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LAB Minutes 06/19/2013 2013 Library Advisory Board Minutes June 19 , 2013 COLLIER COUNTY LIBRARY ADVISORY BOARD Wednesday,June 19, 2013 at 10:15 a.m. Headquarters Library AGENDA Call to order Approval of Minutes Literacy Program Report Report of Officers Communications a-Written b - Personal Unfinished Business 1. Employee of the Month—May and June New Business 1. Budget updates 2. September meeting 3. Proposed policy changes a. Increase hold period from four to five days b. Increase number of reserves per person from 6 to 10 General Considerations Director's Report 1. Current Statistics 2. Staffing update Report of the Friends Adjournment Naples, Florida, June 19, 2013 LET IT BE KNOWN that the LIBRARY ADVISORY BOARD met on this date in regular session at 10:15 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 Roberta Reiss—Literacy Program ALSO PRESENT: Marilyn Matthes, Library Director Karen Tibbetts,Administrative Assistant ABSENT: Lillian Cuevas—District 5 APPROVAL OF MINUTES Mrs. Lewis asked for additions or corrections to the minutes of May 15, 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. LITERACY PROGRAM REPORT— Roberta Reiss • Mrs. Reiss reported that she is coordinating with Denise McMahon and Patti DeGroot to determine the best time to offer basic computer classes to be held at the East Naples Library next season in order to meet the needs of the participants. • She is continuing to partner with Literacy volunteers, and is hoping that someone from their group can also assist to facilitate a conversation class as well. • Mrs. Reiss will resume the conversation classes at the South Regional Library the first Tuesday in September. • Two additional conversation classes will start in January as seasonal residents return. • Mrs. Grieve asked if participants use audio books to help them to get acclimated to the language. Mrs. Reiss stated that many will check out both the printed and audio books in order to read along with the narrated book. • Some participants check out children's books in order to help them learn basic language skills. The Literacy group tries to match appropriate resources with each individual. REPORT OF OFFICERS • The next Library Advisory Board meeting is scheduled to be held on August 215 at the Golden Gate Estates Branch Library. Mrs. Reiss will be on vacation in August. COMMUNICATIONS a—Written • Mrs. Lewis shared with the members a note from Karen Kocses. She wanted to thank the Library Advisory Board for selecting her as October 2012 Employee of the Month, and providing her with a recognition dinner and gifts. 1 b—Personal—None UNFINISHED BUSINESS 1) Employee of the Month—May, June, July • Since Amanda Williamson resigned from her Library position prior to being awarded as May's employee of the month, the Board selected Silvia Puente from lmmokalee. Mrs. Grieve made the nomination and Ms. Bettinger-Hennink/Mrs. Murray seconded the nomination and the motion passed unanimously. • Mrs. Grieve nominated Michael Rodriguez from Headquarters for the June employee of the month. Ms. Bettinger-Hennink/Mrs. Murray seconded the nomination and the motion passed unanimously. • Since the Library Advisory Board will not meet in July, they agreed to nominate the July employee of the month as well. Mrs. Grieve nominated John Alexander from Marco Island, Ms. Bettinger-Hennink/Mrs. Murray seconded the nomination, and the motion passed unanimously. NEW BUSINESS 1) Budget Updates—Marilyn Matthes • Mrs. Matthes will be attending the budget workshop with the Board of County Commissioners tomorrow at 9:00am. • She stated that the County is aware that the Library has fallen short, by approximately 100,000 items, of having the appropriate number of books per capita. The County realizes that the Library needs more money for books, and that they are unable to add more staff members. • Library staff will need to begin weeding the current collection, as there are many outdated materials. Unfortunately, this process will bring the levels down further. • $2.5 million in purchases are needed to bring the Library up to the appropriate level. • FY13 was budgeted for$536,000 for books and AV materials. • FY14 is budgeted for$798,000 for books and AV materials.This includes money that will be added back into the Library trust fund from unspent money that was originally allocated for the Marco Island Library construction. The money can be carried over and does not need to be spent during the fiscal year. This total does not include state aid money. • The Library capital budget from local taxes is $200,000 for FY14; FY13 was$150,000. • Local money from impact fees is expected to be$100,000, which the Library hasn't had for a long time. Money is still coming from the general fund. • The Library is trying to work on getting caught up on the maintenance of the buildings, etc. a. Vanderbilt had a new roof installed earlier this year b. Naples Regional is getting a new air conditioner this year c. Headquarters had a new air conditioner installed this week d. Naples Regional is in need of having furniture re-upholstered or replaced e. The Library replaced one vehicle and needs to replace the Explorer with a back-up delivery van f. There is money budgeted to replace computers next year as the need arises • The Library is hoping to hire an Assistant Director within the next two years. An existing position may need to be reclassified as an Assistant Director position 2 a. The position would need to include the responsibilities of the previous position. For example, if the candidate is currently a Branch Manager, then the new Assistant Director would need to continue to be the Branch Manager as well. The Board feels that this would be an excessive work load for one person b. Once the position has been reclassified, it will be advertised internally. There would be a limited number of people eligible for this position. c. The County is advertising an Assistant County Manager position which may help the County to realize the Library's need for an Assistant Director. 2) September Meeting • Mrs. Matthes plans to take a three week vacation in September, however the Library Advisory Board can still meet without her being present. • The Board will wait until their August meeting to decide about the September meeting. •• Mrs. Murray added that she will not be available for the month of October. 3) Proposed Policy Changes • Increase hold period from four to five(business) days a. If materials are checked out from a location that is not open on Friday or Saturday, those days are not included in the hold period time. b. The Library has received comments/complaints regarding the difficulty some patrons have picking up reserved materials during the weekday. i. Mrs. Matthes suggested that patrons could request the materials from a location closer to where they work instead ii. Patrons could have the Circulation staff check the materials out for the patron and put them on the hold shelf for the patron to pick up later iii. Outside lockers that are keyed with a patron's library card are expensive c. Ms. Bettinger-Hennink made a motion for the Board to approve increasing the hold period for Library materials from four to five days starting in June 2013. Mrs. Grieve seconded the nomination and the motion passed unanimously. • Increase number of reserves per person from 6 to 10 a. The only drawback is that patrons will have to pick up all their reserves at the same time b. Ms. Bettinger-Hennink made a motion for the Board to approve increasing the number of reserves for Library materials per person from six to ten starting in June 2013. Mrs. Murray seconded the nomination and the motion passed unanimously. c. Marilyn Matthes will have Janet make the necessary adjustments to the policy in the automated system and notifications will be put on the counters GENERAL CONSIDERATIONS • Ms. Bettinger-Hennink reminded everyone that the Adult Summer Reading Program is underway. She has already received nine book bucks! • Ms. Bettinger-Hennink reported that Facebook is up and running and she has enjoyed the pictures of the Children's Summer Reading Program and the different Library displays being posted by Chris Serio. • The Golden Gate branch hired a guard for the two weeks after school ended. Disruptions are down after one child was trespassed,which may become permanent. • Ms. Bettinger-Hennink read a newspaper article referencing assistance being provided to the seniors by the Jewish Family&Community group. Mrs. Matthes said that the Senior Resource 3 Center would like to plan multiple locations, including the old Golden Gate Library, as resource centers to expand services to seniors. • Mrs. Grieve commented that there are some libraries that have links to Amazon, etc.for patrons to purchase books or e-books directly, and that the library would receive a part of the purchase price. (Ex. OverDrive's"buy it now feature). It is more of a service to the community rather than a money maker for the Library. a. The Board discussed whether the Collier County Library should add this feature so that if a book is unavailable to be checked out, the patron could purchase the book to read first and then perhaps donate it to the Library afterwards. b. Ms. Bettinger-Hennink remarked that there are privacy concerns with Amazon as they keep lists of information that is searched. c. Mrs. Grieve commented that it could be viewed as a two-tiered system that only the wealthy could afford. d. Marilyn Matthes will look into OverDrive to see if an item could be purchased to be a part of the Library collection rather than an individual. • Mrs. Grieve asked if book plate donations are still being processed at the Library as she did not see it publicized. Each Branch Manager has forms available. a. Ms. Bettinger-Hennink stated that the tradition of the Golden Gate Women's Club is that whenever a member dies, a book is purchased in their honor b. Mrs. Lewis mentioned that the New Parent Club purchases books in honor of new babies DIRECTOR'S REPORT—Mrs. Matthes reported the following: 1) Current Statistics • Current statistics for Circulation continue to go down a. Mrs. Matthes learned from a webinar that she attended online that many Libraries in the Mid-West are commenting that more people are getting back into the work force and do not have as much time to read b. Patrons have a desire for instant service. If materials are not immediately available, they will go elsewhere c. Mrs. Matthes will be attending a webinar next month at which Libraries throughout the state will discuss counting electronic downloads in their usage figures. Lee County currently counts each music download d. Mrs. Matthes will be adding Project Guttenberg and Zinio downloads to their usage figures e. $300,000-$400,000 was spent on electronic databases such as Mango, Chiltons and Zinio. Most reference materials are now available and being purchased electronically • Ms. Bettinger-Hennink commented that Ankie used to visit local preschools and help children get their library cards. Unfortunately there is not enough staff to allow for someone to carry on this type of project. 2) Staffing Update • A new Reference Librarian began at Naples Regional this week. Seamus Volz has excellent computer and networking skills. Interviews were conducted via Skype. • Candidates for the Reference Librarian at Headquarters are being reviewed and one should be selected this week. • Headquarters and South Regional are still waiting for the Library Technician positions to be posted. 4 • Ms. Bettinger-Hennink commented that the Library has been doing a wonderful job managing the social media accounts. • Mrs. Matthes commented that the Library is previewing databases, such as Universal Classes, which includes online classes available to the general public. • Board members agree that these classes would add value to Library services. • South Regional had their first request for a meeting room after hours which worked well • Mrs. Matthes is working with facilities to get cameras installed at Naples Regional • Mrs. Matthes mentioned that Friday is "Bring your dog to work day". • Mrs. Matthes' goal is to get staff into appropriate positions before her retirement. • Mrs. Matthes asked for the Board's input regarding hours of operation for the Libraries and how to expand them when the time comes. a. Ms. Bettinger-Hennink commented that branches should not be open past 7pm. Mrs. Lewis added that 6:00pm is too early to close the Regional locations. b. Headquarters is the only location open on Sunday. c. Mrs. Matthes suggested for all library locations to open at 9:00am as a first step. The Board agreed that having a consistent opening time at all locations would be helpful. d. Ms. Bettinger-Hennink feels it would be helpful for all locations to have the same standardized hours of operation at some time. e. Mrs. Matthes said that there are three tiers within the Library: Regional (NR, SR, HQ), Community (IM, GG, MI) and Neighborhood and that perhaps there should be standard times for each separate tier. f. This discussion will continue at future meetings. REPORT OF THE FRIENDS—Mrs.Grieve • Mrs. Grieve reported that the Friends of the Library held their last Board meeting and three new people were elected to the Board. Her term will end in September. • Mrs. Grieve reported that the Nick Linn Lecture Series is almost sold out, despite the fact that many of the authors, books and locations have not yet been selected. ADJOURNMENT There being no further business to come before the Library Advisory Board. Mrs. Grieve moved to adjourn, Ms. Bettinger-Hennink seconded and the motion was carried unanimously. The meeting was adjourned at 11:50 a.m. Approved by: Cip Doris J. Lewis Chair, Library Advisory Board 5