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LAB Minutes 08/17/2016 Naples, Florida, August 17, 2016 LET IT BE KNOWN that the LIBRARY ADVISORY BOARD met on this date in regular session at 11:00 a.m. in the Immokalee Branch Library with the following members present: CHAIR: Doris J. Lewis — District 4 (absent) VICE-CHAIR: Loretta Murray— District 1 Carla Grieve — District 2 Connie Bettinger-Hennink— District 3 Marjorie H. Gagnon — District 5 ALSO PRESENT: Tanya Williams, Assistant Library Director Karen Tibbetts, Administrative Assistant Jon Zoler, Friends of the Library, President GUEST: Silvia Puente, Immokalee Library, Program Specialist Mrs. Lewis was away at a family event and could not attend today's meeting. APPROVAL OF MINUTES Mrs. Murray asked for additions or corrections to the minutes of June 15, 2016. No corrections were noted. Ms. Bettinger-Hennink moved to approve the minutes. Ms. Gagnon seconded and the motion was carried unanimously. REPORT OF THE FRIENDS • Jon Zoler requested for the LAB meeting minutes to be forwarded to him once they have been approved. • He provided an update on the Memorandum of Understanding (MOU) that the Friends of the Library (FOL) and Board of County Commissioners (BCC) are discussing. • The MOU will clarify what the County and Library expects from the FOL, and what the FOL expects from the Library. • Mr. Zoler reported that there will be two major changes forthcoming: 1) Beginning October 1, 2016, book sale money collected at each library location will no longer be given to the FOL to process to fund Library programs. o The FOL is encouraging the County to commit the approximate $35-$40K/year to be used for programs and services at the Library, and not put in the general fund. o Mr. Zoler reported that the FOL funded the LEAP program at 8 locations for the current school year with the money collected from the book sales (approximately $34-$35K). o Beginning June 2017, the Library will be responsible for funding the LEAP program. 2) Starting January 2017, FOL members will no longer have early registration privileges, however, the Library's event guide will be available for members to review one week before registration begins. o This will ensure that the Library follows the mission of the American Library Association (ALA) by promoting equal access to library information and services for all. o Last year, the FOL provided funding in the approximate amounts of$40-$45K for adult programs and $15K for children's programs. o The FOL will provide approximately $30K to fund adult programming for the public for FY2017. o The FOL may create adult programs for their members to be held at several Library locations, and, if seating is available, the general public would be invited to attend as well. o The alternative would be for the FOL to present their member only programs at non-library facilities, such as local churches, however, the FOL want to continue to encourage people to come to the Library. 1 o Approximately $10K will be used to fund the 10-12 exclusive FOL programs offered each year. o These FOL member programs will not appear in the Library event guide, however, the information will be provided to FOL members via email, etc. • The FOL will continue to support the Library Director with any discretionary funding "wish lists". • This year, the FOL has provided wish list items to various locations, including: iPads, toys, puzzles, furniture, classroom items, area rugs, coffee maker, microwave, and an interactive learning wall. • Mr. Zoler asked for feedback on the items received. o Ms. Puente replied that the young adult furniture has been working out very nicely. o Ms. Williams added that the iPads have been so successful, that they may become the new model for children's computer access at all locations. o She added that the Ozobots that had been purchased previously were used for makerspace programs over the summer and will be sent to other locations to be used. • Mr. Zoler added that the County recognizes the benefit and flexibility of the discretionary funding provided to the Library by the FOL. • Ms. Williams stated that the communication and dialog with the County and FOL has been great, and there are only some minor details that are being worked out. • Mr. Zoler added that the FOL will continue to provide one FOL board member to each library location as a liaison for Library Branch Enhancements. • The FOL will continue to provide funding for genealogy resources, employee of the month recognitions, and volunteer gifts and recognitions. • The FOL Board will meet to review their budget for future funding to the Library. • Ms. Bettinger-Hennink asked if the Marco Island FOL group is also in negotiations with the BCC. Mr. Zoler replied that they are included as a part of the Collier County FOL group, and added that the Marco FOL group has a separate source of funds. • Some of the enhancements done at the Marco Island Branch Library have been funded from money that remained from the Rose Hall project. • Mr. Zoler stated that Gwyn Goodman is the current Marco Island FOL president. She has become a member of the FOL Board and has been attending their meetings. Ms. Williams added that Mrs. Goodman was a former Branch Manager at the Marco Island Branch Library. • Mrs. Grieve suggested inviting the Marco Island FOL group to future LAB meetings held at the Marco Library. • Mrs. Grieve distributed copies of the new FOL brochures to everyone in attendance. • Mrs. Grieve reported that the Pelican Bay Property Owner's Association selects a local non-profit organization to share money they collect at their Bingo events. She was happy to report that the Friends of the Library was a recent organization that was selected, contingent that the money would be restricted to support the Vanderbilt Beach Branch Library. REPORT OF OFFICERS — None COMMUNICATIONS a—Written • Mrs. Grieve's goal is to write an article for the Collier Citizen September's issue regarding Library programs. • She recently spent a "behind the scenes" day at the Headquarters Library and worked with various staff members to observe some of the work done on a daily basis. b— Personal — None PUBLIC COMMENTS — None UNFINISHED BUSINESS 1) Employee of the Month —July & August 2 • Mrs. Grieve nominated Rosemary LaBarge, Public Services Librarian at the Headquarters Library as the July employee of the month. Ms. Bettinger-Hennink seconded the nomination and the motion passed unanimously. • Ms. Gagnon nominated Linda Hood, Library Assistant at the Vanderbilt Beach Branch Library, as the August employee of the month. Mrs. Grieve seconded the nomination and the motion passed unanimously. 2) Library Policies • Ms. Williams stated that all Library policies will need to be reviewed and updated for BCC approval, whether they pertain to financials or not. • The Lost, Found or Abandoned Property policy is slated to be presented to the BCC by the end of September. The County is currently reviewing similar policies from other departments in order to be consistent county-wide. • Ms. Williams added that the Library, under the direction of the County attorney, will take a systematic approach for other policies to be approved by LAB members. 3) By-Laws • Ms. Williams reported that the current LAB By-Laws were enacted by the Board in 2002. • It is at the Board's discretion to make any modifications. • Discussion ensued regarding the By-Laws: o Duties: #3, which in brief states, "The LAB will report as required to the BCC regarding library affairs, presenting for approval annually at the proper time a budget recommendation for the forthcoming fiscal year . . ." o Ms. Williams replied that LAB members do not have to present the Library budget to the BCC. She will look to see if any other boards have any budget related information in their by-laws. o Meetings: #2, which states, "The annual meeting shall be held immediately following the close of the regular May meeting." o Ms. Williams replied that it is fine to have the annual meeting prior to the regular meeting. o Affiliations: #1, which states, "All members of the board shall be members of the Florida Library Association with annual dues provided for in the departmental budget." o Ms. Williams will look into this. o By-Laws: #1, which states "The board will review annually in April all by-laws and policies in force. o Ms. Williams recommended the members to further review the By-Laws. • Ms. Bettinger-Hennink asked if other Collier County Advisory Boards have their own by-laws. • Mr. Zoler suggested reviewing by-laws of library advisory boards in other counties. • Ms. Williams replied that all Collier County Advisory Boards and their by-laws are governed by the County. NEW BUSINESS • Ms. Gagnon asked when the Library began sending emails to patrons notifying them that their borrowed materials are due within three days, and if there was a way to opt-out. • Ms. Williams replied that these notifications were in response to patron comments and requests. The system also sends out email notifications when requested materials are ready to be picked up, and if you opt out of one, you would automatically be removed from receiving any other notifications. • Mrs. Grieve added that the email notifications make renewing materials easier, which helps to increase circulation. • Ms. Williams added that there are three ways to collect circulation counts: 1) checked out materials, 2) renewed materials, and 3) materials taken from the shelves and not put back, which are considered in-house usage materials. GENERAL CONSIDERATIONS 3 • Ms. Bettinger-Hennink stated that she was disappointed that there wasn't a party for the adults who participated in the Summer Reading Program. Many patrons looked forward to this annual event to visit with each other and hear the statistics of the participants and materials read. • She added that she was pleased to see the Facebook postings of the children's prizes and it was wonderful for Bikes for Tykes to provide bicycles. • She added that the log in was more complicated with the new system, and it was strange to have to create an avatar to set up an account. • Mrs. Grieve agreed that it was cumbersome and heard that other patrons became frustrated. • Ms. Bettinger-Hennink reported that some staff members were unfamiliar with how to process book bucks. • Ms. Williams stated that, in the past, the party was held annually at the South Regional Library, and saw limited participation compared to the number of adult readers. Administration decided that the party was not inclusive enough, and was labor intensive for staff to put together. She added that the Library would like for adults to read because they want to read, and not just to get a prize. • Ms. Williams appreciates the feedback, and staff will meet the beginning of September for debriefing on the 2016 Summer Reading Program. INTERIM DIRECTOR'S REPORT 1) Current Statistics • Ms. Williams distributed statistics for May, June and July 2016. • The Summer Reading Program began in June, which increased the number of visitors and circulations. • The Library ranks #3 with the County for having the most website visitors. • Parks and Recreation has reduced the number of program guides printed, and Mr. Zoler asked if it has affected the number of attendees to their programs. • Ms. Williams stated that the Library will reduce the number of printed program guides, once the mobile app has been created and in place. • Mr. Zoler inquired about the WiFi statistics. • Ms. Williams replied that WiFi and website visits have always been collected, but they are being provided in a new format. • Ms. Williams will share the Annual Update Inventory Report (AUIR) that is presented to the BCC at the September LAB meeting. The AUIR collects data to be reviewed in order for the County to adopt levels of services standards. 2) Staffing Update • Ms. Williams reported that the Mail-a-Book position has posted, and several librarians are reviewing the applicants. This position should be filled in 6-8 weeks. • There are two Reference Librarian positions open (NR & SR). It is hoped to fill these positions in 8-12 weeks. • Ms. Williams is reviewing the FY18 budget to see if more staff can be added. She will meet with managers to discuss where more staff are needed. 3) Community Needs Assessment Update • Ms. Williams reported that the Library has been given the approval to proceed with the Community Needs Assessment. This will start with staff in September. • Town hall meetings, one-on-one meetings, and mass marketing surveys will follow. • The cost for the assessment is $52K. • Ms. Williams will provide more detailed timeline information at the September meeting. 4) FY17 Budget • Ms. Williams reported that the FY17 budget figures have not changed from those provided in April and May. • The budget hearings are scheduled to be held in the BCC chambers on Thursday, September 8 and Thursday, September 22 at 5 pm. Hearings are open to the public and are also filmed. • Press releases are sent and the information is also posted on the County's calendar. 4 Ms. Bettinger-Hennink provided updates on the State Library Association. August 1 = Grants are due September 8 = Meet, review and approve grants October 1 = Secretary of State releases funds 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 12:15 p.m. After the meeting, members enjoyed lunch from Lozano's Mexican Restaurant and toured the Immokalee Branch Library. The next Library Advisory Board meeting will be held on Wednesday, September 21 at the Headquarters Library. Approved by: G D-tu, Doris J. Lewis, Chair Library Advisory Board 5