NASHVILLE PUBLIC LIBRARY

Board of Trustees Meeting

July 18, 2014

Nashville Public Library Board of Trustees Agenda

July 18, 2014 Main Library

615 Church Street Nashville TN 37219

Board 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: June 17, 2014…………………..……………………………………….…………pg. 1 – 4

VII. Library Director Report

a. Library Director, Kent Oliver

VIII. Staff Reports

a. Archives Update – Kent Oliver

b. Special Collections Division – Andrea Blackman

IX. Old Business……………………………………………………………………………………………………………pg. 18 – 19

a. Patron Rules of Conduct: Patron Behavior – Susan Drye

b. Patron Rules of Conduct: Food and Drink (Alcohol) – Susan Drye

X. New Business

a. NAZA – Candy Markman

XI. Adjournment

NO BOARD MEETING IN AUGUST Next Board of Trustees Meeting

12:00 Noon – September 16, 2014

Old Hickory Branch Library – Meeting Room 1010 Jones Street

Old Hickory, TN 37138

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NASHVILLE PUBLIC LIBRARY

A City with a Great Library is a Great City ®

LIBRARY BOARD MINUTES

June 17, 2014

12:00 Noon

Southeast Branch Library, 2325 Hickory Highlands Drive, Antioch, TN 37013

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

Members Absent: Margaret Ann Robinson and Lucy Haynes Library Staff: Kent Oliver, Larry Price, Elyse Adler, Susan Drye, Tricia Bengel, Jena

Schmid, Noel Rutherford, Sarah Squires, Andrea Fanta, Kyle Barber, Megan Godbey and Beth Deeb

Also Present: Robin Veenstra-VanderWeele, Mayor’s Office

Corey Harkey, Metro Department of Law Attorney

Visitors: Jacobia Dowell, Metro Council Member, District 32 Mark Naccarato, SEIU Representative Elizabeth Goetz

I. Call to Order / Roll Call Keith Simmons called the meeting to order at 12:03 p.m.

II. Metro Ordinance required to be announced at all Board Meetings – 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

Corey Harkey introduced Elizabeth Goetz, who is job shadowing with Metro Legal. Ms. Goetz is an assistant principal at Stratton Elementary and a law student at Nashville School of Law.

IV. Approval of Minutes: May 20, 2014

Robert Oermann moved for approval of the minutes from the May meeting; the motion was

seconded by Joyce Searcy and passed unanimously.

V. Library Director Report—Kent Oliver, Library Director

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a. Mr. Oliver reported that the budget hearing on June 5 went well and thanked those who attended. Several council members expressed interest in Friday hours at branches, but these were not added to the budget. Some council members also had questions about staff diversity, which Mr. Oliver explained was addressed in the library’s strategic plan and is a high priority. Funding for additional renovations is still part of the bond budget.

b. At the June 17 Council meeting, Ken Feith will be re-appointed as a Metro Records Commission member.

c. The Main building project is going well—the Archives are near completion, the new public computer space is open, and the Studio space is almost finished.

d. The Foundation event on June 12 had 250 people in attendance and kicked off the Foundation’s final push to raise $15 million ($13 million of which has already been raised). The very successful evening included a video of co-chair Nicole Kidman in conversation with Ann Patchett.

e. NPL has been covered in several great news articles recently, thanks to the efforts of Sarah Squires and Andrea Fanta.

f. As a result of the new Bellevue and Southeast buildings, all library locations will be getting new signage so that there is consistent branding throughout the system. In most cases, we will be able to reface the current monuments.

VI. Board Chair Comments—Keith Simmons Mr. Simmons thanked Susan Drye for her expertise at the budget hearing. He also introduced Councilperson Jacobia Dowell, who has been involved in the development of the new combined Library, Parks, and Predators space and is a big supporter of the library.

VII. Staff Reports a. Adult Literacy/New Americans Corner—Megan Godbey

Ms. Godbey has been the Adult Literacy Coordinator since July 2013 (her position is

Foundation-funded, and will become full-time next month). She explained that Nashville

has a diverse adult learner population, whose needs include not only reading literacy,

but ELL, GED, computer skills, and financial literacy. NPL includes all of these under its

adult literacy umbrella, partly because illiterate adults are more likely to come to the

library for other (less stigmatized) services such as computer classes or job skills

training.

The library provides support for local adult literacy organizations by offering free

professional development for instructors, free classroom space (a huge need in

Nashville), advertisement of classes on the library website, and a mobile lab. We

support adult learners by encouraging library card registration, hosting library field trips,

and offering library resource workshops. In FY2013/14, Ms. Godbey anticipates having

served over 2,000 people in one of these ways.

Pathway for New Americans, another part of our adult literacy initiative, was launched on

June 11. This is a partnership with the United States Citizenship and Immigration

Services (USCIS), Mayor Karl Dean, and Metro Parks that is only the third of its kind in

the country (after Los Angeles and Chicago). The initiative includes New Americans

Corners, informational corners in five of our library locations that include citizenship

materials from USCIS as well as library resource handouts in English and Spanish

(including a list of local ESL classes, a frequent request at library information desks).

Online versions of these resources can also be found at pathwayfornewamericans.org.

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Next steps are to expand the library’s bilingual collections, broaden outreach to

immigrant populations, and translate library resources into more languages.

b. Bellevue Branch Building Project—Elyse Adler

Ms. Adler noted some of the new building’s highlights: a walking path, digital screens both inside and outside, a children’s area with interactives that promote early literacy skills, a café, a reading porch, and two public art pieces. The exterior piece, by Beverly Stucker Precious, will be a large tree sculpture with leaves made of dichroic glass into which writing has been embedded (Bellevue patrons were asked to submit their favorite first lines of books). The interior piece is by Bellevue resident and nationally-known wood artist Brenda Stein. She used the wood from the tree which had to be removed from the property to create a flock of wooden birds down the central spine of the building. The new building will also include donor pavers leading to the front entrance and an interactive touch screen history wall.

c. Wishing Chair Productions—Elyse Adler

Five NPL puppeteers are currently on their way to Magdeburg, Germany with String City. Custom-made crates were created for the stage set and puppets to travel to Europe by ship, fulfilling Steve and Judy Turner’s wish for the show to travel internationally. Wishing Chair’s puppet collection was also highlighted during the recent Americans for the Arts convention. Meanwhile, the Puppet Truck program has expanded into a second truck. In addition to supporting Bringing Books to Life, the Puppet Truck is invited to a wide variety of venues for all ages. In April, the trucks visited the Farmers’ Market, Room in the Inn, Casa Azafran, Wright Middle School, Tennessee Craft/TACA, and Provision Living Senior Center. The Puppet Truck had 59 programs with 4,479 attendees in April; in the same month, Wishing Chair offered 46 programs at the Main Library, with over 4,500 attendees. The second truck also transports the adult literacy mobile lab—and our new puppeteers assist with computer classes!

d. Southeast Branch Building Project—Larry Price

Mr. Price updated the Board on branch renovations: a fully renovated Pruitt reopened on June 9, the chillers are being replaced at Edmondson Pike and Hermitage, and new teen spaces are being created at Edmondson Pike and Hermitage out of a study room and a computer lab. He then highlighted some features of the new Southeast branch: state-of-the-art interactive technology, a café that looks out onto a new green space made from a reclaimed parking lot, a large teen area, mechanical sorting equipment for book returns, and 24/7 security. The building will be managed by General Services, staff will be doubled, there will be one central service point (with satellite service points), and the building has ample parking and is also on bus routes. Construction is on schedule, furniture and casework selections are being made, and vendor deliveries are being arranged; it will take about two weeks to move the collection to the new building.

e. Southeast Branch Activity Report—Kyle Barber

Branch Manager Kyle Barber introduced himself to the Board. He has been with NPL for twelve years and at Southeast since December. Southeast is a very busy branch which currently has 13-14,000 visits per month. They host a large number of events in their meeting room—last month, this included a Friends book sale, 8 programs for children, yoga classes, GED classes, ESL/EL Civics classes, financial counseling, and 16 community groups. Children’s Librarian Pat Bashir, who recently moved from the Main Library to Southeast, has instigated huge increases in program attendance. Due to her outreach to all local schools as well as at community events, her attendance has more than doubled and she has had 125 attendees at every one of her June programs. Mr. Barber explained that his other priorities are a renewed commitment to customer service

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and outreach; he wants to make sure community members feel welcome and have positive experiences every time they visit the branch.

VIII. Adjournment

The meeting adjourned at 1:22 p.m. Next Board Meeting—Noon, July 18, 2014 (followed immediately by Board Retreat) Main Library Board Room 615 Church Street, Nashville TN 37219 Respectfully submitted by Beth Deeb

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Statistical Summary – July 18, 2014

Nashville Public Library

Jun-14 Jun-14 Jun-13 % Change Jun-14 Jun-13 % ChangeCirculation % of Total Circulation 2014-2013 Year-to-Date Year-to-Date 2014-2013

Bellevue 25,727 5.78% 24,351 5.65% 271,613 272,041 -0.16%Bordeaux 7,860 1.77% 7,603 3.38% 80,105 89,768 -10.76%Donelson 12,906 2.90% 11,342 13.79% 130,621 132,612 -1.50%East 5,804 2.90% 1,096 429.56% 62,971 56,148 12.15%Edgehill 2,495 0.56% 3,174 -21.39% 26,957 43,213 -37.62%Edmondson Pike 45,341 10.19% 44,909 0.96% 486,569 460,180 5.73%Goodlettsville 17,055 3.83% 17,073 -0.11% 184,640 191,316 -3.49%Green Hills 55,366 12.44% 53,628 3.24% 583,678 566,164 3.09%Hadley Park 2,152 0.48% 2,234 -3.67% 24,818 27,476 -9.67%Hearing Impaired 546 0.12% 551 -0.91% 7,430 8,035 -7.53%Hermitage 27,542 6.19% 32,035 -14.03% 353,300 361,439 -2.25%Inglewood 9,791 2.20% 10,879 -10.00% 102,732 99,783 2.96%Looby 2,686 0.60% 2,865 -6.25% 30,203 43,804 -31.05%Madison 17,831 0.60% 16,646 7.12% 185,306 202,523 -8.50%Main 56,565 12.71% 59,138 -4.35% 722,444 705,642 2.38%North 2,294 0.52% 2,528 -9.26% 25,603 30,816 -16.92%Old Hickory 4,349 0.98% 3,778 15.11% 24,889 46,675 -46.68%Pruitt 1,174 0.26% 1,152 1.91% 12,171 11,495 5.88%Richland Park 11,297 2.54% 10,776 4.83% 117,112 122,579 -4.46%

Southeast 18,932 4.25% 21,114 -10.33% 207,800 219,332 -5.26%Thompson Lane 9,404 2.11% 9,587 -1.91% 101,671 102,569 -0.88%

Watkins Park 633 0.14% 445 42.25% 5,350 5,676 -5.74%Downloadable 107,214 24.09% 56,053 91.27% 915,317 569,142 60.82%Talking Library 4 0.0009% 3 33.33% 47 66 -28.79%NPL Total 444,968 392,960 13.23% 4,663,347 4,368,494 6.75%

Month Fiscal Year-to-Date

Circulation

Jun-14 Jun-13 % ChangeCirculation Circulation 2014-2013

eBooks 35,983 26,733 34.60%Audio Books 12,791 9,812 30.36%Video 259 102 153.92%Music 49,693 14,196 250.05%Magazines 4,354 5,210 -16.43%Hoopla 4,134 n/a n/aTotal 107,214 56,053 91.27%

Downloadable Materials

Jun-14Year-to-Date

New Registrations 3,517 35,161 321,168

% Change2014-2013

Numver of Volunteers 295 317 -6.94%Volunteer Hours 2501.25 2909.08 -14.02%

Cardholders Jun-14Active Patron

Cards

Volunteer Services Jun-14 Jun-13

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Statistical Summary – July 18, 2014

Nashville Public Library

Jun-14 Jun-13 % Change Jun-14 Jun-13 % ChangeVisits Visits 2014-2013 Circ / Visit Circ / Visit 2014-2013

Archives 617 1,932 -68.06% n/a n/a n/aBellevue 16,612 16,206 2.51% 1.55 1.50 3.07%Bordeaux 9,591 10,193 -5.91% 0.82 0.75 9.87%Donelson 17,296 14,570 18.71% 0.75 0.78 -4.14%East 9,537 297 3111.11% 0.61 3.69 -83.51%Edgehill 5,654 7,027 -19.54% 0.44 0.45 -2.30%Edmondson Pike 29,582 24,411 21.18% 1.53 1.84 -16.69%Goodlettsville 10,852 22,227 -51.18% 1.57 0.77 104.60%Green Hills 22,694 21,429 5.90% 2.44 2.50 -2.51%Hadley Park 6,281 6,720 -6.53% 0.34 0.33 3.06%Hermitage 14,287 18,499 -22.77% 1.93 1.73 11.32%Inglewood 13,303 14,947 -11.00% 0.74 0.73 1.12%Looby 14,029 14,665 -4.34% 0.19 0.20 -2.00%Madison 18,460 17,308 6.66% 0.97 0.96 0.43%Main 65,211 66,367 -1.74% 0.88 0.90 -2.62%North 8,432 10,103 -16.54% 0.27 0.25 8.73%Old Hickory 4,013 4,567 -12.13% 1.08 0.83 31.01%Pruitt 2,867 9,373 -69.41% 0.41 0.12 233.17%Richland Park 17,235 11,915 44.65% 0.66 0.90 -27.52%Southeast 16,459 15,315 7.47% 1.15 1.38 -16.57%Thompson Lane 9,853 9,977 -1.24% 0.95 0.96 -0.67%Watkins Park 5,172 4,864 6.33% 0.12 0.09 33.78%NPL Total 318,037 322,912 -1.51% 1.06 1.04 1.79%

Visits

Jun-14 Assisted Jun-14 Self-Check %Circulation Circulation Self-Check

Bellevue 6,732 15,138 69.22%Bordeaux 2,445 3,926 61.62%Donelson 2,780 8,295 74.90%East 2,448 2,235 47.73%Edgehill 847 1,187 58.36%Edmondson Pike 11,101 26,260 70.29%Goodlettsville 6,353 7,632 54.57%Green Hills 8,149 36,170 81.61%Hadley Park 859 858 49.97%Hermitage 3,066 17,977 85.43%Inglewood 2,149 6,498 75.15%Looby 587 1,619 73.39%Madison 8,777 6,709 43.32%Main 8,245 17,962 68.54%North 449 1,077 70.58%Old Hickory 1,531 2,344 60.49%Pruitt 456 451 49.72%Richland Park 1,756 7,405 80.83%Southeast 4,622 11,424 71.20%Thompson Lane 2,321 5,722 71.14%

Watkins Park 252 248 49.60%

Self-Check Activity

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Statistical Summary – July 18, 2014

Nashville Public Library

Jun-14 Jun-13 Jun-14 Jun-13 % ChangeHours Open Hours Open Circ / Hour Circ / Hour 2014-2013

Archives 49 160 n/a n/a n/aBellevue 168 168 153.14 144.95 6%Bordeaux 213 210 36.90 36.20 2%Donelson 168 168 76.82 67.51 14%East 168 8 34.55 137.00 -75%Edgehill 168 168 14.85 18.89 -21%Edmondson Pike 213 210 212.87 213.85 0%Goodlettsville 168 168 101.52 101.63 0%Green Hills 213 210 259.93 255.37 2%Hadley Park 168 168 12.81 13.30 -4%Hermitage 153 210 180.01 152.55 18%Inglewood 168 168 58.28 64.76 -10%Looby 168 168 15.99 17.05 -6%Madison 168 210 106.14 79.27 34%Main 235 203 243.03 294.76 -18%North 168 168 13.65 15.05 -9%Old Hickory 168 168 25.89 22.49 15%Pruitt 120 168 9.78 6.86 43%Richland Park 168 168 67.24 64.14 5%Southeast 213 210 88.88 100.54 -12%Thompson Lane 168 168 55.98 57.07 -2%Watkins Park 136 128 4.65 3.48 34%NPL Total 3,729 3,775 120.92 108.72 11%

Hours Open

% ChangeJun-14 Jun-13 2014-2013

Adult Programs 177 150 18.00%Teen Programs 210 203 3.45%Children's Programs 448 455 -1.54%Total Programs 835 808 3.34%

Adult Attendance 3,411 6,325 -46.07%Teen Attendance 2,933 3,512 -16.49%Children's Attendance 25,786 32,253 -20.05%Total Attendance 32,130 42,090 -23.66%

% ChangeJun-14 Jun-13 2014-2013

Total On SiteComputer Use 70,617 69,500 1.61%Total Wireless Use 19,783 17,605 12.37%

% ChangeJun-14 Jun-13 2014-2013

Webserver 390,717 470,298 -16.92%

Public Computer Use

Website Visits

Programming

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Statistical Summary – July 18, 2014

Nashville Public Library

250,000

350,000

450,000

550,000

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

CirculationYear-to-Date

4,368,494 FY13 4,663,347 FY14

June

392,960 2013 444,968 2014

13.23%

Year-to-Date

1,006,083 FY13 1,032,269 FY14

June

87,105 2013 90,400 2014

3.78%

Year-to-Date

3,697,063 FY13 3,500,780 FY14

June

322,912 2013 318,037 2014

-1.51%

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Statistical Summary – July 18, 2014

Nashville Public Library

300

500

700

900

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

Total Programs

10,000

20,000

30,000

40,000

50,000

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

Total Program Attendance

300,000

400,000

500,000

600,000

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

Total Website Visits

Year-to-Date

46,543 FY13 35,161 FY14

June

2,932 2013 3,517 2014

19.95%

Year-to-Date

7,383 FY13 8,105 FY14

June

808 2013 835 2014

3.34%

Year-to-Date

291,405 FY13 295,788 FY14

June

42,090 2013 32,130 2014

-23.66%

Year-to-Date

5,858,298 FY13 5,193,811 FY14

June

470,298 2013 390,717 2014

-16.92%

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Financial Overview – July 18, 2014

Nashville Public Library

Public Library

GSD-General - Operating

PY Budget PY Actuals PY% Current CY Budget Actuals YTD %

Prior Year Thru Thru Thru Prior YTD Annual Thru Current Mo. Thru Thru YTD

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

EXPENSES:

Salaries:

Regular Pay 9,693,900 9,693,900 9,212,754 95.0% 481,146 9,987,800 9,987,800 709,053 9,124,171 91.4% 863,629

LIB is at 91.4% thru JUNE. Most

vacancies were being held open with

fiscal year end nearing.

Overtime 45,300 45,300 20,593 45.5% 24,707 45,300 45,300 4,232 22,832 50.4% 22,468

All Other Salary Codes 1,140,500 1,140,500 1,654,773 145.1% (514,273) 1,215,900 1,215,900 88,718 1,102,823 90.7% 113,077

LIB is at 90.7% thru JUNE. LIB

monitored closely until fiscal year end.

Total Salaries 10,879,700 10,879,700 10,888,120 100.1% (8,420) 11,249,000 11,249,000 802,003 10,249,826 91.1% 999,174

LIB is at 91.1% of total budgeted

salaries thru JUNE . Most vacancies

were held throughout FY14.

Fringes 4,345,500 4,345,500 4,481,895 103.1% (136,395) 4,536,400 4,536,400 380,663 4,607,104 101.6% (70,704)

Fringe is slightly over at 101.6% thru

MAY. LIB but does not have control

over fringe costs but will monitor. In

JAN a increase to fringe was given to

all depts for 1.5% salary increase

effective 1/1/14

Other Expenses:

Utilities 1,643,100 1,643,100 1,540,660 93.8% 102,440 1,643,100 1,643,100 130,464 1,525,114 92.8% 117,986

Professional & Purchased Services 533,700 533,700 433,289 81.2% 100,411 475,700 475,700 42,368 507,194 106.6% (31,494)

LIB slighly over in this line item at

106.6% due to temp services needed

to sustain library services

Travel, Tuition & Dues 17,700 17,700 31,402 177.4% (13,702) 17,700 17,700 6,433 47,099 266.1% (29,399)

Most travel occured in the spring 2014.

Lib membership dues keep this figure

over budget.

Communications 587,900 587,900 575,381 97.9% 12,519 587,900 587,900 13,882 562,534 95.7% 25,366

Repairs & Maintenance Services 478,700 478,700 490,372 102.4% (11,672) 483,100 483,100 40,858 517,466 107.1% (34,366)

LIB is over due to III library automation

system payment in July and repairs to

facilities

Internal Service Fees 1,251,600 1,251,600 1,200,329 95.9% 51,271 1,277,000 1,277,000 105,585 1,263,284 98.9% 13,716

All Other Expenses 1,755,500 1,755,500 1,789,085 101.9% (33,585) 1,813,500 1,813,500 211,817 1,880,537 103.7% (67,037)

LIB is slightly over budget at 103.7%

through JUNE FY14. LIB monitored

closely.

TOTAL EXPENSES 21,493,400 21,493,400 21,430,533 99.7% 62,867 22,083,400 22,083,400 1,734,073 21,160,158 95.8% 923,242

Library came in well under budget

(95.8% in total) for FY14 YTD. LIB will

continue to monitor all expenditures

closely in FY15.

PROGRAM REVENUE:

Charges, Commissions & Fees 475,400 475,400 450,407 94.7% 24,993 475,400 475,400 40,092 438,409 92.2% 36,991

Other Governments & Agencies

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

Fed Through State Pass-Through 0 0 0 0.0% - 0 0 0 0 0.0% 0

Fed Through Other Pass-Through 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 475,400 475,400 450,407 94.7% 24,993 475,400 475,400 40,092 438,409 92.2% 36,991

NON-PROGRAM REVENUE:

Property Taxes 0 0 0 0.0% - 0 0 0 0 0.0% 0

Local Option Sales Tax 0 0 0 0.0% - 0 0 0 0 0.0% 0

Other Tax, Licences & Permits 0 0 0 0.0% - 0 0 0 0 0.0% 0

Fines, Forfeits & Penalties 0 0 0 0.0% - 0 0 0 0 0.0% 0

Compensation from Property 0 0 0 0.0% - 0 0 0 0 0.0% 0

TOTAL NON-PROGRAM REVENUE 0 0 0 0.0% - 0 0 0 0 0.0% 0

Transfers From Other Funds & Units 0 0 -49,190 0.0% 49,190 0 0 0 0 0.0% 0

TOTAL REVENUE AND TRANSFERS 475,400 475,400 401,217 94.7% 74,183 475,400 475,400 40,092 438,409 92.2% 36,991

SUMMARY OF POSITIONS:

Total Authorized Positions - Oper Fd 318

Total Filled Positions 288

Total Vacant Positions 30

SUMMARY OF VARIANCE:

Metro Government of Nashville

Monthly Budget Accountability Report

As of June 30, 2014 (Unaudited)

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Personnel Summary – July 18, 2014

Nashville Public Library

June 2014 New Hires / Resignations

New Hires

Name Classification Hire Date Location

Shaw, Kathryn Office Support Rep 2 6/9/2014 Tech Serv

Reese, Sara Program Specialist 2 6/23/2014 LSHI

Resignations

Name Classification Resignation Date Location

Pillow, Akira Library Page 6/18/2014 TOTAL

Hill-Ocando, Carla Circulation Supervisor 6/23/2014 Edmondson Pike

Daniel, Gary Custodian 1 6/27/2014 Custodian - Main

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Personnel Summary – July 18, 2014

Nashville Public Library

NPL Vacancies as of 7/8/2014

= Approved to fill by OMB

= Retirement Incentive Vacancies

= Requesting permission to fill from OMB

BU Division / Branch Title Grade Name FPS FTE

1 39103305 BELLEVUE CIRCULATION ASSIST 1 SR04 VACANT (A DOUBET) P 0.49

2 39103203 CIRC CIRCULATION ASSIST 1 SR04 VACANT (T HARVEY) F 1.00

3 39103340 GRN HILLS CIRCULATION ASSIST 1 SR04 VACANT (H LINDSAY) P 0.50

4 39103340 GRN HILLS CIRCULATION ASSIST 1 SR04 VACANT (K HOWELL) F 1.00

5 39103303 HERM CIRCULATION ASSIST 1 SR04 VACANT (K BASS) F 1.00

6 39103310 BORDX CIRCULATION ASSIST 2 SR05 VACANT (M HOLT) F 1.00

7 39103310 BORDX CIRCULATION SUPV SR06 VACANT (T WILSON) F 1.00

8 39103303 HERM CIRCULATION SUPV SR06 VACANT (A SMITH) F 1.00

9 39103305 BELLEVUE LIBRARIAN 1 SR09 VACANT (K BRYANT) F 1.00

10 39103380 SE LIBRARIAN 1 SR09 VACANT (S LAKE) P 0.50

11 39103206 CHILD LIBRARY ASSOC 1 SR06 VACANT (J MILLER) P 0.50

12 39101070 NASH RM LIBRARY ASSOC 1 SR06 VACANT (HERBST, LUKE) F 1.00

13 39101070 NASH RM LIBRARY ASSOC 1 SR06 VACANT (T HOWERTON) F 1.00

14 39103207 REF LIBRARY ASSOC 1 SR06 VACANT (A NABOURS) P 0.75

15 39103207 REF LIBRARY ASSOC 1 SR06 VACANT (C SHIVERS) F 1.00

16 39103207 REF LIBRARY ASSOC 1 SR06 VACANT (T SCUDDER) F 1.00

17 39103303 HERM LIBRARY ASSOC 2 SR07 VACANT (A WRIGHT) F 1.00

18 39101060 ILL LIBRARY ASSOC 2 SR07 VACANT (M SHERRILL) F 1.00

19 39103355 LOOBY LIBRARY MGR 1 SR11 VACANT (J PIPER) F 1.00

20 39103385 THOMP LIBRARY MGR 1 SR11 VACANT (K BARBER) F 1.00

21 39103304 ED PIKE LIBRARY MGR 3 SR13 VACANT (R JAMES) F 1.00

22 39103320 DONELS LIBRARY PAGE SR02 VACANT (M SANTANA) P 0.49

23 39103304 ED PIKE LIBRARY PAGE SR02 VACANT (J BOULIE) P 0.50

24 39103304 ED PIKE LIBRARY PAGE SR02 VACANT (K MOHAMMAD) P 0.50

25 39103207 REF LIBRARY PAGE SR02 VACANT (E DERKACH) P 0.49

26 39102000 MAILROOM OFFICE SUP REP 1 SR04 VACANT (D COLLINS) F 1.00

27 39103207 REF PROGRAM COORDINATOR SR09 VACANT (J MCCLANAHAN) F 1.00

28 39104061 TALKING RADIO ANNOUNCER SR07 VACANT (L ADAMS) F 1.00

29 39304094 NEIGH GRT LIBRARY PAGE SR02 VACANT (A CRUTCHFIELD) P 0.38

30 39304094 NEIGH GRT LIBRARY PAGE SR02 VACANT (C KANG) P 0.38

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Brief Area Updates – July 18, 2014

Nashville Public Library

Administrative Service Report

Working with Metro and Library HR to get needed positions posted, interviews scheduled and new

hires in place. We are trying to make progress but still carrying 30 vacancies. New hires will help

ease workloads throughout the system and interviews are taking place. The library is making

progress but the process is sometimes slow and arduous.

Construction for the Main/Archives/Studio 3rd Floor renovations continues. Archives has officially

moved and opened on the 3rd floor of the Main Library. Work happened up until and past opening

day but operations seem to be working fine. Continuing to work with the Dowdle Construction

Group and CPI to work out details as they arise in the remodel.

Edmondson Pike Branch is completing mini-renovations to the Teen and Circulation Areas.

Additionally starting in July, community meetings will begin to discuss major renovations to take

place tentatively in the fall of 2015.

Hermitage Branch had its 100 ton chiller replaced. Small cosmetic changes to the meeting room

space are in process and will be finished up over the next few weeks.

As the summer heats up, HVAC issues are springing to life. Maintenance staff is busy taking care of

work orders put through the Library’s internal WO system. In the month of June, 223 Work Orders

were completed, 76 remain open.

Continuing work on Strategic Planning Goals. Have met with 5 different ad hoc groups and we are

currently formulating processes, documents and plans for going forward.

Metro Council on June 17, 2014 approved FY14/15 operating and capital budgets. Finance staff is

busy getting year end wrapped up and new fiscal year budgets aligned.

Grounds crew has finished changes at the Bordeaux Branch by replacing gravel that was located to

the left and right of the main entrance. This initially was thought to be a low maintenance solution

to patrons walking through these areas and tracking dirt and mud into the branch and around the

grounds. However, the gravel became more problematic due to gravel being kicked out onto the

sidewalks and causing a potential tripping hazard. The gravel has been replaced with planting soil.

Ground cover vines have been placed on the left side and will eventually fill in. Junipers have been

placed on the right and will fill in that space as well. Both plantings are low maintenance and we

hope will be a help provide a nice aesthetic to the Bordeaux entrance.

Branch Services Report

Branch Staffing

Branch Services anticipates receiving permission from Metro HR and Finance post and fill vacancies after

the start of the new fiscal year.

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Branch Renovations

We replaced the chiller at Edmondson Pike the week of May 27, and the new chiller became operational

on May 30. We had a compressor (the unit has 6 compressors; three each on two separate systems) fail

on June 5. It was finally replaced under warranty on June 18. The manufacturer made plans to replace a

second compressor that was suspect, and the second compressor failed on June 20 and was replaced

June 23. None of this has directly affected the public. We are working through the procurement

channels and with all of the players (the contractor, distributor, and manufacturer) to seek remedies,

assurances and to clearly understand what we can expect going forward. After a very productive

meeting last week and establishing service level expectation, we believe after our unfortunate

experience in the chiller’s first month, we now have a well-functioning unit.

Beginning June 13 Hermitage was closed while the chiller was replaced. The replacement was

completed on June 20 and the new unit became operational on June 23. The contractor continued

completing work on the chiller after it was operational, and we have had no significant issues. The

branch re-opened on June 23, and progress continues on renovations to the study rooms, meeting room

and teen room.

Summer Reading – Summer Challenge

All branch locations are above halfway toward their completion goal. Special recognition goes to these

locations that have far surpassed their goals: North Branch 356%, Southeast 228%, Madison 214%,

Thompson Lane 171%, and Old Hickory 167%.

Collections and Technology Service Report

Nashville has been floating its collections since December of 2012. This means materials do not have

home locations; they stay at whatever branch they are last dropped off. After turning on Floating, the

delivery loads of materials decreased by about 20% or 4,000 items a day. But work for branch and

collection development staff increased exponentially because the local collections became very

unbalanced. Additionally, circulation decreased dramatically at many locations, especially inner-city

branches where most of the circulation is driven by browsing.

Noel Rutherford, the Manager for Acquisitions and Collection Development undertook a study of

Floating. Her work is getting much national attention and repeated inquiries for her to publish her

findings.

Her Conclusions and Recommendations are below:

Fiction: Popular fiction collections have been negatively impacted by floating. Even the four branches

(EP, GO, GH, HM) have shown declines in sustaining their most popular author collections at high

enough levels to respond to customer demand. Frequent pooling of titles at these busiest locations has

also resulted in the inadvisable removal of popular titles (even when no copies exist at other locations).

Branches have reported weeding material, not based on low circulation, but excessive number of same

title copies.

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Nonfiction: Least directly impacted in terms of circulation by floating. Items that move to another

location perform adequately – but at a cost. Nonfiction collections have become more unbalanced,

more understocked and stripped of entire subject areas. Nonfiction, both adult and juvenile, is a heavily

browsed collection. When branches, especially inner-city locations, serve customers who do not often

place holds, it becomes vital to maintain a core nonfiction collection of material in subject areas showing

past high demand. Floating has removed much of this material and left gaps in the collection at many

locations.

Non-Book: Most negatively impacted by floating. Whether because of title duplication, drop-off

location or theft, audio-visual material has seen the largest decline in usage with floating.

Item Movement: Material is being dropped off frequently at locations other than the one at which it

was checked out. Drop off locations are located along travel routes which often result in branches being

overwhelmed by material their customers did not request and that does not meet the needs of their

location.

Recommendations:

1. Turn off floating at all locations.

2. Train branch staff to run monthly transfer reports to move material where data has shown

demand to be strongest or the collection weakest. Staff will learn about their collection’s

strengths and weaknesses and will feel more empowered to improve their collections. Reports

can clearly show gains or declines in performance at each location and whether targets have

been met.

I look forward to sharing Noel’s nationally published article in the future with you.

Main Report

Despite the construction projects at Main, the staff continues to serve the community with to the highest standards. Here are just a couple highlights from the past month. Programming PopMat staff hosted The Art of Fermentation presented by Sandor Katz packed the courtyard with 130 in attendance on Saturday, June 21st. Special Collections hosted and planned Nashville Remembers Maya Angelou; to an audience of over 200+, the program was an opportunity for the community to gather and reflect on the author’s life, words and work. The event is part of an ongoing partnership between the SCD, the Tennessee Tribune, and Culture Fest. The Children’s Team is heavily pursuing Summer Challenge Outreach efforts. The most important thing to remember about this Outreach is that we are targeting places with children who have very limited access to libraries.

130 miles driven

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18 outreach visits

1, 751 outreach attendance total

25 hours of outreach programming provided

9 organization partnerships maintained

304 books checked out from the “Summer Selection Pseudo-Checkout” Collection o 156 books checked out at Martha O’Bryan Center’s Kids’ Café o 148 books checked out at Stonebrook Apartments’ Summer Lunch

221 registered for Summer Challenge

62 Summer Challenge prizes awarded Staffing Adrienne Strock was hired as the new Teen Library Manager. Adrienne comes to us from Chicago where she worked in YouMedia. Carlos Shivers accepted a promotion to Librarian 1 (Teen Librarian) at the Madison Branch Library. Sara Reese joined the staff for Library Services for the Deaf and Hard of Hearing. After she received her Master’s Degree at U.T.K., she taught for a year at the Tennessee School for the Deaf.

Community Engagement

Puppet Truck – Both trucks had full calendars this month. They presented shows at the Music City

Center twice a day during the CMA Festival. Performed The Amazing Twins for elementary school

students learning about Latin American origin myths in the Programs for Talented Youth on Vanderbilt's

Peabody campus. The truck is supporting NPL’s Summer Challenge by presenting at branches and at

agencies throughout the city. Had a special performance of The Amazing Twins at Main for Conexión

Americas and also participated in Cheekwood’s Family Night Out series.

Wishing Chair – Wishing Chair staff spent part of June in Magdeburg, Germany performing String City at

their international puppet festival. As the only US troupe, they provided 2 performances to sold-out

crowds. They performed with the best troupes from around the world and were universally loved by all

who saw the show.

Bringing Books to Life – 2 new sites were brought on board - The Gardner School of Midtown and Hermitage Hills Day School. Developed and presented mini-workshop on picture books and preschool math at the NAAEYC membership meeting. Partnered with Metro Health TENNderCARE in support of Summer Challenge. Presented bilingual family workshop at Casa Azafrán as part of the NCFL award. Provided 7 parent workshops as part of the Nashville Community Education’s summer program. In total, provided 79 programs to 1,122 in attendance.

Adult Literacy – Provided 14 programs serving almost 200 people. Had 3 mobile lab visits: Conexión

Americas, Urban League, and NALC’s EL Civics class. Hosted Project Access who visited the art gallery

and puppet show (The Amazing Twins). Launched Pathway for New Americans with Mayor’s office and

USCIS, and hosted 45 representatives from partner agencies for a stakeholders’ discussion about the

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new project. Provided one professional development event for providers and hosted 3 library field trips,

including folks from World Relief who rode the bus approximately 1 hour each way to come to visit NPL.

TOTAL – Served 313 people in June. Started a new relationship with the Metro Health Department’s

TENNderCARE Outreach Program and are doing programs at all of their summer locations. Teen staff

participated in articulating new Studio and TOTAL job description.

Salon – 350 people attended the Robin Roberts Salon, and 205 attended the Salon with Emily Giffin.

That Nashville Sound – 200 people attended That Nashville Sound event with Ray Stevens and Ralph

Emery. This is a revival of a library programming series about the history of country music in Nashville.

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Old Business – July 18, 2014

Nashville Public Library

Nashville Public Library

Board

July 18, 2014

Resolution Title: Library Patron Rules of Conduct Policy Revision

History/Background/Discussion:

The library’s Patron Rules of Conduct have been in place for several years. The Patron Rules of

Conduct impacts all library facilities. Additionally it has an extensive bearing on library users at

the Main Library where the rules are routinely enforced by the library’s security guard staff. The

Patron Rules of Conduct is a policy that requires review from time to time to evaluate its

effectiveness. During the recent review it was noted that the following items need to be

addressed and added for better Rules clarification and implementation. Our current Rule #3

addresses food and beverages on/in library premises but we need clarification concerning

alcohol.

#3 – Food and covered drinks are allowed; debris, mess and strong odors are not.

Additionally, current Rules address proper use of library furnishings, materials and building use

with Rule #5.

#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.

However, based on current enforcement experience by security staff, it is difficult to enforce the

policy as is for people who loiter on library premises and at times block access to and exit from

our buildings without a specific rule to prohibit the behavior.

Recommendation: That the Board adopts the proposed additions to the library’s patron rules of

conduct.

Draftor(s): Susan Drye, Associate Director for Administrative Services

Person(s) Responsible for Implementation: Susan Drye, Larry Price, Jena Schmid

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RESOLUTION 2014-07.01

Library Patron Rules of Conduct Revision

WHEREAS, the library seeks to be a welcoming place for all those wishing to use its services,

and

WHEREAS, the consumption of food and drink while researching, reading or gathering is a

normal practice in our society and it is essential that all library customers conduct themselves in

a manner which allows all members of the public to access library services in a safe and positive

atmosphere, and

WHEREAS, current library policy primarily addresses the general consumption of food and

beverages in library facilities and does not specifically addresses loitering in or on library

premises;

NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of

Trustees that clarification be added to the current food and beverage rule and an additional rule

for loitering be adopted as a Class I offense and addressed as such and that library’s policy and

procedures be revised to reflect this:

“Food and covered drinks are allowed, debris, mess and strong odors are not. Unless specifically

authorized by library administration for facility events, alcohol is not permitted on library

property”

“Loitering on library premises; Loitering is defined as remaining on or in public library premises

for a protracted amount of time without reading, studying, or making use of library materials or

services.”