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LAB Minutes 08/08/2018Naples, Florida, August 8, 2018 LET lT BE KNOWN that the LIBRARY ADVISORY BOARD met on this date in regular session at 10:00 a.m. in the Estates Branch Library with the following members present: CHAIR: VICE-CHAIR: SECRETARY Loretta [\/urray - District 1 Connie Bettinger - District 3 Joy White - District 4 Marjorie H. Gagnon - District 5 (absent) Lynne Nordhoff - District 2 ALSO PRESENT Tanya Wiiliams, Library Director Karen Tibbetts, Administrative Assistant Louise Franck, Vice-President, Friends of the Library (absent) PLEDGE OF ALLEGIANCE REPORT OF THE FRIENDS. Mrs. Franck was unable to attend today's meeting, however, Ms. Williams read the report she provided via email.o 465 Nick Linn series tickets have been sold, with 650 being their goal.. The FOL has extended the ticket purchase deadline to the end of the month, as they would prefer to sell the Nick Linn series tickets as a package.. They are also doing well selling tickets for the Nonfiction series.. The Friends of the Library co-sponsored the recent Harry Potter celebration at the Naples Regional Library with over 250+ attendees. Naples Regional reported over 700 participants in the various activities.. The FOL is planning an extra event at Bentley Village in March featuring Patrick Smith, who will discuss his father's book '2 Land Remembered".. The FOL is working with the Library on a project to coordinate a Book CIub interaction between the Libraries and other Book Clubs in the county.o Ms. Williams stated that there are over 200 Book Clubs in Naples, but not all are registered with the Friends of the Library.. The Branch enhancements will soon be concluded. Catherine Cowser purchased the last ofthe furniture for the lmmokalee Branch Library.. The Friends of the Library Board will reconvene in October. REPORT OF OFFICERS. Ms. Bettinger wanted to thank I\/s. Williams for helping her co-worker to get a temporary library card while she was at a hospital in Tampa. She has since gotten her permanent card.. Mrs. Murray reported that a friend of hers has been a County resident for one year and has been visiting the East Naples Library, however, she was unaware that the South Regional Library was closer to her residence.o Mrs. White reported that her sister recently retired and moved to the area. She has been visiting each Library location and attempting to attend programs at each location.o Ms. Williams would be interested in any feedback she could provide, as the Library has also used internal secret shoppers to visit each location. 1 APPROVAL OF MINUTES lt/rs. lvlurray asked for additions or corrections to the minutes of June 20, 2018. No corrections were noted. Mrs. Nordhoff moved to approve the minutes. Ms. Bettinger and Mrs. White simultaneously seconded and the motion was carried unanimously. 28.A.3 Packet Pg. 682 Attachment: LAB Meeting Minutes - August 8, 2018 (6795 : Library Advisory Board - September 19, 2018) COMMUNICATIONS a - Written. [\Irs. Nordhoff shared a newspaper article about the Mister Rogers documentary "Won't You Be My Neighbor?" movie. b - Personal. Ms. Bettinger reported that she won a stack of books from the Summer Reading Program raffle.. tVlrs. White stated that both of her daughters participated in the Summer Reading Program and were thrilled to get charms and candy. PUBLIC COMMENTS - None UNFINISHED BUSINESS 1) By-Laws - Updateo Ms. Williams reported that the Library Advisory Board's By-Laws are ready for the County Attorney's review. They should be presented to the BCC at the beginning of October. 2) Physical & Exterior Use of Library Facilities Policy - Update. Ms. Williams reported that Library managers have been reviewing the proposed modifications to the Physical & Exterior Use of Library Facilities and Room Use, Rental and Fine/Fees Schedule policies and should have their finalized language for both policies later today.. Ms. Williams will send LAB members the updated policies with September's pre-meeting package. Once approved, the BCC will make the final approval of the updated policies. 3) Room Use, Rental, and Fines/Fees Schedule - Update. Discussed above. 4) Donation Policy - Update. Ms. Williams reported that she and several Library staff members met with Caitlin Pearson regarding her donations of ltilister Rogers' materials to the Library.. After over two hours of discussing the process of adding items to the Library collection and items that are not sustainable for check-outs (workbooks, spiral bound books, etc.), the next day she returned to the Library to collect the 143 items that were pending. She was adamant that in order to maintain the continuity of Mr. Roger's message, all items, including workbooks and spiral bound books should be in the collection.. [\/s. Williams added that Paula, the PBS liaison, was also aware of Ms. Pearson, as she also received materials from her.. The Library's Marketing Team and PBS will be highlighting the works of [\/r. Rogers.o Ms. Williams reported that the Naples Regional Library recently accepted a donation of 3900 bboks with an appraised value of $10K.. The acceptance of this donation has to be presented to the BCC for approval.o The Library is working with the County Attorney, as the donor requested an IRS 8283 form to be signed. lf the Library disposes of any books within three years, an IRS 8282 form will need to be completed explaining the disposition of the items. An inventory of the books will need to be created and maintained.. Typically, a donor will receive a receipt for the total number of items donated, and assign a value of the donation for tax purposes. The donation then becomes the property of the Library to determine whether materials should be added to the collection or recycled.. Ms. Williams reported that the Library was named as a beneficiary to receive syo of a charitable trust, amounting to approximately $53K. The estate may have an additional distribution. The money will be put in the Library's 612 trust fund for any usage. NEW BUSINESS 1) Hazard Mitigation Grant Program Application 2 28.A.3 Packet Pg. 683 Attachment: LAB Meeting Minutes - August 8, 2018 (6795 : Library Advisory Board - September 19, 2018) 2l FY Ms. Williams reported that whenever there is a certain threshold of damage from a natural disaster, the federal government makes money available for future disaster mitigation. Although the Library is not considered a critical infrastructure, the lmmokalee Library was used by many agencies after Hurricane lrma. The lmmokalee Library needs the shingle roof replaced with a metal one, the current windows need to be replaced with impact resistant windows, and a back-up generator is requested. lt is a $390K project of which the County would support 7 5o/o and the Library would be responsible for 25o/o. 201812019 State Aid to Libraries Application It/ls. Williams reported that the Library's application is due October 1"1. lt is estimated that the Library will receive $200K for FY2019. She added that the State has not funded Library construction projects for the last two years. lt/rs. Nordhoff asked if the Friends of the Library could assist with funding Llbrary construction projects. Ms. Williams replied that Jon Zoler wants to revive the remodeling of the solarium at the Headquarters Library into a large meeting room. Of the $1.5 million that the FOL currently has, a bulk of the money is in an endowment. $800K was earmarked for construction by one donor. Library staff are working to determine what the best use of the space would be for the public. The children's space at Headquarters may need to be moved to the solarium. GENERAL CONSIDERATION - None DIRECTOR'S REPORT I ) Staffing Update. Ms. Williams reported that Gayle ttlcTeigue who handled the lt/ail-a-Book program recently retired.. Dorene Shapiro at Golden Gate will be returning back to the educational work force at the end of the next week.. Ellen Tanner, Children's Librarian at South Regional will be retiring at the end of next week.. Two Library Assistants were promoted to Library Technicians at Naples Regional and the Marco lsland Library.. Some of the LEAP student positions were reposted due to lack of applicants. Many students were most likely on vacation.. Pending BCC approval, the Library will have two expanded positions added on October 1. A Library Technician will be added to East Naples and a Library Assistant will be added to lmmokalee. 2) 3rd Quarter Strategic Plan Scoreboardo The 2nd Quarter Strategic Plan Scoreboard was distributed to Library Advisory Board members.o lvls. Williams explained that more items have passed and the administration career progression plans are ongoing.o The Library is working on programming and reworking exercise programs for the fall.. The Library needs to follow the Community Assessment and Strategic Plan when creating programming.. Health related programs should be on an introductory level, or serve those not regularly served elsewhere (ex. Chair yoga for seniors, family yoga, etc.). Rose LaBarge is actively working to re-identify partnerships with area groups such as Artis- Naples, NCH, Art Guilds and presenters for photography, cooking, writing, etc.. lt/s. Bettinger asked if the County resolved the social media permissions regarding emergency information.. Ms. Williams replied that all staff have been assigned to emergency duties.. She added that the County has activated text messaging on work phones. The texts will be saved and reviewed by Directors on a regular basis. J 28.A.3 Packet Pg. 684 Attachment: LAB Meeting Minutes - August 8, 2018 (6795 : Library Advisory Board - September 19, 2018) 3) 3Q Statistics. Ms. Williams will look into the accuracy of lvlarco lsland's door counts for April. There were issues with their security gates.. Although door counts and circulation statistics were down, circulation for e-resources were up. 4) FY '19 Budget update. lvls. Williams reported that the County ft/anager insists that impact fee money will need to be used to pay for debt services to pay off money owed for building construction until 2023.. After the debt is paid off, $600K will become available.. Capital funding has been increased from $550K to $800K. Some of this money will be used to install fiber connections.. The money for books will remain the same for FY19.. Expenditure for e-resources will be increased to $200K.. lvls. Williams handed out maps of the Fiddler's Creek area.. She explained that the husband of Diane Williams, former LAB member, and several partners owned part of Fiddler's Creek, with a deed restriction that certain acreage to be used for a Library.. The County will be claiming the approximately three acres of land CF19 and CF20.. EMS will be claamang the title for CF19 and the Library will cLaim title for CF20. The 2.27 aqes would be able to accommodate a '16,000-20,000 sq. ft. library space (Golden Gate is approx. 17,000 sq. ft. ). lrs. Williams also shared a map of the Rural Lands West area near Orange Tree and Ave I\raria. Parks & Recreation and Collier Enterprises will be breaking ground there by the end of . The County is also looking for square footage for a Government Center in the area.. Currently a market study request is being made to determine the demographics being marketed in the area.. Parks & Recreation are asking developers to wait until the Big Corkscrew project is finished in order to determine what gaps need to be provided-. lvls. Williams stated that 300 permits were pulled for new homes in the area, enticing single families to the area.5) Tuition Reimbursement (not on agenda). Ms. Williams reported that the Library received a request from Evelyn Hunter, Library Assistant in the Children's Department at Headquarters, for tuition reimbursement.. The County offers tuition assistance for employees pursuing advancement in their related job field. However, the money comes out of the Division's budget.. The County will pay 100% of tuition expenses, up to a maximum of six credit hours per semester with the stipulation that the employee receive a passing grade and stay with the County for a minimum of one year following tuition assistance.. Mrs. Hunter applied for last semester's tuition expenses totaling $2,600. Her classes will need to be approved.. Ms. Williams stated that in the future, she would request applicants to come before the LAB to present their request prior to applying for tuition assistance.. NIs. Williams added that the Library is reviving the Career Progression Program.6) Room Use (not on agenda). lrs. Williams reported that the l\rac Users group meets in the Rees Meeting Room at the Naples Regional Library every Wednesday at noon and monthly in the evening (Sept. - June). This group would like to donate a new projector for the Rees Meeting Room, with the stipulation that they would no longer have to pay a fee for use ofthe projector. . tvls. Williams will be meeting with members of the group next week for discussion.. lvls. Williams encourages LAB members to visit the Sugden Theater at Headquarters next month to see the upgraded projection, sound, etc. 4 28.A.3 Packet Pg. 685 Attachment: LAB Meeting Minutes - August 8, 2018 (6795 : Library Advisory Board - September 19, 2018) 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 11:45 a.m. The next LAB meeting will be held on Wednesday, September 19,2018 at the Headquarters Library, 2385 Orange Blossom Drive, Naples, FL 34109, (239) 593-351 1 . Ap by: /fll,tuX-' Loretta [\/urray, Chair Library Advisory Board 5 28.A.3 Packet Pg. 686 Attachment: LAB Meeting Minutes - August 8, 2018 (6795 : Library Advisory Board - September 19, 2018)