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LAB Minutes 11/13/2013 2013 Library Advisory Board Minutes November 13 , 2013 Naples, Florida, November 13, 2013 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 ALSO PRESENT: Marilyn Matthes, Library Director Karen Tibbetts, Administrative Assistant ABSENT: Roberta Reiss— Literacy Program Lillian Cuevas— District 5 APPROVAL OF MINUTES Mrs. Lewis asked for additions or corrections to the minutes of September 18, 2013. No 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 written. LITERACY PROGRAM REPORT— None • Mrs. Reiss was unable to attend the meeting due to her having to attend a SWFLN CE Committee meeting, which is scheduled the second Wednesday of every month. REPORT OF OFFICERS — None COMMUNICATIONS a—Written — Carla Grieve • Mrs. Grieve stated that she had received an email from someone who was concerned about having to key in his library card account number into the system every time he wants to check out materials using a library computer. He does not have to do so when using his personal computer. Also, when he tries to reserve a book, the system does not show him how many other people have reserved it. o Mrs. Matthes commented that the Library's automation system is a turn-key system and there are not many options to make changes. o Ms. Bettinger-Hennink added that the benefit to using your library card number is that you do not have to remember and/or change a password. o Mrs. Matthes added that the library card does not have the patron's name on it, so that no one would be able to use the account if the card is lost or stolen. o Many Library staff members are also familiar with their patrons. o If a title of a book is searched in the catalog, the system will show how many other holds the title has. It does not show this information if you reserve an item in the system. • The future self check out stations will have scanners, and books will be able to be reserved from there as well. 1 b— Personal — None UNFINISHED BUSINESS 1) Employee of the Month —October& November • Ms. Bettinger-Hennink nominated Natalie Goodwin from the Naples Regional Library for the October employee of the month. Mrs. Grieve seconded the nomination and the motion passed unanimously. . • Ms. Bettinger-Hennink nominated Kara Land from the Headquarters Regional and Vanderbilt Beach Library for the November employee of the month. Mrs. Murray seconded the nomination and the motion passed unanimously. 2) RFID Update • Mrs. Matthes reported that nine companies had provided electronic bids. The Purchasing and RFID committee has reviewed and rated them and the top four vendors have been invited to demonstrate their product: Envisionware, Bibliotecha, 3M and Library Automation Technologies (LAT). The committee includes a County staff member from Purchasing, IT and Risk Management. • The cost is expected to be approximately $500,000, and there is Erate refund money available for this purchase. The cost will depend on the components selected, such as security gates, work stations and items to be input into the system. Functionality will be an important determination as to which vendor is selected. • Library and staff are invited to attend the demos, which will be held the first week of December at the South Regional Library. The dates and times are to be determined. • Mrs. Matthes plans to hire people and/or current staff to put the chips into the books and scan them into the system. • This system will not replace staff, but will provide better service to the public, with more confidentiality, more speed, and allow staff to assist patrons with other services. • Lee County has used the self check-out system for 15 years. • Different library systems use different radio frequencies for their RFID systems. • Ms. Bettinger-Hennink hoped that the new system would help to minimize theft. • Mrs. Matthes reminded everyone that the security chips will contain only information related to the Library database. Also, bar codes will continue to be used. • Interlibrary books generally have a temporary bar code to be used in our system until the book is returned. • Mrs. Matthes will send an email with more information regarding the demonstration date. 3) Freegal • Mrs. Matthes reported that there have been over 500 music downloads since Freegal began in October. • Each library location created a Freegal display, and the winner will receive a pizza party. • Carla Grieve wrote an article about Freegal for the newspaper. • Freegal is being advertised in other publications as well. • Bookmarks featuring Freegal have been distributed by the Library. NEW BUSINESS • Ms. Bettinger-Hennink commented that the wooden sign at the Golden Gate Library is deteriorating. 2 • Mrs. Matthes replied that the sign will be replaced with a new one to include the Senior Resource Center. It will be paid for by the Senior Resource Center and the Friends of the Library. • Carla Grieve added that the new sign should have an arrow showing the direction of the new library building to avoid confusion. • The Senior Resource Center group has been repainting and sprucing up some of the rooms in the building. • Parks and Recreation may continue to use the building for their after-school and summer camp programs. GENERAL CONSIDERATIONS — None DIRECTOR'S REPORT— Marilyn Matthes • Mrs. Matthes reported the recent BCC meeting ran very long, as they discussed a purchasing policy for several hours. • She attended the meeting for the AUIR (Annual Update Inventory Report), however, they never got to this item, and it will be discussed at the December meeting. • The Board of County Commissioners discussed consolidating many of the advisory boards into one "public services" board or committee, since many current advisory boards have not been active. Another option would be to then have smaller groups that would be able to address particular issues for particular divisions. • They voted to keep the Domestic Animal Services Advisory Board intact. The Advisory Boards for the Library and Parks and Recreation will remain unaffected. • Mrs. Matthes added that, unlike some other advisory boards, the Library Advisory Board is authorized to set policies, subject to the approval of the County attorney. • The Library Advisory Board also is interactive with the community. 1) Current Statistics • Mrs. Matthes distributed circulation statistic information by month and year. o Circulation continues to decrease, which is probably less than 5%. o Decreases in circulation are not unusual in Florida as it is happening nationwide. • Zinio has increased, despite the fact that that the Library can no longer offer Consumer Reports, due to Ebsco having exclusive licensing rights to this publication. • Ms. Bettinger-Hennink thought that circulation numbers might increase due to the fact that there are fewer bookstores in Collier County. • Mrs. Matthes distributed circulation statistic information by location comparison. o Circulation has decreased due to: fewer people being around, shorter library hours, DVD checkouts changing from 3 to 7 days, more reserves being made and therefore people only pick up those materials and browse less. o The Library is buying fewer books and the wait lists are longer. o The recession has caused some people to have multiple jobs to make ends meet, and therefore, they do not have as much leisure time to get to the library. • The Library has a new report with the system that will help to make decisions regarding the types of books that would be good for a particular location, or suggest other books to be considered to be added to the collection. • Over 374 people use the system-wide Library WiFi daily. • Ms. Bettinger-Hennink commented that if an author switches to a different publisher, some of their previously published books may not show up during a search. 3 • Carla Grieve added that Patti DeGroot had skyped with an author in the U.K. for a book discussion. 2) Staffing Update • Mrs. Matthes stated that Library staff is working more with the schools. • The library card drive has been successful. • The library has permission for one school to use Mango in the classroom because every student has their own library card. • The Marco Island Library should be fully staffed soon. • Michael Widner will be retiring and Robert Rodriguez will be taking over some of his duties until the position is filled. • Mrs. Matthes reported that Michael's Library Automation Specialist position will be reclassified to be Assistant Library Director. This position request will be going to the County Manager for approval soon, and will be advertised internally. After this position is filled, the vacated position will then be reclassified back to Library Automation Specialist. • Headquarters now has three Reference Librarians. 3) Friends Teen Intern Program • The Board of County Commissioners has approved the LEAP program, sponsored by the Friends of the Library. • Mrs. Matthes is working with Bobbie Skaggs on this project, and is hoping to advertise the program at the schools soon to get the initial seven teens hired. They would provide assistance to the Headquarters Regional, Naples Regional, South Regional, Golden Gate, Vanderbilt Beach, Immokalee and Marco Island libraries. The East Naples and Estates branches were not included due to their limited hours of operation. • Ms. Bettinger-Hennink commented that her son Richard will be featured in the LEAP brochure. • The Friends of the Library will be having a Board meeting on Friday between 2-4pm at NR. • The Marco Friends are buying some end caps for the bookshelves at the Marco Island Library using Rose Hall money. Their meeting was held yesterday. REPORT OF THE FRIENDS — Mrs. Grieve • Mrs. Grieve reported she is no longer on the Board with the Friends of the Library; however, she attended the October 18th meeting and received a binder that was also distributed to the Board members. It provides information such as the history, by-laws, and operating guidelines. • Tanya Williams attended the meeting in Marilyn Matthes' absence and did very well. • The FOL office is becoming more organized and has been repainted. • Their biggest effort has been the donor/sponsor wall at Naples Regional. There is a new TV to scroll the names of the sponsors and new plaques will be put up as well. • The author who spoke at the April Bagels & Book Club meeting has been signed to be a speaker in 2015 for her sequel. • The Marco Friends had to rename their February 2014 program from Bagels & Books to Books & Brews to avoid confusion. • Ms. Bettinger-Hennink wanted to know what other fundraisers the Friends have since the Red, White & Roulette event was not being continued. Mrs. Grieve had mentioned that more time was spent on putting the event together than money that was raised by the event. • Mrs. Grieve replied that many sponsors continue to donate money without having an event, and the new donor wall listing the sponsors has been helpful to encourage donations from other businesses. 4 • Also, the Nick Linn Series will now be held at the Ritz-Carlton Golf Resort, which can accommodate 700-800 people. The Waldorf Astoria was the previous location and could accommodate 400 or so people. She is hoping that a sign or someone will be posted at the Waldorf Astoria, to redirect people to the Ritz-Carlton. 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 11:05 a.m. Approved by: ©orAQ, , Doris J. Lewis Chair, Library Advisory Board 5