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LAB Minutes 10/19/2016 Naples, Florida, October 19, 2016 LET IT BE KNOWN that the LIBRARY ADVISORY BOARD met on this date in regular session at 10:00 k* 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 Marjorie H. Gagnon—District 5 (absent) ALSO PRESENT: Tanya Williams, Assistant Library Director Karen Tibbetts,Administrative Assistant APPROVAL OF MINUTES Ms. Lewis asked for additions or corrections to the minutes of September 21, 2016. Two minor corrections were noted. Ms. Bettinger-Hennink moved to approve the minutes with the minor corrections. Mrs. Murray seconded and the motion was carried unanimously. REPORT OF THE FRIENDS • No representative from the Friends of the Library was present for today's meeting. • Ms. Williams reported that the Memorandum of Understanding between the Library and the FOL has been signed and will be presented to the BCC at their October 25th meeting for review and approval. • Ms. Williams distributed copies of the MOU and FOL membership incentives to LAB members to review. • Ms. Bettinger-Hennink asked for clarification regarding the September minutes pertaining to the FOL supporting undocumented immigrants with literacy. Ms. Williams responded that she spoke with the County Public Information Officer, and the County is more favorable of providing materials to the public in multiple languages. She added that the Community Assessment will be provided to the public in multiple languages, as the Library provides equal access to all. • Ms. Bettinger-Hennink commented about the LAB's inclusion in the MOU. Ms. Williams replied that the LAB is part of County law through Ordinance#82. • Ms. Williams stated that she is working with Library staff on room rentals for the FOL events. • She reported that Patti DeGroot will be spearheading room space for these events on behalf of the FOL. • After discussion and review of the MOU, Ms. Bettinger-Hennink moved to approve the MOU. Mrs. Murray seconded and the motion was carried unanimously. REPORT OF OFFICERS—None COMMUNICATIONS a—Written • Ms. Lewis reported that she received an email from Steve Carnell regarding interviews that have been scheduled for the Library Director position. • Telephone interviews will be conducted on October 26 between 1 pm and 5 pm. • Ms. Lewis asked members to send her any questions that they would like to ask the applicants. • Mrs. Murray initially agreed to be on the interview committee, however, due to conflicts with the upcoming elections, she will not be able to participate. • Ms. Lewis added that Marilyn Matthes will be on the interview committee. b—Personal—None 1 PUBLIC COMMENTS—None UNFINISHED BUSINESS 1) Employee of the Month—October • Mrs. Grieve nominated Riham Saleeb, Youth Services Librarian at Headquarters and East Naples Branch Libraries as the October employee of the month. Ms. Bettinger-Hennink seconded the nomination and the motion passed unanimously. NEW BUSINESS 1) LAB Advisory Board District 4&5 Term Expiration • Ms. Williams reported that applicants have been received for District 4 &5. • Mrs. Grieve stated that after much consideration, she will not be resubmitting her application for District 2. Her term will expire December 31, 2016. • Ms. Lewis asked if she would continue to write articles on Library happenings, and Mrs. Grieve felt that since she would no longer have a title associated with the Library, that perhaps a Library employee should take over the articles. • Ms. Williams will contact the Public Information Office to determine if County employees can submit information to be published in the local newspapers. • She will notify Mrs. Grieve so that she can contact the editor of the Collier Citizen publication. • Ms. Williams distributed applicant information for District 5. Mrs. Grieve nominated Mrs. Gagnon, Mrs. Murray seconded the nomination and the motion was carried unanimously. • While Mrs. Lewis left the room, Ms.Williams distributed applicant information for District 4. After much discussion to put aside any biases, and to make an objective decision, members unanimously agreed to nominate Joy White for District 5. • Ms. Williams will submit the recommendations to the County Attorney's Office, and the BCC will review the applicants selected at their December 13 meeting for approval. 2) Mail-a-Book Program Hire • Ms. Williams reported that Gayle McTeigue was selected as a lateral Program Specialist transfer from Naples Regional to head the Mail-a-Book program. • Mrs. McTeigue has been tasked with reviewing the MAB program against various library systems in order to recommend changes to follow best practices within the state. • She will also work on establishing this program at the Headquarters Library. • Ms. Williams reported that Tech Services can provide depth to the MAB services. • The Mail-a-Book program will be moved to Headquarters under Administration by the end of the year. GENERAL CONSIDERATIONS Ms. Bettinger-Hennink had several items to present to the Board: 1) Ms. Bettinger-Hennink thanked the LAB members for allowing her to be a part of the Board. 2) She reported that she will be resigning from the State Library Board due to the amount of time that needs to be dedicated to be on the Board. 3) Ms. Bettinger-Hennink noticed that dates are no longer being stamped inside of books being processed into the collection. Ms. Williams replied that the manual dates stamped have inconsistencies, and are not deemed to be the best practice. 4) Ms. Bettinger-Hennink recently experienced an overdue charge after she thought she had renewed the materials listed on the email notification of materials coming due.Without having specific details, it is difficult to determine the reason, and Ms. Williams suggested for her to print the screen of each item renewed or to tag the item being charged. She added that materials that have a hold request pending will not be able to be renewed. 5) Ms. Bettinger-Hennink was concerned that Library staff were not able to access Pinterest or similar websites to find ideas for displays. Ms. Williams replied that the IT migration to the County network has not been completed, and in order for the County directive to be the same 2 for all employees, social media sites, including Pinterest, would not be accessible from staff computers. Ms. Williams added that once the migration is completed at the end of the year, parameters will be established. She will ask the County for at least one or two staff members from each location to have less restricted access on their computers. 6) Ms. Bettinger-Hennink asked about the Pokémon parties. Ms. Williams reported that they Library received a phenomenal response. There were many residents that had never come to the Library before, but came for the Pokémon parties, and some got their first library card. INTERIM DIRECTOR'S REPORT 1) FY 2016 Statistics • August 2016, September 2016, and a draft of FY2016 statistics were distributed. • As the FY2016 were generated while the meeting was in session, Ms. Williams will review them for accuracy and resend the final statistics to LAB members. • Circulation counts are listed at the top and electronic statistics are listed in the middle. • TERC and Tutor.com subscriptions were discontinued in September and replaced with Brainfuse • Library visits include physical door counts and website traffic. 2) Community Assessment • Ms. Williams reported that the Library was closed for half a day on Friday, September 30 for staff to participate in the Community Assessment Kick-Off. • The staff were very open and receptive and the Stantec team was impressed with their energy and contributions. • Ms. Williams is working with Stantec to finalize the dates and timelines for future events. o Town Hall Meetings are tentatively scheduled for: • South Regional—November 3 • Golden Gate—November 9 • Naples Regional—February 2 • Headquarters—February 11 • Ms. Williams stated that the two November Town Hall Meetings will target year-round residents. Key stakeholders and LAB members are welcome to attend. • The two February Town Hall Meetings will target seasonal residents. • Headquarters will feature a wrap-up Festival, which will be a 3-4 hour Saturday event. • Ms. Williams added that Stantec will provide ongoing online surveys and one-to-one interviews over the next five months. • Stantec will be working with the County's Public Information Officer regarding press releases and other promotional materials for these events. • Ms. Williams reported that 58% of the community does not have a library card or visit the library. The assessment should provide Library services and information to the public. • Mrs. Grieve would like to include an alert of the assessment in her November article. • Ms. Bettinger-Hennink would like to provide notification to the Golden Gate Civic Association for additional publicity. • Results from the assessment are anticipated to be completed by mid-April 2017. 3) After-Agenda Information • Ms. Williams reported that the Library will be updating its Evanced software, which allows patrons to reserve room rentals, computer time, and print. • The upgrade allows for rooms to be rented in 1/2 hour increments, however, the current Library fines and fees schedule provides fees for one hour increments. • After discussion, the LAB agreed to not revise the fines and fees schedule at this time. • Mrs. Grieve moved to not implement the '/hour room rental option until it is determined if this would meet the needs of the public. Ms. Bettinger-Hennink seconded and the motion was carried unanimously. 3 ADJOURNMENT There being no further business to come before the Library Advisory Board, Ms. Bettinger-Hennink moved to adjourn, Mrs. Grieve seconded and the motion was carried unanimously. The meeting was adjourned at 11:40 a.m. The Library Advisory Board does not meet in November. The next Library Advisory Board meeting will be held on Wednesday, December 14 at the Headquarters Library. Approved by: g -s, r Doris J. Lewis, &hair _ Library Advisory Board 4