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LAB Minutes 05/17/2017 Naples, Florida, May 17, 2017 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: Loretta Murray— District 1 VICE-CHAIR: Connie Bettinger-Hennink— District 3 SECRETARY: Joy White — District 4 Marjorie H. Gagnon — District 5 Lynne Nordhoff— District 2 ALSO PRESENT: Tanya Williams, Library Director Karen Tibbetts, Administrative Assistant Carey Hunt, CCPL Senior Supervisor, Tech Services/Acquisitions PLEDGE OF ALLEGIANCE APPROVAL OF MINUTES Mrs. Murray asked for additions or corrections to the minutes of April 19, 2017. Mrs. Murray noted the location of the meeting was listed as the Golden Gate Branch Library, not Headquarters. Mrs. Nordhoff moved to approve the minutes with this correction. Mrs. White 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 — May • Mrs. Nordhoff nominated Nicole Duquette, Library Technician at the Estates Branch Library, as the May employee of the month. Ms. Bettinger-Hennink seconded the nomination and the motion passed unanimously. 2) Employee of the Month Procedural Changes • Ms. Williams reported that the people in the EOM pictures sent via email announcing the winner of the month will be identified. • Ms. Williams will also see LAB members receive the work contact information for the winner of the employee of the month. 3) Board Member Interactions with Library Staff(recognitions/awards) • Ms. Williams stated that the County's Ethics Policy does not allow for employees to receive gifts. • She added that the Board of County Commissioners generally send a letter of congratulations to employees when they receive any type of recognition/award. • Ms. Williams provided each LAB member with Library Advisory Board letterhead. • Ms. Williams will provide LAB members with Library staff email addresses, and she will notify LAB members of upcoming staff retirements, etc. 1 NEW BUSINESS 1) Technical Services Dept. Overview—Carey Hunt • Ms. Williams introduced Carey Hunt, Librarian, Technical Services & Acquisitions • Ms. Hunt gave a PowerPoint presentation of Technical Services Updates • She reported that Technical Services staff completed a Southwest Florida Library Network (SWFLN) training class, from which the current donation policy was created. • Collection Development includes selecting and weeding materials. Items that do not circulate within 36 months are reviewed to determine if they are no longer needed in the collection. • Ms. Hunt discussed the assignments of staff who work on processing the Library's collection of materials. • She also shared statistics of how much work they processed within a year's time. • Ms. Hunt added that volunteers help to process materials by affixing labels and tape, which allows staff more time to work on other projects. • The Mail-a-Book program has been updated to become more in line with current postal regulations. More outreaches have been scheduled at area assisted living facilities in order to explain the services offered through this program. • The Interlibrary Loan (ILL) program allows the Library to borrow materials that are requested by patrons that are not in the collection from participating libraries, including academic libraries. • Statistics gathered from October 2016 to March 2017 show that the Library borrowed 969 items of the 1056 ILL requests, and loaned out 866 items of the 3542 requested. • The Library is choosing to purchase more titles from patron ILL requests rather than borrowing the items from other libraries. • Current projects that Technical Services staff are working on include: o Cleaning up ISBNs (International Standard Book Numbers) o Cleaning up 2601c (publication dates) o Updating OCLC (Online Computer Library Center) holdings o Adding the Naples Jail onto system as a branch (Immokalee Jail will be added at a later time) o Updating Florida Collections to be more in line with standard Library practices • Ms. Hunt explained that the jails will have their own catalogs and their collections will be segregated from the general population. • Jail materials consist of only paperback books with no graphic or violence content. • 6,000 items will be added through the Naples jail collection, and over 650 inmates have been issued Library cards. • Ms. Hunt explained the Selection Tools used to add materials to the collection: o Book Vendors o Best Seller Lists o Other Resources, such as Kirkus, Booklist, and Good Reads • She explained that the Selecting Basics are based on selecting for the system, not for an individual branch, as the Library floats its materials among the ten locations. • Some exceptions include: Spanish, SciFi and Western materials. • Reports are run on a quarterly basis to show the current selection statistics. • The Library uses TS360 retail services from Baker & Taylor, the largest vendor of materials used by the Library. • TS360 is an innovative ordering system that provides fast, customized search results based on prior searches or user profiles. • Carts are created in TS360 for staff to place their item requests for purchase. TS360 is a good indicator for title demands. • Another tool used for material selection is high demand holds. o Staff review the hold to item ratio report in Decision Center weekly. 2 o High demand holds in Sierra show when the hold/item ratio is 4/1. Additional copies are ordered when the ratio reaches 7/1 for print and 10/1 for large print. • The Library also offers patrons the opportunity to suggest a purchase using an online form. o These request forms are received by Carey, who then forwards them to a distribution list of staff who process order requests. o Staff generally reply to patron requests within 24 hours. o Staff place orders for print into the TS360 cart. o Music and DVD orders are placed in the Midwest cart. o Staff contact the patrons to let them know when requested materials are being ordered so that they can check the catalog in order to place a hold on the item(s) requested. o If staff decide to not order a requested item, they will contact the patron who made the request. Some requested items are no longer current, or may not be likely to circulation more than one time, such as academic textbooks. • The Library is creating benchmark statistics so that each subsequent quarterly report can be measured against them. • The Library analyzes the collection to review the cost per use of items. Audiobooks and Playaways have the highest cost per use. Most of the databases have an $8-$10 cost/use, and Chilton's searches have the biggest cost. • The Library is data-driven when making decisions relating to materials and databases. • The Library also analyzes the collection to explore under-utilized sections, to find ways to increase circulation of the items, such as creating display to promote the items, etc. • Circulation statistics of these items are again reviewed to see if they've increased. GENERAL CONSIDERATION — None DIRECTOR'S REPORT 1) Community Assessment Update • Ms. Williams reported that she will be meeting with each County Commissioner individually to discuss the results of the Community Assessment. • She will have the full report available at the June LAB meeting. • Discussion ensued regarding the June meeting being held at the Marco Island Branch, and it was decided to change the location to Headquarters since it will be easier for members to attend. 2) FY18 Budget • Ms. Williams reported that the FY18 budget will be reviewed by the County Manager on Friday, May 19, 2017. • The Library's FY18 is approximately $8.5 million. Ms. Williams has requested an increase of three new positions. Branch Manager Librarians at the East Naples and Estates branches and a Fiscal Technician to assist in handling the Library's internal financial affairs. • Ms. Williams reported that the recently vacated Program Specialist position at the Immokalee branch will be reclassified as a Branch Manager's position before the end of the current fiscal year. • Ms. Williams explained that the Immokalee branch was the first location to lose Saturday hours. However, the community adapted to the availability of hours of business at this location. • The Immokalee Foundation requires students to work in order to meet the requirements for certain scholarships, which makes it difficult for some students to get to the Library. • The Library will look objectively into the reasons for the decline in usage of the Immokalee branch. Individual surveys with groups may be conducted for feedback. • The demographics of the population in Immokalee have changed, especially since Ave Maria was built. As a result, Library service needs have changed in this community. • More focus groups and outreaches may need to be created to reach the diverse Immokalee population, which includes a migratory population of seasonal farm workers and their families. 3 3) Staffing Update • Ms. Williams reported that Riham Saleeb, one of the Children's Librarians that provided programs for patrons at Headquarters and the East Naples branch was promoted to Branch Manager at the Vanderbilt Beach branch. • Tracy Williams, a part-time Library Assistant in the Children's Department at HQ was promoted to a full-time Reference Librarian at HQ. Ms. Williams was a former media specialist. ADJOURNMENT There being no further business to come before the Library Advisory Board, Mrs. Murray moved to adjourn, Ms. Bettinger-Hennink seconded and the motion was carried unanimously. The meeting was adjourned at 11:30 a.m. The next Library Advisory Board meeting will be held on Wednesday, June 21, 2017 at the Headquarters Library. Approved by: 1/14 Loretta Murray, Chair Library Advisory Board 4