DOUGLAS COUNTY LIBRARIES
Board of Trustees Meeting
September 17, 2009
Louviers Village Club House
Vice-President Dash called the meeting to order at 7 p.m.
The following were present:
TRUSTEES: Barbara Dash, Demetria Heath, Amy Hunt, Bob McLaughlin and David Starck. Stevan
Strain and Mark Weston were absent.
STAFF: David Farnan, Roy Johnston, Sheila Kerber, Sharon Lauchner, Jamie LaRue, Rochelle Logan,
Sharon Nemechek, Mary Tweden and Aspen Walker.
GUESTS: See sign-in sheet.
Ron Beane, of Louviers, announced that the community is reviving their traditional turkey shoot at
the Douglas County Sheriff’s shooting range on November 21. Funds raised will be donated to the
Bryant Doyle, a representative from Colorado Senator Mark Scheffel’s office, announced he was
attending the meeting to listen and connect Scheffel with the community.
Approved – Minutes, August 20, 2009.
Approved- Financial statements, August, 2009.
MOTION 09-09-01: Starck moved and the motion carried unanimously to approve the consent
STANDING COMMITTEE REPORTS
Buildings and Grounds Committee
Green Partners and Sustainability Committee
Heath reported that the Partnership of Douglas County Government’s Green Partners and
Sustainability Committees are regrouping. She said DCL may be asked to participate in the groups’
Bylaws and Policies Committee
Policy additions and updates
Hunt announced the second reading for policy updates and additions regarding Colorado Libraries
Collaborate (CLC) lending, facility naming rights, contractual nondisclosure clauses, and staff gifts.
Hunt said the first policy change was an update to the district’s lending regulations to incorporate reciprocal
lending for the Colorado Libraries Collaborate (CLC) program.
MOTION 09-09-02: Hunt moved and the motion carried unanimously to add the CLC lending
regulations to the district’s current lending policies.
MOTION 09-09-03: Hunt moved and the motion carried unanimously to approve the facility naming
Hunt said the third policy up for consideration affirms that DCL’s contracts and documents are open
to the public and in line with the open records act. McLaughlin asked if DCL currently has any
contracts that include a nondisclosure clause. LaRue replied that when DCL purchased RFID tags in
2006, the district was asked not to reveal the price negotiated for the tags.
MOTION 09-09-04: Hunt moved and the motion carried unanimously to approve the nondisclosure
MOTION 09-09-05: Hunt moved and the motion carried unanimously to amend the staff gift policy to
allow for gifts valued at $25 or less.
Parker Library Renovation Contract
McLaughlin reported that thanks to a generous donation, the renovation costs would amount to
about $50,000, instead of $100,000. He added that expense was already included in the 2009 budget
and moved to approve the contract. Hunt seconded the motion. Starck asked if the motion should be
updated to reflect that the renovation contract is with Kennerly Construction Corp. Dash called for a
friendly amendment to the motion; McLaughlin and Hunt agreed.
McLaughlin asked Nemechek if circulation had truly reached 48% in the library’s children’s area.
Nemechek confirmed the statistic.
Dash asked about parking in the already over-taxed parking lot. Nemechek said they would have to
designate 5-6 spots for the construction dumpster, but that library business had slowed since there is
currently no space to offer storytimes in.
Dash asked who was responsible for executing supervision of the contract. Tweden replied that
Richard McLain and the Facilities department would supervise the process.
LaRue noted that Parker Library is about the half the size needed to serve the area’s population. He
said Douglas County Libraries would employ the lessons in neighborhood library service learned at
the Roxborough and Lone Tree Libraries to help the Parker Library serve more patrons in a too-small
MOTION 09-09-06: McLaughlin moved and the motion carried unanimously to approve the contract
with Kennerly Construction Corp. for renovations to Parker Library.
Johnston said the first purchase up for consideration was a storage area network (SAN). He added
that this was a specialized server for high density storage, needed for back-up and virtualized
servers, like the website. He said the second purchase would replace servers that are 4-6 years old. He
said the final purchase was for switches used to connect servers and library users. He added that one
of the new servers would be used as an offsite remote backup server. McLaughlin noted that all of the
purchases were budgeted for in 2009.
Dash noted that as the purchases were from two vendors, the Board should entertain two separate
Starck asked if the SAN was related to the Board’s 2008 decision regarding risk management
planning. LaRue replied affirmatively, and that the purchase would allow to DCL to restore the
catalog and critical programs within a week using duplicated information on the remote server.
McLaughlin asked when the SAN would start functioning. Johnston said by the end of 2009.
MOTION 09-09-07: McLaughlin moved and the motion carried unanimously to approve a $40,000
storage area network purchase from the Pinnacle Group.
MOTION 09-09-08: McLaughlin moved and the motion carried unanimously to approve a $34,000
server and switch purchase from CDW-G.
2010 Auditor Selection
McLaughlin said DCL follows best practices by designating a new auditor every three years, and that
Tweden had compiled a chart that compares auditing firms. McLaughlin recommended the Board
interview Haynie & Co. and reserve Clifton Gunderson as the fallback firm.
Starck and Hunt voiced concern that Haynie & Co. failed to follow instructions and did not provide
bids for the 2011 and 2012.
Dash asked if references would be checked. Tweden confirmed that her office would check references
for the firms being considered for interviews before scheduling any of the interviews.
LaRue recommended expanding the options and interviewing more than one firm. Hunt
recommended interviewing Haynie & Co., Clifton Gunderson, and Eide Bailley. The board
Tweden said she was looking for direction about who to interview, and that no formal motion was
required. She added that the board would make a formal motion to approve the selected firm.
Starck asked about the selection timeframe. Tweden said she would like to complete the interviews in
the next three weeks, so that the contract could be presented at the October board meeting, and the
firm could begin the audit in November or December of 2009.
Government Relations Committee
Library Legislative Meeting
LaRue said Heath attended the recent library legislative meeting, and that there is some concern
about higher education and the transfer of credits from two to four year institutions. He said these
organizations are also having financial issues, and will approach the legislature in 2010 to secure
Long Range Planning Committee
Trustee Reappointment Process
Dash reported that Weston had asked her to chair a temporary reappointment committee. She said
the board terms for Heath, McLaughlin and Weston were up, and that all three were eligible for
reappointment, if they were willing. She asked the remaining trustees to serve on the committee, and
said that Walker would help schedule a meeting.
For the benefit of the guests, Dash recounted the details of the Trustee reappointment process,
including the board’s evaluation process. Starck noted how satisfying it was to see the DCL’s board
evaluation process spreading to other boards around Douglas County. LaRue added that this was
one of the only county-wide appointed boards in Douglas County; and that as far as he was aware,
this was the first board in Colorado to adopt evaluation measures that complement the employee
LaRue said an unusual trend in the library world is the tendency to measures community outcomes
in addition to annual statistics. He said he wrote a column about this recently, and that he had
included a Washington state article he cited in that column in the board’s September packet. LaRue
said that at-risk youth who were enrolled in early education programs like Head Start, were much
more likely to go to college instead of jail. He noted that investments in community education can
have a big impact on community safety, and that libraries should start cultivating and correlating
data about community outcomes and the health of a community to demonstrate the need for library
2010 Board Meeting Schedule
Given other obligations, Dash wondered if there would be a quorum at the December 2009 meeting.
ACTION: Walker will distribute an email poll to the Trustees about the December, 2009 meeting date
to ascertain that there will be a quorum.
MOTION 09-09-08: Starck moved and the motion carried unanimously to approve the 2010 board
DETERMINATION OF NEXT MEETING
The next meeting of the Douglas County Libraries Board of Trustees will be 7 p.m. on Thursday,
October 15, 2009, at Highlands Ranch Library.
An informal lunch meeting is set for October 7, 2009.
Vice-President Dash adjourned the meeting at 7:47 p.m.
Demetria Heath, Board Secretary
Minutes prepared by Aspen Walker
Draft Minutes, August 20, 2009
Financial Statement, August, 2009
Director’s report with attachments