July 2016 NPL Board Packet by Nashville Public Library

NASHVILLE PUBLIC LIBRARY Board of Trustees Meeting July 19, 2016

Nashville Public Library Board of Trustees Agenda July 19, 2016 Main Library Library 615 Church Street Nashville, TN 37219 Board Room – 12:00 Noon

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

Board Chair Comments – Keith Simmons, Chair

VI.

Approval of Minutes: June 21, 2016…………………………………………………………………….……..…. pgs. 1 - 4

VII.

Library Director Report a. Library Director, Kent Oliver b. UPDATED Board Meeting Schedule………………………………………………………..…….…… pg. 5

VIII.

Staff Reports a. Puppet Festival Report – Elyse Adler b. NAZA Update – Anna Harutyunyan

IX.

New Business a. Expansion of Branch Hours Resolution………………………………………..……………………. pgs. 21 - 22 b. Ikarus Sculpture Resolution………………………………………………………………….…………….pgs. 23 - 25 c. Limitless Libraries MOU Resolution………………………………………………………………….…pgs. 26 - 32

Adjournment

Next Board of Trustees Meeting NO BOARD MEETING IN AUGUST 10:45 a.m. – September 20, 2016 Main Library – Board Room 615 Church Street Nashville, TN 37219

NASHVILLE PUBLIC LIBRARY A City with a Great Library is a Great City ® LIBRARY BOARD MINUTES June 21, 2016 12:00 p.m. Edmondson Pike Branch Library, 5501 Edmondson Pike, Nashville, TN 37211 Members Present:

Keith Simmons, Margaret Ann Robinson, Robert Oermann, Joyce Searcy and Sepi Khansari

Members Absent:

Lucy Haynes and Francie Hunt

Library Staff:

Kent Oliver, Larry Price, Jena Schmid, Susan Drye, Andrea Fanta, Linda Harrison, Michael Lusk and Beth Deeb

Also Present:

Mark Naccarato, SEIU representative Mark Murray, Metro Department of Law attorney

Call to Order / Roll Call Keith Simmons called the meeting to order at 12:04 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. Approval of Minutes: May 17, 2016 Sepi Khansari moved for approval of the minutes from the May meeting; the motion was seconded by Robert Oermann and passed unanimously. IV. Library Director Report—Kent Oliver, Library Director  At the next Board meeting, staff will be presenting a resolution on new branch hours (related to the additional Friday openings that are expected to be passed by Metro Council).  Early voting will take place at all seven large/regional branches July 21-30. We will be borrowing tents from Metro Parks so that all tents used are compliant with our rules.  The NAZA steering committee, co-chaired by Mr. Oliver and Mayor Barry, met yesterday. Anna Harutyunyan, the new NAZA Coordinator, will bring a draft of the NAZA strategic plan to the Board for review soon.  The Board Retreat will take place Tuesday, August 2.  Tricia Bengel recently resigned, and Southeast Branch Manager Stephanie Rodriguez will serve as the interim Assistant Director of Collections and Technology. We anticipate that the position will take three to five months to fill. 1|Page

       V.

Mr. Oliver will be on the transition team for the new School Superintendent. The Council Budget is expected to be approved tonight. The Art Committee is working on bringing the Violins of Hope exhibit (violins from the Holocaust) to the library in 2018. The exhibit would be accompanied by citywide programming. The Puppet Festival was incredible: almost all shows were sold out, the parade was wellattended, and we got great news coverage. Our year-end circulation numbers will be higher than last year’s. Mr. Oliver distributed two handouts: Library by Design, which highlights the LJ Design Institute that was held here last December, and Urban Library Council’s 2015 Top Innovators, where the Southeast Library received a sustainability award. The Ben West Library has been purchased by the Tennessee Education Association.

Staff Reports a. Audiovisual Conservation Initiative—Michael Lusk Mr. Lusk explained that Ken Feith has been preserving vintage and historical film for the Archives, but the film is in danger because it has been stored at a facility without proper climate control. He showed a video about the new AV conservation initiative which will address this issue. This particular initiative focuses on film, but is part of an overarching plan to digitize print materials as well (such as the Banner Collection) and make all of it available to the public. It is being funded by NPLF and a National Film Preservation Society grant. The immediate need is to find a space at the Main Library to move the collection from its current Elm Hill Pike storage location. The area at Main needs to be separate from regular staff areas because some of the materials have been affected by mold. We are working on a solution to this problem. b. Edmondson Pike Report—Linda Harrison Ms. Harrison explained that Edmondson Pike is one of the busiest and most diverse branches in the system. It has the highest use of children’s materials, and there are often 200 people at children’s programs. The branch was recently renovated, and re-opened on May 10. Regular programs include GED and citizenship classes, book clubs, meditation, and yoga. The Seed Exchange is also very popular. The branch serves a large immigrant population, as well as many homeschoolers and seniors. It has 18 staff members, several of whom are bilingual.

c. Summer Challenge Update—Jena Schmid Ms. Schmid brought a Tennessean article about the Summer Challenge that was in Sunday’s paper. We currently have 13,000 people registered, and they have read four million minutes (our citywide goal is five million). We have also increased outreach sites this year, going from eight to twelve—staff go to these sites with books and programs, and children can get Power Cards without a parent present and check out the books. Ride for Reading and Book ‘Em will also give out free books to these sites at the end of the summer. VI. New Business a. Director’s COL Resolution—Susan Drye Ms. Drye explained that Mr. Oliver is a Metro employee, but not a Civil Service employee because he is employed by the Board. This means that he is eligible for the 3.1% cost-ofliving increase that all Metro employees will receive if the budget passes, but not for the additional 3% increase that open range employees are expected to receive. She 2|Page

recommends that Mr. Oliver receive the additional 3% (or whatever Metro Council approves) along with all other open range employees on July 1. The library, rather than Metro, would cover this expenditure. Ms. Searcy recommended that the Board complete Mr. Oliverâ&#x20AC;&#x2122;s evaluation prior to July 1; Mr. Simmons asked Board members to submit their comments to him in the next week. Mr. Oermann moved for approval of Resolution 2016-06.01; the motion was seconded by Sepi Khansari and passed unanimously.

Nashville Public Library Board June 21, 2016 Resolution Title: Pay Increase for Kent Oliver History/Background/Discussion: The Library Director, per Metro Civil Service Rules is entitled to any incremental increase that is across the board to all Metro employees and approved by Metro Council. However, any pay increase above that which is received by all employees must be approved by the Library Board. On June 21, 2016 Metro Council will vote on a 3.1% across the board increase for all Metro employees effective July 1, 2016. Additionally, Metro Council will also vote on an additional 3% pay increase for all open range employees to include upper management level employees. Due to Kent Oliver being the library director and appointed to the position by the Library Board his salary is set by the Library Board, per Metro Civil Services Rules he is not considered an open range employee therefore not eligible for the additional 3% pay increase unless authorized by the Library Board. Recommendation: The Library Director receives the additional 3% increase (or Metro Council revised increase) along with all other open range employees effective July 1, 2016. Draftor(s): Susan Drye, Assistant Director for Administrative Services Person(s) Responsible for Implementation: Susan Drye

RESOLUTION 2016-06.01 3% Pay Increase for Library Director Kent Oliver WHEREAS, the library wishes to compensate the Library Director the same additional 3% or Council revised increase given to all other open range employees effective July 1, 2016, and WHEREAS, any pay increase above those increases allotted to all Metro Employees by the Metro Council must be approved by the Library Board; NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees that the 3% pay increase or Council revised increase given to all other open range employees for Library Director Kent Oliver is approved effective July 1, 2016.

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VII. Adjournment The meeting adjourned at 1:02 p.m. Next Board Meetingâ&#x20AC;&#x201D;12:00 p.m., July 19, 2016 Main Library 615 Church Street, Nashville, TN 37219

Respectfully submitted by Beth Deeb

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FY1617 Board Meeting Schedule Nashville Public Library

July

7/19/2016

August

Main Library No Meeting

September

9/20/2016

Main Library

October

10/18/2016

Main Library

November

11/15/2016

Bordeaux Library

December

12/20/2016

Main Library

January

1/17/2017

Hermitage Library

February

2/21/2017

Main Library

March

3/21/2017

Pruitt Library

April

4/18/2017

Main Library

May

5/16/2017

Inglewood Library

June

6/20/2017

Main Library

July

7/18/2017

Goodlettsville Library

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Statistical Summary â&#x20AC;&#x201C; July 19, 2016 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-16 Circulation 41,738 7,358 10,424 6,301 3,570 39,522 16,205 52,755 2,501 368 31,991 9,141 3,567 15,281 56,587 2,833 4,378 1,689 11,072 25,256 9,521 48 137,012 0 489,118

eMedia eAudiobooks eVideo eBooks eMusic eMagazines Total

Cardholders New Registrations Volunteer Services Number of Volunteers Volunteer Hours

Month Jun-16 Jun-15 % of Total Circulation 8.53% 40,868 1.50% 523 2.13% 11,198 2.13% 6,085 0.73% 3,588 8.08% 39,825 3.31% 17,059 10.79% 50,688 0.51% 2,853 0.08% 587 6.54% 30,761 1.87% 10,264 0.73% 4,500 0.73% 17,120 11.57% 54,713 0.58% 3,488 0.90% 4,412 0.35% 1,817 2.26% 11,773 5.16% 28,354 1.95% 9,826 0.01% 1,057 28.01% 123,005 0.00% 3 474,367

Jun-16 Circulation 30,739 2,460 54,456 44,633 4,724 137,012

Jun-16 3,303 Jun-16 431 2840.75

% Change 2016-2015 2.13% 1306.88% -6.91% 3.55% -0.50% -0.76% -5.01% 4.08% -12.34% -37.31% 4.00% -10.94% -20.73% -10.74% 3.43% -18.78% -0.77% -7.04% -5.95% -10.93% -3.10% -95.46% 11.39% -100.00% 3.11%

Jun-16 Year-to-Date 458,418 57,311 127,962 75,915 45,856 204,878 186,088 593,188 34,374 5,390 350,517 115,834 48,377 182,889 594,300 41,578 55,522 22,918 132,497 324,895 123,312 10,606 1,578,447 43 5,371,115

Jun-15 Circulation 19,640 1,952 44,177 53,244 3,992 123,005

% Change 2016-2015 56.51% 26.02% 23.27% -16.17% 18.34% 11.39%

Jun-16 Year-to-Date 66,173

Active Patron Cards 363878

Jun-15 287 2670.50

Fiscal Year-to-Date Jun-15 Year-to-Date 337,542 69,979 123,736 67,066 39,737 456,458 181,862 553,530 29,438 6,435 336,242 111,786 32,477 187,116 698,983 28,742 50,388 19,301 128,561 236,553 104,090 10,597 1,322,666 66 5,133,351

% Change 2016-2015 35.81% -18.10% 3.42% 13.19% 15.40% -55.12% 2.32% 7.16% 16.77% -16.24% 4.25% 3.62% 48.96% -2.26% -14.98% 44.66% 10.19% 18.74% 3.06% 37.35% 18.47% 0.08% 19.34% -34.85% 4.63%

% Change 2016-2015 50.17% 6.38%

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Statistical Summary â&#x20AC;&#x201C; July 19, 2016 Nashville Public Library 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

Checkout 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-16 Visits 18,806 10,268 11,782 16,105 5,603 22,303 7,352 22,293 4,649 18,934 10,697 9,880 25,500 73,054 9,558 3,377 6,617 16,182 19,633 7,383 0 319,976

Jun-15 Visits 19,657 0 12,736 11,075 5,124 27,192 9,359 22,457 6,533 17,313 12,726 13,810 20,580 67,407 10,326 3,722 3,591 17,040 19,848 8,751 6,778 316,025

% Change 2016-2015 -4.33% N/A -7.49% 45.42% 9.35% -17.98% -21.44% -0.73% -28.84% 9.36% -15.94% -28.46% 23.91% 8.38% -7.44% -9.27% 84.27% -5.04% -1.08% -15.63% -100.00% 1.25%

Jun-16 Circ / Visit 2.22 0.72 0.88 0.39 0.64 1.77 2.20 2.37 0.54 1.69 0.85 0.36 0.60 0.78 0.30 1.30 0.26 0.68 1.29 1.29 N/A 1.10

Jun-15 Circ / Visit 2.08 N/A 0.88 0.55 0.70 1.46 1.82 2.26 0.44 1.78 0.81 0.33 0.83 0.82 0.34 1.19 0.51 0.69 1.43 1.12 0.16 1.11

% Change 2016-2015 6.75% N/A 0.63% -28.79% -9.01% 20.99% 20.93% 4.84% 23.19% -4.91% 5.95% 10.80% -27.96% -4.97% -12.25% 9.37% -49.55% -0.97% -9.95% 14.85% N/A -1.02%

Jun-16 Assisted Jul-16 Express-Check % Circulation Circulation Express-Check 9,981 25,246 71.67% 2,467 3,118 55.83% 2,645 5,797 68.67% 2,106 2,377 53.02% 1,020 932 47.75% 8,110 26,446 76.53% 5,738 8,004 58.24% 8,705 35,267 80.20% 891 534 37.47% 6,735 20,669 75.42% 1,845 4,992 73.01% 736 1,262 63.16% 7,211 5,536 43.43% 10,688 14,528 57.61% 266 515 65.94% 1,104 1,605 59.25% 261 259 49.81% 1,928 6,473 77.05% 5,987 14,810 71.21% 2,525 4,407 63.57% 0 0 N/A 7|Page

Statistical Summary â&#x20AC;&#x201C; July 19, 2016 Nashville Public Library

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

Jun-16 Hours Open 252 252 176 176 176 252 176 252 176 252 160 176 252 246.5 176 176 176 176 252 176 0 4,107

Jun-15 Hours Open 220 0 176 176 176 220 176 220 176 220 176 176 220 242 176 176 176 176 220 176 144 3,818

Jun-16 Circ / Hour 165.63 29.20 59.23 35.80 20.28 156.83 92.07 209.35 14.21 126.95 57.13 20.27 60.64 231.05 16.10 24.88 9.60 62.91 100.22 54.10 N/A 119.11

Jun-15 Circ / Hour 185.76 N/A 63.63 34.57 20.39 181.02 96.93 230.40 16.21 139.82 58.32 25.57 77.82 228.51 19.82 25.07 10.32 66.89 128.88 55.83 7.34 124.24

339 358 604 1,301

194 378 560 1,132

% Change 2016-2015 74.74% -5.29% 7.86% 14.93%

26,119 4,043 39,075 69,237

3,165 3,893 26,534 33,592

725.24% 3.85% 47.26% 106.11%

Jun-16 59,187 60,687

Jun-15 65,579 83,963

% Change 2016-2015 -9.75% -27.72%

Jun-16 676,986

Jun-15 569,900

% Change 2016-2015 18.79%

Jun-16

Jun-15

% Change 2016-2015 -11% N/A -7% 4% -1% -13% -5% -9% -12% -9% -2% -21% -22% 1% -19% -1% -7% -6% -22% -3% N/A -4%

8|Page

Statistical Summary â&#x20AC;&#x201C; July 19, 2016 Nashville Public Library

Circulation Year-to-Date

550,000

June

5,133,351 FY15 5,371,115 FY16

450,000

474,367 2015 489,118 2016

350,000

3.11%

250,000 Jul

Aug

Sep

Oct

Nov Dec

Jan

Feb Mar

Apr May

Jun

On Site Computer & Wireless Usage Year-to-Date

200,000

June

1,348,774 FY15 1,324,247 FY16

150,000

149,542 2015 119,874 2016

100,000

-19.84%

50,000 Jul

Aug

Sep

Oct

Nov

Dec

Jan

Feb

Mar

Apr May

Jun

Visits Year-to-Date 3,444,250 FY15 3,338,942 FY16

350,000

June

300,000

316,025 FY15 319,976 FY16

250,000

1.25%

200,000 Jul

Aug

Sep

Oct

Nov Dec

Jan

Feb Mar

Apr May Jun

9|Page

Statistical Summary â&#x20AC;&#x201C; July 19, 2016 Nashville Public Library

New Card Registrations Year-to-Date

40,000

June

44,006 FY15 66,173 FY16

20,000

3,868 FY15 3,303 FY16

-14.61% 0 Jul

Aug

Sep

Oct

Nov

Dec

Jan

Feb

Mar

Apr May

Jun

Total Programs Year-to-Date 9,933 FY15 11,783 FY16

June

1,800

1,132 2015 1,301 2016

1,300

14.93%

800

300 Jul

Year-to-Date 333,211 FY15 359,827 FY16

Aug

Sep

Oct

Nov

Dec

Jan

Feb

Mar

Apr

May

Jun

Total Program Attendance

June

90,000 70,000

33,592 FY15 69,237 FY16

50,000 30,000

106.11%

10,000 Jul

Aug

Sep

Oct

Nov

Dec

Jan

Feb

Mar

Apr

May

Jun

Total Website Visits Year-to-Date 5,572,564 FY15 6,411,090 FY16

700,000

June

600,000 500,000

569,900 2015 676,986 2016

400,000

18.79%

300,000

Jul

Aug

Sep

Oct

Nov Dec

Jan

Feb Mar

Apr May Jun

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Financial Overview â&#x20AC;&#x201C; July 19, 2016 Nashville Public Library Metro Government of Nashville Monthly Budget Accountability Report As of June 30, 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

10,728,000 10,728,000

9,881,832

92.1%

846,168 12,338,700

12,338,700

943,045

10,714,763

35,300

65,026

184.2%

-29,726

35,300

7,583

56,452

1,215,300

1,235,770

101.7%

-20,470 1,215,300

1,215,300

148,820

1,803,839

148.4% -588,539

93.4%

795,972 13,589,300

13,589,300

1,099,448

12,575,054

92.5% 1,014,246

11,978,600

11,978,600 11,182,628

Fringes

4,839,500

4,975,973

102.8% -136,473 5,301,100

5,301,100

441,374

5,236,041

Other Expenses: Utilities Professional & Purchased Services

1,643,100 1,925,400

1,481,818 1,934,332

90.2% 100.5%

1,643,100 2,279,400

112,007 284,759

1,306,541 2,431,524

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

86.8% 1,623,937

17,700 593,400

82,462 757,978

483,100 1,148,300 1,818,900

475,378 1,143,138 1,969,476

24,448,000

24,448,000 24,003,183

161,282 1,643,100 -8,932 2,279,400

465.9% -64,762 127.7% -164,578

62,700 598,400

98.4% 7,722 493,100 99.6% 5,162 1,331,300 108.3% -150,576 2,196,400

493,100 1,331,300 2,196,400

98.2%

444,817 27,494,800

11,437 78,164

159.9%

98.8%

-21,152

LIB is at 86.8% thru JUNE. Vacancies are being filled as quickly as possible. However, NPL will keep an eye on expenditures. LIB is over budget at 159.9% thur JUNE. With staffing levels, OT is necessary at times to fulfill NPL needs especially with Maintenance and Security issues. LIB is 148.4% thru JUNE. This is not unusual for this time of year after summer vacations. NPL is over in this line item and under in salaries overall. LIB is at 92.5% of total budgeted salaries thru JUNE. With vacancies being filled, OT and vacation leave, currently NPL is on budget. However, NPL will monitor expenditures closely throughout the FY.

Fringe is at 98.8% thru JUNE due to higher overall fringe costs. LIB does not have 65,059 much control over fringe costs.

79.5% 336,559 106.7% -152,124

102,260 532,791

163.1% 89.0%

86,659 110,825 325,584

682,219 1,331,798 1,852,129

138.4% 100.0% 84.3%

27,494,800

2,550,257

26,050,357

94.7%

Monthly parking passes for Main employees are the biggest expense and we anticipate being over at the end of the FY -39,560 in this line item. 65,609 LIB is at 138.4% of budget thru JUNE. W/O 4% funds for major repairs during the warmer months we are experiencing above avg repair costs. LIB will monitor -189,119 closely. -498 Internal Service Fees have been posted. 344,271 Library is under budget (94.7%) for FY16 YTD. NPL will monitor ALL expenditures closely as the fiscal year progresses to 1,444,443 ensure we are on budget by year end.

450,900

409,376

90.8%

41,524

427,500

39,493

396,995

92.9%

30,505

0 0 0 0 0 0 0 450,900

0 0 0 0 0 0 0 409,376

0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 90.8%

0 0 0 0 0 0 0 41,524

0 0 0 0 0 0 0 427,500

0 0 0 0 0 0 0 39,493

0 0 0 0 0 0 0 396,995

0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 92.9%

0 0 0 0 0 0 0 30,505

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

0 450,900

0 409,376

0.0% 90.8%

0 41,524

0 427,500

0 39,493

0 396,995

0.0% 92.9%

0 30,505

380 333 47

SUMMARY OF VARIANCE:

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Personnel Summary â&#x20AC;&#x201C; July 19, 2016 Nashville Public Library

June 2016 New Hires & Resignations

May 2016 New Hires Name

Classification

Bryson, Shelly Wallace, Jerry

Circulation Assistant 1 Library Associate 1

Hire Date

Location

6/5/2016 6/5/2016

Bordeaux Bellevue

Resignation Date

Location

May 2016 Resignations Name

Classification

Okpara, Ibiba Campbell, Katherine Subhawong, Rebecca Racke, Tricia Fann, Charles Moore, Tracy Roberts, Linda Markman, Cheryl

Library Manager 1 Library Page Library Manager 2 Library Srvs Asst Dir Security Officer Coord Circulation Asst 2 Library Manager 2 Admin Services Manager

6/1/2016 6/14/2016 6/17/2016 6/17/2016 6/23/2016 6/24/2016 6/30/2016 6/30/2016

Pruitt Goodlettsville Richland Park Tech Srvs Safety Green Hills Technical Services NAZA

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Personnel Summary â&#x20AC;&#x201C; July 19, 2016 Nashville Public Library NPL Vacancies as of 07/11/2016 = 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 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47

NAZA

OP & MAIN-MN BELLEVUE BELLEVUE

DONELS ED PIKE

ED PIKE GOOD GRN HILLS HERM INGLE RICH PK SE

THOMP OP & MAIN-BR OP & MAIN-MN MAILROOM TECH SVCS TECH SVCS TECH SVCS BORDX ED PIKE

GOOD INGLE PRUITT RICH PK PUBLIC TECH PRUITT

Title ADMIN SVCS OFFICER 4 BLDG MAINT SUPT - Main CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1

CUSTODIAN 1 - Branch CUSTODIAN 1 - Main EQUIP OPERATOR 1 INFO SYSTEMS APP TECH 1 INFO SYSTEMS APP TECH 1 LIB ASSIST DIRECTOR LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1

LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 2 LIBRARY MGR 1 BRG BKS TO LF LIBRARY MGR 2 RICH PK LIBRARY MGR 2 TECH SVCS LIBRARY MGR 2 TEENS LIBRARY MGR 2 BORDX LIBRARY MGR 3 BORDX LIBRARY PAGE GOOD LIBRARY PAGE HADLEY LIBRARY PAGE MADISON LIBRARY PAGE REF LIBRARY PAGE REF LIBRARY PAGE SHARED SYS OFFICE SUPPORT REP 3 SHARED SYS OFFICE SUPPORT REP 3 BRG BKS TO LF PROGRAM COORDINATOR

NASH RM NASH RM PUBLIC TECH HR IMP

SECURITY

PROGRAM COORDINATOR PROGRAM SPEC 1 PROGRAM SPEC 1

PROGRAM SPEC 2 SEC OFFICER COORD

Grade SR12 TS13 SR04 SR04 SR04 SR04 SR04 SR04 SR04 SR04 SR04 SR04 SR04 SR04 TG03 TG03 TG05 SR08 SR08 SR15 SR06 SR06 SR06 SR06

SR06 SR06 SR07 SR11 SR12

SR12 SR12 SR12 SR13 SR02

SR02 SR02 SR02 SR02 SR02 SR06 SR06 SR09 SR09 SR06 SR06 SR08

SR09

Name VACANT (S SCOTT) VACANT (R REED) VACANT (A MCQUEEN)

FPS F

VACANT (H HUDSON)

F F F

VACANT - NEW FRIDAY OPENING

F F

VACANT (E PIPER) VACANT - NEW FRIDAY OPENING VACANCY (T MOORE) VACANT (C ELSASSER) VACANT - NEW FRIDAY OPENING VACANT - NEW FRIDAY OPENING VACANT (A PEARSON)

VACANT - NEW FRIDAY OPENING VACANT (S CORLEW) VACANT (F CARPENTER) VACANT (A CLEVELAND) VACANT (M JONES) VACANT (R WILSON) VACANT (T RACKE-BENGEL) VACANT (C WILLIAMS) VACANT (C LIMNIATIS)

VACANT - NEW FRIDAY OPENING VACANT - NEW FRIDAY OPENING VACANT (J DONAHUE) VACANT - NEW FRIDAY OPENING VACANT (J MORROS)

VACANT (I OKPARA) VACANT - NEW VACANT (R SUBHAWONG) VACANT (L ROBERTS)

VACANT (A STROCK) VACANT (J HUNSICKER) VACANT - NEW FRIDAY OPENING VACANT (K CAMPBELL) VACANT (B CHRISTMON) VACANT (K SMITH)

VACANT (D GOMEZ) VACANT (J ROBINSON)

VACANT (J MILLER) VACANT (M BAUDER) VACANT - NEW VACANT - NEW VACANT - NEW

VACANT (A THOMSON) VACANT (L ELLISON) VACANT (C FANN)

F F F P F F

F F F F F F F F F F

F P F F F F F

FTE 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00

1.00

F P P P P P P

F F F

1.00 0.49 0.49 0.49 0.49 0.50 0.49 1.00 1.00 1.00 1.00 1.00

F F

1.00 1.00

1.00

F F

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Brief Area Updates – July 19, 2016 Nashville Public Library Administrative Services Report Safety/Security: June  Conducted Safety & Security discussions at 11 library divisions/branch locations covering the new Safety & Security Information Handbook, fire extinguisher training, and open discussions about safety and/or security issues.  Started annual fire alarm and sprinkler inspections at locations that have fire alarm and/or sprinklers systems.  Corrected all fire-related issues at EP. Metro Fire Marshall gave final approval for the EP construction project.  All Safety & Security staff worked the Puppet Festival without any incidents.  Provided security for 3 after-hour events during the month of June. There were 48 Patron Incident Reports for the month of June, including:  Ambulance calls — 5  Alarms — 2 (average after-hour calls has been 4/month)  Theft — 2  Suspicious Activity — 1  Vehicle Accident — 1 Number of suspensions by conduct violation numbers: #5 — 2 #17 — 11 #6 — 2 #18 — 3 #8 — 6 #19 — 6 #10 — 1 #20 — 1 #14 — 1 #22 — 5 #16 — 1

Suspensions for June: # of patrons 1 6 4 21

# of days suspended 5 30 90 365

Delivery: June Main:  Received 875 incoming UPS packages; sent 35 packages out UPS Ground  50 overnight packages received from FedEx, DHL, etc.  Received 117 inserts of mail from the U.S. Post Office and sent 894 inserts of mail to Metro Mail for postage.  27 special deliveries from Ikon, Supply Room, Advance Supply, Firefly, etc. 14 | P a g e

Branches:  Moved 5,309 hold bins (169,888 items); 5,583 non-hold bins (178,656 items); 493 A/V bins (15,776 items); and 1,352 Circulation bins (43,264 items). Grand total of 12,737 bins moved, a total item count of 407,854 with an average of 579 bins and 18,526 items moved per day.  Sent 300 boxes to the Southern Book Debindery for recycling.  Daily complete percentages: Holds 22 of 22 days for 100% Building Maintenance: June As of July 11, 2016 our Building Maintenance Superintendent, Rick Reed resigned from Nashville Public Library. We will start the search for a new Maintenance Superintendent shortly. Work Orders:  402 completed (117 preventive maintenance; 285 corrective)  161 open Completed Projects:  Bordeaux: repaired leaking heat pipe near vending (SM Lawrence); investigated Story Room door and referred to Jason Baxter; repaired Meeting Room sink (Dowdle Construction); replaced AHU 7 motor disconnect (SM Lawrence); repaired lawn irrigation system; replaced exterior door weather stripping  East: PM on all building dehumidifiers & AC units; cleared main sewer line twice (SM Lawrence)  Edmondson Pike: repaired lawn irrigation system; repaired chiller circuit 2 (SM Lawrence); PM on all new building AC units; PM boiler pump; PM chiller pump; PM air-handler motors  Goodlettsville: PM on roof top heat wheel; closed open exhaust duct for public restrooms; reset car charging station breakers  Green Hills: repaired lawn irrigation system; cleared main sewer line (SM Lawrence); PM boiler pumps; PM chiller pumps; PM all 3 air-handler units  Hermitage: repaired women’s toilet; cleaned chiller coils (SM Lawrence); PM boiler pump; PM chiller pump; repaired chiller phase issue compressor 1B (SM Lawrence); re-lamped building lights; repaired book drop  Inglewood: replaced geo-thermal compressor  Looby: PM roof top AC  Madison: PM boiler pump; PM chiller pump; added screen to chiller fence to keep grass clippings out; PM air-handler motors; replaced VAV 6 damper controller (Lee Co.)  Main: supported Puppet Festival; repaired irrigation system; repaired handicapped entry door; relamped Art Gallery for Phillip Huber exhibit; repaired leak on VAV 2-39, construction 2nd floor (Lee Co.); replaced reheat actuator on; VAV 1-2, 1-6, 2-4, 2-7, 2-11, 2-14, 2-35 (Lee Co.); replaced reheat and damper actuators on; VAV 1-3, 1-6, 1-8 (Lee Co.); replaced damper actuator on; VAV 1-14, 1-16, 1-25, 1-28 (Lee Co.); replaced belts AHU 4 in Conference Center (Lee Co.); replaced supply fan motor AHU 5 in Nashville Room (SE Electric); repaired outlet shorts in Administrative Area (SE Electric); repaired roof leak over GRR entry, 3rd floor (RSS Roofing  North: cleaned AHU 1 coils (Lee Co.); cleaned AHU 2 coils (Lee Co.)  Pruitt: PM all AC condensing units (Lee Co.); PM all AC evap. Units (Lee Co.)  Richland Park: PM AHU 2; PM AHU 1  Thompson Lane: replaced AC compressor in Children’s area (SM Lawrence) Open Projects:  Bordeaux: AHU 11 replace reheat solenoid (SM Lawrence); AHU 8 (data rm) enlarge air return (SM Lawrence); AHU 3 replace reheat solenoid (SM Lawrence); all 11 air handlers verify outside air 15 | P a g e

    

dampers open properly (SM Lawrence); repair automatic entry doors (Door Tech); replace drip pans AHU 7 in staff lounge (SM Lawrence); replace boiler pumps/motors (SM Lawrence) East: install new handicapped door and controls (renovation) Edmondson Pike: replace vav 16 reheat controller (SM Lawrence); replace vav 12 reheat controller (SM Lawrence) Goodlettsville: re-establish SANYO HVAC communication Green Hills: boiler – make-up regulator (SM Lawrence) Main: repair damage to tree bed by book statue; replace water fountains 3rd floor; replace damper actuator VAV 1-34 (Lee Co.); VAV 1- 43 – replace reheat solenoid (Lee Co.)

Branch Services Report Summer Interns Branches participated in the Nashville Career Advancement Center (NCAC) summer intern program again this year taking in a total 22 interns for branches. These interns are rising high school seniors. The interns joined the NPL team from June 2nd thru June 30th. The feedback from branch staff is extremely positive, and branches are already looking forward to participating in the program again next year. Approximately 1,526 total hours were served between our 22 interns. The program provides many of these youths with their first work experience, and prepares them for future employment opportunities. Our Interior Design intern Kaitlin Ward is also doing a great deal of work with Jennifer Fournier, our contracted interior designer. Kaitlin is a rising senior at Western Kentucky University. She has visited many of the library branches, and has examined needs and possible solutions for displaying public materials, newspaper displays, and signage needs. Jennifer is also currently working on getting all the branches to have consistent end cap signage. This provides us with a feeling of unity and standardization at our many different locations. Kaitlin is assisting Jennifer with following up on previous branch needs, as well as upcoming branch renovation solutions. Kaitlin’s future interest is in doing civic and municipal design. She tells us that many of her WKU classmates are envious of the variety her internship is affording her compared to the basic grunt work they’ve been assigned during their internships. Friends of the Library Susan Chambers, the Friends of the Library Treasurer, retired this month from NPL. She has been volunteering with us since 1992, and became Friends treasurer in 1996. We held a retirement reception to honor her many years of service, and invited the entire library department along with others she has worked with closely over the years. Elayne Crane will join us as the Friends of the Library Treasurer upon Susan’s departure. Elayne is the chair of the Richland Park Friends, and is looking forward to her new role. Pruitt Task Force The Pruitt Task Force had its first meeting this month. The purpose of the task force is to create programming solutions consistent with our staffing capacities, and community needs for youth programming. The task force will also assist a new incoming children’s staff at Pruitt by having a framework of needs, and possible options, along with an outline of Napier community. The task force consist of members that currently, or have in the past, been greatly involved in or worked in the community. A representative from the Napier Community Center, and Harvest Hands are members of the task force, providing ideas of outside programming offered and potential for partnerships. The interim manager of the 16 | P a g e

Pruitt Branch Library is also attending these meetings; giving more insight on current and upcoming programming, and needs.

Main Report 



 

Main Library hosted the International Puppet Festival in June for thousands of people. While providing directions, answering questions, monitoring exhibition spaces, and offering accessibility accommodations, our staff gave patrons exemplary service throughout the exciting (and exhausting) weekend event. Special Collections staff participated in the Nashville Pride Festival by hosting a community survey and engaging attendees with discussion of photos from the Nashville Banner Archives. They also took over the Nashville Public Library Twitter all day, tweeting out messages from the LGBT+ community of Nashville from @NowatNPL for 8 hours. Their messages were retweeted many times, including by Mayor Barry and Rep. Jim Cooper. They reached over 100,000 people through Twitter. C-SPAN took a tour of Nashville and featured the Civil Rights Room as part of its “2016 LCV Cities Tour.” Andrea Blackman was featured explaining the Civil Rights movement in Nashville and its importance to the overall movement. Check it out here: http://www.c-span.org/video/?4111821/american-history-tv-nashville-tennessee Main library divisions had the pleasure of hosting seven high school interns through the NCAC program. They assisted with a variety of special projects including programs, oral histories, book displays, outreach, survey research, exhibits Summer Challenge registrations, paging slips and collection maintenance, and other assorted duties. We loved having them and look forward to hosting interns from the program again next year. Special Collections received the American Association for State and Local History’s HIP (History in Progress) Award for projects that are highly inspirational, demonstrate exceptional scholarship, and/or are exceedingly entrepreneurial in funding, partnerships, or collaborations, creative problem solving, or unusual project design and inclusiveness. Presentation of the award will be made at the 2016 AASLH Annual Meeting in Detroit in September. Reference Librarian Miriam Barrett will serve as the in-coming chair of the TLA Government Documents Roundtable this year. Sandy Cohen convened a statewide Deaf Literacy initiative in June that brought together providers and educators of Deaf Literacy representing 12 different programs to educate one another about what each group is doing in the area of Deaf Literacy. The response was so enthusiastic that they plan to continue the conversation.

Collections and Technology Services We are in the final stages of implementing a new intranet software. This upgrade will provide staff with enhanced search functions, online tracking of supplies and purchases, and better distribution of information.

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Our Systems staff are collaborating with MNPS library staff as we move toward the migration of our ILS system. We anticipate that the school libraries will move to the TLC Carl.X software during the MNPS Fall Break in October 2016 and that NPL will migrate during the MNPS Spring Break in March 2017. Tricia Bengel resigned her position as Assistant Director of Collections and Technology Services, effective June 17, 2016. Until the position can be permanently filled, Stephanie Rodriguez, manager of the Southeast Branch Library, will fill in as interim. Stephanie’s previous work experience in Technical Services will enable current Collections and Technology projects to continue moving forward.

Communications Puppeteers from around the world brought their art to Nashville Public Library during the 2016 International Puppet Festival. The Library’s MarComm team used this opportunity to earn placement / coverage in every news outlet in the city and to reach nearly 295,000 people on social media.

Community Engagement Puppet Truck  Puppet Trucks conducted 59 programs to 3289 in attendance.  Ellingtown was featured at Statewide Arts Conference in Murfreesboro.  Performed at Parent University at the Juvenile Justice Center and Relay for Life event at Mount Zion  Presented multiple shows at the 2016 International Puppet Festival. Puppet Festival / Wishing Chair  2016 International Puppet Festival drew over 21,000 people and included a spectacular puppet parade attended by over 2500 people. Bringing Books to Life  34 programs with 894 in attendance.  Emily Green-Cain developed a shadow puppet craft activity; around 1800 children and adults performed with their creations during the Puppet Festival in a designated room.  Loving & Learning hit a record 130 workshops in FY16! East and Southeast branches hosted parent and child workshops for the first time. Liz attended MNPS’s Excellence in Early Childhood Education celebration.  Liz presented to the Labor and Delivery staff at Nashville General Hospital in order for them to connect their patients to library resources, as well as using NPL’s services themselves.  Emily trained Tennessee Foreign Language Institute staff. They will incorporate BBTL’s curriculum into their Camp Illuminate programming for middle school English Language Learners in July.  Emily and Elyse presented on BBTL’s innovative, arts-based approach to literacy at the Tennessee Arts Commission’s annual conference in Murfreesboro. Adult Literacy  This fiscal year, we serve over 3,000 people in 231 programs, an increase of over 500 people in FY15.  20 programs serving 359 attendees. Hosted 12 computer classes for 93 students at Room in the Inn, Project Return and Martha O Bryan. 18 | P a g e

  



Hosted 3 field trips with 41 attendees. Hosted our second PM Collaborative with 35 attendees. This included a networking skill, panel discussion about affordable health care options, and 5 different breakout session options. Hosted our second Summer Meetup. These informal networking events allow adult education professionals to get to know each other one-on-one and ask deeper questions about their programs and students served. Interacted with over 150 attendees at Nashville’s first city-wide World Refugee Day celebration at Coleman Park. Presented to Nashville’s only South African cultural club.

 NAZA  The Mayor’s Scholars Academy has become part of NAZA this year and was rebranded as Nashville Scholars. Nashville Scholars program is a free, four-week, summer program for rising 8th - 11th grade students focused on academics, enrichment, and relationship-building to promote high school and post-secondary success.  Nashville Scholars served students from 56 different middle and high schools in Davidson County at 4 sites across Davidson County: Cane Ridge, Hunters Lane, McGavock, and Whites Creek high schools.  The summer program is comprised of 4 main blocks: 1. Academics: English Language, Arts and Math 2. College Knowledge: Information about collage access and opportunities 3. Enrichment: Includes dance, art, robotics, journalism, and fitness 4. Field Trips: Belmont University, MTSU, TSU, Austin Peay State University, Lipscomb University, Volunteer State Community College, the Parthenon, the Frist Center for the Visual Arts, and the Country Music Hall of Fame. Studio  Niq attended the International Society for Technology in Education conference to explore sessions on using 3D, Virtual Reality, Computer Coding, and other emerging technology in the classroom and after-school centers, and to continue to find ways to integrate Science standards into Studio programming.  We partnered with Southern Word to host a successful Studio Summer Intensive with a rotating schedule of guest music creators and producers. 30 students a day worked to write and perform original songs with a total attendance of 178 for the week.  Niq hosted a session at the Tennessee Arts Commission’s conference in Murfreesboro.  Studio brought on a new mentor to assist with summer Saturday programming and mobile events including workshops in animation, coding, and circuitry Be Well at NPL  Working with Nashville Food Project’s Americorps nutrition educator to conduct a teen-targeted nutrition series in early fall.  Belmont Music Therapy students will conduct a weekly group session for children at Edgehill branch.  Be Well webpage has had 1,228 visits since Ms. Cheap published a great article about the Be Well program on May 20. Digital inclusion  NPL collaborating on ConnectHome, A3, and ConnectedNashville projects.  Continue to be the Education leader in all city-wide Digital Inclusion programs. 19 | P a g e

 Created new internal committee to capture all system-wide, tech-related opportunities. Production Services  Provided and coordinated all A/V for all International Puppet Festival programs.  Renovation of new space is almost complete. Equipment installation is in process.  Working on contract for media Archivist to work on our Audio Visual Conservation efforts. Salon  Over 2,300 people attended the Salon Special Edition with Stephen King at the Ryman.

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New Business Nashville Public Library

Nashville Public Library Board July 19, 2016 Resolution Title: Expansion of Branch Hours for Donelson, Goodlettsville, Inglewood, Richland Park and Thompson Lane branch libraries History/Background/Discussion: In the modern history of Nashville Public Library branches were not open on Fridays with the exception of FY2003-2004 when NPL received one-year funding for Friday hours in branches. NPL did not hire staff for this year. These Friday openings were covered with forced overtime and outside agency temporary staffing. Expansion of service hours is a fundamental and ongoing objective of the Nashville Public Library Strategic Plan. The attached resolution sets out uniform hours of operation for the libraries on Friday. The funding provided through the budget process allows for the employment of library staff to provide serve during the added hours. Recommendation: The board approves the proposed expansion of branch hours Draftor(s): Larry Price Person(s) Responsible for Implementation: Larry Price, Susan Drye, Andrea Fanta

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RESOLUTION 2016-07.01 2016 Resolution to Expand Branch Hours WHEREAS, the existing schedule of library branch operating hours has been shown to be insufficient to meet the expectations and demands of the general public, and WHEREAS, expansion of branch hours at Bellevue, Madison, Southeast, Bordeaux, Green Hills Hermitage, and Edmondson Pike, has been hugely popular and well received by the general public, and WHEREAS, Nashville Public Library exists to serve the public interest and strives to better serve the public of Nashville and Davidson County, and WHEREAS, Metro Council unanimously adopted the FY2016-2017 Operating Budget which includes funding for the expansion of branch hours, NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees that the board endorses the proposed expansion of hours and schedule for the Donelson, Goodlettsville, Inglewood, Richland Park and Thompson Lane branch libraries, as set forth in the following table, to become effective Friday, September 9, 2016.

NEW

(effective September 9, 2016)

Monday Tuesday Wednesday Thursday Friday Saturday Sunday

10:00 a.m. – 8:00 p.m. 10:00 a.m. – 8:00 p.m. 10:00 a.m. – 8:00 p.m. 10:00 a.m. – 8:00 p.m. 10:00 a.m. – 6:00 p.m. 10:00 a.m. – 5:00 p.m. CLOSED

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New Business Nashville Public Library

Nashville Public Library Board July 19, 2016 Resolution Title: Ikarus Sculpture History/Background/Discussion: Susan and Luke Simons approached the library via the Nashville Public Library Foundation with a potential gift of art, Ikarus, by Kubach-Wilmsen. The Main library is already the home to two other Kubach-Wilmsen pieces: La Storia della Terra at the corner of Church Street and 7th Avenue North and Black Stone Book in the Conference Center. Ikarus is 24 inches deep, 41 inches wide, and 23 inches high and weighs approximately 2,500 pounds. The appraised value is $35,000. Susan and Luke Simons encourage placing the piece where it will be climbed on and enjoyed by children. It requires no extra maintenance. Statue installation will be coordinated by Susan and Luke Simons, the Main Library and the Nashville Public Library Foundation. Recommendation: That the Library Board approves the resolution accepting the art work for placement in the Main Library. Draftor(s): Liz Coleman Person(s) Responsible for Implementation: Thaxton Waters, Galleries Coordinator

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RESOLUTION 2016-7.02 Ikarus Sculpture WHEREAS, Susan and Luke Simons are seeking to donate a sculpture titled Ikarus to the Main library, and WHEREAS, the Library Board believes the Main library is a suitable and appropriate location for this sculpture; and WHEREAS, Ikarus will become the property of the Main library who will be responsible for its ongoing maintenance, NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board that the library agrees to accept these statues and to coordinate their installation in the Main Library with Susan and Luke Simons and the Nashville Public Library Foundation.

July 19, 2016

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New Business Nashville Public Library

Nashville Public Library Board July 19, 2016 Resolution Title: Limitless Libraries MOU Revision History/Background/Discussion: The Limitless Libraries program has been underway between the Nashville Public Library and Metro Public Schools since 2009. In order to meet joint expectations the library and schools have operated under an MOU agreement. The agreement was last updated in 2013. The revised MOU acknowledges the implementation of the joint ILS computer system, payments involved with the process and procedures to be followed. This document has been reviewed by Metro legal and the library has forwarded it to the schools for their review.

Recommendation: The Board endorses the MOU Draftor(s): Kent Oliver, Stephanie Rodriguez, Allison Barney Person(s) Responsible for Implementation: Allison Barney

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RESOLUTION 2016-7.03 Limitless Libraries MOU Revision WHEREAS, The Nashville Public Library and the Metropolitan Schools of Nashville have a successful and important collaboration in the Limitless Libraries program, and WHEREAS, NPL and MNPS are entering into an exciting new phase of cooperation with a shared online computer system, and WHEREAS, The Nashville Public Library seeks the continued prosperity of this collaboration; NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees that the Board endorses the July, 2016 revised Memorandum of Understanding between the library and schools.

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MEMORANDUM OF UNDERSTANDING BY AND BETWEEN THE METROPOLITAN NASHVILLE PUBLIC SCHOOLS AND THE NASHVILLE PUBLIC LIBRARY This Memorandum of Understanding (“MOU”) is made and entered into by and between Metropolitan Nashville Public Schools ("MNPS") and Nashville Public Library ("NPL").

1. Term. The term of this MOU shall begin July 1, 2016 and end June 30, 2021. Either party, with agreement from the Mayor’s office, may cancel or negotiate for the modification of this MOU at any time during the term. 2. Scope of Agreement. a. This agreement will facilitate the Limitless Libraries project, a joint effort between MNPS and NPL to improve library resources throughout the city, and sharing of services and features available through NPL’s Integrated Library System (ILS). b. MNPS will continue to deliver student information on a nightly basis to the ILS managing MNPS school library circulation. For the period until NPL migrates to the new ILS (March 2017), MNPS will make the necessary student information available to NPL on a nightly basis. This information is necessary for students to access public library materials for checkout and delivery to their school locations. This information is also necessary for students to have online access to NPL resources. The following data elements for each student enrolled in any MNPS location will be sent by MNPS to NPL. By sharing this information, a student can use the libraries of their school and NPL with their school identification tag. The data elements are:              

First Name Last Name Middle Name Home Address Date of Birth School Name School Code Grade Level Homeroom Number Home Telephone Number Email Address Parent/Guardian Name if Student is Under 14 Years of Age Student ID Number Permission_NPL (opt-out)

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c. In the performance of this MOU, NPL is subject to and will comply with applicable laws and regulations, including but not limited to: i. FERPA: Family Educational Rights and Privacy Act (20 U.S.C. § 1232g; 34 CFR Part 99) ii. IDEA: Individuals with Disabilities Education Act, (20 U.S.C. § 1400, 34 CFR pt. 300) iii. COPPA: Children's Online Privacy Protection Act, (15 U.S.C. §§ 6501–6506, 16 CFR Part 312) iv. PPRA: Protection of Pupil Rights Amendment, (20 U.S. Code § 1232h, 34 CFR Part 98) Personally Identifiable Information (PII) linked to students covered by one or more of these laws may be collected, processed and stored within the services provided by NPL. The status of individual students may change over time, triggering coverage by a new law and regulation. NPL agrees to treat all PII consistently, as covered by and in compliance with all of these laws and regulations. d. MNPS understands that NPL may rely on one or more sub-contractors to provide the services under this MOU, which may have access to PII. NPL will provide MNPS with the name and address of each such sub-contractor before this MOU becomes signed and effective. Through the term of the MOU, NPL will also provide prior notice to MNPS if NPL plans to engage a new sub-contractor that may have access to PII. NPL is also prohibited from further disclosing any PII unless re-disclosure is: i.

ii. iii. iv.

only in furtherance of providing the services to MNPS, and recipients of re-disclosed PII agree in writing to comply with the terms of this MOU and related federal and state laws/regulations that protect PII, or; required to ensure legal and regulatory compliance, or; in response to a judicial process in a court in the USA, or; to protect the privacy of PII, the safety of users or others, or the security of the services.

If any of the four permitted re-disclosure events noted above occurs, NPL will immediately notify MNPS. 3. Duties of MNPS Administration for sharing of data. a. MNPS will assign staff to work with NPL to facilitate the transmission of student data on a regular schedule, as is. b. MNPS will ensure that no confidential student data is transmitted to NPL. c. MNPS will update NPL if data elements or workflow need to change. d. MNPS will ensure that students without permission to access NPL collections will be appropriately flagged. 4. Duties of MNPS Administration for receiving collection development money and assistance. a. Full-time librarian and commitment to fund materials budget at rate of $7.50 per student if collection has more than 9 good items per student. b. Commitment by principal to minimize library use and staff for non-library activities and to allow the librarian(s) and clerk(s) reasonable time to participate in Limitless Libraries training and support activities. It is recommended that clerical staff be in the libraries to aid with deliveries, check-in, check-out of materials.

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5. Duties of MNPS Administration for receiving local student and faculty delivery of NPL and ILL materials (recommended staffing). Elementary Schools Student Population 1-449 450-599 600+

Middle Schools

1-399 400-999 1000+

High Schools

1-1999 2000+

Specialty Schools

1-500

Staff 1 full-time librarian 1 full-time librarian, 1 part-time clerk preferred 1 full-time librarian, 1 full-time clerk preferred 1 full-time librarian, 1 part-time clerk preferred 1 full-time librarian, 1 full-time clerk preferred 1 full-time librarian, 1 full-time clerk preferred, 1 part-time clerk preferred 1 full-time librarian, 1 full-time clerk preferred 2 full-time librarian, 2 full-time clerks preferred

1 part-time librarian

6. Duties of NPL. a. NPL will assign staff to work with MNPS staff to facilitate the transmission of student data on a regular basis. b. NPL will ensure that no student data is shared with other entities, including its collection agency, and excepting those listed according to the parameters above in 2.d., NPL will not use the student data except for regular library business associated with the Limitless Libraries program. c. NPL will ensure that information about students without permission to access NPL collections will be used exclusively to facilitate the business of MNPS school libraries. d. NPL will commit the resources necessary to fulfill the mission of Limitless Libraries. e. NPL will manage the budget designated for Limitless Libraries and regularly share budget documents with MNPS administration local school faculty. f.

Before enacting any change(s) to the ILS that directly impact the business of MNPS school libraries, NPL shall first consult with, and receive approval from, MNPS in regards to the change(s) proposed.

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7. Compensation. a. MNPS shall pay NPL an annual fee of $100,000 for access to, and utilization of, NPLâ&#x20AC;&#x2122;s ILS. b. There will be no other charges or fees for the performance of this MOU. c. Total compensation for this MOU shall not exceed $500,000. 8. Termination. With agreement from the Mayorâ&#x20AC;&#x2122;s office, either party may terminate this MOU at any time upon thirty (30) days written notice to the other party. 9. Notices. All notices under this Agreement shall be in writing and sent to the address listed below for each party: Party: Attention: Address: Phone: Email:

Party: Attention: Address: Phone: Email:

Nashville Public Library Kent Oliver 615 Church Street Nashville, TN 37219 (615) 862-5768 kent.oliver@nashville.gov

Metropolitan Nashville Public Schools Stephanie Ham 2400 Fairfax Avenue Nashville, TN 37212 (615) 298-8456 x2211 Stephanie.ham@mnps.org

10. Assignment and Delegation. Neither party may assign its rights or delegate its duties under this Agreement. 11. Entire Agreement. This instrument contains the entire agreement between the parties hereto and may be modified only in a document executed by all parties.

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