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LAB Minutes 09/24/2014 Library Advisory Board Minutes September 24 , 2014 f Naples, Florida, September 24, 2014 bC LET IT BE KNOWN that the LIBRARY ADVISORY BOARD met on this d. �, 1L_P - -ssion at 10:00 a.m. in the Headquarters Regional Library with the following members presenf: "==-1j CHAIR: Doris J. Lewis – District 4 (absent) VICE-CHAIR: Loretta Murray – District 1 Carla Grieve – District 2 Connie Bettinger-Hennink– District 3 Lillian Cuevas – District 5 (absent) ALSO PRESENT: Marilyn Matthes, Library Director Karen Tibbetts, Administrative Assistant Roberta Reiss, Literacy Program Specialist Steve Carnell, Administrator, Public Services Division Ellen Taylor, Naples resident, former library employee APPROVAL OF MINUTES Mrs. Murray asked for additions or corrections to the minutes of August 27, 2014. A few minor corrections were noted. Ms. Bettinger-Hennink moved to approve the minutes as corrected, Mrs. Grieve seconded and the motion was carried unanimously. LITERACY PROGRAM REPORT • Mrs. Reiss reported that the conversation classes resumed at South Regional on Sept. 9th There have been many good referrals from the adult program brochure and from within the library system. • She has many resources available to direct interested participants to if their needs require different levels of assistance. There are resources within the community such as the Adult Education classes held at the high schools and Literacy Volunteers of Collier County, as well as self-study resources. • She has also recruited volunteers from area assisted living facilities to be trained as tutors, as many residents want to challenge themselves and keep busy. • Mrs. Reiss is working with Danielle Sanchez, Library Technician at SR, on a new basic computer class program. The program will be a bilingual version to include Spanish, which Danielle is fluent in. These classes will be held at the East Naples Library. If the program is successful, they will try to implement classes at other locations. • Mrs. Reiss added that she does not use translating when instructing the basic computer classes as the participants have different first languages. • Mrs. Reiss is working on recruiting volunteers from School on Wheels and Literacy Volunteers of Collier County to train them with teaching literacy skills. She also plans to visit area churches to try to get them involved with tutor training for dual language services. She added that there may be some new personnel who are not aware of Library services. • Mrs. Murray suggested for Mrs. Reiss to contact the JFCS Senior Center on Castello Drive. There is generally a sizeable crowd, and there are many opportunities for guest speakers, computer training, etc. It may be a good venue to present Library services as well. • Mrs. Matthes added that the Senior Center in Golden Gate is making progress and may be interested in participating in literacy programs as well. • Ellen Taylor shared a smart phone app that translates practically every language. Mrs. Reiss commented that although many people do not have basic computer literacy, they do have smart phones. • Mrs. Reiss spoke with Tanya Williams regarding the County Human Resource Department's request to assist Parks & Recreation staff with English. The new bi-lingual basic computer classes would be beneficial, as many do not have basic computer skills. Therefore, it would be 1 difficult for them to use Mango Languages to learn another language. Mrs. Reiss will try to reach out to Becky Moore at HR again to discuss options. • Mrs. Matthes added that in the past, the Literacy Program staff tried to help Facilities Management personnel; however, the mid-level supervisors were unable to schedule time for the staff to attend the classes. The Literacy staff was able to help employees at some of the area hotels and gated communities. REPORT OF OFFICERS — None COMMUNICATIONS a —Written — None b— Personal — None PUBLIC COMMENTS • Discussion ensued explaining the process of becoming a member of the Library Advisory Board. UNFINISHED BUSINESS 1) Employee of the Month — September • Ms. Bettinger-Hennink nominated Michelle Ramkissoon from the Naples Regional Library for the September employee of the month. Mrs. Grieve seconded the nomination and the motion passed unanimously. • Mrs. Grieve suggested adding some sort of notation on the nomination form indicating if it is a new nominee or one that has been submitted and reviewed before. 2) Friends Remodeling Update • Mrs. Matthes reported that the Friends of the Library have contracted with the BSSW firm to develop preliminary plans and estimated costs for remodeling the Headquarters Library. • She met last week with the architect and two FOL board members to review the schematic plans that have been developed, and she shared them with the group. • Discussion ensued regarding making the current Solarium into a larger meeting area, increasing the new entry, and creating additional parking. • Mrs. Matthes added that the remodeling will allow for attendees to come into the room from the new entry for meetings, and a security door would be added so that people could access the bathrooms and not the main Library. • Mrs. Murray commented that many people are not aware of the parking on the east side of the building, particularly the handicapped parking. Mrs. Matthes will look into additional signage. • Mrs. Matthes added that additional storage space may be created for mobile equipment to be used for"maker space" programs. The expanded room would enable members of the community to collaborate on a project together. Anticipated programs would include computers, robotics, 3-D printing, film, etc. • The Reference Librarians at HQ are excited about the creation of a computer lab and individual study spaces with the remodeling project. • Mrs. Matthes reported that she is working on a construction grant with the state to help contribute to the FOL's funding of this project. This grant would need to be approved by the BCC. She added that this project will not be funded by local construction or taxpayer money. • Ms. Bettinger-Hennink commented that the policy for usage of the remodeled room will need to be modified. 3) Summer Reading Program Update • Mrs. Matthes distributed statistics on the Chidren and Young Adult Summer Reading Program. 2 • Many staff members reported that they were busy during this program; however, the statistics show a decline in numbers. This was the first program using the online process. • Headquarters, South Regional, East Naples and Vanderbilt Beach will be having a Fall Children's Reading Program. 4) BCC September 9 Agenda/Library Items • Mrs. Matthes reported that the following Library agenda items were approved at the September 9th BCC meeting: o State Aid to Libraries o Uncollectible Fines/Fees o LEAP Program Extension o RFID Contract with Bibliotecha • Mrs. Matthes added that staff will be meeting with the RFID vendor later today to start the implementation process at HQ and MI. • Due to the large number of items on the agenda that day, the Library Fines & Fees Revision and Waiving Fines/Fees item will be rescheduled for a future BCC meeting. NEW BUSINESS 1) Steve Carnell, Public Services Administrator • Mr. Carnell announced that sometime next month, the County will be recruiting for a new Library Director, as Mrs. Matthes will be retiring in February. o He added that they would like to offer the position before the end of January and perhaps have the new Director's employment overlap while Mrs. Matthes is still on staff. o Mr. Carnell is creating a selection team to interview candidates for this position once it is posted. • He asked if a LAB member would be interested and available to be on this committee, and Mrs. Grieve volunteered. • Mrs. Matthes explained that the interview panel usually agrees on a set of questions to ask candidates, takes extensive notes, rates the individuals, and debriefs as a group. • Mr. Carnell added that although they will try to have interviews conducted on the same day, there may be a second round of interviews of the finalists. • He added that the County will be looking for someone that is a strong manager/planner and delegator who is supportive of staff and empowers them to manage their location to fit the needs of their specific population. • Ms. Bettinger-Hennink commented that any new additions to the Library system would need to be current with technology as it changes so quickly. o Mr. Carnell reported that the expanded Friday hours for EN, EB and VB will hopefully be implemented by sometime in November. o Mrs. Grieve will write an article about the expanded hours for the October issue of the Collier Citizen. Mrs. Matthes added that posters will also be created to announce this information to the public. • The Board of County Commissioners has a board workshop planned for the beginning of February to discuss the Library. One Commissioner in particular would like to raise the profile of the Library in the community. o Mr. Carnell's vision is for the Library to remain malleable and be open to input. He would also like for the Library to have some continuity that allows for each individual location to maintain meeting the needs of their local population. o He commented that Mrs. Matthes has a good succession system for when she retires. o He would also like to increase marketing to reach out to the people that do not participate in the Library system. o Mr. Carnell envisions focusing on the enhancement of Library services, which would lead to staffing resources. 3 o Mrs. Grieve added that the Library serves as an educational institution that provides resources to the public in a variety of means to expand their knowledge, as well as enhances the formal education system and teachers. o Ms. Bettinger-Hennink added that there are many people in the community who are not literate in their own language, and their needs should be recognized. 2) Library Reorganization Discussion • Mrs. Matthes provided a handout outlining some suggestions that were made at the last Branch Managers' meeting of services and processes that should be considered in the future. • Some staff may be repurposed to meet the current needs of the Library. She added that it is important for staff to be assigned duties that are appropriate for their job description and level of employment. • Currently Branch Mangers assist with book drops, shelving books, etc.; however, the reorganization of duties could provide a career path for current support staff to enable them to manage circulation staff. This would allow for the Branch Managers to utilize their education in more appropriate and challenging roles, such as: working on other projects, being creative with resources, community outreach programs and maker space programs. • Mrs. Matthes clarified that the Tech Librarian could help provide machine support for computer usage and using Library software and databases. The Virtual Librarian could manage electronic resources. The Library currently concentrates on state grants as there is not enough staff to look into grants from other foundations. • A new Branch Manager is needed at Headquarters to allow for Tanya Williams to develop Career Progression Paths for all staff, process grants and other Assistant Director duties. • Mrs. Matthes added that there will be a county-wide classification study of job descriptions in October which may resolve some of the issues. GENERAL CONSIDERATIONS • Ms. Bettinger-Hennink reported that she was pleased to see photos posted on Facebook of some Collier County Public Library staff members who attended a recent SWFLN seminar. Photos of Mona Vega (Golden Gate) and Laura Cortesi (Estates) were posted. • The Golden Gate Civic Association was appreciative of the Library brochures that were provided to them to include in 100 welcome bags made for new residents. • Ms. Bettinger-Hennink had some concerns about the presentation given by Jim Kluge about the purpose of the Senior Center at the old Golden Gate library building. The original vision was to use this space to provide services for seniors. She was concerned that there was no mention of their partnership with the Library. They also plan to use the kitchen as a food bank, and would keep it locked, restricting other usage. Some programs from the Golden Gate Community Center may be transferred to this location. o Mrs. Matthes will be meeting with this group in two weeks and will remind them of their continued partnership, as this building should be available to be used by the Library as needed for meeting space/programs. • Ms. Bettinger-Hennink added that the Passport to Savings did not clearly state some restrictions. For example, the 20% discount at Culver's would not apply to their daily specials. Mrs. Matthes will relay this information to the Marketing group. DIRECTOR'S REPORT— Marilyn Matthes 1) Current Statistics • Mrs. Matthes distributed corrected July and August circulation statistics. Physical books continue to decline while electronic books increase. • Mrs. Matthes is waiting to hear from Freegal regarding continuing the subscription for another year at half price. If not, the subscription will discontinue and the money would be used to purchase more OverDrive materials. 4 • Mrs. Grieve asked about the recent Public Library Association (PLA) webinar entitled "Weed `em and Weep". Mrs. Matthes replied that it was rather basic and did not provide much new information. She added that the materials that are weeded from the collection, and are in good condition, are sold at the book sale or the FOL carts. 2) Staffing Update • Mrs. Matthes reported that Chris Serio, Librarian at HQ, recently passed away. Several library staff members attended his memorial service. Chris did a wonderful job and received many compliments from patrons. He will be missed. • There are currently three vacant Librarian positions (SR, NR, and HQ). The first two positions had been posted locally and statewide; however, no candidates were selected from the applicants interviewed. The positions may need to be reposted and advertised nationally. • The three new full-time positions needed for the extension of hours at VB, EN and EB were approved by the BCC at their Sept. 9th meeting. These positions are in the process of being posted (2 part-time library assistants at VB & EN; 1 full-time library technician at EB). • The hours will be expanded after the new employees have been hired and trained. • Mrs. Matthes added that the turnover with job bank employees has been high, as people prefer permanent jobs with benefits. • Due to staff shortages, some locations have been authorized to approve overtime hours as necessary. • Mrs. Matthes distributed the extended hours' survey summary that was also emailed to LAB board members. The public input was overwhelmingly in favor of adding Friday hours to VB, EN and EB. Mrs. Matthes added that the Parks & Recreation Dept. plans to have the annual Snowfest and carnival event on Saturday, December 6, 2014 at the Golden Gate Community Center instead of the Golden Gate Community Park off Santa Barbara Blvd. Ms. Bettinger-Hennink commented that the traffic for this event is hectic, and Mrs. Matthes responded that the Golden Gate Library would close early that day. REPORT OF THE FRIENDS • No report was given from the Friends of the Library. It is hoped to get a member to attend future meetings. ADJOURNMENT There being no further business to come before the Library Advisory Board, Ms. Bettinger-Hennink moved to adjourn, Mrs. Grieve seconded and the motion was carried unanimously. The meeting was adjourned at 11:50 a.m. The next LAB meeting will be held on October 22, 2014 at the Headquarters Regional Library. Approved by: Q_ Doris J. Lewis Chair, Library Advisory Board 5