NASHVILLE PUBLIC LIBRARY Board of Trustees Meeting June 18, 2019
Nashville Public Library Board of Trustees Agenda June 18, 2019 Bordeaux Branch Library 4000 Clarksville Pike Nashville, TN 37218 Meeting Room – 12:00 noon I. II.
Call to Order / Roll Call Metro Ordinance required to be announced at all Board Meetings – Chair, Keith Simmons a. “Pursuant to the provisions of § 2.68.030 of the Metropolitan Code of Laws, please take notice that decisions of the Nashville Public Library Board may be appealed to the Chancery Court of Davidson County for review under a common law writ of certiorari. Any appeal must be filed within sixty days after entry of a final decision by the Board. Any person or other entity considering an appeal should consult with an attorney to ensure that time and procedural requirements are met.”
III.
Introduce Visitors
IV.
Public Comment
V. VI. VII. VIII.
Board Chair Comments – Keith Simmons, Chair Approval of Minutes: May 21, 2019………………………………………….pgs. 1 – 6 Library Director Report a. Library Director, Kent Oliver Staff Reports a. Summer Reading Update, Elyse Adler b. Envision Cayce Update, Susan Drye & Terri Luke c. Votes for Women Project Update, Jena Schmid d. Student Transition to NPL Card, Kent Oliver
IX.
New Business a. Facilities Master Plan Update Resolution, Susan Drye………………pgs. 25 – 26 b. Library Director’s Contract, Susan Drye……………………………..pgs. 27 – 28
X.
Adjournment
Next Board of Trustees Meeting 12:00 noon – July 16, 2019 Main Library – Board Room 615 Church Street Nashville, TN 37219
NASHVILLE PUBLIC LIBRARY A City with a Great Library is a Great City® LIBRARY BOARD MINUTES May 21, 2019 12:00 p.m. Main Library, 615 Church Street, Nashville, TN 37219
Members Present:
Keith Simmons, Lucy Haynes, Robert Oermann, Joyce Searcy, Katy Varney
Members Absent:
Adriana Bialostozky
Library Staff:
Kent Oliver, Elyse Adler, Susan Drye, Jena Schmid, Terri Luke, Felicia Wilson, Bryan Jones, Kate Collingwood
Also Present:
Shawn Bakker, Nashville Public Library Foundation President, Justin Marsh, Metropolitan Attorney at Metropolitan Government of Nashville and Davidson County, Steve Reiter
I.
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 “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 Justin Marsh introduced himself and mentioned that he was filling in for Alex Dickerson. Kent Oliver welcomed Steve Reiter and introduced Bryan Jones, a Systems Librarian with NPL’s Technology and Collections department. IV. Approval of Minutes: April 16, 2019 Robert Oermann moved for approval of the minutes from the April meeting; the motion was seconded by Joyce Searcy and passed unanimously. V. Library Director Report—Kent Oliver, Library Director a. Our budget hearing is tomorrow at 4:30 p.m. [Wednesday, May 22nd] in the Council Chambers, and Kent hopes that all can come. Joyce Searcy and Katy Varney said they will both be there. 1|Page
b. We have completed the NPLF budget process, and Metro will be funding 2 positions so we were able to keep the baseline budget the foundation was seeking without cutting programs. c. Secretary of State Tre Hargett is giving non-reoccurring funding of $100K to 4 urban libraries. Mr. Hargett will be here in a few weeks to give a “big check presentation” and NPL will need to spend the money by June 30, 2019. This money will not be a formal line item. The other 3 urban libraries receiving this money are: Knoxville, Memphis, and Chattanooga. This money will go toward NPL’s Collection and will help some with the loss of 4% materials funding. d. The 4% funding for this coming fiscal year will be $2M. Last year NPL received $3.6M. We are hopeful that there will be a restoration of funding in the new fiscal year. A major issue is that we need money as the population increases, and we want to address the current needs of the public, but it is unlikely that we will get enough money restored to get completely back on track. A point was made that this reduction in funding affects education in many ways. One example is Limitless Libraries: Even though Limitless Libraries funding doesn’t come out of the 4% funding, if NPL can’t build and keep the collections current it affects what we can provide to schools. How can this be changed? Is it possible to amortize to recoup some funding? The Mayor’s Office is interested in how collections are funded. e. Staff Day is Friday, June 14th. f. Sepideh Khansari is no longer on the Board and we’re waiting for the Mayor’s Office to make a recommendation for her replacement. g. NPL is partnering with the Nashville Predators for this year’s Summer Reading Challenge. h. The courtyard repairs are underway and we are hopeful that the drains are blocked due to concrete because this would be a faster, cheaper solution. i. Kent Oliver has been invited by ALA to speak at the SIBF-ALA Library Conference in the United Arab Emirates in November. j. Keith Simmons mentioned that Susan Benton, President and CEO of the Urban Libraries Council, has identified Karl Dean as a future board member, which would be great for Nashville. VI. Staff Reports a. Nashville Public Library Foundation Updates, Shawn Bakker i. NPLF is hosting a fundraising event on September 27th at 6:30 p.m. that will debut the newly updated “String City” puppet show and include a performance by Old Crow Medicine Show. This is made possible by Brian Hull’s relationship with Ketch Secor and also with the help of the Next Chapter Society/Emerging Leaders. ii. There will be 2 honorees at this year’s gala and both will be available for both events on November 15 and 16. iii. Keith Simmons asked how much was raised at the Picnic with the Library. $75K gross was raised, and the net is still being determined. iv. NPLF is conducting monthly tours of the library with great success. If you know of anyone who should be on the tour list please let Shawn know. b. Facilities Master Plan Update, Susan Drye i. The Facilities Master Plan has been updated for 2015–2040 and continues to follow Nashville Next’s groundwork. This document is a living document and it was updated 2|Page
recently, after 4 years, to clean up language around existing libraries. A column was added to include when library updates are due, and infographics were added to include year built and new schedules. It also includes NPL’s Strategic Plan for refreshing, updating, and rebuilding branches. ii. The Donelson branch hasn’t been designed yet, but we know that it will need to be 2 stories. Going forward, we may need to consider 2-story buildings for other branches depending on the land available within our budget. c. TOR, Bryan Jones i. The Tor browser allows people to surf the web anonymously, and hosting a relay implies that NPL would aid the Tor Project by removing encryption layers of web page requests. ii. The Tor network is a decentralized network of volunteer run servers around the world. Before reaching the website you’re visiting, your traffic is encrypted three times as it passes over these servers. (trac.torproject.org) iii. Bryan cited the right to receive information and ideas in the U.S. Constitution, 1st Amendment, ALA Code of Ethics, Article 3, ALA Bill of Rights, Article 7, Tennessee Library Association Strategic Plan 2012–2017, and “intellectual freedom” listed as one of NPL’s core values on the NPL Strategy Map 2018–2020. iv. There is a lot of controversy surrounding this and the potential criminal activity that could result on-site. Metro Legal indicated that there are a number of legal issues around Tor, and Kent Oliver, Felicia Wilson, and the Board also voiced concerns around the implications of the Tor option. This topic ties into our Privacy Policy which is being updated now so Kent wanted to bring this topic to the table. v. NPL receives federal funding (eRate) that helps fund censorship software that applies filters and using Tor could jeopardize this funding. VII. New Business a. Naming Former 1st Floor Gallery Space, Kent Oliver and Jena Schmid The former 1st floor gallery space is now an event space and there have been several social events held there. Since it is no longer a gallery it makes sense to rename it. Shawn Bakker asked if NPLF could look into finding gift funds so they could purchase it and rename it with a plaque. The Board responded with approval to go ahead and explore options. b. Deletion Schedule Policy and Resolution, Felicia Wilson Approval of this policy would give permission to delete patron records that have fines attached after 10 years of inactivity. The update to this deletion schedule is highlighted in the policy. Deleting these records from the system would also help wipe the system of outdated materials that are still attached to these records but are no longer in NPL’s collection. Patrons would not be able to check out materials anyway, due to the unpaid fines blocking the account. The outdated materials attached to these patron records impact our Interlibrary Loan system as it shows that these materials are still available when they are actually lost and unavailable. Katy 3|Page
Varney is concerned about losing graduates who once had a library card through their school. Metro Legal is going to look into the implications around automatically signing up 18-yearolds for library cards which would mean they are now responsible for materials when they haven’t signed anything. Nashville Public Library Board May 21, 2019 Resolution Title: DELETION OF OLD PATRON RECORDS WITH FINES / BILLS History/Background/Discussion: Nashville Public Library Shared Systems Team is responsible for maintaining the Integrated Library System, currently Carl-X, for the use of NPL staff and public. Part of this responsibility includes withdrawing items that are lost or damaged, patron records with no activity and former MNPS staff and students. The Shared Systems Team Staff would like to add the following to the Deletion Schedule: The deletion of patron records with fines/bills older than 10 years on an annual basis. The deletion of patron records will initially be large because old patron records have not been included on a deletion schedule. The deletion of patron records with fines/bills allows the Shared Systems Team to remove items that are no longer available but continue to appear in Carl-X. The current deletion schedule with the proposed addition of patron records with fines/bill is included with this resolution. This policy was informed by The Library Privacy Checklist for Library Management Systems/Integrated Library Systems [which] is intended to help libraries of all capacities take practical steps to implement the principles that are laid out in this guideline including: The Collection & Retention of User Data Personally identifiable information should not be retained in perpetuity. The library should establish policies for how long to retain different types of data and methods for securely destroying data that is no longer needed. For example, accounts that are expired or inactive for a certain amount of time should be purged. Retention policies should also cover archival copies and backups]. Recommendation: The Board approves the proposed deletion of patron records with fines/bills that are older than 10 years on an annual basis. Draftor(s): Jennifer Lane Person(s) Responsible for Implementation: Felicia Wilson
4|Page
RESOLUTION 2019-05.01 Deletion of Patron Records with Fines / Bills WHEREAS, it is necessary for the Nashville Public Library to maintain an up to date and accurate Integrated Library System for public and staff access, and WHEREAS, the deletion of old patron records with fines / bills will assist in maintaining an accurate Integrated Library System by allowing the removal of items that are no longer available, and WHEREAS, a deletion schedule for patron records older than 10 years with fines/bills would follow established privacy guidelines for user data recommended by ALA, and NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees adopt the Deletion of Patron Records with fines/bills schedule and that the library’s policy and procedures be revised to reflect this.
Nashville Public Library Departmental Policies ANNUAL DELETION OF OLD PATRON RECORDS WITH FINES / BILLS Policy Information
Approved Date: May 21, 2019 Effective Date: May 21, 2019 Keywords: Retention, Patron records, Patron privacy, Fines, Bills
Policy To protect user privacy and confidentiality the deletion of patron records with fines/bills older than 10 years will occur on an annual basis.
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Katy Varney moved for approval of Resolution 2019-05.01; Keith Simmons seconded the motion and it passed unanimously. VIII. Adjournment The meeting adjourned at 1:15 p.m.
Next Board Meeting— 12:00 p.m., Tuesday, June 18, 2019 Bordeaux Branch Library – Meeting Room, 4000 Clarksville Pike
Respectfully submitted by Kate Collingwood
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Statistical Summary – June 18, 2019 Nashville Public Library
Cardholders as % of Population Served
55.2% May 2019 New Cards: 2,574 Active Cardholders: 381,599
Public Computer Usage May 2019 / 2018 43,546 / 42,273 Wireless Usage May 2019 / 2018 110,997 / 83,286
Database Sessions May 2019 / 2018 13,498 / 51,813
Volunteer Services Number of Volunteers Volunteer Hours
May-19 239 1763.00
May-18 229 1926.00
% Change 2019-2018 4.37% -8.46%
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Statistical Summary – June 18, 2019 Nashville Public Library
CIRCULATION TREND FY1819
FY1718
FY1617
650,000 600,000 550,000 500,000
450,000 400,000 350,000 300,000
JU L A U G
SE P
OC T N OV DE C
JA N
FE B MA R A PR MAY JU N
CIRCULATION COMPARISON PHYSICAL VS EMEDIA Physical
Circulation Bellevue Bordeaux Donelson East Edgehill Edmondson Pike Goodlettsville Green Hills Hadley Park Equal Access Hermitage Inglewood Looby Madison Main North Old Hickory Pruitt Richland Park Southeast Thompson Lane Watkins Park eMedia Talking Library NPL Total
May-19 Circulation 44,913 6,643 10,214 7,201 3,916 42,722 19,154 53,581 2,657 347 34,098 12,473 2,597 15,253 61,891 3,351 5,310 1,720 15,768 20,772 9,978 1,512 200,057 0 576,128
eMedia
35%
35%
65%
65%
MAY-19
MAY-18
Month May-19 May-18 % of Total Circulation 7.80% 37,542 1.15% 6,133 1.77% 9,205 1.25% 6,001 0.68% 3,065 7.42% 35,441 3.32% 16,804 9.30% 46,654 0.46% 1,664 0.06% 422 5.92% 29,422 2.16% 11,390 0.45% 3,169 2.16% 38 10.74% 55,053 0.58% 2,917 0.92% 4,340 0.30% 1,583 2.74% 12,565 3.61% 19,745 1.73% 8,491 0.26% 1,237 34.72% 165,487 0.0000% 2 478,370
% Change 2019-2018 19.63% 8.32% 10.96% 20.00% 27.77% 20.54% 13.98% 14.85% 59.68% -17.77% 15.89% 9.51% -18.05% 40039.47% 12.42% 14.88% 22.35% 8.65% 25.49% 5.20% 17.51% 22.23% 20.89% -100.00% 20.44%
May-19 Year-to-Date 497,728 85,598 121,991 85,151 48,293 457,633 224,994 577,312 32,870 5,352 388,427 153,920 39,304 78,659 695,760 40,163 60,398 21,049 168,297 254,599 115,764 19,406 2,080,309 21 6,252,998
Fiscal Year-to-Date May-18 Year-to-Date 399,729 68,813 104,871 69,648 37,120 381,690 178,600 507,909 23,002 4,471 317,307 121,077 31,598 46,460 593,805 33,294 47,733 18,044 131,310 220,038 93,726 15,878 1,694,712 42 5,140,877
% Change 2019-2018 24.52% 24.39% 16.32% 22.26% 30.10% 19.90% 25.98% 13.66% 42.90% 19.70% 22.41% 27.13% 24.39% 69.30% 17.17% 20.63% 26.53% 16.65% 28.17% 15.71% 23.51% 22.22% 22.75% -50.00% 21.63%
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Statistical Summary – June 18, 2019 Nashville Public Library
LIMITLESS LIBRARIES TERMINAL ACTIVITY TREND FY1819
FY1718
20000 18000 16000 14000 12000 10000 8000 6000 4000 2000 0 JUL
AUG
SEP
OCT
NO V
DEC
JAN
FEB
MAR
AP R
MAY
JUNE
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Statistical Summary – June 18, 2019 Nashville Public Library
PROGRAM TREND FY1819
FY1718
FY1617
1600 1400 1200 1000 800 600 400 200 0
JU L A U G SE P
OC T N OV DE C
JA N
FE B MA R A PR MAY JU N E
PROGRAMS BY AGE GROUP Adult Programs
Teen Programs
Children's Programs
598
623
387
235 549
421
MAY-19
MAY-18
PROGRAMS - LIBRARY VS OUTREACH Library
Outreach
20%
21%
80%
79%
MAY-19
MAY-18
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Statistical Summary – June 18, 2019 Nashville Public Library
PROGRAM ATTENDANCE TREND FY1819
FY1718
FY1617
50000 45000 40000 35000 30000 25000 20000 15000 10000
JU L A U G SE P
OC T N OV DE C
JA N
FE B MA R A PR MAY JU N E
PROGRAM ATTENDANCE BY AGE GROUP Adult Attendance
Teen Attendance
28,802
Children's Attendance
24,040
3,306
3,764 5,024
6,882
MAY-19
MAY-18
PROGRAM ATTENDANCE - LIBRARY VS OUTREACH Library
Outreach
49%
41%
51%
59%
MAY-19
MAY-18
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Statistical Summary – June 18, 2019 Nashville Public Library
VISITS TREND FY1819
FY1718
FY1617
450000 400000 350000
300000 250000 200000 150000
JU L
Visits Bellevue Bordeaux Donelson East Edgehill Edmondson Pike Goodlettsville Green Hills Hadley Park Hermitage Inglewood Looby Madison Main North Old Hickory Pruitt Richland Park Southeast Thompson Lane Watkins Park NPL Total
AUG
SE P
May-19 Visits 20,442 7,623 10,505 15,651 3,522 23,171 9,176 19,429 3,003 16,043 14,774 3,480 18,329 38,251 4,433 3,215 4,623 10,228 16,507 13,374 3,846 259,625
OC T
N OV
May-18 Visits 24,235 10,874 12,896 14,597 4,113 26,288 9,936 25,862 3,274 21,369 17,486 4,689 0 44,644 6,031 3,313 7,324 10,203 21,070 15,877 6,068 290,149
DE C
JA N
% Change 2019-2018 -15.65% -29.90% -18.54% 7.22% -14.37% -11.86% -7.65% -24.87% -8.28% -24.92% -15.51% -25.78% N/A -14.32% -26.50% -2.96% -36.88% 0.25% -21.66% -15.76% -36.62% -10.52%
FE B
MA R
May-19 Circ / Visit 2.20 0.87 0.97 0.46 1.11 1.84 2.09 2.76 0.88 2.13 0.84 0.75 0.83 1.63 0.76 1.65 0.37 1.54 1.26 0.75 0.39 1.45
A PR
May-18 Circ / Visit 1.55 0.56 0.71 0.41 0.75 1.35 1.69 1.80 0.51 1.38 0.65 0.68 N/A 1.24 0.48 1.31 0.22 1.23 0.94 0.53 0.20 1.08
MAY
JU N
% Change 2019-2018 41.83% 54.51% 36.22% 11.92% 49.20% 36.76% 23.43% 52.87% 74.09% 54.37% 29.61% 10.42% N/A 30.94% 56.29% 26.08% 72.14% 25.18% 34.28% 39.51% 92.85% 34.33%
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Financial Overview – June 18, 2019 Nashville Public Library Metro Government of Nashville Monthly Budget Accountability Report As of May 2019 10101 Public Library GSD-General - Operating PY% PY Budget PY Actuals Prior YTD Thru Thru Thru Prior Year Budget Current Mo. Current Mo. Current Mo. Variance
YTD % Actuals CY Budget YTD Thru Thru Current Mo. Thru Current Mo. Current Mo. Variance Actuals Current Mo.
Current Annual Budget
Variance Explanation
EXPENSES: Salaries:
1,444,467
11,512,177
35,300
32,358
13,254
86,962
2,014,012
174.7% -861,487 1,257,300
1,152,525
271,843
2,272,859
14,511,016
13,433,740
92.6% 1,077,276 15,913,200
14,587,100
1,729,564
13,871,998
95.1%
5,638,100
5,168,258
5,242,349
101.4%
-74,091 5,687,800
5,213,817
705,843
5,431,703
104.2%
1,643,100 3,044,000
1,506,175 2,790,333
1,315,138 2,974,103
87.3% 191,037 1,643,100 106.6% -183,770 3,328,200
1,506,175 3,050,850
141,383 346,268
1,536,056 3,042,929
102.0% 99.7%
11,344,140
35,300
32,358
75,588
1,257,300
1,152,525
15,830,200
Fringes Other Expenses: Utilities Professional & Purchased Services
Overtime
All Other Salary Codes
Total Salaries
Travel, Tuition & Dues Communications
Repairs & Maintenance Services Internal Service Fees All Other Expenses
TOTAL EXPENSES PROGRAM REVENUE: Charges, Commissions & Fees Other Governments & Agencies Federal Direct Fed Through State Pass-Through Fed Through Other Pass-Through State Direct Other Government & Agencies Subtotal Other Governments & Agencies Other Program Revenue TOTAL PROGRAM REVENUE NON-PROGRAM REVENUE: Property Taxes Local Option Sales Tax Other Tax, Licences & Permits Fines, Forfeits & Penalties Compensation from Property Miscellaneous Revenue TOTAL NON-PROGRAM REVENUE Transfers From Other Funds & Units TOTAL REVENUE AND TRANSFERS SUMMARY OF POSITIONS: Total Authorized Positions - Oper Fd Total Filled Positions Total Vacant Positions
85.9% 1,890,040
85.1% 1,981,993 14,620,600 13,402,217
14,537,600 13,326,133
Regular Pay
122,432 637,604
233.6%
-43,230
268.7%
-54,604
197.2% -1,120,334
715,102
Fringe is at 104.2% thru MAY due to higher overall fringe costs. LIB does not -217,886 have much control over fringe costs.
-29,881 7,921 Travel is currently over budget for the year. Monthly parking passes for Main employees are the biggest expense and we anticipate being over at the end of the FY -80,421 in this line item. -115,346 LIB is at 135.8% of budget thru MAY. W/O 4% funds for major repairs we are experiencing above avg repair costs. LIB -161,809 will monitor closely. 0 Internal Service Fees have been posted. -914,333 Library is over budget (102.8%) for this month FY19 YTD. NPL will monitor ALL expenditures closely as the fiscal year progresses to ensure we are on budget by year end as well as providing requested -796,653 savings if possible.
67,300 593,400
61,692 543,950
11,580 46,776
142,113 659,296
230.4% 121.2%
493,100 41,151 90.9% 11 1,915,900 100.0% 112.7% -215,604 1,216,100
452,008 1,756,242 1,114,758
26,206 159,658 303,887
613,817 1,756,242 2,029,091
135.8% 100.0% 182.0%
725,524 30,858,100
28,286,592
3,471,165
29,083,245
102.8%
3,140
182,200
167,017
18,040
152,877
91.5%
14,140
0 0 0 0 0 0 0 3,140
0 0 0 0 0 0 0 182,200
0 0 0 0 0 0 0 167,017
0 0 0 0 0 0 0 18,040
0 0 0 0 0 0 0 152,877
0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 91.5%
0 0 0 0 0 0 0 14,140
0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0%
0 0 0 0 0 -1,245 -1,245
0 0 0 0 0 0 0
0 0 0 0 0 0 0
0 0 0 0 0 0 0
0 0 0 0 0 0 0
0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0%
0 0 0 0 0 0 0
0.0% 98.9%
0 1,895
0 182,200
0 167,017
0 18,040
0 152,877
0.0% 91.5%
0 14,140
115.9% 117.2%
115,200 593,400
105,600 543,950
493,100 1,830,600 1,853,000
452,008 1,678,050 1,698,583
410,857 1,678,039 1,914,187
31,040,700
28,453,973
27,728,449
97.5%
189,200
173,433
170,293
98.2%
0 0 0 0 0 0 0 189,200
0 0 0 0 0 0 0 173,433
0 0 0 0 0 0 0 170,293
0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 98.2%
0 0 0 0 0 0 0
0 0 0 0 0 0 0
0 0 0 0 0 1,245 1,245
0 189,200
0 173,433
0 171,538
-16,832 -93,654
LIB is at 85.9% thru MAY. Vacancies are being held per a Metro wide hiring freeze. NPL is filling critical positions when allowed. However, NPL will keep an eye on expenditures. LIB is over budget at 268.7% thru MAY. With staffing levels, OT is necessary at times to fulfill NPL needs especially with Maintenance and Security issues. LIB is 197.2% thru MAY. This is not unusual for this time of year after holiday vacations. NPL will keep an eye on this category and make budget adjustments in FY19 to cover more of these cost in the next fiscal year. LIB is at 95.1% of total budgeted salaries thru MAY. With only critical vacancies being filled, OT and vacation leave, currently NPL is on budget. However, NPL will monitor expenditures closely throughout the FY.
397 371 26
SUMMARY OF VARIANCE:
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Personnel Summary – June 18, 2019 Nashville Public Library
New Hires & Resignations May 2019 New Hires Name
Classification
Sydney-Brewington, Cidnie Smyth, April Bush, Elizabeth Allen, Amaya Clark, Kimberly Wagner, Leanna Hammons, Thomas Lee, Debra
Circ. Asst 1 Library Associate 1 Library Page Library Page Custodian Library Associate 1 IS App Tech 1 Library Page
Hire Date 5/6/2019 5/6/2019 5/6/2019 5/6/2019 5/20/2019 5/20/2019 5/20/2019 5/20/2019
Location Southeast Child-Main Edmondson Pk Child-Main Custodian-Main Child-Main Computer Srvs(Dpt. trans) Goodlettsville
May 2019 Resignations Name
Classification
Perry, Anna Pearson, Alma Johnson, Jamie
Library Associate 1 Library Associate 1 App Tech 3
Resignation Date 5/3/2019 5/24/2019 5/30/2019
Location Southeast Looby Main- Finance
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Personnel Summary – June 18, 2019 Nashville Public Library NPL Vacancies as of 05/31/2019 = Approved to fill by OMB = Requesting permission to fill from OMB = Vacancies that have not yet been requested to fill
Division / Branch
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26
OP & MAIN-MN CIRC ED PIKE GOOD GRN HILLS RICH PK RICH PK OP & MAIN-BR TECH SVCS ARCHIVES ED PIKE GRN HILLS CHILD SE REF REF REF DONELS INGLE MADISON MADISON MAIN ADMIN PUBLIC REL PUBLIC REL SECURITY SECURITY
Title
BLDG MAINT SUPT - Main CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CUSTODIAN - Branch INFO SYSTEMS APP TECH 1 LIBRARIAN 1 LIBRARIAN 1 LIBRARIAN 2 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY MGR 2 LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE OFFICE SUPPORT REP 2 OFFICE SUPPORT SPEC 2 PUBLIC INFORMATION REP PUBLIC INFORMATION REP SECURITY GUARD SECURITY GUARD
Grade
TS13 ST04 ST04 ST04 ST04 ST04 ST04 TG05 OR01 ST09 ST09 ST10 ST06 ST06 OR06 ST02 ST02 ST02 ST02 ST02 ST05 ST08 ST10 ST10 ST06 ST06
Name
FPS
FTE
Date Vacant
VACANT (B PRUITT) - upgrd VACANT (H KLEIN) VACANT (A MUHSIN) VACANT (S WALLACE) VACANT (J MCFARLAND JR) VACANT (HAMILTON, SABRINA) VACANT (S WILLIAMS) VACANT (C CARTER) VACANT (D SLOAN) VACANT (L GARLAND) VACANT (J QUEEN) VACANT (C L'EPLATTENIER) VACANT (K HOWELL) VACANT (A PERRY) VANCANT (E FISHER) VACANT (A MABAYOJE) VACANT (D RHODES) VACANT (JOHNSON, KELSEY H) VACANT (R O'DENEAL) VACANT (M BOTROS) VACANT (M KELLY) VACANT (J ROBERTS) VACANT (C CONKLIN) - pos dwngrded to PIR VACANT (K KIRKPATRICK) - upgrded to PIR VACANT (R FREUDENTHAL) VACANT (R LILLARD)
F F P F F F F F F F F F F F F P P P P P P F F F F F
1.00 1.00 0.49 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 0.49 0.49 0.49 0.49 0.49 0.49 1.00 1.00 1.00 1.00 1.00
7/6/18 4/22/19 8/15/18 5/3/18 4/9/18 8/24/18 6/7/18 3/22/19 2/28/18 3/22/19 8/10/18 12/17/18 5/3/19 3/1/19 3/1/19 7/6/18 8/19/18 5/12/17 10/20/18 10/8/18 12/31/18 2/2/18 2/27/18 12/28/18 4/8/19
NOTE 1: Metro has instituted a hard hiring freeze as of 1/31/2018. Any position that may become vacant after that date will have to go through the hiring freeze process and will be considered on a case by case basis and if urgency and critical to department operations. We have been notified this hard hiring freeze will continue into FY19. NOTE 2: As part of the new R12 combined Finance/HR/Procurement system migration, all departments had to ensure there were enough payroll dollars to cover any positions uploaded. NPL did not have suffient payroll funding to cover all of our positions. Administration submitted 12 positions to be deleted in order to meet payroll budget. NPL was notified in May the number of currently approved positions had been reduced by the 12 positions previously submitted for R12.
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Brief Area Updates – June 18, 2019 Nashville Public Library ADMINISTRATIVE SERVICES REPORT Safety/Security: May 2019 7 after hour events were covered by security this month. Mark Crowder held 1 Safety and Security Class for the East Branch Library. Completed C.P.R. / A.E.D. classes for employees at Bellevue / Bordeaux / Edmondson Pike / Goodlettsville. All Security staff were also recertified at this time. 2 branch locations remaining for this year’s inspection are Green Hills and Edmondson Pike which will be completed on May 2 and May 3. Working to correct issues found during the annual fire and life safety inspection this year. The main issue was the emergency paging system at EP was not sounding loud enough during this year’s inspection. Simplex will be replacing the voice paging system for the fire alarm in July. Listed below are the total number of incident reports for the month of May and the amount for each category. Total 50 is up from 44 in April, including: Ambulance Alarm Arrest Medical Fire Alarm Illness / Accident
3 2 2 2 0 3
Assault 0 Suspicious Activity 1 Theft (2 cell phones) 2 Damage to Library Property (Liberty Party rental truck hit roll up door at Main Loading Dock)
Number of suspensions by conduct violation numbers: #1 — 0 #15 — 4 #3 — 0 #16 — 2 #5 — 9 #17 — 16 #6 — 0 #18 — 0 #8 —11 #19 – 8 #10 — 2 #20 – 1 #11 — 0 #21 – 0 #13 — 0 #22 – 2 #14 — 3 #23 - 1
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Suspensions for May: # of patrons 1 4 7 1 8 0 15
# of days suspended 0 5 30 60 90 120 365
Delivery: May 2019 Main: We received 515 incoming UPS packages and sent 48 packages out UPS GROUND There were 86 overnight packages received from FedEx, DHL, etc. We received 117 inserts of mail from the United States Post Office and we sent 76 inserts of mail to Metro Mail for postage. There were 75 special deliveries from RJ Young, Supply Room, Firefly, Amazon, etc. Branches: For the month of May we moved 6,412 hold bins (205,184 items); 5,638 non-hold bins (180,416 items); 1,806 Circulation bins (57,792 items). This gives us a grand total of 13,856 bins moved, a total item count of 443,392 with an average of 630 bins and 20,154 items moved per day. 0 skids were sent to Pratt industries for book recycling. 8 skids were sent to BWB Daily complete Percentages: Holds 22 of 22 days for 100% Facilities Maintenance: May 2019 Projects: Pruitt, Richland Park, Hadley Park, Bordeaux, Looby and Goodlettsville had carpets cleaned. Replaced motor in AC unit at Bordeaux. Special cleaning and grounds maintenance for the East 100 year celebration. Special cleaning for Pruitt for Mayor’s visit. Removed and blanked off an outlet at the entrance of Madison. Help prepare and set up for the Donelson ground breaking. Irrigation started up at Main. Ran new outlet for computer usage at Hadley Park. Repaired 2 17 | P a g e
heads for Goodlettsville’s irrigation system. Repaired 5 broken irrigation lines at Main courtyard. Replaced fountain lights in the courtyard with new LED lights. Cut 3 trees down that were diseased at Edmondson Pike. Cut 1 diseased tree down at East. Pressure washed the façade at Green Hills. Helped do phase one deck replacement at Main.
BRANCH SERVICES REPORT East Branch 100 Year Celebration: On May 8, we held a Centennial Celebration at the East Branch Library. This branch is one of two NPL Carnegie Libraries. Mayor David Briley and Councilmen Brett Withers provided remarks. East Branch manager, Sara Morse, and East Branch patrons, Allison Gower and Louis Johnson, spoke about what the library means to them. A historical perspective was provided by Tim Walker from the Nashville Historical Commission. The East High Marching Band’s (the Thrill of the ‘Ville) musical contribution was one of the highlights of the event. Refreshments were donated by Five Daughters Donuts, Nashville Sweets, and Bongo Java. Donelson Groundbreaking: On May 13, we gathered to celebrate the groundbreaking of the new Donelson Branch. Approximately 160 people attended this event. Mayor David Briley, Councilmen Jeff Syracuse, and Library Director Kent Oliver provided remarks. Donelson Branch patrons, Elijah Byrd and Diana Bradford, spoke about what the library means to them. Hermitage Special Events: The Friends of the Hermitage Library held their semi-annual book sale this month. They raised $2,470.00 in 3 days. Deloitte Impact Day: Plans are almost complete for the annual Deloitte Impact Day of volunteerism on June 7th. Deloitte staffers will be helping better organize the Friends’ book sale storage area, will run a pop-up book sale for the Friends, conduct a crafting event for kids and their families, and weed/mulch/trim the front landscaping and demonstration garden areas Green Hills Special Event: The Nashville Public Library Foundation hosted a Big Payback Party at Green Hills on May 2 to promote the Community Foundation of Middle Tennessee’s annual nonprofit fundraising day. A tent was set up outside near the library’s front entrance for patrons to stop by on their way inside. Amy Renigar and the Foundation provided food and giveaways. Kids made buttons, colored bookmarks, and crawled inside a big cardboard rocket ship to promote the Summer Reading Challenge. Several patrons made donations to the Foundation.
COLLECTIONS AND TECHNOLOGY SERVICES REPORT Collections & Technology Services Met with Technology and ITS staff to discuss migration to Windows 10. Held meetings with Web Services and vendors to discuss migration to Drupal 8. 18 | P a g e
Completed review of 156 program proposals for PLA 2020. Working on completing Employee Performance Evaluations. As Chair of the LLAMA Management & Leadership COP held monthly meetings to discuss sub-committee assignments and on-going projects, including the continuation of our monthly webinars. Held biweekly group meetings with staff to discuss ongoing projects. Held biweekly meetings with individual staff to discuss ongoing projects.
Web Services Completed procedures for NPL domain name use. Continued work on updating the technical architecture document for NPL’s Drupal 7 site in preparation for the move to Drupal 8. Added an NPL Header to LibCal and LibAnswers Pages. Created a building projects page where MarComm could post information regarding the Richland Park community survey results. Fixed catalog widgets on the collection topic pages. Posted Salon events to Bedework and Eventbrite. Shared Systems Visited Vanderbilt University, along with staff in Archives and Special Collections, for an overview of Islandora, an open source software designed to help institutions and organizations manage digital materials. Continued work on a Privacy Policy for NPL. Bryan Jones gave a webinar for TLA called “Privacy is Dead. Can I Have Your Password?” and held privacy workshops at North, Donelson and Richland Park branch libraries. Planning a SQL class for NPL staff that is scheduled to start in June. Focused on completing end of year reports, inventories and tickets for MNPS. Attended a Limitless Libraries sponsored focus group of school librarians. Worked on implementing ESL improvements in the online catalog (Pika). Working on ConnectED Sync. Working on the Paperless Registration module. With the approval of the deletion schedule, working on cleaning up Patron data. Working on basic coding (Javascript and Python). Released the newest edition of the Shared Systems newsletter to NPL staff. Materials Management/Collection Development Materials Management staff continued to closely monitor budget expenditures. Completed a report on Richland Park and Donelson collection size, shelving and Opening Day Collection requirements. Renegotiated several vendor contracts at a cost savings of over $15,000.
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Completed selection in 1.5 weeks of eBooks and eAudiobooks using the $100,000 State funded supplement. Held monthly meetings with the Materials Management Committee. This past year the committee conducted a review of ESL materials and also evaluated five new products for addition to the collection.
Technology We are pleased to announce that Thomas Hammons has joined our staff and is our new IS Applications Tech 1. Technology has been busy training new staff and responding to tickets at Main and the branches. Met with ITS staff to discuss migration to Windows 10. Rebuilt Bordeaux camera server. Worked with vendor to upgrade bays to accept the new Laptop Anytime model at no additional cost. Work is continuing on the creation of an Online Supply Order form. The newest release of DeepFreeze has been rolled out to public computers.
COMMUNITY ENGAGEMENT AND EDUCATION REPORT Wishing Chair Performed our adaptation of Shakespeare’s “The Tempest”, featuring the Tichenor marionettes. Had a visit by the Frisch Marionettes in Cincinnati with their incredible and beautiful version of “The Jungle Book”. This event brought in so many people we had to turn many away. Work continues on updates for “String City” and Ketch Secour’s “Lorraine.” Puppet Truck o In our 8th consecutive month of increased audience and performances offered compared to 2018. o Both Puppet Trucks conducted 66 programs with an audience count of 6,590. o Presented “The World of Mother Goose” at the East Branch 100 year Anniversary Celebration. o Completed 8 runs of “Gulliver’s Travels” at local middle schools and public events. Feedback and images will be provided following the final performances in June. o Partnered with the Bellevue Branch to present “The Little Rabbit Who Wanted Red Wings” at the 46th Annual Bellevue Community Picnic.
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Bringing Books to Life • Conducted 37 programs (story times, parent workshops, & teacher trainings) with 729 in attendance. • School Library Journal ran a feature article on BBTL’s outreach to incarcerated teen fathers at Woodland Hills. The program worked with fathers to share the importance of literacy for their children while allowing them to record a book for their child. https://www.slj.com/?detailStory=nashville-public-library-runs-early-literacy-programfor-incarcerated-teen-fathers Adult Literacy • Served 210 people in 15 programs. • The Collective Impact group celebrated its 1 year anniversary of working together (see photo). • The Collective Impact group was featured on a panel at CNM and interviewed for a Salute to Excellence award. • Collective Impact leaders provided CI trainings for the YWCA’s leadership team, and the TN Department of Labor and Workforce Development, Adult Education Division. • Stephanie Rodriguez (from Limitless Libraries) and Casey provided training for MNPS EL office staff. • Megan attended the national conference on Collective Impact in Chicago. Studio NPL Zach brought mobile lab programming to McMurray middle school family STEAM night, serving almost 100 people. Monica’s “Proud to Be Me” program with a group of girls at LEAD completed the 4 year program (freshman–senior) Photography students designed, staged, and took all of the photos used in our Summer Camp fliers. NAZA Finalized the selection of the Coordinating Agency/Implementing Partner (YMCA) for next 5 years. o Shared summary report on NAZA stats for the year with our Leadership Board. o 1,841 youth benefited directly from NAZA-funded programs. 89% reported gaining social and emotional competencies after attending NAZAfunded programs. 21 | P a g e
o o o o
91% reported increased motivation and interest in learning as a result of afterschool programs. 92% reported developing positive identity. 93% reported developing positive values. 6,490 youth benefited indirectly as a result of NAZA training and capacity building for youth workers. 640 youth workers representing 59 organizations participated in NAZA sponsored/coordinated trainings. 98% reported learning new skills or strategies or strengthening existing. 70.8% reported knowledge increase.
Be Well at NPL Attended the 18th Annual Health Literacy Conference in Costa Mesa, CA. Participated in MNPS Wellness Week and conducted a glitter calming jar activity with the 3rd graders at Amqui Elementary. Received confirmation of continued program funding from NIH/NLM All of Us Research Program through April 2020. Participated in Matthew Walker Health Center’s annual senior health with NPL digital literacy. On boarded 2 Meharry public health graduate students to do survey analysis, community needs assessment, and mental health program planning and implementation from May– September 2019. Digital Inclusion • 6 total programs with 167 total attendance. 5 partners served. • Developing a partnership with Be Well @ NPL for Digital Health Literacy. • Held Digital Literacy classes at McGruder Family Resource Center. • Completed an 8 class series on iPad at 50Forward Donelson and Madison locations. • Had a booth at the Senior Expo. • Currently researching Digital Health Literacy topics and resources. Limitless Libraries Our total circulation for the 2018–2019 school year was 130,862 items. Overall circulation was up 18.5% and the use of Educator Cards increased 32% from the previous school year. On May 16 we hosted the Middle School Battle of the Books competition. Isaac Litton Middle School is the 2019 champion, winning bragging rights, a limo ride back to school, and an ice cream party!
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Production Services Surpassed target goal of 100 completed Podcast recordings by end of FY1819. 5 podcast episodes were completed which makes for a combined total of 114 episodes which include: o “Family Folktales” from Children’s: 61 episodes o “Back in the Day” from Archives: 10 episodes o “Just Listen” from Popular Materials: 39 episodes o “Legends of Film” from Popular Materials: 4 episodes 2 significant equipment installation projects are currently underway in the auditorium and Production Studios at Main.
MAIN REPORT
The Special Collections, in partnership with Metro Arts and Actors Bridge Ensemble, hosted “How to Catch a Flying Woman” to an at-capacity crowd. The event instigated reflection on how a flying woman needs her beloved community to provide places for safety and restoration.
Summer Challenge is off to a great start. We kicked off the challenge with children’s magic shows and a teen party.
The Civil Rights room provided programming for over 500 students in 4 days. Hundreds of students from Meigs Magnet School and Croft School created 6 word Race Card poems.
The Frisch Marionettes presented the Jungle Book on May 31st and June 1st. Over 1000 patrons visiting the Children’s Department both mornings. Because we were only able to accommodate 600 people for the shows, staff offered impromptu story times for people who were unable to make it to the shows.
Staff have been relocating and consolidating collections in preparation for the Votes for Women space.
Space is being prepared for a new collection of books about puppetry arts.
Equal Access provides captioning for the Salon@615 programs. This last month, as regularly occurs after many of the captioned program, a deaf woman in attendance let us know how much she appreciated being able to understand what was being said during the entire program. People rarely request accommodations in advance, but are so grateful when accessibility is provided.
The Teen Center sent off their graduating seniors in style with a celebration. The seniors were also interviewed about their experiences over the years in the Teen Center. 23 | P a g e
The 2nd floor gallery is being prepared for an upcoming exhibit of Gary Layda’s photography. Gary served as the official Metro photographer for nearly 30 years.
MARKETING AND COMMUNICATIONS REPORT Votes for Women Nearly 200 people have taken NPL’s book-to-ballot pledge to read The Woman’s Hour by Elaine Weiss; register to vote and vote in the August 1 major local election; and join Weiss for her free book talk, August 18 at the Main Library. Have YOU taken the pledge? library.nashville.org/votesforwomen Results: Web = 1,450 views Email marketing = 957 opens; 117 click throughs to web Socials = 5,371 engagements Earned media = News 5 story Nashville Preds Join Summer Challenge One of Nashville’s – and the nation’s – most popular franchises is supporting NPL’s Summer Challenge 2019 with a co-marketing campaign featuring Gnash, the team mascot, and Smash, the team dog, at NPL. Results: Email marketing = 2,346 opens; 309 click throughs to web Socials = 7,601 engagements Celebrating Our Future in the Donelson Community Mayor Briley joined Metro Councilmember Jeff Syracuse to celebrate construction and community in the Donelson area. Results: Socials = 9,829 engagements Web = 243 views Earned media = News 2, 5 stories East Branch Library Turns 100 Mayor Briley and Metro Councilmember Bret Withers joined NPL to wish our East branch a happy 100th birthday. Results: Web = 212 views Socials = 9,655 engagements Earned media = WPLN story
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New Business – June 21, 2019 Nashville Public Library
Nashville Public Library Board June 18, 2019 Resolution Title: Facilities Master Plan 2015 – 2040 Updated April 2019 History/Background/Discussion: In order to meet the future service and facility needs of Nashville the library prepared a master facilities plan addressing library capital renovation and new construction. The plan is based upon data from the Nashville Next planning process, census data, and community input and library service patterns. It is detailed in outlining a progressive approach to capital infrastructure needs through 2040. This document serves as a guide for future Metro capital and operational budget requests. It is viewed as a flexible, living document which will require adjustments to take advantage of opportunities and meet challenges as the library and Davidson County grow. Assistant Director for Administrative Services, Susan Drye, worked on the revisions. The updated plan was brought to the Board in draft form in May, 2019 for discussion. Following the Board’s endorsement and approval, Nashville Public Library will update our website with the updated plan. The plan will still be scheduled for a formal internal review with the Board every 3-4 years. Any changes to the plan will be incorporated into the budget process.
Recommendation: That the Board endorse and approve the updated plan. Draftor(s): Susan Drye Person(s) Responsible for Implementation: Kent Oliver, Susan Drye, Terri Luke
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RESOLUTION 2019-06.01 Facilities Master Plan 2015 – 2040 Updated April 2019 WHEREAS, The Nashville Public Library seeks to provide the highest quality library service within well maintained and modern buildings, and WHEREAS, A planned, comprehensive approach to the public library building needs of Nashvillians as the city continues to grow will ensure service quality and the efficient use of financial resources, and WHEREAS, such an approach is required in order to protect the public investment in existing library buildings and facilities, and WHEREAS, NPL staff and the Board seek to take a responsible and proactive approach to the construction of new library facilities in the future within the Metropolitan Government of Nashville and Davidson County’s budget process; NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees that the Board endorses and approves the Updated Master Facilities Plan and will review and update it every three to four years as needed.
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New Business – June 21, 2019 Nashville Public Library Nashville Public Library Board June 18, 2019 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. Before the Metro Council is a proposal for a 3% across the board increase for all Metro employees effective July 1, 2019. Additionally, also before the Metro Council is a proposal for an additional 2% pay increase for all open range employees (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 2% pay increase unless authorized by the Library Board. Additionally, Metro does not allocate any funding for any pay increase the Library Director may receive from the Library Board.
Recommendation: The Library Director receives up to an additional 2% increase, if funding is available, along with all other open range employees effective July 1, 2019. Draftor(s): Susan Drye, Associate Director for Administrative Services Person(s) Responsible for Implementation: Susan Drye
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RESOLUTION 2019-06-02 Up to an additional 2% Pay Increase for Library Director Kent Oliver WHEREAS, the library wishes to compensate the Library Director the same additional 2% increase given to all other open range employees effective July 1, 2019 if funding is available, 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 an additional pay increase of up to 2% for Library Director Kent Oliver is approved effective July 1, 2019 if funding for the increase is available.
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