June 2020 NPL Board Packet by Nashville Public Library

NASHVILLE PUBLIC LIBRARY Board of Trustees Meeting June 16, 2020

Nashville Public Library Board of Trustees Agenda June 16, 2020 WebEx – 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.

Motion to Approve Conducting Meeting by Electronic Means and Suspending Rules a. I move that the items on the meeting agenda constitute essential business of this Board, meeting electronically is necessary to protect the health, safety, and welfare of Tennesseans considering the COVID-19 outbreak, and any rule that conflicts with Governor’s Executive Order 16 permitting electronic meetings be suspended.

IV.

Public Comment

V. VI. VII. VIII. IX.

Board Chair Comments, Keith Simmons, Chair Approval of Minutes: May 19, 2020…………………………………………….…pgs. 1 – 7 Introduction of Kate Ezell, new NPL Board Member, Keith Simmons Board Re-election of Vice Chair Library Director Report, Kent Oliver a. Curbside Service Update b. Budget Update

Adjournment

Next Board of Trustees Meeting July 21, 2020 Location: TBD

Nashville Public Library Board of Trustees Minutes May 19, 2020 12:00 noon Members Present:

Keith Simmons, Lucy Haynes, Joyce Searcy, Katy Varney, Adriana Bialostozky, Charvis Rand

Members Absent:

Robert Oermann

Library Staff:

Kent Oliver, Bernadette Hugan, Terri Luke, Lee Boulie, Corey Frederick

Also Present:

Derrick Smith, Assistant Metropolitan Attorney at Metropolitan Government of Nashville and Davidson County, Kevin Lyons, Board Meeting Support from Metro ITS, Danielle Vaughan, Metro ITS

I. II.

III.

IV.

Call to Order / Roll Call a. Keith Simmons called the meeting to order at 12:09 PM. Metro Ordinance required to be announced at all Board Meetings 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.” Motion to Approve Conducting Meeting by Electronic Means and Suspending Rules a. I move that the items on the meeting agenda constitute essential business of this Board, meeting electronically is necessary to protect the health, safety, and welfare of Tennesseans considering the COVID-19 outbreak, and any rule that conflicts with Governor’s Executive Order 16 permitting electronic meetings be suspended. b. Lucy Haynes moved to approve conducting the meeting by electronic means and suspending rules; the motion was seconded by Joyce Searcy and passed unanimously. Approval of Minutes: April 21, 2020 Katy Varney moved for approval of the minutes from the April meeting; the motion was seconded by Charvis Rand and passed unanimously. Library Director Report – Kent Oliver, Library Director a. General Report i. Kent Oliver explained that the Library Board packet included information about adjusted data points used during the library’s closure. He called the board’s 1|Page

attention to wireless data usage statistics, and these figures indicate the amount of people that are using the NPL network from outside library locations. Mr. Oliver noted that this is a trend that has been seen nationally; NPL will continue to track this data and may consider promoting it in the future. Currently, NPL is considering purchasing WiFi signal boosters. He stated that a stronger signal at the Bellevue Branch might explain the higher numbers of network users at that location. An issue to consider when promoting this service is that of how long to leave signal boosters on throughout the day. Other data within the packet describes virtual programming, and Mr. Oliver praised the success of this programming. ii. Mr. Simmons commented that a friend of his had expressed how eAudiobooks, through Libby, have made this period of quarantine easier. iii. Mr. Oliver highlighted the circulation numbers to show how NPL continues to lend materials through this period. He stated that division reports within the board packet provide greater detail on how each division has adjusted their services. iv. Mr. Oliver explained that a pipe at the Edmondson Pike location had come loose between Thursday, May 14, and Monday, May 19. A part of the building flooded; Susan Drye and her staff have begun clean up. They are currently assessing the damage caused by the leak. Mr. Oliver noted that maintenance staff has continued to check facilities throughout the closure. v. Mr. Oliver explained that NPL has applied for different funding at the state and local levels through the CARES Act. He noted that NPL is pursuing all avenues to help purchase equipment as well as online materials in addition to applying for community partnership grants. He stated that Metro has been very helpful throughout the process. b. Metro Budget Update i. Mr. Oliver described the Mayorâ&#x20AC;&#x2122;s budget and how reductions in the budget will affect community partnership funds. However, NPL will use funding from the CARES Act to supplement these Metro funding shortages. NPL currently has 17 less positions than it did two years ago, but there are around 45 currently vacant positions. Requests to fill 17 positions and to restructure NAZA to add additional staff are currently on hold due to budget discussions. Given the debate over property tax increases, Mr. Oliver acknowledged the possibility of additional budget reductions. c. Votes for Women Update i. Mr. Oliver stated that work on the Votes for Women room has continued during the libraryâ&#x20AC;&#x2122;s closure, and the room itself is nearing completion. Vendors have now installed electronic equipment and the tabletop. Jason Baxter, project manager, is now handling the coordination with vendors. The marketing committee is working to promote the room, and the library is looking to open the room in August. 2|Page

VI.

ii. Ms. Varney added that there are plans for a virtual grand opening of the room, since they are unsure of how many people should attend the event in-person. iii. Mr. Oliver emphasized that those involved in the project have been working to determine the content that will be displayed on walls and touchscreens in the room. iv. Ms. Searcy noted that she has been in touch with Andrea Fanta on how to promote the room in connection with MNPS and the 2020 Presidential Debate that will take place at Belmont University. Staff Report a. NPL Universe, Andrea Fanta i. Andrea Fanta thanked the board for the opportunity to speak about NPL Universe. With NPL closed, MNPS shutdown, and the Mayor’s Safer at Home order in affect, NPL developed a plan to push services to customers in quarantine. There was an estimated 86,000 students in need, in addition to parents and teachers with the need for materials to teach children. Marketing and Communications worked with staff across all NPL departments to fill this need. Additionally, NPL’s Education and Literacy Department approached Andrea’s department about launching Summer Reading Challenge early, and the group collaborated with MNPS to do this. NPL’s virtual programming began modestly with only a few programs, but it has now expanded with the help of over 80 content creators, who are developing content for three different channels. NPL has shared over 7000 eresources, has had around 44,000 virtual program views over a one-month period, and has seen a 71% increase in youth reading since the closure. ii. Ms. Varney and Charvis Rand praised NPL’s efforts in developing NPL Universe. iii. Mr. Simmons asked about comparing the data to other sets of data. iv. Ms. Fanta noted that due to this unprecedented situation, the data should not be compared to in-person programming data. She emphasized the need to maintain virtual programming along with traditional programming once all services are restored. v. Mr. Simmons asked about the data that showed an increase in youth reading. vi. Ms. Fanta stated that this data was taken from customers who were classified as youth following the library’s March closure. vii. Mr. Simmons praised the efforts and how the library has been a resource to children during school closures. viii. Ms. Fanta remarked how this crisis has exhibited the relationship between NPL and MNPS, which has been cultivated by Elyse Adler and her team. She emphasized the need to build relationships like this before crises occur. ix. Mr. Oliver noted that the Education and Literacy division has worked with MNPS to provide devices and textbooks to students during the pandemic. x. Ms. Searcy commented on how difficult it has been for MNPS to get information to all students. 3|Page

VII.

xi. Ms. Fanta stated that the Education and Literacy team collaborated with MNPS to deliver materials to students and that this service was used to distribute Summer Reading Challenge materials. xii. Ms. Searcy commended NPL and Mr. Oliver for the work that was done to create the “A Nashville Public Library Snapshot for Policymakers” document. xiii. Mr. Oliver noted the portion of the Metro budget process that included completing forms about essential services, and NPL created the snapshot document as a supplement to those forms. Old Business a. Draft Reopening Plan, Kent Oliver i. The plan included in the board packet is about 96% of what the final plan will be. The key to this plan is that it is a phased reopening beginning with curbside service in Phase 1 and ending with business as we knew it in Phase 4. There are safety concerns for both staff and customers in the forms of social distancing practices and how the virus affixes itself to materials. There is no definitive answer on how long the virus lasts on materials; libraries across the nation have adopted material quarantines lasting from three to five days. In regards to curbside service, customers will place holds normally and staff will safely deliver items to their vehicle whenever holds are ready. The rest of the reopening draft includes information on staffing functions and how the library will continue to operate. This plan is a broad swipe of what the library is proposing, and several subdocuments will accompany this plan to explain functions in more detail. Phase 2 of the plan includes distancing seating as well as making computers available to customers. Metro has recently released two policies: all staff must wear masks and all people entering Metro buildings must wear masks. Mr. Oliver emphasized the difficulty of obtaining PPE and understanding staffing during the reopening process. The obstacle of obtaining PPE could potentially delay the library’s reopening. He highlighted the need for PPE due to having so much exposure to the public. For Phases 1 and 2, only the Main Library and regional branches will be open. He commented on the difficulty to social distance in smaller branch locations. He praised Terri Luke, Jena Schmid, and Ms. Drye for their efforts in creating this plan. Ms. Drye and Mark Crowder will be key in developing and maintaining a healthy work environment. ii. Ms. Searcy asked about customers who do not have masks entering the building. iii. Mr. Oliver stated that NPL should have masks for customers who do not have their own, but he noted difficulties when customers still choose not to wear masks. He alluded to the policy that has been issued by the Mayor’s Office, noting that it will be interesting to see how the policy is enforced. He remarked that the Parks Department would encounter similar situations when it begins to reopen facilities. He stated that some health issues related to wearing masks – i.e. anxiety, difficulties breathing, and other issues - must be understood. 4|Page

iv. Adriana Bialostozky asked about limiting the number of family members allowed into a facility. She stated that Vanderbilt allows only a parent and a child in the hospital. v. Mr. Oliver stated that NPL would consider this. The reopening plan is based on literature that is both library and non-library related. There is information included in the plan about how old an individual must be before they are required to wear a mask. vi. Mr. Simmons asked about the hold pickup process for curbside delivery. vii. Mr. Oliver explained that library staff will call customers to let them know their materials are ready, and customers will have to present identification to receive materials. viii. Mr. Simmons emphasized the need to make sure calling NPL is easy to do. ix. Mr. Rand suggested having a number to call curbside service personnel directly. x. Mr. Simmons explained his concern for security personnel. xi. Ms. Searcy noted that some people may come to NPL only to get a mask. xii. Mr. Oliver stated that the key to making the mask policy work would be to get people masks, possibly diffusing most situations. The security team will develop a process to deal with individuals who refuse to wear masks. He further commented that the Office of Emergency Management provides funding to pay for masks, and NPL staff are pursuing avenues to procure masks and other PPE. He is confident that NPL has enough PPE for Phase 1, but finding enough for Phase 2 is more difficult. Moving to Phase 2 will be NPL’s biggest challenge. xiii. Mr. Oliver remarked that NPL has targeted June 8th as the date to reopen for curbside service. This date will provide NPL time to have PPE in place, understand staffing issues, provide necessary training to all staff, and resolve any issues dealing with holds. Staffing issues revolve around the CARES Act and FMLA when dealing with situations presented by COVID-19. Some staff may not return to work immediately, and NPL is in the process of determining what it will look like in terms of staff in facilities. NPL Human Resources staff are currently contacting all affected NPL staff about limitations concerning returning to work. xiv. Mr. Rand stated that June 8th was an aggressive return date. He thought the library would reopen around July 4th. xv. Mr. Simmons supported the June 8th reopening and stated that reopening sooner would be better, if possible. He asked about the possibility of maintaining computer access if the library has to revert to Phase 1 after entering Phase 2 of the plan. xvi. Mr. Oliver explained that his team could look at that possibility, but it may be dependent upon location. Difficulties will arise when controlling traffic in a building. He stated that IT staff have been working to space computers in preparation for Phase 2. Moreover, Mr. Oliver stated that NPL’s plan will not coincide with Metro’s phased plan, but it will depend on NPL’s ability to obtain 5|Page

VIII.

PPE. He believes that Metro may go to their Phase 2 on May 25th, if current trends continue. xvii. Ms. Bialostozky asked about stratifying reopening based upon at-risk populations, suggesting that people over a certain age could not come to the library. The policy would be difficult to enforce, but it would be justified because of significant risk factors. xviii. Mr. Oliver emphasized that at-risk staff have specific guidelines provided by FMLA policies. Staff in this category will have options, but they will not receive full pay when using this FMLA leave. xix. Ms. Varney expressed concern with issues dealing with stratifying customers allowed in public spaces. She said that signage on the outside of public buildings should clearly explain what is required to come inside library facilities. xx. Ms. Bialostozky noted that the library might be able to suggest certain precautions for at-risk populations. xxi. The discussion turned back to Metroâ&#x20AC;&#x2122;s policy requiring everyone coming into the buildings wear a mask, and Mr. Oliver stated that staff will need to be trained on how to positively resolve situations arising from the policy. He commented that NPL hopes to learn things as other Metro buildings open. He emphasized that NPL will have an abundance of signage explaining policies. He asked the group about the targeted reopening date of June 8th. xxii. Mr. Simmons supported reopening on June 1st if possible, but he explained he did not have a complete vision of preparations needed prior to reopening. xxiii. Mr. Oliver reiterated that June 8th is the most realistic reopening date, given preparations needed prior to reopening. He also commented on social distancing and taking staff temperatures as only staff are allowed in facilities during Phase 1. xxiv. Ms. Bialostozky asked about social distancing during staff lunch breaks. xxv. Mr. Oliver noted that Metro has guidelines in place for this and that NPL will stagger work schedules, while other staff will work from home. b. Foundation Budget Discussion, Kent Oliver i. Mr. Oliver stated that the proposed NPLF budget passed. With this budget, NPL will have to make a 10% reduction if there are reductions in contributions during this fiscal year. Mr. Oliver and NPLF will evaluate contributions monthly to determine if reductions are necessary. Dollar General has increased their funding, which is a large portion of NPLF funding for current NPL programs. ii. Ms. Searcy stated that it was a good development for Mr. Oliver to work alongside NPLF concerning fundraising. Other corporate donors have also recently contributed to NPLF. New Business a. Smith Springs Road Property Discussion, Kent Oliver i. Mr. Oliver stated that he has recently been in contact with a developer about a tract of land on Smith Springs Road. The Facilities Master Plan indicated a 6|Page

IX.

planned construction of a library facility in this area of Davidson County in 2023. The developer is considering constructing single-family dwellings and leaving a three-acre section of the tract for a branch library, which will be located almost directly across the street from the community center currently in place. With the owner of the property previously offering the land to the library at $1,000,000, the developer in the most recent conversation suggests that they are considering donating the land to NPL. The developer has plans for zoning the tract later this summer. NPL has yet to see an official donation offer, and the developer stated that all developments are currently relational. b. Comment about Staff Work during NPL Closure, Kent Oliver i. Mr. Oliver praised the staff on the incredible work that has been accomplished during NPLâ&#x20AC;&#x2122;s closure. ii. Mr. Simmons, Ms. Varney, and Ms. Searcy agreed with Mr. Oliverâ&#x20AC;&#x2122;s compliment of staff and thanked them for their efforts. Adjournment a. The meeting adjourned at 1:20 PM. Next Board of Trustees Meeting June 16, 2020 12:00 noon Location: To Be Determined

Respectfully submitted by Corey Frederick.

7|Page

Statistical Summary â&#x20AC;&#x201C; June 16, 2020 Nashville Public Library

Cardholders as % of Population Served

50.0% May 2020 New Cards: 1,409 Active Cardholders: 346,365

Wireless Data May 2020 Wireless Usage 1000

945

900

771

800 700

806

644

600 500 395

400 300 216

217

212 161

200

146 65

100 12

124 52

All Buildings Closed due to COVID-19

8|Page

Statistical Summary â&#x20AC;&#x201C; June 16, 2020 Nashville Public Library Circulation Data eMedia Circulation* eAudiobooks eVideos eBooks eMusic eMagazines Total 72,649 5,202 113,132 2,209 8,693 201,885 *eMedia accounts for 72% of total May 2020 circulation; large number of auto-renewals occurred in May.

CIRCULATION TREND FY1920

FY1819

FY1718

650,000 600,000 550,000 500,000 450,000 400,000 350,000 300,000 250,000 200,000

JU L A U G

SE P

OC T N OV DE C

JA N

FE B MA R A PR MAY JU N

9|Page

Statistical Summary – June 16, 2020 Nashville Public Library Virtual Programming Data NPL Universe Other TOTAL

# of Programs 165 123 288

# of Live Views 14,513 1,583 16,096

Age Group Children Teen Adult Senior TOTAL

# of Programs 167 35 85 1 288

# of Live View 14,476 170 1,440 10 16,096

Location Bellevue Donelson East Edgehill Edmondson Pike Goodlettsville Green Hills Hadley Park Hermitage Inglewood Madison North Old Hickory Pruitt Richland Park Southeast Thompson Lane Main (includes*) *Bringing Books to Life *BBTL – Adult Literacy *Equal Access *Adult Services *Studio NPL *Wishing Chair Productions TOTAL

# of Programs

# of Live Views 26 3 17 6 20 8 21 4 5 7 19 2 5 13 12 29 4 87

1,170 18 70 137 206 359 1,569 74 1,783 23 98 2 163 168 164 3,289 36 6,767

16 16 26 3 13 13 288

199 176 212 22 94 6,064 16,096

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Financial Overview â&#x20AC;&#x201C; June 16, 2020 Nashville Public Library Metro Government of Nashville Monthly Budget Accountability Report As of April 30th, 2020 Library GSD General

Groups

Prior Annual Budget

Prior YTD Budget

Prior YTD Actuals

Prior YTD Variance %

Prior YTD Current Annual Current YTD Current Month Current YTD Current YTD Current YTD Variance $ Budget Budget Actuals Actuals Variance % Variance $

Variance Explanation

EXPENSES & TRANSFERS: Salaries:

Regular Pay

Overtime

All Other Salary Codes

14,620,600

12,183,833

10,067,710

82.6%

35,300

29,417

73,708

250.6%

1,257,300

1,047,750

2,001,016

191.0%

2,116,123

15,370,500

12,808,750

762,418

9,920,453

77.5%

(44,291)

35,300

29,417

526

86,009

292.4%

(953,266)

1,257,300

1,047,750

410,990

2,491,781

237.8%

LIB is at 77.5% thru APR. Vacancies are being held per a Metro wide hiring freeze. NPL is filling critical positions when allowed. However, NPL will keep an 2,888,297 eye on expenditures. Amount is lower due to Emergency Closure Leave being recorded in the All Other Salary Codes line. LIB is over budget at 292.4% thru APR. With current staffing levels, OT is (56,592) necessary at times to fulfill NPL needs especially with Maintenance and Security issues. (1,444,031) LIB is at 237.8% thru APR. This is where

the Emergency Closure Leave is recorded.

Total Salaries

15,913,200

13,261,000

12,142,434

91.6%

1,118,566

16,663,100

13,885,917

1,173,934

12,498,243

90.0%

LIB is at 90.0% of total budgeted salaries thru APR. With only critical vacancies being filled, OT and vacation leave, 1,387,674 currently NPL is on budget. However, NPL will monitor expenditures closely throughout the FY.

5,898,900

4,915,750

4,725,861

96.1%

189,889

5,862,800

4,885,667

397,793

4,670,835

95.6%

214,832 overall fringe costs. LIB does not have

Fringe is at 95.6% thru APR due to higher Fringes

much control over fringe costs. Other Expenses: Utilities

1,643,100

1,369,250

1,394,673

101.9%

(25,423)

1,643,100

1,369,250

88,192

1,297,300

94.7%

3,328,200

2,773,500

2,696,661

97.2%

76,839

3,376,400

2,813,667

117,449

3,599,821

127.9%

71,950

LIB is 127.9% thru APR. This category Professional & Purchased Services

Travel, Tuition & Dues

(786,154) includes the NAZA partner contracts

which are being paid quarterly this year. Travel is currently over budget for the year. Monthly parking passes for Main (96,004) employees are the biggest expense and we anticipate being over at the end of the FY in this line item.

67,300

56,083

130,533

232.7%

(74,450)

40,300

33,583

12,053

129,587

385.9%

Communications

593,400

494,500

612,520

123.9%

(118,020)

595,200

496,000

(29,905)

440,693

88.8%

55,307

Repairs & Maintenance Services

493,100

410,917

587,611

143.0%

(176,694)

493,100

410,917

59,066

596,735

145.2%

(185,818)

Internal Service Fees All Other Expenses

1,915,900 1,429,100

1,596,583 1,190,917

1,596,583 1,725,204

100.0% 144.9%

0 (534,287)

1,899,100 1,197,200

1,582,583 997,667

158,258 464,974

1,582,583 1,595,892

100.0% 160.0%

(598,225)

Total Other Expenses

9,470,100

7,891,750

8,743,785

110.8%

(852,035)

9,244,400

7,703,667

870,087

9,242,611

120.0%

(1,538,944)

Transfers to Other Funds & Units

TOTAL EXPENSES & TRANSFERS

0.0%

31,282,200

26,068,500

25,612,080

98.2%

456,420

31,770,300

26,475,250

182,200

151,833

134,837

88.8%

16,996

182,200

151,833

2,441,814

LIB is at 145.2% of budget thru APR. W/O 4% funds for major repairs we are experiencing above avg repair costs. LIB will monitor closely. 0 Internal Service Fees have been posted.

0.0%

26,411,689

99.8%

63,561

Library is under budget (99.8%) for this month FY20 YTD. NPL will monitor ALL expenditures closely as the fiscal year progresses.

129,230

85.1%

22,603

Collection of Fees fluctuates depending on Patron usage. LIB does not have much control over fee payments until a service is needed.

REVENUES & TRANSFERS:

Charges, Commissions & Fees

(189)

Other Governments & Agencies: Federal Direct Fed Through State Pass-Through Fed Through Other Pass-Through State Direct Other Government & Agencies

0.0% 0.0% 0.0% 0.0% 0.0%

Total Other Governments & Agencies

0.0%

Other Revenue: Property Taxes Local Option Sales Tax Other Tax, Licences & Permits Fines, Forfeits & Penalties Compensation from Property Miscellaneous Revenue

0.0% 0.0% 0.0% 0.0% 0.0% 0.0%

0.0% 0.0% 0.0% 0.0% 0.0% 100.0%

(15)

Total Other Revenue

0.0%

100.0%

(15)

Transfers From Other Funds & Units

0.0%

88.8%

16,996

TOTAL REVENUE & TRANSFERS

182,200

151,833

134,837

182,200

151,833

(189)

129,245

0.0%

85.1%

22,588

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Personnel Summary â&#x20AC;&#x201C; June 16, 2020 Nashville Public Library

New Hires & Resignations May 2020 New Hires Classification

Hire Date

Location

Name

Classification

Hire Date

Location

Brown, Richard Harrington, Exie Alexander, Ernest Nelson, Elizabeth

Circulation Assistant Circulation Assistant Circulation Assistant Circulation Assistant

Name N/A May 2020 Resignations

5/18/2020 5/28/2020 5/29/2020 5/31/2020

Goodlettsville Hermitage Inglewood (retire) Old Hickory (retire)

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Personnel Summary â&#x20AC;&#x201C; June 16, 2020 Nashville Public Library NPL Vacancies as of 5/31/2020 = Vacancies - all are being requested once they become vacant = Hard hiring freeze positions that will be gone 7/1/20 = Hard hiring freeze for FY20

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

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 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

Division / Branch BELLEVUE CIRC CIRC GRN HILLS HERM MADISON SE SHARED SYS CHILD REF REF BELLEVUE GOOD GRN HILLS REF SE MADISON OP & MAIN-MN BORDX GOOD GOOD RICH PK SE THOMP BELLEVUE HERM OP & MAIN-MN OP & MAIN-BR ARCHIVES ED PIKE ED PIKE GRN HILLS GOOD SE THOMP LOOBY TEENS CHILD ED PIKE GOOD REF ADMIN SVCS PUBLIC TECH PROD SVCS BRG BKS TO LF SECURITY

Title CIRCULATION ASST CIRCULATION ASST CIRCULATION ASST CIRCULATION ASST CIRCULATION ASST CIRCULATION ASST CIRCULATION ASST INFO SYSTEMS APP TECH 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY MGR 2 LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE OFFICE SUPPORT REP 2 BLDG MAINT SUPT - Main CIRCULATION ASST CIRCULATION ASST CIRCULATION ASST CIRCULATION ASST CIRCULATION ASST CIRCULATION ASST CIRCULATION SUPV CIRCULATION SUPV CUSTODIAL SVCS ASST SUPV - Main CUSTODIAN - Branch LIBRARIAN 1 LIBRARIAN 1 LIBRARIAN 2 LIBRARIAN 2 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY MGR 1 LIBRARY MGR 2 LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE OFFICE SUPPORT REP PROGRAM SPEC 1 PROGRAM SPEC 2 PROGRAM SUPV SECURITY GUARD

Grade ST05 ST05 ST05 ST05 ST05 ST05 ST04 OR01 ST06 ST06 OR06 ST02 ST02 ST02 ST02 ST02 ST05 TS13 ST04 ST05 ST05 ST05 ST05 ST05 ST07 ST07 TS02 TG05 ST09 ST09 ST10 ST10 ST06 ST06 ST06 OR05 OR06 ST02 ST02 ST02 ST02 ST05 ST06 ST08 ST10 ST06

Name FPS VACANT (E TERFINKO)-hiring freeze F VACANT (D MILLER) P VACANT (H KLEIN)-hiring freeze F VACANT (M TERFINKO)-hiring freeze F VACANT (V LUCAS)-hiring freeze F VACANT (M WALLACE-WILSON) F VACANT (C SYDNEY-BREWINGTON)-hiring freeze P VACANT (M BAUDER) F VACANT (N GLASSLEY) F VACANT (DJ HUDSON) F VANCANT (E FISHER)-hiring freeze F VACANT (C COOPER)-hiring freeze P VACANT (K NAKASONE)-hiring freeze P VACANT (C SONGER)-hiring freeze P VACANT (J WOLFE)-hiring freeze P VACANT (S MCCLAIN)-hiring freeze P VACANT (M KELLY)-hiring freeze P VACANT (B PRUITT)-hiring freeze F VACANT (O YAMIN) F VACANT (P UEBBING) P VACANT (R BROWN, JR) P VACANT (A THOMPSON) F VACANT (M WILLIAMS) F VACANT (G ARMISTEAD) F VACANT (E DERKACH) F VACANT (R BROOKS) F VACANT (T PATTON) F VACANT (T BOWERS) F VACANT (L GARLAND)-hiring freeze F VACANT (J QUEEN)-hiring freeze F VACANT (K SHAW) F VACANT (J WALLACE) F VACANT (R LITTLE) F VACANT (W COOK) F VACANT (A RAMEY) F VACANT (J ROBERTS) F VACANT (T GLASS) F VACANT (A ALLEN) P VACANT (K VARNELL) P VACANT (D LEE) P VACANT (B CHAMBERS)-hiring freeze P VACANT (S GRAVERT-SPITZER) F VACANT (M KELLEY) F VACANT (C TATUM) F VACANT (C MILLER) F VACANT (T BANKS)-hiring freeze F

FTE 1.00 0.50 1.00 1.00 1.00 1.00 0.49 1.00 1.00 1.00 1.00 0.49 0.50 0.49 0.49 0.49 0.49 1.00 1.00 0.49 0.49 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 0.49 0.49 0.49 0.49 1.00 1.00 1.00 1.00 1.00

Date Vacant Notes 7/27/18 12/4/19 4/22/19 5/18/18 3/29/18 1/3/20 7/22/19 Positions being cut (7/1/2020) as part of our 1/24/20 FY21 Tageted Savings "True Up" for a 1/13/20 baseline budget 7/26/19 3/1/19 8/19/19 7/31/19 5/7/18 7/1/19 8/9/19 10/8/18 7/6/18 12/21/19 1/14/19 5/18/20 2/24/20 3/9/20 4/18/20 1/10/20 2/6/20 1/27/20 2/14/20 3/22/19 8/10/18 12/18/19 As of March 31, 2020 ALL vacant positions are on 2/29/20 hold, no offers or promotions can be made. 12/30/19 3/9/20 2/14/20 12/30/19 2/11/20 11/18/19 3/9/20 9/20/19 7/7/19 3/9/20 2/29/20 11/18/19 4/3/20 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.

NOTE 3: As part of the FY21 budget process, all positions that are being held as part of our FY20 Targeted Savings will be cut as as NPL had to true-up the targeted savings and reduce our positions as a baseline for FY21. All positions in green will go away as of 7/1/2020.

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Brief Area Updates – June 16, 2020 Nashville Public Library ADMINISTRATIVE SERVICES REPORT Safety/Security: May 2020 • • •

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May was a busy month coordinating set-up of Phase One and Phase Two for the regional branches. G4S guards are being used along with Staff Security. NPL will start daily temperature checks as part of the re-opening protocol. Most employees have been respectful and understand the importance of following our Covid19 guidelines. A homeless person was found sleeping in the nested parking area in the Main Library garage. After an altercation with garage security as the police were responding, he turned on a sprinkler drain valve which caused the fire alarm to be activated. Mark Crowder responded and shut the sprinkler valve off. ACT Security was called for repairs, and they responded the same day. Due to the age of the valve, they may need to replace the main sprinkler valve. We are waiting on a quote. The two-conduct code #19 suspensions were for the same person in the parking garage. He was arrested twice by Police.

Delivery: May 2020 Main: We received 76 incoming UPS packages and sent 0 packages out UPS GROUND in May. There were 2 overnight packages received from FedEx, DHL, etc. in May. We received 63 inserts of mail from the United States Post Office and we sent 38 inserts of mail to Metro Mail for postage in May. There were 14 special deliveries from RJ Young, Supply Room, Firefly, Amazon, etc. in May.

Branches: (No branch activity for the month of May) For the month of May, we moved 0 hold bins (0 items); 0 non-hold bins (0 items); 0 Circulation bins (0 items). This gives us a grand total of 0 bins moved, a total item count of 0 with an average of 0 bins and 0 items moved per day 0 skids were sent to Pratt industries for book recycling in May. 0 skids were sent to BWB in May. Daily complete Percentages: Holds 0 of 0 days for 100% in May.

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Facilities Maintenance: May 2020 Tamis work order report shows 230 work requests, 140 completed, 90 still active with an 61% completion rate for the month of May. Total # Work Orders

# # Completion Completed Active %

Craft

Month

None Entered

May 2020

Administration

May 2020

Branch Custodial Services May 2020

20%

Contractor

May 2020

Electrical

May 2020

93%

Grounds

May 2020

100%

Main Custodial Services

May 2020

Maintenance

May 2020

44%

Quantity Completed Active Completion 230 140 90 61% April and May Projects: 1. Cleaned carpets at Green Hills, Thompson Lane, Old Hickory, Hadley Park, Looby, Hermitage, Bordeaux, Goodlettsville, Pruitt, and Richland Park branches. 2. Deep cleaned the tile floors at Madison, Green Hills, Bordeaux, Edmondson Pike, and Hermitage branches. 3. Replaced two outside lights with new LED lights in the dock area at the Goodlettsville branch. 4. All the branches had their air conditioning coils checked and cleaned. 5. Worked with the contractor to replace all air filters at the branches. 6. Replaced push bars on two doors at the Madison branch. 7. Replaced outside lights at the Edgehill branch. 8. Brought in an exterminator to treat the Inglewood branch for ant issues. 9. Maintained grounds at all branches. 10. Tested and turned on all irrigation systems. 16 | P a g e

11. Parking lots were swept and vacuumed at Bordeaux, Edmondson Pike, Goodlettsville, and Green Hills branches. 12. Replaced outside lights with LED at the Pruitt branch. 13. Replaced and added new LED outside lights at the Madison branch. 14. Trimmed trees off the roof at Edgehill, and Thompson Lane branches. 15. Removed tree damage from storms at the Goodlettsville branch. 16. Deep cleaned all branches. 17. Worked on various preventative maintenance projects. 18. Continued tornado clean-up at the North branch. 19. Cleaned after flooding at the Edmondson Pike branch.

BRANCH SERVICES REPORT VIRTUAL PROGRAMS: Many of the Branch Services staff spent the month of May creating and providing virtual programs for library customers. The staff provided programs for both children and adults using NPL Universe and their Branch Facebook page. Examples include: Tales with Miss Terri, Music and More, Saturday STEM, Twilight Book Club, and Seed Exchange programs. Branch Services continued several individual remote services, including customers being able to request the creation of custom book list(s). Another remote service provides technology assistance over the phone. Additionally, Heidi Berg facilitated a Summer Book Preview with Penguin Random House sales representatives. These programs proved to be very successful. In May, customer views totaled 15,021 for 202 programs provided by branch services’ staff. ZOOM STORY TIME FOR BABIES: Lisa Bubert began offering an interactive Zoom story time for babies this month. One parent commented that her child naps better after interacting with other children during story time. Another parent reported that her daughter started singing the “Look, look it’s time for a book” song that she learned during this program. CURBSIDE SERVICE: On Monday, June 8, curbside service is available at the seven regional branches and Main. A curbside delivery document is available for all staff with procedures and best practices. When the library closed in March, there were 14,000 holds at the branches. A Holds Management Plan was created and is in place for staff. Each customer has been contacted by email. These holds will be available at the regional branches. To prepare NPL customers for curbside service, the “Curbside Baby” video was created and posted to view. It is receiving rave reviews from across the country and in three days has 6,700 views. Thanks to Greg Hall and Morgan Matens! 17 | P a g e

GRAB AND GO KITS: As part of the curbside service, the Southeast Branch staff will be providing children’s programming kits. The Bellevue Branch staff will be providing children’s craft kits. Customers will also be able to check out seeds from the Seed Exchange. EDGEHILL DONATION: The Edgehill Neighborhood Association donated $5,000.00 to the Edgehill Branch. This donation is being used to purchase studio equipment for the library. SUMMER CHALLENGE: Total minutes read and logged online: 4,063,654 Total # of participants registered online: 5567 Total # of participants who have completed the challenge (logged 600 minutes): 1643 Totals for each group (registered/completed) SRC Listeners (Age 0-5): 545/106 SRC Readers (K - Grade 6): 1781/494 SRC Teens (Grade 7-12): 802/282 SRC Adults (Age 18+): 2252/671 SRC Groups: 5 groups registered/1 group completed (=47 children/6 children) SRC Staff Program: 140/84 A plan is in place to begin distributing the prizes at the beginning of July. *As a reminder, these numbers do not reflect anyone having a paper log.

COLLECTIONS AND TECHNOLOGY SERVICES REPORT Technology Services: Projects ❖ Cisco Jabber Instant Messaging Deployment project to allow quick messaging communication among staff during social distancing: ➢ Planning with ITS – Computers/configuration ➢ Inventory Computers to be pushed ➢ Push scheduled night of 6/3/2020 ➢ Training scheduled with managers 6/9/2020 ❖ BeWell@NPL Health Kiosks – On Hold ➢ Working with Elizabeth Roth – Kiosk App purchased for iPads. Working on configuration and also a printing solution. ETA for installation ❖ Southeast Library – Digital Signage – Floor Projector ➢ Working with Dalton/Anode on software backend to pull from PIKA. ❖ Madison Laptops Anytime Kiosk ➢ Ordering new laptops to replace existing end of life. –Waiting for installation 18 | P a g e

❖

➢ Laptops Anytime has begun the build of the new kiosk ➢ Once received, will ship to Laptops Anytime to setup for new kiosk. Main Library – ADA Computers ➢ Replacing end of life computer with new and updating all ADA software with current versions. Network Switch OS Upgrade ➢ Coordinate with ITS outage windows ➢ After upgrade – Remote into site for testing – Staff/Public access to internet and applications Phased Re-Opening – Complete/Ongoing ➢ Meet with Regional Managers to determine safe distancing locations for staff computers ➢ Activate network jacks in new locations ➢ Move staff computers ➢ Determine public computer spacing / marking out of service Remote Library Workers - Ongoing ➢ Continued support – Remote Access, troubleshooting application access, remote document sharing ➢ Setup SharePoint sharing sites for multiple departments

Material Services: ▪ Created a shelving analysis that will help branch managers decide which part of their collection will need the most weeding in order to accommodate the incoming books that have been held by our customers over the past few months. ▪ Completed a vendor price comparison report using our vendor discount for MNPS on core elementary texts. Savings for MNPS would be $150,500 if they used our current vendor agreements to purchase the titles. ▪ Completed new staggered staff schedules for phase one and two of our re-opening. ▪ Completed 2 more modules in the new Acquisitions Manual. Anticipate completion by end of June. ▪ Negotiated our annual Novelist and Novelist Select renewal. Saved over $7000 and was able to gain access to an upgrade to Novelist Plus which includes read-alikes for nonfiction and audiobooks, at no additional charge. ▪ Negotiated our annual Overdrive hosting fee and succeeded in getting the fee reduced from $14,000 to $8000 for this year. ▪ Staff attended 14 webinars/virtual meetings, including Book Expo and Library Journal Day of Dialog Online. They increased staff’s knowledge of how libraries are responding to Covid-19 in their re-opening plans, the future of public libraries, Drupal training for bloggers, publishing’s upcoming titles, news and trends. ▪ Amanda, Joanna and Beth together completed twelve new book lists. ▪ Melissa worked on a Talking Book item survey for Joanna and a Be Well purchases report for Elizabeth Roth ▪ Acquisition staff approved a total of 904 invoices in R12. The backlog has been cleared at this point.

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II. Staffing There were six members working from home in May. Below is a list of their projects and responsibilities: Gregg: Processing and approving all NPL and Limitless Libraries invoices and vouchers. Working on the acquisition manual and placing weekly & monthly AV orders. Melissa: Creating weekly budget reports. Working on the acquisition manual and placing weekly print colldev orders. Also working on a report for each branch/Main dept. that shows material count by dewey/format/status. This will help with future format planning. Joanna: Selecting & ordering Juv and YA Overdrive material. Creating digital book lists for marketing dept. Answering customer’s daily Juv/YA requests & questions via LibAnswers and PIKA material requests online. Beth: Selecting & ordering adult fiction Overdrive material. Creating digital book lists for marketing dept. Answering customer’s daily fiction requests & questions via LibAnswers and PIKA material requests online. Noel: Selecting & ordering adult nonfiction Overdrive material. Creating Digital circulation reports for marketing dept. Answering customer’s daily nonfiction requests and other more generic material questions via LibAnswers and PIKA material requests online. Monitoring the budget and digital collection performance. Communicating with vendors regarding shipments, invoice problems, changes to terms, etc. Holding weekly Zoom meetings with staff working at home and attending weekly ULC Collection Leaders meetings, vendor webinars and weekly Direct Report meetings. Amanda: Answering Libanswers for questions regarding ILL. Creating online book lists and blog posts. Bethany, Susan & Hannah: Worked as volunteers with Nashville Metro Health Department doing Covid-19 contact tracing. They have completed this volunteer work as of June 1st. Shared Systems / Web: The team has been working from home to promote library operations during the closure by: o Developing methods and assisting with technological advice for NPL reopening plan. o Testing and modifying ILS and discovery layer to facilitate reopening. o Working with front line staff to ensure access to systems. o Providing managers with reports and data to ensure a smooth reopening. o Keeping the events calendar up-to-date with the latest online happenings. o Modifying due dates to allow longer loan periods without overdue notices or billing. o Modifying patron account expiration dates to allow liberal use of our services by existing customers. o Answering patron questions and resetting PINs to help existing patrons access online material. 20 | P a g e

•

• • •

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o Adding items and bibliographic records to the database for schools and Limitless Libraries. o Patron data cleanup, improving data quality, reviewing new patron registrations, making it easier for patrons to re-register if long-expired. The Drupal 8 version of the current web site is scheduled to launch 6/16/20. Staff are busy finishing up content additions and doing QA on the overall site. We are working with Metro ITS, our web host – Pantheon, and our development vendor – Aten on a launch plan to ensure minimal downtime. Web staff conducted training for NPL bloggers and podcasters on the new Drupal 8 system. CONTENTdm upgrade landing pages for browse searches are in development. Anticipate jumping back into the project fully once the web site rebuild is live. Single-source support and development contract with Bywater for Aspen discovery layer product approved, currently being negotiated through Procurement. Expect a late summer go live. Staff are holding weekly meetings to work out bugs and test system. Our developers are building a method for allowing patrons to suspend holds and reset their PIN numbers. Anticipate a go live for this development after the implementation of the new Aspen discovery layer. Lane and Staub attending vendor’s “Pandemic Roundtable” parts 2 & 3 to discuss COVID-19 responses and innovations with other member libraries. Lane attended Bibliotheca’s “Phased Reopening of Libraries” webinar.

EDUCATION AND LITERACY REPORT Regular meetings with BluePrint steering committee, BluePrint allocations committee, Frist Council, NPLF budgets completed, work plans for each division moving forward, evaluations completed, monitoring outcomes for success, developing surveys for online programs. Adult Education Collective Impact • Served 181 people in 21 live programs. • Hosted 8 teachers’ lounge events, serving 35 instructors. • Hosted technology support workshops: WhatsApp, Zoom Interactive Features, Google Forms, and YouTube • Attended CNM’s crisis response series, Collective Impact Forum’s national conference, and ProLiteracy’s crisis response workshops. • Staff helping 3 communities, and 2 organizations create online education support models for service delivery, and collaboratives. Bringing Books to Life! • 16 virtual/online programs with 199 views/attendees • As daycares and other childcare programs have begun to open back up, we have been getting more requests for programs (reflected in the increase of programs over April) 21 | P a g e

•

Presented two, back-to-back teacher trainings open to any educator and was very well attended Be Well @NPL • Partnership with Small World Yoga - recording videos for patrons through NPLU • Launched 6-part meditation series with favorite library meditation teacher Jo-Jo Jackson • Published blog content about fake health news and graphic medicine • Completed 3 Freshstart Smoking Cessation sessions with 2 participants committed to quitting smoking in June • Ongoing sharing of trusted health resources on COVID-19 and mental health resources to branch managers to push on social media Digital Inclusion • Staff received training on OBS software by Production staff. The goal is to develop professional grade video training. Have created 3 videos so far for NPLU • Staff is conducting virtual training/help via text phone calls and emails with seniors. Training provided this way includes: • How to attend and host Zoom meeting • Basic tablet help • Basic Internet help • COVID-19 Scams • Internet Security Tips • Smart Phone Use • Accessing Nashville.gov • Total contacts with Seniors = 951 Example of feedback from seniors:

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Limitless Libraries • Held an end-of-the-year zoom meeting with school librarians on May 22. • Uploaded weekly lists of eBooks for elementary, middle, high, and librarians on topics such as mental health awareness, graphic novels, summer reading, and humorous books • Participated in Alignment Nashville Literacy Team and Board meetings • Adding 2 databases on Women's History and an early literacy database that offers eBooks and eAudiobooks in English and Spanish NAZA • Virtual youth programming- 7 agencies and online coaching and learning resources-9 agencies • Providing home learning materials and pick-up supplies to- 11 agencies • Provide support in helping families access free internet services-4 agencies • Distribute food and hygiene items- 8 agencies and meal pick ups to 4 • Call and text families- 15 agencies • NAZA held end of the year funded partners de-brief meeting with about 50 participants and convened the Youth Development Work group via zoom adjusted programs and resources to continue serving families and youth during pandemic closures • Surveyed funded partner agencies (18) to understand how they are allocating resources during the emergency closures and what services they provide to youth (details below). • Hosted two online trainings with 44 participants and two online content creation partner groups with 12 participants during the closures. • Funded 7 agencies to deliver minimum of 60 hours of online summer programming over the course of 4 weeks and maximum of 120 hours over the course of 8 weeks to benefit up to 400 middle school youth. Programs start June 1st and will be available through end of July. • Partnering with MNPS creating specific learning and enrichment content for MNPS online learning platform, Schoology for youth to access over the summer. Production Services • Developed internal workflow plan allowing our new NPL Universe to continue and grow. Produced and uploaded hundreds of videos each week. • Work with staff to deliver high-quality content and production procedures to insure consistency in what is put out to the public. Working with all staff as well as marketing and communications Puppet Truck • Staff learning new shows through zoom sessions each week • Staff providing online content including Music at Main – Puppet Truck Morgan and Guitar Greg: Puppet Truckin’ with Mr. B , Changes – William Kirkpatrick, and Dr. Ev’s Repair Shop • Repairing and rebuilding equipment to damaged puppets or props used in the collection. • Developed specific safety measures for staff and patrons once operations resume. 23 | P a g e

Studio NPL • 3D printing and distributing mask extenders, • Developed / produced staff presentations with other orgs (Oasis and Frist) and supported partner orgs (Southern Word) w/ online programs engaging over 500 viewers/participants • National weekly calls with teen services professionals strategizing how to help shape response of library's to teen patrons. System-wide Programming Organizing the new NPL Universe video program initiative, scheduling programs for wide audiences using NPL's YouTube channel. Adding new video programs weekly, ranging from children’s puppet shows to cooking classes, and great reading picks Collecting statistical data for virtual programs. April: • 119 NPL Universe video programs with over 71,000 views with over 3600 patrons providing video reaction feedback (number of likes and comments) • 129 online programs (via Zoom, email, phone, etc.) with over 12,500 participating patrons Wishing Chair Productions • Performing online programming with tremendous audience participation including Storytime with the Professor, Fairytales with JJ, Mr. B. and Library Pete • Providing outreach to schools and Bellevue Art Community through Zoom

MAIN REPORT •

Main Library staff worked diligently to prepare for Phase 1 reopening on Monday, June 8. After reconsideration, it was decided that it would be safest for library staff and our customers to provide curbside pickup of holds on 6th Avenue rather than using the library lobby.

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Equal access staff started a new virtual teen book club in American Sign Language.

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Teen staff are preparing programming for a virtual teen summer camp.

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The Talking Library has been able to continue recording the Tennessean each day weekly throughout the shutdown due to the hard work of a couple of our volunteers who have a home studio. They will begin recording other new material in the library with a very limited number of volunteers starting June 8th.

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Children’s Librarian, Greg Hall and Morgan Matens from the Puppet Truck produced five musical puppet shows this month as part of their Music from Main series on the NPL 24 | P a g e

Universe portal on Facebook. This includes a special promotional video they were commissioned to make promoting curbside hold pickup at the Main Library and Regional Branches set to begin soon. The videos have had a combined total of over 10 thousand views, including their Mother’s Day video, “Mama Read,” which garnered 4.1 thousand views, and 62 reactions, and 1.5 thousand minutes viewed, making it the most watched video on the NPL Facebook page.

MARKETING AND COMMUNICATIONS REPORT Story: NPL Manufactures Face Mask Extenders Results: Socials: 1,1795 reach Web: 200 hits Metro Councilmembers Volunteer as Virtual Guest Readers for NPL Results: Email marketing: 24,042 reach / 3,110 opens / 153 clicks Votes for Women stories continue, even during closure Results: Email marketing: 899 reach / 332 opens / 85 clicks Web: 1,141 hits Socials: 4,308 reach Marketing for NPL Universe Results: Email marketing: 2,415 reach / 677 opens / 196 clicks Web: 428 hits Socials: 6,548 reach BONUS: Early news media coverage for June 8 reopening / contactless curbside service on News 4; Fox 17; WPLN; and Tennessean.

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