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09.01.21 BLC PacketCity of Boulder 2020 Library Commission Agenda Meeting date: Wednesday, Sept. 1, 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 Aug. 4, 2021 minutes b. Motion to accept the Warner Charitable Trust Donation 6.2021 Summer of Discovery Program Recap – Anne Ledford, Youth Services Manager 7.Library Commission update a.Items from commission i.Every Library: Library Commission’s role in campaign and why it is important, and what the commissioners can say during the campaign. ii.Discuss strategy for outreach to candidates for City Council about the formation of a library district. 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 8.Library Director’s report a.North Boulder Branch Library update b. Update on current library services c.Update about Library District Advisory Committee 2021 Library Commissioners Jane Sykes Wilson Joel Koenig Steven Frost Scott Steinbrecher Benita Duran 1 Library Commission Minutes August 4, 2021 Page 1 of 3 CITY OF BOULDER BOULDER, COLORADO BOARDS AND COMMISSIONS MEETING MINUTES Name of Board/ Commission: Library Commission Date of Meeting: August 4, 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: David Farnan, Director of Library & Arts Jennifer Phares, Deputy Library Director Celia Seaton, Administrative Specialist City staff present: None. Members of the public present: None Type of Meeting: Regular | Remote Agenda Item 1: Review of Online Meeting Guidelines [0:00:10 Audio min.] Agenda Item 2: Reminder: Commissioners please log monthly volunteer hours Count Me In Boulder [0:00:25 Audio min.] The Commission logged their service. Agenda Item 3: Approval of agenda [0:00:35 Audio min.] The meeting was called to order and Sykes Wilson asked if there were any changes to the agenda. There Being none, there was a nod of approval from the commission for the agenda as presented. Agenda Item 4: Public comment [0:01:00 Audio min.] Agenda Item 5: Consent agenda [0:01:17 Audio min.] a. Approval of June 2021 Meeting Minutes: comment changes, Frost moved to approve these minutes, Koenig seconded, and the motion passed unanimously. Agenda Item 6: Update about city budget process [0:02:15 Audio min.] a. 2021 First Adjustment to Base outcome – Farnan invited inquiries on this annual process. He noted that most fund transfers were from special funds already in the library’s name. b. 2021 Funding restoration outcome – During the ongoing budget process, staff asked for restoration of funds after the 2020 cuts. The Library didn’t receive all that was requested, but enough funding exists to reopen the branch libraries excluding Carnegie. Farnan still hopeful that the city’s budget may allow for additional monies in 2022 for Carnegie and BoulderReads, both of which were left unfunded. Main, Meadows, and NoBo Libraries will reopen to 7-day-a-week, with a likely six-day-a-week schedule at George Reynolds Branch. In response to Duran’s inquiry, Farnan clarified that the staff previously in these now-restored positions endured furlough and termination. As these are considered new positions, previous staff would need to reapply if interested. Steinbrecher asked when the branch positions would be posted and publicized. Farnan explained that the positions must first be approved through Finance, with advertising likely planned later this month after the Human Resources procedure. After interviews, positions would hopefully be filled by October 2021. In response to Sykes Wilson’s questions, Farnan spoke about the BoulderReads programming which was left unfunded in the requests. Farnan explained that there are currently 2 staff members in this division – as a “cornerstone of the equity” mission held by the Library and the City, he is hopeful that the manager position will be restored as soon as the financial resources are available. Otherwise, the position likely wouldn’t be funded until 2023 – a “disconcerting” outcome. c. 2022 Budget request approved for City Manager’s Recommended Budget 2 Library Commission Minutes August 4, 2021 Page 2 of 3 Agenda Item 7: Update about Library District Advisory Committee selection process and Scope of Work [0:17:26 Audio min.] On the path toward potential district formation, City Council has requested the formation of a Library District Advisory Committee. This project will involve an executive and internal support team. Farnan credited Phares with marshalling the various parties and departments together to launch this project. Commission expressed appreciation for this outline as presented in the packet. The application for committee members should be available mid-August, with work to begin mid-October during bi- monthly meetings. The group will draft a recommended IGA concerning services, boundaries, distribution of assets, etc. A website will be created to archive and highlight the committee’s work. Staff hopes for representation from commissioners, Library Champions, and a broad representation of community members. Agenda Item 8: Library Commission Update [0:27:15 Audio min.] a. Items from Commission i. Discuss impact of the face covering mandate expiring and options for the libraries – Farnan reported staff is wearing masks when assisting patrons. Farnan estimated probably around a third of the patrons have been wearing masks. Sykes Wilson voiced concern with increase in numbers and the Delta variant risk. Staff will wait until orders from Boulder County Health guidelines. Farnan noted the high percentage of vaccination among Boulder County’s adult residents. Sykes Wilson inquired about the City’s vaccine mandate and sense of security among staff. Farnan senses that most staff wear masks and feel safe. As just implemented in Denver, Boulder is considering a citywide order that staff must be vaccinated. The city of Denver made exceptions for health and religious reasons, but did not choose an alternative route of testing for those exemptions. b. Update on library district discussions with City Council – Farnan noted that the candidates will be known by the September commission meeting. This item will carry over to the September agenda. c. Ongoing outreach efforts d. Update from commissioners representing the Commission in other venues (verbal) i. Boulder Library Foundation (BLF) update (Steinbrecher/Koenig) – Sykes Wilson noted that BLF has hired an executive director, to be announced this week. Koenig was involved in the recruiting process; he reported that local candidate Chris Barge will fill the seat. Koenig noted the tremendous amount of work done to narrow down the exceptional pool. As part of BLF’s governance committee, Steinbrecher expects that Barge will have a “very full plate” of activity this coming year. As staff and executive director take on a stronger role in the operations, the BLF members will likely serve more of a policy guidance function. Duran inquired on the diversity of ethnicity within the candidate pool. Koenig will relay the information to Duran. Farnan noted his observation that the initial candidate pool was heavily white and male. ii. Library Champions – joint efforts e. Update on emails and phone calls to Library Commission – to be published in a future packet. Agenda Item 9: Library and Arts Director’s Report [0:55:39 Audio min.] a. Update on new City website and Library Commission webpage – see packet. b. North Boulder Branch Library update – Farnan reported this project as “in a holding pattern.” Initial bids were over-budget, which has required two cycles of consultation between contractors and architects to make design revisions to lower the project’s cost. Though around 4 million dollars has been already cut, more work must be done to close the funding gap. Redesign fees are still unknown. Koenig asked about the extension of the sales and use tax for capital improvements, formerly known as the Community Culture and Safety Tax. Farnan explained that this will be a 10-year extension with the majority of project funding not yet determined. Though none of the monies are currently committed to the Library, staff is hopeful that the north Boulder building may become a recipient of funds later on. 3 Library Commission Minutes August 4, 2021 Page 3 of 3 APPROVED BY: ATTESTED: _________________________________________ ________________________________________ Board Chair Board Secretary _________________________________________ ________________________________________ Date Date c.Boulder Library Foundation 2021 grant requests d.Update on current library services e.Q2 Library use statistics – see performance measures. f.Main Library Security Update – after consultation with the Police, Risk, and CAO, it was determined that the current contract does not prohibit the library security officers from use of restraints/handcuffs in emergency situations. The priority is still to provide customer service using de-escalation tactics prior to any restraint, however trained officers are enabled to use this measure if they deem it necessary. The incident/suspension report will require documentation if any restraint equipment is used. Agenda Item 10: Adjournment [1:24:20 Audio min.] Farnan voiced enthusiasm for the Library’s Equity Diversity and Inclusivity (EDI) team’s “incredible work.” This team had been tasked with revising the interview questions with a focus on diversity and equity, calling into question many assumptions regarding barrier to entry. Staff is optimistic that the 27-page document created by the EDI team will serve as a useful tool during the next hiring cycle. Farnan alerted to some new office partners in the Main Library’s north building. The new executive director of the Boulder Library Foundation will have a space on the second floor. Additionally, a contingent of Growing Up Boulder plans to use some of the Small Business Development Center’s first floor space. Growing Up Boulder has partnered with the Library over the past couple years in shared goals to reach underserved communities and Latinx youth. http://www.growingupboulder.org/ There being no further business to come before the commission at this time, the meeting was adjourned. Date, time, and location of next meeting: The next Library Commission meeting will be at 6 p.m. on Wednesday, September 1, 2021, through a virtual setting. 4 To: Boulder Public Library Commission From: David Farnan, Library and Arts Director Jennifer Phares, Deputy Library Director Date: Aug. 27, 2021 Subject: Resolution Concerning the Acceptance of Revenue from the Warner Charitable Trust and Background Information. Boulder Public Library Commission September 1, 2021 A Resolution Concerning the Acceptance of Revenue From the Warner Charitable Trust Whereas, the Warner Charitable Trust (hereinafter, “ the trust”) has designated the Library Commission for the City of Boulder (hereinafter, “the Commission”) as the recipient of income in its trust agreement dated August 16th, 1965, and; Whereas, according to the terms of the trust agreement, payments to recipients commenced in December 2005, and; Whereas, the trust agreement specifies that said income payments are to be expended in equal parts for acquisition of books in the Children’s Section and the Adult Section of the Boulder Public Library, and; Whereas, the Boulder Public Library has received a payment on behalf of the Commission in the amount of $5,929.80 on August 3, 2021. Now, therefore, the Commission authorizes the Boulder Public Library Director to accept the income on behalf of the Commission and to expend said income for the purposes designated in the trust agreement. BACKGROUND: The Boulder Public Library receives a donation each year from the Warner Charitable Trust. As per the agreement, the contributions are divided into equal parts for the acquisition of books in the Children’s and Adult sections of the library. The expenditure of the funds must be exclusively applied for these purposes only and any funds not so expended are to be returned to the trust. Alex H. Warner was a longtime Boulder educator, library supporter and activist for seniors and youth. The Warner Charitable Trust was established upon his death in May 1990 to support the library’s collection of children and adult materials for the community. Mr. Warner served as a library commissioner from 1969 to 1973 and later as a member of the Boulder Library Foundation. 5 September 5, 2021 Dear Warner Charitable Trust, The Library Commission is grateful for your generous donation to the Boulder Public Library. Your continual financial support allows us to carry out the library’s mission and serve the community. Your donation is used to purchase much needed materials in the children’s and adult sections of the library. The community is thankful for your generous donation and continuing the Warner’s legacy within the library. Your donation is especially impactful this year given the extraordinary circumstances with the COVID-19 pandemic and resulting economic downturn for the city of Boulder. 2021 Boulder Public Library Commission Jane Sykes-Wilson Joel Koenig Steven Frost Scott Steinbrecher Benita Duran “Books are the quietest and most constant of friends; they are the most accessible and wisest of counselors, and the most patient of teachers.” — Charles W. Eliot 6 SEPTEMBER 2021 LIBRARY DIRECTOR’S REPORT North Boulder Branch Library Update During the past month, the project team worked with City Finance to cover the estimated $1.4 M project budget deficit. The Library will contribute another $281 K from DET/Impact Fees with the remainder coming from General Fund Capital. After final contributions are made through the Adjustment to Base budget process, the project is funded at $12.2 M. Update on Current Library Services •Restored staff positions: The Public Services management team is beginning the recruitment process for the 9.25 FTE library positions restored in 2021 to resume services and some programs at the Main Library and the branch libraries and to maintain staff and resource management efficiencies developed during the COVID-19 pandemic. The new staff members are expected to be onboarded in late fall 2021. •Revised face covering orders for staff: On August 26, 2021, the City Manager revised the face covering orders for city staff. Face-coverings are required for staff inside all city facilities, offices and vehicles. This decision, based on the rate of current COVID transmission dates in the area until the current Delta variant surge subsides and public health data starts trending in an improved direction. Signs are posted on all public-facing facilities, including the libraries, asking community members to wear masks. These will remain in place while the City pursues an emergency order to make this a requirement. Update on Library District Advisory Committee The application period opened on Aug. 19, 2021 and will close Sept. 8, 2021. Applications will be reviewed by the library and city attorney staff liaisons to the committee. Recommendations for appointments will be made for the City Manager’s approval. City Council will be asked to endorse the City Managers appointments during the Oct. 5, 2021 City Council Meeting. Links to the application and information about the committee’s work are on the Creating a Library District webpage. Professional facilitation services have been arranged through a competitive bid process. City Purchasing is finalizing the services agreement with the consultant. More information about the consultant and the plan for the committee meetings will be available in the Oct. 5, 2021 Library Commission meeting packet. 7