NASHVILLE PUBLIC LIBRARY Board of Trustees Meeting May 19, 2020
Nashville Public Library Board of Trustees Agenda May 19, 2020 12:00 noon I. Call to Order / Roll Call II. Metro Ordinance required to be announced at all Board Meetings – Chair, Keith Simmons a. “Pursuant to the provisions of § 2.68.030 of the Metropolitan Code of Laws, please take notice that decisions of the Nashville Public Library Board may be appealed to the Chancery Court of Davidson County for review under a common law writ of certiorari. Any appeal must be filed within sixty days after entry of a final decision by the Board. Any person or other entity considering an appeal should consult with an attorney to ensure that time and procedural requirements are met.” III. Motion to Approve Conducting Meeting by Electronic Means and Suspending Rules a. I move that the items on the meeting agenda constitute essential business of this Board, meeting electronically is necessary to protect the health, safety, and welfare of Tennesseans considering the COVID-19 outbreak, and any rule that conflicts with Governor’s Executive Order 16 permitting electronic meetings be suspended. IV. Public Comment V. Board Chair Comments – Keith Simmons, Chair VI. Approval of Minutes: April 21, 2020........................................................................pgs. 3 - 13 VII. Library Director Report, Kent Oliver a. Metro Budget Update b. Votes for Women Update VIII. Staff Report a. NPL Universe, Andrea Fanta IX. Old Business a. Draft Reopening Plan, Kent Oliver........................................................pgs. 32 - 46 b. Foundation Budget Discussion X. New Business a. Smith Springs Road Property Discussion, Kent Oliver XI. Adjournment Next Board of Trustees Meeting June 16, 2020 12:00 noon Location: To Be Determined 2
Nashville Public Library Board of Trustees Agenda April 21, 2020 12:00 noon Members Present: Keith Simmons, Lucy Haynes, Joyce Searcy, Katy Varney, Adriana Bialostozky, Robert Oermann Members Absent: Charvis Rand Library Staff: Kent Oliver, Bernadette Hugan, Corey Frederick Also Present: Derrick Smith, Assistant Metropolitan Attorney at Metropolitan Government of Nashville and Davidson County, Charda Johnson, Board Meeting Support from Metro ITS, Danielle Vaughan, Metro ITS I. Call to Order / Roll Call Keith Simmons called the meeting to order at 12:08 PM. 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. Motion to Approve Conducting Meeting by Electronic Means and Suspending Rules Robert Oermann moved to approve conducting the meeting by electronic means and suspending rules; the motion was seconded by Joyce Searcy and passed unanimously. IV. Approval of Minutes: February 18, 2020 Lucy Haynes moved for approval of the minutes from the February meeting; the motion was seconded by Adriana Bialostozky and passed unanimously. V. Library Director Report – Kent Oliver, Library Director a. Kent Oliver spoke about the work staff have completed since the library’s closure in response to the COVID-19 outbreak. Collections staff have worked to bolster e-material circulation with around 200,000 items circulating, and virtual staff program offerings continue to grow almost daily. The library’s expansion of its online presence has been branded as NPL Universe, which launched on April 17. Mr. Oliver stated that he was excited about what’s happening with NPL.
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b. Ms. Bialostozky asked about programs for the elder population and segments of the population who may not have access to electronics. c. Mr. Oliver explained that library staff have been in direct contact with members of those populations and agencies that serve them. NPL staff is currently developing ways to enhance services for the Hispanic population through a virtual story time in Spanish. d. Ms. Bialostozky spoke about the use of WhatsApp within the Hispanic community. She also suggested the library could help in promoting as well as explaining telehealth visits. e. Mr. Oliver assured her that several staff members are looking at all aspects of reaching out to diverse populations, stating that the goal of NPL Universe is to be as widespread as possible. He welcomes any suggestions that may help. f. Katy Varney asked about the statistical reporting measures for NPL Universe. g. Mr. Oliver expressed that Bernadette Hugan and Andrea Fanta are working together on how to measure and analyze statistics dealing with NPL Universe. h. Since the COVID-19 outbreak, NPL staff have volunteered to work at the homeless shelter located at the Nashville Fairgrounds and other staff have volunteered to help with the Health Department to assist with COVID contact tracking, which can be done from their home computers. i. There has been no additional information to report about lifting the stay-at-home order for Davidson County. VI. New Business, Kent Oliver a. Reopening Preparations i. NPL Administration has been working on a phased plan to reintroducing library services once Metro services reopen. Phase I of the plan includes curbside delivery of customer holds and limiting the number of people in buildings. One challenge NPL has had is that of purchasing personal protective equipment, such as masks and gloves. Staff members are currently exploring various ways to acquire these items. ii. Ms. Haynes asked about how the amount of supplies would affect reopening. iii. Mr. Oliver explained that the library currently has enough supplies for a few weeks with a limited number of facilities being open; however, the situation becomes more complicated as additional facilities are opened. b. Potential Budgetary Limitations i. Mr. Oliver spoked about Metro’s budget for the upcoming fiscal year, and he noted that the library is currently waiting for the Mayor’s budget. Metro currently has a deficit of $250,000,000 to $300,000,000, and he noted that the library has 4
43 frozen staff positions. The need to furlough staff is a possibility to deal with more needed budgetary savings. Furloughed staff members would not lose benefits and they could only be furloughed for up to four weeks. ii. The 4% budget is currently in good standing. It has been used recently to purchase a great deal of e-materials. However, purchasing has slowed down to confront the potential of having the remaining $1.5 million of these funds last over the next six months to one year. iii. Mr. Oliver spoke about recent repairs to NPL facilities. NPL has submitted a request for FEMA to pay for the recent tornado damage to the North Branch. Even though the roof has not been repaired, no leaks are present within the structure, and the branch could reopen if needed. NPL has paid for repairs to the sewer system at the East Branch Library using budget funds. The Main Library’s air handler is currently under repair. The costs of this repair have been submitted to FEMA since damage to the air handler resulted from an electrical surge during the tornado. The Main Library should be ready for reopening by May 15, if needed. iv. Mr. Oliver spoke about the foundation program budget process for the upcoming fiscal year. The original target for this budget was $2,068,000, which was based upon NPLF’s previously identified sustainability bottom line. NPLF’s Finance Committee approved $2,011,000 for NPL programs and expenses, including funds allocated for the Votes for Women project. With this reduction in funding and the potential of grant monies being restricted for specific programs and services, NPL may have to eliminate an established program. v. Mr. Simmons asked about NPLF’s rainy day fund, noting NPLF’s projected revenue reductions and how much money had been used from its surplus. vi. Mr. Oliver indicated that he had not received communication on NPLF’s surplus reserves. vii. Mr. Simmons noted that NPLF does have a reserve as part of an endowment. As of February 29, NPLF had approximately $3.1 million in reserves, and they distribute 5% of this endowment annually. He stated that NPLF seems to be determining how much of the reserves should be used for the upcoming fiscal year. He remarked that NPL must consider which programs should be cut to make up its budget deficit of $223,000 for NPLF-funded expenditures. Since the NPLF budget for FY2021 is not yet approved by the Foundation Board, he urged NPL to begin laying out what budget reductions would mean to the library’s programs and services. He stated that NPL, the Library Board, and NPLF should work together to understand this process and how budget reductions would affect the library.
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viii. Ms. Varney expressed that NPL and NPLF should work together toward the same mission. She asked for specific information about the budget and cuts in programming to be prepared for the May 12th NPLF Board Meeting. ix. Mr. Oliver stated that he and his staff would work on specifying which programs would be cut. He stated that the NPLF Board is frequently given information about NPL’s programs and services by its Programming Committee. Non-restricted NPLF funds, which may be cut from the budget, are used to support the Courtyard Concerts as well as branch programming. However, additional cuts will need to be made in other areas, such as the Studio NPL. Mr. Oliver noted the difficulty of deciding on which programs to cut without knowing if they are funded by unrestricted, restricted, or outside funding. x. Mr. Oermann asked about pursuing outside grants for funding. xi. Mr. Oliver replied that NPL already does this, citing that NAZA is heavily funded through outside grants and Studio NPL began with an outside grant. xii. Ms. Bialostozky asked about the criteria of NPLF using their reserve funding. xiii. Ms. Varney commented that the recession in 2008 greatly affected how much funding the Foundation provided NPL. xiv. Mr. Simmons discussed his observation of a misalignment of priorities among NPL, NPLF, and their respective governing boards. He called for a reexamination of these priorities. He recognized the need for NPLF to be fiscally responsible, but he stated that NPLF should be pushing to meet the needs of NPL and its service community. xv. Ms. Haynes noted a disconnect between NPLF’s Finance Committee and the library’s need for enough money to fund programs. xvi. Ms. Searcy explained that there are several new appointees serving on the Finance Committee. She expressed the need for NPL and the NPL Board to determine how to make a compelling case about the future and how giving now will make an impact. xvii. Mr. Simmons explained that the $165,000 in surplus was used to make up the difference between the reduction in fundraising and its projected expenditures. xviii. Mr. Oliver commented that NPLF has applied for a CARES Act loan; they have not yet received any notification about their application. This could present another $200,000 deficit in their budget. xix. Mr. Simmons commented that this information should be shared with all the NPL Board ahead of the May 12th NPLF Board Meeting. 6
VII. Board Elections – Keith Simmons a. Mr. Simmons explained that NPL Board elections are held every April. The current board officers are Board Chair Keith Simmons, Board Vice Chair Lucy Haynes, and Board Secretary Robert Oermann. Ms. Haynes is also up for reappointment to the NPL Board, and if she is not reappointed to the board, a replacement for her position can be selected in the future. b. Mr. Oermann nominated Ms. Haynes to be re-elected as Board Vice Chair; the nomination was seconded by Ms. Varney and the re-election passed unanimously. c. Ms. Varney nominated Mr. Simmons to be re-elected as Board Chair; the nomination was seconded by Ms. Bialostozky and the re-election passed unanimously. d. Ms. Searcy nominated Mr. Oermann to be re-elected as Board Secretary; the nomination was seconded by Ms. Haynes and the re-election passed unanimously. VIII. Old Business a. Interlibrary Loan Policy and Resolution, Kent Oliver i. Mr. Oliver explained that the Interlibrary Loan Department of NPL works to borrow and share books with other libraries. This service allows NPL customers the ability to access books that are not owned by NPL. The purpose of this policy is to specify the rights of the borrower and NPL. ii. Mr. Oermann moved to adopt the policy as presented; the motion was seconded by Ms. Varney and passed unanimously.
Nashville Public Library Board April 21, 2020 Resolution Title: Interlibrary Loan Policy History/Background/Discussion: Nashville Public Library has provided interlibrary loan (ILL) services (the practice of borrowing and lending of library materials with other libraries) for many years but has never established a written ILL policy. ILL staff have had to make some decisions in the past without written guidelines, and an official policy will establish much needed structure, guidance, and allow for consistent application of ILL rules. The Materials Management Committee, who created this document, have talked with ILL staff and examined ILL Policies from around the country to craft a document that will meet the needs of NPL staff and library users nation-wide. 7
Recommendation: The Board approves the proposed Interlibrary Loan Policy Draftor(s): Materials Management Committee, Noel Rutherford, Chair Person(s) Responsible for Implementation: Noel Rutherford, Material Services Manager and the staff of the Interlibrary Loan Office.
RESOLUTION 2020-04.01 Interlibrary Loan Policy WHEREAS, a written Interlibrary Loan policy will provide consistent guidance and structure in the practice of lending and borrowing materials, a newly created ILL policy is presented for board approval. NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees to adopt the interlibrary loan policy as presented effective upon adoption.
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b. Wellness Policy and Resolution, Kent Oliver i. Mr. Oliver stated that the Wellness Policy and Resolution deals with Be Well at NPL as well as other workplace initiatives and policies that encourage staff to be healthier. NPL’s Wellness Committee and wellness experts on staff developed this policy to broaden the current policy. Mr. Oliver clarified that alternative transportation was meant to encourage staff to ride their bike or seek methods of transportation other than driving. ii. Mr. Oermann moved to adopt the policy as presented; the motion was seconded by Ms. Searcy and passed unanimously. Nashville Public Library Board April 21, 2020 Resolution Title: Healthy Workplace Policy History/Background/Discussion: The Wellness Works Committee is responsible for regularly reviewing and updating the NPL Healthy Workplace Policy. The previous Healthy Workplace Policy was approved by the Library Board March 15, 2016. The policy was refined to design an attainable program to encourage participation. Recommendation: The Board approves the proposed changes to the Healthy Workplace Policy. Draftor(s): Wellness Works Committee Person(s) Responsible for Implementation: Library management, Wellness Works Committee RESOLUTION 2020-04.02 Healthy Workplace Policy WHEREAS, Nashville Public Library is concerned about the health of our employees, and WHEREAS, Nashville Public Library regularly reviews policies and procedures to assist in the efficient and affective application of policies, and WHEREAS, the Nashville Public Library Wellness Works Committee has reviewed the 11
Healthy Workplace Policy and has determined the need to update and streamline the policy, NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees to adopt the revised Healthy Workplace Policy.
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IX. Adjournment The meeting adjourned at 1:20 PM. Next Board of Trustees Meeting May 19, 2020 12:00 noon Location: To Be Determined Respectfully submitted by Corey Frederick.
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Statistical Information – May 19, 2020 Nashville Public Library Cardholder Data April 2020
New Registration Registration Year-to-Date 1,983 27,808
Active Cards 344,974
Wireless Data
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Statistical Information – May 19, 2020 Nashville Public Library
Circulation Data
eMedia Circulation* eAudiobooks
eVideos
eBooks
eMusic
eMagazines
Total
67,875
6,376
114,033
2,502
8,924
199,170
*eMedia accounts for 98% of total April 2020 circulation
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Statistical Information – May 19, 2020 Nashville Public Library Virtual Programming Data # of Programs NPL Universe Other TOTAL Age Group Children Teen Adult Senior TOTAL
Live Views 119 130
249 # of Programs 143 13 78 15 249
Location Bellevue Bordeaux Donelson East Edgehill Edmondson Pike Green Hills Goodlettsville Hermitage Inglewood Madison Old Hickory Pruitt Richland Park Southeast Thompson Lane Main (includes *) *Bringing Books to Life *Digital Inclusion *Equal Access *Adult Services *Children’s Services *Special Collections *Studio NPL *Wishing Chair Productions TOTAL
64,633 12,536 77,169
# of Live Views 72,069 815 3,196 1,089 77,169
# of Programs
# of Live Views 21 5 7 12 3 13 3 5 3 9 11 3 42 7 28 4 73
11 10 5 1 17 2 7 20 249
9,232 1,623 17 2,166 488 5,769 130 411 51 5,203 290 620 125 57 16,672 549 33,766 821 1,084 14 8 14,776 129 452 16,482 77,169 16
Financial Overview – May 19, 2020 Nashville Public Library
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Personnel Summary – May 19, 2020 Nashville Public Library
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Personnel Summary – May 19, 2020 Nashville Public Library
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Brief Area Updates – April 21, 2020 Nashville Public Library ADMINISTRATIVE SERVICES REPORT Safety/Security: April 2020 • In the month of April, annual fire inspections were completed. All sprinklers, emergency lights and fire extinguishers that needed repair or replacement have been corrected. ACT Security services still needs to replace some batteries in fire alarm systems. • Mark Crowder conducted three Annual Safety and Security online video classes for library staff with a total of around 165 attending. This provided an opportunity to stay connected and communicate with staff during this time we are closed. Many good questions from participants were addressed. • During that last week of April, Security staff delivered 3 boxes of gloves to each branch, so they will be ready when the reopening process begins. • The Security officers’ days working on-site have increased from one to two days per week during April to provide more patrols of branch locations. There is one officer scheduled at Main and another officer patrolling different branch locations each weekday. Starting Monday, May 11, all Library Security officers will increase work to three days per week to provide more coverage at branch locations. • All library locations have remained in good condition during the shutdown, with no vandalism found. We have seen a few people sleeping on library property and when asked to move, they have been cooperative and have not returned. Total number of incident reports for the month of April and the amount for each category: Total 0, down from 12 in March. (Libraries have been closed for the entire month of April.) Delivery: April 2020 All facilities have been closed the month of April. However, delivery staff have been assigned to work 1 day a week to receive deliveries of goods that have continued to be ordered during our closure. Facilities Maintenance: April 2020 Tamis work order report shows 198 work requests, 155 completed, 43 still active with a 79% completion rate for the month of April.
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Grounds crews have been mowing library grounds since late March to maintain NPL property and appearance. Maintenance crews have been performing routine and special assignments that cannot be done as easily when the facilities are open.
BRANCH SERVICES REPORT VIRTUAL PROGRAMS: Many of the Branch Services staff spent the month of April creating and providing virtual programs for library customers. The staff provided programs for both children and adults using NPL Universe and their Branch Facebook page. Examples include: Cassie’s Cuddles, Music and Movement, Book Clubs, Art with Jake, Cooking with Lindsey, and many more. Branch Services added several individual remote services, including customers being able to request the creation of custom book list(s). Another remote service provides technology assistance over the phone. Additionally, Branch Services also provided critical and credible information links to assist our customers with the topics of unemployment, COVID-19, consumer financial protection, senior care, and more. These programs proved to be very successful. In April, customer views totaled 43,935 for programs provided by branch services’ staff. To put this into perspective, during the six months of July-December 2019, a total of 55,911 customers attended branch programs. We look forward to continuing to expand these virtual programs and services. SUMMER CHALLENGE: With students not in a physical classroom, MNPS asked that we start this program ahead of schedule. On April 16, we kicked off this year’s challenge. 21
The city has collectively read and logged 1,876,836 minutes. Completing the program requires reading and logging a minimum of 600 minutes. • • • • •
There are 1767 Adults (Age 18+) registered and 394 have completed the program. There are 439 Listeners (Age 0-5) registered and 51 have completed the program. There are 1341 Readers (K - Grade 6) registered and 292 have completed the program. There are 127 NPL staff members registered and 54 have completed the program. There are 576 Teens (Grade 7-12) registered and 175 have completed the program.
The Summer Challenge Committee partnered with MNPS and Book 'Em to get printed logs into the hands of students, children, and families at meal distribution sites. We sent 12,000 paper logs to MNPS and the remaining logs were given to the YMCA facilities open to care for children of essential workers. Below are some selected comments from library customers and their appreciation for the program during the pandemic. "Logging minutes read as opposed to pages. I love that I can still log time reading things like news articles, cookbooks, etc. Thank you’ll for opening the reading challenge early. I needed this during this strange time" "It's giving my 4-year-old and me something positive to focus on, a goal to work toward, and prizes to look forward to at the end of this awful pandemic! Plus, we're enjoying the quality reading time together." "As a retired elementary school librarian, I appreciate any program that encourages children to read! Thank you for allowing readers to count any & all forms of reading in their totals. Thanks also for starting the program early & adding more audible & e-book choices to the NPL catalog. Great work, NPL! " "I just love the idea! And how many kids its helping during this rather dark and boring time for children! Thank you for helping!” YOUTH SERVICES PROJECT: Youth services managers and Bringing Books to Life staff are working on a special project. This project will provide an online resource for staff that produce and deliver children’s programs, including a comprehensive training manual. This resource includes books, songs, flannel boards, and finger plays based on program themes. ONLINE STAFF TRAINING: During this unusual time, Branch Services management is providing a weekly list of free professional development webinars to all library staff. Additionally, we collaborated with MarComm and Production Services to provide Virtual Programming (97 attending) and Facebook training (25 attending). We collaborated with Mark Crowder to provide the annual safety and security training (141 attending). BRANCH FACEBOOK PAGES: We are excited to announce that Thompson Lane, Pruitt, Edgehill, Inglewood, Looby, Goodlettsville, and Hadley Park now will have their own Facebook pages. This brings the total branches with Facebook pages to 18 out of 20.
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CONTACT TRACING: Eleven branch services staff volunteered and are helping the Health Department with contact tracing.
COLLECTIONS AND TECHNOLOGY SERVICES REPORT Materials Management I. Staffing Below is a list of remote staff projects and responsibilities: Gregg: Processing and approving all NPL and Limitless Libraries invoices and vouchers. Working on the acquisition manual and placing weekly & monthly AV orders. Melissa: Creating weekly budget reports. Working on the acquisition manual and placing weekly print colldev orders. Also working on a report for each branch/Main dept. that shows material count by dewey/format/status. This will help with future format planning. Joanna: Selecting & ordering Juv and YA Overdrive material. Creating digital book lists for marketing dept. Answering customer’s daily Juv/YA requests & questions via LibAnswers and PIKA material requests online. Beth: Selecting & ordering adult fiction Overdrive material. Creating digital book lists for marketing dept. Answering customer’s daily fiction requests & questions via LibAnswers and PIKA material requests online. Noel: Selecting & ordering adult nonfiction Overdrive material. Creating Digital circulation reports for marketing dept. Answering customer’s daily nonfiction requests and other more generic material questions via LibAnswers and PIKA material requests online. Monitoring the budget and digital collection performance. Communicating with vendors regarding shipments, invoice problems, changes to terms, etc. Holding weekly Zoom meetings with staff working at home and attending weekly ULC Collection Leaders meetings, vendor webinars and weekly Direct Report meetings. Bethany, Susan & Hannah: Working as volunteers with Nashville Metro Health Department. They will be doing contact tracing as part of our response to the Covid-19 pandemic. II. Material Services Activities in April: •
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Recalculated our material’s budget (excluding restricted grant funds) to better ensure that our collection budget remains solvent through the next 9-12 months of fiscal uncertainty. Starting in May, anticipate spending no more than $150,000 per month. Acquisition staff approved over 1400 invoices and reduced the backlog by 75%. Anticipate completing this backlog within the next month. 23
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Completed 5 more modules in the new Acquisitions Manual. Anticipate completion by end of June. Negotiated our annual Novelist and Novelist Select renewal. Saved over $7000 and was able to gain access to an upgrade to Novelist Plus which includes read-alikes for nonfiction and audiobooks, at no additional charge. Staff attended 14 webinars/virtual meetings; two took place on weekends. They increased staff’s knowledge of vendor website changes, ULC library’s best practices, publishing new titles, news and trends. Meetings included staff providing updates at the Children’s Services Meeting via Zoom. Completed one new book list and worked on trivia questions for NPLF’s Next Chapter Society Literary Trivia. Answered 577 customer material requests via LibAnswers and PIKA and ordered 2308 new titles.
III. Digital Collection Performance: Overdrive Change in Circulation by Audience 2/6-3/17: Juv: 16,726 YA: 12,345 Adult: 161,083 3/17-4/27: Juv: 33,126 YA: 15,828 Adult: 181,825 Email from our Overdrive: “Just wanted to pass along that Nashville is doing a great job. Your CPC - Cost Per Circulation average that takes the budget you’ve spent on titles, vs. the checkouts on your titles, to get an average cost for 1 circulation. Which in this case, so far this year, is only 93 cents per checkout, well below your peers. So, in a word, it costs the library only 93 cents for every circulation, meaning that you’re spending your budget very efficiently, while maintaining a very low waiting period of only 17 days. Average wait for peer libraries is 32 days.” IV. Booklists compiled by Material Services Staff since library closure (as of May 1st): Beth • • • • • • •
5-Star Fiction You May Have Missed Cozy Crime Classics Short Story Collections Nature (with children's titles from Joanna) Something to Laugh About Classics by Women Simple Living (Beth) 24
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Long Novels You Still Have Time to Read ]Books to Improve Your Mood
Noel • • • • • • • • •
Books to Read When You Have a Lot of Alone Time Best of Personal Finance Cooking at Home Mindfulness and Meditation When You Need a Good Laugh Job Search No Gym Required Crafts at Home Gardening
Joanna • • • • • • • • • • •
Laugh Out Loud Chapter Books Do You Believe in Magic? Crafts and Activities for Kids Spring is Here! Happy Unicorn Day! Beginning Readers Great Graphic Novels for Children and Teens Remembering Tomie dePaola Crafty Activities for Children Mindfulness for Children Asian American and Pacific Islander Heritage Month
Group Contibution: •
Reads for the Whole Family
Infrastructure Board Report Projects ❖ INK Sharepoint – Automated Office Supply Orders - Complete o Matt is working with Jess Horn. Application is in final review by Admin Assistants and then to AD’s. ❖ BeWell@NPL Health Kiosks – On Hold 25
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➢ Working with Elizabeth Roth – Kiosk App purchased for iPads. Working on configuration and also a printing solution. ETA for installation Southeast Library – Digital Signage – Floor Projector ➢ Working with Dalton/Anode on software backend to pull from PIKA. Madison Laptops Anytime Kiosk ➢ Ordering new laptops to replace existing end of life. – Laptops Received – Waiting for imaging ➢ Laptops Anytime has begun the build of the new kiosk ➢ Once received, will ship to Laptops Anytime to setup for new kiosk. Main Library – ADA Computers ➢ Replacing end of life computer with new and updating all ADA software with current versions. Envisionware Upgrade - Complete ➢ Upgrade all Envisionware servers PC Reservation Management application to latest release 4.5 ➢ Upgrade all public internet computers PC Reservation client application to latest release 4.5 ➢ Upgrade all staff computers running PC Reservation client to latest release 4.5 Public Computers – Automated Windows/Application Updates - Complete ➢ Using DeepFreeze configuration – Configure/test all public computer to request updates from Windows update server at ITS and apply updates during overnight maintenance period. ➢ Configure storage cache on computers to store updates so they aren’t downloaded repeatedly with each reboot. ➢ Test reporting results with ITS Phased Re-Opening ➢ Meet with Regional Managers to determine safe distancing locations for staff computers ➢ Activate network jacks in new locations ➢ Move staff computers ➢ Determine public computer spacing / marking out of service Remote Library Workers ➢ Continued support – Remote Access, trouble shooting application access, remote document sharing ➢ Setup SharePoint sharing sites for multiple departments
Shared Systems / Web •
The team has been working from home to promote library operations during the closure by: 26
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o Working with MarCom to add NPL Universe events to the events calendar. o Cancelling in-person events to keep the events calendar correct. o Modifying due dates to allow longer loan periods without overdue notices or billing. o Modifying patron account expiration dates to allow liberal use of our services by existing customers. o Working with schools and Limitless Libraries on a plan to keep students active and provide full access and to get school-owned materials returned. o Answering patron questions and resetting PINs to help existing patrons access online material. o Adding items and bibliographic records to the database for schools and Limitless Libraries. o Patron data cleanup, improving data quality, reviewing new patron registrations, making it easier for patrons to re-register if long-expired. We project a June go live date for our web site’s Drupal 8 migration. Vendor has assured us that the project will remain at or under current state of work estimates or they will pick up additional hours gratis. Web staff are moving site content, reviewing vendor sprints and doing QA on dev site. Part of the new Drupal 8 web site is improved blogging and podcasting functionality for staff. Ellis created instructions is working with MarCom on training bloggers. Other shared systems team members are testing. Updated Salon615 web site, waiting for staff feedback to go live. Created plan to manage holds at MN and branches when NPL reopens for curbside pickup. Plan is currently with Admin team and being reviewed by branch managers. ContentDM upgrade design meeting held. Design will be reimagined and expanded to include various browse category landing pages. Next meeting will be mid-June, as design work is on hold due to Drupal 8 migration go live. Projected completion by end of July. Single-source support and development contract with Bywater for Aspen discovery layer product approved, currently being negotiated through Procurement. Expect a late summer go live. Staff are holding weekly meetings to work out bugs and test system. Shared Systems worked with NPL’s librarians to set up an online reader’s advisory system using Springshare and adding links to catalog and web site. Kudos to Jesse Morros for taking the initiative here. Jesse Morros also created 130+ reports for MNPS, sharing them with schools via Google drive. Bryan Jones to give a lightening talk about contact tracing for Maryland Library Association. Jenny Lane and James Staub attending vendor’s “Pandemic Roundtable” to discuss COVID-19 responses and innovations with other member libraries: very enlightening.
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Working with ILS vendor on Carl Connect product development, especially “sounds for actions” a feature MNPS has been asking for since go live in 2017. Expected release Q3Q4 2020. Lincoln County Library District in Oregon reached out to the systems librarian for info about sharing a discovery layer with their school system. Will like show them Aspen via zoom and discuss NPL’s experiences merging data from two different ILS systems into one discovery layer.
EDUCATION AND LITERACY REPORT Adult Education Collective Impact •
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Hosting a virtual “Teachers’ Lounge” where teachers and volunteers can talk to each other and we are in the process of creating a needs assessment, shared list of communitywide class options, trainings, and resource referral list. 16 Professional Development events, serving 120 individuals, including Adult Literacy partners and NPL staff 43 resources shared with network of 40+ partners, across 5 platforms Attended 14 national webinars to learn about relevant resources to share with adult education community
Bringing Books to Life! •
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BBTL is continuing to provide teacher trainings, parent workshops and story times via digital outreach. Many story times are pre-recorded and available at any time to the community via NPL's YouTube. As daycares reopen, we will offer live virtual story times to those that want them. Teacher and parent workshops are available live and are scheduled with interested schools/child care centers. Staff also emphasize and promote NPL's digital resources. Offered 9 programs to over 800 views and attendance including story times, training, etc.
Be Well @ NPL •
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Working with partners to provide needed videos related to health and wellness including physical, mental and nutritional health. We’re working with smoking cessation classes now and also providing “infodemic health news...to combat misinformation! Also helping with heath care insurance access. Blog stats: o “Staff Picks: Favorite Online Workouts” 1,746 views (most-viewed NPL blog post in March)
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“Be Aware of Fake Health News” 74 views (MarComm is going to promote this soon)
Digital Inclusion • • • • • • • • •
3 staff members working Email Trainings – 383 Texts – 33 Phone Calls – 2 Video Conference – 1 Replies - 15 Planned Zoom training with National Council on Aging (NCOA) - 28 seniors have signed up Scheduled meeting with Nashville Public Education Foundation Planned: Marian, Danny, Cheryl to create film clips of basic training - with your phone, other devises, that we can post on YouTube. (Possible 15-30 minutes each.)
Limitless Libraries •
Services we are providing: ordering materials for school libraries, processing invoices, purchasing additional eBooks for elementary and young adult readers, finding and sharing online resources with school librarians, answering questions from students/librarians/teachers. Planning PD with librarians.
NAZA •
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Developing online platform for capacity building and resource sharing for community youth program providers. Offering online trainings. Getting ready for summer programming and what that might look like. Collecting data and revising budgets. Leading many trainings and PD Virtual programming- 250 youth engaged daily through virtual programming by 7 NAZA funded programs and 2 trainings within past 5 weeks with 44 attendees. Coaching- 12 coaching calls via zoom, 5 email coaching with sites (13 youth serving professionals in total got coached), 1 large partner meeting/annual debrief (50 participants).
Production Services •
Producing hundreds of videos and getting them out to the public via Facebook and YouTube. Managing Zoom accounts so staff can continue to be on and facilitate meetings, trainings, and PD
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Puppet Truck •
Currently rescheduling outreach programming from March and April to May and June. Creating online programming, learning new shows, creating safety procedures for the future.
Studio NPL •
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Mentor tutorial videos including subjects; video production, general crafts/maker, podcasting, guitar lessons, sewing - also 3D printing materials for PPE, editing teen library staff videos, TOTAL videos - providing STEM worksheets and lesson plans to MNPS and TOTAL lessons to enrichment sites (by request), creating scripts for videos/classes to record once reopened, participating in Alignment Nashville Calls, YOU media network calls 181 views on YouTube, awaiting some stats from SW for online programming, thanks!
System-wide Programming •
Coordinating hundreds of online programs system-wide, connecting with partner agencies, data management creation and oversight.
Wishing Chair Productions •
During this time, Wishing Chair Productions Puppet Troupe has been creating online content as well as other program-related services: Live “Story time with the Professor”, JJ the Lamb, Library Pete. Also providing online “outreach” to groups via zoom. Writing for future shows.
MAIN REPORT •
During our safer at home mandate, the Main Library team continues to provide excellent virtual programming, including: o Story times including weekly regular story times, baby story times, puppet shows, and new Spanish story times o Home school programming that includes in-depth resource and activity guides o Adult book groups o Civil Rights and Civil Society programming The community has responded very positively to the programming and the word about these NPL programs is spreading through social media and other external organization websites. More virtual programming is coming soon including programming for Teens, book clubs for Deaf students and another for Deaf adults, and a “Farm to Table” summer reading program for deaf children and their families. 30
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Adult Services staff are working with the Tennessee Housing Development Agency to develop a space at NPL promoting local housing resources. Several of our staff members are assisting the Health Department with coronavirus contact tracing. The librarians who were doing case monitoring realized that they could put their collection and organizational skills to good use by building an FAQ that can help with training future virus contact monitors and can help existing monitors with the volume of information. Children’s and Wishing Chair productions staff collaborated to create a summer challenge activity on the NPL Facebook page. The post shows 4 different Tichenor puppets with an “Imagine Your Puppet Story” storytelling exercise for children. Submitted stories will be used to create a puppet show. Adult Services and Teen staff worked together to create a new systemwide readers advisory system to provide personal reading recommendations virtually to our customers. The Adult Services team has been busy this month answering over a thousand patron questions online. The Library Services for the Deaf and Hard of Hearing was recognized in ALA’s State of America’s Libraries 2020 under the section addressing Equity, Diversity, and Inclusion. Staff have had the opportunity to participate in extra trainings and webinar sessions while they are staying home. Our Equal Access staff have been researching how to make the platforms that NPL is using for in-service training accessible to people who are deaf or hard of hearing. Unfortunately, there are no easy or inexpensive fixes to this issue.
MARKETING AND COMMUNICATIONS REPORT NPL Universe Email marketing: Social media: Web: Earned media:
547,226 reach; 96,397 opens; 6,792 clicks 13,676 reach 904 clicks Fox 17 + WKRN
National Library Week Social media: 25,302 reach Web: 167 clicks BONUS: Additional earned media: Tennessean: Drop Everything And Read Day Tennessean: Early Launch of Summer Challenge
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Old Business – April 21, 2020 Nashville Public Library
DRAFT – DRAFT – DRAFT - DRAFT COVID-19 NASHVILLE PUBLIC LIBRARY BUILDING REOPENING PHASED PLAN INTRODUCTION COVID-19 has forced Nashville Public Library (NPL) library buildings to close temporarily. Although NPL virtual services continue, return to physical spaces will not be an immediate return to a pre-pandemic environment. The health, safety, and well-being of NPL staff and customers have guided and will continue to guide the development of these phases and in large will determine when NPL reopens facilities. This document outlines proposed stages to reopen facilities and to reintroduce people to NPL physical spaces, physical library materials, and in-person services with new health and safety protocols in place. Each phase details proposed timelines, restrictions and extensions on services, prerequisite needs for supplies and materials, plans for continuation of remote working, and determining factors to move from one phase to another. The potential exists for reversion to earlier phases if new infections occur and government safer-at-home mandates are reinstated. This document, therefore, will continue to be developed and is subject to change.
REOPENING PHASES Phase 1: Hold pickup, returns, phone reference, and continued virtual services Main and the Regional Branches will offer hold pickup, returns, phone reference and continued access to e-resource and virtual services only. This is recommended for several reasons: • To allow for physical distancing • Reduced staffing due to budgetary limitations • Main and the regional libraries are cleaned more frequently • Except for the Hermitage Branch, these libraries are on a bus route • To allow time to plan and prepare for Phase 2 Anticipated date: dependent on Metro Government Roadmap for Reopening Nashville and the availability of personal protective equipment (PPE). Context: Safer-at-home order has been lifted by Metro Government Phase details: 32
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Regional branches will offer curbside pickup of holds during regular operating hours o Regional managers will designate the location for the pickup o A sandwich board sign will direct customers to the pickup location at the branch o Customers will call upon arrival at the library and provide staff with their library card information o Staff will pull, check out and place the holds in a new disposable plastic bag o Customers will be asked to open their trunk to minimize contact and staff will place the holds in the trunk Main Library will offer hold pickup in the lobby during regular operating hours o Holds will be placed on large wooden carts in the lobby for patron pickup o Patrons will check out materials at the express check-out machines o Staff will clean each touchscreen after each use Returns will be accepted at book drops or on designated carts only. Book returns may be opened at all branch locations. Returned materials will be quarantined for 5 days. See Material Handling Guidelines. Except for hold pickup in the Main lobby, buildings are closed to the public. Public computers, printing and fax services are not available. Virtual services will continue and be expanded. Phone reference service will resume. Staff may work within the buildings under specific safety procedures to circulate materials, prepare spaces, answer phones, work on special projects, and maintain the building. o Staff may be scheduled to work in facilities on a reduced or staggered schedule to allow for physical distancing. o Staff may be assigned to work remotely when possible. Talking Library will resume recording with a very limited number of volunteers at the Main Library. Meetings will be held virtually only. No in-person staff meetings.
Phase 2: Main and regional branch libraries reopen to public with limited services Phase 2 expands services and allows customers in Main and Regional branch library facilities while limiting the number of people in facilities at one time. • The intention is to provide access to materials, but not to encourage gatherings. • Only Main and Regional branch facilities will open during regular operating hours because they are larger and provide more space for physical distancing. • Computer access will be offered but will be limited. Anticipated date: dependent on Metro Government Roadmap for Reopening Nashville and the predictable and plentiful availability of personal protective equipment (PPE). Context: Physical distancing is still recommended. Phase details: • Customers will have physical access to library materials. o Holds may be picked up within library facilities. o Returns will be accepted at book drops or on designated carts only. Returned materials will be quarantined for 5 days. See Material Handling Guidelines. 33
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People will be limited from congregating in specific departments/areas in the building o Facility access will be limited to a capacity that allows physical distancing. o Seating will be configured to allow for physical distancing. o Physical distancing guidelines will be posted to notify customers to not congregate. People who do not observe physical distancing will be asked to leave facilities. Public computers are accessible at physical distancing intervals. o Space will be created to allow for 6 feet between computers o Computer usage time will be limited to 1 hour o Printing and fax services are restored Face-to-face/public interactions are limited o Staff can assist through phone calls, emails, and LibAnswers. o Desk staff are available on service desks but only one staff member per desk. No reservations for meeting rooms are accepted. Study rooms are not available. Virtual library programming continues. No in-person programming or meetings. Staff may be scheduled to work in facilities on a reduced or staggered schedule to allow for physical distancing. Staff may be assigned to work remotely when possible. Meetings will be held virtually when possible. Small staff meetings in spaces that allow for physical distancing may be allowed. Community outreach is limitedly restored while observing physical distancing and safety guidelines
Phase 3: Community branches reopen During phase 3, most library services are reintroduced, and all branch locations that are budgeted for reopening resume services. Anticipated date: dependent on Metro Government Roadmap for Reopening Nashville Context: Infection risks are declining. Physical distancing guidelines have been relaxed to allow for smaller group gatherings. Large group gatherings are still considered a risk. Phase details: • All branches that are budgeted for reopening resume normal operating hours • Service desks are fully staffed • Additional computers are in operation • Some seating is restored • Returns are only accepted in book drops • Materials no longer need to be quarantined • Meeting rooms and study rooms are available for small groups • There may be limitations on larger group meetings and programs • Continue to practice safe hygiene
Phase 4: The new normal Phase 4 returns full service to the “new normal”. 34
Anticipated date: dependent on Metro Government Roadmap for Reopening Nashville Context: Infection threat is considered low, non-existent or there is a vaccine. Phase details: • Large group gatherings for meetings or library programs are allowed at all locations • All programming resumes • Virtual programming may continue • All community outreach resumes • Continue to accept returns in the book drops only • Continue to practice safe hygiene
HUMAN RESOURCES GUIDELINES The health and well-being of library staff members is of highest priority. Therefore, the library will reinforce best practices and guidelines regarding preventative health measures throughout the phases of reopening library.
Personal Protective Equipment (PPE) The inability to obtain necessary staff PPE on an ongoing basis may impact abilities to reopen library facilities. Administrative Services will continue to monitor PPE information and CDC and Metro Health Department recommendations and provide staff information for how to safely use PPE. The library will provide the following PPE: • Hand sanitizer will be provided at all entrances, computer areas, information desks, workrooms and on every floor near elevators. • Gloves for staff use • Cloth face masks for all staff • Virus barrier shields at service desks • Disinfectant wipes • No touch thermometers for staff to monitor temperature PPE will be secured by managers and distributed to staff by managers and PICs.
Hygiene Practices Clean your hands often. • At least once an hour and before eating, scrub your hands with soap and water for at least 20 seconds. Dry your hands with a paper towel to remove residual germs and use the paper towel to turn the faucet off (so not to re-contaminate your hands). Throw the towel away. • Wash your hands immediately after coughing, sneezing or touching your nose, or if you have been in a public place.
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If you don’t have soap and water, use a hand sanitizer that contains at least 60% alcohol to scrub your hands, just as you would with soap and water.
Cover your mouth when you cough or sneeze. • Use a tissue to cover your mouth and nose and throw it away immediately. Then wash your hands with soap and water for at least 20 seconds. • No tissues? Cough or sneeze into your elbow or upper arm. Avoid touching your face, especially your eyes, nose and mouth. • Try to keep tissues on hand and use these rather than touching directly. Do not shake hands or fist bump with other people. Avoid being around people who are sick. • If you are sick, stay home! Clean and disinfect all frequently touched items and surfaces. • phones and keyboards • remote controls, toys, frequently used appliances • tables, countertops, desktops • doorknobs, lights switches • faucets, toilet seats, cabinet pulls Wear a cloth face mask All employees and library contractors are required to wear a face mask that completely covers their nose and mouth while in library facilities. All employees will receive a cloth reusable/washable mask. They may also bring and wear their own NPL Dress Code compliant face mask from home. Exceptions are allowed for consumption of food and drink, individual work in an enclosed office, and for communication with the deaf and hard of hearing. Current CDC guidance for use of cloth face coverings: • Cloth face coverings are recommended, not surgical masks or N-95 respirators. Those critical supplies must continue to be reserved for healthcare workers and other medical first responders. • Masks should cover your nose and your mouth. Do not wear it below your nose. • Masks should fit snugly but comfortably against the side of the face. • Secure masks with ties or ear loops. • Cloth masks should include multiple layers of fabric. • Masks should allow for breathing without restriction. • Wash your hands before and after putting on your mask. • Once tied, do not touch the mask again. If it is slipping, wash your hands before and after you adjust it. • When removing mask, touch only the straps or ties. Do not touch the outside of the mask. Carefully fold it to protect the side facing your mouth and nose. • After removing mask, store it in a clean, dry place like a paper bag. • Launder and machine dry masks regularly 36
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The best way to clean a cloth face mask is to wash it in a washing machine. You should wash and dry it at least once a day if possible. o If you do not have access to a washing machine, you can hand-wash it with soap and water. Cloth face masks should not be placed on young children under the age of 2; on anyone who has trouble breathing; or on anyone who is unconscious, incapacitated or otherwise unable to remove the cloth face covering without assistance.
Use of gloves The Centers for Disease Control and Prevention (CDC) does not recommend non-healthcare professionals wear disposable gloves to combat the coronavirus. Gloves provide a physical barrier between your hands and virus contaminated materials, but ultimately, gloves do not provide full protection against the virus, and gives the wearer a false sense of security. If a person touches their face with a contaminated gloved hand or fails to properly remove gloves, it’s possible that the virus can enter their respiratory tract. However, if used properly, gloves do keep hands clean, therefore the library is providing disposable gloves for handling recently returned library materials before they are quarantined. CDC guidance for use of gloves: • • •
Wash your hands before and after removing gloves Do not touch your face Practice proper glove removal o Grasp the outside of on glove at the wrist. Do not touch your bare skin. o Peel the glove away from your body, pulling it inside out. o Hold the glove you just removed in your gloved hand. o Peel off the second glove by putting your fingers inside the glove at the bottom of your wrist. o Turn the second glove inside out while pulling it away from your body, leaving the first glove inside the second. o Dispose of the gloves safely. Do not reuse the gloves. o Clean your hands immediately after removing gloves.
Physical Distancing Practices During phases 1-2, staff may be scheduled on staggered and reduced work schedules in order to create distance, allow for short work shifts of fewer staff members to perform tasks that are required to be performed in library buildings. Supervisors may continue to assign tasks to be performed remotely at home in order to limit staff in the building during physical distancing. During phases 1-3, staff members are requested to: • Keep at least 6 feet of distance between yourself and others when possible to reduce the risk of person-to-person spread. • Avoid meeting people face-to-face. Staff are encouraged to meet virtually using telephones, and video conferencing, or email to conduct business as much as possible, even when participants are in the same building. Unavoidable in-person meetings should be short, in a meeting room where people can sit at least six feet from each other. • Cancel or postpone nonessential meetings, gatherings, workshops and training sessions. 37
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Eliminate unnecessary travel. Do not congregate in work rooms, staff rooms or other areas where people socialize. Eat lunch away from others. Avoid crowding staff rooms. Do not bring children to work with them. Only 1 person should Limit the number of people getting into the elevator at the same time to avoid crowding. Rider elevators one at a time. Consider taking the stairs or waiting for the next elevator.
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Managers or PICS will daily screen all employees for respiratory symptoms or other signs of illness until the Health Department recommends this is no longer necessary. Those employees appearing to have visible signs of illness will be temperature checked. Any employee with a temperature of 100.4 degrees Fahrenheit or greater, exposed to a COVID + person within the past 7 days, or exhibiting other symptoms should be tested and leave the facility immediately until they are confirmed COVID negative. All library facilities will have a thermal forehead thermometer available. Advise employees with symptoms to remove themselves from the workplace and to go be tested. Encourage them to quarantine until they receive test results. NPL will establish policies and procedures to help employees who are in isolation or quarantine and their reentry into the workplace. Contact Library HR for needed forms for FMLA Leave related to COVID-19. If an employee is showing signs of illness, NPL Custodial staff should be notified so that all surfaces where the employee was can be thoroughly cleaned and disinfected. If a customer self-reports they are COVID positive, ask the customer to leave. Let the customer know they may reenter library facilities after 14 days or if they test negative for COVID-19. If the customer refuses to leave, site the customer with Patrol Rules of Conduct #17 – Intentionally engaging in harassing or threatening behavior towards other patrons or library employees for the purpose of annoying, intimidating or causing fear to the recipient. Using obscene or abusive language or gestures in a manner which reasonably can be expected to annoy or disturb other patrons or library staff (including following persons around the premises or prolonged staring). Customers may be suspended for the Class II offense for a period of thirty (30) to ninety (90) days. Staff should quarantine the area where the customer was, contact NPL Custodial Staff to clean and sanitize all surfaces or areas where the customer was.
Materials Handling during COVID-19 Cleaning and Disinfecting •
Cleaning refers to the removal of dirt and impurities, including germs, from surfaces. Cleaning alone does not kill germs. But by removing the germs, it decreases their number and therefore any risk of spreading infection.
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(CDC) Disinfecting works by using chemicals, for example EPA-registered disinfectants, to kill germs on surfaces. This process does not necessarily clean dirty surfaces or remove germs. But killing germs remaining on a surface after cleaning further reduces any risk of spreading infection. (CDC) Products to disinfect may be different than products for cleaning With the sheer volume of materials that libraries process, disinfecting isn’t a viable option nor is it recognized as being particularly effective. Bound items are particularly difficult to completely disinfect and disinfecting the outside of AV cases wouldn’t address any contagions on the inside of the case. Discs cannot be disinfected without being damaged. UV lights or fogging with disinfectant only disinfects the exposed surfaces and is damaging to library items.
EPA and CDC are emphasizing hand washing with soap and water and not touching your face as the most effective measures.
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During phases 1-2, items will be quarantined for 5 days after they are returned to the library. There should be minimal handling of quarantined materials. Staff must wear PPE when handling materials prior to and after quarantine. Staff will remove items from book drops and place on library carts or in boxes Carts or boxes will be stored in meeting rooms, study rooms, or other non-public spaces. Quarantine rooms should only be entered by staff when adding or removing items from quarantine. For management of the quarantine, a paper slip should be taped to the cart or box with the date items were returned and date it was placed in quarantine. Return of Materials o To maintain physical distancing, it is best to avoid customers directly handing their returns to staff. o Customers may place their items in book drops or on a cart. Delivery between branches o As the item is either coming off the shelf of a sending branch or has already been through quarantine at the sending branch, it would not need to be put into quarantine at the receiving branch.
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PROCEDURAL GUIDELINES Prior to Phase 1
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Safety Guidelines All custodial staff are trained on appropriate cleaning procedures All staff receive additional training on how to properly clean work and service areas All staff informed on proper use of PPE Building maintenance and custodial clean and prepare buildings for reopening PICs will be trained on assessment of COVID
Tasks Spaces • Clean Main and Regional Libraries • Prepare Main and Regional Libraries staff spaces for physical distancing o Install virus shield barriers at Main Circulation desks o Plan for distancing staff workspaces • Order and distribute PPE for staff • Determine building and space capacities for phases 1-3 • Create signage for phases 1-4 Services & Programs • Promote and expand virtual services • Develop and present virtual programming • Respond to patron questions online • Provide readers advisory online • Provide tech help online • Process online library card applications • Prepare guidelines for outreach services Collections • Continue selection and ordering of digital and physical materials Technology 40
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Prepare public technology for phases 14 o Space computer availability to allow for physical distancing o Relocate staff computers to allow for physical distancing in workrooms Continue to provide support for staff working remotely. Continue to ensure network infrastructure is operational to support catalog, web, internet, phones Continue maintenance and upgrades on web resources, catalog, discover interface, eresource integration to catalog, and Digital Archive.
Staffing • Managers should plan staffing schedules for phases 1-4 Phase 1 Main & Regional Branch Hold Pickup & Returns
• Staff are required to wear masks • Returned materials are quarantined • Gloves should be worn when handling recently returned materials prior to quarantine • Staff are scheduled to address the need for distancing in workspaces • Virus barrier shields are installed at Main Circulation desks
Spaces • Use meeting rooms and study rooms to quarantine of returns • Prepare Main and Regional Libraries following safety guidelines for physical distancing phase 2
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• Hand sanitizer and wipes for public use are placed in Main Lobby • 6 ft distance is marked from service points at Main Circulation desks • Staff meetings are held virtually • Reassign G4S security guards to regional branches • Staff gym at Main is closed
Phase 1 (cont.)
o Mark 6 ft distance on floors near service desks o Consider if one-way traffic is needed and prepare signage o Install physical distancing signage o Create new floor plans to allow for social distancing o Remove and store excess furniture o Block off areas and furniture that cannot be removed that invite gathering with caution tape or other methods o Block of water fountains o Remove toys/games o Post physical distancing signage requirements for elevator use Services & Programs • Start curbside pickup of holds at Regional Branches and inperson hold pickup in Main Library lobby • Contact customers with preexisting holds to ask if they still want held item(s) and at which location (regional or Main) they would like to pick it up • Continue to develop and present virtual programming • Staff telephones o NPL main line o Circulation o Reference o Tech help • Process online library card application and at Main Library • Volunteer recordings for Talking Library resumes on a limited basis 42
• Resume Interlibrary Loan services Collections • Check shelf capacity in branches and plan for storage of excess materials if materials are being returned at a higher level than they are being checked out • Fulfill holds and reshelve materials after quarantine • Resume collection maintenance activities • Take inventory of materials and supplies • Resume receiving, invoicing, cataloging and processing new materials • Continue selection and ordering of digital and physical materials Technology • Prepare public technology for phases 1-4 o Space computer availability to allow for physical distancing o Limit public computer usage time to 1 hour o Relocate staff computers to allow for physical distancing in workrooms o Create guidelines for physical distancing while assisting customers with computers o Create FAQ handouts for customers who may need assistance while using computers Staffing • All branch staff should report to work at their cluster branch 43
• Community branch staff may be reassigned to Main or Regional branches or to perform circulation tasks and special projects in the community branch
Phase 2 Main & Regional Branches Facilities Open
• Staff are required to wear masks • Returned materials are quarantined • Gloves are recommended when handling recently returned materials prior to quarantine • Staff are scheduled to address the need for distancing in workspaces • Hand sanitizer and wipes are provided throughout Main and Regional Libraries for patrons for self-sanitation of hands and surfaces o Near entrance doors o Self-service checkouts o Computer areas o Elevators • 6 ft distance is marked from service points • Seating is arranged to allow for physical distancing • Customer behavior is monitored to enforce compliance with safety guidelines o Code of conduct allows NPL to ask customers to leave the library for a day if they do not adhere to requests to keep distance ▪ Class 1 #14: Violations of posted Library policies, procedures or guidelines. • When possible, staff meetings should be held virtually. If meetings must be held in person, allow for 6 ft physical distance between participants
Spaces • Place hand sanitizer and wipes throughout Main and Regional Libraries for patron use • Limit people from congregating in specific departments/areas in the building o Install physical distancing signage o Staff keep track of number of people in specific departments • Prepare community branches for phase 3 Services & Programs • Staff service desks with one person per service desk • Resume community outreach services where physical distancing is possible • Consider adding curbside pickup during designated hours at community branches Collections • Continue to quarantine returns Technology • Space computer availability to allow for physical distancing • Limit public computer usage time to 1 hour
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Phase 3 Community Branches Open
• Virus barrier shields are installed at service desks • Toys/games are removed • Water fountains are blocked off • Staff gym at Main is closed
• Relocate staff computers to allow for physical distancing in workrooms
• Meeting room and study room setups are configured for smaller groups • Requirements on staff masks are relaxed. Masks are recommended but not required.
Spaces • Reintroduce some furniture to increase capacity • Post signage with guidelines for study room use Services & Programs • Programs resume for small audiences o TBD based upon CDC guidelines o Registration may be required to enforce limits • Meeting reservations for small groups are accepted • Service desks may be staffed by more than one person • Volunteers may return to work Collections • All collection services are fully restored at all locations Technology • Public computer reservation times are extended • Spacing between public computers may be relaxed • Spacing between staff workspaces may be relaxed
Phase 4 Full Services Restored
• Return to regular safety practices
Spaces • Toys/games are reintroduced • All furniture is reintroduced • Water fountains are made accessible • All public areas of library are accessible
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• Staff gym at Main reopens Services & Programs • All programming, services, meetings, and outreach resume Technology • Public technology is fully accessible at all locations • All staff workstations are restored Evaluation of COVID-19 phased plan
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