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LAB Minutes 03/20/2013 2013 Library Advisory Board Minutes March 20 , 2013 t,r/vr I 6 Naples, Florida, March 20, 2013 By � LET IT BE KNOWN that the LIBRARY ADVISORY BOARD met on this date in regular session at 10:00 a.m. in the Headquarters Branch Library with the following members present: CHAIR: Doris J. Lewis— District 4 VICE-CHAIR: Loretta Murray— District 1 Carla Grieve— District 2 Connie Bettinger-Hennink— District 3 Lillian Cuevas — District 5 Roberta Reiss- Literacy Program ALSO PRESENT: Marilyn Matthes, Library Director Karen Tibbetts, Administrative Assistant APPROVAL OF MINUTES Mrs. Lewis asked for additions or corrections to the minutes of February 20, 2013. A few minor corrections were noted. Ms. Bettinger-Hennink moved to approve the minutes, Mrs. Murray seconded and the motion was carried unanimously that the minutes be approved as corrected. Mrs. Matthes introduced Lillian Cuevas as the new District 5 Board member. LITERACY PROGRAM REPORT— Roberta Reiss • Mrs. Reiss stated that the attendance for the conversation club has been dwindling due to seasonal residents leaving. She is working on recruitment for the Spring/Summer, and has been contacting the literacy volunteers of Collier County, tutors, and local churches about the literacy programs available at the South Regional library. • The basic computer classes have had better attendance. Mrs. Reiss stated that these courses build confidence. • The outreach to SWFL Works office has resulted in more phone calls and interest in programs at the East Naples branch. This partnership may be a solution to provide better hours for the courses to be held. • Marilyn Matthes provided some history about the Literacy Program, which began 11 years ago from a large donation given by a Marco Island resident. The Library Advisory Board reviews the report provided by Roberta. REPORT OF OFFICERS — • Mrs. Lewis and Carla Grieve attended the Volunteer Appreciation Luncheon held at the Naples Regional Library and reported that it was an exciting event with 47 people in attendance. • The Volunteer Appreciation Luncheon for the Vanderbilt Beach Library was held at Headquarters. Mrs. Murray attended and commented that the new layout of the room is very inviting. • She also attended the Luncheon at South Regional last week. 1 • Ms. Bettinger-Hennink reminded everyone that the Golden Gate Library would be hosting the Volunteer Appreciation Luncheon at their location on Friday for both the Golden Gate and Estates branches. She encouraged everyone to attend. COMMUNICATIONS a—Written —Carla Grieve • Mrs. Grieve stated that she plans to discuss the volunteer process with Joanne Wannemacher so that she can write a column for the newspaper about the volunteers and the recognition events. • Marilyn Matthes mentioned the recent letters to the editor praising the Library staff and Friends of the Library. b— Personal — None UNFINISHED BUSINESS 1) Employee of the Month — March • Ms. Bettinger-Hennink nominated Laura Cortesi for the March employee of the month. Mrs. Lewis seconded the nomination and the motion passed unanimously. 2) Old Golden Gate Branch Library as a Meeting Space— Mrs. Matthes Stated: • She is hoping to renegotiate the 5 year lease with the Senior Resource Center Board attorney and make an amendment that the County attorney will approve. • Ms. Bettinger-Hennink mentioned that the visually impaired group had been interested in space at this building in order to have a quieter place to meet. This would be an ideal location since it is on the local bus routes. • Mrs. Grieve expressed her concern that many local fundraising events benefit children rather than older residents. 3) Golden Gate Library Staffing Issues— Marilyn Matthes • Mrs. Matthes spoke with the Golden Gate staff and David Chalick. He feels their concerns regarding Louise's leave and the security guard are manageable and he will continue to monitor the situation. • She said that if the staff computers are not working properly that they should be fixed or replaced. • Mrs. Matthes stated that the security guard is scheduled for both the Golden Gate and Naples Regional branches for the first two weeks or month of school and any early release days to help with the students coming from the local schools. • Ms. Bettinger-Hennink asked if there would be increased security over Spring and Winter breaks. Mrs. Matthes did not feel there is a need to do so, because Mr. Chalick did not see the need. 4) Friends Proposal to Hire Teens— Marilyn Matthes • The Friends have been reluctant to agree to help fund the hiring of teens to shelve books since they feel that they would not want to do that type of work. 2 • Mrs. Matthes asked several employees that are parents of teens if their kids would be interested in working at the library shelving books, and all responded yes. • Mrs. Matthes proposed for teens to be hired as Program Presenters to help with electronic devices and computers. She will resubmit the proposal to the Friends at a later date. • Mrs. Grieve reiterated that this proposal should be pursued in order to benefit the community. NEW BUSINESS 1) New LAB Member— Lillian Cueves • Lillian Cueves introduced herself to the Board. She has worked with Avow Hospice for 11 years and gave some background information on her experience. She is excited to be a part of the Library Advisory Board. a) Organizational Structure Discussion • Mrs. Matthes provided a binder containing Library Advisory Board information to Ms. Cueves. • Mrs. Matthes discussed the County organizational structure and the Library Advisory Board's position. o 98% of the Library's funding is derived from property taxes. Other money is generated by donations and the Friends of the Library. o The Library Advisory Board is one of the few policy making boards in the County which require only the County Attorney's approval. The approval of the Board of County Commissioners would only be required if policies pertained to money. o The Friends of the Library help to raise money for programs. Their funds are not a part of the County. They have helped to pay for lights at the Immokalee branch, a new circulation desk at the Vanderbilt branch as well as books and other materials. o There is a subsidiary group of the Friends on Marco Island and they have helped to raise $1.5 million to fund the Marco Island Library. o Collier County is currently revising advisory boards and considering eliminating any that are not needed. Mrs. Matthes has sent a memo to Steve Carnell stating that the Library Advisory Board is vital to the Collier County Libraries. 2) Budget Updates— Marilyn Matthes • Tanya Williams is assisting Mrs. Matthes to enter budget figures. It has been requested for the budget to be submitted with the same costs as this past year. • Some of the costs such as personnel costs have gone up and two vehicles need to be replaced. • Although the budget does not need to be cut, new employees are not to be requested at this time. But when employees resign, they can be replaced. • Mrs. Murray suggested for Mrs. Matthes to provide Ms. Cueves with a history of the economic impact to the Library budget. Since 2007 when the economy began to decline, the Library has lost 30% of its budget and 30% of its employees. For example, the Immokalee branch staff was reduced from its former staff of ten to four employees. Also, three libraries 3 are only open four days per week. Several employees rotate between locations on Saturdays and the days that their normal branch is closed. • It is a priority for the Library to find an Assistant Library Director prior to Mrs. Matthes' pending retirement within the next two years. • An existing position may need to be converted in order for internal candidates to be able to apply for the Assistant Library Director position. • Ms. Bettinger-Hennink mentioned that many employees within the Public Services Division rotate to other positions of the same level. However, the Library is unique because candidates must have a library degree for some positions. • Human Resources insists that all County jobs are competitive and people cannot be appointed to some positions. However, some Library positions may be able to be upgraded to allow for other positions to become available. • The Library's personal budget allows for salary options for employees being assigned duties for a higher level position. • Mrs. Matthes has an unfunded request list, which is not a part of the requested budget. The list includes: a. Convert an existing position for internal candidates to apply for the Assistant Director position b. Hire four Library Associates with additional training as Technology Specialists to handle computer/electronic device concerns, which would allow the Reference Librarians to pursue projects more in alignment with their degrees in Library Science. The approximate cost is $160,000 c. Increase pay for several current staff members to compensate for the additional responsibilities they have assumed • The new budget will be presented to Steve for review in mid-April. Final approval may not occur until September when the Board of County Commissioners has two public hearings. • Mrs. Matthes believes that the Commissioners may be considering a 2% pay increase, which hasn't occurred in the past 4-5 years. GENERAL CONSIDERATIONS • Mrs. Lewis visited a Library near Melbourne and was surprised to see signs on every table stating that nobody could run a business on County property and that all tutoring had to be provided free of charge. • Mrs. Matthes welcomes people who tutor students with their school work and/or teach art work to come to the Collier County Library. • Some people run their businesses at the Library without interfering with staff. o The Library is a good place to meet clients or interview people o The Library provides free WiFi and electric • Mrs. Grieve mentioned that several library locations have community space incorporated in the design of the building layout. • Mrs. Matthes mentioned that there are different tiers available for groups to rent rooms. • Other LAB members confirmed that there are local nonprofit groups as well as homeowner and civic associations that rent space at the libraries for their meetings. 4 • Mrs. Murray made a motion for the LAB's June meeting to be held at the Estates location, Mrs. Lewis seconded and the motion was carried unanimously. • Mrs. Grieve mentioned that the Summer reading program will be starting soon and she will write an article in eBella Magazine to promote it. DIRECTOR'S REPORT— Mrs. Matthes reported the following: 1) Current Statistics • The Library has been losing its browsing audience due to the fact that more people are renewing and reserving materials from home. • Library patrons are also not coming to the Library as often due to the fact that materials such as DVDs can be borrowed for longer periods of time • OverDrive was down due to technical difficulties which also caused a decrease in circulation. • The Library has less money to buy books, and not as many copies are available, which causes patrons to search electronically for the location that has the reading materials they want available. • Ms. Bettinger-Hennink mentioned that is more difficult for her to go to the local bookstores to browse and preview titles of upcoming and new releases, as many of them are no longer in business. • Mrs. Matthes asked if the Library needs to direct marketing activities towards new users. • Mrs. Grieve mentioned that it is helpful when libraries have books on display because they tend to catch the eye of patrons, who may then read books on topics or by different authors that they normally wouldn't search out themselves. • In February, Zinio had 1800 uses (January had 2100). The Library bought 120 subscriptions. The Zinio vendor recently visited and licensing issues were discussed, including National Review pulling its publication from the Zinio program. • Ms. Bettinger-Hennink mentioned that perhaps the Library should look into including Chiltons' vehicle manuals as an additional online resource. 2) Staffing — Mrs. Matthes stated: • Blane Halliday has resigned from his position at the Vanderbilt Beach branch. The job was posted internally and there are four applicants scheduled to be interviewed. • Ankie Viets will be retiring from her position in the Children's Dept. at the Naples Regional library. There are several internal applicants being reviewed for this position. • The Library has all their semi-permanent Job Bank employees hired instead of seasonal Job Bank employees. • Ms. Bettinger-Hennink inquired about the Library's Facebook and Twitter accounts. Robert Rodriguez will be taking over the social media responsibilities and is currently setting up new corporate accounts. • A Reference Librarian, Michael Speer, has been transferred to the Headquarters branch to replace Joy White, and his former position at Naples Regional is currently posted. A patron has already commented on Michael's wonderful assistance at HQ. • Claudia Schmitt will take over Michael Speer's former Genealogy responsibilities. 5 • Marilyn Matthes has received three letters thanking Barbara Schulze for her book discussions at the Vanderbilt Beach branch. • Mrs. Matthes mentioned a letter to the editor(3/8/13) praising the Collier County Public Library and its programs and staff, particularly Patricia DeGroot, as well as the Library Advisory Board and The Friends of the Library. 3) Printed Overdue and/or Hold Notices— Mrs. Matthes • Marilyn Matthes wanted for the Library Advisory Board to consider supporting the Library on eliminating printed overdue and/or hold notices. The Library wants to send notices either via email or by phone only. There are approximately 50 notices processed in the morning each day, but there can be as many as 200. • Mrs. Matthes mentioned that a campaign would be implemented for other ways to remind patrons of overdue and/or hold notices. Mrs. Grieve suggested using a banner at the check out to remind patrons to update their account information, such as address, phone, etc. Mrs. Murray suggested the circulation staff to ask patrons to update or confirm their account information at the time of check out. There are over 200,000 current library cards, which expire every three years. The last census showed 320,000 residences in Collier County. • Ms. Bettinger-Hennink made a motion to support the Library in eliminating printed overdue and/or hold notices and utilize other avenues to communicate this information to patrons. Mrs. Lewis seconded and the motion was carried unanimously. REPORT OF THE FRIENDS — Mrs. Grieve mentioned: • The Friends of the Library is trying to do more with the website, such as adding the ability to renew or join via the website to help make the office more efficient. • The discussion at the last Friends meeting was to discontinue having the Red, White and Roulette event based on the fact that, considering the amount of effort required, the money raised is not significant. • The Friends would like to pursue non-fiction lectures to draw more men to attend. They want to reach a different population and would consider a wine and cheese event rather than a luncheon. • Mrs. Murray suggested for Mrs. Grieve to provide Ms. Cueves with a summary of The Friends of the Library. o She explained that in 1957 a group of Naples' residents got together with the Board of Collier County Commissioners who approved $15,000 in funding that would allow for the purchase of a bookmobile to deliver books. o In 1963, Mr. & Mrs. Ferdinand Lee purchased a city block and donated the property to the Friends of the Library, a non-profit corporation. This is currently the property which the Naples Regional library was built upon. o Ben Parks, the Naples attorney who was instrumental in creating the Collier County Public Library, will be honored with a memorial plaque on a bench currently in the courtyard at the Headquarters library. o The Friends of the Library has continued to raise money to be used to enhance the service provided by tax dollars, such as lights, circulation desk, and murals. 6 o The Board currently is made up of 16 individuals and recently they voted to establish term limits for these positions. o The Friends office is located at the Naples Regional branch and is staffed by two employees. o Their main fundraiser is the lecture series, which is in its 11th year. The series raises approximately $80,000 - $100,000 each year. o She further explained that people can attend individual lectures only and not attend the preceding luncheon. o The Friends also sponsors the Bagels and Book Clubs Breakfast, which has been held at various locations throughout Naples. ADJOURNMENT There being no further business to come before the Library Advisory Board. Mrs. Grieve moved to adjourn, Mrs. Murray seconded and the motion was carried unanimously. The meeting was adjourned at 11:45 a.m. Approved by: Doris J. Lewis Chair, Library Advisory Board 7