July 2013 npl board packet

NASHVILLE PUBLIC LIBRARY

Board of Trustees Meeting

July 16, 2013

Nashville Public Library Board of Trustees Agenda

July 16, 2013 Green Hills Branch Library

3701 Benham Avenue Nashville TN 37215

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: June 18th, 2013 ………………………………………………………………………….pg. 1 – 3

VII. Library Director Report

VIII. Staff Reports

a. Green Hills Branch Update – Susan Perry

b. Salon@615 lineup and Courtyard Concert Series – Elyse Adler

IX. Old Business a. Main Library Renovation Update – Dominique Arrieta

b. Strategic Plan Meeting Reminder and Update – Kent Oliver

c. By-laws revision – Kent Oliver ………………………………………………………………………..pg. 16 – 20

X. New Business a. Main Library Monday Opening Resolution – Kent Oliver …….……………………….…pg. 21 – 22

b. ULC Conference Update – Kent Oliver and Keith Simmons

c. Election of Board Officers:

-Chairman

-Vice-Chairman

-Secretary

XI. Adjournment

Next Board of Trustees Meeting 12:00 Noon – September 17, 2013

Main Library – Board Room 615 Church Street

Nashville TN 37219

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A City with a Great Library is a Great City ®

LIBRARY BOARD MINUTES

June 18, 2013

12:00 Noon

Meeting Room, Hermitage Branch Library, 3700 James Kay Lane, Hermitage, TN 37076

Members Present: Keith Simmons, Robert Oermann, Joyce Searcy, and Francie Hunt Members Absent: Margaret Ann Robinson, Lucy Haynes Library Staff: Kent Oliver, Tricia Bengel, Chase Adams, Larry Price, Jena Schmid,

Elyse Adler, Sarah Squires and Beth Deeb Also Present: Corey Harkey, Metro Department of Law Attorney

Visitors: Steve Reiter, member of the public

I. Call to Order / Roll Call Mr. Simmons called the meeting to order at 12:07 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

Sarah Squires introduced herself as the library’s new Communications Manager.

IV. Board Chair Comments—Keith Simmons, Board Chair a. Mr. Simmons thanked Board members for attending the Metro budget hearing and

congratulated Mr. Oliver, Mr. Adams, and Ms. Drye on their well-received budget presentation.

b. Several Board members attended the premiere of String City on June 11; Mr. Simmons complimented the show and noted the many other Puppet Festival events this week.

c. Mr. Simmons explained that he is finishing his third and final term as an Urban Libraries Council Board member. ULC’s membership is comprised of the largest libraries in the country, and the organization plays an important role in moving libraries forward and keeping them creative and relevant during changing times.

V. Approval of Minutes: May 21, 2013

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

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VI. Library Director Report—Kent Oliver, Library Director

a. Mr. Oliver explained that Ms. Squires, as the new Communications Manager, will be working on the marketing and branding of the library. He also reported that Renuka Christoph has accepted a new position at the Tennessee Chamber of Commerce.

b. NPL staff raised $1,700 during Shorts for OK day for Pioneer Oklahoma Library District staff who lost their homes in the Moore tornado.

c. Board members will be receiving a special meeting request to discuss the Strategic Planning document.

d. The Southeast Branch groundbreaking was June 17 and included the announcement of the Predators’ training rink that will be built on the campus.

e. The String City VIP premiere was a great event, and will be followed this week by a public performance of String City on Thursday, puppet shows Friday/Saturday/Sunday, and the puppet parade on Saturday at 9:00 led by the Mayor.

f. The fall Salon @ 615 schedule has been announced, and is an impressive list including Pat Conroy.

g. The FY13/14 Board meeting schedule for next year is included in today’s Board book. h. GED classes will be held at the Southeast and Goodlettsville branches starting this fall

as a pilot program in collaboration with the Tennessee Technology Center. This will be a piece of the library’s new adult literacy initiative.

i. NPL won ULC’s Innovator of the Year award for Limitless Libraries!!!!!

VII. Staff Reports a. Hermitage Branch Update—Larry Price

Mr. Price reported that Hermitage is one of two branches not on an MTA bus line; most patrons drive or walk. The patron base is not as diverse as some other branches, but includes a large senior population. The branch has been operating since the beginning of the year without a Branch Manager (as well as two Circulation Assistant vacancies), but Mr. Price commended the efficiency of the staff and noted that materials are back on the shelves within 24 hours of being returned. A large quiet study room is going to be converted into a teen space, and if successful, a larger teen space may be planned for the branch in the future. Other future renovations may include a chiller replacement, a laptop kiosk, new carpeting, replacement of some public PC carrels, an AV upgrade for the meeting room, a covered walkway, energy-efficient lighting controls, improved merchandising and signage, and the creation of a more central service point for the building. The branch has 13 ½ FTE and 250,000 visitors per year.

b. Learning Lab Update—Tricia Bengel Ms. Bengel explained that the Learning Lab project is an 18-month IMLS planning grant for designing a space where teens actually create (not just consume) media; the grant ends this month. It was awarded to NPL because of our unique partnership with Metro schools through Limitless Libraries, and will hopefully result in a learning lab at Main, mini learning labs at branches, and a mobile lab that can travel around the city. The Steering Committee was composed of an architect, NPL staff (including TOTAL staff), professors from the Peabody College at Vanderbilt, and a spoken word artist. The committee then recruited twelve teens to assist with the design and branding of the spaces over a 12-week period. The name will be “The Studio @ ___” (Main, branch name, etc.). The completed grant also includes an organizational chart, an assessment plan, a technology plan, a fundraising plan (a combination of Metro and private funding), and plans to create more prototypes and practicum studies around the project.

c. Main Library Building Status Update—Kent Oliver

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Metro has sold the Archives building, which must be vacated by September 2014. Ken Fieth has been weeding both the Archives and the collection at Elm Hill Pike, which is going to be moved to Metro Southeast with other public records. A draft plan of the Archives move to Main is under development.

d. 2013-14 Budget Overview—Kent Oliver

The 2013-14 budget will be confirmed next week, but Mr. Oliver expects it to include: o The Main Library opening on Mondays o $4 million in capital funds for renovations (also includes $500,000 for materials) o $1 million to renovate two middle-school libraries o $10 million for the Main Library Archives move and renovation

Staff salary increments have also been reinstated, but must be paid out of departmental budgets (this will amount to around $300,000). One option for covering these costs would be to slightly delay opening Main on Mondays.

VIII. Old Business

a. Library Director’s Evaluation Process Discussion—Mr. Simmons has the forms that have been used in the past, and will contact the Board to solicit input before the next meeting.

IX. Adjournment

The meeting adjourned at 1:24 p.m. Next Board Meeting—Noon, July 16, 2013 Green Hills Branch Library—Meeting Room 3701 Benham Avenue Nashville, TN 37215 Respectfully submitted by Beth Deeb

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Statistical Summary – July 16, 2013

Nashville Public Library

Jun-13 Jun-13 Jun-12 % Change Jun-13 Jun-12 % Change

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

Bellevue 24,351 6.20% 25,513 -4.55% 272,041 271,627 0.15%

Bordeaux 7,603 1.93% 8,952 -15.07% 89,768 108,213 -17.05%

Donelson 11,342 2.89% 12,245 -7.37% 132,612 135,931 -2.44%

East 1,096 2.89% 5,009 -78.12% 56,148 55,028 2.04%

Edgehill 3,174 0.81% 3,990 -20.45% 43,213 44,359 -2.58%

Edmondson Pike 44,909 11.43% 41,535 8.12% 460,180 457,989 0.48%

Goodlettsville 17,073 4.34% 18,061 -5.47% 191,316 205,102 -6.72%

Green Hills 53,628 13.65% 49,372 8.62% 566,164 579,182 -2.25%

Hadley Park 2,234 0.57% 2,645 -15.54% 27,476 51,427 -46.57%

Hearing Impaired 551 0.14% 795 -30.69% 8,035 8,902 -9.74%

Hermitage 32,035 8.15% 34,091 -6.03% 361,439 375,701 -3.80%

Inglewood 10,879 2.77% 9,766 11.40% 99,783 112,745 -11.50%

Looby 2,865 0.73% 3,823 -25.06% 43,804 47,897 -8.55%

Madison 16,646 0.73% 18,885 -11.86% 202,523 210,422 -3.75%

Main 59,138 15.05% 57,986 1.99% 705,642 733,119 -3.75%

North 2,528 0.64% 2,835 -10.83% 30,816 29,273 5.27%

Old Hickory 3,778 0.96% 4,919 -23.20% 46,675 58,211 -19.82%

Pruitt 1,152 0.29% 832 38.46% 11,495 11,655 -1.37%

Richland Park 10,776 2.74% 11,768 -8.43% 122,579 122,512 0.05%

Southeast 21,114 5.37% 21,620 -2.34% 219,332 236,084 -7.10%

Thompson Lane 9,587 2.44% 10,159 -5.63% 102,569 112,482 -8.81%

Watkins Park 445 0.11% 538 -17.29% 5,676 6,994 -18.84%

Downloadable 56,053 14.26% 39,863 40.61% 569,142 365,736 55.62%

Talking Library 3 0.0008% 5 -40.00% 66 66 0.00%

NPL Total 392,960 385,207 2.01% 4,368,494 4,340,657 0.64%

Month Fiscal Year-to-Date

Circulation

Jun-13 Jun-12 % Change

Circulation Circulation 2013-2012

eBooks 26,733 19,205 39.20%

Audio Books 9,812 6,191 58.49%

Video 102 55 85.45%

Music 14,196 14,412 -1.50%

Magazines 5,210 n/a n/a

Total 56,053 39,863 40.61%

Downloadable Materials

Jun-13

Year-to-Date

New Registrations 2,932 46,543 302,515

Cardholders Jun-13Active Patron

Cards

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Jun-13 Jun-12 % Change Jun-13 Jun-12 % Change

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

Archives 1,932 2,311 -16.40% n/a n/a n/a

Bellevue 16,206 19,052 -14.94% 1.50 1.34 12.21%

Bordeaux 10,193 8,979 13.52% 0.75 1.00 -25.18%

Donelson 14,570 15,622 -6.73% 0.78 0.78 -0.69%

East 297 9,103 -96.74% 3.69 0.55 570.64%

Edgehill 7,027 7,086 -0.83% 0.45 0.56 -19.78%

Edmondson Pike 24,411 23,986 1.77% 1.84 1.73 6.24%

Goodlettsville 22,227 25,556 -13.03% 0.77 0.71 8.69%

Green Hills 21,429 23,104 -7.25% 2.50 2.14 17.11%

Hadley Park 6,720 5,856 14.75% 0.33 0.45 -26.40%

Hermitage 18,499 21,134 -12.47% 1.73 1.61 7.35%

Inglewood 14,947 13,242 12.88% 0.73 0.74 -1.31%

Looby 14,665 11,714 25.19% 0.20 0.33 -40.14%

Madison 17,308 18,951 -8.67% 0.96 1.00 -3.49%

Main 66,367 59,658 11.25% 0.90 0.99 -8.72%

North 10,103 11,978 -15.65% 0.25 0.24 5.72%

Old Hickory 4,567 2,458 85.80% 0.83 2.00 -58.66%

Pruitt 9,373 14,459 -35.18% 0.12 0.06 113.59%

Richland Park 11,915 13,311 -10.49% 0.90 0.88 2.30%

Southeast 15,315 13,372 14.53% 1.38 1.62 -14.73%

Thompson Lane 9,977 11,899 -16.15% 0.96 0.85 12.55%

Watkins Park 4,864 4,036 20.52% 0.09 0.13 -31.37%

NPL Total 322,912 336,867 -4.14% 1.04 1.03 1.77%

Visits

Jun-13 Assisted Jun-13 Self-Check %

Circulation Circulation Self-Check

Bellevue 6,768 14,638 68.38%

Bordeaux 2,375 3,813 61.62%

Donelson 2,386 7,282 75.32%

East 73 157 68.26%

Edgehill 654 2,072 76.01%

Edmondson Pike 11,804 25,604 68.45%

Goodlettsville 5,686 8,666 60.38%

Green Hills 8,869 35,152 79.85%

Hadley Park 928 1,012 52.16%

Hermitage 4,084 22,600 84.69%

Inglewood 2,960 6,889 69.95%

Looby 801 1,746 68.55%

Madison 6,495 8,002 55.20%

Main 8,517 19,051 69.11%

North 606 1,277 67.82%

Old Hickory 1,413 1,866 56.91%

Pruitt 614 351 36.37%

Richland Park 1,201 7,965 86.90%

Southeast 4,909 12,991 72.58%

Thompson Lane 2,587 5,971 69.77%

Watkins Park 144 130 47.45%

Self-Check Activity

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Jun-13 Jun-12 Jun-13 Jun-12 % Change

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

Archives 160 176 n/a n/a n/a

Bellevue 168 168 144.95 151.86 -5%

Bordeaux 210 207 36.20 43.25 -16%

Donelson 168 168 67.51 72.89 -7%

East 8 168 137.00 29.82 359%

Edgehill 168 168 18.89 23.75 -20%

Edmondson Pike 210 207 213.85 200.65 7%

Goodlettsville 168 168 101.63 107.51 -5%

Green Hills 210 207 255.37 238.51 7%

Hadley Park 168 168 13.30 15.74 -16%

Hermitage 210 207 152.55 164.69 -7%

Inglewood 168 168 64.76 58.13 11%

Looby 168 152 17.05 25.15 -32%

Madison 210 207 79.27 91.23 -13%

Main 203 205 294.76 286.74 3%

North 168 168 15.05 16.88 -11%

Old Hickory 168 168 22.49 29.28 -23%

Pruitt 168 168 6.86 4.95 38%

Richland Park 168 168 64.14 70.05 -8%

Southeast 210 207 100.54 104.44 -4%

Thompson Lane 168 168 57.07 60.47 -6%

Watkins Park 128 128 3.48 4.20 -17%

NPL Total 3,775 3,919 108.72 102.91 6%

Hours Open

% Change

Jun-13 Jun-12 2013-2012

Adult Programs 150 100 50.00%

Teen Programs 203 160 26.88%

Children's Programs 455 416 9.38%

Total Programs 808 676 19.53%

Adult Attendance 6,325 1,896 233.60%

Teen Attendance 3,512 2,799 25.47%

Children's Attendance 32,253 25,707 25.46%

Total Attendance 42,090 30,402 38.44%

% Change

Jun-13 Jun-12 2013-2012

Total On SiteComputer Use 69,500 73,829 -5.86%

Total Wireless Use 17,605 15,734 11.89%

% Change

Jun-13 Jun-12 2013-2012

Webserver 470,298 558,314 -15.76%

Public Computer Use

Website Visits

Programming

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250,000

300,000

350,000

400,000

450,000

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

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

4,340,657 FY12 4,368,494 FY13

June

385,207 2012 392,960 2013

2.01%

Year-to-Date

998,261 FY12 1,006,083 FY13

June

89,563 2012 87,105 2013

-2.74%

Year-to-Date

3,938,659 FY12 3,697,063 FY13

June

336,867 2012 322,912 2013

-4.14%

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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

45,899 FY12 46,543 FY13

June

3,300 2012 2,932 2013

-11.15%

Year-to-Date

6,631 FY12 7,383 FY13

June

676 2012 808 2013

19.53%

Year-to-Date

255,279 FY12 291,405 FY13

June

30,402 2012 42,090 2013

38.44%

Year-to-Date

5,630,644 FY12 5,858,298 FY13

June

588,314 2012 470,298 2013

-15.76%

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Financial Overview – July 16, 2013


The budget BAR report is not included in this month’s board report due to Metro being at fiscal

year-end. Although preliminary budget reports run show the Library is slightly under budget for the

fiscal year, closing entries are still being made daily. Once final numbers are complete, Finance/HR

Manager Susan Drye will send out a report to show final FY13 Budget vs. Actual numbers for your

review.

Personnel Summary – July 16, 2013


June 2013 New Hires / Resignations

2013 New Hires

Name Classification Hire Date Home BU Location

Youngblood, Kara Library Associate 1 6/24/2013 39104021 Madison

2013 Resignations

Name Classification Resignation Date Home BU Location

Hyde, Jamie Library Page 6/13/2013 39104041 Bordeaux

Christoph, Renuka Public Info Rep 6/18/2013 39104091 Public Relations

Burns, Angela Circulation Assistant 2 6/22/2013 39104041 Inglewood

Mallik, Dolly Circulation Assistant 1 6/29/2013 39104041 Bellevue

Hynes, Deborah Library Manager 2 6/30/2013 39104001 Richland Park

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Personnel Summary – July 16, 2013


NPL Vacancies as of 6/30/2013

= Approved to fill by OMB

= Retirement Incentive Vacancies

= Requesting permission to fill from OMB

BU

Division /

Branch Title Grade Name FPS FTE

1 39104001 MAIN ADMIN ADMIN SVCS OFFICER 2 SR08 VACANT NEW - Volunteer Svcs F 1.00

2 39104021 ARCHIVES ARCHIVES ASSIST 1 SR04 VACANT (D COX) F 1.00

3 39104041 BELLEVUE CIRCULATION ASSIST 1 SR04 VACANT (D MALLIK) P 0.49

4 39104041 BELLEVUE CIRCULATION ASSIST 1 SR04 VACANT (J ZIPPERER) F 1.00

5 39104041 CIRC CIRCULATION ASSIST 1 SR04 VACANT (A RAHSINGEDA) F 1.00

6 39104041 HADLEY CIRCULATION ASSIST 1 SR04 VACANT (K MAJORS) F 1.00

7 39104041 HERM CIRCULATION ASSIST 1 SR04 VACANT (L SHOULDERS) F 1.00

8 39104041 INGLE CIRCULATION ASSIST 1 SR04 VACANT (A BURNS) F 1.00

9 39104041 LOOBY CIRCULATION ASSIST 1 SR04 VACANT (R WESSELS) F 1.00

10 39104041 BORDX CIRCULATION SUPV SR06 VACANT (T WILSON) F 1.00

11 39104041 ED PIKE CIRCULATION SUPV SR06 VACANT (D JABBOUR) F 1.00

12 39101010 ADMIN SVCS HUMAN RESOURCE ANAL 3 SR12 VACANT (J HORN) F 1.00

13 39104111 EMERG TECH INFO SYSTEMS APP ANAL 2 SR11 VACANT (S HAM) F 1.00

14 39104001 CHILD LIBRARY ASSOC 1 SR06 VACANT (N DROMGOOLE) F 1.00

15 39101010 EMERG TECH LIBRARY ASSOC 1 SR06 VACANT (P BELFORD) F 1.00

16 39104041 HERM LIBRARY ASSOC 1 SR06 VACANT (L BROOKS) F 1.00

17 39104041 OLD HICK LIBRARY ASSOC 1 SR06 VACANT (D BALLENGER) F 1.00

18 39104041 REF LIBRARY ASSOC 1 SR06 VACANT (A EDGIN) F 1.00

19 39104041 REF LIBRARY ASSOC 2 SR07 VACANT (M SCOTT) F 1.00

20 39104001 RICH PK LIBRARY MGR 2 SR12 VACANT (D HYNES) F 1.00

21 39104071 BORDX LIBRARY MGR 3 SR13 VACANT (V MALONE) F 1.00

22 39104071 HERM LIBRARY MGR 3 SR13 VACANT (G COLEMAN) F 1.00

23 39104041 BELLEVUE LIBRARY PAGE SR02 VACANT (A HEYD) P 0.49

24 39104041 CIRC LIBRARY PAGE SR02 VACANT (J AUERWECK) P 0.50

25 39104041 MADISON LIBRARY PAGE SR02 VACANT (R MOORE) P 0.50

26 39304094 NEIGH GRT LIBRARY PAGE SR02 VACANT (A NORTHERN) P 0.38

27 39304094 NEIGH GRT LIBRARY PAGE SR02 VACANT (C BRANNON) P 0.38

28 39304094 NEIGH GRT LIBRARY PAGE SR02 VACANT (R VAZQUEZ) P 0.38

29 39104041 EMERG TECH OFFICE SUP REP 3 SR06 VACANT (M DICKERSON) F 1.00

30 39104041 CIRC OFFICE SUPPORT MGR SR09 VACANT (L BOBBITT) F 1.00

31 39104091 MAIN ADMIN PUBLIC INFORMATION REP SR10 VACANT (R CHRISTOPH) F 1.00

32 39104061 TALKING RADIO ANNOUNCER SR07 VACANT (L ADAMS) F 1.00

Pending Vacancies

1 Chase Adams - Associate Director for Administrative Services - 8/30/13

2 Tommy Holland - Library Page - Bordeaux - 7/21/13

3 Shannon Lake - Librarian 1 - Southeast - 8/15/13

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Brief Area Updates – July 16, 2013


Administrative Service Report

Council, in passing the FY14 budget, also passed to reinstate increments for all increment

range employees and any open range employee at the SR11 level and below. All though

Council did including funding for a 1.5% across the board pay raise for all Metro employee

effective 1/1/2014, they did not fund the increments. Finance sent out directives at end of

June that all departments had to have a funding plan in place before any employees could

receive increment pay raises, if due. Funding the increment raises for the Library will cost

approximately $207,000. The Library submitted our cost recovery plan 7/5/2013.

The library has chosen to delay the opening of the Main Library back to October 14, 2013

and be place new staff on payroll the 2nd pay period in September. Savings will be

approximately $98,737 in salary and benefits. To cover the remaining cost needed, the

library will also reduce the operating expenditures for periodicals by $108,363

Back in January 2013, departments sent representatives to workshops held with Kronos on

a Time and Attendance tracking system. The purpose was to allow Kronos to gather

requirements and scope for those departments to be included in the initial implementation

of this enterprise solution. Status on the implementation of a new Time and Attendance

Tracking System is:

1.) The enterprise-wide contract with Kronos has been finalized and has been signed

and executed.

2.) The proposal for the initial implementation and enterprise-wide licensing

provided by Kronos was used to issue the PO for this project early in June 2013.

3.) Funding through 4% has been provided for General Government departments

and is available for this initial implementation.

The enterprise funding that the Government has obtained will cover only web-based time

and attendance input for the basic modules. If our department requires physical devices to

capture time (which needs to be discusses but perhaps we will have portions of the library

that will need to punch timecards), we will be responsible for funding the number of

devices we need from our departmental resources. NOTE: we have all device-based time

entry, all web-based time entry or a combination of both types of time entry.

Implementation for departments is anticipated to start January 2014.

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Branch Services Report

East Branch Reopening

During the month of June, all HVAC systems were replaced and the flooring in the lower level

was upgraded to polished, stained concrete with a rich patina that suits the age of the building

quite well. Security cameras were also installed in the lower level and an upgrade to the

security system is in the works. While it was a race to the finish, East branch reopened as

scheduled on Monday, July 1.

Branch Staffing

We are actively meeting with applicants for a number of branch positions at several branches.

We are recruiting Adecco temporary staff to train and help us fill gaps. The NCAC Summer

Interns completed their assignments during the month of June, and once again we were

impressed with the quality of students and grateful for their assistance. We are working on

performance and job development with a number of existing employees.

Southeast Branch Groundbreaking

Branch Services organized staffing, library card sign-ups, and purchased a pop-up tent and

table, to facilitate representing the library for the Mayor’s groundbreaking and announcement

of the mixed-use facility, Library/Parks/Predators, on June, 17, 2013. Branch Services also

worked with the Communications Manager and distributed Puppet Festival, Summer Reading,

and other informational library materials to the crowd at the event.

FY2013-2014 Branch Capital Improvements

We are assessing and prioritizing branch capital projects for the coming year. Flooring upgrades

are planned for Bordeaux, Edgehill, Edmondson Pike, Pruitt, and Madison, a chiller replacement

for Edmondson Pike and evaluating one for Hermitage. In instances where closures are required

we plan to combine projects for affected locations, optimizing the work completed during the

closures.

Upcoming Major Branch Maintenance: Madison, Old Hickory, Thompson Lane

During July we plan to complete work on upgrades to the sinks in the public restrooms at

Madison along with replacement of flooring in the hallway outside the restrooms; flooring

transitions will also be addressed. Work on chronic water infiltration in the basement at Old

Hickory is expected to start in July. The main HVAC system at Thompson Lane is expected to be

replaced. None of this work will require branch closures.

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Collections and Technology Report

After many years of not having anyone with the responsibility for overseeing staff training, we

have shifted the job duties of Marian Christmon and given her that task. She has organized it

well. We set aside one day a month for staff training and the location changes each

month. We’ve offered a variety of classes in the past from Ready Reference, Social Media,

Millennium Circulation, AED training, eBook readers and downloads to Coaching and

Mentoring. This year the plan is to concentrate on Customer Service and Technology. We like

to follow the school year so we do classes from fall to spring and then we spend summers

planning for the next year. The last couple of years we have reserved January for special

training following the Christmas gift giving season so we can help people use all those new

gadgets they got as gifts. Of course, this year we are adding New Employee Orientations to the

lineup.

With the chance to hire new staff after the retirements and to open Main again on Mondays,

Marian has worked to revive our New Employee Orientations. She will offer this two day

workshop each month for the next several. It will also offer the chance to go back and catch

staff who have started work in the last couple of years who have never had the orientation.

Below is the schedule.

New Employee Orientation Day 1 – Introduction to the Library 8:00 – 8:30 Welcome Kent Oliver, Director 8:35 – 9:05 History of the Library Andrea Blackman, Special Collections 9:10 – 9:40 Main & Library System Jena Schmid, Main 9:45 – 10:15 Service Assistance 101 Ron Perry, Reference Services 10:15 – 10:30 BREAK 10:30 – 11:00 Ice Breaker Lacie Madison, Education 11:05 – 11:35 Departmental Rules Susan Drye, Finance\HR 11:40 – 12:10 Communications Sarah Squires, Communications 12:10 – 12:55 LUNCH 1:00 – 1:30 Virtual Tour Larry Price, Branch Services 1:35 – 2:05 Technology Overview Tricia Bengel, Technology\Collections 2:10 – 2:40 “STACKS” Marian Christmon, Technology\Education 2:40 – 2:55 BREAK 2:55 – 3:25 Customer Service Activity Lacie Madison, Education 3:30 – 4:00 Equal Access Sandy Cohen, Equal Access 4:05 – 4:35 Community Engagement Elyse Adler, Special Projects 4:40 – 4:50 Wrap-up “Books are Half the Story”

Main Report

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International Puppet Festival: The entire staff at Main Library did an amazing job of preparing

the building for and providing service to the 15,000 people who visited the library during the

Puppet Festival. Library ADA coordinator, Sandy Cohen, helped to make arrangements for one

show to be sign language interpreted and for another to include captioning. The Talking Library

also ran several announcements for the festival.

3rd Floor Space Planning: In preparation for the Archives move to Main Library, the Reference

staff have been removing or relocating old periodicals that are no longer in demand to clear

shelf space. They are also working on the plan for shifting and relocating much of the

circulating collection which includes over 163,000 books.

Staffing: We have held several meet and greets with candidates for the new positions for when

Main Library reopens on Mondays. In June several divisions at Main supervised high school

interns from the NCAC program. The interns helped us plan and implement Summer Reading

events, weed and maintain collections, teach computer skills, and provide customer service.

Community Engagement

Bringing Books to Life –Offered 16 storytimes, 4 teacher trainings, and 16 GROW workshops.

Megan Godbey is BBTL’s new Adult Literacy Coordinator. Liz Atack has been invited to speak to

two classes at Vanderbilt and Nashville State this summer. BBTL has also been selected as

presenters for the 2013 National Association for the Education of Young Children in Washington

D.C.

Puppet Truck – Played a major role in the International Puppet Festival. Bret Wilson planned

and led the parade which attracted over 1,000 in attendance. They received press in Nashville

Pride and Inside Brentwood Magazine.

Wishing Chair Productions - Wishing Chair presented String City to a full house at the Country

Music Hall of Fame and Museum on June 11 and June 25. Popol Vuh, a Mayan puppet show

created in collaboration with Vanderbilt’s Center for Latin American Studies, will premiere at

Vanderbilt on September 26th.

TOTAL –Monica McLaurine, the TOTAL coordinator, spoke at the 7th Annual Girl Bullying and

Relational Conference in Las Vegas, Nevada on June 29, where she presented TOTAL’s Bullying

program to teachers, principals, and administrators from around the country.

Puppet Festival - It looks like close to 20,000 were in attendance at all the Festival activities

including pre-show events, the parade, outdoor stages and all the shows inside our building.

We are currently tallying surveys but it looks to have been a huge success. We had hundreds of

volunteers and staff helping the event run smoothly without a hitch!

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Salon@615 – The fall schedule includes Marisha Pessl, Donna Tartt, Garrison Keillor, Elizabeth

Gilbert, Ann Patchett, Wally Lamb, Pat Conroy, Amy Tan, and Nikki Giovanni.

MNPS Externship—Teachers from Hunters Lane High School completed their 3-day tour of the

Metro Arts Commission, Main Library, Madison, and Goodlettsville branches this month. They

will create a curriculum for their students which will help us to plan high-quality arts

programming for these branches.

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Old Business – July 16, 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

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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.

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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

Propsed 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 immediately following their election by the members of the

Board at the April Board meeting of each year.

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 general order of business:

1. Call to order and determination of a quorum by the Chairman (in the absence of the

Chairman the Vice Chairman will serve in his place)

2. Metro Ordinance Reading Regarding Appeal of Board Decisions

3. Introduce Visitors

4. Public Comments

5. Board Chair Comments

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

7. Library Director Report

8. Staff Reports

9. Reports of Board Committees

10. Old Business

11. New business

12. Adjournment

IV.

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

discretion the circumstances require.

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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 annual budget request to the Metropolitan Government

of Nashville & Davidson County shall require a majority vote of

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.

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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.

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 and July 16, 2013

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New Business – July 16, 2013



Board

July 16, 2013

Resolution Title: Main Library Monday Opening

History/Background/Discussion:

In the 2013/14 budget process Metro Council approved funding to re-open the Main Library on

Monday. This funding allows the library to employ the approximately 12 FTE at various

classification levels required to open the additional day. At the same time the library is faced

with funding salary increments for library staff. Increments were approved for all Metro

departments from the operating budget this year without additional funding to cover those costs.

As a result, the staff is recommending that part of the increment costs be funded through the new

funds for Monday service hours at Main and the Monday opening be delayed until October 14,

2013. Additional staff required for opening the building will be employed effective with the last

pay period in September allowing for a brief training period.

Recommendation: That the resolution opening Main on Monday beginning October 14 be

approved.

Draftor(s): Kent Oliver

Person(s) Responsible for Implementation: Jena Schmid, Associate Director for the Main

Library

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RESOLUTION 2013-07.01

Main Library Monday Opening

WHEREAS, the Main Library of the Nashville Public Library has the most extensive resources,

services and programs available in the library system, and

WHEREAS, it is essential that the citizens of Nashville have access to the Main Library seven

days a week to take full advantage of its services and programs, and

WHEREAS, the Metropolitan Government of Nashville & Davidson County has provided funds

in the 2013/14 budget year to open the Main Library for Monday public service;

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

Trustees that the Main Library will commence Monday service hours on Monday October 14,

2013 with public hours of operation from 9:00 a.m. until 6:00 p.m.

Documents

July 2013 npl board packet