NASHVILLE PUBLIC LIBRARY Board of Trustees Meeting October 21, 2014
Nashville Public Library Board of Trustees Agenda October 21, 2014 NEW Southeast Branch Library 5260 Hickory Hollow Parkway Nashville TN 37013 Meeting Room - 12:00 Noon
I.
Call to order / Roll Call
II.
Metro Ordinance Required to be announced at all Board Meetings – Board Chair, Keith Simmons a. “Pursuant to the provisions of § 2.68.030 of the Metropolitan Code of Laws, please take notice that decisions of the Nashville Public Library Board may be appealed to the Chancery Court of Davidson County for review under a common law writ of certiorari. Any appeal must be filed within sixty days after entry of a final decision by the Board. Any person or other entity considering an appeal should consult with an attorney to ensure that time and procedural requirements are met.”
III.
Introduce Visitors
IV.
Public Comment
V.
Board Chair Comments – Keith Simmons
VI.
Approval of Minutes: September 16, 2014…………………..……………………………………….…………pg. 1 – 7
VII.
Library Director Report a. Library Director, Kent Oliver
VIII.
Staff Reports a. Review of Southeast Branch Features – Larry Price b. Update on Branch Renovations – Larry Price
IX.
New Business a. Collection Development Policy Introduction – Tricia Bengel b. Homelessness Assistance Initiative – Liz Coleman / Kent Oliver
X.
Adjournment
Next Board of Trustees Meeting 12:00 Noon – November 18, 2014 Richland Park Branch Library – Meeting Room 4711 Charlotte Avenue Nashville, TN 37209
NASHVILLE PUBLIC LIBRARY A City with a Great Library is a Great City ® LIBRARY BOARD MINUTES September 16, 2014 12:00 Noon Old Hickory Branch Library, 1010 Jones Street, Old Hickory, TN 37138
Members Present:
Lucy Haynes, Margaret Ann Robinson, Sepi Khansari, Joyce Searcy, Francie Hunt and Robert Oermann
Members Absent:
Keith Simmons
Library Staff:
Kent Oliver, Larry Price, Susan Drye, Tricia Bengel, Jena Schmid, Lindsey Patrick, Andrea Fanta, Liz Atack, Ronnie Pugh and Beth Deeb
Also Present:
Kathy Sinback, Metro Department of Law Attorney
Visitors:
Steve Reiter, member of the public William Hunt, member of the public
I.
Call to Order / Roll Call Lucy Haynes called the meeting to order at 12:12 p.m.
II.
Metro Ordinance required to be announced at all Board Meetings – Board Chair, Keith Simmons “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. Public Comment Steve Reiter referred to a recent incident involving Lee Jones, where he felt that Mr. Jones had used excessive force in restraining a patron. He also referred to a similar event in the past. He asked that Mr. Jones be retrained or terminated. Mr. Reiter introduced Attorney Trip Hunt at the end of the meeting, when Mr. Oliver opened the floor again for public comment. Mr. Hunt is a lawyer who works with the homeless, and he is concerned that the proposed rule banning loitering is too vague. He noted that the library has a lot of value to homeless patrons, and he does not want them to be discouraged from coming. IV. Board Chair Comments There were no board chair comments as Keith Simmons was not present. 1|Page
V.
Approval of Minutes: July 18, 2014 Robert Oermann moved for approval of the minutes from the July meeting; the motion was seconded by Margaret Ann Robinson and passed unanimously.
VI. Library Director Report—Kent Oliver, Library Director Mr. Oliver noted that this month’s Board packet contains two months’ worth of statistics, as well as a year-end report. Circulation, cardholders, and program attendance are up, while visits are down (due to the large number of renovations closures this year). Computer use is also down, most likely because more people are accessing the library from home. Tricia Bengel will check on the decrease in eBook and audio book circulation on page 14, as those numbers do not appear to be correct. Overall, it was a great year. There will be a Friends meeting in October, where they will adopt revised by-laws, a new charter, and a new slate of officers. The October 21 Board meeting will be at the new Southeast Branch following the 10:00 grand opening. The Taste of Bellevue fundraiser will be Saturday, September 27. The Bellevue building project is going well. A new Limitless Libraries study was just published that shows the value of Limitless Libraries through data and outcomes. Mr. Oliver hopes to be able to highlight data and outcomes for more library programming in the future. The 4% budget was passed in committee and is on the Council agenda for tonight. NAZA has had a smooth transition from the Mayor’s Office to the library.
VII. Staff Reports a. WIC program—Liz Atack Ms. Atack noted that a recent report from the American Academy of Pediatrics recommended that all parents read to their children. This led her to pursue a partnership with the Health Department, which will take the form of the library becoming a mobile WIC site. WIC is a nutrition and education program with over 32,000 participants in Davidson County. Several library branches will now be mobile sites for two hours per month. During this time, participants register for vouchers and attend classes. The library will be able to offer additional programming such as Bringing Books to Life parent workshops. The library signed an MOU with the Health Department stating that any library branch can now become a mobile WIC site. b. Old Hickory Branch Library—Ronnie Pugh Larry Price introduced Ronnie Pugh, Branch Manager of Old Hickory. Mr. Pugh has been the manager since 2009, and has found Old Hickory to be a quiet, fiercely loyal community with active volunteers and Friends. The branch originally opened in a home in 1927, then moved to its current site in 1937, which was then given to Metro in 1964. After the 2013 flood, the branch was closed for about five months and reopened January 16, 2014. During that time, the landscaping was redone to prevent future flooding. Mr. Pugh credited the loyalty of the community to Old Hickory’s longstanding staff. Children’s programs continue to be popular, especially the Thursday night craft program. c. Summer Challenge Update—Lindsey Patrick Ms. Patrick explained that this summer, the library refocused on why we do a summer reading program: to decrease “summer slide” by engaging people in reading activities and improving children’s access to library materials. Because of this emphasis (and the 2|Page
fact that we lengthened the program to increase MNPS participation), almost as many people completed the program this year as registered last year! 775 completions were turned in through Limitless Libraries, and Rose Park Middle School signed up every single child for the program. Fine Amnesty was also a popular addition to this year’s program: 4,600 people participated, and of those, 1,163 regained use of their library cards (including over 800 children and teens). As for programming, there were over 1,100 programs with 48,400 attendees. This year also included an emphasis on outreach. Shain Pounds visited two Kids Café sites on a weekly basis: Stonebrook Apartments, whose residents are primarily refugee and immigrant families, and the Martha O’Bryan Center. She distributed free books in a “mock checkout” program, registered the children for Summer Challenge, and read to them. Other highlights of this year’s program were that the reading logs were translated into several languages, Ms. Patrick has already been contacted by five different library systems that want to replicate the program, and we received great press coverage. Mr. Oliver commended the great work by staff in making the Summer Challenge a success.
2014 Summer Challenge Summary Dates of Summer Challenge: May 1 – August 15 Dates of summer programming: June 1 - July 31 Goals: To advance literacy and academic performance, increase community involvement, and decrease “summer slide” by engaging children, teens, and adults in reading and service-related activities during the summer months. To involve adults, families, community members, and community partners in the library summer learning experience. To improve children’s access to library materials and activities, fostering lifelong library users. To increase the number of children, teens, and adults participating in public library summer learning programs. Summer Challenge Participation Numbers REGISTRATION Children Teens Adults Total Groups COMPLETION Children Teens Adults Total MNPS REGISTRATION Total
Fine Amnesty Statistics
2014 15,656 2,708 3,770 22,134 4,700 2014 9,309 1,207 2,036 12,552
2013 9,701 1,954 2,175 13,830 3,063 2013 5,962 596 1,135 7,693
% INCREASE 61% 39% 73% 60% 53% % INCREASE 56% 100% 79% 63%
2014
2013
% INCREASE
12,536
7,296
72%
PATRON TYPE
NUMBER OF TOTAL NUMBER OF PATRONS PATRONS OVER $20
Children Teens Adults Total
2,629 481 1,493 4,603
735 114 314 1,163
Summer Programming Statistics YEAR
2014 2013 2012 2011
NUMBER OF % TOTAL % PROGRAMS INCREASE ATTENDANCE INCREASE
1,280 664 502 572
93% 32% -12% 25%
58,175 39,367 33,968 22,564
47% 17% 51% 0%
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Survey 237 participants completed an online survey about the 2014 Summer Challenge. 95% (226) of respondents were either “satisfied” or “very satisfied” with the overall program. 86% (204) of respondents were either “satisfied” or “very satisfied” with the prizes. 95% (212) of respondents were adults. When asked why they participated in the Summer Challenge, responses included (respondents could choose all that apply) Because it is fun (157) To win prizes (135) To encourage my family to participate (134) To help my library reach its goal (118) To keep my mind active (97) For fine amnesty (58)
Positive Feedback “The new format gave [me] the freedom to explore the works of writers form around the world. Without the ‘read-a-book’ limit, I read much more knowing that each book held a greater reward.” 63year-old patron “I enjoyed how you could do many activities while still having fun. Personally I would say that the summer challenge was educational. It helped me and my siblings to still do activities that helped keep our minds fresh and active even though we weren't in school.” 10-year-old “I really liked that there were a lot more opportunities to earn points other than just reading an entire book. I liked the breakdown of time spent reading as opposed to just number of books. I really liked that there were other things as well, like library events, signing other people up and checking out other library materials. I LOVE THE WAIVING OF THE FINES!!!!!! BEST PRIZE EVER!!!!!!!!!” 46 year old mother “The summer reading program is awesome! I have 40 points because I am so focused on the prizes and the party and I can't stop reading” 9-year-old “I am always so impressed with our library and how many wonderful programs there are for kids. This summer was no different...we participated in a science program and a puppet show. I love that kids are challenged to do a variety of projects and read a variety of things...It challenges those kids who already love to read to do even more through what the library has to offer.” 38-year-old mother “So cool that we get to do this. I think that it helps push kids to read because they are reading and doing activities and getting a prize for how many points they get.” 13-year-old From an NPL staff person: “A patron just asked when summer reading will start, and what the prizes are. Her 12-year-old daughter was diagnosed with dyslexia three years ago, and they were told she would never read. A friend had told her daughter that the Wave Pool was a summer challenge prize, and the 4|Page
mother told me today was the first time her daughter has asked her about getting books to read. They will work on a combination of reading and listening to stories that are below the 4th grade level, but the mother was excited about this big step forward for her daughter!” From an MNPS librarian:
“I had a student come and thank me yesterday for telling him about the summer challenge and getting his fine cleared! Thank you guys for doing that!” “Our family loves summer reading. It gives a chance to turn off the tv, sing songs, read books and explore our town!” Mother of three children, ages 1, 3, and 5
Outreach Branch staff visited 100 different organizations including day cares and summer camps and made contact with 4,700 children in groups. This is a 53% increase over last year’s outreach participation (3,063).
Outreach Pilot Shain Pounds, Library Associate 1 at Main Children’s, devoted 72 hours from May 12-July 28 to complete targeted outreach to 9 partner organizations, including 2 Metro Action Commission Feeding Sites: Martha O’Bryan Center and the Stonebrook Apartments (detailed below). Hours
Attendance
Outreach Type Partners (9)
Number of Events 33
51
3592
Number Registered 316
Misc. Outreach
5
10.5
246
N/A
Summer Challenge Meetings
12
11
N/A
N/A
50
72.5
3838
316
TOTALS
The outreach to these organizations included meetings with organization staff, registration for Summer Challenge, book distribution, storytimes, and promotion of library services. All partner organizations received a visit from the Puppet Truck at the end of summer. Shain visited both Martha O’Bryan and Stonebrook Apartments weekly. During her visits, she would distribute free books and ask that the children return the books next week, register children for the Summer Challenge and talk to them about their learning activities during the summer, and read to the children. Both locations received a visit from the Puppet Truck for their participation in the Summer Challenge. 5|Page
Food Site Partner
Martha O’Bryan Center
Books Checked Out 332
Books Returned
Return Rate
Number Registered
Percentage Registered
121
Daily Average Attendance 223
106
31.9%
324
150
60.4%
75
102
75%
54%
11 week program
Stonebrook Apartments 7 week program
TOTALS 656 256 39% 196 325 60% The Martha O’Bryan center is centrally located in a housing community in the East Nashville/Downtown area. Every Monday, the center hosts a “Kids Café” to serve the members of the community who are in need of food assistance. The Stonebrook Apartments is an apartment complex located in South Nashville. The closest library is 2.5 miles away. A large majority of the residents are immigrants and refugees with limited English language skills. During the summer months, the complex is a feeding location for the children living in the apartments and serves lunch to children in need.
VIII. New Business a. Fine Free Staff Resolution—Kent Oliver Mr. Oliver presented the Staff Fine Free Policy, which many library systems use to encourage their staff to use the collection. Joyce Searcy moved for approval of the resolution, Mr. Oermann seconded the motion, and it passed unanimously. Nashville Public Library Board September 16, 2014 Resolution Title: Staff Fine Free Policy History/Background/Discussion: Many public libraries have adopted the practice of a fine free policy for library staff to encourage their use of the materials collection and reading. It is beneficial for the library to have a staff active in reading and familiar with literature and the resources the library provides. Fines for staff members may discourage their use of the collections. The Library Director would like to establish a fine free environment for the library staff with elements that include: o o o o o
Employees do not pay fines for overdue materials. Employees are expected to abide by circulation limits and loan periods. Employees are responsible for lost and damaged materials. Employees may be sent to the collection agency. Employees may have three Claimed Returned items. 6|Page
o Employees may have items out for an extended length of time due to library related projects. Recommendation: That the Board adopt the following resolution Draftor(s): Kent Oliver, Library Director Person(s) Responsible for Implementation: Kent Oliver
RESOLUTION 2014-09.01 Staff Fine Free Policy WHEREAS, it is beneficial for the public to have a well read and knowledgeable library staff regarding library materials and resources, and WHEREAS, library staff may require extended loan and materials use periods in the delivery of service; NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees that the Library Director will establish a fine free policy and corresponding procedures for library employees that includes the following elements effective October 1, 2014 and waiving staff fines accumulated prior to that date. o o o o o o
Library employees do not pay fines for overdue materials. Library employees are expected to abide by circulation limits and loan periods. Library employees are responsible for lost and damaged materials. Library employees may be sent to the collection agency. Library employees may have three Claimed Returned items. Library employees may have items out for an extended length of time due to library related projects.
IX. Adjournment The meeting adjourned at 1:00 p.m.
Next Board Meeting—11:30 a.m., October 21, 2014 NEW Southeast Branch Library—Meeting Room 5260 Hickory Hollow Pkwy, Antioch, TN 37013 Respectfully submitted by Beth Deeb
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Statistical Summary – October 21, 2014 Nashville Public Library
Circulation Bellevue Bordeaux Donelson East Edgehill Edmondson Pike Goodlettsville Green Hills Hadley Park Hearing Impaired Hermitage Inglewood Looby Madison Main North Old Hickory Pruitt Richland Park Southeast Thompson Lane Watkins Park Downloadable Talking Library NPL Total
Sep-14 Circulation 23,140 7,115 10,942 5,666 3,091 42,361 16,084 47,884 2,167 627 29,955 9,174 2,928 16,687 60,594 2,812 4,353 1,323 11,068 15,582 8,809 616 103,387 5 426,370
eMedia eAudiobooks eVideo eBooks eMusic eMagazines Total
Cardholders New Registrations Volunteer Services Numver of Volunteers Volunteer Hours
Month Sep-14 Sep-13 % of Total Circulation 5.43% 22,766 1.67% 6,373 2.57% 10,182 1.33% 4,981 0.72% 2,681 9.94% 40,872 3.77% 15,419 11.23% 47,722 0.51% 2,062 0.15% 683 7.03% 31,443 2.15% 8,609 0.69% 2,308 3.91% 16,076 14.21% 61,935 0.66% 1,985 1.02% 242 0.31% 1,016 2.60% 9,902 3.65% 18,363 2.07% 8,183 0.14% 323 24.25% 54,222 0.001% 5 368,353
Sep-14 Circulation 14,870 2,643 36,519 45,327 4,028 103,387
Sep-14 8,802 Sep-14 270 2317.50
% Change 2014-2013 1.64% 11.64% 7.46% 13.75% 15.29% 3.64% 4.31% 0.34% 5.09% -8.20% -4.73% 6.56% 26.86% 3.80% -2.17% 41.66% 1698.76% 30.22% 11.78% -15.14% 7.65% 90.71% 90.67% 0.00% 15.75%
Sep-14 Year-to-Date 74,556 22,372 33,607 16,986 8,606 131,587 49,170 156,061 6,184 1,742 93,220 29,403 8,036 51,856 175,538 8,019 12,809 4,164 34,982 50,479 27,336 1,797 319,567 14 1,318,091
Fiscal Year-to-Date Sep-13 Year-to-Date 71,825 20,266 33,716 15,339 9,285 129,865 50,117 155,649 6,361 1,956 96,179 27,907 7,989 48,830 188,130 6,779 5,299 3,599 31,308 58,681 26,499 1,149 169,840 19 1,166,587
Sep-13 Circulation 9,692 94 26,820 13,374 4,242 54,222
% Change 2014-2013 53.43% 2711.70% 36.16% 238.92% -5.04% 90.67%
Sep-14 Year-to-Date 14,768
Active Patron Cards 333,036
Sep-13 260 2006.25
% Change 2014-2013 3.80% 10.39% -0.32% 10.74% -7.31% 1.33% -1.89% 0.26% -2.78% -10.94% -3.08% 5.36% 0.59% 6.20% -6.69% 18.29% 141.72% 15.70% 11.74% -13.98% 3.16% 56.40% 88.16% -26.32% 12.99%
% Change 2014-2013 3.85% 15.51%
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Statistical Summary – October 21, 2014 Nashville Public Library Sep-14 Visits Bellevue 12,019 Bordeaux 9,434 Donelson 12,089 East 12,651 Edgehill 4,487 Edmondson Pike 25,900 Goodlettsville 8,164 Green Hills 18,212 Hadley Park 4,534 Hermitage 16,531 Inglewood 11,737 Looby 10,177 Madison 18,400 Main 64,795 North n/a Old Hickory 3,802 Pruitt 2,655 Richland Park 16,898 Southeast 13,660 Thompson Lane 8,215 Watkins Park 5,170 NPL Total 279,530 *North Branch data not available Visits
Checkout Activity 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
Sep-13 Visits 13,426 8,229 12,649 7,621 4,585 21,818 18,487 20,312 4,879 16,568 10,664 9,214 17,656 54,785 8,201 0 9,127 10,420 14,667 9,546 5,570 278,424
Sep-14 Assisted Circulation 6,201 2,334 2,176 1,538 674 9,567 6,326 6,614 836 3,672 1,773 548 8,436 7,632 419 1,295 527 1,563 3,347 1,823 79
% Change 2014-2013 -10.48% 14.64% -4.43% 66.00% -2.14% 18.71% -55.84% -10.34% -7.07% -0.22% 10.06% 10.45% 4.21% 18.27% n/a n/a -70.91% 62.17% -6.87% -13.94% -7.18% 0.40%
Sep-14 Circ / Visit 1.93 0.75 0.91 0.45 0.69 1.64 1.97 2.63 0.48 1.81 0.78 0.29 0.91 0.94 n/a n/a 0.50 0.65 1.14 1.07 0.12 1.16
Sep-13 Circ / Visit 1.70 0.77 0.80 0.65 0.58 1.87 0.83 2.35 0.42 1.90 0.81 0.25 0.91 1.14 0.24 n/a 0.11 0.95 1.25 0.86 0.06 1.13
% Change 2014-2013 13.54% -2.62% 12.44% -31.48% 17.81% -12.69% 136.21% 11.91% 13.09% -4.52% -3.18% 14.86% -0.40% -17.34% n/a n/a 347.64% -31.07% -8.89% 25.09% 105.47% 2.41%
Jul-14 Express-Check % Circulation Express-Check 12,951 67.62% 3,158 57.50% 6,572 75.13% 2,532 62.21% 498 42.49% 23,298 70.89% 6,950 52.35% 30,533 82.20% 629 42.94% 20,297 84.68% 6,135 77.58% 1,470 72.84% 5,978 41.47% 16,039 67.76% 1,071 71.88% 1,932 59.87% 228 30.20% 7,181 82.12% 9,240 73.41% 5,875 76.32% 126 61.46% 9|Page
Statistical Summary – October 21, 2014 Nashville Public Library Hours Open Bellevue Bordeaux Donelson East Edgehill Edmondson Pike Goodlettsville Green Hills Hadley Park Hermitage Inglewood Looby Madison Main North Old Hickory Pruitt Richland Park Southeast Thompson Lane Watkins Park NPL Total
Sep-14 Hours Open 168 210 168 168 168 210 168 210 160 210 168 168 210 232 168 168 168 168 210 168 136 3,804
Sep-13 Hours Open 160 210 160 160 160 210 160 210 160 210 160 160 210 186 160 0 160 160 210 160 112 3,478
Sep-14 Circ / Hour 137.74 33.88 65.13 33.73 18.40 201.72 95.74 228.02 13.54 142.64 54.61 17.43 79.46 263.88 16.74 n/a 7.88 65.88 74.20 52.43 4.53 112.08
Sep-13 Circ / Hour 142.29 30.35 63.64 31.13 16.76 194.63 96.37 227.25 12.89 149.73 53.81 14.43 76.55 336.66 12.41 n/a 6.35 61.89 87.44 51.14 2.88 105.91
184 167 347 698
93 158 374 625
% Change 2014-2013 97.85% 5.70% -7.22% 11.68%
Adult Attendance 5,852 Teen Attendance 2,793 Children's Attendance 17,872 Total Attendance 26,517 *North Branch data not available
2,911 2,949 16,829 22,689
101.03% -5.29% 6.20% 16.87%
Sep-13 65,468 16,484
% Change 2014-2013 2.78% 14.98%
Sep-13 446,982
% Change 2014-2013 1.57%
Programming Adult Programs Teen Programs Children's Programs Total Programs
Public Computer Use Total Computer Use Total Wireless Use
Website Visits Webserver
Sep-14
Sep-13
Sep-14 67,290 18,953
Sep-14 453,990
% Change 2014-2013 -3% 12% 2% 8% 10% 4% -1% 0% 5% -5% 1% 21% 4% -22% 35% n/a 24% 6% -15% 3% 57% 6%
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Statistical Summary – October 21, 2014 Nashville Public Library
Circulation Year-to-Date
550,000
1,166,587 FY14 1,318,091 FY15
450,000
September 368,353 2013 426,370 2014
350,000
15.75%
250,000
Oct Nov Dec
Jan
Feb Mar Apr May Jun
Jul
Aug Sep
On Site Computer & Wireless Usage Year-to-Date 269,270 FY14 275,948 FY15
110,000
September
90,000
81,952 2013 86,243 2014
70,000
5.24%
50,000
Oct Nov Dec Jan
Feb Mar Apr May Jun
Jul
Aug Sep
Visits Year-to-Date 917,110 FY14 921,543 FY15
500,000
September
400,000
279,841 2014 279,530 2015
300,000
-0.11%
200,000 Oct Nov Dec
Jan
Feb Mar Apr May Jun
Jul
Aug Sep
*North Branch data not available
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Statistical Summary – October 21, 2014 Nashville Public Library
New Card Registrations Year-to-Date 13,522 FY14 14,768 FY13
September
15,000 10,000
3,785 2013 8,802 2014
5,000
132.55%
0 Oct Nov Dec
Jan
Feb Mar Apr May Jun
Jul
Aug
Sep
Total Programs Year-to-Date 1,834 FY14 1,992 FY15
900
September
700
625 2013 698 2014
500
11.68%
300 Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
*North Branch data not available
Total Program Attendance Year-to-Date
50,000
September
40,000 68,184 FY14 78,315 FY15
22,689 2013 26,517 2014
30,000 20,000
16.87%
10,000 Oct
Nov Dec
Jan
Feb Mar
Apr May
Jun
Jul
Aug
Sep
*North Branch data not available
Total Website Visits Year-to-Date
600,000
September
1,448,374 FY14 1,437,822 FY15
500,000
449,607 2013 453,990 2014
400,000
0.97%
300,000 Oct Nov Dec
Jan
Feb Mar Apr May Jun
Jul
Aug Sep
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Financial Overview – October 21, 2014 Nashville Public Library Metro Government of Nashville Monthly Budget Accountability Report As of September 30, 2014 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 Current Mo. Actuals Current Mo. Current Mo.
YTD Variance
Variance Explanation
EXPENSES: Salaries:
Regular Pay
Overtime All Other Salary Codes
Total Salaries
45,300
11,325
2,156
19.0%
9,169
35,300
8,825
5,975
16,441
186.3%
1,215,900
303,975
278,910
91.8%
25,065
1,215,300
303,825
83,725
277,068
91.2%
11,249,000
2,812,250
2,651,062
94.3%
2,994,650
816,469
2,861,218
95.5%
LIB is under at 95.7% thru SEP. LIB will monitor closely throughout fiscal 114,291 year 2015. LIB is at 186.3% thru SEP. LIB will monitor closely throughout fiscal year 2015. Some overtime costs need to be -7,616 reclassed to Election Commission. LIB is at 91.2% thru SEP. LIB will 26,757 monitor closely until fiscal year end. LIB is at 95.5% of total budgeted salaries thru SEP . LIB will monitor 133,432 closely until fiscal year end. Fringe is over at 112.2% thru SEP due in part to 3 payrolls and overtime costs. LIB does not have control over fringe (147,077) costs but will monitor.
9,987,800
2,496,950
2,369,996
94.9%
126,954 10,728,000
161,188 11,978,600
2,682,000
726,769
2,567,709
95.7%
Fringes
4,548,200
1,137,050
1,245,556
109.5%
(108,506)
4,839,500
1,209,875
387,121
1,356,952
112.2%
Other Expenses: Utilities Professional & Purchased Services
1,643,100 475,700
410,775 118,925
375,290 88,768
91.4% 74.6%
35,485 30,157
1,643,100 1,925,400
410,775 481,350
127,542 55,745
312,623 133,303
76.1% 27.7%
Travel, Tuition & Dues Communications
Repairs & Maintenance Services Internal Service Fees All Other Expenses
TOTAL EXPENSES PROGRAM REVENUE: Charges, Commissions & Fees Other Governments & Agencies Federal Direct Fed Through State Pass-Through Fed Through Other Pass-Through State Direct Other Government & Agencies Subtotal Other Governments & Agencies Other Program Revenue TOTAL PROGRAM REVENUE NON-PROGRAM REVENUE: Property Taxes Local Option Sales Tax Other Tax, Licences & Permits Fines, Forfeits & Penalties Compensation from Property TOTAL NON-PROGRAM REVENUE Transfers From Other Funds & Units TOTAL REVENUE AND TRANSFERS SUMMARY OF POSITIONS: Total Authorized Positions - Oper Fd Total Filled Positions Total Vacant Positions
17,700 587,900
4,425 146,975
4,610 (119,508)
104.2% -81.3%
(185) 266,483
17,700 593,400
4,425 148,350
4,565 21,976
11,546 71,359
260.9% 48.1%
483,100 1,277,000 1,813,500
120,775 319,250 453,375
245,694 317,384 168,616
203.4% 99.4% 37.2%
(124,919) 1,866 284,759
483,100 1,148,300 1,818,900
120,775 287,075 454,725
14,094 95,692 102,187
219,589 287,075 232,267
181.8% 100.0% 51.1%
22,095,200
5,523,800
4,977,472
90.1%
6,112,000
1,625,391
5,485,932
89.8%
118,850
120,118
109,373
475,400
546,328 24,448,000
112,725
34,081
98,152 348,047 Travel is over by 260.9% due to employee shuttle pass expenses that were not budgeted. Will monitor closely in FY15 and correct the budget (7,121) allocation for FY16. 76,991 LIB is over due to III library automation system payment in July and repairs to (98,814) facilities 0 222,458 Library is under budget (89.8% in total) for FY15 YTD. LIB will continue to monitor all expenditures closely in 626,068 FY15.
101.1%
(1,268)
450,900
97.0%
3,352
0 0 0 0 0 0 0 475,400
0 0 0 0 0 0 0 118,850
0 0 0 0 0 0 0 120,118
0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 101.1%
(1,268)
0 0 0 0 0 0 0 450,900
0 0 0 0 0 0 0 112,725
0 0 0 0 0 0 0 34,081
0 0 0 0 0 0 0 109,373
0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 97.0%
0 0 0 0 0 0 0 3,352
0 0 0 0 0 0
0 0 0 0 0 0
0 0 0 0 0 0
0.0% 0.0% 0.0% 0.0% 0.0% 0.0%
0 0 0 0 0 0
0 0 0 0 0 0
0 0 0 0 0 0
0 0 0 0 0 0
0.0% 0.0% 0.0% 0.0% 0.0% 0.0%
0 0 0 0 0 0
0 475,400
0 118,850
-49,190 70,928
0.0% 101.1%
0 450,900
0 112,725
0 34,081
0 109,373
0.0% 97.0%
0 3,352
49,190 47,922
338 296 42
SUMMARY OF VARIANCE:
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Personnel Summary – October 21, 2014 Nashville Public Library
September 2014 New Hires / Resignations New Hires Name
Classification
Youngblood, Kara Fitzgerald, Lauren Caravez, Ana Mohamed, Hana Adovasio-Jones, Megan
Librarian 1 Library Page Library Page Circulation Assistant 1 Library Associate 1
Hire Date 9/15/2014 9/15/2014 9/15/2014 9/29/2014 9/29/2014
Location Bordeaux Edmondson Pike Edmondson Pike Southeast Nashville Room
Resignations Name
Classification
Crews, Eleanor Grubbs, Ed Baird, Jeanette Gable, Jessica Baud, Lauren Resnick, Brett
Circulation Assistant 2 Library Associate 1 Circulation Assistant 2 Library Page Circulation Assistant 1 Library Page
Resignation Date 9/2/2014 9/2/2014 9/6/2014 9/17/2014 9/25/2014 9/27/2014
Location Bordeaux Richland Pk Old Hickory Reference-Main Green Hills Edmondson Pike
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Personnel Summary – October 21, 2014 Nashville Public Library
NPL Vacancies as of 10/7/2014 = Approved to fill by OMB = Retirement Incentive Vacancies = Requesting permission to fill from OMB = Next round of vacancies to request
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
BU
Division / Branch
39103061 39102000 39103211 39103310 39103310 39103310 39103325 39103340 39103303 39103365 39103380 39103380 39103305 39103303 39102000 39102000 39102000 39104081 39104081 39103211 39103340 39103206 39103203 39101070 39103207 39103207 39103207 39103207 39103375 39103380 39103380 39103203 39103310 39103203 39103203 39103320 39103335 39103207 39103380 39102000 39102000 39102000
HR IMP SECURITY STUDIO BORDX BORDX BORDX EAST GRN HILLS HERM OLD HICK SE SE BELLEVUE HERM OP & MAIN-MN OP & MAIN-MN OP & MAIN-BR EMERG TECH EMERG TECH TEENS GRN HILLS CHILD CIRC NASH RM REF REF REF REF RICH PK SE SE CIRC BORDX CIRC CIRC DONELS GOOD REF SE MAILROOM OP & MAIN-BR SECURITY
Title ADMIN SVCS MGR ADMIN SVCS OFFICER 4 ADMIN SVCS OFFICER 4 CIRCULATION ASSIST 1 CIRCULATION ASSIST 1 CIRCULATION ASSIST 1 CIRCULATION ASSIST 1 CIRCULATION ASSIST 1 CIRCULATION ASSIST 1 CIRCULATION ASSIST 1 CIRCULATION ASSIST 1 CIRCULATION ASSIST 1 CIRCULATION ASSIST 2 CIRCULATION ASSIST 2 CUSTODIAN 1 - Main CUSTODIAN 1 - Main EQUIP OPERATOR 1 - Branch INFO SYSTEMS APP ANALYIST 1 INFO SYSTEMS APP TECH 1 LIBRARIAN 1 LIBRARIAN 2 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY MGR 3 LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE MAIL CLERK CARRIER MAINTENANCE & REPAIR SUPV PROPERTY GUARD 2
Grade SR13 SR12 SR12 SR04 SR04 SR04 SR04 SR04 SR04 SR04 SR04 SR04 SR05 SR05 TG03 TG03 TG05 SR10 SR08 SR09 SR10 SR06 SR06 SR06 SR06 SR06 SR06 SR06 SR06 SR03 SR03 SR13 SR02 SR02 SR02 SR02 SR02 SR02 SR02 SR05 TS08 SR05
Name
FPS
VACANT-NEW EQUAL ACCESS MGR F VACANT-NEW SAFETY & SECURITY MGRF VACANT-NEW STUDIO MGR F VACANT (D JONES-WEBSTER) F VACANT (E CREWS) F VACANT (R BROOKS) F VACANT (N NESMITH) P VACANT (L BAUD) F VACANT (J RUSSELL) F VACANT (J BAIRD) F VACANT (A PIERCE) F VACANT (C WELCH) F VACANT (K MILLER) F VACANT (S REYNOLDS) F VACANT (G DANIEL) F VACANT (S PAGE) F VACANT (T BRUCE) F VACANT - NEW F VACANT - NEW F VACANT - NEW F VACANT (S MORSE) F VACANT (J MILLER) P VACANT (A DEMBIEC) F VACANT (T HOWERTON) F VACANT (A NABOURS) P VACANT (C SHIVERS) F VACANT (L HUNGATE) F VACANT (T SCUDDER) F VACANT (E GRUBBS) F VACANT (J LANE) F VACANT (P RUA-BASHIR) F VACANT (C CARPENTER) F VACANT (G KIRKPATRICK) P VACANCY (C HOLIDAY) SAVE FOR LATERP VACANT (J GABLE) P VACANT (K MOHAMMAD) P VACANT (C CATALAN) P VACANT (E DERKACH) P VACANT - NEW P VACANT (D COLLINS) F VACANT-NEW BR MAINTENANCE SUPV F VACANT (E MCKINNIE) F
FTE 1.00 1.00 1.00 1.00 1.00 1.00 0.49 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 0.50 1.00 1.00 0.75 1.00 1.00 1.00 1.00 1.00 1.00 1.00 0.49 0.49 0.49 0.49 0.49 0.49 0.49 1.00 1.00 1.00
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Brief Area Updates – October 21, 2014 Nashville Public Library Administrative Service Report
Working with Metro and Library HR to get needed positions posted, interviews scheduled and new hires in place. We are trying to make progress but currently we are carrying 42 vacancies. We’ve hired 59 new employees and promoted 44 in in the last year. Although we are making progress, we are still posting for new hires that will help ease workloads throughout the system. The Library is in the process of upgrading our antiquated phone system. Beginning with new Southeast and rolling forward the Library is installing a new VOIP (Voice over IP or computer-based) phone system. With the upgrade we will have a new Auto Attendant (AA), better voice messaging and better access to change closing or opening messages to the public. Metro is in the process of going to an on-line or digital timekeeping system called Kronos. The Library is scheduled to go on Kronos in November. However, preparations have started and HR staff and other key managerial staff are in training for the conversion to Kronos. The new timekeeping system will keep track of leave balances in real time, time will automatically be sent to Metro’s accounting system for salary processing and requesting vacation, sick or personal time will now be on-line and go through a work flow process. Library management will also be able to view employee time reports in the event they are needed, something that is not currently available.
Branch Services Report Bordeaux Meeting Room Renovations The branch meeting room was repainted with an accent wall and one end with dry erase marker paint to create a dry erase wall. Luxury vinyl flooring was installed in the meeting room and extends down the corridor to the public restrooms. Walk off carpet tile was installed in the vestibule directly outside the public restrooms. Branch Staffing After receiving a portion of approvals from Metro Finance and Human Resources, Branch Services promoted several staff: Library Manager I – Sara Morse Librarian II – Pat Bashir Librarian II – Jenny Lane Librarian I – Greg Hall Library Associate II – Lou Anne Williams Library Associate I – Robert Brooks
Library Associate I – Amy Pierce Library Associate I – Sandy Reynolds Library Associate I – Cassie Welch Circulation Supervisor – Darlene Jones-Webster Circulation Supervisor – Kerry Miller Circulation Supervisor – DeLisa Minor-Harris
We hope for quick approvals to fill these newly-vacated positions. Branch Services also hired two library pages, and one circulation assistant. 16 | P a g e
A Taste of Bellevue A Taste of Bellevue on September 27, was a resounding success for the Bellevue Branch library. The planning committee, headed by Bellevue Friends of the Library President Debra Gentry, has been working since January to book local restaurants and vendors, advertise the program, and plan the logistics of the event. While all bookkeeping is not yet complete, it is estimated that the event raised at least as much money for the new Bellevue Branch history wall as it did last year: $14,000. All Bellevue Branch staff members supported A Taste of Bellevue in some way, from spreading the word to friends and neighbors, to selling tickets at the library, to volunteering to work outside of their normal work schedule to accommodate the event. Hadley Park Branch staff stepped in to help cover desk shifts at the Bellevue Branch so Bellevue staff could offer library card sign-ups and a craft at the event. Library Director Kent Oliver and Associate Directors Larry Price and Elyse Adler attended the event, while Friends members volunteered their time in multiple roles.
Collections and Technology Service Report Our Collections Development Manager periodically runs a report of cost per checkout of our materials to find out which collections perform best for the least amount of money and to ascertain that we are getting enough circulation of more expensive collections to continue purchasing them. The snapshot below shows what was received by the library between July 2013 and December 2013 and the total checkouts and renewals between July 2013 and now. We have to give materials at least a year to perform. TOTAL CIRC
FUND
SPENT
COST PER CIRC
Adult Audio CDs
$ 57,363.54
20291 $
2.83
Adult DVDs
$ 147,077.47
98885 $
1.49
African American
$ 17,528.43
10773 $
1.63
Adult Nonfiction
$ 130,640.65
63717 $
2.05
Adult Reference
$
268.55
148 $
1.81
Juv/YA Grant
$ 129,988.82
83082 $
1.56
Foundation Adult Fiction
$
3,405.24
428 $
7.96
Foundation Bios
$
837.34
442 $
1.89
Foundation Juv
$
615.78
828 $
0.74
Foundation Health
$
1,462.22
564 $
2.59
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Foundation History
$
Adult Fiction
2,065.15
765 $
2.70
$ 125,603.13
89152 $
1.41
Popular Authors
$ 45,192.15
35374 $
1.28
Foundation Jewish
$
63.61
7 $
9.09
Foundation Juv Non-Restricted
$ 24,151.68
25340 $
0.95
Foundation Lit
$
123.87
69 $
1.80
Foundation Photography
$
323.97
116 $
2.79
Foundation YA
$
7,624.28
4162 $
1.83
Children’s Non-Fiction
$
946.22
616 $
1.54
Children’s DVDs
$
205.02
155 $
1.32
Picture Books
$
985.39
1557 $
0.63
Children’s Fiction
$
3,966.05
2795 $
1.42
Large Print
$ 36,962.62
18214 $
2.03
Music CDs
$ 11,382.73
8027 $
1.42
Periodicals
$
345 $
2.54
Playaways
$ 55,671.87
8118 $
6.86
Professional
$
832.84
13 $
64.06
Reference
$
2,805.34
63 $
44.53
Software (non-print)
$
2,088.12
426 $
4.90
World Languages
$
4,933.24
1667 $
2.96
Young Adult
$
8,240.15
5224 $
1.58
Grand Total
$ 824,233.27
481363 $
1.71
877.80
Main Report 3rd Floor Renovations The renovation project of the third floor at Main is nearly complete. Contractors are completing punch list items. The new Commons has already housed several new programs and received many 18 | P a g e
compliments. The new public computer classroom is almost finished with wiring and computers are being installed. Programming Now that school is back in full force, the Children’s Homeschool Group has reconvened for monthly programs. More than 65 participated in September’s program. The Teen’s division is developing its own Homeschool program that will begin in October. The Vanderbilt Thinking Outside of the (Lunch)Box series began in September. This lecture program is held on the first Wednesday of each month and is facilitated by professors from Vanderbilt. A new Lunchtime Meditation for Stress Relief series kicked off on Monday, September 8th. During the weekend of October 10-12, Main Library will host several of the Southern Festival of Books public lectures. Liz Coleman coordinated and assisted with the installation of the Welty exhibit, which has had great coverage in the Nashville Arts Magazine and the Tennessean. The Library observed Banned Books Week with displays and programs throughout the week. Outreach The last week in September is nationally observed as Deaf Awareness Week. This year, Laura and Sara from Library Services of the Deaf and Hard Hearing created 2 display boards celebrating Deaf Heritage to display at West End Middle School. Sara and Laura will also begin volunteering at West End Middle School and Eakin Elementary School where there are programs for deaf & hard of hearing students. Teen Library staff, Diane Colson and Adrienne Strock, have been invited to run for the YALSA Board.
Community Engagement Puppet Truck – Both trucks took out a total of 68 programs to audiences around the county. Currently we have 2 shows going to local branches for Hispanic Heritage Month. Shows were also taken out to the TN Craft Festival, the Ford Ice Center, and Warner Park Nature Center. Wishing Chair – We attracted national attention with CBS Evening News visiting our puppet troupe to do a story on Wishing Chair. A MIDSUMMER NIGHT’S DREAM, our adaptation of the Shakespeare play, attracted larger than usual crowds. Production has begun on AHMAL AND THE NIGHT VISITORS with the Nashville Symphony. Bringing Books to Life – 4 family literacy celebrations for new BBTL partner sites took place at local branches throughout the county. We held special family events for MNPS refugee and immigrant families in the Glencliff and Overton High School clusters. We will do a follow up program in November for each cluster, this time at a branch library. The goal is to introduce families to the library and its services in an approachable way. Liz Atack presented an overview of BBTL to the Mayor of Jacksonville, Florida. Kevin Stacy, Executive Director of MNPS’s Office of English Learners, invited Liz to serve on his 19 | P a g e
Alignment Nashville committee that focuses on providing integrative experiences for Nashville’s refugee and immigrant families. Adult Literacy – A new partner, Legacy Mission Village, is offering ESL classes at EP Branch. Demand for GED has grown so much that they have added another class at EP. We had a record number of attendees at our World Relief field trip. We’ve continued our partnership with Nashville Community Education, holding a series of 3 workshops introducing learners to the computer. The mobile lab visited 2 new locations: St. Mary Villa and World Relief’s REACH. We introduced a variety of electronic library resources to Metro Action Commission, Parent Ambassadors (from MNPS) and Salvation Army jobs skills class. We hired a new assistant, Yassir Al Shaikhly, who is fluent in Arabic and will help reach many different communities. In all, we hosted 12 events this month, to 161 people, TOTAL – Served 109 youth this month. Created a partnership with You Have The Power founded by Andrea Conte, former First Lady of TN. Monica McLaurine began working with the Mayor’s Office of Innovation’s Ideas to Reality Program. Salon – 265 people attended the first Salon Special Edition with Kirsten Gillibrand. Courtyard Concerts – We had outstanding attendance for Courtyard Concerts this month: 453 for Annie Sellick, 471 for the Songwriters Session, 580 for Riders in the Sky, 509 for Mandy Barnett, and 412 for new addition Mr. Sipp. Nashville Reads – The Mayor announced the 2015 title, and Take Me, Read Me, Leave Me copies are being distributed around the city. People are being encouraged to read the book now, and the public kickoff of activities is planned for March 12. The finale event with Ruta Sepetys will be May 12. Bellevue Building Project – Opening is planned for January 29.
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