NASHVILLE PUBLIC LIBRARY Board of Trustees Meeting January 17, 2017
Nashville Public Library Board of Trustees Agenda January 17, 2017 Hermitage Branch Library 3700 James Kay Lane Meeting Room – 12:00 noon
I.
Call to order / Roll Call
II.
Metro Ordinance Required to be announced at all Board Meetings – Chair, Keith Simmons a. “Pursuant to the provisions of § 2.68.030 of the Metropolitan Code of Laws, please take notice that decisions of the Nashville Public Library Board may be appealed to the Chancery Court of Davidson County for review under a common law writ of certiorari. Any appeal must be filed within sixty days after entry of a final decision by the Board. Any person or other entity considering an appeal should consult with an attorney to ensure that time and procedural requirements are met.”
III.
Introduce Visitors
IV.
Public Comment
V.
Board Chair Comments – Keith Simmons, Chair
VI.
Approval of Minutes: December 20, 2016…………………………………………………………………………. pgs. 1 - 5
VII.
Library Director Report a. Library Director, Kent Oliver
VIII.
Staff Reports a. Hermitage Branch Library, Emily Talbot b. Budget Update, Kent Oliver
IX.
New Business a. Elimination of Fines Discussion b. State Aid Resolution…………………………………………………………………………………………….. pgs. 19 - 25 c. Archives Resolution……………………………………………………………………………………………… pgs. 26 - 29
X.
Adjournment
Next Board of Trustees Meeting 12:00 noon – February 21, 2017 Madison Branch Library – Meeting Room 610 Gallatin Pike South Madison TN 37115
NASHVILLE PUBLIC LIBRARY A City with a Great Library is a Great City ® LIBRARY BOARD MINUTES December 20, 2016 12:00 p.m. Southeast Branch Library, 5260 Hickory Hollow Pkwy #201, Antioch, TN 37013 Members Present:
Keith Simmons, Robert Oermann, Lucy Haynes, Joyce Searcy and Francie Hunt
Members Absent:
Margaret Ann Robinson and Sepi Khansari
Library Staff:
Kent Oliver, Larry Price, Jena Schmid, Elyse Adler, Susan Drye, Andrea Fanta, Anna Harutyunyan, Ken Feith, Kelley Sirko and Beth Deeb
Also Present:
Mark Murray, Metro Department of Law attorney
I.
Call to Order / Roll Call Keith Simmons called the meeting to order at 12:11 p.m.
II.
Metro Ordinance required to be announced at all Board Meetings “Pursuant to the provisions of § 2.68.030 of the Metropolitan Code of Laws, please take notice that decisions of the Nashville Public Library Board may be appealed to the Chancery Court of Davidson County for review under a common law writ of certiorari. Any appeal must be filed within sixty days after entry of a final decision by the Board. Any person or other entity considering an appeal should consult with an attorney to ensure that time and procedural requirements are met.”
III. Board Chair Comments—Keith Simmons, Chair Mr. Simmons reported that the search process for the Nashville Public Library Foundation CEO is underway. The job will be posted for the next six weeks, and the search committee plans to review candidates at the end of January. IV. Library Director Report—Kent Oliver, Library Director The Nashville Chamber report card recommended developing a citywide plan to ensure early-grade literacy, and the library was mentioned prominently as part of this initiative. The new issue of UnBound is out. Mr. Oliver thanked Board members for their service this year. V.
Approval of Minutes: November 15, 2016 Robert Oermann moved for approval of the minutes from the November meeting; the motion was seconded by Joyce Searcy and passed unanimously.
VI. Staff Reports a. Nashville Public Library Archives Presentation—Kelley Sirko 1|Page
Ms. Sirko introduced herself as the Archives Program Coordinator. Her latest project is organizing 130 years’ worth of records about the evolution of Nashville Public Library and its branches, making this history much more accessible to the public. She presented a PowerPoint showing some of the highlights of the collection: The incorporation document of the Howard Library in 1885 A photo of our first Carnegie Library in 1903, and a letter to the library director from Susan B. Anthony Ads for the Books for Soldiers program during World War I A photo of the H.G. Hill Business Branch in 1935 Documents related to the extension of bookmobile services and the desegregation of the library under library director Dr. Alvarez. Photos of the airport reading room in 1962 and the new Ben West library in 1963 Documents about new services such as WPLN, the Talking Library, and Library Services for the Deaf and Hard of Hearing b. NAZA Strategic Plan—Anna Harutyunyan Ms. Harutyunyan started as the NAZA Coordinator in June, and immediately began working with the Center for Nonprofit Management on a new strategic plan. NAZA is an intermediary system that includes after-school programs for middle schoolers, professional development for youth workers, and program quality improvement systems developed with the Weikart Center. One new goal for the program will be to offer NAZA’s professional development and quality improvement opportunities to a broader group of after-school providers (such as churches). NAZA will also be working with the Peabody College at Vanderbilt to create a training institute aimed at professionalizing youth work, i.e., developing a certification system that would eventually lead to two- and four-year college degree programs. Peabody will also be doing an evaluation of NAZA as a system that will be funded through the Wallace Foundation and completed by next September. Part of this study will determine community need and recommend whether to expand the program to more zones. Other goals include extending the current nine-month middle school program into the summer and working with the Mayor’s Opportunity Now program to offer 400 summer job opportunities to students doing experiential learning. NAZA has also received funding from Comcast to increase family engagement through family literacy nights. Ms. Harutyunyan emphasized that she is seeking additional private funds for all new endeavors, and that the funding requests will include additional staff as needed. President Simmons had several questions regarding the focus and future of the program as it related to discussions at the time of NAZA’s move from the Mayor’s office to NPL.
VII. Old Business a. Master Facilities Plan Resolution Mr. Oliver thanked Larry Price for his work on the Master Facilities Plan. He noted that the plan will be updated every three years, and that we will continue to get community input. The plan provides us the ability to develop annual budgets addressing capital expansion. Mr. Oermann moved for approval of resolution 2016-12.01; the motion was seconded by Ms. Haynes and passed unanimously. 2|Page
Nashville Public Library Board December 20, 2016 Resolution Title: Master Facilities Plan 2016 - 2040 History/Background/Discussion: In order to meet the future service and facility needs of Nashville the library has prepared a master facilities plan addressing library capital renovation and new construction. The plan is based upon data from the Nashville Next planning process, census data, and community input and library service patterns. It is detailed in outlining a progressive approach to capital infrastructure needs through 2040. This document will serve as a guide for future Metro capital and operational budget requests. It is viewed as a flexible, living document which will require adjustments to take advantage of opportunities and meet challenges as the library and Davidson County grow. Assistant Director for Branch Services, Larry Price, and his team began work on the document in 2015. This plan was brought to the Board in draft form in February, 2016 and again in November, 2016 for discussion. The public commented on it through the summer online at the library’s website and at two community meetings held in July, 2016. Following the Board’s endorsement, the plan will be scheduled for a formal internal review with the Board every 3 years in December to coincide with the start of the Metro budgeting process. Recommendation: That the Board endorse the plan. Draftor(s): Kent Oliver Person(s) Responsible for Implementation: Kent Oliver, Larry Price, Susan Drye
RESOLUTION 2016-12.01 Master Facilities Plan 2016 - 2040 WHEREAS, The Nashville Public Library seeks to provide the highest quality library service within well maintained and modern buildings, and WHEREAS, A planned, comprehensive approach to the public library building needs of Nashvillians as the city continues to grow will ensure service quality and the efficient use of financial resources, and WHEREAS, such an approach is required in order to protect the public investment in existing library buildings and facilities, and WHEREAS, NPL staff and the Board seek to take a responsible and proactive approach to the construction of new library facilities in the future within the Metropolitan Government of Nashville and Davidson County’s budget process; NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees that the Board endorses the Master Facilities Plan and will review and update it every three years at the December board meeting. b. After Hours Events Policy Resolution 3|Page
Mr. Oliver noted that a budget proforma had been sent to the Board as requested. This shows that hosting two events per month would result in approximately $200,000 in revenue. This revenue will go into a special fund that can only be used for maintenance of the facility (replacing equipment and carpet, landscaping the courtyard, polishing the marble floor, etc.). Ms. Drye noted that the funds do not have to be spent within the fiscal year. Staffing for the events will be library personnel doing overtime or contract employees. Ms. Schmid is working with the Foundation on a marketing piece. The policy would be effective March 1, 2017, and Mr. Oliver will report back to the Board next December. Ms. Searcy moved for approval of resolution 2016-12.02; the motion was seconded by Mr. Oermann and passed unanimously. Nashville Public Library Board December 20, 2016 Resolution Title: Private Events Policy History/Background/Discussion: When the Main Library was built in 2001, several areas were designed with the capability of hosting social events. At that time, however, the library was unable to benefit financially for hosting social events. The library deferred decisions related to event hosting for future discussion. Over the years NPL has received numerous requests to hold weddings, corporate events and other social events at the Main Library. In addition, it has become common practice for public libraries around the country to hold fee events when facilities will accommodate them. In addition, the library has now identified a special fund that may be used to house monies raised through events hosted on site at Main Library. Library staff have also reviewed the operational procedures, rates and policies of other libraries and cultural institutions that hold similar private funds. The policy presented and accompanying internal procedures are consistent and competitive with other institutions providing comparable service. Recommendation: The Board approves the proposed Private Events Policy. Draftor(s): Jena Schmid, Susan Drye, Georgia Varble Person(s) Responsible for Implementation: NPL Facilities Coordinator RESOLUTION 2016-12.02 PRIVATE EVENTS POLICY WHEREAS, the Nashville Public Library Main Library endeavors to use areas of the building originally designed to be used for social events according to their original purpose, making each area a reservable, rentable event space, available to individual citizens, non-profit organizations and corporate entities based in Davidson County, and WHEREAS, The Library Director may develop related procedures, in support of this policy, which will be planned and managed by the Main Library Facilities Coordinator with collaboration from Main Library management and staff, and
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WHEREAS, funds raised by events hosted at Main Library will be directed to a special fund and allocated to building equipment and maintenance related to hosting special events, and NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees that Private Events Policy be approved, to become effective March 1, 2017 with a future board review of the effectiveness of the policy in December, 2017. VIII. Adjournment The meeting adjourned at 1:15 p.m.
Next Board Meeting— 12:00 p.m., January 17, 2017 Hermitage Branch Library 3700 James Kay Lane, Hermitage, TN 37076 Respectfully submitted by Beth Deeb
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Statistical Summary – January 17, 2017 Nashville Public Library
CIRCULATION COMPARISON - DEC eMedia
Juv Bks
Ad Bks
Ad AV
Juv AV
Equip
eBooks Equip, 0.4%
Equip, 0.5% Juv AV, 4% Ad AV, 19%
Juv AV, 4% Ad AV, 17%
Ad Bks, 23%
Ad Bks, 23%
Juv Bks, 22%
Juv Bks, 22%
eMedia, 31%
eMedia, 34%
DEC-15
EMEDIA CIRC COMPARISON - DEC
5-Year Total Circulaton - DECEMBER 395,376
418,705
321,137
eMagazines
eVideos eVideos, 2%
eMagazines, 3% eAudiobooks, 19%
eMagazines, 3% eAudiobooks, 23%
eMusic, 40%
eMusic, 33%
eBooks, 37%
eBooks, 39%
DEC-15
DEC-16
5-Year Total eMedia Circulation - DECEMBER 420,899
400,000 350,000
eAudiobooks
eVideos, 2%
DEC-16
450,000
eMusic
160,000
142,627 130,665
140,000
331,825
120,000
300,000
106,016
100,000
250,000
80,000
200,000
57,034 60,000
150,000 100,000
40,000
50,000
20,000
42,841
0
0
Dec-12
Dec-13
Dec-14
Dec-15
Dec-16
Dec-12
Dec-13
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Dec-14
Dec-15
Dec-16
Statistical Summary – January 17, 2017 Nashville Public Library
5-Year Visits - NOVEMBER 300,000 280,000 260,000
257,414
258,742
255,652
249,876
240,000
245,677
220,000 200,000 Dec-12
Dec-13
Dec-14
Dec-15
Dec-16
5-Year Hours Open - NOVEMBER 4,137
4,200 4,000
3,752
3,800 3,623
3,621
3,600 3,450 3,400 3,200 Dec-12
Dec-13
Dec-14
Dec-15
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Dec-16
Statistical Summary – January 17, 2017 Nashville Public Library
ATTENDANCE COMPARISON - DEC
PROGRAM COMPARISON - DEC Adult Programs
Teen Programs
Adult Programs
Juvenile Programs
Juvenile Programs, 39%
Juvenile Programs, 49%
Teen Programs, 27%
Teen Programs, 29%
Adult Programs, 33%
Adult Programs, 21% DEC-15
DEC-16
5-Year Total Program - DECEMBER
Juvenile Programs, 75%
Juvenile Programs, 69%
Teen Programs, Adult 13% Programs,
Teen Programs, 16%
12%
Adult Programs, 15%
DEC-15
DEC-16
30,000
25,793
975
1000
20,243 20,000
666 459
22,961
25,000
858
800
Juvenile Programs
5-Year Total Attendance - DECEMBER
1200
600
Teen Programs
523
17,782
16,761
15,000
400
10,000
200
5,000 0
0 Dec-12
Dec-13
Dec-14
Dec-15
Dec-16
Dec-12
Dec-13
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Dec-14
Dec-15
Dec-16
Statistical Summary – January 17, 2017 Nashville Public Library
Dec-16 Circulation 31,728 5,781 9,133 5,269 3,059 29,158 12,990 39,874 2,093 208 23,396 8,100 2,824 11,729 47,909 2,663 3,730 1,623 9,867 18,154 7,455 1,529 142,627 0 420,899
Circulation Bellevue Bordeaux Donelson East Edgehill Edmondson Pike Goodlettsville Green Hills Hadley Park Hearing Impaired Hermitage Inglewood Looby Madison Main North Old Hickory Pruitt Richland Park Southeast Thompson Lane Watkins Park Downloadable Talking Library NPL Total
Visits Bellevue Bordeaux Donelson East Edgehill Edmondson Pike Goodlettsville Green Hills Hadley Park Hermitage Inglewood Looby Madison Main North Old Hickory Pruitt Richland Park Southeast Thompson Lane Watkins Park NPL Total
Month Dec-16 Dec-15 % of Total Circulation 7.54% 34,832 1.37% 6,775 2.17% 10,355 1.25% 6,135 0.73% 3,783 6.93% 1,589 3.09% 14,229 9.47% 45,132 0.50% 2,454 0.05% 415 5.56% 25,455 1.92% 8,926 0.67% 3,601 2.79% 14,296 11.38% 51,562 0.63% 3,297 0.89% 4,428 0.39% 1,881 2.34% 10,261 4.31% 26,766 1.77% 10,745 0.36% 1,116 33.89% 130,665 0.000% 7 418,705
Dec-16 Visits 17,171 8,053 11,129 11,920 2,970 15,709 6,261 18,161 2,621 12,744 11,874 5,919 23,798 54,174 6,662 3,548 5,076 17,096 13,703 4,058 3,005 255,652
Cardholders New Registrations
Dec-15 Visits 12,315 8,086 10,429 10,883 3,610 0 6,680 18,199 2,949 13,186 10,047 8,539 21,266 61,611 6,806 3,454 7,617 13,500 14,295 7,121 5,084 245,677
% Change 2016-2015 -8.91% -14.67% -11.80% -14.12% -19.14% 1734.99% -8.71% -11.65% -14.71% -49.88% -8.09% -9.25% -21.58% -17.96% -7.08% -19.23% -15.76% -13.72% -3.84% -32.18% -30.62% 37.01% 9.15% -100.00% 0.52%
% Change 2016-2015 39.43% -0.41% 6.71% 9.53% -17.73% N/A -6.27% -0.21% -11.12% -3.35% 18.18% -30.68% 11.91% -12.07% -2.12% 2.72% -33.36% 26.64% -4.14% -43.01% -40.89% 4.06%
Dec-16 2,259
Dec-16 Year-to-Date 220,435 40,710 60,891 35,987 21,916 203,555 88,970 275,464 14,551 2,009 165,206 54,270 20,755 80,134 324,431 18,616 25,462 10,813 64,696 133,513 51,915 4,781 824,891 7 2,743,978
Dec-16 Circ / Visit 1.85 0.72 0.82 0.44 1.03 1.86 2.07 2.20 0.80 0.02 1.97 1.37 0.12 0.22 7.19 0.75 0.73 0.58 1.32 1.84 0.51 1.09
Dec-16 Year-to-Date 43,461
Fiscal Year-to-Date Dec-15 Year-to-Date 232,928 17,514 67,365 39,852 24,328 137,098 97,075 292,946 18,639 2,828 179,943 61,699 26,687 97,342 268,994 23,105 29,013 11,899 69,386 163,850 61,917 7,096 760,240 27 2,691,771
Dec-15 Circ / Visit 2.83 0.84 0.99 0.56 1.05 N/A 2.13 2.48 0.83 0.03 2.53 1.05 0.17 0.23 7.58 0.95 0.58 0.76 1.87 1.51 0.22 1.17
% Change 2016-2015 -5.36% 132.44% -9.61% -9.70% -9.91% 48.47% -8.35% -5.97% -21.93% -28.96% -8.19% -12.04% -22.23% -17.68% 20.61% -19.43% -12.24% -9.13% -6.76% -18.52% -16.15% -32.62% 8.50% -74.07% 1.94%
% Change 2016-2015 -34.67% -14.32% -17.35% -21.59% -1.71% N/A -2.60% -11.47% -4.04% -48.14% -22.23% 30.91% -29.92% -6.69% -5.08% -21.37% 26.40% -24.07% -29.24% 21.75% 131.80% -7.16%
Active Patron Cards 326,298
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Statistical Summary – January 17, 2017 Nashville Public Library
Dec-16 Hours Open 229 229 220 148 156 229 220 229 156 229 220 156 229 222 156 156 156 220 229 220 128 4,137
Hours Open Bellevue Bordeaux Donelson East Edgehill Edmondson Pike Goodlettsville Green Hills Hadley Park Hermitage Inglewood Looby Madison Main North Old Hickory Pruitt Richland Park Southeast Thompson Lane Watkins Park NPL Total
Programming Adult Programs Teen Programs Children's Programs Total Programs Adult Attendance Teen Attendance Children's Attendance Total Attendance
Public Computer Use Total On SiteComputer Use Total Wireless Use
Website Visits Webserver
Dec-15 Hours Open 237 212.5 171 171 172 0 171 212.5 148 212.5 171 171 236.5 230 174 171 174 171 236.5 171 141 3,752
Dec-16 Circ / Hour 138.55 25.24 41.51 35.60 19.61 127.33 59.05 174.12 13.42 0.91 106.35 51.92 12.33 52.83 307.11 17.07 23.91 44.85 79.28 33.89 11.95 101.74
Dec-15 Circ / Hour 147.28 31.88 60.56 35.88 21.99 N/A 83.21 212.39 16.58 1.95 148.86 52.20 15.23 62.29 297.19 19.28 25.52 60.01 113.18 62.84 7.94 111.60
% Change 2016-2015
325 268 382 975
182 252 424 858
% Change 2016-2015 78.57% 6.35% -9.91% 13.64%
3,441 3,731 15,789 22,961
3,114 3,405 19,274 25,793
10.50% 9.57% -18.08% -10.98%
Dec-16 47,325 39,468
Dec-15 54,161 57,880
% Change 2016-2015 -12.62% -31.81%
Dec-16 410,919
Dec-15 460,268
% Change 2016-2015 -10.72%
Dec-16
Dec-15
-6% -21% -31% -1% -11% N/A -29% -18% -19% -53% -29% -1% -19% -15% 3% -11% -6% -25% -30% -46% 50% -9%
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Financial Overview – January 17, 2017 Nashville Public Library Metro Government of Nashville Monthly Budget Accountability Report As of December 31, 2016 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
12,338,700
6,169,350
5,268,467
85.4%
35,300
17,650
33,217
188.2%
1,215,300
607,650
859,611
13,589,300
6,794,650
6,161,295
900,883 13,974,200
6,987,100
1,240,725
6,302,252
90.2%
684,848
35,300
17,650
6,739
38,804
219.9%
-21,154
141.5% -251,961 1,257,300
628,650
500,766
1,220,640
7,633,400
1,748,230
-15,567
90.7%
633,355 15,266,800
7,561,696
Fringes
5,301,100
2,650,550
2,552,070
96.3%
98,480 5,510,400
2,755,200
668,681
2,884,303
Other Expenses: Utilities Professional & Purchased Services
1,643,100 2,279,400
821,550 1,139,700
641,566 765,962
78.1% 67.2%
179,984 1,643,100 373,738 2,526,400
821,550 1,263,200
186,649 178,394
682,687 671,582
Travel, Tuition & Dues Communications
Repairs & Maintenance Services Internal Service Fees All Other Expenses
TOTAL EXPENSES PROGRAM REVENUE: Charges, Commissions & Fees Other Governments & Agencies Federal Direct Fed Through State Pass-Through Fed Through Other Pass-Through State Direct Other Government & Agencies Subtotal Other Governments & Agencies Other Program Revenue TOTAL PROGRAM REVENUE NON-PROGRAM REVENUE: Property Taxes Local Option Sales Tax Other Tax, Licences & Permits Fines, Forfeits & Penalties Compensation from Property TOTAL NON-PROGRAM REVENUE Transfers From Other Funds & Units TOTAL REVENUE AND TRANSFERS SUMMARY OF POSITIONS: Total Authorized Positions - Oper Fd Total Filled Positions Total Vacant Positions
62,700 598,400
31,350 299,200
493,100 1,331,300 2,196,400
246,550 665,650 1,098,200
30,943 213,289
321,606 666,077 807,850
27,494,800 13,747,400 12,160,658
98.7% 71.3%
130.4% 100.1% 73.6%
407 85,911
62,700 598,400
31,350 299,200
-75,056 493,100 -427 1,785,900 290,350 2,196,400
246,550 892,950 1,098,200
88.5% 1,586,742 30,083,200 15,041,600
5,081 75,591
194.2% -591,990
99.1%
Fringe is at 104.7% thru DEC due to higher overall fringe costs. LIB does not have 104.7% -129,103 much control over fringe costs.
83.1% 53.2%
48,012 215,226
153.1% 71.9%
241,674 883,892 675,124
98.0% 99.0% 61.5%
3,219,454 13,864,196
92.2%
47,323 148,825 160,680
71,704
LIB is at 90.2% thru DEC. Vacancies are being filled as quickly as possible. However, NPL will keep an eye on expenditures. LIB is over budget at 219.9% thru DEC. With staffing levels, OT is necessary at times to fulfill NPL needs especially with Maintenance and Security issues. LIB is 194.2% thru DEC. 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 99.1% of total budgeted salaries thru DEC. With vacancies being filled, OT and vacation leave, currently NPL is on budget. However, NPL will monitor expenditures closely throughout the FY.
138,863 591,618 Travel is currently under budget. However, monthly parking passes for Main employees are the biggest expense and we anticipate being over at the end of the FY -16,662 in this line item. 83,974 LIB is at 98.0% of budget thru DEC. W/O 4% funds for major repairs during the warmer months we are experiencing above avg repair costs. LIB will monitor 4,876 closely. 9,058 Internal Service Fees have been posted. 423,076 Library is under budget (92.2%) for FY17 YTD. NPL will monitor ALL expenditures closely as the fiscal year progresses to 1,177,404 ensure we are on budget by year end.
427,500
213,750
194,699
91.1%
19,051
407,000
203,500
30,710
199,476
98.0%
4,024
0 0 0 0 0 0 0 427,500
0 0 0 0 0 0 0 213,750
0 0 0 0 0 0 0 194,699
0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 91.1%
0 0 0 0 0 0 0 19,051
0 0 0 0 0 0 0 407,000
0 0 0 0 0 0 0 203,500
0 0 0 0 0 0 0 30,710
0 0 0 0 0 0 0 199,476
0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 98.0%
0 0 0 0 0 0 0 4,024
0 0 0 0 0 0
0 0 0 0 0 0
0 0 0 0 0 0
0.0% 0.0% 0.0% 0.0% 0.0% 0.0%
0 0 0 0 0 0
0 0 0 0 0 0
0 0 0 0 0 0
0 0 0 0 0 0
0 0 0 0 0 0
0.0% 0.0% 0.0% 0.0% 0.0% 0.0%
0 0 0 0 0 0
0 427,500
0 213,750
0 194,699
0.0% 91.1%
0 19,051
0 407,000
0 203,500
0 30,710
0 199,476
0.0% 98.0%
0 4,024
380 349 31
SUMMARY OF VARIANCE:
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Personnel Summary – January 17, 2017 Nashville Public Library
New Hires & Resignations
December 2016 New Hires Name
Classification
Freeman, Carlos Johnson, Kelsey Boutwell, Melinda Stapleton, Alexia
Circulation Assistant 1 Library Page Circulation Assistant 1 Circulation Assistant 1
Hire Date 12/4/2016 12/18/2016 12/18/2016 12/18/2016
Location Hermitage Donelson Green Hills Edmondson Pike
December 2016 Resignations Name
Classification
Sullivan, Carolyn Pawlak, Patricia Thompson, Rita Lawrence, Elaine
Circulation Asst 2 Librarian 2 Library Page Librarian 1
Resignation Date 12/15/2016 12/18/2016 12/31/2016 12/31/2016
Location Donelson Madison Children's Srvs Donelson
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Personnel Summary – January 17, 2017 Nashville Public Library
NPL Vacancies as of 12/31/2016
= 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
OP & MAIN-MN OP & MAIN-MN CIRC CIRC WATKINS ED PIKE DONELS NORTH ED PIKE OP & MAIN-BR OP & MAIN-MN OP & MAIN-BR ADMIN SVCS TECH SVCS TECH SVCS DONELS MADISON LOOBY REF LOOBY TECH SVCS CHILD ED PIKE MADISON TECH SVCS GOOD TECH SVCS WATKINS PUBLIC REL PUBLIC TECH SECURITY
Title
ADMIN SVCS MGR BLDG MAINT MECH - Main CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 2 CIRCULATION ASST 2 CIRCULATION SUPV CUSTODIAL SVCS ASST SUPV - Branch CUSTODIAL SVCS ASST SUPV - Mn CUSTODIAN - Branch HUMAN RES ANAL 2 INFO SYSTEMS APP TECH 1 INFO SYSTEMS APP TECH 1 LIBRARIAN 1 LIBRARIAN 2 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY MGR 1 LIBRARY MGR 2 LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY SVCS ASSIST DIRECTOR OFFICE SUPPORT REP 2 OFFICE SUPPORT SPEC 2 PROGRAM COORDINATOR PROGRAM SPEC 1 PROGRAM SUPERVISOR SECURITY GUARD
Grade
OR07 TG08 ST04 ST04 ST04 ST04 ST05 ST05 ST07 TS02 TS02 TG05 OR03 OR01 OR01 ST09 ST10 ST06 ST06 OR05 OR06 ST02 ST02 ST02 OR11 ST05 ST08 ST09 ST06 ST10 ST06
Name
VACANT (R REED) - upgrded VACANT (R SMITH) VACANT (G LUTHER) VACANT (S ABDELHALIM) VACANT (M LYONS) - will mv to WP VACANT (G ARMISTEAD) VACANT (C SULLIVAN) - will mv to SE VACANT (M MITCHELL) VACANT (L SMITH) VACANT (S CORLEW) - upgrd VACANT (F CARPENTER) - upgrd VACANT (T PATTON) VACANT - NEW VACANT (R WILSON) VACANT (T CONE) VACANT (E LAWRENCE) VACANT (P PAWLAK) VACANT (K DICKENS) VACANT (S RAYE) VACANT (L HERBST) VACANT (L ROBERTS) VACANT (R THOMPSON) VACANT (P SEDA) VACANT (K SMITH) VACANT (T RACKE-BENGEL) VACANT (S WALLACE) VACANT (E ROBINSON) VACANT (R KINZOUNZA) - upgrded VACANT (J WOOD) VACANT (J MORROS) - upgrded VACANT (J GAYER)
FPS
FTE
F F P F F P P F F F F F F F F F F F P F F P P P F P F F P F F
1.00 1.00 0.49 1.00 1.00 0.49 0.50 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 0.49 1.00 1.00 0.50 0.49 0.49 1.00 0.49 1.00 1.00 0.75 1.00 1.00
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Brief Area Updates – January 17, 2017 Nashville Public Library ADMINISTRATIVE SERVICES REPORT Safety/Security: December 2016
Took several items to surplus from Inglewood, Richland Park, and Main. Placed new (SDS) Safety Data Sheet books at all custodian closets at Main and branches. 2 Safety and Security classes were conducted for staff at the East Branch.
There were 32 Patron Incident Reports for the month of December (down from 35 in November), including: Ambulance calls — 3 Arrest — 1 Alarms — 4 Suspicious activity — 1 Injury/Accident — 2 Theft — 1 Number of suspensions by conduct violation numbers: #8 — 5 #19 — 1 #10 — 2 #20 — 4 #15 — 1 #22 — 2 #17 — 12 Suspensions for December: # of patrons 4 5 10
# of days suspended 30 90 365
Delivery: December 2017 Main: Received 643 incoming UPS packages; sent 25 packages out UPS Ground 46 overnight packages received from FedEx, DHL, etc. Received 112 inserts of mail from the U.S. Post Office; sent 67 inserts of mail to Metro Mail for postage. 24 special deliveries from Ikon, Supply Room, Advance Supply, Firefly, etc. Branches: Moved 4,741 hold bins (151,712 items), 4,891 non-hold bins (160,192 items), 457 A/V bins (14,624 items) and 1,069 Circulation bins (34,208 items). Grand total of 11,158 bins moved, a total item count of 357,056 with an average of 558 bins and 17,853 items moved per day. Sent 150 boxes to the Southern Book Debindery for recycling. Daily completion percentages: Holds 20 of 20 days for 100% 14 | P a g e
Building Maintenance: December 2017 Currently Bordeaux, Edmondson Pike, Green Hills, Hermitage, Madison, Edgehill, Inglewood, Looby, North, Old Hickory, Pruitt, Richland Park Branch Libraries and the Main Library whose HVAC systems are monitored with Johnson Controls Metasys system are being upgraded. East and Goodlettsville Branch Libraries are being installed. Once installed and upgraded the library will be using the most current version of Metasys which will make remote monitoring of HVAC issues more efficient and productive. The position of Facilities Maintenance Manager was posted the first of January.
BRANCH SERVICES REPORT Staff Training Webinar 13 staff members from branches and Main attended an ALA hosted webinar at Richland Park focused on creating effective signage in the library. Staff learned many effective techniques for creating signs that are eye catching, keep sightlines neat and clear, and resources they may use to improve signage staff may need to create. Ideas for when to use these tips, alternatives to mounting these signs without using tape, and additional signage tips were exchanged and discussed by staff. Seed Exchange The statistic for last year’s seed exchange have been compiled. 2016 has been the Seed Exchange’s most successful year thus far. 1,312 patrons participated in the Seed Exchange in 2016. 8,462 seed packets were checked out giving us 6.45 packets per patron. There were a total of 46 workshops that 1,416 patrons attended. The 8 outreach booths were attended by 757 patrons. Many communities are responding positively to the Seed Exchange, and more branches are requesting to become involved in the program. In 2017 a total of 12 locations will expand and we will see the addition of Richland Park.
MAIN REPORT Programs & Partnerships Staff from Teen Services and Special Collections joined forces for a Civil Society program. Teens explored the Civil Rights room and then looked through historical photos from the Nashville Civil Rights Movement. Teens discussed contemporary and historical social issues. Children’s Services created a tween Escape Room-themed program. Tweens have to solve clues, construct a puzzle, and unlock various boxes in order to break out of the program room. Special Collections staff participated in the Naval Historical Center's "Live Tweet" event for the 75th anniversary of Pearl Harbor attack, representing Cornelia Fort's story, with illustrations from our collection. Public Services On December 7, 2016 the Nashville Talking Library moved from the old Madison Branch of the library to the Main Library, merging with the Equal Access Division and Library Services for the Deaf & Hard of Hearing. Approximately 80 people attended an Open House for Talking Library volunteers and Main Library staff. We received quite a bit of positive feedback from the volunteers on the new space. The radio station
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experienced a few technical problems getting restarted and sustaining the broadcasting, but is now running smoothly. Staffing Ryan Darrow has been hired as the Program Supervisor for the Public Technology department. Ryan’s drive and determination will help lead this department in new and exciting directions.
COLLECTIONS AND TECHNOLOGY SERVICES REPORT Noel Rutherford (Collection Development Manager) has been working to eliminate duplicate ebook titles from our ebook platforms, Overdrive and Hoopla. Noel and Stephanie Rodriguez (Interim Assistant Director for Collections and Technology Services) met with vendors in December to outline these changes. Implementing several small alterations to our agreements with vendors will enable us to better calculate ongoing costs for ebooks and to streamline accessibility for our customers. Stephanie has been invited to meet with representatives from Harper Collins during the ALA Mid-Winter conference in Atlanta, Georgia, January 20-24, to provide NPL’s perspective of ebook management. Until recently, some of the websites of NPL affiliated programs “lived” on different hosting servers. This month, Web Services (Jenny Ellis and Kyle Cook) worked with Aten Design Group (Denver, Colorado) to relocate the hosting responsibilities of the Limitless Libraries website and the Library Services for Deaf and Hard of Hearing website. This move will give NPL Web Services more oversight of the content. Aten Design Group will also ensure that security updates are performed regularly and that the look of those sites matches the look of NPL’s website, in terms of layout, color, font, and general design. Behind the scene work progresses on the system merge with MNPS and ILS migration to TLC Carl.X and Carl.Connect. Shared Systems Coordinator, Jenny Lane, has spearheaded the conversation between NPL, MNPS, and TLC to outline system developments that are needed to make the migration as seamless as possible for MNPS. TLC has been very responsive to our needs, providing a timeline of when developments will be completed and in what order. We continue to be on track for a migration over Memorial Day weekend.
MARKETING AND COMMUNICATIONS REPORT The Library's Marketing & Communications department continued to dramatically increase its social media community and online presence. Facebook ads and other social media content earned the Library new online followers, online fans, and "real-live" patrons. Bottom line: NPL is able to take conservative resources to achieve visibility/results that far outpace and outmatch the initial resources spent to attract peoples' eyes, ears ... and hearts.
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COMMUNITY ENGAGEMENT AND EDUCATION REPORT Puppet Truck Conducted 39 programs to 3252 in attendance Performed Hamlet for audiences at the First Folio Exhibit held at the Parthenon. Wishing Chair String City performed at the Country Music Hall of Fame and Museum Special guests Sailors and Maidens and The Moonshine Rhythm Club (swing band) provided shows. Bringing Books to Life 23 programs with 818 in attendance We are booked through March, with only a handful of dates still available in April. Attended and presented at the Tennessee Reading Association’s annual conference. Loving & Learning, provided 144 workshops with 1,839 in attendance. 926 Family Literacy Kits distributed, 926 books distributed, 57 sites participated (14 which were new to BBTL). GROW is in planning stages for sustainability. Vanderbilt is looking at grant opportunities and new research partnerships with the Library, MNPS and Parks and Recreation. The Nashville Public Education Foundation, in partnership with the Mayor’s Office, Library, and others are embarking on a citywide literacy campaign to look at third grade reading levels in Nashville. At the Chamber of Commerce’s annual Education Report Card release, one of the recommendations was to launch such a campaign. In January, NPEF and NPL sent letters to potential partners and hired Lipscomb University to research the current literacy landscape in Nashville. They expect to complete their research and present their findings and recommendations in spring 2017. Adult Literacy Served 150 people in 19 programs. Hosted 3 PD workshops to 35 people. Hosted a one-of-a kind Literacy Research Mini-Conference in conjunction with the Literacy Research Association’s national conference held in Nashville. 25 educators attended 6 different sessions on topics ranging from integrating technology into the adult education classroom to serving adults with interrupted formal education. Our leadership book club read the title, Managing your Day to Day, by Jocelyn Glei, and we continued our lunchtime conversation series about collective impact. Provided 19 digital literacy classes to 69 learners. Wrapped up a semester-long series at Cole Elementary focusing on project-based learning for parents to engage with teachers through email and online platforms; and continued our regular weekly sessions at Room in the Inn, Martha O’Bryan, and Project Return. Our partnership with NALC to host citizenship classes at Southeast was featured on news channel 5: School Patrol http://www.newschannel5.com/news/state/tennessee/school-patrol-earningcitizenship Visited St. Mary’s Coptic Christian Church to speak to 22 congregants about local ESL class options and Arabic resources from the library. Studio Participated in a career fair at Isaac Litton middle school. Studio NPL sponsored the Teen Portion of the Replication 3.0 3D-printing art show hosted by Make Nashville Makerspace. Studio Coordinator and mentors led 3D pen activities and presented the prizes 17 | P a g e
for best teen designs (two of which went to Studio NPL participants). Mentor Emily Sue, co-creator of this event, worked with students from multiple branches and coached other mentors on introductory 3D printing design workshops. Mentor Blair Trammel was responsible for bringing Studio NPL pop-ups to NAZA after-school sites and events. She attended the NAZA showcase at Hartman Park Community Center and was awarded the “Kids Choice Award” for favorite mentor of the season. Be Well at NPL Provided 50 wellness programs at 6 target Be Well branches in December. 100 patrons and staff got pop-up chair massages at the 6 branches to de-stress from the holidays. Digital Inclusion Provided digital literacy training pilots for seniors at McGruder Family Resource Center and Watkins Park Community Center. In planning stages for future continued partnerships with seniors at Trevecca, McGruder FRC, Watkins Park and Fifty Forward. Classes on job skills, basic digital literacy, resume building, online job searching and completing applications will be provided to NCOA, Centerstone Career Connect and YouthCAN. Marian will represent NPL on Connected Nashville: Education subcommittee. Provided training to NPL Adult Services staff on conducting their own digital literacy classes . Limitless Libraries 14,000 items delivered to students and teachers Allison co-led a Library Journal webinar on effective school & public library partnerships to over 200 people with many more watching the archived presentation. Salon @ 615 225 people attended the Michael Chabon Salon.
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New Business Nashville Public Library
Nashville Public Library Board January 17, 2017 Resolution Title: Metro Libraries State Funding History/Background/Discussion:
Nashville Public Library along with the libraries in Memphis and Chattanooga are seeking a dedicated funding stream in State Aid that will begin correcting the existing funding imbalance between urban and rural libraries. Along with these libraries, and we anticipate Knoxville, NPL would like to begin advocating this legislative session seeking such a sustained funding source. The Metropolitan Government of Nashville and Davidson County has included this request in its legislative agenda. On Thursday, January 5th the above mentioned libraries met with Secretary of State Tre Hargett indicating their need and desire to create this fund. Public Libraries in the State of Tennessee receive some funding directly through State Aid, the Library Services and Technology Act from the federal government allocated through the State Library and Archives and miscellaneous direct contract grant appropriations. In FY 2014 NPL received $133,000 in direct grants. Metro libraries in total received $277,000. $9.7 million in State Aid alone was allocated that year to rural libraries. (Please see the accompanying document for additional details and comparisons.) Libraries other than metros currently receive funding at a $2.40 per capita level: metro libraries $0.13. Recommendation: That the Library Board endorse the effort to receive increased state appropriations in 2017 and in the future Draftor(s): Kent Oliver Person(s) Responsible for Implementation: Kent Oliver, Library Director
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RESOLUTION 2017-01.01 Metro Libraries State funding WHEREAS, libraries in Chattanooga, Memphis, Nashville and Knox County are essential materials, literacy and educational resources for their service districts and all Tennessean’s; and WHEREAS, the State of Tennessee has declared that advancing education and literacy within the state is a priority; and WHEREAS, these metro areas have growing and diverse populations in need of appropriately supported library resources; and WHEREAS, the communities these libraries serve have demonstrated a local commitment to funding library service; and WHEREAS, there currently exists a severe deficit in per capita state funding allocated to metro library service area populations in comparison to rural libraries and regional library systems; and WHEREAS, the metro libraries seek to correct this imbalance of support from the State of Tennessee without harm to funding sources in place for the rural libraries and regional library systems; NOW, THEREFORE, BE IT HEREBY RESOLVED that the Nashville Public Library Board endorses the creation of a sustainable, dedicated State funding source of financial aid for the four urban library systems of Chattanooga, Memphis, Nashville and Knox County and supports the Library Director in seeking those funds.
January 17, 2017
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Metro State Aid Summary Report August 2016 (Based on TN Public Library Survey & TN State Library & Archives Data)
The most current state appropriation for public libraries under the Regional Libraries in Tennessee totals: o $9,699,841 o $2.40 per person for cumulative population served The most current reported state appropriation figure for the four (4) metro libraries in Tennessee totals: o $277,459 o $0.13 per person in the metro areas o $0.13 represents (5%) of appropriate funds to public libraries under the Regional Libraries in TN
State Appropriation $277,459 3%
$9,699,841 97%
Metros
Libraries under Regionals
Federal Library Services Technology Act (LSTA) Funds o $375,764 Regional Libraries in TN o $17,754 four (4) Metros o 87% decrease at the four (4) metro libraries from 2006 to 2014 o 43% decrease at the public libraries under the Regional Libraries in TN from 2006 to 2014
LSTA Funds $17,754.00 5%
$375,764.00 95%
Metros
Libraries under Regionals
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Current totals indicate that the four (4) metro libraries account: o o o o
34% of Tennessee’s population 39% of circulation across the state 38% of total programs offered 42% of total program attendance at library programs
Population Served
2,106,576 34% 4,035,197 66%
Metros
Libraries under Regionals
Circulation
9,742,391 39% 15,485,138 61%
Metros
Programs
17,506 38%
29,121 62%
Metros
Libraries under Regionals
Libraries under Regionals
Program Attendance
721,515 58%
Metros
527,298 42%
Libraries under Regionals
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Trend data shows a 25% drop in the cumulative total state revenue for metro libraries while activity remained steady or increased from 2006 to 2014. (Visits data was not used because of incomplete/inconsistent data.) Metros – Cumulative Annual Total State Appropriation
Total State Appropriation $600,000 $500,000
$0.26 per capita $0.13 per capita
$400,000 $300,000
$200,000 $100,000 $2006
2007
2008
2009
2010
2011
2012
Chattanooga Public Library
Knox County Public Library
Memphis Public Library & Information Ctr
Nashville Public Library
2013
2014
Metro Libraries have also seen a significant drop (87%) in LSTA (Federal Revenue) Funds.
Total LSTA (Federal Revenue) Funds $160,000 $140,000 $120,000 $100,000
$80,000 $60,000 $40,000 $20,000 $2006
2007
2008
2009
2010
2011
2012
Chattanooga Public Library
Knox County Public Library
Memphis Public Library & Information Ctr
Nashville Public Library
2013
2014
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Metros – Cumulative Activity Figures Total Circulation 12,000,000 10,000,000
8,000,000 6,000,000 4,000,000 2,000,000 0 2006
2007
2008
2009
2010
2011
2012
Chattanooga Public Library
Knox County Public Library
Memphis Public Library & Information Ctr
Nashville Public Library
2013
2014
Total Programs 20,000 18,000 16,000 14,000 12,000 10,000 8,000 6,000 4,000 2,000 0 2006
2007
2008
2009
2010
2011
2012
Chattanooga Public Library
Knox County Public Library
Memphis Public Library & Information Ctr
Nashville Public Library
2013
2014
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Total Program Attendance 600,000 500,000 400,000 300,000 200,000 100,000 0 2006
2007
2008
2009
2010
2011
2012
Chattanooga Public Library
Knox County Public Library
Memphis Public Library & Information Ctr
Nashville Public Library
2013
2014
History of Library Funding History: 1956 - Library Services Act (LSA) – Federal funding for rural libraries with a population cap of 10,000. Federal Library Agency managed grants to the states. 1960 - LSA renewed with same level of funding and rural libraries still the focus. The 1950’s and 1960’s were a robust period with Southern states receiving most of the Federal Funding—all for rural libraries. 1960 - Recommended changes to LSA: Extend to all population groups Increase authorization from $7.5m to $20m annually Extend expiration date to 1968 1964 - LSA becomes Library Services and Construction Act (LSCA) with a focus on library buildings and renovations and includes urban as well as rural libraries 1977 - First notable change to LSCA: a section was added to provide funds for large urban libraries called Municipal and Urban Resource Libraries (MURL) provided funds for preselected major libraries in each state whose collections were viewed as resources for a larger area of that state. The first recognition that library resources in major urban libraries were shared and needed to be improved. 1980’s - Consistent declines in federal funding. 1990 - Bush administration recommends zeroing out LSCA because it had accomplished its mission and it was time for state and local governments to provide their own funding. 1996 - LSCA becomes Library Services Technology Act (LSTA) and IMLS is created. Construction no longer funded but moved to the use of technology. Funds disbursed to each state based on population. 25 | P a g e
New Business Nashville Public Library
Nashville Public Library Board January 17, 2017 Resolution Title: Archives Title to Historical Metro Records History/Background/Discussion: The Metro Government Archives currently maintains records of enduring historical value for the Metropolitan Government of Nashville. The Metro Archives also maintains selected records of the judicial system of Metro Nashville and Davidson County. In order to achieve the greatest efficiencies in delivering this mission the Nashville Public Library and Metro Archives seek a change in title transfer procedure/legislation that will align itself with the Tennessee Code addressing this process at the state level. The relevant section is: โ ข TCA 10-7-307: Title to and destruction of records transferred to state archives. Title to any record transferred to the state archives is vested in the state library and archives. The state librarian and archivist may destroy originals of such records if such records have been microfilmed or converted to microform media of such quality which shall meet the minimum standards of the United States government. History: [Acts 1978, ch. 544, ยง 4; T.C.A., ยง 15-407; Acts 1991, ch. 362, ยง 1.] Under the current system, records are either appraised by the Metro Archives for retention of those with enduring historical value or are transferred to the Archives at the end of their active departmental use. The appraisal process includes not only assessment for historical value, but administrative, legal, fiscal or intrinsic value. Records not meeting these criteria may be destroyed. Other government records with statutory or regulatory mandates as permanent are automatically transferred to the Archives after a set retention period. The Metro Records Commission has recommended transferring the title of records to the Archives. Metro legal has drawn up Council legislation to acknowledge this change in process for records title. The current wording of the proposed code is: Upon the transfer of possession of any record to the Archives division of the Nashville Public Library, such records shall become the permanent property of and permanently retained by the Archives division of the Nashville Public Library. The Archivist, under the direction of the Library Director, shall have the authority to destroy originals of such records if such records have been converted to media of such quality which shall meet the minimum standards of the United States government or are judged by the Archivist to lack historical or legal value as a permanent record. Recommendation: The Board endorse the change of records title to the Archives. Draftor(s): Kent Oliver, Library Director Person(s) Responsible for Implementation: Ken Fieth, Archivist
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RESOLUTION 2017-01.02 Archives Title to Historical Metro Records
WHEREAS, the Metro Archivist is charged with preserving and organizing the historical records of the Metropolitan Government of Nashville and Davidson County, and WHEREAS, receiving title of such records is a key component of managing the collection and making it accessible and searchable, and WHEREAS, the legislation being proposed to Metro Council will facilitate best practices in management of the Archives; NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees that it endorses the practice that Metro government records transferred to the Archives shall become the permanent property of the Archives division of the Nashville Public Library.
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ORDINANCE NO. ____________ An ordinance amending section 2.140.010 et seq. of the Metropolitan Code adding section 2.140.070 to vest permanent possession and retention of any record transferred to the Metropolitan Government Archives division of the Nashville Public Library in the Metropolitan Archives and Nashville Public Library and to provide authority for the Metropolitan Archives to destroy such records when appropriate. WHEREAS, the Metropolitan Government Archives division of the Nashville Public Library (“Archives”) currently maintains records of enduring historical value of the Metropolitan Government of Nashville and Davidson County as well as select records of the judicial system of Metropolitan Nashville and Davidson County; and, WHEREAS, the Archives has no authority under the Metropolitan Code to consult or influence the originating office or department’s ability to remove records from the Archives; and, WHEREAS, records may currently be removed by Metropolitan Government departments from the Archives without notice, which negatively impacts the long term storage and preservation of historically significant items; and, WHEREAS, vesting permanent custody of records transferred to the Archives in the Archives will allow the Archives to manage the archival records of the Metropolitan Government more efficiently; and, WHEREAS, authorizing the Library Director and Archivist to destroy original records lacking historical or legal value which have been converted to an appropriate alternative media will alleviate the growing need for the physical storage of records; and, WHEREAS, it is to the benefit of the citizens of The Metropolitan Government of Nashville and Davidson County that this amendment to the contract be approved. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE METROPOLITAN GOVERNMENT OF NASHVILLE AND DAVIDSON COUNTY: Section 1: Title 2 of the Metropolitan Code of Laws is amended by adding section 2.140.070, entitled Staff, in its entirety and inserting the following language: 2.140.070 Retention, possession, and destruction of records transferred to metro archives
A. Upon the transfer of possession of any record to the Archives division of the Nashville Public Library, such records shall become the permanent property of and permanently retained by the Archives division of the Nashville Public Library. The Archivist, under the direction of the Library Director, shall have the authority to destroy originals of such records if such records have been converted to media of such quality which shall meet the minimum standards of the United States government or are judged by the Archivist to lack historical or legal value as a permanent record.
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Section 2: That this ordinance shall take effect from and after its adoption, the welfare of the Metropolitan Government of Nashville and Davidson County requiring it.
RECOMMENDED BY:
INTRODUCED: ____________________________
Kent Oliver, Library Director ____________________________ APPROVED AS TO AVAILABILITY OF FUNDS: ____________________________ Member(s) of Council Talia Lomax-O’dneal, Director of Finance
APPROVED AS TO FORM AND LEGALITY:
Assistant Metropolitan Attorney
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