July 2014 npl board packet

NASHVILLE PUBLIC LIBRARY Board of Trustees Meeting July 18, 2014

Nashville Public Library Board of Trustees Agenda July 18, 2014 Main Library 615 Church Street Nashville TN 37219 Board Room - 12:00 Noon I.

Call to order / Roll Call

II.

Metro Ordinance Required to be announced at all Board Meetings – Board 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

VI.

Approval of Minutes: June 17, 2014…………………..……………………………………….…………pg. 1 – 4

VII.

Library Director Report a. Library Director, Kent Oliver

VIII.

Staff Reports a. Archives Update – Kent Oliver b. Special Collections Division – Andrea Blackman

IX.

Old Business……………………………………………………………………………………………………………pg. 18 – 19 a. Patron Rules of Conduct: Patron Behavior – Susan Drye b. Patron Rules of Conduct: Food and Drink (Alcohol) – Susan Drye

X.

New Business a. NAZA – Candy Markman

XI.

Adjournment

NO BOARD MEETING IN AUGUST Next Board of Trustees Meeting 12:00 Noon – September 16, 2014 Old Hickory Branch Library – Meeting Room 1010 Jones Street Old Hickory, TN 37138

NASHVILLE PUBLIC LIBRARY A City with a Great Library is a Great City ® LIBRARY BOARD MINUTES June 17, 2014 12:00 Noon Southeast Branch Library, 2325 Hickory Highlands Drive, Antioch, TN 37013

Members Present:

Keith Simmons, Sepi Khansari, Joyce Searcy, Francie Hunt and Robert Oermann

Members Absent:

Margaret Ann Robinson and Lucy Haynes

Library Staff:

Kent Oliver, Larry Price, Elyse Adler, Susan Drye, Tricia Bengel, Jena Schmid, Noel Rutherford, Sarah Squires, Andrea Fanta, Kyle Barber, Megan Godbey and Beth Deeb

Also Present:

Robin Veenstra-VanderWeele, Mayor’s Office Corey Harkey, Metro Department of Law Attorney

Visitors:

Jacobia Dowell, Metro Council Member, District 32 Mark Naccarato, SEIU Representative Elizabeth Goetz

I.

Call to Order / Roll Call Keith Simmons called the meeting to order at 12:03 p.m.

II.

Metro Ordinance required to be announced at all Board Meetings – Board Chair, Keith Simmons “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 Corey Harkey introduced Elizabeth Goetz, who is job shadowing with Metro Legal. Ms. Goetz is an assistant principal at Stratton Elementary and a law student at Nashville School of Law. IV. Approval of Minutes: May 20, 2014 Robert Oermann moved for approval of the minutes from the May meeting; the motion was seconded by Joyce Searcy and passed unanimously.

V.

Library Director Report—Kent Oliver, Library Director 1|Page

a. Mr. Oliver reported that the budget hearing on June 5 went well and thanked those who attended. Several council members expressed interest in Friday hours at branches, but these were not added to the budget. Some council members also had questions about staff diversity, which Mr. Oliver explained was addressed in the library’s strategic plan and is a high priority. Funding for additional renovations is still part of the bond budget. b. At the June 17 Council meeting, Ken Feith will be re-appointed as a Metro Records Commission member. c. The Main building project is going well—the Archives are near completion, the new public computer space is open, and the Studio space is almost finished. d. The Foundation event on June 12 had 250 people in attendance and kicked off the Foundation’s final push to raise $15 million ($13 million of which has already been raised). The very successful evening included a video of co-chair Nicole Kidman in conversation with Ann Patchett. e. NPL has been covered in several great news articles recently, thanks to the efforts of Sarah Squires and Andrea Fanta. f. As a result of the new Bellevue and Southeast buildings, all library locations will be getting new signage so that there is consistent branding throughout the system. In most cases, we will be able to reface the current monuments.

VI. Board Chair Comments—Keith Simmons Mr. Simmons thanked Susan Drye for her expertise at the budget hearing. He also introduced Councilperson Jacobia Dowell, who has been involved in the development of the new combined Library, Parks, and Predators space and is a big supporter of the library.

VII. Staff Reports a. Adult Literacy/New Americans Corner—Megan Godbey Ms. Godbey has been the Adult Literacy Coordinator since July 2013 (her position is Foundation-funded, and will become full-time next month). She explained that Nashville has a diverse adult learner population, whose needs include not only reading literacy, but ELL, GED, computer skills, and financial literacy. NPL includes all of these under its adult literacy umbrella, partly because illiterate adults are more likely to come to the library for other (less stigmatized) services such as computer classes or job skills training.

The library provides support for local adult literacy organizations by offering free professional development for instructors, free classroom space (a huge need in Nashville), advertisement of classes on the library website, and a mobile lab. We support adult learners by encouraging library card registration, hosting library field trips, and offering library resource workshops. In FY2013/14, Ms. Godbey anticipates having served over 2,000 people in one of these ways.

Pathway for New Americans, another part of our adult literacy initiative, was launched on June 11. This is a partnership with the United States Citizenship and Immigration Services (USCIS), Mayor Karl Dean, and Metro Parks that is only the third of its kind in the country (after Los Angeles and Chicago). The initiative includes New Americans Corners, informational corners in five of our library locations that include citizenship materials from USCIS as well as library resource handouts in English and Spanish (including a list of local ESL classes, a frequent request at library information desks).

Online versions of these resources can also be found at pathwayfornewamericans.org.

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Next steps are to expand the library’s bilingual collections, broaden outreach to immigrant populations, and translate library resources into more languages. b. Bellevue Branch Building Project—Elyse Adler Ms. Adler noted some of the new building’s highlights: a walking path, digital screens both inside and outside, a children’s area with interactives that promote early literacy skills, a café, a reading porch, and two public art pieces. The exterior piece, by Beverly Stucker Precious, will be a large tree sculpture with leaves made of dichroic glass into which writing has been embedded (Bellevue patrons were asked to submit their favorite first lines of books). The interior piece is by Bellevue resident and nationally-known wood artist Brenda Stein. She used the wood from the tree which had to be removed from the property to create a flock of wooden birds down the central spine of the building. The new building will also include donor pavers leading to the front entrance and an interactive touch screen history wall. c. Wishing Chair Productions—Elyse Adler Five NPL puppeteers are currently on their way to Magdeburg, Germany with String City.

Custom-made crates were created for the stage set and puppets to travel to Europe by ship, fulfilling Steve and Judy Turner’s wish for the show to travel internationally.

Wishing Chair’s puppet collection was also highlighted during the recent Americans for the Arts convention. Meanwhile, the Puppet Truck program has expanded into a second truck. In addition to supporting Bringing Books to Life, the Puppet Truck is invited to a wide variety of venues for all ages. In April, the trucks visited the Farmers’ Market, Room in the Inn, Casa Azafran, Wright Middle School, Tennessee Craft/TACA, and Provision Living Senior Center. The Puppet Truck had 59 programs with 4,479 attendees in April; in the same month, Wishing Chair offered 46 programs at the Main Library, with over 4,500 attendees. The second truck also transports the adult literacy mobile lab—and our new puppeteers assist with computer classes! d. Southeast Branch Building Project—Larry Price Mr. Price updated the Board on branch renovations: a fully renovated Pruitt reopened on June 9, the chillers are being replaced at Edmondson Pike and Hermitage, and new teen spaces are being created at Edmondson Pike and Hermitage out of a study room and a computer lab. He then highlighted some features of the new Southeast branch: state-ofthe-art interactive technology, a café that looks out onto a new green space made from a reclaimed parking lot, a large teen area, mechanical sorting equipment for book returns, and 24/7 security. The building will be managed by General Services, staff will be doubled, there will be one central service point (with satellite service points), and the building has ample parking and is also on bus routes. Construction is on schedule, furniture and casework selections are being made, and vendor deliveries are being arranged; it will take about two weeks to move the collection to the new building. e. Southeast Branch Activity Report—Kyle Barber Branch Manager Kyle Barber introduced himself to the Board. He has been with NPL for twelve years and at Southeast since December. Southeast is a very busy branch which currently has 13-14,000 visits per month. They host a large number of events in their meeting room—last month, this included a Friends book sale, 8 programs for children, yoga classes, GED classes, ESL/EL Civics classes, financial counseling, and 16 community groups. Children’s Librarian Pat Bashir, who recently moved from the Main Library to Southeast, has instigated huge increases in program attendance. Due to her outreach to all local schools as well as at community events, her attendance has more than doubled and she has had 125 attendees at every one of her June programs. Mr. Barber explained that his other priorities are a renewed commitment to customer service 3|Page

and outreach; he wants to make sure community members feel welcome and have positive experiences every time they visit the branch.

VIII. Adjournment The meeting adjourned at 1:22 p.m.

Next Board Meeting窶年oon, July 18, 2014 (followed immediately by Board Retreat) Main Library Board Room 615 Church Street, Nashville TN 37219 Respectfully submitted by Beth Deeb

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Statistical Summary – July 18, 2014 Nashville Public Library

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

Jun-14 Circulation 25,727 7,860 12,906 5,804 2,495 45,341 17,055 55,366 2,152 546 27,542 9,791 2,686 17,831 56,565 2,294 4,349 1,174 11,297 18,932 9,404 633 107,214 4 444,968

Downloadable Materials eBooks Audio Books Video Music Magazines Hoopla Total

Cardholders New Registrations Volunteer Services Numver of Volunteers Volunteer Hours

Month Jun-14 Jun-13 % of Total Circulation 5.78% 24,351 1.77% 7,603 2.90% 11,342 2.90% 1,096 0.56% 3,174 10.19% 44,909 3.83% 17,073 12.44% 53,628 0.48% 2,234 0.12% 551 6.19% 32,035 2.20% 10,879 0.60% 2,865 0.60% 16,646 12.71% 59,138 0.52% 2,528 0.98% 3,778 0.26% 1,152 2.54% 10,776 4.25% 21,114 2.11% 9,587 0.14% 445 24.09% 56,053 0.0009% 3 392,960

Jun-14 Circulation 35,983 12,791 259 49,693 4,354 4,134 107,214

Jun-14 3,517 Jun-14 295 2501.25

% Change 2014-2013 5.65% 3.38% 13.79% 429.56% -21.39% 0.96% -0.11% 3.24% -3.67% -0.91% -14.03% -10.00% -6.25% 7.12% -4.35% -9.26% 15.11% 1.91% 4.83% -10.33% -1.91% 42.25% 91.27% 33.33% 13.23%

Jun-14 Year-to-Date 271,613 80,105 130,621 62,971 26,957 486,569 184,640 583,678 24,818 7,430 353,300 102,732 30,203 185,306 722,444 25,603 24,889 12,171 117,112 207,800 101,671 5,350 915,317 47 4,663,347

Fiscal Year-to-Date Jun-13 Year-to-Date 272,041 89,768 132,612 56,148 43,213 460,180 191,316 566,164 27,476 8,035 361,439 99,783 43,804 202,523 705,642 30,816 46,675 11,495 122,579 219,332 102,569 5,676 569,142 66 4,368,494

Jun-13 Circulation 26,733 9,812 102 14,196 5,210 n/a 56,053

% Change 2014-2013 34.60% 30.36% 153.92% 250.05% -16.43% n/a 91.27%

Jun-14 Year-to-Date 35,161

Active Patron Cards 321,168

Jun-13 317 2909.08

% Change 2014-2013 -0.16% -10.76% -1.50% 12.15% -37.62% 5.73% -3.49% 3.09% -9.67% -7.53% -2.25% 2.96% -31.05% -8.50% 2.38% -16.92% -46.68% 5.88% -4.46% -5.26% -0.88% -5.74% 60.82% -28.79% 6.75%

% Change 2014-2013 -6.94% -14.02%

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Statistical Summary – July 18, 2014 Nashville Public Library Visits Archives 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

Self-Check Activity 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

Jun-14 Visits 617 16,612 9,591 17,296 9,537 5,654 29,582 10,852 22,694 6,281 14,287 13,303 14,029 18,460 65,211 8,432 4,013 2,867 17,235 16,459 9,853 5,172 318,037

Jun-13 Visits 1,932 16,206 10,193 14,570 297 7,027 24,411 22,227 21,429 6,720 18,499 14,947 14,665 17,308 66,367 10,103 4,567 9,373 11,915 15,315 9,977 4,864 322,912

% Change 2014-2013 -68.06% 2.51% -5.91% 18.71% 3111.11% -19.54% 21.18% -51.18% 5.90% -6.53% -22.77% -11.00% -4.34% 6.66% -1.74% -16.54% -12.13% -69.41% 44.65% 7.47% -1.24% 6.33% -1.51%

Jun-14 Assisted Jun-14 Self-Check Circulation Circulation 6,732 15,138 2,445 3,926 2,780 8,295 2,448 2,235 847 1,187 11,101 26,260 6,353 7,632 8,149 36,170 859 858 3,066 17,977 2,149 6,498 587 1,619 8,777 6,709 8,245 17,962 449 1,077 1,531 2,344 456 451 1,756 7,405 4,622 11,424 2,321 5,722 252 248

Jun-14 Circ / Visit n/a 1.55 0.82 0.75 0.61 0.44 1.53 1.57 2.44 0.34 1.93 0.74 0.19 0.97 0.88 0.27 1.08 0.41 0.66 1.15 0.95 0.12 1.06

Jun-13 Circ / Visit n/a 1.50 0.75 0.78 3.69 0.45 1.84 0.77 2.50 0.33 1.73 0.73 0.20 0.96 0.90 0.25 0.83 0.12 0.90 1.38 0.96 0.09 1.04

% Change 2014-2013 n/a 3.07% 9.87% -4.14% -83.51% -2.30% -16.69% 104.60% -2.51% 3.06% 11.32% 1.12% -2.00% 0.43% -2.62% 8.73% 31.01% 233.17% -27.52% -16.57% -0.67% 33.78% 1.79%

% Self-Check 69.22% 61.62% 74.90% 47.73% 58.36% 70.29% 54.57% 81.61% 49.97% 85.43% 75.15% 73.39% 43.32% 68.54% 70.58% 60.49% 49.72% 80.83% 71.20% 71.14% 49.60%

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Statistical Summary – July 18, 2014 Nashville Public Library Hours Open Archives 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

Jun-14 Hours Open 49 168 213 168 168 168 213 168 213 168 153 168 168 168 235 168 168 120 168 213 168 136 3,729

Programming Adult Programs Teen Programs Children's Programs Total Programs Adult Attendance Teen Attendance Children's Attendance Total Attendance

Public Computer Use Total On SiteComputer Use Total Wireless Use

Website Visits Webserver

Jun-13 Hours Open 160 168 210 168 8 168 210 168 210 168 210 168 168 210 203 168 168 168 168 210 168 128 3,775

Jun-14 Circ / Hour n/a 153.14 36.90 76.82 34.55 14.85 212.87 101.52 259.93 12.81 180.01 58.28 15.99 106.14 243.03 13.65 25.89 9.78 67.24 88.88 55.98 4.65 120.92

Jun-13 Circ / Hour n/a 144.95 36.20 67.51 137.00 18.89 213.85 101.63 255.37 13.30 152.55 64.76 17.05 79.27 294.76 15.05 22.49 6.86 64.14 100.54 57.07 3.48 108.72

177 210 448 835

150 203 455 808

% Change 2014-2013 18.00% 3.45% -1.54% 3.34%

3,411 2,933 25,786 32,130

6,325 3,512 32,253 42,090

-46.07% -16.49% -20.05% -23.66%

Jun-14 70,617 19,783

Jun-13 69,500 17,605

% Change 2014-2013 1.61% 12.37%

Jun-13 470,298

% Change 2014-2013 -16.92%

Jun-14

Jun-13

Jun-14 390,717

% Change 2014-2013 n/a 6% 2% 14% -75% -21% 0% 0% 2% -4% 18% -10% -6% 34% -18% -9% 15% 43% 5% -12% -2% 34% 11%

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Statistical Summary – July 18, 2014 Nashville Public Library

Circulation Year-to-Date 4,368,494 FY13 4,663,347 FY14

550,000

June

450,000 350,000

392,960 2013 444,968 2014

250,000

13.23% Jul

Aug

Sep

Oct

Nov Dec

Jan

Feb Mar

Apr May

Jun

Year-to-Date

June

1,006,083 FY13 1,032,269 FY14

87,105 2013 90,400 2014

3.78%

Year-to-Date

June

3,697,063 FY13 3,500,780 FY14

322,912 2013 318,037 2014

-1.51%

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Statistical Summary – July 18, 2014 Nashville Public Library

Year-to-Date

June

46,543 FY13 35,161 FY14

2,932 2013 3,517 2014

19.95%

Total Programs Year-to-Date 7,383 FY13 8,105 FY14

900

June

700

808 2013 835 2014

500

3.34%

300 Jul

Aug

Sep

Oct

Nov

Dec

Jan

Feb

Mar

Apr

May

Jun

Total Program Attendance Year-to-Date 291,405 FY13 295,788 FY14

50,000 40,000 30,000 20,000 10,000

June 42,090 2013 32,130 2014

-23.66% Jul

Aug

Sep

Oct

Nov

Dec

Jan

Feb

Mar

Apr

May

Jun

Total Website Visits Year-to-Date

600,000

June

5,858,298 FY13 5,193,811 FY14

500,000

470,298 2013 390,717 2014

400,000

-16.92%

300,000 Jul

Aug

Sep

Oct

Nov Dec

Jan

Feb Mar

Apr May Jun

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Financial Overview – July 18, 2014 Nashville Public Library Metro Government of Nashville Monthly Budget Accountability Report As of June 30, 2014 (Unaudited) 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:

91.1%

LIB is at 91.4% thru JUNE. Most vacancies were being held open with 863,629 fiscal year end nearing.

22,468 LIB is at 90.7% thru JUNE. LIB 113,077 monitored closely until fiscal year end.

LIB is at 91.1% of total budgeted salaries thru JUNE . Most vacancies 999,174 were held throughout FY14.

101.6%

Fringe is slightly over at 101.6% thru MAY. LIB but does not have control over fringe costs but will monitor. In JAN a increase to fringe was given to all depts for 1.5% salary increase (70,704) effective 1/1/14

Regular Pay Overtime

9,693,900 45,300

9,693,900 45,300

9,212,754 20,593

95.0% 45.5%

481,146 24,707

9,987,800 45,300

9,987,800 45,300

709,053 4,232

9,124,171 22,832

91.4% 50.4%

All Other Salary Codes

1,140,500

1,140,500

1,654,773

145.1%

(514,273)

1,215,900

1,215,900

88,718

1,102,823

90.7%

Total Salaries

10,879,700 10,879,700 10,888,120

100.1%

(8,420) 11,249,000 11,249,000

802,003 10,249,826

Fringes

4,345,500

4,345,500

4,481,895

103.1%

(136,395)

4,536,400

4,536,400

380,663

4,607,104

Other Expenses: Utilities

1,643,100

1,643,100

1,540,660

93.8%

102,440

1,643,100

1,643,100

130,464

1,525,114

Professional & Purchased Services

533,700

533,700

433,289

81.2%

100,411

475,700

475,700

42,368

507,194

106.6%

Travel, Tuition & Dues Communications

17,700 587,900

17,700 587,900

31,402 575,381

177.4% 97.9%

(13,702) 12,519

17,700 587,900

17,700 587,900

6,433 13,882

47,099 562,534

266.1% 95.7%

Repairs & Maintenance Services Internal Service Fees

478,700 1,251,600

478,700 1,251,600

490,372 1,200,329

102.4% 95.9%

(11,672) 51,271

483,100 1,277,000

483,100 1,277,000

40,858 105,585

517,466 1,263,284

107.1% 98.9%

All Other Expenses

1,755,500

1,755,500

1,789,085

101.9%

(33,585)

1,813,500

1,813,500

211,817

1,880,537

103.7%

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

21,493,400 21,493,400 21,430,533

475,400

475,400

450,407

99.7%

62,867 22,083,400 22,083,400

475,400

1,734,073 21,160,158

40,092

438,409

92.8% 117,986

95.8%

LIB slighly over in this line item at 106.6% due to temp services needed (31,494) to sustain library services Most travel occured in the spring 2014.

Lib membership dues keep this figure (29,399) over budget.

25,366 LIB is over due to III library automation system payment in July and repairs to (34,366) facilities 13,716 LIB is slightly over budget at 103.7% through JUNE FY14. LIB monitored (67,037) closely.

Library came in well under budget (95.8% in total) for FY14 YTD. LIB will continue to monitor all expenditures 923,242 closely in FY15.

94.7%

24,993

475,400

92.2%

36,991

0 0 0 0 0 0 0 475,400

0 0 0 0 0 0 0 475,400

0 0 0 0 0 0 0 450,407

0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 94.7%

24,993

0 0 0 0 0 0 0 475,400

0 0 0 0 0 0 0 475,400

0 0 0 0 0 0 0 40,092

0 0 0 0 0 0 0 438,409

0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 92.2%

0 0 0 0 0 0 0 36,991

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

0 475,400

0 475,400

-49,190 401,217

0.0% 94.7%

49,190 74,183

0 475,400

0 475,400

0 40,092

0 438,409

0.0% 92.2%

0 36,991

318 288 30

SUMMARY OF VARIANCE:

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Personnel Summary – July 18, 2014 Nashville Public Library

June 2014 New Hires / Resignations New Hires Name

Classification

Shaw, Kathryn Reese, Sara

Office Support Rep 2 Program Specialist 2

Hire Date 6/9/2014 6/23/2014

Location Tech Serv LSHI

Resignations Name

Classification

Pillow, Akira Hill-Ocando, Carla Daniel, Gary

Library Page Circulation Supervisor Custodian 1

Resignation Date 6/18/2014 6/23/2014 6/27/2014

Location TOTAL Edmondson Pike Custodian - Main

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Personnel Summary – July 18, 2014 Nashville Public Library

NPL Vacancies as of 7/8/2014 = Approved to fill by OMB = Retirement Incentive Vacancies = Requesting permission to fill from OMB BU

Division / Branch

1

39103305

BELLEVUE

CIRCULATION ASSIST 1

SR04

2

39103203

CIRC

CIRCULATION ASSIST 1

SR04

3

39103340

GRN HILLS

CIRCULATION ASSIST 1

4

39103340

GRN HILLS

5

39103303

HERM

6

39103310

7 8

Title

Grade

Name

FPS

FTE

VACANT (A DOUBET)

P

0.49

VACANT (T HARVEY)

F

1.00

SR04

VACANT (H LINDSAY)

P

0.50

CIRCULATION ASSIST 1

SR04

VACANT (K HOWELL)

F

1.00

CIRCULATION ASSIST 1

SR04

VACANT (K BASS)

F

1.00

BORDX

CIRCULATION ASSIST 2

SR05

VACANT (M HOLT)

F

1.00

39103310

BORDX

CIRCULATION SUPV

SR06

VACANT (T WILSON)

F

1.00

39103303

HERM

CIRCULATION SUPV

SR06

VACANT (A SMITH)

F

1.00

9

39103305

BELLEVUE

LIBRARIAN 1

SR09

VACANT (K BRYANT)

F

1.00

10

39103380

SE

LIBRARIAN 1

SR09

VACANT (S LAKE)

P

0.50

11

39103206

CHILD

LIBRARY ASSOC 1

SR06

VACANT (J MILLER)

P

0.50

12

39101070

NASH RM

LIBRARY ASSOC 1

SR06

VACANT (HERBST, LUKE)

F

1.00

13

39101070

NASH RM

LIBRARY ASSOC 1

SR06

VACANT (T HOWERTON)

F

1.00

14

39103207

REF

LIBRARY ASSOC 1

SR06

VACANT (A NABOURS)

P

0.75

15

39103207

REF

LIBRARY ASSOC 1

SR06

VACANT (C SHIVERS)

F

1.00

16

39103207

REF

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SR07

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Brief Area Updates – July 18, 2014 Nashville Public Library Administrative Service Report 

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Working with Metro and Library HR to get needed positions posted, interviews scheduled and new hires in place. We are trying to make progress but still carrying 30 vacancies. New hires will help ease workloads throughout the system and interviews are taking place. The library is making progress but the process is sometimes slow and arduous.

Construction for the Main/Archives/Studio 3rd Floor renovations continues. Archives has officially moved and opened on the 3rd floor of the Main Library. Work happened up until and past opening day but operations seem to be working fine. Continuing to work with the Dowdle Construction Group and CPI to work out details as they arise in the remodel.

Edmondson Pike Branch is completing mini-renovations to the Teen and Circulation Areas.

Additionally starting in July, community meetings will begin to discuss major renovations to take place tentatively in the fall of 2015.

Hermitage Branch had its 100 ton chiller replaced. Small cosmetic changes to the meeting room space are in process and will be finished up over the next few weeks.

As the summer heats up, HVAC issues are springing to life. Maintenance staff is busy taking care of work orders put through the Library’s internal WO system. In the month of June, 223 Work Orders were completed, 76 remain open.

Continuing work on Strategic Planning Goals. Have met with 5 different ad hoc groups and we are currently formulating processes, documents and plans for going forward.

Metro Council on June 17, 2014 approved FY14/15 operating and capital budgets. Finance staff is busy getting year end wrapped up and new fiscal year budgets aligned.

Grounds crew has finished changes at the Bordeaux Branch by replacing gravel that was located to the left and right of the main entrance. This initially was thought to be a low maintenance solution to patrons walking through these areas and tracking dirt and mud into the branch and around the grounds. However, the gravel became more problematic due to gravel being kicked out onto the sidewalks and causing a potential tripping hazard. The gravel has been replaced with planting soil.

Ground cover vines have been placed on the left side and will eventually fill in. Junipers have been placed on the right and will fill in that space as well. Both plantings are low maintenance and we hope will be a help provide a nice aesthetic to the Bordeaux entrance.

Branch Services Report Branch Staffing Branch Services anticipates receiving permission from Metro HR and Finance post and fill vacancies after the start of the new fiscal year.

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Branch Renovations We replaced the chiller at Edmondson Pike the week of May 27, and the new chiller became operational on May 30. We had a compressor (the unit has 6 compressors; three each on two separate systems) fail on June 5. It was finally replaced under warranty on June 18. The manufacturer made plans to replace a second compressor that was suspect, and the second compressor failed on June 20 and was replaced June 23. None of this has directly affected the public. We are working through the procurement channels and with all of the players (the contractor, distributor, and manufacturer) to seek remedies, assurances and to clearly understand what we can expect going forward. After a very productive meeting last week and establishing service level expectation, we believe after our unfortunate experience in the chiller’s first month, we now have a well-functioning unit.

Beginning June 13 Hermitage was closed while the chiller was replaced. The replacement was completed on June 20 and the new unit became operational on June 23. The contractor continued completing work on the chiller after it was operational, and we have had no significant issues. The branch re-opened on June 23, and progress continues on renovations to the study rooms, meeting room and teen room.

Summer Reading – Summer Challenge All branch locations are above halfway toward their completion goal. Special recognition goes to these locations that have far surpassed their goals: North Branch 356%, Southeast 228%, Madison 214%, Thompson Lane 171%, and Old Hickory 167%.

Collections and Technology Service Report Nashville has been floating its collections since December of 2012. This means materials do not have home locations; they stay at whatever branch they are last dropped off. After turning on Floating, the delivery loads of materials decreased by about 20% or 4,000 items a day. But work for branch and collection development staff increased exponentially because the local collections became very unbalanced. Additionally, circulation decreased dramatically at many locations, especially inner-city branches where most of the circulation is driven by browsing.

Noel Rutherford, the Manager for Acquisitions and Collection Development undertook a study of Floating. Her work is getting much national attention and repeated inquiries for her to publish her findings.

Her Conclusions and Recommendations are below: Fiction: Popular fiction collections have been negatively impacted by floating. Even the four branches (EP, GO, GH, HM) have shown declines in sustaining their most popular author collections at high enough levels to respond to customer demand. Frequent pooling of titles at these busiest locations has also resulted in the inadvisable removal of popular titles (even when no copies exist at other locations).

Branches have reported weeding material, not based on low circulation, but excessive number of same title copies.

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Nonfiction: Least directly impacted in terms of circulation by floating. Items that move to another location perform adequately – but at a cost. Nonfiction collections have become more unbalanced, more understocked and stripped of entire subject areas. Nonfiction, both adult and juvenile, is a heavily browsed collection. When branches, especially inner-city locations, serve customers who do not often place holds, it becomes vital to maintain a core nonfiction collection of material in subject areas showing past high demand. Floating has removed much of this material and left gaps in the collection at many locations.

Non-Book: Most negatively impacted by floating. Whether because of title duplication, drop-off location or theft, audio-visual material has seen the largest decline in usage with floating.

Item Movement: Material is being dropped off frequently at locations other than the one at which it was checked out. Drop off locations are located along travel routes which often result in branches being overwhelmed by material their customers did not request and that does not meet the needs of their location.

Recommendations: 1. Turn off floating at all locations.

2. Train branch staff to run monthly transfer reports to move material where data has shown demand to be strongest or the collection weakest. Staff will learn about their collection’s strengths and weaknesses and will feel more empowered to improve their collections. Reports can clearly show gains or declines in performance at each location and whether targets have been met.

I look forward to sharing Noel’s nationally published article in the future with you.

Main Report Despite the construction projects at Main, the staff continues to serve the community with to the highest standards. Here are just a couple highlights from the past month.

Programming PopMat staff hosted The Art of Fermentation presented by Sandor Katz packed the courtyard with 130 in attendance on Saturday, June 21st.

Special Collections hosted and planned Nashville Remembers Maya Angelou; to an audience of over 200+, the program was an opportunity for the community to gather and reflect on the author’s life, words and work. The event is part of an ongoing partnership between the SCD, the Tennessee Tribune, and Culture Fest.

The Children’s Team is heavily pursuing Summer Challenge Outreach efforts. The most important thing to remember about this Outreach is that we are targeting places with children who have very limited access to libraries. 

130 miles driven 15 | P a g e

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18 outreach visits 1, 751 outreach attendance total 25 hours of outreach programming provided 9 organization partnerships maintained 304 books checked out from the “Summer Selection Pseudo-Checkout” Collection o 156 books checked out at Martha O’Bryan Center’s Kids’ Café o 148 books checked out at Stonebrook Apartments’ Summer Lunch 221 registered for Summer Challenge 62 Summer Challenge prizes awarded

Staffing Adrienne Strock was hired as the new Teen Library Manager. Adrienne comes to us from Chicago where she worked in YouMedia.

Carlos Shivers accepted a promotion to Librarian 1 (Teen Librarian) at the Madison Branch Library.

Sara Reese joined the staff for Library Services for the Deaf and Hard of Hearing. After she received her Master’s Degree at U.T.K., she taught for a year at the Tennessee School for the Deaf.

Community Engagement Puppet Truck – Both trucks had full calendars this month. They presented shows at the Music City Center twice a day during the CMA Festival. Performed The Amazing Twins for elementary school students learning about Latin American origin myths in the Programs for Talented Youth on Vanderbilt's Peabody campus. The truck is supporting NPL’s Summer Challenge by presenting at branches and at agencies throughout the city. Had a special performance of The Amazing Twins at Main for Conexión Americas and also participated in Cheekwood’s Family Night Out series.

Wishing Chair – Wishing Chair staff spent part of June in Magdeburg, Germany performing String City at their international puppet festival. As the only US troupe, they provided 2 performances to sold-out crowds. They performed with the best troupes from around the world and were universally loved by all who saw the show.

Bringing Books to Life – 2 new sites were brought on board - The Gardner School of Midtown and Hermitage Hills Day School. Developed and presented mini-workshop on picture books and preschool math at the NAAEYC membership meeting. Partnered with Metro Health TENNderCARE in support of Summer Challenge. Presented bilingual family workshop at Casa Azafrán as part of the NCFL award.

Provided 7 parent workshops as part of the Nashville Community Education’s summer program. In total, provided 79 programs to 1,122 in attendance.

Adult Literacy – Provided 14 programs serving almost 200 people. Had 3 mobile lab visits: Conexión Americas, Urban League, and NALC’s EL Civics class. Hosted Project Access who visited the art gallery and puppet show (The Amazing Twins). Launched Pathway for New Americans with Mayor’s office and USCIS, and hosted 45 representatives from partner agencies for a stakeholders’ discussion about the 16 | P a g e

new project. Provided one professional development event for providers and hosted 3 library field trips, including folks from World Relief who rode the bus approximately 1 hour each way to come to visit NPL. TOTAL – Served 313 people in June. Started a new relationship with the Metro Health Department’s TENNderCARE Outreach Program and are doing programs at all of their summer locations. Teen staff participated in articulating new Studio and TOTAL job description.

Salon – 350 people attended the Robin Roberts Salon, and 205 attended the Salon with Emily Giffin.

That Nashville Sound – 200 people attended That Nashville Sound event with Ray Stevens and Ralph Emery. This is a revival of a library programming series about the history of country music in Nashville.

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Old Business – July 18, 2014 Nashville Public Library

Nashville Public Library Board July 18, 2014 Resolution Title: Library Patron Rules of Conduct Policy Revision History/Background/Discussion: The library’s Patron Rules of Conduct have been in place for several years. The Patron Rules of Conduct impacts all library facilities. Additionally it has an extensive bearing on library users at the Main Library where the rules are routinely enforced by the library’s security guard staff. The Patron Rules of Conduct is a policy that requires review from time to time to evaluate its effectiveness. During the recent review it was noted that the following items need to be addressed and added for better Rules clarification and implementation. Our current Rule #3 addresses food and beverages on/in library premises but we need clarification concerning alcohol. #3 – Food and covered drinks are allowed; debris, mess and strong odors are not.

Additionally, current Rules address proper use of library furnishings, materials and building use with Rule #5. #5 - Sleeping, placing head on table for prolonged periods of time; congregating on library premises in a manner which obstructs access or interferes with use of library facilities or services or where such activity may result in an unsafe or intimidating environment; not using the library for intended purposes, lying or sitting on floors, tables or planters; lying on benches; school age students being on library premises during school hours excluding home school students or school sponsored visits.

However, based on current enforcement experience by security staff, it is difficult to enforce the policy as is for people who loiter on library premises and at times block access to and exit from our buildings without a specific rule to prohibit the behavior.

Recommendation: That the Board adopts the proposed additions to the library’s patron rules of conduct.

Draftor(s): Susan Drye, Associate Director for Administrative Services Person(s) Responsible for Implementation: Susan Drye, Larry Price, Jena Schmid

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RESOLUTION 2014-07.01 Library Patron Rules of Conduct Revision WHEREAS, the library seeks to be a welcoming place for all those wishing to use its services, and WHEREAS, the consumption of food and drink while researching, reading or gathering is a normal practice in our society and it is essential that all library customers conduct themselves in a manner which allows all members of the public to access library services in a safe and positive atmosphere, and WHEREAS, current library policy primarily addresses the general consumption of food and beverages in library facilities and does not specifically addresses loitering in or on library premises; NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees that clarification be added to the current food and beverage rule and an additional rule for loitering be adopted as a Class I offense and addressed as such and that library’s policy and procedures be revised to reflect this: “Food and covered drinks are allowed, debris, mess and strong odors are not. Unless specifically authorized by library administration for facility events, alcohol is not permitted on library property” “Loitering on library premises; Loitering is defined as remaining on or in public library premises for a protracted amount of time without reading, studying, or making use of library materials or services.”

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