05.06.15 LC MinutesCITY OF BOULDER
BOULDER, COLORADO
BOARDS AND COMMISSIONS MEETING
MINUTES
Name of Board/ Commission: Library Commission
Date of Meetine: May 6. 2015 in the Canyon Meetin
Main Library. 1001
Contact Information Preparing Summary: Carrie Mills, 303-441-3106
hoe Ave.
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 Employees Present:
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 [6:00 p.m., Audio 0:22 min]
The meeting was called to order at 6:00 p.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 [6:01 p.m., Audio 0:50 min]
Sutter explained the public comment guidelines. Herbert addressed the need for a corner or branch library in Gunbarrel.
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 lived in Gunbarrel for 15
years. She is excited by the idea and encouraged the commission to consider this. O'Brien referenced the impending
five-year plan master 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 boards to reach those 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 [6:08 p.m., Audio 8:50 min]
Gibb administered the oath to O'Shea, officially swearing him in as a library commissioner.
Agenda Item 4: Consent Agenda [6:10 p.m., Audio 10:01 min]
Item 3A, Approval of Apr. 8, 2015 minutes (p. 2-4)
O'Brien motioned to approve the minutes as written. Gibb seconded. Vote 4-0, unanimous.
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:
baps://boulderlibrary.orglwp-contentlu ip oadsJ2014112/2015-May-I,C-Handouts.pdf
She also showed a video produced by teens in the Teen Space, advertising the Summer Reading Program:
htti)://teens. bouIderlibrarv.orv/content/unmasked-2015-teen-summer-readina-program-may-30-i ulv-25
The Summer Reading Program kicks off with events on Saturday, May 30, for all ages. There are three programs to
target different age groups — pre -readers, children, and teens. Each awe 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. r
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 be consistent 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) [6:37 p.m., Audio 37:20 min]
Magee give a brief history of the renovation, beginning with the first facilities study that was published in 2008. He
calculated that the final cost for the project was about $5 million spent over the last 7 years. By Magee's calculations,
this was his 38 h commission meeting. He concluded that this was one of the best projects he had ever been involved in.
The commission paused the meeting briefly to celebrate Glenn Magee's dedication and eat cake.
Agenda Item 7: Review of the Discovery Layer [7:04 p.m., Audio 49:18 min]
Gallinger explained the new discovery layer, defining it as an overlay of 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 Pika by 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 17:42 p.m., Audio 1:27:30 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. Commissioners discussed 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 Sutter regarding 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 moved to 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-depth explanation 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. Farnan explained that the board should serve as an avenue
for public discourse, barring only illegal activity from posting. Faman 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.
Agenda Item 9: Library Commission updated (from memo) [8:26 p.m., Audio 2:11:16 hr]
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 afproxy voting, noting that previous attempts have been denied due to city rules.
O'Brien emphasized the importance 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 the City Charter (p. 24)
Farnan mentioned that the second reading is coming up soon.
Agenda Item 10: Library and Arts Director's Report 18:42 p.m., Audio 2:27:50 hrl
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 would begin while the library is still open to the public.
Item 10B, Website report (p. 27, 29-34)
Farnan presented the 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, which concluded that having three commissioners in
attendance at the Library Foundation meetings would require an 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)
Faman 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., Audio 2:43:30 hrl
There being no further business to come before the commission at 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 at the
Main Library, 1001 Arapahoe Ave., Boulder, CO 80302.
E ATTESTED:
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Board Chair Staff Secretary
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An audio recording of the full meeting for which these minutes are a summary, is available on the Library Commission web page
at hu s:/�boulderlibra .oralaboirt/commission.h[nil