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LAB Minutes 01/15/2020Connie Bettinger - District 3 Joan Hochschild - District 1 Joy White - District 4 Marjorie H. Gagnon - District 5 Lynne Nordhoff - District 2 Tanya Williams, Library Director Karen Tibbetts, Library Administrative Assistant Louise Franck, Vice-President, Friends of the Library PLEDGE OF ALLEGIANCE APPROVAL OF MINUTES Ms. Bettinger asked for additions or corrections to the minutes of December 1 1 , 2019. Two minor corrections were noted. Mrs. Nordhoff moved to approve the minutes as corrected. Dr Hochschild seconded and the motion was carried unanimously. REPORT OF THE FRIENOSo Mrs. Franck reported that the Nick Linn Lecture Series began on Monday with Marie Benedict, author of "The Only Woman in the Room".. She added that the attendance limit for the Nick Linn Lecture Series was increased to 800. The Nick Linn Lecture Series and Non-Fiction Author Series events have been sold out.. The first Non-Fiction Author Series will begin on Monday, January 20 at the Moorings Country Club with Jonathan Eig, author ol "Ali: A Life".. The attendance limit for the Non-Fiction Lecture Series was increased to 150.o Tickets are still available for the Susan Ouinn lecture.. The Friends of the Library are working on the Library's branch enhancement list. PUBLIC COMMENTS - None UNFINISHED BUSINESS I ) Report of Expanded Service Hours - May through August 2019 (follow up). Operational Costso This item was rescheduled from the December 11,2019 meeting.. Ms. Williams reported that as a result of the expanded service hours over the last six months of FY2019, the Library's electric bill increased by $8,300.o She added that the Library overbudgeted for water/sewer and waste/recycling for FY19 and actually had money remaining.. Ms. Williams will provide 2020 information at the next meeting. Naples, Florida, January 15, 2020 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: ALSO PRESENT: REPORT OF OFFICERS - None REPORT OF COMMITTEES . None 1 27.A.3 Packet Pg. 643 Attachment: LAB Meeting Minutes (Approved) - January 15, 2020 (11775 : Library Advisory Board - February 19, 2020) . She added that the Library increased the budget for operational costs for FY20 by $20k, however, she does not expect the annual increase to reach this amount.r Ms. Williams stated that she will be finalizing the six-month report due to the County Manager and will share it at next month's meeting. 21 2020 LAB Meeting Scheduleo Ms. Bettinger distributed copies of the Collier County Public School's Academic School Year Calendar.. Discussion ensued and the Board decided to meet at the following locations in 2020:a. April 15 - Naples Regional Library with a tour of the Friends' Officeb. June 17 - lmmokalee Branch Libraryc. August 19 - South Regional Library. Ms. Bettinger asked if the Naples Regional Library had a conference phone that could be used if Mrs. Gagnon could not attend the meeting.. Mrs. Franck stated that the Friends office might have a conference phone available.. lt/ls. Tibbetts will contact each of the locations to confirm space availability and inquire about a conference phone at Naples Regional Library.o Mrs. Nordhoff made a motion to approve the 2020 Library Advisory Board Meeting Schedule. Mrs. Gagnon seconded and the motion carried unanimously. 3) Request for Reconsideration Follow-up. Ms. Williams reported that she spoke with Kim Spina, Acquisitions Librarian regarding a patron's concern about the book entitled "Amazing You!: Getting Smaft About Your Private Pafts" by Gail Saltz.. She will be drafting a letter to the patron regarding the concern and will inform LAB members about the result.. [\/s. Bettinger asked that if the patron were to escalate her concern, would the three- person committee speak about the issue under Report of Committees on the LAB meeting agenda, to which Ms. Williams replied yes. 4) Formal Process for Public Comments. Ms. Williams opened the draft file of the LAB agenda on the conference room computer for members to view so that it could be edited during the meeting.. Ms. Williams provided copies of comments submitted by members in the packet of information mailed to LAB members last week.. Discussion ensued regarding simplifying the wording. a. Members agreed that since the press release provides information regarding anyone requiring auxiliary aid or service to participate in the meeting that the information was not necessary on the agenda. Therefore, the last paragraph was removed. b. Ms. Williams explained that the Board would need to be informed by anyone from the public attending a meeting if they were using a recording device. c. Ms. Williams will look into how discussion with the public relates to Sunshine Law. d. She further explained that the Board of County Commissioner (BCC) meetings have two areas for public comments. One is for anyone wishing to speak about a topic on the BCC Agenda, for which they have a 3-minute time limit. The other is to petition the Board on subjects not on the agenda. There is a formal petition process. Petitions are limited to a maximum time of ten minutes and are heard under "Public Petitions" on the agenda. The final information was consolidated into one paragraph as follows 2 27.A.3 Packet Pg. 644 Attachment: LAB Meeting Minutes (Approved) - January 15, 2020 (11775 : Library Advisory Board - February 19, 2020) NOTICE: The public is welcome to attend Library Advisory Board meetings. Visitors will be asked to sign in and briefly describe the purpose of their visit. lf the visitor is attending to discover more about the workings of the Library Advisory Board, s/he is welcome to stay for the duration of the meeting. lf the visitor has a specific purpose, the Chair will recognize the visitor during Public Comments to speak for up to three (3) minutes. Additional time may be granted to the speaker at the discretion of the Chair. Robert s Rules of Order prevails. Silence cell phones and digital devices. Mrs. Nordhoff made a motion to accept the revised agenda format. Dr. Hochschild seconded and the motion carried unanimously. NEW BUSINESS 'l ) Exterior Use Policy (Discussion & Recommendations). Ms. Williams provided handouts of the draft edits of the Exterior Use Policy in the packet of information mailed to LAB members last week.. Ms. Williams instructed members to review the comments highlighted by the County Attorney's Office.o Ms. Williams explained that libraries are public buildings, and there can be no restrictions of public use. Therefore, language pertaining to eligibility for groups requesting exterior use of library facilities needs to be revised.. The County Attorney added, that the Library can request for the group contact person to have a valid Collier County library card.o Also, the Library Director, or designee, can set the time, place and manner of any reasonable restrictions for use to ensure there is no disruption to regular functions.. Any group would be limited to a maximum of two representatives, and would be allowed to bring one table, not to exceed five-feet, and not more than two chairs. Any signs would need to be contained within the assigned area.r Groups can approach people and say "good morning", etc., however, they are not permitted to harass library visitors in any way.o The Library does not monitor the groups; however, action is taken if any complaints are made.r Ms. Williams will discuss this policy with managers to standardize the exterior use of space and create maps of each facility to show the designated areas that groups will be permitted to use.o After the policy is finalized, it will be brought before the LAB to approve prior to being presented to the BCC. 2) Request for Reconsideration of Materials Policy (Review, Motion & Approval). Ms. Williams provided handouts of the revised Request for Reconsideration of Materials policy in the packet of information mailed to LAB members last week.. Based on the LAB's recommendation, the Request for Reconsideration of Library Materials form was updated to list materials as book, movie, music, and other. . The following verbiage was also added:o Please answer each question as completely as possible o Use the other side of this paper if necessary. Ms. Williams added that patrons will need to request this form to allow staff the opportunity to resolve any concerns.. Mrs. Nordhoff suggested to add "print name".. Dr. Hochschild made a motion to approve the revised Request for Reconsideration of Materials policy and form with the addition of "print name". Ms. White seconded, and the motion carried unanimously. 3 27.A.3 Packet Pg. 645 Attachment: LAB Meeting Minutes (Approved) - January 15, 2020 (11775 : Library Advisory Board - February 19, 2020) 4 DIRECTOR'S REPORT 1) Staffing Update. Ms. Williams reported that Sharon Keshock, will be retiring on April 10 after 24 years of service with the Library. Sharon has worked in the Technical Services Department.. Georgeann McNatt Gosch accepted the position as the manager of the lmmokalee Branch Library in December. Georgeann previously held the position of Public Services Librarian at the South Regional Library.. Two job bank employees were promoted to permanent part{ime positions.. Samantha Biegel was promoted from part{ime to full{ime Library Assistant in the Children's Department at Headquarters Library.. Two new part time Library Assistants were hired for Naples Regional and Headquarters libraries.o A candidate has been selected forthe Youth Services Librarian at South Regional and is pending HR approval. The candidate currently works at Collier County Public School.o Ms. Williams will be reorganizing the duties for the open Program Specialist, Senior Services position to include more outreaches, marketing and programming.. The open Library Technician position will be reorganized to handle the Mail-a-Book program. 2) Capital Projects Updateo Ms. Williams reported that the resurfacing of the parking lot and the relocation of a handicap parking space at the Estates Branch Library should be completed within the next two weeks.. The removal and replacement of the air handler rn the parking lot at Naples Regional Library has gone out for bid and should be completed by March.. The parking lot at the lmmokalee Branch Library required modification from the original bid and is being be reviewed by the Procurement Department. This project should begin later in the year.. The carpeting at the East Naples Branch Library will be replaced and the tile will be replaced with linoleum. The Library received $25K in donations, and the Library will identify funds for the additional cost of approximately $25K.. Ms. Williams stated that all Library locations have migrated to the County's "252" phone exchange, with the exception of Everglades City, which she will look into.. The new phone lines eliminate long distance charges to and from the lmmokalee Branch Library and also allow staff to foMard phone calls to each location.r Fiber connection switches need to be replaced at remote locations to complele the connection to fiber at Naples Regional and Vanderbilt Beach Branch libraries.. The scope of fiber optics at East Naples and Estates Branch libraries is being finalized.. Marco lsland Branch Library is having its interior lighting upgraded. The Marco lsland Friends of the Library is providing funding for this project. 3) tQ FY 2020 Operating Statistics. Ms. Williams provided handouts of the Library's FY2020 1"1 Quarter Statistics.o The Library added 4,600 new patrons in the first quarter, which is 58olo of the peak season population.. Over 18,000 new print titles were added to the collection.. Virtual visits increased over the same time last year.. Door counts continue to decrease. Door count statistics differ by approximately 20,000 between FY18 and FY 19. 27.A.3 Packet Pg. 646 Attachment: LAB Meeting Minutes (Approved) - January 15, 2020 (11775 : Library Advisory Board - February 19, 2020) Additional ltem: Library Holiday Closings. Ms. Williams provided handouts of the Library's Holiday Closing schedule for FY20. This schedule includes Easter Sunday, and explains the lndependence Day weekend hours of operation. All Library locations will be open on Friday, July 3, except for Everglades City. The Administrative offices will be closed and there will be no deliveries on Friday. All Library locations will be closed on Saturday, July 4.. Staff working on Friday, July 3 will be paid at time and one-half.. All Library locations will be closed on Friday, August 28 for Staff Training Day.. All Library Iocations close at 5 pm on Wednesday, November 25 and Thursday, December 31 . 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 at 11:45 a.m. The next LAB meeting will be held on Wednesday, February 19, 2020 at the Headquarters Library, 2385 Orange Blossom Drive, Naples, FL 34109, (239) 252-7350. roved by Connie Bettinger, Chair Library Advisory Board 5 o Ms. Williams explained that many patrons are selecting electronic materials, renew materials by phone or online, and some patrons pick up materials for multiple family members.o Circulation of physical items increased over the same time last year.o The statistics for the circulation of eBooks/eResources were below last year, however, there was a patron that collected over 50,000 records from the Mergent database last year.. BrainFuse statistics dropped from the same time last year.o Ms. Williams stated that the First Search Database subscription was not renewed through OCLC. The $22K annual cost was not justified based on usage.. Ms. Williams reported that the three regional libraries will be designated as Family Search affiliates. Headquarters, South Regional and Naples Regional libraries received certification this week.. Family Search is a genealogy database based out of Salt Lake City, Utah.. Patrons wanting to access this database would previously either need to meet at the Naples location that was available for limited hours each week, or drive to Ft. Myers. 4) Community Assessment Update. Ms. Williams provided handouts of the Library's Community Assessment Accomplishments for FY18 and FY19.. Ms. Williams will send members the electronic version of this document.. The only item not addressed is #5 Hub Libraries.. Ms. Williams explained that Hub Libraries are those that are used for a specific purpose. One example is a location at which all shelves are removed and the space is used solely for technology-based services. 27.A.3 Packet Pg. 647 Attachment: LAB Meeting Minutes (Approved) - January 15, 2020 (11775 : Library Advisory Board - February 19, 2020)