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LAB Minutes 09/21/2016 Naples, Florida, September 21, 2016 LET IT BE KNOWN that the LIBRARY ADVISORY BOARD met on this date in regular session at 10:00 a.m. in the Headquarters 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 Nick Linn, Friends of the Library APPROVAL OF MINUTES Ms. Lewis asked for additions or corrections to the minutes of August 17, 2016. No corrections were noted. Mrs. Gagnon moved to approve the minutes. Mrs. Murray seconded and the motion was carried unanimously. REPORT OF THE FRIENDS • Mr. Linn reported that Jon Zoler, President, Friends of the Library (FOL) met with the County attorney regarding the Memorandum of Understanding (MOU). • The draft is close to finalization and will be reviewed by the FOL's attorney. • Mr. Linn stated that the four speakers for the upcoming Nick Linn Lecture Series have been scheduled. • Mr. Linn has been in discussion with local author of"The Nix", Nathan Hill, regarding a possible bonus presentation that would be offered to those that attend one of the regular Nick Linn Lecture Series presentations. • Mr. Linn commented that the Library should be a haven for support of local authors. • He recently met local author, William Wells, who wrote "Detective Fiction", which is based in Naples, Florida. • Mrs. Grieve added that the Library hosts local author's events each year. • Mr. Linn also reported that Jon Zoler recently received a call from Commissioner Penny Taylor regarding the MOU. She was concerned about the possibility of the FOL supporting literacy for undocumented immigrants, as the County does not condone. • Ms. Williams will look into this further, as the Library provides free access to everyone and does not question the citizenship of its patrons. • Mrs. Grieve added that the Library provides English conversation classes. • Mr. Linn suggested that the literacy programs available in the community should combine in order to be stronger. • Mr. Linn asked for the information from today's meeting to be forwarded to Jon Zoler. REPORT OF OFFICERS—None COMMUNICATIONS a—Written • Mrs. Grieve shared a copy of the Senior Blue Book that is distributed through the Library, and commented that the Lee County Public Library system has more phone listings than Collier County's Library. b—Personal—None 1 PUBLIC COMMENTS—None UNFINISHED BUSINESS 1) Employee of the Month—September • Mrs. Grieve nominated Sandy Thompson, Library Assistant at the East Naples Branch Library as the September employee of the month. Mrs. Lewis seconded the nomination and the motion passed unanimously. 2) By Laws • Ms. Williams asked if there were any changes to be made to the LAB by-laws. • After discussion, it was decided to keep the current by-laws with no modifications. NEW BUSINESS 1) Fiscal Year • Ms. Williams reported that the County is closing FY2016 and preparing for the beginning of FY2017 on October 1, 2016. GENERAL CONSIDERATIONS—None INTERIM DIRECTOR'S REPORT 1) Current Statistics • August 2016 statistics were not available at this time. They will be distributed at the October meeting, along with the fiscal year statistics. • Ms. Williams stated that September is National Library Card Sign-Up Month. • Door counts are collected at all Library locations. Currently HQ and MI collect these statistics using the security gates that were installed with the RFID system. Other locations will do the same once this project is completed. 2) Annual Update &Inventory Report(AUIR) • Ms. Williams distributed Library Operating Statistics that are collected and compiled each year in conjunction with the County's Planning Dept. • Discussion ensued regarding the different statistics. • Mr. Linn asked about library cards and their expiration dates. • Ms. Williams explained that per State Library mandates, library cards are valid for three years. • When a patron checks out materials with staff, and they notice that an expiration date is approaching, staff generally will confirm patron information for accuracy and renew their library card for additional three years. • The electronic check-out system will not allow materials to be borrowed past the expiration date. • Ms. Williams reported that 50% of check-outs at HQ and MI are done through the self-check stations. • Some discrepancy in reference statistics is due to a change occurring in FY2014 when statistics began to be captured electronically in a new fashion. • The next phase of the RFID project will include NR, VB and GG. The goal is to have phase two completed by the end of the year. • The final phase of the RFID project will include SR, IM, EN and EB. The goal is to have phase three completed by May 2017. • The cost for the RFID project is under$1 million, and the Library has a five year maintenance contract with the vendor, Biblioteca. • The equipment that was purchased during phase one will need to have the software and hardware upgraded, at approximately$2,500 per machine. • The new equipment will have the new software and hardware already installed. • Internet usage statistics include downtime statistics of old machines prior to the migration to the County network. 2 • Volunteer hour statistics are captured at each location. During season, the Genealogy Society provides volunteers at NR. • Mrs. Grieve asked if the Library is in need of additional volunteers. If so, she could include the request in her next article for the Collier Citizen. Ms. Williams would need to check with the Library's volunteer coordinator, Joanne Wannemacher. • Ms. Williams explained that Experience Works is an outside organization that provides work opportunities for seniors, however, they have not provided any volunteers to the Library. • Ms. Williams further explained that volunteers cannot perform duties that are specific to a paid position. • She added that due to the recession in 2007, the Library lost the Library Page positions and some part-time Library Assistants were also let go. In addition, positions that staff either resigned or retired from were frozen. • The position for the mail-a-book program has an offer pending. NR staff maintained this program during its vacancy. • The Library Director's position that has been posted for two weeks will close tomorrow. • Ms. Lewis stated that she is on the hiring committee, and other LAB members expressed an interest in providing their input as well. • Ms. Williams explained that after the position closes, HR will review the applications and forward qualified candidates to Steve Carnell to review. He will then contact the applicants and interview committee to schedule interviews. • Generally the initial interviews are conducted by phone, and Ms. Williams estimates this will occur sometime during the second or third week of October. • Mrs. Murray added that early voting will be held October 24 through November 5. 3) Community Assessment • Ms. Williams provided a schedule handout from Stantec, the vendor selected for the Collier County Public Library Needs Assessment. • She reported that a press release will be forthcoming to announce the kick-off of the Community Assessment, which will be held next Friday, September 30. • Staff will meet at one location from 9am to 1 pm to provide initial input to Stantec. • Stantec will then prepare town hall meetings and surveys to gather feedback from the community. ADJOURNMENT There being no further business to come before the Library Advisory Board, Mrs. Gagnon moved to adjourn, Mrs. Grieve and Mrs. Murray simultaneously seconded and the motion was carried unanimously. The meeting was adjourned at 11:00 a.m. The next Library Advisory Board meeting will be held on Wednesday, October 19 at the Headquarters Library. Approved by: C310-`4-4 LQ,u/ .0 Doris J. Lewis,'6hair Library Advisory Board 3