DOUGLAS COUNTY LIBRARIES
Board of Trustees Meeting
September 15, 2011
President Hunt called the meeting to order at 7 p.m.
The following were present:
TRUSTEES: Barbara Dash, Demetria Heath, Amy Hunt, Bob McLaughlin, Bob Morris, David Starck
and Mark Weston.
STAFF: Amber DeBerry, David Farnan, Karen Gargen, Art Glover, Sue Klinke, Sharon Nemechek,
Peggy Noris, Erica Olivier, Monique Sendze, and Aspen Walker.
Gargan confirmed that the monthly financial statements should not have listed the term “budget
modification.” The Community Relations budget included a transfer of funds for upcoming projects,
but the transfer did not modify the overall budget. ACTION: Walker will update the minutes to reflect that
the R-rated movie block motion passed five to two.
Approved- Minutes: August 18, 2011; Financial Statements: August, 2011.
MOTION 11-09-01: Hunt moved and the motion carried unanimously to approve the consent
agenda, with the noted changes.
STANDING COMMITTEE REPORTS
Hunt confirmed that the Trustees had no personal conflict with the standing committee action items
up for review at this meeting.
Buildings and Grounds Committee
Bylaws and Policies Committee
Hunt reported that the committee met jointly with the Finance Committee earlier that day, and that
the Board would be presented with revised policies in time for review and a vote at the October
JVA Statement of Work
DeBerry reported that DCL submitted an RFP to five companies, and received three bids for research.
The research will study the Douglas County community’s emotional connection to DCL, in
preparation for the rebranding project and support marketing campaign. All of the companies have
experience with libraries; JVA came back with lowest bid. Community Relations has reduced scope of
the research to work within funds available in 2011.
DeBerry confirmed that the term “supporter” refers to residents who voted for the mill levy increase
in 2008, and that a presentation to the Board was included in the proposal. She added that David
Starck will participate serve oin the research processn the rebranding task force, and that a Board
interview panel was included in the research. DeBerry said the rebranding task force’s research
process will includes a facilitator, so that she can share her impressions of the District’s marketing,
given her new position, expertise and fresh perspective. DeBerry confirmed that the research would
make use of the DCL patron opt-in email list, and that all emails to this list would come from DCL,
and not JVA.
ACTION: The Board asked DeBerry and Gargan to update the document to reflect these changes:
DCL will not provide JVA access to the patron email list.
The info DCL provides for this research cannot be used for anything other than this research
Remove the sections about 15 weekly hours of technical support.
The document should note whether each expense is per hour or task.
Update the timelines to reflect actual dates; amend December 23 to read January 2, 2012.
Provide study participants with a statement about the intent of the research, and how the data will be
used; the statement will include language about privacy and anonymity.
Use the standard Board-approved DCL contract template for this document/information, not the JVA-
issued statement of work document.
ACTION: DeBerry and Gargan will work with the DCL attorney to make these changes. If the new contract is
available before the October Board meeting, it will be shared with the Board and voted on through the publicly-
noticed email poll process. Walker/the Director’s Office will issue the email poll if the document is ready well
before the October 20 Board meeting.
DeBerry confirmed that JVA’s proposal was less expensive than the other companies who submitted
proposals, as JVA is committed to working with non-profits and keeping expenses low. She said the
original RFP clearly stated specific deliverables and expectations. Gargan confirmed that the DCL
attorney reviewed the statement of work, and that the attorney did not feel a contract was required for
The Board confirmed that they would like to use the standard and Board-approved DCL contract
template for this agreement, and all similar agreements in the future. Dash noted that the contract
template includes specific language for consultants. The Board confirmed that they did not need to
move to authorize the updates to the contract.
Gargan confirmed that the UMB CD/budget time account is for $4.5 million, at 1% interest.
MOTION 11-09-02: McLaughlin moved and the motion carried unanimously to approve the new
1st Bank Account
Gargan confirmed that the CD account is for $4.5 million, at 2% interest. Weston noted that while he
banks at 1st Bank, his vote would not be biased.
MOTION 11-09-03: McLaughlin moved and the motion carried unanimously to approve the new 1st
Given her position as Associate Director of Finance, Gargan is not listed as an authorized signer on
DCL accounts. This is a standard measure to protect organizations from embezzlement. The
authorized signers include the Director and all other Associate Directors.
MOTION 11-09-04: McLaughlin moved and the motion carried unanimously to approve the
updated list of authorized signers.
Government Relations Committee
City of Castle Pines Donation
Hunt reported that the City of Castle Pines donated $25,000 to the Castle Pines Library, with a
promise to raise additional funds in the next two years.
MOTION 11-09-054: Weston moved and the motion carried unanimously to send a letter of
gratitude from the Board, and signed by LaRue, to the City of Castle Pines.
The Board plans to include The Board plans to communicate directly with the Board of Formatted: Font: 12 pt
County Commissioners to reiterate its desire for the BOCC's participation in the Formatted: Font: Palatino Linotype, 12 pt
reappointment process, the Board of County Commissioners in the reappointment process, in Formatted: Font: 12 pt
order to make the reappointment process very transparent, and maintain clear
communications with the County Commissioners. Heath volunteered to chair the ad hoc
Heath will confirm that Dash is seeking reappointment.
Walker will issue the evaluation and performance tracking forms, the Board policy on reappointments, a
timeline of reappointment steps/processes, and a November reappointment online meeting scheduler for
November to the DCL Board and the Board of County Commissioners.
Sharon Nemechek reported for LaRue.
Front Range Art Show & Nancy Pearl Event Alcohol Requests
MOTION 11-08-065: Hunt moved and the motion carried unanimously to approve the Front Range
Art Show & Nancy Pearl Event Alcohol Requests.
Director’s Report Review
Nemechek reported that despite increases in eBook circulation, many paper books continue to
circulate very well, including cookbooks and travel guides. Nemechek and Hunt noted that some
books, especially genre fiction, are more suited to eReader use, while many prefer to read non-fiction
on paper. Nemechek said DCL is finding ways to analyze eBook circulation, to determine how it
impacts the circulation of DCL’s physical collections. This includes an analysis of specific genres,
which will help DCL weed its collections and further track circulation trends.
Sendze noted that the change in statistical reporting for online renewals will show that online
renewals happen online, rather than being credited as renewal at the branch. Previously, all renewals
were credited to the branch where the item was initially checked out. Nemechek noted that the
change would offer more factual and specific data on renewal activity. Sendze confirmed that the
change was put into effect after the installation of the VuFind discovery tool. Sendze said renewals do
not include eBooks; eBooks can only be checked out for three weeks, and then checked out again after
return. Farnan confirmed that district renewals are tracked separately from telephone renewals.
McLaughlin noted that the eBook budget is currently under-spent, and encouraged DCL to ramp up
spending on eBooks. Hunt added that if the eBook collection is not diverse and robust, it will impact
DCL’s overall circulation. ACTION: Walker will share this reminder with Collection Development.
Weston noted that circulation numbers are down by branch. Farnan noted that eMedia circulation has
increased the DCL’s overall circulation by 1% in 2011. eMedia includes eBooks, and downloadable
audiobooks and music.
Nemechek confirmed that while there was a dip in library visits in the late spring, library visits are up
overall in 2011.
Nemechek reported that DCL Western Author Series was very popular; 42 people attended the final
event at Parker Library. Morris confirmed that the event was very entertaining, and that the crowd
was enthusiastic about the event.
2012 Board Meeting Schedule
ACTION: Walker will update the dates to read 2012, instead of 2011.
MOTION 11-08-076: Weston moved and the motion carried unanimously to approve the 2012 Board
2012 Holiday Schedule
The Board determined DCL would continue to remain closed on Easter Sunday, but confirmed that it
makes sense to remain open on January 2, as the library closes early on New Year’s Eve, and remains
closed on New Year’s Day.
Hunt noted that closing on Easter was reflective of the larger Douglas County community, but that a
few Jewish residents had requested that the library remain open. Farnan and Glover reported that
DCL is working closely with the Anti-Defamation League to provide diversity training, and that DCL
could work with the League to find other ways to demonstrate sensitivity to the Jewish community’s
needs. Glover added that Easter is an unpaid holiday, and that staff who work on Sundays can take
PTO for Easter Sunday if they wish.
MOTION 11-08-087: Weston moved and the motion carried unanimously to approve the 2012
Holiday Closure Schedule. DCL will remain closed on Easter, and open on January 2.
EMERGING ISSUES & DIALOG
McLaughlin noted that Amazon has launched an eMedia lending model that could threaten the future
of libraries. He also noted that Amazon will soon offer Kindle titles through Overdrive.
McLaughlin said DCL is in negotiations with several publishers regarding the purchase of eBooks, as
well as the State of Kansas for eBook hosting. He asked the Board if they would appreciate a special
eBook study session to review the legal and technical issues surrounding these negotiations.
The Board concurred that DCL is embarking on new ventures with several possible legal
ramifications, and they want to make certain DCL is on the right track regarding eBook ownership
and hosting, as well as the potential profits the new ventures could generate. The Board would like to:
Study the issues surrounding these new ventures, including digital rights management and
eBook technology, contracts, legal liabilities, and examples of how other
nonprofit/governmental organizations have set up profit-generating business models.
Ascertain that the new ventures fall within DCL’s mission and core business.
Confirm that there are no legal pitfalls regarding the Kansas hosting proposal.
Make certain sessions regarding these issues are publicly noticed, in the hopes of gaining
public perspective surrounding these issues.
Sendze reported that the State of Kansas will need to get express permission from all the publishers
that distributed the Overdrive eBook titles before they can transfer the titles to DCL’s server. She said
DCL would verify that it has permission to host the Kansas eBooks, and that hosting the eBooks does
not violate DCL’s agreement with Overdrive.
Gargan reported that DCL’s attorney examined the TABOR laws, and determined that DCL can draw
a profit, and that DCL would track these revenues in a separate account.
The Board would like LaRue to provide an overview of DCL’s eBook plans, including the Kansas eBook
hosting project, the legal ramifications surrounding DCL’s eBook plans and information about potential
The Board would like to call at least one special and public study session, through the Technology
Committee, to meet with legal and technical experts regarding these issues. They recommended a
representative from the Internet Archive, as well as DCL’s legal counsel.
The Director’s Office will issue an online meeting scheduler for the Technology Committee study
session/s to all Trustees, and arrange for legal and eBook experts to attend the meeting/s (video
conferencing and daytime hours may be required for the outside experts). The meeting will be publicly
noticed. LaRue will work with Starck to determine which issues should be covered at the public study
session/s. The Board would like to address philosophical issues regarding scope and legal ramifications
before they look at technical issues.
Dash thanked Walker for her service to the Board over the past three years; the Board congratulated
Walker on her new position as Branch Manager of the Castle Pines and Lone Tree Libraries.
DETERMINATION OF NEXT MEETING
The next meeting of the Douglas County Libraries Board of Trustees will be 7 p.m. on Thursday,
October 20, 2011, at Lone Tree Library.
The Board lunch will be held at 11:30 am on Wednesday, October 12, 2011, at Nordstrom’s Restaurant
in Lone Tree.
President Hunt adjourned the meeting at 8:35 p.m.
David Starck, Board Secretary
Minutes prepared by Aspen Walker
Draft Minutes, August 18, 2011
Financial Statements, August, 2011
Director’s report with attachments