NASHVILLE PUBLIC LIBRARY Board of Trustees Meeting May 16, 2017
Nashville Public Library Board of Trustees Agenda May 16, 2017 Green Hills Branch Library 3701 Benham Ave 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: April 18, 2017……………………………………………………………..…………………. pgs. 1 – 7
VII.
Library Director Report a. Library Director, Kent Oliver
VIII.
Staff Reports a. Woodland Hills Youth Development Center Presentation, Raemona Taylor/Luke Herbst b. Conference Center Update, Jena Schmid c. Budget Update, Kent Oliver d. NPL Strategic Planning, Kent Oliver
IX.
New Business a. Submission of Nashville Public Library Board Agendas and Minutes to Nashville.gov Policy, Kent Oliver……………………………………………………………………………………………….…………. pgs. 23 – 25
X.
Adjournment
Next Board of Trustees Meeting 12:00 noon – June 20, 2017 Green Hills Branch Library – Meeting Room 3701 Benham Ave Nashville TN 37215
NASHVILLE PUBLIC LIBRARY A City with a Great Library is a Great City ® LIBRARY BOARD MINUTES April 18, 2017 12:00 p.m. Green Hills Branch Library, 3701 Benham Ave, Nashville, TN 37215 Members Present:
Keith Simmons, Robert Oermann, Joyce Searcy and Sepi Khansari
Members Absent:
Lucy Haynes and Francie Hunt
Library Staff:
Kent Oliver, Larry Price, Jena Schmid, Elyse Adler, Susan Drye, Felicia Wilson, Heidi Berg, Terri Thomas and Beth Deeb
Also Present:
Shawn Bakker, President, Nashville Public Library Foundation Mark Murray, Metro Department of Law attorney Mark Naccarato, SEIU representative
I.
Call to Order / Roll Call Keith Simmons called the meeting to order at 12:02 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 Terri Thomas attended from the Green Hills staff, and Mr. Simmons introduced new NPLF President Shawn Bakker. IV. Approval of Minutes: February 21, 2017 Robert Oermann moved for approval of the minutes from the February meeting; the motion was seconded by Joyce Searcy and passed unanimously. V.
Library Director Report—Kent Oliver, Library Director The dedication plaques for Southeast and Bellevue will be ordered soon; Mr. Oliver distributed the proofs and asked that any changes be sent to Larry Price. Joyce Searcy will be reappointed to the Board tonight. The resolution stipulating that Metro Records be transferred to the Archives so that the library will own them and can digitize/discard as appropriate will be on second reading as well this evening. There is a new ordinance related to the posting of all Metro departments’ Board agendas and minutes. A policy resolution will be submitted to the Board next month to formalize compliance. 1|Page
This year’s budget hearing will be May 23 at 4:30 p.m. Mr. Simmons asked all Board members to attend, if possible. Mr. Oliver has been working with Ms. Bakker on the FY17/18 NPLF budget. There will be no increases this year. The budget will be presented to the NPLF Finance Committee on April 20. This is a busy week at the library, with a David Baldacci Salon, a Studio NPL showcase, and the Witness Walls reception. It was agreed that Board meetings would take place at the Green Hills Branch for the next several months while the Main Library parking garage is under renovation. The visits to various branches will resume next fall. The amendment regarding state aid to libraries will be introduced in the Senate Finance Committee this week or next by Senator Dickerson.
VI. Staff Reports a. Green Hills Branch Library—Heidi Berg Ms. Berg introduced herself as the regional manager of the Green Hills Branch, which includes oversight of the Bellevue and Edgehill branches. Green Hills is one of the busiest locations, with the highest terminal activity and the third largest circulation after e-media and the Main Library. It has a staff of twenty full-time and five part-time employees. There is a strong emphasis on programming, with several weekly programs for children. Green Hills also opened the first Studio NPL in the system in 2014, which is used by 20-50 teens each afternoon. Adult programs include computer classes, health and wellness workshops, and gardening/Seed Exchange programming. Green Hills has an active Friends group that funds projects such as landscape maintenance, re-upholstery, signage, and other improvements to the branch. b. ILS Migration—Felicia Wilson Ms. Wilson distributed a timeline for the migration to Carl-X. “Train the trainer” sessions will take place April 13-21, followed by data testing. Starting June 6, all bibliographic records will be frozen, which means that no new materials will be processed until the migration is complete. Pending Board approval, all library locations will be closed Sunday, July 2 through Tuesday, July 4 for the migration, with Carl-X going live on July 5 (closures are typical during ILS migrations). During the closure, online databases will remain available, possibly including Overdrive and Hoopla. Mr. Oermann moved to approve the closure on July 2 and 3 to allow for the migration; the motion was seconded by Joyce Searcy and passed unanimously. Library employees will be given administrative leave for those days.
CARL-x Migration Timeline April 13th to April 14th CARL-x Administration Training April 17th – April 21st Train NPL trainers April 17th – April 18th Cataloging 2|Page
April 19th
Acquisitions
April 20th – April 21st Circulation April 24th – May 5th
Data Testing
May 6th – May 26th
Functional Testing
May 6th – May 26th
Third Party Applications Setup & Testing
SIP EDI I-tiva
June 19th – June 30th Install CARL-x client on all staff workstations May 26th
Freeze Authorities in Millennium
May 26th
Extract Authority Records from Millennium
May 30th – June 2nd
Load Authority Record
June 5th- 16th
Staff Training held in Branches
June 19th – June 30th Staff Training held at Main June 5th – June 7th
Review Authority Records
June 6th
Freeze (Parameters) Settings in Test Database
June 6th
Copy (Parameters) Settings into Production
June 6th
Freeze Bib Changes In Millennium (Library)*
June 6th
Freeze Bib Changes in CARL-x (Schools)
June 6th
Extract Bib Databases (School & Library)
*Libraries WILL NOT receive new materials until after we go live.
June 10th – June 21st Load Bib Databases into CARl-x June 22nd – June 28th Review Bib Files July 1st
Freeze Transaction Files
July 1st
Load Transaction Files
July 1st
Extract Transaction Data (LS for Schools; ILL for Library) 3|Page
July 2nd – 4th
Libraries closed for Migration
July 3rd
Build Final LS2 PAC database (Schools)
July 4th
Any Required Parameter (Setting) Updates from Millennium completed in CARL-x
July 4th
I-tiva and PIKA over to CARL-x Production
July 5th
Libraries reopen with CARL-x Live
July 5th
No New Bib or Acquisitions Orders or Edits
July 6th
Staff Create and Process Small File of Bib Records for NPL and MNPS
July 6th
Staff edits Small File of Bib Records in Combined Database
July 6th
Staff Review New and Edited BIB and Acquisitions Records
July 7th
Resume Normal Bib and Acquisitions Activity
July 5th – July 21st
Transition to Standard Support
VII. Board Officer Election The following slate was proposed: Keith Simmons as chair, Lucy Haynes as vice chair, and Robert Oermann as secretary. Ms. Khansari moved to elect the slated officers; the motion was seconded by Ms. Searcy and passed unanimously. VIII. Old Business a. Events Policy Amendment—Jena Schmid In March, the library began taking reservations for private events. Ms. Schmid reported that many patrons have asked for a smaller, more affordable wedding option as an alternative to a courthouse ceremony. In response, she is proposing an amendment to the private events policy, a $500 Elopement Package, for events that would take place during normal library hours in spaces that wouldn’t disrupt library service (the courtyard, the Grand Reading Room, and the Banner Room). These would be standing ceremonies of 25 guests or less, requiring no liability insurance because alcohol cannot be served. The only setup the library would do would be to provide stanchions. The Library would need at least one week’s notice, and would require half of the fee at the time of booking. The overall events policy would also still apply (i.e., we can only host civil ceremonies, not religious). Ms. Searcy moved to approve the amendment; the motion was seconded by Mr. Oermann and passed unanimously. Nashville Public Library Board April 18, 2017 Resolution Title: Amendment to Private Events Policy History/Background/Discussion: 4|Page
Since Nashville Public Library initiated the Private Events Policy, we have received several requests for an opportunity for those who would like to have a small, affordable wedding at the library as an alternative to a courthouse ceremony. To fill this need, the library is proposing a special Elopement Package. In order to cut the cost of a wedding at the library, while still offering a memorable and romantic ceremony, considerations were made about the schedule, the location, the size, and the required labor. Recommendation: The Board approves the proposed amendment to the Private Events Policy Draftor(s): Jena Schmid Person(s) Responsible for Implementation: NPL Facilities Coordinator RESOLUTION 2017-04.01 Amendment to Private Events Policy WHEREAS, the Nashville Public Library would like to offer the community the opportunity to have an intimate, affordable wedding ceremony at the library, and WHEREAS, library weddings showcase Nashville’s lovely Main Library building and engage with potential new library card holders, WHEREAS, the library elopement ceremonies will occur during library operating hours at minimal disruption to library services, and WHEREAS, funds raised by the elopement ceremonies will be directed to the private event special account which is allocated to building equipment and maintenance, and NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees that the amendment to the Private Events Policy be approved, to become effective immediately. Nashville Public Library Private Events - Elopement Package The elopement package is offered as a less costly alternative to the usual space rental fees for private events. With the following exceptions, all other rules in the Private Events policy apply. A. Library spaces available for Elopement Ceremonies include the Margaret Ann & Walter Robinson Courtyard, The Memorial Foundation Grand Reading Room, and the Nashville Banner Room. B. Rental fee is $500, to be paid in full at the time the Rental Agreement Form is submitted. C. Elopement ceremonies are scheduled during library operating hours only. D. Standing ceremonies only; chairs not provided. E. A maximum of 25 guests is allowed. F. Liability insurance is not required. IX. New Business a. Branch Organization Discussion—Larry Price Mr. Price distributed the new branch cluster organization. There will now be seven clusters instead of five. Southeast and Bellevue have been added as cluster heads, which means 5|Page
that those branch managers will be Manager 3 positions and will oversee an average of 30 staff. This new structure also anticipates the new buildings and renovations included in the Facilities Master Plan (for example, the new Donelson Branch will be larger, so will become a Manager 2 position, but will still be in the Hermitage cluster). Mr. Price expects that these Manager 3 positions will provide the future leaders of the library.
X.
Other Business a. Safety procedures at branches Mr. Oermann mentioned a recent shooting in the Pruitt area and asked whether the Library had taken any precautions. Mr. Price confirmed that several locations, including Pruitt, have remote lockdown so that staff do not have to approach the door to secure the building. Staff then communicate with the police to determine when the lockdown should end. Mr. Price 6|Page
also mentioned that Mark Crowder is constantly conducting staff trainings related to security, and that a training is being offered on May 10 regarding crime prevention through environmental design that will be used during the Madison renovation. b. Introduction of Shawn Bakker Ms. Bakker introduced herself and explained that she is looking forward to discovering how NPLF can best support the mission of the library. She and her family have lived in Nashville for three years, where she has been serving as the Executive Publisher of the Upper Room. Before that, she worked in communications and fundraising for Global Ministries, the United Methodist Church’s mission arm. Because her prior positions were more international, she is excited to work locally and meet the people being benefitted by the Foundation’s activities. Mr. Simmons expressed the Board’s confidence in the future of NPLF under her leadership. XI. Adjournment The meeting adjourned at 12:55 p.m.
Next Board Meeting— 12:00 p.m., May 16, 2017 Green Hills Branch Library 3701 Benham Ave, Nashville, TN 37215
Respectfully submitted by Beth Deeb
7|Page
Statistical Summary – May 16, 2017 Nashville Public Library
EMEDIA CIRC COMPARISON - APR
CIRCULATION COMPARISON - APR eMedia
Ad Bks
Juv Bks
Ad AV
Juv AV
eBooks
Equip Equip, 0.4%
Equip, 0.4% Juv AV, 4% Ad AV, 17%
Juv AV, 4% Ad AV, 16%
Juv Bks, 23%
Juv Bks, 24%
Ad Bks, 24%
Ad Bks, 23%
eMedia, 32%
eMedia, 32%
APR-16
5-Year Total Circulaton - APRIL 450,000 400,000
394,011
424,567
428,062
eAudiobooks
eMagazines
eVideos
eVideos, 1%
APR-17
500,000
eMusic
eVideos, 2% eMagazines, 3% eAudiobooks, 20%
eMagazines, 3% eAudiobooks, 26%
eMusic, 38%
eMusic, 29%
eBooks, 37%
eBooks, 40%
APR-16
APR-17
5-Year Total eMedia Circulation - APRIL 435,847
160,000
134,973
140,000
358,162
113,644
120,000
350,000 300,000
100,000
250,000
80,000
200,000
60,000
150,000
140,159
96,782
49,994
40,000
100,000
20,000
50,000
0
0
Apr-13
Apr-14
Apr-15
Apr-16
Apr-17
Apr-13
Apr-14
8|Page
Apr-15
Apr-16
Apr-17
Statistical Summary – May 16, 2017 Nashville Public Library
5-Year Visits - APRIL 300000 292591
287655
296600 280000 280260 263003 260000
240000 Apr-13
Apr-14
Apr-15
Apr-16
Apr-17
5-Year Hours Open - APRIL 4,400 4,200
4,309 4,125 3,996
4,000 3,796
3,800
3,672
3,600 3,400 3,200
Apr-13
Apr-14
Apr-15
Apr-16
9|Page
Apr-17
Statistical Summary – May 16, 2017 Nashville Public Library
ATTENDANCE COMPARISON - APR
PROGRAM COMPARISON - APR Adult Programs
Teen Programs
Adult Programs
Juvenile Programs
Juvenile Programs, 37%
Juvenile Programs, 43%
Teen Programs, 13%
Adult Programs, 32%
Adult Programs, 38%
Teen Programs, 12%
Adult Programs, 19%
Adult Programs, 21%
APR-16
APR-17
APR-16
APR-17
5-Year Total Attendance - APRIL
5-Year Total Program - APRIL 1600
1421
1400 1103
1200
31,000 30,181
30,059
30,000
1133
29,000
1000 800
Juvenile Programs
Juvenile Programs, 66%
Juvenile Programs, 69%
Teen Programs, 25%
Teen Programs, 25%
Teen Programs
721
28,535
796 28,000 27,207
600
26,812
27,000
400 26,000
200 0
25,000
Apr-13
Apr-14
Apr-15
Apr-16
Apr-17
Apr-13
Apr-14
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Apr-15
Apr-16
Apr-17
Statistical Summary – May 16, 2017 Nashville Public Library
Apr-17 Circulation 32,969 5,940 9,521 5,369 3,310 31,510 14,878 42,038 2,190 371 25,366 8,987 2,920 11,688 51,002 2,890 4,061 1,870 10,820 18,486 7,926 1,550 140,159 26 435,847
Circulation Bellevue Bordeaux Donelson East Edgehill Edmondson Pike Goodlettsville Green Hills Hadley Park Hearing Impaired Hermitage Inglewood Looby Madison Main North Old Hickory Pruitt Richland Park Southeast Thompson Lane Watkins Park Downloadable Talking Library NPL Total
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
Month Apr-17 Apr-16 % of Total Circulation 7.56% 36,472 1.36% 6,301 2.18% 9,722 7.56% 6,013 0.76% 3,386 7.23% 637 3.41% 13,945 9.65% 47,365 0.50% 2,543 0.09% 483 5.82% 26,678 2.06% 8,942 0.67% 3,516 5.82% 13,495 11.70% 55,808 0.66% 3,125 0.93% 4,173 0.43% 1,937 2.48% 10,521 4.24% 27,497 1.82% 10,309 0.36% 218 32.16% 134,973 1.8185% 3 428,062
Apr-17 Visits 21,517 9,062 12,224 14,273 4,175 18,138 8,262 20,757 2,834 16,133 13,326 6,527 17,689 56,196 6,430 2,802 5,690 21,050 16,308 9,918 4,344 287,655
Cardholders New Registrations
Apr-16 Visits 15,887 8,991 10,915 17,351 4,059 0 6,730 23,348 3,301 16,499 10,799 6,744 20,075 58,749 6,827 3,560 6,279 16,736 18,072 8,081 0 263,003
% Change 2017-2016 -9.60% -5.73% -2.07% -10.71% -2.24% 4846.62% 6.69% -11.25% -13.88% -23.19% -4.92% 0.50% -16.95% -13.39% -8.61% -7.52% -2.68% -3.46% 2.84% -32.77% -23.12% 611.01% 3.84% 766.67% 1.82%
% Change 2017-2016 35.44% 0.79% 11.99% -17.74% 2.86% N/A 22.76% -11.10% -14.15% -2.22% 23.40% -3.22% -11.89% -4.35% -5.82% -21.29% -9.38% 25.78% -9.76% 22.73% N/A 9.37%
Apr-17 2,401
Apr-17 Year-to-Date 356,227 65,164 99,335 58,775 35,564 332,834 146,288 447,272 23,728 3,365 267,600 90,312 32,905 129,254 532,855 30,021 41,663 18,149 107,027 210,311 77,866 11,292 1,394,662 35 4,512,504
Apr-17 Circ / Visit 1.53 0.66 0.78 0.38 0.79 1.74 1.80 2.03 0.77 1.57 0.67 0.45 0.66 0.91 0.45 1.45 0.33 0.51 1.13 0.80 0.36 1.03
Apr-17 Year-to-Date 61,211
Fiscal Year-to-Date Apr-16 Year-to-Date 380,867 44,025 108,333 64,341 39,413 139,880 155,835 493,313 29,691 4,693 290,387 98,457 41,578 154,294 487,397 36,141 47,294 19,833 111,470 276,236 105,041 10,476 1,301,601 42 4,440,638
Apr-16 Circ / Visit 2.30 0.70 0.89 0.35 0.83 N/A 2.07 2.03 0.77 1.62 0.83 0.52 0.67 0.96 0.46 1.17 0.31 0.63 1.52 1.28 N/A 1.11
% Change 2017-2016 -6.47% 48.02% -8.31% -8.65% -9.77% 137.94% -6.13% -9.33% -20.08% -28.30% -7.85% -8.27% -20.86% -16.23% 9.33% -16.93% -11.91% -8.49% -3.99% -23.87% -25.87% 7.79% 7.15% -16.67% 1.62%
% Change 2017-2016 -33.26% -6.47% -12.55% 8.55% -4.96% N/A -13.09% -0.17% 0.31% -2.76% -18.56% -14.19% -1.71% -4.59% -1.81% 23.64% 6.53% -18.23% -25.50% -37.36% N/A -7.77%
Active Patron Cards 329,063
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Statistical Summary – May 16, 2017 Nashville Public Library
Apr-17 Hours Open 239 239 227 163 163 239 227 239 163 239 227 163 239 232 163 163 163 227 239 227 128 4,309
Hours Open Bellevue Bordeaux Donelson East Edgehill Edmondson Pike Goodlettsville Green Hills Hadley Park Hermitage Inglewood Looby Madison Main North Old Hickory Pruitt Richland Park Southeast Thompson Lane Watkins Park NPL Total
Programming Adult Programs Teen Programs Children's Programs Total Programs Adult Attendance Teen Attendance Children's Attendance Total Attendance
Public Computer Use Total On SiteComputer Use Total Wireless Use
Website Visits Webserver
Apr-16 Hours Open 247 247 164 164 164 0 164 247 156 247 164 164 247 230 164 164 164 164 247 164 0 3,672
Apr-17 Circ / Hour 137.95 24.85 41.94 32.94 20.31 131.84 65.54 175.89 13.44 106.13 39.59 17.91 48.90 221.44 17.73 24.91 11.47 47.67 77.35 34.92 12.11 101.15
Apr-16 Circ / Hour 147.66 25.51 59.28 36.66 20.65 N/A 85.03 191.76 16.30 108.01 54.52 21.44 54.64 244.74 19.05 25.45 11.81 64.15 111.32 62.86 N/A 116.57
542 359 520 1,421
360 287 486 1,133
% Change 2017-2016 50.56% 25.09% 7.00% 25.42%
6,055 3,734 18,746 28,535
5,672 3,555 20,832 30,059
6.75% 5.04% -10.01% -5.07%
Apr-17 47,949 55,071
Apr-16 52,244 50,500
% Change 2017-2016 -8.22% 9.05%
Apr-17 462,934
Apr-16 503,286
% Change 2017-2016 -8.02%
Apr-17
Apr-16
% Change 2017-2016 -7% -3% -29% -10% -2% N/A -23% -8% -18% -2% -27% -16% -10% -10% -7% -2% -3% -26% -31% -44% N/A -13%
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Financial Overview – May 16, 2017 Nashville Public Library Metro Government of Nashville Monthly Budget Accountability Report As of April 30, 2017 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
12,338,700 10,282,250
8,880,936
35,300
29,417
45,677
1,215,300
1,012,750
1,541,522
13,589,300
11,324,417 10,468,135
86.4% 1,401,314 13,974,200 11,645,167
155.3%
10,115,273
35,300
29,417
797
52,461
152.2% -528,772 1,257,300
1,047,750
96,936
1,738,957
92.4%
-16,260
1,007,004
856,282 15,266,800
12,722,334
1,104,737
11,906,691
86.9% 1,529,894
178.3%
166.0% -691,207
93.6%
Fringes
5,301,100
4,417,583
4,359,347
98.7%
58,236 5,510,400
4,592,000
455,317
4,568,967
99.5%
Other Expenses: Utilities Professional & Purchased Services
1,643,100 2,279,400
1,369,250 1,899,500
1,086,009 1,670,334
79.3% 87.9%
283,241 1,643,100 229,166 2,526,400
1,369,250 2,105,333
156,353 375,754
1,218,816 2,003,578
89.0% 95.2%
Travel, Tuition & Dues Communications
Repairs & Maintenance Services Internal Service Fees All Other Expenses
TOTAL EXPENSES PROGRAM REVENUE: Charges, Commissions & Fees Other Governments & Agencies Federal Direct Fed Through State Pass-Through Fed Through Other Pass-Through State Direct Other Government & Agencies Subtotal Other Governments & Agencies Other Program Revenue TOTAL PROGRAM REVENUE NON-PROGRAM REVENUE: Property Taxes Local Option Sales Tax Other Tax, Licences & Permits Fines, Forfeits & Penalties Compensation from Property TOTAL NON-PROGRAM REVENUE Transfers From Other Funds & Units TOTAL REVENUE AND TRANSFERS SUMMARY OF POSITIONS: Total Authorized Positions - Oper Fd Total Filled Positions Total Vacant Positions
62,700 598,400
52,250 498,667
493,100 1,331,300 2,196,400
410,917 1,109,417 1,830,333
27,494,800
85,688 389,339
475,708 1,109,994 1,286,458
22,912,334 20,931,012
164.0% 78.1%
-33,438 109,328
62,700 598,400
52,250 498,667
115.8% 100.1% 70.3%
-64,791 493,100 -577 1,785,900 543,875 2,196,400
410,917 1,488,250 1,830,333
91.4% 1,981,322 30,083,200
12,543 77,055
-23,044
103,497 350,737
198.1% 70.3%
31,317 148,825 191,708
486,194 1,479,192 1,526,486
118.3% 99.4% 83.4%
25,069,334
2,553,609
23,644,158
94.3%
815,643
LIB is at 86.9% thru APR. Vacancies are being filled as quickly as possible. However, NPL will keep an eye on expenditures. LIB is over budget at 178.3% thru APR. With staffing levels, OT is necessary at times to fulfill NPL needs especially with Maintenance and Security issues. LIB is 166.0% thru APR. 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 93.6% of total budgeted salaries thru APR. With vacancies being filled, OT and vacation leave, currently NPL is on budget. However, NPL will monitor expenditures closely throughout the FY.
Fringe is at 99.5% thru APR due to higher overall fringe costs. LIB does not have 23,033 much control over fringe costs.
150,434 101,755 Travel is currently under budget. However, monthly parking passes for Main employees are the biggest expense and we anticipate being over at the end of the FY -51,247 in this line item. 147,930 LIB is at 118.3% of budget thru APR. W/O 4% funds for major repairs during the warmer months we are experiencing above avg repair costs. LIB will monitor -75,277 closely. 9,058 Internal Service Fees have been posted. 303,847 Library is under budget (94.3%) for FY17 YTD. NPL will monitor ALL expenditures closely as the fiscal year progresses to 1,425,176 ensure we are on budget by year end.
427,500
356,250
325,665
91.4%
30,585
407,000
339,167
31,616
338,026
99.7%
1,141
0 0 0 0 0 0 0 427,500
0 0 0 0 0 0 0 356,250
0 0 0 0 0 0 0 325,665
0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 91.4%
0 0 0 0 0 0 0 30,585
0 0 0 0 0 0 0 407,000
0 0 0 0 0 0 0 339,167
0 0 0 0 0 0 0 31,616
0 0 0 0 0 0 0 338,026
0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 99.7%
0 0 0 0 0 0 0 1,141
0 0 0 0 0 0
0 0 0 0 0 0
0 0 0 0 0 0
0.0% 0.0% 0.0% 0.0% 0.0% 0.0%
0 0 0 0 0 0
0 0 0 0 0 0
0 0 0 0 0 0
0 0 0 0 0 0
0 0 0 0 0 0
0.0% 0.0% 0.0% 0.0% 0.0% 0.0%
0 0 0 0 0 0
0 427,500
0 356,250
0 325,665
0.0% 91.4%
0 30,585
0 407,000
0 339,167
0 31,616
0 338,026
0.0% 99.7%
0 1,141
380 354 26
SUMMARY OF VARIANCE:
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Personnel Summary – May 16, 2017 Nashville Public Library
New Hires & Resignations
April 2017 New Hires Name
Classification
Williams, Sarah Keegan, Keith King, Regina Lewis, Samantha Thomas, Keosha Foster, Joe
Circulation Assistant 1 Custodian Custodian Library Page Program Specialist 1 Bldg Maint Mechanic
Hire Date 4/9/2017 4/9/2017 4/9/2017 4/9/2017 4/23/2017 4/23/2017
Location Richland Park Custodian-Branches Custodian-Branches Southeast Public Relations Maintenance-Main
April 2017 Resignations Name
Classification
Cox, Ricky Jackson, James Kirk, Richard McQueen, Allen
Custodian Maint & Repair Worker Sr. Library Associate 1 Library Associate 1
Resignation Date 4/20/2017 4/21/2017 4/27/2017 4/29/2017
Location Cust. Srvs- Branches Cust. Srvs- Branches Reference-Main Bellevue
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Personnel Summary – May 16, 2017 Nashville Public Library
NPL Vacancies as of 4/30/2017
= Approved to fill by OMB = Requesting permission to fill from OMB = Vacancies that have not yet been requested to fill
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
Division / Branch OP & MAIN-MN BELLEVUE CIRC ED PIKE GRN HILLS THOMP ED PIKE OP & MAIN-MN TECH SVCS TECH SVCS BELLEVUE BORDX CHILD NORTH REF TECH SVCS GOOD ED PIKE MAILROOM MAILROOM OP & MAIN-BR HERM ADMIN SVCS TECH SVCS PUBLIC REL SECURITY
Title ADMIN SVCS MGR CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION SUPV CUSTODIAN - Main INFO SYSTEMS APP TECH 1 INFO SYSTEMS APP TECH 1 LIBRARIAN 2 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY MGR 2 LIBRARY PAGE LIBRARY PAGE MAINTENANCE & REPAIR WORKER SR MAINTENANCE & REPAIR WORKER SR MAINTENANCE & REPAIR WORKER SR OFFICE SUPPORT MGR OFFICE SUPPORT REP 2 OFFICE SUPPORT SPEC 2 PROGRAM SPEC 1 SECURITY GUARD
Grade OR07 ST04 ST04 ST04 ST04 ST04 ST07 TG05 OR01 OR01 ST10 ST06 ST06 ST06 ST06 OR06 ST02 ST02 TG07 TG07 TG07 ST09 ST05 ST08 ST06 ST06
Name VACANT (R REED) VACANT (M PHOUTHAVONG) VACANT (G LUTHER) VACANT (W COOK) VACANT (E HARRINGTON) VACANT (A PALMER) VACANT (L SMITH) VACANT (R COX) VACANT (R WILSON) VACANT (T CONE) VACANT (K'LANI GREEN) VACANT (upgrd for Circ Asst 1 - TBD) VACANT (S WALLACE) VACANT (M MITCHELL) VACANT (J MCGEE) VACANT (L ROBERTS) VACANT (S WHITE) VACANT (M OVALLE) VACANT (G MCGRIFF) VACANT (T STEVENS) VACANT (J JACKSON) VACANT - NEW VACANT (S RAYE) VACANT (E ROBINSON) VACANT (J WOOD) VACANT (J GAYER)
FPS F F P F F F F F F F F F P F F F P P F F F F F F P F
FTE 1.00 1.00 0.49 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 0.50 1.00 1.00 1.00 0.50 0.49 1.00 1.00 1.00 1.00 1.00 1.00 0.75 1.00
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Brief Area Updates – May 16, 2017 Nashville Public Library ADMINISTRATIVE SERVICES REPORT Safety/Security: April 2016 Annual fire extinguisher and emergency lighting inspections were completed at all branches except Inglewood, which should be completed the first week of May. All fire extinguishers at Main were inspected. Emergency lighting will be completed the first week of May. Scheduled all inspections for fire alarm and fire sprinkler systems for the month of May. (Annual fire pump test at Main will be scheduled for June.) Mark Crowder conducted 5 Safety & Security annual training classes at branch locations during the month of April, and will continue through May and June. Mark Crowder plans to start scheduling annual Safety & Security classes for each division at Main. They will be refresher courses for current employees, and will be a good time to see if any new employees or departments may be experiencing any safety issues. Required OSHA topics that are mandatory to all employees each year will also be covered. Security provided coverage for 10 after-hour events. There were 27 Patron Incident Reports (up 5 from March), including: Alarms — 3 Theft — 2 (teenager stole a Coke from another teen Illness — 1 at Bellevue); Michael Wade Martin Mental issue — 1 checked out $1700.00 never returned) (Julie Post from Bellevue branch) Vehicle towed — 1
Number of suspensions by conduct violation numbers: #5 — 3 #17 — 7 #8 — 4 #18 — 1 #10 — 1 #19 — 2 #14 — 1 #21 — 2 #15 — 2 #22 — 3 #16 — 1 #23 — 1 Suspensions for April: # of patrons 3 2 13 2
# of days suspended 30 90 365 Lifetime by court
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Delivery: April 2017 Main: Received 694 incoming UPS packages; sent 40 packages UPS Ground Received 55 overnight packages from FedEx, DHL, etc. Received 113 inserts of mail from U.S. Post Office; sent 76 inserts of mail to Metro Mail for postage. 20 special deliveries from Ikon, Supply Room, Advance Supply, Firefly, etc. Branches: Moved 5,001 hold bins (160,032 items); 5,185 non-hold bins (165,920 items); 489 A/V bins (15,648 items) and 1,228 Circulation bins (39,296 items). Grand total of 11,903 bins moved, a total item count of 380,896 with an average of 595 bins and 19,045 items moved per day. Daily completion percentages: Holds 20 of 20 days for 100%
Building Maintenance: April 2017 Currently Bordeaux, Edmondson Pike, Green Hills, Hermitage, Madison, Edgehill, Inglewood, Looby, North, Old Hickory, Pruitt, Richland Park Branch Libraries and the Main Library whose HVAC systems are monitored with Johnson Controls Metasys system are being upgraded. East and Goodlettsville Branch Libraries are being installed. Once installed and upgraded the library will be using the most current version of Metasys which will make remote monitoring of HVAC issues more efficient and productive. Jared Palmer, the Facilities Maintenance Manager, started on May 8th.
BRANCH SERVICES REPORT Building Projects In conjunction with Metro Purchasing we are finalizing a 5-year contract for Planning, Programming and Conceptual Design services for our major renovation and new building projects. An intent to award has been issued to 720 Design based in Dallas, TX. We will approach future building projects in two phases: Phase 1: Planning, Programming, and Conceptual Design This phase is intended to gather historical library usage data and demographic and sociographic information to help us design library services and programming that are responsive to community needs. We will also conduct community meetings and meeting with branch staff to hear what they want to see in their branch. Our goal is to optimize and ensure flexibility within the building. The conceptual design will focus on the space allocations, adjacencies, and service needs within the building. This will provide us the needed bridging documents for the detail design and construction. Phase 2: Design and Construction This phase will involve the detailed architectural design of the building and the actual construction. This will include civil engineering for the site, utilities, parking, and material returns location outside 17 | P a g e
and inside the building. There will be a significant amount of detailed discussion about what is needed in the specific area defined in Phase 1. We expect the architect and the general contractor to be with us at all meetings as we work through these details through the end of the final construction. The major projects we have included in our five-year Capital Improvements Budget projections include: Fiscal Year 2016-2017 2017-2018 2017-2018 2017-2018 2018-2019 2018-2019 2018-2019 2019-2020 2019-2020 2019-2020 2019-2020 2021-2022 2021-2022
Project Madison - renovation Donelson - new Richland Park - new East Branch - renovation Green Hills - renovation Hadley Park - new Thompson Lane - new Hermitage - renovation Cayce - new Smith Springs - new Inglewood - new Charlotte/Hillwood - new Murfreesboro/Briley - new
MAIN REPORT
Special Collections hosted nearly 200 guests and civil rights veterans as they celebrated the unveiling of “Witness Walls”, a public art piece created by Walter Hood.
The Main Library hosted Second Harvest’s annual Canstruction competition. Local construction companies, architecture firms and designers build art structures completely out of cans of food to raise awareness of hunger.
In April, May and June the Conference Center staff will work with the Consulate general of France to open a polling office for the French presidential and Parliamentary elections in the library.
On April 30th, the Children’s Division was the location of the Nashville Public Library Foundation’s annual picnic fundraiser. Despite the rain, many families enjoyed the library spaces and puppet productions.
As a part of Nashville READS, several divisions held programming about the theme of the book March. The Teens division studied campaign materials from the Archives collection. The materials belonged to Ben West, the mayor of Nashville during the lunch counter sit-ins. Teens were inspired to create their own buttons to express their values and opinions. They also created zine pages using the 10 Rules for Nonviolence applied by participants of the Nashville lunch counter sit-ins.
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COLLECTIONS AND TECHNOLOGY SERVICES REPORT Interviews were held with candidates for the position of Cataloging Manager II in Materials Services. After the completion of background and references checks, we hope to have the new manager start in June. Interviews are currently being scheduled for the Office Support Specialist 2 position currently vacant in Collections & Technology. Staff in Shared Systems and Branch Services continue to focus on the ILS migration from Millennium to CARLx. Staff in Shared Systems and Branch Services attended CARL-x training sessions conducted by TLC staff. After receiving training Shared Systems staff are reviewing parameters (settings) to ensure functionality of the various models. Web Services has continued to work on updating content on various pages including Spanish materials page, Digital Inclusion and Civil Rights in a Civil in a Civil Society. Web Services, working with staff in Limitless Libraries and Aten, has created a project timeline for the new Limitless Library webpage. The Limitless webpage is expected to launch in August 2017. Web Services has also launched a trial of Last Pass, which will allow NPL to securely share institutional account passwords amongst staff. The Technology Department is working with the consultant to address issues prior to launching NPL’s new intranet, SharePoint. Staff in Technology reconfigured the computers in the third floor Computer Lab for CARL-x training. Technology staff have been proactive in responding to requests, both at Main and the branches, to configure and set up computers and the removal l of equipment. Materials Services completed the processing of the Ukulele collection for Bellevue. Staff in preparation for not being able to add new materials after June 10th, Material Services continues to receive, catalog and process materials in a timely manner.
MARKETING AND COMMUNICATIONS REPORT The Library’s Marketing & Communications team helped pay NPL’s tribute to the late Margaret Ann Robinson. In a Tennessean story about Mrs. Robinson and her legacy, Kent Oliver described her as being the “heart and soul” of Nashville Public Library. Nashville Public Library also joined other public libraries across the U.S. in a campaign to celebrate National Library Week. Meanwhile, MarComm continued to promote the value of a free library card through social media advertising.
COMMUNITY ENGAGEMENT AND EDUCATION REPORT Puppet Truck 72 programs to 5,018 in attendance. 19 | P a g e
Performed The Stonecutter for the 2017 Nashville Cherry Blossom Festival. Wishing Chair 32 programs to 2,917 attendees . Dollywood Imagination Library shows performed at multiple branches. Performed The Tempest for NPLF’s Picnic at the Library fundraiser. Bringing Books to Life 42 programs with 1,170 in attendance. Conducted a record 23 parent workshops. Also hosted math and literacy activities at Casa Azafrán Early Learning Center’s Family Math Night. Staff professional development included a multicultural literature training day at Lipscomb Elementary, the Fay B. Kaigler Children’s Book Festival in Hattiesburg, MS,a daylong symposium hosted by the Health Department on developing healthy brains as a community, the Nashville Area Association for the Education of Young Children’s annual Early Childhood Education conference where we also presented a new workshop on building Visual Literacy. Outreach included the MNPS K- Readiness Fair, MNPS English Learner Office’s event, and NAAEYC’s Week of the Young Child kickoff event at the Nashville Zoo. Hired a Literacy Project Coordinator to help NPL move ahead as Nashville works toward a citywide literacy collaborative. Adult Literacy Offered 35 events to 449 people. This represents a 200% increase in our monthly average served, and is the largest single month total in the history of the program. In partnership with NALC, we had a record number of 10 library field trips for 148 ESL learners. 89% of learners indicated they are more likely to visit the library after the tour. Hosted our first meeting of the 2017 cohort of Immigrant Advisory Committee with 21 members at Edmondson Pike. Partnered with Room in the Inn, Project Return, Martha O’Bryan, and Cole Elementary FRC to provide 15 computer classes for 80 learners. Attended Bass Adult High School’s career fair and Conexión Américas’s adult ESL classes at Casa Azafrán. NAZA Selected and on-boarded 435 students for summer experience work in partnership with Opportunity Now. Completed this year’s After Zone with 42 program sites serving approximately 1,520 students. Received an “Oscar” for the Best Original Score at the closing event of the Wallace Foundation. Studio Hosted workshops for High School Students from Germany (part of Nashville’s Sister city program). Hosted the National Youth Poet Laureate, Maya Eachwaran, for a Saturday writing Workshop. Celebrated Studio Main’s second anniversary. Be Well at NPL NPLF became an official partner with Second Harvest Food Bank which will allow Be Well programs to access free and low cost nutritious food for programming. Bordeaux staff member started a weekly adult coloring, tea and relaxation night that has already grown a loyal following each week. 20 | P a g e
Small World Yoga resumed a popular Tuesday evening yoga class at Edmondson Pike. Their organization now offers 8 weekly classes in the branches. Production Services The Al Larvick National Grant we applied for to digitize the James Kilgore film collection was officially awarded to NPL’s AV Conservation Center. AV Conservation staffed a booth at the National Record Store Day festival held at Grimey’s Used and New Records on 8th Avenue. The response from attendees was overwhelming in support for our media conservation efforts. NPL marketing materials were distributed throughout the day and 15 new library card applications were received. Our new recording studio celebrated its first official recording project in April. Mary Bailey recorded new voice tracks as the narrator in the Wishing Chair production of The Tempest which fell seamlessly into the original soundtrack they recorded over 12 years ago. Production Services completed equipment installation of the audio/video recording systems in their new studio facility. This includes audio and video recording, video conferencing, and streaming. Digital Inclusion Had the one year reunion of the ConnectHome Cayce Place Pilot participants. We reconnect with families who were former students and asked them to talk about what the project has enabled them to do in their lives. Stories included: A senior who (because of the project) had a laptop to take to college with her Many testimonies about job searching and online applications Being able to complete homework at home Participated in Belmont’s Family Literacy Day. Presented on NPL’s Digital Inclusion Programming at the Metro Open Data Meeting. Provided classes at the following sites and are now keeping a waiting list: Elizabeth Senior Center East Regional Center Hadley Regional Center Bellevue Community Center Easley Community Center McCabe Community Center Bethlehem Family Resource Center Organized Neighbors of Edgehill Salvation Army Family Resource Center East Park Regional Center McGruder Family Resource Center National Council on Aging FiftyForward – Knowles Center and Donelson Center Limitless Libraries Sent 15,974 items to students and teachers at schools this month and have delivered 154,591 materials to students and teachers over the course of this school year. Limitless Libraries invested over $1 million in new books for school library collections. By using the NPL discounts (instead of MNPS discounts), we were able to save $942,380 on the materials! Nashville Reads 21 | P a g e

In addition to around 30 library programs, Nashville Reads activities also took place at the Islamic Center, Brain Freeze Comics, and Bongo Java. Salon @ 615  Hosted five Salons with 578 in attendance: John Oates of Hall & Oates, Lesley Stahl, Andrew McCarthy, David Baldacci, and Elizabeth Strout.
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New Business Nashville Public Library
Nashville Public Library Board May 16, 2017 Resolution Title: Submission of Nashville Public Library Board Agendas and Minutes to Nashville.gov Policy History/Background/Discussion: To ensure that all Metro board and commission agendas and minutes are posted promptly to Nashville.gov, the Metropolitan Council of the Metropolitan Government of Nashville and Davidson County recently adopted Ordinance No. BL2017-612. This ordinance amends Title 2 of the Metro Code pertaining to the submission and formatting of agendas and minutes by Metro boards and commissions on Nashville.gov. Section 4B states: “Each board or commission of the metropolitan government shall develop a policy, approved by the department of information technology services for providing minutes of proceedings in a consistent format as soon as practicable after meeting dates. Such policy shall include a procedure for submitting agendas and minutes in a searchable electronic format for posting onto the nashville.gov website of the submitting board or commission.” Recommendation: The Board approves the proposed Policy for the Submission of Nashville Public Library Board Agendas and Minutes to Nashville.gov. Draftor(s): Susan Drye Person(s) Responsible for Implementation: Bernadette Hugan, Beth Deeb, and/or an Administrative designee from the Director’s Office
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RESOLUTION 2017-05.01 Submission of Nashville Public Library Board Agendas and Minutes to Nashville.gov Policy
WHEREAS, to ensure that all Metro board and commission agendas and minutes are posted promptly to Nashville.gov, the Metropolitan Council of the Metropolitan Government of Nashville and Davidson County recently adopted Ordinance No. BL2017-612. This ordinance amends Title 2 of the Metro Code pertaining to the submission and formatting of agendas and minutes by Metro boards and commissions on Nashville.gov, and WHEREAS, section 4B of Ordinance No. BL2017-612 states: “Each board or commission of the metropolitan government shall develop a policy, approved by the department of information technology services for providing minutes of proceedings in a consistent format as soon as practicable after meeting dates. Such policy shall include a procedure for submitting agendas and minutes in a searchable electronic format for posting onto the nashville.gov website of the submitting board or commission.”, and WHEREAS, to comply with this change, the following procedures for submitting Nashville Public Library Board of Trustees agendas and minutes will be followed by Nashville Public Library (NPL): 1.
2. 3.
4. 5.
NPL Board agendas and minutes, in PDF format, will be provided to the Nashville.gov web team (via email to webteam@nashville.gov) for posting to NPL’s existing Boards and Commissions page at http://www.nashville.gov/Government/Boards-and-Committees/CommitteeInformation/ID/91/Public-Library-Board.aspx; webteam@nashville.gov will be added to NPL’s agenda and minutes email distribution list; NPL Board agendas and minutes will be created either directly from a Word processing program or by having an optical character recognition (OCR) run on a printed and scanned document, and converted to searchable PDF prior to emailing to distribution list; Nashville Public Library Board of Trustees agendas will be emailed to webteam@nashville.gov one (1) week prior to scheduled Board meeting; Approved Board minutes will be converted to searchable PDF and emailed to webteam@nashville.gov the Friday following scheduled Board meeting; and
WHEREAS, a copy of our proposed Policy was submitted to the Information Technology Services Department of Metropolitan Government of Nashville and Davidson County on April 20, 2017, indicating that it would be presented to the Library Board in May. NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees approves the Submission of Nashville Public Library Board Agendas and Minutes to Nashville.gov Policy, effective May 16, 2017.
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Nashville Public Library Departmental Policies
Submission of Nashville Public Library Board Agendas and Minutes to Nashville.gov Policy
Policy Information Approved Date: Effective Date: Keywords:
[Date] May 16, 2017 Submission of Board agendas, minutes, Metro Boards, Nashville.gov
Policy
To ensure that all Metro board and commission agendas and minutes are posted promptly to Nashville.gov, the Metropolitan Council of the Metropolitan Government of Nashville and Davidson County recently adopted Ordinance No. BL2017-612. This ordinance amends Title 2 of the Metro Code pertaining to the submission and formatting of agendas and minutes by Metro boards and commissions on Nashville.gov. Section 4B states: “Each board or commission of the metropolitan government shall develop a policy, approved by the department of information technology services for providing minutes of proceedings in a consistent format as soon as practicable after meeting dates. Such policy shall include a procedure for submitting agendas and minutes in a searchable electronic format for posting onto the nashville.gov website of the submitting board or commission.”
To comply with this change, the following procedures for submitting Nashville Public Library Board of Trustees agendas and minutes will be followed by Nashville Public Library (NPL): 1. NPL Board agendas and minutes, in PDF format, will be provided to the Nashville.gov web team (via email to webteam@nashville.gov) for posting to NPL’s existing Boards and Commissions page at http://www.nashville.gov/Government/Boards-andCommittees/Committee-Information/ID/91/Public-Library-Board.aspx; 2. webteam@nashville.gov will be added to NPL’s agenda and minutes email distribution list; 3. NPL Board agendas and minutes will be created either directly from a Word processing program or by having an optical character recognition (OCR) run on a printed and scanned document, and converted to searchable PDF prior to emailing to distribution list; 4. Nashville Public Library Board of Trustees agendas will be emailed to webteam@nashville.gov one (1) week prior to scheduled Board meeting; 5. Approved Board minutes will be converted to searchable PDF and emailed to webteam@nashville.gov the Friday following scheduled Board meeting.
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