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LAB Minutes 04/19/2017 Naples, Florida, April 19, 2017 LET IT BE KNOWN that the LIBRARY ADVISORY BOARD met on this date in regular session at 10:00 a.m. in the Golden Gate Branch Library with the following members present: CHAIR: Loretta Murray — District 1 VICE-CHAIR: Connie Bettinger-Hennink— District 3 SECRETARY: Joy White — District 4 Marjorie H. Gagnon — District 5 (absent) Lynne Nordhoff— District 2 ALSO PRESENT: Tanya Williams, Library Director Karen Tibbetts, Administrative Assistant Stephanie Jepsen, Leadership Collier PLEDGE OF ALLEGIANCE Everyone in attendance introduced themselves, and today's guest was Stephanie Jepsen, whose position with Leadership Collier requires her to do externships in order to learn about local government. The Library's Community Assessment peaked her interest to learn more about the behind the scenes of the Library. Mrs. Jepsen is also Chief of Donor Experience at Hope for Haiti. APPROVAL OF MINUTES Mrs. Murray asked for additions or corrections to the minutes of March 15, 2017. Mrs. Nordhoff noted two minor corrections. Ms. Bettinger-Hennink moved to approve the minutes with these corrections. Mrs. Nordhoff 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. REPORT OF OFFICERS — None COMMUNICATIONS a—Written — None b— Personal — None PUBLIC COMMENTS — None UNFINISHED BUSINESS 1) Employee of the Month —April • Mrs. Murrary and Mrs. White nominated Janet Pereira, Administrative Supervisor at the Headquarters Library, as the April employee of the month. Ms. Bettinger-Hennink seconded the nomination and the motion passed unanimously. • Ms. Bettinger-Hennink provided more detailed information to Ms. Jepsen regarding the EOM process. NEW BUSINESS — None GENERAL CONSIDERATION • Ms. Bettinger-Hennink commented that she received a voice mail message from the ILL Dept. staff stating that a book she requested was no longer available. However, she had requested several books, and the message did not specify which one. 1 • Ms. Williams replied that the Library must follow Florida Statute Chapter 257 and keep Library patron information confidential and therefore cannot provide details on a voice mail message. • Ms. Bettinger-Hennink was concerned about the Immokalee Branch Library in the event that Immokalee becomes its own city. • Ms. Williams replied that currently the Library has three locations that are within incorporated cities: Naples Regional Library, Marco Island Branch Library and Everglades City Branch Library. DIRECTOR'S REPORT 1) Community Assessment Update • Ms. Williams reported that the results of the Community Assessment are under review for clarification. • Ms. Williams handed out a preliminary summary which she reviewed with everyone. • Nearly 1900 surveys were completed and 3500 comments were given. • Ms. Bettinger-Hennink asked if she was surprised with any of the results. • Ms. Williams replied that she was surprised that the majority of respondents had some degree of higher education. • CCPL ranks as average when compared with the other 31 libraries in Florida that serve populations of 100,001-750,000. • The top three services of the Library were found to be 1) Borrowing Materials (books, DVDs, eBooks, etc.); 2) Internet Access; and 3) Study/Reading Rooms. • In reviewing the 10 key recommendations to drive current and future needs, the Library concurred that more than half of the locations are in need of study/reading rooms; technology should be on the forefront for the Library and have the new devices and knowledge on how to use them; hub libraries should be established in order to meet the needs of individual communities; the Library needs to create better marketing plans; the disparity in services between children and young adult needs to be resolved. • Currently the FOL provides funding of$35-$40K for adult programming and $12-$15K for children and young adult programming. • The key initiatives from the assessment are: o Marketing, including logo update, PSAs, promotional and outreach materials, etc. o Service Hours matching appropriate staff levels/expertise to programs and service needs of the community. o Identification and development of hub libraries with staff, technology, computers, internet/WiFi access, programs, and collections to match. o Development of quiet/reading spaces within each location. • Currently, the Library is establishing a marketing budget and creation of a marketing plan with the help of the Public Services Dept. Public Information Officer. • The Library is also working on upgrading its logo and redesigning its website. • Ms. Williams reported that the four remaining locations should have the RFID system installed by the end of summer. • The IT department will be splitting the agency's network in order to restore streaming capabilities for the public. • The Library will be an advocate for the entire agency to develop a Standard Operating Procedure for County employees to have access to social media sites. • Ms. Williams stated that during the recent fire threats, over 400,000 residents were alerted through social media. However, this did not include County employees. • The Library is also developing its 2018-2022 Strategic Plan based on the Community Assessment. • The Library will be looking into other funding sources through federal and state as well as from the public sector, non-profit and private organizations. • Ms. Williams explained that federal money is generally filtered through the state for grants. 2 • She explained that the Knight Foundation, a publication/newspaper organization, supports communities with grants for four program areas: journalism, communities, arts and technology. • The Naples Children & Education Foundation, founders of the Naples Winter Wine Festival, supports many children's programs in Collier County, and the Library may qualify for some funding. • Ms. Williams added that per the County Manager, she and Steve Carnell will be meeting with each Commissioner individually to review the results of the Community Assessment. 2) FY18 Budget Planning • Ms. Williams reported that the FY18 budget is being finalized. The preliminary budget shows approximately $8.6 million. The budget for materials has been increased 10%. Currently, based on the Assessment, $440K is in the budget for materials, and that amount may be increased. • Ms. Williams has requested for expanded services. The Assessment shows a lack of MLIS staff in the system, and the Library should be able to place branch managers at IM, EB and EN next year. • Ms. Williams also is requesting the addition of a Fiscal Tech. Currently Yahaira Magee handles the overall financial matters for the Library, and Janet Pereira handles the day-to-day finances for all locations. • Sometime in May, after everyone has been able to review the results of the Assessment, the budget should be more accurate. 3) 2"d Quarter Report • Ms. Williams distributed statistics for the second quarter, which is the highest season for the Library. • She reported that the new patron count increased 2.4% over the first quarter. • Door counts increased 17.5% over the first quarter. • Circulation of Physical Items increased 15.6% and circulation of eBooks/eResources increased 24% over the first quarter. • Ms. Williams added that the current FY18 budget for eBooks/eResources was increased from $110K to $180K, and may be increased after review of the Assessment results. • Ms. Williams explained that the Library will use FY17 statistics as a baseline for future trending of statistics. 4) Staffing Update • Ms. Williams reported that the Library has had several promotions of staff, including: o Catherine Cowser, promoted to Assistant Library Director from Senior Supervisor at HQ o April Ristau, promoted to Senior Supervisor at HQ from Branch Manager at VB o Rose LaBarge, promoted to Senior Librarian in Tech Services from Public Services Librarian at HQ • Interviews are currently being conducted for the VB Branch Manager and HQ Public Services Librarian positions. • Several other employees were promoted from job bank to permanent part-time positions as well as from part-time to full-time positions. • Some future positions will require recruitment of talent from outside the system. • Ms. Bettinger-Hennink asked if there were any upcoming retirements. • Ms. Williams replied that Bill DeJohn will be retiring from NR on May 12 and Louise Bergeron will be retiring from GG on July 1. • LAB members discussed possibly creating some sort of recognition of retiring Library staff. Further discussion may be needed to establish parameters. • LAB members asked for additional information to be included on the email notification announcing the EOM selection: identification of people in the photo (if anyone besides the EOM winner is pictured) and the email address of the EOM winner. 3 ADJOURNMENT There being no further business to come before the Library Advisory Board, Mrs. Nordhoff moved to adjourn, Ms. Bettinger-Hennink seconded and the motion was carried unanimously. The meeting was adjourned at 11:15 a.m. The next Library Advisory Board meeting will include the annual meeting and will be held on Wednesday, May 17, 2017 at the Headquarters Library. Approved by: Loretta Murray, Chair Library Advisory Board 4