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LAB Minutes 10/17/2018Naples, Florida, October 17 , 2018 LET tT BE KNOWN that the LTBRARY ADVISORY BOARD met on this date in regular session at 10:00 a.m. in the Headquarters Library with the following members present: CHAIR: VICE-CHAIR: SECRETARY Loretta Murray - District 1 Connie Bettinger - District 3 Joy White - District 4 Mariorie 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 Carla Grieve, FOL member I\ilrs. Nordhoff may need to leave the meeting early. ltems on agenda were discussed out of listed order as some items needed Board review and approval. PLEDGE OF ALLEGIANCE APPROVAL OF MINUTES llrs. lt/urray asked for additions or corrections to the minutes of September 19,2018. Two minor corrections were noted. IVlrs. Nordhoff moved to approve the minutes with the corrections. Mrs. Gagnon seconded and the motion was carried unanimously. REPORT OF THE FRIENDS. Mrs. Franck reported that next week is national Friends of the Library week and Carla Grieve and Patti DeGroot will be having four talks at several Library locations to help promote what Friends do.. She added that Friends members have inquired about helping the Library with outreaches for the blind and/or the books-by-mail program.. [VIrs. Franck reminded everyone that the Friends of the Library preview night for the Fall Book sale will be held on Wednesday, October 24.o Tickets are still available for the Nick Linn Lecture Series and the Non-Fiction Author Series is almost sold out.. Mrs. Grieve commented that most men prefer to read mysteries and non-fiction materials. She suggested having the discussions at 4 p.m. at which cocktails could be included. REPORT OF OFFICERS. [/s. Bettinger reported that the Golden Gate Civic Association did not meet last month due to the center being closed for Columbus Day, therefore, she was unable to provide them with a Library report. COMMUNICATIONS a-Written-None b-Personal - None PUBLIC COMMENTS - None UNFINISHED BUSINESS ,J Physical & Exterior Use of Library Facilities Policy - Motion Required 1 28.A.3 Packet Pg. 614 Attachment: LAB Meeting Minutes Approved - October 17, 2018 (7571 : Library Advisory Board - December 12, 2018) . LAB members received the updated Physical & Exterior Use of Library Facilities policy in the packet mailed to them in order to give them time to review the information.o Ms. Bettinger made a motion to accept the updated Physical & Exterior Use of Library Facilities Policy as presented. Mrs. White seconded and the motion carried unanimously. 2) By-laws - Motion Required / Signature Requiredo LAB members received the updated By-laws in the packet mailed to them in order to give them time to review the information.o Ms. Williams reported that the County Attorney condensed the verbiage of the By-laws to remove extraneous language that is incorporated in the Ordinance language pertaining to Advisory Boards. She added that the Ordinance should always be referenced, and the language does not need to be reiterated in the By-laws.o Ms. Bettinger was concerned about the verblage on the agenda regarding Librarian's status report. She suggested it to be revised to read Director's report to clarify that the information presented is from the Director, although it may be presented by a designee in the event the Direclor is unable to attend the Library Advisory Board meeting.o Ms. Williams will make the revision.o Mrs. Nordhoff made a motion to approve the ByJaws with the revision. Mrs. White seconded and the motion carried unanimously. 3) Room Use, Rental, and Fines/Fees Schedule - Carryover to Dec. Meetingo Ms. Williams provided a handout of the Library's Fines and Fees Schedule and reported that the Library has updated on its website and in the Welcome to Your Library brochure verbiage pertaining to DVDS to be listed as Videos and Launch Pads.o Launch pads are mini tablets that are pre-loaded with educational games.o This change will need to be made on the Fines and Fees Schedule, and in addition, several locations have reclaimed usable space. For example, Naples Regional has transformed old storage rooms into study rooms and the old children's room into a mini conference room.o Ms. Williams stated that she does not see any changes being made to the hourly room rental fees, as they are comparable to other libraries.. The Library management team will be reviewing the $5 computer usage fee for non-library card holders and the statistics from FY2018 to determine if this should be eliminated.o An updated draft ofthe proposed changes to the Fines and Fees Schedule will be presented to LAB members to review for the December meeting. NEW BUSINESS 1) Fines & Fees Scheduleo This item was discussed in "Unfinished Business #3".2) LAB Districts I & 3 Seats Expiring (Application received for Dishict 1). Ms. Bettinger stepped outside of the room while Ms. Williams provided copies of applicants for Districts 3.o As Ms. Bettinger was the only applicant, Mrs. Murray made a motion to accept Ms. Bettinger's application for District 3. Mrs. Gagnon seconded, and the motion carried unanimously.. Mrs. Murray's term for District 1 will expire on December 31, 2018. However, she stated that after consideration, she will not be resubmitting her application. The two applications received for District 1 were reviewed.o After discussion, Ms. Bettinger made a motion to nominate Joan Hochschild for District 1. Mrs. Nordhoff and Mrs. White simultaneously seconded and the motion carried unanimously.. Ms. Williams will submit the recommendations to the County Attorney's Office, and the BCC will review the applicants selected at their December meeting for approval. GENERAL CONSIDERATION. Ms. Bettinger reported that several Facebook comments showed patrons referring to the library location they generally visit as "my library". 2 28.A.3 Packet Pg. 615 Attachment: LAB Meeting Minutes Approved - October 17, 2018 (7571 : Library Advisory Board - December 12, 2018) DIRECTOR'S REPORT 1) Staffing Update. Ms. Williams reported that all locations will have a LEAP student as soon as the one for Marco lsland is processed by Human Resources.. There are several new hires for various Library Assistant positions that are pending HR's approval.. Mrs. Nordhoff requested an updated staff list, which will be provided at the December meeting. 2) FY 18 Year End Report. [\/s. Williams distributed copies of the Library's 5 year historical circulation stattstics in chart form as well as in graph form. lncluded are notes and trends during the fiscal year to explain the statistics. These statistics are part of the AUIR.. Door count statistics are down, partly due to Hurricane lrma and malfunctioning gates at lt/arco and Vanderbilt.. The Library is looking to expand hours of operation at some locations in FY 2019. . All Libraries nationwide have shown decreases in circulation and door counts, however, Collier County Public Library showed an increase in circulation over FY2017.. Electronic counts have increased with the addition of Hoopla and more money for eBooks.. Ms. Williams explained that HQ generally has the highest circulation statistics as the online renewal phone line and the Mail-a-Book program are at the HQ location.. For the first time, statistics for virtual visits and WiFi were down. This most likely was due to Hurricane lrma. Everglades City was inaccessible for 2 months and had limited services for another 4 months. J . Mrs. Nordhoff gave kudos to the e-patron newsletter. Mrs. Grieve suggested making the print size larger.. Mrs. Gagnon inquired about the flag poles at the Library. Ittls. Williams reported that managers at the five aibrary locations with flag poles have been instructed to make certain that their staff are aware of their locations and that flags are dispiayed at half-staff when appropriate. . Discussion ensued regarding flag poles at other locations. Ms. Williams explained that the addition of a flag pole to an existing building would be under the Library's budget, not Facilities, and it is rather expensive. A recent repair to the Estates flag pole was $1,000.. Ms. Williams reported that any future Library buildings will include a flag pole at the time of construction.. Ms. Gagnon asked if there were any updates on improvements at the lmmokalee Library. . Ms. Williams reported that Facilities is now a part of the Public Utilities Department, which is a revenue generated department, unlike the Administrative Services Department.. Dan Rodriguez is currently overseeing the Facilities Division and implemented a preventative maintenance program throughout the County. This would include painting, pressure washing, gutters, roofing, plumbing and electrical.. The lmmokalee Library is at the top of the list for improvements of Library buildings.. Ms. Williams applied for a grant for a new roof and the installation of impact resistant windows to the older part of the lmmokalee Library building.o As carpets are replaced, the County has requested for carpet squares to be used instead of rolls of carpet. lt would cost approximately $35K to replace the carpet at the lmmokalee Library. . Irilrs. Nordhoff inquired about the Library's donation policy. Ms. Williams reported that the information needs to be consolidated and the language needs to be made clearer regarding restricted donations.. The Library currently has a Board approved donation policy regarding the intake of books, however, the Board will need to approve a donation policy that includes the intake of money and items other than books.. Ms. Williams added that recent information regarding the Shreve Trust estimates the estate to be close to $50 million. The Library is listed as a beneficiary to receive 57o. 28.A.3 Packet Pg. 616 Attachment: LAB Meeting Minutes Approved - October 17, 2018 (7571 : Library Advisory Board - December 12, 2018) 3) a FY Meeting room use by the public has increased. ln FY17 the Sugden Theater at HQ was not in service for 2 months. lnternet usage by the public showed an increase. Ms. Williams stated that libraries are public "cooling centers" and get internet restored quickly after emergencies. Hurricane lrma may have contributed to the increase in usage. The capture of Statistics for reference questions was down. More patrons search for answers on their devices. Program statistics were broken down into categories: adult, family, young adult, and children. ln the past, children's statistics included teens. lmmokalee's statistics have increased due to an increase in programs with the emphasis on teens. The number of children's programs is down due to changes in program focus. Program attendance has increased, despite the number of programs decreasing. Summer program statistics for school-aged children are reported to the state. There has been a significant increase in statistics from 2017 to 2018. Approximately 46% of Collier County's seasonal population have library cards. Volunteer hours continue to decline. 2018 Score Card Ms. Williams distributed copies of the Library's FY '18 Annual Plan of Service Scorecard. Ms. Williams spoke with staff regarding the areas noted in red to see if those items can reasonably be completed in FY19. Some of the areas in yellow will carry over into FY1 9. The Library is working with the Human Resources Department regarding career progression. The Library launched its first public newsletter. A staff newsletter may be implemented in FY19. The self-pay feature received a failing mark as the county wanted to standardize a third party payer system, however, this initiative was held up due to Hurricane lrma, and will carry over into FY19. The Library was just shy of its goal to increase online access by 2%. Some online tutorial software was not purchased in FY18 due to delays in getting a purchase order. Hurricane lrma also contributed to the delays. ADJOURNMENT Mrs. Murray asked if there was any more business to discuss. There being no fudher business to come before the Library Advisory Board, the meeting was adjourned at 11:15 a.m. The Library Advisory Board does not meet in November The next LAB meeting will be held on Wednesday, December 12,2018 at the Headquarters Library, 2385 Orange Blossom Drive, Naples, FL 34109, (239) 593-351 1 . Approved by *'*A Loretta Murray, Chair Library Advisory Board 4 28.A.3 Packet Pg. 617 Attachment: LAB Meeting Minutes Approved - October 17, 2018 (7571 : Library Advisory Board - December 12, 2018)