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LAB Agenda 04/18/2018 COLLIER COUNTY LIBRARY ADVISORY BOARD Wednesday, April 18, 2018, 10:00 a.m. Headquarters Regional Library AGENDA Call to order Pledge of Allegiance Approval of Minutes Report of the Friends Report of Officers Communications a - Written b – Personal Public Comments Unfinished Business 1. Employee of the Month – April (On Hold Due to Ethics Policy) 2. Ethics Policy Update 3. Library Systems & Services, Inc. – Any Questions 4. 60 ½ Anniversary Event Wrap-up New Business 1. FY 2019 Budget 2. Collier County Interactive Growth Model – Future Library Needs General Considerations Director’s Report 1. Staffing Update 2. 2nd Quarter Stats Adjournment 28.A.2 Packet Pg. 436 Attachment: LAB AGENDA - April 18 2018 (5473 : Library Advisory Board - April 18, 2018) 1 Naples, Florida, March 21, 2018 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 – 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 Louise Franck, Vice-President, Friends of the Library (absent) PLEDGE OF ALLEGIANCE APPROVAL OF MINUTES Mrs. Murray asked for additions or corrections to the minutes of February 21, 2018. No corrections were noted. Mrs. Nordhoff moved to approve the minutes. Ms. Bettinger seconded and the motion was carried unanimously. REPORT OF THE FRIENDS  No representative from the Friends of the Library attended today’s meeting. REPORT OF OFFICERS  Ms. Bettinger reported that the volunteer statistics were very impressive, and the ages for the volunteers span between 16 to 93 years.  She added that the LEAP student at the Immokalee Library published a graphic novel.  She was surprised to learn that a volunteer at Immokalee lives on Marco Island.  She was amused that the Golden Gate Library volunteers introduced themselves by the day of the week they volunteer and their first name, for example Tuesday Susan.  The three volunteers at the East Naples Library are delighted with the new Manager, Julie Blatt.  Ms. Bettinger has been taking and posting photos of the 60th Anniversary displays and decorations on social media sites.  Mrs. White is excited to take her twin daughters to the Vanderbilt Library for the annual egg hunt. COMMUNICATIONS a – Written – None b – Personal – None PUBLIC COMMENTS – None UNFINISHED BUSINESS 1) Employee of the Month – March  Mrs. Nordhoff nominated Maria Mendieta, Library Assistant at the South Regional Library as the March employee of the month. Ms. Bettinger seconded the nomination and the motion passed unanimously. NEW BUSINESS 1) Library Systems & Services, Inc. 28.A.3 Packet Pg. 437 Attachment: LAB Minutes - March 21 2018 (5473 : Library Advisory Board - April 18, 2018) 2  Ms. Williams reported that the County Manager received an email from a for-profit, privatization firm, Library Systems & Services, Inc. (LSSI), offering assistance to analyze the Library system to identify why there is a downward trend in circulation and door counts.  She added that LSSI is working with Sumter and Osceola County Libraries, as their local governments were unable to sustain the Library systems.  LSSI is contracted with those counties to hire personnel for the Libraries.  Ms. Williams encouraged LAB members to Google LSSI.  Collier County has a governing body that can afford to fund its Library system, and LSSI’s services would not be needed. Also, residents would not agree to have a for-profit organization to run the Library. 2) Ethics Policy: Library & Friends Partnership  Ms. Williams reported that the new Board of County Commissioners has a stricter ethics policy regarding County employees accepting favors, gifts, food, etc.  Steve Carnell, Public Services Department Head, is working with the Museum Friends and Friends of the Library to spearhead an amendment to the current policy to allow County staff that either work or are invited to events where food is provided. Recently there was a Museum event at which food was provided, however, Museum staff that worked the event had to buy their own food. Also, Library staff are occasionally invited to attend Friends’ events such as Nick Linn Lecture Series and Non-Fiction Series where lunch is provided.  Cathi Johnson, FOL President, is also in this workgroup.  The County Manager, Leo Ochs, however, sees an opportunity to speak with the current BCC to authorize a separate resolution for organizations with Friends groups.  Ms. Bettinger added that residents often bring donations of food to first responders, such as the Fire Departments working at local wild fires.  Ms. Williams also would like to find a way to recognize Roberta Stone, who manages the Library collection in Everglades City, and an Everglades volunteer for all they did after hurricane Irma. Roberta is not eligible for the Library’s EOM as she is an employee of the Tax Collector’s office.  Ms. Williams will provide any updates to LAB members. GENERAL CONSIDERATION  Ms. Bettinger reported that she attended the Golden Gate Civic Association meeting and handed out 60th Anniversary Celebration Event information to those in attendance. DIRECTOR’S REPORT 1) Staffing Update  Ms. Williams provided handouts to members, including a current Library staff list with email addresses, and an updated location hours and manager list.  She also shared copies of the March Neapolitan Family Magazine, which highlighted the PAWS dogs at the East Naples Branch Library. The Library was recognized for its partnership to help provide training for PAWS dogs. Some of these dogs recently visited the Parkland community to provide support after the recent school shooting.  Ms. Williams reported that there are Library Assistant positions at several locations pending interviews.  A new Program Specialist position for Teen Services at Headquarters was posted internally, and a candidate has been selected. Ms. Williams will provide an update at the next meeting.  There are no staff retirements pending at this time. Internal Controls (not on Agenda)  Ms. Williams stated that the County Manager’s agency-wide directive is for the Internal Controls team to meet with each Department to identify key processes with controls attached to them.  The Library has 26 processes that were identified, including: timekeeping, money handling, circulation services, etc. 28.A.3 Packet Pg. 438 Attachment: LAB Minutes - March 21 2018 (5473 : Library Advisory Board - April 18, 2018) 3  Ms. Williams added that she has welcomed this directive, as it has helped staff to create important checklists and written procedures.  The Library will have a six month window of time to set up its internal controls process.  This directive helps to protect employees with a standardized continuity across the County.  The County will also have a future Disaster Prep Mitigation plan, which will be reviewed in May.  All Library staff will have a roll for any future emergency situations o Pre-Emergency Planning o During Emergency o Post-Emergency Recovery  Currently, Youth Services staff are responsible for County employee childcare.  Library staff also assist with phone bank duties, and shelter duties  The County Manager has taken a proactive stance to provide training before hurricane season begins.  Ms. Williams reported that several Library roofs have to be repaired.  East Naples still needs the poles and golf netting reset.  Naples Regional currently has a rented chiller occupying 3-4 parking spaces until theirs is repaired.  Ms. Williams will provide updates on additional repairs once the Facilities Project Manager has provided her with the timeline.  The Sugden Theater at Headquarters was recently upgraded; $36K to update the projector, Hi- Def screen, speakers and sound system.  The Hi-Def screen will allow those in attendance to be able to see the presentation and take notes without the lights having to be turned off.  A tutorial of the new system will be held next Thursday for staff.  The FY2019 budget will include a 2.5% increase, which equates to approximately $200K.  Staff will receive a 2% COLA.  Ms. Williams has asked for four additional FTE’s for front line staff, but has not yet had any feedback from the County Manager. She would like to hire two full-time staff for Immokalee; two part-time staff for East Naples and Estates branches.  The Library had the most staff in 2008, with 103 FTEs. The current total is 89.5, which includes the recently added Branch Manager positions for East Naples and Estates branches.  The final budget is due April 11.  Ms. Williams will be reviewing the hours of operations throughout the system based on the community assessment in order to provide what the communities will support.  She would first like to standardize Monday-Friday hours. Currently there are three locations that open on Friday at 10 a.m., the others open at 9 a.m. ADJOURNMENT Mrs. Murray asked if there was any more business to discuss. There being no further business to come before the Library Advisory Board, the meeting was adjourned at 10:50 a.m. The next LAB meeting will be held on Wednesday, April 18, 2018 at the Headquarters Library, 2385 Orange Blossom Drive, Naples, FL 34109. Approved by: Loretta Murray, Chair Library Advisory Board 28.A.3 Packet Pg. 439 Attachment: LAB Minutes - March 21 2018 (5473 : Library Advisory Board - April 18, 2018)