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LAB Minutes 02/19/2020Naples, Florida, February 19, 2O2O 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 Joan Hochschild - District '1 Joy White - District 4 Marjorie H, Gagnon - District 5 Lynne Nordhoff - District 2 ALSO PRESENT: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 January 15, 2020. Three minor corrections were noted. Mrs. Nordhoff moved to approve the minutes as corrected. Dr. Hochschild and Ms. White seconded simultaneously and the motion was carried unanimously. REPORT OF COMMITTEES - None REPORT OF THE FRIENDS. Mrs. Franck reported that the Friends of the Library is in the process of voting on a new project this Friday, and will update LAB members at the next meeting.. The Nick Linn Lecture Serres and Non-Fiction Author Series events have been growing each year.. The Susan Quinn lecture has sold out. 350 tickets were available.. The next FOL members-only Luncheon & Lecture event will be held at Vi@Bentley Village and featuring author Carol Goodman.o New members to the FOL Board will be welcomed on Friday.. Mrs. Franck stated that one new member comes from Massachusetts and has experience working in libraries. PUBLIC COMMENTS. Mrs. Franck reported that she has received two or three e-blasts from the Community Foundation of Collier County promoting the "Give Where You Live Collier" campaign. . Mrs. Franck was curious if anyone knew where the books go and how they're distributed.. Ms. Bettinger thought that some books are given to Grace Place.. Mrs. Nordhoff stated that the "Give Where You Live" is a nationwide campaign. . Mrs. Franck also asked if the Library has received any feedback regarding the "American Drrt" book. Ms. Williams replied that if any issues arise, the Library has a process in which to address such concerns.. Ms. Bettinger asked about the upcoming elections schedule. 1 REPORT OF OFFICERS - None 28.A.3 Packet Pg. 831 Attachment: LAB Meeting Minutes (Approved) - February 19, 2020 (13636 : Library Advisory Board - September 16, 2020) Ms. Williams stated that the Headquarters and Marco lsland Branch Libraries will host early voting on the following dates, from the hours of 10 am - 6 pm:o March 7-14: Presidential Preference Primaryo August 8-15: Primary Electiono October 19-31 : General Election Ms. Wlliams added that Headquarters and South Regional Libraries are precincts and will host voting on the following dates, from the hours of 10 am - 6 pmo March 17o August 18o November 3 The Library has recommended Headquarters patrons to consider having their materials sent to the Vanderbilt Beach Branch Library for pickup in order to avoid the election crowds. UNFINISHED BUSINESSl) Report of Expanded Service Hours - May 2019 through January 2020. Ms. Williams asked for this item to be addressed at the March meeting, and will explain the delay in this report later in the meeting.o Mrs. Nordhoff moved to reschedule this item to the March 18 Library Advisory Board meeting. Mrs. Gagnon seconded and the motion was carried unanimously. 2) Request for Reconsideration Follow-upo Ms. Williams reported that she has not received a response from the requester. This item will be tabled unless further action is necessary. 3l "252" Phone Exchange & Everglades City Library. ln response to Ms. Bettinger's inquiry last month regarding the "252" phone exchange at the Everglades City Branch Library, Ms. Williams reported that the Library is in the process of adding this location to the County's "252" phone exchange.. The Library found that fiber optics were not needed for phones to be updated to the "252" exchange.. Mrs. Franck reported that the FOL office needs the updated library brochures with the new phone numbers. Ms. Tibbetts will send the FOL office new brochures.. Ms. Bettinger asked if the Spanish version has been finallzed.. Ms. Williams will check with Rose LaBarge regarding this.. lt is uncertain if the Library would also need to produce a Creole version. NEW BUSINESS 11 2020 Volunteer Appreciation Eventso Ms. Williams stated that the dates for this year's volunteer appreciation events should be finalized on Friday, and she will send LAB members the dates.. She added that in discussion with Operations & Veteran Services, the entire Public Services Department may centralize their volunteer recognition events in order to streamline and consolidate how volunteer services are recognized.. Currently the directives of the County Manager's Agency (CMA's) pertaining to volunteers are being revised.. The FOL provides $1500 annually for the Library's volunteer appreciation events. However, the FOL Board would like to consider other options, as some events are not well attended.o Ms. Williams requested Library managers to provide alternatives, and it was decided to have two large volunteer luncheons. One to be held at Headquarters and the other at the South Regional Library. 28.A.3 Packet Pg. 832 Attachment: LAB Meeting Minutes (Approved) - February 19, 2020 (13636 : Library Advisory Board - September 16, 2020) . Ms. Williams stated that these events are designed for those who volunteer their time without compensation. Student volunteers receive community service hours for their volunteer work.. Ms. Williams stated that Domestic Animal Services and Parks & Recreation departments give their volunteers T-shirts and have a luncheon in April during Volunteer Appreciation Week.. Library managers will provide their ideas fot 2021 volunteer appreciation events to Ms. Williams by Friday.. Ms. Bettinger stated that each Library individualizes their volunteer appreciation events, and she tries to attend all of them each year.o She added that Library volunteers range in age from 14-90 years, and asked if there was a recognition for years of service for volunteers.. Ms. Williams replied that each library organizes their location's volunteer appreciation events, and currently there is no system-wide process.. Ms. White suggested adding an orientation or afternoon tea in order for all volunteers to have the opportunity to meet each other.. Ms. Nordhoff asked if statistics could be provided as to how many volunteers are part{ime and full-time residents.. Ms. Williams reported that the current computer software for volunteer data has one login that is maintained by Joanne Wannemacher, the Library's head volunteer coordinator. She will look into providing statistics at the next LAB meeting.. Library Technicians at each location are responsible for maintaining a spreadsheet with their location's volunteer information and submitting it to Mrs. Wannemacher each month. She then updates the system-wide database.. Mrs. Wannemacher reviews all Library volunteer applications, vets each applicant, and places them within the Library system.. Volunteers can assist at more than one Library location.. The County requires all volunteers to be fingerprinted based on the Jessica Lunsford Act. ln the past, some longterm volunteers in the County had been grandfathered in and dld not go through the fingerprinting process. . LAB members do not have to be fingerprinted, as they do not actively work with the public.. The only exception for the fingerprinting process includes students completing projects, such as those attending FGCU. The County has a memorandum of understanding with FGCU regarding its students' community services.. Mrs. Nordhoff reported that her term as LAB board member will be expiring in December 2020. Ms. White and Mrs. Gagnon's terms will also expire at the end of the year.. The process of inducting a new advisory board member can take six weeks. The County's legal assistant reviews the applications and foMards the Library Director all eligible applications. Applications are presented to LAB members to review and vote on. The selections are then sent back to the legal assistant to create an executive summary to be presented to the Board of County Commissioners for approval. . Ms. Williams and Ms. Tibbetts will review the timeline and process and put it on the March meeting agenda. 3 28.A.3 Packet Pg. 833 Attachment: LAB Meeting Minutes (Approved) - February 19, 2020 (13636 : Library Advisory Board - September 16, 2020) Additional item not on agenda: Ricoh Company. Ms. Williams reported that delays in providing some information have been due to the Library receiving a $58K bill in August 2019 from Ricoh, the Library's contracted printer/copier vendor. The bill was for toner cartridges purchased over the last three years.. Ms. Williams explained that after receiving the invoice, Library staff conducted an inventory of its toner cartridges, which did not match the invoice.o She added that the Library's contract made with Ricoh's services in 2016 included free toner cartridges.. Ricoh scheduled their regional representative to visit all Library locations in September, however, the visits were cancelled due to Hurricane Dorian.. The representative came in November, however, the numbers he arrived at did not match the numbers on the invoice.. ln mid-December, Ms. Williams had a conference call with the Ricoh representative, his supervisor, and their head of security.o Ricoh reported that they discovered a discrepancy in the Library's account when they conducted an internal audit.. During their conversation, Ricoh accused the Library of fraudulently reselling Ricoh toner cartridges. Ms. Williams ended the conversation and informed Ricoh that she would discuss this matter with the County's Procurement Department and Attorney.. Library staff spent the last eight weeks pulling all emails pertaining to online orders with Ricoh and order confirmations that show what was ordered and any applicable costs. However, Ricoh stopped sending email confirmations for Library toner cartridge orders in May 2018. Ricoh has not yet responded as to why.. The Library did continue to receive invoices from Ricoh for service and maintenance on its copy machines.. Based on an algorithm that calculates how many cartridges should be used to meet the manufacturer's guidelines of a 5% coverage per page and the number of pages printed, Ricoh alleged that the Library overused toner.. Yesterday, the County Attorney informed Ms. Williams that based on the documentation provided by the Library, the County is not obligated to pay Ricoh's invoice.. The Library does have a contingency plan in place should Ricoh terminate the contract and remove their printers/coprers.. Ms. Williams will provide updates at the next LAB meeting. 4 DIRECTOR'S REPORTl) Staffing Update. Ms. Williams reported that the Library was approved to move the vacant Library Technician position from the Circulation in order to handle the Mail-a-Book program. . This position will also assist Technical Service and Circulation staff as needed.. The Library was able to fill the open Program Specialist position with an internal agency transfer to handle outreach programming.. lrene Johnson transferred from Veteran Services and is experienced with programming and case work.. Mrs. Johnson spent the first two weeks at Headquarters Library to get a feel for patron needs. She will be spending time at each Library location, and then will be assigned to work at some pre-identified outreaches.. South Regional Library's Youth Services Librarian will begin later next month, and the selection for their Public Services Librarian position is pending with Human Resources. 28.A.3 Packet Pg. 834 Attachment: LAB Meeting Minutes (Approved) - February 19, 2020 (13636 : Library Advisory Board - September 16, 2020) . Ms. Williams reported that one candidate was selected for three County positions. One with Headquarters Library, the other with Naples Regional Library, and the third with Parks & Recreation. Human Resources is awaiting his decision regarding which position he will accept.. Sharon Keshock will be retiring on April 10, and Kristen Sagan's last day as a job bank Library Assistant at the Golden Gate Branch Library will be March 5.. The Library has had difficulty filling the LEAP position at the Marco lsland Branch Library. Ms. Williams will look further into this and provide an update in March.. Mrs. Franck stated that she will reach out to the Friends of the Library on Marco lsland to see if they can assist in any way. 2) Capital Projects Update. Ms. Williams reported that she attends the monthly meetings with other County Departments to discuss capital projects.o Bids to resurface and repair the Estates Branch Library parking lot were due last Thursday. Once a vendor is selected, the project will go before the capital projects committee to schedule a date for work to begin. lt is estimated to start in March, and will be paid for by surtax money.o Bids for the parking lot in lmmokalee are due in March and will need to go through the same process as the Estates Branch parking lot. Ms. Williams is optimistic that work will begin before the summer.. Bids for the removal and replacement of the air handler in the parking lot at Naples Regional Library are due in March. Surtax money has been approved for this project.. The lmmokalee Branch Library is in line for having their HVAC system replaced. A project coordinator is reviewing scope options.. Final bids have been received for replacing the carpeting and tile at the East Naples Branch Library. Bids range from $55K-$65K.. The Library will need to create a budget amendment to fund the additional $25K needed for this project.. Ms. Williams is waiting for an update from the County lT department regarding fiber connections.. lmmokalee Branch Library's Hazard Mitigation Grant was denied by the state. However, the County Grants Department is requesting the State to go back to FEMA for further review.. The Florida Department of Emergency Management did not provide FEMA with detailed information pertaining to their usage of the lmmokalee Branch Library as a "command center" for Hurricane lrma.. Another option would be for the County to apply for a Community Development Block Grant for a wind retrofit to the roof and windows and installation of a generator at the lmmokalee Branch Library. 3) Census Complete Count 2020. Ms. Williams reported that the Library has been invited to participate in the Census Complete Count 2020 for Collier County.. All library locations will have the census icon available on all public computers.. After accepting the agreement page, a pop-up will appearfor patrons to either complete the census, or disregard.. Ms. Williams noted that a key code will be required to complete the census.o Collier County residents should be receiving their key code in the mail in the nelt 2-3 weeks.. The census will be in a short format with nine questions. 5 28.A.3 Packet Pg. 835 Attachment: LAB Meeting Minutes (Approved) - February 19, 2020 (13636 : Library Advisory Board - September 16, 2020) The nelt LAB meeting will be held on Wednesday, March '18, 2020 at the Headquarters Library, 2385 Orange Blossom Drive, Naples, FL 34109, (235) 252-7350. Approv Connie Bettinger, Chair Library Advisory Board o . Residents will be able to complete the census either online, by phone, or by calling the 800 number to request a printed copy.o The online census will be available for an eighlweek period beginning in March thru May/June.. Census workers will canvas neighborhoods door{o-door in areas with low responses.. Designated teams will be assigned to reach the homeless populations.o Ms. Bettinger asked if names would be required on the census for genealogy resources. Ms. Williams was unsure, but will look into more details.. Ms. Williams reported that the Library is seeking BCC approval to waive the $5 computer usage fee for non-library card holders wanting to complete the census on the Library public computers.. Ms. Williams added that in the near future the Library may seek approval to eliminate overdue fees, as many other library systems have already done so. Fees for damaged or lost materials would continue. 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 11:25 a.m. 28.A.3 Packet Pg. 836 Attachment: LAB Meeting Minutes (Approved) - February 19, 2020 (13636 : Library Advisory Board - September 16, 2020)