marketing efforts, and permission to transfer the
Library’s facility maintenance function and budget to the City’s Public Works - Facilities and
Asset Management Department. The final City Manager’s Recommended Budget will be sent to
City Council and the end of August. Staff will be returning to the Commission to present the
Library’s 2016 Recommended Budget shortly after that.
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To:
Boulder Public Library Commission
From:
David Farnan,Library and Arts Director
Jennifer Miles, Deputy Library Director
Jennifer Bray, Library and Arts CommunicationSpecialistIII
Glenn Magee, Facilities Design and Construction Manager
Date:
July 31, 2015
Subject:
Library Master Plan Project Update Memo
Background:
The current Boulder Public Library master plan was approved by City Council in
September 2007. One of the objectives of the plan was to conducta comprehensive
review of library facilities to identify building upgrades necessary to implement service
improvements recommended in the 2007 Library Master Plan. The study was completed
in March of 2009. Links to both of these documents are below.
2007 Boulder Public Library Master Plan
https://boulderlibrary.org/wp-content/uploads/2014/12/07MPBookFinal.pdf
2009 Boulder Public Library Facilities Sustainability Study
https://boulderlibrary.org/wp-content/uploads/2014/12/BPL-
Facilities_Sustainability_Study_Final_Report_03-09.pdf
During its November 2012 – July 2013 meetings the Library Commission and library
staff reviewed the progress made at that time toward meeting the 2007 Library Master
Plan goals.These meeting packets are at
https://documents.bouldercolorado.gov/weblink8/0/fol/40856/Row1.aspx .
At its July 11, 2015 annual retreat, the Library Commission met with officers from the
Boulder Library Foundation and senior library staff to discuss of essential elements for
BPL to retain, library trends, and priority considerations for the master plan update. Draft
minutes from the retreat are included in the August 5, 2015 Library Commission meeting
packet.
Master plan project timeline:
The library master plan update is organized into seven phases.
1.Scope and process
2.Community engagement, issue identification, research, and goal development
3.Strategy development, review of mission, and stakeholder input
4.Financial analysis and performance measure development
5.Community engagement
6.Recommendations and draft plan
7.Final plan and approval
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Please refer to Boulder Public Library Master Plan Process Overview and Timeline
Attachment A
() for details about seven phases of the project.
Table 1 shows preliminary dates for project milestones for Phase 1 Scope and process.
Specific dates and sequence are subject to change as the project progresses.
Table 1.
Overview of key dates for the Scope and Process phase
Scope andProcess
Library Commission annual retreat:
Saturday, July 11, 2015preliminary
discussion of essential elements for BPL to retain, library
trends, and priority considerations for the master plan
update
July –August 2015Research planning methods
August 5, 2015Library Commission meeting: Review July 11, 2015
retreat information,project timeline and phase 1 schedule
September 2, 2015Library Commission meeting: Discuss scope of
community engagement and needs assessment
September –OctoberDevelop draft projectscope and schedule
Library Commission meeting:
October 7, 2015Review draft project
scope and schedule. High-level review and summary of
master or strategic planning documents from other city
departments and other public libraries
October 2015Finalize schedule and issueconsultantRequest for
Qualifications/Proposals
November 4, 2015Library Commission meeting:Project update
Library Commission meeting:
December 2, 2015Update on consultant
selection and input on formation of a Master Plan Steering
Committee
December 2015Establish Master Plan Steering Committee
December 2015Work plan development
Issue Identification, Research, and Goal Development
January 6, 2016Library Commission meeting: Review work plan
Project roles:
At the July 11, 2015 retreat the Library Commission requested information about itsrole
in the master plan process. The following is a definition of itsrole and that of the Master
Plan Steering Committee.
Library Commissionwill advise library staff, providing critical insights on community
perspectives throughout the planning process. Staff will provide updates on the project
and bring issues to discuss with the commission during their monthly meetings. The
commissioners have been invited to assist staff with making connections with and
encouraging participation in the process of key stakeholders and other community
members. The commissioners will also be invited to co-host various community forums
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during the project with library staff.
Master Plan Steering Committee will be comprised of 12 to 15 members who are
representatives of key stakeholder groups including, but not limited to: the business
community, Boulder Valley School District, the University of Colorado, the Boulder
Library Foundation, and main library and branch patrons. The committee will have
members that represent a spectrum of ages and ethnicities. The Master Plan Steering
Committee members will be asked to provide input to staff and the consultant during the
phase 2, 3 and 5 of the project.
Examples of Master Plan or Strategic Plan documents:
At the July 11, 2015 retreat the Library Commission requested examples of master plan
or strategic plan documents. Links to those documents are listed below. A high-level
review and summary of key attributes of these documents is planned for the October 7,
2015 Library Commission meeting.
City of Boulder
The following list is a sample of City of Boulder master planning documents that have
been completed during the past three years. It should not be consider comprehensive.
City of Boulder Parks and Recreation Master Plan
The following link is to the webpage that has the Parks and Recreation Master Plan and
associated planning process documents.
https://bouldercolorado.gov/parks-rec/parks-recreation-master-plan
City of Boulder Transportation Master Plan
The following link is to the webpage that has the Transportation Master Plan and
associated planning process documents.
https://bouldercolorado.gov/transportation/tmp
City of Boulder Fire Master Plan
https://www-static.bouldercolorado.gov/docs/fire-master-plan-1-201306031433.pdf
General information on City of Boulder Master Planning
https://bouldercolorado.gov/planning/department-master-plans-and-strategic-plans
Public Libraries
This list is a sample of planning documents from public libraries in Colorado and
nationally. It should not be considered a comprehensive list.
Chattanooga Public Library Strategic Plan
http://chattlibrary.org/sites/default/files/documents/Chatt-Library-Strategic-Plan.pdf
Poudre River Public Library District
The following link is to the webpage that has all of the district’s planning and assessment
documents including its strategic plan.
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http://www.poudrelibraries.org/about/plans.php
Jefferson County Public Library District
The following link is to the webpage that has all of the district’s planning and assessment
documents including its annual strategic plan.
http://jeffcolibrary.org/planning-budget
Ann Arbor DistrictLibrary
http://planning.aadl.org/
Questionfor the commission:
Does the Library Commission have any input or questions aboutits role, the project
timeline or schedule for phase 1?
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City of Boulder
Commission Memo
2015 Library Commission
Meeting Date: August 5, 2015
Date/LocationAgenda ItemsVisitors
August 5
1.BudgetUpdate: update on outcome of 1st ATB ShellySullivan
/ review budget #s reportand update on City (Boulder Reads)
Canyon Meeting
Manager’s recommended city budget
Room
2.Boulder ReadsPresentationDevinBillingsley
3.Master Plan Update: Project Timeline and
Phase 1 Schedule
4.Discussion of Community Information Policy
5.Boulder Reads
6.Library Commission Job Description
discussion
September 2
1.Budget: review 2nd round ATBBrian Coppam
2.Approve Community Information Policy(Farmers’ Market)
Canyon Meeting
3.Master Plan Update: Scope of Community
Room
Engagement and Needs Assessment
4.Seeds and Farmer’s MarketpresentationJessie Friedman
5.Approve Warner Charitable Trust donation(Jaipur)
6.Finalize LC Job Description
7.Jaipur Update
September 18-20Jaipur Literary Festival
October 7 1.Review Foundation funding proposal requestsMattChasansky
2.Community Cultural Plan Update
Canyon Meeting
3.Master Plan Update: Review of Draft Scope
Room
and Schedule/Discussion of other models?
October 16 BLFFundraiser/Maker Space Opening
November 4
1.Begin annual letter to City Council and report Todd Jorgensen
for CMO per Charter(Human Services)
Canyon Meeting
2.Review commission candidate application
Room
questions
3.Receive report on Foundation grants
4.Review Quarterly Statistics
5.Human Services Strategy Presentation
6.Master Plan Update
December 2
1.Send annual letter to City Council about Laura Hankins
Commission Priorities and Goals
Canyon Meeting
2.Approve final Library Commission application
Room
questions
3.Budget: outcome of 2nd ATB
4.Discussion of the Collection
5.Master Plan Update: Consultant Selection and
creation of Steering Committee
Interesting Upcoming Dates:
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September
Library Card Sign-Up Month
Sept. 27-Oct. 3
Banned Books Week
September 30
Banned Websites Awareness Day
October 18-24
Teen Read Week
October 19-25
National Friends of Libraries Week
November
NaNoWriMo (National Novel Writing Month)
Picture Book Month
1. Library Commission Job Description(see Google Docs link sent by email)
2.Update on Egyptian StudySociety events(see program announcement included
with Memo)
3.Staff appreciation update(verbal)
4. BLF Update(verbal)
5. Jaipur Literary Festival Update (verbal)
6.Update on Email Responses to Library Commission
Julie Loomis - 7/27
I'm writing to you on behalf of my children's group. My name is Julie, and I've
been referencing your page,
http://research.boulderlibrary.org/genealogy/research, for the kids' genealogy
projects that they'll be working on in August. So I just wanted to say thanks for all
the help from all of us. :-)
One of the girls in my group, Isabella, also found a great article on family history
and genealogy: http://www.homeadvisor.com/article.show.History-at-Home-A-
Guide-to-Genealogy.17370.html. Can you include this on your page? She wants
to go to college to be a history teacher, so I thought this would give her more
encouragement, plus help others interested in genealogy!
If you have any other information or resources you think the kids would get a kick
out of, please pass it on. Thanks again!
Best,
Ms. Julie Loomis
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Dear Ms. Loomis - Thanks very much for your email, and I'm so very glad to hear
that the BPL's online resources for genealogical research have been of use to
you and the kids that you are working with.
Thanks too for pointing us towards the online article that you found, which does
indeed look quite helpful. I shared your email with Library staff, and,
unfortunately, I'm afraid that we cannot add it to our page. Between the ever-
changing nature of the internet and the wealth of information our there, we have
to be very selective in the outside resources that we include on our research
pages. It takes a fair amount of staff time to maintain these resource links, and
we try to avoid overwhelming our users with too many of them. We appreciate
the suggestion, though.
Thanks and all the best,
Paul Sutter
Chair, Boulder Library Commission
Ranjini Ayer – 7/20
Ms. Ayer sent a message requesting that we purchase her new book. I
responded, promising to pass along her email to staff involved with collections
purchasing.
Yael Oren-Davidovich – 7/14
Please join us for our BBQ big event.
Welcome Back Barbecue!
Graduate and Family Housing
Saturday, August 15thfrom 5-7pm.
The event will take place in Newton Court, at the corner of Arapahoe Ave and
Folsom Street, in the large field between the football practice field and the CU
Children's Center. We are inviting organizations on campus to come with
information for our residents, who include graduate students, research fellows,
faculty, and staff with their families. Last year we had more than 500 people!
We will provide the tables, chairs, drinks and food. Your presence at this event
would greatly benefit our community!
Please RSVP to Yael at oren.yael@gamil.com
Thanks!
Allison Freedman – 7/8
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I went to the main library for the first time since the renovations last week
because I accidentally had a book held for me there. The library looks amazing!
However, would it be possible to actually label the "return" location in the lobby
for books. Okay, I am not the most technically savvy person in Boulder who uses
the library, but I am hands down not the least. And it took mea long time to 1)
find where to return my books (I had to go in and ask a librarian) and 2) figure out
how to return them. As things are they are not intuitive or self-explanatory.
Thanks so much!!
Allison - Thanks very much for your note. We're particularly glad to hear that you
like the renovations. As for your concern about signage for returns, you are right
that the indoor return station is not well marked - though there is a sign on the
glass as you head from the lobby into the library indicating that "returns are
behind you" (or something like that). I will raise this issue with library
administration and see if we can improve on this.
I also appreciate your feeling that the new system was not intuitive, though
hopefully your experience last weekwill make future returns easier. While the
new system does take a bit of figuring out, it's important to understand that it's
part of a new automated return and sorting system that is behind the scenes and
that has made that process MUCH more efficient, freeing up library staff to do
other important work. Indeed, the efficiencies achieved with this new system
were largely responsible for the restoration of hours at several of the branch
libraries.
Anyway, we really appreciate your feedback.
All the best,
Paul Sutter
Chair, Library Commission
* I mentioned this issue to both Jennifer and David and they said they would look
into it.
Donald Jeffries – 7/2
Mr. Jeffiressent a message requesting that we purchase his new book. I
responded, promising to pass along his email to staff involved with collections
purchasing.
Bill Vail – 6/23
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Mr. Sutter,
Perhaps you would take an interest in addressing some deficiencies in the latest
remodel.
The platform that now leads to the Children's library makes lots of booming
noise. When people run up it, walk up it, when carts are pushed up or down
it. Boom, boom boom. It needs redesign for sound supression. I suspect it is
just plywood over an empty space.
Close to the infromation desk if that's what it is, the desk between new fiction and
new non-fiction is a computer to sarch the catalog on. Everything is wrong about
it. There is no place to put a book down while using it. It is at the wrong height
for using while standing unless one were 4'9". There is no way to sit at it.
The self check out machines look like something from a 50's SciFi movie. I don't
go near them. What was wrong with the previous self check out equipment?
The through-put of the present return mechanism, the one built into the outside
wall is far too slow. If the weather is inclement, if there are other people waiting,
if, as I have seen, there is a mother with small childern trying to feed a stack of
book into it, this gets painful. It needs to be twice as fast. The criterias is
backwards. Instead of the machine serving the people, the people have to serve
the machine.
Why do the signs outside the library in the parking lot say: Library
Customer? Why do they not say Library Patron?
Best Regards,
Bill Vail
Bill - Thanks for sharing your thoughts about the remodel. I am happy to bring
your concerns to Library staff to see if there is anything we can do about these
issues. I will say that the new self check-out machines and the return system are
all part of a new RFID system that has helped to automate the book handling
process to a great degree, saving the library considerable staff time that have
been redirected towards other pressing tasks. I will follow up on the other issues
if there are ways we might address them.
Best,
Paul Sutter
Chair, Library Commission
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Bill - A final follow-up to you note.
First, there have apparently been a few complaints about the noisy ramp leading
to the children's area, and library staff are looking into ways to reduce the noise.
Second, I asked library staff about the workstation you reference and here is the
response I received:
"The catalog workstations on the first floor have some design limitations based
upon the fixtures to which they are attached. The workstation in the DVD area is
ADA-compliant height. The other two workstations (near the Ask desk and in the
aisle in fiction) were recently raised to as much a possible to standing height that
is more comfortable to average height persons. There isn’t anything more we can
do to improve them except for relocating and redesigning them."
Best,
Paul Sutter
Chair, Library Commission
Mr. Sutter,
Regarding the ramp, if library staff are working on the issue, I hope there is
someone on staff with the necessary skill to do so or they will find the right
person.
Regarding the catalog workstations, if the solution is to relocate and redesign,
then then that's what needs to be done.
Thank you for your attention to these issues. I will be looking for changes to the
present arrangement.
Best Regards,
Bill Vail
Kristin Clark – 6/13
Dear Library Friends,
Over approximately the past 6-12 months, I've noticed a change in the books I've
checked out. They are all very fragrant, like air freshener.
This is disturbing to me because 1) the smell is offensive, 2) the smell actually
23
makes me ill, 3) all the books I've checked out smell like it, 4) I may have to stop
getting books from the Boulder library altogether as a result of this change.
Have you added air fresheners to parts of your building where the books may be
picking up this odor? Are you wiping orspraying or otherwise treating the books
with a fragranced product? Or is there some other reason the books are
fragrant?
If you would be so kind as to help me figure out this mystery and then to work on
a solution, I would greatly appreciate it.
In Peace
Kristin
* I exchanged several emails with David and Jennifer about this that are not
included in this thread
Kristin - I've consulted with Library staff and they are stumped about this. They
have no knowledge of books being treated any differently than in the past. They
are not being treated or wiped with anything, and air fresheners have not been
added to the library. I wish I had a clearer answer for you about this, but I can
confirm that whatever you are smelling is not the result of any new library policy
or practice.
Best,
Paul Sutter
Dear Paul,
Thank you for checking into it all for me. I really appreciate it.
I wonder if something happened after the flood --maybe things smelled musty
and someone decided to "deodorize" the books or the rooms. Or maybe it's
something like that I'm checking out the same books as people who use plug-ins
in their homes.
Anyway, I'm glad "They are not being treated or wiped with anything, and air
fresheners have not been added to the library." That does bring me to ask a
perhaps difficult question to answer: Are there old practices that use fragranced
products?
Thank you for your help,
Kristin
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Kristin - We have no knowledge of any practices, new or old, that used
fragranced products on the BPL's books. The only thing we can guess is that
you're picking up fragrances from other patrons.
Best,
Paul Sutter
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Library Commission Job Description
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Library Commission Job Description
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Library Commission Job Description
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DIRECTOR’S REPORT AUGUST 2015
Library Charter
Attached is the updated charter recommendation. The library charter is scheduled to have a second
reading in front of City Council on Tuesday, Aug. 18, 2015. We anticipate that the revisions will be
approved to go on to the ballot at second reading.
Several changes were made in response to feedback from City Council’s chartercommittee and City
Attorney’s office. The only substantive change surrounds the proposed “Library Support Fund” which
has been eliminated as a separate section, and folded in to the “Library Fund.” This means that all gifts,
donations and bequests will go into the “Library Fund.” Those funds are available exclusively to the
library, but will be subject to the appropriation process –meaning, we will have to request them. This is
consistent with our current practice for funds in gift accounts.
Other changes are detailed below:
1.In Section 133 in regards to duties, added to the introduction the language from other charter
commissions “the library commission shall not perform any administrative functions unless
expressly provided in this charter.”
2.Changed Section 133 (c) with respect to the budget to say “prior to submittal to the city manager”
rather than “prior to submittal to the city council.”
3.Merged Sections 134 and 135 into one “Library Fund” that gets the dedicated portion of the
property tax and gifts, bequests and donations and proceeds of sale of property (or the portion of
property) purchased with those funds. The library fund can only be spent upon approval of the
commission and unexpended funds cannot be put in the general fund.
4.Took out reference to the rules in the commission’s powers.The code language (5-5-18(d)) will
have to be amended to remove the last sentence that references the charter.That will allow the
manager to determine input from the Library Commission, but not require her to do so. Please
note: this is a power the commission removed in your recommendations after discussion with
JaneBrautigam and Tim Plass at our 2014 Library Commissionretreat. This provides for more
flexibility and is consistent with charter rules for other departments.
Parking at the Main Library
Parking discussions continue with city staff in preparation for changes in the Civic Area Park. As we
noted at previous meetings, the Main Library parking lot remains more or less unchanged in the first
phase ofchanges with the possible exception of the removal of city staff parking places along the back of
the parking lot.
We are recommending that the Arapahoe and Canyon lots become a part of the downtown managed
parking solutions. This involves a trade-off. Library staff are recommending 1 hour of free parking in
both lots with the price per hour after the first hour reverting to a price consistent with downtown parking
($1.25/per hour). Moving to this would allow for library visitors and park visitors to park in either the
Arapahoe or Canyon lots for easier access to the south and north sides of the buildings. It will also allow
for monitoring of the parking lot by downtown parking staff. Two studies (one by the Library using
volunteers and one by an outside consultant) conducted at different times in the summer and fall of last
year indicated that between 30-45% of people using the free 3 hour parking spaces in the Arapahoe lot
were not actually using the library. In conjunction with the library study, we were also able to determine
that roughly 80% of library users stay in the library for 1 hour or less. This number goes up to 96% when
the average library stay was 2 hours or less. This was a random sample study with roughly 400 subjects,
but I think this is consistent with library usage.
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As of this writing, city staff have not finalized recommendations on managed solution to parking in the
Civic Area. But we hope to do so in time to begin to implement some changes early in 2016. I will bring
the full recommendations from city staff back to the commission when they are ready.
Does the Library Commission have any concerns or questions with regard to the current proposal?
Summer Reading Program
I have already shared thesuccess of our Summer Reading Program registrations via an email, but thought
I would put it here to be part of the permanent record. This has been a remarkable year for our program
with a lot of staff energy and participation to make sure that we were getting the word out to parents and
youth.
A little background about summer reading: This program is generously funded annually by the Library
Foundation to the tune of nearly $33,000. The idea behind summer reading is to halt the “summer slide.”
Summer slide refers to the phenomenon of children who do not read over the summer. These children
will potentially lose up to threemonths of reading achievement. Studies show that summer reading loss is
cumulative.It is estimated that by the end of fifth grade, children who lose reading skills over the summer
will be three years behind their classmates.
Our final count for 2015 summer reading program was 3,078 registrations. This is 88% higher than last
year’s registrations. Internally staff had set two“Big Hairy Audacious Goals.” These goals were to
register 2,500 littles and children and 250 teens. Our final count shows that we actually registered 2,568
littles and children and 510 teens.
Staff has already begun to plan for the 2016 Summer ReadingProgram and to discuss where this year’s
program could have been improved. I suspect we will set our sights somewhat higher again next year,
and though I do not expect to see similar gains percentage-wise, I know that we can reach more children
and families in Boulder in 2016.
Liquor License Update
We have completed our application for a liquor license for arts and cultural events. The application was
submitted in mid-July. We have been appraised that the process takes 3 months. Several steps still need
to be taken, including informing neighbors [business and residential] that we are applying. We will likely
contract with a private firm to handle this task.
We arealso in the process of finalizing a managementcontract with Downtown Boulder, Inc. The
management contract is for services related to running the cinema program including alcohol sales.
If we are granted the license, our plan is to avoid any interaction with alcohol consumption and the
general public’s access to library services. At present our plan is to close the north building to the general
public on Thursday evenings at 6 pm. On Thursdays, we will close the bridge at the north end – so that
general public has access to the bridge from 6pm – 8pm. This will mean that on Thursdays, the Canyon
Gallery and Theater will only be open to cinema program ticket holders. It will also mean that on
Thursday evenings cinema program ticket holders will not have access to the bridge. We have not
determined how food service will be handled on Thursday nights. It is likely that we will use some kind
of cart. On Friday and Saturday nights, the Library closes to the general public at 6pm. We will close the
bridge at the south end. After 6pm on Friday and Saturday nights, cinema program ticket holders will
have access to the bridge for food service and the consumption of alcohol.
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