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LAB Minutes 09/16/2015 Naples, Florida, September 16, 2015 LET IT BE KNOWN that the LIBRARY ADVISORY BOARD met on this date in regular session at 10:00 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 Marjorie H. Gagnon — District 5 (absent) 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 APPROVAL OF MINUTES Mrs. Lewis asked for additions or corrections to the minutes of August 19, 2015. No corrections were noted. Ms. Bettinger-Hennink moved to approve the minutes with the corrections. Mrs. Murray seconded and the motion was carried unanimously. LITERACY PROGRAM REPORT— None REPORT OF OFFICERS • Mrs. Lewis was impressed with last month's tour of the Golden Gate Senior Resource Center. COMMUNICATIONS a—Written— None b— Personal — None PUBLIC COMMENTS — None UNFINISHED BUSINESS 1) Employee of the Month —September • Mrs. Grieve nominated Sharon Lakho from the South Regional Library for the September employee of the month. Ms. Bettinger-Hennink seconded the nomination and the motion passed unanimously. 2) Donation Policy • The Library is continuing to work on a new donation policy. 3) Computer Migration • Mrs. Kocin reported that the Library needs to replace 200 computers. Two thirds are public use computers. • The migration to the County IT Dept. will help to create consistency and compatibility. • IT is able to remedy most computer issues remotely. • Mrs. Grieve asked if there is anything that the LAB can do to help with this project. She commented that the computers are a County asset and felt that the Library should not have to fund the entire cost. • State Aid and trust money is used to fund the computers. The BCC does not provide any funding. • $500K has been included in the FY16 budget for IT services to maintain the stability of the network. • Discussion ensued regarding the time limits for public use computers. 1 • The Library is evaluating the public use computers to determine the community need and how many computers will need to be replaced. NEW BUSINESS 1) Community Assessment Relative to Technology & Services • Mrs. Kocin reported that the Library is working on hiring an unbiased consultant to run a broad spectrum assessment • Ms. Williams reported that the PEW Research Center conducted a survey. The results entitled "Libraries at the Crossroads" can be accessed through http://pewrsr.ch/i Ja9Guz. • Two hurdles being faced throughout the nation are: Lack of funding and keeping pace with technology. • The Library's core service is to provide books to the community, however, the Library's role has shifted to be more of a community place for the public to become engaged with technology. • Mr. Zoler added that he has a marketing background and would like to have the FOL involved in surveying members to compare data. • Discussion ensued regarding how the Library has evolved from using fewer paper notifications to primarily using either phone or email notifications. 2) Year Round LEAP Students • Currently the FOL provides funding for seven LEAP students for nine months. • Mr. Zoler stated that the FOL Board voted to provide an option for continued assistance by the LEAP students over the summer through a mini-grant process. • Bobbi Skaggs is working on a request form that Branch Managers would complete providing reasons why additional LEAP services would be needed. • There has been tremendous positive feedback by the public on the services provided by the LEAP program. • Mr. Zoler added that some LEAP students initiated creating bookmarks and other schedule information to be available for patrons. He would like for the students to be able to get together to compare ideas. GENERAL CONSIDERATIONS • Ms. Bettinger-Hennink reported that she spoke with David Chalick regarding the Jehovah Witness group approaching patrons at the Golden Gate Library. • She is uncertain if the different groups are from the same church. • Ms. Williams reported that a revised policy regarding the exterior use of the Library is in draft form. She is looking into the policy used by Parks & Recreation in order to create consistency throughout the County. Once completed, the LAB would need to approve the revised policy before it is presented to the BCC for review and approval. • Ms. Williams provided some current allowable activities for outside groups. • The building use policy update will be discussed at the next meeting. • Mrs. Murray added that it is difficult to monitor the outside crowds during early voting as well. • Ms. Bettinger-Hennink inquired about aged account information. Ms. Williams replied that outstanding fines and fees will be presented to the BCC for write-off on an annual basis. DIRECTOR'S REPORT 1) Current Statistics • Ms. Williams shared circulation statistical information for July (corrected) and August. • Historically, August has always been a low month for the Library as it is a very seasonal month and families are coming back from vacation and getting students ready for school. • Electronic statistics are increasing slightly. • A report for the entire year can be generated at the end of September to better review door counts, etc. as a whole. 2 • Ms. Bettinger-Hennink inquired about the statistics for July 4th. Four locations (HQ, NR, SR, GG) were open on Saturday. • Mrs. Kocin reported that circulation was down 65% from the previous Saturday's statistics. The cost for the Library to be open was $1300. 2) FY16 Budget • Ms. Williams reported that the Library budget passed the first public hearing. • The Final Budget Hearing is scheduled for September 24 at 5pm. • There will be a 1.5% increase in operating expenses. • An additional $500K will be included to cover IT maintenance costs. • Two additional part time positions will be added to the Marco Island Library for the expanded Saturday hours of operation to begin later in the year. REPORT OF THE FRIENDS • Mr. Zoler reported good news. The FOL received a bequest of 55% of an estate amounting to over $300K. • The FOL is adopting a plan/program to encourage bequests. It is currently being discussed with their attorneys. • The FOL have encountered IT issues. They contracted an independent network system. • A new website is being constructed for the FOL. Patrons will be able to pay their dues, sign up for membership and purchase tickets online. • The main problem to address is the HQ Library remodeling project. • The FOL received a letter dated August 24 requesting for additional information to be provided regarding facilities, furnishings, proof of providing funding, etc. • The money provided by the State will be reimbursed in stages. • The two parts of the grant application are: o The Solarium being created into a multi-purpose room with a foyer and storage room o The conversion of creating small meeting spaces, the airlock entrance vestibule to reduce A/C costs, converting Reference offices into computer areas, creating offices in the "bowling alley" area, creating three group study rooms. • The cost for the second part is $400-500K, however, it was not on the original application request. • The FOL will be fundraising for the additional money needed to move forward with the HQ Library remodeling project. • The FOL will be looking into selling naming rights for the large meeting room expansion. It is expected to generate $500K. • FOL receives the majority of its money from donations and the Nick Linn lecture series. • The expanded room will allow for the Library to host larger programs and evening programs as well. The room can also be rented by the public following the building use policy. • The room and bathrooms will be accessible from the main Library entrance as well as a secondary entrance. The room should be able to accommodate 250 people. • The FOL are working with the architect to reapply for a new grant. If the project falls through, the money will be put in a reserve account. • Mrs. Murray reminded everyone that a Chinese organization donated an original Clyde Butcher picture that is displayed in the Solarium. 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 10:55 a.m. 3 The next Library Advisory Board meeting will be held on Wednesday, October 21 at the Headquarters Library. Approved by Qa'itt;0 Doris J. Lewis, Chair. Library Advisory Board 4