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LAB Minutes 03/26/2014 Library Advisory Board Minutes March 26 , 2014 Naples, Florida, March 26, 2014 LET IT BE KNOWN that the LIBRARY ADVal§CGIVIGORD met on this date in regular session at 10:00 a.m. in the Headquarters Branch Library wiflirtfieffe 3iang members present: am PIA Y30 CHAIR: Doris J. Lewis — District 4 (AbA eri 23 VICE-CHAIR: Loretta Murray—bigiiiitOF COURTS Carla Grieve — District 2 Connie Bettin6Y- ink— Distr,ct 3 Lillian Cuevas — District 5 (Abseh:, ' ALSO PRESENT: Marilyn Matthes, Library Director Karen Tibbetts, Administrative Assistant Roberta Reiss, Literacy Program (Absent) APPROVAL OF MINUTES Mrs. Murray asked for additions or corrections to the minutes of February 19, 2014. A few minor corrections were noted. Ms. Bettinger-Hennink moved to approve the minutes, Mrs. Grieve seconded and the motion was carried unanimously that the minutes be approved as corrected. LITERACY PROGRAM REPORT — None • Mrs. Reiss was unable to attend today's meeting. REPORT OF OFFICERS — None COMMUNICATIONS — None a —Written b— Personal — None UNFINISHED BUSINESS 1) Employee of the Month — March • Mrs. Murray/Ms. Bettinger-Hennink nominated Maricela Ramirez from the Estates/Golden Gate branches for the March employee of the month. Mrs. Grieve seconded the nomination and the motion passed unanimously. 2) Fines and Fees, Third Draft • Mrs. Matthes distributed copies of the fines and fees schedule from the County Attorney. • Discussion ensued regarding how fines and fees are determined and generated. • Mrs. Matthes stated that Library staff makes every effort to work with patrons to resolve any fines and fees that may incur. • Waivers of fines/fees need to be done before a fine/fee is paid. Refunds are only generated for missing materials that are later found. Refunds require time to be processed through the Finance Dept. Missing materials can be marked as claims returned, which stops fines from accruing. • The increase in staff turnovers can result in more library errors. Some returned materials are put into crates without being properly checked back into the system first. • Videos with a 6 item limit will be updated to DVDs with a 10 item limit. 1 • Ms. Bettinger-Hennink made a motion to accept and approve the addition to the fines and fees policy as corrected. Mrs. Grieve seconded and the motion passed unanimously. • This updated information will be included in the Welcome to the Library brochure as well as on the Library website, after the BCC approves. 3) LEAP Update • Mrs. Matthes reported that every teen that applied for the Library Page positions was interviewed, and for most, it was their first job interview. • Six teens were selected, and the committee is looking for someone that either lives on Marco Island or close by for the position at that location. • The students are being processed through HR and may begin in April. The Library will submit a press release regarding the LEAP program. NEW BUSINESS 1) RFID Policies and Update a. No security other than RFID chips? b. Self-checks to use only debit or credit? c. Implementation projections • Marilyn Matthes stated that initial quotes have been received from Bibliotecha and the total cost is estimated to be $750,000 to $850,000 for system-wide equipment. The Library currently has approximately $500,000 available from e-rate rebates. • The annual maintenance for the RFID system is approximately $30,000-$40,000 per year. • Marilyn Matthes attended the recent PLA Conference in Indianapolis with three other library staff members. Bibliotecha featured newer free-standing self-checkout units that are better integrated than the units that were demonstrated at the Library in December. She will look into the additional cost for the newer product, and library staff will be determining how many self-checkout units each location will need. • The self-check, floating and automation systems will be integrated. • It was agreed that the RFID chips would replace the current "button" security devices used with the DVD/CD collections. The security devices will become reactivated when library materials are returned. • Marilyn Matthes added that the RFID system would most likely be phased in at three locations per year. A temporary processing procedure will need to be determined once the RFID system begins until all locations have the new equipment installed. • Once approved, RFID stickers/chips will need to be put in library materials, which may take 3-6 months. Mrs. Matthes would prefer to be able to pay current staff to do this, however, she will ask for the vendor's and County's recommendations. • Mrs. Matthes requested feedback from the LAB regarding adding coin machines to the self-check equipment. She stated that the money box on this equipment is more like an ATM system, and produces change in dollar bills as well as coins. • She is looking into what the additional cost would be to include money boxes. She added that Bibliotecha has a good relationship with the coin op producer and guarantees service. Coin ops on some current Library equipment have caused issues and repair requests have been difficult to resolve. • Ms. Bettinger-Hennink asked if the coin op device could be disabled should any problems arise, and allow use of the credit/debit payment option only. Mrs. Matthes will look further into this and report back. 2 • Mrs. Matthes stated that once the items and quantities are selected to be purchased, the purchase request will need to be presented to the BCC for approval. GENERAL CONSIDERATIONS • Ms. Bettinger-Hennink stated that she attended nearly every Volunteer Appreciation Reception, and spoke on behalf of the LAB to explain their role with the Library. She also shared volunteer hour information for FY 2013, and reported that the total was equivalent to ten employees. • Ms. Bettinger-Hennink was impressed with the variety of food that each location provided, and reported that everyone appreciated the recognition. • She added that Steve Carnell also attended many of the receptions. • Ms. Bettinger-Hennink attended the recent Golden Gate Civic Association meeting and stated that her Library reports have been effective, as one attendee asked her for more information about Mango. • Mrs. Murray also attended several receptions and commented that Ms. Bettinger-Hennink's enthusiasm really shows when she speaks. • Ms. Bettinger-Hennink also met with employees at SWFLN and should receive her confirmation letter from the Secretary of State for her recent nomination to be on the SWFLN council. She has also attended a webinar, and will attend the meeting in Tallahassee in June. DIRECTOR'S REPORT– Marilyn Matthes 1) Miscellaneous • Mrs. Matthes shared a "returns on investment" survey that is provided by the State every 3-4 years. A consultant analyzes the survey and results, and it was concluded that every tax dollar spent generates over $10 in services to the public. This has been an increase over the last couple of years. • Mrs. Matthes stated that the County will be generating paperless payroll statements, and the Library has volunteered to assist any County employees that may need to use a Library computer to access this information. She added that if the public computers are not available, some circulation computers can be used. • Mrs. Matthes shared some religious materials that were brought to the library for distribution approval. It was determined that these materials would not meet the criteria to be distributed by the library because the Library only distributes literature produced by other government entities—and not all organizations. 2) Staffing Update • Mrs. Matthes reiterated the addition of the six LEAP students. • Many staff members transfer within the system to other positions (Ex. Part time to full time) • Sheila Hicks will be retiring from Marco Island at the end of March. • Stephanie Doscher at Golden Gate will be taking maternity leave soon. • The 20 applicants for the Automation Specialist position will be reviewed and interviews will be scheduled soon. 3) Current Statistics • Mrs. Matthes distributed statistical information and reported that circulation was down for the month of February, however, Ms. Bettinger-Hennink commented that the percentages were only single digit. • The County has increased the budget by 2%, and Mrs. Matthes is planning to purchase more books. 3 • Ms. Bettinger-Hennink had explained to some patrons that several hard copies of books are purchased to accommodate the demand for new releases. She added that OverDrive books are checked out for two weeks. Even if they are "returned" earlier, another patron is unable to check it out until after the two week period. • Marilyn Matthes handed out a proposal for FY 2015 additional staff requests that she compiled after talking with library staff. She reported that some Commissioners have expressed an interest in adding hours at some library locations. The proposal reflects Friday hours for all locations year-round, and seasonal Saturday hours at Marco Island. • These are requests for new services that would be beyond the 2% increase. • She reiterated that the RFID system will allow for staff to help the public more. 4) PLA Trip • Mrs. Matthes reported that the Friends of the Library purchased a summer reading club online service through Evanced for the Library to use. • The Library is looking into replacing the floor model copy machines. However, there currently is only one company that has a scanner/printer/fax machine with a coin op and debit/credit card package. Mrs. Matthes is not certain if the Library will continue purchasing from this company, as service requests for the coin op mechanism are not well supported. • Another consideration for future purchase is digital classrooms, which allow for patrons to take online individual computer classes at home. Courses include programs such as Excel. • Ebsco will be carrying Rosetta Stone, however, they will only have the first level of training, whereas Mango has many more languages and levels available. REPORT OF THE FRIENDS • Mrs. Matthes reported that the Friends of the Library are considering doubling the performance schedules for some of the more popular programs that they sponsor. • The FOL are considering expanding the solarium at Headquarters and building three glass enclosed study rooms near the circulation area. The FOL would have the naming rights for any additions. Some areas that have been named and would be affected by any expansions may need to be reassigned to another area. Any changes would need to be approved by the BCC. • Mrs. Grieve reported that FOL members recently received two pieces of mail: the FOL newsletter and the adult summer library program schedule. She commented that the new design is much cleaner and easier to read. • The FOL will have a photo show at South Regional and a local artist will feature Italian-themed art at the West Wing Art Gallery at Naples Regional. Local artist, John Bartoldus, creates a calendar showing scenes of the Naples area, and a portion of the sales is donated to the FOL. 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 11:30 a.m. Approved by: (4,-D 011A- Doris J. Lewis Chair, Library Advisory Board 4