NASHVILLE PUBLIC LIBRARY Board of Trustees Meeting May 15, 2018
Nashville Public Library Board of Trustees Agenda May 15, 2018 East Branch Library 206 Gallatin Ave. Nashville TN 37206 Meeting Room – 11:45 a.m. I. II.
Call to order / Roll Call Metro Ordinance Required to be announced at all Board Meetings – Chair, Keith Simmons a. “Pursuant to the provisions of § 2.68.030 of the Metropolitan Code of Laws, please take notice that decisions of the Nashville Public Library Board may be appealed to the Chancery Court of Davidson County for review under a common law writ of certiorari. Any appeal must be filed within sixty days after entry of a final decision by the Board. Any person or other entity considering an appeal should consult with an attorney to ensure that time and procedural requirements are met.”
III.
Introduce Visitors
IV.
Public Comment
V. VI. VII. VIII. IX.
Board Chair Comments – Keith Simmons, Chair Approval of Minutes: April 17, 2018……………………………………..……….pgs. 1 – 6 Library Director Report a. Library Director, Kent Oliver Board Elections Staff Reports a. Women’s Suffrage Space, Kent Oliver……………………………………pg. 24 b. Church Street Park, Kent Oliver c. Donelson Branch Library, Kent Oliver & Larry Price
X.
New Business a. Updated Gift Art Policy, Jena Schmid…………………………………….pgs. 25 – 29
XI.
Adjournment
Next Board of Trustees Meeting 12:00 noon – June 19, 2018 Main Library – Board Room 615 Church Street Nashville TN 37219
NASHVILLE PUBLIC LIBRARY A City with a Great Library is a Great City® LIBRARY BOARD MINUTES April 17, 2018 12:00 p.m. Main Library, 615 Church Street, Nashville TN 37219 Members Present:
Keith Simmons, Robert Oermann, Gini Pupo-Walker, Joyce Searcy, and Katy Varney
Members Absent:
Lucy Haynes and Sepi Khansari
Library Staff:
Kent Oliver, Elyse Adler, Susan Drye, Jena Schmid, Larry Price, Felicia Wilson, Mark Crowder, Liz Coleman, Andrea Fanta, Lisa Bubert, Kate Rose, and Joanna Roberts
Also Present:
Shawn Bakker, Nashville Public Library Foundation President; Carly Elliott, Assistant Metropolitan Attorney at Metropolitan Government of Nashville and Davidson County; Mark Naccarato, Political and Communications Coordinator for Service Employees International Union (SEIU), Local 205; Jeff Yarbro, Tennessee State Senate
I.
Call to Order / Roll Call Mr. Simmons called the meeting to order at 11:58 a.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. Approval of Minutes: March 20, 2018 Mr. Simmons moved for approval of the minutes from the March meeting; the motion was seconded by Mr. Oermann and passed unanimously. IV. Library Director Report—Kent Oliver, Library Director a. Mr. Oliver mentioned that the February and March Metro Services Report indicated that, as a department, NPL was at the top as far as citizen satisfaction with services. This further validates NPL’s 2017 Library of the Year award. Also: 1| Page
b.
c.
d.
e.
f. g.
a. 74% of the overall respondents were satisfied, 13% were neutral; b. 70% of the respondents had visited NPL in the last year; c. The Services Report was conducted by Brian Kelsey, Chief Strategy Officer, Metro Finance Larry Price is coordinating the polling locations at branches. This has been made more challenging due to the change in the Mayoral election which involves additional early voting dates and a possible runoff election. Mr. Oliver brought up the current Security atmosphere and needs at NPL: a. Saturday a patron became irate when asked to leave the premises and told that he was being suspended. The patron threatened to return to NPL with a gun. b. The need to arm our Security Officers with Narcan to help deal with the opioid epidemic in Nashville. [Narcan (naloxone) is an opioid antagonist used for the complete or partial reversal of opioid overdose, including respiratory depression. Narcan is also used for diagnosis of suspected or known acute opioid overdose and also for blood pressure support in septic shock.] There are currently 2 branch closings: a. Madison has been closed since last fall, and there has been a 3–4 month hold-up in the project; b. North has issues with old water pipes but it’s expected to reopen by the end of the week. Budget Updates: a. Mr. Oliver presents to Metro Council at 4:30 p.m. on May 22 when he will field questions for about 15 minutes. b. Shawn Bakker has been refining the Foundation’s budget with Elyse Adler: i. To reduce it by $337K from last year; ii. Expenses have been refined without impacting programming; iii. Still short $30K from goal c. The 55th Annual State of Metro will be held in the Grand Reading Room at NPL on Friday, May 4 at 10:00 a.m. The Nashville Reads finale is on May 1, and the author of this year’s selection will be at NPL. [The Potlikker Papers, by John T. Edge.] Next month’s Board meeting will be at the East Branch.
V. New Business a. Security Staff Narcan Policy—Susan Drye and Mark Crowder Ms. Drye noted that: Other urban libraries are currently using Narcan, and Mr. Oliver stated that many urban libraries have trained their front-line staff to use it. Call times for emergency personnel are getting longer due to downtown Nashville traffic. There have been 2 overdoses in the past year and a half at the Main Library. At a training, Mark Crowder and Jeremy Gayer learned that you no longer need a prescription to administer Narcan. The Security team would try to have 2 Security Officers (if available) report to a possible overdose situation in the event that the patron became agitated. 2| Page
Ms. Drye proposes to the Board that NPL adopts this Policy at the Main branch to start. Mr. Crowder mentioned that the Metro Health Department gave NPL 7 kits of Narcan doses. 1 dose costs $80. Other departments that are equipped to administer Narcan are Metro Police and Fire, and the officers in Courts. Mr. Simmons asked Ms. Elliott if Metro Legal was okay with this Policy and Resolution. Ms. Elliott said yes, Metro Legal was okay with it, and that NPL would be covered legally if Security Officers were armed with and prepared to and/or ever needed to administer Narcan. Mr. Simmons then opened the floor up to hear reservations and concerns. If we administer Narcan to a patron not having an overdose it will not harm them. Regarding a concern about administering a drug to a patron without their consent: NPL Security Officers are trained to do CPR on patrons who are unresponsive. If an NPL employee who administers Narcan reacts to the drug absorbing into their skin, what liability is on NPL? Ms. Elliott mentioned that this would fall under a Workers Comp situation.
Nashville Public Library Board April 17, 2018 Resolution Title: Administration of Narcan by Library Security Staff History/Background/Discussion: Narcan is a drug used to counteract the effects on a person who is unresponsive due to an opioid drug overdose. According to the National Institute on Drug Abuse Report, 90 Americans die every day due to opioid overdose. 1. The Main library has experienced one case during the last year where two female patrons were passed out in a public restroom due to drug overdose. If they had not been discovered when they were, they would have needed Narcan to bring them out of any unconscious state. 2. Several other incidents over the past two years were documented where patrons were using and selling drugs in the public restrooms. 3. A Good Samaritan law is in place for the administering of Narcan similar to the one for giving life-saving C.P.R. 4. The benefits of the use of Narcan outweigh the cons. 5. Narcan is administered by a nasal spray and works immediately. 3| Page
6. A person that becomes responsive after being given Narcan may become combative and disoriented. For this reason, only library security staff will administer Narcan in order to subdue the victim, if necessary, until first responders arrive. 7. Narcan administered to a person who is mistakenly thought to have had an overdose will not produce any negative side effects nor will it harm the person. 8. Narcan can be purchased without a prescription at CVS pharmacies and other pharmacies. Recommendation: The Board approves the proposed Policy for the Administration of Narcan by Library Security Staff Draftor(s): Susan Drye, Mark Crowder Person(s) Responsible for Implementation: Library Security Staff
RESOLUTION 2018-04.01 Administration of Narcan by Library Security Staff WHEREAS, Nashville Public Library is concerned about the current opioid epidemic, and WHEREAS, Tennessee is ranked number 2 for incidents of opioid overdose, and WHEREAS, Nashville Public Library would like to create a safe and healthy environment for staff and patrons, and NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees to approve the Administration of Narcan by Library Security Staff policy, effective April 17, 2018.
Mr. Oermann moved for approval of Resolution 2018-04.01; Ms. Varney seconded the motion and it passed unanimously.
VI. Staff Reports a. Donelson and Hadley Park Branches—Kent Oliver and Larry Price Donelson: This branch renovation has been a year and a half in the making. Councilman Syracuse is envisioning this project to be the new “Downtown Donelson,” and would occupy the current shopping center area where Donelson Strike and Spare and shops are. NPL has an agreement that has been sent to Council. The project includes a $2M+ purchase price, and the NPL branch would 4| Page
be an anchor on 1.75 acres with a front green space. It’s unclear who will develop, but this is a huge Metro renovation and collaboration, and includes moving the course of Cliffdale Road around the project. The project is contingent on the Transit Plan, as NPL needs an additional requested $10M to add to the $6M that we already have. Hadley Park: NPL has $0.5M in capital for site acquisition. NPL has met with TSU to ensure that we’re part of their development plan. TSU is still scouting for locations. b. Courtyard Update—Susan Drye To determine the source of water leaks into the parking garage, tests were completed with food coloring. The tests included flooding the entire courtyard, the planters, the fountain, and the 8 drains, and it was concluded that there is a faulty drain that is causing the leak. The fix will require digging up a 10’ × 10’ patch of stonework, bringing in a plumber and a stone mason. We’re hoping that this project will be Metro-funded since its building maintenance, but NPL is grateful for the $0.5M from 4% fund to help with immediate needs. In addition, we’re trying to be proactive with the courtyard going forward, especially around the stonework and tree roots. c. Summer Challenge—Lisa Bubert The Summer Reading Challenge runs from May 14–August 3, 2018. Research shows that children who read on level by grade 3 enjoy better grades in school, better job prospects, and better overall economic opportunities as they reach adulthood. Research also shows that young children who read, or are read to, just 20 minutes a day are far more likely to read on grade level, graduate, and become the lifelong learners we need. Nashville has a significant grade level reading problem. Currently, only ⅓ of our 3rd graders are reading on level—and those who are not reading on level by grade 3 will very likely stay behind for the rest of their school careers. Summer is a particularly problematic time as children and teens without access to summer reading and learning opportunities can experience what is known as the “summer slide”—a learning loss that slows school re-entry and that hits lower and middle-income children at a higher rate. The mission of NPL’s Summer Reading Challenge is to raise the level of literacy awareness in our city and combat summer slide. With this challenge, we are challenging all citizens of all ages to read for at least 600 minutes this summer and complete reading and learning activities all summer long. There are prizes for every age group. d. Violins of Hope—Liz Coleman The Violins of Hope is a new exhibit of a collection of restored instruments played by Jewish musicians during the Holocaust. NPL is the only venue in Nashville where this program is free, and the exhibit will be at the library through May 28, 2018. The collections of violins are in the gallery on the 1st floor, there is an extended exhibit with stories of Holocaust survivors on the 2nd floor mezzanine, and there are portraits of survivors on the 1st floor in the conference center hallways.
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VII.
Senator Visit Senator Jeff Yarbro, Tennessee State Senate, briefly joined the meeting to present Senate Joint Resolution 617 “to recognize Nashville Public Library upon its receipt of its 2017 Library of the Year Award.” The Senator appreciates NPL’s work throughout the state.
VIII. Adjournment The meeting adjourned at 1:05 p.m.
Next Board Meeting— 12:00 p.m., May 15, 2018 East Branch Library – Meeting Room 206 Gallatin Avenue Nashville TN 37207 Respectfully submitted by Kate Rose
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Statistical Summary – May 15, 2018 Nashville Public Library
Cardholders as % of Population Served
54.6% April 2018 New Cards: 2,627 Active Cardholders: 373,511
Public Computer Usage April 2018 / 2017 40,227 / 47,949 Wireless Usage April 2018 / 2017 499,448 / 462,934
Database Sessions April 2018 / 2017 43,443 / 43,626
Volunteer Services Number of Volunteers Volunteer Hours
Apr-18 232 1661.50
Apr-17 278 2086.25
% Change 2018-2017 -16.55% -20.36%
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Statistical Summary – May 15, 2018 Nashville Public Library
CIRCULATION TREND FY1718
FY1617
FY1516
550,000 500,000 450,000 400,000 350,000 300,000
JU L A U G
SE P
OC T N OV DE C
JA N
FE B MA R A PR MAY JU N
CIRCULATION COMPARISON PHYSICAL VS EMEDIA Physical
Circulation Bellevue Bordeaux Donelson East Edgehill Edmondson Pike Goodlettsville Green Hills Hadley Park Equal Access Hermitage Inglewood Looby Madison Main North Old Hickory Pruitt Richland Park Southeast Thompson Lane Watkins Park Virtual Renewals eMedia Talking Library NPL Total
Apr-18 Circulation 28,848 3,910 6,746 4,409 2,102 26,569 14,143 34,633 871 251 23,313 8,886 1,806 7 31,527 415 2,829 525 9,328 17,981 2,625 267 80,496 157,614 3 460,104
eMedia
34%
32%
66%
68%
AP R-18
AP R-17
Month Apr-18 Apr-17 % of Total Circulation 6.27% 32,969 0.85% 5,940 1.47% 9,521 6.27% 5,369 0.46% 3,310 5.77% 31,510 3.07% 14,878 7.53% 42,038 0.19% 2,190 0.05% 371 5.07% 25,366 1.93% 8,987 0.39% 2,920 5.07% 11,688 6.85% 51,002 0.09% 2,890 0.61% 4,061 0.11% 1,870 2.03% 10,820 3.91% 18,486 0.57% 7,926 0.06% 1,550 17.50% N/A 34.26% 140,159 0.5705% 26 435,847
% Change 2018-2017 -12.50% -34.18% -29.15% -17.88% -36.50% -15.68% -4.94% -17.62% -60.23% -32.35% -8.09% -1.12% -38.15% -99.94% -38.18% -85.64% -30.34% -71.93% -13.79% -2.73% -66.88% -82.77% N/A 12.45% -88.46% 5.57%
Apr-18 Year-to-Date 295,634 41,949 71,336 43,889 19,639 278,304 136,079 371,164 9,052 1,828 237,680 88,662 16,241 32,837 334,779 11,109 26,722 6,038 92,484 185,988 25,144 3,145 837,446 1,529,225 38 4,696,412
Fiscal Year-to-Date 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 N/A 1,394,662 34 4,512,503
% Change 2018-2017 -17.01% -35.63% -28.19% -25.33% -44.78% -16.38% -6.98% -17.02% -61.85% -45.68% -11.18% -1.83% -50.64% -74.59% -37.17% -63.00% -35.86% -66.73% -13.59% -11.57% -67.71% -72.15% N/A 9.65% 11.76% 4.08%
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Statistical Summary – May 15, 2018 Nashville Public Library
PROGRAM TREND FY1718
FY1617
FY1516
1600 1400 1200 1000 800 600 400 200 0
JU L A U G SE P
OC T N OV DE C
JA N
FE B MA R A PR MAY JU N E
PROGRAMS BY AGE GROUP Adult Programs
Teen Programs
Children's Programs
520 514
359
216 541
542
AP R-18
AP R-17
PROGRAMS - LIBRARY VS OUTREACH Library
Outreach
18%
20%
82%
80%
AP R-18
AP R-17
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Statistical Summary – May 15, 2018 Nashville Public Library
PROGRAM ATTENDANCE TREND FY1718
FY1617
FY1516
80000 70000 60000 50000 40000 30000 20000 10000
JU L A U G SE P
OC T N OV DE C
JA N
FE B MA R A PR MAY JU N E
PROGRAM ATTENDANCE BY AGE GROUP Adult Attendance
Teen Attendance
Children's Attendance
18,746
16,112
2,485
3,734
7,095
6,055
AP R-18
AP R-17
PROGRAM ATTENDANCE - LIBRARY VS OUTREACH Library
35%
65%
AP R-18
Outreach
19%
81%
AP R-17
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Statistical Summary – May 15, 2018 Nashville Public Library
VISITS TREND FY1718
FY1617
FY1516
450000 400000 350000
300000 250000 200000 150000
JU L
Visits Bellevue Bordeaux Donelson East Edgehill Edmondson Pike Goodlettsville Green Hills Hadley Park Hermitage Inglewood Looby Madison Main North Old Hickory Pruitt Richland Park Southeast Thompson Lane Watkins Park NPL Total
AUG
SE P
Apr-18 Visits 26,203 11,123 13,509 13,761 3,710 24,876 9,296 26,435 3,087 24,399 16,392 4,015 0 40,590 1,813 4,371 5,914 9,498 17,614 17,126 4,638 278,370
OC T
N OV
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
DE C
JA N
% Change 2018-2017 21.78% 22.74% 10.51% -3.59% -11.14% 37.15% 12.52% 27.35% 8.93% 51.24% 23.01% -38.49% -100.00% -27.77% -71.80% 56.00% 3.94% -54.88% 8.01% 72.68% 6.77% -3.23%
FE B
MA R
Apr-18 Circ / Visit 1.10 0.35 0.50 0.32 0.57 1.07 1.52 1.31 0.28 0.96 0.54 0.45 N/A 0.78 0.23 0.65 0.09 0.98 1.02 0.15 0.06 0.80
A PR
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
MAY
JU N
% Change 2018-2017 -28.15% -46.37% -35.89% -14.83% -28.54% -38.52% -15.51% -35.31% -63.49% -39.23% -19.62% 0.55% N/A -14.36% -49.07% -55.34% -72.99% 91.07% -9.94% -80.82% -83.87% -22.41%
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Financial Overview – May 15, 2018 Nashville Public Library Metro Government of Nashville Monthly Budget Accountability Report As of April 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
13,974,200 11,645,167
10,115,273
86.9% 1,529,894 14,537,600 12,114,667
35,300
29,417
52,461
1,257,300
1,047,750
1,738,957
15,266,800
12,722,334
11,906,691
93.6%
Fringes
5,510,400
4,592,000
4,568,967
Other Expenses: Utilities Professional & Purchased Services
1,643,100 2,526,400
1,369,250 2,105,333
1,224,531 2,025,428
All Other Salary Codes
Total Salaries
Travel, Tuition & Dues Communications
Repairs & Maintenance Services Internal Service Fees All Other Expenses
TOTAL EXPENSES PROGRAM REVENUE: Charges, Commissions & Fees Other Governments & Agencies Federal Direct Fed Through State Pass-Through Fed Through Other Pass-Through State Direct Other Government & Agencies Subtotal Other Governments & Agencies Other Program Revenue TOTAL PROGRAM REVENUE NON-PROGRAM REVENUE: Property Taxes Local Option Sales Tax Other Tax, Licences & Permits Fines, Forfeits & Penalties Compensation from Property Miscellaneous Revenue - 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
108,640 355,421
178.3%
-23,044
1,029,378
29,417
166.0% -691,207 1,257,300
1,047,750
113,513
1,904,122
815,643 15,830,200
13,191,834
1,149,602
12,268,900
93.0%
99.5%
23,033 5,638,100
4,698,417
487,196
4,752,838
101.2%
89.4% 96.2%
144,719 1,643,100 79,905 3,044,000
1,369,250 2,536,667
56,230 623,999
1,180,216 2,884,227
86.2% 189,034 113.7% -347,560
52,250 498,667
207.9% 71.3%
-56,390 143,246
115,200 593,400
96,000 494,500
493,100 1,785,900 2,196,400
410,917 1,488,250 1,830,333
486,194 1,479,192 1,528,060
118.3% 99.4% 83.5%
-75,277 493,100 9,058 1,830,600 302,273 1,853,000
410,917 1,525,500 1,544,167
30,083,200
25,069,334
23,683,124
407,000
339,167
338,026
99.7%
1,141
0 0 0 0 0 0 0 407,000
0 0 0 0 0 0 0 339,167
0 0 0 0 0 0 0 338,026
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%
0 407,000
0 339,167
0 338,026
0.0% 99.7%
227.4%
-37,480
181.7% -856,372
922,934
Fringe is at 101.2% thru APR due to higher overall fringe costs. LIB does not have -54,421 much control over fringe costs.
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 -19,189 the end of the FY in this line item. -89,100 LIB is at 91.0% of budget thru APR. The lower amount here is the result of a prepayment on the reimbursement from MNPS for the new ILS system. LIB will 36,804 monitor closely. 10 Internal Service Fees have been posted. -146,920 Library is under budget (98.1%) for FY18 YTD. NPL will monitor ALL expenditures closely as the fiscal year progresses to 491,592 ensure we are on budget by year end.
115,189 583,600
120.0% 118.0%
25,693 152,549 313,351
374,113 1,525,490 1,691,087
91.0% 100.0% 109.5%
25,867,252
2,880,651
25,375,660
98.1%
189,200
157,667
17,036
157,732
100.0%
-65
0 0 0 0 0 0 0 189,200
0 0 0 0 0 0 0 157,667
0 0 0 0 0 0 0 17,036
0 0 0 0 0 0 0 157,732
0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 100.0%
0 0 0 0 0 0 0 -65
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 1,141
0 189,200
0 157,667
0 17,036
0 158,977
0.0% 100.8%
0 -1,310
94.5% 1,386,210 31,040,700
6,625 65,406
66,897
85.0% 1,816,786
35,300
62,700 598,400
6,711
10,297,881
LIB is at 85.0% thru APR. Vacancies are being filled as quickly as possible. However, NPL will keep an eye on expenditures. LIB is over budget at 227.4% thru APR. With staffing levels, OT is necessary at times to fulfill NPL needs especially with Maintenance and Security issues. LIB is 181.7% 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 93.0% 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.
397 373 24
SUMMARY OF VARIANCE:
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Personnel Summary – May 15, 2018 Nashville Public Library
New Hires & Resignations
April 2018 New Hires Name
Classification
Searcy, Katelyn
Librarian 1
Hire Date 4/23/2018
Location Bellevue
April 2018 Resignations Name
Classification
Craig, Regina Dill, Thomas
Library Page Library Page
Resignation Date 4/1/2018 4/13/2018
Location Hermitage Reference
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Personnel Summary – May 15, 2018 Nashville Public Library NPL Vacancies as of 04/30/2018 = 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
Division / Branch PUBLIC REL ADMIN SVCS BORDX GH HER TECH SVCS ED PIKE SE DONELSON ED PIKE OLD HICK BORDX GH HADLEY INGLE REF NEIGH GRT THOMP REF NASH RM NASH RM HR IMP PUBLIC REL REF
Title ADMIN ASSIST APPLICATION TECH 3 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 INFO SYSTEMS APP TECH 1 LIBRARIAN 1 LIBRARIAN 1 LIBRARIAN 1 LIBRARIAN 2 LIBRARY ASSOC 1 LIBRARY MGR 3 LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE PROGRAM COORDINATOR PROGRAM SPEC 1 PROGRAM SPEC 2 PROGRAM SPEC 2 PROGRAM SPEC 2
Grade ST09 ST09 ST04 ST06 ST06 OR01 ST09 ST09 ST09 ST10 ST06 OR07 ST02 ST02 ST02 ST02 ST02 ST02 ST02 ST09 ST06 ST08 ST08 ST08
Name VACANT (K KIRKPATRICK) VACANT (E COLLINS) VACANT (S JONES) - moved pos to BX from HP VACANT -J MAFARLAND VACANT- V LUCAS VACANT (J VOGLER) VACANT (A BURKHEAD) VACANT (R DOOM) VACANT (K SHAW) VACANT (S WASHINGTON) VACANT (C JACKSON) VACANT (F ADEBOLA-WILSON) VACANT (R CRAIG) VACANT (T NESMITH) VACANT (R O'DENEAL) VACANT (A WHITE) VACANT (V SOLIMAN) VACANT (G MASOOD) VACANT (T DILL) VACANT (A WILLIAMS) VACANT (S BRINDLEY) VACANT (K HEAD) VACANT (C CONKLIN) - pos dwngrded to Prog. Spec 2 VACANT (T WATERS II)
FPS F F F F F F F F F F F F P P P P P P F F F F F F
FTE 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 0.49 0.49 0.49 0.49 0.49 0.49 0.49 1.00 1.00 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 – May 15, 2018 Nashville Public Library ADMINISTRATIVE SERVICES REPORT Safety/Security: April 2017
Several items were taken to surplus again this month. Security covered 11 after-hour events this month. (Very busy month for after hour events.) Annual Fire extinguisher and emergency lighting inspection/tests are scheduled for the first 3 weeks of April. Finishing this part of the inspection the week of April 30. Fire Alarm system and fire sprinkler annual inspections are being scheduled for late May and June for all library locations. Jeremy Gayer and Mark Crowder are working on updating our active shooter program to include more training for Security Staff and involving more library employees in our plan. This will include assigning floor/area monitors to assist other employees and patrons in their areas on what to do to assist us if we have an active shooter or emergency situation. Narcan was approved by the library board and Jeremy Gayer, Shane Pryor and Mark Crowder are authorized to carry it now. We are checking on training for all of our other officers. I have listed below the total number of incident reports for the month of April and the amount for each category. Most incidents remained about the same, except for accidents and ambulance calls increased. The increase appears to be related some to early voting.
Total of 58 up from 54 in March, including: Accident Ambulance Alarm Assault Arrest Domestic Situation
0 7 3 1 2 1
Susp. Act Injury/Accident Vehicle Damage Vandalism Theft
2 7 0 0 0
Number of suspensions by conduct violation numbers: #3 — 4 #4 — 0 #5 — 11 #6 — 0 #8— 11 #10 —1 #12 — 0 #14 — 3
#15 — 6 #16 — 3 #17 — 14 #18 — 1 #19 — 3 #20 — 3 #21 – 2 #22 – 0 #23 – 0 15 | P a g e
Suspensions for April: # of patrons 2 4 0 16 0 4 13
# of days suspended 1 5 7 30 60 90 365
Delivery: April 2017 Main: We received 739 incoming UPS packages and sent 35 packages out UPS GROUND There were 73 overnight packages received from FedEx, DHL, etc. We received 146 inserts of mail from the United States Post Office and we sent 85 inserts of mail to Metro Mail for postage. There were 38 special deliveries from Ikon, Supply Room, Advance Supply, Firefly, etc. Branches: For the month of March we moved 5,607 hold bins (179,424 items), 4,893 non-hold bins (156,576 items), 470 A/V bins (15,040 items) and 1,483 Circulation bins (47,456 items). This gives us a grand total of 12,453 bins moved, a total item count of 398,496 with an average of 593 bins and 18,976 items moved per day. We sent 0 skids/boxes to Pratt recycling. We sent 8 skids of books to Better World Books Daily completion Percentages: Holds 21 of 21 days for 100% Facilities Maintenance: April 2017 Work Orders 363 Opened during the month 291 completed 72 Active Grounds Seasonal grass cut for all branches has begun. Goodlettsville has been added to grounds schedule. Rock and soil was added by special request for Bellevue planters. East added soil/rock and erosion blanket by stairs. 16 | Page
Maintenance A broken light was fixed at Bordeaux. Goodlettsville’s tile areas in restrooms were re-grouted. Roof drains were cleaned out, and a commode was replaced in the women’s restroom at Thompson Lane. At East the AC drains were cleaned out, and the lock on the restroom dispensers were repaired. North’s broken window was addressed. Hadley Park had a furniture move. Old Hickory also had a furniture move. The following branches had coil cleanings: Looby, Richland Park, Hadley Park, Old Hickory, Donelson, East, Thompson, and Pruitt. Miscellaneous The following locations had their carpets cleaned: Richland Park, Pruitt, and Looby. Parking lots vac/sweep were performed: Goodlettsville, Greenhill’s, Bordeaux, and Edmondson.
BRANCH SERVICES REPORT Early Voting Branch staff have been making creative use of space during early voting. Due to additional elections, staff will continue to utilize nontraditional spaces for programs, such as hosting story time outside when weather permits. Branch Managers at early voting locations have been resilient and accommodating about community needs for meeting spaces. The Edmondson Pike, Green Hills, and Hermitage branch libraries had the highest numbers of early voters out of eleven total sites. The six branches hosting early voting accounted for 65% of all votes cast. Early Voting Participation by Location Location Number of Voters Bellevue Branch Library 6,149 Bordeaux Branch Library 5,707 Edmondson Pike Branch Library 7,435 Green Hills Branch Library 7,768 Hermitage Branch Library 7,753 Southeast Branch Library 4,097 Total 38,909 17 | Page
Due to the added Mayoral election and potential runoff election, future early voting dates for these branch locations include: May 11 – 19 June 8 – 15 July 13 – 28 October 17 – November 1
Mayoral election Mayoral election runoff (if required) State Primary and County General Election State General Election
May 25 June 28 August 2 November 6
The 2019 election dates are not yet firm, but the following estimates may be used for staff to begin planning. If we assume an August 1 election date, early voting would likely be July 11 – 25, 2019. A September 12 election date would likely mean early voting would be open from August 26 – September 6, 2019. Unification of Friends and Foundation The Friends of Nashville Public Library Board met on May 2 to finalize documents for the unification of the Friends and the Nashville Public Library Foundation. Amy Renigar joined the Foundation staff on April 16 as Director of Community Giving. Amy was introduced at the Branch Managers meeting on April 26. She did an exceptional job presenting her new role. Branch Managers are excited about having Amy’s assistance in revitalizing their Friends groups. Thanks to the efforts of Kristine Lalonde, the Foundation received a $70,000 grant from the Frist Foundation. The grant will support a messaging campaign, organizational work, as well as to document the NPL process for nonprofit organization that may undertake similar alliances and collaborative realignments. The Friends financial management moved to the NPL Business Office last fall. This transition has gone very well. Branch managers now have monthly reporting on their fund balances and expenditures which allows them to better plan their spending.
COLLECTIONS AND TECHNOLOGY SERVICES REPORT Collections & Technology Services Held multiple meetings with TLC to discuss Development Request for NPL and MNPS. 10 Collection & Technology staff members attended the webinar IT Security and Privacy in Libraries. Held preliminary discussions with TLC staff regarding Development Requests. As co-chair finalized the LLAMA LOM PAM the topic of our first monthly Supervisory Conversation series “Practical Management or Practical Magic?” a lively discussion on the topic of difficult conversations between supervisors and supervisees. This webinar will be held on Thursday, May 17th. 18 | Page
Held in-person interviews for the vacant Information Systems Analyst 1 position in Technology. Douglas “O’Neil” Sloan accepted the Information Systems Analyst 1 position in Technology. He will begin his new position on May 7th. Because of the promotion of Douglas Sloan, Technology now has a vacant Applications Tech 1 position that we would like to fill as soon as possible. Held biweekly group meetings with staff to discuss ongoing projects. Held biweekly meetings with individual staff to discuss ongoing projects. Web Services The Web Services team attended the DrupalCon Conference in Nashville. DrupalCon unites experts from around the globe who create ambitious digital experiences with sessions for developers and end-users. Web Services also attended the Library Carpentry workshop held at Vanderbilt University. This workshop focused on introducing librarians to the fundamentals of computing and provided a platform for further self-directed learning. READsquared will be used for three different programs: Summer Challenge which is scheduled to launch on May 14th. Summer Camp Pilot Project Read to Rise The Web Services Team removed Learning Express from the website and exchanged with Testing & Educational Reference Center. The Web Services Team completed their work on the latest edition of Unbound. The Web Services Team updated the Wishing Chair Productions. Continued work on developing multilingual versions of key webpages starting with Spanish and Arabic. Shared Systems Held multiple meetings with TLC to discuss Development Request for NPL and MNPS. Worked with MNPS on importing student photos into Carl Connect. Worked with MNPS, Limitless Libraries and NPL on procedures for transitioning 12th grade students to adult NPL cards. Worked on improving the handling of patron purchase requests. Held weekly codejam sessions to work through Pika and Carl issues. Attended the Library Carpentry workshop held at Vanderbilt University. 19 | Page
Materials Management/Collection Development The Materials Management Committee submitted the revised Collection Development Policies to Admin for review prior to submitting to the Library Board for approval. Noel Rutherford is reviewing Carl software to see if we can use it to reserve Bookclub in a Bag collection and Curriculum Kits Technology Ink: in the processing of developing new interface and database for Incident Reports so NPL will have a database searchable by offender, reporter, incident type, etc. This database will also contain pictures. Working with the ITS SharePoint Administrator to setup a test environment for hosting Ink in the cloud. Evaluating Cloud software to be able to manage the multitude of iPads and other handheld mobile devices owned by the library. Investigating mobile printing for phones and tablets using Envisionware Mobile print. Completed Kioware installation on public PCs.
COMMUNITY ENGAGEMENT AND EDUCATION REPORT Puppet Truck 56 programs to 3994. Participated in Picnic at the Library and Pinwheel Festival (Prevent Child Abuse). Wishing Chair Imagination Library from Dollywood performed “Pretend” by Jennifer Plecas. It was filmed in our theater for a documentary being made about Dolly Parton and her Imagination Library. Took our Shakespeare puppets to an event with the Nashville Shakespeare Festival. Took “Gulliver’s Travels” to branch libraries and NPLF picnic. Bringing Books to Life The number of parent workshops exceeded the number of story times: 21 vs. 18. Six of the workshops were introductions to NPL’s Ready Rosie resource requested by Head Start. Working with Nashville Adult Lit Council on a Family Literacy pilot and was able to make the connection with our Mobil Lab and parents participating in pilot. Participated in the Kindergarten Readiness Fair, started a 4-week series of workshops at Cambridge ELC and had the second round of Latina Mom Book Club at J.E. Moss Elementary. 20 | Page
Presented at two conferences: MTSU’s Symposium on Play and Lipscomb’s Global Voices in Education conference and attended a 3rd at Nashville Area Association for the Education of Young Children. Liz led a training with Alignment Nashville, MNPS and Lipscomb to prepare camps for Alignment’s Summer Reading Partners pilot. Adult Literacy Hosted 34 events serving 273 learners including field trips for ESL to Go and Belmont United Methodist Church ESL program. We offered 14 conversation clubs for 70 learners from countries including Japan, Turkey, India, Burma, China, Iraq, Brazil and other countries. We’re visiting partners’ classes to promote online library resources including YWCA, Dismas House, Nashville Adult Literacy Council, Workforce Essentials, and TIRRC. Continued weekly mobile lab sessions at Room in the Inn and Project Return, serving 98 learners in 9 sessions. We surveyed our partners about our impact/ability to support their work. o 90% of providers believe that NPL’s services empower them to better serve their clients. o 79% of providers have used something they learned at an event in their daily work. o 100% of FB members feel more connected to their community. o 84% of providers have collaborated (or plan to) with another agency they met at NPL event. o 68% of providers made a referral to an agency they met at NPL event. Had 1-year anniversary of the adult education dashboard showing a total of 1,183 learners completed a program in the last 12 months, an average of 189 new learners enroll each month, and an average of 1,620 learners are actively engaged each month. This baseline information will be used by the collective impact group to determine growth/progress in the coming year. Studio NPL Hosted a workshop for teens from Argentina through the Sister Cities program and hosted a Country Music Hall of Fame instrument petting zoo program and a guitar building and maintenance workshop for teens and adults. Studio NPL mentors attended the Emmy’s Student Television award ceremony to watch the screening of a Studio NPL teen-produced music video, nominated for an award. We hosted Nashville Craft Academy for an open house for both teens and adults. Be Well at NPL Offered 485 wellness programs in the first quarter of 2018, with 6,345 in attendance. Be Well had a table at the NAMI Mental Health Annual Walk, 5K, and Village and participated in the opening of the new Small World Yoga studio.
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For minority health month we partnered with The Truth Initiative to present a documentary and facilitated discussion about smoking, social justice, and tobacco industry to 23 teens. Digital Inclusion Provided youth digital literacy classes during MDHA spring break camps at Edgehill and Andrew Jackson. Conducted Internet Relevancy Workshop for Mathew Walker Comprehensive Health Center’s S.A.L.T (Seasoned Adults Living Triumphantly) program. Provided a demonstration of library’s digital training platform to early childhood program directors for The Nashville Area Association for the Education of Young Children’s “All Things Tech” conference. Graduated 20 seniors from the Senior Tech Academy at Carleen B. Waller Manor. They completed an 8-session program receiving a “Certificate of Completion” and a Fire HD 8 tablet. Limitless Libraries Delivered 9,200 items to students and teachers through school delivery. LL’s annual survey for students and teachers was open during the month of April. We will analyze the results during the month of May. April was School Library Month, and LL held contests for students—a School Library Month Challenge and a bookmark contest. We are still calculating the number of participants. Production Services Production Services had another record-breaking month of activity in our recording studio and in our schedule of live events. In April the final soundtrack for the Momotaro marionette production was completed. We stepped deeper into the world of sound design by actually recording the majority of sound effects in-house. Some examples featured in the production include running footsteps, bird wings flapping, and running water. Creating these sounds in our own recording facility not only saves on the costs of purchasing these, but provides a real level of authenticity to the performance. The production premiered with great success! Our live event schedule has increased a great deal and we anticipate it will continue to do so. Provided AV support for the Nashville Reads finale event, as well as the Mayoral debate in which we partnered with Channel 4 to stream the event live online.
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MAIN REPORT
The Main Library hosted the Mayor’s State of Metro Address in the Grand Reading Room. A plumbing problem the day before threatened the event, but staff worked into the night to ensure the library was ready and looked its best for the event.
Teen staff continue their work at Gateway to Independence even after a riot took place at the facility. Fifteen teens involved in the incident were moved to other facilities. None of the teens that participate in the library programing were relocated.
In addition to assisting the public, the Equal Access division assists library staff members received accommodations to help them perform their jobs. Last month they helped 2 staff members by providing help with an Assistive Listening Device and a software program to be able to adapt the computer screen for better viewing.
Adult Service and the Teen Center continue their successful “adulting” programs for teens where they teach teens how to do everything from laundry to taxes. A graduation party is planned for the teens graduating from high school at the end of the school year.
The Children’s Division hosted the Foundation’s annual Picnic Fundraiser in the Courtyard and Children’s Division on a Sunday evening in late April. The weather cooperated and everyone had a wonderful time.
MARKETING AND COMMUNICATIONS REPORT Top stories for the Library’s Marketing and Communications (MarComm) team included the continued exhibit of Violins of Hope at the Main Library; NPL’s Community of Many Faces campaign, which NPL hosts every April to celebrate the diversity of Nashville and the welcoming and inclusive spirit of Nashville Public Library; and Nashville Reads, which we promoted in earnest as we headed into the May 1 finale event with author John T. Edge. Meanwhile, behind the scenes, the team produced the summer edition of Unbound, the Library’s quarterly news magazine. This issue will hit shelves in June. MarComm also prepared to launch this year’s Summer Challenge initiative and collaborated with the Nashville Public Education Foundation to align its Summer Challenge promotional efforts with marketing efforts for the city’s Blueprint initiative. Finally, NPL and the Winnipeg Public Library engaged in some friendly “feuding” over Twitter as NHL teams from both cities faced off on the rink.
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Staff Report – May 15, 2018 Nashville Public Library
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New Business – May 15, 2018 Nashville Public Library Nashville Public Library Board May 15, 2018 Resolution Title: Gift Art Policy Revision History/Background/Discussion: The Gift Art policy was last reviewed by the Board on November 18, 2003. Since then, Metro has requested the Metro Arts Commission play a role in the review process for all art donated to Metro departments. The policy has been updated to reflect their role. Because all library policies support the library’s mission, the mission statement is removed from the policy. Other minor changes were made for consistency.
Recommendation: The Board approves the proposed revisions to the Gift Art Policy
Draftor(s): Liz Coleman Person(s) Responsible for Implementation: Library Arts Coordinator and the Library Board’s Art Committee
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RESOLUTION 2018-05.01 Gift Art Policy Revision WHEREAS, Nashville Public Library and the Library Board has established an Arts Committee whose task it is to advise the Library in artistic matters, and WHEREAS, the Metro Arts Commission sets forth procedures for the selection of art in public places including the Library, and WHEREAS, the current general policies of accepting gifts of art no longer reflect organizational processes, and NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees shall adopt the preceding revisions and the recommended approval process to the Gift Art Policy.
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Nashville Public Library Departmental Policies
Gift Art Policy
Policy Information Approved Date: Effective Date: Keywords:
TBD TBD Audiovisual Policy, Archives, Preservation, Conservation, Collection Development
Policy
NPL Mission Statement Mission: Inspire Reading, Advance Learning and connect Our Community. Vision: All members of our diverse community are empowered through limitless learning opportunities to enrich their lives. We Value: Extraordinary Customer Service, Love of reading, Lifelong Learning, Intellectual Freedom, Innovation, Excellence, Inclusiveness
Objective of Exhibitions In keeping with this mission, NPL, as a major cultural and educational institution, recognizes its unique and exciting potential to reach a broad cross section of the public through its exhibition spaces and collections. To that end, NPL will occasionally accept gifts of art that support its mission, program, and services, and enhance its historical collections. Each gift of art requires acceptance by vote of the Library Board of trustees.
Procedure Requirements At the Main Library, art donation submittal forms should be directed to the Library Arts Coordinator. At each of the branches they should be submitted to the Branch Manager, who will forward them to the Library Arts Coordinator. The Library Arts Coordinator will then notify the Library Director for submittal to the Board’s Art Committee. All submittals must be accompanied by: a. An art donation form filled out in full, including: i. Name, address, and telephone number of donor 27 | Page
ii. Resume of the artist, or a brief synopsis of the provenance of the work, if the donor is not the artist iii. Estimated value of the work iv. Maintenance requirements, if any b. Either the artwork itself, or pictorial images (slides, photos, or digital media) accompanied by a written description of the artwork including measurements, imagery, construction materials, framing style, and color.
Approval Process 1. Works of art are subject to a review by the Board’s Art Committee that shall include, but is not limited to: a Library Board member; the Library Arts Coordinator; the Library Director; a member of the professional art community, and other appropriate library staff. The Board’s Art Committee is responsible for reviewing art in order to determine if the proposed gift meets the standards set out in this policy. 2. If approved by the Board’s Art Committee, the proposed gift goes before the Metro Nashville Arts Commission’s Public Art Committee. 3. If approved by the Metro Nashville Arts Commission’s Public Art Committee, the Board’s Art Committee will make recommendations to the full Library Board of Trustees who will then approve or disapprove the recommendation based solely on the guidelines set in this policy. 4. If approved by the Library Board of Trustees, a Donation Agreement is drafted and sent through Metro Council. 5. Notification regarding acceptance or decline of gifts of art will be made by mail, phone, or email. If the proposed donation has been approved, a gift confirmation form will be returned to the applicant for signature. 6. Once gift forms are the Donation Agreement is completed and signed by all parties, the artwork becomes the property of Nashville Public Library. The Director and appropriate library staff will determine placement of art. The Library reserves the right to relocate, store, and lend art to other institutions as it deems appropriate. All art owned by the Library is handled, stored, and maintained properly.
Art Criteria The Library will not accept art requiring terms and conditions. The Board’s Art Committee will accept gifts of art based on:
Particular relevance to the Library’s collections Relevance of the work to the community of Nashville as a whole Importance as a document of the times Artistic merit 28 |
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Particular relevance of work or artists to our local area Suitability of the format to the Library’s physical limitations Maintenance requirements The renown of the artist(s) whose work is submitted. The term “renown” (I) The number of times this artist has had her/his work on public or private display; (II) whether or not the artist has been commissioned to create public art pieces; (III) the number of reviews published about the artist; (IV) whether or not the artist is still producing works or produced works during her/his entire life. Compliance with all federal state, and local laws including those pertaining to libel, copyright, and pornography. If the Art Committee is unable to determine whether a particular work complies with applicable laws, it will seek advice form the Metro Law Department.
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