NASHVILLE PUBLIC LIBRARY Board of Trustees Meeting February 21, 2017
Nashville Public Library Board of Trustees Agenda February 21, 2017 Madison Branch Library 610 Gallatin Pike South 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: December 20, 2016…………………………………………………………………………. pgs. 1 - 5
VII.
Library Director Report a. Library Director, Kent Oliver
VIII.
Staff Reports a. Madison Branch Library, Jessica Piper
IX.
New Business a. Budget Resolution……………………………………………………………………………………………….. pgs. 20 - 25 b. State Aid Resolution…………………………………………………………………………………………….. pgs. 26 - 32 c. Archives Resolution……………………………………………………………………………………………… pgs. 33 - 36 d. Summer Challenge Fine Amnesty Resolution……………………………………………………….. pgs. 37 - 38
X.
Adjournment
Next Board of Trustees Meeting 12:00 noon – March 21, 2017 Pruitt Branch Library – Meeting Room 117 Charles E. Davis Boulevard Nashville TN 37210
NASHVILLE PUBLIC LIBRARY A City with a Great Library is a Great City ® LIBRARY BOARD MINUTES December 20, 2016 12:00 p.m. Southeast Branch Library, 5260 Hickory Hollow Pkwy #201, Antioch, TN 37013 Members Present:
Keith Simmons, Robert Oermann, Lucy Haynes, Joyce Searcy and Francie Hunt
Members Absent:
Margaret Ann Robinson and Sepi Khansari
Library Staff:
Kent Oliver, Larry Price, Jena Schmid, Elyse Adler, Susan Drye, Andrea Fanta, Anna Harutyunyan, Ken Feith, Kelley Sirko 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 12:11 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. Board Chair Comments—Keith Simmons, Chair Mr. Simmons reported that the search process for the Nashville Public Library Foundation CEO is underway. The job will be posted for the next six weeks, and the search committee plans to review candidates at the end of January. IV. Library Director Report—Kent Oliver, Library Director The Nashville Chamber report card recommended developing a citywide plan to ensure early-grade literacy, and the library was mentioned prominently as part of this initiative. The new issue of UnBound is out. Mr. Oliver thanked Board members for their service this year. V.
Approval of Minutes: November 15, 2016 Robert Oermann moved for approval of the minutes from the November meeting; the motion was seconded by Joyce Searcy and passed unanimously.
VI. Staff Reports a. Nashville Public Library Archives Presentation—Kelley Sirko 1|Page
Ms. Sirko introduced herself as the Archives Program Coordinator. Her latest project is organizing 130 years’ worth of records about the evolution of Nashville Public Library and its branches, making this history much more accessible to the public. She presented a PowerPoint showing some of the highlights of the collection: The incorporation document of the Howard Library in 1885 A photo of our first Carnegie Library in 1903, and a letter to the library director from Susan B. Anthony Ads for the Books for Soldiers program during World War I A photo of the H.G. Hill Business Branch in 1935 Documents related to the extension of bookmobile services and the desegregation of the library under library director Dr. Alvarez. Photos of the airport reading room in 1962 and the new Ben West library in 1963 Documents about new services such as WPLN, the Talking Library, and Library Services for the Deaf and Hard of Hearing b. NAZA Strategic Plan—Anna Harutyunyan Ms. Harutyunyan started as the NAZA Coordinator in June, and immediately began working with the Center for Nonprofit Management on a new strategic plan. NAZA is an intermediary system that includes after-school programs for middle schoolers, professional development for youth workers, and program quality improvement systems developed with the Weikart Center. One new goal for the program will be to offer NAZA’s professional development and quality improvement opportunities to a broader group of after-school providers (such as churches). NAZA will also be working with the Peabody College at Vanderbilt to create a training institute aimed at professionalizing youth work, i.e., developing a certification system that would eventually lead to two- and four-year college degree programs. Peabody will also be doing an evaluation of NAZA as a system that will be funded through the Wallace Foundation and completed by next September. Part of this study will determine community need and recommend whether to expand the program to more zones. Other goals include extending the current nine-month middle school program into the summer and working with the Mayor’s Opportunity Now program to offer 400 summer job opportunities to students doing experiential learning. NAZA has also received funding from Comcast to increase family engagement through family literacy nights. Ms. Harutyunyan emphasized that she is seeking additional private funds for all new endeavors, and that the funding requests will include additional staff as needed. President Simmons had several questions regarding the focus and future of the program as it related to discussions at the time of NAZA’s move from the Mayor’s office to NPL.
VII. Old Business a. Master Facilities Plan Resolution Mr. Oliver thanked Larry Price for his work on the Master Facilities Plan. He noted that the plan will be updated every three years, and that we will continue to get community input. The plan provides us the ability to develop annual budgets addressing capital expansion. Mr. Oermann moved for approval of resolution 2016-12.01; the motion was seconded by Ms. Haynes and passed unanimously. 2|Page
Nashville Public Library Board December 20, 2016 Resolution Title: Master Facilities Plan 2016 - 2040 History/Background/Discussion: In order to meet the future service and facility needs of Nashville the library has prepared a master facilities plan addressing library capital renovation and new construction. The plan is based upon data from the Nashville Next planning process, census data, and community input and library service patterns. It is detailed in outlining a progressive approach to capital infrastructure needs through 2040. This document will serve as a guide for future Metro capital and operational budget requests. It is viewed as a flexible, living document which will require adjustments to take advantage of opportunities and meet challenges as the library and Davidson County grow. Assistant Director for Branch Services, Larry Price, and his team began work on the document in 2015. This plan was brought to the Board in draft form in February, 2016 and again in November, 2016 for discussion. The public commented on it through the summer online at the library’s website and at two community meetings held in July, 2016. Following the Board’s endorsement, the plan will be scheduled for a formal internal review with the Board every 3 years in December to coincide with the start of the Metro budgeting process. Recommendation: That the Board endorse the plan. Draftor(s): Kent Oliver Person(s) Responsible for Implementation: Kent Oliver, Larry Price, Susan Drye
RESOLUTION 2016-12.01 Master Facilities Plan 2016 - 2040 WHEREAS, The Nashville Public Library seeks to provide the highest quality library service within well maintained and modern buildings, and WHEREAS, A planned, comprehensive approach to the public library building needs of Nashvillians as the city continues to grow will ensure service quality and the efficient use of financial resources, and WHEREAS, such an approach is required in order to protect the public investment in existing library buildings and facilities, and WHEREAS, NPL staff and the Board seek to take a responsible and proactive approach to the construction of new library facilities in the future within the Metropolitan Government of Nashville and Davidson County’s budget process; NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees that the Board endorses the Master Facilities Plan and will review and update it every three years at the December board meeting. b. After Hours Events Policy Resolution 3|Page
Mr. Oliver noted that a budget proforma had been sent to the Board as requested. This shows that hosting two events per month would result in approximately $200,000 in revenue. This revenue will go into a special fund that can only be used for maintenance of the facility (replacing equipment and carpet, landscaping the courtyard, polishing the marble floor, etc.). Ms. Drye noted that the funds do not have to be spent within the fiscal year. Staffing for the events will be library personnel doing overtime or contract employees. Ms. Schmid is working with the Foundation on a marketing piece. The policy would be effective March 1, 2017, and Mr. Oliver will report back to the Board next December. Ms. Searcy moved for approval of resolution 2016-12.02; the motion was seconded by Mr. Oermann and passed unanimously. Nashville Public Library Board December 20, 2016 Resolution Title: Private Events Policy History/Background/Discussion: When the Main Library was built in 2001, several areas were designed with the capability of hosting social events. At that time, however, the library was unable to benefit financially for hosting social events. The library deferred decisions related to event hosting for future discussion. Over the years NPL has received numerous requests to hold weddings, corporate events and other social events at the Main Library. In addition, it has become common practice for public libraries around the country to hold fee events when facilities will accommodate them. In addition, the library has now identified a special fund that may be used to house monies raised through events hosted on site at Main Library. Library staff have also reviewed the operational procedures, rates and policies of other libraries and cultural institutions that hold similar private funds. The policy presented and accompanying internal procedures are consistent and competitive with other institutions providing comparable service. Recommendation: The Board approves the proposed Private Events Policy. Draftor(s): Jena Schmid, Susan Drye, Georgia Varble Person(s) Responsible for Implementation: NPL Facilities Coordinator RESOLUTION 2016-12.02 PRIVATE EVENTS POLICY WHEREAS, the Nashville Public Library Main Library endeavors to use areas of the building originally designed to be used for social events according to their original purpose, making each area a reservable, rentable event space, available to individual citizens, non-profit organizations and corporate entities based in Davidson County, and WHEREAS, The Library Director may develop related procedures, in support of this policy, which will be planned and managed by the Main Library Facilities Coordinator with collaboration from Main Library management and staff, and
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WHEREAS, funds raised by events hosted at Main Library will be directed to a special fund and allocated to building equipment and maintenance related to hosting special events, and NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees that Private Events Policy be approved, to become effective March 1, 2017 with a future board review of the effectiveness of the policy in December, 2017. VIII. Adjournment The meeting adjourned at 1:15 p.m.
Next Board Meeting— 12:00 p.m., January 17, 2017 Hermitage Branch Library 3700 James Kay Lane, Hermitage, TN 37076 Respectfully submitted by Beth Deeb
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Statistical Summary – February 21, 2017 Nashville Public Library
EMEDIA CIRC COMPARISON - JAN
CIRCULATION COMPARISON - JAN eMedia
Ad Bks
Juv Bks
Ad AV
Juv AV
eBooks
Equip
Equip, 0.4%
Equip, 0.4% Juv AV, 4% Ad AV, 18%
Juv AV, 4% Ad AV, 17%
Juv Bks, 23%
Juv Bks, 21%
Ad Bks, 24%
Ad Bks, 22%
eMedia, 31%
eMedia, 35%
JAN-15
5-Year Total Circulaton - JANUARY 432,125
eMagazines, 4% eAudiobooks, 24%
eMusic, 36%
eMusic, 30%
eBooks, 40%
eBooks, 41%
JAN-15
JAN-16
148,227 136,313
140,000 109,422
100,000
85,505
396,129
400,000
390,000
eMagazines, 3% eAudiobooks, 19%
120,000
420,000 410,000
eVideos eVideos, 2%
160,000 426,501
430,000
eMagazines
5-Year Total eMedia Circulation - JANUARY
438,025
440,000
eAudiobooks
eVideos, 2%
JAN-16
450,000
eMusic
80,000
384,464
60,000
380,000
56,563
40,000
370,000
20,000
360,000
0
350,000
Jan-12
Jan-13
Jan-14
Jan-15
Jan-16
Jan-12
Jan-13
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Jan-14
Jan-15
Jan-16
Statistical Summary – February 21, 2017 Nashville Public Library
5-Year Visits - JANUARY 300,000 276,696
274,888
280,000
268,918
260,000 240,000 240,213 220,000 200,000 Jan-12
Jan-13
Jan-14
Jan-15
Jan-16
5-Year Hours Open - JANUARY 4,200 4,000
4,093 3,952
3,800 3,624 3,600
3,486 3,422
3,400 3,200 Jan-12
Jan-13
Jan-14
Jan-15
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Jan-16
Statistical Summary – February 21, 2017 Nashville Public Library
ATTENDANCE COMPARISON - JAN
PROGRAM COMPARISON - JAN Adult Programs
Teen Programs
Adult Programs
Juvenile Programs
Juvenile Programs, 39%
Juvenile Programs, 47%
Juvenile Programs
Juvenile Programs, 70%
Juvenile Programs, 66%
Teen Programs, 27%
Teen Programs, 27%
Adult Programs, 33%
Teen Programs, 15% Adult Programs, 14%
Teen Programs, 15%
Adult Programs, 26% JAN-15
JAN-16
JAN-15
JAN-16
5-Year Total Program - JANUARY
Adult Programs, 18%
5-Year Total Attendance - JANUARY
1200
25,000
993 1000
20,000
850
21,517
20,670 17,797
18,653
18,424
761
800
15,000
616 600
Teen Programs
534 10,000
400 5,000
200 0
0
Jan-12
Jan-13
Jan-14
Jan-15
Jan-16
Jan-12
Jan-13
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Jan-14
Jan-15
Jan-16
Statistical Summary – February 21, 2017 Nashville Public Library
Jan-17 Circulation 31,728 5,781 9,133 5,269 3,059 29,158 12,990 39,874 2,093 208 23,396 8,100 2,824 11,729 47,909 2,663 3,730 1,623 9,867 18,154 7,455 1,529 148,227 2 426,501
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 Jan-17 Jan-16 % of Total Circulation 7.44% 37,477 1.36% 6,729 2.14% 10,367 1.24% 6,244 0.72% 3,909 6.84% 839 3.05% 14,717 9.35% 50,679 0.49% 2,712 0.05% 437 5.49% 27,259 1.90% 9,117 0.66% 3,776 2.75% 14,430 11.23% 52,991 0.62% 3,271 0.87% 4,781 0.38% 1,892 2.31% 10,307 4.26% 27,517 1.75% 10,903 0.36% 1,354 34.75% 136,313 0.00% 4 438,025
Jan-17 Visits 19,003 11,715 12,713 16,180 4,105 16,564 7,831 20,980 2,816 15,192 13,334 5,872 25,527 51,018 6,308 3,605 4,368 18,466 12,745 5,054 3,300 276,696
Cardholders New Registrations
Jan-16 Visits 15,832 8,452 10,667 10,032 4,137 0 6,467 21,746 2,829 13,694 9,690 7,924 24,959 52,696 6,725 3,767 5,728 9,554 14,272 7,213 3,829 240,213
% Change 2017-2016 -15.34% -14.09% -11.90% -15.61% -21.74% 3375.33% -11.73% -21.32% -22.82% -52.40% -14.17% -11.15% -25.21% -18.72% -9.59% -18.59% -21.98% -14.22% -4.27% -34.03% -31.62% 12.92% 8.74% -50.00% -2.63%
% Change 2017-2016 20.03% 38.61% 19.18% 61.28% -0.77% N/A 21.09% -3.52% -0.46% 10.94% 37.61% -25.90% 2.28% -3.18% -6.20% -4.30% -23.74% 93.28% -10.70% -29.93% -13.82% 15.19%
Jan-17 9,602
Jan-17 Year-to-Date 252,163 46,491 70,024 41,256 24,975 232,713 101,960 315,338 16,644 2,217 188,602 62,370 23,579 91,863 372,340 21,279 29,192 12,436 74,563 151,667 59,370 6,310 973,118 9 3,170,479
Jan-17 Circ / Visit 1.67 0.49 0.72 0.33 0.75 1.76 1.66 1.90 0.74 1.54 0.61 0.48 0.46 0.94 0.42 1.03 0.37 0.53 1.42 1.48 0.46 1.01
Jan-17 Year-to-Date 53,063
Fiscal Year-to-Date Jan-16 Year-to-Date 270,405 24,243 77,732 46,096 28,237 137,937 111,792 343,625 21,351 3,265 207,202 70,816 30,463 111,772 321,985 26,376 33,794 13,791 79,693 191,367 72,820 8,450 896,553 31 3,129,796
Jan-16 Circ / Visit 2.37 0.80 0.97 0.62 0.94 N/A 2.28 2.33 0.96 1.99 0.94 0.48 0.58 1.01 0.49 1.27 0.33 1.08 1.93 1.51 0.35 1.26
% Change 2017-2016 -6.75% 91.77% -9.92% -10.50% -11.55% 68.71% -8.79% -8.23% -22.05% -32.10% -8.98% -11.93% -22.60% -17.81% 15.64% -19.32% -13.62% -9.83% -6.44% -20.75% -18.47% -25.33% 8.54% -70.97% 1.30%
% Change 2017-2016 -29.47% -38.02% -26.08% -47.68% -21.13% N/A -27.11% -18.45% -22.47% -22.63% -35.44% 0.92% -20.53% -6.98% -13.21% -18.48% 12.49% -50.47% -26.12% -2.42% 31.03% -19.93%
Active Patron Cards 335,575
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Statistical Summary – February 21, 2017 Nashville Public Library
Jan-17 Hours Open 232 232 220 156 156 232 220 232 156 232 220 156 232 224 156 156 156 220 232 145 128 4,093
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
Jan-16 Hours Open 224 214 152 159 152 0 159 224 144 214 159 152 224 208 152 152 152 157 224 144 120 3486
Jan-17 Circ / Hour 136.76 24.92 41.51 33.78 19.61 125.68 59.05 171.87 13.42 100.84 36.82 18.10 50.56 214.81 17.07 23.91 10.40 44.85 78.25 51.41 11.95 104.20
Jan-16 Circ / Hour 167.31 31.44 68.20 39.27 25.72 N/A 92.56 226.25 18.83 127.38 57.34 24.84 64.42 256.87 21.52 31.45 12.45 65.65 122.84 75.72 11.28 125.65
330 271 392 993
219 229 402 850
% Change 2017-2016 50.68% 18.34% -2.49% 16.82%
3,947 3,290 14,280 21,517
2,670 2,816 12,938 18,424
47.83% 16.83% 10.37% 16.79%
Jan-17 50,812 52,408
Jan-16 51,116 51,300
% Change 2017-2016 -0.59% 2.16%
Jan-17 494,181
Jan-16 541,697
% Change 2017-2016 -8.77%
Jan-17
Jan-16
% Change 2017-2016 -18% -21% -39% -14% -24% N/A -36% -24% -29% -21% -36% -27% -22% -16% -21% -24% -16% -32% -36% -32% 6% -17.1%
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Financial Overview – February 21, 2017 Nashville Public Library Metro Government of Nashville Monthly Budget Accountability Report As of January 31, 2017 Public Library GSD-General - Operating
Prior Year Budget
PY Budget PY Actuals PY% Thru Thru Thru Prior YTD Current Mo. Current Mo. Current Mo. 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
Overtime
All Other Salary Codes
Total Salaries
12,338,700
7,197,575
6,310,068
87.7%
35,300
20,592
34,630
168.2%
1,215,300
708,925
1,226,465
13,589,300
7,927,092
7,571,163
887,507 13,974,200
8,151,617
869,957
7,172,209
88.0%
979,408
35,300
20,592
4,463
43,267
210.1%
-22,675
173.0%
-517,540 1,257,300
733,425
199,525
1,420,165
95.5%
355,929 15,266,800
8,905,634
1,073,945
-14,038
8,635,641
Fringes
5,301,100
3,092,308
3,186,722
103.1%
-94,414 5,510,400
3,214,400
450,114
3,334,417
Other Expenses: Utilities Professional & Purchased Services
1,643,100 2,279,400
958,475 1,329,650
670,760 780,524
70.0% 58.7%
287,715 1,643,100 549,126 2,526,400
958,475 1,473,733
64,700 282,363
754,449 953,944
Travel, Tuition & Dues Communications
Repairs & Maintenance Services 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
36,955 221,432
-380 127,635
62,700 598,400
36,575 349,067
122.2% 100.1% 71.8%
-63,907 493,100 -464 1,785,900 361,827 2,196,400
287,642 1,041,775 1,281,233
269,993
Fringe is at 103.7% thru JAN due to higher overall fringe costs. LIB does not have 103.7% -120,017 much control over fringe costs.
78.7% 64.7%
185.3% 28.5%
339,147 1,032,717 959,714
117.9% 99.1% 74.9%
2,301,614 16,177,275
92.2%
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 -31,203 in this line item. 249,599 LIB is at 117.9.0% of budget thru JAN. W/O 4% funds for major repairs during the warmer months we are experiencing above avg repair costs. LIB will monitor -51,505 closely. 9,058 Internal Service Fees have been posted. 321,519 Library is under budget (92.2%) for FY17 YTD. NPL will monitor ALL expenditures closely as the fiscal year progresses to 1,371,259 ensure we are on budget by year end.
493,100 1,331,300 2,196,400
287,642 776,592 1,281,233
27,494,800
16,038,634
14,515,567
427,500
249,375
220,428
88.4%
28,947
407,000
237,417
28,323
227,800
95.9%
9,617
0 0 0 0 0 0 0 427,500
0 0 0 0 0 0 0 249,375
0 0 0 0 0 0 0 220,428
0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 88.4%
0 0 0 0 0 0 0 28,947
0 0 0 0 0 0 0 407,000
0 0 0 0 0 0 0 237,417
0 0 0 0 0 0 0 28,323
0 0 0 0 0 0 0 227,800
0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 95.9%
0 0 0 0 0 0 0 9,617
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
0 427,500
0 249,375
0 220,428
0.0% 88.4%
0 28,947
0 407,000
0 237,417
0 28,323
0 227,800
0.0% 95.9%
0 9,617
17,548,534
67,778 99,468
204,026 519,789
36,575 349,067
90.5% 1,523,067 30,083,200
19,765 -120,099
97.0%
62,700 598,400
351,549 777,056 919,406
101.0% 63.4%
193.6% -686,740
97,473 148,825 284,528
LIB is at 88.0% thru JAN. Vacancies are being filled as quickly as possible. However, NPL will keep an eye on expenditures. LIB is over budget at 210.1% thru JAN. With staffing levels, OT is necessary at times to fulfill NPL needs especially with Maintenance and Security issues. LIB is 193.6% thru JAN. 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 97.0% of total budgeted salaries thru JAN. With vacancies being filled, OT and vacation leave, currently NPL is on budget. However, NPL will monitor expenditures closely throughout the FY.
380 352 28
SUMMARY OF VARIANCE:
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Personnel Summary – February 21, 2017 Nashville Public Library
New Hires & Resignations
January 2017 New Hires Name
Classification
Wilson-Wallace, Mattye Cain, Libby Fenn, Marcia Thompson, Rita Klein, Hannah Wilson, Felicia
Circulation Assistant 1 Human Resources Analyst 2 Circulation Assistant 1 Library Page Circulation Assistant 1 Library Srvs. Assistant Dir.
Hire Date 1/1/2017 1/1/2017 1/15/2017 1/15/2017 1/29/2017 1/29/2017
Location Watkins Park H/R -Main Edmondson Pike Child - Main Circ- Main Tech Services
January 2017 Resignations Name
Classification
Judson, Ruth McGriff, Glen
Library Page Maint & Repair Worker Sr.
Resignation Date 1/12/2017 1/24/2017
Location Southeast Mailroom
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Personnel Summary – February 21, 2017 Nashville Public Library
NPL Vacancies as of 1/31/2017
= Approved to fill by OMB = Requesting permission to fill from OMB = Vacancies that have not yet been requested to fill
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28
Division / Branch OP & MAIN-MN OP & MAIN-MN BELLEVUE CIRC SE NORTH ED PIKE OP & MAIN-BR OP & MAIN-MN OP & MAIN-BR TECH SVCS TECH SVCS DONELS NASH RM GOOD HADLEY LOOBY REF LOOBY TECH SVCS ED PIKE SE MADISON MAILROOM GOOD TECH SVCS PUBLIC REL SECURITY
Title ADMIN SVCS MGR BLDG MAINT MECH - Main CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 2 CIRCULATION SUPV CUSTODIAL SVCS ASST SUPV - Branch CUSTODIAL SVCS ASST SUPV - Mn CUSTODIAN - Branch INFO SYSTEMS APP TECH 1 INFO SYSTEMS APP TECH 1 LIBRARIAN 1 LIBRARIAN 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY MGR 1 LIBRARY MGR 2 LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE MAINTENANCE & REPAIR WORKER SR OFFICE SUPPORT REP 2 OFFICE SUPPORT SPEC 2 PROGRAM SPEC 1 SECURITY GUARD
Grade OR07 TG08 ST04 ST04 ST04 ST05 ST07 TS02 TS02 TG05 OR01 OR01 ST09 ST09 ST06 ST06 ST06 ST06 OR05 OR06 ST02 ST02 ST02 TG07 ST05 ST08 ST06 ST06
Name VACANT (R REED) VACANT (R SMITH) VACANT (A GRIFFIN) VACANT (G LUTHER) VACANT (M DEPEDER) VACANT (M MITCHELL) VACANT (L SMITH) VACANT (S CORLEW) - upgrd VACANT (F CARPENTER) - upgrd VACANT (T PATTON) VACANT (R WILSON) VACANT (T CONE) VACANT (E LAWRENCE) VACANT (R DARROW) VACANT (L BUBERT) VACANT (M TOWNSEND) VACANT (K DICKENS) VACANT (S RAYE) VACANT (L HERBST) VACANT (L ROBERTS) VACANT (P SEDA) VACANT (R JUDSON) VACANT (K SMITH) VACANT (G MCGRIFF) VACANT (S WALLACE) VACANT (E ROBINSON) VACANT (J WOOD) VACANT (J GAYER)
FPS F F F P F F F F F F F F F F F F F P F F P P P F P F P F
FTE 1.00 1.00 1.00 0.49 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 0.49 1.00 1.00 0.49 0.50 0.49 1.00 0.49 1.00 0.75 1.00
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Brief Area Updates – February 21, 2017 Nashville Public Library ADMINISTRATIVE SERVICES REPORT Safety/Security: January 2016
Took several items to surplus from Main, Pruitt, and Inglewood.
There were 51 Patron Incident Reports for the month of January (up from 32 in December), including: Ambulance calls 5 Citations issued 1 Arrest 4 Custody issue 1 Alarms 5 Damage 1 Suspicious Activity 4 Unattended child 1 Injury/Accident 4 Illness 1 Bed Bugs 1 Vehicle towed 1 (North Branch patron) Number of suspensions by conduct violation numbers: #3 — 1 #19 — 3 #5 — 2 #20 — 6 #8 — 6 #21 — 1 #15 — 2 #22 — 2 #17 — 9 Suspensions for January: # of patrons 1 1 4 3 13 1
# of days suspended 1 5 30 90 365 Lifetime ban
Delivery: January 2017 Main:
Received 530 incoming UPS packages; sent 47 packages out UPS Ground 52 overnight packages received from FedEx, DHL, etc. Received 148 inserts of mail from the U.S. Post Office; sent 77 inserts of mail to Metro Mail for postage. 26 special deliveries from Ikon, Supply Room, Advance Supply, Firefly, etc.
Branches: Moved 5,535 hold bins (177,120 items), 4,983 non-hold bins (159,456 items), 440 A/V bins (14,080 items) and 1,148 Circulation bins (36,736 items). Grand total of 12,106 bins moved, a total item count of 387,392 with an average of 576 bins and 18,447 items moved per day. Sent 150 boxes to the Southern Book Debindery for recycling. 14 | P a g e

Daily completion percentages: Holds 21 of 21 days for 100%
Building Maintenance: January 2017 Currently Bordeaux, Edmondson Pike, Green Hills, Hermitage, Madison, Edgehill, Inglewood, Looby, North, Old Hickory, Pruitt, Richland Park Branch Libraries and the Main Library whose HVAC systems are monitored with Johnson Controls Metasys system are being upgraded. East and Goodlettsville Branch Libraries are being installed. Once installed and upgraded the library will be using the most current version of Metasys which will make remote monitoring of HVAC issues more efficient and productive. The position of Facilities Maintenance Manager was posted the first of January. The position will close the beginning of February in order to get a large pool from which to choose the next Building Manager.
BRANCH SERVICES REPORT Food for Fines Branches completed another successful Food for Fines this year. A total of $38,291.53 in fines were waived this year. 290 boxes of food were collected for an amazing 33,743 lbs. of food collected for families in need. Through Limitless Libraries 4,159 lbs. of food were also collected. Below is a chart of the boxes and food collected, the weight of food collected in lbs., and the amount of fines waived for each branch. The chart below is arranged with the most amount of fines waived in descending order.
Branch Name Edmondson Pike Bellevue Green Hills Southeast Hermitage Madison Main Goodlettsville Inglewood Richland Park Donelson Thompson Lane Bordeaux East Pruitt Hadley Park Old Hickory Edgehill Looby North Limitless Watkins Park
Boxes Collected Weight (lbs.) 34 33 31 25 22 20 16 17 16 9 11 12 10 7 6 3 5 4 4 4 40 1
4,104 3,764 3,892 2,521 2,877 2,701 1,954 1,878 1,653 686 1,374 1,215 1,381 915 532 374 615 420 404 409 4,159 77
Fines Waived $4,635.69 $4,336.56 $3,987.75 $3,415.33 $3,329.49 $2,829.78 $2,381.31 $2,243.25 $1,789.22 $1,367.17 $1,355.13 $1,283.16 $1,004.14 $957.09 $546.38 $512.74 $482.43 $460.17 $423.58 $396.76 $251.81 $106.76 15 | P a g e
Thompson Lane Project The Thompson Lane upgrades are going very well. We are currently making great progress on having the branch reopen on schedule by February 27. Old shelves were removed from the branch and discarded to make way for the “new” incoming shelving reclaimed from other branch projects. Asbestos abatement has been completed making way for new flooring to be installed the week of February 6 – 12. Shelving is scheduled to be installed on February 13. Work on the new entry doors is currently being done. Staff have been reassigned to other branches during the closure and will return on February 21 to get the collections back on the shelves. Be Well @ NPL Programming Many branches are experiencing great success with our new Be Well @ NPL initiative. Many branches have regular programs focused on health and wellness. Staff are even participating in a wellness challenge to promote better health. Bordeaux and a number of other branches host regular Yoga classes that are very popular with their patrons. This branch has also hosted a wellness program that taught patrons how to create relaxing bath soaps and fragrances. Hermitage has added a weekly meditation event as a Be Well program. Tai Chi classes are welcomed by our adults and senior patrons.
MAIN REPORT Programming One of the recurrent programs in the teen division is call Teen Society. During one of the Teen Society programs this month, teens participated in a Media Match Up Challenge which focused on current events and locating credible sources of information. Teens formed teams that had to find three sources of information online for three different events that had been in the news within the last week. Teens that participated in the program learned research skills, digital literacy, media literacy, and teamwork. The Special Collections provided the Civil Rights and A Civil Society experience with MNPD supervisors, Lipscomb graduate students, parishioners from the Christ the King Church and 155 sixth-graders at JT Moore Middle School. Groups examined photographs and used film and dialogue to challenge the weight of perspective, bias, and truth. Community The Nashville Public Library works with the Davidson County Sherriff’s Office to supply paperback books for inmates. Recently we sent about 150 paperback to replenish the reading materials for the inmates. The items sent are a mixture of gift books and books discarded from our system. COLLECTIONS AND TECHNOLOGY SERVICES REPORT During the month of January, our web services team rolled out a “mega menu” for NPL’s website. This drop down menu will make it easier for customers to navigate our website and find the services for which they are looking. This new menu is particularly helpful to customers using their smart phones to navigate the website. Several of our branches have Laptops Anytime where customers can check out laptops and iPads with their library card for in-library use. Over the last two years, we have seen that laptops circulate at a significantly higher rate than iPads. Larry Jirik, IT manager, is working with Laptops Anytime to reconfigure the kiosks to 16 | P a g e
have more laptops and fewer iPads, if any at all. It is our plan to repurpose the iPads for staff to use in assisting customers on the floor after the ILS migration is complete. That migration has now been moved to June 30, 2017, at the request of TLC as they work to complete additional software development requested by MNPS and the library. Stephanie Rodriguez attended the ALA-Midwinter conference in Atlanta. While there she was able to speak with a number of our vendors, including representatives from Harper Collins who were eager to hear feedback from Nashville Public Library about the pay per download platform model that Hoopla uses for providing e-content. Felicia Wilson joined NPL on January 30 as Assistant Director for Collections and Technology Services. Felicia comes from Timberland Regional Library System in Washington state.
MARKETING AND COMMUNICATIONS REPORT Raising NPL’s Profile in the Community The Library’s Marketing & Communications (MarComm) department continues to make smart investments in social media advertising. Our strategy for Facebook, Instagram and Twitter ads creates potential new patrons, as hundreds of social media followers every month see these ads and “follow” them to the Library’s Get A Card online library card application. Celebrating Books and Reading in Local Schools – Limitless Libraries MarComm invested much of its time, energy, and talent into telling a very special story about the role Limitless Libraries plays at the Harris-Hillman School. In January Harris Hillman opened a brand new school library, made possible thanks to the Limitless Libraries partnership between NPL and Metro Nashville Public Schools. Local TV covered this event attended by Mayor Barry, Kent Oliver, and MNPS Director Dr. Shawn Joseph. Gearing Up: Nashville Reads 2017 Nashville Public Library is also promoting Nashville Reads 2017, with a call to action for all Nashvillians to discover this year’s selection and to join local discussions, art workshops, and more. Already this story has placed on local news media, and NPL’s social media content re: Rep. Lewis’s book continues to engage social media followers.
COMMUNITY ENGAGEMENT AND EDUCATION REPORT Puppet Truck 23 programs to 1,618 attendees 300 people attended The Stonecutter at the Chinese Arts Alliance of Nashville. Performed Aesop’s Fables at Vanderbilt Children’s Hospital. Wishing Chair 41 programs to 4,266 attendees 17 | P a g e
Bringing Books to Life 31 programs with 962 in attendance Currently scheduling morning performances 3 months out. BBTL collaborating with NAZA for their upcoming Family Literacy Nights. Completed 13 Loving and Learning workshops for parents including our first K-3 parent workshop as part of MNPS’s Parent University Super Reader program. Grade Level Reading is moving forward. Lipscomb University is on board to conduct research and mapping of the city’s literacy assets and gaps. The end result will be a blueprint for action to get Nashville’s third graders reading at grade level. Visited Plaza Mariachi to see how NPL’s resources could enhance their programming. Adult Literacy Served 185 people in 17 programs, partnering with Project Return, Martha O Bryan, and Room in the Inn. Willie Smith, 72 years old, had barely touched a computer one year ago when he started working with us for basic internet navigation skills. Now, Willie can independently move between tabs, open a new tab and type a web address; he can also decipher search results and move around a website. Willie expressed his gratitude for the program and our coaching. With his new skills, he wants to learn how to use the computer to market his art (he sketches landscapes) Offered internet safety class for parents at Neely’s Bend Middle Prep Offered 5 PDs to 66 adult educators. Our monthly book club, which read Drive: The Surprising Truth about What Motivates Us, by Daniel Pink. Celebrated the 2016 cohort of the Immigrant Advisory Committee. Success stories shared ranged from helping 40 Sudanese children gain access to the library to working with the Egyptian community to provide library cards all 240 children in a private Arabic school. Nashville 1 of 4 cities to participate in Welcoming America’s Trans Atlantic Exchange. NPL will join a team to exchange ideas with three other U.S. cities, and four German cities. NAZA NAZA administered its annual student survey with 657 students responding and an overall 89% satisfaction rate with NAZA-funded programs. Contracted with Peabody to conduct an evaluation of past and a needs assessment for the future. Offered 20 trainings on Positive Youth Development, Youth Program Quality Improvement, Project Based Learning, Adverse Childhood Experiences with 233 participants. Hosted a 2-day STEM Institute at NPL to representatives from 6 cities across the country. 86 educators reached 259 training hours gained on literacy 9 Reading Mentors from NPL staff made 34 visits to NAZA sites. 28 Limitless Library Educator cards issued for NAZA educators Studio T.O.T.A.L is programming at four new sites including Creswell Middle Prep, School of the Arts, and Croft Middle. Studio NPL hosted the “First Annual Teen Department Un-conference” for all teen staff Challenged teens with composing original music and then recording in the studio production area. Be Well at NPL 18 | P a g e
17 library staff members attended an 8-hour training to become certified mental health first aid responders. Attendees from Edmondson Pike’s senior gentle yoga class were interviewed and photographed for a feature in Better Tennessee magazine. Production Services We welcomed our new media conservation staff who brings extensive experience in a/v preservation to the team. Limitless Libraries Delivered over 15,000 items to students and teachers Promoted Food for Fines in schools where 257 student accounts previously blocked by fines were cleared and 4,159 lbs. or food was donated Salon @ 615 350 attended the Zadie Smith Salon Special Edition; 267 attended Veronica Roth.
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New Business Nashville Public Library
Nashville Public Library Board March 20, 2015 Resolution Title: 2018 Budget Enhancement Resolution History/Background/Discussion: As requested by the Mayor, the library has submitted this year’s budget request consistent with the goals of the Administration. Last year’s budget enhancements not funded are resubmitted with some additions included as a three year projection. The requests address areas of the library’s recent strategic plan that has been completed, but remain essential as we move forward. We continue to be focused on:
Shifting program support from the library foundation to Metro operational where those programs have become core services
Addressing personnel needs in basic infrastructure areas
Continuing to support Limitless Libraries and NAZA growth
Attempting to provide parking benefits to solve the inequitable staff parking situation at the Main Library
These requests are detailed in the Operational Budget Request summary on page 23. In addition, the library would like to submit a budget that shows no fine revenue and effectively eliminates fines for overdue library material beginning in the coming budget year. Board members attending the scheduled February 2017 Board meeting discussed this change and its benefits for the community and the library. The amount submitted as a reduction was $159,000. As noted last month, this amount has been steadily declining over the last few years as e-formats have become more popular. Fines are not collected for e-book circulations since they automatically are “returned” at the due date. There has also been some preliminary discussion around the topic of eliminating the non-resident fee for library users outside of Davidson County. While we are still assessing the implications of that change a reduction of $58,800 was submitted for that fee as well.
Capital Requests At the end of 2016 the Board approved The Nashville Public Library Facilities Master Plan 20162040. The capital requests submitted reflect the direction taken within this document. The budget request includes: 20 | P a g e
Renovations at Main, the East Branch Library and the Pruitt Branch Library
Funds that will complete the Donelson Branch Library
Funds to begin the replacement library at Richland Park
Acquiring property for the future projects in Antioch and Thompson Lane
These requests are detailed in the Branch CIB Budget FY2018 - 2024 on pages 24 & 25.
Recommendation: The Board supports these budget enhancements, capital budget requests and the elimination of fines as presented to the Metropolitan government for consideration as part of the 2018 budget. Draftor(s): Kent Oliver, Library Director Person(s) Responsible for Implementation: Library Administrative Staff
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RESOLUTION 2017-02.01 2018 Budget Enhancement Resolution
WHEREAS, the Nashville Public library is valued as an educational, informational, technological and community resource for Nashville and Davidson County, and WHEREAS, Nashville and Davidson County looks to its public library as a leader to enhance and advance literacy, education and learning, NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees that the Board endorses the proposed budget enhancement packages and capital requests as submitted to Metro government by the library’s staff and encourages their adoption as part of the Metropolitan Government’s 2018 budget and, BE IT FURTHER RESOLVED that the library board endorses the elimination of patron fines beginning July 1, 2017 and directs staff to develop procedures implementing this policy.
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2/2/2017 Budget Improvement Summary of all Operating Requests FY18, FY19, FY20 Priority Order*
Budget Improvement Requested
Estimated Cost
# of Pos
# of FTEs Administrator
1
Tier 1: 17/18
$
1,098,100
10
9.75
1
Foundation Positions - Performing Artists, Digital Inclusion, Volunteer Services staffing
$
221,500
4
3.75
Elyse Adler
2 3
BBTL staffing Custodial staffing
$ $
5,300 48,700
0 1
0.00 1.00
Elyse Adler Susan Drye
4
Security Services staffing
$
51,600
1
1.00
Susan Drye
5
Production Services staffing - AV Tech
$
59,000
1
1.00
Elyse Adler
6
Limitless Libraries staffing
$
90,800
2
2.00
Elyse Adler
7 8
IT Cost - Hotspots Marketing and Communications - Copywriter
$ $
28,800 10,000
0 0
0.00 0.00
Felicia Wilson Andrea Fanta
9
Marketing and Communications staffing
$
59,000
1
1.00
Andrea Fanta
10
NAZA
$
321,800
0
0.00
Elyse Adler
11
Parking for all Main FT Staff
$
201,600
0
0.00
Susan Drye
2
Tier II: 18/19
$
2,751,500
42
41.24
12
BBTL staffing
$
60,300
1
1.00
Elyse Adler
$
967,600
15
14.49
Larry Price
13 & 14 New Branch Staffing - Donelson & Richland Park 15
Friday Openings Additional Branches
$
687,700
14
14.00
Larry Price
16 17
Production Services staffing - Conservation Performing Artist staffing
$ $
75,400 56,400
1 1
1.00 1.00
Elyse Adler Elyse Adler
18*
NAZA
$
400,000
0
0.00
Elyse Adler
19 20
Grade Level Reading Coordinator Studio NPL
$ $
64,500 52,900
1 1
1 1.00
Elyse Adler Elyse Adler
21
Special Collections staffing
$
117,400
2
2.00
Jena Schmid
22
Public Technology staffing
$
52,900
1
1.00
Jena Schmid
23 24 25*
Digital Inclusion staffing & Educational Supply Childrens staffing Custodial Staffing
$ $ $
70,400 43,100 50,000
2 1 1
2.00 0.75 1.00
Elyse Adler Jena Schmid Susan Drye
26*
Security Services staffing
$
52,900
1
1.00
Susan Drye
3 27
Tier III: 19/20 Digital Inclusion Staffing & Educational Supplies
$ $
568,900 68,900
1 1
1.00 1.00
Elyse Adler
28*
NAZA
$
500,000
0
0.00
Elyse Adler
4,418,500
53
51.99
Total Improvement Requests
Notes
Moving Foundation funded staff to NPL for Wishing Chair, Fellows & Volunteer Services Upgrade BBTL Program Coordinator ST09 to Program Supervisor ST10 Add'l custodian for Main. Add'l guard to patrol Main, answer after hour calls, and ease increased events staffing Add'l technician who specializes in live (audio) events Add'l staff to help with increased demand for materials from MNPS Monthly costs for Hotspots for patron check-out pilot program Freelance Copywriter on a temporary basis Add'l staff to coordinate and assist Communication manager Increase rate the number of slots by 70 and increase the bus costs by 6 buses; Additional summer weeks and events; admin cost; training Expand to Main staff. Loss in Garage revenue to Partnership/Metro
Moving Foundation funded curriculum coordinator to NPL; 3 Months of budget for new staff required to open the newly constructed Donelson and Rickland Park Branch Libraries Opening the branches of East, Edgehill, Hadley Park, Looby, North, Old Hickory, Pruitt,Watkins Park Add'l technician who specializes in audio/visual conservation Add'l perform to assist with increased performances Increase rate the number of slots by 100 and increase the bus costs; Additional summer program with Opportunity Now Add'l staffing for new initiative for Grade Level Reading within NPL Add'l staff to mentor and provide admin support Staff to digitize materials and work on backlog of nonbook collections Add'l staff to work on Digital Inclusion and policy related to DI for NPL Two part-time instructors to reach out to those without computer access; $2,000 Educational Supplies & Teaching Materials; Add'l childrens staff - .75 position Add'l custodian for Branch Services Add'l guard to patrol Main, answer after hour calls, and ease increased events staffing
Program Coordinator and Educational Supplies Increase rate the number of slots by 100 and increase the bus costs; Additional summer program with Opportunity Now
*these items are listed on the FY18 budget modifications as part of the three year planning.
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5,694 Interior Refresh
300,000 1st Floor - Pop Mat / Lobby Vestibule Area 300,000 Interior Refresh 300,000 Interior Refresh
Main Library Renovations Main Library Teen Area Main Library 3rd Floor Main Library elevator upgrades/226 VAV box replaced
Old Hickory
300,000 Conference Ctr Renovations
7,245 Interior Refresh 20,680 Full Renovation
Main Library Renovations
Looby Madison
5,480
$1,750,000
$2,200,000
$1,650,000
$670,000
$1,600,000
5,253 25,330 Full Renovation
Hadley Park Hermitage
Inglewood
$250,000 $1,400,000
16,000 Interior Refresh 25,540 Full Renovation
Goodlettsville Green Hills
$25,000
16,000 Accent Paint and Service Desk Modifications
Goodlettsville
4,451 Interior Refresh
Edgehill
25,160 Interior Refresh
5,280 Interior Renovation
East
Edmondson Pike
6,054
Donelson $600,000
FY2020
$350,000
$80,000
FY2021
$85,000
FY2022
FY2023
$110,000
$300,000
FY2019
20,400 Interior Refresh
FY2018
Bordeaux
FY2017 Received $350,000
ACTION
25,000 Interior Refresh
SQ FT
Bellevue
BRANCH
Branch CIB Budget FY 2018 - 2024 - REVISED DRAFT
Included in the Building Infrastructure Repairs line
Renovation of the Conference Ctr/Bathrooms Renovation of Pop Mat/Lobby Areas Paint/Carpet/Furniture $750,000 Paint/Carpet/Furniture
Will not do anything further to existing building Included in the Building Infrastructure Repairs line
Will not do anything further to existing building
NOTES Included in the Building Infrastructure Repairs line Included in the Building Infrastructure Repairs line Will not do anything further to existing building Included in the Building Infrastructure Repairs line Included in the Building Infrastructure Repairs line Included in the Building $350,000 Infrastructure Repairs line Included in the Building Infrastructure Repairs line Included in the Building Infrastructure Repairs line FY2024
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New Richland Park New Smith Springs Branch (Antioch) New Smith Springs Branch (Antioch) New Cayce Home Branch New Thompson Lane New Thompson Lane New Inglewood New Charlotte/Hillwood Branch New Charlotte/Hillwood Branch New Murfreesboro/Briley Branch New Murfreesboro/Briley Branch
New Hadley Park
New Donelson
New Donelson
Thompson Lane
Southeast
Richland Park
Pruitt
North
BRANCH
ACTION
FY2017 Received
$350,000
FY2018
25,000 18,000 25,000 25,000 25,000 25,000 25,000 25,000 25,000
New Branch Construction and FF&E ($11.43M constr) New Branch Construction and FF&E ($7.84M constr) Acquire property for Replacement Branch New Branch Construction and FF&E ($10.37M constr) New Branch Construction and FF&E ($10.88M constr) Acquire property for New Branch New Branch Construction and FF&E ($12M constr) Acquire property for New Branch New Branch Construction and FF&E ($13.2M constr)
25,000 Acquire Property
$11,367,000
$9,230,000
FY2019
$9,975,000 $24,950,000 $24,517,000
$2,500,000
$1,200,000
Acquire property for Replacement Branch and start of 25,000 construction process ($2M for land) $6,000,000 Complete New Branch Construction and FF&E ($9.875M 25,000 constr) $6,825,000 New Branch Construction and FF&E ($8.25M constr) 20,000 secure use of parks property New Branch Construction and FF&E + Demolition of 25,000 existing Branch ($9.875M constr + $1M for demo) $11,825,000
5,501
28,000 Interior Refresh
6,845
12,210 New Roof/Interior Refresh
5,207 Interior Refresh
SQ FT
Branch CIB Budget FY 2018 - 2024 - REVISED DRAFT
$20,242,000
$11,642,000
$8,600,000
FY2020
$13,158,000
$350,000
$110,000
FY2022
$16,961,000 $13,703,000
$4,000,000
$12,531,000
FY2021
$4,835,000
$ 4,000,000
$75,000
FY2023
$15,607,000
$ 14,507,000
FY2024
Use existing Parks property and swap with old site once demo
Total needed to complete project
NOTES Included in the Building Infrastructure Repairs line Included in the Building Infrastructure Repairs line Will not do anything further to existing building Included in the Building Infrastructure Repairs line Will not do anything further to existing building
New Business Nashville Public Library
Nashville Public Library Board February 21, 2017 Resolution Title: Metro Libraries State Funding History/Background/Discussion:
Nashville Public Library along with the libraries in Memphis and Chattanooga are seeking a dedicated funding stream in State Aid that will begin correcting the existing funding imbalance between urban and rural libraries. Along with these libraries, and we anticipate Knoxville, NPL would like to begin advocating this legislative session seeking such a sustained funding source. The Metropolitan Government of Nashville and Davidson County has included this request in its legislative agenda. On Thursday, January 5th the above mentioned libraries met with Secretary of State Tre Hargett indicating their need and desire to create this fund. Public Libraries in the State of Tennessee receive some funding directly through State Aid, the Library Services and Technology Act from the federal government allocated through the State Library and Archives and miscellaneous direct contract grant appropriations. In FY 2014 NPL received $133,000 in direct grants. Metro libraries in total received $277,000. $9.7 million in State Aid alone was allocated that year to rural libraries. (Please see the accompanying document for additional details and comparisons.) Libraries other than metros currently receive funding at a $2.40 per capita level: metro libraries $0.13. Recommendation: That the Library Board endorse the effort to receive increased state appropriations in 2017 and in the future Draftor(s): Kent Oliver Person(s) Responsible for Implementation: Kent Oliver, Library Director
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RESOLUTION 2017-02.02 Metro Libraries State Funding WHEREAS, libraries in Chattanooga, Memphis, Nashville and Knox County are essential materials, literacy and educational resources for their service districts and all Tennessean’s; and WHEREAS, the State of Tennessee has declared that advancing education and literacy within the state is a priority; and WHEREAS, these metro areas have growing and diverse populations in need of appropriately supported library resources; and WHEREAS, the communities these libraries serve have demonstrated a local commitment to funding library service; and WHEREAS, there currently exists a severe deficit in per capita state funding allocated to metro library service area populations in comparison to rural libraries and regional library systems; and WHEREAS, the metro libraries seek to correct this imbalance of support from the State of Tennessee without harm to funding sources in place for the rural libraries and regional library systems; NOW, THEREFORE, BE IT HEREBY RESOLVED that the Nashville Public Library Board endorses the creation of a sustainable, dedicated State funding source of financial aid for the four urban library systems of Chattanooga, Memphis, Nashville and Knox County and supports the Library Director in seeking those funds.
February 21, 2017
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Metro State Aid Summary Report August 2016 (Based on TN Public Library Survey & TN State Library & Archives Data)
The most current state appropriation for public libraries under the Regional Libraries in Tennessee totals: o $9,699,841 o $2.40 per person for cumulative population served The most current reported state appropriation figure for the four (4) metro libraries in Tennessee totals: o $277,459 o $0.13 per person in the metro areas o $0.13 represents (5%) of appropriate funds to public libraries under the Regional Libraries in TN
State Appropriation $277,459 3%
$9,699,841 97%
Metros
Libraries under Regionals
Federal Library Services Technology Act (LSTA) Funds o $375,764 Regional Libraries in TN o $17,754 four (4) Metros o 87% decrease at the four (4) metro libraries from 2006 to 2014 o 43% decrease at the public libraries under the Regional Libraries in TN from 2006 to 2014
LSTA Funds $17,754.00 5%
$375,764.00 95%
Metros
Libraries under Regionals
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Current totals indicate that the four (4) metro libraries account: o o o o
34% of Tennessee’s population 39% of circulation across the state 38% of total programs offered 42% of total program attendance at library programs
Population Served
2,106,576 34% 4,035,197 66%
Metros
Libraries under Regionals
Circulation
9,742,391 39% 15,485,138 61%
Metros
Programs
17,506 38%
29,121 62%
Metros
Libraries under Regionals
Libraries under Regionals
Program Attendance
721,515 58%
Metros
527,298 42%
Libraries under Regionals
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Trend data shows a 25% drop in the cumulative total state revenue for metro libraries while activity remained steady or increased from 2006 to 2014. (Visits data was not used because of incomplete/inconsistent data.) Metros – Cumulative Annual Total State Appropriation
Total State Appropriation $600,000 $500,000
$0.26 per capita $0.13 per capita
$400,000 $300,000
$200,000 $100,000 $2006
2007
2008
2009
2010
2011
2012
Chattanooga Public Library
Knox County Public Library
Memphis Public Library & Information Ctr
Nashville Public Library
2013
2014
Metro Libraries have also seen a significant drop (87%) in LSTA (Federal Revenue) Funds.
Total LSTA (Federal Revenue) Funds $160,000 $140,000 $120,000 $100,000
$80,000 $60,000 $40,000 $20,000 $2006
2007
2008
2009
2010
2011
2012
Chattanooga Public Library
Knox County Public Library
Memphis Public Library & Information Ctr
Nashville Public Library
2013
2014
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Metros – Cumulative Activity Figures Total Circulation 12,000,000 10,000,000
8,000,000 6,000,000 4,000,000 2,000,000 0 2006
2007
2008
2009
2010
2011
2012
Chattanooga Public Library
Knox County Public Library
Memphis Public Library & Information Ctr
Nashville Public Library
2013
2014
Total Programs 20,000 18,000 16,000 14,000 12,000 10,000 8,000 6,000 4,000 2,000 0 2006
2007
2008
2009
2010
2011
2012
Chattanooga Public Library
Knox County Public Library
Memphis Public Library & Information Ctr
Nashville Public Library
2013
2014
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Total Program Attendance 600,000 500,000 400,000 300,000 200,000 100,000 0 2006
2007
2008
2009
2010
2011
2012
Chattanooga Public Library
Knox County Public Library
Memphis Public Library & Information Ctr
Nashville Public Library
2013
2014
History of Library Funding History: 1956 - Library Services Act (LSA) – Federal funding for rural libraries with a population cap of 10,000. Federal Library Agency managed grants to the states. 1960 - LSA renewed with same level of funding and rural libraries still the focus. The 1950’s and 1960’s were a robust period with Southern states receiving most of the Federal Funding—all for rural libraries. 1960 - Recommended changes to LSA: Extend to all population groups Increase authorization from $7.5m to $20m annually Extend expiration date to 1968 1964 - LSA becomes Library Services and Construction Act (LSCA) with a focus on library buildings and renovations and includes urban as well as rural libraries 1977 - First notable change to LSCA: a section was added to provide funds for large urban libraries called Municipal and Urban Resource Libraries (MURL) provided funds for preselected major libraries in each state whose collections were viewed as resources for a larger area of that state. The first recognition that library resources in major urban libraries were shared and needed to be improved. 1980’s - Consistent declines in federal funding. 1990 - Bush administration recommends zeroing out LSCA because it had accomplished its mission and it was time for state and local governments to provide their own funding. 1996 - LSCA becomes Library Services Technology Act (LSTA) and IMLS is created. Construction no longer funded but moved to the use of technology. Funds disbursed to each state based on population. 32 | P a g e
New Business Nashville Public Library
Nashville Public Library Board February 21, 2017 Resolution Title: Archives Title to Historical Metro Records History/Background/Discussion: The Metro Government Archives currently maintains records of enduring historical value for the Metropolitan Government of Nashville. The Metro Archives also maintains selected records of the judicial system of Metro Nashville and Davidson County. In order to achieve the greatest efficiencies in delivering this mission the Nashville Public Library and Metro Archives seek a change in title transfer procedure/legislation that will align itself with the Tennessee Code addressing this process at the state level. The relevant section is: โ ข TCA 10-7-307: Title to and destruction of records transferred to state archives. Title to any record transferred to the state archives is vested in the state library and archives. The state librarian and archivist may destroy originals of such records if such records have been microfilmed or converted to microform media of such quality which shall meet the minimum standards of the United States government. History: [Acts 1978, ch. 544, ยง 4; T.C.A., ยง 15-407; Acts 1991, ch. 362, ยง 1.] Under the current system, records are either appraised by the Metro Archives for retention of those with enduring historical value or are transferred to the Archives at the end of their active departmental use. The appraisal process includes not only assessment for historical value, but administrative, legal, fiscal or intrinsic value. Records not meeting these criteria may be destroyed. Other government records with statutory or regulatory mandates as permanent are automatically transferred to the Archives after a set retention period. The Metro Records Commission has recommended transferring the title of records to the Archives. Metro legal has drawn up Council legislation to acknowledge this change in process for records title. The current wording of the proposed code is: Upon the transfer of possession of any record to the Archives division of the Nashville Public Library, such records shall become the permanent property of and permanently retained by the Archives division of the Nashville Public Library. The Archivist, under the direction of the Library Director, shall have the authority to destroy originals of such records if such records have been converted to media of such quality which shall meet the minimum standards of the United States government or are judged by the Archivist to lack historical or legal value as a permanent record. Recommendation: The Board endorse the change of records title to the Archives. Draftor(s): Kent Oliver, Library Director Person(s) Responsible for Implementation: Ken Fieth, Archivist
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RESOLUTION 2017-02.03 Archives Title to Historical Metro Records
WHEREAS, the Metro Archivist is charged with preserving and organizing the historical records of the Metropolitan Government of Nashville and Davidson County, and WHEREAS, receiving title of such records is a key component of managing the collection and making it accessible and searchable, and WHEREAS, the legislation being proposed to Metro Council will facilitate best practices in management of the Archives; NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees that it endorses the practice that Metro government records transferred to the Archives shall become the permanent property of the Archives division of the Nashville Public Library.
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ORDINANCE NO. ____________ An ordinance amending section 2.140.010 et seq. of the Metropolitan Code adding section 2.140.070 to vest permanent possession and retention of any record transferred to the Metropolitan Government Archives division of the Nashville Public Library in the Metropolitan Archives and Nashville Public Library and to provide authority for the Metropolitan Archives to destroy such records when appropriate. WHEREAS, the Metropolitan Government Archives division of the Nashville Public Library (“Archives”) currently maintains records of enduring historical value of the Metropolitan Government of Nashville and Davidson County as well as select records of the judicial system of Metropolitan Nashville and Davidson County; and, WHEREAS, the Archives has no authority under the Metropolitan Code to consult or influence the originating office or department’s ability to remove records from the Archives; and, WHEREAS, records may currently be removed by Metropolitan Government departments from the Archives without notice, which negatively impacts the long term storage and preservation of historically significant items; and, WHEREAS, vesting permanent custody of records transferred to the Archives in the Archives will allow the Archives to manage the archival records of the Metropolitan Government more efficiently; and, WHEREAS, authorizing the Library Director and Archivist to destroy original records lacking historical or legal value which have been converted to an appropriate alternative media will alleviate the growing need for the physical storage of records; and, WHEREAS, it is to the benefit of the citizens of The Metropolitan Government of Nashville and Davidson County that this amendment to the contract be approved. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE METROPOLITAN GOVERNMENT OF NASHVILLE AND DAVIDSON COUNTY: Section 1: Title 2 of the Metropolitan Code of Laws is amended by adding section 2.140.070, entitled Staff, in its entirety and inserting the following language: 2.140.070 Retention, possession, and destruction of records transferred to metro archives
A. Upon the transfer of possession of any record to the Archives division of the Nashville Public Library, such records shall become the permanent property of and permanently retained by the Archives division of the Nashville Public Library. The Archivist, under the direction of the Library Director, shall have the authority to destroy originals of such records if such records have been converted to media of such quality which shall meet the minimum standards of the United States government or are judged by the Archivist to lack historical or legal value as a permanent record.
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Section 2: That this ordinance shall take effect from and after its adoption, the welfare of the Metropolitan Government of Nashville and Davidson County requiring it.
RECOMMENDED BY:
INTRODUCED: ____________________________
Kent Oliver, Library Director ____________________________ APPROVED AS TO AVAILABILITY OF FUNDS: ____________________________ Member(s) of Council Talia Lomax-O’dneal, Director of Finance
APPROVED AS TO FORM AND LEGALITY:
Assistant Metropolitan Attorney
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New Business Nashville Public Library
Nashville Public Library Board February 21, 2017 Resolution Title: Summer Learning Challenge Fine Amnesty History/Background/Discussion: The Nashville Public Library’s Summer Learning Challenge encourages patrons to participate in activities related to literacy, STEAM, and community over the course of the summer months by rewarding points for completing a series of goals. The city-wide goal is to earn 1,000,000 points. If reached, the Library would like to offer a fine amnesty week, August 13th – August 19th to participating patrons. Objectives of the Fine Amnesty Week: To increase awareness and excitement about Summer Learning To motivate a city-wide initiative to participate To encourage patrons who otherwise would not participate in Summer Learning To provided library patrons, particularly children and teens, who are unable to take advantage of the Food for Fines program, with another way to get their card in good standing and to continue to checkout library materials To get lost library materials back to the library and into circulation Based on past Food for Fines program participation, it is estimated that the total fines waived would be close to $25,000.
Recommendation: The Board approves the proposed fine amnesty week for Summer Learning Challenge participants. Draftor(s): Jena Schmid, Assistant Director for the Main Library. Person(s) Responsible for Implementation: Pat Bashir, Librarian 2, Chair of the Summer Challenge Committee.
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RESOLUTION 2017-02.04 Summer Learning Challenge Fine Amnesty WHEREAS, the mission of the Nashville Public Library is to “Inspire Reading, Advance Learning and Connect our Community”, and WHEREAS, Libraries contribute to the intellectual growth of children and teens during the summer through reading programs, and WHEREAS, the Fine Amnesty Week is designed to be a special community-wide effort and will spread goodwill throughout the community, and WHEREAS, an amnesty program has proven to be popular and successful by giving library patrons who have fallen behind the opportunity to return to good standing and thus again make use of beneficial library resources; NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees that the Board wishes to reward participants of the Summer Learning Challenge for reaching city-wide goals by authorizing a fines amnesty period as specified above August 13 – August 19, 2017.
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