NASHVILLE PUBLIC LIBRARY Board of Trustees Meeting August 15, 2017
Nashville Public Library Board of Trustees Agenda August 15, 2017 Green Hills Branch Library 3701 Benham Ave Meeting Room – 12:00 noon
I.
Call to order / Roll Call
II.
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.
Introduce Visitors
IV.
Public Comment
V.
Board Chair Comments – Keith Simmons, Chair
VI.
Approval of Minutes: June 20, 2017……………………………………………………………..…………………. pgs. 1 – 3
VII.
Library Director Report a. Library Director, Kent Oliver
VIII.
Staff Reports a. NPLF Update, Shawn Bakker b. Madison Renovation, Larry Price
IX.
Old Business a. Review Strategic Plan Draft, Kent Oliver
X.
Adjournment
Next Board of Trustees Meeting 12:00 noon – September 19, 2017 Green Hills Branch Library – Meeting Room 3701 Benham Ave Nashville TN 37215
NASHVILLE PUBLIC LIBRARY A City with a Great Library is a Great City ® LIBRARY BOARD MINUTES May 16, 2017 12:00 p.m. Green Hills Branch Library, 3701 Benham Ave, Nashville, TN 37215 Members Present:
Keith Simmons, Lucy Haynes, Robert Oermann, Joyce Searcy, Katy Varney and Francie Hunt
Members Absent:
Sepi Khansari
Library Staff:
Kent Oliver, Susan Drye, Jena Schmid, Elyse Adler, Felicia Wilson, Andrea Fanta, Terri Thomas and Beth Deeb
Also Present:
Mark Murray, Metro Department of Law attorney
I.
Call to Order / Roll Call Keith Simmons called the meeting to order at 12:00 p.m.
II.
Metro Ordinance required to be announced at all Board Meetings “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: May 16, 2017 Robert Oermann moved for approval of the minutes from the May meeting; the motion was seconded by Katy Varney and passed unanimously. IV. Library Director Report—Kent Oliver, Library Director The data for FY1617 is looking good; full fiscal year numbers will be reported at next month’s Board meeting, after the year-end. V.
Staff Reports a. Budget Update—Kent Oliver The Council will be approving the budget tonight; the capital spending plan has already been approved. The Library does not anticipate getting additional money for materials funding through the 4% budget, but we have some funds that we can carry over from this fiscal year. We are aiming for $3 million per year for materials funding, but thus far have not been able to reach that goal. The Council tabled a resolution to give 35 spots in the library lot to a private company; Mr. Oliver is still talking to Rich Riebeling about getting more spots for library staff. There will be 368 new spaces once the renovation is complete. 1|Page
b. Library of the Year—Kent Oliver NPL won the 2017 Gale/Library Journal Library of the Year award, after being an honorable mention two years ago (when the Ferguson Public Library won). The award includes a $10,000 prize, which will go to NPLF. Andrea Fanta was the lead on this project, and submitted a 41-page document. There was a social media blitz as well as a Tennessean story. Twenty NPL staff will be attending the awards ceremony in Chicago this weekend as part of ALA. We are also planning a party for all staff in early August. We are working on a Library of the Year marketing plan including banners, billboards, State/local proclamations, etc. Mr. Oliver appeared on WSM, and there will also be an NPR story (local, possibly national). This year’s submission did not differ drastically from when we received honorable mention, although there was a greater focus on our literacy and civil rights programming, as well as a section on our Nashville Reads with John Lewis. Mr. Simmons thanked Ms. Fanta and the entire library staff on behalf of the Board. He also wondered how many libraries had won both the IMLS award and the Library of the Year award.
VI. New Business a. Strategic Plan—Cissy Mynatt Ms. Mynatt explained that the current strategic plan committee includes a lot of front-line staff and middle managers, who have been working on the plan for about six months. Input on the plan was also gathered at this spring’s Staff Day. She presented a Powerpoint about the process and where we are now. The planning encompassed four key questions: 1. 2. 3. 4.
What is our current position? What is our vision of success? How will we achieve our vision? How do we track and communicate our progress?
These questions will be addressed by “the Balanced Scorecard,” a framework to help organizations translate strategy into operational objectives that drive performance. Ms. Mynatt showed an example of a scorecard, which includes the strategy, how success in achieving the strategy will be tracked, the target goals, and the key actions required to achieve those goals. She then showed the draft NPL Strategy Map, and explained that each strategy will have its own scorecard. This allows greater flexibility than our last strategic plan, because the targets can be changed/re-prioritized from year to year. She also noted that when finalized, the Strategy Map will be translated into an infographic that anyone can use to visually explain the Library’s plan. Mr. Oermann observed that branding NPL as a valued community resource is probably our greatest weakness, since many Nashvillians still are not aware of all the programs and services that we offer. Ms. Varney suggested that we advertise through the Nashville Convention and Visitors Corporation and ask to be included in the Nashville Chamber’s educational report card, and Mr. Oliver noted that we had just presented our educational services to the Chamber yesterday. Ms. Varney also wondered how we are going to balance building new facilities with increasing our outreach activities, since there is a finite amount of funding. Mr. Oliver noted that patrons want both, but reminded the Board that most of our outreach is funded through NPLF, and that funding may decrease this year. 2|Page
The Board brainstormed two additional ways to increase access: Ms. Varney suggested a “Food for Thought” bookmobile that would follow local food trucks, and Ms. Haynes suggested having holds delivered directly to patrons’ homes. Mr. Oliver asked the Board to please give him any other input on the plan. After the strategic plan committee refines the wording on the Strategy Map, the Board may also be asked to help develop the scorecards for each strategy. VII. Other Business a. Country Music Hall of Fame Community Counts Passport—Elyse Adler Ms. Adler reported that on July 6, the Hall will be making a major public announcement that all Davidson County students under 18 will now receive free admission, and that the Library will have Passports available for checkout that offer free admission for two Davidson County adults. We plan to use this program as a pilot for similar potential programs with the Frist, Cheekwood, and other cultural institutions in the city. b. ILS Conversion—Kent Oliver Mr. Oliver reminded the Board that the Library will be closed July 2-4 for the conversion to the joint ILS with Metro Schools. This system will look different to staff, but the patron interface will remain the same. VIII. Adjournment The meeting adjourned at 1:20 p.m.
Next Board Meeting— 12:00 p.m., July 18, 2017 Green Hills Branch Library 3701 Benham Ave, Nashville, TN 37215
Respectfully submitted by Beth Deeb
3|Page
Statistical Summary – August 15, 2017 Nashville Public Library
EMEDIA CIRC COMPARISON - FY
CIRCULATION COMPARISON - FY eMedia
Juv Bks
Ad Bks
Ad AV
Juv AV
eMusic
Equip Equip, 0.4%
Equip, 0.4%
eBooks
eAudiobooks
eMagazines
eVideos
eVideos, 2%
eVideos, 2% eMagazines, 3%
eMagazines, 3%
eAudiobooks, 19%
eAudiobooks, 25%
Juv AV, 4% Ad AV, 18%
Juv AV, 5% Ad AV, 17%
Ad Bks, 24%
Ad Bks, 23%
Juv Bks, 24%
Juv Bks, 24%
eMedia, 29%
eMedia, 31%
eMusic, 39%
FY1516
FY1617
FY1516
eBooks, 37%
eBooks, 40%
5-Year Total Circulation - FY 6,000,000 5,133,351
5,000,000
4,368,494
5,371,115
eMusic, 30% FY1617
5-Year Total eMedia Circulation - FY 5,430,309
1,691,028
1,800,000
1,578,447
1,600,000
4,663,347
1,322,666
1,400,000
4,000,000
1,200,000
915,317
1,000,000
3,000,000
800,000 2,000,000
569,142
600,000 400,000
1,000,000
200,000 0
0 FY1213
FY1314
FY1415
FY1516
FY1617
FY1213
FY1314
4|Page
FY1415
FY1516
FY1617
Statistical Summary – August 15, 2017 Nashville Public Library
5-Year Visits - FY 3,800,000 3,697,063 3,700,000
3,615,302
3,600,000
3,501,710 3,500,000
3,444,250
3,400,000
3,338,942
3,300,000 3,200,000 3,100,000 FY1213
FY1314
FY1415
FY1516
FY1617
5-Year Hours Open - FY 52,000
50467
50,000 48,000
46,586 45,682
46,000
44,753
43,879 44,000 42,000 40,000 FY1213
FY1314
FY1415
FY1516
5|Page
FY1617
Statistical Summary – August 15, 2017 Nashville Public Library
PROGRAM COMPARISON - FY Adult Programs
Teen Programs
ATTENDANCE COMPARISON - FY Adult Programs
Juvenile Programs
Juvenile Programs, 41%
Juvenile Programs, 45%
Teen Programs, 27%
Teen Programs, 30% Adult Programs, 26%
Adult Programs, 32%
FY1516
FY1617
14,120
14,000 11,783
Juvenile Programs, 69%
Teen Programs, 12% Adult Programs, 23%
Teen Programs, 13% Adult Programs, 19%
FY1516
FY1617
400,000
359,827 333,211
300,000
291,405
302,133
FY1213
FY1314
345,642
9,933
10,000 8,000
Juvenile Programs, 65%
350,000
12,000
Juvenile Programs
5-Year Total Program Attendance - FY
5-Year Total Programs - FY 16,000
Teen Programs
7,383
250,000
8,195
200,000
6,000
150,000
4,000
100,000
2,000
50,000 0
0 FY1213
FY1314
FY1415
FY1516
FY1617
6|Page
FY1415
FY1516
FY1617
Statistical Summary – August 15, 2017 Nashville Public Library
Jun-17 Circulation 37,086 6,549 9,779 5,602 3,531 35,670 15,666 47,714 2,177 333 28,749 9,256 2,555 12,799 48,650 2,888 3,918 1,464 11,903 20,824 8,354 1,256 150,686 1 467,410
Circulation Bellevue Bordeaux Donelson East Edgehill Edmondson Pike Goodlettsville Green Hills Hadley Park Hearing Impaired Hermitage Inglewood Looby Madison Main North Old Hickory Pruitt Richland Park Southeast Thompson Lane Watkins Park Downloadable Talking Library NPL Total
Visits Bellevue Bordeaux Donelson East Edgehill Edmondson Pike Goodlettsville Green Hills Hadley Park Hermitage Inglewood Looby Madison Main North Old Hickory Pruitt Richland Park Southeast Thompson Lane Watkins Park NPL Total
Month Jun-17 Jun-16 % of Total Circulation 7.93% 41,738 1.40% 7,358 2.09% 10,424 2.09% 6,301 0.76% 3,570 7.63% 39,522 3.35% 16,205 10.21% 52,755 0.47% 2,501 0.07% 368 6.15% 31,991 1.98% 9,141 0.55% 3,567 0.55% 15,281 10.41% 56,587 0.62% 2,833 0.84% 4,378 0.31% 1,689 2.55% 11,072 4.46% 25,256 1.79% 9,521 0.27% 48 32.24% 137,012 0.0002% 0 489,118
Jun-17 Visits 22,303 9,332 13,103 11,993 4,278 23,281 9,524 21,366 3,732 18,278 14,532 7,177 18,286 53,821 8,990 2,900 7,978 22,871 16,780 15,710 2,908 309,143
Cardholders New Registrations
Jun-16 Visits 18,806 10,268 11,782 16,105 5,603 22,303 7,352 22,293 4,649 18,934 10,697 9,880 25,500 73,054 9,558 3,377 6,617 16,182 19,633 7,383 0 319,976
% Change 2017-2016 -11.15% -10.99% -6.19% -11.09% -1.09% -9.75% -3.33% -9.56% -12.95% -9.51% -10.13% 1.26% -28.37% -16.24% -14.03% 1.94% -10.51% -13.32% 7.51% -17.55% -12.26% 2516.67% 9.98% N/A -4.44%
% Change 2017-2016 18.60% -9.12% 11.21% -25.53% -23.65% 4.39% 29.54% -4.16% -19.72% -3.46% 35.85% -27.36% -28.29% -26.33% -5.94% -14.12% 20.57% 41.34% -14.53% 112.79% N/A -3.39%
Jun-17 3,356
Jun-17 Year-to-Date 427,956 77,817 118,482 69,749 42,518 402,123 177,525 540,738 27,851 4,108 323,549 108,404 38,123 154,699 631,380 35,712 49,365 21,174 129,942 249,932 94,225 13,871 1,691,028 39 5,430,310
Jun-17 Circ / Visit 1.66 0.70 N/A 0.47 0.83 1.53 1.64 2.23 0.58 1.57 0.64 0.36 0.70 0.91 0.32 1.35 0.18 0.52 1.24 0.53 0.43 1.02
Jun-17 Year-to-Date 67,107
Fiscal Year-to-Date Jun-16 Year-to-Date 458,418 57,311 127,962 75,915 45,856 204,878 186,088 593,188 34,374 5,390 350,517 115,834 48,377 182,889 594,300 41,578 55,522 22,918 132,497 324,895 123,312 10,606 1,578,447 43 5,371,115
Jun-16 Circ / Visit 2.22 0.72 0.88 0.39 0.64 1.77 2.20 2.37 0.54 1.69 0.85 0.36 0.60 0.78 0.30 1.30 0.26 0.68 1.29 1.29 N/A 1.10
% Change 2017-2016 -6.65% 35.78% -7.41% -8.12% -7.28% 96.27% -4.60% -8.84% -18.98% -23.78% -7.69% -6.41% -21.20% -15.41% 6.24% -14.11% -11.09% -7.61% -1.93% -23.07% -23.59% 30.78% 7.13% -9.30% 1.10%
% Change 2017-2016 -25.08% -2.07% N/A 19.39% 29.54% -13.54% -25.37% -5.63% 8.43% -6.91% -25.46% -1.39% 16.80% 16.74% 8.38% 4.21% -28.11% -23.94% -3.53% -58.76% N/A -6.90%
Active Patron Cards 329,521
7|Page
Statistical Summary – August 15, 2017 Nashville Public Library
Jun-17 Hours Open 250 250 238 164 164 250 238 250 164 250 238 164 240 222 164 164 164 238 250 238 136 4,436
Hours Open Bellevue Bordeaux Donelson East Edgehill Edmondson Pike Goodlettsville Green Hills Hadley Park Hermitage Inglewood Looby Madison Main North Old Hickory Pruitt Richland Park Southeast Thompson Lane Watkins Park NPL Total
Programming Adult Programs Teen Programs Children's Programs Total Programs Adult Attendance Teen Attendance Children's Attendance Total Attendance
Public Computer Use Total On SiteComputer Use Total Wireless Use
Website Visits Webserver
Jun-16 Hours Open 252 252 172 172 172 252 172 252 172 252 157 172 252 246.5 172 172 172 172 252 172 0 4,060
Jun-17 Circ / Hour 148.34 26.20 41.09 34.16 21.53 142.68 65.82 190.86 13.27 115.00 38.89 15.58 53.33 220.64 17.61 23.89 8.93 50.01 83.30 35.10 9.24 105.37
Jun-16 Circ / Hour 165.63 29.20 60.60 36.63 20.76 156.83 94.22 209.35 14.54 126.95 58.22 20.74 60.64 231.05 16.47 25.45 9.82 64.37 100.22 55.35 N/A 120.49
397 309 615 1,321
339 358 604 1,301
% Change 2017-2016 17.11% -13.69% 1.82% 1.54%
3,903 3,369 25,521 32,793
26,119 4,043 39,075 69,237
-85.06% -16.67% -34.69% -52.64%
Jun-17 55,708 52,819
Jun-16 59,187 60,687
% Change 2017-2016 -5.88% -12.96%
Jun-17 479,149
Jun-16 676,986
% Change 2017-2016 -29.22%
Jun-17
Jun-16
% Change 2017-2016 -10% -10% -32% -7% 4% -9% -30% -9% -9% -9% -33% -25% -12% -5% 7% -6% -9% -22% -17% -37% N/A -13%
8|Page
Financial Overview – August 15, 2017 Nashville Public Library Metro Government of Nashville Monthly Budget Accountability Report As of July 31, 2017 Public Library GSD-General - Operating PY Budget PY Actuals PY% Prior Year Thru Thru Thru Budget Current Mo. Current Mo. Current Mo.
Prior YTD Variance
Current Annual Budget
CY Budget Actuals YTD % Thru Current Mo. Thru Thru YTD Current Mo. Actuals Current Mo. Current Mo. Variance
Variance Explanation
EXPENSES: Salaries:
Regular Pay
13,974,200
1,164,517
1,318,125
113.2%
35,300
2,942
5,557
188.9%
1,257,300
104,775
217,258
15,266,800
1,272,234
Fringes
5,510,400
Other Expenses: Utilities Professional & Purchased Services
1,643,100 2,526,400
Overtime
All Other Salary Codes
Total Salaries
1,170,417
948,636
948,636
35,300
2,942
6,461
6,461
219.6%
-3,519
207.4%
-112,483 1,257,300
104,775
193,295
193,295
184.5%
-88,520
1,540,940
121.1%
-268,706 15,826,200
1,278,134
1,148,392
1,148,392
459,200
648,553
141.2%
-189,353 5,638,100
461,633
465,289
465,289
136,925 210,533
16,756 22,408
12.2% 10.6%
120,169 1,643,100 188,125 2,748,100
136,925 229,008
3,472 33,462
3,472 33,462
Travel, Tuition & Dues Communications
62,700 598,400
5,225 49,867
5,623 -136,687
Repairs & Maintenance Services
493,100
41,092
1,785,900 2,196,400
Internal Service Fees All Other Expenses
TOTAL EXPENSES PROGRAM REVENUE: Charges, Commissions & Fees Other Governments & Agencies Federal Direct Fed Through State Pass-Through Fed Through Other Pass-Through State Direct Other Government & Agencies Subtotal Other Governments & Agencies Other Program Revenue TOTAL PROGRAM REVENUE NON-PROGRAM REVENUE: Property Taxes Local Option Sales Tax Other Tax, Licences & Permits Fines, Forfeits & Penalties Compensation from Property TOTAL NON-PROGRAM REVENUE Transfers From Other Funds & Units TOTAL REVENUE AND TRANSFERS SUMMARY OF POSITIONS: Total Authorized Positions - Oper Fd Total Filled Positions Total Vacant Positions
-153,608 14,533,600
-2,615
3,923 4,030
3,923 4,030
81.1% 221,781
89.8% 129,742
100.8%
LIB is at 81.1% thru JUL. Vacancies are being filled as quickly as possible. However, NPL will keep an eye on expenditures. LIB is over budget at 219.6% thru JUL. With staffing levels, OT is necessary at times to fulfill NPL needs especially with Maintenance and Security issues. LIB is 184.5% thru JUL. This is not unusual for this time of year after summer vacations. NPL expects this line item to even out over the FY. LIB is at 89.8% of total budgeted salaries thru JUL. With vacancies being filled, OT and vacation leave, currently NPL is on budget. However, NPL will monitor expenditures closely throughout the FY.
Fringe is at 100.8% thru JUL due to higher overall fringe costs. LIB does not have -3,656 much control over fringe costs.
2.5% 133,453 14.6% 195,546
75.1% 8.1%
Travel is currently under budget. However, monthly parking passes for Main employees are the biggest expense and we anticipate being over at the end of the FY 1,302 in this line item. 45,837 LIB is at 30.3% of budget thru JUL. W/O 4% funds for major repairs during the warmer months we are experiencing above avg repair costs. LIB will monitor 28,631 closely. Internal Service Fees have not been 149,158 posted. 125,903 Library is under budget (68.2%) for FY18 YTD. NPL will monitor ALL expenditures closely as the fiscal year progresses to 805,916 ensure we are on budget by year end.
107.6% -274.1%
-398 186,554
62,700 598,400
5,225 49,867
26,431
64.3%
14,661
493,100
41,092
12,461
12,461
30.3%
148,825 183,033
139,767 48,896
93.9% 26.7%
9,058 1,834,600 134,137 2,196,400
149,158 183,033
57,130
0 57,130
0.0% 31.2%
30,083,200
2,506,934
2,312,687
92.3%
194,247 31,040,700
2,534,075
1,728,159
1,728,159
68.2%
407,000
33,917
33,243
98.0%
674
189,200
15,767
17,579
17,579
111.5%
-1,812
0 0 0 0 0 0 0 407,000
0 0 0 0 0 0 0 33,917
0 0 0 0 0 0 0 33,243
0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 98.0%
0 0 0 0 0 0 0 674
0 0 0 0 0 0 0 189,200
0 0 0 0 0 0 0 15,767
0 0 0 0 0 0 0 17,579
0 0 0 0 0 0 0 17,579
0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 111.5%
0 0 0 0 0 0 0 -1,812
0 0 0 0 0 0
0 0 0 0 0 0
0 0 0 0 0 0
0.0% 0.0% 0.0% 0.0% 0.0% 0.0%
0 0 0 0 0 0
0 0 0 0 0 0
0 0 0 0 0 0
0 0 0 0 0 0
0 0 0 0 0 0
0.0% 0.0% 0.0% 0.0% 0.0% 0.0%
0 0 0 0 0 0
0 407,000
0 33,917
0 33,243
0.0% 98.0%
0 674
0 189,200
0 15,767
0 17,579
0 17,579
0.0% 111.5%
0 -1,812
380 351 29
SUMMARY OF VARIANCE:
9|Page
Personnel Summary – August 15, 2017 Nashville Public Library
New Hires & Resignations
June and July 2017 New Hires Name
Classification
Baeuerlin, Bethany Wells, Jacob Walker, Ashley Nakasone, Kay Cremin, Bonnie Burkhead, Amanda Rhodes, Danielle Laird, Emily
Library Manager 2 Library Associate 1 Circulation Assistant 1 Library Page Office Support Rep 2 Librarian 1 Library Page Library Associate 1
Hire Date 6/5/2017 6/5/2017 6/19/2017 6/19/2017 7/17/2017 7/17/2017 7/17/2017 7/31/2017
Location Tech Services North Edmondson Pike Goodlettsville Admin Srvs. Edmondson Pike Reference Southeast
June and July 2017 Resignations Name
Classification
Fisher, Dorothea Williams, Crishauna Johnson, Patrick Johnson, Clayton Waltenbaugh, Emily Kirkpatrick, William
Office Support Spec 1 Library Associate 1 Program Spec 1 Library Associate 1 Public Info Coord Library Page
Resignation Date 6/2/2017 6/7/2017 6/14/2017 6/16/2017 7/7/2017 7/8/2017
Location Circulation - Main Edmondson Pike Public Technology Green Hills Public Relations Green Hills
10 | P a g e
Personnel Summary – August 15, 2017 Nashville Public Library
NPL Vacancies as of 7/31/2017 = Approved to fill by OMB = Requesting permission to fill from OMB = Vacancies that have not yet been requested to fill
Division / Branch 1 2 3 4 5 6 7 9 10 11 12 13 14 15 16 17 18 21 22 23 24 25 26 27 28 29
CIRC CIRC GRN HILLS THOMP OP & MAIN-BR TECH SVCS ED PIKE SE ED PIKE GRN HILLS REF GRN HILLS INGLE REF ED PIKE MAILROOM OP & MAIN-BR ADMIN SVCS MADISON TECH SVCS PUBLIC TECH ADMIN SVCS PERFORM ART PUBLIC REL SECURITY SECURITY
Title CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CUSTODIAL SVCS ASST SUPV INFO SYSTEMS APP TECH 1 LIBRARIAN 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE MAINTENANCE & REPAIR WORKER SR MAINTENANCE & REPAIR WORKER SR OFFICE SUPPORT REP 2 OFFICE SUPPORT REP 2 OFFICE SUPPORT SPEC 2 PROGRAM SPEC 1 PROGRAM SPEC 1 PROGRAM SUPV PUBLIC INFORMATION COORDINATOR SECURITY GUARD SECURITY GUARD
Grade ST04 ST04 ST04 ST04 TS02 OR01 ST09 ST06 ST06 ST06 ST06 ST02 ST02 ST02 ST02 TG07 TG07 ST05 ST05 ST08 ST06 ST06 ST10 OR05 ST06 ST06
Name
FPS
FTE
VACANT - NEW (using D Hamilton's old pos) VACANT (G LUTHER) VACANT (E HARRINGTON) VACANT (A PALMER) VACANT (S YORK) VACANT (T CONE) VACANT (G HALL) VACANT (C WILLIAMS) VACANT (E PIPER) VACANT (C JOHNSON). VACANT (D FISHER) VACANT (W KIRKPATRICK) VACANT (R O'DENEAL) VACANT (T BIEDERMAN) VACANT (M OVALLE) VACANT (T STEVENS) VACANT (J JACKSON) VACANT (S RAYE) - pos repurposed VACANT (K LYLE) VACANT (E ROBINSON) VACANT (P JOHNSON) VACANT - NEW POSITION VACANT - NEW POSITION VACANT (E WALTENBAUGH) VACANT (B WILSON) - pos repurposed VACANT (D SPRINGER)
F P F F F F F F F F F P P P P F F F P F F P F F F F
1.00 0.49 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 0.50 0.49 0.49 0.49 1.00 1.00 1.00 0.49 1.00 1.00 0.75 1.00 1.00 1.00 1.00
11 | P a g e
Brief Area Updates – August 15, 2017 Nashville Public Library ADMINISTRATIVE SERVICES REPORT Safety/Security: June 2017 Goodlettsville Branch annual fire alarm inspection was completed on June 8 and all was in proper working condition. Mark Crowder continues to replace or repair emergency lighting and fire extinguishers that were listed on the inspection report from Protection One’s annual inspection report. Mark Crowder conducted 9 Safety & Security annual training classes; 8 at branches and 1 at Main for Archives staff. Safety & Security plans to start scheduling annual Safety & Security classes for each division at Main, which will be a refresher for current employees and also an opportunity for new employees to see what if any safety issues departments may be experiencing. Required OSHA topics that are mandatory to all employees every year are included. Covered 2 after-hour events: June 3 and June 17 (French Election). Grapeseed oil spraying for birds in the courtyard required extra security hours, starting between 7:30– 8:30 each night. Mark Crowder worked with Cintas to schedule a CPR/AED class for branch staff that have AED’s and the Safety & Security team will also complete their re-certifications at this time. Interviewed for the open Security Officer position. There were 36 Patron Incident Reports (up from 35 reports from May), including: Accident — 4 Lost Property — Alarms — 1 Mental Issue — Ambulance — 4 Suspicious Activity — Attempted Arson (BX) — 1 Theft — Child Left after Closing (BL) — 1 Vehicle Accident — Illness — 4 Vehicle Towed —
1 2 1 2 1 1
Number of suspensions by conduct violation numbers: #3 — 1 #17 — 8 #8 — 2 #18 — 1 #10 — 1 #19 — 1 #14 — 1 #21 — 2 #15 — 1 #22 — 3 #16 — 1 #23 — 1 Suspensions for June: # of patrons # of days suspended 5 30 3 90 12 365 12 | P a g e
Safety/Security: July 2017 Mark Crowder continues to replace or repair emergency lighting and fire extinguishers that were listed on the inspection report from Protection One’s annual inspection report. Mark Crowder conducted 9 Safety & Security annual training classes, including 1 at North. All branches have completed their annual Safety & Security training with the exception of Goodlettsville, Bordeaux, and Southeast. All are scheduled for August. Safety & Security plans to schedule annual Safety & Security classes for each division at Main, which will be a refresher for current employees and also an opportunity for new employees to see what if any safety issues departments may be experiencing. Required OSHA topics that are mandatory to all employees every year are included. Covered 1 after-hour event on July 24 in the Civil Rights Room. 5 CPR/AED classes are scheduled for August at branches that require this training and all of the Safety & Security staff will receive it as a refresher. Lavelle Miller was selected for the open Security Officer position, and starts on August 14. There were 28 Patron Incident Reports (down from 36 in June), including: Accident — 1 Suspicious Activity — Alarms — 2 Theft — Ambulance — 3
2 1
Number of suspensions by conduct violation numbers: #3 — 1 #15 — 1 #5 — 1 #17 — 2 #8 — 6 #19 — 3 #10 — 1 #20 — 4 #13 — 1 #21 — 1 Suspensions for July: # of patrons # of days suspended 4 30 3 90 12 365 Delivery: June 2017 Main: Received 721 incoming UPS packages; sent 42 packages UPS Ground 71 overnight packages received from FedEx, DHL, etc. Received 120 inserts of mail from the U.S. Post Office; sent 82 inserts to Metro Mail for postage. 27 special deliveries from Ikon, Supply Room, Advance Supply, Firefly, etc.
13 | P a g e
Branches: Moved 5,623 hold bins (179,736 items), 5,482 non-hold bins (175,424 items), 582 A/V bins (18,624 items) and 1,452 Circulation bins (46,464 items). Grand total of 13,139 bins moved, a total item count of 420,448 with an average of 597 bins and 19,111 items moved per day. Daily completion percentages: holds 22 of 22 days for 100% Other: Sent 300 boxes to the Southern Book Debindery for recycling. Delivery: July 2017 Main: Received 506 incoming UPS packages; sent 37 packages UPS Ground 88 overnight packages received from FedEx, DHL, etc. Received 100 inserts of mail from the U.S. States Post Office; sent 60 inserts to Metro Mail for postage. 25 special deliveries from Ikon, Supply Room, Advance Supply, Firefly, etc. Branches: Moved 5,384 hold bins (172,288 items), 5,056 non-hold bins (161,792 items), 504 A/V bins (16,128 items) and 1,392 Circulation bins (44,544 items). Grand total of 12,336 bins moved, a total item count of 394,752 with an average of 649 bins and 20,776 items moved per day. Daily completion percentages: holds 19 of 19 days for 100% Facilities Maintenance: June 2017 Work Orders: 409 completed* o *Many of the WO’s closed in June were past PM auto generated work orders that were completed by vendors, but there isn’t a system set in place for the vendors to close out their PM work orders. Many of these were HVAC monthly filter replacements at all of the library sites. Many of the open work orders were dating back to 2015, and were auto populated, completed, but never closed. Starting July 2017 there will be a more accurate account of existing CURRENT work orders open, rather than a distorted view of accurate “open” work orders. 245 open Custodial Services: Inventory was taken for all branch sites custodial supplies and material. All custodial closets meet OSHA standards. Daily Job assignments are being reviewed and updated for accuracy. Completed Projects: Bordeaux: Repaired irrigation zone 10. BMP storm water inspection. Completed boiler repairs on new gas valve and system restart Belleview: Drill existing safe lock and place new digital lock core. Donelson: Checked and repaired the HVAC system multiple times due to equipment failure. Coils cleaned to increase efficiency and keep existing equipment running until new site/new equipment purchased and installed. 14 | P a g e
East: Continuing to work with Lee Company on solution for dehumidification for air handlers. Edmondson: Replaced sprinkler nozzles and 4 broken sprinkler heads. Exterior windows cleaned. BMP storm water inspection. Circuit 1 chiller condensing fan motor repaired, coils cleaned and system inspected. Goodlettsville: BMP storm water inspection. Outside security light pole repaired. Green Hills: Caution lines on stairs painted. BMP storm water inspection. Augured waste line of Men’s public urinal. Hermitage: Repaired irrigation zone 5. Domestic back flow device rebuilt. Inglewood: Exterior windows cleaned. Floors stripped and waxed where shelving was removed. Lakewood: Replaced HVAC blower motor and flood control pump in basement. Madison: Augured clogged public Men’s restroom. Continuous HVAC repairs to ensure existing equipment runs through building construction closure. Main: Installed new 6 gallon water heater under sink retail area. Air Handler Unit and VFD’s installed on AHU 1 and 2, to increase building airflow and efficiency. Courtyard hinge door fixed and adjusted for proper pull and swing closure. 3rd floor carpet cleaned in YA, computer area, sitting area. Administrative Services carpet area cleaned. North: Exterior windows cleaned. Old Hickory: Exterior windows cleaned. Pruitt: Exterior windows cleaned. Richland Park: Repaired security post light at front entry, replaced ballast and lamp. Changed our AHU-1 compressor under warranty, replaced filter drier and recharged with refrigerant. Thompson Lane: New Trane 15 ton HVAC unit installed for children’s area.
Facilities Maintenance: July 2017 Work Orders: 293 completed 80 open Custodial Services: Inventory was taken for all branch sites custodial supplies and material. All custodial closets meet OSHA standards. Daily Job assignments are being reviewed and updated for accuracy. Main library custodial staffing positions are all officially filled, fully staffed. Completed Projects: Bordeaux: Repaired evaporator coil in AHU 1 and adjusted refrigerant levels. Fixed faulty compressor in chiller circuit 1. Rebuilt existing backflow device. Changed 5 pop up rotor heads in irrigation plan. Belleview: Installed new key box. Donelson: Replaced low voltage transformer in air handler 1. East: Replaced faulty door switch on AHU 1, adjusted fan speed to help with mold/humidity issues. Continuing to work with Lee Company on solution for dehumidification for air handlers. Edgehill: Augured toilet waste line in men’s public restroom. Windows cleaned. Edmondson: Cleared out faulty control valve and 1 sprinkler head. 15 | P a g e
Goodlettsville: Repaired broken drip line, tied last zone 4 into zone 9; sleeved piping under sidewalk. Windows cleaned Green Hills: Windows cleaned. Hermitage: Repaired irrigation zone 5. Domestic back flow device rebuilt. Carpets cleaned and chairs and benches deep cleaned. Inglewood: Performed a complete diagnostics of Geo Thermal unit for proper functionality. Worked with General Services energy grant funds to create RFP for supplemental HVAC unit to aid in cooling Inglewood library and replace old ceiling tiles and light fixtures in staff work room. Lakewood: Walked contractors through Lakewood shed for open proposal for replacing floorboards and stair treads. Replaced a few ballasts and fluorescent bulbs. Looby: Cleaned custodial and maintenance room. Madison: Augured clogged public Men’s restroom. Continuous HVAC repairs to ensure existing equipment runs through building construction closure. Main: Door tech replaced courtyard door closures and balanced. Broken panic bar at Provence was replaced. Electrical circuit for video reproduction area lighting controls was split and 2 occupancy sensors were installed to aid in employee work environment efficiency. Replaced bad irrigation valve feeding planters on Church Street. VAV’s and damper controllers were replaced throughout the conference center and administrative area. Hot water reheat valves were replaced throughout conference center. New VFD’s and breakers were installed on air handlers 1 and 2. This increases HVAC efficiency and is leading us to a more balanced building as it relates to air temperature and energy efficiency. This repair work has led to an average 2 degree building temperature decrease throughout the main library area. Additional HVAC equipment servicing and efficiency work in August will continue to positively change the temperature and comfort levels of the main library. Fire pump went bad and was replaced and rewired. Carpets cleaned in 3rd floor non-fiction area. North: Exterior windows cleaned. Old Hickory: Replaced bad indoor fan motor. Pruitt: Exterior windows cleaned. Richland Park: HVAC automated programming upgrades. Reworked entire flower beds, with new flowers and mulch, trimmed bushes and trees around library. Power washed entire front entrance. Southeast: Repaired people counter. Thompson Lane: Windows cleaned, trimmed bushes.
BRANCH SERVICES REPORT Opportunity NOW From June 5 through July 14 the 34 student interns worked Monday through Thursday at a variety of departments at Main and in 15 branches. Each Friday from 9:00 to 1:00 they had group training and reflection time with their 2 Employment Coaches and Employment Coordinator at the Looby Branch. On Friday, July 14 each intern gave a presentation on their work experience and their success in gaining 21st Century job skills. While some of the back end processes for this program were choppy during this first year of this program, the results were exciting and encouraging. The interns were terrific additions to our regular staffing. 16 | P a g e
Madison Renovation On June 19 and 20 Maureen Arndt with 720 Design conducted community input meetings regarding the Madison regional library renovation. During these two days we also held numerous internal meetings regarding the process and desired outcomes from this major project. Maureen returned on July 24 and 25 with various diagram option for the space allocations and adjacencies. By the end of the first day we had a well-designed plan for the renovation. We shared the design with Madison district council member Nancy VanReece who was excited to see everything taking shape. We are on schedule to close the building on October 1 and begin the demolition and construction phase on November 1. We expect this project to take 10 – 12 months. Safety and Security Lunch N Learns In April we launched a series of monthly Safety and Security Lunch N Learns for branch staff. The first session was a webinar through the American Library Association conducted by Dr. Steve Albrecht on Dealing with Challenging Patrons. Dr. Albrecht does and amazing job of presenting sound ways to handle patron behavior. In May Laura Hawes Schween with SRMC presented the basics of Crime Prevention Through Environmental Design. We plan to begin using these techniques with the Madison renovation. In June LaToya Townsend from the Metro Domestic Violence Center spoke about patterns of signs of domestic abuse. On August 9, Joanne Perley from the Tennessee Suicide Prevention Network will speak to staff about the three steps of suicide prevention, QPR: Question, Persuade and Refer.
COLLECTIONS AND TECHNOLOGY SERVICES REPORT Shared Systems Collections & Technology is happy to report the successful launch of NPL’s new Integrated Library System (ILS) CARL-x on Wednesday, July 5th. Collections & Technology staff continue to work on fixing glitches that impact functionality in CARL-x and CARL Connect. Migrating to a shared ILS was more complicated because NPL and MNPS have very different profile requirements for their users. CARL Connect (web based client for schools) Staff in Shared Systems worked with TLC on development for CARL Connect in preparation for the start of the school year on August 7th. Shared Systems staff have held training and Q & A sessions for teachers; coordinated testing of CARL Connect and continue to work diligently on functionality issues that could impact services. Technology The new staff intranet ink (SharePoint) was also launched on July 5th. Ink was launched early to provide staff at NPL a structured way to report CARL-x issues to Shared Systems.
17 | P a g e
Ink remains a work in progress as staff in Technology focus on configuring parent and sub directories, a news feed, documents and other features that are available using the SharePoint platform. Because Technology continues to work on ink, staff will receive updated training as needed. We attended our scheduled monthly meeting with ITS and were informed that ITS is transitioning to a dispatch model for Field Support staff. NPL currently has two support staff from ITS assigned to the library. This transition will occur in the next 90 days and we will be monitoring this change to see how it impacts NPL staff and services to library patrons. Collection Development Workflow in Cataloging/Processing and Acquisitions have been seriously impacted by the migration to CAR-x. In Millennium the receiving of materials is a separate function from “paying” an invoice. Collection Development and Shared Systems staff will work with our vendor, TLC, to find a solution to this issue. In the meantime, Acquisitions has created a temporary workaround which has created a slowdown in the payment of invoices. Web Services Web Services launched the new Limitless Libraries webpage on Monday, July 31st. Check it out at https://www.limitlesslibraries.org/. Staff also completed the new Internship Opportunities display and will focus on training for staff in Volunteer Services. Web Services will work with staff in Community Engagement & Education to implement a new ticketing system for Salon events. Web Services continues to work on various projects including the updating and maintenance of webpages and automating of the Unbound Back-of-Book listings.
COMMUNITY ENGAGEMENT AND EDUCATION REPORT Puppet Truck 54 programs presented throughout the county in June, with an audience count of 3,007; 60 programs in July to 3,307. Conducted performances for the Williamson County SACC Summer program at Edmondson Pike and Bellevue branches. Participated in Parent University at the Juvenile Justice Center and partnered with the TN Agricultural Museum’s Farm Day event. Presented Mother Goose at 9 branch locations as part of NPL’s Summer Challenge programming. Provided programming for Metro Parks’ second installment of Tales at Twilight. Wishing Chair Almost 5,000 people attended the run of String City at the Country Music Hall of Fame and Museum. NPL and NPLF were awarded the 2017 Puppeteers of America Award: Voted on by their committee members, The Puppeteers of America Award recognizes service to the art of puppetry from outside the immediate field. The award cites the nearly 80 years of puppetry at 18 | P a g e
NPL, dating back to 1938 when a young Tom Tichenor launched the program with a marionette version of Puss in Boots - to today, with Wishing Chair Productions and the puppet truck… also having a dedicated performance stage, exhibit areas and staff of puppeteers. And even further, making possible the successful Nashville International Puppet Festivals (2008, 2011, 2013, 2016). Bringing Books to Life 37 programs to 1,350. FY1617: 448 to 14,803 FY17 Loving & Learning was record-breaking with 151 parent workshops to 1,827 in attendance. Will be working on new parent-child workshop offerings for parents of older children. Hosted a college intern over the summer who developed a workshop for parents of 2nd & 3rd grade students based on Bloom’s Taxonomy and on-boarded an Opportunity Now intern who assisted with material preparation and research for upcoming puppet shows. Held parent focus groups asking questions around how to make our literacy workshops most effective for them. Takeaways include: provide parent tools to increase joyful learning experiences at home, stress management tips for children and parents, help in understanding communication from MNPS. Everyone thought that the library could help connect them with valuable resources, and also be helpful in making their child’s relationship to learning and schools more understandable. Parents loved the idea that the library wants to support them. Working on how NPL can support Grade Level Reading internally and work better with the schools. We’ll be piloting a program with the children’s services staff at the Southeast Library, in partnership with Nashville State, to expand upon their Rockstar Readers tutoring program. Liz Atack, as part of the Nashville Literacy Collaborative will take part in the Center for Nonprofit Management’s Collective Impact Catalyst and will receive professional consulting and coaching throughout the year. Adult Literacy Served 144 learners in 19 programs in June; 93 people in 11 programs in July. Provided 2 library field trips for 24 ESL learners at the Southeast Library. Our Fresh Reads collection for Adult New Readers officially launched on July 1st. Hosted an Opportunity Now youth employee and two adult literacy interns this summer. Provided weekly computer sessions at Room in the Inn and Project Return and will soon partner with MNPS EL office and Alignment Nashville’s LEAF nights. NAZA Employed and educated 411 Opportunity Now youth and 20 near peer coaches as part of NAZA’S Summer Zone Teen Explorer’s Camp. Studio Two Studio NPL patrons were hired to produce an intro for a widely-distributed podcast through the Educator Innovator Network and National Writing Project. Attended an invite-only YOUmedia Community of Practice meeting in Chicago to meet with other leaders in the National Learning Labs network sharing professional development ideas and discussing new research around post-emergent maker-spaces in libraries. Studio NPL led workshops at Overton and McGavock High Schools for the NAZA summer program. Partnered with Make Music Nashville at Overton summer academy teaching Melodica (a wind instrument with a keyboard) donated by Hohner, to 25 youth who were able to keep their instruments at the end of the workshop. 19 | P a g e
Studio Opportunity Now Interns completed a commercial for Studio NPL as well as several workshop “teasers” that Studio will use online, at outreach events, and on the Limitless Libraries website. The commercial spots were 100% written, filmed, edited by teen interns. Hosted 10 youth for a week-long music video intensive. Attended and led a workshop at the Harpeth Hall STEM summit. Studio’s TOTAL teen was the only youth in attendance and gave us the opportunity to talk about our engagement, empowerment, and work experience practices provided for young people by the library. Staff TOTAL teen, Leah, made the Official Selection for the 2017 All American High School Film Festival with her “Get Online” PSA! Created in Studio NPL as part of Digital Inclusion’s PSA contest, it will be screened October 6-8th at the AMC Empire Theaters in New York City’s Times Square. They received nearly 2,000 submissions from 50 states and 40+ countries! Be Well at NPL Promoted library yoga classes at Music City International Day of Yoga with 700 in attendance. Pruitt Library held a health fair that included blood pressure and glucose screens, smoothie demo, MPHD resources, and limbo and hula hoop games to 75 in attendance. Be Well at NPL was mentioned nationally during a “Let’s Move in Libraries” webinar. Partnered with Digital Literacy senior program at Gernert Homes and supplied ingredient bags to 40 participants to complement their lesson on finding online nutrition resources and videos. 160+ wellness programs in July. 3 branches served 575 total free lunches to youth through Second Harvest Summer feeding program. A community member who attends BX’s weekly adult coloring night enjoys it so much that she asked to be taken straight to the program from her inpatient stay at the hospital. Digital Inclusion Graduated our first class of “Senior Tech Academy” students at Gernert Studio Apartments, an MDHA property for seniors located in Edgehill. This project is a collaborative effort between NPL, MDHA, Community Foundation, Google Fiber, Everyone On and Salama Urban Ministries. The goal of the project is to inspire and empower the 180 seniors to become 21st century digital citizens. We promote the message that by taking advantage of the many powerful tools available on the Internet they can make their lives easier, find information, stay in touch with family and friends, access entertainment, and discover new places and new things. Of 39 that initially registered, we had 34 seniors complete the 8-session program. Limitless Libraries LL completed our analysis of student, educator, and librarian surveys. o 80% of student respondents reported that reading library books helped them become a better reader. o 90% of educator respondents reported that NPL’s resources enhance their instruction. Purchased Ready Rosie, a new digital resource designed to push short videos to parents that demonstrate ways for parents to incorporate basic literacy and math skills into their everyday lives. Partnered with MNPS EL office to host a Family Night at the Southeast branch for over 75 people (30 of whom got new library cards). Limitless Libraries was named a finalist for the Nashville Public Education Foundation’s “Inspiring Innovation” award. The winner will be announced in October. 20 | P a g e
Salon @ 615 450 people attended the Roxane Gay Salon, and 600 attended Alan Alda.
MAIN REPORT Summertime…and the library is BUSY! The following report highlights events in addition to the constant activity and summer programming in every department.
The Conference Center renovation project is proceeding and we anticipate reopening by October. We are also replacing the sink counters and hand dryers in all the public restrooms at Main. Staff regularly visited outreach sites to deliver books to youth throughout the summer. Teen staff visited NAZA summer sites at Whites Creek High School, McGavock High School, Hunters Lane High School and Overton High School. Children’s staff coordinated with Book ‘Em to visit Martha O’Bryan Center, N.I.C.E., Stonebrook Apartments, Buena Vista, Salvation Army, Rescue Mission and Olivet Baptist Church. This summer the Teen Center teamed up with Second Harvest Food Bank of Middle Tennessee to provide free lunches to children and teens who otherwise don’t have anything to eat throughout the day. Lunches were served from 11:30 a.m.–12:30 p.m. Monday through Friday. Snacks were served in the afternoons and on the weekends. During the month of July well over 200 lunches were served. The Special Collections received wonderful news that the Nissan Foundation renewed the $25,000 grant to NPLF for Civil Rights and a Civil Society programming. Special Collections librarian Linda Barnickel was selected to join a diverse group of oral history professionals for the 2017 Summer Institute at Columbia University. Led by a team of nationally and internationally recognized faculty, Linda was one out of 25 applicants selected from all over the world. Many interns and practicum students worked at the Main Library this summer, gaining experience in library science, public programming, arts, and archiving. During much of the summer staff have been tackling issues related to the migration to the new ILS, CARLx. We have received LOTS of calls and emails from the public with questions. Every day we are learning the ins and outs of the new system. Main Library is preparing for the solar eclipse. In a public program, Dr. Billy Teets, Outreach Astronomer at Vanderbilt University’s Dyer Observatory, spoke to 100 excited eclipse watchers of all ages explaining in detail how to safely view the upcoming total solar eclipse. On the day of the eclipse, the library will distribute eclipse glasses and invite people to view the eclipse from the courtyard.
MARKETING AND COMMUNICATIONS REPORT The department’s focus for June 2017 was NPL’s big news about being named the 2017 Library of the Year. As the Library Journal story broke on June 6, and as Kent Oliver delivered a message to 600,000+ patrons and 21 | P a g e
supporters, several people took the time to send their congratulations and well wishes. You can read more at the landing page we’ve created on the Library website: https://library.nashville.org/win-nashville-2017library-year In July, Marketing and Communications moved to support promotions surrounding a new product called the Community Counts Passport. The Country Music Hall of Fame and Museum has partnered with NPL to place passes to this venue in NPL’s collection. Davidson County patrons can check these passes out to receive free admission for up to 2 local adults. In addition to these special projects, Marketing and Communications continues its daily storytelling about NPL’s events, programs, and initiatives, including Summer Challenge, the Library’s hallmark summer initiative. We also continued social media advertising strategy to attract more Facebook users to become patrons. Finally, our promotions of the July 29 screening of I am Not Your Negro helped achieve a standingroom-only event.
22 | P a g e