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LAB Minutes 08/19/2015 Naples, Florida, August 19, 2015 LET IT BE KNOWN that the LIBRARY ADVISORY BOARD met on this date in regular session at 10:00 a.m. in the Golden Gate 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 Marjorie H. Gagnon — District 5 ALSO PRESENT: Val Kocin, Library Director (absent) Tanya Williams, Assistant Library Director Karen Tibbetts, Administrative Assistant Vacant, Literacy Program Specialist Sandy Linneman, Friends of the Library Board Member APPROVAL OF MINUTES Mrs. Lewis asked for additions or corrections to the minutes of June 17, 2015. Some minor corrections were noted. Mrs. Murray moved to approve the minutes with the corrections. Ms. Bettinger-Hennink seconded and the motion was carried unanimously. LITERACY PROGRAM REPORT • Ms. Williams reported that the literacy program has been redefining itself due to lack of staff. The program will be re-evaluated. REPORT OF OFFICERS — None COMMUNICATIONS a—Written— None b— Personal — None PUBLIC COMMENTS — None UNFINISHED BUSINESS 1) Employee of the Month —July & August • Mrs. Grieve nominated April Ristau from the Vanderbilt Beach Branch Library for the July employee of the month. Mrs. Lewis seconded the nomination and the motion passed unanimously. • Mrs. Murray nominated Bung-Orn Dinprasurtsatya for the August employee of the month. Ms. Bettinger-Hennink seconded the nomination and the motion passed unanimously. 2) Donation Policy • The Library is working on creating an all encompassing policy regarding donations of books and materials as well as monetary gifts and trust fund donations. • This item will be tabled for future discussion when Mrs. Kocin is present. • Any revised policies will need to be presented to the BCC for approval. 3) Computer Migration • Ms. Williams reported that over 50% of the Library computers are outdated and need to be replaced. • The current servers date back to 2006. The servers provide telephone renewal notices and as well as supporting the public and staff computers. • The County has a 20% replacement rate for computers. 5 years for desktops and 4 years for laptops. 1 • The average cost to replace a laptop/computer is $1000-$1500 and the Library has over 300 computers. • The last batch of replacement computers was purchased in 2012. • An extra $500,000 was included in the FY16 budget for the IT Migration project, but not for hardware purchase. • This item will be kept on the agenda for further discussion. NEW BUSINESS 1) Community Assessment Relative to Technology & Services • Ms. Williams reported that Mrs. Kocin has visited all of the library locations with the exception of Everglades City. • The Community Assessment is still being determined for FY16. 2) Golden Gate Senior Resource Center Tour • The tour will take place after the meeting is adjourned. • The Golden Gate Senior Center is located at 4898 Coronado Parkway, the former Golden Gate Library building. • Dana Bailey, Volunteer Coordinator, provided the tour. • The building was remodeled, carpeted, tiled and painted. A kitchen was also installed. • The Center is open Monday-Friday, 9am-5pm excluding holidays. • The Center is available to people 60+ years of age with no income restrictions. • In February, the Center had 30 members, currently there are 220 members. • The Center is privately funded and provides free lunch 5 days a week. • The Center provides groceries on Thursdays. • The Center provides many activities and programs such as: Dominoes, Knitting, Quilting, Zumba, Tai Chi, Sewing, Jewelry Making, Computer Classes, and English as a second language classes. • The Center also offers nutrition information, blood pressure testing and financial/fraud updates. There is also an Alzheimer's Support Group. • The Center also refers people to other organizations that provide other services. • The Center works with the AARP's job program and has helped people to find jobs for 20 hours per week at minimum wage. • The Center is looking for grant opportunities for additional funding. • Ms. Bailey showed everyone the new garden and koi pond that are being designed outside the building. The Center partnered with the Naples Botanical Garden on this project. GENERAL CONSIDERATIONS • Ms. Bettinger-Hennink inquired as to how often a group can meet outside the Library. She noticed that the Jehovah Witness group has been at the Golden Gate Library sometimes as often as 3 times a week. • Ms. Williams stated that the building use policy is also being reviewed for revisions. • Mrs. Murray suggested a log book be available for the groups to sign in order to keep record. • Ms. Bettinger-Hennink wanted to thank Patti DeGroot and all the Library staff that helped with the end of summer reading program party. Approximately 200 people attended and there were over 180 prizes. There were also tote bags with various samples, such as Naples olive oil. Gift cards were provided by the new Arlington development. • Attendees were given a red ticket stub, and Mrs. Grieve wondered if prizes were only awarded to those that were present. • Ms. Williams will look into the numbers and prize allocation. DIRECTOR'S REPORT 1) Current Statistics • Ms. Williams shared circulation statistical information for July. 2 • The reporting system, Decision Center, was down during the second week of July and the report was generated differently. She will rerun the report using Decision Center. • She added that door counts have gone up. • Also the number of programs has increased and the attendance of both adults and children has also increased. • The Library is looking into redefining library services as currently only two items determine the budget: 1) annual circulation and 2) children's program attendance per capita. • The Planning Commission will be discussing changes in the budget document to better determine the library services for future budgets. • Many patrons are using OverDrive to check out eBooks and do not visit the Library as often. • The Library is looking at 3M, another eBook vendor, for cost comparison to OverDrive. • Ms. Williams stated that 73% of the circulation at Headquarters for the month of July was done through self-checkout, online or through the renewal by phone line. 2) FY16 Budget • Ms. Williams reported that the Final Budget Hearing is scheduled for September 24 at 5pm. The Library FY16 budget should be formally approved without much discussion as there were no major changes to what was proposed in June. • The Marco Island Library will open on Saturdays once the additional positions have been filled. Two part time positions have been posted and interviews have started. • This is the only expanded services the Library has planned for FY16. • The Library's operating budget is just under $8 million. The bulk of this amount is for personnel. • There is approximately $650K for books. This does not include the supplemental State Aid of approximately $200K. REPORT OF THE FRIENDS • Mrs. Linneman reported that the FOL think that the adult program guide is wonderful. • She commented that registration for FOL members began on Monday at 9:00am and many programs were filled by 10:30am. • The FOL want to support more programs. • The physical fitness programs seem to be the most popular choice of the programs they support. • The FOL feel that the more programs offered, the more people will come to the Library. • The FOL are working with the Gulfshore Playhouse for additional programs. • The ArtsNaples will be having a two week program in May which will be promoted in the FOL newsletter. • The FOL are thrilled with the LEAP students and program. There has been a big response with the help they provide to patrons. • The FOL would like to fund additional students for this program. • Ms. Williams added that each LEAP student is available for 360 hours and the managers from each of the locations they are assigned to will determine how they will be used. • Three students are continuing their positions from FY15 and jobs have been posted for the other four new students needed. • Mrs. Linneman has talked with Bobbi Skaggs regarding the FOL helping to make the Library more of a community center. • Mrs. Murray inquired about any Headquarters construction updates. • Ms. Williams replied that this will not be determined until next year as the State Legislature needs to determine grant funding. Five applications have been submitted for construction grants for the upcoming year. Last year, all four applications were processed and funded by the State. • This will allow the FOL more time to fundraise for their contribution to this project. 3 • Ms. Williams added that the Annual Update Inventory Report (AUIR) has been completed and the Library is meeting the deadlines to close out FY15. ADJOURNMENT There being no further business to come before the Library Advisory Board, Ms. Bettinger-Hennink moved to adjourn, Ms. Gagnon seconded and the motion was carried unanimously. The meeting was adjourned at 10:55 a.m. After adjournment, the Library Advisory Board toured the Senior Resource Center that is located in the old Golden Gate Library building. The next Library Advisory Board meeting will be held on Wednesday, September 16 at the Headquarters Library. Approved by: Q Doris J. Lewis, C air, Library Advisory Board 4