NASHVILLE PUBLIC LIBRARY Board of Trustees Meeting February 20, 2018
Nashville Public Library Board of Trustees Agenda February, 2018 Main Library 615 Church Street Board 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 12, 2017……………………………………………………..…………….….pgs. 1 – 9
VII.
Library Director Report a. Library Director, Kent Oliver b. Budget Update, Kent Oliver
VIII.
Staff Reports a. GROW, Dr. Shari Barkin, MD, MSHS b. HR Diversity Report, Sherry Adams c. Volunteer Update, Amy Pierce d. Interns Program, Helen Sanders
IX.
New Business a. Board Meeting Locations, Kent Oliver…………………………………………………………………pg. 29 b. AV Policy & Resolution, Felicia Wilson and Ken Fieth………………………………….………pgs. 30 – 33
X.
Adjournment
Next Board of Trustees Meeting 12:00 noon – March 20, 2017 LOCATION TO BE DETERMINED
NASHVILLE PUBLIC LIBRARY A City with a Great Library is a Great City ® LIBRARY BOARD MINUTES December 12, 2017 12:00 p.m. Main Library, 615 Church St, Nashville TN 37219 Members Present:
Keith Simmons, Lucy Haynes, Gini Pupo-Walker, Joyce Searcy, and Katy Varney
Members Absent:
Robert Oermann and Sepi Khansari
Library Staff:
Kent Oliver, Elyse Adler, Susan Drye, Jena Schmid, Felicia Wilson, Larry Price, Andrea Fanta, Vickie Starks, and Beth Deeb
Also Present:
Carly Elliott, Metro Department of Law attorney
I.
Call to Order / Roll Call Keith Simmons called the meeting to order at 12:07 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. Introduce Visitors Mr. Simmons welcomed Gini Pupo-Walker to the Board. IV. Approval of Minutes: October 17, 2017 Katy Varney moved for approval of the minutes from the October meeting; the motion was seconded by Lucy Haynes and passed unanimously. V.
Library Director Report—Kent Oliver, Library Director NPLF is in the process of unifying with the Friends of the Library; Shawn Bakker has drawn up the MOU between the two organizations. The result will be that the Friends will be better able to coordinate grassroots fundraising. The MOU will be brought before the NPLF Board for approval, to be implemented July 1. The garage renovation completion date has been moved to April 2018. Mr. Oliver hopes to get more parking spaces for staff as part of the project. Mr. Oliver attended the Project Register kickoff yesterday, whose goal is to increase voter registration. People can already register to vote at libraries, but Mr. Oliver would like to make this opportunity more obvious to patrons. We could also promote online voter registration. 1|Page
String City was at the Country Music Hall of Fame again over Thanksgiving weekend, and had great attendance numbers. There will be a special event with Congressman Cooper commemorating what he read into the congressional record regarding the Library of the Year award. Board members will be invited to this event. At last night’s special Council meeting, members discussed a process for rating capital projects on a scorecard. In this scenario, every Council person would get 100 points to disperse between all of the projects on the list, and the resulting ranking would then go to the Mayor. There were six library projects on the list, and two council people (from Richland Park and the Smith Springs/Antioch area) named those libraries as their top priority. Mr. Oliver noted that for the first time in quite a while, we have under twenty open positions. Special thanks to Susan Drye and Sherry Adams.
VI. Staff Reports a. Donelson Library Update—Kent Oliver Mr. Oliver explained that we have been meeting with a developer who wants to turn Donelson Plaza into a new downtown area. The Library would be the cornerstone of the development, and it would also include retail, commercial, and residential space. However, the developer wants Metro to fund some of the accompanying infrastructure (road changes, for instance). There is another meeting this Thursday between the developer and Metro. VII. New Business a. Foundation Budget Discussion—Kent Oliver Mr. Oliver reported that the NPLF Finance Committee is recommending a $450,000 cut for FY18/19, which would bring this year’s $2.7 million budget to $2.2 million. The undesignated funds from the capital campaign are running out, so NPLF is attempting to increase fundraising and we are going to reduce spending. Mr. Oliver has been working with Elyse Adler to prioritize Foundation-funded projects, and will also be requesting to move some Foundation-funded staff to Metro. Mr. Oliver will make sure that the Mayor’s Office understands that there is some urgency to this year’s requests and engage the Library Board in advocacy efforts. b. Private Events Update & Private Events Policy Resolution—Jena Schmid Last year at this time, the Board approved renting out spaces in the Library for private events. NPL hosted its first wedding in September, and we have five weddings and a bat mitzvah booked for next year. We receive about twenty requests per month, but the high fees prevent some people from renting the space. Therefore, we are proposing that two fees be lowered because they take less staff time and labor to prepare: the courtyard (if they use the furniture that’s already there) and the lobby. We would also like to extend a 50% employee discount to library staff. In addition, the original policy included some procedures, so those are being removed from the policy and placed into the procedures manual. Joyce Searcy moved for approval of Resolution 2017-12.01; Ms. Varney seconded the motion and it passed unanimously. Nashville Public Library Board 12/12/17 Resolution Title: Private Events Policy Revision History/Background/Discussion: 2|Page
After reviewing the current Private Events Policy, the library proposes three changes: 1. It has determined that some of the fees were not congruent with the amount of labor required to prepare the space for a special event. The proposed fee schedule shows a decrease in cost in some spaces where less labor is required. 2. Library staff members have expressed interest in renting library facilities for their own private events. The library would like to make its rental spaces more accessible to staff by offering an employee discount. 3. When the Private Events Policy was originally approved by the Library Board, it contained some library procedures. It has been rewritten to remove procedure from policy. Recommendation: The Board approves the proposed revisions to the Private Events Policy. Draftor(s): Jena Schmid, Susan Drye, Georgia Varble Person(s) Responsible for Implementation: NPL Facilities Coordinator RESOLUTION 2017-12.01 PRIVATE EVENTS POLICY WHEREAS, the Nashville Public Library Board of Trustees is required to authorize all fees charged by the Nashville Public Library, and WHEREAS, there exists a need to update the current fees for private events so that they correspond to the amount of labor required, and WHEREAS, the Nashville Public Library seeks to support library employees who would like to celebrate their personal momentous occasions at the library, and WHEREAS, the Nashville Public Library has revised the Private Events policy to separate library procedures from the policy NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees that the board endorses the proposed changes to the Private Events Policy. c. Main Meeting Room Policy Resolution—Jena Schmid Ms. Schmid presented a few proposed changes to the policy for use of the Conference Center at the Main Library. First, procedures would be removed from the policy. Then, wording was removed that said that after-hours and social events weren’t allowed (since they are now allowed through our Private Events Policy). Finally, wording was added to explain that library-sponsored events are open to the public and the media, but those who pay a rental fee to use our space determine whether their events will be open to those groups (this wording has been approved by Metro Legal). Ms. Haynes moved for approval of Resolution 2017-12.02; the motion was seconded by Ms. Varney and passed unanimously. Nashville Public Library Board 12/12/17 3|Page
Resolution Title: Changes to the Policy for the Use of Library Facilities & Meeting Rooms at the Main Library History/Background/Discussion: The Policy for the Use of Library Facilities and Meeting Rooms at the Main Library was last revised and approved by the Library Board in October, 2009. Policies and procedures were blended together in one document. It has been rewritten to remove procedures from the policy. Recommendation: The Board approves the proposed changes to the Policy for the Use of Library Facilities and Meeting Rooms at the Main Library Draftor(s): Jena Schmid Person(s) Responsible for Implementation: NPL Facilities Coordinator RESOLUTION 2017-12.02 CHANGES TO THE POLICY FOR THE USE OF LIBRARY FACILITIES & MEETING ROOMS AT THE MAIN LIBRARY
WHEREAS, the Policy for Use of the Library Facilities and Meeting Rooms at the Main Library, last review in 2009, contained many procedures that should be removed from the policy, and WHEREAS, the library wants to optimize the rental of library meeting spaces, NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees that the amendment to the Private Events Policy be approved, to become effective immediately. d. One-Time Waiving of Fees for MNPS Students Resolution—Susan Drye Ms. Drye explained that this proposal is a collaborative effort between Community Engagement and Education/Limitless Libraries, Collections & Technology/Shared Systems, Finance, and MNPS. The issue being addressed is that when we migrated to Carl X in July, NPL fees for materials lost by MNPS students were migrated to the new system. This prevents students with fees from checking out MNPS items from their school libraries as well from NPL, making it an access issue. The total to be waived would be somewhere around $165,000. After this one-time waive, the involved departments would meet again in May 2018 to re-evaluate. Ms. Searcy moved for approval of Resolution 2017-12.03; the motion was seconded by Ms. Haynes and passed unanimously. Nashville Public Library Board December 12, 2017 Resolution Title: One-Time Waiving of Fees for MNPS Students History/Background/Discussion: As part of Nashville Public Library’s transition to the new Integrated Library System (ILS) CARL•X in July 2017, past and current NPL fees of Metro Nashville Public Schools (MNPS) students were migrated from NPL’s previous ILS, Millennium, to the new system. 4|Page
NPL proposes a one-time waive of current and past fees accrued by MNPS students to be approved by the Board of the Nashville Public Library. Waiving current and past fees will allow school access for MNPS students with accounts blocked due to NPL items. Currently, an individual student account block for NPL items inhibits student checkout of MNPS items from their school libraries as well as from NPL. This is an issue the migration team did not anticipate in July during the ILS migration. The current estimated total to be waived is $164,725.03. However, since these accounts change daily, an exact figure won’t be available until NPL actually begins to waive the fees. Totals reflect fees dating back from pre-2010 through 2017. Approval of this one-time waive would allow all fees accrued by MNPS students to be waived over Christmas break, which begins December 18, 2017. Going forward, the NPL divisions involved with this process (Community Engagement and Education/Limitless Libraries, Finance, Collections & Technology/Shared Systems, and the Director of Library Services for Metro Nashville Public Schools) will evaluate the number of NPL-owned items not returned by MNPS students against the number of items circulated in May, 2018. The following are two tables that break down fee amounts per Media Type and By Year. Grades listed are the students’ current grades and not the grades students were in when fees were acquired.
Fees Owed by MNPS Students for NPL Materials Media type Amount billed dvd $45,622.19 music cd $2,928.94 kit $76.85 book $68,709.08 cd audio book $4,009.75 blu-ray, circ 1-week $127.96 videogame $246.86 equipment - circulating $2,194.49 paperback book $26,547.56 dvd, circ 3-weeks $5,833.33 dvd, r-rated $59.19 playaway $7,483.17 bookpack $885.66 Total $164,725.03
5|Page
pre-2010 Pre-K student Kindergarten student First grade student Second grade student Third grade student Fourth grade student Fifth grade student Sixth grade student Seventh grade student Eighth grade student Ninth grade student Tenth grade student Eleventh grade student Twelfth grade student Elem School - no delivery Middle School - no delivery High School - no delivery TOTALS
2010
2011
2012
$49.52 $118.78 $91.89 $367.63 $426.04 $988.11 $886.08
$34.90 $31.75 $90.38 $137.85 $314.89 $662.13 $447.79 $1,266.13 $1,305.69
$48.96 $95.51 $122.42 $955.76 $1,258.74 $1,592.46 $2,325.56
$15.16 $76.65 $272.65 $641.38 $454.73 $383.10 $717.60
2013
2014
$103.27 $61.94 $59.83 $287.38 $253.39 $707.95 $1,004.02 $991.74 $1,377.08 $1,430.99 $1,000.80 $855.89 $1,302.56 $1,202.11
$166.49 $145.90 $171.52 $178.91 $14.85 $89.98 $43.18 $20.93 $21.99 $6,744.81 $2,576.12 $3,018.03 $4,334.69 $5,267.78 $5,731.51
2015
2016
$217.19 $5,722.56 $6,314.94 $4,870.60 $8,533.17 $5,130.29 $4,148.32 $3,410.65 $2,582.31 $4,312.95 $22.97 $535.03 $1,002.89 $255.69 $946.29 $21,563.98 $46,713.80 $589.46 $2,163.91 $158.11 $4,597.57 $4,095.52 $2,458.72 $2,937.60 $1,704.83 $2,067.54
2017 Totals $140.85 $140.85 $340.90 $340.90 $397.16 $397.16 $267.32 $267.32 $4,995.82 $5,213.01 $12,236.89 $18,583.81 $7,627.15 $16,186.71 $9,426.92 $14,775.90 $7,868.12 $21,774.86 $5,639.34 $16,628.34 $5,021.78 $16,251.48 $4,247.73 $15,991.35 $3,121.30 $13,494.93 $4,909.60 $19,029.69 $316.78 $339.75 $1,090.31 $3,112.14 $625.01 $2,196.83 $68,272.98 $164,725.03
Recommendation: The board approves the proposed one-time waiving of fees for MNPS students Draftor(s): Susan Drye Person(s) Responsible for Implementation: Community Engagement and Education, Limitless Libraries, Finance, Collections & Technology, Shared Systems, and the Director of Library Services for Metro Nashville Public Schools RESOLUTION 2017-12.03 One-Time Waiving of Fees for MNPS Students WHEREAS, as part of Nashville Public Library’s transition to the new Integrated Library System (ILS) CARL•X in July 2017, past and current NPL fees of Metro Nashville Public Schools (MNPS) students were migrated from NPL’s previous ILS, Millennium, to the new system, and WHEREAS, NPL proposes a one-time waive of current and past fees accrued by MNPS students to be approved by the Board of the Nashville Public Library. The current estimated total to be waived is $164,725.03 but since these accounts change daily, an exact figure won’t be available until NPL actually begins to waive the fees. Totals reflect fees dating back from pre-2010 through 2017, and WHEREAS, Waiving current and past fees will allow school access for MNPS students with accounts blocked due to NPL items. Currently, an account block for NPL items inhibits student checkout of MNPS items from their school libraries as well as from NPL, and WHEREAS, Going forward, the involved departments (Community Engagement and Education/Limitless Libraries, Finance, Collections & Technology/Shared Systems, and the Director of Library Services for Metro Nashville Public Schools) agree to meet in May 2018 to evaluate the number of NPL-owned items not returned by MNPS students against the number of items circulated, and NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board that the One-Time Waiving of Fees for MNPS Students be approved. e. Non-resident Card LOA & Non-resident Card Resolution—Kent Oliver 6|Page
Mr. Oliver explained that this initiative is meant to increase library access, and that almost every public library system across middle Tennessee will be participating. If the Board adopts the proposed LOA, non-residents will be able to check out any physical materials for free. If they also want electronic content, they would have to pay a $10 fee to satisfy our contractual obligations with our e-content providers. Mr. Simmons wondered what will happen to hold queues for our e-books and e-audiobooks if people from other parts of the country can pay $10 to access our e-collections. Ms. Schmid noted that to sign up for one of these cards, a person has to actually visit one of our library locations. Ms. Haynes wondered if we could add a “buy it now” feature for when our hold queues are too long. Felicia Wilson explained that this is an option from Overdrive (and the Library would receive a percentage of the proceeds), but Metro cannot currently process credit card payments. Mr. Oliver said that he would set a meeting with Metro Finance to revisit this issue. Gini Pupo-Walker moved for approval of Resolution 2017-12.04; the motion was seconded by Ms. Varney and passed unanimously. Nashville Public Library Board December 12, 2017 Resolution Title: Letter of Agreement for Reciprocal Lending and the Elimination of Out-of-District Service Fees History/Background/Discussion: As part of the fiscal year 2018 Metro budget process NPL received approval to eliminate nonresident card fees. As was reported to the Board earlier this year, during the 2016 fiscal year 278 library users paid the $50 non-resident fee, for a total of $13,900. This fall with the encouragement of the Tennessee State Library a meeting took place including representation of most mid-Tennessee public library systems to discuss non-resident usage fees. As a result of that meeting the libraries in attendance requested that the Tennessee State Library create a letter of agreement demonstrating their support of free non-resident library usage by nearly all the libraries in attendance. A number of libraries attending were already providing free nonresident access. Libraries expected to participate in this agreement include those from Wilson, Sumner, Robertson, Williamson, Rutherford, Cheatham counties.” The Bentwood Public Library is not expected to participate. Other Tennessee libraries are eventually expected to join this movement. As NPL prepares for the non-resident fee change one challenge has been the contractual agreements between NPL and its online electronic information providers. A number of those contracts limit free access to their data bases to residents within the library’s legally defined service district. In NPL’s case that is Davidson County residents. In addition, the fees associated with these services are based on per use of item access. As part of the attached Letter of Agreement free non-resident use includes print materials and acknowledges the potential of a required fee for non-resident use of electronic (e-)content (online materials). As such, it is recommended that NPL implement a $10 fee for those non-resident users wishing to access the library’s e-content as well as checkout print materials. This should satisfy the contractual agreements of our electronic content vendors. NPL’s online system will allow us to create a patron 7|Page
type designation if a non-resident card has paid for electronic access when signing on to the system. A print materials only card will be free to all non-residents requesting one. The current verification requirements of proof of address will apply.
Recommendation: The Board approves the proposed Letter of Agreement and implements a $10 fee for those non-residents who wish to access the libraries e-content resources. Draftor(s): Kent Oliver Person(s) Responsible for Implementation: Kent Oliver, Library Director RESOLUTION 2017-12.04 Letter of Agreement for Reciprocal Lending
WHEREAS, the Nashville Public Library currently charges a $50 fee for non-resident checkout of library materials, and WHEREAS, the Library Board expressed their intent to eliminate non-resident fees with the submission of the 2018 budget and, WHEREAS, other regional public libraries have joined the Nashville Pubic Library in their support of universal access and reciprocal lending of public library materials by all libraries in Mid-Tennessee, and WHEREAS, elimination of non-resident fees by public libraries creates greater access to information and books for all Tennesseans, NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board that effective January 1, 2018 NPL eliminates the $50 non-resident library materials use fee on print materials for all non-residents of Davidson County and, BE IT FUTHER RESOLVED that effective January 1, 2018 a $10 fee be charged to non-residents wishing to use NPL’s e-content material subscriptions and, BE IT FURTHER RESOLVED that NPL enthusiastically endorses and agrees to the attached Letter of Agreement for Reciprocal Lending and Elimination of Out-of-District Service Fees. Letter of Agreement for Reciprocal Lending and Elimination of Out-of-District Service Fees WHEREAS, the Nashville-Davidson County Public Library recognizes the importance of sharing public library resources, and has agreed to eliminate non-resident borrower’s fees; WHEREAS, public libraries throughout the State of Tennessee recognize the importance of promoting access to intellectual materials available in locally supported public libraries;
8|Page
WHEREAS, the parties to this agreement desire to fulfill their mission of providing access to resources for the betterment of the communities served; HEREBY, the undersigned libraries agree to provide residents within the service area of each other’s public libraries with:
Free and open lending of (circulating) physical library materials with no extra fees or charges for non-residents.
Free and open use of public library computers for internet access.
The undersigned parties also agree to the following measures:
Each library shall establish its own criteria for patron registration.
Each library shall establish its own policies for circulation, including fines or late fees and charges for lost or damaged materials.
Libraries may limit non-resident access to online resources, and special services and collections.
Patrons will be responsible for returning materials directly to the lending library.
The undersigned parties also agree to:
Publicize this agreement once in place.
Track and share non-resident usage data.
Name of Library Date
Authorized Signature/Title
_____________________________ __________________________________________
VIII. Adjournment The meeting adjourned at 1:24 p.m.
Next Board Meeting— 12:00 p.m., January 16, 2018 Main Library 615 Church Street, Nashville, TN 37219 Board retreat January 19, 2018
Respectfully submitted by Beth Deeb 9|Page
Statistical Summary – February 20, 2018 Nashville Public Library
Cardholders as % of Population Served
56.4% January 2018 New Cards: 2,786 Active Cardholders: 385,829
Public Computer Usage January 2018 / 2017 37,688 / 50,812 Wireless Usage January 2018 / 2017 84,183 / 52,408
Database Sessions January 2018 / 2017 35,520 / 37,775
Volunteer Services Number of Volunteers Volunteer Hours
Jan-18 205 1349.00
Jan-17 219 1816.50
% Change 2018-2017 -6.39% -25.74%
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Statistical Summary – February 20, 2018 Nashville Public Library
CIRCULATION TREND FY1718
FY1617
FY1516
550,000 500,000 450,000
400,000 350,000 300,000
J UL
AUG
SEP
OCT N OV D EC
JA N
F E B M A R A P R M AY J UN
CIRCULATION COMPARISON PHYSICAL VS EMEDIA Physical
Circulation Bellevue Bordeaux Donelson East Edgehill Edmondson Pike Goodlettsville Green Hills Hadley Park Equal Access Hermitage Inglewood Looby Madison Main North Old Hickory Pruitt Richland Park Southeast Thompson Lane Watkins Park Virtual Renewals eMedia Talking Library NPL Total
Jan-18 Circulation 31,098 4,186 6,701 5,021 1,860 28,244 14,939 38,112 910 155 23,707 9,538 1,658 1 32,381 1,543 2,625 484 8,961 17,415 2,622 229 83,280 161,587 3 477,260
eMedia
34%
35%
66%
65%
JA N - 1 8
JA N - 1 7
Month Jan-18 Jan-17 % of Total Circulation 6.52% 31,728 0.88% 5,781 1.40% 9,133 1.05% 5,269 0.39% 3,059 5.92% 29,158 3.13% 12,990 7.99% 39,874 0.19% 2,093 0.03% 208 4.97% 23,396 2.00% 8,100 0.35% 2,824 0.00% 11,729 6.78% 47,909 0.32% 2,663 0.55% 3,730 0.10% 1,623 1.88% 9,867 3.65% 18,154 0.55% 7,455 0.05% 1,529 17.45% N/A 33.86% 148,227 0.00% 2 426,501
% Change 2018-2017 -1.99% -27.59% -26.63% -4.71% -39.20% -3.13% 15.00% -4.42% -56.52% -25.48% 1.33% 17.75% -41.29% -99.99% -32.41% -42.06% -29.62% -70.18% -9.18% -4.07% -64.83% -85.02% N/A 9.01% 50.00% 11.90%
Jan-18 Year-to-Date 209,395 29,971 50,583 30,785 14,053 197,844 93,301 262,773 6,425 1,335 166,285 60,929 10,929 32,818 228,806 9,767 18,301 4,355 64,228 133,891 17,463 2,296 591,426 1,062,263 23 3,300,245
Fiscal Year-to-Date 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 N/A 973,118 8 3,170,478
% Change 2018-2017 -16.96% -35.53% -27.76% -25.38% -43.73% -14.98% -8.49% -16.67% -61.40% -39.78% -11.83% -2.31% -53.65% -64.28% -38.55% -54.10% -37.31% -64.98% -13.86% -11.72% -70.59% -63.61% N/A 9.16% 187.50% 4.09%
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Statistical Summary – February 20, 2018 Nashville Public Library
PROGRAM TREND FY1718
FY1617
FY1516
1600 1400
1200 1000 800 600 400 200 0
J UL
AUG S E P
OCT N OV D EC
JA N
F E B M A R A P R M AY J UN E
PROGRAMS BY AGE GROUP Adult Programs
Teen Programs
Children's Programs
404
392
182
271
453
330
JA N - 1 8
JA N - 1 7
PROGRAMS - LIBRARY VS OUTREACH Library
Outreach
15%
17%
85%
83%
JA N - 1 8
JA N - 1 7
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Statistical Summary – February 20, 2018 Nashville Public Library
PROGRAM ATTENDANCE TREND FY1718
FY1617
FY1516
80000 70000 60000 50000
40000 30000 20000 10000
J UL AUG S E P
OCT N OV D EC
JA N
F E B M A R A P R M AY J UN E
PROGRAM ATTENDANCE BY AGE GROUP Adult Attendance
Teen Attendance
Children's Attendance
14,280
12,077 2,178 4,099
3,290
JA N - 1 8
JA N - 1 7
3,947
PROGRAM ATTENDANCE - LIBRARY VS OUTREACH Library
Outreach
21%
27%
79%
73%
JA N - 1 8
JA N - 1 7
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Statistical Summary – February 20, 2018 Nashville Public Library
VISITS TREND FY1718
FY1617
FY1516
450000 400000 350000 300000 250000 200000 150000
J UL
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
AUG
SEP
Jan-18 Visits 17,571 7,895 11,634 13,219 3,471 16,627 10,033 19,881 2,594 14,405 17,516 3,455 0 37,605 5,145 3,499 3,594 19,898 14,682 15,334 3,791 241,849
OCT
N OV
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
D EC
JA N
% Change 2018-2017 -7.54% -32.61% -8.49% -18.30% -15.44% 0.38% 28.12% -5.24% -7.88% -5.18% 31.36% -41.16% -100.00% -26.29% -18.44% -2.94% -17.72% 7.75% 15.20% 203.40% 14.88% -12.59%
FEB
MAR
Jan-18 Circ / Visit 1.77 0.53 0.58 0.38 0.54 1.70 1.49 1.92 0.35 1.65 0.54 0.48 N/A 0.87 0.30 0.75 0.13 0.45 1.19 0.17 0.06 0.96
APR
M AY
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
J UN
% Change 2018-2017 6.00% 7.45% -19.82% 16.64% -28.09% -3.50% -10.24% 0.86% -52.80% 6.87% -10.36% -0.22% N/A -8.26% -28.96% -27.49% -63.76% -15.72% -16.73% -88.41% -86.96% -4.46%
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Financial Overview – February 20, 2018 Nashville Public Library Metro Government of Nashville Monthly Budget Accountability Report As of January 2018 Public Library GSD-General - Operating PY Budget PY Actuals PY% Prior Year Thru Thru Thru Prior YTD Budget 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
13,974,200
8,151,617
7,172,209
88.0%
35,300
20,592
43,267
210.1%
1,257,300
733,425
1,420,165
15,266,800
8,905,634
8,635,641
Fringes
5,510,400
3,214,400
3,334,417
Other Expenses: Utilities Professional & Purchased Services
1,643,100 2,526,400
958,475 1,473,733
761,212 953,944
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 Miscellaneous Revenue - Donation 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
62,700 598,400
36,575 349,067
493,100 1,785,900 2,196,400
287,642 1,041,775 1,281,233
67,778 103,989
339,147 1,032,717 959,714
30,083,200 17,548,534 16,188,559
979,408 14,537,600
893,074
35,300
20,592
193.6% -686,740 1,257,300
733,425
254,566
9,234,284
1,153,223
97.0%
-22,675
8,480,267
269,993 15,830,200
103.7% -120,017 5,638,100
79.4% 64.7%
197,263 1,643,100 519,789 3,044,000
5,583
7,235,062
46,450
1,535,924
8,817,436
85.3% 1,245,205
225.6%
-25,858
209.4% -802,499
95.5%
416,848
LIB is at 85.3% thru Jan. Vacancies are being filled as quickly as possible. However, NPL will keep an eye on expenditures. LIB is over budget at 225.6% thru Jan. With staffing levels, OT is necessary at times to fulfill NPL needs especially with Maintenance and Security issues. LIB is 209.4% 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 95.5% 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.
3,288,892
483,626
3,431,216
Fringe is at 104.3% thru Jan due to higher overall fringe costs. LIB does not have 104.3% -142,324 much control over fringe costs.
958,475 1,775,667
119,732 393,767
852,046 1,970,374
88.9% 106,429 111.0% -194,707
185.3% 29.8%
-31,203 245,078
115,200 593,400
67,200 346,150
117.9% 99.1% 74.9%
-51,505 493,100 9,058 1,830,600 321,519 1,853,000
287,642 1,067,850 1,080,917
92.3% 1,359,975 31,040,700 18,107,077
21,617 126,087
84,599 395,661
125.9% 114.3%
217,357 1,067,843 886,933
75.6% 100.0% 82.1%
2,834,212 17,723,465
97.9%
73,777 152,549 309,834
Travel is currently under budget for the year. However, monthly parking passes for Main employees are the biggest expense and we anticipate being over at -17,399 the end of the FY in this line item. -49,511 LIB is at 75.6% of budget thru Jan. The lower amount here is the result of a prepayment on the reimbursement from MNPS for the new ILS system. LIB will 70,285 monitor closely. 7 Internal Service Fees have been posted. 193,984 Library is under budget (97.9%) for FY18 YTD. NPL will monitor ALL expenditures closely as the fiscal year progresses to 383,612 ensure we are on budget by year end.
407,000
237,417
227,800
95.9%
9,617
189,200
110,367
11,661
113,672
103.0%
-3,305
0 0 0 0 0 0 0 407,000
0 0 0 0 0 0 0 237,417
0 0 0 0 0 0 0 227,800
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 0 189,200
0 0 0 0 0 0 0 110,367
0 0 0 0 0 0 0 11,661
0 0 0 0 0 0 0 113,672
0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 103.0%
0 0 0 0 0 0 0 -3,305
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 1,245 1,245
0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0%
0 0 0 0 0 -1,245 -1,245
0 407,000
0 237,417
0 227,800
0.0% 95.9%
0 9,617
0 189,200
0 110,367
0 11,661
0 114,917
0.0% 104.1%
0 -4,550
397 375 22
SUMMARY OF VARIANCE:
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Personnel Summary – February 20, 2018 Nashville Public Library
New Hires & Resignations
November 2017 - January 2018 New Hires Name
Classification
Celestine, Mark Jenkins, Teresa Wilson, Bret Gerges, Magdy Brooks, John Chouinard, Kathryn Chavarria, Brittany Thompson, Amy Eggerson, Jocelyn
Maint & Repair Worker Sr. Library Page Program Supervisor Circulation Assistant 1 Maint & Repair Worker Sr. Library Page Circ. Asst 1 Circ. Asst 1 Library Associate 1
Hire Date
Location
11/6/2017 11/6/2017 11/6/2017 12/18/2017 12/18/2017 1/1/2018 1/1/2018 1/15/2018 1/29/2018
Mailroom Edmondson Pike Child - Main Edmondson Pike Mailroom Goodlettsville Edmondson Pike Richland Park Hadley Park
11/5/2017 11/20/2017 12/1/2017 12/1/2017 12/15/2017 12/29/2017 1/11/2018 1/12/2018 1/19/2018 1/26/2018
Computer Srvs Mailroom Edmondson Pike Custodial Srvs Mailroom Nashville Room Edmondson Pk Finance Reference Nashville Room
November 2017 - January 2018 Resignations Vogler, James Hughes, John Stapleton, Alexia York, Shelia Simpson, Ronald Williams, Amber Burkhead, Amanda Collins, Evelyn Waters, Thaxton Brindley, Sara
Info Systems App Tech 1 Mail Clerk Carrier Circulation Assistant 1 Custodian Maint & Repair Worker Sr. Program Coordinator Librarian 1 Application Tech 3 Program Spec 2 Program Spec 1
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Personnel Summary – January 16, 2018 Nashville Public Library
NPL Vacancies as of 1/31/2018 = Approved to fill by OMB = Requesting permission to fill from OMB = Vacancies that have not yet been requested to fill
Division / Branch
Title
1
OP & MAIN-MN BLDG MAINT MECH - Main
2 3 4 5 6 7 8 9 10 11 12 13 14
BORDX OP & MAIN-MN TECH SVCS BELLEVUE SE ED PIKE HADLEY OLD HICK OLD HICK BORDX HADLEY INGLE REF
15 16 17 18 19 20 21
MAILROOM MAIN ADMIN NASH RM NASH RM PUBLIC REL REF PUBLIC REL
22
SECURITY
Grade
CIRCULATION ASST 1 CUSTODIAN - Main INFO SYSTEMS APP TECH 1 LIBRARIAN 1 LIBRARIAN 1 LIBRARIAN 2 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY MGR 1 LIBRARY MGR 3 LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE
TG05 OR01 ST09 ST09 ST10 ST06 ST06 OR05 OR07 ST02 ST02 ST02
MAIL CLERK CARRIER OFFICE SUPPORT SPEC 2 PROGRAM COORDINATOR PROGRAM SPEC 1 ADMIN SERVICE OFFICER 1 PROGRAM SPEC 2 PUBLIC INFORMATION COORDINATOR
ST05 ST08 ST09 ST06 ST06 ST08 OR05
SECURITY GUARD
Name
TG08 VACANT (C THOMAS, JR) VACANT (S JONES) - moved pos to BX ST04 from HP VACANT (S YORK) VACANT (J VOGLER) VACANT (L GILPIN) VACANT (R DOOM) VACANT (T ROSS) VACANT (A LEWIS) VACANT (C JACKSON) VACANT (R PUGH) VACANT (F ADEBOLA-WILSON) VACANT (T NESMITH) VACANT (R O'DENEAL) VACANT (A WHITE)
VACANT (J HUGHES) VACANT (K MONTAL) VACANT (A WILLIAMS) VACANT (S BRINDLEY) VACANT (K THOMAS) VACANT (T WATERS II) VACANT (C CONKLIN) VACANT (B WILSON) - pos was ST06 repurposed
FPS
FTE
F
1.00
F F F F F F F F F F P P P
1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 0.49 0.49 0.49
F F F F F F F
1.00 1.00 1.00 1.00 1.00 1.00 1.00
F
1.00
NOTE: Metro has instituted a hard hiring freeze as of 1/31/2018. Any position that may become vacant after that date will have to go through the hiring freeze process and will be considered on a case by case basis and if urgency and critical to department operations
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Brief Area Updates – February 20, 2018 Nashville Public Library ADMINISTRATIVE SERVICES REPORT Safety/Security: December 2017 New (NO FIREARMS OR WEAPONS ALLOWED) signs have been ordered and will be posted at all locations when they arrive to comply with new law that goes into effect 1/1/2018. There were 2 after-hour events that required security coverage at Main. There were 42 Patron Incident Reports (up from 40 reports in November), including: Accident 1 Susp. Act Ambulance 4 Towed vehicle Alarm 2 Vehicle Accident Assault 0 Theft (from patron vehicle at Hermitage Arrest 0 branch) Damage 0
Mental Issue
3 0 0 1 1
1
Number of suspensions by conduct violation numbers: #2 — 1 #17 — 17 #3 — 2 #18 — 0 #5 — 8 #19 — 3 #8 — 12 #20 — 2 #10 — 2 #21 — 1 #14 — 1 #22 — 4 #15 — 3 #23 — 0 Suspensions for December: # of patrons 1 0 2 8 1 3 16
# of days suspended 1 3 5 30 60 90 365
Delivery: December 2017 Main: Received 517 incoming UPS packages; sent 74 packages out UPS Ground. 60 overnight packages received from FedEx, DHL, etc. 18 | P a g e
Received 136 inserts of mail from U.S. Post Office; sent 66 inserts of mail to Metro Mail for postage. 31 special deliveries from Ikon, Supply Room, Advance Supply, Firefly, etc.
Branches: For the month of December we moved 4,682 hold bins (149,824 items), 4,420 non-hold bins (141,440 items), 445 A/V bins (14,240 items) and 1,191 Circulation bins (38,112 items). This gives us a grand total of 10,738 bins moved, a total item count of 343,616 with an average of 546 bins and 18,085 items moved per day. Sent 288 boxes to Pratt Recycling. Daily completion percentages: Holds 19 of 19 days for 100% Facilities Maintenance: December 2017 Work Orders: 150 Opened during the month 126 completed 114 Active 90 Active over 30 days Custodial Services: All custodial closets meeting OSHA standards. Nashville Room carpeting is going to be scheduled for cleaning in the next few months. With holidays, staff sick, and down 1 position, we’ve been covering positions with temp staff and existing staff. Hiring process to be fully staffed is scheduled for January. Maintenance: Open Maintenance position scheduled for interviews and staff fill in January/February. Multiple sites backflow devices had breakage due to severe cold weather and were repaired. The grounds crew has been working on exterior building and grounds improvement projects. Completed Projects: Archives: HVAC system filters were replaced and systems checked for proper winterization. Bordeaux: Repaired exterior lights. Carpets and hard surface floors cleaned. Donelson: Heating unit went out and was repaired. Door stops on the front doors repaired. East: Trimmed bushes and took care of pest issues. Outdoor pole light fixed. ADA door out of compliance was adjusted and brought back to compliance. Edgehill: Outdoor security light repaired, minor electrical work performed inside library. Edmondson: Employee door repaired, carpets cleaned, women’s restroom wall damaged and repaired. Minor electrical work to computer tables and outlets performed. Goodlettsville: Floors cleaned, door counter repaired. Assembly cabinet damaged was repaired. Green Hills: Outdoor pole lights fixed. Roof leaks repaired and other leaks noticed were sent out for proposal and PO for January repair. 19 | P a g e
Hadley: Minor electrical work performed. Hermitage: Carpets spot cleaned. Minor electrical work performed. Inglewood: Heating system went down due to power surge. Electrical and heating system repaired and brought back online. Lakewood: Power was added to the barn, electrical feed passed inspection. Madison: Under Construction Demolition beginning. Main: HVAC systems inspected and updated for heating. DES steam issues created cold spots in the building, with major work being done to update the steam flow and circulation throughout the building. Lee Company still performing PM work on AHU’s 4-7. Carpet replacement for November damage to be replaced in January. Holiday lighting and other decorations around main library performed. PM works on all mechanical systems were gone over by Maintenance staff. North: Outdoor landscaping and winterization performed Old Hickory: HVAC minor issues resolved. Missing shingles repaired and replaced. Pruitt: HVAC for computer room failed. In process of being replaced. Final completion of new unit installs to be done early January. Richland Park: Problem with front door sensors, and door counter fixed. Thompson Lane: Women’s restroom plumbing issues resolved. Children’s area too cold due to adjustments needing to be made on new Trane unit. Heat increased, but couldn’t meet demand for the extreme cold days. Portable heating provided to TL for days when extreme cold days occur.
Safety/Security: January 2017 New (NO FIREARMS OR WEAPONS ALLOWED) signs were ordered and have been posted at all locations to comply with new law that went into effect January 1, 2018. 2018 Trespass waivers have been filed with each Metro Police Precinct and Goodlettsville PD. For the Goodlettsville branch in addition to Metro since that branch is covered by both departments. Recovered 51 stolen DVD/CD’S from CD Warehouse. The library will prosecute if suspect can be found. 4 after hour events were covered by Security during January. Total Report 58 up from 42 in December, including:
Arrest made Accident Ambulance Alarm Assault Arrest Damage Mental Issue
2 3 10 3 0 2 0 0
Susp. Act 3 Towed vehicle 0 Vehicle Damage 1 Vandalism 1 (Edgehill/ Teens shot out window with BB gun) Theft 1 (DVD/CD’S 51 Recovered)
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Number of suspensions by conduct violation numbers: #5 — 5 #6 — 1 #8 — 9 #12 —1 #14— 2 #15 — 1 #16 — 3 Suspensions for December: # of patrons 0 0 1 9 0 6 20
#17 — 16 #18 — 3 #19 — 9 #20 — 2 #21 — 1 #22 — 3 #23 — 1
# of days suspended 1 3 5 30 60 90 365
Delivery: January 2017 Main: We received 629 incoming UPS packages and sent 26 packages out UPS GROUND There were 41 overnight packages received from FedEx, DHL, etc. We received 134 inserts of mail from the United States Post Office and we sent 77 inserts of mail to Metro Mail for postage. There were 30 special deliveries from Ikon, Supply Room, Advance Supply, Firefly, etc… Branches: For the month of January we moved 5,641 hold bins (180,512 items), 4,917 non-hold bins (157,344 items), 479 A/V bins (15,328 items) and 1,348 Circulation bins (43,136 items). This gives us a grand total of 12,385 bins moved, a total item count of 396,320 with an average of 619 bins and 19,816 items moved per day. We sent 0 skids/boxes to Pratt recycling. Daily completion Percentages: Holds 20 of 20 days for 100%
Facilities Maintenance: January 2017 Work Orders: 209 opened during the month 196 completed 21 | Page
124 Active 94 Active over 30 days
Custodial Services: All custodial closets meeting OSHA standards. Nashville Room, Director’s suite, and SCC carpeting was cleaned. The custodial schedule is being adjusted at main library to rotate all custodial staff for weekend cleaning. We are close to hiring our last temporary custodial to permanent full time. Once this is complete we will be fully staffed and won’t be utilizing temp staff. Maintenance: Open Maintenance position interviews have been completed and should be filled and starting work out at the branch sites by end of February. The grounds crew removed old tree stumps at 11 library sites. Completed Projects: Bordeaux: Pressure washed the front entrance and sidewalks. Broken window repaired. AHU 4 repaired. Floors waxed and cleaned. Donelson: Replaced drain clean out plug. Return air grill on AC unit repaired and cleaned. East: Removed branches and limbs around security camera for greater visibility. Pressure washed front. Edgehill: Backflow box was reinsulated to protect from damage and cold. Edmondson: Pressure washed the front entrance and sidewalks. Trees trimmed. Parking lot cleaned. Additional leak at entry fixed. Goodlettsville: Lights replaced, floors cleaned and waxed. Green Hills: Cleaned the drainage ditch. Children’s patio pressure washed and cleaned. Hadley: Broken heating repaired, restroom minor damage repaired. Hermitage: Cleaned awnings, trimmed shrubs and lower tree limbs. Crepe myrtles pruned. Sidewalks pressure washed. Inglewood: Filled holes around the landscaping to remedy tripping hazards. Cleaned the ditch from buildup and debris. Lakewood: Pole light at barn fixed. Stump removed and winterization of back lot. Madison: Pruned back the crepe myrtles. Main: Circulation door fixed, 6th Avenue book drop light fixed. Handicap button at front entrance fixed. Elevator repairs, light bulbs replaced throughout floors, lobby floor scrubbed in preparation for diamond cut high speed buff. Public tech area fountain repaired. Courtyard fountain leak in process of perm fix, it’s currently sealed to ensure temp fix. Director’s suite water heater fixed. Minor restroom vandalism cleaned up and repaired. North: Pressure washed. Elevator repair, women’s restroom drywall repairs. Old Hickory: Pruned back the crepe myrtles Pruitt: HVAC system controls repaired. Broken basement window fixed. Richland Park: Automatic doors fixed.
22 | Page
BRANCH SERVICES REPORT Madison Renovation The contract for the Madison renovation has been signed and demolition is proceeding. The general contractor for this project is American Constructors, who also did Goodlettsville and Southeast. The architect is Gould Turner Group. We have not previously worked with them, but are pleased by what they have presented to date. We met on January 31 to review final drawing and dig deep for ways to reduce cost since the estimates from the subcontractors are significantly higher than budgeted. The entire mechanical system will need to be replaced and there are substantial electrical upgrades needed as well. The redesign of the interior space also requires core cutting the concrete for the electrical floor boxes and plumbing changes. Potterpalooza On January 6th, the Goodlettsville library hosted “Potterpalooza,” a Harry Potter themed program. The event, planned by Goodlettsville library associates Katie Hall and Rachel Little, brought in the Nashville Zoo, had a Potter themed scavenger hunt and craft, and ended with an interactive movie of the first Harry Potter. Over 100 people attended; many dressed as wizards, complete with wands! Several parents stopped me to tell staff thank you for such a great program. Many were coming to the Goodlettsville branch for the first time. It was a huge success. Branch Staffing While we have several positions vacant at the moment, overall staff turnover in branches for 2017 was 11%. Many management texts point to 10% as a healthy, even desirable, turnover rate for organizations. Throughout the past year vacancies presented opportunities for employee promotions. With unemployment in the Nashville region at a historic low, we will be diligent in our efforts to find quality talent for our positions. The recently announced Metro hiring freeze will require branches to become even more flexible and creative in their staff scheduling.
COLLECTIONS AND TECHNOLOGY SERVICES REPORT Collections & Technology Services Met with Communications, Main and Circulation staff to discuss the new non-Resident cards for physical materials and the impact on our current procedures. Met with Children’s Services Manager and Special Collections Manager to discuss books in the children’s collection. Attended the Children’s Librarian meeting at Green Hills, along with the Shared Systems Manager, to demonstrate a compact label printer and answer questions regarding Carl, collections and technology. Held a virtual meeting with the LLAMA LOMS PAM to discuss our reorganization.
23 | Page
Web Services Admin approved the replacement of QuestionPoint with Springshare’s LibAnswers and LibCal. The launch timelines were shared with NPL staff and are as follows: LibAnswers Launch Timeline January 8 - January 12: Conduct Staff Training January 17: LibAnswers Go-Live January 17 - January 29: January 29: Monitor LibAnswers Only LibCal Launch Timeline January 3 - January 10: Set Up Staff Training Sessions January 16 - January 19: Conduct Staff Training January 22: LibCal Go-Live January 22 - January 29: Monitor both LibCal and QuestionPoint January 29: Monitor LibCal Only
Web Services staff created short (2-3 minute) videos walking staff through most common actions for both LibAnswers and LibCal. The videos will be posted to INK. Web Services staff launched the Back in the Day: Tennessee in WWI podcast with Ken Fieth on February 7th. The podcast is located on NPL’s website under Blogs. Staff worked with Shared System staff updating EZproxy authentication for MNPS students. Also set-up EZproxy on ITS server for test purposes. Shared Systems Shared Systems staff continue to work with TLC on EDI setups for both NPL and Limitless Libraries. Shared Systems is also working with TLC to address issues the schools are experiencing with Carl Connect. Staff worked with Web Services staff updating EZproxy authentication for MNPS students. Materials Management/Collection Development Noel Rutherford is focusing on a Launch Pad replacement and distribution plan. The OverDrive hold limits are also being reviewed for cost savings. OverDrive recognized Nashville Public Library as one of the 58 libraries that exceeded one million checkouts in 2017. NPL joined the Million Checkout Club with 1,125,428 checkouts last year. NPL has offered digital media through OverDrive since 2007. Digital media, including ebooks, eaudio, music and magazines now represents approximately 32% of NPL’s total circulation. 24 | Page
Technology Staff continued to work on fixing technical issues with SharePoint (INK) and, although down a full time position, focused on promptly responding to tickets from NPL staff. As of January 1st Field Support staff are now assigned zones instead of being assigned to a location. NPL staff have been informed of this change and have been told to ask for the ITS credentials of unknown Field Support staff.
COMMUNITY ENGAGEMENT AND EDUCATION REPORT December 2017 / January 2018 Wishing Chair and Puppet Truck Conducted 68 programs with an audience of 5,849 in Dec. Played a major role in this year’s Nashville Christmas Parade. Presented a show for the families of Peace Ambassadors USA. Performed “String City” at the Country Music Hall of Fame and Museum to a full house for every performance. Recorded soundtrack for upcoming “Gulliver’sTravels” Bringing Books to Life Partnered with new sites: Crievewood Baptist, Future Scholars, Thomas Edison, and TSU’s Early Learning Center and re-orienting with Creative Academy, Angels Christian Academy, New Horizons, and Blessed Babies! Provided monthly Loving & Learning workshops for MPHD’s WIC Bureau. Received some significant outcomes from our longitudinal GROW program with Vanderbilt University proving many positive aspects of library work including how relationship building and skills development impacts usage (increases) and breaks down barriers. More in-depth results to come in the future. Working with the Alignment Pre-K/Elementary team to develop a tactic around incorporating summer reading into summer camps to embed 20 minutes of reading into every day and get all campers signed up to complete the challenge. Adult Literacy Offered 45 programs to 346 in attendance. Partnered with Room in the Inn, Project Return, Siloam, and were present at The LEAF Nights computer classes for immigrants. Served 70 adult education professionals. We were selected to participate in CNM’s Collective Impact Learning Community around collective impact.
25 | Page
Supported over 200 learners in their English language skills through our Conversation Club. 100% of learners reported improving their English skills, 100% felt comfortable in the library. Megan Godbey was selected for the 2018 Nashville Emerging Leaders cohort. This is an 11week leadership training program for young professionals. Library Journal Fresh Reads article: http://advocacy.slj.com/?detailStory=Stigma-Free-Reading Celebrated the 4th cohort of Immigrant Advisory committee.
Studio Completed a 3-month study with a team from Vanderbilt who helped develop a mentor reflection tool that will be used monthly by the Studio mentors. Began a periodic series of teen workshops at the North branch. Girls Write Nashville have begun their Saturday workshops at Studio NPL Main. Introduced over 200 students to Studio NPL at the Isaac Litton Career Fair. Hosted an anti-bullying workshop for MNPS Parent Ambassadors. Hosted a cross-generational (teens/adults) photo workshop at Donelson Branch. Be Well at NPL Offered close to 2,000 wellness programs in 2017, DOUBLE the number of programs offered in 2016. Be Well Coordinator was 1 of 50 people chosen nationally to receive a stipend to attend ALA preconference on Healthy Communities and to receive a Consumer Health Information Specialization certification. During the Health Insurance Marketplace open enrollment period, the library system hosted navigators who successfully enrolled over 500 people for healthcare. Have started the New Year offering yoga, Zumba, Qigong, social dance, and Belly Tone classes. Production Services New recording studio is up and running. Recorded first in-house Wishing Chair soundtrack. Digital Inclusion We graduated our oldest student to complete the Senior Tech Academy. Mr. Jake is 90 years young! (see photo) Completed a series of classes for seniors at National Council on Aging focusing on developing work related technology skills. We now have a 2-year wait list for our Senior Tech Academy with 9 different agencies on the list. Participated in the ConnectHome JobsPlus Reunion Event. Attended Grant Awards breakfast at West End Home Foundation. Limitless Libraries Sent over 16,000 items to students and teachers. 26 | Page
Working with the ILS developers to waive all existing fees on MNPS student accounts. N.A.Z.A Successfully served around 1500 students in afterschool at 43 program sites (2017) Received $50,000 from First TN to support its STEAM programming in afterschool and summer. Already have over 500 applications for Opportunity Now Teen Explorer’s Camp.
MAIN REPORT
The Jeff Pettit Memorial Collection debuted on BoomBox. We were glad to be able to honor the co-founder of Fond Object Records, who passed away suddenly during his curatorship with BoomBox. Announcement made in NATIVE magazine. BoomBox’s next curator will be Rohan Kohli, Director of Artists & Repertoire with Warner Music Nashville.
Reference staff are creatively highlighting and displaying pieces from the library’s Government Documents collection to promote the public’s awareness of the activities of the Federal Government.
The Teen Librarian has started new book club groups with the youth at GTI (formerly known as Woodland Hills).
The Children’s Department regularly provides classes for homeschool groups. This month the homeschoolers took apart toys to figure out how they worked and explored different math concepts including graphs, measurement, and estimation.
Teen Center staff and Adult Services staff are working together to provide older teens programming that will help them transition from the Teen Center to Adult Services once they age out of the Teen Center.
Staff from the Equal Access Division met with staff members from the Brentwood Public Library to demonstrate ADA accommodations and recommend equipment for purchase.
January was Hunger Awareness Month. Teens Division staff helped our teens create a PSA about Hunger Awareness. NPL teens also put together 60 snack packet that were delivered to the Oasis Center for the teens staying there.
For a long time there has been a gap in literacy development and recommended practices for deaf children. To help educate parents about how to teach their children to read, the Equal Access division began providing literacy training to deaf children who are being home-schooled.
With spring just around the corner, the library is promoting the NPL Seed Exchange out in the community. Last month they co-hosted a seed swap and share with the team at Shelby Bottoms Nature Center.
27 | Page
February 17th-18th, the Children’s Division will host its annual LEGO Competition in the Library’s Bridgestone/Firestone Conference Center.
Sandy Cohen from the Library’s Equal Access Division has submitted a section on Advocacy and Public Relations for Revised Guidelines for providing services to people who are deaf to IFLA (International Federation of Library Associations), Library Services to People with Special Needs Committee.
MARKETING AND COMMUNICATIONS REPORT December 2017 The Library’s Marketing and Communications department closed the year on 2017 and implemented steps to start the new year strong, including with an announcement of free library cards for out-ofcounty residents, the launch of Nashville Reads, and more early 2018 news. Meanwhile, the team continues to work on a social media advertising strategy for attracting new library card holders, as well as work on a new tool to provide NPL with real-time analysis of the city’s changing demographics. January 2018 MarComm delved deeper into intelligence and data-driven marketing with Analytics on Demand reports. These reports give us a real-time snapshot of where our patrons are located, what they spend their time and disposable income on, and where we’re missing patrons. It’s an excellent tool to continue modernizing our marketing and communications into a more data-driven engine. Meanwhile, we also prepared for a continued Library of the Year celebration Feb. 5 with Congressman Cooper.
28 | Page
New Business – February 20, 2018 Nashville Public Library
2018 Board Meetings Dates / Locations February March April May June July August September October November December
Date Location 2/20/2018 Main Library 3/20/2018 4/17/2018 Main Library 5/15/2018 6/19/2018 Main Library 7/17/2018 No Meeting 9/18/2018 Main Library 10/16/2018 11/20/2018 Main Library 12/18/2018
29 | Page
New Business – February 20, 2018 Nashville Public Library
Nashville Public Library Board February 20, 2018 Resolution Title: Metro Nashville Archives Audio Visual Collection Policy History/Background/Discussion: In September, 2017, the Audio Visual Conservation program was transferred from Production Services to the Metro Nashville Archives. The acquisition, stabilization, physical and digital storage of diverse historically significant media are procedures which fall within the Archives permanent preservation activities. The Archives’ historically significant audio visual collections require a change in our Collection Development policy that reflects the specialized nature of media content. Recommendation: The Board approves the proposed Metro Nashville Archives Audio Visual Collection Policy Draftor(s): Ken Fieth, Metro Nashville Archivist, Kelli Hix, Audio Visual Archivist Person(s) Responsible for Implementation: Ken Fieth, Metro Nashville Archivist
RESOLUTION 2018-02.01 Metro Nashville Archives Audio Visual Collection Policy
NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees, WHEREAS, a Collection Development Policy is a fluid document, needing constant refreshing to keep it accurate as well as relevant, and WHEREAS, the Metro Nashville Archives is now managing the conservation and preservation of our historic audio and visual collection, the collection development plan is in need of revision. NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees to adopt the revised audiovisual collection policy, included in Nashville Public Library’s Collection Development Plan as presented effective upon adoption.
30 | Page
Nashville Public Library Departmental Policies
Metro Nashville Archives Audiovisual Collection Policy
Policy Information Approved Date: Effective Date: Keywords:
[Date] [Date] Audiovisual Policy, Archives, Preservation, Conservation, Collection Development
Background
In September, 2017, the Audio Visual Conservation program was transferred from Production Services to the Metro Nashville Archives. The acquisition, stabilization, physical and digital storage of diverse historically significant media are procedures which fall within the Archives permanent preservation activities. The Archives’ historically significant audio visual collections require a change in our Collection Development policy that reflects the specialized nature of media content.
Policy
I.
Mission Statement
The Metropolitan Government Archives, a division of the Nashville Public Library, collects and preserves the historically valuable records of Metropolitan Nashville and Davidson County, as well as other records of historical or documentary significance reflecting the history of our city. The Archives has ongoing programs to maintain and develop its collections, and welcomes researchers to come explore its treasures. The Archives has over 5 million records dating from the 1780’s to the present.
The audiovisual collection and preservation program is founded to conserve, preserve, and make accessible the moving image and sound collections in the Metro Archives and to collect and care for audiovisual records vital to the history and culture of Davidson County and Middle Tennessee. The archive seeks to preserve and increase awareness of Southern history and culture, create positive partnerships with other archives and the public, and support and contextualize artifacts and documents under the care of Metro Archives. 31 | Page
II.
Collection Development Policy
The Metro Archives audiovisual collection collects moving image and sound material documenting the culture and history of Davidson County, Tennessee and the broader South, including the work of filmmakers, audiovisual content creators, and artists with strong ties to the region. The archive accepts donations of audiovisual material in any format which meets its collection policy and for which rights to preserve, reformat, and provide reasonable measure of access is granted at the time of donation.
Materials which are a danger to the existing collection (items containing mold, infestation, or transmittable chemical or physical decay) may be turned away in order to ensure the safety of the greater collection. The Archive accepts donations only; loans cannot be accepted. Curatorial discretion may be used at any time to determine the relevance of a donation to the collection.
III.
Preservation and Conservation Policy[1]
Metro Archives considers three main factors when prioritizing for preservation:
1. Rights
The institution should have the legal right to copy, preserve, and provide access to the material. 2. Uniqueness and quality of content
Content of the media should be unique and the best quality available. Content should also be central to the department or institution’s mission statement. 3. Condition
Material in poor or rapidly decaying condition may be prioritized for preservation. Material in good condition but considered of high cultural value may be prioritized for preservation if the format or playback equipment is obsolete.
IV.
Access Policy
Access to collection descriptions and media content is currently available to the public and to nonMetro Archives staff on a case-by-case basis via individual research request. Research and pull requests may be directed to the Nashville Metro Archives. Research fees, reformatting fees, and licensing fees may apply. The archive’s goal is to provide reasonable access to appropriate portions of the collection via online streaming and public finding aids under conditions which take into
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account rights, general privacy and sensitivity considerations, and donor agreements. We are currently in the process of researching and vetting online access platforms.
V.
Procedures for Reviewing the Policy and its implementation
This policy will be reviewed at least every five years for effectiveness and appropriateness. All revisions will be consistent with professional standards and principles and will not revoke previously negotiated donor agreements.
VI.
Deaccession Policy
Assets which present a danger to other collection items due to contagious decay (vinegar syndrome for example), infestation, fungus, off-gassing, etc. may be prioritized for preservation and/or deaccessioned. Assets which do not meet the collections policy of the archive are generally not accepted; however, such assets may be deaccessioned per curatorial discretion. In keeping with best practice standards for audiovisual collections, after digitization, the physical media is retained until it is no longer viable or until it is a danger to other collection items. In the case of exact content duplicates on the same format, after digitization, only one copy on each format is retained by the archive. As film is considered a long-term storage and preservation format due to its physical stability and often high quality, every effort to retain original or best quality film copies is made by the archive. The preferred method of disposal of any material from the archive is recycling.
[1] For the purposes of this document, “preservation” includes all activities related to the stabilization, re-housing, storage, cataloging, and reformatting of audiovisual assets. “Conservation” refers to stabilization and continuous care of the materials, including both analog original assets and digital derivatives. “Reformatting” and “digitization” refer to the process of re- creating audio visual content from an obsolete or endangered medium onto a contemporary medium for access or preservation purposes. “Preservation copy” refers to a high quality copy of obsolete or endangered av content according to international standards of highest quality. “Access copy” refers to a copy of obsolete or endangered material according to contemporary or internal standards for editing, streaming, or general viewing of content.
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