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LAB Minutes 09/18/2013 2013 Library Advisory Board Minutes September 18 , 2013 Naples, Florida, September 18, 2013 LET IT BE KNOWN that the LIBRARY ADVISORY BOARD met on this date'? 'regular 449i(�p at 10:00 a.m. in the Headquarters Branch Library with the following members p CHAIR: Doris J. Lewis — District 4 VICE - CHAIR: Loretta Murray — District 1 qy �,�COUR 48 Carla Grieve — District 2 Connie Bettinger - Hennink — District 3 �V Lillian Cuevas — District 5 Roberta Reiss — Literacy Program ALSO PRESENT: Marilyn Matthes, Library Director Karen Tibbetts, Administrative Assistant Pamela Moore, Children's and YA Librarian APPROVAL OF MINUTES Mrs. Lewis asked for additions or corrections to the minutes of August 21, 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 stated that there are three new participants for the new season of the conversation club, which may need to be split into two or three sessions at the South Regional Library to accommodate any additional participants. September began with 10 participants. • Mrs. Reiss has a new contact, Linda Stewart, with the Literacy Volunteers of Collier County. They are working together to find a good time to provide basic computer skills for people in the East Naples area. Linda has identified at least 10 people needing assistance. • Mrs. Reiss commented that the goal of outreach programs is to serve the underserved and provide services that are not offered anywhere else or ways to bring in new library patrons. • Mrs. Reiss tried to contact the School on Wheels to make sure that they have adequate tutor training for the upcoming season, but has not yet heard back from them. • Mrs. Matthes commented that the County is planning to implement a paperless payroll system for paychecks, and that she has offered the Library's services to provide computer assistance to those needing to access this information online. There are approximately 1500 County employees. The paperless process may begin in the upcoming fiscal year. • Ms. Bettinger - Hennink added that the County requires employees to change their passwords periodically to access County information, and help may be needed in setting up secure passwords. Mrs. Reiss agreed that sometimes the requirements are difficult to configure. REPORT OF OFFICERS — None COMMUNICATIONS a — Written — None b — Personal — None 1 UNFINISHED BUSINESS 1) Employee of the Month — September • Mrs. Murray nominated Barbie Schulze from the Vanderbilt Beach Branch Library for the September employee of the month. Mrs. Grieve seconded the nomination and the motion passed unanimously. • Ms. Bettinger - Hennink added that the library staff has always been welcoming and helpful by recognizing patrons and recommending materials. • Mrs. Grieve added that the Library is a community center for the public to visit and a place for them to interact. Libraries are not just for books, but for other resources as well. • Mrs. Lewis agreed that the Library provides the community with a place to connect. • Ms. Cuevas added that she has observed the interaction with Immokalee residents and library staff, and that the social aspects of the Library are vital, especially since many residents of that area do not speak or read English well. • Mrs. Matthes commented that the Children's Librarians credited Circulation staff for encouraging patrons to participate in the summer reading programs. 2) Adult Summer Reading Program • Mrs. Matthes distributed information breaking down the costs for the adult summer reading program grand finale party. She added that this program increased circulation. There were approximately 1500 participants in the program, and 150 attended the party, and not everyone redeems the book bucks. • Ms. Bettinger - Hennink asked how many total employee hours were involved. Mrs. Matthes replied that it is difficult to determine as time was spent preparing for the party, setting up and cleaning up, as well as staffing the party. • Mrs. Matthes stated that the children's summer reading program is a bit more involved as Library staff provides weekly programs and activities during the 6 -8 weeks of the program. a. Years ago, the Library would have a carnival at the end of the children's summer reading program at one of the parks; however, as the attendance declined over the five years that the carnival was held, it was discontinued. • Ms. Bettinger - Hennink asked if the adult program was worth continuing. Mrs. Matthes replied that perhaps it needs to evolve without having the party at the end of the program, but still providing incentives for participants. • Ms. Bettinger - Hennink added that she observed that adults became competitive and enjoyed being acknowledged as adult readers. • Mrs. Grieve shared a handout from a Baltimore Library that solicits patrons to sponsor a child for $60, which provides for the child to participate in the summer reading program. 3) RFID Update • The RFID process allows for multiple books to be checked out at the same time using computer chips that are affixed to each book. The entire system is approximately $500,000. • Mrs. Matthes stated that the requests for proposals for RFID are due back on September 26th. Five companies are bidding on this system, which will be reviewed by the committee. The committee consists of County employees with the Risk Management, Purchasing and IT Departments as well as Library staff. Demonstrations from the vendors will be set up after the review of the estimates provided. • The self- checkout units that read the computer chips would include security gates to ensure that books are properly checked out, otherwise an alarm will sound. 2 • Mrs. Grieve commented that this system would also provide privacy to patrons regarding what materials they check out. • Mrs. Matthes added that it is a dual system and that the computer chips in the books would not replace the bar code system already in place. • Mrs. Matthes said that there has been some nationwide controversy about privacy with the system. a. She explained that special software would be required to read the computer chips. b. The computer chip will reference a number that coincides with the bibliographic record in the Library data base. c. The only other information the chip holds is whether the item is checked out or not. If it is not checked out, the security gate alarm will go off when the patron passes through. d. The chip does not store any other information or provide the title or author of the book or the name of the patron checking out the materials. • The new system would be added to one or two locations at a time. • Mrs. Lewis asked if all Library materials are processed through Headquarters. Mrs. Matthes replied that they are all coded at Headquarters and then distributed to the other locations. 4) Freegal • Mrs. Matthes stated that she is hoping to finalize the purchase of the Freegal Music subscription. The County Purchasing Department requested several documents and the information is under final review by the County Attorney. • The $35,000 annual subscription was questioned, arguing that the public can buy or download their own music. However, the Library subscribes to other downloadable databases, such as E -books that the public could also purchase on their own as well. • Mrs. Matthes is anticipating for Freegal to be available around October 1St • Mrs. Grieve plans to write an article for the newspapers about Freegal. NEW BUSINESS 1) Pamela Moore, Children's and YA Librarian • Mrs. Matthes introduced Mrs. Moore to the members and provided information on her background. Mrs. Moore is currently a Children's and Young Adult Librarian at Headquarters. She formerly was a Branch Manager at the Golden Gate and Estates Branches, the Children's Librarian at Naples Regional, and a Public Librarian for five years in Mississippi. • Mrs. Moore explained the purpose and importance of Library Story Times. a. Mrs. Moore stated that she has received more comments this year from parents saying that their children are readers as a result of their Story Time experiences. b. Story Times introduce children to extended vocabulary as well as understanding the concept of narratives that include beginning, middle and ends. c. Story Times provide socialization opportunities for both children and adults. d. Story Times provide pre - literacy information, as well as brain stimulating games and activities. Mrs. Moore keeps up with current research and associated activities, such as brain research. For example, if children watch too much television, their brains do not develop as much as they could, since it impedes the synapses of the brain. e. Generally Story Times are accompanied with a coordinating craft that reinforces vocabulary and ideas, as well as promoting the development of motor skills. There may be five stories read during a 20 -25 minute program. 3 f. Library staff provides participants with a list of the rhymes and songs so that the lessons can be repeated to the children at home. g. Mrs. Moore tries to include surprises in the program in order to stimulate interest. h. Mrs. Moore added that she received comments that the summer reading program encouraged competition among family members. Also, the program helped some students to not experience the typical "summer slide" — a phrase which defines the reduction of a student's reading level when school is out for the summer. i. Karen Kocses at the Estates Branch had a competition between the local schools in her area over the summer. It did boost participation in the summer reading program. j. Mrs. Moore added the summer programs were excellent, and people traveled more this year to attend programs at different library locations. k. The Library is trying to partner with the schools to provide enrichment for the students. Mrs. Moore regularly writes to the school reading teachers and principals regarding library programs and activities. With parental permission, she provides the schools with the names of children that participated in the summer reading program. I. Mrs. Murray asked if all library locations offer pre - literacy programs. Mrs. Moore replied that it fluctuates depending on the demographics. For example, Headquarters has a larger audience of babies than some of the other library locations. Each location tries to offer programs to fit their local population to encourage participation. m. Mrs. Matthes added that many nannies and grandparents are the ones bringing children to the programs at Headquarters. n. Mrs. Moore added that many patrons at the East Naples Branch walk to the library. o. Ms. Bettinger - Hennink commented that some schools do not have on -site Media Specialists as they may work between multiple locations. As a result, students often do not receive the guidance and book recommendations from their school media centers. • Mrs. Moore is responsible for choosing and ordering children's and young adult library materials, and relies on input from other library staff members for recommendations. a. These materials include books, downloadable media, books on CD, and playaway. b. Also, all patron requests for children's and young adult materials are forwarded to Mrs. Moore for review. She receives approximately 500 each month. c. Mrs. Grieve asked if any of the children's materials float, as some adult materials do. Mrs. Moore replied that they do not. d. Mrs. Moore deals directly with several vendors who assist her in acquiring materials, such as certain book series. They help her find items that are difficult to locate. e. Mrs. Moore reads many catalogs and reviews before purchasing new materials. f. Mrs. Moore stated that she will sometimes recruit patrons to read materials and provide her with a review. She added that both the children and teens appreciate the opportunity to help provide input, and one child provided her with a written review of a book they read for her. g. Mrs. Lewis commented that it is wonderful to ask the children and teens for their input, as they like to feel that they are important. • Mrs. Moore sometimes receives free books from vendors. She generally passes them along to patrons that she feels would be interested in reading the book and providing a review. They are generally teens, and they in turn continue to pass them along to others to read. 4 • Mrs. Grieve asked if there were any programs to allow for public sponsorship to help pay for any outstanding children's library fines. Mrs. Matthes replied that a "Read Off Your Fines" program exists, but has had mixed reviews. Some people feel that children are being punished for their fine by making them read. She added that most Library staff members are accommodating in regards to children's fines. 2) Budget Updates • Mrs. Matthes stated that the first budget hearing was held, and extending library hours for the Estates Branch was not discussed. The meeting lasted 30 minutes. The second budget hearing is scheduled for tomorrow night. • The Library budget will be the same as it was for FY2013. • There will be more costs for staff, partly due to increases in insurance. • There will be more money available for book purchases for FY2014. • The operating budget money will be close to being spent for the year. GENERAL CONSIDERATIONS • Ms. Bettinger - Hennink thanked Mrs. Matthes for nominating her to be a part of an advisory board with SWFLN. a. The State requested for non - librarian citizens that have experience with social media to be included on the board for statewide council. b. SWFLN reads LSTA grants, reviews changes to standards for public libraries in Florida, and looks at innovative programs. c. If chosen, the State will determine what she would do as a representative for this area. DIRECTOR'S REPORT — Mrs. Matthes reported the following: 1) Current Statistics The information Mrs. Matthes distributed circulation information. • Circulation continues to decrease, which is partially due to many people returning to work, continued foreclosures on homes, and other demographic changes. • Libraries also are making it easier for patrons to reserve their materials, such as online, and therefore they are not browsing as much. • DVDs checkouts were increased to one week, which has also decreased circulation as patrons do not need to return materials back to the library as often. • Other Library Directors in the State that attended the meeting in Bradenton last month stated that they are also experiencing circulation decreases for the same reasons. Downloadable material circulation went up 28% from August 2012 to August 2013. Consumer Reports will no longer be available through Zinio due to a licensing issue with Ebsco. Mrs. Matthes provided a fiscal year breakdown by item and card type for total circulation. o DVD circulation is more accurate and comparable since the time period has been increased. • The reporting program is being updated to provide more information in future reports. • Since less money has been spent on books, particularly bestsellers and non - fiction, fewer copies have been available for patrons to access. 2) Staffing Update • Mrs. Matthes stated that applicants for the open Library Assistant positions are being reviewed. Many current job bank and part time employees are looking for full time work. 5 • A candidate, Jamie Riley, has been chosen for the Reference Librarian position at Headquarters and will hopefully be processed to start soon. • Applications are also being reviewed for the open Courier /Driver position. • Mrs. Matthes will be converting the Automation Specialist position to an Assistant Director position once it is vacated by Michael Widner. Robert Rodriguez will temporarily fill in for the duties of this position until it is reclassified. 3) Director's Conference, October • Mrs. Matthes will be attending the annual conference in Tallahassee. • Generally there are 50 -60 Public Library Directors in attendance. 4) Friends Teen Intern Program • Mrs. Matthes distributed copies of a memo she sent to the Friends of the Library regarding the Teen Intern Program (LEAP — Library Electronic Assistance Program). • The Friends have designated Bobbie Skaggs to be their liaison for this program. • One of the supplemental application questions for this position will be for candidates to include a letter of recommendation from a school official stating the student's interest in the program as well as their aptitude with electronic devices and software. • The Library is waiting to receive the check from the Friends in order to accept the money so that this program can be advertised at the local schools. REPORT OF THE FRIENDS — Mrs. Grieve • Mrs. Grieve met with Jason Rummer, the new County Marketing /Operations Analyst for the Public Services Division. They discussed marketing ideas for library programs and articles for the Naples Daily News and Collier Citizen newspapers. She also provided him with Library statistic information as well. o The new Collier Area Transit (CAT) maps may be redesigned to highlight the libraries. Approximately 5,000 people visit the Collier County Public Libraries each day. • Mrs. Grieve expressed an interest in attending the Library Marketing Committee meetings. • The Friends newsletter, featuring the Nick Linn Series, has been mailed to members. • The Friends received some sizeable donations recently. And WAW radio has given the Friends free air time to promote events such as the Nick Linn Series. • The Friends website includes a Naples Daily News link to access Mrs. Grieve's articles. • The Friends may begin a non - fiction lecture series to include wine and cheese instead of lunch. It is currently under committee review. • There are less than 20 Friends Board Members, three of which are new this year. • There is a Friends meeting scheduled for October 18th that perhaps Tanya Williams can attend in Mrs. Matthes' place, as she will not be in town at that time. 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: Doris J. Lewis Chair, Library Advisory Board 6