NASHVILLE PUBLIC LIBRARY Board of Trustees Meeting October 18, 2016
Nashville Public Library Board of Trustees Agenda October 18, 2016 Richland Park Library 4711 Charlotte Avenue Nashville, TN 37209 Meeting Room – 12:00 noon
I.
Call to order / Roll Call
II.
Metro Ordinance Required to be announced at all Board Meetings – Vice Chair, Lucy Haynes a. “Pursuant to the provisions of § 2.68.030 of the Metropolitan Code of Laws, please take notice that decisions of the Nashville Public Library Board may be appealed to the Chancery Court of Davidson County for review under a common law writ of certiorari. Any appeal must be filed within sixty days after entry of a final decision by the Board. Any person or other entity considering an appeal should consult with an attorney to ensure that time and procedural requirements are met.”
III.
Introduce Visitors
IV.
Public Comment
V.
Board Chair Comments – Keith Simmons, Chair
VI.
Approval of Minutes: July 19, 2016…………………………………………………………………….……..…
VII.
Library Director Report a. Library Director, Kent Oliver
VIII.
Staff Reports a. Data Analysis – Kent Oliver, Elyse Adler
IX.
X.
pgs. 1 – 5
New Business a. Collection Development Policy update – Noel Rutherford……………………………….
pgs. 19 – 34
b. Patron Rules of Conduct Policy update – Susan Drye……………………………………….
pgs. 35 – 40
c. Holiday Hours Policy update – Susan Drye……………………………………………………….
pgs. 41 – 44
Adjournment
Next Board of Trustees Meeting 12:00 noon – November 15, 2016 Bordeaux Branch Library – Meeting Room 4000 Clarksville Pike Nashville, TN 37218
NASHVILLE PUBLIC LIBRARY A City with a Great Library is a Great City ® LIBRARY BOARD MINUTES July 19, 2016 12:00 p.m. Main Library, 615 Church Street, Nashville, TN 37219 Members Present:
Lucy Haynes, Robert Oermann, Joyce Searcy and Francie Hunt
Members Absent:
Keith Simmons, Margaret Ann Robinson and Sepi Khansari
Library Staff:
Kent Oliver, Larry Price, Jena Schmid, Elyse Adler, Susan Drye, Andrea Fanta, Stephanie Rodriguez, Anna Harutyunyan, Allison Barney, Liz Coleman and Beth Deeb
Also Present:
Mark Murray, Metro Department of Law attorney
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 “Pursuant to the provisions of § 2.68.030 of the Metropolitan Code of Laws, please take notice that decisions of the Nashville Public Library Board may be appealed to the Chancery Court of Davidson County for review under a common law writ of certiorari. Any appeal must be filed within sixty days after entry of a final decision by the Board. Any person or other entity considering an appeal should consult with an attorney to ensure that time and procedural requirements are met.”
III. Approval of Minutes: June 21, 2016 Robert Oermann moved for approval of the minutes from the June meeting; the motion was seconded by Joyce Searcy and passed unanimously. IV. Library Director Report—Kent Oliver, Library Director Library circulation for FY1516 increased 4.6% to reach a record high of almost 5.4 million. The number of visits was also impressive, especially considering that Edmondson Pike, one of the busiest branches, was closed for several months. We had excellent news coverage of last night’s Citizens Police Academy session of Special Collections’ “Civil Rights in a Civil Society” training and their recent grant award from the Nissan Foundation. The Board retreat is scheduled for Tuesday, August 2, and Mr. Oliver will have a new statistics dashboard to present to the Board for review. The retreat will include lunch as well as Metro Board diversity training. The water line at Edgehill burst, but the branch reopened today. Construction on the parking garage has begun. The Stephen King Salon Special Edition sold out at the Ryman during CMA weekend. As part of converting to the new Integrated Library System (ILS), we will be deleting patron records with outstanding fines that have been inactive for ten years (since 2006). This will 1|Page
V.
result in approximately 37,000 records being deleted, and $2.1 million in fines and materials being waived. In addition, an additional 30,000 records will be purged later this year in our annual purge of inactive records without fines. Mr. Oliver noted that the Board schedule has been updated so that the September 20 meeting will take place here at Main at 10:30, followed by the Songwriters Session Courtyard Concert at 11:45.
Staff Reports a. Puppet Festival Report—Elyse Adler This year’s Puppet Festival was the biggest ever, with fourteen troupes from six countries. It attracted a diverse audience of over 21,000 people and included fifty performances, the first curated exhibit of internationally known puppeteer Phillip Huber, an experiential shadow puppet activity for children, pop-up shows, buskers, and an amazing parade that drew 2,500 people. 70% percent of the survey respondents rated the festival a 10 out of 10, and the troupes themselves said this was the best puppet festival in which they’ve participated. Thank you to Mr. Oliver, the Library Foundation, event coordinator Elaine Wood, the Communications team, Production Services, Jena Schmid and the staff at Main, Susan Drye and the maintenance, custodial, and security staff, and Amy Pierce and her volunteers. b. NAZA Update—Anna Harutyunyan Ms. Adler introduced Anna Harutyunyan, who recently replaced Candy Markman as the NAZA Coordinator and has global experience with such organizations as Unicef and Save the Children. Ms. Harutyunyan reported that she has met with the Mayor and many of NAZA’s funders, and is working on a new strategic plan with the Center for Nonprofit Management. The Nashville Scholars program just ended, which was a four-week intensive program for rising 8th through 11th graders that included visits to colleges. The NAZA school year is four weeks longer this year, and will start in late August. Goals for this year include securing more private funding for enrichment programs and introducing a digital literacy component. In the future, there will also be more integration of NAZA into the library.
VI. New Business a. Expansion of Branch Hours Resolution—Larry Price Mr. Price reported that thanks to the Mayor’s budget, five additional branches will be open on Fridays starting September 9 (Goodlettsville, Inglewood, Donelson, Thompson Lane, and Richland Park). Those branches’ Monday through Thursday hours will also increase so that they are open 10:00 a.m. to 8:00 p.m. This increase from forty to fifty-six open hours per week represents a 40% increase in service hours. Eight full-time staff members will be added to these five locations. Mr. Oermann moved for approval of Resolution 2016-07.01; the motion was seconded by Francie Hunt and passed unanimously. Nashville Public Library Board July 19, 2016 Resolution Title: Expansion of Branch Hours for Donelson, Goodlettsville, Inglewood, Richland Park and Thompson Lane branch libraries History/Background/Discussion: In the modern history of Nashville Public Library branches were not open on Fridays with the exception of FY2003-2004 when NPL received one-year funding for Friday hours in branches. NPL 2|Page
did not hire staff for this year. These Friday openings were covered with forced overtime and outside agency temporary staffing. Expansion of service hours is a fundamental and ongoing objective of the Nashville Public Library Strategic Plan. The attached resolution sets out uniform hours of operation for the libraries on Friday. The funding provided through the budget process allows for the employment of library staff to provide serve during the added hours. Recommendation: The board approves the proposed expansion of branch hours Draftor(s): Larry Price Person(s) Responsible for Implementation: Larry Price, Susan Drye, Andrea Fanta
RESOLUTION 2016-07.01 2016 Resolution to Expand Branch Hours WHEREAS, the existing schedule of library branch operating hours has been shown to be insufficient to meet the expectations and demands of the general public, and WHEREAS, expansion of branch hours at Bellevue, Madison, Southeast, Bordeaux, Green Hills Hermitage, and Edmondson Pike, has been hugely popular and well received by the general public, and WHEREAS, Nashville Public Library exists to serve the public interest and strives to better serve the public of Nashville and Davidson County, and WHEREAS, Metro Council unanimously adopted the FY2016-2017 Operating Budget which includes funding for the expansion of branch hours, NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees that the board endorses the proposed expansion of hours and schedule for the Donelson, Goodlettsville, Inglewood, Richland Park and Thompson Lane branch libraries, as set forth in the following table, to become effective Friday, September 9, 2016. NEW
(effective September 9, 2016)
Monday Tuesday Wednesday Thursday Friday Saturday Sunday
10:00 a.m. – 8:00 p.m. 10:00 a.m. – 8:00 p.m. 10:00 a.m. – 8:00 p.m. 10:00 a.m. – 8:00 p.m. 10:00 a.m. – 6:00 p.m. 10:00 a.m. – 5:00 p.m. CLOSED
b. Ikarus Sculpture Resolution—Liz Coleman Ms. Coleman explained that the Ikarus sculpture is a 2,500-pound marble piece that we would like to permanently exhibit on the landing outside the Children’s department. Staff are 3|Page
currently working to make sure that the floor joists can hold it. The donors requested that this piece be exhibited at Main, and that children be encouraged to play on it (we may need signage to this effect). In the future, we hope to have more art like this at the branches as well. Mr. Oermann moved for approval of Resolution 2016-07.02; the motion was seconded by Francie Hunt and passed unanimously. Nashville Public Library Board July 19, 2016 Resolution Title: Ikarus Sculpture History/Background/Discussion: Susan and Luke Simons approached the library via the Nashville Public Library Foundation with a potential gift of art, Ikarus, by Kubach-Wilmsen. The Main library is already the home to two other Kubach-Wilmsen pieces: La Storia della Terra at the corner of Church Street and 7th Avenue North and Black Stone Book in the Conference Center. Ikarus is 24 inches deep, 41 inches wide, and 23 inches high and weighs approximately 2,500 pounds. The appraised value is $35,000. Susan and Luke Simons encourage placing the piece where it will be climbed on and enjoyed by children. It requires no extra maintenance. Statue installation will be coordinated by Susan and Luke Simons, the Main Library and the Nashville Public Library Foundation. Recommendation: That the Library Board approves the resolution accepting the art work for placement in the Main Library. Draftor(s): Liz Coleman Person(s) Responsible for Implementation: Thaxton Waters, Galleries Coordinator RESOLUTION 2016-7.02 Ikarus Sculpture WHEREAS, Susan and Luke Simons are seeking to donate a sculpture titled Ikarus to the Main library, and WHEREAS, the Library Board believes the Main library is a suitable and appropriate location for this sculpture; and WHEREAS, Ikarus will become the property of the Main library who will be responsible for its ongoing maintenance, NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board that the library agrees to accept these statues and to coordinate their installation in the Main Library with Susan and Luke Simons and the Nashville Public Library Foundation.
c. Limitless Libraries MOU Resolution—Stephanie Rodriguez Ms. Rodriguez, the interim Associate Director for Collections and Technology, introduced Allison Barney, Limitless Libraries Coordinator. She then explained that the MOU needs to be renewed because of the upcoming ILS transition. There has been one small change to 4|Page
the MOU that appears in the Board book: on page 29, 4a, there has been an addition to explain that “good” is in fact a technical term that means “as defined by state guidelines for school librarians.” Ms. Searcy moved for approval of Resolution 2016-07.03 with this addition; the motion was seconded by Robert Oermann and passed unanimously. The MOU has already been vetted by Metro Legal, and will now go to MNPS. Nashville Public Library Board July 19, 2016 Resolution Title: Limitless Libraries MOU Revision History/Background/Discussion: The Limitless Libraries program has been underway between the Nashville Public Library and Metro Public Schools since 2009. In order to meet joint expectations the library and schools have operated under an MOU agreement. The agreement was last updated in 2013. The revised MOU acknowledges the implementation of the joint ILS computer system, payments involved with the process and procedures to be followed. This document has been reviewed by Metro legal and the library has forwarded it to the schools for their review. Recommendation: The Board endorses the MOU Draftor(s): Kent Oliver, Stephanie Rodriguez, Allison Barney Person(s) Responsible for Implementation: Allison Barney RESOLUTION 2016-7.03 Limitless Libraries MOU Revision WHEREAS, The Nashville Public Library and the Metropolitan Schools of Nashville have a successful and important collaboration in the Limitless Libraries program, and WHEREAS, NPL and MNPS are entering into an exciting new phase of cooperation with a shared online computer system, and WHEREAS, The Nashville Public Library seeks the continued prosperity of this collaboration; NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees that the Board endorses the July, 2016 revised Memorandum of Understanding between the library and schools. VII. Adjournment The meeting adjourned at 12:57 p.m. Next Board Meeting—NO BOARD MEETING IN AUGUST 10:30 a.m., September 20, 2016 Main Library 615 Church Street, Nashville, TN 37219
Respectfully submitted by Beth Deeb 5|Page
Statistical Summary – October 18, 2016 Nashville Public Library
CIRCULATION COMPARISON - SEPT eMedia
Juv Bks
Ad Bks
Ad AV
Juv AV
EMEDIA CIRC COMPARISON - SEPT
Equip
eBooks
Equip, 0.4%
Equip, 0.4% Juv AV, 5% Sep-15, 19%
Juv AV, 5% Sep-16, 17%
Ad Bks, 24%
Ad Bks, 23%
Juv Bks, 25%
Juv Bks, 25%
eMedia, 27%
eMedia, 29%
SEP-15
5-Year Total Circulaton - SEPTEMBER 426,370
461,567
356,620
eVideos
eVideos, 2% eMagazines, 4% eAudiobooks, 17%
eMagazines, 3% eAudiobooks, 23%
eMusic, 42%
eMusic, 32%
eBooks, 36%
eBooks, 39%
SEP-15
SEP-16
160,000
136,071
140,000
400,000 350,000
eMagazines
5-Year Total eMedia Circulation - SEPTEMBER
460,465
450,000
eAudiobooks
eVideos, 1%
SEP-16
500,000
eMusic
125,858
120,000
368,353
300,000
100,000
250,000
80,000
200,000
60,000
150,000
103,387
54,222 39,022
40,000
100,000
20,000
50,000
0
0 Sep-12
Sep-13
Sep-14
Sep-15
Sep-16
Sep-12
Sep-13
6|Page
Sep-14
Sep-15
Sep-16
Statistical Summary – October 18, 2016 Nashville Public Library
5-Year Visits - SEPTEMBER 295,000
290,000
288,975
288,568
289,973
286,108
285,000 279,841
280,000 275,000 270,000 265,000 260,000 Sep-12
Sep-13
Sep-14
Sep-15
Sep-16
5-Year Hours Open - SEPTEMBER 4,000
3,935 3,804
3,800
3,741
3,715 3,638
3,600
3,400
3,200 Sep-12
Sep-13
Sep-14
Sep-15
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Sep-16
Statistical Summary – October 18, 2016 Nashville Public Library
PROGRAM COMPARISON - SEPT Adult Programs
Teen Programs
ATTENDANCE COMPARISON - SEPT
Juvenile Programs
Adult Programs
Juvenile Programs, 44%
Juvenile Programs, 41%
Teen Programs, 28%
Teen Programs, 32%
Adult Programs, 28%
Adult Programs, 27%
Teen Programs, 14% Adult Programs, 26%
SEP-15
SEP-16
SEP-15
Juvenile Programs, 60%
1132
1000
Juvenile Programs, 65%
Teen Programs, 11% Adult Programs, 24% SEP-16
30,000 25,000
905
800
Juvenile Programs
5-Year Total Attendance - SEPTEMBER
5-Year Total Program - SEPTEMBER 1200
Teen Programs
21,074
26,517
26,863
Jan-14
Jan-15
27,891
22,689
20,000
698 625
600
542
15,000
400
10,000
200
5,000
0
0
Sep-12
Sep-13
Sep-14
Sep-15
Sep-16
Jan-12
Jan-13
8|Page
Jan-16
Statistical Summary – October 18, 2016 Nashville Public Library
Sep-16 Circulation 37,683 6,858 10,452 6,391 3,864 33,692 15,281 45,706 2,560 380 27,293 9,809 3,646 13,460 56,080 3,432 4,471 1,823 11,115 22,601 8,847 51 136,071 1 461,567
Circulation Bellevue Bordeaux Donelson East Edgehill Edmondson Pike Goodlettsville Green Hills Hadley Park Hearing Impaired Hermitage Inglewood Looby Madison Main North Old Hickory Pruitt Richland Park Southeast Thompson Lane Watkins Park Downloadable Talking Library NPL Total
Visits Bellevue Bordeaux Donelson East Edgehill Edmondson Pike Goodlettsville Green Hills Hadley Park Hermitage Inglewood Looby Madison Main North Old Hickory Pruitt Richland Park Southeast Thompson Lane Watkins Park NPL Total
Month Sep-16 Sep-15 % of Total Circulation 8.16% 39,214 1.49% 199 2.26% 11,506 1.38% 6,822 0.84% 4,220 7.30% 38,522 3.31% 16,683 9.90% 46,397 0.55% 3,303 0.08% 435 5.91% 31,196 2.13% 10,674 0.79% 4,931 2.92% 16,834 12.15% 44,454 0.74% 3,996 0.97% 4,864 0.39% 2,101 2.41% 12,144 4.90% 25,040 1.92% 9,832 0.01% 1,235 29.48% 125,858 0.00% 5 460,465
Sep-16 Visits 23,749 10,073 11,972 16,343 4,323 20,160 8,185 21,077 3,379 16,377 12,282 7,483 15,403 59,459 6,760 2,764 6,613 18,329 18,693 6,549 0 289,973
Cardholders New Registrations
Sep-15 Visits 18,353 0 11,216 11,680 4,445 23,876 7,692 23,849 3,794 19,673 11,922 10,949 24,202 63,527 7,732 3,417 1,527 17,245 11,265 6,339 5,865 288,568
% Change 2016-2015 -3.90% 3346.23% -9.16% -6.32% -8.44% -12.54% -8.40% -1.49% -22.49% -12.64% -12.51% -8.10% -26.06% -20.04% 26.15% -14.11% -8.08% -13.23% -8.47% -9.74% -10.02% -95.87% 8.11% -80.00% 0.24%
% Change 2016-2015 29.40% N/A 6.74% 39.92% -2.74% -15.56% 6.41% -11.62% -10.94% -16.75% 3.02% -31.66% -36.36% -6.40% -12.57% -19.11% 333.07% 6.29% 65.94% 3.31% -100.00% 0.49%
Sep-16 7,026
Sep-16 Year-to-Date 116,844 20,955 31,495 18,752 11,265 107,056 46,392 147,178 7,371 1,013 87,143 27,854 10,913 41,500 169,993 9,750 13,033 5,557 32,836 70,879 27,006 123 413,803 4 1,418,715
Sep-16 Circ / Visit 1.59 0.68 0.87 0.39 0.89 1.67 1.87 2.17 0.76 1.67 0.80 0.49 0.87 0.95 4.55 5.17 0.28 0.61 1.21 1.35 N/A 1.12
Sep-16 Year-to-Date 33,165
Fiscal Year-to-Date Sep-15 Year-to-Date 121,535 698 34,180 19,733 12,284 119,935 51,494 149,816 9,423 1,457 94,198 32,236 14,507 49,904 130,944 11,967 14,664 5,620 35,665 75,845 28,566 3,481 370,209 12 1,388,373
Sep-15 Circ / Visit 2.14 N/A 1.03 0.58 0.95 1.61 2.17 1.95 0.87 1.59 0.90 0.45 0.70 0.71 4.55 4.55 1.38 0.70 2.22 1.55 0.21 1.16
% Change 2016-2015 -3.86% 2902.15% -7.86% -4.97% -8.30% -10.74% -9.91% -1.76% -21.78% -30.47% -7.49% -13.59% -24.77% -16.84% 29.82% -18.53% -11.12% -1.12% -7.93% -6.55% -5.46% -96.47% 11.78% -66.67% 2.19%
% Change 2016-2015 -25.74% N/A -14.90% -33.05% -5.85% 3.58% -13.92% 11.47% -12.98% 5.10% -10.80% 8.19% 25.63% 34.38% -0.14% 13.62% -79.96% -13.89% -45.61% -12.90% N/A -3.19%
Active Patron Cards 320,689
9|Page
Statistical Summary – October 18, 2016 Nashville Public Library
Sep-16 Hours Open 240 240 188 156 156 240 188 240 156 240 188 156 230 233 156 156 156 188 240 188 0 3,935
Hours Open Bellevue Bordeaux Donelson East Edgehill Edmondson Pike Goodlettsville Green Hills Hadley Park Hermitage Inglewood Looby Madison Main North Old Hickory Pruitt Richland Park Southeast Thompson Lane Watkins Park NPL Total
Programming Adult Programs Teen Programs Children's Programs Total Programs Adult Attendance Teen Attendance Children's Attendance Total Attendance
Public Computer Use Total Computer Use Total Wireless Use
Website Visits Webserver
Sep-15 Hours Open 242 0 168 168 168 210 168 210 168 210 168 168 242 233 168 168 168 168 242 168 136 3,741
Sep-16 Circ / Hour 157.01 28.58 55.60 40.97 24.77 140.38 81.28 190.44 16.41 113.72 52.18 23.37 58.52 242.32 22.00 28.66 11.69 59.12 94.17 47.06 N/A 117.30
Sep-15 Circ / Hour 162.04 N/A 68.49 40.61 25.12 183.44 99.30 220.94 19.66 148.55 63.54 29.35 69.56 192.66 23.79 28.95 12.51 72.29 103.47 58.52 9.08 123.09
306 360 466 1,132
251 254 400 905
% Change 2016-2015 21.91% 41.73% 16.50% 25.08%
6,589 3,183 18,119 27,891
6,878 3,864 16,121 26,863
-4.20% -17.62% 12.39% 3.83%
Sep-16 53,420 52,912
Sep-15 59,189 60,544
% Change 2016-2015 -9.75% -12.61%
Sep-16 475,296
Sep-15 516,315
% Change 2016-2015 -7.94%
Sep-16
Sep-15
% Change 2016-2015 -3% N/A -19% 1% -1% -23% -18% -14% -17% -23% -18% -20% -16% 26% -8% -1% -7% -18% -9% -20% N/A -5%
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Financial Overview – October 18, 2016 Nashville Public Library Metro Government of Nashville Monthly Budget Accountability Report As of September 30, 2016 Public Library GSD-General - Operating PY Budget PY Actuals PY% Prior Year Thru Thru Thru Prior YTD Budget Current Mo. Current Mo. Current Mo. Variance
Current Annual Budget
CY Budget Actuals YTD % Thru Current Mo. Thru Thru YTD Current Mo. Actuals Current Mo. Current Mo. Variance
Variance Explanation
EXPENSES: Salaries:
Regular Pay
Overtime
All Other Salary Codes
Total Salaries
12,338,700
3,084,675
2,796,185
90.6%
35,300
8,825
17,816
201.9%
1,215,300
303,825
392,101
13,589,300
3,397,325
3,206,102
288,490 13,974,200
3,493,550
906,492
3,164,306
90.6%
329,244
35,300
8,825
4,093
12,507
141.7%
-3,682
129.1%
-88,276 1,257,300
314,325
152,791
469,731
94.4%
191,223 15,266,800
3,816,700
1,063,376
3,646,544
-8,991
149.4% -155,406
95.5%
Fringes
5,301,100
1,325,275
1,414,711
106.7%
-89,436 5,510,400
1,377,600
304,283
1,365,843
99.1%
Other Expenses: Utilities Professional & Purchased Services
1,643,100 2,279,400
410,775 569,850
256,382 170,708
62.4% 30.0%
154,393 1,643,100 399,142 2,526,400
410,775 631,600
105,631 114,644
269,319 151,592
65.6% 24.0%
Travel, Tuition & Dues Communications
Repairs & Maintenance Services Internal Service Fees All Other Expenses
TOTAL EXPENSES PROGRAM REVENUE: Charges, Commissions & Fees Other Governments & Agencies Federal Direct Fed Through State Pass-Through Fed Through Other Pass-Through State Direct Other Government & Agencies Subtotal Other Governments & Agencies Other Program Revenue TOTAL PROGRAM REVENUE NON-PROGRAM REVENUE: Property Taxes Local Option Sales Tax Other Tax, Licences & Permits Fines, Forfeits & Penalties Compensation from Property TOTAL NON-PROGRAM REVENUE Transfers From Other Funds & Units TOTAL REVENUE AND TRANSFERS SUMMARY OF POSITIONS: Total Authorized Positions - Oper Fd Total Filled Positions Total Vacant Positions
62,700 598,400
15,675 149,600
493,100 1,331,300 2,196,400
123,275 332,825 549,100
27,494,800
9,929 -64,408
63.3% -43.1%
5,746 214,008
62,700 598,400
15,675 149,600
206,895 332,880 341,029
167.8% 100.0% 62.1%
-83,620 493,100 -55 1,785,900 208,071 2,196,400
123,275 446,475 549,100
6,873,700
5,874,228
85.5%
999,472 30,083,200
427,500
106,875
101,582
95.0%
5,293
0 0 0 0 0 0 0 427,500
0 0 0 0 0 0 0 106,875
0 0 0 0 0 0 0 101,582
0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 95.0%
0 0 0 0 0 0 0 5,293
0 0 0 0 0 0
0 0 0 0 0 0
0 0 0 0 0 0
0.0% 0.0% 0.0% 0.0% 0.0% 0.0%
0 427,500
0 106,875
0 101,582
0.0% 95.0%
14,832 16,656
170,156
LIB is at 90.6% thru SEP. Vacancies are being filled as quickly as possible. However, NPL will keep an eye on expenditures. LIB is over budget at 141.7% thru SEP. With staffing levels, OT is necessary at times to fulfill NPL needs especially with Maintenance and Security issues. LIB is 149.4% thru SEP. This is not unusual for this time of year after summer vacations. NPL expects this line item to even out over the FY. LIB is at 95.5% of total budgeted salaries thru SEP. With vacancies being filled, OT and vacation leave, currently NPL is on budget. However, NPL will monitor expenditures closely throughout the FY.
Fringe is at 99.1% thru SEP due to higher overall fringe costs. LIB does not have 11,757 much control over fringe costs.
141,456 480,008 Travel is currently under budget. However, monthly parking passes for Main employees are the biggest expense and we anticipate being over at the end of the FY -8,158 in this line item. 174,299 LIB is at 75.2% of budget thru SEP. W/O 4% funds for major repairs during the warmer months we are experiencing above avg repair costs. LIB will monitor 30,551 closely. 9,058 Internal Service Fees have been posted. 288,475 Library is under budget (82.7%) for FY17 YTD. NPL will monitor ALL expenditures closely as the fiscal year progresses to 1,297,602 ensure we are on budget by year end.
23,833 -24,699
152.0% -16.5%
25,610 148,825 100,036
92,724 437,417 260,625
75.2% 98.0% 47.5%
7,520,800
1,893,893
6,223,198
82.7%
407,000
101,750
31,369
99,847
98.1%
1,903
0 0 0 0 0 0 0 407,000
0 0 0 0 0 0 0 101,750
0 0 0 0 0 0 0 31,369
0 0 0 0 0 0 0 99,847
0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 98.1%
0 0 0 0 0 0 0 1,903
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 5,293
0 407,000
0 101,750
0 31,369
0 99,847
0.0% 98.1%
0 1,903
380 338 42
SUMMARY OF VARIANCE:
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Personnel Summary – October 18, 2016 Nashville Public Library
New Hires & Resignations
September 2016 New Hires Name
Classification
Clouse, Danny Patel, Akash Herlocker, Ann Bubert, Lisa Adebola-Wilson, Francis Kling, Ronald
Equipment Operator 1 Circulation Assistant 1 Library Manager 2 Library Associate 1 Library Manager 3 Circulation Assistant 1
Hire Date 9/11/2016 9/11/2016 9/11/2016 9/11/2016 9/11/2016 9/25/2016
Location Mailroom-trans from Public Wks. Southeast Richland Park Goodlettsville Bordeaux Inglewood
September 2016 Resignations Name
Classification
Mitchell, Mary Cone, Todd Clouse, Danny Blevins, Ashley Tigabu, Jonathan Smith, Alexander
Circulation Asst 2 Info System App Tech 1 Equipment Operator 1 Library Associate 1 Library Page Circulation Asst 1
Resignation Date 9/8/2016 9/9/2016 9/12/2016 9/24/2016 9/24/2016 9/29/2016
Location North Comp. Srvs Mailroom Looby Thompson Lane Edmondson Pike
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Personnel Summary – October 18, 2016 Nashville Public Library NPL Vacancies as of 09/30/2016 = Approved to fill by OMB = Requesting permission to fill from OMB = Vacancies that have not yet been requested to fill
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42
Division / Branch OP & MAIN-MN ED PIKE ED PIKE ED PIKE SE
TECH SVCS TECH SVCS TECH SVCS EDGH REF
Title BLDG MAINT MECH- Main CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1
INFO SYSTEMS APP TECH 1 INFO SYSTEMS APP TECH 1 LIB ASSIST DIRECTOR LIBRARY ASSOC 1 LIBRARY ASSOC 1
BRG BKS TO LF LIBRARY MGR 2
TECH SVCS TEENS BELLEVUE
BELLEVUE DONELS NEIGH GRT NEIGH GRT SE THOMP MADISON REF MAILROOM GOOD LOOBY
LIBRARY MGR 2 LIBRARY MGR 2 LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE
M & R WORKER SR. OFFICE SUPPORT REP 2 OFFICE SUPPORT REP 3 OFFICE SUPPORT REP 3
SHARED SYS BRG BKS TO LF PROGRAM COORDINATOR NASH RM PROGRAM SPEC 1 NASH RM PROGRAM SPEC 1 PUBLIC TECH PROGRAM SPEC 1
Grade TG08 ST04 ST04 ST04 ST04 OR01 OR01 OR11 ST06 ST06
Name VACANT (R SMITH) VACANT (K MCMAHON) VACANT (A SMITH) VACANT (A ARMISTEAD) VACANT (B SMITH)
VACANT (R WILSON) VACANT (T CONE) VACANT (T RACKE-BENGEL)
VACANT (A NUNN) VACANT (S RAYE)
OR06 VACANT - NEW OR06 VACANT (L ROBERTS)
OR06 ST04 ST02 SR02 ST02 ST02 ST02 ST02 ST02 ST02 TG07 SR05 ST06 ST06
F
1.00
VACANT (D FREDERICK) VACANT (M PHOUTHAVONG) VACANT (I RIVERA-SOTO) VACANT(J SIMMONS) VACANT(D DAWKINS)
P P P P P P P P P F P F
0.49 0.49 0.49 0.49 0.49 0.49 0.49 0.49 0.49 1.00 0.49 1.00 1.00 1.00 1.00 1.00
VACANT (A ZAMUDIO-BERNAL) VACANT (J TIGABU) VACANT (K SMITH)
VACANT (E HALL) VACANT (A CLEVELAND) VACANT (S WALLACE)
VACANT (A. BLEVINS)
CIRCULATION ASST 1
OP & MAIN-MN OP & MAIN-BR OP & MAIN-MN ADMIN SVCS ADMIN SVCS NORTH LIMITLESS L MAIN ADMIN WATKINS
ADMIN SVCS OFFICER 4 CUSTODIAL SVC ASST SUPV - Branch CUSTODIAL SVC ASST SUPV - Main HUMAN RESOURCES ANALYST 2 HUMAN RESOURCES MANAGER LIBRARY MANAGER 1 LIBRARY MANAGER 3 PROFESSIONAL SPECIALIST PROGRAM COORDINATOR
OR05 TS02 TS02 OR3 OR9 OR5 0R7 OR4 ST09
PUBLIC TECH
PROGRAM SUPERVISOR
ST10 VACANT(JMORROS)-UPGRADE
NORTH
SEC OFFICER COORD
FTE 1.00 1.00 1.00 0.49 1.00 1.00 1.00 1.00 1.00 0.49 1.00 1.00
VACANT (A STROCK)
VACANT (M BAUDER) ST09 VACANT - NEW ST06 VACANT - NEW ST06 VACANT(M ADOVASIO-JONES) ST06 VACANT (A THOMSON) ST09 VACANT (C FANN) ST04 VACANT (M MITCHELL)
SECURITY
FPS F F F P F F F F F P F F
F
F F F
VACANT (R REED)-UPGRADE VACANT (S CORLEW)- UPGRADE VACANT (F CARPENTER)-UPGRADE VACANT - NEW VACANT - UPGRADE VACANT - UPGRADE VACANT - UPGRADE VACANT - UPGRADE VACANT (R KINZOUNZA)-UPGRADE
F
1.00
F F F F F F F F F F F
1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00
F
1.00
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Brief Area Updates – October 18, 2016 Nashville Public Library Administrative Services Report Safety/Security: September
Conducted 2 Safety & Security discussions at Edmondson Pike covering the new Safety & Security Information Handbook, fire extinguisher training, and open discussions about safety and/or security issues.
There were 42 Patron Incident Reports for the month of September, including: Ambulance calls — 4 Arrest — 1 (attempted arson at Main, 3rd floor elevator lobby) Alarms — 7 (3 alarms from Pruitt Branch fire system; detectors replaced) Theft — 2 Suspicious Activity — 4 Assault — 1 (homeless man beaten in park; provided medical assistance) Illness — 1 Injury — 2 Mental — 1 Intoxicated person — 1 (female at North Branch; Police and ambulance responded) Number of suspensions by conduct violation numbers: #3 — 1 #5 — 1 #8 — 7 #15 — 1
#17 — 8 #18 — 2 #19 — 7 #21 — 2
Suspensions for September: # of patrons 1 5 0 2 11
# of days suspended 5 30 60 90 365
Delivery: September Main:
Received 760 incoming UPS packages; sent 31 packages UPS Ground 60 overnight packages received from FedEx, DHL, etc. Received 125 inserts of mail from the U.S. Post Office; sent 78 inserts of mail to Metro Mail for postage. 26 special deliveries from Ikon, Supply Room, Advance Supply, Firefly, etc.
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Branches: Moved 5,608 hold bins (179,456 items), 5,411 non-hold bins (173,152 items), 460 A/V bins (14,720 items) and 1,261 Circulation bins (40,352 items). Grand total of 12,740 bins moved; total item count of 407,680 with an average of 567 bins and 18,530 items moved per day. Sent 150 boxes to the Southern Book Debindery for recycling. Daily complete percentages: Holds 22 of 22 days for 100%
Building Maintenance: September Please note: Nothing is being recorded currently for Building Maintenance due to the resignation of Rick Reed on 7/22/16.
Main Report
Banned Books Week! Popular Materials and Reference Departments collaborated on a Banned Books Week display concept that sparked lots of curiosity and interest. Many patrons asked, “Do you ban books?!” which allowed us the perfect opportunity to explain why we celebrate your freedom to read.
The Teen Center partnered with local non-profit Knowledge Bank to host two financial literacy workshops for teens in September and October.
Special Collections participated in Park(ing) Day, sponsored by the Nashville Civic Design Center. Staff setup a “Parklet” dedicated to the history of the right to protest in Nashville with over 20 archival photographs. Staff interacted with over 100 attendees throughout the day and had a great time discussing the right to protest and exploring the pictures with the public. They won the “That’s Sooo Nashville” award.
Equal Access staff hosted, co-facilitated, and coordinated all of the logistics for the 2nd Statewide Deaf Literacy Initiative held here. Participants traveled from Memphis and Knoxville to attend. This initiative is by invitation only and consists of deaf literacy program providers, postsecondary institutions that train teachers of people who are D/deaf, and of course, people who are D/deaf who possess a variety of hearing levels and communication modalities.
The Special Collections Division hosted the Our Muslim Neighbor Conference where 145 people joined together to advance understanding of Islam and Muslims in Middle Tennessee. This is important work that Special Collections was glad to help with as Center for American Progress has identified the Middle Tennessee region as one of the most Islamophobic areas in the country. This is 15 | P a g e
one way that Special Collections can continue to “inspire conversation” and “anticipate the stories to come.”
Nashville Downtown Partnership awarded the Main Library Children’s Renovation the Play! Award at their annual meeting. Audible oohs and aahs erupted from the large room of people as photographs of area were revealed.
Collections and Technology Services This month, Web Services, along with the Marketing and Communications team, was excited to announce to library staff an automated system for submitting event announcements that will save approximately 10 working days of staff time each quarter. This online form will speed up production of Unbound and enable staff to better allocate time spent on submitting, editing and proofreading submissions. This project will not only save a great deal of staff hours but it was a real collaboration between departments to bring it into being. The Web Services team continues to work with Aten Design Team, of Denver, Colorado, to create a “mega menu” for Nashville Public Library’s website. This will provide easier navigation through our site and will be mobile friendly. We are also working with library departments and affiliated organizations such as Digital Literacy, Library Services for the Deaf and Hard of Hearing, Limitless Libraries, and NAZA to create web pages that are better integrated with NPL’s site. We are focusing on cross-training staff throughout the Emerging Technology departments to ensure that more than one person knows how to complete business-essential tasks. Expanding the knowledge and experience of staff prepares them for other positions within the library and it ensures that the library has the coverage needed to continue operations if someone should be out unexpectedly.
Marketing and Communications The Library's Marketing & Communications (MarComm) department ran two campaigns in September: First, our National Library Card Sign-Up Month campaign went live on the Library's website, print materials, and social media channels. We earned several news media hits and - by "localizing" this national month to focus on Nashville, music, and the Library's music assets - we also set the stage for the launch of NPL BoomBox, which occurred in October. 16 | P a g e
Second, our National Banned Books Week campaign highlighted NPL's commitment to intellectual freedom on our website, in our print materials and lobby displays, and on our social media channels.
Community Engagement and Education Puppet Truck The Trucks offered 54 programs to an audience of 3,534. Performances at the Neighborhood Resource Center Festival at Scarritt Bennett, the Music City Center for the First Choice Festival, TN Craft, and at MNPS for international families on LEAF night. Wishing Chair 41 programs with 4,562 in attendance The US Marines were special guests at story time to help celebrate Marine Week in Nashville. Bringing Books to Life 47 programs with 1,864 in attendance Hosted 25 story times and 14 parent workshops. There are 119 workshops currently scheduled through the end of FY17. Emily presented a training to therapists from the Carl Perkins Center in Jackson, TN some of whom had seen BBTL’s shadow puppet experience at the International Puppet Festival. (100% rated it “Excellent”) We will follow-up with the therapists later this fall to see how they have used shadow puppetry in their practice. Klem-Mari was invited to do a special Spanish language story time at Mt. View Elementary. Liz (along with Elyse and Kent) spoke to the Education Report Card Committee of the Nashville Area Chamber of Commerce about Bringing Books to Life and its impact on early childhood education providers and families in Nashville. The 2016 Education Report Card will focus on Literacy. Adult Literacy We offered 9 events serving 161 learners through our weekly mobile lab partnerships with Martha O’Bryan, Room in the Inn, and Project Return. Hosted Communities of Best Practices with 7 educators and engaged in dialogue about common language used in adult education, and related assumptions commonly used terms. NPL adult literacy team met with a group of visitors from Louisville, KY about immigrant and integration efforts in Nashville. We shared details about Pathway for New Americans and immigrant outreach with officials from resettlement agencies, mayor’s office representatives, and library staff from KY. Hosted the Adult Education Symposium annual conference. Over 120 attendees from over 40 different agencies were represented. NAZA NAZA convened the Leadership Council Meeting and new NAZA strategic plan was approved. Within the first 2 weeks of programming 85% of student slots at NAZA-sponsored after school programs were filled. Studio 4 new mentors for graphic design, video production, digital art, and music performance. Association of Science Technology Centers brought Niq to their annual conference to participate in a pre-conference with the leadership group of the YOUmedia online community of practice site, and to co-present in a session about facilitating discussion in a mixed-industry community of practice. Met with a research team from Vanderbilt to craft a 3-year grant proposal that would facilitate a long-term research study of Studio NPL.
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Studio NPL and the East branch library began hosting "The Iron Yard" – a professional coding and programming school – for weekly classes for kids 8-12. In November, sessions for 12-18-year-old students will begin. Be Well at NPL 47 wellness programs offered at 6 target branches in September Senior/gentle yoga was well attended at its 3 branch locations (Madison, Bordeaux, Edmonson Pike) 106 satisfaction surveys received system-wide for wellness programming so far o 90% reported “satisfied” or “very satisfied” o 77% reported they will make a healthy behavior change based on what they learned in the program o 97% reported that accessibility affected their decision to attend (free, location, safe environment, welcoming staff) Production Services Provided AV for 33 events at the Main Library. Auditorium AV upgrade took place this month. Production Services build and Media Conservation spaces are just about complete Digital Inclusion Provided 2 outreach programs to Trevecca Towers and ConnectHome Edgehill Limitless Libraries Delivered over 28,000 items to schools in September! Visited over 50 school libraries. Ordered 2,500 copies of the Nashville Reads book, March, for MNPS school book clubs and class sets. Salon @ 615 Hosted Jacqueline Woodson, Glennon Melton, Ann Patchett, Jonathan Safran Foer, and Colson Whitehead, with a total of 1,914 in attendance. Courtyard Concerts There were four Courtyard Concerts in September, with 1,276 in attendance.
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New Business Nashville Public Library
Nashville Public Library Board October 18, 2016 Resolution Title: Collection Development Policy Updates History/Background/Discussion: Nashville Public Library’s Collection Development Policies are intended to inform both NPL staff and the general public about what we collect and why. It is not a static document but one that needs periodic amendment as the collection changes over time. As such, there are three areas that need to be added or amended to reflect alterations to our collections and policies. A. Clarification of differences between Metro Archives and Special Collections: Both Special Collections and Metro Archives collect items of historical importance. To better align Special Collections and Metro Archives’ collection development policies and reduce any potential duplication in terms of collection scope, both policies have been edited and revised to more clearly state what each department collects (and does not collect) and how donations will be accepted and evaluated for addition to their collections. B. Audio Visual Division Collection: The Production Services department, headed by Michael Lusk, will manage a new historical audiovisual collection that will conserve, preserve and make accessible the sound and moving image collections owned by Nashville Public Library. This requires the development of a new collection and conservation policy to better explain the collection’s unique requirements that are not covered under NPL’s general music and video collections. C. Launchpad and Bookpack Collections: Nashville Public Library periodically adds new formats to its collection to better utilize the unique capabilities of new formats in delivering information and expressing creativity and ideas. Two new formats added this past year are: 1. Launchpad collection – a circulating collection of locked e-readers, preloaded with learning apps for children. Subject-focused e-readers range from English language arts to math and science. Themed e-readers include princesses, dinosaurs, animals and more. 2. Bookpack collection – pre-packaged kits of playaway audiobooks and their print versions for children and adult new readers. Bookpacks are the easiest way for emerging and struggling readers, auditory and special education learners and ESL patrons to learn literacy skills. Recommendation: The Board approves the changes to the Collection Development policy. Drafters: Noel Rutherford, Material Services Manager; Michael Lusk, Audio Visual & Production Services Manager; Andrea Blackman, Special Collections Manager; Ken Fieth, Metropolitan Archivist. Person(s) Responsible for Implementation: Material Services Department headed by Noel Rutherford 19 | P a g e
RESOLUTION 2016-10.01 Collection Development Policies Updates WHEREAS, a Collection Development Policy is a fluid document, needing constant refreshing to keep it accurate as well as relevant, and WHEREAS, new collections, formats and policies have recently been added to the Nashville Public Library, the collection development plan is in need of revision.
NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees to adopt the revised collection development plan as presented effective upon adoption.
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Special Collections Division Collection Development Policy I.
II.
Mission and Overview of the Special Collections Division A.
Mission Statement: The mission of the Special Collections Division is to explore our past, inspire conversations, and anticipate the stories to come.
B.
Overview: The Special Collections Division, which consists of the Nashville Room and the Special Collections Center, serves as a depository and research center for historic and contemporary Nashville materials. The Nashville Room provides access to over 28,000 books divided into Tennessee materials, genealogy materials, and Nashville authors. These materials are available for browsing in open stacks but are noncirculating. The Main Library's Civil Rights Room is also housed in the Nashville Room with emphasis on local, national and global movements. The Special Collections Center provides access to non-book materials relating to the history and culture of Nashville, Davidson County, Tennessee and beyond, such as manuscript collections, maps, architectural drawings, and oral histories. These materials are located in closed stacks and do not circulate. The Special Collections Center also contains space dedicated to the recording and processing of oral history interviews.
Types of Programs Supported by the Collection A. B.
C.
III.
Research: The collection supports all levels of research in the history and culture of Nashville and Middle Tennessee, including civil and human rights. Exhibits: The collection supports exhibits both within the library and off-site in accordance with the library’s exhibition policy and the Special Collections Division guidelines for loaning materials. Education and Community Outreach: The collection provides the foundation for outreach activities by which the Special Collections Division furthers the awareness, development, and use of its materials. This outreach program has included lectures, workshops, film premiers, and curricula.
Clientele Served by the Collection Regular clientele include scholars, students, government officials, donors, journalists, genealogists, and the general public. Persons wishing to use closed stack collections must register in the Special Collections Center, present identification, and comply with the policies governing the use of Special Collections Division materials.
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IV.
Priorities and Limitations of the Collection The Special Collections Division provides access to several non-circulating collections of books, ephemera, microforms, audio-visual materials, photographs, maps, postcards, oral histories, and vertical files on the cultural, geological, architectural and historical heritage of Nashville and Middle Tennessee. Collecting activity involves the evaluation and selection of documentary materials determined to be of enduring value.1 Four specific terms are used to describe levels of collecting activity:
exhaustive—to collect all of the documentation relating to a field; comprehensive—to collect much of the documentation relating to a field; complementary—to collect at a level that fills gaps in the existing documentary record and supplements resources available elsewhere; and selective—to collect only minimally.
Exhaustive, comprehensive, and complementary collecting support graduate-level research and scholarship; selective collecting does not. Individual items or groups of items will be carefully evaluated by the staff prior to acquisition. When significant gaps or weaknesses are discovered in collecting areas, formal, targeted projects may be developed to create and collect documentation that complements the already existing materials in the collection, such as the Civil Rights Oral History Project. Staff may also participate in national projects to collect and create documentary materials, such as the Library of Congress Veterans History Project.
A.
Present Identified Strengths: There are several strong collecting areas within the Special Collections Division collections. 1. The Tennesseana collection consists of books, periodicals, atlases, manuscript collections, and audio-visual materials on local history, genealogy, archaeology, flora and fauna, geology, politics and government; family histories; and microform copies of personal papers. The books, periodicals, and microforms are accessible in the Nashville Room, while the non-book materials, including manuscript collections and antique maps, are accessible in the Special Collections Center.
1
According to the Society of American Archivists’ Glossary of Archival Records Terminology, the term “enduring value” refers to “the continuing usefulness or significance of records, based on the administrative, legal, fiscal, evidential, or historical information they contain, justifying their ongoing preservation.”
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Items of interest include: 43 volumes of Confederate Veteran Magazine; over 200 volumes of The War of the Rebellion: A Compilation of the Official Records of the Union and Confederate Armies; Nashville City Directories from 1853 to the present; Tennessee population schedules on microform; the Henry C. Hibbs Papers, a collection containing the professional and personal papers of Nashville architect, Henry C. Hibbs, including architectural drawings, specifications, correspondence, photographs, and related items concerning Hibbs' architectural career from the 1920s through the mid-1950s; the Carrie Mae Weil Ornithological Collection/Harry Monk Collection, consisting of journals kept by Harry Monk from 1916-1976 containing his notes about birds, butterflies, and the weather, as well as Monk’s correspondence and other manuscript materials. The collection, which also includes a book collection housed on the library’s third floor containing classic ornithological references as well as major bird periodicals collected by Harry Monk over a 60-year period, was purchased by library board member Simon S. Weil in 1977 and given as a gift to the Nashville Public Library in memory of his late wife, Carrie Mae Weil. the Ann Harwell Wells Tennessee Map Collection, a collection of 146 antique Tennessee maps, published between 1584 and 1917, and five rare books related to Tennessee maps; and the Nashville Room Historic Photograph Collection, a collection of over 4500 photographs of Nashville people, houses, churches, schools, other buildings, and Civil War scenes. 2. The Vertical Files consist of clippings from local newspapers and other periodicals. These files may be accessed in both the Nashville Room and Special Collections Center. Topics include: artists, biography, buildings, businesses, cemeteries, churches, synagogues, and other places of worship, forts, historic homes, parks, and Nashville history.
3. The Ephemera collection, which is accessible in the Special Collections Center, consists of subject files of materials in a wide variety of formats such as reports, brochures, programs, invitations, memorabilia and scrapbooks. Topics include: architecture, buildings, businesses, churches, family histories, organizations, persons and schools. 4. The Genealogy collection consists of books, periodicals, microform, computerbased files, and some printed census schedules. This collection is accessible in the Nashville Room. Items of interest include: bibliographies, cemetery records, 23 | P a g e
European heraldry, published family histories, how to do genealogical research, and non-Tennessee genealogical abstracts and indexes.2
5. The Nashville Authors collection contains works by local authors on a variety of topics and is accessible in the Nashville Room. To be considered a Nashville author the writer must have resided in Davidson County for five years. The Nashville Room currently collects donated copies of fiction and non-fiction books written by Nashville authors. 6. The Performing Arts collection consists of the history and memorabilia of one of
the most famous aspects of Nashville’s culture. These materials are accessible in the Special Collections Center, with the exception of books, which are available for browsing in the Nashville Room. Items of interest include: minutes of local clubs and organizations, such as the Circle Players and the Nashville Community Playhouse; music; playbills; programs; published histories of the theater in Nashville; scrapbooks; the Jeter-Smith Collection, memorabilia of dance in Nashville during the 1920s and 1930s; the Naff Collection, memorabilia of Lula C. Naff, manager of the Ryman Auditorium from 1920 until 1955, consisting primarily of photographs of the performing artists, posters, and programs of events held in the Ryman; and the Kenneth A. Kanter Collection of American Music & Theater, donated by long-time Nashville rabbi Kenneth A. Kanter and author of the 1982 book The Jews on Tin Pan Alley: The Jewish Contribution To American Popular Music, 1830-1940, contains more than 250 book volumes, over 750 LP’s, several thousand pieces of sheet music (some dating back to the 1800’s, and most from the first half of the twentieth century), long runs of Playbill magazines, plus dozens of posters and souvenir booklets from musical theater productions nationwide. 7. The Nashville Banner Archives is accessible in the Nashville Room and includes: the Nashville Banner Clipping Collection, a collection composed of folded and packaged clips from both the Banner (afternoon) and Tennessean (morning) newspapers, and consisting of biographical and subject files that fill over 1,000 cabinet drawers with between five- and ten-million clippings from the late 1930s to the early 1990s, with the bulk of the collection dating 2
Most out-of-state records are concerned with the colonial and early national periods of North and South Carolina and Virginia.
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from the 1950s to the early 1990s. Biographical files on several thousand persons constitute almost half of the collection, with the rest in subject files sorted primarily into three main series: Nashville, Davidson County, and Tennessee.
the Nashville Banner Library/Morgue photographic files, a group of printed photographs, wire photos, and some accompanying materials that were kept in the library of the newspaper, or the “morgue”. These files were kept independently from the negative and transparency files the photographers kept in their area. These files contain photos that were actually used in the paper, some of them shot by Banner photographers or Banner freelancers. Many of the photos, however, were sent in by companies or groups for publicity purposes and were not shot by Banner staff.
the Banner Negatives and Transparency Collection, consisting of film, ranging in size from 35mm, 2 ¼ square, 31/4 x 4 1/4, and 4x5, that the Banner photographers shot. It ranges from 1934 to 1998, and the last two years were digital capture stored on CD’s. In 1955 the photographers began to keep logbooks and a filing system by date.
8. The Oral History Collections include both existing interviews and current projects. These collections are accessible in the Special Collections Center.
Veterans History Project: The Special Collections Division, in partnership with The Library of Congress and The American Folklife Center, is participating in the Veterans History Project. The purpose of the project is to collect documentary materials such as letters, memoirs, and photographs related to military service and to record the oral histories of that service where possible. Civil Rights Oral History Project: This project seeks to record the stories of participants and observers of the events surrounding the Civil Rights Movement in the area and the region. Century III: This is a random collection of Nashville’s recorded memories, done during Nashville’s Bicentennial Celebration in 1980. Nashville Centennial Project: This is a collection of interviews with Nashvillians who recall the Centennial Exposition of 1897. Union Station: Recorded interviews with 110 Nashvillians concerning their knowledge of and personal experiences at Union Station and their travels on the trains in and out of the Station. Nashville Room Paragraphs: A project, which was done by the Nashville Room during the Seventies, used interviews of citizens of Davidson County as the basis for a lecture series. Transcriptions were done of the oral interviews and two books were published. The revenue from the project was used to fund activities of the Nashville Room.
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Greyhound Freedom Rides Collection: Footage and interviews of the 40th Anniversary events of the Freedom Riders reunion.
9. The Civil Rights Collection promotes and encourages the study of the history of the civil rights movement in Nashville, Tennessee and the South. The purpose of the Civil Rights Collection is to provide both deep and broad information on the role of Nashville, Tennessee and the South in the period prior to and including the Civil Rights movement. Materials for the Civil Rights Collection are collected in the following subject areas: general works describing and analyzing the civil rights movement on the local, state, and national level; judicial and legislative actions; autobiographies, biographies, and memoirs of participants and leaders compilations and collections of the period from the 1940s through the 1970s; publications of the Southern Education Reporting Service; publications of SNCC; analysis and history of race relations during the century leading up to the modern civil rights movement; school desegregation and other stages of the civil rights movement, related to voting, fair housing, and employment; African American history and culture in the South, including education, church, health and other social issues, music, and culture; and studies of various civil rights organizations. The Civil Rights Collection includes books, monographs, monographic series, serials, proceedings, reprints, microforms, photographs, videos, pamphlets, journals, compact discs, and cassette tapes. The collection also includes some donated oral history collections, recordings, ephemera, newspaper clippings, and duplicated tapes, including oral history collections. Textbooks are excluded from the Civil Rights Collection. The Civil Rights book and microform collections are accessible in the Nashville Room, while the rest of the collection is accessible in the Special Collections Center.
B.
Present Collecting Level: Materials for the Tennesseana and Genealogy collections are collected on a comprehensive level. Most other materials are collected on a complementary level. Books for the Nashville Authors collection, both fiction and non-fiction, have been collected on a selective level. Oral histories are collected on a complementary level.
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C.
Present Identified Weaknesses: Within the established geographical limit of Nashville and Middle Tennessee the existing collections need to be expanded by donation or purchase of additional material in these areas: architecture; the civil rights movement, especially transcriptions of the growing Civil Rights Oral History Project; civil rights manuscript collections that fall within the collecting scope; a full set of Southern Law Reporter; civil rights speeches, pamphlets, sermons, and fliers; historic publications; rare, out of print books; printed materials from civil rights organizations and other primary sources; copies of The Southern Patriot and magazines/newspapers focused civil rights; country, gospel, jazz, and other forms of music; family histories; folklore and folk life; published histories and information about significant businesses and industries; theater and other performing arts and artists; manuscripts, diaries, journals, and personal papers of historical interest by or of interest to Middle Tennesseans and especially Davidson County citizens; and audio visual recordings of research value.
D.
Desired Level of Collection to Meet Program Needs and Collecting Guidelines: The Special Collections Division will continue collecting on a comprehensive level material for the Tennesseana and Genealogy collections. The Special Collections Division will continue to collect on a complementary level most other materials, including manuscript collections. Non-fiction books for the Nashville Authors collection will continue be collected on a selective level. Fiction will not be collected. Oral histories will continue to be collected on a complementary level. Materials for the Civil Rights Collection will be collected on a comprehensive level.
E.
Geographic Areas Collected: The emphasis is on local history, the history of Middle Tennessee3 and especially Nashville and Davison County.
F.
Chronological Periods Collected: The Special Collections Division acquires primarily nineteenth, twentieth, and twenty-first century materials.
G.
Forms of Materials Collected: The Special Collections Division accepts materials in all of the common modern formats, including photographs, audio-visual materials, and published and non-published documents. The Special Collections Division also accepts architectural drawings and maps that fall within the scope of the collecting
3
Middle Tennessee means the counties of Bedford, Bledsoe, Cannon, Cheatham, Clay, Coffee, Cumberland, Davidson, DeKalb, Dickson, Fentress, Franklin, Giles, Grundy, Hickman, Houston, Humphreys, Jackson, Lawrence, Lewis, Lincoln, Macon, Marion, Marshall, Maury, Montgomery, Moore, Overton, Perry, Pickett, Putnam, Robertson, Rutherford, Sequatchie, Smith, Stewart, Sumner, Trousdale, Van Buren, Warren, Wayne, White, Williamson, and Wilson.
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policy. Electronic records and three-dimensional artifacts or realia are accepted on a limited basis due to equipment, financial, and space constraints. H.
V.
Exclusions and Special Cases: Material outside of the scope or mission of the collections are not accepted and/or will be referred to another, more appropriate repository.  Official governmental records and publications are collected by the Metropolitan Archives. A select few, frequently-used items such as The Metropolitan Charter and Code and the Tennessee Blue Book are also collected by the Special Collections Division. Papers, both public and private, of former metropolitan, city, town, or county officials are collected by the Metropolitan Archives.  Business and church records which are primary sources, as opposed to written histories, may be collected by the Special Collections Division under certain circumstances and are also collected by the Metropolitan Archives. Collections of business or church records will be considered on a case-by-case basis in consultation with the Metropolitan Archives staff. Written histories of local churches and businesses are collected in the Special Collections Division. Both the Special Collections Division and the Metropolitan Archives collect yearbooks from Hume Fogg Academic High School and area schools no longer in existence. Other old high school yearbooks or other academic yearbooks are collected by the Metropolitan Archives.  Genealogical information from family Bibles is collected by the Tennessee State Library and Archives.
Cooperative Agreements The Special Collections Division cooperates with other repositories, such as the Tennessee State Library and Archives, organizations, and other library units, such as the Metropolitan Archives.
VI.
Resource Sharing Policy Under appropriate terms and conditions, the Special Collections Division shares resources with other library divisions and institutions when such sharing is beneficial to researchers and when material will not be damaged. All such sharing must be in accordance with the terms of the relevant donor agreement(s). A donor may specify with which divisions or institutions items may be shared and/or that no items may be shared. Materials may be loaned temporarily or permanently transferred to another institution. Resources shared may include duplicate and extraneous materials from collections (if acceptable under the terms of the donor agreement); copies of materials from collections; hard-copy finding aids; electronic versions of finding aids, collections, and items; and facilities. 28 | P a g e
VII.
Deaccessioning Policy The Special Collections Division may deaccession materials that do not reflect its collecting areas, that duplicate existing holdings, that relate to subjects that are no longer a priority of the Special Collections Division, or that are judged not to be of enduring value. The relevant donor agreement(s) will determine the disposition of materials in a collection. In general, the options for deaccessioned material included a) offering material back to the donor or heirs, b) transferring material to another area within the library (e.g., circulating collection), or c) offering it to another appropriate library or archival institution (which may be specified in the donor agreement). All disposition of archival materials will be in accordance with state and federal laws.
VIII.
Procedures Affecting the Collecting Policy A.
Deed of Gift: The Special Collections Division does not accept materials without a legal transfer of title, deed of gift, or other official acknowledgement.
B.
Loans and Deposits: Materials loaned to or deposited with the Special Collections Division are accepted when the conditions for acceptance are favorable to the Special Collections Division. All such items are covered by a written agreement.
C.
Closed Collections: The Special Collections Division does not accept collections that are closed to research in perpetuity. Restrictions regarding access to and use of collections are accepted only when mutually agreeable to the donor and the Special Collections Division.
D.
Deaccessioning: The Special Collections Division reserves the right to deaccession any materials within its holdings, as long as the disposition is in accordance with relevant donor agreements and state regulations.
E.
Exhibitions: The Special Collections Division reserves the right to include unrestricted materials in both physical and virtual exhibitions, in accordance with standard archival principles and practices.
F.
Revision of Policies: The Special Collections Division reserves the right to change the preceding policies as necessary, in accordance with recognized professional standards and principles of archival management. Revisions will not, however, revoke previously negotiated donor agreements.
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Procedures for Reviewing the Policy and its Implementation
IX.
This policy will be reviewed at least every five years for effectiveness and appropriateness. All revisions will be consistent with professional standards and principles and will not revoke previously negotiated donor agreements.
Metropolitan Government Archives of Nashville and Davidson County Collection Development Policy I.
Mission
The Metro Archives endeavors to provide openness, cultivate public participation, and strengthen our nation's democracy through public access to high-value historical government records. Our Mission is to provide public access to the records of the Metropolitan Government of Nashville and Davidson County, the old City of Nashville and the Davidson County government in our custody and control. Public access to government records strengthens democracy by allowing Americans to claim their rights of citizenship, hold their government accountable, and understand their history so they can participate more effectively in their government.
II.
Collection Development Policy
The Metro Archives follows the standards promulgated by the Society of American Archivists for appraisal, retention and destruction of records with variations as necessary for the life cycle of local government records. Within the scope of our mission and collection policy the Archives will seek to acquire records which are of historical interest and may be in danger of neglect or destruction. As such, the Archives will work in close cooperation with Metropolitan Government to ensure the systematic transfer of official records to its custody. It is the policy of the Archives to acquire such records as may contribute to the preservation of the heritage of Nashville and Davidson County. The Metro Archives does not seek to represent any particular historical, governmental or other viewpoint in its acquisition of records, but to reflect as objectively as possible all aspects of Nashville and Davidson County’s past.
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Records are accepted in every format, whether manuscript, printed or machine readable including photographic media and motion picture film. We do not acquire microform copies or facsimiles of documents in other repositories or private hands which relate closely to our holdings. The Archives will not normally accept three-dimensional artifacts unless they have a special relationship with an established archival collection.
III.
Records Collected
A. Early Settlement Records, 1700-1806 Early Settlement records are those related to the area that would include the city of Nashville or comprise Davidson County from 1700-1806. These records include information related to the establishment of Davidson County. B. Davidson County Records, 1789-1963 Records collected include those created by the Davidson County government that documents the county policy decision-making, such as, articles of incorporation, bylaws and charters, mission statements, meeting minutes, photography, motion picture or sound recordings. C. Davidson County Court Records, 1789-1963 Records related to the operation of any of the several courts of law in Davidson County, Nashville or Metropolitan Government. Those records include but are not limited to: Court proceedings, Court minutes, Court evidence, photographs, prints, slides, drawings, and recordings in any media, Judges Opinions, statements, correspondence, files or compiled records. D. Metropolitan Government Records, 1963 and continuing These records encompass the records generated by the administrative offices, elected offices and officials of the Metropolitan Government or the old City of Nashville in the conduct of business. These records include but are not limited to:  

Records documenting the establishment and operations of Metropolitan Government, 19541963. Records of the Office of Mayor, including correspondence, administrative subject files and reports. Inauguration ceremonies including invitations, programs, and address transcriptions, photography, or other events, ceremonies or presentations captured by image storage media. Records created by any Authority, Board or Commission that documents policy decisionmaking, such as, articles of incorporation, bylaws, minutes, press releases, policy statements, or standard procedures.
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IV.
Procedures Affecting the Collecting Policy:
A. Loans are not normally accepted unless requested by the Metro Archives. Donations and purchases are preferred over deposits. Purchase of government documents will be made only for documents of outstanding importance to the Metropolitan Government. B. No conditions of use, exhibit, digitizing or formatting are accepted on records other than those imposed by federal, state or local ordinance. C. Only records which in the judgment of the Metro Archivist are of sufficient quality for permanent preservation will be accepted. D. Finding aids may be required with large acquisitions where it is likely to render the documents otherwise inaccessible until processed. E. It is a condition of acceptance that documents will be available for public access after expiration of a specified period of time. F. Archives shall have authority to transfer records to a more suitable repository if it is considered that the documents would benefit from relocation.
V.
Deaccessioning Policy In accordance with the requirements of the Davidson County Public Records Commission and existing Records Disposition Authorizations, the Archivist will evaluate and select for destruction those documents deemed not to be worthy of permanent preservation. Archives reserves the right to conduct a periodic review of the records held, in the light of research use of the records, and where necessary to recommend their disposal or destruction.
VI.
Procedures for Reviewing the Policy and its implementation This policy will be reviewed at least every five years for effectiveness and appropriateness. All revisions will be consistent with professional standards and principles and will not revoke previously negotiated donor agreements.
Audio Visual Division Collection and Conservation Policy I.
Mission Statement
Audio Visual Conservation at NPL (Nashville Public Library) is founded to conserve, preserve, and make accessible the moving image and sound collections under the care of the Nashville 32 | P a g e
Public Library and to collect and care for audiovisual records vital to the history and culture of Davidson County and Middle Tennessee. The Initiative seeks to preserve and increase awareness of Southern history and culture, create positive partnerships with other archives and the public, and support and contextualize artifacts and documents under the care of NPL.
II.
Collection Development Policy
Audio Visual Conservation at NPL collects moving image and sound material documenting the culture and history of Davidson County, Tennessee and the broader South, including the work of filmmakers, audiovisual content creators, and artists with strong ties to the region. The AVC effort accepts donations of audiovisual material in any format which meets its collection policy and for which rights to preserve, reformat, and provide reasonable measure of access is granted at the time of donation. Materials which are a danger to the existing collection (items containing mold, infestation, or transmittable chemical or physical decay) may be turned away in order to ensure the safe ty of the greater collection. AVC accepts donations only; loans cannot be accepted. Curatorial discretion may be used at any time to determine the relevance of a donation to the collection.
III.
Preservation and Conservation Policy4
AVC at NPL considers three main factors when prioritizing for preservation: 1. Rights The institution should have the legal right to copy, preserve, and provide access to the material. 2. Uniqueness and quality of content Content of the media should be unique and the best quality available. Content should also be central to the department or institution’s mission statement. 3. Degradation / Obsolescence Asset should be salvageable. The amount of time left before the content is no longer physically able to be transferred must be considered. Availability of equipment to view the asset must be taken into account and whether that equipment can be serviced in the future.
For the purposes of this document, “preservation” includes all activities related to the stabilization, re-housing, storage, cataloging, and reformatting of audiovisual assets. “Conservation” refers to stabilization and continuous care of the materials, including both analog original assets and digital derivatives. “Reformatting” and “digitization” refer to the process of re- creating audio visual content from an obsolete or endangered medium onto a contemporary medium for access or preservation purposes. “Preservation copy” refers to a high quality copy of obsolete or endangered av content according to international standards of highest quality. “Access copy” refers to a copy of obsolete or endangered material according to contemporary or internal standards for editing, streaming, or general viewing of content. 4
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IV.
Access Policy
Access to collection descriptions and media content is currently available on a case -by-case basis via individual research request. Research fees, reformatting fees, and licensing fees may apply. AVC’s goal is to provide reasonable access to appropriate portions of the collection via online streaming and public finding aids under conditions which take into account rights, general privacy and sensitivity considerations, and donor agreements.
V.
Procedures for Reviewing the Policy and its implementation
This policy will be reviewed at least every five years for effectiveness and appropriateness. All revisions will be consistent with professional standards and principles and will not revoke previously negotiated donor agreements.
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New Business Nashville Public Library
Nashville Public Library Board October 18, 2016 Resolution Title: Update to Safety-Security Patron Rules of Conduct Policy History/Background/Discussion: NPL recently received patron complaints about not being able to bring urban shopping/grocery carts into the Main Library. One complaint came from a visually impaired 68-year-old patron who uses Nashville’s public transportation system who let NPL know that she uses a “grocery cart” to help her carry items on her errands, which include the Library. Currently, Patron Rules of Conduct #6 includes the following Class I Offense: “Bringing bicycles, shopping carts or similar devices into library buildings including vestibules and covered doorways.” Assistant Director for the Main Library Jena Schmid researched how other urban libraries handle this and found a pattern of accommodation. NPL is ADA compliant, and since NPL tries to work with patrons on a case-by-case basis any time a patron has individual needs, it is proposed to add the following parenthetical to Patron Rules of Conduct, Rule #6: (Patrons with disabilities may ask staff for reasonable accommodations.) Updating Rule #6 to read thusly; “Using library materials, equipment, furniture, fixtures or buildings in a manner inconsistent with the customary use thereof; or in a destructive, abusive, or potentially damaging manner; or in a manner likely to cause personal injury. Bringing bicycles, shopping carts or similar devices into library buildings including vestibules and covered doorways. (Patrons with disabilities may ask staff for reasonable accommodations.) The use of skates, skate boards and/or roller blades or similar devices on library premises.” Based on the above information, it is recommended that the Board approves the proposed update to Rule #6 of the Safety-Security Patron Rules of Conduct Policy. Recommendation: The Board approves the proposed update to Rule #6 of the Safety-Security Patron Rules of Conduct Policy. Draftor(s): Susan Drye Person(s) Responsible for Implementation: Mark Crowder, Jena Schmid, Susan Drye 35 | P a g e
RESOLUTION 2016-10.02 Update to Safety-Security Patron Rules of Conduct Policy WHEREAS, it was brought to Nashville Public Library’s attention that the Safety-Security Patron Rules of Conduct Policy needed to include an accommodation clause around the use of shopping carts by patrons with disabilities, and WHEREAS, Nashville Public Library has researched and discussed the need for possible accommodations, to be considered on a case-by-case basis, and WHEREAS, Rule #6 of the Safety-Security Patron Rules of Conduct Policy has been updated to reflect the possibility of accommodations for patrons with disabilities, NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees that the update to Rule #6 of the Safety-Security Patron Rules of Conduct Policy be approved, to become effective October 18, 2016.
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Nashville Public Library Departmental Policy
Safety-Security Patron Rules of Conduct Policy
Contents
RULES OF CONDUCT GOVERNING THE USE OF THE NASHVILLE PUBLIC LIBRARY INTRODUCTION The Board of the Nashville Public Library welcomes visitors and encourages them to use its resources. The Board also acknowledges the necessity to maintain an environment in which patrons and staff can be free from harassment, intimidation, threats to their safety and wellbeing, and protects library resources and facilities from damage. To provide safeguards against such behavior and damage to property, the Library Board has adopted the following Rules of Conduct, which specify the type of activities or behavior that is not permitted on library premises. The Library remains vigilant in ensuring patrons act appropriately and are reasonably safe within the library. In addition to the enforcement of its own policies, the Library reserves the right to enforce restrictions on access to the Library of any person listed on the sexual offender registry as authorized under, and in the manner contemplated by, Tennessee Code Annotated 40-39-216, on a case by case basis when made aware of a problem situation. These rules of conduct shall apply to all buildings, interior and exterior, and all grounds controlled and operated by the Nashville Public Library (such buildings and grounds are hereafter referred to as the “premises”) and to all persons entering in or on the premises. Listed below are the library’s rules of conduct. Persons who violate these rules may be ejected from the premises and excluded from all library premises for the time prescribed below.
RULES OF CONDUCT - CLASS I OFFENSES Any person engaging in the following prohibited behavior will be given a verbal warning and explanation of the rules and will be asked to comply. If the person violates these rules for a second time, they will be given a written warning. For a third offense, the patron will be asked to leave the premises for the remainder of that day. A fourth violation of these rules will result in a suspension for one day. A fifth violation will result in a 5-day suspension. A sixth violation will result in a suspension up to 30 days. Should any person refuse to comply or leave the premises for 37 | P a g e
the remainder of the day they will be considered in criminal trespass and in violation of Class II Offense #19. This will result in an expulsion from thirty (30) days up to one (1) year. 1. Distributing or posting printed materials and literature that have not been approved by the library, soliciting, petitioning, canvassing on library premises except as approved by the library. 2. Participating in a gang or gang-related activity. Gang-related activity includes, but is not limited to: the display or possession of gang symbols or paraphernalia, gang recruitment, gang initiation, and gang intimidation. 3. Food and covered drinks are allowed unless otherwise posted; debris, mess and strong odors are not. Unless specifically authorized by library administration for facility events, alcohol is not permitted on library property. 4. Smoking in the library or in areas immediately adjacent to any entrance or use of smokeless tobacco in the library. This includes chewing tobacco, rolling tobacco, and ecigarettes. 5. Sleeping, placing head on table for prolonged periods of time; congregating on library premises in a manner which obstructs access or interferes with use of library facilities or services or where such activity may result in an unsafe or intimidating environment; not using the library for intended purposes, lying or sitting on floors, tables or planters; lying on benches; school age students being on library premises during school hours excluding home school students or school sponsored visits. 6. Using library materials, equipment, furniture, fixtures or buildings in a manner inconsistent with the customary use thereof; or in a destructive, abusive, or potentially damaging manner; or in a manner likely to cause personal injury. Bringing bicycles, shopping carts or similar devices into library buildings including vestibules and covered doorways. (Visitors with disabilities may ask for reasonable accommodations.) The use of skates, skate boards and/or roller blades or similar devices on library premises. 7. Bringing animals or pets, other than those assisting persons with disabilities, into the library facility. Leaving animals tethered and unattended on library premises. 8. Creating loud noises and/or disturbances which interfere with staff and or other patrons’ use and enjoyment of the library including, but not limited to, by verbal utterances or with electronic devices. 9. Leaving children unattended or unsupervised where the child may be in danger or when the child’s behavior is disruptive to other patrons. Leaving children or young adults in library facilities after closing time (see library’s policy regarding children remaining at the library after closing time). 10. Misuse of rest rooms. Misuse includes shaving, washing clothing and bathing (other than face and hands). 11. Bringing large items that take up excessive space (packages, duffel bags, suitcases, etc.), onto library premises without the prior approval of library personnel. Excessive space shall be defined as an item or group of items exceeding 2.5 ft. in length, or 2.5 ft. in width, or 2.5 ft. in height. Leaving personal items unattended for longer than thirty (30) minutes, including but not limited to: bags, suitcases, electronic devices and other personal belongings. Items left longer than thirty (30) minutes may be taken to lost and found and inventoried for security reasons. 12. Being on library premises between one (1) hour after official public closing time and one (1) hour before official opening time except for returning library materials to after38 | P a g e
hours book drops and attending special events authorized by the library. Entering the library with no shoes or shirt. 13. Disturbing others because of offensive odor of the body, clothes or belongings. 14. Violations of posted Library policies, procedures or guidelines.
RULES OF CONDUCT - CLASS II OFFENSES Any persons engaging in the following prohibited behavior will be suspended from all Nashville Public Library premises for a period of thirty (30) to ninety (90) days. Subsequent violations by that person will result in a suspension of up to one (1) year depending upon the number of repeat offenses. 15. Directing a specific threat of physical harm against an individual, group of individuals or property. 16. Intentionally damaging, defacing, destroying, or stealing property belonging to the library, a patron or employee. Library patrons are subject to search. 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). 18. Bringing any firearm and/or weapon onto library premises. This prohibition does not apply to law enforcement personnel on official duty. 19. Entering library premises while on suspension for patron conduct rules. 20. Any violation of Federal, State, or local laws.
RULES OF CONDUCT - CLASS III OFFENSES Any person engaging in the following prohibited behavior will be suspended from all Nashville Public Library premises for a period of one (1) year and the library will pursue criminal charges. If the person is convicted or pleads guilty to criminal charges, the patron will be suspended for five (5) years or for the length of the sentence imposed by the court, whichever is longer, pending review and approval by the Library’s Executive Director. 21. Physical assault of a customer or employee. 22. Engaging in sexual conduct including but not limited to indecent exposure or the physical manipulation or touching of a person’s sex organs through a person’s clothing in an act of apparent sexual stimulation or gratification. 23. Intentionally damaging, defacing, destroying or stealing property belonging to the library, a patron or employee resulting in felony charges.
PATRON’S RIGHT TO APPEAL CERTAIN ACTIONS TAKEN BY LIBRARY STAFF OR ADMINISTRATION The Board of the Public Library of Nashville and Davidson County (the "Board") recognizes a responsibility to make all reasonable efforts to facilitate the enjoyment of library facilities by all library patrons. The Board also recognizes that a library patron's disorderly conduct or other 39 | P a g e
serious violations may require library personnel to take immediate action for the protection of other personnel and patrons. For these reasons, the Board hereby delegates to the Manager of each Library facility the authority to suspend from all Library Facilities as noted in the rules. Any suspension imposed under this policy shall be issued in writing and given directly to the patron at the time of the incident. In the event the patron leaves the premises before the notice is issued or if the patron refuses to receive the notice, the notice will be held at the location of the incident until the patron returns or in the case where the patron refuses to receive the notice, the notice will be retained as documentation of the suspension at the location where the incident took place. The notice shall state the length and reason for the suspension and the effective date of the suspension. The notice shall also include a statement informing the patron that he/she may appeal the suspension. The Library Board instructs the Executive Director to create and implement the Suspension Appeals Procedure. Further, the Board authorizes the Executive Director to take measures necessary for the implementation of this policy.
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New Business Nashville Public Library
Nashville Public Library Board October 18, 2016 Resolution Title: NPL Holiday Schedule History/Background/Discussion: Annually, the Nashville Public Library Board adopts NPL’s holiday schedule observed based on the Metropolitan Government of Nashville & Davidson County’s Civil Service Commission. These hours necessarily impact NPL public service hours and NPL staff holiday scheduling. The attached is consistent with past practice and with the Civil Service Commission with two exceptions: Based on anticipated public use of the NPL over holiday periods, NPL’s Administration is recommending that all NPL branch locations close early — based on the earliest regularlyscheduled time that branches close — on the Wednesday before Thanksgiving (Thanksgiving Eve) and on December 31st (New Year’s Eve) each year. Holiday closings not consistent with Metro holidays will allow for adjustments in staff work schedules to accommodate these closings and are not paid holidays. Recommendation: The board approves the proposed NPL holiday schedule. Draftor(s): Susan Drye Person(s) Responsible for Implementation: NPL Administration
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RESOLUTION 2016-10.03 NPL Holiday Schedule
WHEREAS, in previous years Nashville Public Library has closed all library branch locations early on the Wednesday before Thanksgiving (Thanksgiving Eve) and on December 31st (New Year’s Eve) with the Nashville Public Library Board’s approval, and WHEREAS, recommendations to close early were based on anticipated public use of the Nashville Public Library over holiday periods, and WHEREAS, due to the recurring nature of holiday closures, and for ease of future staff holiday scheduling, it is recommended that the change be adopted for each calendar year henceforth, and NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board that the attached library Schedule of Holidays be adopted.
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NASHVILLE PUBLIC LIBRARY SCHEDULE OF HOLIDAYS Metro holidays observed based on Civil Service Rules, Section 4.5 (Copy attached) Metro Civil Service Rules, Chapter 4
Section 4.5 – HOLIDAYS A. Holiday Schedule The following will be declared official holidays, and all employees will be excused without charge to leave, except those employees required to maintain essential operations, who shall be compensated in accordance with Section 5.7.
Metro Holiday Schedule (remainder 2016) Holiday Veterans Day
Date Celebrated November 11
Thanksgiving Day
NPL Closed (2016) November 11, 2016
Fourth Thursday in November
Close early – November 23, 2016 November 24, 2016
Day after Thanksgiving
Fourth Friday in November
November 25, 2016
Christmas Eve
December 24
December 23, 2016 December 24, 2016
Christmas Day
December 25
December 25, 2017 December 26, 2017
Metro Holiday Schedule (2017) Holiday
Date Celebrated
NPL Closed (2017)
New Year's Day
January 1
January 1, 2017 January 2, 2017
Martin Luther King, Jr. Day
Third Monday in January
January 16, 2017
President’s Day
Third Monday in February
February 20, 2017
Memorial Day
Last Monday in May
May 29, 2017
Independence Day
July 4
July 4, 2017
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Labor Day
First Monday in September
September 4, 2017
Veterans Day
November 11
November 10, 2017 November 11, 2017
Thanksgiving Day
Fourth Thursday in November
Close early – November 22, 2017 November 23, 2017
Day after Thanksgiving
Fourth Friday in November
November 24, 2017
Christmas Eve
December 24
December 24, 2017 December 26, 2017
Christmas Day
December 25
December 25, 2017
Holidays that fall on Sunday will be observed on the following Monday and holidays that fall on Saturday will be observed on the Friday before by those employees working Monday through Friday. On those occasions when Christmas day falls on Monday, the Christmas Eve holiday will be observed on the Tuesday following Christmas Day: on those occasions when Christmas falls on Saturday, the Christmas holiday will be observed on the subsequent Monday. If a holiday is observed on an employee’s day off, the employee may be scheduled for a floating holiday during the week of the holiday or the following week. If community practice dictates a change in the day observed, the Director of Human Resources shall have discretion to change the dates for that year.
* Please note: Easter Sunday, which falls on the first Sunday after first full moon of the spring season, is not a paid holiday but is a day that NPL closes any library branches that are regularly open on Sundays.
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