NASHVILLE PUBLIC LIBRARY Board of Trustees Meeting February 19, 2019
Nashville Public Library Board of Trustees Agenda February 19, 2018 Green Hills Branch Library 3701 Benham Avenue Nashville, TN 37215 Meeting Room – 12:00 noon I. II.
Call to order / Roll Call Metro Ordinance Required to be announced at all Board Meetings – Chair, Keith Simmons a. “Pursuant to the provisions of § 2.68.030 of the Metropolitan Code of Laws, please take notice that decisions of the Nashville Public Library Board may be appealed to the Chancery Court of Davidson County for review under a common law writ of certiorari. Any appeal must be filed within sixty days after entry of a final decision by the Board. Any person or other entity considering an appeal should consult with an attorney to ensure that time and procedural requirements are met.”
III.
Introduce Visitors
IV.
Public Comment
V. VI. VII. VIII.
Board Chair Comments – Keith Simmons, Chair Approval of Minutes: January 15, 2019………………………………………….pgs. 1– 8 Library Director Report a. Library Director, Kent Oliver Staff Reports a. Opportunity Now, Elyse Adler
IX.
New Business a. Collection Development Policy – Update, Noel Rutherford………………pgs. 26 – 27 b. Towing/Parking Policy, Susan Drye
X.
Adjournment
Next Board of Trustees Meeting 12:00 noon – March 19, 2019 Main Library – Board Room 615 Church Street Nashville, TN 37219
NASHVILLE PUBLIC LIBRARY A City with a Great Library is a Great City® LIBRARY BOARD MINUTES January 15, 2019 12:00 p.m. Main Library, 615 Church Street, Nashville TN 37219
Members Present:
Keith Simmons, Robert Oermann, Lucy Haynes, Adriana Bialostozky, Joyce Searcy, Katy Varney
Members Absent:
Sepi Khansari
Library Staff:
Kent Oliver, Elyse Adler, Susan Drye, Jena Schmid, Felicia Wilson, Liz Atack, Megan Godbey, Andrea Fanta, Kate Rose
Also Present:
Alex Dickerson, Assistant Metropolitan Attorney at Metropolitan Government of Nashville and Davidson County, Jim Harbison, Executive Director at Metropolitan Development and Housing Agency, Kim Karesh, Executive Director at Nashville Adult Literacy Council (NALC)
I.
Call to Order / Roll Call Lucy Haynes called the meeting to order at 12:06 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 a. Jim Harbison, Executive Director at Metropolitan Development and Housing Agency (MDHA) b. Kim Karesh, Executive Director at Nashville Adult Literacy Council (NALC)
IV. Approval of Minutes: December 11, 2018 Mr. Simmons moved for approval of the minutes from the December meeting; the motion was seconded by Katy Varney and passed unanimously.
V. Library Director Report—Kent Oliver, Library Director a. Mr. Oliver reported that NPL has started to fill vacancies. On page 17 of the Board packet, positions highlighted in pink are in the process of being filled. 1|Page
b. Donna Nicely sent a letter addressed to Mr. Simmons and the Board regarding the Nashville Business Journal news story about the Church Street Park and Resolution 2018-12.2. Copies of this letter were shared. c. NPL is piloting unisex single-stall bathrooms at some branches, including Old Hickory and Richland Park. Joyce Searcy mentioned that staff would need to monitor these closely. d. Beth Odle and Andrea Blackman from Special Collections contributed to choosing many photos from our collections and information for the Frist Art Museum’s exhibit “We Shall Overcome” in 2018. The New York Times recently named the book about the exhibit as one of the best art books of 2018. [See photo of cover under “Main Report” on page 23 of the Board packet.] VI. New Business a. Envision Cayce & Cayce Branch Library Resolution—Kent Oliver, Susan Drye, MDHA Executive Director Jim Harbison The floor was opened to Jim Harbison, who stated that MDHA’s mission is “To create quality affordable housing opportunities, support neighborhoods, strengthen communities and help build a greater Nashville.” One of his hopes with the Cayce Project is to improve community assets through “mixed income housing.” This will be the first attempt in America to include this many units, and Nashville would exceed Atlanta’s numbers with 2,700 units planned. See MDHA handout for examples of success. The Cayce Project, including a proposed Cayce Branch Library of 20,000 square feet would be built as part of the commercial space to lease/share with businesses. Ideas include: a grocery store, health clinic, training space for restaurant food prep, a dentist and possibly a micro-dialysis site, commissary, and a cosmetic dentist. Approximate project total is $50M. New market tax credits valued at $25M will be sold and cash will go to MDHA for funding. (MDHA will pay for tax credits.) MDHA also has interested investors. $8.2M has been received in federal funding, and MDHA owns 780 acres in Nashville that they’d use to secure more funding. MDHA is seeking stated intent from NPL. This project would be a lease to purchase model: NPL/Metro would enter a lease for 7 years, and then a buyout option would be ready for Metro. It could be an annual appropriation lease. It is not yet been determined who will maintain the building (and at what point during the lease) and if it will be the entire building or only the part that NPL occupies. Kent reminded the Board that MDHA owns the Main Library building and that Digital Inclusion for Seniors (Connect Home through which 400 laptops were given to seniors) is an MDHA collaboration. At this point, we are just formalizing NPL’s endorsement intent. It will need to go before Metro Council for approval and MDHA’s investors will need to formally commit. Passing the resolution would authorize NPL to develop a formal agreement with MDHA in regard to the library moving forward with a Cayce Branch Library. Passing would also allow Kent to communicate to the Mayor’s Office that the Library Board supports the Cayce Branch Library initiative in collaboration with MDHA and requests that the Nashville Metropolitan Government develop a means of funding in order to make it a reality. Mr. Simmons opened the floor to discuss; Robert Oermann approved. Questions, comments, and concerns included: 2|Page
What would NPL have say over, and what would NPL be responsible for? (The Provence site was a failed endeavor. It was leased to NPLF by MDHA and it was never brought up to market value, and it now sits empty and money continues to be lost. What if we don’t get funding? MDHA is taking this risk. Is the Library the only Metro department that works with MDHA? No, the Parks Department does as well. The East Branch is currently 5,200 square feet so this 19,000 square foot building would be a huge improvement, and serve more community members with the school and the library. Joyce Searcy wanted to be sure that the Mayor’s Office is aware of the new staffing implications and that Kent has been keeping Emily Passini [Chief of Staff, Office of Mayor David Briley] aware of the progress.
Mr. Simmons moved for approval of Resolution 2019-01.01 on page 25; Ms. Varney seconded the motion and it passed unanimously.
Nashville Public Library Board January 15, 2019 Resolution Title: Cayce Branch Library History/Background/Discussion: Since 2015, Nashville Public Library (NPL) has been in discussions with MDHA to include a 20,000 square foot branch in the new Cayce development. This new branch is included in the NPL Facilities Master Plan, approved by the Library Board in December 2016. East Nashville has a population in excess of 85,000. It is growing and becoming more population dense. NPL currently serves this entire area with only two branches, totaling 10,760 square feet. With a combined facilities age of nearly 150 years, these outdated buildings are no longer practical for contemporary library service. A modern 20,000 square foot branch in the new Cayce neighborhood is a service amenity already cited by residents as a priority. Future plans for a 25,000 square foot replacement Inglewood Branch Library will result in a quintupling of service space for East Nashville. The plan calls for the iconic Carnegie East Branch, near the Five Points gateway to East Nashville, to be repurposed by NPL for ongoing libraryrelated services to Nashville including homework help centers and entrepreneurship opportunities. NPL representatives have regularly attended Envision Cayce meetings and have been part of the discussion through the early phase of Cayce redevelopment-construction. We firmly believe in this vision for mixed-use development. We are confident that by working with MDHA we will be able to design and build a quality library facility for the community while at the same time reducing construction costs. Anchoring an area of Cayce with a branch library will be a positive step for Nashville. Over the last few months the timeline for Envision Cayce has accelerated and positive funding opportunities have developed. MDHA has applied to JPMorgan Chase’s grant process for $3 million to support the construction of a new library. Also, MDHA has explored the possibility for New Market Tax 3|Page
Credits (NMTC) and other discount funding options. NPL has provided a letter of support for this application and this opportunity may become a reality in the first half of 2019. New Market Tax Credits pursued by MDHA would save approximately 25% of the capital costs of $12 million associated with the construction of the new Cayce Library and renovation of the East Branch Library. This will also create a funding model where MDHA provides the initial cost of construction and the East Branch renovation and requires future repayment by Metro Government in an agreement yet to be negotiated. If a financial agreement is arrived at between MDHA and Metro government, the Cayce Library could be ready to break ground in December 2019. Recommendation: That the Board authorize the Library Director to move forward with the project including discounted funding options through MDHA, develop a letter of intent, and work with the Metropolitan Government of Nashville & Davidson County on a funding plan. Drafter(s): Kent Oliver, Library Director Person(s) Responsible for Implementation: Kent Oliver, Susan Drye
RESOLUTION 2019-01.01 Cayce Branch Library WHEREAS, a Cayce Branch Library is necessary to serve Nashvillians in the East Nashville area, and WHEREAS, the Nashville Public Library and the Metropolitan Development and Housing Agency (MDHA) have developed a plan for Envision Cayce that includes a public library branch as part of a commissary facility, and WHEREAS, NPL’s Facilities Master Plan 2015 – 2040 calls for a new Cayce Branch Library as well as a renovation and repurposing of the East Branch Library, and WHEREAS, MDHA is positioned to obtain significant funding discounts towards construction of a new Cayce Branch Library and renovating the East Branch Library: NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees that the Library Director is authorized to develop a formal agreement with MDHA in regard to the library moving forward with a Cayce Branch Library, and BE IT FURTHER RESOLVED that the Library Director communicates to the Mayor’s Office that the Library Board supports the Cayce Branch Library initiative in collaboration with MDHA and requests that the Nashville Metropolitan Government develop a means of funding in order to make it a reality.
4|Page
b. Adult Education Backbone—Elyse Adler, Megan Godbey, Nashville Adult Literacy Council (NALC) CEO Kim Karesh Elyse Adler opened to say that over the last 5½ years that Megan Godbey has been with NPL, the Adult Literacy landscape has changed significantly and now it’s time to take a collaborative approach – between NPL and the NALC – to form a co-backbone organization that will meet the challenges of adult illiteracy in Nashville.
NPL collaborated with NALC to determine if Collective Impact was the right tool to use. Collective Impact is a framework for cross-sector collaboration which is used to solve adaptive, or complex, social problems. Adult Literacy affects poverty, education, etc. One-eighth of Nashville’s citizens cannot read. Neither NPL nor NALC can serve alone, so a shared backbone is proposed. Page 28 of the Board packet outlines next steps in priority order, expected to happen over the next 12–18 months. After the resolution is approved, NPL and NALC will start assigning tasks. All other 12 organizations (in the Adult Education Collective Impact (AECI) group) are supportive of NPL and NALC sharing the backbone. For now, it is unsure where the funding for this will come from. It will be work-driven, and then they will look for investors. There is a potential United Way grant for Collective Impact in the workforce that they will apply for. This could be a national model and it was agreed that this work would be “fundamental to our mission.” Mr. Oermann moved for approval of Resolution 2019-01.02 on page 29; Ms. Varney seconded the motion and it passed unanimously.
Nashville Public Library Board January 15, 2019 Resolution Title: Adult Education Backbone History/Background/Discussion: The Nashville Public Library has been working with the Adult Education Collective Impact (AECI) group for a full year. Over this time AECI has established a common agenda with a trusted learning community. These twelve agencies dedicated to addressing adult literacy issues are committed to continuing our work for the 2018/2019 program year. Three working committees (Research, Referral, and Data) are established with designated working group chairs who serve as the AECI Steering Committee. AECI has been client-focused and solution-oriented. It has completed a shared data pilot and technology assessment. The work of the committee has been presented to 100+ members of Nashville’s adult education community. 5|Page
With this foundation of trust and this momentum toward solutions, it has become evident that the next step for the AECI Steering Committee is to create a backbone structure to move the work forward. With the help of Center for Nonprofit Management Consultant David Moore, the committee worked through the following considerations:
Driving Question: Who can everyone trust to move the work forward? Timeline: Backbone decisions are not permanent. The committee chose to consider the next 12–18 months. Functions: There are six primary functions of a backbone. The committee chose four priorities for the next 12–18 months. (See below.) Types: Multiple types of backbones were considered, including Funder-Based, New Nonprofit, Existing Nonprofit, Government, Shared, and Backbone of Backbones. Criteria: The committee agreed on backbone criteria, including mission alignment, capacity, trust, leadership priorities, and funding priorities (which are most successful when the collective work is already what the agency does).
The committee took an anonymous vote on November 6, 2018, and achieved consensus for NPL and NALC to share backbone responsibilities, pending their agencies’ leadership approval. The next steps will be 1) presentation to the learning community, 2) agency leadership approval, 3) confirm responsibilities (draft below), which will be completed as part of AECI’s work with the CNM Catalyst. Six Roles of Backbone (in order of importance, as stated by steering committee 11/6/18) Suggested Lead Agency NPL Supporting aligned activities
NALC ●
●
Coordinate and facilitate partners’ continuous communication Seek out opportunities for alignment with other efforts
●
●
●
Shared measurement
●
●
Guide vision
●
●
Recruit and convene partners and key external stakeholders Ensure taskforces are being data driven Collect, analyze, interpret, and report data Catalyze or develop shared measurement systems Provide technical assistance for building partners’ data capacity
Build a common understanding of the problem Serve as a thought 6|Page
●
leader/standard bearer for the initiative Ensure common agenda is updated as strategy unfolds
Mobilize resources
●
Mobilize and align public and private resources to support initiatives goals (and the backbone itself)
Advance policy
●
Stay on top of policy developments that impact the effort
●
Advocate for an aligned policy agenda
Build community engagement
●
Support community member engagement activities Produce and manage communications (news release, reports, etc.)
●
Create a sense of urgency and articulate a call to action
●
Recommendation: That the Nashville Public Library agree to participate in the co-backbone model proposed by the Adult Education Collective Impact (AECI) Steering Committee along with the Nashville Adult Literacy Council (NALC). Drafter(s): Kent Oliver, Megan Godbey Person(s) Responsible for Implementation: Megan Godbey, Liz Atack, Elyse Adler
RESOLUTION 2019-01.02 Adult Education Backbone WHEREAS, the Nashville Public Library is committed to working with providers of the adult literacy community as part of its mission to Inspire Reading, Advance Learning and Connect Our Community and, WHEREAS, NPL’s programs such as Pathway for New Americans, Nashville Helps and Pathways for Adult Leaners are dynamic examples of this commitment and, WHEREAS, NPL has participated in the Adult Education Collective Impact (AECI) group for over one year and, WHEREAS, The AECI endorses the creation of a joint adult literacy backbone between NPL and the Nashville Adult Literacy Council (NALC); 7|Page
NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees that the Library Director is authorized to develop and enter into an agreement between NPL and NALC to form a co-backbone organization that will meet the challenges of adult illiteracy in Nashville.
VII. Adjournment The meeting adjourned at 1:33 p.m.
Next Board Meeting: 12:00 p.m., February 19, 2019 Green Hills Branch Library – Meeting Room 3701 Benham Avenue Respectfully submitted by Kate Rose
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Statistical Summary – February 19, 2019 Nashville Public Library
Cardholders as % of Population Served
56.0% January 2019 New Cards: 2,934 Active Cardholders: 387,087
Public Computer Usage January 2019 / 2018 40,864 / 37,688 Wireless Usage January 2019 / 2018 156,661 / 84,183
Database Sessions January 2019 / 2018 25,144 / 35520
Volunteer Services Number of Volunteers Volunteer Hours
Jan-19 240 1954.00
Jan-18 205 1349.00
% Change 2019-2018 17.07% 44.85%
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Statistical Summary – February 19, 2019 Nashville Public Library
CIRCULATION TREND FY1819
FY1718
FY1617
650,000 600,000 550,000 500,000
450,000 400,000 350,000 300,000
JU L A U G
SE P
OC T N OV DE C
JA N
FE B MA R A PR MAY JU N
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 eMedia Talking Library NPL Total
Jan-19 Circulation 46,512 8,029 11,447 8,039 4,661 41,906 20,074 53,902 3,247 588 36,285 13,193 3,129 12,811 66,844 3,924 5,494 1,912 15,485 23,021 10,896 1,887 205,277 1 598,564
eMedia
34%
34%
66%
66%
J AN-19
J AN-18
Month Jan-19 Jan-18 % of Total Circulation 7.77% 37,448 1.34% 6,301 1.91% 9,070 1.34% 6,802 0.78% 3,279 7.00% 34,761 3.35% 17,069 9.01% 47,086 0.54% 2,163 0.10% 410 6.06% 28,630 2.20% 11,418 0.52% 2,937 2.14% 101 11.17% 54,981 0.66% 3,360 0.92% 4,118 0.32% 1,502 2.59% 11,407 3.85% 19,038 1.82% 8,533 0.32% 1,434 34.29% 161,587 0.0002% 3 473,438
% Change 2019-2018 24.20% 27.42% 26.21% 18.19% 42.15% 20.55% 17.61% 14.48% 50.12% 43.41% 26.74% 15.55% 6.54% 12584.16% 21.58% 16.79% 33.41% 27.30% 35.75% 20.92% 27.69% 31.59% 27.04% -66.67% 26.43%
Jan-19 Year-to-Date 319,549 58,129 79,552 56,200 30,918 291,976 148,717 371,714 20,756 3,384 252,329 103,416 27,612 18,452 442,543 25,844 39,544 13,407 106,626 165,752 75,315 12,613 1,295,085 18 3,959,451
Fiscal Year-to-Date Jan-18 Year-to-Date 255,290 44,624 67,643 44,528 23,843 245,538 112,832 326,791 14,639 2,866 202,146 75,732 17,788 46,231 376,817 22,917 29,489 11,795 82,321 141,633 59,356 10,181 1,062,263 25 3,277,288
% Change 2019-2018 25.17% 30.26% 17.61% 26.21% 29.67% 18.91% 31.80% 13.75% 41.79% 18.07% 24.83% 36.56% 55.23% -60.09% 17.44% 12.77% 34.10% 13.67% 29.52% 17.03% 26.89% 23.89% 21.92% -28.00% 20.81%
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Statistical Summary – February 19, 2019 Nashville Public Library
LIMITLESS LIBRARIES TERMINAL ACTIVITY TREND FY1819
FY1718
20000 18000 16000 14000 12000 10000 8000 6000 4000 2000 0 JUL
AUG
SEP
OCT
NO V
DEC
JAN
FEB
MAR
AP R
MAY
JUNE
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Statistical Summary – February 19, 2019 Nashville Public Library
PROGRAM TREND FY1819
FY1718
FY1617
1600 1400 1200 1000 800 600 400 200 0
JU L A U G SE P
OC T N OV DE C
JA N
FE B MA R A PR MAY JU N E
PROGRAMS BY AGE GROUP Adult Programs
Teen Programs
Children's Programs
499 404 353
182
379
453
J AN-19
J AN-18
PROGRAMS - LIBRARY VS OUTREACH Library
Outreach
15%
15%
85%
85%
J AN-19
J AN-18
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Statistical Summary – February 19, 2019 Nashville Public Library
PROGRAM ATTENDANCE TREND FY1819
FY1718
FY1617
50000 45000 40000 35000 30000 25000 20000 15000 10000
JU L A U G SE P
OC T N OV DE C
JA N
FE B MA R A PR MAY JU N E
PROGRAM ATTENDANCE BY AGE GROUP Adult Attendance
Teen Attendance
Children's Attendance
17,017 12,077 3,156 4,386
2,178 4,099
J AN-19
J AN-18
PROGRAM ATTENDANCE - LIBRARY VS OUTREACH Library
Outreach
23%
21%
77%
79%
J AN-19
J AN-18
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Statistical Summary – February 19, 2019 Nashville Public Library
VISITS TREND FY1819
FY1718
FY1617
450000 400000 350000
300000 250000 200000 150000
JU L
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
SE P
Jan-19 Visits 18,744 7,035 11,156 15,697 4,021 36,064 9,263 19,851 2,678 15,293 13,902 3,484 14,915 41,224 8,664 3,861 4,235 8,885 14,624 16,070 5,842 275,508
OC T
N OV
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
DE C
JA N
% Change 2019-2018 6.68% -10.89% -4.11% 18.75% 15.85% 116.90% -7.67% -0.15% 3.24% 6.16% -20.63% 0.84% N/A 9.62% 68.40% 10.35% 17.84% -55.35% -0.40% 4.80% 54.10% 13.92%
FE B
MA R
Jan-19 Circ / Visit 2.48 1.14 1.03 0.51 1.16 1.16 2.17 2.72 1.21 2.37 0.95 0.90 0.86 1.64 0.45 1.42 0.45 1.74 1.57 0.68 0.32 1.43
A PR
Jan-18 Circ / Visit 2.13 0.80 0.78 0.51 0.94 2.09 1.70 2.37 0.83 1.99 0.65 0.85 N/A 1.47 0.65 1.18 0.42 0.57 1.30 0.56 0.38 1.29
MAY
JU N
% Change 2019-2018 16.43% 43.00% 31.61% -0.47% 22.70% -44.42% 27.38% 14.65% 45.41% 19.38% 45.58% 5.65% N/A 11.05% -30.65% 20.91% 8.03% 204.01% 21.40% 21.84% -14.61% 10.71%
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Financial Overview – February 19, 2019 Nashville Public Library Metro Government of Nashville Monthly Budget Accountability Report As of January 2019 10101 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
14,537,600
8,480,267
7,235,062
35,300
20,592
46,450
1,257,300
733,425
1,535,924
15,830,200
9,234,284
8,817,436
85.3% 1,245,205 14,620,600
8,528,683
909,019
6,998,145
35,300
20,592
3,999
59,755
209.4% -802,499 1,257,300
733,425
239,295
1,615,869
9,282,700
1,152,313
225.6%
95.5%
-25,858
416,848 15,913,200
8,673,769
82.1% 1,530,538
290.2%
-39,163
220.3% -882,444
93.4%
608,931
Fringe is at 100.4% thru JAN due to higher overall fringe costs. LIB does not have -12,450 much control over fringe costs.
Fringes
5,638,100
3,288,892
3,431,216
104.3% -142,324 5,687,800
3,317,883
465,908
3,330,333
100.4%
Other Expenses: Utilities Professional & Purchased Services
1,643,100 3,044,000
958,475 1,775,667
860,487 1,970,435
89.8% 97,988 1,643,100 111.0% -194,768 3,328,200
958,475 1,941,450
220,128 564,948
965,948 2,109,688
100.8% -7,473 108.7% -168,238
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 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
115,200 593,400
67,200 346,150
493,100 1,830,600 1,853,000
287,642 1,067,850 1,080,917
84,599 399,899
217,357 1,067,843 886,933
31,040,700 18,107,077 17,736,205
125.9% 115.5%
-17,399 -53,749
67,300 593,400
39,258 346,150
75.6% 100.0% 82.1%
70,285 493,100 7 1,915,900 193,984 1,216,100
287,642 1,117,608 709,392
98.0%
370,872 30,858,100 18,000,558
13,741 165,921
102,008 567,402
259.8% 163.9%
536,163 1,117,608 1,165,732
186.4% 100.0% 164.3%
3,234,603 18,568,651
103.2%
111,317 159,658 380,669
LIB is at 82.1% thru JAN. Vacancies are being held per a Metro wide hiring freeze. NPL is filling critical positions when allowed. However, NPL will keep an eye on expenditures. LIB is over budget at 290.2% thru JAN. With staffing levels, OT is necessary at times to fulfill NPL needs especially with Maintenance and Security issues. LIB is 220.3% thru JAN. This is not unusual for this time of year after summer vacations. NPL will keep an eye on this category and make budget adjustments in FY19 to cover more of these cost in the next fiscal year. LIB is at 93.4% of total budgeted salaries thru JAN. With only critical vacancies being filled, OT and vacation leave, currently NPL is on budget. However, NPL will monitor expenditures closely throughout the FY.
Travel is currently over budget for the year. Monthly parking passes for Main employees are the biggest expense and we anticipated being over at the end of the FY -62,750 in this line item. -221,252 LIB is at 186.4% of budget thru JAN. W/O 4% funds for major repairs we are experiencing above avg repair costs. LIB -248,521 will monitor closely. 0 Internal Service Fees have been posted. -456,340 Library is over budget (103.2%) for January 2019. NPL will monitor ALL expenditures closely as the fiscal year progresses to ensure we are on budget by year end as well as providing requested savings if -568,093 possible.
189,200
110,367
113,672
103.0%
-3,305
182,200
106,283
14,985
94,902
89.3%
11,381
0 0 0 0 0 0 0 189,200
0 0 0 0 0 0 0 110,367
0 0 0 0 0 0 0 113,672
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 0 182,200
0 0 0 0 0 0 0 106,283
0 0 0 0 0 0 0 14,985
0 0 0 0 0 0 0 94,902
0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 89.3%
0 0 0 0 0 0 0 11,381
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 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
0 189,200
0 110,367
0 114,917
0.0% 104.1%
0 -4,550
0 182,200
0 106,283
0 14,985
0 94,902
0.0% 89.3%
0 11,381
397 351 46
SUMMARY OF VARIANCE:
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Personnel Summary – February 19, 2019 Nashville Public Library
New Hires & Resignations
January 2019 New Hires Name
Classification
Uebbing, Philip Rodriguez, Darlene Cooper, Carrie
Circ. Asst 1 Library Page Library Page
Hire Date 1/14/2019 1/14/2019 1/27/2019
Location Richland Park Madison Bellevue
January 2019 Resignations Name
Classification
Ramos, Melissa Price, Larry McTear, Kathy
Librarian 1 Library Srvs Asst Dir Circ Asst 2
Resignation Date 1/4/2019 1/11/2019 1/17/2019
Location Green Hills Admin Srvs. (retire) Bordeaux (retire)
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Personnel Summary – February 19, 2019 Nashville Public Library NPL Vacancies as of 1/31/2019 = Approved to fill by OMB = Requesting permission to fill from OMB = Vacancies that have not yet been requested to fill Division / Branch
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46
OP & MAIN-MN BELLEVUE BORDX ED PIKE GOOD GRN HILLS GRN HILLS HERM MADISON RICH PK RICH PK RICH PK OP & MAIN-BR OP & MAIN-MN TECH SVCS ED PIKE ED PIKE GRN HILLS SE BORDX GRN HILLS CHILD NORTH PUBLIC TECH HADLEY BELLEVUE CHILD DONELS ED PIKE GRN HILLS HADLEY INGLE MADISON MADISON REF REF THOMP ED PIKE BORDX MAIN ADMIN MADISON MAIN ADMIN HR IMP PUBLIC REL PUBLIC REL SECURITY
Title
BLDG MAINT SUPT - Main CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CUSTODIAN - Branch CUSTODIAN - Main INFO SYSTEMS APP TECH 1 LIBRARIAN 1 LIBRARIAN 1 LIBRARIAN 1 LIBRARIAN 1 LIBRARIAN 2 LIBRARIAN 2 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY MGR 1 LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE - to BX LIBRARY SVCS ASSIST DIRECTOR OFFICE SUPPORT REP 2 OFFICE SUPPORT SPEC 2 PROGRAM SPEC 2 PUBLIC INFORMATION REP PUBLIC INFORMATION REP SECURITY GUARD
Grade
TS13 ST04 ST04 ST04 ST04 ST04 ST04 ST04 ST04 ST04 ST04 ST04 TG05 TG05 OR01 ST09 ST09 ST09 ST09 ST10 ST10 ST06 ST06 ST06 OR05 ST02 ST02 ST02 ST02 ST02 ST02 ST02 ST02 ST02 ST02 ST02 ST02 ST02 ST02 OR11 ST05 ST08 ST08 ST10 ST10 ST06
Name
FPS
VACANT (B PRUITT) - upgrd F VACANT (E TERFINKO) F VACANT (K MCTEAR) F VACANT (A MUHSIN) P VACANT (S WALLACE) F VACANT (J MCFARLAND JR) F VACANT (M TERFINKO) F VACANT (V LUCAS) F VACANT (D MURPHY) F VACANT (HAMILTON, SABRINA) F VACANT (J VICE) P VACANT (S WILLIAMS) F VACANT (K KEEGAN) F VACANT (O MARKHAM) F VACANT (D SLOAN) F VACANT (A BURKHEAD) F VACANT (J QUEEN) F VACANT (M RAMOS) F VACANT (R DOOM) F VACANT (E COLTER) F VACANT (C L'EPLATTENIER) F VACANT (H HUDSON) F VACANT (J MCFARLAND JR.) F VACANT (T WATERS II) F VACANT (P RUA-BASHIR) F VACANT (E HAYNES) P VACANT (M BORG) P VACANT (JOHNSON, KELSEY H) P VACANT (K KENNEDY) P VACANT (C SONGER) P VACANT (T NESMITH) P VACANT (R O'DENEAL) P VACANT (M BOTROS) P VANCANT (C MARTIN) P VACANT (D RHODES) P VACANT (T DILL) P VACANT (G MASOOD) P VACANT (A BRESSON) P VACANT(Q BAKER) P VACANT (L PRICE) F VACANT (M KELLY) P VACANT (J ROBERTS) F VACANT (K HEAD) F VACANT (C CONKLIN) - pos dwngrded to Prog. Spec F 2 VACANT (K KIRKPATRICK - upgrded) F VACANT (R FREUDENTHAL) F
FTE
1.00 1.00 1.00 0.49 1.00 1.00 1.00 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 1.00 0.49 0.49 0.49 0.49 0.49 0.49 0.49 0.49 0.49 0.49 0.49 0.49 0.49 0.49 1.00 0.49 1.00 1.00 1.00 1.00 1.00
Date Vacant
7/6/18 7/27/18 1/17/19 8/15/18 5/3/18 4/9/18 5/18/18 3/29/118 11/28/18 8/24/18 11/3/18 6/7/18 12/31/18 11/5/18 2/28/18 1/15/18 8/10/18 1/4/19 1/15/18 7/22/18 12/17/18 9/20/18 1/19/18 12/31/18 12/1/18 8/19/18 9/10/18 5/7/18 11/20/17 5/12/17 10/20/18 5/7/18 7/6/18 4/13/18 3/24/18 12/9/18 6/28/18 1/11/19 10/8/18 12/31/18 3/12/18 2/2/18 2/27/18 12/28/18
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. We have been notified this hard hiring freeze will continue into FY19.
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Brief Area Updates – February 19, 2019 Nashville Public Library ADMINISTRATIVE SERVICES REPORT Safety/Security: January 2018
2 after-hours events covered by security this month. On January 8, Mike Lamb from Travelers insurance company came to the Main Library and conducted a safety walk-through with Dan Padilla and Mark Crowder. He recommended that we exercise our electric fire pump 10 minutes per month. Matt Cato with Jarrett Fire protection was contacted to come out and show Mike Binkley and Mark Crowder how to conduct this test. He did and Mike Lamb was provided with the information. Mr. Lamb cleared the recommendation he made. Rochelle Lillard completed her first 3 months of employment with us and appears to be happy in the job and has proven to be a good dependable employee at this point. Panel phone interviews were completed last week for the vacant Library Security Guard position and will start with the 6 best candidates for in-person interviews. Mark Crowder attended a class discussing domestic violence held here at the Main library on December 10. The new mental health cooperative building opened the last week of January. This is a place where the Police can take those experiencing a mental health crisis to instead of jail. A lot of our regular patrons used the old facility, but the new one is supposed to be improved as far as the Police wait time on dropping off people. I am planning to go take a tour of the new facility and discuss our options when it comes to our dealing with those with mental issues.
Listed below are the total number of incident reports for the month of January and the amount for each category. Total 59 up from 54 in December, including: Ambulance Alarm Theft Mental Issue Fire Alarm Arrest
6 3 2 2 1 2
Injury/Accident 4 Suspicious Activity 0 Vehicle Damage 1 Damage/Vandalism 1 (Pruitt branch window shot out)
Number of suspensions by conduct violation numbers: #3 — 3 #4 — 1 #5 — 6
#15 — 3 #16 — 7 #17 — 14 18 | P a g e
#6 — 2 #7— 1 #8 — 9 #10 — 1 #13 — 1 #14 — 1
#18 — 0 #19 — 8 #20 — 4 #21 — 0 #22 — 2 #23 — 0
Suspensions for January: # of patrons 2 1 0 9 0 15 0 7
# of days suspended 1 5 7 30 60 90 120 365
Delivery: January 2018 NPL received 507 incoming UPS packages and sent 42 packages out UPS GROUND There were 66 overnight packages received from FedEx, DHL, etc. NPL received 226 inserts of mail from the United States Post Office and we sent 78 inserts of mail to Metro Mail for postage. There were 46 special deliveries from Ricoh, Supply Room, Firefly, Amazon, etc. Branches: For the month of January we moved 7,097 hold bins (227,104 items), 5,406 non-hold bins (172,992 items), 509 A/V bins (16,288 items) and 1,427 Circulation bins (45,664 items). This gives us a grand total of 14,439 bins moved, a total item count of 462,048 with an average of 688 bins and 22,002 items moved per day. 0 skids were sent to Pratt industries for book recycling 8 skids were sent to BWB Daily complete Percentages: Holds 21 of 21 days for 100%
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Facilities Maintenance: January 2018 Projects: The cage area on the dock at Main was cleaned out. The men’s restroom at East was painted. Security lights at Pruitt were repaired and replaced. Four pole lights at Hermitage were repaired. Pruitt had a water heater replaced. We removed old landscaping timbers at Lakewood, spread dirt and seed, and covered with erosion blankets. The old Elm Hill Pike building was drained and winterized. Edmondson Pike had a pipe repaired in the restroom. Edmondson Pike also had two motors in the AC units replaced. All branches were checked for ice melt. Hermitage's closure door was replaced. Glass window reseal was completed in the second floor admin area at Main. TAMIS: 481 work orders submitted for January. 383 completed 98 remain active 80% Completion Rate
BRANCH SERVICES REPORT Richland Park held several community input meetings to understand what people prioritize in a newly designed Richland Park Library. About 250 people attended the meetings and provided volumes of feedback. An online survey will be available through February 13th for people who were not able to attend the meetings. Hadley Park will hold community vision meetings for a new branch library on February 25th & 26th. Former Green Hills librarian Chad L’eplattenier was promoted to the Manager of the Old Hickory Branch Library and Lindsay Jensen, former Bellevue Librarian, was promoted to manager of Hadley Park Branch Library. Terri Luke starts as the new Administrator of Branch Services on February 11th.
COLLECTIONS AND TECHNOLOGY SERVICES REPORT Collections & Technology Services As Chair of the LLAMA Management & Leadership COP held monthly meetings to discuss sub-committee assignments and on-going projects, including the continuation of our monthly webinars. Watched Biblioboard demo with Main, Archives, Special Collections, and Collections and Technology staff. 20 | P a g e
Held biweekly group meetings with staff to discuss ongoing projects. Held biweekly meetings with individual staff to discuss ongoing projects.
Web Services Continued to work on expanding the Appointments tab in LibCal to other branches. Preparing to work on the migration to Drupal 8. Working on the Libraries Transform campaign with the Foundation and Communications. Working on Bedework Calendar for the next Unbound edition. Shared Systems Worked on improving how patrons and staff find foreign language items in the online catalog. A search for “Russian” in the language facet now shows Russian titles as standalones, the titles are no longer buried in the grouped records. Anticipated rollout by the end of February. Worked with Hoopla to improve the report sent to Hoopla uses to ensure that we are not duplicating titles between Hoopla and Overdrive. This saves NPL money. Performed database cleanup with the result that several thousand patrons who were erroneously soft-blocked are now hard-blocked. Working with Unique (collections agency) to ensure that no underage patrons are pursued by CMS. Working on a method to allow the checkout of rated-R materials by students who are over 18, at NPL branches not through Limitless Libraries or schools. Bryan Jones held a workshop where he spoke about account security and privacy to library representatives from nine Tennessee counties at Falling Water River Regional Library in Cookeville. Working on a list of requirements and definitions for the digital asset management project that will allow us to choose a system that is widely adopted by users at NPL and is able to manage and keep viable our collections into the future. Held weekly code jam sessions to develop solutions for Pika and Carl.X issues. Materials Management/Collection Development Conducting Collection HQ training for Branch staff. Materials Management staff continued to closely monitor budget expenditures and, in some cases are not able to maintain a 1 copy to 5 hold ratio. Held monthly meetings with the Materials Management Committee. Technology Completed staff printer replacement. Completed new public printing Coin/Bill Acceptors Instructions. 21 | P a g e
New Canon public printers will start being delivered/installed the week of 2/18/19. Migration to SharePoint 365 online (Ink) complete. Currently being tested by Admin Assistants. Tentative go live date is 2/19/19. Working on creating a centralized file sharing location where staff can share files with other agencies and people outside of Metro.
COMMUNITY ENGAGEMENT AND EDUCATION REPORT Puppet Truck Conducted 30 programs at 23 different sites with an audience count of 1,814. Wishing Chair • Dollywood’s Imagination Library visited with the musical stage version of “Stand Tall, Molly Lou Melon” • Work has begun on “Lorraine” with Old Crow Medicine Show’s Ketch Secor. We made a demo track in the NPL Studio to begin the work on this piece. • Preparing to bring back “Anansi the Spider” in February. Created in 1999, so this is the 20th year anniversary of this award-winning show! Bringing Books to Life 47 programs with 1,146 in attendance Demand for programming is high. We are now scheduling into late April – June. Started working with Lipscomb University on a two-generation book club at JE Moss Elementary with 2nd grade parents. Adult Literacy • Served 239 people in 30 programs. • Officially approved a backbone structure for our collective impact work, with NPL and Nashville Adult Literacy Council as lead agencies. • Served more than 100 ESL learners in our conversation clubs. • Megan Godbey attended ALA Midwinter, and a full-day workshop on advancing racial equity in libraries. Studio NPL Teen mentor Jaressa started our new series at Old Hickory branch Hired 3 new guest mentors in 3D printing, coding, and sewing Two mentors hosted 4 video workshops at Hume Fogg High School, an annual collaboration between Studio NPL and the upper-level Spanish class
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Be Well at NPL YWCA provided 2 Domestic Violence 101 trainings for 32 library staff 3-year grant with Blue Cross Blue Shield came to a close. All target areas saw significant growth
Digital Inclusion Total Programs 21 with attendance of 106 with 14 partner agencies Completed one-on-one help sessions with seniors who received gifts of new digital devices. Started new workforce development series at National Council on Aging Continued work with Alignment Nashville and MNPS on Digital Citizenship for Parents Pilot 23 | P a g e
Limitless Libraries Participated in 2 school literacy nights, interacting with over 100 students and their families. Provided training to 2 new school librarians. 8,097 items were checked out to MNPS students and educators. We continue to see a 22% increase in use over the 2017–2018 school year. NAZA Offered 4 trainings (21 hours of training) that collectively had 52 in attendance. 100% of evaluation respondents reported that they learned new skills, strategies, or resources from the trainer or from colleagues. Results from STEAM initiative survey: STEM Engagement & STEM Identify The CIS survey measures whether youths’ attitudes about STEM engagement (i.e. interest and excitement in participating in STEM activities) and STEM identity (i.e. the degree to which youth see themselves as inventors, scientists, engineers, or mathematicians) change as a result of participating in their program. o 78% of youth reported increased STEM engagement as a result of participating in their program as compared to the national average of 86% o 63% percent of youth reported an increase in STEM identity as compared to the national average of 59%. 21st Century Skills The CIS survey measures whether youth reported increases in four 21st Century Skills including: critical thinking, perseverance, relationships with adults, and relationships with peers. o 79% of NAZA youth reported gains in critical thinking skills, as compared to the national average of 73%. o 76% of NAZA youth reported gains in perseverance skills, as compared to the national average of 66%. o 75% of NAZA youth reported gains in relationships with adults, as compared to the national average of 61%. o 78% of NAZA youth reported gains in relationships with peers, as compared to the national average of 67%. Production Services Services are now accessible to all library staff via a new online service request system called TAMIS. The system will allow staff system-wide to report AV system failures, request assistance with AV for a meeting or live event, or reserve loaner equipment. Use of TAMIS will create increased efficiencies throughout the system and within the department.
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MAIN REPORT Most of the ADA equipment purchased by the Equal Access Division when moving into the building in 2001 has not been upgraded and in some cases is non-functional. During this fiscal year it has been critical that we address some of these issues so that our patrons can access the programs and services NPL offers. To that end, we have installed a new Braille embosser, updating the FM Assistive Listening System for the Children’s theater and the Puppet Trucks, received 2 new videophones, and purchased a new text magnifier. Many upgrades are still needed including ADA software upgrades and a new refreshable Braille display. The Teen Center and the Studio programs were highlighted on Channel 5 News as part of the “School Patrol” segment on January 16th. For the sixth year in a row the Civil Rights Collection was featured and centerpiece at the MLK Let Freedom Ring concert at the symphony. Pat Bashir was promoted from Hadley Park Branch Manager to Children’s Main Library Manager.
MARKETING AND COMMUNICATIONS REPORT As we spent January creating the spring 2019 issue of Unbound (coming in March), some of our top stories for NPL in January included: Nashville Reads: NPL continues to tell the story of One City, One Book. Nearly 31,000 people responded to this story on socials, email, and web in January. That’s in addition to viewers who saw News 5’s January coverage of Nashville Reads. “New Year, New You”: Did you know most people who set New Year’s resolutions don’t keep them past January? NPL got stories from three patrons who want to stick with their 2019 goals and packaged a story about the library’s free resources to help them do just that. All told, nearly 34,000 people responded to this story on socials, email, and web.
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New Business – February 19, 2019 Nashville Public Library Board February 19, 2019 Resolution Title: Collection Development Policy Updates History/Background/Discussion: Nashville Public Library’s Collection Development Policies are intended to inform both NPL staff and the general public about what we collect and why. It is not a static document but one that needs periodic amendment as the collection changes over time. As such, there are two areas that need to be added or amended to reflect alterations to our collections and policies. A. Clarification of our Maintenance Policy to better state the authority behind what material we remove and its disposition. Current Policy statement from page 6 under the section “Collection Maintenance”: Removal of Withdrawn Material Materials that no longer meet the stated objectives of the Library will be withdrawn from the system. NPL reserves the right to determine how materials are removed from the collection. Recommended revision: Removal of Withdrawn Material Materials that no longer meet the stated objectives of the Library will be withdrawn from the system. This board approved policy, allows NPL to determine how materials are removed and where they are sent after removal from the library’s catalog. B. New Early Childhood Literacy Collection: Nashville Public Library periodically adds new formats to its collection to better utilize the unique capabilities of new formats in delivering information and expressing creativity and ideas. One new format was added this past year: 1. Talking Books collection – a circulating collection of picture books and easy readers with embedded audio narration. Combining print with audio is the easiest way for emerging and struggling readers, auditory and special education learners and ESL patrons to learn literacy skills. Recommendation: The Board approves the changes to the Collection Development policy. Drafters: Noel Rutherford, Material Services Manager Person(s) Responsible for Implementation: Material Services Department headed by Noel Rutherford 26 | P a g e
RESOLUTION 2019-02.01 Collection Development Policies Updates WHEREAS, a Collection Development Policy is a fluid document, needing constant refreshing to keep it accurate as well as relevant, and WHEREAS, new collections, formats and policies have recently been added to the Nashville Public Library, 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 collection development plan as presented effective upon adoption.
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