HomeMy WebLinkAbout11.01.17 LC Minutes CITY OF BOULDER
BOULDER, COLORADO
BOARDS AND COMMISSIONS MEETING
MINUTES
Name of Board/Commission: Library Commission
Date of Meeting:November 1,2017 at the Main Boulder Public Library, 1001 Arapahoe Ave.
Contact information preparing summary:Maureen Malone,303-441-3106
Commission members present: Joni Teter,Juana Gomez,Joel Koenig,Tim O'Shea
Commission members absent:Alicia Gibb
Library staff present:
David Faman,Director of Library&Arts
Jennifer Phares,Deputy Library Director
Maureen Malone,Administrative Specialist H
Members of the public present:
None
Type of Meeting: Regular
Agenda Item 1: Call to order and approval of agenda [6:01 p.m.,0:00:00 Audio min.]
The meeting was called to order at 6:01 p.m.
Teter announced that the BLDG 61 update has been postponed to a future meeting.
Agenda Item 2:Public comment [6:01 p.m.,0:00:39 Audio min.]
None
Agenda Item 3: Consent agenda [6:01 p.m.,0:00:47 Audio min.]
Item 3A,Approval of October 4,2017 Meeting Minutes
O'Shea moved to approve the minutes,and Gomez seconded.Vote 4-0,unanimous.
Agenda item 4i Update from-ERLDC 61 staff on cur-rent programs Zack jacobsen Weaver,creative teehaelegist
Agenda Item 5:Discussion of Library Commission's annual letter to City Council [6:02 p.m.,0:01:21 Audio min.]
Teter and O'Shea drafted some possible content for the letter to council(p. 6 of vacket .
Commission discussion,questions,and comments included:
• Teter reminded commission that at their January retreat,council will set their work plan for the next two years;the
letter should be framed to make specific asks that commission would like to see high on the city's priority list.
Faman stated that the big asks will be ongoing operating expenses for a full-service branch in North Boulder and
some level of service in Gunbarrel,the feasibility analysis of the north building at Main,the pilot program to
activate the Canyon Theater,and the restroom renovation at Main.Teter added that another ask will be to make up
for the deficiency in operating expenses for the library's existing buildings.
• Teter suggested that commission shift the letter to focus on the library's priorities for the next two years:financial
sustainability,the funding deficiency,and continuing to address deficiencies in the homeless services issue.
• Once staff has finished the memo for the Nov.28 City Council study session,they will work with O'Shea and
Koenig to incorporate the financial piece into a draft letter for commission to review and finalize at the December
meeting.
• Faman shared that the library has been given a separate opportunity at the advice of the City Manager to weigh in
on a list of 15 major city priorities that will go to council for their retreat;staff has been asked to put together a
one-page synopsis on the master plan.
Agenda Item 6:Master Plan project update [6:26 p.m.,0:25:40 Audio min.]
a. Review and provide input on draft memo and presentation for Nov.28 City Council study session
• Faman explained that the memo will highlight the community input,but he also wants to stress the research
staff'has done.Teter suggested pointing out the robust ongoing tracking mechanisms that staff has in place.
• Under Safety Concerns(p.12 ofap cket),Gomez wondered whether staff should add a bullet point indicating
that the library plans to have facilitated conversations to address concerns around the homeless and transient
populations.Faman replied that he will work in the plan for civic dialogues.Teter suggested that staff edit
that last line of the paragraph to include the word`perception': "The staff and Library Commission
acknowledge that there are several opportunities to address these perceptions and concerns."
• Gomez wondered if one of the questions for council could address homeless services.Faman replied that he
would like to keep the focus for the study session on financial sustainability for the library going forward.
• O'Shea recommended that staff underscore that the money from the foundation is not a guarantee,and that it
fills in a funding gap for some of the library's most utilized programs;additionally,more programming means
more staff and the library requires sustainable funding to support these programs.
• Teter suggested that staff include supplemental reading as attachments to the memo so that council members
have the option to read it.
• Koenig wondered whether staff wants to dedicate the space in the memo to the regional library authority,
since it is an unlikely possibility.Fannin replied it would be a complicated process,but he wants council to
know all the options,and staff will do more research if council chooses to pursue that particular option.
• O'Shea stated that the Executive Summary is the fust opportunity to grab council's attention and staff should
underscore what they want to get out of the study session and address the burden of the funding shortfall.
Faman replied that staff will rework the paragraph to make it more direct,but emphasized the need for
commission members to show up to make some stronger statements.Teter added that commission can elect to
send a statement directly to council in addition to staffs memo;she suggested that commission be included in
the`from' line of the staff memo.
b. Review and provide input on working draft 5-year estimate of capital and operational costs for Master Plan goals
•
Pharos provided some updates to the Estimated Cost for Library Operations 5-Year Timeline(p.20 of packet
o Conduct Main Library north building renovation feasibility study has been bumped to 2019
o Estimated operational cost increase for security in 2019 should be$120,000(instead of$75,000),
bringing the 5-year total for estimated operating cost increases to$1,664,500
o Under Capital&One Time Projects,the amount for new facility opening collection in 2018 should be
increased from$10,000 to$400,000 and the amount for 2020 should be increased from$10,000 to
$125,000,bringing the 5-year total for capital costs to$6,075,000
o The project to implement uniform service levels did not include the associated costs for additional
staffing required to increase operating hours at the branch facilities;staff will build that cost into the
table once they determine the salary levels
• Faman explained that the timeline does not include the cost of the pilot program for activating the Canyon
Theater because it was so high(an extra$250k in operating costs)that he expects the city to say no;it
would require 4-4.5 FTE to operate the theater 180 nights/year.Teter recommended including the cost
with an asterisk that says this could be something the library does with a partner or just with library staff,
and provide the order of magnitude cost;the cost gets to the other conversation about a performing arts
center,and not presenting it would be leaving out a significant chunk of the expenses expected over the
next 5 years.
• Koenig asked whether the north building feasibility study is separate from the Canyon Theater pilot
program.Faman replied that the feasibility study will be used to determine what is possible within the
confines of the existing facility and the pilot project is a two-year operational piece to activate the theater
and test out the demand.
c. Review and provide input on new draft goals addressing safety,security,emergency preparedness,and outreach to
patrons experiencing homelessness
• Teter shared that a follow-up conversation around the questions of enforcement of library rules has been
tentatively targeted for February so that the full commission can explore what a community dialogue might
look like.
• Under Building Community and Partnerships(p.21 ofap cket),Teter commented that the first bullet under
2019 focuses on homeless as an underserved population and could be moved under a different goal;the other
two bullets address the community perception piece. She recommended that staff strike the fust bullet and add
a bullet about civic dialogue that incorporates the second bold statement(Invite a group of library patrons...).
Agenda Item 7:Library Commission Update 17:44 p.m.,1:40:50 Audio min.]
a. Matters from the Commission
b. Boulder Library Foundation update
O'Shea shared that the foundation had a letter to the editor strongly endorsing ballot measures 2M&2N published
in the Daily Camera.
c. City project representative update
i. EcoDistricts
d. Responses to patron emails from the Library Commission
Agenda Item 8: 2017 Colorado Library Association Conference report out [7:55 p.m., 1:50:52 Audio min.]
Agenda Item 9: Information item: 2017 2"d Adjustment to Base Budget [7:56 p.m., 1:51:58 Audio min.
Faman noted that the Main Library restroom renovation is still being considered for the 2018 budget as an adjustment to
base;if the 2M&2N ballot initiatives pass,the$3.6M in the city's capital improvement budget that has been allocated for
radio infrastructure replacement will be freed up,and the library restroom renovation should rise in priority and perhaps get
funding as an adjustment to base.
Agenda Item 10:Library and Arts Director's Report [8:00 p.m.,1:55:55 Audio min.]
a. Staff Day
b. Boulder Library Foundation grant update
c. Civic Area Update and Library Plaza
d. Q3 Library use statistics
e. Revised date for observance of the 2018 Veteran's Day holiday
Agenda Item 8: Adjournment [8:10 p.m.,2:06:37 Audio min.]
There being no further business to come before the commission at this time,the meeting was adjourned at 8:10 pm.
Date,time,and location of next meeting:
The next Library Commission meeting will be at 6 p.m.on Wednesday,December 6,2017,in the Canyon Meeting Room at
the Main Library, 1001 Arapahoe Ave.,Boulder,CO 80302.
APPROVED BY: ATTESTED:
Board Chdr Board Secretary
Date Date