NASHVILLE PUBLIC LIBRARY Board of Trustees Meeting October 17, 2017
Nashville Public Library Board of Trustees Agenda October 17, 2017 Green Hills Branch Library 3701 Benham Ave Meeting Room – 12:00 noon
I.
Call to order / Roll Call
II.
Metro Ordinance Required to be announced at all Board Meetings – Chair, Keith Simmons a. “Pursuant to the provisions of § 2.68.030 of the Metropolitan Code of Laws, please take notice that decisions of the Nashville Public Library Board may be appealed to the Chancery Court of Davidson County for review under a common law writ of certiorari. Any appeal must be filed within sixty days after entry of a final decision by the Board. Any person or other entity considering an appeal should consult with an attorney to ensure that time and procedural requirements are met.”
III.
Introduce Visitors
IV.
Public Comment
V.
Board Chair Comments – Keith Simmons, Chair
VI.
Approval of Minutes: September 19, 2017…………………………………………………………..…………. pgs. 1 – 5
VII.
Library Director Report a. Library Director, Kent Oliver
VIII.
New Business a. 2018 NPL Holiday Schedule Resolution, Susan Drye…………….……………….……………. pgs. 21 – 23 b. Friends of the Library/Nashville Public Library Foundation Discussion, Kent Oliver c. Non-resident Card Update, Kent Oliver
IX.
Adjournment
Next Board of Trustees Meeting 12:00 noon – December 12, 2017 Main Library – Board Room 615 Church Street Nashville TN 37219
NASHVILLE PUBLIC LIBRARY A City with a Great Library is a Great City ® LIBRARY BOARD MINUTES September 19, 2017 12:00 p.m. Green Hills Branch Library, 3701 Benham Ave, Nashville, TN 37215 Members Present:
Keith Simmons, Lucy Haynes, Joyce Searcy, and Katy Varney
Members Absent:
Robert Oermann, Francie Hunt, and Sepi Khansari
Library Staff:
Kent Oliver, Susan Drye, Jena Schmid, Elyse Adler, Felicia Wilson, Larry Price, Andrea Fanta, Heidi Berg, Liz Atack, Bernadette Hugan, Terri Thomas, John McFarland, Candice Jackson, and Beth Deeb
Also Present:
Carly Elliott, Metro Department of Law attorney Mark Naccarato, SEIU representative Tori Ross, recently retired Children’s Librarian
I.
Call to Order / Roll Call Keith Simmons called the meeting to order at 12:03 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: August 15, 2017 Joyce Searcy moved for approval of the minutes from the August meeting; the motion was seconded by Katy Varney and passed unanimously. IV. Library Director Report—Kent Oliver, Library Director Mr. Oliver introduced Tori Ross to the Board. Ms. Ross retired on September 1 after working for the library since 1978, mainly as the Children’s Librarian at Southeast and Edmondson Pike. Ms. Ross has an encyclopedic knowledge of children’s literature and offered an array of amazing programs, including the READing Paws program and the first bilingual story time program at Nashville Public Library. She worked with the schools in her area to provide regular outreach and reading readiness programs for children and parent groups, keeping the library connected to the community. She was chosen to serve on the Frist Center for the Visual Arts’ Community Marketing and Outreach Council, and also worked with WNPT to ensure NPL became one of the first 20 libraries in the country to have a PBS Library Corner. In 2015 Tori received the Daniel Taylor Memorial Award presented by the Tennessee Library Association. 1|Page
V.
There are two upcoming Library of the Year events: the Metro Council resolution of recognition for NPL tonight at 6:30, and the Mayor’s declaration of NPL Day on September 28. We have also created Library of the Year library cards, and are offering them to existing cardholders the first two months without charging the $1 card replacement fee. There will be a reception at Richland Park on October 17 at 5:00 to recognize the remodeling of the children’s area funded by the Bennett Cline Memorial Fund. The statistics are now being reported slightly differently due to the conversion to Carl X. Mr. Oliver noted several things: o The change from July to August in the number of cardholders is due to a database cleanup. To ensure that our cardholder percentage keeps going up, Andrea Fanta is working on automatic registration of Metro employees and people signing up for Metro services. o In the circulation statistics, virtual (online) renewals are now a separate category, rather than being attributed to specific branches. This will cause a drop in circulation at some locations. o We are showing lower door count numbers for several reasons: door counters are inconsistent, virtual visits are increasing, and there have been some closures for renovations. Mr. Simmons asked if the Board could periodically get 5-year comparisons, in order to see long-term trends. Ms. Hugan will also re-insert the trend line for visits. Ms. Searcy asked if the diversity statistics could be reported in real numbers as well as percentages. Due to the holidays, we will combine the November and December Board meetings into one meeting on December 12 at the Main Library.
Board Chair Comments Mr. Simmons congratulated Ms. Fanta’s team on the September 8 Library of the Year read-athon event. It was live streamed on Facebook and got a lot of community buy-in and social media attention.
VI. Staff Reports a. Education Programs & MNPS—Elyse Adler and Liz Atack Ms. Adler noted that while the library has been providing literacy programs for years, there are now three citywide literacy initiatives with which we can align our resources to support student and teacher goals, find gaps in service, and provide training as needed to families and teachers. The first is the MNPS strategic plan, Exceeding Great Expectations. The second is the Nashville Literacy Collaborative, which focuses on grade-level reading and will be releasing their Blueprint for Early Childhood Success soon. And the third is the Public Education Leadership program (PELP), which will be piloting a literacy program at six elementary schools starting in January. Ms. Atack went into further detail about each initiative. The MNPS plan was released in the spring and has four components: students, people (staff), community (families/nonprofits), and organization (MNPS operations). NPL will work to see how library programs and services can tie into this plan. The Nashville Literacy Collaborative (NLC) is made up of about seventeen organizations including the library, the Mayor’s Office, the Nashville Public Education Foundation, the Chamber, the Center for Nonprofit Management, and PENCIL. It is focused on third grade reading scores because 34% of Nashville’s third graders are not reading at grade level. To help guide the NLC’s work, Lipscomb is doing research on existing literacy programs in Nashville as well as what other communities are doing to tackle this problem. The blueprint has six pillars: o Strengthen birth – 3 supports (we are one of only three organizations in Nashville doing work in this area) o Improve quality and access to pre-K 2|Page
o o o o
Strengthen the district’s ability to meet student literacy needs Substantially reduce chronic absenteeism Stem the tide on summer reading loss and better maximize out of school time Raise public consciousness of the importance and urgency of early literacy
At this time, the governance of the NLC is the constellation model (rather than any one group being the lead organization), but the Library will be a key partner in implementing the NLC’s recommendations. PELP pilots will start in January with a new literacy curriculum at the six target schools, and will continue through the summer. We will be involved in the pilots by hosting reading tutors in branches, providing trainings for families about library offerings, and making sure that teachers are using their Limitless Libraries educator cards. Mr. Oliver will send the Blueprint to the Board, and will also create ten advocacy points for Board members to use when talking about the library’s role in education in the community. VII. Old Business a. Strategic Plan Resolution—Kent Oliver Mr. Oliver explained that he had incorporated the alternative wording suggested by the Board at the last meeting. The next step will be for the admin team to develop the scorecards for each goal at the admin retreat in early October. Joyce Searcy moved for approval of resolution 2017-09.01; the motion was seconded by Lucy Haynes and passed unanimously. Nashville Public Library Board September 19, 2017 Resolution Title: Nashville Public Library 2017 Strategic Plan History/Background/Discussion: The library’s strategic plan has been under development since October 2016. The Strategy Team, a working group consisting of a cross section of library staff, has been guiding this process. The team has completed a process of research, program analysis, library staff input and focus group sessions lead by Cissy Mynatt, a local non-profit consultant. The plan builds on the library’s previous planning process. Ms. Mynatt was also the consultant on that project as well as recently working with the Nashville Public Library Foundation. This plan focuses on creating a strategy map intended to present a visual picture of the library’s intended direction. Score cards are the working documents developed from objectives in the map. It is very much a working document. The score cards will be implemented by existing library working committees, ad hoc staff committees and the Library Administration. Progress in achieving the plan will be monitored and tracked. Key pieces from the plan will be included as part of individual staff performance plans. Reports will be provided to the Board at key intervals.
Recommendation: That the Library Board endorse the planning document. Draftor(s): Kent Oliver, Library Director Person(s) Responsible for Implementation: The Library Director and Strategy Team 3|Page
RESOLUTION 2017-09.01 Nashville Public Library Strategic Plan 2017
WHEREAS, the Library completed the last strategic plan in 2013 and WHEREAS, the library staff have completed an action plan to continue that previous process, and WHEREAS, this process has embraced public, library staff, Board and foundation input; NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees that the Library Board endorses the 2017 Strategy Map and its concepts and, BE IT FURTHER RESOLVED, that staff will bring back progress reports of work on the map through report cards regularly to the Board.
VIII. Adjournment The meeting adjourned at 1:15 p.m. 4|Page
Next Board Meeting— 12:00 p.m., October 17, 2017 Green Hills Branch Library 3701 Benham Ave, Nashville, TN 37215
Respectfully submitted by Beth Deeb
5|Page
Statistical Summary – October 17, 2017 Nashville Public Library
Cardholders as % of Population Served
55.6% September 2017 New Cards: 2,569 Active Cardholders: 380,602
Public Computer Usage September 2017 / 2016 49,620/ 53,420 Wireless Usage September 2017 / 2016 124,074/ 52,912
Database Sessions September 2017 / 2016 82,070 / 48,843
Volunteer Services Number of Volunteers Volunteer Hours
Sep-17 199 1538.25
Sep-16 222 1944.00
% Change 2017-2016 -10.36% -20.87%
Statistical Summary – October 17, 2017 6|Page
Nashville Public Library
CIRCULATION TREND FY1718
FY1617
FY1516
550,000 500,000 450,000
400,000 350,000 300,000
J UL
AUG
SEP
OCT N OV D EC
JA N
F E B M A R A P R M AY J UN
CIRCULATION COMPARISON PHYSICAL VS EMEDIA Physical
Circulation Bellevue Bordeaux Donelson East Edgehill Edmondson Pike Goodlettsville Green Hills Hadley Park Equal Access Hermitage Inglewood Looby Madison Main North Old Hickory Pruitt Richland Park Southeast Thompson Lane Watkins Park Virtual Renewals eMedia Talking Library NPL Total
Sep-17 Circulation 29,385 4,162 7,355 4,087 1,962 28,317 10,341 37,209 810 271 23,774 7,916 1,621 10,560 37,343 1,328 2,595 798 8,823 19,718 2,428 328 78,533 144,722 3 464,389
eMedia
31%
29%
69%
71%
SE P - 1 7
SE P - 1 6
Month Sep-17 Sep-16 % of Total Circulation 6.33% 37,683 0.90% 6,858 1.58% 10,452 0.88% 6,391 0.42% 3,864 6.10% 33,692 2.23% 15,281 8.01% 45,706 0.17% 2,560 0.06% 380 5.12% 27,293 1.70% 9,809 0.35% 3,646 2.27% 13,460 8.04% 56,080 0.29% 3,432 0.56% 4,471 0.17% 1,823 1.90% 11,115 4.25% 22,601 0.52% 8,847 0.07% 51 16.91% N/A 31.16% 136,071 0.00% 1 461,567
% Change 2017-2016 -22.02% -39.31% -29.63% -36.05% -49.22% -15.95% -32.33% -18.59% -68.36% -28.68% -12.89% -19.30% -55.54% -21.55% -33.41% -61.31% -41.96% -56.23% -20.62% -12.76% -72.56% 543.14% N/A 6.36% 200.00% 0.61%
Sep-17 Year-to-Date 96,868 13,501 23,913 13,649 6,752 92,096 38,325 120,831 2,846 684 77,558 24,147 4,996 32,593 94,531 4,145 8,015 1,848 28,879 61,511 7,631 1,129 258,714 450,915 7 1,466,084
Fiscal Year-to-Date 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 N/A 413,803 4 1,418,715
% Change 2017-2016 -17.10% -35.57% -24.07% -27.21% -40.06% -13.97% -17.39% -17.90% -61.39% -32.48% -11.00% -13.31% -54.22% -21.46% -44.39% -57.49% -38.50% -66.74% -12.05% -13.22% -71.74% 817.89% N/A 8.97% 75.00% 3.34%
7|Page
Statistical Summary – October 17, 2017 Nashville Public Library
PROGRAM TREND FY1718
FY1617
FY1516
1600 1400
1200 1000 800 600 400 200 0
J UL
AUG S E P
OCT N OV D EC
JA N
F E B M A R A P R M AY J UN E
PROGRAMS BY AGE GROUP Adult Programs
Teen Programs
Children's Programs
500 467
322 360 497
306
SEP-17
SEP-16
PROGRAMS - LIBRARY VS OUTREACH Library
Outreach
18%
16%
82%
84%
SE P - 1 7
SEP-16
8|Page
Statistical Summary – October 17, 2017 Nashville Public Library
PROGRAM ATTENDANCE TREND FY1718
FY1617
FY1516
80000 70000 60000 50000
40000 30000 20000 10000
J UL AUG S E P
OCT N OV D EC
JA N
F E B M A R A P R M AY J UN E
PROGRAM ATTENDANCE BY AGE GROUP Adult Attendance
Teen Attendance
Children's Attendance
17,010
18,169
3,585
3,183
6,569
6,589
SEP-17
SE P - 1 6
PROGRAM ATTENDANCE - LIBRARY VS OUTREACH Library
Outreach
40%
31%
60%
69%
SEP-17
SEP-16
9|Page
Statistical Summary – October 17, 2017 Nashville Public Library
VISITS TREND FY1718
FY1617
FY1516
450000 400000 350000 300000 250000 200000 150000
J UL
Visits Bellevue Bordeaux Donelson East Edgehill Edmondson Pike Goodlettsville Green Hills Hadley Park Hermitage Inglewood Looby Madison Main North Old Hickory Pruitt Richland Park Southeast Thompson Lane Watkins Park NPL Total
AUG
SEP
Sep-17 Visits 20,534 9,937 12,298 12,160 3,783 17,275 6,148 21,421 3,203 16,302 13,065 3,844 16,928 51,997 4,733 2,853 6,270 21,882 17,301 13,628 4,985 280,547
OCT
N OV
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
D EC
JA N
% Change 2017-2016 -13.54% -1.35% 2.72% -25.60% -12.49% -14.31% -24.89% 1.63% -5.21% -0.46% 6.38% -48.63% 9.90% -12.55% -29.99% 3.22% -5.19% 19.38% -7.45% 108.09% N/A -3.25%
FEB
MAR
Sep-17 Circ / Visit 1.43 0.42 0.60 0.34 0.52 1.64 1.68 1.74 0.25 1.46 0.61 0.42 0.62 0.72 5.30 3.68 0.13 0.40 1.14 0.18 0.07 0.86
APR
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
M AY
J UN
% Change 2017-2016 -9.81% -38.48% -31.50% -14.05% -41.98% -1.92% -9.91% -19.90% -66.62% -12.49% -24.14% -13.45% -28.61% -23.82% 16.69% -28.69% -53.83% -33.51% -5.74% -86.81% N/A -23.43%
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Financial Overview – October 17, 2017 Nashville Public Library Metro Government of Nashville Monthly Budget Accountability Report As of September 30, 2017 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
13,974,200
3,493,550
3,164,306
90.6%
35,300
8,825
12,507
141.7%
1,257,300
314,325
469,731
15,266,800
3,816,700
3,646,544
329,244 14,537,600
3,634,400
1,005,234
2,996,983
82.5%
637,417
35,300
8,825
6,066
17,380
196.9%
-8,555
149.4% -155,406 1,257,300
314,325
158,567
455,401
3,957,550
1,169,867
3,469,764
-3,682
95.5%
170,156 15,830,200
144.9% -141,076
87.7%
487,786
LIB is at 82.5% thru SEP. Vacancies are being filled as quickly as possible. However, NPL will keep an eye on expenditures. LIB is over budget at 196.9% thru SEP. With staffing levels, OT is necessary at times to fulfill NPL needs especially with Maintenance and Security issues. LIB is 144.9% 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 87.7% 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.
Fringes
5,510,400
1,377,600
1,365,843
99.1%
11,757 5,638,100
1,409,525
343,327
1,276,074
90.5%
Fringe is at 90.5% thru SEP due to higher overall fringe costs. LIB does not have 133,451 much control over fringe costs.
Other Expenses: Utilities Professional & Purchased Services
1,643,100 2,526,400
410,775 631,600
276,122 151,604
67.2% 24.0%
134,653 1,643,100 479,996 3,044,000
410,775 761,000
104,215 69,210
288,730 688,297
70.3% 90.4%
122,045 72,703
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
62,700 598,400 493,100
15,675 149,600 123,275
23,833 -20,330 92,724
152.0% -13.6% 75.2%
22,014 93,850 -14,017
76.4% 63.3% -11.4%
1,785,900 2,196,400
446,475 549,100
437,417 260,625
152,549 115,473
457,647 251,896
100.0% 54.4%
30,083,200
7,520,800
6,234,382
7,760,175
2,066,615
6,534,255
84.2%
407,000
101,750
99,847
98.1%
1,903
189,200
47,300
17,283
55,197
116.7%
-7,897
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 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 0 189,200
0 0 0 0 0 0 0 47,300
0 0 0 0 0 0 0 17,283
0 0 0 0 0 0 0 55,197
0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 116.7%
0 0 0 0 0 0 0 -7,897
0 0 0 0 0 0
0 0 0 0 0 0
0 0 0 0 0 0
0.0% 0.0% 0.0% 0.0% 0.0% 0.0%
0 0 0 0 0 0
0 0 0 0 0 0
0 0 0 0 0 0
0 0 0 0 0 0
0 0 0 0 0 0
0.0% 0.0% 0.0% 0.0% 0.0% 0.0%
0 0 0 0 0 0
0 407,000
0 101,750
0 99,847
0.0% 98.1%
0 1,903
0 189,200
0 47,300
0 17,283
0 55,197
0.0% 116.7%
0 -7,897
98.0% 47.5%
-8,158 169,930 30,551
115,200 593,400 493,100
28,800 148,350 123,275
9,058 1,830,600 288,475 1,853,000
457,650 463,250
82.9% 1,286,418 31,040,700
4,575 68,502 38,897
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 6,786 in this line item. 54,500 137,292 LIB is under budget by 11.4% thru SEP. Internal Service Fees have not been 3 posted. 211,354 Library is under budget (84.2%) for FY18 YTD. NPL will monitor ALL expenditures closely as the fiscal year progresses to 1,225,920 ensure we are on budget by year end.
397 371 26
SUMMARY OF VARIANCE:
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Personnel Summary – October 17, 2017 Nashville Public Library
New Hires & Resignations
September 2017 New Hires Name
Classification
McClain, Sam Hudson, Darria Kelley, Morgan Soliman, Verna
Library Page Library Associate 1 Office Support Rep 2 Library Page
Hire Date 9/25/2017 9/25/2017 9/25/2017 9/25/2017
Location Southeast Reference Madison TOTAL
September 2017 Resignations Name
Classification
Ross, Tori Pegues, Conrad Adebola-Wilson, Francis Little-Taylor, Raemona Pugh, Ronnie
Librarian 2 Library Manager 1 Library Manager 3 Librarian 1 Library Manager 1
Resignation Date 9/1/2017 9/2/2017 9/8/2017 9/15/2017 9/30/2017
Location Edmondson Pike Hadley Park Bordeaux Teen Srvs Old Hickory
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Personnel Summary – October 17, 2017 Nashville Public Library
NPL Vacancies as of 9/30/2017 = Approved to fill by OMB = Requesting permission to fill from OMB = Vacancies that have not yet been requested to fill
Division / Branch 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26
FPS
FTE
BORDX
CIRCULATION ASST 1
Title
Grade ST04
VACANT (D FEARS)
Name
F
1.00
CIRC
CIRCULATION ASST 1
ST04
VACANT (G LUTHER)
P
0.49
ED PIKE
CIRCULATION ASST 1
ST04
VACANT (P SEDA)
F
1.00
GOOD
CIRCULATION ASST 1
ST04
VACANT (S WALLACE)
F
1.00
GRN HILLS
CIRCULATION ASST 1
ST04
VACANT (H CHO)
F
1.00
CUSTODIAL SVCS ASST SUPV - Branch
TS02
VACANT (S YORK)
F
1.00
INFO SYSTEMS APP TECH 1
OR01
VACANT (T CONE)
F
1.00
TEENS
LIBRARIAN 1
ST09
VACANT (R LITTLE-TAYLOR)
F
1.00
ED PIKE
LIBRARIAN 2
ST10
VACANT (T ROSS)
F
1.00
ED PIKE
LIBRARY ASSOC 1
ST06
VACANT (A CLARK)
F
1.00
OLD HICK
LIBRARY ASSOC 1
ST06
VACANT (C JACKSON)
F
1.00
REF
LIBRARY ASSOC 1
ST06
VACANT (D FISHER)
F
1.00
HADLEY
LIBRARY MGR 1
OR05
VACANT (C PEGUES)
F
1.00
BORDX
LIBRARY MGR 3
OR07
VACANT (F ADEBOLA-WILSON)
F
1.00
ED PIKE
LIBRARY PAGE
ST02
VACANT (D DAWKINS)
P
0.49
GRN HILLS
LIBRARY PAGE
ST02
VACANT (W KIRKPATRICK)
P
0.50
INGLE
LIBRARY PAGE
ST02
VACANT (R O'DENEAL)
P
0.49
REF
LIBRARY PAGE
ST02
VACANT (A WHITE)
P
0.49
REF
LIBRARY PAGE
ST02
VACANT (C SANDAGE)
P
0.49
SE
LIBRARY PAGE
ST02
VACANT (M GIRGIS)
P
0.49
SE
LIBRARY PAGE
ST02
VACANT (S LEWIS)
P
0.49
MAINTENANCE & REPAIR WORKER SR
TG07
VACANT (T STEVENS)
F
1.00
OFFICE SUPPORT REP 2
ST05
VACANT (K LYLE)
P
0.49
PROGRAM SUPV
ST10
VACANT - NEW POSITION
F
1.00
PUBLIC INFORMATION COORDINATOR
OR05
VACANT (E WALTENBAUGH)
F
1.00
SECURITY GUARD
ST06
VACANT (B WILSON)
F
1.00
OP & MAIN-BR TECH SVCS
MAILROOM MADISON PERFORM ART PUBLIC REL SECURITY
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Brief Area Updates – October 17, 2017 Nashville Public Library ADMINISTRATIVE SERVICES REPORT Safety/Security: September 2017
Mark Crowder conducted 4 Safety & Security annual training classes at Goodlettsville and Bordeaux—2 classes at each location. Annual Safety & Security classes for each division at Main are currently being scheduled and conducted. Mark Crowder will also cover the required OSHA topics that are mandatory for all employees each year. A C.P.R. / A.E.D. class was completed by all staff at Bordeaux. This was the last branch with an A.E.D. on-site that needed the C.P.R. certification for this year. This completes all staff C.P.R. classes at this time. 3 after-hour events were covered by the Safety & Security team, including the wedding reception on Saturday, September 30. No issues with any of the after-hour events. The Safety & Security team attended the Civil Society class taught by Andrea Blackman and her staff on September 12. Mark Crowder attended a seminar on counterterrorism on September 26.
There were 39 Patron Incident Reports (down from 41 in August), including: Accident — 1 Damage (wall at North, parking lot) — Alarms — 2 Towed vehicle — Ambulance — 5 Theft — Assault — 1
1 2 1
Number of suspensions by conduct violation numbers: #5 — 1 #6 — 1 #8 — 10 #11 — 1 #14 — 1 #15 — 2 #16 — 3
#17 — 11 #18 — 1 #19 — 6 #20 — 3 #21 — 2 #22 — 2
Suspensions for September: # of patrons 4 6 11 9
# of days suspended 5 30 90 365
Delivery: September 2017 Main: Received 668 incoming UPS packages; sent 63 packages out UPS Ground 62 overnight packages received from FedEx, DHL, etc. 14 | P a g e
Received 113 inserts of mail from the U.S. Post Office; sent 81 inserts of mail to Metro Mail for postage. 27 special deliveries from Ikon, Supply Room, Advance Supply, Firefly, etc.
Branches: Moved 5,866 hold bins (187,712 items), 5,348 non-hold bins (171,136 items), 488 A/V bins (15,616 items) and 1,365 Circulation bins (43,680 items). Grand total of 13,067 bins moved, a total item count of 418,144 with an average of 653 bins and 20,907 items moved per day. Daily completion percentages: Holds 20 of 20 days for 100%
Facilities Maintenance: September 2017 Work Orders: 287 Opened during the month 256 completed 135 Active 47 Active over 30 days Custodial Services: Inventory was taken for all branch sites custodial supplies and material. All custodial closets meet OSHA standards. Daily job assignments have been reviewed and updated for accuracy. Performance Plans are being worked on for Main Library staff. Performing a time study for all staff and their job responsibilities to determine effective area coverage. Maintenance: All of the maintenance staff was instrumental in helping Lee Company get the Air handlers 1 and 2 coil cleaned. This was a major project that has resulted in over a 10 degree drop in coil temperature. This will ensure the building reaches and maintains its effective cooling set point— something that hasn’t happened for many years. Completed Projects: Archives: Removed what was left of equipment and supplies. Bordeaux: Deep cleaned tiles. Edgehill: Carpets cleaned. Edmondson: Gutters and storm drains were cleaned out. Tree limbs around the parking lot were trimmed. Repaired damaged areas from flood. Deep cleaned tiles. Goodlettsville: Upholstery cleaned. Deep cleaned tiles. BacNet interface and MetaSys controller purchased and set to install. Green Hills: Repaired damaged areas from flood. Deep cleaned tiles. Hermitage: Deep cleaned tiles. Inglewood: Boarded up broken glass at front entrance, glass replaced Lakewood: Mower maintenance performed. Replaced women’s toilet, painted outside garage, hung backboard in staff lounge, installed light panels and outside light in barn. Removed old light fixtures not used/needed. Looby: Carpets cleaned. Madison: Lower limbs of branches cut around the parking lot; three outside signs repaired. Main: Replaced VAV Controllers on approximately 50 units. 16 hot taps installed on AHU 1 and 2. Coils cleaned and flushed. North: Repaired damaged areas from flood. Old Hickory: Carpets cleaned. Repaired areas from flood. 15 | Page
Pruitt: Carpets cleaned. Richland Park: Carpets cleaned. Painted meeting room areas. Windows tinted. Thompson Lane: Carpets cleaned. Large laminate window replaced. Watkins Park: Windows tinted.
BRANCH SERVICES REPORT Madison Renovation The Madison branch is now closed for renovation. Staff spent two full weeks preparing for movers to arrive on October 16 to pack the collection and office contents for storage. Starting on October 16 staff will begin reassignments to Main, Bordeaux, Edmondson Pike, Goodlettsville, Hadley Park, Inglewood, Looby, Pruitt, and Southeast. A number of these staff will be working on career and professional development projects while in their reassignments. We also anticipate that a number of subsequent reassignments will be made for coverage of branch vacancies that inevitably occur. Teaching Branch Staff New Skills We have begun surveying interest in taking American Sign Language (ASL) classes to assist patrons with such needs. After a successful pilot at Main, this training will soon be offered to branch staff so that can better assist patrons with hearing loss. Process for Friends and Foundation Money The process for payments from Friends or Foundation funds has been updated. At the last Branch Managers meeting the NPL Finance Office staff outlined the steps for a streamlined process; and answered branch managers’ questions about purchase order and payment procedures. Since we have implemented this new process things have been going well, and branch staff have displayed positive attitudes towards the change. Lunch and Learn Branch Services continues the Lunch and Learn programs to provide staff additional training opportunities. The September program featured Officer Erica Cole from the MNPD West Precinct who covered a range of topics including when to contact 911 and when to use 615-862-8600 based on the severity of the incident. A variety of typical library situations were thoroughly discussed. The importance of using lighting and existing security features were presented. Officer Cole is certified in Crime Prevention through Environmental Design and recently conducted a thorough field survey of the Bellevue branch and offered to review other branches in her precinct. The October Lunch and Learn featured Laurel Creech and Jennifer Westerholm from the Metro Department of Sustainability who presented on the many initiatives Nashville has for managing energy and other resources. Most of NPL’s buildings already use centralized monitoring and energy controls. Our Goodlettsville, Southeast, and Bellevue branches are LEED certified. The Edgehill and Inglewood branches were retrofitted in 2011 for geothermal heating and air conditioning. Many of our buildings have been designed or retrofitted with occupancy sensor lighting controls and other methods to manage energy and utility use. 16 | Page
COLLECTIONS AND TECHNOLOGY SERVICES REPORT Shared Systems Shared Systems staff and Limitless Libraries worked with TLC to setup Electronic Data Interchange (EDI) for ordering. Once Limitless Libraries has verified the successful transmission of orders to Ingram the following schedule was agreed upon: October 9th – October 23rd Baker and Taylor - Limitless and NPL October 23rd – November 6th Follett and Mackin - Limitless only November 6th – November 20th Midwest Tapes - NPL and Limitless Full production (ordering) will be implemented upon successful completion of testing. Staff met with Larry Price and Stephanie Rodriguez at Southeast Branch to discuss technology issues with MediaBank including procedures for adding items, upgrades to enhance customer experience and a timeline for the upgrade to Windows 10. A technician will be onsite October 24th and 25th to perform minor hardware and configuration upgrades. We will continue to discuss ways to improve media circulation at Southeast. INK (Intranet) Staff continued to conduct INK training and helped the Administrative Assistants with the building of their division sites. We will establish a timeline for the completion of sub directories by the Administrative Assistants. Technology Technology staff competed security updates on iPads for teen programming at Southeast and held training for staff. Technology is implementing Envisionware upgrades. Branches completed to date include Goodlettsville, Hermitage, Old Hickory and Bellevue. The plan is to complete three branches per week in anticipation of rolling out to all locations by December 31st. Collection Development Speakaboos goes live on November 1, 2017. Speakaboos is a reading app designed to assist children ages 2-6 in learning to read. The Guitar Center donated 20 ukuleles to Nashville Public Library. This increases our total collection to 35 and will help lower the wait time. Web Services Web Services is working on reviewing possible replacements for QuestionPoint and the authentication of library cards by patron type. Web Services successfully tested the automation and accuracy of the Unbound Back-of-Book listings using Pixie Dust. Web Services continues to work on various projects including the updating and maintenance of NPL’s webpages.
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COMMUNITY ENGAGEMENT AND EDUCATION REPORT Puppet Truck Puppet Trucks 1 and 2 conducted 63 programs to 4250 attendees. Performed outreach at Nashville Neighborhood Celebration at Elizabeth Park, Fall Fest@the Hermitage, Open House for Vanderbilt Reading Clinic. Provided six performances of Tomás and the Library Lady for Hispanic Heritage Month. Wishing Chair Work has begun on our new shows, Gulliver’s Travels and Momotaro. Scripts and puppet/set designs have been completed. Brian was shadowed this month by two USN student interns. Bringing Books to Life 41 programs for 1,559 attendees. Had trainings at a new-to-us site, Future Scholars Academy, and set up trainings with four other new sites for later in the fall. Piloted first school-age workshop Slow, Stop, Go! at Mt. View Elementary with 12 parents in attendance. Continued work around grade level reading and NPL program alignment with MNPS goals and strategies Worked with Nashville Literacy Collaborative. Will soon launch the PELP pilot in 6 MNPS schools. Adult Literacy 35 events serving 280 people. Hosted our monthly book club, Immigrant Advisory Committee, and co-sponsored an afternoon of professional development for Hi Set providers with Workforce Essentials. The adult literacy team is meeting with library branch staff to share a summary of what programs and support we offer, and asking for feedback and suggestions on frequently asked questions from patrons and partners. Launched conversation clubs for ESL learners in 6 library locations. 11 mobile lab sessions serving 122 learners. NAZA NAZA’s STEM programming has begun with a focus on the design process and inquiry-based learning through multi-day projects. NAZA hosting its annual fall leadership retreat for NAZA youth on Tuesday, October 10th. This year’s retreat includes a day trip to the Muhammad Ali Center where youth will strengthen their leadership skills through character development programming that promotes a positive sense of self, commitment to community, and preparation for their future. NAZA will host its annual system-wide Data Dive with MNPS on Friday, November 3rd. The session will empower school and community partners through networking and information sharing. Partners will examine program strengths, challenges, and opportunities to work more closely; as well as information about the larger school community, including demographics and grades, student attendance, and behavior data. 18 | Page
Studio Studio NPL Mobile Lab provided 20 outreach visits at over 15 different locations. Currently hosting graduate students from Vanderbilt as part of a research paper examining learning spaces. They have observed programming at Main, Bordeaux, Green Hills, and a mobile site. TOTAL has two new teen employees, one who is from Antioch High School and the first TOTAL teen from that school. September 2017 workshops served 100 more patrons than September 2016. Studio NPL Main began a guest producer series in September. The first guest producer is a wellknown professional that produced Justin Bieber. Be Well at NPL Hadley Park Branch ran a 6-session nutrition series that built an audience from 1 the first date to 13 near the end and created a new partnership with the YMCA’s “Hope for Health” program for underserved women in Davidson County. NPL participated in Open Streets Nashville on 12th Ave S. We offered yoga in the street, Zumba, and Pound fitness classes, children’s games, and library card sign ups in front of the Edgehill Library. Six target branches are displaying mental health info sheets, crisis line info, and community and library resources for the months of Sept and Oct, Production Services Kicked off a streaming initiative at NPL with the live stream of our 12-hour read-a-thon. All new streaming equipment was tested and worked seamlessly on YouTube and Facebook. Conference Center Renovation complete, now working on an updated digital lighting system in our main auditorium. Conference Center 1 AB received stage lighting as well. All conventional lighting has been replaced with LED fixtures reducing power requirements by 70%. Digital Inclusion Marian presented an overview of Digital Inclusion Initiatives at the Nashville Public Library Foundation Board of Directors meeting. Danny held Workforce Development workshops for 28 seniors at National Council on Aging and basic digital literacy skills classes for 60+ senior participants at FiftyForward and Gernert. Susan continued her work with MDHA’s Nursing and Jobs Plus programs providing training on workforce development topics and library digital resources for 25 participants. She led senior training classes for 70+ senior participants at Trevecca Towers, Salvation Army, Easley Community Center and Gernert. Limitless Libraries Provided 13,000 items to MNPS students and teachers. Launched our partnership pilot with charter schools. Completed our school visits with all new MNPS school librarians. Salons 1,813 people attended three offsite Salons this month: Jesmyn Ward (shortlisted for the National Book Award), R.L. Stine & Marc Brown, and Brene Brown. 19 | Page
MAIN REPORT
The renovation of the Conference Center is almost complete. Finishing touches are underway as we begin to reopen the space for use. NPL celebrated Banned Books Week with staff reviews of their favorite banned or challenged books on Instagram. The Children’s Department held a Banned Book Breakout Challenge. Kids had to find clues and passwords hidden in books and throughout the library to unlock a box of banned books. Staff members from the Equal Access Division began offering other staff members basic beginning sign language classes in a 4-week course. Main Library staff conducted outreach at Nashville’s Park(ing) Day on 2nd Avenue where they promoted library resources and signed people up for library cards. The Teen Center is collaborating with the Oasis Center to offer a bike-building workshop for teens. Over six weeks, teens will have the opportunity to build their own bicycle to keep. The Special Collections Center hosted Dr. Ibram X. Kendi at a Conversations at NPL event. The auditorium was standing room only for the conversation about how racial progress is always followed by more sophisticated racist progress.
MARKETING AND COMMUNICATIONS REPORT The NPL family continued its celebration of our 2017 Library of the Year win with a visit by Mayor Megan Barry on Sept. 28. Barry declared the date to be “NPL Day.” Earlier, on Sept. 8, NPL hosted a 12-hour “Reading for a Reason” community reading marathon to celebrate the award by opening its doors to readers from all corners of the city. Nearly 100 patrons and readers participated, reading from books and stories that have touched their lives in honor of people and causes / organizations that matter to them.
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New Business – October 17, 2017 Nashville Public Library
Nashville Public Library Board October 17, 2017 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 2017-10.01 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.
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 2017) Holiday
Date Celebrated
NPL Closed (2017)
Veterans Day
November 11
November 10, 2017 (Friday – Metro observed) November 11, 2017 (Saturday – Holiday)
Thanksgiving Day
Fourth Thursday in November
Close early – Wednesday, November 22, 2017 November 23, 2017 (Thursday – Metro observed) Day after Thanksgiving
Fourth Friday in November
November 24, 2017 (Friday – Metro observed)
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Christmas Eve
December 24 (Sunday)
December 26, 2017 (Tuesday – Metro observed)
Christmas Day
December 25
December 25, 2017 (Monday – Metro observed)
Metro Holiday Schedule (2018) Holiday
Date Celebrated
NPL Closed (2018)
New Year's Day
January 1
January 1, 2018 (Monday – Metro observed)
Martin Luther King, Jr. Day
Third Monday in January
January 15, 2018 (Monday – Metro observed)
President’s Day
Third Monday in February
February 19, 2018 (Monday – Metro observed)
Memorial Day
Last Monday in May
May 28, 2018 (Monday – Metro observed)
Independence Day
July 4
July 4, 2018 (Wednesday – Metro observed)
Labor Day
First Monday in September
September 3, 2018 (Monday – Metro observed)
Veterans Day
November 11
November 11, 2018 (Sunday – Holiday) November 12, 2018 (Monday – Metro observed)
Thanksgiving Day
Fourth Thursday in November
Close early – Wednesday, November 21, 2018 November 22, 2018 (Thursday – Metro observed)
Day after Thanksgiving
Fourth Friday in November
November 23, 2018 (Friday – Metro observed)
Christmas Eve
December 24
December 24, 2018 (Monday – Metro observed)
Christmas Day
December 25
December 25, 2018 (Tuesday – Metro observed)
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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