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LAB Minutes 06/15/2016 Naples, Florida, June 15, 2016 LET IT BE KNOWN that the LIBRARY ADVISORY BOARD met on this date in regular session at 10:00 a.m. in the Vanderbilt Beach 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 (absent) Marjorie H. Gagnon — District 5 ALSO PRESENT: Tanya Williams, Assistant Library Director Karen Tibbetts, Administrative Assistant Jon Zoler, Friends of the Library APPROVAL OF MINUTES FOR THE ANNUAL BOARD MEETING Mrs. Lewis asked for additions or corrections to the minutes of annual LAB board meeting on May 18, 2016. No corrections were noted. Mrs. Murray moved to approve the minutes for the annual LAB board meeting, Ms. Gagnon seconded and the motion was carried unanimously. APPROVAL OF MINUTES Mrs. Lewis asked for additions or corrections to the minutes of May 18, 2016. No corrections were noted. Mrs. Grieve moved to approve the minutes. Mrs. Murray and Ms. Gagnon simultaneously seconded and the motion was carried unanimously. REPORT OF THE FRIENDS • Jon Zoler reported that the Friends of the Library is working with the Library and County to create new guidelines for FOL members. • He is currently drafting a memo regarding the partnership. He would like for there to be a transition period and have any changes effective in January 2017. • Early registration privileges are in violation of the Library Bill of Rights created by the American Library Association which affirms all libraries provide equal access to information and services to all members of the community. • Mr. Zoler stated that approximately 25-33% of the current FOL members may no longer continue their memberships if they are no longer able to register early for Library programs. • The FOL will be keeping record of how many members cancel their memberships due to not being able to pre-register for Library programs. • There are currently 2600-3000 FOL members. • In addition, the County has created a series of transparent financial reporting guidelines regarding FOL money. • The money collected from the "in-house" book sales will no longer be sent to the FOL. The Library will collect the approximate $35K-$40K annual monies effective October 1, 2016. This money will help to fund the LEAP program for FY2018. • Ms. Williams added that Library staff need consistency regarding what donated materials are kept and discarded. • Mr. Zoler stated that the FOL money provided to the Library can be used for discretionary funding that is not a part of the County budget. • Mr. Zoler stated that many of the adult programs are funded by the FOL. They will continue to pay for programs (approx. $40K/year). • 21,000 attended FOL programs over a 7 month period (Oct. 2015 —April 2016). 1 • One option would be for the FOL to conduct FOL programs themselves, possibly at other locations than the Library. • Another option would be to restrict early sign-ups for FOL members to 50% of the capacity of the program. • Ms. Williams is in a discovery phase and will be meeting with Marilyn Matthes and Patti DeGroot at 1:30pm to discuss Library programming. • The County objects to health/fitness/exercise programs (yoga, meditation, etc.) being offered at the Library, as it conflicts with programs offered through Parks and Recreation. • The County is considering to provide a 40% discount to 501(c)3 non-profit organizations for annual memberships to the Parks & Recreation fitness centers. This would include FOL members. • Mr. Zoler said that many people are on limited budgets and cannot afford tickets to events at venues such as Artis-Naples. The $30 FOL membership allows them the opportunity to attend similar FOL sponsored events at the Library. • FOL members receive discounts for Nick Linn Lecture Series tickets. ArtsNaples World Festival also provided 100 tickets for the Stay in May Festival to FOL members. • FOL has received many letters commenting that their organization is one of the best in the nation. REPORT OF OFFICERS Mrs. Lewis shared a newspaper article from the Henderson Public Library in North Carolina that features the new titles for fiction and nonfiction books. Unfortunately, CCPL receives many more new titles that it may not be feasible for the Naples Daily News to list them all. Occasionally they will list the best sellers from the New York Times. COMMUNICATIONS — None a—Written b— Personal PUBLIC COMMENTS — None UNFINISHED BUSINESS 1) Employee of the Month —June • Mrs. Murray nominated Gayle McTeigue, Program Specialist at the Naples Regional Library as the June employee of the month. Mrs. Lewis seconded the nomination and the motion passed unanimously. 2) Lost, Found or Abandoned Property— Revised Draft • Ms. Williams reported that she contacted Facilities. Their policy regarding lost, found or abandoned property is that abandoned property is held for 30 days at the courthouse, and then turned over to the sheriff's office. • Ms. Williams stated that any questionable or suspicious items should be reported to the on- site security officers at Facilities to investigate. • The Library keeps items in lost and found for 30 days. If there are any identifiable items, staff attempt to contact the owner. Valuable items are kept in a safe or given to the sheriff's department. After 30 days, some items (such as glasses), may be donated to charity. • The Library keeps a log book of items that are found. • Ms. Williams will send LAB members a revised draft prior to the August LAB meeting. 3) Chamber of Commerce Visitor Center • Ms. Williams reported that Val had some meetings with the Chamber of Commerce, and she will try to reconnect with them before August. The Greater Naples Chamber of Commerce is located at 2390 Tamiami Trail N. Suite 210. 239-262-6376. NEW BUSINESS 1) Director's Position 2 • Ms. Williams reported that she was appointed to the position of Interim Library Director on June 6. She will remain in this position until it is posted sometime at the end of the fiscal year. • She stated that the position will be posted within the State. There are outside agencies that will help to recruit. The posting of this level position is at the discretion of the County Manager. 2) Library, Policies Up for Revision • Ms. Williams commented that staff work best when they know the rules. • She provided copies of policy information for LAB members to review for any updates/revisions. She noted that the mission statement listed is not the current version, which is "To provide and promote Library information and sustain services that enlighten the minds and enrich the lives of community residents and visitors of all ages." • She will send a spreadsheet within the week for any comments and her instructions. • She would like to bring a consensus to the August 17 LAB meeting. • Ms. Williams reported that she has contacted other divisions in the County to see if they have comparable policies already in place. • The museum, parks, and domestic animal services have gift donation policies, however, some of the gift items are different from the items that the Library receives (Ex. The extension office received donated trees). Therefore, a standard policy could not be created for the entire Public Services Department. • Ms. Williams will also look at other libraries to review their policies. • Most Library policies are crafted with input from other divisions and the legal department. LAB members also provide their input before being reviewed by the county attorney's office. • Any policies that involve money or finance must get approval from the BCC. • The revised fines and fees schedule will go before the BCC for approval at their June 28 meeting. 3) By-Laws • Ms. Williams provided copies of the current by-laws approved in 2002 for LAB review. • Mr. Zoler stated that the FOL Board has recently adopted new by-laws that were revised to incorporate the current mission statement. GENERAL CONSIDERATIONS — None INTERIM DIRECTOR'S REPORT 1) Current Statistics • May 2016 statistics were not available at this time. They will be distributed when available. • Ms. Williams reported that she met with Admin staff yesterday regarding the definitions of data to be collected. • She added that the County is data-driven and the Library is looking at data-driven collections in order to make decisions for public services. 2) Upcoming BCC Meeting Library Agenda Items • Ms. Williams reported that there are three items scheduled for the June 28 BCC meeting. o $399 additional State Aid to Libraries Grant funding. • Ms. Williams was informed that the State is providing additional funding, and the approved paperwork must be submitted by June 29. • Ms. Williams will share the State Aid process with members when she is working on the FY17 application paperwork. • Although the funding amount was lower than last year, federal funding looks better for FY17. • The operating budget for Collier County for FY17 is $7.5 million. The Library receives State Aid based on a percentage of the County's operating budget at the local level. • The budget does not include State Aid funding, FOL funding, or collected fines &fees. • Ms. Williams reported that the County's Budget Workshops will be presented to the BCC at tomorrow's meeting at 9:00 am. LAB members do not need to attend. o Revised fines and fees schedule 3 • CCPL is in line with fines &fees from 4 of the 5 Florida counties (Lee, Charlotte, Martin, Sarasota and Manatee) in which we are compared. Lee County currently has a $.20 per day late fee. CCPL is revising ours to be $.25/day. o Rejection of J. Huber &Associates' bid for the Community Visioning Assessment • The basis for the rejection was that this is a one-man operation which would put a burden upon the Library for the assessment. • The Library selected a local consulting firm, Stantec, which provided services to Parks & Recreation. • The assessment is budgeted for approximately $52K. • The assessment is targeted to begin with staff in September, and would end in May. • Ms. Williams will provide a timeline for the assessment once the contract is solidified. • Questions to be asked will be determined when the contract is finalized, and will be proposed to the LAB members for input. 3) Staffing Update • Ms. Williams reported that the Library is currently recruiting for the two Librarian positions at HQ and SR. ADJOURNMENT There being no further business to come before the Library Advisory Board, Mrs. Grieve moved to adjourn,-Ms. Gagnon and Mrs. Murray simultaneously seconded and the motion was carried unanimously. The meeting was adjourned at 11:10 a.m. The next Library Advisory Board meeting will be held on Wednesday, August 17 at the Immokalee Branch Library, 417 N. First Street, Immokalee, FL 34142. 239-657-2882. Lunch will be provided at this meeting, and Ms. Williams will send out menu options. Approved by: cc)evt/) J Doris J. Lewis, Chair Library Advisory Board 4