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LAB Minutes 03/20/2019Naples, Florida, March 20, 2019 LET lT 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: VICE-CHAIR: SECRETARY Connie Bettinger - District 3 VACANT Joy White - District 4 Marjorie H. Gagnon - District 5 Lynne Nordhoff - District 2 Joan Hochschild - District 1 ALSO PRESENT Tanya Williams, Library Director Karen Tibbetts, Administrative Assistant Louise Franck, Vice-President, Friends ofthe Library PLEDGE OF ALLEGIANCE APPROVAL OF MINUTES IVIs. Bettinger asked for additions or corrections to the minutes of February 20, 2019. Ms. Bettinger requested that anyone mentioned in the minutes to be identified with their title. Mrs Nordhoff moved to approve the minutes as presented. Ms. White and Dr. Hochschild simultaneously seconded, and the motion was carried unanimously. REPORT OF THE FRIENDSo [\/rs. Franck reported that the last lecture in the Nick Linn Lecture Series was held on March 18 with author Leslie Stahl. Over 600 people were in attendance.o Mrs. Franck provided handouts forthe 2020 Nick Linn Lecture Series.. There are two lectures remaining for the 20 19 Nonfiction Author Series. The lvlarch 25 lecture featuring Les Standiford, author of "Meet You in Hell" is sold out, however there is limited seating available for the April 8 lecture with lt/lohammed Al Samawi, author of "Ihe Fox Hunt.". Ms. Bettinger added that she mentioned the Friends ofthe Library and their support at the Golden Gate Library's volunteer appreciation event.. Mrs. Franck reported that lVlichael J. Tougias, author of "Above & Beyond: John F. Kennedy and America's Most Dangerous Cold War Spy Misslon"will be speak at the Friends of the Library appreciation event on lvlonday, It/larch 25 at the South Regional Library.o Ms. Williams invited LAB members to the April 2 breakfast with the Friends of the Library and Library Administration/Branch IVIanagers.. Itilrs. Franck reported that the branch enhancement items totaling approximately $20K for the ten library locations have been ordered. REPORT OF OFFICERS. Ms. Bettinger reported that the local golf course was the major topic at the Golden Gate Civic Association meeting, and crowd levels were exceeded. Therefore, she was unable to present any updates from the Library. COMMUNICATIONS a - Written b-Personal - None 1 29.A.3 Packet Pg. 725 Attachment: LAB Meeting Minutes - March 20, 2019 (signed) (8688 : Library Advisory Board - April 17, 2019) . Mrs. Nordhoff highly recommends "Ihe Library Book" by Susan Orlean. . She added that she compared the Los Angeles statistics to those of Collier County. . [\/rs. Franck added that the Friends of the Library plan to have Susan Orlean as one of the authors for the 2020 Nonfiction Author Series. PUBLIC COMMENTS - None UNFINISHED BUSINESS 1) Room Use, Rental, and Fines/Fees Schedule - (Discussion and Motion) . Ms. Williams distributed copies of the Room Use Policy and explained that the first page shows the edits with the revisions and the second page is a clean copy of the revised policy.o The revisions should provide more clarity for staff to enforce room rentals and ensure exactly who is eligible for use of outside space at the Library.o [i/ls. Williams added that Steve Carnell has already approved the revisions.o [t/rs. Nordhoff moved to accept the revised Physical and Exterior Use of Library Facilities Policy as presented. Ms. White seconded, and the motion was carried unanimously. 2) Fines/Fees Schedule - (Discussion and Motion)o Ms. Williams distributed copies of the updated Fines and Fees Schedule.o She added that Steve Carnell was concerned if there would be any fiscal impacts with the removal of the $5 non-cardholder computer use fee.o She explained that in 201 1 , $1 2K was generated from this fee, and in 2018 it generated $6K.o She added that most libraries have done away with this fee as it is not customer friendly.o Some of the changes include room capacities, additional rooms, and removal of room use for South Regional Library until '10:00 p.m.. Currently South Regional has some events in the evening, however, the room has not been reserved until 1opm since the building opened.o AIso, the garage door that secures the main building from the use of the room is inoperable at the moment, and the repair would be a major expense.o Mrs. Nordhoff moved to accept the revised Fines and Fees Schedule for the Collier County Public Library as presented. Dr. Hochschild seconded, and the motion was carried unanimously.. Ms. Williams stated that the LAB approved Fines & Fees schedule will be presented to the BCC for approval, as it pertains to financial information. 3) Dedication Plaques at SR & GG. Ms. Williams reported that the cost to replace the dedication plaques at the library would be $3,000/plaque. 4) Meals of Hope parking at GG. Ms. Williams received an email from David Chalick, Golden Gate Library Branch I\/anager, indicating that the parking concern with the Meals of Hope has been resolved.o The trucks will park at the back of the building closer to the Wheels BMX Skate Park so as to not interfere with Library patron parking. NEW BUSINESS 1) Nomination & Election of Vice-Chair 2 29.A.3 Packet Pg. 726 Attachment: LAB Meeting Minutes - March 20, 2019 (signed) (8688 : Library Advisory Board - April 17, 2019) . Ms. Williams stated that the Vice-Chair position for the Library Advisory Board is open for nominations.. The position will be open for re-election at the LAB's May meeting.. [\/rs. Nordhoff nominated Dr. Hochschild, who left the room during discussion. . The nomination of Dr. Hochschild for Vice-Chair of the Library Advisory Board was unanimous. 2) May 3d Staff Training Day - - Agenda. Ms. Williams distributed handouts of the draft agenda for the Library's upcoming Staff Training Day to be held on Friday, May 3'd.. All Library locations will be closed for the day so that staff can attend. . She added that members of the LAB and FOL are invited to attend during the 11am- Noon time slot.. lr/ls. Williams stated that due to food allergies and dietary restrictions, staff will select their lunch from the Panera menu.o She will send an email to FOL and LAB members regarding lunch options. 3) Proclamation for National Library Week - March 26th BCC Meeting. Ms. Williams distributed copies of the Library's Proclamation for National Library Week to be designated April 7-April 13, 2019.o This Proclamation will be presented at the March 26 BCC meeting (3'd Floor of Bldg. F). LAB members are invited to attend, and encouraged to be there by 8:30 am.. Once approved, this event will be displayed through special events and programming. . Mrs. Franck stated that the FOL try to plan their events two months in advance and was curious as to when the Library has their schedules confirmed. She's noticed that some speakers/presenters are invited by the FOL and Library.o Ms. Williams stated that Rose LaBarge handles the Library's programming and has allowed some branches the authority to schedule presenters.o lrils. Williams will reach out to her to coordinate future programs with the FOL.. Ms. Williams reported that the Library's monthly event guide will be discontinued in print format. The June/July/August issue will be the last printed issue.. She stated that this marketing piece no longer provides a return on the investment. Also, much of this information is now provided in the patron newsletter.. Ms. Williams stated that people attending outreaches prefer smaller sized marketing pieces such as bookmarks or business cards.. Ms. Williams stated that the Library's online registration system in Evanced is instantaneous and can be corrected in real time. Program information can be printed from Evanced.. The Library will be replacing the event guide with more printer-friendly target publications/promotions that are a part of the County's centralized print contract.o Currently, the event guide does not fall within the parameters ofthe contract, and the Library has to get quotes from every authorized printer each time it is to be printed.. The Library will extract programming information from Evanced and generate PDF files for FOL members' early notification of events.. Ms. Williams added that Parks and Recreation have all of their information exclusively online, including payments (by credit or debit). No cash is accepted except for in lmmokalee.. Ms. Williams will have prototypes available prior to September.. Mrs. Nordhoff wanted to sign up for a program, and after calling for instructions, suggested the website's heading "Events" be renamed "Programs". 3 29.A.3 Packet Pg. 727 Attachment: LAB Meeting Minutes - March 20, 2019 (signed) (8688 : Library Advisory Board - April 17, 2019) GENERAL CONSIDERATION. Ms. Bettinger reported that she has noticed more homeless people walking around in Golden Gate.. Ms. Williams stated that the County has implemented a 3'1 1 system that can be added to smart phones for alerts.. There is also a pop-up on the County's government website.. Dr. Hochschild asked for an explanation of how the library is funded by the County.. Ms. Williams put the following funds that the Library operates under on the display board: o 001 = ceneral Fund (County Generated)o 129 = Restricted Donationso 301 = Capital (County Generated)o 355 = Capital/lmpact Fees (County Generated)o 612= Trust (Unrestricted Donations)o 709 = State Aido 710 = lnterest from State Aid. Ms. Williams explained that the general fund (001) includes ad valorem part of your property taxes, which support multiple county divisions.o Capital funds (301) are used for projects such as, book purchases, replacement books, or other physical materials with a value over $1,000. lt does NOT include eBooks. The Library is currently projecting $950K in the FY2020 budget.. Capital/lmpact Fees (355) are generated from new construction in Collier County, and can be used for purchasing new materials. However, the Library has received no funding from 355 due to the debt services on the construction of South Regional, Golden Gate Library, and Headquarters totaling $1.7 million/year. Headquarters should be paid off at the end of FY2022, which will free up $700K.. The Library currently is building rich and book poor.o ln the annual AUIR (Annual Update & lnventory Report) the Library has .33 sq. ft./capita, which is enough square footage for the next 20 years. However, the guideline is 1.87 books/capita, which the Library currently is short.. The Library is always looking for creative ways to fund the deficit.. The Library receives approximately $200K in State Aid annually.. Currently the Library has four years of state aid funding accumulated, and is being pushed to spend it.. Ms. Williams will be earmarking a minimum of $200K for eBook purchases for FY2020.. Ms. Williams stated that 73% of the general fund is used for personnel, the remainder on operating costs, such as computer replacements, facilities special services (painting, carpet, etc.). Dr. Hochschild asked if State Aid needed to be applied for each year.. [t/s. Williams replied yes, and that it is a process with hvo different deadlines. The funds are awarded based on expenditures from two years prior. Money can be spent on anything except construction.. She added that the current year's state aid is not budgeted, and that past money awarded is used.. Ms. Williams added that the County allows for interest on State Aid money to be recognized, and it is put in a separate fund (710). Currently there is $60 K.. Restricted donations in fund '129 are assigned a project number. 4 . Ms. Williams replied that the Library has activities that are not programs, such as concerts, month-long displays, etc. 29.A.3 Packet Pg. 728 Attachment: LAB Meeting Minutes - March 20, 2019 (signed) (8688 : Library Advisory Board - April 17, 2019) . The recent Shreve Charitable Trust money awarded in the amount of $54K was placed in fund 612 as it was not a restricted donation. lt will be another two years before the Shreve Revocable Trust payout is completed. lt is anticipated that the Library will receive approximately $1.7 million, and Ms. Williams wants to earmark this funding into a business plan before the money is awarded.o The FY2020 preliminary budget is due on April 3. There will be a 1% increase above the current year.o Ms. Williams reported that lT costs have gone up slightly.. $1 .25 million has been budgeted for material purchases.. She added that the County Manager and Office of Management and Budget (O[\IB) have recommended a $1200 increase on employees'base salary instead of a percentage cost of living increase.. Ms. Williams stated that the County is looking at an unmet needs list for each respective department. Some funds will be used across the Public Services Department Divisions to better utilize money.o The Library will be looking to migrate in FY 2020 to the County's 252 phone number system and will update its phone systems. The replacement of all cloth furniture has been identified for the unmet needs list.. The Library will defend its budget to the County Manager on May 16.. Budgets will be reviewed by the BCC on June 20lJune 21. Public hearings will be held in September.. Ms. Williams reported that she has requested two expanded positions for Administration. One for Tech Services and a Supervisory Fiscal position. She added that the open Librarian position may need to be used to negotiate for these positions.. Ms. Williams reported that she will be working on the AUIR in June.. Ms. Bettinger asked about the East Naples Branch's carpeting. Ms. Williams replied that there are four restricted donations totaling $20K in Fund 129 with a project number assigned for that purpose. The Library will supplement another $20K from the general fund for this project. However, before new carpeting can be installed, the roof issues will need to be resolved. The Estates Branch also will need its roof issues resolved before new carpeting can be considered. DIRECTOR'S REPORT 1) Staffing Update. Ms. Williams reported that Konstantine (Koko) Karras retired from the Naples Regional Library on Monday. JoAnn Nester will be retiring from the l/arco lsland Library at the beginning of April, but hopes to continue as a volunteer. Mark Denny will be resigning from the East Naples Branch at the end of the month to pursue a position at Florida Southwestern State College.. She added that eight new staff members started this month.. A new Youth Services Program Specialist will start on April 1 at Headquarters Library.. Once the position is filled, the Youth Librarian's duties at the South Regional Library will include spending one day each week in Everglades City. 2l FY 2020 Budget Preparations. This item was discussed under General Considerations. ADJOURNMENT Ms. Bettinger 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 al l l'.25 a.m. 29.A.3 Packet Pg. 729 Attachment: LAB Meeting Minutes - March 20, 2019 (signed) (8688 : Library Advisory Board - April 17, 2019) The next LAB meeting will be held on Wednesday, April 17, 2019 at the Headquarters Library, 2385 Orange Blossom Drive, Naples, FL 34109, (239) 593-3511. Approved by: Connie Bettinger, Chair Library Advisory Board 6 29.A.3 Packet Pg. 730 Attachment: LAB Meeting Minutes - March 20, 2019 (signed) (8688 : Library Advisory Board - April 17, 2019)