NASHVILLE PUBLIC LIBRARY Board of Trustees Meeting April 21, 2020
Nashville Public Library Board of Trustees Agenda April 21, 2020 12:00 noon I. II.
Call to Order / Roll Call Metro Ordinance required to be announced at all Board Meetings – Chair, Keith Simmons a. “Pursuant to the provisions of § 2.68.030 of the Metropolitan Code of Laws, please take notice that decisions of the Nashville Public Library Board may be appealed to the Chancery Court of Davidson County for review under a common law writ of certiorari. Any appeal must be filed within sixty days after entry of a final decision by the Board. Any person or other entity considering an appeal should consult with an attorney to ensure that time and procedural requirements are met.”
III. IV. V. VI. VII. VIII. IX.
Motion to Approve Conducting Meeting by Electronic Means and Suspending Rules....pg. 1 Public Comment Board Chair Comments – Keith Simmons, Chair Approval of Minutes: February 18, 2019...................................................................pgs. 2 - 7 Library Director Report, Kent Oliver Board Election Old Business a. Interlibrary Loan Policy Resolution, Kent Oliver.........................................pgs. 31 - 34 b. Wellness Policy and Resolution, Kent Oliver...............................................pgs. 35 - 37
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New Business a. Reopening Preparations and Potential Budgetary Limitations, Kent Oliver
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Adjournment
Next Board of Trustees Meeting May 19, 2020 12:00 noon Location: To Be Determined
Motion – April 21, 2020 Nashville Public Library MOTION TO APPROVE CONDUCTING MEETING BY ELECTRONIC MEANS
I move that the items on the meeting agenda constitute essential business of this Board, meeting electronically is necessary to protect the health, safety, and welfare of Tennesseans considering the COVID-19 outbreak, and any rule that conflicts with Governor’s Executive Order 16 permitting electronic meetings be suspended.
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Nashville Public Library Board of Trustees Minutes February 18, 2020 Looby Branch Library 2301 Rosa L Parks Blvd Nashville, TN 37228 Meeting Room– 12:00 noon Members Present:
Adrianna Bialoztsky, Lucy Haynes, Joyce Searcy, Keith Simmons
Members Absent:
Robert Oermann, Charvis Rand, Katy Varney
NPL Staff Present:
Kent Oliver, Lee Boulie, Elyse Adler, Susan Drye, Jena Schmid, Bryan Jones, Kara Youngblood, Lindsey Patrick-Wright, Jessica Piper, Forrest Eagle, Corey Frederick, Shawn Bakker
I.
II.
Call to Order / Roll Call Keith Simmons called the meeting to order at 12:02 p.m. Metro Ordinance required to be announced at all Board Meetings a. “Pursuant to the provisions of § 2.68.030 of the Metropolitan Code of Laws, please take notice that decisions of the Nashville Public Library Board may be appealed to the Chancery Court of Davidson County for review under a common law writ of certiorari. Any appeal must be filed within sixty days after entry of a final decision by the Board. Any person or other entity considering an appeal should consult with an attorney to ensure that time and procedural requirements are met.”
III.
Approval of Minutes: December 10, 2019 a. Joyce Searcy moved for approval of the minutes from the December meeting; the motion was seconded by Lucy Haynes and passed unanimously.
IV.
Library Director Report – Kent Oliver, Library Director a. Kent Oliver spoke about advocacy efforts being taken by NPL and Nashville Public Library Foundation (NPLF). David Esquivel, NPLF Board Chair, will address the Metro Council at its meeting on February 18 at 6:30 p.m. At this meeting, all councilmembers will receive personalized information about NPL. Mr. Oliver encouraged Library Board members to attend the meeting. b. Mr. Oliver updated the board on a special committee of Metro Council dealing with afterschool education and crime concerns. NPL’s NAZA program has been in this committee’s recent discussions, and one recommendation has been to create a separate commission to support programs like NAZA. If this takes place, this could take NAZA out of NPL’s organizational and funding structure. c. Elyse Adler commented on this development concerning NAZA and provided background information about the program’s leadership. The program currently serves around 1400 children per year, but it could serve thousands more upon program expansion. The goal of NAZA would be to make the program available to 100% of middle school children. Ms. 2|Page
Adler explained how MNPS has been involved with this development and the possibility of developing a licensure program in youth work through Nashville State Community College. d. Mr. Oliver spoke about the ALA Midwinter conference and the e-Book situation with Macmillan. There has been no change with the publishing company’s practices concerning distributing e-Books. However, there is a growing fear among libraries that Amazon will set distribution standards for publishers, especially since the company does not currently sell eBooks to public libraries. e. The Metro Council Women’s Caucus event at the Main Library on February 5 was a success. A group of 18 caucus members toured the new Votes for Women space and signed a Council Resolution that recognized the contributions of African American Women toward the ratification of the 19th Amendment. V.
Staff Reports a. Budget Update, Kent Oliver i. The Governor has included $3 million in funding for Tennessee urban libraries in his budget for the upcoming fiscal year. If passed by the Tennessee General Assembly, it is believed that the money will be distributed based upon population. ii. The Metropolitan Government has granted an additional $1.1 million for collections and $900,000 for facility repairs from Metro’s 4% funds. Total allocation for this fiscal year from these Metro funds is $3.1 million. iii. Susan Drye noted that the monies allocated for facility repairs will be used to correct ongoing problems, such as replacing the roof at the Bordeaux Branch as well as the HVAC unit at the Green Hills Branch and addressing plumbing issues at East, Edgehill, Hadley Park, and Thompson Lane branches. iv. Mr. Oliver will provide the board with budget information from previous fiscal years. b. Advocacy Update, Kent Oliver i. In addition to addressing the Metro Council, efforts have been made to invite each council member to tour the library closest to their district. Out of 41 council members, 11 have agreed to tour a library. Mr. Oliver explained that some council members are very familiar with their libraries and it is likely that they will pass on the tour. Tours will be led by a member of NPL’s administration or the library’s cluster manager. Mr. Oliver encouraged board members, if available, to participate in the tours; he will send tour information, library needs, and library statistics to board members. c. Foundation Update, Shawn Bakker i. Shawn Bakker discussed advocacy efforts undertaken by NPL and NPLF. NPL has led awareness efforts, while NPLF will take the lead when efforts intersect with library funding. ii. Library 101 tours are conducted monthly as a way to introduce people to NPL and to show them what the library does. Ms. Bakker requested for board members to pass along names of individuals who may be interested in touring the library. iii. Carnegie Society Book Club will take place on April 13th. The discussion at the event will be based on How to Catch a Mole: And Find Yourself in Nature by Marc Hamer. To be a part of the group, individuals must donate $1500 per year to NPLF. Ms. Bakker asked the board to pass along names of people who may be interested in joining the group. 3|Page
iv. Ms. Bakker recognized Mr. Simmons’s efforts in helping organize the Founder’s Dinner, a celebration of the 20th anniversary of the Main Library’s construction. The event, which will take place in late March, will reunite a small group of individuals who heavily influenced the construction of the Main Library as well as five branch libraries. v. Picnic with the Library will take place on April 26th. Sponsorship packages for families range from $250 - $2500. If any additional information is needed, please contact Ms. Bakker. vi. Ms. Bakker spoke about NPLF’s planned giving initiative, where individuals can put NPLF into their will. d. Customer Service Initiative, Terri Luke, Jessica Piper, Lindsey Patrick-Wright i. Jessica Piper, Regional Manager for the Madison Cluster and chair of NPL’s Customer Service Committee, introduced the new customer service training that was developed by the library’s Customer Service Committee. ii. Regional Manager for the Southeast Cluster and fellow committee member Lindsey Patrick-Wright explained the need to update NPL’s customer service philosophy. Building upon this philosophy, the committee created a training for personal interactions between front-line staff and the public. iii. The three-hour training will be mandatory for all front-line staff, since everyone is evaluated annually on customer service. The trainings will take place in April. All managers will be trained first and all other staff will attend trainings at either the Main Library or regional branches. The training will also be archived in a webinar format for future use and offered twice annually for new staff. iv. Mr. Simmons expressed how impressed he was with this initiative and NPL staff in general. v. Ms. Patrick-Wright noted that she or Ms. Piper will lead all training sessions to deliver consistent messaging to staff members. She also commented on the effectiveness of the committee and the entire committee’s contributions to creating the training’s content. vi. Adriana Bialostozky asked about how the training will be evaluated and how it will address staff burnout. vii. Ms. Patrick-Wright explained that the committee had discussed creating a staff survey that will follow the training. Mr. Oliver noted that Metro routinely surveys the public about customer service satisfaction across all departments. viii. Ms. Patrick-Wright added that there is staff burnout, but most managers can commiserate, given that many of them started their careers in a different position. She called attention to the training’s section on self-care.
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VI.
New Business a. Recognition Plaque Votes for Women, Jena Schmid i. Jena Schmid discussed dedication plaques for the Votes for Women space at the Main Library. She distributed two documents containing different design concepts for the dedication of the space. Instead of choosing either of these designs, she proposed another design that will include wording about the purpose of the room; thanks to all involved with Nashville’s role in ratifying the 19th Amendment; inspiration for future generations; and dedication to Margaret Behm, Juli Mosley, and Jeanie Nelson. This dedication plaque would more closely align with those currently in place at the Main Library, and it would be located on the wall to the right of the room’s entrance. Names of other individuals involved in the creation of the space will be included in the opening day program and in a more limited way on the Votes for Women Website. ii. Mr. Simmons expressed agreement that the plaque should specifically identify Behm, Mosely, and Nelson; he also approved of the design proposed by Ms. Schmid. iii. Ms. Bakker remarked that there will actually be a second plaque in the space that will list donors, who made the creation of the space possible. By having two plaques, donors could be recognized apart from the historical contents of the space. iv. Ms. Haynes moved for approval of the two-plaque design as proposed by Ms. Schmid and Ms. Bakker; the motion was seconded by Joyce Searcy and passed unanimously.
VII.
Adjournment The meeting adjourned at 1:19 p.m. Next Board of Trustees Meeting March 17, 2020 Main Library – Board Room 615 Church Street Nashville, TN 37219
Respectfully submitted by Corey Frederick
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Statistical Information – April 21, 2020 Nashville Public Library Cardholder Data – February and March 2020 Cardholders New Registration Cardholders New Registration
February 2020 3,099 March 2020 2,498
February 2020 Year-to-Date 23,327
Active Patron Cards
March 2020 Year-to-Date 25,825
Active Patron Cards
252,048
343,181
E-Card Sign-Up • 1538 e-cards sign up March 16-Aril 6. • 536 e-cards sign up Feb 1-Feb 22 — equal time period (3 weeks) Wireless Usage (sessions) at Library Locations during COVID-19 Building Closure
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Statistical Information – April 21, 2020 Nashville Public Library
E-Media
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Statistical Information – April 21, 2020 Nashville Public Library FaceBook Storytimes/Programming East Branch • March 30, 2020 o 469 people; 69 engagements Inglewood Branch • March 23, 2020 o 7,908 people; 392 engagements • March 25, 2020 o 4,588 people; 172 engagements • March 28, 2020 o 1,711 people; 55 engagements • March 30, 2020 o 834 people; 29 engagements Main-Wishing Chair Productions • March 31, 2020 o 307 viewers
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Personnel Summary – April 21, 2020 Nashville Public Library
New Hires & Resignations February & March 2020 New Hires Name
Classification
King, Lee Ann Ulm, Andy
Security Guard Security Guard
Hire Date 2/24/2020 2/24/2020
Location Security Security
February & March 2020 Resignations Name
Classification
Brooks, Robert Glass, Traci Bowers, Terry. Ramey, Andreas Kelley, Morgan Wallace, Jerry Cook, Wesley
Circ Supervisor Library Manager 2 Custodian Library Associate 1 Library Associate 1 Librarian 2 Library Associate 1
Resignation Date 2/6/2020 2/11/2020 2/13/2020 2/14/2020 2/14/2020 2/29/2020 3/2/2020
Location Hermitage Teen Srvs - Main Cust Srvs – Branches (retire) Thompson Lane Reference Green Hills Southeast
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Brief Area Updates – April 21, 2020 Nashville Public Library ADMINISTRATIVE SERVICES REPORT Safety/Security: February 2020 • • • • •
5 after hour events. Two new Security officers started on Monday, February 24 (Lee Ann King and Andy Ulm). Mark Crowder is scheduling the annual Safety and Security training classes with branch locations and Main. PLA week appeared to go well. It gave our new Security officers the opportunity to display their customer service skills. The three PLA after hour events that were held at the Main Library went very well for both the attendees and staff. There were no reported issues.
Total number of incident reports for the month of February and the amount for each category: Total 37, down from 42 in January. Ambulance Alarm Arrest Medical Fire Alarm Suspensions
7 1 1 3 0 18
Illness / Accident Mental Issues Property Damage Theft Vehicle Accident
3 2 1 1 0
Number of suspensions by conduct violation numbers: #1 — 0 #2 — 0 #3 — 0 #4 — 0 #5 — 1 #6 — 1 #7 — 0 #8 — 4
#9 — 0 #10 — 0 #11 — 0 #12 — 1 #13 — 0 #14 — 1 #15 — 2 #16 — 4
#17 — 15 #18 — 0 #19 — 6 #20 — 1 #21 — 5 #22 — 1 #23 — 0
Suspensions for February: # of patrons 0 0 0 5
# of days suspended 1 day 5 days 10 days 30 days 12 | P a g e
0 6 0 14
60 days 90 days 120 days 365 days
Delivery: February 2020 Main: • We received 567 incoming UPS packages and sent 41 packages out UPS GROUND in February. •
There were 134 overnight packages received from FedEx, DHL, etc. in February.
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We received 98 inserts of mail from the United States Post Office and we sent 70 inserts of mail to Metro Mail for postage in February. There were 40 special deliveries from Ricoh, Supply Room, Firefly, Amazon, etc. in February.
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Branches: • We moved: 6,083 hold bins (194,656 items) 4,612 non-hold bins (147,584 items) 1,468 Circulation/Main bins (46,976 items) Total of 12,163 bins moved. Total item count of 389,219. An average of 640 bins and 20,485 items moved per day. 11 skids were sent to Pratt industries for book recycling in February. 8 skids were sent to BWB in February.
Daily Complete Percentage: Holds 19 of 19 days for 100% in February.
Facilities Maintenance: February 2020 Tamis work order report shows 410 work requests, 380 completed, 30 still active with an 93% completion rate for the month of February.
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Total # # Completion Work # Active Completed % Orders
Craft
Month
None Entered
February 2020
13
0
13
0%
Administration
February 2020
0
0
0
-
Branch Custodial Services
February 2020
119
119
0
100%
Contractor
February 2020
20
20
0
100%
Electrical
February 2020
52
51
1
99%
Grounds
February 2020
20
20
0
100%
Main Custodial Services
February 2020
3
3
0
100%
Maintenance
February 2020
183
167
16
92%
Quantity Completed Active Completion 410 380 30 93% 1. Deep cleaned Main marble for PLA. 2. Installed access doors in the HVAC ductwork at Goodlettsville. 3. Rented lift to change lightbulbs at Hermitage and Green Hills, and change Main dock lighting to LED. 4. Set up tents and boundaries for early voting at branches. 5. Mulched Madison and Inglewood. 6. Replaced lightbulbs at Main for PLA. 7. Cleaned carpet at Madison and Edmondson Pike. 8. Branch Custodial staff provided extra cleaning at Main for PLA. 9. Deep cleaned front foyer and public bathroom tile at Pruitt. 10. Stripped and waxed workroom and staff bathroom tile at Pruitt. BRANCH SERVICES REPORT February 2020 EARLY VOTING: Bordeaux, Edmondson Pike, Green Hills, Hermitage, and Madison were open for early voting.
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ELECTION DAY VOTING: Branch staff were able to open Bordeaux, Edgehill, Madison and Southeast the morning after the tornado for voting. PUBLIC LIBRARY ASSOCIATION CONFERENCE: We are grateful that twenty-one branch services staff were able to attend the conference. Many others volunteered at the information kiosk and were able to visit the exhibits or attend one of the general sessions. Terri Thomas and Cassie Welch participated as members of panel discussions. Lindsey Patrick presented, “Racism in Children’s Literature.” She also presented a “Spark Talk” on the children’s renovation at the Main Library. The Branch Services tours to Madison and Bellevue were a sold out event. Attendees from across the country enjoyed hearing about NPL programs and services. We also hosted 25 emerging library leaders from Africa. Kent welcomed this group as they started their day at Main. They ended their day with a tour of the Looby Branch. METRO COUNCIL BRANCH TOURS: We continue the tours with Metro Council Members. We have received many positive comments about the programs and services provided to library customers. LOOBY BRANCH MANAGER: We continue the interview process to hire the Looby Branch Manager. REGIONAL BRANCH MANAGER RETREAT: The regional branch managers had a full agenda as we spent the day together on February 14. BLOOD PRESSURE PILOT: The Edgehill Branch is a pilot for blood pressure monitoring. This location was selected because of its proximity to the health clinic and the number of their customers at risk. AARP JOB SEARCH LAB: Edmondson Pike hosted their first AARP Job Search Lab. The goal of the lab was to assist customers 55+ in getting employment and/or re-entering the workforce. RESTORE THE VOTE CLINIC: The non-profit service organization The Links, Inc. held the first Restore the Vote clinic at the Hadley Park Branch on February 22. This program assists non-violent ex-offenders regain their voting rights. According to TN state law, convicted felons must apply to have their voting rights restored, and a person who has been authorized by the state must fill out the application form. News Channel 5 covered the story. March 2020 METRO COUNCIL BRANCH TOURS: We continued the tours with Metro Council Members. We have received many positive comments about the programs and services provided to library customers. This month, council members Angie Henderson and Tom Cash toured Green Hills; Tonya Hancock toured Madison; Larry Hagar toured Old Hickory; and Ginny Welsh toured Thompson Lane. 15 | P a g e
TORNADO DAMAGE: Several branches closed for a few days because of power outages but the North Branch received damage from the storm. The tornado damage has been assessed and repairs continue. While the library is closed, the well-worn carpet was replaced with vinyl composition tile. PRUITT BRANCH: Six hundred new books were donated to the Pruitt Branch. These books will be used during Jobs Plus events for children. These books will help reinforce the 100 Black Men program which is encouraging children to read. The library is the recruiting and training center for MDHA in their efforts to make technology available to the children in the community. Over one thousand laptops have been given away. MARCH 16 CHECK OUTS: Branch staff reported that the last three hours before the branches closed for the pandemic, it was like Black Friday shopping. Customers rushed to check out books and DVDs . The rush to the library demonstrates the library’s importance and value to our community. VIRTUAL PROGRAMS: As we closed the branches, staff began thinking about how they could continue to provide service to their customers. Lisa Bubert (Madison) and Andrew Thompson (Inglewood) are providing story time via their Facebook Page. Andrew Palmer (Bellevue) hosted his adult book club, Books and Brews, virtually. John McFarland continued meeting with his gaming group. These virtual programs will increase during the month of April.
COLLECTIONS AND TECHNOLOGY SERVICES REPORT February 2020 Shared Systems / Web • Lee Boulie and Jenny Lane are negotiating a new Statement of Work for the migration of the website to a Drupal 8 platform project with Aten Design Group. • Working to move Archive’s Nashville Slave and Free People of Color Database to an NPL domain. Currently waiting on Archives to either fund the online application needed to rebuild the site as is or to approve a design change to the site that would be the result of Shared Systems using a different application. • Planning on upgrading our current DAM system, OCLC’s ContentDM, to the latest iteration. Upgrade should be free and provide both front and back end user improvements. • Working on an RFP for web hosting contract. • Implemented iteration of open source discovery layer platform, Aspen. Will seek a single source provider provision (Bywater) for support and development from Metro Procurement. Sole Source request submitted to Metro Procurement on 2/26/20. • Kyle Cook teaching a Bedework class for staff on 3/6/20 – several Shared Systems staff will attend to cross-train. 16 | P a g e
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CARLX contract ends in Summer 2021. Reviewing contract and working to make sure we can receive good terms for contract renewal that considers schools’ needs for consistent ILS. Shared Systems is down one position as the IS App Tech 1 position formerly filled by Michelle Bauder will not be filled under the current budget plan. Jenny Lane and James Staub along with Stephanie Rodriguez, the Manager of Limitless Libraries, and Stephanie Ham, the Director of MNPS Libraries, gave a successful full day pre-conference workshop called “Fostering Dynamic School-Public Library Partnerships” for PLA 2020. Great feedback! Shared Systems is working with MNPS libraries to facilitate some collection consolidations and moves in response to the recent tornado devastation. Bryan Jones will be part of a panel giving a presentation called “Pi-hole Privacy: Tampering is a Good Thing” on March 8 at Code4Lib in Pittsburgh. Bryan Jones will be giving a presentation called “Privacy Quest: Write Your Own Story” on March 12 at The Library Collective 2020 annual gathering in Knoxville. Jesse Morros will be attending the Code4Lib conference in Pittsburgh from 3/8/20 – 3/11/20.
Materials Services • We have spent 52% of available funds as of March 2 nd of this fiscal year. Total expenditures this fiscal year are expected to total $3.5 million. We are anticipating an additional $1.1 million from the city sometime in March which should allow us to add back our Lucky Day Collections by May of this year. NPL had to discontinue this popular program early last year when out total annual budget allocation was limited to $2 million for the year. • Staff are currently working on completing two new collection development manuals – Children’s/YA Collection Development and Video Collection Development with an expected completion date of March 23rd for both. • The Interlibrary Loan (ILL) Policy and new ILL procedures that have both been approved by the Materials Management Committee as well as the procedures Review Committee. Jena Schmidt will send the policy to our lawyer and Kent for review. Then the resolution needs to be added so it can go before the board. • We’ve arranged for the Children’s and Young Adult librarians to attend a Book Talk, led by our distributor, Baker & Taylor in September. This will allow front-line staff to be better informed of new authors, genre trends and new books for homework use. We hosted a similar event last year to much staff acclaim. • Materials Management Committee is investigating the possibility of displaying children’s and Young Adult material in a “New” display area for each library location. We do this now for adult material and we feel this will better merchandise our newest acquisitions and increase circulation. As part of this potential change, we will also be working with the Circulation Committee, Branch Services and our Shared Systems team as to whether 17 | P a g e
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NPL truly needs a “New” sticker on the spine of each book. These labels which stay on for 6 months, are quite expensive, take a great deal of staff time to remove and can leave a residue on or strip the surface of paperback books. Many library systems have already made this change with minimal staff impact. Nashville Public Library hosted the first (and hopefully not last) Collection Management Summit on Feb 28th. We had 93 collection leaders attend the event and the library received many positive comments both on the summit and about the Nashville Public Library. We will be sending out an online survey in a week or so to receive specific feedback from participants and to plan for future collection summits.
Technology Services Completed Projects • Laptops Anytime Kiosk and Laptops installed at Bordeaux, Southeast, and Main. •
Southeast Library – Glass Projection is working on Digital Signage
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MNPS CarlConnect Slowness ➢ Worked with TLC/Zayo, AT&T, MNPS & Metro ITS to re-route network traffic for MNPS (all CarlConnect traffic) outside our VPN tunnel and through internet as HTTPS. During this time, we also changed network traffic routes for vendor access to TLC/Zayo.
Current Projects • INK Sharepoint – Automated Office Supply Orders ➢ Matt is working with Jess Horn. Application is in final review by Admin Assistants and then to AD’s. •
BeWell@NPL Health Kiosks ➢ Working with Elizabeth Roth – Kiosk App purchased for iPads. Working on configuration and also a printing solution. ETA for installation – End of Feb.
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Census 2020 ➢ Convert 1 computer at each location to a Census computer locked into Census site.
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Southeast Library – Digital Signage – Floor Projector ➢ Working with Dalton/Anode on software backend to pull from PIKA.
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Madison Laptops Anytime Kiosk ➢ Ordering new laptops to replace existing end of life. ➢ Once received, will ship to Laptops Anytime to setup for new kiosk.
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Main Library – ADA Computers 18 | P a g e
➢ Replacing end of life computer with new and updating all ADA software with current versions. March 2020 Materials Services I. Staffing There are five members working from home. Below is a list of their projects and responsibilities: Gregg: Processing and approving all NPL and Limitless Libraries invoices and vouchers. Working on the acquisition manual and placing weekly & monthly AV orders. Melissa: Creating weekly budget reports. Working on the acquisition manual and placing weekly print colldev orders. Also working on a report for each branch/Main dept. that shows material count by dewey/format/status. This will help with future format planning. Joanna: Selecting & ordering Juv and YA Overdrive material. Selecting physical Juv/YA material (only ordering a small amount at present but prioritizing the lists so we can quickly order once we re-open). Creating digital book lists for marketing dept. Answering customer’s daily Juv/YA requests & questions via LibAnswers and PIKA material requests online. Beth: Selecting & ordering adult fiction Overdrive material. Selecting physical material (only ordering a small amount at present but prioritizing the lists so we can quickly order once we reopen). Creating digital book lists for marketing dept. Answering customer’s daily fiction requests & questions via LibAnswers and PIKA material requests online. Noel: Selecting & ordering adult nonfiction Overdrive material. Selecting physical material (only ordering a small amount at present but prioritizing the lists so we can quickly order once we reopen). Creating digital book lists for marketing dept. Answering customer’s daily nonfiction requests and other more generic material questions via LibAnswers and PIKA material requests online. Monitoring the budget and digital collection performance. Communicating with vendors regarding shipments, invoice problems, changes to terms, etc. Holds weekly Zoom meetings with staff working at home and has attended a ULC Collection Leaders conference call, an Open Libraries webinar, Direct Report meetings and an IMLS webinar on the Covid-19 response for Libraries. II. Material Services Actions after Library Closure: • •
Reduced our pre-publication physical material budget by over 50% for non-grant material and are waiting to order most of these lists until we re-open. Holds for physical material have been temporarily turned off to reduce customer wait times to help maintain our restricted budget. 19 | P a g e
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Increased expenditures of digital ebooks and eaudiobooks, purchasing an additional 3000 items through our Overdrive distributor. Lowered the Overdrive holds ratio from 6 holds to 5 before we purchase an additional copy. Increased the Hoopla customers check out limit from 10 to 15 items per month. Negotiated for increased simultaneous use of our top consumer financial databases, Morningstar for a nominal fee and for free from Value Line. All of these changes over the past two weeks have been in an attempt to satisfy increased demand for remote access to library material.
Preliminary Results: • •
60% increase in new Hoopla and Overdrive users. Overdrive checkouts have increased by 18% and Hoopla by 37%.
III. Overdrive Digital Material Purchase Orders from March 16-March 30th, 2020: Total orders: 88 Total standard units: 3,087 Total preorder units: 324 Standard units total (USD): $118,771.35 Preorder units total (USD): $15,656.54(current est.) IV. Booklists that have been compiled by Material Services Staff since library closure: Beth • • • • • • Noel • • • •
5-Star Fiction You May Have Missed https://catalog.library.nashville.org/MyAccount/MyList/56118 Cozy Crime Classics - https://catalog.library.nashville.org/MyAccount/MyList/56113 Short Story Collections - https://catalog.library.nashville.org/MyAccount/MyList/56246 Nature (with children's titles from Joanna) https://catalog.library.nashville.org/MyAccount/MyList/56283 Something to Laugh About - Humor: Fiction Classics by Women - https://catalog.library.nashville.org/MyAccount/MyList/56292 Books to Read When You Have a Lot of Alone Time https://catalog.library.nashville.org/MyAccount/MyList/56148 Best of Personal Finance https://catalog.library.nashville.org/MyAccount/MyList/56150 Cooking at Home - https://catalog.library.nashville.org/MyAccount/MyList/56245 Mindfulness and Meditation https://catalog.library.nashville.org/MyAccount/MyList/56276 20 | P a g e
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When You Need a Good Laugh - Humor: Nonfiction · Job Search https://catalog.library.nashville.org/MyAccount/MyList/56291
Joanna • Laugh Out Loud Chapter Books https://catalog.library.nashville.org/MyAccount/MyList/56119 • Do You Believe in Magic? https://catalog.library.nashville.org/MyAccount/MyList/56116 • Crafts and Activities for Kids https://catalog.library.nashville.org/MyAccount/MyList/56114 • Spring is Here! - https://catalog.library.nashville.org/MyAccount/MyList/56264 • Happy Unicorn Day! (National Unicorn Day is coming up on April 9) https://catalog.library.nashville.org/MyAccount/MyList/56265 • Beginning Readers - https://catalog.library.nashville.org/MyAccount/MyList/56273 • Great Graphic Novels for Children and Teens https://catalog.library.nashville.org/MyAccount/MyList/56274 Shared Systems / Web The team has been working from home to promote library operations during the closure by:
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o Modifying due dates to allow longer loan periods without overdue notices or billing. o Modifying patron account expiration dates to allow liberal use of our services by existing customers. o Working with schools and Limitless Libraries on a plan to keep students active and provide full access and to get school-owned materials returned. o Answering patron questions and resetting PINs to help existing patrons access online material. o Investigating new e-resource possibilities (like the National Emergency Library https://archive.org/details/nationalemergencylibrary. o Adding items and bibliographic records to the database for schools and Limitless Libraries. o Patron data cleanup, improving data quality, reviewing new patron registrations, making it easier for patrons to re-register if long-expired. We have negotiated a new Statement of Work with Aten in order to finish the migration of NPL’s web site from Drupal 7 to Drupal 8, and negotiated a reduced per hour fee. All remaining tickets have been reviewed and prioritized. Jenny Ellis is working on creating Drupal 8 versions of current WordPress sites for possible go live. Kyle Cook has been busy with cancelling events, adding new events, approving events and getting extracts ready for the publication of the summer issue of Unbound.
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Working on upgrading CONTENTdm, NPL’s digital collection management database. Currently have completed comparison and review of current versus new iteration and are waiting for feedback from Special Collections and Archives about GUI features and design modifications they think would best serve their user base. Implemented iteration of open source discovery layer platform, Aspen. Seeking a single source provider provision (Bywater) for support and development from Metro Procurement. Sole source request currently submitted to Metro Procurement. Working on project to move Archive’s Nashville Slave and Free People of Color Database to an NPL domain, waiting for funding from Archives to purchase online application needed to translate and display tables as desired. The web team is gearing up to build a web site that will make the Summer Reading Challenge an online success this year! Bryan Jones to present Privacy Quest webinar(s) to The League of Awesome Librarians https://www.thelibrarycollective.org/awesome and Indiana State University librarians.
Technology Current Projects ❖ INK Sharepoint – Automated Office Supply Orders ➢ Matt is working with Jess Horn. Application is in final review by Admin Assistants and then to AD’s. ❖ BeWell@NPL Health Kiosks ➢ Working with Elizabeth Roth – Kiosk App purchased for iPads. Working on configuration and also a printing solution. ETA for installation – ON HOLD ❖ Census 2020 - Complete ➢ Convert 1 computer at each location to a Census computer locked into Census site. - Complete ❖ Southeast Library – Digital Signage – Floor Projector ➢ Working with Dalton/Anode on software backend to pull from PIKA. ❖ Madison Laptops Anytime Kiosk ➢ Ordering new laptops to replace existing end of life. – Laptops Ordered ➢ Laptops Anytime has begun the build of the new kiosk ➢ Once received, will ship to Laptops Anytime to setup for new kiosk. ❖ Main Library – ADA Computers ➢ Replacing end of life computer with new and updating all ADA software with current versions. ❖ Envisionware Upgrade ➢ Upgrade all Envisionware servers PC Reservation Management application to latest release 4.5 ➢ Upgrade all public internet computers PC Reservation client application to latest release 4.5
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➢ Upgrade all staff computers running PC Reservation reservation client to latest release 4.5
EDUCATION AND LITERACY REPORT February 2020 Well at NPL • Installed a blood pressure cuff at Edgehill Branch and Main as part of an MPHD grant to increase community access to blood pressure self-monitoring. • Presented the session “Public Libraries are Champions of Health Insurance Enrollment” at the PLA conference. • Hosted a social hour for 30 PLA attendees all involved with health-related programming in libraries. Bringing Books to Life • BBTL led 42 programs with 1,868 in attendance • Staff members Klem-Mari and Liz co-presented three sessions at the 2020 Public Library Association Conference with approximately 600 in attendance. Adult Literacy and Adult Education Collective Impact (AECI) • Served 170 people in 18 programs • A new community partner, Crossroads Campus, used the Mobile Lab to offer tax prep and digital literacy classes in Germantown • AECI is preparing for the 2020 Winter Summit, adult literacy’s annual conference for adult ed professionals. The conference agenda features: o AECI Executive Roundtable: reviews AECI’s progress to date and solicits buy-in from partners o 5th annual Adult Educator of the Year Award: honors distinguished, local adult educators. Deputy Mayor, members of council, funders, and NPLF board members will attend. o Mapping Learner Enrollment and Engagement Processes: professional development, facilitated by Elevate Consulting Puppet Truck • Conducted 59 programs at with an audience count of 4,180. • Presented at the 2020 Chinese New Year Celebration held at Vanderbilt and sponsored by the Chinese Arts Alliance. • Offered 6 performances in the Children’s Theater during the Public Library Association National Conference. • Offered 15 performances at branches for African American History Month
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Digital Inclusion • Conducted 5 programs with 163 total attendance. 8 partners served. • New partnerships with Cumberland View Towers and Hickory Hollow Towers (Photo: February graduates of our “Sip & Swipe” Tech learning program at Cumberland View Towers) • Partner Survey for February indicated that 100% feel DI program for seniors is a valuable service • Conducted research for future Online Banking Course for Seniors • Initiatives with MNPS: MNPS Project Search Workshop NAZA • The NAZA Leadership Council convened at the Mayor’s Office. NAZA welcomed several new members including Kathy Floyd-Buggs, Director of Neighborhoods Department (Mayor’s Office); Brenda Haywood, Deputy Mayor of Community Engagement (Mayor’s Office), Metro Councilmember Jennifer Gamble, and Metro Councilmember Thom Druffel. NAZA presented an overview of the 20192020 year, including: • 1374 youth have benefitted directly from NAZA-funded afterschool programs. • We currently have 18 Funded Partner Organizations and 6 Affiliated Partner Organizations. • 263 attendees have participated in free professional development trainings offered by NAZA. • A 66.6% knowledge increase has been reported by NAZA training attendees. • A 92% skills increase has been reported by NAZA training attendees. Production Services • Provided A/V services throughout the building for the week of the PLA conference Studio NPL • Hosted 471 middle and high school students in Studio NPL workshops at Main through daily programming and fieldtrips • Presented a session on informal learning environments for a Research Symposium • Welcomed 1,470 librarians from the PLA conference in tours of Studio NPL as well as youth-led media and robotics workshops.
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March 2020 Online: Elyse, Michael, Anna, Mary Rose, Stephanie, Brian, Niq, Elizabeth Roth, Megan, Casey, Liz Atack, Marian, Kate Updates from the team: Production Services/Michael: Working on quality control for future programming. Creating a document for staff on dos and don’ts when filming from home. Working on census video which should go out soon. Had to edit due to library closures. Also working with Mollie on NAZA video project. NAZA/Anna: With school closures through end of April, we’re working out what to do for sites that have already paid and we want to know what that will look like. Congress just passed some tax relief and refunds. Sending out a survey to determine what sites are open virtually. What is the current capacity of the sites? Funders are asking about summer programs, but everyone is unsure what this looks like at this moment. (Elyse understands that some grant funders are moving funds from programs to operational funds. Ask NPLF with questions. Email Susan and Kent and let them know if any funding is being moved.). NAZA staff is working on providing professional development opportunities . System-wide Programming/Mary Rose: Trying to hang on to the 72 programs for June and July and putting them into Bedework. Learning more about spreadsheets and databases to see if there’s an easier way to handle all of the data next year. In contact with Nashville Reads partners about the postponement. Fielding inquiries from partners about doing programs virtually instead of in person. AECI/Megan: The Summit was cancelled, but working with funders/partners to provide updates. Some of the partners were impacted by the tornado and it has resulted in reduced access to online learning resources. Survey is going out to partners to see who has capacity to offer online services and learning Adult Literacy: Surveying partners. Amber and Natalie joined the team recently and they’ve been onboarding and learning. Natalie’s background will lend itself to online offerings. They’ll share their online best practices with the team when they are ready. Casey is a taking a new job and she’s in Chattanooga for Digital Inclusion work. Limitless Libraries/Stephanie: Limitless Libraries has been communicating with school librarians to let them know that NPL’s online resources are still available. There’s a team meeting tomorrow about year-end spending and to discuss where to send materials. The Battle of the Books is scheduled for 5/15, but it may be cancelled. Continuing to look at innovative ways to program. MNPS is handing out food to families daily, and LL is looking into possibly getting materials to families that way. Stephanie is working with a publisher and may be rolling out online learning materials (audio and digital books). What will Summer reading look like if NPL 25 | P a g e
is not open? Limitless plans on posting resources on the LL blog for age-appropriate reading. LL will explore using remaining dollars to purchase E-content. Will work with Noel. Wishing Chair Productions/Brian: Worked on a story time video. Went to library to pick up some puppets. Will explore weekly programming. Working with Michael to help folks best use what they have to create quality programming. Be Well@ NPL/Elizabeth Roth: Trying to find ways to engage programmers and bloggers and possibly pay them. Small World Yoga is going to create online content for NPL, including family yoga! Videos will be added to NPL’s website soon. Looking in to taking Smoking Cessation classes online as well as stress management programming and nutritional / healthy & affordable eating programs. Studio NPL/Niq: School field trips for 7th graders: about ½ needed to be cancelled. Resources have been emailed out. StudioNPL team has been working on YouTube videos for hour-long workshops and teasers/intros for their field trips. They have access to OBS, a free broadcast software to use for workshops and engage people in online learning. We also have tripods and other production equipment available if anyone wants to use them for online programming. Printable face shields are available. They’re waiting to hear back from Susan about how the 3D printer could be used to print needed supplies. There’s about 5-6 3D printers ready to go if needed. Niq will reach out to Susan directly about this. Rebecca is creating funny, informational videos from home and they’ll be shared soon. Monica is working on presentations. BBTL/Liz Atack: Staff has been checking in with sites that were supposed to have programs in March and April. (Survey being sent to partners ). Even if we open reopen soon, we’re not sure that daycare centers would be ready to welcome visitors right away. Not many have Wi-Fi. Marie and Susan are in contact with agencies to determine needs and find creative solutions. Bret is working to reschedule cancelled Puppet Truck visits to August. Susan is trying to figure out if teacher trainings through Zoom would be helpful. Liz did a webinar for Lipscomb and there were 28 participants from across the state. Met with Alignment Summer Reading partners team and we’re working on getting permissions for students’ reading info. Klem-Marie is working on Facebook content for parents (1-2 minute teaching videos in English and Spanish). Digital Inclusion: We’re pushing out resources and information to former class participants like online tutorials for completing the Census, basic digital literacy learning videos, and information about staying safe online. Cheryl has volunteered to work at the Fairgrounds. She’s been working with MDHA to send them resources. Marian has also been working with the State Library and getting them online resources for them to share. Kate: Documenting all E&L meetings, working with Elyse to structure programming meeting and how to schedule moving forward with google-doc. Coordinating and pushing out division messaging. Assisting with increasing online meeting scheduling.
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Elyse: Working on NPLF budget requests and reductions. Getting staff to communicate, in more detail, all that they are doing and sending to Shawn to share with donors. Will also share with Kent and Andrea F. Working with MNPS re: summer challenge effort in coordination with school bus food drop-offs. Preparing a summer challenge survey. Participating in weekly calls with Alignment Operating Board to fill community needs. Working with United Way committee to develop process/procedures for money granting and allocation. Working to set up a programming committee, internally, in order to explore criteria for quality at-home filming and a schedule that can be accessed on our website with a link to YouTube. Programming can be staff (children’s story time and/or book clubs, paid partners who can provide needed programs, use of existing content like Salons, etc. Meeting with staff weekly to make sure they have what they need and working together to innovate – much of what we develop now, could continue even after buildings are open.
MAIN REPORT February 2020 •
PLA Conference: Around 7,000 extra people visited and toured the Main Library during PLA Conference and were amazed by what they saw. We received plenty of positive comments: o “I love how intentional y’all were with all your spaces!” o “You guys are so lucky to work here; this place is amazing!” o “You’ve been so helpful and welcoming!” o “This place is so clean! Do you always keep it like this?” o “I can’t believe how much you do with so little funding.”
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Grand Reading Room shift: Many staff have planned and pitched in to help with a major shifting project in the Grand Reading Room. All materials were shifted and new signage was created to help make the room more navigable.
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CRCS Programming: Civil Rights and Civil Society programmers took their program to Charlottesville, VA for a 5-day whirlwind equity series.
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Saints or Monsters: The new exhibit “Saints or Monsters” opened in the Courtyard Gallery. Groups of donors to the Votes for Women room and a group of Metro Councilwomen who came to the library to sign a resolution honoring African American Suffragists in Nashville and to tour the future Votes for Women space and exhibit.
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Literacy for Deaf Children: Library staff assisted several parents of deaf children who have concerns about their children’s access to language and literacy by connecting the parents and responsible public officials so they could discuss their concerns.
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March 2020 Building Closures On the day that it was announced that NPL would close to help prevent COVID-19 spread, Main experience a heavy influx of people checking out materials before doors were shut. With a limit of 100 items, people could stock up to help get them through. Even though our physical spaces are shuttered, staff are finding ways to reach our patrons with online storytimes and programming, blogs, and podcasts. Staff are also answering customers questions through our website, registering people for library cards online and introducing them to NPL’s e-content collections. During the time at home, staff are taking online trainings, reading materials to help support programming and services, and brainstorming and preparing future projects. Talking Library Even though the library buildings closed the Talking Library is “on the air” with some current local content. Thanks go to our incredible volunteers who agreed to use their home recording studio to record “The Tennessean” every weekday morning. Yet another volunteer is reading the “Nashville Scene” on a weekly basis that we are able to air. These volunteers have gone well above and beyond their ongoing volunteer commitment to provide access to programming for Talking Library listeners, they would otherwise not be able to receive. Early Literacy and Deafness Sandy presented at the national Early Hearing Detection and Intervention (EHDI) Conference about the Library Services for the Deaf & Hard of Hearing program focusing on how early intervention providers, working with children with hearing loss 0-3 years of age, can utilize their local public libraries as a resource for deaf children to access language and literacy. Fandom Fest The Teens division was gearing up for Fandom Fest programming throughout March. Due to the tornadoes and COVID-19, they were only able to provide a couple of the planned programs including zine-making, displays, and a party at Green Hills. The team is planning to continue the programming when the library reopens.
MARKETING AND COMMUNICATIONS REPORT February 2020 Votes For Women For the first time in its history, Nashville’s Metro Council is half female. The Council’s Women’s Caucus visited the Main Library to get a preview of the permanent exhibit space and sign a resolution honoring African American suffragists. Meanwhile, we opened the “Saints or Monsters” exhibit of 19th Amendment political cartoons at the Main Library. 28 | P a g e
Results: Web: Socials: Email marketing: Earned media:
364 pageviews (blog) + 201 views (library homepage) 8,166 reach 3,907 reach + 1,457 opens + 293 click-throughs Nashville Scene – Critics’ Pick (Saints or Monsters) News 5 StyleBlueprint WXNA Radio
Nashville Reads Promotions to let Nashvillians know about community art opportunities through Nashville Reads 2020. Results: Web: 4,817 visits (nashvillereads.org) Socials: 13,339 reach Email marketing: 3,770 reach + 1,112 opens + 77 click-throughs BONUS:
We reached a total of 10,666 pageviews in February for NPL’s blog – that’s double what it was in February 2019.
BONUS:
Additional earned media: Tennessean covered NPL’s Freshstart smoking cessation classes Tennessean covered NPL’s Community Counts partnership with Country Music Hall of Fame Tennessean covered Nashville Reads Tennessean covered NPL’s Black History Month programs NPL featured in Publisher’s Weekly February issue News 4 covered NPL’s annual LEGO contest
• • • • • •
March 2020 Get & Give Help: Tornado Recovery Results: Web: 877 hits Socials: 34,584 total reach Email: 184,550 reach + 48,316 opens + 1,799 clicks
A Source for Trusted Information - Coronavirus Resources Results: Web: 5,423 hits Socials: 23,715 total reach
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We're Still Here For You - Coronavirus Closure News Results: Web: 7,804 hits Socials: 55,165 total reach Email: 184,142 total reach + 203,837 total opens + 8,712 total clicks News media: News 2, News 4, News 5, Fox 17, WPLN, Tennessean, Nashville Post, The NEWS
Votes for Women: The Story Continues Results: Web: 825 hits Socials: 22,299 total reach Email: 6,288 individual touchpoints + 2,508 total opens + 413 total clicks News media: Family Vacation Critic, News 5, Nashville Scene
Bonus News Media: Lightning 100 feature on library's spring break offerings
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Old Business – April 21, 2020 Nashville Public Library Nashville Public Library Board April 21, 2020 Resolution Title: Interlibrary Loan Policy History/Background/Discussion: Nashville Public Library has provided interlibrary loan (ILL) services (the practice of borrowing and lending of library materials with other libraries) for many years but has never established a written ILL policy. ILL staff have had to make some decisions in the past without written guidelines, and an official policy will establish much needed structure, guidance, and allow for consistent application of ILL rules. The Materials Management Committee, who created this document, have talked with ILL staff and examined ILL Policies from around the country to craft a document that will meet the needs of NPL staff and library users nation-wide. Recommendation: The Board approves the proposed Interlibrary Loan Policy Draftor(s): Materials Management Committee, Noel Rutherford, Chair Person(s) Responsible for Implementation: Noel Rutherford, Material Services Manager and the staff of the Interlibrary Loan Office.
RESOLUTION 2020-04.01 Interlibrary Loan Policy WHEREAS, a written Interlibrary Loan policy will provide consistent guidance and structure in the practice of lending and borrowing materials, a newly created ILL policy is presented for board approval.
NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees to adopt the interlibrary loan policy as presented effective upon adoption.
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Nashville Public Library Departmental Policies
Interlibrary Loan Policy
Policy Information Approved Date: Effective Date: Keywords:
PENDING April 21, 2020 Interlibrary loan, ILL
Policy
Purpose of Policy When resources are not in Nashville Public Library’s (NPL) collection, Interlibrary Loan (ILL) is the process used to request and obtain material from other libraries to satisfy our customer’s information needs. This process is reciprocal and NPL therefore lends its material to other libraries. The ILL policy is intended to provide structure and guidance in this practice of borrowing and lending materials which meet the interests and needs of library users nation-wide.
Borrowing Customers with a valid NPL card in good standing are eligible for interlibrary loan services. ILL requests cannot be filled with a Non-resident card, Welcome/Courtesy card, or Online Access Only card. No age restrictions apply; children as well as adults can request materials. NPL’s existing user privacy policy applies also to ILL requests. Due to volume of requests, customers are restricted to five (5) requests at a time and may not request the same title more than twice in a twelve-month period. Lending libraries may charge fees to the customer. Customers may request to borrow: • Physical books • Photocopies of magazine articles and microfilm • A title owned by NPL that is in Lost status. • A large type format of a title owned only in regular print Books published within the current year, rare books, genealogy, reference, bestsellers, and inexpensive paperbacks may be requested but are often not available through ILL. Customers may not request to borrow: •
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• •
Audio-visual materials (DVDs, CDs, audiobooks) Digital material
Most requests are handled within 24 hours (excluding weekends and holidays). Most materials will take an average of 10 to 14 business days to arrive. The loan period for the item is determined by the lending library. The lending library also determines whether an item can be renewed and for how long. Return postage is the responsibility of the borrowing library. NPL does not pass these charges on to the customer but expects customers to use the service responsibly. NPL will decline to process requests if the shipping charges exceed $20. NPL reserves the right to suspend ILL account privileges for up to six (6) months if: • customers fail to pick up three separate ILL requests within a twelve-month period • customers acquire three or more billed ILL items within a twelve-month period • once an account has been turned over to a collection agency
According to American Library Association’s (ALA) Interlibrary Loan Code, the borrowing library is responsible for material from the time it leaves the lending library until it is back on the shelves at the lending library. If an NPL customer loses or damages the material, the customer will have to pay for the material including any additional fees imposed by the lending library. Replacements for lost or damaged ILL material cannot be accepted. NPL will not refund payments for lost ILL books. If a customer later locates a lost ILL item and NPL has already sent payment to the lending library, the customer may keep the item. The customer is still responsible for any fees associated with the item, which will remain on the customer’s account until paid. All requests for photocopies must comply with federal copyright law. NPL tracks the number of requests per journal title to ensure that copyright laws are observed.
Lending NPL lends materials to other libraries according to the ALA’s Interlibrary Loan Code. We are a free lender. The checkout period for ILL materials is six (6) weeks with no renewals allowed. ILL materials are subject to recall at the discretion of NPL. NPL lends the following materials: • •
Books – except items published within the last 6 months Photocopies of magazine articles, sections of reference books and microfilm
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Nashville Public Library does not lend the following types of materials: • • • •
Non-circulating reference material Full magazines or reels of microfilm Audio-visual material (DVDs, CDs, Audiobooks) Digital material (e-books and e-audiobooks)
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Old Business – April 21, 2020 Nashville Public Library Nashville Public Library Board April 21, 2020
Resolution Title: Healthy Workplace Policy History/Background/Discussion: The Wellness Works Committee is responsible for regularly reviewing and updating the NPL Healthy Workplace Policy. The previous Healthy Workplace Policy was approved by the Library Board March 15, 2016. The policy was refined to design an attainable program to encourage participation. Recommendation: The Board approves the proposed changes to the Healthy Workplace Policy. Draftor(s): Wellness Works Committee Person(s) Responsible for Implementation: Library management, Wellness Works Committee RESOLUTION 2020-04.02 Healthy Workplace Policy WHEREAS, Nashville Public Library is concerned about the health of our employees, and WHEREAS, Nashville Public Library regularly reviews policies and procedures to assist in the efficient and affective application of policies, and WHEREAS, the Nashville Public Library Wellness Works Committee has reviewed the Healthy Workplace Policy and has determined the need to update and streamline the policy, NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees to adopt the revised Healthy Workplace Policy.
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Nashville Public Library Departmental Policies
Healthy Workplace Policy
Policy Information
Approved Date: Effective Date: Keywords:
DRAFT April 21, 2020 Health, wellness, fitness, exercise, lactation, smoking, water, tobacco, transportation, healthy, workplace
Policy
Nashville Public Library (NPL) believes that our employees are our most valued assets. NPL is committed to maintaining a safe and healthy work environment. The individual health practices of NPL employees impacts the organization just as the organization impacts their health. Therefore, NPL seeks to enhance the health of employees, create a positive work environment, and enable all employees to develop to their fullest potential. This fosters a healthy workplace culture with improved morale, increase productivity, and enhanced, work-life balance for all. Goals and Objectives NPL will enhance workplace health and well-being by: • Establishing and supporting a healthy workplace committee. The committee will: o Develop a plan for wellness initiatives to address employee needs. o Consult with employees to ensure workplace health and wellbeing strategies meet the needs of the workforce. o Support employee participation in health and wellbeing activities. o Support employees to adopt and maintain healthy behaviors and decrease unhealthy behaviors. • Encouraging employees to be physically active during the workday when appropriate. • Supporting access to healthy food and beverage choices in the workplace. • Ensuring that water is available at all internal or external meetings or events.
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•
•
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Providing lactation support to employees who are breastfeeding by meeting the following criteria (per the Patient Protection and Affordable Care Act, known as the Affordable Care Act): o Allow reasonable break time for an employee to express milk as needed for the nursing child up to one (1) year after the child’s birth. o Permit breastfeeding employees flexible scheduling for expressing milk. As the time of the breaks – as well as the duration and location – may vary, the supervisor and employee will agree upon a plan. o Provide a place, other than a bathroom, that is shielded from view and free from intrusion from coworkers and the public, which may be used by an employee to express milk. Prohibiting all employees, contractors and visitors from using tobacco at NPL or in any Metro owned vehicle. o Prohibited use of tobacco includes, but is not limited to, smoking (e.g. cigarettes, e-cigarettes, pipes, hookah, etc.) and/or using smokeless tobacco (e.g. snuff, chew, gutka, jarda, betel quid, etc.). o Smoking or tobacco use shall be permitted only in designated areas away from building entrances and ventilation systems. Supporting and providing opportunities for and access to active and alternative transportation.
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