October 2013 npl board packet

NASHVILLE PUBLIC LIBRARY

Board of Trustees Meeting

October 15, 2013

Nashville Public Library Board of Trustees Agenda

October 15, 2013 Goodlettsville Branch Library

205 Rivergate Parkway Nashville TN 37072

Meeting Room - 12:00 Noon

I. Call to order / Roll Call

II. Metro Ordinance Required to be announced at all Board Meetings – Board Chair, Keith Simmons

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

III. Introduce Visitors

IV. Public Comment

V. Board Chair Comments – Keith Simmons

VI. Approval of Minutes: September 17th , 2013 ………………………………………………………………….pg. 1 – 8

VII. Library Director Report

VIII. Staff Reports

a. Goodlettsville Branch Library – Jennifer Hunsicker

b. Citizenship Corner – Elyse Adler

c. Nashville Public Library Foundation – Tari Hughes

IX. Old Business a. Vote on By-laws Revision …………..………………………………………………………….……..pg. 21 – 24

b. Main Library Update

X. Adjournment

Next Board of Trustees Meeting 12:00 Noon – November 19, 2013

Main Library – Board Room 615 Church Street

Nashville TN 37219

1 | P a g e


A City with a Great Library is a Great City ®

LIBRARY BOARD MINUTES

September 17, 2013

12:00 Noon

Board Room, Main Library, 615 Church Street, Nashville, TN 37219

Members Present: Keith Simmons, Margaret Ann Robinson, Francie Hunt, Joyce Searcy, Sepi Khansari and Robert Oermann

Members Absent: Lucy Haynes Library Staff: Kent Oliver, Elyse Adler, Larry Price, Jena Schmid, Susan Drye, Sarah

Squires, Sherry Adams and Beth Deeb Also Present: Tari Hughes, Nashville Public Library Foundation President

Ashley Daugherty, Mayor’s Office Corey Harkey, Metro Department of Law Attorney David Powell, Principal, Hastings Architecture Associates Blaine Kimbrough, Hastings Architecture Associates Robert Kown, Hastings Architecture Associates

Visitors: Charlie Tygard, Metro Council Member At-Large Sheri Weiner, Metro Council Member, District 22

Mark Naccarato, SEIU Representative Steve Reiter, member of the public

I. Call to Order / Roll Call Mr. Simmons called the meeting to order at 12:04 p.m.

II. Metro Ordinance required to be announced at all Board Meetings – Board Chair, Keith Simmons

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

III. Introduce Visitors

Mr. Simmons introduced Metro Council Members Charlie Tygard and Sheri Weiner.

IV. Public Comment Steve Reiter complimented the library on the well-attended WannaBeatles Courtyard

Concert taking place.

V. Approval of Minutes: July 16, 2013

2 | P a g e

Joyce Searcy moved for approval of the minutes from last month’s meeting; the motion was seconded by Margaret Ann Robinson and passed unanimously.

VI. Library Director Report—Kent Oliver, Library Director

a. Mr. Oliver noted that Susan Drye was promoted to Associate Director for Administrative Services after Chase Adams’s retirement. Ms. Drye introduced the new Human Resources Manager, Sherry Adams. Ms. Adams comes to the library from Metro HR and has twenty-five years of Human Resources experience.

b. The Main Library will be open on Mondays starting October 14. The Monday prior, October 7, Main Library staff will celebrate with a cookout in the courtyard.

c. The Main Library may close early on Saturday, November 9 due to a downtown marathon. That is also the date of the Literary Award Gala and the Robert Massie public lecture, which will be at the University School of Nashville.

d. Mr. Oliver reported that there have been a number of recent patron incidents at Madison, but that Larry Price, Susan Drye, and Metro Police have the situation under control.

e. The Airport art exhibit, "First Flight Out: Metropolitan Nashville Airport Authority Shares Its Corporate Art Collection” has just been installed in the Courtyard Gallery at Main. The opening reception will be Saturday, September 28 from 2:00-4:00 p.m.

f. Mr. Oliver asked that Board members continue to circulate the Metro training CDs so that the entire Board can complete the training.

g. There is another downtown marathon on Saturday, September 28, so the Main Library may open one hour late that day to ensure that staff can get to work.

VII. Staff Reports

a. Old Hickory—Larry Price & Susan Drye. Ms. Drye reported that due to flooding on August 8, the Old Hickory branch is closed until further notice. The site has been cleaned, the collection has been moved into storage and the staff has been temporarily assigned to other branches. Repairs and renovations are expected to cost $375-$400,000, and be completed in February or March. Repairs will include HVAC replacement, carpeting, painting, stained concrete flooring in the basement, and new steps and retaining walls. These unexpected expenses will be paid with a combination of bond money, possibly FEMA funds, and the portion of the capital budget allocated to Old Hickory (which was already scheduled for HVAC replacement this year).

b. Bellevue Library Community Support—Larry Price Mr. Price reported that the community is extremely excited about their new library, and is holding a Taste of Bellevue event at the Bellevue Mall on Saturday, November 2 (https://atasteofbellevue.com/). This fundraiser is presented by Friends of the Bellevue Library in partnership with the Exchange Club, the Women’s Club, and the Bellevue Chamber.

VIII. Old Business

a. Bellevue Building Design—David Powell Mr. Powell presented a drawing of the 4-acre project site, which will include the library, parking lot, back garden, and a walking path (as well as 146 new trees). The garden will include a “learning tree” sculpture, part of Metro Arts Public Art program. Rainwater will be diverted to a bio swale filled with low-maintenance landscaping. The reading porch on the front of the building will look out onto this natural area and include a free-standing screen that will provide shade. The floor plan is based on the shape of open books, and the pattern of many of the building materials (glass, brickwork) is based on the staggered horizontal pattern of

https://atasteofbellevue.com/

3 | P a g e

stacked books. Patrons will enter into a vestibule with a central service point. There is access from this vestibule into the meeting room, so that it can be used after hours. There is also a retractable glass wall so that the meeting room can be opened into the rest of the library as needed. The children’s area includes parent and child interaction space and a children’s meeting room which is connected to the young adult area by garage doors. The adult stacks include a large seating area as well as additional smaller meeting rooms. There will also be a Technology Commons with desktop computers and devices for checkout. The center “spine” of the building will have fabric panels that diffuse light and resemble the pages of a book. There will also be a History Wall, although the location in the building has not been determined. Ms. Weiner asked whether the bio swale would result in snakes, mosquitoes, and standing water. Mr. Powell explained that it would divert water rather than retain it, and that there should be no more wildlife than with any other landscaping. She also asked about the water runoff problems of the nearby subdivision and the night lighting on the reading porch. Mr. Powell noted that the site is being graded to prevent runoff problems and that the new trees would also help. As for the lighting, it will be subtle so that it does not disturb the neighbors across the street.

b. By-laws Revision—Kent Oliver The vote on the by-laws revision will take place at the October meeting, but Mr. Oliver reviewed the changes being proposed. Besides modifications to the election cycle, the other major change is redefining a quorum so that if there are two Board vacancies, the Board can still conduct business with three members.

c. NPL Strategic Plan Final Document & Resolution—Kent Oliver

Mr. Oliver reported that only a few minor changes have been made since the Board’s strategic plan meeting on July 23. The goals were reordered so that the first goal is now, “Be an essential resource and a valued community partner.” Mr. Oliver also noted the exciting objective of increasing NPL cardholders to 70% of the county population. Sarah Squires has been tasked with developing a community presence to make this possible, which could include a team of volunteers and a mobile, automated system that could be sent to special events around the city. Robert Oermann moved for approval of the strategic plan; the motion was seconded by Joyce Searcy and passed unanimously.

RESOLUTION 2013-09.01

Nashville Public Library Strategic Plan 2013

WHEREAS, the Library completed the “Strategic Conversation” in 2008 and

WHEREAS, the library staff have completed an action plan to continue that previous process,

and

WHEREAS, this process has embraced 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 2013 Strategic Plan including the Mission

Statement, Vision and Values.

4 | P a g e

Nashville Public Library

Strategic Plan: 2013/14 – 2015/16

GOALS AND OBJECTIVES

Board Approved 9/17/13

Mission: Inspire reading, advance learning and connect our community.

Vision: All members of our diverse community are empowered through limitless learning

opportunities to enrich their lives.

We Value:

- Extraordinary Customer Service - Love of Reading - Lifelong Learning - Intellectual Freedom - Innovation - Excellence - Inclusiveness

GOAL I: Be an essential resource and a valued community partner.

Awareness/Marketing

Initiate a comprehensive library marketing and merchandizing plan by March 2014.

Partnerships

Be an essential resource to all Metro Government departments for dissemination of materials and effective collaborations by January 2015.

Serve as a valued educational and cultural partner to a broad range of diverse, city-wide agencies, institutions, and businesses as measured by our geographic reach, number of partner requests, and overall collaborations.

Increase utilization of our community spaces, system-wide, by Metro departments and the broader community by 15% by 2015/16.

Community Support

Create a multi-layered plan between the Library, Foundation and Friends of the Library by March 2014 to increase volunteer hours, donations and number of Library advocates.

Become Nashville’s volunteer location of choice and increase annual volunteer hours by 5% annually through 2015/16.

5 | P a g e

Build quality and consistency into internship opportunities designed to increase appeal and awareness by May 2014.

GOAL II: Deliver learning opportunities through programs and services that meet the

needs and interests of Nashvillians at every stage of life.

Reach Children, Teens and Families

Strategically cultivate these key partnership programs with formal development plans adopted by:

o Limitless Libraries - by March 2014 o TOTAL – by December 2013 o Wishing Chair - by January 2015 o Bringing Books to Life! - by May 2014 o Learning Labs – by September 2013

Create and conduct a program audit ensuring the alignment of system-wide programming to community interests and needs by January 2015.

Instill Love of Reading

Identify and integrate quality standards and best practices into all children and teen programming by 2015.

Become the central hub for adult literacy information for both providers and students through space, materials, and services by April 2015.

Expand all benchmarks indicated by Nashville Reads, by an average of 10% by 2015.

Increase checkouts, usage, visits, and programming attendance by 2015.

Invite Meaningful Dialogue

Increase opportunities to engage the community through forums and dialogue that build on the resources and materials available through NPL Special Collections and Archives.

Close the Digital Divide

Prepare staff at each location so that they can answer 75% of patron questions regarding e-media and personal devices at time of question and have the skills and tools to follow-up with all questions asked within 24 hours.

Implement a public training schedule by September 2014 ensuring that regular technology classes offer free learning opportunities on library software and computer devices.

6 | P a g e

Build Collections

Review our Collection policies and revise as needed by February 2015 expanding the scope and diversity of future collections to be reflective of our community.

Measure Our Impact

Deliver content and formats that are appealing to customers as evidenced by survey feedback and usage data gathered at least annually.

Implement data benchmarks and outcomes-based service measures for all applicable library services beginning with the 2014/15 budget year.

GOAL III: Promote an organizational culture that embraces our values.

Recruitment and Retention

Implement practices to recruit and retain individuals with the talent, skills and commitment needed to excel in library staff positions.

Develop a library workforce reflective of community diversity.

Culture of Learning and Innovation

Develop, implement and evaluate by November 2014 a comprehensive professional development program for staff at all levels.

Increase the number of staff opportunities to share learning and to recognize and celebrate individual, team and organizational achievements.

Effective Communication

Launch a plan by May 2014 to develop, implement and monitor internal communication strategies.

GOAL IV: Provide extraordinary customer service experiences.

Service/Utilization

Increase NPL cardholders to 70% of the county population by 2016.

Increase public service hours throughout the Library system and open all branch locations seven days a week by October 2016.

Increase customer access to high demand items through decreasing wait times of 40% on new materials.

Define customer service core competencies and incorporate in staff training program beginning 2014/15.

7 | P a g e

Access

Establish a single point of public online service access for full collection discoverability by 2014/15.

Prioritize and identify costs as well as funding sources by December 2014 to digitize NPL Special Collections and Archives.

By May 2014, develop a formalized plan to ensure equal access for customers with disabilities.

Engage our patrons using web tools related to library access and measure return on the investment annually with the goal of matching industry trends and respected peer libraries.

GOAL V: Lead the library profession in developing and implementing best practices

in leadership, administration and stewardship.

Resource Development

Achieve per capita Metro funding levels of $50 per capita by 2015/16.

Partner with the Nashville Public Library Foundation to increase our offerings of innovative programs, services and materials through private funding opportunities.

Research and increase grants and awards annually through 2015/16.

Facilities/Technology

Implement a Facilities Maintenance plan in 2013/14 to ensure that all NPL locations meet standards for safety, security, cleanliness and good repair.

By 2015 create a Master Facilities Plan to define our long-range facility needs.

Revise our Public Technology Plan by February 2015 to ensure NPL is investing in technology to meet current and emerging needs.

Internal Processes/Systems

Review and reorganize all Library policies and procedures during 2013/14 and update as needed to reflect and support implementation of best practices.

Board development

Provide increased opportunities for board member leadership and engagement through initiation of a formal board development program beginning in the fall of 2013.

8 | P a g e

IX. Adjournment The meeting adjourned at 12:57 p.m.

Next Board Meeting—Noon, October 15, 2013 Goodlettsville Branch Library Meeting Room 205 Rivergate Parkway, Goodlettsville TN 37072 Respectfully submitted by Beth Deeb

9 | P a g e

Statistical Summary – October 15, 2013


Sep-13 Sep-13 Sep-12 % Change Sep-13 Sep-12 % Change

Circulation % of Total Circulation 2013-2012 Year-to-Date Year-to-Date 2013-2012

Bellevue 22,766 6.18% 23,093 -1.42% 71,825 73,116 -1.77%

Bordeaux 6,373 1.73% 8,050 -20.83% 20,266 25,677 -21.07%

Donelson 10,182 2.76% 10,941 -6.94% 33,716 35,828 -5.89%

East 4,981 1.35% 4,175 19.31% 15,339 13,264 15.64%

Edgehill 2,681 0.73% 4,527 -40.78% 9,285 13,478 -31.11%

Edmondson Pike 40,872 11.10% 36,681 11.43% 129,865 116,599 11.38%

Goodlettsville 15,419 4.19% 15,394 0.16% 50,117 51,264 -2.24%

Green Hills 47,722 12.96% 45,119 5.77% 155,649 144,247 7.90%

Hadley Park 2,062 0.56% 2,455 -16.01% 6,361 8,064 -21.12%

Hearing Impaired 683 0.19% 721 -5.27% 1,956 1,988 -1.61%

Hermitage 31,443 8.54% 30,646 2.60% 96,179 98,373 -2.23%

Inglewood 8,609 2.34% 8,916 -3.44% 27,907 28,350 -1.56%

Looby 2,308 0.63% 4,303 -46.36% 7,989 13,491 -40.78%

Madison 16,076 4.36% 17,400 -7.61% 48,830 54,751 -10.81%

Main 61,935 16.81% 59,485 4.12% 188,130 182,782 2.93%

North 1,985 0.54% 2,649 -25.07% 6,779 8,077 -16.07%

Old Hickory 242 0.07% 4,484 -94.60% 5,299 13,616 -61.08%

Pruitt 1,016 0.28% 1,005 1.09% 3,599 2,998 20.05%

Richland Park 9,902 2.69% 10,172 -2.65% 31,308 32,258 -2.95%

Southeast 18,363 4.99% 18,498 -0.73% 58,681 58,054 1.08%

Thompson Lane 8,183 2.22% 8,440 -3.05% 26,499 27,632 -4.10%

Watkins Park 323 0.09% 440 -26.59% 1,149 1,278 -10.09%

Downloadable 54,222 14.72% 39,022 38.95% 169,840 122,438 38.72%

Talking Library 5 0.001% 4 25.00% 19 20 -5.00%

NPL Total 368,353 356,620 3.29% 1,166,587 1,127,643 3.45%

Month Fiscal Year-to-Date

Circulation

Sep-13 Sep-12 % Change

Circulation Circulation 2013-2012

eBooks 26,820 18,964 41.43%

Audio Books 9,692 6,108 58.68%

Video 94 51 84.31%

Music 4,242 13,899 -69.48%

Magazines 13,374 n/a n/a

Total 40,848 39,022 4.68%

Downloadable Materials

Sep-13

Year-to-Date

New Registrations 3,785 13,522 307,540

% Change

2013-2012

Numver of Volunteers 260 299 -13.04%

Volunteer Hours 2006.25 2697.72 -25.63%

Cardholders Sep-13Active Patron

Cards

Volunteer Services Sep-13 Sep-12

10 | P a g e



Sep-13 Sep-12 % Change Sep-13 Sep-12 % Change

Visits Visits 2013-2012 Circ / Visit Circ / Visit 2013-2012

Archives 1,417 1,553 -8.76% n/a n/a n/a

Bellevue 13,426 15,636 -14.13% 1.70 1.48 14.81%

Bordeaux 8,229 8,453 -2.65% 0.77 0.95 -18.68%

Donelson 12,649 13,640 -7.27% 0.80 0.80 0.35%

East 7,621 7,555 0.87% 0.65 0.55 18.27%

Edgehill 4,585 4,897 -6.37% 0.58 0.92 -36.75%

Edmondson Pike 21,818 19,606 11.28% 1.87 1.87 0.13%

Goodlettsville 18,487 20,536 -9.98% 0.83 0.75 11.26%

Green Hills 20,312 19,719 3.01% 2.35 2.29 2.68%

Hadley Park 4,879 4,715 3.48% 0.42 0.52 -18.83%

Hermitage 16,568 16,550 0.11% 1.90 1.85 2.49%

Inglewood 10,664 11,149 -4.35% 0.81 0.80 0.95%

Looby 9,214 10,638 -13.39% 0.25 0.40 -38.07%

Madison 17,656 18,315 -3.60% 0.91 0.95 -4.16%

Main 54,785 58,190 -5.85% 1.14 1.03 10.47%

North 8,201 7,143 14.81% 0.24 0.37 -34.73%

Old Hickory 0 4,768 -100.00% n/a 0.94 n/a

Pruitt 9,127 11,341 -19.52% 0.11 0.09 25.62%

Richland Park 10,420 10,780 -3.34% 0.95 0.94 0.71%

Southeast 14,667 11,555 26.93% 1.25 1.60 -21.79%

Thompson Lane 9,546 8,512 12.15% 0.86 0.99 -13.55%

Watkins Park 5,570 3,724 49.57% 0.06 0.12 -50.92%

NPL Total 279,841 288,975 -3.16% 1.12 1.10 2.14%

Visits

Sep-13 Assisted Sep-13 Self-Check %

Circulation Circulation Self-Check

Bellevue 6,595 11,808 64.16%

Bordeaux 1,793 3,133 63.60%

Donelson 1,990 6,282 75.94%

East 1,725 2,265 56.77%

Edgehill 725 1,338 64.86%

Edmondson Pike 10,260 21,728 67.93%

Goodlettsville 4,718 7,669 61.91%

Green Hills 6,644 30,531 82.13%

Hadley Park 762 844 52.55%

Hermitage 4,006 21,393 84.23%

Inglewood 2,366 5,065 68.16%

Looby 540 1,347 71.38%

Madison 6,902 6,889 49.95%

Main 6,963 15,881 69.52%

North 258 1,096 80.95%

Old Hickory 0 0 n/a

Pruitt 469 281 37.47%

Richland Park 1,054 6,871 86.70%

Southeast 3,902 11,208 74.18%

Thompson Lane 2,339 4,414 65.36%

Watkins Park 82 56 40.58%

Self-Check Activity

11 | P a g e

Statistical Summary –October 15, 2013


Sep-13 Sep-12 Sep-13 Sep-12 % Change

Hours Open Hours Open Circ / Hour Circ / Hour 2013-2012

Archives 160 152 n/a n/a n/a

Bellevue 160 160 142.29 144.33 -1%

Bordeaux 210 200 30.35 40.25 -25%

Donelson 160 160 63.64 68.38 -7%

East 160 160 31.13 26.09 19%

Edgehill 160 160 16.76 28.29 -41%

Edmondson Pike 210 200 194.63 183.41 6%

Goodlettsville 160 160 96.37 96.21 0%

Green Hills 210 200 227.25 225.60 1%

Hadley Park 160 152 12.89 16.15 -20%

Hermitage 210 200 149.73 153.23 -2%

Inglewood 160 160 53.81 55.73 -3%

Looby 160 160 14.43 26.89 -46%

Madison 210 200 76.55 87.00 -12%

Main 186 195 336.66 308.75 9%

North 160 136 12.41 19.48 -36%

Old Hickory 0 160 n/a 28.03 n/a

Pruitt 160 160 6.35 6.28 1%

Richland Park 160 160 61.89 63.58 -3%

Southeast 210 200 87.44 92.49 -5%

Thompson Lane 160 160 51.14 52.75 -3%

Watkins Park 112 120 2.88 3.67 -21%

NPL Total 3,638 3,715 105.91 100.09 6%

Hours Open

% Change

Sep-13 Sep-12 2013-2012

Adult Programs 93 84 10.71%

Teen Programs 158 136 16.18%

Children's Programs 374 322 16.15%

Total Programs 625 542 15.31%

Adult Attendance 2,911 3,784 -23.07%

Teen Attendance 2,949 2,015 46.35%

Children's Attendance 16,829 15,275 10.17%

Total Attendance 22,689 21,074 7.66%

% Change

Sep-13 Sep-12 2013-2012

Total Computer Use 65,468 67,931 -3.63%

Total Wireless Use 16,484 15,093 9.22%

% Change

Sep-13 Sep-12 2013-2012

Webserver 446,982 514,772 -13.17%

Public Computer Use

Website Visits

Programming

12 | P a g e



250,000

300,000

350,000

400,000

450,000

Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep

Circulation

50,000

70,000

90,000

110,000


On Site Computer & Wireless Usage

200,000

300,000

400,000

500,000


Visits

Year-to-Date

1,127,643 FY12 1,166,587 FY13

September

356,620 2012 368,353 2013

3.29%

Year-to-Date

268,735 FY12 269,270 FY13

September

83,024 2012 81,952 2013

-1.29%

Year-to-Date

949,012 FY12 917,110 FY13

September

288.975 2012 279,841 2013

-3.16%

13 | P a g e



0

5,000

10,000

15,000


New Card Registrations

300

500

700

900


Total Programs

10,000

20,000

30,000

40,000

50,000


Total Program Attendance

300,000

400,000

500,000

600,000


Total Website Visits

Year-to-Date

15,688 FY12 13,522 FY13

September

5,060 2012 3,785 2013

-25.20%

Year-to-Date

1,578 FY12 1,834 FY13

September

542 2012 625 2013

15.31%

Year-to-Date

60,431 FY12 68,184 FY13

September

21,074 2012 22,689 2013

7.66%

Year-to-Date

1,634,847 FY12 1,439,591 FY13

September

514,772 2012 446,982 2013

-13.17%

14 | P a g e

Financial Overview – October 15, 2013


Metro Government of Nashville

Monthly Budget Accountability Report

As of September 30, 2013

Public Library

GSD-General - Operating

FY12-13 PY Budget PY Actuals PY% Current CY Budget Actuals YTD %

Prior Year Thru Thru Thru Prior YTD Annual Thru Thru Thru YTD

Budget Current Mo. Current Mo. Current Mo. Variance Budget Current Mo. Current Mo. Current Mo. Variance Variance Explanation

EXPENSES:

Salaries:

Regular Pay 9,693,900 2,423,475 2,490,396 102.8% -66,921 9,987,800 2,496,950 2,369,996 94.9% 126,954

LIB is at 94.9% thru SEP. Most

vacancies are being held open. LIB

will monitor closely.

Overtime 45,300 11,325 5,522 48.8% 5,803 45,300 11,325 2,156 19.0% 9,169

All Other Salary Codes 1,140,500 285,125 287,596 100.9% -2,471 1,140,500 285,125 278,910 97.8% 6,215

LIB is 97.8 thru SEP. LIB will monitor

closely throughout the fiscal year.

Total Salaries 10,879,700 2,719,925 2,783,514 102.3% -63,589 11,173,600 2,793,400 2,651,062 94.9% 142,338

LIB is at 94.9% of total budgeted

salaries thru SEP . Most vacancies will

be held throughout FY14.

Fringes 4,345,500 1,086,375 1,237,252 113.9% -150,877 4,516,900 1,129,225 1,245,556 110.3% -116,331

Fringe is over at 110.3% thru SEP due

to higher overall fringe costs. LIB but

does not have much control over fringe

costs.

Other Expenses:

Utilities 1,643,100 410,775 424,223 103.3% -13,448 1,643,100 410,775 367,755 89.5% 43,020

Professional & Purchased Services 533,700 133,425 121,327 90.9% 12,098 475,700 118,925 88,768 74.6% 30,157

Travel, Tuition & Dues 17,700 4,425 1,505 34.0% 2,920 17,700 4,425 4,610 104.2% -185

Most travel will occur in the spring

2014. However, LIB will monitor.

Communications 587,900 146,975 75,306 51.2% 71,669 587,900 146,975 -119,508 -81.3% 266,483

Repairs & Maintenance Services 478,700 119,675 216,247 180.7% -96,572 483,100 120,775 245,694 203.4% -124,919

LIB is over due to on going repair costs

that have put us over in this category.

LIB will monitor throughout the fiscal

year.

Internal Service Fees 1,251,600 312,900 313,730 100.3% -830 1,277,000 319,250 317,384 99.4% 1,866

Transfers to Other Funds & Units 0 0 0 0.0% 0 0 0 0 0.0% 0

All Other Expenses 1,755,500 438,875 227,104 51.7% 211,771 1,813,500 453,375 168,616 37.2% 284,759

TOTAL EXPENSES 21,493,400 5,373,350 5,400,208 100.5% -26,858 21,988,500 5,497,125 4,969,937 90.4% 527,188

Library appears to under budget for

FY14 YTD. LIB monitored all

expenditures closely.

PROGRAM REVENUE:

Charges, Commissions & Fees 475,400 118,850 121,121 101.9% -2,271 475,400 118,850 120,118 101.1% -1,268

Other Governments & Agencies

Federal Direct 0 0 0 0.0% 0 0 0 0 0.0% 0

State Direct 0 0 0 0.0% 0 0 0 0 0.0% 0

Other Government & Agencies 0 0 0 0.0% 0 0 0 0 0.0% 0

Subtotal Other Governments & Agencies 0 0 0 0.0% 0 0 0 0 0.0% 0

Other Program Revenue 0 0 0 0.0% 0 0 0 0 0.0% 0

TOTAL PROGRAM REVENUE 475,400 118,850 121,121 101.9% -2,271 475,400 118,850 120,118 101.1% -1,268

Transfers From Other Funds & Units 0 0 0 0.0% 0 0 0 0 0.0% 0

TOTAL REVENUE AND TRANSFERS 475,400 118,850 121,121 1 -2,271 475,400 118,850 120,118 1 -1,268

SUMMARY OF POSITIONS:

Total Authorized Positions - Oper Fd 318

Total Filled Positions 280

Total Vacant Positions 38

15 | P a g e

Personnel Summary –October 15, 2013


September 2013 New Hires / Resignations

2013 New Hires

Name Classification Hire Date Location

Wahl, Jessica Library Associate 1 9/2/2013 Old Hickory

Billings, Naomi Circulation Assistant 1 9/2/2013 Circulation-Main

Redmond, Bridget Circulation Assistant 1 9/2/2013 Circulation-Main

Kirby, Vicki Circulation Assistant 1 9/16/2013 Inglewood

Adams, Sherry H/R Administrator 9/16/2013 Admin. Srvs

Starkey, Callie Library Associate 1 9/30/2013 Children's-Main

Hall, Gregory Library Associate 1 9/30/2013 Circulation-Main

Gable, Jessica Library Page 9/30/2013 Reference-Main

Conley, Stephanie Library Page 9/30/2013 Reference-Main

Manson, Teresa Library Page 9/30/2013 Circulation-Main

White, April Library Page 9/30/2013 Children's-Main

Tompkins, Jessica Library Page 9/30/2013 Bordeaux

Pillow, Akira Library Page 9/30/2013 TOTAL

Maberry, Kayla Library Page 9/30/2013 TOTAL

Eubanks, Aubrey Library Page 9/30/2013 TOTAL

Colson, Diane Library Associate 1 9/30/2013 Reference-Main

2013 Resignations

Name Classification Resignation Date Location

Heflin, Laraine Library Associate 1 9/2/2013 Pruitt

Takacs, Susan Librarian 1 9/5/2013 Southeast

Gibbons,Susannah Librarian 1 9/29/2013 Nashville Room

16 | P a g e

Personnel Summary – October 15, 2013


NPL Vacancies as of 10/14/2013

= Approved to fill by OMB

= Retirement Incentive Vacancies

= Requesting permission to fill from OMB

= Main Monday Opening NEW Positions

BU

Division /

Branch Title Grade Name FPS FTE

1 39101010 ADMIN SVCS ADMIN SVCS MANAGER SR13 VACANT (S DRYE) F 1.00

2 39103401 ARCHIVES ARCHIVES ASSIST 1 SR04 VACANT (D COX) F 1.00

3 39103310 BORDX CIRCULATION SUPV SR06 VACANT (T WILSON) F 1.00

4 39103310 BORDX LIBRARY MGR 2 SR12 VACANT (V MALONE) F 1.00

5 39103310 BORDX LIBRARY PAGE SR02 VACANT (J HYDE) P 0.50

6 39103206 CHILD LIBRARY ASSOC 1 SR06 VACANT (N DROMGOOLE) F 1.00

7 39103203 CIRC CIRCULATION ASSIST 1 SR04 VACANT (E OLIVER) F 1.00

8 39103203 CIRC CIRCULATION ASSIST 1 SR04 VACANT (S ARNTZ) F 1.00

9 39103203 CIRC CIRCULATION ASSIST 1 SR04 VACANT NEW - MONDAY OPENING F 1.00

10 39103203 CIRC LIBRARY PAGE SR02 VACANT (J AUERWECK) P 0.50

11 39103203 CIRC OFFICE SUPPORT MGR SR09 VACANT (L BOBBITT) F 1.00

12 39101050 CONF CNTR CUSTODIAN 1 - Main TG03 VACANT (J MERLIN) F 1.00

13 39103304 ED PIKE CIRCULATION SUPV SR06 VACANT (D JABBOUR) F 1.00

14 39103304 ED PIKE LIBRARIAN 1 SR09 VACANT (A FREDERICK) F 1.00

15 39101030 EMERG TECH LIBRARY ASSOC 1 SR06 VACANT (P BELFORD) F 1.00

16 39103335 GOOD LIBRARIAN 1 SR09 VACANT (E ADAMS) P 0.49

17 39103335 GOOD LIBRARY PAGE SR02 VACANT (K BROOKS) P 0.49

18 39103335 GOOD OFFICE SUPPORT REP 2 SR05 VACANT (S JOHNSON) P 0.49

19 39103340 GRN HILLS CIRCULATION ASSIST 1 SR04 VACANT (A HEYD) P 0.49

20 39103303 HERM LIBRARY MGR 3 SR13 VACANT (G COLEMAN) F 1.00

21 39104061 HR IMP PROG SPEC 2 SR08 VACANT NEW - MONDAY OPENING F 1.00

22 39103350 INGLE CIRCULATION ASSIST 1 SR04 VACANT (A BURNS) F 1.00

23 39103360 MADISON LIBRARIAN 2 SR10 VACANT (L HAGEN) F 1.00

24 39103360 MADISON LIBRARY MGR 3 SR13 VACANT (D WILLIAMS) F 1.00

25 39103360 MADISON LIBRARY PAGE SR02 VACANT (R MOORE) P 0.50

26 39101050 MAIN ADMIN CUSTODIAN 1 - Mn Conf Ctr TG03 VACANT NEW - MONDAY OPENING F 1.00

27 39304026 NASH RM-SC LIBRARIAN 1 SR09 VACANT (S GIBBONS) F 1.00

28 39102000 OP & MAIN-MN CUSTODIAN 1 TG03 VACANT NEW - MONDAY OPENING F 1.00

29 39102000 OP & MAIN-MN CUSTODIAN 1 TG03 VACANT NEW - MONDAY OPENING F 1.00

30 39101020 PUBLIC REL PUBLIC INFORMATION REP SR10 VACANT (R CHRISTOPH) F 1.00

31 39103207 REF LIBRARY ASSOC 1 SR06 VACANT (A EDGIN) F 1.00

32 39103207 REF LIBRARY ASSOC 2 SR07 VACANT (M SCOTT) F 1.00

33 39103207 REF LIBRARY PAGE SR02 VACANT (T HARVEY) P 0.49

34 39103375 RICH PK LIBRARY MGR 2 SR12 VACANT (D HYNES) F 1.00

35 39103380 SE CIRCULATION ASSIST 1 SR04 VACANT (F TAYLOR) F 1.00

36 39103380 SE LIBRARIAN 1 SR09 VACANT (S LAKE) P 0.50

37 39103380 SE LIBRARIAN 1 SR09 VACANT (S TAKACS) F 1.00

38 39104061 TALKING RADIO ANNOUNCER SR07 VACANT (L ADAMS) F 1.00

17 | P a g e

Brief Area Updates – October 15, 2013


Administrative Service Report

In preparing for the Main Library re-opening October 14, 2013 staff have been

interviewing and making offers to new employees. Of the 14 positions approved for

opening Monday’s we had 8 new hires start September 30, 2013. Four more staff will

start October 14th 2013. We anticipate having all positions filled by November 1st.

The Library is in full MECCC (Metro Employees Consolidated Charities Campaign) mode.

This year’s theme is “Be a Hero” and will culminate in a final event cook-off to be held

October 16, 2013 from 10:30am – 1:30pm in Conference Room 1 A&B.

For the repair and mini-renovation of some library branches, pre-bid meetings are

taking place and scopes of work as well as the time lines for these repairs/renovations

are being developed. The repair/renovation of the Old Hickory Library Branch is in

currently in the bid process.

Branch Services Report

Old Hickory Closed for Flood Recovery and Renovations - UPDATE

The branch experienced some additional water infiltration during storms last month, but that

was resolved. We are working with General Services we have developed a solicitation package

and are currently accepting bids for the work.

We still hope to reopen in early 2014, but will have a better timeline after we complete the

Metro bid process in October.

Branch Staffing

Branch Services redeployment of staff from Old Hickory to nearby branches to help with

staffing shortages has gotten positive feedback from displaced Old Hickory library users who

see these familiar faces. We hired two new staff members, reassigned existing staff, and have

four Adecco Associates helping to bridge the public service gap of 17 vacant branch positions.

Early next month we will begin interviewing for the Library Manager 2 vacancies at Bordeaux

and Richland Park. We will also review applications for Library manager 3 and schedule

interviews for vacancies at Madison and Hermitage.

18 | P a g e

Branch Security

Assigning a contract security guard at the Madison Branch has made a huge improvement in

patron behavior and has lowered staff stress levels. We are now in the process of our

evaluating contract guard placements at other branch locations in order to ensure we have

quality contract guards meeting our needs.

Collections and Technology Report

September has been an extraordinarily busy month for the web team and our systems folks. In

addition to upgrading our network infrastructure, we are working diligently to improve the way

patrons interact with our collections online. We have implemented a new Discovery Layer (50

years ago, this would have been called the Card Catalog) and are in the testing phases before

we turn it on for all staff to test. We are also working with a local company, Anode, to improve

the digital experiences in our buildings. So, in the future, we anticipate that most of our

signage will be digital rather than static. Some of the ideas we are working on are represented

in the images below.

19 | P a g e

Main Report

Main Opens on Mondays!

Starting on October 14, Main Library will be open to the public on Mondays. We have recently

hired many new staff members to help with the extended service hours.

Southern Festival of Books

On October 11-13, Nashville will celebrate the Southern Festival of Books presented by

Humanities Tennessee. Many of the author programs will be held at the Main Library

throughout the weekend. Events at Main library will include a visit from Governor on Sunday,

October 13 for a 1:30 session with Jon Meacham, recordings to be broadcasted on CSPAN, a

discussion of staff member Linda Barnickel’s book Milliken’s Bend, and a book sale benefiting

the Friends of the Library.

Statues

Main Library welcomed the addition of three new statues in the Robinson Courtyard. Metro

Nashville Art Commission’s Exploration and Discovery statues by Ken Rowe were relocated

from the Public Square Park to the library. Children will welcome and celebrate the statues on

our first opened Monday with craft programming and an art scavenger hunt.

Artober Programming

October is a busy month at Main with 188 programs scheduled! Highlights include several

Salon@615 programs, Teen Read Week programming, crafts and performing arts programs for

Artober, Courtyard Concerts, spooky movies and puppet shows for Halloween, and kids Skyping

with author Blue Balliet.

StoryCorps @ Your Library

Nashville Room’s Andrea Blackman and Luke Herbst will oversee the launch of Nashville’s New

Faces, a “StoryCorps @ your library” project which will kick-off on Saturday, October 19 at

Edmondson Pike Branch. Nashville’s New Faces is part of the national program, “StoryCorps @

your library”, designed to encourage multi-format public programming on broad themes of oral

narrative and local history. Nashville Public Library was selected by the American Library

Association and StoryCorps as one of ten public libraries to participate in the pilot program.

Community Engagement

Wishing Chair – To an audience of over 130, we premiered “Amazing Twins”, a Mayan puppet

show, created in collaboration with Vanderbilt’s Center for Latin American Studies. String City

20 | P a g e

will be traveling to the Country Music Hall of Fame at the end of October for one week of shows

primarily for student audiences. Both of these new productions have significant accompanying

curricula adding to the educational benefit.

Puppet Truck – In the process of purchasing an additional truck and interviewing for 2 new

puppeteer positions. Performed Hamlet at Hunters Lane High School as part of our Externship

project.

Bringing Books to Life – The program and staff were highlighted at Tusculum Elementary’ s

Kindergarten Literacy Night. Worked with Wright Middle School and Vanderbilt for MNPS

intersession, conducting 3 professional development sessions for teachers on the “Amazing

Twins” puppet show. In the process of hiring 2 PT positions.

TOTAL— An impactful, interactive “Picture Me: bullying exhibit is taking place in the Teen

Center this month. Three new TOTAL staff members started on September 30.

Citizenship Corner—NPL has been working with the city and federal government to develop a

pilot pathway to citizenship at select library branches.

Salon—October’s Salon authors include Donna Tartt, Garrison Keillor, and Pat Conroy.

Courtyard Concerts—Over 1,500 people attended Courtyard Concerts in September. Americana Music Association—Almost 100 people attended our first partnership event with

the AMA, a documentary film showing that included a brief concert by the film’s subject, Paul

Kelly.

Writers Circle—Roy Blount, Jr. and Rick Bragg are the guests at the October 13 event, part of

the Southern Festival of Books.

MNPS Externship—Hunters Lane High School art students will host Arts on the Edge at the

Goodlettsville Library on October 8 as part of our collaboration with MNPS and Metro Arts

Commission. The students will be presenting to the Library Board on November 19.

Bellevue Building Project—Groundbreaking will take place October 22, at the new site, at

10:00a.m. All are invited.

ULC Conference—I will be attending ULC's Partners for Success Conference in November which

will bring together library, local government, and civic leaders to explore the importance of

lifelong learning in our communities.

21 | P a g e

Old Business – October 15, 2013


Current bylaws:


STANDING POLICY RULES AND BYLAWS OF THE LIBRARY BOARD

I.

The officers of the Board shall be a chairman, a vice-chairman, and a secretary who

serve for one-year renewable terms beginning July 1 of each year, chosen by election of the

members of the Board.

II.

The Library Board shall meet on the third Tuesday afternoon of each month, or at the

call of the Chairman.

III.

The following shall be the order of business:

1. Call to order by the Chairman (in the absence of the Chairman the Vice Chairman

will serve in his place)

2. Roll Call

3. Reading and approval of the Minutes of the previous meeting

4. Communications and Correspondence

5. Report of Chief Librarian

6. Reports of Committees

7. Unfinished business

8. New business

9. Adjournment

IV.

The Chairman may from time to time appoint such Committees as within his

discretion the circumstances require.

V.

Four (4) members of the Board shall constitute a quorum. A quorum shall be required

to conduct official business.

VI.

Any resolution authorizing the expenditure of funds shall require a majority vote of

22 | P a g e

the Board members present.

VII.

The Secretary shall keep a file of the minutes of the Board and of all resolutions

adopted by the Board.

VIII.

No action of the Board may be rescinded except by a majority vote of the full

membership of the Board.

IX.

No member of the Board shall travel at Library expense without first obtaining

authorization for such travel from the Board.

X.

The Metro Director of Law may furnish to the Board one of his assistants to attend

meetings to advise on the matters of law, where and when necessary.

XI.

At all meetings held by the Board the Chairman shall have the authority to limit the

number of persons (non-Board members) allowed to speak on an issue and to limit such

speakers’ time.

XII.

None of the Standing Policy Rules of Order shall be amended or repealed except by

affirmative vote of two-thirds (2/3) of the members of the Board. Prior notice of such

proposed changes shall be sent all Board members two weeks in advance of meeting. In the

consideration of any particular matter any or all of the Rules may be suspended by the

unanimous consent of all members of the Board.

XIII.

The Library Board shall formulate and cause to be put into effect rules governing the

use of the Library by the public. Such rules and regulations should provide for maximum

utilization of the Library facilities in a just and impartial manner.

XIV.

The Library Board subscribes to and adopts the Library Bill of Rights and the

Freedom to Read Statement as adopted by the American Library Association.

XV.

No Board member shall call any meeting of the Board or of Board employees without

first obtaining approval of the Chairman or in his absence the Vice Chairman.

23 | P a g e

XVI.

In the absence of a Rule upon any subject not specifically provided for in these Rules,

the Board will be governed by Robert’s Rules of Order. Adopted by the Library Board October 18, 1967

Amended April 17, 2001 and June 20, 2006

Proposed bylaws:


STANDING POLICY RULES AND BYLAWS OF THE LIBRARY BOARD

I.

The officers of the Board shall be a Chair, a Vice-Chair, and a Secretary who serve for

one-year renewable terms immediately following their election by the members of the Board

at the April Board meeting of each year.

II.

The Library Board shall meet in regular session monthly, unless otherwise determined

by the Board, at such time and place as shall be designated by the Board. The Board shall

meet at such additional times as shall be determined necessary by the Chair or a majority

of the Board by petition to the Chair.

III.

The general order of business shall include necessary items of business including

public comments and approval of the previous meeting minutes.

IV.

The Chair may from time to time appoint such Committees as the Chair shall deem

advisable.

V.

A majority of the members of the Board who are duly appointed and serving shall

constitute a quorum. A quorum shall be required to conduct official business.

VI.

Any resolution authorizing the annual budget request to the Metropolitan Government

of Nashville & Davidson County shall require a majority vote of the Board members present.

VII.

The Secretary, or the Secretary’s designee, shall keep a file of the minutes of the Board

and of all resolutions adopted by the Board.

VIII.

24 | P a g e

No action of the Board may be rescinded except by a majority vote of the full

membership of the Board.

IX.

No member of the Board shall travel at Library expense without first obtaining

authorization for such travel from the Board.

X.

The Metro Director of Law may furnish to the Board an assistant to attend meetings to

advise on the matters of law, where and when necessary.

XI.

At all meetings held by the Board the Chair shall have the authority to limit the number

of persons (non-Board members) allowed to speak on an issue and to limit such speakers’ time.

XII.

None of the Standing Policy Rules and Bylaws of the Library Board shall be amended

or repealed except by affirmative vote of two-thirds (2/3) of the members of the Board. Prior

notice of such proposed changes shall be sent all Board members two weeks in advance of

meeting. In the consideration of any particular matter any or all of the Rules may be suspended

by the unanimous consent of all members of the Board.

XIII.

The Library Board shall formulate and cause to be put into effect rules governing the use

of the Library by the public. Such rules and regulations should provide for maximum utilization

of the Library facilities in a just and impartial manner.

XIV.

The Library Board subscribes to and adopts the Library Bill of Rights and the

Freedom to Read Statement as adopted and amended by the American Library Association.

XV.

No Board member shall call any meeting of the Board or of Board employees without

first obtaining approval of the Chair or in his/her absence the Vice Chair.

XVI.

In the absence of a Rule upon any subject not specifically provided for in these Rules,

the Board will be governed by Robert’s Rules of Order. Adopted by the Library Board October 18, 1967

Amended April 17, 2001, June 20, 2006 and October 15, 2013

October 2013 npl board packet

Documents

Transcript of October 2013 npl board packet