September 2017 NPL Board Packet by Nashville Public Library

NASHVILLE PUBLIC LIBRARY Board of Trustees Meeting September 19, 2017

Nashville Public Library Board of Trustees Agenda September 19, 2017 Green Hills Branch Library 3701 Benham Ave Meeting Room – 12:00 noon

Call to order / Roll Call

II.

Metro Ordinance Required to be announced at all Board Meetings – Chair, Keith Simmons a. “Pursuant to the provisions of § 2.68.030 of the Metropolitan Code of Laws, please take notice that decisions of the Nashville Public Library Board may be appealed to the Chancery Court of Davidson County for review under a common law writ of certiorari. Any appeal must be filed within sixty days after entry of a final decision by the Board. Any person or other entity considering an appeal should consult with an attorney to ensure that time and procedural requirements are met.”

III.

Introduce Visitors

IV.

Public Comment

Board Chair Comments – Keith Simmons, Chair

VI.

Approval of Minutes: August 15, 2017……………………………………………………………..………………. pgs. 1 - 5

VII.

Library Director Report a. Library Director, Kent Oliver

VIII.

Staff Reports a. Education Programs & MNPS, Elyse Adler & Liz Atack

IX.

Old Business a. Strategic Plan Resolution, Kent Oliver………………………………………………………………….. pgs. 25 - 27

Adjournment

Next Board of Trustees Meeting 12:00 noon – October 17, 2017 Green Hills Branch Library – Meeting Room 3701 Benham Ave Nashville TN 37215

NASHVILLE PUBLIC LIBRARY A City with a Great Library is a Great City ® LIBRARY BOARD MINUTES August 15, 2017 12:00 p.m. Green Hills Branch Library, 3701 Benham Ave, Nashville, TN 37215 Members Present:

Keith Simmons, Lucy Haynes, Sepi Khansari, Robert Oermann, Joyce Searcy and Katy Varney

Members Absent:

Francie Hunt

Library Staff:

Kent Oliver, Elyse Adler, Susan Drye, Larry Price, Jena Schmid, Felicia Wilson, Andrea Fanta, Terri Thomas, Bonnie Cremin and Bernadette Hugan

Also Present:

Shawn Bakker, President, Nashville Public Library Foundation Corey Harkey, Metro Department of Law attorney Carly Elliott, Metro Department of Law attorney Mark Naccarato, SEIU representative

Call to Order / Roll Call Keith Simmons called the meeting to order at 12:01 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 20, 2017 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  Kent welcomed Corey Harkey who introduced Carly Elliott. Ms. Elliott replaces Mark Murray as NPL’s metro legal representative.  Between 250 and 300 people attended NPL’s Library of the Year staff party at Tennessee Brew Works last Friday. Kent thanked Ms. Varney, Mr. Oermann and Ms. Haynes for attending and sharing in the staff celebration. Mr. Oliver observed during the staff celebration that NPL staff is diverse, including in age, with a large representation of younger (under 40) staff members. Mr. Oliver shared that libraries that are innovative and prosper have a good representation of younger staff.  There will be a 12-hour Read-a-Thon to kick off a year-long Library of the Year celebration on September 8, 2017. 1|Page

    

   

A resolution recognizing NPL as 2017 Library of the year will go before metro council on September 19, 2017. September 28 is tentatively scheduled for Library of the Year event with the Mayor. The current issue of Library Journal includes photos of the Library of the Year award ceremony. The issue also includes an article about fine elimination where NPL is prominently featured. The elimination of fines has gone smoothly, although the public still wants to pay for overdue materials. A mechanism to accept donations is in development. This month’s data reflect year-end numbers. The report function within the new ILS will affect what numbers are reported in the board packet. A new dashboard will be presented at the September board meeting; the board is invited to review the year-end numbers and to inform Kent Oliver or Bernie Hugan what other numbers they’d like to see included in the board packet. No major problems experienced in the migration to the new ILS. Some wording on the selfcheck terminals will be clarified. A meeting focused on advancing the relationship between NPL, NPLF and FOL is scheduled for this week. Mr. Oliver informed the board that there is a patron challenge surrounding access to surveillance footage. A subpoena is required, even by the police force, to view surveillance footage. Mr. Oliver commented that, especially in light of recent events in Virginia, NPL’s Civil Rights and inclusion/diversity programming makes Nashville a great place to live.

Staff Reports a. NPLF Update — Shawn Bakker Ms. Bakker announced that this year’s Patrons Party will take place November 4, 2017 with the Gala scheduled for November 11, 2017. The Gala celebration will encompass many things, including NPLF’s 20th anniversary and the establishment of the Margaret Ann Robinson Leadership Award that will be presented every 5 years. Ms. Bakker provided more information on the renewed conversation between NPL, NPLF and FOL. A task force consisting of key library staff, Friends members and Foundation staff has been crated to explore opportunities. As part of this process, a consulting group has been hired to advance the relationship between NPLF and FOL. A retreat is scheduled for Wednesday, September 20th and the library board is invited to attend. At this retreat all interested parties will discuss the future format of collaboration. A draft recommendation is planned for October with a presentation to the various boards happening in November. Ms. Bakker stated that NPLF will also explore a planned giving program as well as community level giving based on the upcoming consultant recommendation. b. Madison Renovation — Larry Price Mr. Price reminded those present that the 5 “new” branches (Bordeaux, Edmondson Pike, Green Hills, Hermitage and Madison) were built around 2000. Bordeaux and Edmonson Pike branches have been renovated, but the remaining branches still have the original carpeting and much of the original furniture. This fall the Madison Branch renovation will begin. Mr. Price shared the design concept for the renovated Madison Branch library and explained that it is the result of input from the community, staff and stakeholders. The Madison Branch renovation will require a tremendous amount of internal demolition.

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Mr. Price shared the following timeline for this 10-12 month project.  

Saturday, September 30th @ 5 p.m. Monday, October 2nd – 13th



Monday, October 16th



Monday, October 30th

 

Tuesday, October 31st Wednesday, November 1st

Branch closes to the public. Staff remains in branch to handle returns, major weeding and packing office items. Most staff reassigned; movers pack books, remove furniture and dismantle shelving. Staff return to branch to prepare for open house. Community Open House 4 – 8 p.m. Demolition begins

Mr. Oliver informed the board that renovations will not continue without another capital allocation.

VI. Old Business 3|Page

a. Review Strategic Plan Draft — Kent Oliver Before reviewing the draft strategic plan, Mr. Oliver introduced Bonnie Cremin, NPL’s new administrative receptionist and Mr. Oliver’s new scheduler. Ms. Cremin comes to NPL from Wisconsin, where she worked for the University of Wisconsin. Mr. Oliver stated that the format of the draft strategic plan differs greatly from the previous plan’s format. In the last round of strategic planning NPL articulated its Mission, Vision and Values and the resulting plan had a more traditional format and was operational in nature. Mr. Oliver indicated that the strategy map will ultimately become the public facing strategic document. Mr. Oliver walked through the draft strategy map starting from the foundational to the aspirational levels. Mr. Oliver spoke about the balanced scorecard, the strategy map’s accompanying internal document. The scorecard will be the primary measurement tool. This fall NPL’s administrative team will hold a retreat where scorecards will be developed for each objective. The board will receive periodic progress reports. Mr. Simmons stated that metrics should reflect the content of the strategy map. Mr. Simmons suggested placing the term “education” more prominently within the strategy map language in order to emphasize and promote NPL’s position in Nashville’s educational landscape. Mr. Oliver will use Mr. Simmons’s recommendations to update the strategy map appropriately. Mr. Simmons also stated that the library card measure does not necessarily capture all reading activity by NPL patrons. Ms. Varney stated that the library card measure captures an important aspect of NPL’s engagement with the community. The final draft will be presented to the Board for adoption at the September meeting.

4|Page

VII. Other Business a. Art Committee — Robert Oermann Mr. Oermann reported that NPL’s 125th Ryman Anniversary exhibit has been funded and will open mid-October 2017. VIII. Adjournment The meeting adjourned at 1:10 p.m.

Next Board Meeting— 12:00 p.m., September 19, 2017 Green Hills Branch Library 3701 Benham Ave, Nashville, TN 37215

Respectfully submitted by Bernadette Hugan

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Statistical Summary â&#x20AC;&#x201C; September 19, 2017 Nashville Public Library JULY 2017

Cardholders as % of Population Served

60.1% July 2017 New Cards: 2,275 Active Cardholders: 408,306

CIRCULATION COMPARISON - JULY Physical

eMedia

30%

29%

70%

71%

JUL-17

JUL-16

CIRCULATION TREND FY1718

FY1617

FY1516

550,000 500,000 450,000

400,000 350,000 300,000

250,000 200,000 JUL

AUG

SEP

OCT

NOV

DEC

JAN

FEB

MAR

APR

MAY

JUN

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Statistical Summary â&#x20AC;&#x201C; September 19, 2017 Nashville Public Library JULY 2017

NPL PROGRAMS - JULY Library

Outreach

17%

20%

83%

80%

JUL-17

JUL-16

NPL PROGRAM ATTENDANCE - JULY Library

Outreach

28%

27%

72%

73%

JUL-17

JUL-16

Public Computer Usage July 2017 / 2016 54,406 / 58,596 Wireless Usage July 2017 / 2016 49,145 / 57,504

Database Sessions July 2017 / 2016 4,080 / 5,903

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Statistical Summary â&#x20AC;&#x201C; September 19, 2017 Nashville Public Library JULY 2017

Circulation Bellevue Bordeaux Donelson East Edgehill Edmondson Pike Goodlettsville Green Hills Hadley Park Equal Access Hermitage Inglewood Looby Madison Main North Old Hickory Pruitt Richland Park Southeast Thompson Lane Watkins Park Virtual Renewals 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

Jul-17 Circulation 34,194 4,950 8,340 4,611 2,449 32,025 13,785 42,813 1,073 174 26,986 8,006 1,602 10,958 25,740 1,344 2,563 533 9,783 20,956 2,876 310 97,641 152,264 3 505,979

Month Jul-17 Jul-16 % of Total Circulation 6.76% 39,259 0.98% 6,998 1.65% 10,233 0.91% 5,711 0.48% 3,450 6.33% 36,111 2.72% 15,011 8.46% 51,063 0.21% 2,313 0.03% 299 5.33% 30,244 1.58% 8,709 0.32% 3,392 2.17% 14,170 5.09% 54,239 0.27% 2,871 0.51% 3,980 0.11% 1,719 1.93% 10,618 4.14% 24,340 0.57% 8,903 0.06% 40 19.30% N/A 30.09% 137,601 0.001% 3 471,277

Jul-17 Visits 21,198 9,238 12,305 11,584 5,497 19,955 9,168 20,631 3,349 18,079 13,284 4,618 19,084 58,258 7,090 2,592 6,784 20,011 16,256 16,637 2,813 298,431

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

% Change 2017-2016 -12.90% -29.27% -18.50% -19.26% -29.01% -11.32% -8.17% -16.16% -53.61% -41.81% -10.77% -8.07% -52.77% -22.67% -52.54% -53.19% -35.60% -68.99% -7.86% -13.90% -67.70% 675.00% N/A 10.66% 0.00% 7.36%

% Change 2017-2016 1.19% -25.37% 19.54% -11.69% 10.87% -38.37% 17.42% -17.09% -14.68% -12.80% 29.10% -59.82% -20.05% -4.94% -3.51% -18.34% 7.73% 44.93% -5.94% 153.96% N/A -4.60%

Jul-17 Year-to-Date 34,194 4,950 8,340 4,611 2,449 32,025 13,785 42,813 1,073 174 26,986 8,006 1,602 10,958 25,740 1,344 2,563 533 9,783 20,956 2,876 310 97,641 152,264 3 505,979

Jul-17 Circ / Visit 1.61 0.54 0.68 0.40 0.45 1.60 1.50 2.08 0.32 1.49 0.60 0.35 0.57 0.44 0.19 0.99 0.08 0.49 1.29 0.17 0.11 0.86

Fiscal Year-to-Date 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 N/A 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

% Change 2017-2016 -13.93% -5.22% -31.82% -8.57% -35.97% 43.89% -21.79% 1.12% -45.63% 2.32% -28.79% 17.53% -3.27% -50.02% -51.48% -21.14% -71.22% -36.43% -8.46% -87.28% N/A -19.56%

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Statistical Summary â&#x20AC;&#x201C; September 19, 2017 Nashville Public Library JULY 2017

Programming Adult Programs Teen Programs Children's Programs Total Programs Adult Attendance Teen Attendance Children's Attendance Total Attendance

Volunteer Services Number of Volunteers Volunteer Hours

390 298 548 1,236

236 306 538 1,080

% Change 2017-2016 65.25% -2.61% 1.86% 14.44%

4,349 2,640 24,188 31,177

2,925 2,990 27,043 32,958

48.68% -11.71% -10.56% -5.40%

Jul-17

Jul-17 231 2011.00

Jul-16

Jul-16 256 2356.00

% Change 2017-2016 -9.77% -14.64%

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Statistical Summary â&#x20AC;&#x201C; September 19, 2017 Nashville Public Library AUGUST 2017

Cardholders as % of Population Served

55.3% August 2017 New Cards: 3,457 Active Cardholders: 375,321

CIRCULATION COMPARISON - AUG Physical

eMedia

31%

29%

69%

71%

AUG-17

AUG-16

CIRCULATION TREND FY1718

FY1617

FY1516

550,000 500,000 450,000

400,000 350,000 300,000

250,000 200,000 JUL

AUG

SEP

OCT

NOV

DEC

JAN

FEB

MAR

APR

MAY

JUN

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Statistical Summary â&#x20AC;&#x201C; September 19, 2017 Nashville Public Library AUGUST 2017

NPL PROGRAMS - AUG Library

Outreach

14%

13%

86%

87%

AUG-17

AUG-16

NPL PROGRAM ATTENDANCE - AUG Library

Outreach

19%

16%

81%

84%

AUG-17

AUG-16

Public Computer Usage August 2017 / 2016 57,635 / 60,762 Wireless Usage August 2017 / 2016 132,270 / 58,360

Database Sessions August 2017 / 2016 48,265 / 22,980

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Statistical Summary â&#x20AC;&#x201C; September 19, 2017 Nashville Public Library AUGUST 2017

Aug-17 Circulation 33,289 4,389 8,218 4,951 2,341 31,754 14,199 40,809 963 239 26,798 8,225 1,773 11,075 31,448 1,473 2,857 517 10,273 20,837 2,327 491 82,540 153,929 1 495,716

Month Aug-17 Aug-16 % of Total Circulation 6.72% 39,902 0.89% 7,099 1.66% 10,810 1.00% 6,650 0.47% 3,951 6.41% 37,253 2.86% 16,100 8.23% 50,409 0.19% 2,498 0.05% 334 5.41% 29,606 1.66% 9,336 0.36% 3,875 2.23% 13,870 6.34% 59,674 0.30% 3,447 0.58% 4,582 0.10% 2,015 2.07% 11,103 4.20% 23,938 0.47% 9,256 0.10% 32 16.65% N/A 31.05% 140,131 0.00% 0 485,871

Aug-17 Visits 25,671 11,803 13,912 16,450 4,792 19,437 9,754 22,261 3,206 17,945 15,125 5,080 17,355 58,099 5,651 2,655 6,944 22,807 18,547 18,365 4,654 320,513

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

% Change 2017-2016 -16.57% -38.17% -23.98% -25.55% -40.75% -14.76% -11.81% -19.04% -61.45% -28.44% -9.48% -11.90% -54.25% -20.15% -47.30% -57.27% -37.65% -74.34% -7.48% -12.95% -74.86% 1434.38% N/A 9.85% N/A 2.03%

% Change 2017-2016 6.62% 1.70% 13.39% -16.87% -13.03% -23.76% 11.55% -6.91% -20.88% -0.72% 29.43% -50.25% -13.99% -10.25% -19.93% 16.60% -5.07% 42.34% -0.54% 190.82% N/A 0.80%

Aug-17 Year-to-Date 67,483 9,339 16,558 9,562 4,790 63,779 27,984 83,622 2,036 413 53,784 16,231 3,375 22,033 57,188 2,817 5,420 1,050 20,056 41,793 5,203 801 180,181 306,193 4 1,001,695

Aug-17 Circ / Visit 1.30 0.37 0.59 0.30 0.49 1.63 1.46 1.83 0.30 1.49 0.54 0.35 0.64 0.55 0.26 1.08 0.07 0.45 1.12 0.13 0.11 0.81

Fiscal Year-to-Date 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 N/A 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

% Change 2017-2016 -14.75% -33.75% -21.31% -22.64% -35.28% -13.06% -10.05% -17.59% -57.68% -34.76% -10.14% -10.05% -53.56% -21.42% -49.80% -55.41% -36.70% -71.88% -7.67% -13.43% -71.35% 1012.50% N/A 10.25% 33.33% 4.65%

% Change 2017-2016 -21.75% -39.21% -32.96% -10.44% -31.87% 11.81% -20.94% -13.04% -51.28% -8.82% -31.93% -8.02% -7.16% -41.17% -46.63% -46.52% -72.97% -35.00% -12.48% -91.36% N/A -25.61%

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Statistical Summary â&#x20AC;&#x201C; September 19, 2017 Nashville Public Library AUGUST 2017

Programming Adult Programs Teen Programs Children's Programs Total Programs Adult Attendance Teen Attendance Children's Attendance Total Attendance

Volunteer Services Number of Volunteers Volunteer Hours

427 318 440 1,185

336 315 394 1,045

% Change 2017-2016 27.08% 0.95% 11.68% 13.40%

5,315 3,569 16,174 25,058

5,810 3,266 16,154 25,230

-8.52% 9.28% 0.12% -0.68%

Aug-17

Aug-17 204 1755.25

Aug-16

Aug-16 274 2284.00

% Change 2017-2016 -25.55% -23.15%

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Financial Overview â&#x20AC;&#x201C; September 19, 2017 Nashville Public Library Metro Government of Nashville Monthly Budget Accountability Report As of August 31, 2017 Public Library GSD-General - Operating PY Budget PY Actuals PY% Prior Year Thru Thru Thru Prior YTD Budget Current Mo. Current Mo. Current Mo. Variance

Current Annual Budget

CY Budget Actuals YTD % Thru Current Mo. Thru Thru YTD Current Mo. Actuals Current Mo. Current Mo. Variance

Variance Explanation

EXPENSES: Salaries:

Regular Pay

13,974,200

2,329,033

2,257,814

96.9%

35,300

5,883

8,414

143.0%

1,257,300

209,550

316,941

15,266,800

2,544,466

2,583,169

Fringes

5,510,400

918,400

1,061,559

Other Expenses: Utilities Professional & Purchased Services

1,643,100 2,526,400

273,850 421,067

163,688 36,948

Overtime

All Other Salary Codes

Total Salaries

Travel, Tuition & Dues Communications Repairs & Maintenance Services Internal Service Fees All Other Expenses

TOTAL EXPENSES PROGRAM REVENUE: Charges, Commissions & Fees Other Governments & Agencies Federal Direct Fed Through State Pass-Through Fed Through Other Pass-Through State Direct Other Government & Agencies Subtotal Other Governments & Agencies Other Program Revenue TOTAL PROGRAM REVENUE NON-PROGRAM REVENUE: Property Taxes Local Option Sales Tax Other Tax, Licences & Permits Fines, Forfeits & Penalties Compensation from Property TOTAL NON-PROGRAM REVENUE Transfers From Other Funds & Units TOTAL REVENUE AND TRANSFERS SUMMARY OF POSITIONS: Total Authorized Positions - Oper Fd Total Filled Positions Total Vacant Positions

62,700 598,400 493,100

10,450 99,733 82,183

9,001 -41,355 67,115

1,785,900 2,196,400

297,650 366,067

288,592 160,588

30,083,200

5,013,866

407,000 0 0 0 0 0 0 0 407,000

2,422,933

1,043,113

1,991,749

35,300

5,883

4,853

11,314

192.3%

-5,431

151.2% -107,391 1,257,300

209,550

103,540

296,835

141.7%

-87,285

2,638,366

1,151,506

2,299,898

939,683

467,459

932,747

273,850 507,333

138,407 585,424

164,825 619,071

101.5%

71,219 14,537,600

-2,531

-38,703 15,830,200

115.6% -143,159 5,638,100

59.8% 8.8%

86.1% -41.5% 81.7%

110,162 1,643,100 384,119 3,044,000

1,449 141,088 15,068

115,200 593,400 493,100

19,200 98,900 82,183

97.0% 43.9%

9,058 1,830,600 205,479 1,853,000

305,100 308,833

4,329,305

86.3%

684,561 31,040,700

67,833

68,478

101.0%

-645

0 0 0 0 0 0 0 67,833

0 0 0 0 0 0 0 68,478

0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 101.0%

0 0 0 0 0 0 0 -645

0 0 0 0 0 0

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

0 407,000

0 67,833

0 68,478

0.0% 101.0%

12,227 12,501 34,624

82.2% 431,184

87.2% 338,468

99.3%

LIB is at 82.2% thru AUG. Vacancies are being filled as quickly as possible. However, NPL will keep an eye on expenditures. LIB is over budget at 192.3% thru AUG. With staffing levels, OT is necessary at times to fulfill NPL needs especially with Maintenance and Security issues. LIB is 141.7% thru AUG. This is not unusual for this time of year after summer vacations. NPL expects this line item to even out over the FY. LIB is at 87.2% of total budgeted salaries thru AUG. With vacancies being filled, OT and vacation leave, currently NPL is on budget. However, NPL will monitor expenditures closely throughout the FY.

Fringe is at 99.3% thru AUG due to higher overall fringe costs. LIB does not have 6,936 much control over fringe costs.

60.2% 109,025 122.0% -111,738 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 1,760 in this line item. 77,888 135,097 LIB is under budget by 64.4% thru AUG. Internal Service Fees have not been 2 posted. 172,409 Library is under budget (85.9%) for FY18 YTD. NPL will monitor ALL expenditures closely as the fiscal year progresses to 729,847 ensure we are on budget by year end.

17,440 21,012 (52,914)

90.8% 21.2% -64.4%

143,688 77,852

305,098 136,424

100.0% 44.2%

5,173,448

2,623,688

4,443,601

85.9%

189,200

31,533

20,336

37,914

120.2%

-6,381

0 0 0 0 0 0 0 189,200

0 0 0 0 0 0 0 31,533

0 0 0 0 0 0 0 20,336

0 0 0 0 0 0 0 37,914

0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 120.2%

0 0 0 0 0 0 0 -6,381

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 -645

0 189,200

0 31,533

0 20,336

0 37,914

0.0% 120.2%

0 -6,381

397 372 25

SUMMARY OF VARIANCE:

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Personnel Summary â&#x20AC;&#x201C; September 19, 2017 Nashville Public Library New Hires & Regisnations August 2017 New Hires Name

Classification

Medlin, Luther Fatah, Diary Boaz-Pond, Brenda Bresson, Alexandria Martin, Jessica Hayes Jr., Johnny Miller, Lavelle

Maint & Repair Worker Sr. Circulation Assistant 1 Program Specialist 2 Library Page Library Associate 1 Library Associate 1 Security Guard

Hire Date 8/14/2017 8/14/2017 8/14/2017 8/14/2017 8/28/2017 8/28/2017 8/28/2017

Location Custodian-Branches Thompson Lane LSHI Edmondson Pike Tech Services/ILL Madison Security

August 2017 Resignations Name

Classification

Davis, Zoe Seda, Peter Dawkins, Danielle Girgis, Miriam White, April

Library Page Circulation Assistant 1 Library Page Library Page Library Page

Resignation Date 8/3/2017 8/4/2017 8/7/2017 8/20/2017 8/31/2017

Location TOTAL Edmondson Pike Edmondson Pike Southeast Reference-Main

Diversity Numbers - 06/30/2017 White-01

69%

Total Race Diversity (breakdown below)

31%

Black-02

25.34%

Hispanic

1.35%

Asian

2.42%

American Indian/Alaskan Native

0.27%

Two or More Races

1.62%

Total Percentage of Total Staff in Top Management (Pay Grade OR6 or Above) White Diversity (Black 1.62%/Two or More Races .27%)

8.9% 7% 1.89% 15 | P a g e

Personnel Summary â&#x20AC;&#x201C; September 19, 2017 Nashville Public Library

NPL Vacancies as of 8/31/2017 = Approved to fill by OMB = Requesting permission to fill from OMB = Vacancies that have not yet been requested to fill

Division / Branch 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25

CIRC CIRC ED PIKE GOOD GRN HILLS BORDX OP & MAIN-BR TECH SVCS ED PIKE OLD HICK REF TECH SVCS ED PIKE GRN HILLS INGLE SE SE MAILROOM MADISON ADMIN SVCS PUBLIC TECH PERFORM ART PUBLIC REL SECURITY SECURITY

Title CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 1 CIRCULATION ASST 2 CUSTODIAL SVCS ASST SUPV - Branch INFO SYSTEMS APP TECH 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE MAINTENANCE & REPAIR WORKER SR OFFICE SUPPORT REP 2 PROGRAM SPEC 1 PROGRAM SPEC 1 PROGRAM SUPV PUBLIC INFORMATION COORDINATOR SECURITY GUARD SECURITY GUARD

Grade ST04 ST04 ST04 ST04 ST04 ST05 TS02 OR01 ST06 ST06 ST06 ST06 ST02 ST02 ST02 ST02 ST02 TG07 ST05 ST06 ST06 ST10 OR05 ST06 ST06

Name

FPS

FTE

VACANT - NEW (using D Hamilton's old pos) VACANT (G LUTHER) VACANT (P SEDA) VACANT (S WALLACE) - pos upgraded VACANT (H CHO) - pos upgraded VACANT (S BRYSON-DE LOS SANTOS) VACANT (S YORK) VACANT (T CONE) VACANT (A CLARK) VACANT (C JACKSON) VACANT (D FISHER) VACANT (V STARKS) VACANT (D DAWKINS) VACANT (W KIRKPATRICK) VACANT (R O'DENEAL) VACANT (M GIRGIS) VACANT (S LEWIS) VACANT (T STEVENS) VACANT (K LYLE) VACANT - NEW POSITION VACANT (P JOHNSON) VACANT - NEW POSITION VACANT (E WALTENBAUGH) VACANT (B WILSON) - pos repurposed VACANT (D SPRINGER)

F P F F F F F F F F F F P P P P P F P P F F F F F

1.00 0.49 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 0.49 0.50 0.49 0.49 0.49 1.00 0.49 0.75 1.00 1.00 1.00 1.00 1.00

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Brief Area Updates – September 19, 2017 Nashville Public Library ADMINISTRATIVE SERVICES REPORT Safety/Security: August 2017  Mark Crowder conducted 4 Safety & Security annual training classes at Goodlettsville and Bordeaux—2 at each location.  Safety & Security will start scheduling the annual Safety & Security classes for each division at Main. It will be a refresher for current employees and will be for new employees to see what, if any, safety issues departments may be experiencing. The required OSHA topics that are mandatory to all employees every year will also be covered.  Staffed 2 after-hour events for Special Collections.  30 NPL employees were certified or recertified in C.P.R./A.E.D, including branch staff at locations with A.E.D.’s, all Safety & Security staff, and some Administrative staff.  Bordeaux is the only branch currently that still needs the PICs C.P.R./A.E.D.–trained. Working on schedule with staff now since Bordeaux’s manager left NPL 9/8/17.  Lavelle Miller started as an NPL Security Officer Monday, August 28 and appears that he will be a good addition to our security team. Victor Appleton continues to do an outstanding job for us.

There were 41 Patron Incident Reports (up from 28 reports in July), including:  Accident — 1  Mental Issue —  Alarms — 3  Suspicious Activity —  Ambulance — 2  Theft —  Arrest — 2

1 2 1

Number of suspensions by conduct violation numbers: #3 — 1 #17 — 13 #5 — 5 #18 — 1 #6 — 1 #19 — 6 #8 — 2 #20 — 1 #10 — 1 #21 — 1 #14 — 3 #22 — 1 #16 — 1 #23 — 1 Suspensions for July: # of patrons 2 6 10 13

# of days suspended 5 30 90 365 17 | P a g e

Delivery: August 2017 Main:  Received 712 incoming UPS packages; sent 47 packages out UPS Ground  28 overnight packages received from FedEx, DHL, etc.  Received 122 inserts of mail from U.S. Post Office; sent 85 inserts of mail to Metro Mail for postage.  28 special deliveries from Ikon, Supply Room, Advance Supply, Firefly, etc. Branches:  Moved 6,442 hold bins (206,144 items), 5,933 non-hold bins (189,856 items), 576 A/V bins (18,432 items) and 1,549 Circulation bins (49,568 items). Grand total of 14,497 bins moved, a total item count of 464,000 with an average of 659 bins and 21,090 items moved per day. Sent 325 boxes to Prat Recycling. Daily completion percentages: Holds 22 of 22 days for 100% Facilities Maintenance: August 2017 Work Orders:  277 Opened during the month  296 completed  98 Active  59 Active over 30 days Custodial Services: Inventory was taken for all branch sites custodial supplies and material. All custodial closets meet OSHA standards. Daily Job assignments are being reviewed and updated for accuracy. Maintenance: In addition to some of the maintenance examples completed below, all of the maintenance team performed superbly during the heavy rain days in August. All staff was on hand and very proactive in addressing and solving rain and other climate issues that were affecting patrons and staff. Completed Projects:  Archives: Lighting replaced.  Bordeaux: Vacuumed/swept parking lot.  Belleview: Repaired drive up book drop.  East: Mold removal from ceilings and walls in lower level. Repaired men’s room divider and door assembly. Reheat coil installed in HVAC unit to lower relative humidity and mold concerns.  Edgehill: Repaired leaking water fountain, repaired leaking toilet.

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Edmondson Pike: Vacuumed/swept parking lot. Rocks removed from storm inlet. Bike Rodeo parking lot assistance. Cleaned gutters of debris. Fixed broken window shade, broken toilet handle, and broken hand dryer. Adjusted/repaired automatic front entrance closer. Goodlettsville: Vacuumed/swept parking lot. Repaired multiple plumbing fixture issue due to low flow/clogs. Repaired outside parking lights. Determined parts needed for HVAC system to connect to online library control system. Parts on order. Green Hills: Carpets cleaned. Trees trimmed from the roof and trimmed away from disabled signage. Wildflower bed was weeded. Vacuumed/swept parking lot. Tightened/repaired lock cylinder in teen area, multiple plumbing fixture leaks repaired. Repaired door counter. Hadley Park: Repaired light fixtures that were out in youth area. Hermitage: Replaced irrigation control box. Installed a rain barrel for outside garden irrigation. Multiple pendant lights repaired. Men’s restroom stall fixed. Inglewood: Public Restrooms painted. Restroom sinks caulked. Exterior lighting repaired. Lakewood: Construction project started on exterior vehicle storage shed. Completion will be in September. 2 new stop signs installed. Performed mower maintenance. Changed HVAC filters, replaced outside light fixtures, installed photocells. Painted staff kitchen area, pressure washed portions of exterior building. Installed new maintenance sink in basement work area, ran plumbing line across work area. Madison: Insect/Pest control performed inside patron’s area. Repaired faulty chiller control system to keep old outdated system functional until renovation. Repaired exhaust fans. Main: Replaced leaking water heater in Admin Services area. Repaired faulty water heater on third floor that had a faulty heating element. Patron counters fixed. Display case in lobby secured. Courtyard details outlined for future contractors to use for special events. Multiple leaks fixed. Replaced multiple burned out bulbs in courtyard and throughout library. Fan bearings and belts tightened and lubed under internal PM work. HVAC Control boxes in admin area and conference center replaced and updated. Bird abatement work in courtyard completed. Air vent cleaning throughout building is ongoing. North: Carpets cleaned. Tree limbs pruned Old Hickory: Removed two dead trees. Removed excess water from flooding/rainfall. AC system repair. Pruitt: Repaired people counter Richland Park: Repaired broken book cart, pest control abatement, HVAC system repair. Thompson Lane: New HVAC system adjustments and repair performed. Outside automatic door fixed. Restroom fixtures repaired.

BRANCH SERVICES REPORT Branch Manager Departures

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Conrad Pegues, Manager 1 at Hadley Park since July 2015, accepted a position with Tennessee State University as Assistant Professor in the role of Digital Reference Librarian. We are pleased for Conrad and glad he will still be close to Hadley Park. Conrad’s last day with NPL was Saturday, September 2. Francis Adebola-Wilson, Manager 3 for the Bordeaux Cluster since September 2016, accepted a position as Senior Community Library Manager with the Contra Costa County (CA) Library System in the San Francisco Bay Area. Francis’s last day with NPL was Friday, September 8. Ronnie Pugh, Branch Manager at Old Hickory, has been with NPL since 2002 and has announced his retirement effective October 1. While not a Manager per se, Victoria Ross has been a strong presence in many roles at NPL for 39 years. Since 1992 with the opening of the Southeast Branch Library (that is the old Southeast branch Library on Hickory Highlands Drive in Antioch). Tori has been the story time lady extraordinaire at both Southeast and later at Edmondson Pike when it opened in 2000. Tori retired on September 1. Madison Renovation Thanks to the Madison closure for renovations on October 1, we will be able to keep all branches running smoothly with experienced staff reassigned from Madison to various locations throughout the system. The Madison staff will remain at their branch until October 16 to prepare for the movers arrival on that date. We are still on course for demolition to begin on or after November 1.

COLLECTIONS AND TECHNOLOGY SERVICES REPORT Shared Systems Staff in Collections & Technology have recoded the audience and collection facets in the catalog for more accurate search results. Previously “CIR” “YAC” and “JUV” were codes for both non-fiction and fiction materials in the adult, teen and juvenile collections. We now have AFIC and ANF for adult, YFIC and YNF for teen, and JFIC, JREAD, JEASY and JNF for juvenile. Because NPL staff and patrons were finding it difficult to locate New On-Order materials in the Catalog, On-Order materials now have their own searchable Collection. Shared Systems continues to work on issues related to the migration to Carl-X including adding the MNPS student ID to Carl-x to make it easier for students to check out books from NPL in person. Technology Technology staff conducted INK (SharePoint) training with the Administrative Assistants who will be responsible for the creation of sub directories and the training of staff in managing their sub sites. Technology staff are working on the security updates and changes needed to iPads for teen programming. Training will be set up after the updates have been completed.

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Tech Logic will release an enhanced interface for self-checkout. This new interface will give the patrons an easier self-checkout experience. A demo of the new interface is scheduled on September 20, 2017 and Branch staff have been invited to attend. Technology is pilot testing an upgrade to EnvisionWare at the Goodlettsville Branch in anticipation of rolling out to all locations by December 31st. Collection Development Noel Rutherford, Material Services Manager, along with Bethany Baeuerlin, Cataloging Manager, conducted branch visits to evaluate the branch collections and introduce Bethany to branch staff. Noel met with Larry Price, Assistant Director for Branch Services, to discuss branch visits and to discuss the Madison Renovation and its collection. Noel Rutherford also participated in an online panel discussion regarding floating collections, The Ebb and Flow of Floating Collections. Web Services Web Services transferred Salon ticketing to Event Brite. This will eliminate the handling fee currently charged by Tickets Nashville for free Salon events. Jenny Ellis created and shared the new procedures for adding ticketed events on Event Brite. Web Services continues to work on various projects including the updating and maintenance of webpages and automation of the Unbound Back-of-Book listings.

COMMUNITY ENGAGEMENT AND EDUCATION REPORT Puppet Truck  Provided 7 programs to 1531 in attendance, including performances at Trevecca, who hosted Parent University, Nashville Children’s Theatre and Matthew Walker Health Center. Wishing Chair  Started work on two new shows, Gulliver’s Travels and Momotaro, the Peach Boy  2 students from University School of Nashville and one other student“shadowed” our puppeteers. Bringing Books to Life  23 programs to 738 attendees  Presented the teacher workshop “Every Child Ready to Read” at Metropolitan Action Commission’s annual Summer Learning Institute for teachers and Head Start staff: 147 teachers over four sessions.  Offered 2 different workshops at the MNPS annual Parent University Conference.  Represented NPL at the Nashville Children’s Theater season preview event.  As a nice reminder that the work BBTL does is memorable and impactful, Klem-Mari shared the following story: “I was at Publix in west Nashville yesterday and a woman approached me in the produce section. She identified herself as having come to a Loving & Learning workshop and 21 | Page

asked if I remembered her. It took me a moment, but yes, I did. I remembered from a workshop I did at St. Mary Villa when it was still located on White Bridge Road. This was a while back; several years ago, in fact, as she mentioned her then preschool age son was now in the 2nd grade. She proudly stated that her son is doing very well in reading; reads whole chapter books and the newspaper. She also stated that he is doing really well in school: straight A’s, great reports from teachers. Very proud of her son. She still remembered the workshop I did at St. Mary Villa. We had a nice conversation about continuing to read aloud, audiobooks, etc.”  Providing support to Kent on a pilot project for Nashville Literacy Collaborative. The project intends to implement concentrated literacy supports in 6 schools, with additional library supports available in the surrounding (three) neighborhoods. Adult Literacy  Offered 17 programs serving 210 people.  Launched our LEAF night partnership with Alignment Nashville/MNPS.  Immigrant Advisory Committee had 14 attendees who learned about free yoga classes available from Small World Yoga, Civil Rights and a Civil Society with Amber Williams, and new English/Spanish computer classes and job support at Richland Park Library.  Hosted 6 professional development events to 106 attendees. NAZA  NAZA kicked off afterschool programs in 42 locations, 18 are community and 24 school locations.  A new Cohort of NAZA partners, called Affiliated partners has been selected in response to the strategic commitment to apply tiered partnership model with different levels of access to NAZA resources. The Affiliated cohort will have access to professional development, self and external assessments for program quality and to program management tools and guide. This is a strategic approach to scale up NAZA quality model to non-funded partners across the city. The initiative is funded by Maddox Foundation.  NAZA received a grant from Turner Foundation to expand the pilot of a middle school summer program focused on STEAM. Studio  Hosted a Vanderbilt Graduate Class about design of educational spaces. The hour+ class included a lecture by Niq, Q&A, and a tour. Four of the students will continue working with us over the fall semester, doing observations and reflections on our space and design.  Studio hosted several eclipse events, including the building of pinhole cameras and a T-shirt Design competition.  Participated in the NAZA partner fair and the Hume Fogg Parent Mixer. Be Well at NPL  Pruitt Library restarted their weekly SNAP-Ed cooking series, averaging 15-20 in attendance each week.

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Madison Library held a community health fair where the TN Pharmacists Association sent out 10 pharmacy students to provide BP and glucose screenings, 1-on-1 medication and general health Q&A.  An Edmondson Pike gentle yoga participant shared with us about the class, “[This class] has increased my exercise since I go every week since January 2017, and it’s almost September! I am more flexible in body and spirit, and also in life. It adds to my routine, and it’s something I look forward to.” Digital Inclusion  The Senior Tech Academy program graduated the 2nd Cohort of seniors on August 22, 2017.  Conducted Jobs Labs on Fridays at NCOA and taught basic digital literacy classes at FiftyForward Knowles and Donelson Station with a total 76 seniors in attendance. Limitless Libraries  Held a “Welcome Back” dinner for MNPS school librarians in the Grand Reading Room of the Main Library.  Launched new LL website.  LL staff visited librarians new to MNPS this year.

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Library staff survived the eclipse buzz and endless calls and requests for eclipse glasses during the days leading up to the total eclipse. The library hosted an eclipse viewing party in the Courtyard. Staff created book displays and created their own zine with fun facts about the eclipse, safety tips, historical data, and a little comic, called Total Eclipse of the Books. Hundreds of people attended the day-of event, and though a cloud eclipsed the totality, everyone had a ton of fun viewing, including a totality wedding proposal.

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Betsy Fisher received recognition for being a founding member of the state wide TENN-SHARE organization. She was a Board Member and served twice as Treasurer. She worked on the formation for TEL (phase I & II) along with Rapid Delivery of Materials study. She will be honored as a guest at the upcoming November meeting.

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Since the LRNG grant that funded work at Gate Way to Independence (Woodland Hills) is finished, Teen Center staff is teaming up with other library departments to provide programming and services to GTI. Special Collections will take their Civil Society program and BBTL will teach the teens who are parents how to connect with their children through reading.

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In response to the events in Charlottesville, the children’s staff created a diversity display of children’s books titled “Libraries are for Everyone”.

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Library staff have been promoting NPL BoomBox at the Musicians Corner concert series in Centennial Park. Library card registrations and library materials for immediate checkout are provided. 23 |

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In September staff from the Equal Access Division will provide sign language classes to NPL employees.

MARKETING AND COMMUNICATIONS REPORT NPL’s Marketing & Communications department spent August 2017 further promoting our Library of the Year win in a prolonged campaign to raise awareness about the award and the programs and people that helped us win it. NPL hosted “Reading for a Reason”, a 12-hour, open-mic community reading event on September 8. Mayor Barry will visit NPL in late September to celebrate NPL’s Library of the Year win with the Library community.

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Old Business – September 19, 2017 Nashville Public Library

Nashville Public Library Board September 19, 2017 Resolution Title: Nashville Public Library 2017 Strategic Plan History/Background/Discussion: The library’s strategic plan has been under development since October 2016. The Strategy Team, a working group consisting of a cross section of library staff, has been guiding this process. The team has completed a process of research, program analysis, library staff input and focus group sessions lead by Cissy Mynatt, a local non-profit consultant. The plan builds on the library’s previous planning process. Ms. Mynatt was also the consultant on that project as well as recently working with the Nashville Public Library Foundation. This plan focuses on creating a strategy map intended to present a visual picture of the library’s intended direction. Score cards are the working documents developed from objectives in the map. It is very much a working document. The score cards will be implemented by existing library working committees, ad hoc staff committees and the Library Administration. Progress in achieving the plan will be monitored and tracked. Key pieces from the plan will be included as part of individual staff performance plans. Reports will be provided to the Board at key intervals.

Recommendation: That the Library Board endorse the planning document. Draftor(s): Kent Oliver, Library Director Person(s) Responsible for Implementation: The Library Director and Strategy Team

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RESOLUTION 2017-09.01 Nashville Public Library Strategic Plan 2017

WHEREAS, the Library completed the last strategic plan in 2013 and WHEREAS, the library staff have completed an action plan to continue that previous process, and WHEREAS, this process has embraced public, library staff, Board and foundation input; NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees that the Library Board endorses the 2017 Strategy Map and its concepts and, BE IT FURTHER RESOLVED, that staff will bring back progress reports of work on the map through report cards regularly to the Board.

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