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AGENDA the Denver Public Library Commission Regular Monthly Meeting Thursday, December 20, 2018, 8:30 A.M

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AGENDA the Denver Public Library Commission Regular Monthly Meeting Thursday, December 20, 2018, 8:30 A.M AGENDA The Denver Public Library Commission Regular Monthly Meeting Thursday, December 20, 2018, 8:30 a.m. Denver Central Library 7th Floor Training Room 1. Call to order. 2. Introductions. 3. Approval of minutes from November 15, 2018, Regular Library Commission meeting. Commission 4. Public comment period. 5. Report of the President and members. a. Finalize 2019 committee assignments b. Review 2019 Commission meeting dates c. Update on Foundation/Commission task force d. Overview of January retreat 6. Report of the Friends Foundation. 7. Review and approval of Commission Bylaws a. Redline copy of revised commission bylaws b. Copy of revised commission bylaws for approval 8. Approval of the 2019 Special Trust Fund Budget 9. Approval of the 2019 Strategic Plan 10. Report of the City Librarian. 11. Overview of the 2019 You’re Welcome campaign. Chris Henning and Diana Cordova 12. Other Business. a. Commission refreshments discussion 13. Executive Session to Discuss City Librarian Performance Review. 14. Adjournment. Happy Holidays! Agenda Item 3 Requested Action: Approval MINUTES The Denver Public Library Commission Regular Monthly Meeting Thursday, November 15, 2018, 8:30 a.m. Denver Central Library 7th Floor Training Room Present: Greg Hatcher1, Vicki Hellmer, Alice Kelly, Cathy Lucas, Rosemary Marshall, Carlos ​ Martinez Excused: Laurie Mathews ​ Staff: Wendy Copley, Rebecca Czarnecki, Nicanor Diaz, Dana Franklin (SC), Rachel Fewell, ​ Susan Kotarba, Elaine Langeberg, Jenny LaPerriere, Zeth Lietzau, Amber Lindberg, Erika Martinez, Ron Miller, Joe Mills (SC), Stacey Watson, Michelle Jeske Guests: Jeff Riley, Friends Foundation ​ 1. Call to order. ​ President Carlos Martinez called the meeting to order at 8:36 a.m. 2. Introductions. ​ Commissioners, staff and guests introduced themselves. 3. Approval of minutes from October 18, 2018, Regular Library Commission meeting. ​ Commission The October minutes were approved as written. 4. Public comment period. ​ N/A 5. Report of the President and members. ​ Commissioners Vicki Hellmer and Rosemary Marshall attended the reception to celebrate the community curation project happening in partnership with the National Museum of African American History & Culture (NMAAHC), part of the Smithsonian Institution. Hellmer also attended the Undesign the Redline exhibit opening. This exhibit hosted at Blair-Caldwell connects the intentional and systematic racial housing segregation of the 1930s to political and social issues of today. The exhibit is there through December 15 before moving to the Wellington Webb Municipal Office Building and Hellmer encouraged other Commissioners to attend. 1 Arrived at 8:39 a.m. during the report of the President and members 1 Martinez and Lucas thanked DPL staff for getting out in the community noting that DPL seems to be “everywhere we look.” 6. Report of the Friends Foundation. Jeff Riley ​ Friends Foundation Director Jeff Riley reported on the Friends Board meeting. The budget was presented but still needs approval. He noted that they are looking at who can help be more active around advocacy and how that might inform recruiting efforts. They are also restructuring their development efforts to form a committee to work on larger giving including GO bond supplementation. Commissioner Hellmer, who is the Commission liaison to the Friends Foundation, noted that the budget includes funds for a feasibility study. This would allow the Friends to hire a consultant to do a study for a capital campaign in order to potentially raise funds to supplement the bond and other capital needs, help grow the endowment, and support library programs that are currently grant funded. This would be an assessment of the community’s ability and willingness to support the Friends at higher levels. The Friends’ endowment to the library will be $250,000 this year, down slightly from the $270,000 in past years due to market fluctuations. Commissioners asked Riley about how the advocacy committee will set advocacy priorities. He responded that advocacy priorities will be determined in partnership with DPL. The model that consultant Peter Pearson recommended would not work well in Denver according to City Librarian Jeske and will need to be adapted. Also, given the support from City Council around the need for an increase in the collections budget that will be a priority in 2020. 7. Approval of changes to the Collection Development Policy. Stacey Watson ​ Watson noted that the changes are to help make the policy more clear. The proposed changes are captured in the summary in the Commission packet. Watson was asked what was the the impetus for changing the policy and what is the process? Watson replied that it is standard to review the policy every couple of years to make sure it continues to be in-line with DPL’s mission and practices. Watson noted that the local author issue had come up several times, as an example. The entire Collection Development team looked at the policy together, as did Jim Kroll and the Western History and Genealogy department, as well as the Reference department, and the Executive Team. Upon motion by Hellmer and second by Marshall, the changes to the Collection Development policy were approved. 8. Approval of Commission Bylaws. ​ Commissioner Hellmer reviewed the changes proposed to the Commission bylaws. More substantial changes include: ● Changing the language previously noting monthly meetings as the schedule is changing. ● Commission terms will now begin January 1 instead of August 1. There is also language to clarify that a Commissioner can serve for two consecutive terms, unless you take over someone’s term. In that case you serve the duration of that person’s term. ● Language added to state officers will be elected in December rather than July, in keeping with changing the terms. 2 ● Added language to state that the Secretary can delegate the keeping of minutes. ● Language added to note members may participate by phone. Members are deemed to be present by phone. Discussion occurred around whether or not unanimous approval is required for certain issues. Perhaps for major administrative decisions the Commission may call for ⅔ of a vote and the need for that could be determined by the Executive Committee. The Commission might also want to consider granting a resolution to sometimes have the Executive Committee look at certain issues. Hellmer noted that she would continue to work on some changes and bring the bylaws back for approval in December. 9. Discussion of Commission terms related to Bylaws. ​ Martinez asked if Commissioners were comfortable extending their terms by three months so the Commission may adjust to bringing new Commissioners onboard in January. Everyone was in favor. 10. Approval of Commission Attendance and Participation Expectations The new attendance document was reviewed and will be effective January 1, 2019. Upon motion by Hellmer and second by Hatcher, the attendance and participation expectations were approved. Commissioners will sign the document at the December meeting each year. 11. Discussion of 2019 Committee assignments. ​ The Commission reviewed committee assignments. Martinez will reach out individually to discuss. Lucas noted she has enjoyed being on the Eleanor Gehres committee. Assignments will be confirmed in December. 12. Report of the City Librarian. Michelle Jeske ​ Jeske mentioned some major upcoming retirements including Director of Finance, Security, and Facilities, Ron Miller and Facilities Manager, Michael Murphy. Jim Kroll, manager of Western History and Genealogy as well as Blair-Caldwell also just retired. City Council has approved the 2019 budget and nothing was changed. The bond work is moving along. There is a short list of four architects for Smiley and Byers. It is possible a firm will be selected by the end of the year. An RFQ for Central is also out and there was a meeting for potential vendors to find out more about the project. An RFQ for Blair-Caldwell should go out in the first quarter of next year. Jeske thanked Hellmer and Marshall for attending the reception at Blair-Caldwell and noted that the digitization project was extended thanks to strong community demand. Councilman Lopez and the Mayor attended the fifth ideaLAB opening at Gonzales. It’s in a great space and the view from the street will be of people working together and making things. There is a fabric arts component because that was what the community requested. We received two new staff for the lab thanks to a City budget service expansion. We keep adding to what people can do with their library cards and you can now get tickets to the Colorado Symphony Orchestra with your card through a lottery system. Jeske also noted dates to remember including a R.A.D.A. book club event, another Discover Your Library session with a more general focus, the Friends’ holiday lighting party, and the January 17 Library Commission retreat. 3 Kelly asked about Gonzales noting that Blair-Caldwell has a research area and whether or not there have been requests for something similar at Gonzales. Jeske responded that there have been requests for such and that during the 2007 bond process, the financing we received was for a regular branch library. DPL has strong staffing, security, sustainability and environmental conditions concerns around trying to replicate what is at Blair-Caldwell for another community. We are looking at an IMLS grant that would help us work with the Latino Cultural Arts Center and others on what a new model might look like. We have a desire to do something but are not sure what it looks like yet and it is not practical to do at Gonzales at this time. 13. Understanding Your Library Part III: Use of data. Nicanor Diaz and Jenny LaPerriere ​ See attached slides. Manager of Adult Services, Jenny LaPerriere talked about the different types of data DPL utilizes and how it is related back to the Harwood community engagement methods. This is about understanding our community’s aspirations and the kind of community people want to live in.
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