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LAB Minutes 05/20/2015 Naples, Florida, May 20, 2015 LET IT BE KNOWN that the LIBRARY ADVISORY BOARD met on this date in regular session at 10:10 a.m. in the Headquarters Regional 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 (absent) Vacant— District 5 ALSO PRESENT: Val Kocin, Library Director Tanya Williams, Assistant Library Director Karen Tibbetts, Administrative Assistant Vacant, Literacy Program Specialist Jon Zoler, Vice-President, Friends of the Library Joanne Fowler, Friends of the Library Board Member Ms. Bettinger-Hennink was unable to attend today's meeting due to a conflict with the State Library Advisory Board meeting in Tallahassee. Ms. Williams reported that Ms. Bettinger-Hennink's mother passed away the beginning of May. Val Kocin introduced herself as the new Library Director to the Library Advisory Board members and those in attendance. APPROVAL OF MINUTES Mrs. Lewis asked for additions or corrections to the minutes of April 15, 2015. One minor correction was noted. Mrs. Grieve moved to approve the minutes with this correction. Mrs. Murray seconded and the motion was carried unanimously. LITERACY PROGRAM REPORT • Ms. Williams reported that the literacy program is sustaining itself, however, a replacement for Roberta Reiss has not been found. REPORT OF OFFICERS — None COMMUNICATIONS a —Written — None • Mrs. Grieve reported that there were nice comments on the article she wrote for the Collier Citizen about donations at the Library. • Carey Hunt, the Library's Acquisition's Specialist, was very helpful in providing information for this article. • Mr. Zoler added that the Friends of the Library would like to put this article on their website. b— Personal — None PUBLIC COMMENTS — None UNFINISHED BUSINESS 1) Employee of the Month — May • Mrs. Grieve nominated Lynn Gesdorf from the Vanderbilt Beach Library for the May employee of the month. Mrs. Murray seconded the nomination and the motion passed unanimously. 1 2) LAB District 5 Representation — Follow-up • The BCC will review Marjorie Hall Gagnon's application for District 5 representation for the LAB at the May 26 meeting. 3) LEAP • The current LEAP students have been providing their letters of resignation, as the program will end for the summer and resume in the fall on September 1. • Mr. Zoler added that the Friends of the Library have committed $28,000 for the LEAP program. Additional funds have been put aside to continue the program through the summer; however there would be some contingencies to be considered. • Branch Managers will need to provide the LEAP Committee, headed by Bobbi Skaggs, reasons to keep the LEAP program active during the summer. They will also need to provide a proposal stating how the LEAP students would be used during the summer. • Last summer the LEAP students were helpful to patrons registering for the Summer Reading Program as well as assisting with other technology related concerns. • Originally the Branch Managers were not involved in the selection process; however, their input may be included when applicants are being selected this fall. • The FOL would like to have the LEAP students get together to share experiences, efficiencies, and have the opportunity to learn from each other. • Kaylee Atwell at VB provided bookmarks with the hours that she would be available. • Diana Alas at NR kept her schedule at the reference desk so that patrons could sign up for half-hour help sessions. 4) Door Counts • Ms. Williams provided handouts showing the door counts at each location (January-April 2015). • She explained that VB, EN and EB opened on Fridays starting January 23, 2015, and statistics for those locations are highlighted. • Originally these three locations were to be open on Fridays just during the school year; however, it has been decided to keep those locations open on Fridays year round. • Mr. Zoler asked if statistics could be generated to compare figures from last year. • Ms. Williams will work on generating that information. • Ms. Tibbetts added that the back page of the Book Page publication will feature the hours of operation for all Library locations, and posters will also be displayed at each location. 5) Library Construction Grant - Update • The Library construction grant application for $500,000 was approved by the BCC at their April meeting. • Commissioner Nance was appreciative of the FOL's commitment to match this funding. • The FOL is working to secure additional funds to complete the construction project. • Grants are typically awarded at the beginning of July. NEW BUSINESS 1) Val Kocin, Library Director • Mrs. Kocin introduced herself to the attendees of the meeting. • She comes from the Cuyahoga County Library system in Ohio, which is number one in the nation with 28 branches, and in 2011 it had a circulation of approximately 21 million. • They have the highest per capita in reading in the nation and an abundance of services and funding. • The population served was close to 650,000 with a $9 million budget. • Libraries are critical to northeast Ohio. They have a greater affinity with the schools. There are also numerous colleges and homework centers with a greater mix of services. • DVDs and materials in electronic format exceeded materials in print. • She acknowledged that the demographics are different in Naples and that the state funding is different in Florida. 2 • The Collier County Public Library collection is small and Mrs. Kocin would like to have more support from the FOL. • She will begin visiting each Library branch to get familiar with the buildings and staff. • She has asked Library staff for the wish lists they've compiled from what they've heard from customers regarding what they would like to see the Library provide. • She would also like to hear from staff regarding whatever changes they would like to see. GENERAL CONSIDERATIONS — None DIRECTOR'S REPORT 1) Current Statistics • Ms. Williams shared circulation statistical information for April. • The totals for e-resources were included at the bottom. • Circulation numbers have declined as a whole; however e-resources are on the increase. • Ms. Williams will look at the differences with these statistics for a historical comparison. • Some of the Library's e-resources are changing. For example, the Ebsco host account was discontinued, saving $65K per year. There was not enough usage to justify the cost. • Many of the resources that Ebsco provides are duplicated through Gayle Cengage, which is paid by the State Library. • As the Library continues to add to OverDrive and OneClick Digital, the numbers should increase. • Mrs. Grieve added that there was an article on the front page of the Wednesday issue of the Naples Daily News featuring the Mail-a-Book program. She contacted the writer, Aisling Swift, to compliment her on the article. • Ms. Williams added that the Mail-a-Book statistics are included in the NR figures. • The HQ figures include the InterLibrary Loan statistics (what we circulate out to other libraries) • The ILL figures at the bottom are the requests for items that patrons want to bring into the system. • Mr. Zoler would like to see statistics for the entire year, as well as the month to month comparisons. • Ms. Williams replied that she would have the full fiscal year information at the October LAB meeting. • Mr. Zoler suggested creating the statistical information in graph form. • Mrs. Kocin added that the Library is not just one circulation number, as there are many different forms of services that the Library provides. • She added that the Library does not have enough materials, particularly in electronic format, to meet the demands of the public. • Mrs.Grieve asked if the Library generates an annual report that provides the total of key indicators such as books, traffic, circulation, etc. • Ms. Williams replied that the County generates an annual report for the entire agency. 2) FY16 Budget • Mrs. Kocin reported that the FY16 budget is being worked on. • The Library needs expanded services and more staff and the advocacy of the LAB and FOL is very important. • Mr. Zoler agreed that the FOL needs to better market the Library, and also that the Library needs to make a more convincing case to the County to get more funding. • Mrs. Grieve added that most of the funding from the County comes from residential property taxes as opposed to impact fees from industry. • Ms. Williams stated that the General Fund is generated by ad valorum taxes. Personnel and operating costs come from the general fund. FY2015 had $7.3 million budgeted in the general fund. 71% was for personnel; 29% was for operating costs. There is approximately $50K in this fund for book purchases. 3 • The two other funds are Capital Funds (301 & 355), which are generated by impact fees (new construction). o Capital Fund 301 is used for replacing books. The Library has been allocated $350K for FY16. o Capital Fund 355 money will be used for new books. $175K is allocated to this fund for FY16. The Library should provide 1.875 items/capita; however, currently the ratio is lower. The Library relies on donations for adding books to the collection. • Discussion ensued regarding receiving money from other sources such as tourism. • Mrs. Grieve heard of a program through which different organizations can put in requests for Tourist Development Council (TDC) money. The majority of this money is used for beach re-nourishment, however, she has heard that only three organizations so far have requested money from this program. • A group called the Collier Citizens Council is looking into why more organizations are not requesting this money. • Mrs. Grieve added that requests need to be processed through Dwight Brock's (Clerk of Courts) office and the substantiating documentation that needs to be completed to request this money gets complicated. • Many times there are restrictions on how the money can be used. She believed that most of it needed to be used for advertising. Also, the allocation of the money tends to be event driven. • Most of the Library events are not large enough to warrant individual advertising. • She added that the Museum hosts larger events; however, they have their own advertising budget and promote events in the local newspapers. • Mrs. Kocin asked how the door counts of the Library compare to those of the Museum. • Mrs. Grieve mentioned the strategic plan to raise awareness to the people not coming to the Library will be beneficial. • The budget is still being determined and Ms. Williams stated that recently the expanded proposals for the Capital Funds were reviewed, and the General Fund will be reviewed on June 1. • The public budget hearings with the BCC will occur June 25 and 26 in the evenings. After those two public meetings the budget will be ratified at their September meeting. REPORT OF THE FRIENDS • The Board of Directors of the FOL discussed and reviewed the remodeling information of the Headquarters Library to create the PowerPoint program presented by Mr. Zoler. • The general topics include: What is being proposed? Why are these changes needed? How much will it cost? How will it be paid? Why should the Friends help pay for it? • Virtually everything being proposed would reallocate the existing space for better efficiency. • The renovation would include redesigning the existing Solarium into a large multipurpose meeting room. Currently the only location that can accommodate large groups of 250-300 people is the South Regional Library. Naples Regional also has a flexible seating room that can accommodate 120 people. The Sugden Theater at Headquarters has fixed seating for 94. • The proposed multipurpose room will feature flexible seating for 250 people, and could be used for programs, crafts, concerts, book sales, and voting. It can also be rented by outside groups. • Other renovations include: o Computer lab for the public o Conference room for small groups o Quiet space areas for individuals o Small group rooms o Reference/information desks for greater public accessibility o An air lock vestibule at the entrance to save cooling and heating costs o Additional parking 4 • The proposed floor plans show how current space will be repurposed to accommodate the proposed renovations. • The existing fireplace in the Solarium would be removed to accommodate a stage area of approximately 250 sq. ft., an auditorium of 2,640 sq. ft. with 284 seats, and a 150 sq. ft. storage area to keep chairs and tables when not in use. A new vestibule would be added to allow access to this room from outside of the building. A night use rolling grille would be installed to allow access to the public restrooms, but not the main building, if the room is to be used after regular library business hours. • The total remodeling costs are estimated to be $1,573,000. o $1,164,000 Multi-purpose meeting room o $173,000 Loggia conversion to study rooms o $118,000 Reference desk and new offices o $47,000 Computer lab and public space conversions o $39,000 Three new group study rooms o $32,000 Air lock vestibule entrance • The sources of funding include: o $500,000 Friends of the Library seed money o $500,000 Florida matching funds o $573,000+ Funds to be raised from public • Library Remodeling Phases o Phase 1 (May 2014) FOL Board approval of $20,000 for preliminary plans/costs o Phase 2 (Dec. 2014) FOL Board approval of $500,000 for seed money Approval to apply for Florida State Building Grant o Phase 3 (Mar. 2015) Apply for Florida State Grant o Phase 4 (June 2015) Approval of Grant by the State o Phase 5 (July 2015) Campaign to raise remodeling funds from the public o Phase 6 (Dec. 2015) Evaluate success of public fundraising to determine whether to proceed with remodeling project o Phase 7 (July 2016) Construction begins (if complete funding has been obtained and construction bids have been selected and approved) o Phase 8 (April 2017) Construction is completed o Tanya added that once the construction grant is approved, construction would need to be completed in 3 years (June 1, 2018); however, if necessary, a petition could be submitted to extend for 90 days. • Why is the timing right for the remodeling? o State of Florida may provide $500,000 in a matching fund grant o FOL have $500,000 allocated to major library programs or enhancements o Favorable economy for selling name rights o Marilyn Matthes will write the Florida grant proposal • Discussion ensued regarding the proposed remodeling of the Headquarters Library. • Mrs. Murray commented that the last commitment for the Solarium space by the Office of Elections would be for the November 2016 election. Headquarters Library has the largest voting turnout in the state of Florida. The other election days will be March, August and October 2016. • Mrs. Fowler suggested for a board to be displayed to show people the proposed renovation project when they come for voting. • Some questions posed by Mrs. Kocin and answered by Mr. Zoler include: • Will the project increase revenue streams? o It could in the sense that there could be more people coming to the Library. • Are there changes in the rough line? Will there be additions to the building? o The remodeling will use the shell of the existing building and add an entrance and storage room. The heating/cooling would need to be modified. • Why the Headquarters Library? Other locations may have other needs. 5 o There is separate money designated for normal furnishings, etc. for the Library. o This money is being generated for this specific project. • How will the Library be kept functioning while construction is being done? o The Solarium area would be blocked off. • Are there additional operating costs? o There may be slightly higher utility costs; however, the vestibule will help cut back on cooling/heating costs. • If the State does not approve the grant funding, is there an alternate plan? o No. • Mrs. Murray commented that years ago the Solarium was nicely furnished with leather chairs and the room was very inviting. There also was a café run by an independent vendor. • Ms. Williams replied that the Solarium was set up in that fashion before it became a voting precinct. She added that the café was eliminated as it did not generate enough revenue and the furniture was repurposed to other locations. • Mrs. Murray commented that the elections office would pay to have their staff move the furniture to accommodate for voting, and they would also pay to have the bathrooms cleaned. • Everyone agreed that the remodeling/renovation project will greatly benefit the Library and its patrons. ADJOURNMENT There being no further business to come before the Library Advisory Board, Mrs. Grieve moved to adjourn, Mrs. Murray seconded and the motion was carried unanimously. The meeting was adjourned at 11:30 a.m. The next Library Advisory Board meeting is scheduled for June 17, 2015 at the South Regional Library. Approv d by: 0 A-(A,7- /t....„A,t t L: Doris J. Lewis, Chai , Library Advisory Board 6