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LAB Minutes 05/16/2018Naples, Florida, May 16,20'18 LET lT BE KNOWN that the LIBRARY ADVISORY BOARD met on this date in regular session at 10:05 a.m. in the Headquarters Library with the following members present: Loretta l\,Iurray - District '1 Connie Bettinger - District 3 Joy White - District 4 (absent) l\,Iarjorie H. Gagnon - District 5 Lynne Nordhoff - District 2 ALSO PRESENT Tanya Williams, Library Director Karen Tibbetts. Administrative Assistant Louise Franck, Vice-President, Friends ofthe Library PLEDGE OF ALLEGIANCE APPROVAL OF MINUTES l\,rrs. lvlurray asked for additions or corrections to the minutes of April 18, 20'18. One minor correction was noted. Ms. Bettinger moved to approve the minutes as corrected. [,ilrs. Nordhoff seconded and the motion was carried unanimously. REPORT OF THE FRIENDS. Louise Franck reported that the Friends ofthe Library have the four authors for the Nick Linn Lecture Series scheduled as well as the four authors for the Non-Fiction Author Series.. To date. 231 series tickets have been sold for the Nick Linn Lecture Series.. The FOL Board voted to approve $'15Kfor Library enhancements. The phones and internet are working in the FOL office. REPORT OF OFFICERS. Ms. Bettinger reported that she spoke about the Summer Reading Program at the Golden Gate Civic Association. CHAIR: VICE.CHAIR: SECRETARY COiilMUNICATIONS a-Written-None b-Personal-None PUBLIC COMMENTS - None UNFINISHED BUSINESSl) By-Laws, Proposals for Revision. lrls. Williams distributed draft copies ofthe proposed revisions to the Library Advisory Board's By-Laws.. She also dastributed copies of Chapter 82 of the County Ordinance that governs the Library Advisory Board.. l\rs. Williams noted Sec.82-28 (Terms of Office) and discussion ensued regarding the reappointment of officers.. All LAB member applications were reviewed and approved by the County's attorney. There were some instances when there were no other applicants and the current board member was reappointed.. Discussion ensued regarding clarification ofthe functions, powers and duties of LAB members. 1 28.A.4 Packet Pg. 638 Attachment: Library Advisory Board Meeting Minutes - May 16, 2018 (6101 : Library Advisory Board - June 20, 2018) 2) FY LAB members determine guidelines for eligibility to get a library card, the definition of residency requirements and non-residents, as well as ILL and lVlAB. Discussion ensued regarding the LAB'S annual meeting date. l\rrs. lrurray stated that having the annual meeting in May gives any new members that begin in January time to get acclimated to LAB procedures. She added that her term and Ms. Bettinger's term will end in December 2018. lus. Williams reported that the organizational ALA membership, which includes Friends groups for Public Libraries, is $ss/year. IAB members agreed to the Library's annual ALA membership. Mrs. Nordhoff moved to approve the changes to the Library Advisory Board's By-Laws as noted. Mrs. Gagnon seconded and the motaon was carried unanimously. 2019 Budget, Update from CMO Review on 5/ll Ms. Williams reported that she met with the County l\ranager on Friday. The Library has been pre-approved for two FTE's. The book and e-book budget was increased to approximately $'1.2 million. It was uncertain if the $'160K for fiber connection would be approved, however, [rs. Williams is confident that this project will get funded. The Library is currently paying building loans for Headquarters, South Regional and Golden Gate locations. The annual debt expenditure is approximately $'1.4 million. Annual payments are: Headquarters = $450K untilthe year 2022i South Regional = $680K until 2034; Golden Gate = $450K until 2034. Discussion ensued regarding the expectations of the loans being paid back. The $325K earmarked for new book purchases has been taken away. Libraries are funded by the ad valorem taxes; grolvth is funded by impact fees from residential only, and does not include impact fees from businesses. Residential impact fees average $850K. The Office of Management and Budget (Ol\rB) determines how libraries are supported. Ms. Williams reported that the multi-phase project for fiber connection will assign 252 exchange phone numbers to the Library, which are supported by the County. This will save the Library $100(year for CenturyLink phone seryice. Ms. Williams reported that the proposed budget allocates money to unfunded capital projects. Budget hearings with the Commissioners will occur in June. NEW BUSINESS 1) Physical & Exterior Use of Library Facilities Policy, Staff recommendations for update. Ms. Williams reported that the staff and the new branch managers reviewed the policy pertaining to the outside usage oftheir buildings.. Each location has a designated external use area.. 2018 is an election year, and there have been requests for petitioning for items on the ballot. Other groups and organizations such as the Jehovah's Witnesses also request to use areas outside the library buildings to set up informational display tables.. The policy would limit two people per group and restrict outside usage to one group at a time, however, leniency would occur during the election year.. The Supervisor of Elections requires political committees to be at least 100 feet away from the building entrance.. Ms. Bettinger was concerned about smokers being too close to the entrance. By law smokers cannot be within 30 feet of a County building entrance.. Smoking barrier requests would need to be submitted to the County Manager. 2) Donation Policy, Director recommendations for discussion. Ms. Williams reported that the Library accepts restricted donations.. A $10K donation was received in Aprilto be used for carpeting at East Naples. 2 28.A.4 Packet Pg. 639 Attachment: Library Advisory Board Meeting Minutes - May 16, 2018 (6101 : Library Advisory Board - June 20, 2018) A private donor, wishing to remain anonymous donated $5K and the funds were matched by a Foundation. Ms. Williams reported that although the Executive Summary presented to the BCC for approval states anonymity, further anonymity cannot be guaranteed since public record requests are not anonymous. A Library Patron requested for the Library to include 900+ titles of the Mister Rogers Neighborhood DVD television series. She has donated several DVDs and music CDs. The Model Ship Builder's Club want to have a display case built to be kept at Naples Regional Library exclusively for their displays. The Donation Policy's #3 pertains to restricted gifts, which are referred to the LAB and BCC with recommendation by the Library Director for acceptance or rejection. #8 should be expanded to include LAB members and that the donor must provide a certified appraisal of any artwork donated to the Library. Ms. Williams would like to merge the Library's Donation and Material Donation Policies, and be in line with donation policies of the County's Museums and Parks & Recreation. The Book Donation Form may need to be updated to include a disclaimer regarding anonymous donations. The form will be sent to LAB members for their review and discussion at the next meeting. GENERAL CONSIDERATION. Ms. Bettinger reported that she will attend the Golden Gate's Summer Reading Kick-Off Party on June I dressed as the Cat in the Hat. ADJOURNMENT Mrs. Murray asked if there was any more business to drscuss. There being no further business to come before the Library Advisory Board, the meeting was adjourned at 11:25 a.m. The next LAB meeting will be held on Wednesday, June 20, 20"18 at the Marco lsland Branch Library, 210 S. Heathwood Drive, Marco lsland, FL 34145. The Library Advisory Board does not meet in July. Approved by >l*m turua Loretta Murray, Chair Library Advisory Board J DIRECTOR'S REPORT 1) Staffing Updateo Ms. Williams reported that the Children's Librarian at Naples Regional will be starting at the end of the month.. The lmmokalee Branch Manager position closed and interviews are pending.. There are several Library Assistant positions system-wide that are open.2) 2'd Quarter Statistics. Ms. Williams stated that the second quarter stats show the Library in the black for all statistics except for e-books. There was a 2.9o/o decrease over the first quarter. She added that there is a trend in this decline when the season shifts.. Also, there was a delay in ordering additional e-books due to delays in the process of purchase orders.o The Friends of the Library pay approximately $6t(year for Ancenstry.com and Heritage Quest, which equates to 5l per patron. 28.A.4 Packet Pg. 640 Attachment: Library Advisory Board Meeting Minutes - May 16, 2018 (6101 : Library Advisory Board - June 20, 2018)