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LAB Minutes 12/09/2015 Naples, Florida, December 9, 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 ALSO PRESENT: Val Kocin, Library Director Tanya Williams, Assistant Library Director Karen Tibbetts, Administrative Assistant Jon Zoler, President, Friends of the Library Steve Carnell, Department Head, Public Services Department Steve Carnell, Department Head of the Public Services Department, attended today's meeting. APPROVAL OF MINUTES Mrs. Lewis asked for additions or corrections to the minutes of October 21, 2015. No corrections were noted. Ms. Gagnon moved to approve the minutes. Ms. Bettinger-Hennink seconded and the motion was carried unanimously. REPORT OF OFFICERS— None COMMUNICATIONS a—Written • Mrs. Kocin shared a note from a patron recognizing Barbie Schulze's programs and book discussions held at the Vanderbilt Beach Branch Library. • Mrs. Kocin reported that the Marco Island Branch Library reopened on Saturdays beginning December 5. • Mrs. Kocin reported that there are new public computers at Headquarters, and she was able to get 200 new mouse pads free from the State Library. • Mr. Zoler shared a copy of the program brochure for the "Visions" art exhibit of local high school students displayed in the West Wing Gallery at Naples Regional and sponsored by the Friends of the Library. • Mrs. Lewis reported that a Moorings resident commented to her that the staff at the Naples Regional Library are helpful, educated, and good looking. b— Personal—None PUBLIC COMMENTS—None UNFINISHED BUSINESS 1) Employee of the Month— November • Mrs. Murray nominated Karen Tibbetts from the Library Administration Office for the November employee of the month. Ms. Bettinger-Hennink seconded the nomination and the motion passed unanimously. Employee of the Month — December • Mrs. Murray nominated William Wilkins, Operations Coordinator for the CCPL for the December employee of the month. Mrs. Lewis seconded the nomination and the motion passed unanimously. 2) Donation Policy Update 1 • Mrs. Kocin distributed a draft of the CCPL Used Book Sale Donation Policy. • She stated that 60%of the donations received are not acceptable. She added that it is rare for donation items to be added to the Library's collection. • Ms. Bettinger-Hennink moved to approve the policy, Mrs. Lewis seconded, and the motion passed unanimously. • The policy will need to be reviewed by the County attorney for legal sufficiency and will need to be presented to the Board of County Commissioners for approval. 3) Building Use Policy Update • Ms. Williams stated that the building use policy is still being reviewed. • She reported that staff is following protocol. • Discussion ensued and Ms. Williams stated that it is at the location manager's discretion as to where and when a group can set up. • FOL members can encourage residents to join if they are having a fund raising event, and must follow the same guidelines as any other group on County property. • Ms. Bettinger-Hennink added that many Golden Gate patrons inform library staff if there are any occurrences outside the building. • She suggested that location managers use the 30 foot smoking policy guideline to be consistent. 4) Year-round LEAP Students • Mrs. Kocin stated that technology needs continue year round and is looking for FOL • support of the LEAP program to continue to provide tech services to patrons all year long. • These jobs not only provide a great community service, but they also help the teens to build work ethics, and it is the first job for many of the students. • Mr. Zoler stated that the FOL want to see a proposal to review for budgeting purposes. • Mrs. Kocin will create a memo to send to the FOL with this information. • The BCC will need to approve the expansion of these services. NEW BUSINESS 1) Draft Calendar for 2016 • Mrs. Kocin distributed draft calendars for the 2016 LAB meetings. • Discussion ensued and everyone agreed that they would like to visit some of the other library locations. • It was decided to hold all meetings at HQ, except for January = NR; April = EN; June=VB; and August= IM • The August meeting time may need to be adjusted to be 11:00 am to allow members adequate time to travel. • Ms. Tibbetts will send a revised meeting schedule once all information has been confirmed. • Ms. Bettinger-Hennink moved to accept the meeting calendar, Mrs. Grieve seconded, and the motion passed unanimously. 2) Electing New Members • This item was omitted as no memberships are up for renewal at this time. Three members will be up for renewal in December 2016: Mrs. Lewis; Mrs. Grieve; Ms. Gagnon. 3) Community Assessment Relative to Technology&Services • Mrs. Kocin reported that the Purchasing Dept. is recommending the Library to submit several proposals before moving forward with the Community Assessment. • The Library is gathering information to follow protocol for BCC approval. GENERAL CONSIDERATIONS • Ms. Bettinger-Hennink was thankful to learn that the Golden Gate Branch Library closed early on December 5th for the SnowFest event. DIRECTOR'S REPORT 2 1) Current Statistics • Ms. Williams distributed October and November statistics. • • The Library is in the process of scrutinizing electronic statistics to include in reporting. • Although overall circulation was down for October, e-circulation was up. • Mr. Zoler commented that many Library patrons place items on reserve and do not browse at the Library as much. • Ms. Williams added that there were over 2 million "hits" on the Library website last year. • The Library is reviewing its renewal policy and may update the information to be more in line with other library systems. • Mrs. Kocin stated that the Library is using the statistical information to inform for future decisions. • Ms. Bettinger-Hennink suggested the Library inform local car dealers and mechanics that Chilton's is included in the library collection. Chilton provides schematics for all cars. • Mrs. Kocin stated that the Library is reaching out to the chambers of commerce regarding its resources. 2) FY16 Budget • Mrs. Kocin stated that there are no budget updates at this time, and there are no discretionary funds available. 3) Staffing Update • Mrs. Kocin reported that Pamela Moore, children's Librarian at HQ, will be retiring in mid- January. • Sharon Lakho was selected for the position vacated by Patti DeGroot. • Ms. Bettinger-Hennink commented that Library staff is doing well with the electronic media postings, such as Twitter. REPORT OF THE FRIENDS • Mr. Zoler reported that the County Finance Dept. requested information from the Friends of the Library, which he provided. • The book sales held at each location generate approximately $40K each year. • Each branch sends the book sales money to HQ, who then sends the funds to the FOL to deposit. This money is then used to fund Library programs. • Last year, the FOL purchased three copier machines for the Library. • The FOL provided funds for Patti DeGroot's retirement party, which was well attended. • Mr. Zoler asked about the new Library program/event guide format. • Mrs. Kocin explained that the Library is streamlining the event/program information to be more economical. She added that many libraries only provide electronic versions. • The children and teen information was included so that patrons are aware of all that the Library offers to the community. • Mr. Zoler added that the FOL is reviewing programs and will work with the Library to adjust programming of heavy demand events. • Mr. Zoler also mentioned that he received a letter from a couple that were so thrilled with the programs/events that the Library offers that they plan to move to Naples sooner. • The FOL is currently working on an endowment policy and small donor restricted policy in order to provide limitations regarding the percentage that can be taken from an endowment for operations. • The FOL wants to build up a significant amount of funds. The Nick Linn Lecture Series is the biggest contributing fundraiser for FOL funds. • Over 500 reservations have been made for the Nick Linn Series so far. • Mr. Zoler stated that Joe Hessenthaler has assumed the responsibilities as Vice President of the FOL, as Joanne Fowler has had some medical issues. • The FOL recently had a party to officially recognize Nick Linn as a Diamond Contributor. • The FOL annual appeal letter was sent out a couple of weeks ago. 3 • FOL Board members have started their library branch visits for their Library Enhancement Program. • The FOL will compile the information they gather to present to Mrs. Kocin. • Mrs. Grieve added that the money from the book sale listed in the program guide goes directly to the Library. Mrs. Kocin added that this amounts to$6-11K per year. • The Library is looking to refresh its programming to include more value added programs. • Mr. Zoler added that the FOL would be happy to support more children's programs. Ms. Bettinger-Hennink would like to get the volunteer recognition event information sooner if possible so that she can schedule to attend as many as possible. Mr. Camell commended everyone for their hard work and dedication to the Library. 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 11:20 a.m. The next Library Advisory Board meeting will be held on Wednesday, January 20 at the Naples Regional Library located at 650 Central Avenue, Naples, FL 34102. Approved by: Doris J. Lewis, Chair, Library Advisory Board 4