NASHVILLE PUBLIC LIBRARY Board of Trustees Meeting May 21, 2019
Nashville Public Library Board of Trustees Agenda May 21, 2019 Main Library 615 Church Street Nashville, TN 37219 Board Room – 12:00 noon I. II.
Call to Order / Roll Call Metro Ordinance required to be announced at all Board Meetings – Chair, Keith Simmons a. “Pursuant to the provisions of § 2.68.030 of the Metropolitan Code of Laws, please take notice that decisions of the Nashville Public Library Board may be appealed to the Chancery Court of Davidson County for review under a common law writ of certiorari. Any appeal must be filed within sixty days after entry of a final decision by the Board. Any person or other entity considering an appeal should consult with an attorney to ensure that time and procedural requirements are met.”
III.
Introduce Visitors
IV.
Public Comment
V. VI. VII. VIII.
Board Chair Comments – Keith Simmons, Chair Approval of Minutes: April 16, 2019………………………………………….pgs. 1 – 6 Library Director Report a. Library Director, Kent Oliver Staff Reports a. Facilities Master Plan Update, Susan Drye b. TOR, Bryan Jones
IX.
New Business a. Naming Former 1st Floor Gallery Space, Kent Oliver b. Deletion Schedule Policy and Resolution, Felicia Wilson…………….pgs. 25 – 27
X.
Adjournment
Next Board of Trustees Meeting 12:00 noon – June 18, 2019 Bordeaux Branch Library – Meeting Room 4000 Clarksville Pike Nashville, TN 37218
NASHVILLE PUBLIC LIBRARY A City with a Great Library is a Great City® LIBRARY BOARD MINUTES April 16, 2019 12:00 p.m. Madison Branch Library 610 Gallatin Pike South, Madison, TN 37115
Members Present:
Keith Simmons, Lucy Haynes, Adriana Bialostozky, Robert Oermann, Katy Varney
Members Absent:
Joyce Searcy, Sepideh Khansari
Library Staff:
Kent Oliver, Elyse Adler, Susan Drye, Jena Schmid, Terri Luke, Jessica Piper, Anna Harutyunyan, Andrea Fanta, Lisa Bubert, Kate Collingwood
Also Present:
Shawn Bakker, Nashville Public Library Foundation President; Alex Dickerson, Assistant Metropolitan Attorney at Metropolitan Government of Nashville and Davidson County; Elham Daha, Metropolitan Nashville Planning Department; Mark Naccarato, SEIU Representative
I.
Call to Order / Roll Call Keith Simmons called the meeting to order at 12:07 p.m.
II. Metro Ordinance required to be announced at all Board Meetings “Pursuant to the provisions of § 2.68.030 of the Metropolitan Code of Laws, please take notice that decisions of the Nashville Public Library Board may be appealed to the Chancery Court of Davidson County for review under a common law writ of certiorari. Any appeal must be filed within sixty days after entry of a final decision by the Board. Any person or other entity considering an appeal should consult with an attorney to ensure that time and procedural requirements are met.” III. Approval of Minutes: February 19, 2019 Keith Simmons moved for approval of the minutes from the February meeting; the motion was seconded by Katy Varney and passed unanimously. IV. Library Director Report—Kent Oliver, Library Director a. A groundbreaking ceremony for the new Donelson Branch Library will be on May 13 at 10:00 a.m. More details to come. b. Kent Oliver thanked the Board for responding to library closure needs around the NFL Draft. The Main Library will close at 1:00 p.m. on Thursday (25th); branches will close at 3:00 p.m. The Main Library will be closed on Friday (26th) and Saturday (27th). Branches will close at 3:00 p.m. again on Friday the 26th. 1|Page
c. There have been meetings for the Envision Cayce Project regarding design and it is still a fluid, ongoing process. d. Budget processes updates: i. Metro: Nothing more has been heard. The Council budget hearing is on May 22. We’re working on reducing NPL’s Collection budget. If 4% doesn’t happen in July NPL will be looking at additional collection reductions up to cessation of materials ordering. ii. NPLF: Kent Oliver is working with Shawn Bakker to get the budget back to $2M and $300K still needs to be cut. e. Kent Oliver introduced and welcomed Terri Luke, NPL’s new Assistant Director for Branch Services. V. Board Elections Lucy Haynes nominated Keith Simmons for Chairman. Katy Varney seconded the motion which passed unanimously. Katy Varney nominated Lucy Haynes for Vice Chairman, Robert Oermann Seconded, passed unanimously. Keith Simmons nominated Robert Oermann for Secretary, Lucy Haynes seconded. Passed unanimously. VI. Staff Reports a. NAZA, Anna Harutyunyan NAZA is restructuring and there will no longer be 5 zones. There will be middle-school afterschool and summer programs beginning in 2020, which means year-round services for middle school. The process has begun to separate Opportunity NOW (Mayor Barry’s initiative for employing 14–16 year-olds) and NAZA since Opportunity NOW focuses on employment and NAZA focuses more on learning. NAZA will be focusing more on a collective impact role. NAZA kept some of the funding to help build the new structure. National research shows that after-school programs help build social-emotional skills. NAZA is included in a report coming out by Aspen Institute (National Commission on Social, Emotional, and Academic Development) that math and reading skills are built by cognitive skills. 90% of NAZA participants reported that they have more interest in school thanks to after-school programs. Lucy would like to visit a program. b. Hadley Park Branch and Richland Park Branch Community Meetings, Susan Drye Susan shared survey results polled from Richland Park and Hadley Park patrons around suggested improvements for the upcoming renovations. She noted that NashvilleNext is looking at the Master Plan for demographic shifts. Timing of renovations is determined by the Master Plan, but in general it’s good to “refresh” a building every 8 years and complete a total renovation every 16 years. In general, Richland Park patrons dislike technology, while Hadley Park patrons want more technology and more spaces to come together as a community. Richland Park will need to be at least 20,000 square feet. NPL has the planning, but we’re waiting to hear about Metro funding for the projects. c. Summer Reading Challenge, Lisa Bubert The 2019 Summer Reading Challenge runs from May 6–August 21, which is 2 weeks before school ends and approximately 2 weeks after school begins in the fall. Participants can register at any NPL location or online starting May 6, and this year’s city-wide goal is to read 12 million minutes. Participants can read anything, as long as they read. The materials do not have 2|Page
to be from NPL in order to participate. NPL wanted to break down any barriers around materials. Anyone who reads at least 600 minutes will earn prizes. Prizes include coupons to free entry at area attractions, as well as freebies at local restaurants and businesses. The grand prizes include $100 gift cards to McKay’s The Book Shop, and Parnassus. Children who don't read during the summer lose months of reading and cognitive skills gained during the school year. We call this loss "summer slide." Summer reading loss is cumulative. Children don't catch up in the fall because the other children are moving ahead with their skills. 3rd grade is a benchmark since up to 3rd grade, kids are learning to read; after 3rd grade they are reading to learn. d. Nashville Public Library Foundation Updates, Shawn Bakker i. NPLF’s annual family fundraiser, Picnic with the Library, is Sunday, 4/28 from 4:00–7:00 p.m. Spread the word! ii. The Big Payback is on May 2nd and NPLF is hosting events at the Green Hills branch. iii. Libraries Transform campaign now includes billboards. VII. New Business a. Branch Meeting Room, Computer Classroom and Study Room Policy revision, Jena Schmid and Terri Luke
Nashville Public Library Board April 16, 2019 Resolution Title: Branch Meeting Room, Computer Classroom & Study Room Policy History/Background/Discussion: At the present time, branch meeting rooms are available to local non-profit organizations of a public, civic, educational or cultural nature, the Nashville Public Library Foundation, and to governmental agencies. This non-profit and governmental exclusivity restricts the ability for The Friends of the Library and the Nashville Public Library Foundation to use branch meetings rooms as an asset in attracting business and corporate partnerships. The Branch Meeting Room Use Policy was updated to include nonprofit use of the two computer classrooms in the system. Procedures were also updated and removed from the policy. Recommendation: The board approve the proposed changes to the Branch Meeting Room Use Policy Draftor(s): Jena Schmid, Terri Luke Person(s) Responsible for Implementation: Terri Luke
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RESOLUTION 2019-04.01 Resolution to Revise the Branch Meeting Room Use Policy WHEREAS, the Branch Meeting Room Use Policy restricts the use of branch meeting rooms to be available only to local non-profit organizations of a public, civic, educational or cultural nature, the Nashville Public Library Foundation and to governmental agencies, and WHEREAS, Nashville Public Library wishes to create a relationship with and encourage community book and educational clubs to use library resources, and WHEREAS, Nashville Public Library wants to optimize the use of our meeting spaces and resources, NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees that the board endorses the proposed changes to the Branch Meeting Room Use Policy.
Nashville Public Library Departmental Policies
Branch Meeting Room, Computer Classroom & Study Room Policy
Policy Information Approved Date: Effective Date: Keywords:
April 16, 2019 January 1, 2015 Meeting Room, Computer Classroom, Study Room
Policy
Branch Meeting Room & Computer Classroom Nashville Public Library (NPL) branch meeting rooms and the computer classrooms are available to local non-profit organizations or groups of a public, civic, educational, literary or cultural nature and to governmental agencies free of charge. Groups may be asked to furnish a copy of their charter verifying non-profit status. Use of the branch meeting rooms and computer classrooms is only available during normal operating hours. All meetings in branch libraries must be open to the general public and news media for the entire duration of the room booking. No private events are allowed. For private meetings and events, please see Main Library Meeting Room Policy and Private Events Policy.
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The Library Board remains the final authority regarding use of library facilities. The needs of NPL and the Metropolitan Government of Nashville and Davidson County take precedence over other groups requesting use of library facilities. NPL reserves the right to limit use where the demands for meeting space so require. Groups using the meeting rooms and computer classrooms, with the exception of programs or events sponsored or hosted by the Nashville Public Library Foundation (NPLF) or government agencies, may not charge admission, charge fees for services rendered, solicit donations, or collect dues or membership fees. Sales or promotional activities may not occur in any of the rooms or on library property. Exceptions are activities by NPLF and organizations collaborating with NPL in advancing specific library services and programs. The organization or responsible individual will be held financially responsible for any damage incurred. NPL reserves the right to deny future meeting room use based on reservation no-shows, documented misuse of the meeting room, or damage or mess left from use of the meeting room. The meeting rooms, as well as all library property, may not be used for individual political campaign speeches or activities. Campaign activities are defined as those activities directly related, pro or con, to the campaign of individual political candidates or ballot issues. NPL meeting rooms and computer classrooms may not be used for any activity that interferes with its operations. No personal events such as birthday parties, showers, receptions, etc. may be held in meeting rooms. In publicizing a meeting to be held in an NPL meeting room or computer classroom, the sponsoring group must be clearly identified. Groups must not imply NPL sponsorship of their program or organization, or include the NPL’s contact information in their publicity unless they have received explicit permission to do so. Use of a meeting room does not constitute endorsement of the program by the Nashville Public Library Board or NPL. Meeting organizers may not require personal information of meeting attendees. NPL reserves the right to withdraw permission for meeting room or computer classroom use when conditions warrant such action.
Study Room NPL study rooms are available for general public use, free of charge during regular operating hours. Study rooms may be used by one or more people. Use must not exceed the maximum occupancy for the study room. Users may not charge fees or solicit donations for activities performed in or as a result of the use of a study room. Failure to follow library policies and procedures may result in the loss of future use privileges.
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Robert Oermann moved for approval of Resolution 2019-04.01; Lucy Haynes seconded the motion and it passed unanimously.
VIII. Adjournment The meeting adjourned at 1:27 p.m.
Next Board Meeting— 12:00 p.m., Tuesday, May 21, 2019 Board Room, Main Library, 615 Church Street
Respectfully submitted by Kate Collingwood
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Statistical Summary – May 21, 2019 Nashville Public Library
Cardholders as % of Population Served
57.2% April 2019 New Cards: 2,128 Active Cardholders: 395,459
Public Computer Usage April 2019 / 2018 39,080 / 40,227 Wireless Usage April 2019 / 2018 136,644 / 86,153
Database Sessions April 2019 / 2018 23,303 / 43,443
Volunteer Services Number of Volunteers Volunteer Hours
Apr-19 237 1684.00
Apr-18 232 1661.5
% Change 2019-2018 2.16% 1.35%
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Statistical Summary – May 21, 2019 Nashville Public Library
CIRCULATION TREND FY1819
FY1718
FY1617
650,000 600,000 550,000 500,000
450,000 400,000 350,000 300,000
JU L A U G
SE P
OC T N OV DE C
JA N
FE B MA R A PR MAY JU N
CIRCULATION COMPARISON PHYSICAL VS EMEDIA Physical
Circulation Bellevue Bordeaux Donelson East Edgehill Edmondson Pike Goodlettsville Green Hills Hadley Park Equal Access Hermitage Inglewood Looby Madison Main North Old Hickory Pruitt Richland Park Southeast Thompson Lane Watkins Park eMedia Talking Library NPL Total
Apr-19 Circulation 43,671 7,011 10,677 7,126 4,268 40,830 18,801 49,410 2,915 505 33,605 11,986 3,067 15,460 59,359 3,618 5,467 1,997 15,263 22,072 10,202 1,682 193,398 0 562,390
eMedia
34%
34%
66%
66%
AP R-19
AP R-18
Month Apr-19 Apr-18 % of Total Circulation 7.77% 35,775 1.25% 5,809 1.90% 9,168 7.77% 6,364 0.76% 3,599 7.26% 32,656 3.34% 16,125 8.79% 42,871 0.52% 2,013 0.09% 430 5.98% 28,034 2.13% 10,926 0.55% 3,541 5.98% 46 10.55% 52,108 0.64% 2,460 0.97% 4,700 0.36% 1,464 2.71% 12,151 3.92% 19,816 1.81% 8,627 0.30% 1,351 34.39% 157,614 1.8140% 3 457,651
% Change 2019-2018 22.07% 20.69% 16.46% 11.97% 18.59% 25.03% 16.60% 15.25% 44.81% 17.44% 19.87% 9.70% -13.39% 33508.70% 13.92% 47.07% 16.32% 36.41% 25.61% 11.38% 18.26% 24.50% 22.70% -100.00% 22.89%
Apr-19 Year-to-Date 452,815 78,955 111,777 77,950 44,377 414,911 205,840 523,731 30,213 5,005 354,329 141,447 36,707 63,406 633,869 36,812 55,088 19,329 152,529 233,827 105,786 17,894 1,880,252 21 5,676,870
Fiscal Year-to-Date Apr-18 Year-to-Date 362,187 62,680 95,666 63,647 34,055 346,249 161,796 461,255 21,338 4,049 287,885 109,687 28,429 46,422 538,752 30,377 43,393 16,461 118,745 200,293 85,235 14,641 1,529,225 40 4,662,507
% Change 2019-2018 25.02% 25.97% 16.84% 22.47% 30.31% 19.83% 27.22% 13.54% 41.59% 23.61% 23.08% 28.96% 29.12% 36.59% 17.66% 21.18% 26.95% 17.42% 28.45% 16.74% 24.11% 22.22% 22.95% -47.50% 21.76%
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Statistical Summary – May 21, 2019 Nashville Public Library
LIMITLESS LIBRARIES TERMINAL ACTIVITY TREND FY1819
FY1718
20000 18000 16000 14000 12000 10000 8000 6000 4000 2000 0 JUL
AUG
SEP
OCT
NO V
DEC
JAN
FEB
MAR
AP R
MAY
JUNE
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Statistical Summary – May 21, 2019 Nashville Public Library
PROGRAM TREND FY1819
FY1718
FY1617
1600 1400 1200 1000 800 600 400 200 0
JU L A U G SE P
OC T N OV DE C
JA N
FE B MA R A PR MAY JU N E
PROGRAMS BY AGE GROUP Adult Programs
Teen Programs
Children's Programs
575 514
367
216
481
541
AP R-19
AP R-18
PROGRAMS - LIBRARY VS OUTREACH Library
Outreach
20%
14%
80%
86%
AP R-19
AP R-18
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Statistical Summary – May 21, 2019 Nashville Public Library
PROGRAM ATTENDANCE TREND FY1819
FY1718
FY1617
50000 45000 40000 35000 30000 25000 20000 15000 10000
JU L A U G SE P
OC T N OV DE C
JA N
FE B MA R A PR MAY JU N E
PROGRAM ATTENDANCE BY AGE GROUP Adult Attendance
Teen Attendance
21,100
Children's Attendance
16,112
2,485
3,385 5,047
7,095
AP R-19
AP R-18
PROGRAM ATTENDANCE - LIBRARY VS OUTREACH Library
Outreach
35%
35%
65%
65%
AP R-19
AP R-18
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Statistical Summary – May 21, 2019 Nashville Public Library
VISITS TREND FY1819
FY1718
FY1617
450000 400000 350000
300000 250000 200000 150000
JU L
Visits Bellevue Bordeaux Donelson East Edgehill Edmondson Pike Goodlettsville Green Hills Hadley Park Hermitage Inglewood Looby Madison Main North Old Hickory Pruitt Richland Park Southeast Thompson Lane Watkins Park NPL Total
AUG
SE P
Apr-19 Visits 18,272 7,089 9,855 14,863 4,020 30,191 8,879 17,433 3,012 15,227 13,758 3,493 14,667 41,427 5,592 3,445 4,386 9,160 19,916 13,655 4,905 263,245
OC T
N OV
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
DE C
JA N
% Change 2019-2018 -30.27% -36.27% -27.05% 8.01% 8.36% 21.37% -4.49% -34.05% -2.43% -37.59% -16.07% -13.00% N/A 2.06% 208.44% -21.19% -25.84% -3.56% 13.07% -20.27% 5.76% -5.43%
FE B
MA R
Apr-19 Circ / Visit 2.39 0.99 1.08 0.48 1.06 1.35 2.12 2.83 0.97 2.21 0.87 0.88 1.05 1.45 0.65 1.59 0.46 1.67 1.11 0.75 0.34 1.40
A PR
MAY
Apr-18 Circ / Visit 1.37 0.52 0.68 0.46 0.97 1.31 1.73 1.62 0.65 1.15 0.67 0.88 N/A 1.29 1.36 1.08 0.25 1.28 1.13 0.50 0.29 1.08
JU N
% Change 2019-2018 75.06% 89.37% 59.64% 3.67% 9.44% 3.02% 22.07% 74.77% 48.41% 92.08% 30.70% -0.44% N/A 11.64% -52.32% 47.59% 83.93% 30.25% -1.49% 48.32% 17.72% 30.05%
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Financial Overview – May 21, 2019 Nashville Public Library Metro Government of Nashville Monthly Budget Accountability Report As of April 2019 10101 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
14,537,600 12,114,667
10,297,881
35,300
29,417
66,897
1,257,300
1,047,750
1,904,122
15,830,200
13,191,834
12,268,900
85.0% 1,816,786 14,620,600 12,183,833
227.4%
10,067,710
82.6% 2,116,123
35,300
29,417
1,138
73,708
181.7% -856,372 1,257,300
1,047,750
113,669
2,001,016
191.0% -953,266
13,261,000
1,146,985
12,142,434
91.6% 1,118,566
93.0%
-37,480
1,032,178
922,934 15,913,200
250.6%
-44,291
LIB is at 82.6% thru APR. Vacancies are being held per a Metro wide hiring freeze. NPL is filling critical positions when allowed. However, NPL will keep an eye on expenditures. LIB is over budget at 250.6% thru APR. With staffing levels, OT is necessary at times to fulfill NPL needs especially with Maintenance and Security issues. LIB is 191.0% thru APR. This is not unusual for this time of year after holiday vacations. NPL will keep an eye on this category and make budget adjustments in FY19 to cover more of these cost in the next fiscal year. LIB is at 91.6% of total budgeted salaries thru APR. With only critical vacancies being filled, OT and vacation leave, currently NPL is on budget. However, NPL will monitor expenditures closely throughout the FY.
Fringes
5,638,100
4,698,417
4,752,838
101.2%
-54,421 5,687,800
4,739,833
468,288
4,725,861
99.7%
Fringe is at 99.7% thru APR due to higher overall fringe costs. LIB does not have 13,972 much control over fringe costs.
Other Expenses: Utilities Professional & Purchased Services
1,643,100 3,044,000
1,369,250 2,536,667
1,189,050 2,884,349
86.8% 180,200 1,643,100 113.7% -347,682 3,328,200
1,369,250 2,773,500
156,183 549,707
1,318,244 2,696,401
96.3% 97.2%
51,006 77,099
Travel, Tuition & Dues Communications
Repairs & Maintenance Services Internal Service Fees All Other Expenses
TOTAL EXPENSES PROGRAM REVENUE: Charges, Commissions & Fees Other Governments & Agencies Federal Direct Fed Through State Pass-Through Fed Through Other Pass-Through State Direct Other Government & Agencies Subtotal Other Governments & Agencies Other Program Revenue TOTAL PROGRAM REVENUE NON-PROGRAM REVENUE: Property Taxes Local Option Sales Tax Other Tax, Licences & Permits Fines, Forfeits & Penalties Compensation from Property Miscellaneous Revenue TOTAL NON-PROGRAM REVENUE Transfers From Other Funds & Units TOTAL REVENUE AND TRANSFERS SUMMARY OF POSITIONS: Total Authorized Positions - Oper Fd Total Filled Positions Total Vacant Positions
115,200 593,400
96,000 494,500
115,189 587,958
120.0% 118.9%
-19,189 -93,458
493,100 1,830,600 1,853,000
410,917 1,525,500 1,544,167
374,113 1,525,490 1,691,087
31,040,700
25,867,252
25,388,974
98.2%
189,200
157,667
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 0 157,732
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 1,245 1,245
0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0%
0 189,200
0 157,667
0 158,977
0.0% 100.8%
Travel is currently over budget for the year. Monthly parking passes for Main employees are the biggest expense and we anticipate being over at the end of the FY -68,774 in this line item. -111,940 LIB is at 143.0% of budget thru APR. W/O 4% funds for major repairs we are experiencing above avg repair costs. LIB -176,694 will monitor closely. 0 Internal Service Fees have been posted. -689,854 Library is under budget (99.2%) for this month FY19 YTD. NPL will monitor ALL expenditures closely as the fiscal year progresses to ensure we are on budget by year end as well as providing requested 213,381 savings if possible.
67,300 593,400
56,083 494,500
13,021 35,773
124,857 606,440
222.6% 122.6%
91.0% 36,804 493,100 100.0% 10 1,915,900 109.5% -146,920 1,216,100
410,917 1,596,583 1,013,417
19,253 159,658 139,640
587,611 1,596,583 1,703,271
143.0% 100.0% 168.1%
25,715,083
2,688,508
25,501,702
99.2%
182,200
151,833
11,280
134,837
88.8%
16,996
0 0 0 0 0 0 0 182,200
0 0 0 0 0 0 0 151,833
0 0 0 0 0 0 0 11,280
0 0 0 0 0 0 0 134,837
0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 88.8%
0 0 0 0 0 0 0 16,996
0 0 0 0 0 -1,245 -1,245
0 0 0 0 0 0 0
0 0 0 0 0 0 0
0 0 0 0 0 0 0
0 0 0 0 0 0 0
0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0%
0 0 0 0 0 0 0
0 -1,310
0 182,200
0 151,833
0 11,280
0 134,837
0.0% 88.8%
0 16,996
478,278 30,858,100
397 354 43
SUMMARY OF VARIANCE:
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Personnel Summary – May 21, 2019 Nashville Public Library
New Hires & Resignations
April 2019 New Hires Name
Classification
Banks, Timothy Steele, Poppy Ford, Rachel
Security Guard Program Specialist 2 Program Coord
Hire Date 4/8/2019 4/22/2019 4/22/2019
Location Security LSHI NAZA(transfer from NCAC)
April 2019 Resignations Name
Classification
Resignation Date
Location
Banks, Timothy Lillard, Rochelle
Security Guard Security Guard
4/8/2019 4/8/2019
Security Security
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Personnel Summary – May 21, 2019 Nashville Public Library NPL Vacancies as of 04/30/2019 = Approved to fill by OMB = Requesting permission to fill from OMB = Vacancies that have not yet been requested to fill
Division / Branch
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43
OP & MAIN-MN BELLEVUE ED PIKE GOOD GRN HILLS GRN HILLS HERM LOOBY RICH PK RICH PK RICH PK SE CIRC OP & MAIN-BR TECH SVCS ARCHIVES ED PIKE GRN HILLS CHILD RICH PK REF CHILD DONELS ED PIKE GOOD GRN HILLS HADLEY INGLE MADISON MADISON REF REF REF THOMP ED PIKE BORDX MADISON MAIN ADMIN HR IMP PUBLIC REL PUBLIC REL SECURITY SECURITY
Title
BLDG MAINT SUPT - Main CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 2 CUSTODIAN - Branch INFO SYSTEMS APP TECH 1 LIBRARIAN 1 LIBRARIAN 1 LIBRARIAN 2 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY MGR 2 LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE - to BX OFFICE SUPPORT REP 2 OFFICE SUPPORT SPEC 2 PROGRAM SPEC 2 PUBLIC INFORMATION REP PUBLIC INFORMATION REP SECURITY GUARD SECURITY GUARD
Grade
TS13 ST04 ST04 ST04 ST04 ST04 ST04 ST04 ST04 ST04 ST04 ST04 ST05 TG05 OR01 ST09 ST09 ST10 ST06 ST06 OR06 ST02 ST02 ST02 ST02 ST02 ST02 ST02 ST02 ST02 ST02 ST02 ST02 ST02 ST02 ST02 ST05 ST08 ST08 ST10 ST10 ST06 ST06
Name
FPS
FTE
Date Vacant
VACANT (B PRUITT) - upgrd VACANT (E TERFINKO) VACANT (A MUHSIN) VACANT (S WALLACE) VACANT (J MCFARLAND JR) VACANT (M TERFINKO) VACANT (V LUCAS) VACANT - (A JORDAN) VACANT (HAMILTON, SABRINA) VACANT (J VICE) VACANT (S WILLIAMS) VACANT (M DEPEDER) VACANT (H KLEIN) VACANT (C CARTER) VACANT (D SLOAN) VACANT (L GARLAND) VACANT (J QUEEN) VACANT (C L'EPLATTENIER) VACANT (H HUDSON) VACANT (K MCMAHON) VANCANT (E FISHER) VACANT (M BORG) VACANT (JOHNSON, KELSEY H) VACANT (K KENNEDY) VACANT (K CHOUINARD) VACANT (C SONGER) VACANT (T NESMITH) VACANT (R O'DENEAL) VACANT (M BOTROS) VANCANT (C MARTIN) VACANT (A MABAYOJE) VACANT (D RHODES) VACANT (T DILL) VACANT (G MASOOD) VACANT (S MCKENZIE) VACANT(Q BAKER) VACANT (M KELLY) VACANT (J ROBERTS) VACANT (K HEAD) VACANT (C CONKLIN) - pos dwngrded to PIR VACANT (K KIRKPATRICK) - upgrded to PIR VACANT (R FREUDENTHAL) VACANT (R LILLARD)
F F P F F F F F F P F P F F F F F F F F F P P P P P P P P P P P P P P P P F F F F F F
1.00 1.00 0.49 1.00 1.00 1.00 1.00 1.00 1.00 0.49 1.00 0.49 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 0.49 0.49 0.49 0.49 0.49 0.49 0.49 0.49 0.49 1.00 1.00 1.00 1.00 1.00 1.00
7/6/18 7/27/18 8/15/18 5/3/18 4/9/18 5/18/18 3/29/118 2/28/19 8/24/18 11/3/18 6/7/18 1/20/19 4/22/19 3/22/19 2/28/18 3/22/19 8/10/18 12/17/18 9/20/18 4/8/19 3/1/19 12/29/18 8/19/18 9/10/18 2/1/19 5/7/18 11/20/17 5/12/17 10/20/18 5/7/18 3/1/19 7/6/18 4/13/18 3/24/18 2/11/19 6/28/18 10/8/18 12/31/18 3/12/18 2/2/18 2/27/18 12/28/18 4/8/19
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. We have been notified this hard hiring freeze will continue into FY19.
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Brief Area Updates – May 21, 2019 Nashville Public Library ADMINISTRATIVE SERVICES REPORT Safety/Security: April 2019
8 after-hour events were covered by security this month. Including the State of Metro address on April 30 and a couple of early morning openings (8:30 AM) in Conference room 1. Mark Crowder attended the quarterly Homelessness meeting which is held at the Library Commons area. Mark Crowder went to court on April 24 for Thomas Sweetman (a man that threw a rock through the glass emergency door at the Hermitage branch in November/ December 2018. His attorney advised Mr. Sweetman would make the $300.00 restitution payment when NPL returns to court on June 25. Completed the annual fire inspections conducted by ACT Security Services and Jarrett Fire Protection. All branch locations and the Main library inspections are complete and Mark is starting to make repairs to issues found during the inspection, such as fire extinguishers that are due for their 6 or 12 year service and all batteries that need to be replaced in emergency light and/or fire alarm systems. Mark Crowder conducted 7 annual Safety and Security training class for branch staff during the month of April. A new Security Officer was hired and started as a Library Security guard/officer on April 8th and completed his shift that day. He was a no show/no call for the next two days. The Officer was asked to come in on April 11th (his official 4th day of work) and he agreed to resign effective immediately. This means we now have 2 Security Guard openings due to Officer Lillard resignation at the end of March.
Listed below are the total number of incident reports for the month of April and the amount for each category. Total 44 down from 52 in March, including: Ambulance 2 Alarm 2 Arrest 2 Medical 1 Fire Alarm (Bellevue microwave) food inside caught on fire 1 Illness 1 Assault/ Stabbing outside of Library at Park (Victim came to library for medical assistance)
Vehicle Damage 1 (Calvin Thomas’s rear window on personal vehicle broken by rock from mower?) Theft 1 Vehicle accident (Bellevue patron at book drop did not have car in park and rolled into another car scraping her legs.)
Number of suspensions by conduct violation numbers: #1 — 0 #3 — 2
#15 — 5 #16 — 2 16 | P a g e
#5 — 2 #6 — 3 #8 —19 #9 — 0 #11 — 1 #13 — 0 #14 — 2 Suspensions for April: # of patrons 0 5 9 9 1 3 0 18
#17 — 20 #18 — 5 #19 — 3 #20 — 0 #21 — 1 #22 — 2 #23 — 0 # of days suspended 1 5 7 30 60 90 120 365
Delivery: April 2019 Main: We received 477 incoming UPS packages and sent 45 packages out UPS GROUND There were 79 overnight packages received from FedEx, DHL, etc. We received 126 inserts of mail from the United States Post Office and we sent 8,075 inserts of mail to Metro Mail for postage. There were 72 special deliveries from Ricoh, Supply Room, Firefly, Amazon, etc. Branches: For the month of April we moved 6,367 hold bins (203,744 items), 5,009 non-hold bins (160,288 items), 480 A/V bins (15,360 items) and 1,283 Circulation bins (41,056 items). This gives us a grand total of 13,139 bins moved, a total item count of 420,448 with an average of 625 bins and 20,021 items moved per day. 10 skids were sent to Pratt industries for book recycling. 8 skids were sent to BWB. Daily complete Percentages: Holds 21 of 21 days for 100%
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Facilities Maintenance: April 2019 Projects: Hermitage and Green Hills had carpets cleaned. The gutters were cleaned at Edmondson Pike, Thompson Lane, Old Hickory, Madison, Inglewood, and Bordeaux. The roof drains at Edgehill and Thompson Lane were cleaned. The trees hanging over the roof at Bordeaux were cut. Southeast had chairs cleaned (this is a service that General Services cut in FY19 due to budget cuts). Preventive maintenance was performed on the AC units at the branches. Irrigation start up took place at Green Hills, Edmondson Pike, Hermitage, Goodlettsville, and Bordeaux. The bushes and trees at Richland Park were trimmed. TAMIS: 419 work orders submitted for January. 377 completed 42 remain active. 90% Completion Rate.
BRANCH SERVICES REPORT Tennessee Library Association: Christi Magda Underdown-DuBois, Jahan Mahdi, and Debbie Bischoff attended the annual Tennessee Library Association Conference. Lindsey Patrick presented “Tackling the Racism in Classic Children’s Literature” at the conference. Coding Classes: Multi-week coding classes were presented at the Hermitage Branch through a grant funded by Nashville Public Television. Once Upon a Time: The Looby Branch collaborated with the Looby Theater during the month of April. Fifty-nine children wrote about themselves and then watched as the theater staff brought the children’s stories to life. Annie Herlocker and JD Lovelace: These library managers are on maternity leave and paternity leave after welcoming new members to their families. Friends of the Richland Park Library: The Friends of the Richland Park Library raised $300.00 by hosting a fundraising event at Farm Burger. Many Faces Programming: Branches throughout the system presented programs to celebrate the many faces of diversity.
COLLECTIONS AND TECHNOLOGY SERVICES REPORT Collections & Technology Services Interviewed candidates for the IS Applications Tech 1.
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As Chair of the LLAMA Management & Leadership COP held monthly meetings to discuss sub-committee assignments and ongoing projects, including the continuation of our monthly webinars. Held biweekly group meetings with staff to discuss ongoing projects. Held biweekly meetings with individual staff to discuss ongoing projects.
Web Services Drafting guidelines for NPL domain name use. Updating the technical architecture document for NPL’s Drupal 7 site in preparation for the move to Drupal 8. Set up Main study rooms in LibCal. Once the Meeting Room Policy is approved, Web Services will update the website and update all relevant pages in Drupal and LibCal in order to make study room reservation live. Investigated getting an SSL cert for our media bucket server. Contacted all sites that link to civilrightsroomnashville.com and asked them to link to NPL's Civil Rights Room page instead. Fixed the catalog widgets on the collection topic pages on the website. Completed setting up Summer Challenge in READsquared and prepped the online program for launch on May 6. Updated the Press Room on the NPL site to make data entry easier for MarComm staff. Made a Building Projects page on the NPL site so that MarComm has a place to post building construction/renovation updates. Updated the Pathway for New Americans website based on feedback from the intern working with Adult Literacy. Updated website, calendar, LibApps for the staff who left NPL in April. Updated the library history page to reflect NPL history up to 2019. Bedework troubleshooting and communication with our calendar developer. Approved events in Bedework for spring and summer. Ran Pixie Dust to generate Unbound back of book draft for MarComm. Worked with MarComm to generate a tagged link for a QR code that will be printed on a bookmark. Shared Systems Evaluated and prioritized all of our Pika tickets with Marmot. Jenny Lane took a class on markdown language and Python. She is currently taking a coding fundamentals course. Created a procedure for offline circulation when CarlX is down – the vendor created a script to run offline circulation each night. Fixed issue where holds for on order items that were more than a year old were cancelled by the system. Replaced holds. Discussed ecard process with East Baton Rouge Parish Library. Eliminated the probability that patrons meeting collection agency criteria would immediately go to collections when their accounts are converted from teen to adult. Submitted proposal for PLA 2020 all-day pre-conference workshop (Lane, Staub, Ham, and Rodriguez). 19 | P a g e
Fixed issue with students over 18 not able to check out R-rated movies at NPL. Contacted Vanderbilt IT about visiting to see their Islandora/ArchivesSpace setup. Made improvements on the MNPS overdue report. Worked on readying system for MNPS end-of-school-year. Bryan Jones attended TLA.
Materials Management/Collection Development Materials Management staff continued to closely monitor budget expenditures. Communicated to all staff reductions in material purchases and the elimination of some databases due to budget. Held monthly meetings with the Materials Management Committee. Technology Continued work on the Windows 10 migration for staff. Approximately 1/3 of staff computers have migrated to Windows 10. Completed the automation of the Windows 10 public rollout and will test at Watkins Park Friday, May 3rd. INK has been successfully been migrated to Microsoft Office 365 in the cloud. Technology is working to correct some permissions and page views that didn’t migrate correctly. Work is also continuing on the creation of an Online Supply Order form. We are testing the newest release of DeepFreeze before rolling out to public computers. Interviewed candidates for the IS Applications Tech 1.
COMMUNITY ENGAGEMENT AND EDUCATION REPORT Created a new city-wide book club to support Votes for Women and will promote reading The Woman’s Hour, by Elaine Weiss from now until her visit August 18th, 2019. Working with Christiane Buggs on promoting Limitless Libraries to MNPS School Board, students and educators and summer challenge through the IMF. In partnership with Lipscomb University, provided Salon@615 with Kwame Alexander for over 350 in attendance. Hosted, in collaboration with MNPS, Ruta Sepetys for an educator workshop with over 200 in attendance. Created and provided a Nashville Reads Celebration for sponsor Advance Financial. Conducted all actions necessary for Community Partnership Fund and recommendations have been sent to Mayor’s Office. Hosted Dr. Christine Darden, in collaboration with Lipscomb University for a final 2019 Nashville Reads event. 20 | P a g e
Represented NPL on a panel for emerging leaders. ADULT LITERACY Served 252 people in 21 programs. Megan presented about collective impact at the national COABE. Led field trips with ESL classes from NALC and TIRRC. Spring intern, Claire Kim, revised and updated all the content on Pathway for New Americans site. The collective impact group was selected for United Way’s Pathway for Prosperity $100K grant. Hired a part time logistics contractor, Natalie Raines.
BE WELL @NPL Hosted an event at the Bordeaux Branch with over 50 seniors in attendance from Knowles Center and FiftyForward, celebrating national DNA Day, promoting All of US initiative. Showed the movie The Immortal Life of Henrietta Lacks with a facilitated conversation, in partnership with Meharry. BRINGING BOOKS TO LIFE! Provided 80 program with 1,988 in attendance. Staff led 45 story times and 26 family literacy workshops. Staff presented at three local conferences for educators: A family child care conference at TSU, the local Association for the Education of Young Children conference (also at TSU), and Lipscomb University’s Global Voices Conference (specifically for K-12 educators working with English Language Learners). NAZA Wallace Foundation published a new study “Using Data to Strengthen Afterschool Planning, Management, and Strategy: Lessons from Eight Cities” that describes lessons on afterschool data systems from coalitions across public, philanthropic and non-profit sectors. NAZA is included in the study as one of the eight city systems that has been collecting student attendance data with
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fidelity and one of four that has collected other data elements, like program quality data, school data and youth development/SEL data. NAZA funded programs concluded the afterschool year with over 1,600 youth benefitting directly from NAZA funded programs. PUPPET TRUCK Provided 70 programs to an audience of 5,140. Performed The Stonecutter at 12 branch libraries during Community of Many Faces. Started run of Gulliver’s Travels at local middle schools. Presented Ellingtown and fielded questions for the Early Childhood Education students at Nashville State Community College. STUDIO NPL Hosted first visit of High School students from Australia for Virtual Reality and Robotics activities; hosted bottle-straw rockets at the Advanced Financial Nashville Reads celebrations; and Niq hosted a virtual convergence of 20 librarians of the YOUmedia network. DIGITAL INCLUSION Provided 5 programs to 138 in attendance through 5 partner organizations. Have begun digital literacy classes at Hispanic Family Foundation and provided digital inclusion opportunities at the Advance Financial event celebrating Nashville Reads. Marian Christmon presented @NDIA NetInclusion Conference.
MAIN REPORT 
After 5 years of collaboration and planning, Special Collections officially partnered with the Aspen Institute, The Race Card Project and Michele Norris to co-design and lead 3 community programs combining the division's Civil Rights & Civil Society project with the Race Card Project to create a new series: LET'S TALK ABOUT THE TOUGH STUFF: Race. Culture. Identity. Inclusion. Justice. Andrea and Tasneem, along with Aspen 22 | P a g e
Institute facilitators, led 3 interactive sessions of story sharing by kick-starting powerful conversations about how we see ourselves, how we relate to each other, and how we co-exist as a community. This was the first time the Nashville community had the opportunity to participate in Aspen’s BridgeBox, powered by the award-winning The Race Card Project™, a collection of more than 200,000 reflections on race, culture, and identity created by former NPR journalist Michele Norris. The programs explored thoughts on race, gender, religion, sexual orientation, ethnicity, and more, leaving participants with a better sense of each other and themselves.
The Foundation’s Picnic @ The Library on April 28th was a total success! We are very grateful to the Children’s staff, Wishing Chair, and the Foundation for working so hard on this event.
To celebrate Community of Many Faces the Children’s Department invited the group La Misión ConArte, a Mexican dance group. Famed Fashion Designer Manuel attended the event!
A couple hundred attendees at the Society of American Mosaic conference in Nashville visited the library on April 24th to tour the mosaic exhibit in the Courtyard Gallery. They were very impressed with our building.
We survived the NFL Draft thanks to the board decision allowing us to close the library doors. While we had customers eager for us to reopen on the Sunday after the draft, they definitely understood the decision to close, and we even received a compliment from a patron for putting the city’s event and transportation needs first.
The Mayor’s State of Metro Address was held April 30th in the Grand Reading Room. We are grateful to the many staff members who worked to make our building shine during the event.
MARKETING AND COMMUNICATIONS REPORT NPL’s Marketing & Communications team (MarComm) promoted the library’s popular Seed Exchange initiative by featuring three local farmers who donated their seeds to the library’s seed bank. Our team also helped lift Summer Challenge 2019 off the ground with not only a new inventory of participation logs, but a new look and ad series (coming soon). We secured a PSA from Mayor Briley, who will again reward the Metro school with highest participation with a visit to choose a student mayor for a day.
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We’re headed into two community celebrations for which our team has worked hard to build a crowd: the Carnegie Centennial at East Branch Library and the groundbreaking at the site of the future new Donelson Branch Library.
Lastly, we are supporting the Votes for Women Project with a full-channel marketing strategy for the special city-wide book club to read The Woman’s Hour: The Great Fight to Win the Vote by Elaine Weiss.
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New Business – May 21, 2019 Nashville Public Library
Nashville Public Library Board May 21, 2019 Resolution Title: DELETION OF OLD PATRON RECORDS WITH FINES/BILLS History/Background/Discussion: Nashville Public Library Shared Systems Team is responsible for maintaining the Integrated Library System, currently Carl-X, for the use of NPL staff and public. Part of this responsibility includes withdrawing items that are lost or damaged, patron records with no activity and former MNPS staff and students. The Shared Systems Team Staff would like to add the following to the Deletion Schedule: The deletion of patrons records with fines/bills older than 10 years on an annual basis. The deletion of patron records will initially be large because old patron records have not been included on a deletion schedule. The deletion of patron records with fines/bills allows the Shared Systems Team to remove items that are no longer available but continue to appear in Carl-X. The current deletion schedule with the proposed addition of patron records with fines/bill is included with this resolution. This policy was informed by The Library Privacy Checklist for Library Management Systems/Integrated Library Systems [which] is intended to help libraries of all capacities take practical steps to implement the principles that are laid out in this guideline including: The Collection & Retention of User Data Personally identifiable information should not be retained in perpetuity. The library should establish policies for how long to retain different types of data and methods for securely destroying data that is no longer needed. For example, accounts that are expired or inactive for a certain amount of time should be purged. Retention policies should also cover archival copies and backups].
Recommendation: The Board approves the proposed deletion of patron records with fines/bills that are older than 10 years on an annual basis. Draftor(s): Jennifer Lane Person(s) Responsible for Implementation: Felicia Wilson
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RESOLUTION 2019-05.01 Deletion of Patron Records with fines/bills WHEREAS, it is necessary for the Nashville Public Library to maintain an up to date and accurate Integrated Library System for public and staff access, and WHEREAS, the deletion of old patron records with fines/bills will assist in maintain an accurate Integrated Library System by allowing the removal of items that are no longer available, and WHEREAS, a deletion schedule for patron records older than 10 years with fines/bills would follow established privacy guidelines for user data recommended by ALA, and NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees adopt the Deletion of Patron Records with fines/bills schedule and that the library’s policy and procedures be revised to reflect this.
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Nashville Public Library Departmental Policies
ANNUAL DELETION OF OLD PATRON RECORDS WITH FINES/BILLS
Policy Information
Approved Date:
May 21, 2019
Effective Date:
May 21, 2019
Keywords:
Retention, Patron records, Patron privacy, Fines, Bills
Policy
To protect user privacy and confidentiality the deletion of patrons records with fines/bills older than 10 years will occur on an annual basis.
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