NASHVILLE PUBLIC LIBRARY Board of Trustees Meeting March 20, 2018
Nashville Public Library Board of Trustees Agenda February, 2018 Bordeaux Branch Library 4000 Clarksville Pike Meeting Room – 12:00 noon
I.
Call to order / Roll Call
II.
Metro Ordinance Required to be announced at all Board Meetings – Chair, Keith Simmons a. “Pursuant to the provisions of § 2.68.030 of the Metropolitan Code of Laws, please take notice that decisions of the Nashville Public Library Board may be appealed to the Chancery Court of Davidson County for review under a common law writ of certiorari. Any appeal must be filed within sixty days after entry of a final decision by the Board. Any person or other entity considering an appeal should consult with an attorney to ensure that time and procedural requirements are met.”
III.
Introduce Visitors
IV.
Public Comment
V.
Board Chair Comments – Keith Simmons, Chair
VI.
Approval of Minutes: February 20, 2018……………………………………………………..……….….….….pgs. 1 – 6
VII.
Library Director Report a. Library Director, Kent Oliver
VIII.
Staff Reports a. HR Diversity Report, Sherry Adams b. Volunteer Update, Amy Pierce c. Interns Program, Helen Sanders d. Provence Café, Kent Oliver
IX.
Old Business a. Board Meeting Locations through December 2018…………………………………………….pg. 23
X.
New Business a. Rescinding Obsolete Policies Resolution, Jena Schmid……………………………………....pgs. 24 – 37
XI.
Adjournment
Next Board of Trustees Meeting 12:00 noon – April 17, 2018 Main Library – Board Room 615 Church Street
NASHVILLE PUBLIC LIBRARY A City with a Great Library is a Great City® LIBRARY BOARD MINUTES February 20, 2018 12:00 p.m. Main Library, 615 Church St, Nashville TN 37219 Members Present:
Keith Simmons, Sepi Khansari, Robert Oermann, Gini Pupo-Walker, Joyce Searcy, and Katy Varney
Members Absent:
Lucy Haynes
Library Staff:
Kent Oliver, Elyse Adler, Susan Drye, Jena Schmid, Felicia Wilson, Sherry Adams, Amy Pierce, Helen Sanders, Ken Fieth, Andrea Fanta, Liz Atack, and Kate Rose
Also Present:
Shawn Bakker, Nashville Public Library Foundation President, and Corey Harkey, Metro Department of Law attorney, Dr. Shari Barkin, Department of Pediatrics, Vanderbilt University School of Medicine, and Juan Escarfuller, Department of Pediatrics, Vanderbilt University School of Medicine
I.
Call to Order / Roll Call Keith Simmons called the meeting to order at 12:07 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 Ms. Adler and Ms. Atack welcomed and introduced Dr. Shari Barkin and Juan Escarfuller. IV. Approval of Minutes: December 12, 2017 Sepi Khansari moved for approval of the minutes from the December meeting; the motion was seconded by Katy Varney and passed unanimously. V.
Library Director Report—Kent Oliver, Library Director
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Provence Breads and Café closed abruptly on Friday 2/16/18 without giving reason to the public or to their landlord, NPLF. There is no news about what might occupy the space in the future. There are major drainage issues with the Courtyard leaking into the parking garage. There is a meeting later this week about possible fixes, but Mr. Oliver fears that solutions will be expensive. Mr. Oliver is closely monitoring the gun bills in the House and the Senate around people with gun permits entering posted locations. Mr. Oliver handed the floor over to Shawn Bakker: Ms. Bakker shared that NPLF created an endowment in Margaret Ann Robinson’s name and NPLF has currently raised $600K towards a $1 million goal. The endowment is meant to recognize Ms. Robinson’s passion and commitment to Nashville Public Library. Donors who contribute six figures or their time (volunteers who donated 4000+ hours) are entered into the Red Jacket Society. She also mentioned that NPLF journals are available. Mr. Oliver discussed his meeting at the Mayor’s Office last week, where attempts were made to lay out NPL’s case for budget improvements. There is currently a freeze on new positions unless previously approved or considered “critical.” Also, NPLF is working to reset their budget, realizing that restricted funds are drying up. Expected reductions are 10% this year, and 15% next year. Budget meeting with Metro Finance is on March 16th, with the public Mayoral meeting on May 19th.
VI. Staff Reports a. Madison Library Renovation Budget Update—Kent Oliver In response to a question Mr. Simmons posed about the Madison Branch renovation, Mr. Oliver discussed that the budget was coming in much higher than original for several reasons. $1.7M was budgeted, but costs are coming in around $3M due to construction cost increases of 25–30% in Nashville since the time of the bid. Susan Drye confirmed that from the time the RFP was submitted there have been significant increases in construction. In addition to the time lapse, electrical and HVAC issues have been discovered. b. GROW—Dr. Shari Barkin, MD, MSHS From 2010–2017, NPL and Vanderbilt University Medical Center partnered to develop and test parent-preschool pair programming that was longitudinal, allowing for building new relationships between the library and 610 underserved families in the community. The goal was to enhance the knowledge of how to use the library resources to support success into school transitions for these children. Once over, 90% of families chose to stay engaged. VII. New Business a. Board Meeting Locations—Kent Oliver Mr. Oliver recognized that coming downtown for meetings can be challenging. Mr. Simmons prefers that Board meetings be held in alternate locations (such as branch locations) in the future. b. A/V Policy and Resolution—Felicia Wilson and Ken Fieth In September, 2017, the Audio Visual Conservation program was transferred from Production Services to the Metro Nashville Archives. The acquisition, stabilization, physical and digital storage of diverse historically significant media are procedures which 2| Page
fall within the Archives permanent preservation activities. The Archives’ historically significant audio visual collections require a change in our Collection Development Policy that reflects the specialized nature of media content.
Nashville Public Library Board February 20, 2018 Resolution Title: Metro Nashville Archives Audio Visual Collection Policy History/Background/Discussion: In September, 2017, the Audio Visual Conservation program was transferred from Production Services to the Metro Nashville Archives. The acquisition, stabilization, physical and digital storage of diverse historically significant media are procedures which fall within the Archives permanent preservation activities. The Archives’ historically significant audio visual collections require a change in our Collection Development policy that reflects the specialized nature of media content. Recommendation: The Board approves the proposed Metro Nashville Archives Audio Visual Collection Policy Draftor(s): Ken Fieth, Metro Nashville Archivist, Kelli Hix, Audio Visual Archivist Person(s) Responsible for Implementation: Ken Fieth, Metro Nashville Archivist
RESOLUTION 2018-02.01 Metro Nashville Archives Audio Visual Collection Policy
NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees, WHEREAS, a Collection Development Policy is a fluid document, needing constant refreshing to keep it accurate as well as relevant, and WHEREAS, the Metro Nashville Archives is now managing the conservation and preservation of our historic audio and visual collection, the collection development plan is in need of revision. NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees to adopt the revised audiovisual collection policy, included in Nashville Public Library’s Collection Development Plan as presented effective upon adoption.
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Nashville Public Library Departmental Policies
Metro Nashville Archives Audio Visual Collection Policy
Policy Information Approved Date: Effective Date: Keywords:
February 20, 2018 February 20, 2018 Audiovisual Policy, Archives, Preservation, Conservation, Collection Development
Background
In September, 2017, the Audio Visual Conservation program was transferred from Production Services to the Metro Nashville Archives. The acquisition, stabilization, physical and digital storage of diverse historically significant media are procedures which fall within the Archives permanent preservation activities. The Archives’ historically significant audio visual collections require a change in our Collection Development policy that reflects the specialized nature of media content.
Policy
I.
Mission Statement
The Metropolitan Government Archives, a division of the Nashville Public Library, collects and preserves the historically valuable records of Metropolitan Nashville and Davidson County, as well as other records of historical or documentary significance reflecting the history of our city. The Archives has ongoing programs to maintain and develop its collections, and welcomes researchers to come explore its treasures. The Archives has over 5 million records dating from the 1780’s to the present. The audiovisual collection and preservation program is founded to conserve, preserve, and make accessible the moving image and sound collections in the Metro Archives and to collect and care for audiovisual records vital to the history and culture of Davidson County and Middle Tennessee. The archive seeks to preserve and increase awareness of Southern history and culture, create positive partnerships with other archives and the public, and support and contextualize artifacts and documents under the care of Metro Archives. II.
Collection Development Policy
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The Metro Archives audiovisual collection collects moving image and sound material documenting the culture and history of Davidson County, Tennessee and the broader South, including the work of filmmakers, audiovisual content creators, and artists with strong ties to the region. The archive accepts donations of audiovisual material in any format which meets its collection policy and for which rights to preserve, reformat, and provide reasonable measure of access is granted at the time of donation. Materials which are a danger to the existing collection (items containing mold, infestation, or transmittable chemical or physical decay) may be turned away in order to ensure the safety of the greater collection. The Archive accepts donations only; loans cannot be accepted. Curatorial discretion may be used at any time to determine the relevance of a donation to the collection. III.
Preservation and Conservation Policy[1]
Metro Archives considers three main factors when prioritizing for preservation:
1. Rights
The institution should have the legal right to copy, preserve, and provide access to the material. 2. Uniqueness and quality of content
Content of the media should be unique and the best quality available. Content should also be central to the department or institution’s mission statement. 3. Condition
Material in poor or rapidly decaying condition may be prioritized for preservation. Material in good condition but considered of high cultural value may be prioritized for preservation if the format or playback equipment is obsolete.
IV.
Access Policy
Access to collection descriptions and media content is currently available to the public and to nonMetro Archives staff on a case-by-case basis via individual research request. Research and pull requests may be directed to the Nashville Metro Archives. Research fees, reformatting fees, and licensing fees may apply. The archive’s goal is to provide reasonable access to appropriate portions of the collection via online streaming and public finding aids under conditions which take into account rights, general privacy and sensitivity considerations, and donor agreements. We are currently in the process of researching and vetting online access platforms. V.
Procedures for Reviewing the Policy and its implementation
This policy will be reviewed at least every five years for effectiveness and appropriateness. All revisions will be consistent with professional standards and principles and will not revoke previously negotiated donor agreements. 5| Page
VI.
Deaccession Policy
Assets which present a danger to other collection items due to contagious decay (vinegar syndrome for example), infestation, fungus, off-gassing, etc. may be prioritized for preservation and/or deaccessioned. Assets which do not meet the collections policy of the archive are generally not accepted; however, such assets may be deaccessioned per curatorial discretion. In keeping with best practice standards for audiovisual collections, after digitization, the physical media is retained until it is no longer viable or until it is a danger to other collection items. In the case of exact content duplicates on the same format, after digitization, only one copy on each format is retained by the archive. As film is considered a long-term storage and preservation format due to its physical stability and often high quality, every effort to retain original or best quality film copies is made by the archive. The preferred method of disposal of any material from the archive is recycling.
[1] For the purposes of this document, “preservation” includes all activities related to the stabilization, re-housing, storage, cataloging, and reformatting of audiovisual assets. “Conservation” refers to stabilization and continuous care of the materials, including both analog original assets and digital derivatives. “Reformatting” and “digitization” refer to the process of re- creating audio visual content from an obsolete or endangered medium onto a contemporary medium for access or preservation purposes. “Preservation copy” refers to a high quality copy of obsolete or endangered av content according to international standards of highest quality. “Access copy” refers to a copy of obsolete or endangered material according to contemporary or internal standards for editing, streaming, or general viewing of content.
Sepi Khansari moved for approval of Resolution 2018-02.01; Mr. Simmons seconded the motion and it passed unanimously.
VIII. Adjournment The meeting adjourned at 1:19 p.m.
Next Board Meeting— 12:00 p.m., March 20, 2018 Location to be determined
Respectfully submitted by Kate Rose
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Statistical Summary – March 20, 2018 Nashville Public Library
Cardholders as % of Population Served
56.7% February 2018 New Cards: 2,426 Active Cardholders: 387,905
Public Computer Usage February 2018 / 2017 37,725 / 51,041 Wireless Usage February 2018 / 2017 87,279 / 50,029
Database Sessions February 2018 / 2017 40,597 / 49,858
Volunteer Services Number of Volunteers Volunteer Hours
Feb-18 245 1713.50
Feb-17 224 1823.50
% Change 2018-2017 9.38% -6.03%
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Statistical Summary – March 20, 2018 Nashville Public Library
CIRCULATION TREND FY1718
FY1617
FY1516
550,000 500,000 450,000
400,000 350,000 300,000
J UL
AUG
SEP
OCT N OV D EC
JA N
F E B M A R A P R M AY J UN
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 Virtual Renewals eMedia Talking Library NPL Total
Feb-18 Circulation 26,794 3,926 6,447 4,121 1,594 25,434 13,305 34,288 893 130 22,524 9,078 1,587 5 34,944 816 2,612 641 8,493 16,003 2,220 311 76,520 144,850 0 437,536
eMedia
33%
31%
67%
69%
FEB-18
FEB-17
Month Feb-18 Feb-17 % of Total Circulation 6.12% 34,051 0.90% 6,430 1.47% 9,553 Jan-00 5,842 0.36% 3,577 5.81% 32,679 3.04% 14,017 7.84% 43,673 0.20% 2,459 0.03% 299 5.15% 24,874 2.07% 8,961 0.36% 3,136 0.20% 12,096 7.99% 53,557 0.19% 2,897 0.60% 3,923 0.15% 1,921 1.94% 10,285 3.66% 19,141 0.51% 2,259 0.07% 1,676 17.49% N/A 33.11% 133,838 1.9411% 0 431,144
% Change 2018-2017 -21.31% -38.94% -32.51% -29.46% -55.44% -22.17% -5.08% -21.49% -63.68% -56.52% -9.45% 1.31% -49.39% -99.96% -34.75% -71.83% -33.42% -66.63% -17.42% -16.39% -1.73% -81.44% N/A 8.23% N/A 1.48%
Feb-18 Year-to-Date 236,189 33,897 57,030 34,906 15,647 223,278 106,606 297,061 7,318 1,465 188,809 70,007 12,516 32,823 263,750 10,583 20,913 4,996 72,721 149,894 19,683 2,607 667,946 1,207,113 23 3,737,781
Fiscal Year-to-Date Feb-17 Year-to-Date 286,214 52,921 79,577 47,098 28,552 265,392 115,977 359,011 19,103 2,516 213,476 71,331 26,715 103,959 425,897 24,176 33,115 14,357 84,848 170,808 61,629 7,986 N/A 1,106,956 8 3,601,622
% Change 2018-2017 -17.48% -35.95% -28.33% -25.89% -45.20% -15.87% -8.08% -17.26% -61.69% -41.77% -11.55% -1.86% -53.15% -68.43% -38.07% -56.23% -36.85% -65.20% -14.29% -12.24% -68.06% -67.36% N/A 9.05% 187.50% 3.78%
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Statistical Summary – March 20, 2018 Nashville Public Library
PROGRAM TREND FY1718
FY1617
FY1516
1600 1400
1200 1000 800 600 400 200 0
J UL
AUG S E P
OCT N OV D EC
JA N
F E B M A R A P R M AY J UN E
PROGRAMS BY AGE GROUP Adult Programs
Teen Programs
Children's Programs
505
449
237
308
432
413
FE B- 1 8
FE B- 1 7
PROGRAMS - LIBRARY VS OUTREACH Library
Outreach
20%
21%
80%
79%
FEB-18
FEB-17
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Statistical Summary – March 20, 2018 Nashville Public Library
PROGRAM ATTENDANCE TREND FY1718
FY1617
FY1516
80000 70000 60000 50000
40000 30000 20000 10000
J UL AUG S E P
OCT N OV D EC
JA N
F E B M A R A P R M AY J UN E
PROGRAM ATTENDANCE BY AGE GROUP Adult Attendance
Teen Attendance
Children's Attendance
19,594
16,723
2,937 4,918
3,461 4,348
FEB-18
FEB-17
PROGRAM ATTENDANCE - LIBRARY VS OUTREACH Library
Outreach
30%
35%
70%
65%
FEB-18
FEB-17
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Statistical Summary – March 20, 2018 Nashville Public Library
VISITS TREND FY1718
FY1617
FY1516
450000 400000 350000 300000 250000 200000 150000
J UL
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
SEP
Feb-18 Visits 17,817 9,655 12,007 12,486 3,205 13,895 9,866 19,309 2,675 15,331 16,334 3,674 0 45,592 3,823 4,063 4,299 18,566 16,188 16,436 4,312 249,533
OCT
N OV
Feb-17 Visits 18,644 9,185 12,480 12,971 3,895 16,699 7,839 21,236 2,486 15,484 13,361 6,049 23,356 51,721 5,099 3,356 3,752 18,663 15,384 690 3,439 265,789
D EC
JA N
% Change 2018-2017 -4.44% 5.12% -3.79% -3.74% -17.72% -16.79% 25.86% -9.07% 7.60% -0.99% 22.25% -39.26% -100.00% -11.85% -25.02% 21.07% 14.58% -0.52% 5.23% 2282.03% 25.39% -6.12%
FEB
MAR
Feb-18 Circ / Visit 1.50 0.41 0.54 0.33 0.50 1.83 1.35 1.78 0.33 1.47 0.56 0.43 N/A 0.77 0.21 0.64 0.15 0.46 0.99 0.14 0.07 0.87
APR
Feb-17 Circ / Visit 1.83 0.70 0.77 0.45 0.92 1.96 1.79 2.06 0.99 1.61 0.67 0.52 0.52 1.04 0.57 1.17 0.51 0.55 1.24 3.27 0.49 1.12
M AY
J UN
% Change 2018-2017 -17.66% -41.91% -29.85% -26.72% -45.84% -6.46% -24.58% -13.65% -66.25% -8.54% -17.13% -16.68% N/A -25.98% -62.43% -45.00% -70.88% -16.99% -20.55% -95.87% -85.20% -22.56%
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Financial Overview – March 20, 2018 Nashville Public Library Metro Government of Nashville Monthly Budget Accountability Report As of February 2018 Public Library GSD-General - Operating PY Budget PY Actuals PY% Prior Year Thru Thru Thru Prior YTD Budget Current Mo. Current Mo. Current Mo. Variance
Current Annual Budget
CY Budget Actuals YTD % Thru Current Mo. Thru Thru YTD Current Mo. Actuals Current Mo. Current Mo. Variance
Variance Explanation
EXPENSES: Salaries:
Regular Pay
Overtime
All Other Salary Codes
Total Salaries
13,974,200
9,316,133
8,113,088
35,300
23,533
47,134
1,257,300
838,200
1,553,701
15,266,800 10,177,866
9,713,923
Fringes
5,510,400
3,673,600
3,785,165
Other Expenses: Utilities Professional & Purchased Services
1,643,100 2,526,400
1,095,400 1,684,267
964,849 1,267,748
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 - Donation TOTAL NON-PROGRAM REVENUE Transfers From Other Funds & Units TOTAL REVENUE AND TRANSFERS SUMMARY OF POSITIONS: Total Authorized Positions - Oper Fd Total Filled Positions Total Vacant Positions
62,700 598,400
41,800 398,933
493,100 1,785,900 2,196,400
328,733 1,190,600 1,464,267
82,612 189,902
360,384 1,181,542 1,181,758
30,083,200 20,055,466 18,727,883
87.1% 1,203,045 14,537,600
200.3%
35,300
23,533
185.4% -715,501 1,257,300
838,200
95.4%
-23,601
9,691,733
463,943 15,830,200 10,553,466
103.0% -111,565 5,638,100
88.1% 75.3%
130,551 1,643,100 416,519 3,044,000
981,533
7,669
159,095
1,148,297
8,216,595
54,119
1,695,018
9,965,732
84.8% 1,475,138
230.0%
-30,586
202.2% -856,818
94.4%
587,734
LIB is at 84.8% thru Feb. Vacancies are being filled as quickly as possible. However, NPL will keep an eye on expenditures. LIB is over budget at 230.0% thru Feb. With staffing levels, OT is necessary at times to fulfill NPL needs especially with Maintenance and Security issues. LIB is 202.2% thru Feb. This is not unusual for this time of year after summer vacations. NPL expects this line item to even out over the FY. LIB is at 94.4% of total budgeted salaries thru Feb. With vacancies being filled, OT and vacation leave, currently NPL is on budget. However, NPL will monitor expenditures closely throughout the FY.
3,758,733
483,608
3,914,824
Fringe is at 104.2% thru Feb due to higher overall fringe costs. LIB does not have 104.2% -156,091 much control over fringe costs.
1,095,400 2,029,333
66,795 226,094
927,282 2,196,529
84.7% 168,118 108.2% -167,196
197.6% 47.6%
-40,812 209,031
115,200 593,400
76,800 395,600
109.6% 99.2% 80.7%
-31,651 493,100 9,058 1,830,600 282,509 1,853,000
328,733 1,220,400 1,235,333
93.4% 1,327,583 31,040,700 20,693,798
10,993 77,784
95,592 477,683
124.5% 120.7%
309,648 1,220,392 1,159,663
94.2% 100.0% 93.9%
2,531,141 20,267,345
97.9%
92,291 152,549 272,730
Travel is currently under budget for the year. However, monthly parking passes for Main employees are the biggest expense and we anticipate being over at -18,792 the end of the FY in this line item. -82,083 LIB is at 75.6% of budget thru Feb. The lower amount here is the result of a prepayment on the reimbursement from MNPS for the new ILS system. LIB will 19,085 monitor closely. 8 Internal Service Fees have been posted. 75,670 Library is under budget (97.9%) for FY18 YTD. NPL will monitor ALL expenditures closely as the fiscal year progresses to 426,453 ensure we are on budget by year end.
407,000
271,333
261,768
96.5%
9,565
189,200
126,133
10,186
123,858
98.2%
2,275
0 0 0 0 0 0 0 407,000
0 0 0 0 0 0 0 271,333
0 0 0 0 0 0 0 261,768
0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 96.5%
0 0 0 0 0 0 0 9,565
0 0 0 0 0 0 0 189,200
0 0 0 0 0 0 0 126,133
0 0 0 0 0 0 0 10,186
0 0 0 0 0 0 0 123,858
0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 98.2%
0 0 0 0 0 0 0 2,275
0 0 0 0 0 0 0
0 0 0 0 0 0 0
0 0 0 0 0 0 0
0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0%
0 0 0 0 0 0 0
0 0 0 0 0 0 0
0 0 0 0 0 0 0
0 0 0 0 0 0 0
0 0 0 0 0 1,245 1,245
0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0%
0 0 0 0 0 -1,245 -1,245
0 407,000
0 271,333
0 261,768
0.0% 96.5%
0 9,565
0 189,200
0 126,133
0 10,186
0 125,103
0.0% 99.2%
0 1,030
397 375 22
SUMMARY OF VARIANCE:
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Personnel Summary – March 20, 2018 Nashville Public Library
New Hires & Resignations
February 2018 New Hires Name
Classification
Perry, Anna Padilla, Daniel Suggs, Rasheed
Library Associate 1 Admin Srvs Mgr Mail Clerk Carrier
Hire Date 2/12/2018 2/26/2018 2/26/2018
Location Southeast Maintenance Mailroom
February 2018 Resignations Name
Classification
Conklin, Christopher Palmer, Jared Kirkpatrick, Kay
Public Info Coord Admin Srvs Mgr Admin. Asst.
Resignation Date 2/2/2018 2/8/2018 2/27/2018
Location Public Relations Maintenance Public Relations (retired)
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Personnel Summary – March 20, 2018 Nashville Public Library
NPL Vacancies as of 2/28/2018 = Approved to fill by OMB = Requesting permission to fill from OMB = Vacancies that have not yet been requested to fill
1 2
Division / Branch Title PUBLIC REL ADMIN SVCS OFFICER 1 OP & MAIN-MN BLDG MAINT MECH - Main
3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19
BORDX OP & MAIN-MN TECH SVCS BELLEVUE BELLEVUE ED PIKE SE ED PIKE ED PIKE OLD HICK BORDX HADLEY INGLE REF MAILROOM NASH RM NASH RM
20 21 22
PUBLIC REL REF SECURITY
CIRCULATION ASST 1 CUSTODIAN - Main INFO SYSTEMS APP TECH 1 LIBRARIAN 1 LIBRARIAN 1 LIBRARIAN 1 LIBRARIAN 1 LIBRARIAN 2 LIBRARIAN 2 LIBRARY ASSOC 1 LIBRARY MGR 3 LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE MAIL CLERK CARRIER PROGRAM COORDINATOR PROGRAM SPEC 1 PROGRAM SPEC 2 PROGRAM SPEC 2 SECURITY GUARD
Grade Name ST06 VACANT (K THOMAS) TG08 VACANT (C THOMAS, JR) VACANT (S JONES) - moved pos to BX from ST04 HP TG05 VACANT (S YORK) OR01 VACANT (J VOGLER) ST09 VACANT ST09 VACANT (L GILPIN) ST09 VACANT (A BURKHEAD) ST09 VACANT (R DOOM) ST10 VACANT (S WASHINGTON) ST10 VACANT (T ROSS) ST06 VACANT (C JACKSON) OR07 VACANT (F ADEBOLA-WILSON) ST02 VACANT (T NESMITH) ST02 VACANT (R O'DENEAL) ST02 VACANT (A WHITE) ST05 VACANT (J HUGHES) ST09 VACANT (A WILLIAMS) ST06 VACANT (S BRINDLEY) VACANT (C CONKLIN) - pos dwngrded to ST08 Prog. Spec 2 ST08 VACANT (T WATERS II) ST06 VACANT (B WILSON) - pos repurposed
FPS F F
FTE 1.00 1.00
F F F F F F F F F F F P P P F F F
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 1.00 1.00 1.00
F F F
1.00 1.00 1.00
NOTE: 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
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Brief Area Updates – March 20, 2018 Nashville Public Library ADMINISTRATIVE SERVICES REPORT Safety/Security: February 2017 Several items were taken to surplus again this month. I have listed below the total number of incident reports for the month of February and the amount for each category. 3 After hour events covered by security this month. Interviewed for open security position and hired Randal (Shane) Pryor and he will process in HR on March 6 and start to work on March 12. Total Report 50 down from 8 in January, including: Accident 1 Ambulance 3 Alarm 3 Assault 0 Arrest 0 Damage 0 Number of suspensions by conduct violation numbers: #3 — 5 #16 — 1 #4 — 2 #17 — 11 #5 — 6 #18 — 1 #6 —2 #19 — 6 #8— 10 #20 — 20 #11 — 1 #21 — 2 #14 — 1 #22 – 1 #15 — 4 Suspensions for December: # of patrons 1 4 1 8 1 4 16
Mental Issue Susp. Act Towed vehicle Vehicle Damage Vandalism Theft
1 2 0 0 0 2
# of days suspended 1 5 7 30 60 90 365
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Delivery: February 2017 Main: We received 696 incoming UPS packages and sent 29 packages out UPS GROUND There were 106 overnight packages received from FedEx, DHL, etc. We received 120 inserts of mail from the United States Post Office and we sent 81 inserts of mail to Metro Mail for postage. There were 30 special deliveries from Ikon, Supply Room, Advance Supply, Firefly, etc… Branches: For the month of February we moved 5,512 hold bins (176,384 items), 4,567 non-hold bins (146,144 items), 412 A/V bins (13,184 items) and 1,359 Circulation bins (43,488 items). This gives us a grand total of 11,850 bins moved, a total item count of 379,200 with an average of 624 bins and 19,958 items moved per day. We sent 0 skids/boxes to Pratt recycling. We sent 8 skids of books to BWB
Daily completion Percentages: Holds 19 of 19 days for 100% Facilities Maintenance: January 2017 Facilities & Maintenance Manager Jared Palmer resigned on February 8, 2018. Dan Padilla began as our new Facilities & Maintenance Manager on February 26, 2018. Dan has been getting up to speed on current projects and processes, and hit the floor running by jumping right in to taking care of some of large items. He has spent much of his time so far working on getting old plumbing replaced at the North branch, and checking and correcting potential leaks in the courtyard at Main. Stats for our facilities and maintenance will be included in the April report for March and February.
BRANCH SERVICES REPORT Seed Exchange Seeds are available at fifteen branch libraries this year: Bellevue, Bordeaux, Donelson, Edgehill, Edmondson Pike, Green Hills, Goodlettsville, Hermitage, Inglewood, Main, North, Old Hickory, Richland Park, Southeast and Thompson Lane. These locations are gearing up for the spring planting season with programs such as Can You Plant a Pickle? at Richland Park and From the Farm to Your Table at Green Hills. The Bellevue Branch Library is starting a demonstration garden this year. The produce will be used in their cooking programs, including the (Cook)book Club and Kids Can Cook. 16 | Page
Summer Reading Challenge Preparations for the Summer Reading Challenge (SRC) have been progressing swiftly under the leadership of Lisa Bubert. Prizes for patrons have been ordered, t-shirts for staff have been received, and the committee is reaching out to local businesses with in-kind donation requests. Ms. Bubert plans to build staff confidence and generate enthusiasm by offering READSquared training to each branch library. READSquared is the online software that patrons and staff will use to create accounts, log points, and award prizes. The SRC committee will also provide branch staff with outreach tips to help them achieve their goal of completing two initial outreach visits (one for children/teens and one for adults) and follow-up visits. Joanna Roberts has created a Google spreadsheet in order to track SRC outreach efforts. PLA Attendees Nine branch staff will attend the Public Library Association (PLA) conference from March 20-23, 2018, in Philadelphia, Pennsylvania. The theme is “Imagine the Possibilities.” Branch conference-goers Debbie Bischoff, Lisa Bubert, Annie Herlocker, Lindsay Jensen, Sara Morse, Stephanie Rodriguez, Emily Talbot, Terri Thomas and Syreeta Washington have identified primary objectives for attending. For example, Stephanie is particularly looking forward to the sessions that focus on staff training, and Emily plans to monitor trends related to the public library serving as a community hub for health and wellness education. Attendees will share what they have learned with fellow staff upon their return. The Public Library Association conference is always a very focused and well-planned; offering ample time for networking and sharing ideas. This biennial event will come to Nashville February 25 – 29, 2020 and we plan to showcase Nashville Public Library.
COLLECTIONS AND TECHNOLOGY SERVICES REPORT Collections & Technology Services I attended ALA Midwinter in Denver. Became Senior Co-Chair of the LLAMA LOM PAM Committee. I met with TLC President, Ann Murphy and Vice President, Paul Leppert in Denver to discuss Carl issues. The Patron Experience Committee submitted recommendations to the Admin Team that would improve the user experience with changes to the public PCs. I took part in the Civil Society and Collections discussion regarding children’s materials. Viewed ULC Edge Webinar. Presented Collections & Technology overview at New Employee Orientation. Held biweekly group meetings with staff to discuss ongoing projects. Held biweekly meetings with individual staff to discuss ongoing projects. 17 | Page
Web Services The Web Services team is working on developing multilingual versions of key webpages starting, initially, with Spanish and Arabic. The Web Services team is also working with Aten on learning how to set up and configure our own local development environments, a staff directory and a database a to z drop down menu. The Web Services team is in the planning stages of moving from Drupal 7 to Drupal 8. Drupal is the content management software that Web Services uses to make many of the websites and applications used at NPL. Web Services will work with Aten in the coming weeks to review recommendations. The Web Services team built programs in READsquared for Summer Challenge. Staff on the summer reading committee are in the process of testing patron and admin functions. Once testing is completed any bugs will be fixed and content/language updated in preparation for a launch in early May. The Web Services Team will also meet with Liz Atack and Terri Thomas to discuss ways READsquared can support literacy projects. The Web Services Team met with Georgia Varble and Jena Schmid to discuss changes to Conference Center and Private Events pages. The Web Services Team is currently testing Lastpass, NPL’s password manager. Once the process has been worked out and a guide has been created, Web Services will onboard Marketing and Communications staff.
Shared Systems Jenny Lane responded to Carl-x feedback received from staff. Jenny Lane, with assistance from others, wrote a development proposal to be submitted to TLC. James Staub and Jesse Morros attended the 2018 Code4Lib Conference whose attendees all have a common goal of writing, analyzing, managing, tweaking, testing, hacking, or using code. The Shared Systems Team demonstrated Pika and Carl to Knox County Public Library. James Staub will demonstrate Pika and advise San Antonio Public Library on shared discovery on March 28th. The Shared Systems Team advised McNairy County on school partnerships. Shared Systems side loaded BoomBox and is in the process of loading Capstone for MNPS. Materials Management/Collection Development Re-calling over 500 Launchpads so we can re-case and re-barcode them into slimmer cases that will hold up better long-term and take up less space on the shelves. 18 | Page
Materials Management staff are photocopying DVD artwork and re-casing over 600 DVDs from Southeast to be used at Madison. This will save the materials budget approximately $12,000 in replacement costs. Noel Rutherford is working on a Lucky Day Collection survey for staff to examine future direction of the collection. The Materials Management Committee is updating the Collection Development plan utilizing ALA’s Office of Intellectual Freedom’s new Policy toolkit. Noel Rutherford is researching LibCal functionality to see if we can use it to reserve Bookclub in a Bag collection (and possibly Curriculum Kits as well). Technology Larry Jirik is in the process of purchasing Kioware Software for the public catalogs. This software will prevent patrons from surfing the web on the public catalogs. Larry Jirik is investigating the cost of hosting Ink (intranet) in the cloud versus on ITS servers. Technology staff continued to work on fixing technical issues with SharePoint (Ink) and, although down a full time position, focused on promptly responding to tickets from NPL staff.
COMMUNITY ENGAGEMENT AND EDUCATION REPORT Puppet Truck Puppet Trucks 1 and 2 conducted 52 programs with an audience of 3,544 including 9 branch performances for African American History Month.
Truck was requested by the Chinese Arts Alliance of Nashville (CAAN) to perform for their Chinese New Year Celebration –at the Vanderbilt Recreational Center.
Nia House Montessori invited Bret Wilson to talk with the students about the Puppetry Arts (Character voices, puppet storage/care, script writing, physical/vocal warmups and how to approach working with puppets) prepping students presenting their own original puppet show to family and friends. 19 |
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Wishing Chair Partnered again with the Nashville Symphony to perform the show "Music and Magic."
Building 2 new shows: Gulliver's Travels and Momotaro.
Bringing Books to Life Puppet truck is scheduled out until June. (photo of children from childcare participating in BBTL curriculum kit activity )
Provided 2nd round of Loving & Learning for Woodland Hills Juvenile Detention Center for 8 fathers. A 3rd round will be scheduled due to high demand.
Adult Literacy Served 352 people at 26 events.
Our Winter Summit was a success with over 150 attendees. Named the 2018 Adult Educator of the Year and had numerous other relevant workshops. (93% of attendees will use something they learned in their work, 92% of attendees feel more connected to the community, 98% of attendees understand the significance of shared data for high impact work.)
Launched our collective impact working group with 16 agencies committed to work together to solve complex problems in adult education.
We will coach adult education providers from NICE and NALC about how to quickly and easily integrate technology skills into their ongoing instruction.
Studio Monica McLaurine led workshops for 450 students at Oliver Middle School on the “Good, Bad, and Ugly of Social Media”, presenting best practices for online safety & healthy online relationships.
Rebecca Stone is working with a Hume Fogg teaching usage of Green screen and video editing. Workshops will take place on school site as well as at Studio NPL.
Niq Tognoni represented NPL on a Bank of America “Neighborhood Builders” panel to discuss NPL’s work with the Opportunity Now program, highlighting the library’s role in expanding the program through the commitment of all of the branches and the NAZA summer explorers program.
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Niq traveled to NYC with NAZA to discuss the role of Studio NPL in creating spaces for youth “Voice and Choice” at a meeting of youth-serving org leaders from Chicago, Boston, and NYC.
Be Well at NPL Promoted TN Quit (smoking) WK with social media posts and displays at all library locations.
Elizabeth Roth presented to 180 pharmacy students during their annual TN Pharmacists Association conference on how community partners are meeting health needs.
Bordeaux Branch library had 40 people attend a Saturday morning Chicago Style Steppin program.
Digital Inclusion Held a workshop for MNPS High School Transition Program for students with disabilities whose goal is competitive employment. (Provided them with readiness tips that cover resume writing, interviewing, appropriate attire and effect of social media footprint on employment opportunities.)
We’ve been contacted by several more agencies interested in our senior programming including Vanderbilt University, Mathew Walker Comp Health Center and McKendree Village.
Marian participated in a ConnectHome webinar designed to provide information for the Public Housing Authorities in the 30 new ConnectHome communities.
Susan Reaves conducted a presentation on Internet Safety for the Parents Steering Committee at Lead Brick Church Middle School.
Danny Oliver started classes with a new group of seniors at NCOA focusing on NPLDigitalLearn.org
Limitless Libraries Sent 14,500 items to students and teachers through school delivery.
Visited 16 schools, strategized with students and librarians on how to increase usage.
Helped facilitate the 2018 Battle of the Books for high schools.
MAIN REPORT
The annual LEGO competition was held in February. The contest demonstrates the library’s focus on emphasizing STEAM skills and out-of-school learning. We had a little over 200 entries this year, and more than 1,000 people viewed the entries with 400 people attending the awards ceremony on Sunday. During the event we registered about 60 new library cards.
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In March, the Teen Services and Adult Services will be co-hosting a new program. The purpose of the program is to help make teens comfortable with other areas and services of the library so when they age out of the Teen Space they will continue using the library.
The 1st floor gallery is being prepared for the upcoming Violins of Hope exhibit.
As part of the Civil Rights/Civil Society programming, author Edwidge Danticat provided a lunchtime public reading of excerpts from her works in the Civil Rights Room.
The Tennessee Department of Tourism and the Governor’s office launched a “10 Tennessee Sites” this month. The Civil Rights Room is one of the sites on the U.S. Civil Rights Trail.
MARKETING AND COMMUNICATIONS REPORT NPL welcomed Congressman Jim Cooper to the Main Library for a presentation of the remarks Cooper read on the U.S. House floor honoring Nashville Public Library as the 2017 Library of the Year. Meanwhile, MarComm launched a new series of social media ads on Facebook and Instagram designed to promote library card registration and released the spring 2018 issue of Unbound, the Library’s quarterly news magazine.
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Old Business – March 20, 2018 Nashville Public Library
2018 Board Meetings Dates / Locations February March April May June July August September October November December
Date 2/20/2018 3/20/2018 4/17/2018 5/15/2018 6/19/2018 7/17/2018 9/18/2018 10/16/2018 11/20/2018 12/18/2018
Location Main Library Bordeaux Main Library East Main Library Inglewood No Meeting Main Library Richland Park Main Library Looby
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New Business – March 20, 2018 Nashville Public Library
Nashville Public Library Board March 20, 2018 Resolution Title: Rescindment of Obsolete Policies History/Background/Discussion: The Nashville Public Library’s Procedure Review Committee has undertaken the project of reviewing all current library policies. The committee determined that several policies still on the books are no longer in practice or are redundant to existing policy.
Policy Title Building Décor New Main Library Staff Fine Free Policy
Date Issued 5/1/2001
Computer Classroom
7/15/2008
Use of Library Facilities and Meeting Rooms Main Library Study Rooms Use of Library Facilities and Meeting Rooms Main Library Writer’s Rooms: Guidelines and Application
7/18/2001
9/16/2014
3/22/10
Reason for Rescinding Outdated & Unnecessary Internal document Obsolete NPL is now fine-free for all users Outdated & Unnecessary Mostly procedural, policy covered under Branch Meeting Room Policy Outdated & Unnecessary Mostly procedural, policy covered under Branch Meeting Room Policy Outdated & Unnecessary Mostly procedural, policy covered under Branch Meeting Room Policy
Recommendation: The Board approves the rescindment of the listed policies. Draftor(s): Jena Schmid Person(s) Responsible for Implementation: NPL Administration 24 | Page
RESOLUTION 2018-03.01 RESCINDMENT OF OBSOLETE POLICIES WHEREAS, the Director of the Nashville Public Library recommended the Procedure Review Committee to establish a process for the regular review of existing Nashville Public Library polices, and WHEREAS, a review of institutional policies has been undertaken by the Procedure Review Committee in order to remove outdated policies, and to modify and update policies, and WHEREAS, as a result of the review several policies were found to be obsolete or redundant; NOW, THEREFORE, BE IT HEREBY RESOLVED that the Nashville Public Library Board of Trustees approve the rescindment of the following policies: Building Décor New Main Library; Staff Fine Free Policy; Computer Classroom; Use of Library Facilities and Meeting Rooms Main Library Study Rooms; Use of Library Facilities and Meeting Rooms Main Library Writer’s Rooms: Guidelines and Application.
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Building DĂŠcor Main Library potted plants artwork decorations bulletin boards tack offend home corridors walls windows window sills cut flowers drinks beverages coffee smoking eat drink purses coats staff lockers hand-lettered signs locks 27 | Page
LIBRARY
POLICIES Computer Classroom – Main Library
PROCEDURES
Date: July 15, 2008
MANUAL New Policy, based on “Use of Library Facilities and Meeting Rooms at the Main Branch” July 18, 2001. Replaces Issue dated:
Page 28 of 3
The Nashville Public Library (NPL), Computer Classroom at the Main Library, is available at no charge for use by qualifying groups. Branch computers, computer labs, and homework centers may not be booked for group use. The Computer Classroom is intended for computer classes or other classes where the use of a computer is necessary for students. The Computer Classroom is not intended to be a general meeting space, and may not be booked for purposes other than computerized teaching. No fees, tuition, or donations may be accepted by the group or individuals in connection with classes held in the Computer Classroom. The NPL does not discriminate in making its premises available for use on the basis of race, color, national origin, religion, gender, age, sexual orientation or disability. The fact that a group or organization is granted permission to meet in the Library in no way constitutes endorsement of the policies or beliefs of that organization by the Metropolitan Library Board, the NPL or Metropolitan Government.
I. RESERVATION PRIORITIES NPL in its sole discretion will determine the classes to be held in the Computer Classroom. A. The Nashville Public Library has first priority on all dates. B. The Library Foundation and Friends of the Library have second priority on all dates. C. Other Nashville Metropolitan Government agencies have third priority on all dates. D. Other agencies of the state and federal government have fourth priority on all dates. E. All other nonprofit and charitable groups have fifth priority on all dates. F. No other reservations will be accepted.
II. SCHEDULING REQUIREMENTS A. The Computer Classroom should be reserved at least 2 weeks in advance, but no more than one year in advance. B. Classes may be held only on days and evenings that the Library is scheduled to be open for public service. C. A group may not book multiple dates for regularly scheduled classes (i.e. weekly or monthly). No regularly scheduled classes are permitted; only one such class may be on the calendar at a time. (If an
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organization holds a class that lasts 2 or more consecutive days, then this type of use will be considered a single class and approved as set out in this policy.)
III. PROCEDURE FOR RESERVING COMPUTER CLASSROOM (Procedure*) A. A completed Reservation Request Form (or email with all details included in the request form) must be submitted by the requesting party, and then approved by the Nashville Public Library, as set out in this policy. B. A Certificate of Insurance naming the Metropolitan Government of Nashville and Davidson County as an additional insured must be submitted with all Reservation Request Forms. Insurance Policy Limits for general usage of meeting rooms and facilities: $1,000,000. C. All reservations for Computer Classroom use must be made through Kyle Cook, kyle.cook@nashville.gov or Jenny Ellis, jenny.ellis@nashville.gov. D. A reservation is not considered binding until the Library staff person in charge has received a completed Classroom Request Form, Certificate of Insurance, and has returned a confirmation of the reservation to the group requesting use. Please review the confirmation and make sure all information is correct. E. If the teacher wishes to preview the Computer Classroom, a meeting must be arranged in advance.
IV. CANCELLATION POLICY A. Cancellations must be made at least 48 hours in advance. B. If the class is cancelled by the NPL, the Library will provide you notice of the cancellation as early as possible, and the class will be rescheduled if possible. V. ROOM USAGE A. You and your participants must remain in the designated area during the class. B. The Computer Classroom must be vacated at the end of the scheduled reserved time. Groups will not be admitted to the library prior to its opening time, nor will they be permitted to remain after closing. All groups must leave 15 minutes prior to closing time. C. At any time, Library staff or representatives may enter the premises. D. The Library cannot accept messages for you or your participants. E. Groups must return the room to its original order, and remove any unused class materials. F. All Library facilities are non-smoking facilities.
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VI. DENIAL OF USE OF LIBRARY FACILITIES A. The Library reserves the right to accept or deny usage of the Computer Classroom at any time, in accordance with this policy. B. The NPL has the right to preempt any class for a Library class. In such rare instances, the Library will put forth every reasonable effort to assist in reserving another date or Library Computer Classroom. C. Use of the premises may be terminated at any time if the conduct of the group or any member of the group is disruptive to Library service, abusive or dangerous to individuals, the building, Library materials, exhibits, or furnishings in the building.
VII. DAMAGES AND LIABILITY A. Any individual, group or organization using the Computer Classroom shall be held responsible for willful, intentional, negligent or accidental damage to the Library building, grounds, collections, software or equipment caused by the group or organization, its members or those attending its program. B. Any individual, group, or organization using the Computer Classroom must fully release and discharge the Nashville Public Library Board, the Metropolitan Government, its officers, agents and employees from any and all claims from injuries, including death, damages or loss, which may arise or which may be alleged to have arisen out of, or in connection with the class. C. They must further indemnify and hold harmless and defend the Nashville Public Library Board, the Metropolitan Government, its officers, agents and employees from any and all claims resulting from injuries, including death, damages and losses, including, but not limited to the general public, which may arise or may be alleged to have arisen out of, or in connection with the class.
VIII. SIGNAGE AND DECORATIONS A. Nothing may be affixed or mounted in any way to the walls of the Computer Classroom.
IX. LIBRARY EQUIPMENT, SERVICES AND FACILITIES (Procedure*) A. The hardware available in the Computer Classroom consists of: a. 1 Teacher’s Computer with pull down screen to mirror b. 1 ADA [large screen] monitor and computer for student use c. 29 student computers d. Printer B. The software available in the Computer Classroom consists of: a. Adobe Reader 7 b. Microsoft Access c. Microsoft FrontPage d. Microsoft Word e. Microsoft PowerPoint f. Microsoft Publisher g. Internet Explorer 6 h. Windows XP operating system
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C. Groups must provide their own teachers and handouts, except for groups requesting tutorials on the Library’s resources. D. The group is responsible for bringing any office supplies that will be needed, and for removing them at the end of the class. E. Groups may not install or request the installation of additional software. No changes to the network settings are permitted. F. The group is responsible for testing the website in the classroom prior to training. G. Guests may not download or store files on classroom computers. They may save files using their own portable storage devices or online storage. It is the responsibility of the teacher to convey this in advance to students. X. PUBLICIZING CLASSES A. Publicity materials, invitations, flyers, and press releases may not list the NPL as a co-sponsor of any class unless the class has been officially approved and designated by the NPL or its agents as Libraryco-sponsored. B. We request that you use the street address of the library as your location. A line stating “at the Nashville Public Library” is allowed on your printed materials. C. Copies of all, flyers, posters or press releases must be submitted to the Public Relations Dept. of the NPL prior to the time the materials are issued to the public. D. NPL phone numbers may not be listed for information on your class. The Library requires that all printed material, press releases, posters and other information regarding your class include a contact phone number for your group. E. The Library reserves the right to take photographs of classes for its own records and usage. Attendance at said classes is permission for such usage. Clients are responsible for communicating this to attendees.
XI.FOOD AND BEVERAGES NO FOOD OR DRINK WILL BE ALLOWED IN THE COMPUTER CLASSROOM AT ANY TIME.
* Procedures are operating practices that may be changed by library administration, based on library needs. The policy portion of this document required approval by the Library Board. Approved by the Library Board July 15, 2008
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Study Rooms Mini-Conference Rooms Main Library Resercable Non-Reservable Reference
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LIBRARY PROCEDURES MANUAL
POLICIES Use of Library Facilities and Meeting Rooms Main Library Writer’s Rooms: Guidelines and Application Replaces issue dated: September 21, 2009
PO Date: March 22, 2010 Page 33 of 3
1.
Writer's Rooms may be booked up to one year in advance.
2.
Writer's Rooms may be used for up to six months. If no one else is waiting to use the room, additional time up to three months may be booked at the end of the initial reserved time period. Applications will be considered quarterly in January, April, July and October during the first full workweek of the month. A letter of notification will follow the next week.
3.
Usage of a Writer’s Room is restricted to persons who have a signed publisher’s contract, are underwritten by a third party, have been formerly published (with evidence of previous publication), who have a letter of interest from a publisher, journalists possessing valid press credentials, visiting scholars and academicians (current and retired).
4.
A three-member committee, comprised of library staff members and a community representative, will determine priority usage of the rooms. Preference will be given to authors using the Nashville Public Library collections. The Library Director, the Main Administrator, or Special Collections Division Manager may approve short-term Visiting Scholars’ requests for Writer's Room assignment on a space-available basis for a period not to exceed one month.
5.
There is no charge for usage of a Writer’s Room
6.
To reserve a room, submit a completed Writer's Room Request Form and supporting material as listed in item 3 electronically to tricia.bengel@nashville.gov Or via U.S. mail to Main Library Administrator Nashville Public Library 615 Church Street Nashville, TN 37219 Forms may be obtained from the library’s website (www.library.nashville.org) under Services or at the service desk in the Nashville Room on the second floor of the Library.
7.
Writers wishing to check out library materials will need a Nashville Public Library card. Library cards are available at the Return Desk on the first floor. If the writer is from outside Davidson County, the fee for a card will be waived. The card will expire at the end of the Writer's Room assignment.
8.
Writers may borrow materials for three weeks at a time with unlimited renewals, unless another person has a hold on the item(s).
9.
Reference materials must be returned at the end of each day.
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10. The writer must abide by all the rules, regulations and policies of the Nashville Public Library. 11. While the room will be assigned to one writer exclusively during the period approved, library staff may enter Writer's Rooms, as necessitated in the normal daily operation of the facility. 12. The Library is not responsible for loss or damage to personal items left in the assigned room. 13. The Nashville Public Library welcomes donations of published materials produced, in whole or in part, utilizing the resources of the Nashville Public Library. 14. Questions about policy and procedures may be directed to the Main Library Administrator, 862-5806. 15. Exceptions: a. If writer requests an extension following the six-month period, time limits indicated above should reflect appropriate limits. b. Visiting Scholars, by the nature of the classification, are short-term users and are from outside what would be considered reasonable daily travel for library use. This classification must meet the criteria indicated above, but time limit will be in weeks or month. Time limits indicated above should reflect appropriate limits.
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Writer’s Room Application Main Library Administrator Nashville Public Library 615 Church Street Nashville, TN 37219-2314
Date Submitted
Writer’s Room Request For: Name Address
Daytime Phone
Home Phone
Email Address Use of Room Requested: From:
/ Month
Day
/ Year
To:
/ Month
/ Day Year
Please submit one of the following as well as a summary of the project you plan to work on in the writer’s room. All documents should be submitted electronically to tricia.bengel@nashville.gov: Publisher’s Contract Journalist Credentials Academician Credentials Letter of Support from underwriting source Copies of Former Publications Publisher’s Letter of Interest Visiting Scholar Credentials Other Applications are reviewed in January, April, July, and October during the first full work week of the month. Notice of assignment will be sent the following week. I have reviewed, understand and agree to comply with policies and procedures on The Use of Library Facilities and Meeting Rooms at the Main Branch – Writers Rooms and Library Rules of Conduct. Signature Committee Action:
Approved Not Approved
Letter of Notice I Sent Main Administrator
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Nashville Public Library Departmental Policies
Staff Fine Free Policy
Policy Information Approved Date: Effective Date: Keywords:
September 16, 2014 February 20, 2018 Staff Fine Free
Policy
Many public libraries have adopted the practice of a fine free policy for library staff to encourage their use of the materials collection and reading. It is beneficial for the library to have a staff active in reading and familiar with literature and the resources the library provides. Fines for staff members may discourage their use of the collections. The Library Director would like to establish a fine free environment for the library staff with elements that include: o Employees do not pay fines for overdue materials. o Employees are expected to abide by circulation limits and loan periods. o Employees are responsible for lost and damaged materials. o Employees may be sent to the collection agency. o Employees may have three Claimed Returned items. o Employees may have items out for an extended length of time due to library related projects.
Resolution
Nashville Public Library Board September 16, 2014 Resolution Title: Staff Fine Free Policy 36 | Page
History/Background/Discussion: Many public libraries have adopted the practice of a fine free policy for library staff to encourage their use of the materials collection and reading. It is beneficial for the library to have a staff active in reading and familiar with literature and the resources the library provides. Fines for staff members may discourage their use of the collections. The Library Director would like to establish a fine free environment for the library staff with elements that include: o Employees do not pay fines for overdue materials. o Employees are expected to abide by circulation limits and loan periods. o Employees are responsible for lost and damaged materials. o Employees may be sent to the collection agency. o Employees may have three Claimed Returned items. o Employees may have items out for an extended length of time due to library related projects. Recommendation: That the Board adopt the following resolution Draftor(s): Kent Oliver, Library Director Person(s) Responsible for Implementation: Kent Oliver
RESOLUTION 2014-09.01 Staff Fine Free Policy WHEREAS, it is beneficial for the public to have a well read and knowledgeable library staff regarding library materials and resources, and WHEREAS, library staff may require extended loan and materials use periods in the delivery of service; NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees that the Library Director will establish a fine free policy and corresponding procedures for library employees that includes the following elements effective October 1, 2014 and waiving staff fines accumulated prior to that date. o Library employees do not pay fines for overdue materials. o Library employees are expected to abide by circulation limits and loan periods. o Library employees are responsible for lost and damaged materials. o Library employees may be sent to the collection agency. o Library employees may have three Claimed Returned items. o Library employees may have items out for an extended length of time due to library related projects.
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