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08.04.21 BLC PacketCity of Boulder 2020 Library Commission Agenda Meeting date: Wednesday, August 4, 2021 Location: Zoom Meeting Meeting start time: 6 p.m. 1.Review Online Meeting Guidelines 2.Reminder: Commissioners please submit monthly volunteer hours in the chat or log them in Count Me In Boulder 3.Approval of agenda 4.Public comment 5.Consent agenda a.Approval of June 2, 2021 minutes 6.Update about City Budget Process a.2021 First Adjustment to Base outcome b.2021 Funding restoration outcome c.2022 Budget request approved for City Manager’s Recommended Budget 7.Update about Library District Advisory Committee selection process and Scope of Work 8.Library Commission update a.Items from commission i.Discuss impact of the face covering mandate expiring and options for the libraries b.Update on library district discussions with City Council c.Ongoing outreach efforts d.Updates from commissioners representing the Commission in other venues (verbal) i.Boulder Library Foundation (BLF) update (Steinbrecher/Koenig) e.Update on emails and phone calls to Library Commission 9.Library Director’s report a.Update on new City website and Library Commission webpage b.North Boulder Branch Library update c.Update on current library services d.Q2 Library use statistics e.Main Library Security update 2021 Library Commissioners Jane Sykes Wilson Joel Koenig Steven Frost Scott Steinbrecher Benita Duran 1 Library Commission Minutes June 2, 2021 Page 1 of 4 CITY OF BOULDER BOULDER, COLORADO BOARDS AND COMMISSIONS MEETING MINUTES Name of Board/ Commission: Library Commission Date of Meeting: June 2, 2021 Contact information preparing summary: Celia Seaton Commission members present: Joel Koenig, Jane Sykes Wilson, Steven Frost, Scott Steinbrecher, Benita Duran Commission members not present: Library staff present: Jennifer Phares, Deputy Library Director Celia Seaton, Administrative Specialist Antonia Gaona, Public Services Manager Tim McClelland, Patron Services Manager City staff present: Members of the public present: None Type of Meeting: Regular | Remote Agenda Item 1: Review of Online Meeting Guidelines [0:00:20 Audio min.] Agenda Item 2: Reminder: Commissioners please log monthly volunteer hours Count Me In Boulder [0:00:35 Audio min.] The Commission logged their service. Agenda Item 3: Approval of agenda [0:01:36 Audio min.] The meeting was called to order and Sykes Wilson asked if there were any changes to the agenda. She would like to move up the discussion of the expiring mask mandate to Item 7, immediately after the security presentation as the public and patron services managers would be the best resource for pertinent inquiries. Phares noted an update to follow the director’s report concerning summer reading program registration. There was a nod of approval from the commission for this amended agenda. Agenda Item 4: Public comment [0:00:00 Audio min.] None. Agenda Item 5: Consent agenda [0:02:58 Audio min.] a. Approval of May 2021 Meeting Minutes: Frost moved to approve these minutes, Koenig seconded, and the motion was unanimously approved. Agenda Item 6: Update about Library Security Plan [0:03:52 Audio min.] McClelland and Gaona presented an update about the current library security services and the new peer navigator position (see handouts.) Since 2016, BPL has used unarmed security through a variety of service contracts (guards are not city employees, they are provided through the security vendor). Since spring 2020, staff have explored options of bringing security in-house as well as the possibility of engaging a peer-navigator role to partner with security team. McClelland explained that the goal is to provide empathetic, values-based customer service in the security arena. He also emphasized Library’s desire to contract services with a group that provides security officers with equitable pay, paid time off, and other benefits. McClelland discussed recent challenges and issues around staffing, retention, hiring, training, and scheduling; he noted potential benefits of bringing the security in-house as paid city employees. However, the budget only permits 1.5 FTE for security – thus, hiring for a peer navigator position would unfortunately come at the expense of the guard. The intention was to partner these positions. He concluded that the benefits of keeping the security contracted appear to outweigh the negatives at the current time. Security teams have historically been able to support staff in creating a welcoming environment for patrons. As of August 2020, the current provider contracted by the Library does provide benefits and paid time off. The standing contract runs 2 Library Commission Minutes June 2, 2021 Page 2 of 4 through end of 2021 with an option to renew. This model will allow for the employment of the in-house .75 FTE peer navigator position to connect patrons with resources (housing, food, mental health). Gaona outlined this brand-new role within the City of “peer navigator.” This person will have a close connection with library security but with a “unique and different” mission. The peer navigator would help guide patrons to the relevant social services that may be needed. The peer navigator would not do casework like a traditional social worker or therapist, but they would be a source of continued assistance in the community. Next steps involve finalizing the job description; HR plans to review the posting in July for compensation, duties, etc. Hiring and training is planned for the 4th quarter with the expectation of a successful candidate coming on board by the fall/winter season. Assessment would occur at the one-year mark. Staff welcomed commission feedback. Koenig: any concerns about the lack of security at the branches? Gaona hears from branch managers on occasion that it can be difficult to manage operations and have relied on Boulder Police Department to help with security issues. Gaona would like to see a rotating position for the guard so that other branches can have a security presence. Security coverage will be part of the budget request for the new north Boulder library that will come online in 2023. Steinbrecher: Meadows security seems more critical since that branch is fully open. He suggested checking with the overarching shopping center within which the building is located. Perhaps a partnership could be forged to have facility- wide coverage. Sykes Wilson inquired whether the George Reynolds Branch is still on track to receive security cameras. Gaona: GRB cameras will be installed during the construction in August/September. The Meadows branch has now been outfitted with security cameras as well. Frost lauded the decision to bring on the peer navigator role, a position for which he has long advocated. He suggested that the person who assumes the role “ghost” the Denver library peer navigator. Gaona confirmed that cross-training with partners such as Denver Public Library is already planned. Commission thanked Gaona and McClelland for the update. Agenda Item 7: Discuss impact of the face covering mandate expiring and library options [0:43:53 Audio min.] Mask mandates recently ended for the region. As Sykes Wilson noted, for many people this has come as a pleasant change for vaccinated adults; however, there are also those in the population that cannot be vaccinated (due to age, beliefs, medical conditions, etc.) Due to the people that would still be affected, Sykes Wilson is “thrilled” that the library is still requesting masks as this means that the space is more welcoming to all including the families that use the facilities. She believes that this approach makes the space more inclusive and open, and the way forward is to continue to ask people to mask inside the library so that everyone can be comfortable. Gaona: the first week or so, most patrons (8 out of 10) were wearing a facial covering and were happy to comply with the request, glad to be considerate and respectful with other library users. Families have been glad to come in with the request. Other families are concerned about the safety of bringing their children into the branches and so are not visiting the library. Tim agreed, he observes around 80% of patrons wearing masks. Staff are all still wearing masks, though not required, and have additional safety infrastructure such as plexiglass barriers. Steinbrecher suggested that compliance will likely be harder to enforce as time goes on. Gaona agreed that she sees attitudes quickly shifting. Sykes Wilson requested updates from staff regarding this issue. Agenda Item 8: Debrief May 18, 2021 City Council Public Hearing on Library [0:52:45 Audio min.] Phares: next steps for staff involve forming the subcommittee that will work on the IGA as well as planning community engagement. As soon as the plan is formed, likely by August/September, it will be brought to commission. Refreshing and updating the portion of the webpages that concern library funding. Phares mentioned that commission may desire some training before the election process to inform activity. 3 Library Commission Minutes June 2, 2021 Page 3 of 4 Sykes Wilson attended the May 18th council meeting – she spoke to the “almost overwhelming” passion heard from the forty or so speakers who spoke so eloquently and personally about the library’s funding and meaning in the community. She agreed that commission would benefit from a refresher on what can be said and the best way to say it; Patrick Sweeney may be able to do a session with commission to get questions answered. Steinbrecher emphasized the importance of paying attention to the “makeup” of the subcommittee. Staff replied that Farnan and Phares plan to be part of this committee, but it is still unknown who council will invite to serve on the committee or if council will want to be part of the representation. Steinbrecher: Longmont wants to do district, Lafayette may as well – this could be a complication. Phares: it could be a complication, but Farnan has already consulted with the directors of these libraries which are not currently part of any district. The understanding is that they do not wish to join a Boulder library district. Frost congratulated Sykes Wilson for her presence and voice at the May 18th session as well as all the coordinated work from the Library Champions, commission, and staff – he agreed that the impact of the public comment from library patrons was unambiguously supportive. Agenda Item 9: Update about 2022 City Budget Process [1:07:50 Audio min.] Phares outlined the plan to put forward a request to open all branches to pre-COVID capacity which includes positions at all branches (Main, Carnegie, GRB, and Meadows, and NoBo). If approved, the hiring process for these positions could begin by late summer/early fall. Staff intend to carry over these positions to 2022 budget requests if they are not granted this time around. The Library has been so negatively affected by the recent funding cuts. City revenues are bouncing back quicker than expected, so staff are hopeful for some degree of restoration. Agenda Item 10: Library Commission Update [1:17:17 Audio min.] a. Items from Commission i. Discuss impact of the face covering mandate expiring and options for the libraries- see Item 7 b. Update on library district discussions with City Council – Steinbrecher had a productive conversation with Council Member Weaver. c. Ongoing outreach efforts d. Updates from commissioners representing the Commission in other venues (verbal) i. Boulder Library Foundation (BLF) update (Steinbrecher/Koenig) – Koenig noted the continued recruitment for an executive director. The pool has now narrowed down to the final four candidates, who will be meeting with Farnan. This position will hopefully be filled by August. Commission expressed appreciation for the work done by BLF in the campaign for library funding. e. Update on emails and phone calls to Library Commission Agenda Item 11: Library and Arts Director’s Report [1:21:20 Audio min.] a. North Boulder Branch Library update. b. Update on current library services – see packet. Agenda Item 12: Adjournment [1:29:00 Audio min.] Phares provided some statistics on the Summer of Discovery reading program. As of June 1, Registration currently reflects 1,253 participants, which surpasses the grand total of last year’s registrants. 366 are adults, and 887 are 0-17 years old. The community has already read a total of 3,611 minutes! There being no further business to come before the commission at this time, the meeting was adjourned. 4 Library Commission Minutes June 2, 2021 Page 4 of 4 APPROVED BY: ATTESTED: _________________________________________ ________________________________________ Board Chair Board Secretary _________________________________________ ________________________________________ Date Date Date, time, and location of next meeting: The next Library Commission meeting will be at 6 p.m. on Wednesday, August 4, 2021, through a virtual setting. 5 DATE: July 30, 2021 TO: Library Commission FROM: David Farnan, Director of Library and Arts Department Jennifer Phares, Deputy Library Director SUBJECT: 2021 Budget Restoration and 2022 City Budget Process Update 2021 First Adjustment to Base Budget Results The first ATB was an opportunity for the Library to adjust its base budget to accommodate continuing operational needs and/or address new needs for the 2021 budget year. Table 1 below shows the library’s first 2021 ATB requests that were approved by City Council. These are one- time additions to the 2021 operating budget. The total approved is $103,500 from the General Fund and $798,413 from the Library Fund. Table 1 1st Round of Adjustments to 2021 Base Budget GENERAL FUND Title Amount Type Source Description Carnegie Library Preservation Projects, Storage, Digital Asset Management System support and hosting $45,500 Budget supplemental Fund balance Funding from the Blystadt-Laesar House (BLH) restricted reserve to purchase preservation materials, professional media and bound newspaper digitization services, and offsite storage. The Digital Asset Management System support is an ongoing expense not included in the annual operating budget. It includes configuration, troubleshooting, and staff training of the current system. The BLH fund is dedicated to support Carnegie Library collections and storage. North Boulder Branch Library Construction $58,000 Budget Supplemental Equipment Replacement Fund balance Additional funding contributed for the purchase and maintenance of Automated Materials Handling Equipment for the North Boulder Branch Library. LIBRARY FUND Title Amount Type Source Description Colorado State Library Grant $25,048 Grant revenue Fund Balance Appropriation of 2020 grant funding awarded for collection development. HotSpot Program Grant Funds $18,520 Grant revenue & Donations Fund Balance Grant funding for data plan for HotSpots distributed to BVSD students and other underserved community members during the pandemic. Boulder Library Foundation (BLF) Annual $1,000 Grant revenue Fund Balance The BLF increased the 2021 annual funding. 6 Program Support 2020 Boulder Library Foundation Grant $238,845 Grant carryover Grant Appropriation of 2020 Boulder Library Foundation grant funding (unspent) balances. North Boulder Branch Library Construction $15,000 Grant carryover Library Fund Prior year grant contribution from the BLF for a donor wall in the North Boulder Branch Library. North Boulder Branch Library Construction $500,000 Grant revenue Library Fund Initial donation from the Boulder Library Foundation for general use for the North Boulder Branch Library project. 2021 Library Budget Restoration and 2022 Funding Requests In July 2021, the City Executive Budget Team reviewed requests from city General Fund departments to restore funding cut in 2020 and 2021. The requests were prioritized by the departments for restoration in 2021 and restoration or new funding for 2022. The Library submitted a total of $1.6 million and 15.75 Full Time Equivalent positions (FTE) to restore cuts to the operating budget. All library programs and services were impacted by these reductions. City General Fund departments prioritized their requests and designated some requests for 2021 funding restoration. The Library requested $1 million and 11.25 FTE of the total above for 2021 restoration. This amount would fund restoration of the following core needs: • Services at the Meadows and George Reynolds Branch Libraries, the NoBo Corner Library, and The Carnegie Library for Local History • The library collection budget • The system-wide scheduling/security manager Preliminary Budget Decisions The total ongoing funding approved for the Library in 2021 and 2022 is $705,668 with total FTE to be determined by Library Administration as considers how to allocate the funding received to partially restore branch services. 2021 requests approved for restoration: • The system-wide scheduling/security manager • Partial funding to restore services at the Meadows and George Reynolds Branch Libraries, the NoBo Corner Library. 2022 request approved for restoration: • The budget for substitute workers The next steps in the 2022 budget process are in the table below. 7 City and Library 2022 Budget Process Dates August 30, 2021 2022 City Recommended Budget memo issued to City Council Sept. 14, 2021 City Council Meeting 2022 City Budget study session Oct. 5, 2021 City Council Meeting First Reading of the 2022 City Budget Oct. 19, 2021 City Council Meeting Second Reading of the 2022 City Budget 8 DATE: July 30, 2021 TO: Library Commission FROM: David Farnan, Director of Library and Arts Department Jennifer Phares, Deputy Library Director SUBJECT: Update on Library District Advisory Committee Formation BACKGROUND: At the May 18, 2021 City Council Public Hearing on Library Funding, City Council unanimously directed staff to begin work on the formation of a library district according to a timeline that includes a council resolution on district formation and a 2022 ballot question for library funding. LIBRARY DISTRICT ADVISORY COMMITTEE: A committee of community members will be formed and begin work in late October 2021 to provide City Council with recommendations on the decision points in an Intergovernmental Agreement that will be established between the City of Boulder, Boulder County, and the proposed Library District. Community members will be able to apply online beginning in mid-August. Applications will be reviewed and interviews conducted by staff committee liaisons with appointments approved by the City Manager. City Council received details of the Library District Advisory Committee recruitment and selection process and the Scope of Work of the committee in a memo dated August 3, 2021 from City staff (Attachment A). 9 INFORMATION ITEM MEMORANDUM To: Mayor and Members of Council From: Chris Meschuk, Deputy City Manager Kara Skinner, Assistant Director of Finance Janet Michels, Senior Assistant City Attorney David Farnan, Library and Arts Director Jennifer Phares, Deputy Library Director Date: August 3, 2021 Subject: Library District Advisory Committee EXECUTIVE SUMMARY During the May 18, 2021 City Council meeting, Council unanimously directed staff to begin the work of forming a library district. This memo provides information about the process staff will follow to form a Library District Advisory Committee (LDAC) that will make recommendations for the Intergovernmental Agreement (IGA) between the proposed library district, the City of Boulder, and Boulder County. This advisory committee selection process and structure was adapted from the City-Xcel Energy Advisory Panel. October 2021 through April 2022, the LDAC will meet, receive information from staff, discuss and provide recommendations to City Council on the following topics: •Using the draft IGA prepared by Boulder City Attorneys in consultation with Seter Vander Wall, PC as a foundation, evaluate and make recommendations to City Council as to the specific content and decision points in the IGA. These include but are not limited to: •Library district boundaries •The library service level community members who reside or own property within the proposed district boundaries want for the library district to provide and the associated Mill levy rate. •Library asset allocation •Election funding •Evaluate and provide analysis of the committee’s recommendations for racial and economic equities pertaining to proposed district boundaries and property tax impacts. •Recommend the format for educating and engaging the community on this issue. •Recommend timing of a general election to vote on a ballot measure to establish funding for a library district. •Recommend an approach to address issues that will affect the overall tax rate necessary to provide sustainable funding of a library district. Attachment A 10 FISCAL IMPACT The one-time fiscal impact to the city for forming a committee to develop recommendations for the IGA between the proposed library district, the City of Boulder, and Boulder County is estimated to between $50,000 to $100,000 for consultants to support committee facilitation and possibly financial analysis and legal and human resources advisement through the district election. The library anticipates that it will cover the cost of committee facilitation from the Library Fund. The scope of the other consultant support is to be defined and the funding for such support is yet to be determined. COMMUNITY SUSTAINABILITY ASSESSMENTS AND IMPACTS •Economic: Ultimately, the formation of a library district with voter-approved funding through property tax revenues will eliminate the fiscal impact on the City to provide library services. It is estimated that $6.4 million could be made available to fund other City priorities or to reduce the amount of other City taxes. If the library district contracts with the City for services from Human Resources, Facilities, and IT, it is estimated that $3.4 in new revenues could be generated. Based on past and current community input, the LDAC will assess the level of district library services desired by the community within the proposed district boundaries . The service level will be used to determine the property tax mill rate needed to sustainably fund district library services. Once the mill rate is determined, the specific tax impact on individual households and businesses can be calculated. Preliminary estimates for individual tax impacts were presented to council during the May 18, 2021 City Council meeting. •Environmental: The environmental impact of forming a library district is negligible. Expanding library services into unincorporated Boulder County may have a slight impact by reducing community members’ car trips into Boulder to get library services if the district establishes new library facilities . •Social: A library district board of trustees will be solely responsible to the community for overseeing how the library’s budget and other resources are used to provide library services. Stable funding will allow the library district to extend its reach further into the community to marginalized and underserved members as well as provide more convenient access to services for members who reside in unincorporated Boulder County. The cost of library services will be shared by more persons. BACKGROUND In 2018, the Library Commission advised City Council in the 2018 Boulder Public Library Master Plan foreword that the creation of a library district is the best path toward a sustainable library system. During the two and half years that followed, council examined several options to provide stable library funding and each funding option’s associated governance structure. During the May 18, 2021 City Council meeting, council unanimously directed staff to begin the work of forming a library district according to a timeline with milestones for formation by resolution occurring in July 2022 and a county ballot measure for funding district library services in November 2022. Staff revised that timeline to an April 2022 milestone for formation by resolution in order to meet deadlines for notification of the assessor and the trustees to prepare the ballot measure to fund the library district in November 2022. Attachment A 11 ANALYSIS Adapting the process established for the City-Xcel Energy Advisory Panel, a Library District Advisory Committee (LDAC) will be formed to review discuss and make recommendations to council on the following topics: •Using the draft IGA prepared by Boulder City Attorneys in consultation with Seter Vander Wall, PC as a foundation, evaluate and make recommendations to City Council as to the specific content and decision points in the IGA. These include but are not limited to: •Library district boundaries •The library service level community members who reside or own property within the proposed district boundaries want for the library district to provide and the associated Mill levy rate. •Library asset allocation •Election funding •Evaluate and provide analysis of the committee’s recommendations for racial and economic equities pertaining to proposed district boundaries and property tax impacts. •Recommend the format for educating and engaging the community on formation of the library district and the content and decision points in the IGA.. •Recommend timing of a general election to vote on a ballot measure to establish funding for a library district. •Recommend an approach to address issues that will affect the overall tax rate necessary to provide sustainable funding of a library district. The committee’s recommendations will be submitted as a written report to the City Manager and the Executive Project Team (EPT). The report will be included in the staff memo to City Council for the meeting to be scheduled in January 2022. Timeline The timeline selected by council on May 18, 2021 was revised based upon input from Seter Vander Wall, P.C. It is Attachment A. The revised timeline prepares for a council resolution for formation of the district and seating of the library district board of trustees in April 2022 (rather than July 2022) to meet deadlines for notification of the assessor and the trustees to prepare the ballot measure to fund the library district in November 2022. Meetings to update City Council were also added to the timeline. Selection Process and Library District Advisory Committee Scope of Work The member selection process and LDAC’s Scope of Work is Attachment B. The Scope of Work includes recommendations on the content and decisions points in the IGA and the approach for engaging the community to give input on the committee’s recommendations and the tax impacts for funding the library district. The committee will prepare recommendations to present to City Council in January 2022. The committee’s work will conclude in April 2022. Staff Support A professional facilitator will be hired to conduct the committee meetings. Funding for the facilitator will be requested from the Library Fund. The process will have oversight from an Executive Project Team (EPT) and receive communications and administrative support from a library staff team. Staff subject matter experts and possibly finance and HR consultants will be invited to make presentations to the LDAC. City Finance will calculate mill rate necessary to fund the library district at the service level desired by the community. Attachment A 12 Consideration of Options to Repurpose Library General Fund Support The EPT recommends that council consider options for repurposing the library General Fund support to inform the electorate during the November 2022 election. Staff will provide council with information on the options during the October 19, 2021 study session. Coordination with the Boulder County Board of County Commissioners Staff will share the community engagement plan with the Boulder County Board of County Commissioners for their review and comment. The summary of the community engagement will also be shared with the commissioners. NEXT STEPS •October 19, 2021 City Council Study Session – council endorsement of LDAC members selected by City Manager/EPT. •January 2022 City Council Meeting – council receives LDAC recommendations for the IGA and community engagement. •April 2022 City Council Meeting – council receives summary of community engagement, conducts a public hearing, and makes a resolution to form the Boulder Public Library District. Attachment A 13 BEGIN COMPLETE ITEM COORDINATOR STATUTE Aug-21 Sep-21 Form committe for IGA process and hire facilitator City Staff October 19, 2021 Study Session -Council endorsement of committee members appointed by the City Manager -Staff present options to repupose library General Fund support City Staff Oct-21 Jan-22 Draft IGA Plan community engagement Library District Advisory Committee Library & Communications Jan-22 City Council Meeting Staff presentation / memo - Committee recommendations re:IGA - Committee recommendations for community engagement City Attorney Library District Advisory Committee Jan-22 Mar-22 Coordinated community engagement Library & Communications Citizen's advisory committee Mar-22 Finalize district boundary and Mill Rate City Staff Apr-22 City Council Meeting Staff presentation/ memo - Present summary of community engagement - Council Resolution / Public Hearing to discuss purpose, powers, and financing City Staff City Council 24-90-107(2)(a)-public hearing; 24-90- 107(2)(c)-resolution Apr-22 Form joint City Council / Boulder County Commission committee to appoint Library District Board of Directors 24-90-108(2)(c) Apr-22 City Council Meeting Acceptance of IGA City Council 24-90-107(2)€ May-22 Aug-22 Prepare for the election Library District Board of Directors May-22 Jun-22 Notice to the County of the district boundary map Notice to the County Assessor of the intent to begin collecting property tax in 2022 Library District Board of Directors May-22 Jul-22 Execute final IGA City Council County Commission Library District Board of Directors 24-90-107(2)(e)(IGA within ninety days of establishment of the Library District and after appointment of the Board of Trustees.) Aug-22 Draft TABOR ballot measure County Commission Library District Board of Directors 11/08/22 Election County Commissioners Library District Board of Directors Nov-22 Notify PERA Lbrary District Board of Directors Jan-23 Deadline to provide funding City Finance 24-90-107(2)(d) 11/07/23 Revise City Charter and Boulder Revised Code City Attorney 01/01/24 City employees become district employees (timing dependent on PERA plan amendment) City Human Resources Library District Administration WORKPLAN TIMELINE LIBRARY DISTRICT FORMATION BY RESOLUTION 2022 TABOR ELECTION Attachment A- Workplan Timeline 14 PROCESS FOR ESTABLISHING PROJECT TEAMS AND ADVISORY COMMITTEE Committee Recruitment In August 2021, an application process will be promoted to community members and business representatives interested in serving on the Library District Advisory Committee (LDAC). Representatives from the Executive Project Team (EPT) and the staff liaisons will review applications and conduct online/phone interviews later in August with a goal of selecting 6 to 12 members by early September 2021. The committee will convene starting in October 2021 and meet at least twice per month given the timeline determined to meet process deadlines for a TABOR election for library district funding in November 2022. Members will be selected to represent the racially and economically diverse community members who reside within the proposed district boundaries. The members are not intended to be subject matter experts and they are to broadly represent library users and tax payers within the district. The application will be provided in English and Spanish. The library plans to leverage its community partners to distribute applications and encourage people to apply. Requirements Members representing library patrons, homeowners and residential rental customers must reside in proposed library district boundaries. Representatives for businesses, non-profits and institutions must represent a business licensed in the City of Boulder or in Boulder County. Members are to represent the interests of the portion of the Boulder community for the seat on the panel for which they are appointed. The members shall be appointed by the City Manager. City Staff Team and Participation The City Manager appointed an Executive Project Team (EPT). The EPT selected staff liaisons to support the LDAC. The liaisons with the support of an outside facilitator will work with LDAC to review information and assess the impacts of specific decisions about how a library district is formed on community members who reside within the proposed library district boundaries. LDAC will make recommendations for each decision point in the Intergovernmental Agreement (IGA) with the intention of preventing disparity and negative impacts to the various communities within the district boundaries. City staff subject matter experts from Human Resources, Finance, IT, etc. may be requested by the EPT to present information to the EPT and/or LDAC. The EPT may also request advise or presentations from legal, Human Resources and financial consultants be presented to the EPT and/or LDAC. LIBRARY DISTRICT ADVISORY COMMITTEE Overview and Purpose During the May 18, 2021 City Council meeting, council unanimously directed staff to begin the work of forming a library district beginning with appointment of an advisory committee with community representatives who reside or own/operate businesses within the proposed library district boundaries. The purpose of the Library District Advisory Committee (LDAC) is to engage with the community and then represent the interests of the community during the review, discussion, and formulation of recommendations about library funding and governance issues of shared importance to area community Attachment B- Library District Advisory Committee Process and SOW Attachment A 15 members. The recommendations are for Boulder City Council, the Boulder County Commissioners, and the potential Library District Board of Trustees to consider for the Intergovernmental Agreement (IGA) required by statute C.R.C. 24-90-107(2)(e) to be established between the City of Boulder, Boulder County and the Boulder Public Library District. The issues for committee review and recommendation include but are not limited to: •Using the draft Intergovernmental Agreement (IGA) prepared by the Boulder City Attorney’s in consultation with Seter Vander Wall, PC as a template, evaluate and make recommendations to City Council as to the specific content and decision points in the IGA. These include but are not limited to: o Library district boundaries o Determine the desired service level and associated Mill levy rate of community member who reside or own property within the proposed district boundaries. o Library asset allocation o Election funding •Evaluate and provide analysis of the committee’s recommendations for racial and economic equities pertaining to proposed district boundaries and property tax impacts. •Recommend the format for educating and engaging the community on this issue. •Recommend timing of a general election to vote on a ballot measure to establish funding for a library district. •Recommend an approach to address issues that will affect the overall tax rate necessary to provide sustainable funding of a library district. Role •The committee is advisory to City Council. It is not a decision-making body. It as a body or its individual members cannot direct city staff. •The committee will serve as the touchpoint for the community to ensure that anticipated effects of a library district on community members who reside within the district’s proposed boundaries are considered and evaluated prior to a recommendation to the City Manager and City Council. •Members will become familiar with basic issues of library governance in the State of Colorado, and current issues around Boulder Public Library’s funding. •Members will make recommendations for community engagement to ascertain the community’s support for formation of a library district. •Members will make recommendations for community engagement to ascertain the community’s desires concerning the specific content and decision points in the IGA. •Members will examine the impacts of multiple, specific IGA decisions and the amount of tax revenues required to fund a library district. IGA topics for committee recommendation will be selected by the EPT and include but are not limited to: o Library district boundaries o The library service level community members who reside or own property within the proposed district boundaries want for the library district to provide and the associated Mill levy rate. o Library asset allocation o Election funding These recommendations if accepted will dictate the Mill rate required to fund a library district. Attachment B- Library District Advisory Committee Process and SOW Attachment A 16 Deliverables By its first meeting in November 2021, LDAC shall determine its charter consistent with this guiding document. The charter shall describe the method used to formulate recommendations, i.e. consensus, majority, and/or submission of majority and minority recommendation, and how the committee will assess impacts and obtain input from the community if needed. After considering information and various viewpoints, and by the packet deadline for the January 2022 City Council meeting, the committee shall make recommendations in the form of a written report to inform the final IGA decisions and on the timing of the TABOR election to the City Manager and City Council. Committee members in coordination with city staff will present the group’s recommendations to City Council in January 2022. Timeline and Commitment The committee will meet twice per month beginning in October 2021 through April 2022. The committee will disband once the Library District Board is appointed. Membership and Requirements of Member Service The committee is intended to as much as possible represent the diverse interests of community members and businesses within the proposed district boundary in determining the services provided by a potential library district and how the community will be impacted by the increased tax revenues required to sustainably fund a library district. Committee meetings shall be open to the public. Public notice of the date, time, and electronic and/or physical place of each meeting shall be provided on the webpage for the Advisory Panel at least five days before each meeting. COMMUNICATION PLAN City and/or Library Webpage •Library District information •Advisory committee information (charter, scope, etc.), contact and key documents •Staff Contact Monthly article in BPL newsletter •Process updates and key dates Heads Up to Council Press Releases Attachment B- Library District Advisory Committee Process and SOW Attachment A 17 AUGUST 2021 LIBRARY DIRECTOR’S REPORT City Website Redesign and Updated Process for Board and Commission Meeting Materials As announced in the July 12, 2021 message from Communications Manager Bryan Bullock, the City of Boulder recently launched a newly redesigned website intended to create a streamlined and consistent presentation of department information, programs, and services for an improved user experience. To simplify searching and navigation, and reduce duplication of effort for staff in managing records across various platforms and systems, the city is moving away from posting board and commission meeting materials directly to department webpages. Laserfiche, the city’s official records repository, is now the primary location for all current and archived board and commission meeting materials. The change aligns with how City Council meeting materials are managed and accessed. Going forward, the library commission webpages will feature a link to agendas and materials that will direct users to the Laserfiche platform. North Boulder Branch Library Update David Farnan will provide an oral update on the North Boulder Branch Library project during the meeting. Update on Current Library Services •HOLDS: As of July 19, 2021, patrons’ holds allowance was increased to 25 holds on library materials. This returned this service to pre-COVID levels. •GEORGE REYNOLDS BRANCH LIBRARY REFRESH: On July 13, 2021, a building permit application was submitted for the project. The approval process is expected to take at least four weeks. The project managers from the Library and Facilities departments are planning a mid-August construction start. This may be impacted by the extended lead time on materials like carpeting and glass. Construction is expected to take four to six weeks. If the project goes smoothly, the branch library begin re-opening to patrons in the third quarter 2021. •BLDG61: The makerspace is now open Tuesday and Wednesday weekly for open studio hours. The team has been busy during the past several months producing online tutorials on YouTube for use of the equipment. The team is planning to expand open hours in September 2021. •BOOK A BIKE: Boulder Public Library and Boulder B-Cycle have partnered to offer the community access to the B-Cycle fleet. Ten bike cards are available for check-out at the Main Library. www.boulderbcycle.org/library Q2 Library Use Statistics The Q2 library use / performance statistics are available online. 18 Main Library Security Update Library leadership requested that the contract security officers begin to carry handcuffs to use when addressing situations in which patron behavior becomes aggressive with the risk of being harmful to others. The contract security officers will receive four hours of training from the security company. The training emphasizes the use of handcuffs as a last resort after all other forms of de-escalation have failed and the person continues behavior that is an active threat to staff or patrons. While these escalated situations are infrequent, this decision was made due to a recent incident with a patron who became physically aggressive toward staff, and refused to comply with requests to leave the premises. The security officer had to physically restrain the individual to stop his aggressive and violent actions before the Boulder Police could respond. 19