September 2016 NPL Board Packet by Nashville Public Library

NASHVILLE PUBLIC LIBRARY Board of Trustees Meeting September 20, 2016

Nashville Public Library Board of Trustees Agenda September 20, 2016 Main Library 615 Church Street Nashville, TN 37219 Board Room – 10:30 a.m.

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

Board Chair Comments – Lucy Haynes, Vice Chair

VI.

Approval of Minutes: July 19, 2016…………………………………………………………………….……..…

VII.

Library Director Report a. Library Director, Kent Oliver

VIII.

Staff Reports a. Limitless Libraries update – Allison Barney

pgs. 1 – 5

b. Donelson Building Update – Kent Oliver IX.

New Business a. Collection Development Policy update – Noel Rutherford……………………………….

pgs. 26 – 41

b. Patron Rules of Conduct Policy update – Susan Drye……………………………………….

pgs. 42 – 47

c. Holiday Hours Policy update – Susan Drye……………………………………………………….

pgs. 48 – 51

Adjournment

Next Board of Trustees Meeting 12 noon – October 18, 2016 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 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

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



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 Resolutionâ&#x20AC;&#x201D;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 â&#x20AC;&#x201C; September 20, 2016 Nashville Public Library July 2016 Data

CIRCULATION COMPARISON - JULY eMedia

Juv Bks

Ad Bks

Ad AV

Juv AV

EMEDIA CIRC COMPARISON - JULY

Equip

eBooks

Equip, 0.4%

Equip, 0.4% Juv AV, 5% Jul-15, 19%

Juv AV, 5% Jul-16, 17%

Ad Bks, 25%

Ad Bks, 24%

Juv Bks, 24%

Juv Bks, 25%

eMedia, 26% JUL-15

462,589

eMagazines

eVideos eVideos, 2%

eMagazines, 4% eAudiobooks, 16%

eMagazines, 3% eAudiobooks, 23%

eMusic, 42%

eMusic, 31%

eMedia, 29%

eBooks, 37%

eBooks, 41%

JUL-16

JUL-15

JUL-16

5-Year Total eMedia Circulation - JULY 457,205

471,277

160,000 137,601

460,000

140,000

440,000

120,000

118,317 108,325

100,000

420,000 400,000

eAudiobooks

eVideos, 1%

5-Year Total Circulaton - July 480,000

eMusic

412,490

80,000

394,379

60,000

380,000

59,238 42,471

40,000

360,000

20,000 0

340,000 Jul-12

Jul-13

Jul-14

Jul-15

Jul-16

Jul-12

Jul-13

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Jul-14

Jul-15

Jul-16

Statistical Summary â&#x20AC;&#x201C; September 20, 2016 Nashville Public Library July 2016 Data

5-Year Visits - JULY 337,759

340,000

335,000

333,609

332,323

330,000 325,000 317,671

320,000

312,816

315,000 310,000 305,000 Jul-12

Jul-13

Jul-14

Jul-15

Jul-16

5-Year Hours Open - JULY 4,125

4,200

4,054

4,000

3,957

3,739

3,800

3,672

3,600 3,400 3,200

Jul-12

Jul-13

Jul-14

Jul-15

7|Page

Jul-16

Statistical Summary â&#x20AC;&#x201C; September 20, 2016 Nashville Public Library Fiscal Year Data

PROGRAM COMPARISON - JULY Adult Programs

Teen Programs

Juvenile Programs, 45%

ATTENDANCE COMPARISON - JULY

Juvenile Programs

Adult Programs

Juvenile Programs, 50%

Juvenile Programs, 70%

Juvenile Programs

Juvenile Programs, 82%

Teen Programs, 38%

Teen Programs, 29%

Adult Programs, 17%

Adult Programs, 21%

Adult Programs, 18%

Teen Programs, 9% Adult Programs, 9%

JUL-15

JUL-16

JUL-15

JUL-16

Teen Programs, 12%

5-Year Total Program - JULY 1200

5-Year Total Attendance - JULY 1061

981 1000

32,718

35,000

29,579 27,188

30,000

800 600

Teen Programs

663

25,000

719

26,336

20,876

20,000

524

15,000 400

10,000

200

5,000

0 Jul-12

Jul-13

Jul-14

Jul-15

Jul-16

Jan-12

Jan-13

8|Page

Jan-14

Jan-15

Jan-16

Statistical Summary â&#x20AC;&#x201C; September 20, 2016 Nashville Public Library July 2016 Data Jul-16 Circulation 39,259 6,998 10,233 5,711 3,450 36,111 15,011 51,063 2,313 299 30,244 8,709 3,392 14,170 54,239 2,871 3,980 1,719 10,618 24,340 8,903 40 137,601 3 471,277

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 Jul-16 Jul-15 % of Total Circulation 8.33% 40,604 1.48% 297 2.17% 11,156 1.21% 6,260 0.73% 3,870 7.66% 40,042 3.19% 17,784 10.84% 51,923 0.49% 3,026 0.06% 457 6.42% 31,424 1.85% 10,696 0.72% 4,908 3.01% 16,473 11.51% 43,056 0.61% 3,699 0.84% 4,853 0.36% 1,676 2.25% 11,002 5.16% 25,422 1.89% 9,131 0.01% 1,128 29.20% 118,317 0.001% 1 457,205

Jul-16 Visits 20,948 12,378 10,294 13,118 4,958 32,377 7,808 24,883 3,925 20,732 10,290 11,492 23,870 61,283 7,348 3,174 6,297 13,807 17,283 6,551 0 312,816

Cardholders New Registrations

Jul-15 Visits 19,823 0 12,073 10,419 4,583 29,493 9,180 27,706 4,901 22,014 12,953 12,135 24,626 62,233 9,374 3,612 2,873 16,056 18,658 7,999 6,960 317,671

% Change 2016-2015 -3.31% 2256.23% -8.27% -8.77% -10.85% -9.82% -15.59% -1.66% -23.56% -34.57% -3.76% -18.58% -30.89% -13.98% 25.97% -22.38% -17.99% 2.57% -3.49% -4.26% -2.50% -96.45% 16.30% 200.00% 3.08%

% Change 2016-2015 5.68% N/A -14.74% 25.90% 8.18% 9.78% -14.95% -10.19% -19.91% -5.82% -20.56% -5.30% -3.07% -1.53% -21.61% -12.13% 119.18% -14.01% -7.37% -18.10% -100.00% -1.53%

Jul-16 3,606

Jul-16 Year-to-Date 39,259 6,998 10,233 5,711 3,450 36,111 15,011 51,063 2,313 299 30,244 8,709 3,392 14,170 54,239 2,871 3,980 1,719 10,618 24,340 8,903 40 137,601 3 471,277

Jul-16 Circ / Visit 1.87 0.57 0.99 0.44 0.70 1.12 1.92 2.05 0.59 1.46 0.85 0.30 0.59 0.89 0.39 1.25 0.27 0.77 1.41 1.36 N/A 1.07

Jul-16 Year-to-Date 3,606

Fiscal Year-to-Date Jul-15 Year-to-Date 40,604 297 11,156 6,260 3,870 40,042 17,784 51,923 3,026 457 31,424 10,696 4,908 16,473 43,056 3,699 4,853 1,676 11,002 25,422 9,131 1,128 118,317 1 457,205

Jul-15 Circ / Visit 2.05 N/A 0.92 0.60 0.84 1.36 1.94 1.87 0.62 1.43 0.83 0.40 0.67 0.70 0.39 1.34 0.58 0.69 1.36 1.14 0.16 1.07

% Change 2016-2015 -8.51% N/A 7.58% -27.54% -17.60% -17.85% -0.76% 9.50% -4.56% 2.20% 2.49% -27.02% -11.26% 27.28% -0.98% -6.67% -53.20% 12.23% 3.36% 19.05% N/A -0.01%

Active Patron Cards 367,235

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Statistical Summary â&#x20AC;&#x201C; September 20, 2016 Nashville Public Library July 2016 Data Jul-16 Hours Open 240 240 150 155 132 240 155 240 155 240 155 155 240 235 155 147 155 155 240 155 0 3,739

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

Jul-15 Hours Open 213 0 168 168 168 213 168 213 168 213 168 168 213 234 168 168 168 168 213 168 144 3,672

Jul-16 Circ / Hour 163.58 29.16 68.22 36.85 26.14 150.46 96.85 212.76 14.92 126.02 56.19 21.88 59.04 232.08 18.52 27.07 11.09 68.50 101.42 57.44 N/A 126.04

Jul-15 Circ / Hour 190.63 N/A 66.40 37.26 23.04 187.99 105.86 243.77 18.01 147.53 63.67 29.21 77.34 185.95 22.02 28.89 9.98 65.49 119.35 54.35 7.83 124.51

221 306 534 1,061

168 371 442 981

% Change 2016-2015 31.55% -17.52% 20.81% 8.15%

2,885 2,990 26,843 32,718

4,728 3,269 18,339 26,336

-38.98% -8.53% 46.37% 24.23%

Jul-16 58,596 57,504

Jul-15 63,603 44,312

% Change 2016-2015 -7.87% 29.77%

Jul-16 475,074

Jul-15 570,936

% Change 2016-2015 -16.79%

Jul-16

Jul-15

% Change 2016-2015 -14% N/A 3% -1% 13% -20% -9% -13% -17% -15% -12% -25% -24% 25% -16% -6% 11% 5% -15% 6% N/A 1%

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Statistical Summary â&#x20AC;&#x201C; September 20, 2016 Nashville Public Library August 2016 Data

CIRCULATION COMPARISON AUGUST eMedia

Juv Bks

Ad Bks

Ad AV

Juv AV

EMEDIA CIRC COMPARISON AUGUST

Equip

eBooks

Equip, 0.5%

Equip, 0.4%

Juv AV, 4% Ad AV, 19%

Juv AV, 5% Ad AV, 17%

Ad Bks, 25%

Ad Bks, 24%

Juv Bks, 24%

Juv Bks, 25%

eMedia, 27% AUG-15

eAudiobooks

eMagazines

eVideos, 2% eMagazines, 4% eAudiobooks, 17%

eMagazines, 3% eAudiobooks, 23%

eMusic, 40%

eMusic, 32%

eMedia, 29%

eBooks, 37%

eBooks, 40%

AUG-16

AUG-15

AUG-16

5-Year Total eMedia Circulation - AUGUST 160,000

600,000 470,703

500,000

485,871

429,132

376,644

eVideos

eVideos, 1%

5-Year Total Circulation - August

400,000

eMusic

140,131

140,000

126,034 107,855

120,000

385,744

100,000 80,000

300,000

60,000

200,000

56,380 40,945

40,000 100,000

20,000 0

0 Aug-12

Aug-13

Aug-14

Aug-15

Aug-16

Aug-12

Aug-13

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Aug-14

Aug-15

Aug-16

Statistical Summary â&#x20AC;&#x201C; September 20, 2016 Nashville Public Library August 2016 Data

5-Year Visits - AUGUST 330,000

326,428

325,000 320,000 314,355

315,900

315,000 310,000

304,946

304,254

Jan-13

Jan-14

305,000 300,000

295,000 290,000 Jan-12

Jan-15

Jan-16

5-Year Hours Open - AUGUST 4,245

4,300 4,200

4,151

4,100 3,972

4,000 3,900

3,808

3,791

Aug-14

Aug-15

3,800 3,700

3,600 3,500 Aug-12

Aug-13

Aug-16

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Statistical Summary â&#x20AC;&#x201C; September 20, 2016 Nashville Public Library August 2016 Data

PROGRAM COMPARISON - AUGUST Adult Programs

Teen Programs

ATTENDANCE COMPARISONAUGUST

Juvenile Programs

Adult Attendance

Teen Attendance

Juvenile Attendance

Juvenile Programs, 38%

Juvenile Programs, 40%

Teen Programs, 31%

Teen Programs, 36%

Juvenile Attendance, 61%

Juvenile Attendance, 64%

Adult Programs, 24%

Adult Programs, 31%

Teen Attendance, 16% Adult Attendance, 23%

Teen Attendance, 13% Adult Attendance, 22%

AUG-15

AUG-16

AUG-15

AUG-16

5-Year Total Programs - AUGUST

5-Year Total Program Attendance - AUGUST

1200

30,000 1022

1000

24,797 25,000

791

800 600

20,000 512

546

575

22,219 18,481

18,307

Aug-12

Aug-13

20,489

15,000

400

10,000

200

5,000 0

0 Jan-12

Jan-13

Jan-14

Jan-15

Jan-16

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Aug-14

Aug-15

Aug-16

Statistical Summary â&#x20AC;&#x201C; September 20, 2016 Nashville Public Library August 2016 Data Aug-16 Circulation 39,902 7,099 10,810 6,650 3,951 37,253 16,100 50,409 2,498 334 29,606 9,336 3,875 13,870 59,674 3,447 4,582 2,015 11,103 23,938 9,256 32 140,131 0 485,871

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 Aug-16 Aug-15 % of Total Circulation 8.21% 41,717 1.46% 202 2.22% 11,518 1.37% 6,651 0.81% 4,194 7.67% 41,371 3.31% 17,027 10.37% 51,496 0.51% 3,094 0.07% 565 6.09% 31,578 1.92% 10,866 0.80% 4,668 2.85% 16,597 12.28% 43,434 0.71% 4,272 0.94% 4,947 0.41% 1,843 2.29% 12,519 4.93% 25,383 1.91% 9,603 0.01% 1,118 28.84% 126,034 0.00% 6 470,703

Aug-16 Visits 24,077 11,606 12,269 19,789 5,510 25,495 8,744 23,913 4,052 18,076 11,686 10,212 20,178 64,734 7,058 2,277 7,315 16,023 18,648 6,315 0 317,977

Cardholders New Registrations

Aug-15 Visits 19,056 0 12,437 12,715 5,178 27,853 8,555 30,169 4,547 22,324 12,668 12,107 22,344 62,568 8,804 3,324 1,270 18,014 16,063 7,941 6,418 314,355

% Change 2016-2015 -4.35% 3414.36% -6.15% -0.02% -5.79% -9.95% -5.44% -2.11% -19.26% -40.88% -6.24% -14.08% -16.99% -16.43% 37.39% -19.31% -7.38% 9.33% -11.31% -5.69% -3.61% -97.14% 11.19% -100.00% 3.22%

% Change 2016-2015 26.35% N/A -1.35% 55.64% 6.41% -8.47% 2.21% -20.74% -10.89% -19.03% -7.75% -15.65% -9.69% 3.46% -19.83% -31.50% 475.98% -11.05% 16.09% -20.48% -100.00% 1.15%

Aug-16 22,533

Aug-16 Year-to-Date 79,161 14,097 21,043 12,361 7,401 73,364 31,111 101,472 4,811 633 59,850 18,045 7,267 28,040 113,913 6,318 8,562 3,734 21,721 48,278 18,159 72 277,732 3 957,148

Aug-16 Circ / Visit 1.66 0.61 0.88 0.34 0.72 1.46 1.84 2.11 0.62 1.64 0.80 0.38 0.69 0.93 0.49 2.01 0.28 0.69 1.28 1.47 N/A 1.09

Aug-16 Year-to-Date 26,139

Fiscal Year-to-Date Aug-15 Year-to-Date 82,321 499 22,674 12,911 8,064 81,413 34,811 103,419 6,120 1,022 63,002 21,562 9,576 33,070 86,490 7,971 9,800 3,519 23,521 50,805 18,734 2,246 244,351 7 927,908

Aug-15 Circ / Visit 2.19 N/A 0.93 0.52 0.81 1.49 1.99 1.71 0.68 1.41 0.86 0.39 0.74 0.70 0.49 1.49 1.45 0.69 1.58 1.21 0.17 1.10

% Change 2016-2015 -3.84% 2725.05% -7.19% -4.26% -8.22% -9.89% -10.63% -1.88% -21.39% -38.06% -5.00% -16.31% -24.11% -15.21% 31.71% -20.74% -12.63% 6.11% -7.65% -4.97% -3.07% -96.79% 13.66% -57.14% 3.15%

% Change 2016-2015 -24.30% N/A -4.86% -35.76% -11.47% -1.63% -7.49% 23.50% -9.40% 15.79% -6.86% -1.58% -7.46% 31.82% 0.65% 35.21% -81.02% -0.29% -18.77% 21.20% N/A -0.83%

Active Patron Cards 313,858

14 | P a g e

Statistical Summary â&#x20AC;&#x201C; September 20, 2016 Nashville Public Library August 2016 Data Aug-16 Hours Open 262 262 180 180 180 262 180 262 180 262 180 180 262 251 180 180 180 180 262 180 0 4,245

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

Aug-15 Hours Open 220 0 176 176 176 220 176 220 176 220 176 176 220 244 176 176 160 176 220 176 131 3,791

Aug-16 Circ / Hour 152.30 27.10 60.06 36.94 21.95 142.19 89.44 192.40 13.88 113.00 51.87 21.53 52.94 239.08 19.15 25.46 11.19 61.68 91.37 51.42 N/A 114.46

Aug-15 Circ / Hour 189.62 N/A 65.44 37.79 23.83 188.05 96.74 234.07 17.58 143.54 61.74 26.52 75.44 180.32 24.27 28.11 11.52 71.13 115.38 54.56 8.53 124.16

317 315 390 1,022

191 286 314 791

% Change 2016-2015 65.97% 10.14% 24.20% 29.20%

5,577 3,266 15,954 24,797

4,716 3,286 12,487 20,489

18.26% -0.61% 27.76% 21.03%

Aug-16 60,762 58,360

Aug-15 63,189 48,207

% Change 2016-2015 -3.84% 21.06%

Aug-16 510,768

Aug-15 484,472

% Change 2016-2015 5.43%

Aug-16

Aug-15

% Change 2016-2015 -20% N/A -8% -2% -8% -24% -8% -18% -21% -21% -16% -19% -30% 33% -21% -9% -3% -13% -21% -6% N/A -8%

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Financial Overview â&#x20AC;&#x201C; September 20, 2016 Nashville Public Library Metro Government of Nashville Monthly Budget Accountability Report As of August 31, 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

2,056,450

1,990,519

96.8%

35,300

5,883

13,564

230.6%

1,215,300

202,550

279,713

13,589,300

2,264,883

2,283,796

Fringes

5,301,100

883,517

1,012,340

Other Expenses: Utilities Professional & Purchased Services

1,643,100 2,279,400

273,850 379,900

159,985 87,782

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

65,931 13,027,300

2,171,217

477,590

1,795,715

82.7%

375,502

35,300

5,883

1,194

6,751

114.8%

-868

138.1%

-77,163 1,215,300

202,550

45,212

262,470

129.6%

-59,920

100.8%

-18,913 14,277,900

2,379,650

523,996

2,064,936

86.8%

314,714

-7,681

114.6% -128,823 5,312,700

58.4% 23.1%

51.9% 64.6%

113,865 1,643,100 292,118 2,526,400

62,700 598,400

10,450 99,733

5,428 64,385

5,022 35,348

493,100 1,331,300 2,196,400

82,183 221,883 366,067

191,155 221,920 125,152

27,494,800

4,582,466

4,151,943

90.6%

427,500

71,250

67,786

95.1%

3,464

0 0 0 0 0 0 0 427,500

0 0 0 0 0 0 0 71,250

0 0 0 0 0 0 0 67,786

0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 95.1%

0 0 0 0 0 0 0 3,464

0 0 0 0 0 0

0.0% 0.0% 0.0% 0.0% 0.0% 0.0%

0 427,500

0 71,250

0 67,786

0.0% 95.1%

885,450

205,430

853,984

96.4%

273,850 421,067

133,411 13,980

150,167 36,388

54.8% 8.6%

62,700 598,400

10,450 99,733

232.6% -108,972 493,100 100.0% -37 1,720,800 34.2% 240,915 2,196,400

82,183 286,800 366,067

430,523 28,831,500

2,870 89,075

36,047 57,452

8,493 -47,613

81.3% -47.7%

62,478 -9,058 106,348

76.0% -3.2% 29.1%

LIB is at 86.4% thru MAY. Vacancies are being filled as quickly as possible. However, NPL will keep an eye on expenditures. LIB is over budget at 151.0% thur MAY. With staffing levels, OT is necessary at times to fulfill NPL needs especially with Maintenance and Security issues. LIB is 148.6% thru MAY. 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 92.1% of total budgeted salaries thru MAY. 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 98.7% thru MAY due to higher overall fringe costs. LIB does not have 31,466 much control over fringe costs.

123,683 384,679 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 1,957 in this line item. 147,346 LIB is at 131.8% of budget thru MAY. W/O 4% funds for major repairs during the warmer months we are experiencing above avg repair costs. LIB will monitor 19,705 closely. 295,858 Internal Service Fees have been posted. 259,719 Library is under budget (93.2%) for FY16 YTD. NPL will monitor ALL expenditures closely as the fiscal year progresses to 1,579,127 ensure we are on budget by year end.

4,805,250

1,062,261

3,226,123

67.1%

407,000

67,833

29,384

62,627

92.3%

5,206

0 0 0 0 0 0 0 407,000

0 0 0 0 0 0 0 67,833

0 0 0 0 0 0 0 29,384

0 0 0 0 0 0 0 62,627

0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 92.3%

0 0 0 0 0 0 0 5,206

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 3,464

0 407,000

0 67,833

0 29,384

0 62,627

0.0% 92.3%

0 5,206

380 340 40

SUMMARY OF VARIANCE:

16 | P a g e

Personnel Summary â&#x20AC;&#x201C; September 20, 2016 Nashville Public Library

New Hires & Resignations July & August 2016 New Hires Name

Classification

Hall, Evan Mabayoje, Alexandra Nesmith, Taja Lyle, Victoria Akula, Lavanya Berliss, Mollie Clark, Ashley Hamilton, Sabrina Allman, Timothy Smith, Alexander Carpenter, Rachel Vogler, James

Library Page Library Page Library Page Program Specialist 2 Circulation Assistant 1 Admin Srvs Officer 4 Library Associate 1 Circulation Assistant 1 Library Associate 1 Circulation Assistant 1 Circulation Assistant 1 IS Application Tech 1

Hire Date

Location

7/3/2016 7/3/2016 7/3/2016 7/3/2016 7/3/2016 7/17/2016 7/31/2016 8/14/2016 8/14/2016 8/14/2016 8/28/2016 8/28/2016

Reference - Main Reference - Main Hadley Park LSHI Edmondson Pike NAZA Edmondson Pike Richland Park Richland Park Edmondson Pike Richland Park Computer Srvs

7/12/2016 7/22/2016 7/31/2016 8/2/2016 8/6/2016 8/8/2016 8/25/2016

NAZA Maintenance Reference-Main Maintenance Circulation-Main Southeast Teen Services

July & August 2016 Resignations Roseberry, Rachel Reed, Rick Raye, Sally Smith, Randy Hall, Evan Zamudio-Bernal, Alcides Fitzgerald, Lauren

Program Coord Bldg Maint Supt Library Associate 1 Blgd Maint Mechanic Library Page Library Page Library Associate 1

17 | P a g e

Personnel Summary â&#x20AC;&#x201C; September 20, 2016 Nashville Public Library NPL Vacancies as of 08/31/2016 = 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 12 13 14 15 16 17 18 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40

Division / Branch OP & MAIN-MN OP & MAIN-MN ED PIKE

INGLE RICH PK SE

THOMP OP & MAIN-BR OP & MAIN-MN MAILROOM TECH SVCS TECH SVCS BORDX GOOD PRUITT REF PUBLIC TECH

Title BLDG MAINT MECH - Main BLDG MAINT SUPT - Main CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1

CUSTODIAN 1 - Branch CUSTODIAN 1 - Main EQUIP OPERATOR 1 INFO SYSTEMS APP TECH 1 LIB ASSIST DIRECTOR LIBRARY ASSOC 1

LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1

LIBRARY ASSOC 2

BRG BKS TO LF LIBRARY MGR 2

RICH PK TECH SVCS

Grade TG08 TS13 SR04 SR04 SR04 SR04 SR04 TG05 TG05 TG07 OR01 OR11 ST06 ST06 ST06 SR06 ST07 OR06 OR06 OR06

TEENS

LIBRARY MGR 2 LIBRARY MGR 2 LIBRARY MGR 2

BORDX

LIBRARY MGR 3

OR07

LIBRARY PAGE LIBRARY PAGE

ST04 ST02

LIBRARY PAGE

ST02

LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE

SR02 ST02 ST02 ST02 ST02 SR05 ST06 ST06

BELLEVUE

BELLEVUE BORDX

DONELS ED PIKE GOOD MADISON REF GOOD

LIBRARY PAGE LIBRARY PAGE OFFICE SUPPORT REP 2 OFFICE SUPPORT REP 3 OFFICE SUPPORT REP 3

SHARED SYS SHARED SYS BRG BKS TO LF PROGRAM COORDINATOR

OR06

PUBLIC TECH

PROGRAM SPEC 1 PROGRAM SPEC 1

ST09 ST09 ST06 ST06

SECURITY

SEC OFFICER COORD

ST09

NASH RM NASH RM

PROGRAM COORDINATOR

Name VACANT (R SMITH) VACANT (R REED) VACANT (K MCMAHON) VACANT - NEW FRIDAY OPENING

VACANT (J NETTLES) VACANT (A PEARSON)

VACANT - NEW FRIDAY OPENING VACANT (S CORLEW) VACANT (F CARPENTER) VACANT (A CLEVELAND) VACANT (R WILSON)

FPS F F F F F F F

VACANT (T RACKE-BENGEL) VACANT (C WILLIAMS)

F F F F F F

VACANT - NEW FRIDAY OPENING

VACANT (J DONAHUE)

F P F F F F

VACANT (S RAYE) VACANT (J MORROS) VACANT - NEW VACANT (R SUBHAWONG) VACANT (L ROBERTS)

VACANT (A STROCK) VACANT (J HUNSICKER) VACANT (D FREDERICK) VACANT (M PHOUTHAVONG) VACANT - NEW FRIDAY OPENING VACANT (I RIVERA-SOTO)

VACANT (A MUHSIN) VACANT (K CAMPBELL) VACANT (K SMITH)

VACANT (E HALL) VACANT (S WALLACE)

VACANT (J MILLER) VACANT (M BAUDER) VACANT - NEW VACANT - NEW VACANT - NEW

FTE 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 0.49 1.00 1.00 1.00 1.00

1.00

F P P P P P P P P P

1.00 0.49 0.49 0.49 0.49 0.49 0.49 0.49 0.49 0.49 1.00 1.00 1.00 1.00 1.00

F F

F F F

VACANT (A THOMSON)

1.00

VACANT (C FANN)

1.00

18 | P a g e

Brief Area Updates – July 19, 2016 Nashville Public Library Administrative Services Report Safety/Security: July  Conducted Safety & Security discussion at Main covering the new Safety & Security Information Handbook, fire extinguisher training, and open discussions about safety and/or security issues.  Fire sprinkler inspections for the Main and annual fire pump test were completed.  Inspections of branch locations with fire sprinkler systems were completed.  Alarm locations with fire alarm systems were tested with the exception of Pruitt and East, which will be completed within the next 2 weeks. There were 57 Patron Incident Reports for the month of July, including:  Ambulance calls — 7  Arrest — 2  Alarms — 4 (average after-hour calls has been 4/month)  Theft — 2  Suspicious Activity — 2  Vehicle Accident — 1  Patrons w/Mental Issues — 2

Number of suspensions by conduct violation numbers: #5 — 1 #18 — 3 #8 — 6 #19 — 8 #10 — 2 #20 — 1 #16 — 1 #21 — 2 #17 — 19 #22 — 1

Suspensions for July: # of patrons 1 9 1 7 14

# of days suspended 5 30 60 90 365

Safety/Security: August  Conducted 2 Safety & Security discussions at Main covering the new Safety & Security Information Handbook, fire extinguisher training, and open discussions about safety and/or security issues.  Completed the annual fire alarm, fire extinguisher and sprinkler annual inspection for this year. 19 | P a g e

There were 53 Patron Incident Reports for the month of August, including:  Ambulance calls — 4  Arrest — 1  Alarms — 4 (average after-hour calls has been 4/month)  Theft — 2  Suspicious Activity — 3 Number of suspensions by conduct violation numbers: #3 — 1 #17 — 9 #4 — 1 #18 — 1 #5 — 7 #19 — 9 #6 — 1 #20 — 3 #8 — 4 #21 — 2 #10 — 3 #22 — 3 #15 — 1 #23 — 2 #16 — 1 Suspensions for August: # of patrons 1 10 0 3 24

# of days suspended 5 30 60 90 365

Delivery: July Main:  Received 650 incoming UPS packages and sent 35 packages out UPS Ground  50 overnight packages received from FedEx, DHL, etc.  Received 115 inserts of mail from the U.S. States Post Office; sent 66 inserts of mail to Metro Mail for postage.  26 special deliveries from Ikon, Supply Room, Advance Supply, Firefly, etc. Branches:  Moved 4,804 hold bins (153,728 items), 5,071 non-hold bins (162,272 items), 463 A/V bins (14,816 items) and 1,240 Circulation bins (39,680 items). Grand total of 11,578 bins moved, a total item count of 370,496 with an average of 579 bins and 18,525 items moved per day.  Sent 0 boxes to Southern Book Debindery for recycling.  Daily complete percentages: Holds 20 of 20 days for 100%

20 | P a g e

Delivery: August Main:  Received 729 incoming UPS packages and sent 39 packages out UPS Ground  41 overnight packages received from FedEx, DHL, etc.  Received 128 inserts of mail from the U.S. Post Office; sent 81 inserts of mail to Metro Mail for postage.  22 special deliveries from Ikon, Supply Room, Advance Supply, Firefly, etc. Branches:  Moved 5,709 hold bins (182,688 items), 5,844 non-hold bins (187,008 items), 527 A/V bins (16,864 items) and 1,434 Circulation bins (45,888 items). Grand total of 13,514 bins moved, a total item count of 432,488 with an average of 588 bins and 18,804 items moved per day.  Sent 150 boxes to Southern Book Debindery for recycling.  Daily complete percentages: Holds 23 of 23 days for 100% Building Maintenance: July and August Please note: Nothing is being reported currently for Building Maintenance due to the resignation of the Building Maintenance Superintendent on 7/22/16.

Branch Services Report Branch Staffing and Hiring July and August were busy months for hiring branch staff. We hired 22 staff positions and currently have only 8 vacant positions. Most of which are also in the process of being filled. It is a pleasure to announce that Raymond Kinzounza has been promoted to Manager at Pruitt branch library. Raymond was previously at Watkins Park. He is already making a huge difference at Pruitt with his smile and affable personality. Starting September 12 Mr. Francis Adebola-Wilson will be the Manager 3 at the Bordeaux regional branch library and Ms. Annie Herlocker will be the Manager 2 at the Richland Park branch library. Francis joins us from the Clayton County (GA) Library System where he was branch manager at the Morrow Branch. We hired Annie away from the Clarksville Montgomery County Library System where she was assistant director. Community Murals Dollar General partnered with Hands on Nashville to donate six wooden panel murals to six library branches: Donelson, Edgehill, Edmondson Pike, Hadley Park, Inglewood, and Old Hickory. The vibrant colors add a spirited and welcome feeling to these branches. Each mural was customized to the community for which it was created. Donelson’s mural was created with the community’s love of vibrant art, music, and connection to the Grand Ole Opry in mind. Edgehill’s mural is centered on the youth of their community. This mural promotes the joy of literary adventures during childhood. The mural at Edmondson Pike is placed in their meeting room to inspire the growth of ideas. Hadley Park received a mural that focuses on the power of education and the 21 | P a g e

branch ties to TSU and its students. The mural at Inglewood features many reminders of the connection of the branch to the community. This mural contains depictions of community connections; seeds representing the popular community seed exchange and the Volkswagen vehicle of a long time library employee that many patrons look for to signify if the branch is open. Old Hickory’s mural is inspired by the rich history of the community and the power of books to take you on an adventure. Patrons who visit these branches, as well as the staff, have had very positive reactions to the artwork. Each mural having representations of ties to the communities our branches serve is a great way to remind the community of our connection to them, and the various ways library and library staff strive to create positive community impact. Pruitt Task Force The Pruitt Task Force completed its final meeting on August 15. The task force finalized its list of recommendations to the branch and new branch staff for successful ways to better serve the Napier community. Recommendations include: staff participating in more community outreach to demonstrate and inform the community about library services, setting up weekly programming to encourage greater long run attendance, and providing programming involving food and promoting nutritional education. Action is already being taken by the new branch manager. Actions such as connecting with the community center to provide space for programs they offer to the community have already been completed. The framework the task force set out to create is already providing a solid foundation to improving service to the community. The Martha O’Bryan Center will also be able to utilize space at the Pruitt branch library for programs they offer to the public.

Main Report Whew! School is back in session. The Main Library was a hive of activity the last couple months of summer. We welcomed visitors from all over the world that were blown away by the library’s facilities and all the programming and outreach we offer. Some highlights include: 

    

The Truth Booth visited the Nashville Public Library, with sixty people sharing their own version of the truth. In conjunction with Special Collections, the organization inflated a giant video recording booth in the shape of a speech bubble. Patrons entered and recorded a 2-minute long response to the prompt “The truth is…” We were glad to partner with them to help “inspire conversations” and “anticipate the story to come.” The instillation of two new exhibits, 20 Collaborations in Books Art and PLAY! The Art of Mike Schacht. Outreach visits to children and teens at MNPS schools, the Woodland Hills, Oasis Center, Nashville Rescue Mission, the Tennessee School for the Blind and many other locations reaching over 2000 children and teens. A press conference held by the new Director of MNPS, Dr. Joseph, and hosted in the Children’s Division. Dr. Joseph stated his determination to deepen the partnership with the Nashville Public Library. Digital Inclusion Technology Fair held for the National Council on Aging. A series of workshops in the Special Collections Center that were offered in partnership with Vanderbilt University. 14 students created presentations that used technology to blend their 22 | P a g e

   

personal story with other data stories. They are critically thinking about what data can and cannot tell us as well as how their families are represented. A grant from Nissan for Special Collections’ “A Civil Society” training to expand, formalize, and replicate the training to expand its reach beyond local and state law enforcement. The $25,000 grant will be used to expand the training to community groups, other cities, and different populations. New Popmatic Podcasts, created for the NPL Summer Challenge, with episode focused on physical, mental and spiritual wellness. Continued construction and near completion of the new Productions Suite and Talking Library spaces which also includes a small exercise space for library staff. A Resource Guide for Underserved Student Populations, created by Teen Librarian Raemona Taylor and other ALA Emerging Leaders, is now available on the AASL website.

Collections and Technology Services Some restructuring has occurred this month in Emerging Technologies. Limitless Libraries will soon be under the Community Engagement and Education umbrella. Allison Price, of the Web Services Team, is joining Marketing and Communication to assist with digital and online marketing. Limitless Libraries and NPL have partnered with Vanguard ID Systems to provide school library cards for all MNPS elementary school students. Not only does this provide an opportunity to promote the partnership between MNPS libraries and Limitless Libraries, it is a great service to school librarians. This is also one step in the process of moving to a shared ILS system. Due to some unforeseen IT issues, MNPS libraries will not migrate to the new shared ILS system in October. We now plan to move them to TLC Carl.X just before the 2016 Winter Holiday break. The library will migrate in March 2017, as planned. We have recently upgraded the security of the library’s website. This means that customer data, such as library card numbers and PINs, are more secure. In the rare instance that customers have trouble accessing the library’s website because of an outdated browser, branch staff have been trained to help customers move to an up-to-date version.

Marketing and Communications The Library's MarComm department spent August ramping up for back-to-school season, positioning NPL as a trusted education resource for local parents, students, teachers, and families while also promoting library card sign-ups as a means for accessing free, trusted education resources at NPL. We closed August by preparing for September's National Library Card Sign-Up month, as well as National Banned Books Week, which occurs the last week of September.

Community Engagement and Education Puppet Truck 23 | P a g e

 

Puppet Trucks conducted 98 programs to an audience of over 4500. Presented at the Tennessee Agricultural Museum Summer Festival, Vanderbilt Reading Clinic Open House, Tomato Arts Festival, and 2 Breastfeeding Celebrations Wishing Chair  Performed a 2-week run of String City at the Country Music Hall of Fame and Museum.  Provided 100 programs to 18,046 Bringing Books to Life  Performed 87 programs with 2,250 in attendance  Provided 8 teacher trainings at the MAC’s Summer Learning Institute for Head Start teachers.  We’ve already scheduled 100 Loving and Learning workshops for this academic year  Trained 61 new and returning Book’em volunteer readers  Staff represented NPL at Susan Gray Head Start, MNPS Parent University, Metro Public Health Department’s Breastfeeding Celebration , Amqui Elementary, and Warner Parks Nature Center  Emily Green-Cain was asked to chair the Middle TN Reading Association’s Family Literacy Committee. Adult Literacy  Offered 43 events serving 642 people  Taught 32 mobile lab classes for 329 people at Goodwill Career Solutions, Fifty Forward, and Google Fiber’s block party in Edgehill. We also provided laptops/tech support for a special project with Special Collections/Vanderbilt.  Attended back-to-school events at Cole Elementary FRC and the Northwest Family YMCA, the Sudanese Community Center, Nashville Homelessness Commission, and Parent University. NAZA  NAZA-sponsored programs operate at 45 school and community based sites to serve children from 26 middle schools Studio  A Studio teen created the four designs for the new library parking garage validation stamps.  Studio NPL patron's PSA encouraging adults to get online and utilize the internet will begin airing this fall on local channels, including NECAT.  Two new mentors will focus on providing workshops in graphic design, and elements of live music performance and instrument instruction.  Niq Tognoni was selected as a lead on the national YOUmedia community of practice work  Hosted a popular artist in residence week-long intensive with local artists - the Modular Art Pod show featured contributions from 21 students and 65 people came to the opening. Be Well at NPL  Rolled out 8 new weekly yoga classes at 6 branches  Music Therapy group activity for children at Edgehill went great. Belmont‘s Music Therapy staff and students kept seven school age boys actively engaged and having fun for over an hour!  Interviewed with a researcher from a university in North Carolina about the Be Well at NPL program. He was impressed and would like to feature NPL as a success story in his publication of best practices. Production Services  Focused attention was placed our A/V Conservation effort. All of Metro Archives media was moved to the Main Library, providing for a much more suitable environment. 24 | P a g e

 The new Production Services space on the 2nd floor is 98% complete  Auditorium AV system upgrade bid complete with install to take place in September Digital Inclusion  Attended partnership\planning meetings with: Google Fiber, United Way, Everyoneon.org, T-mobile, High-Wired Communities, Libraries without Borders, ConnectHome, YouthCAN, Trevecca Towers, NCOA, Fifty Forward, ALA, PLA and others.  We have also been busy building the NPL Digital Inclusion Brand and developing marketing material for the Digital Inclusion Outreach Program.  Outreach has included Tech Fairs at Fifty Forward and NCOA with 90 total attendees. Also participated in Google Fiber’s Community Day in the Edgehill community as well as other GF events at the Edgehill library  76 participants have been trained using NPL’s ConnectHome Digital Literacy Training Curriculum. Limitless Libraries  Held annual in-service for school librarians with more than 100 MNPS and 45 NPL librarians attending  Delivered approximately 6,000 items to librarians, teachers, and 3rd-12th grade students.  Limitless Libraries purchased copies of March books 1 and 2 for all middle and high school libraries in support of Nashville Reads. School librarians requested an additional 2,300 copies for book club and classroom use Salon  123 people attended the Noah Galloway Salon. Courtyard Concerts  There were four concerts in August (jazz, country-western, classical, and blues), with almost 1,500 in attendance.

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New Business Nashville Public Library

Nashville Public Library Board September 20, 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 26 | P a g e

RESOLUTION 2016-09.01 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.

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.

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 libraryâ&#x20AC;&#x2122;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.

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.

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, 30 | 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.

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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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.

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.

Geographic Areas Collected: The emphasis is on local history, the history of Middle Tennessee3 and especially Nashville and Davison County.

Chronological Periods Collected: The Special Collections Division acquires primarily nineteenth, twentieth, and twenty-first century materials.

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

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.

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. ď&#x201A;ˇ 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. ď&#x201A;ˇ 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. ď&#x201A;ˇ 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. 35 | 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.

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.

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.

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.

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.

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 Countyâ&#x20AC;&#x2122;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: ď&#x201A;ˇ ď&#x201A;ˇ

ď&#x201A;ˇ

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.

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 39 | 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. AVCâ&#x20AC;&#x2122;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.

Procedures for Reviewing the Policy and its implementation

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New Business Nashville Public Library

Nashville Public Library Board September 20, 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 42 | P a g e

RESOLUTION 2016-09.02 Update to Safety-Security Patron Rules of Conduct Policy WHEREAS, it was brought to Nashville Public Libraryâ&#x20AC;&#x2122;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 September 20, 2016.

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Nashville Public Library Departmental Policy

Safety-Security Patron Rules of Conduct Policy

Procedure Information Issuing Committee: Effective Date: Keywords:

Administration 2/2/2016 Alcohol, Events

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.

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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 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 patronsâ&#x20AC;&#x2122; 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 childâ&#x20AC;&#x2122;s behavior is disruptive to other patrons. Leaving children or young adults in library facilities after closing time (see libraryâ&#x20AC;&#x2122;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 45 | P a g e

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 afterhours 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 Libraryâ&#x20AC;&#x2122;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 personâ&#x20AC;&#x2122;s sex organs through a personâ&#x20AC;&#x2122;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.

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PATRONâ&#x20AC;&#x2122;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 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 September 20, 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-.09.03 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 Yearâ&#x20AC;&#x2122;s Eve) with the Nashville Public Library Boardâ&#x20AC;&#x2122;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 â&#x20AC;&#x201C; 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 employeeâ&#x20AC;&#x2122;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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