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LAB Minutes 09/15/2021Naples, Florida, September 15, 2021 LET lT BE KNOWN that the LIBRARY ADVISORY BOARD met on this date 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 (absent) Joy White - District 4 Marjorie H. Gagnon - District 5 (absent) Carla Grieve - District 2 ALSO PRESENT:Tanya Williams, Library Director Karen Tibbetts, Library Administrative Assistant Chloe Snider, Senior Librarian Connie Kindsvater, President, Friends of the Library Louise Franck, Secretary, Friends of the Library CALL TO ORDER Ms. Williams welcomed everyone to the meeting, and read the Library Advisory Board welcome message, which informs those in attendance of the emergency exits, restrooms, and procedures for speaking at the LAB meeting. No members of the public were present. PLEDGE OF ALLEGIANCE APPROVAL OF MINUTES Ms. Bettinger asked for approval of the meeting minutes of August 19, 2021 . Ms. White moved to approve the minutes as written. Mrs. Grieve seconded and the motion was carried unanimously. Ms. Williams handed out packets of information that will be discussed at today's meeting to the members of the Library Advisory Board. AWARDS & RECOGNITION 'l ) Library Division Cheers for Peers Recipients for Augusto Ms. Williams stated that "Cheers for Peers" is the Library's monthly "onthe-spot" recognition program. All Library staff, except the Director, are eligible to be recognized.. Staff can recognize each other for doing something exceptional or extraordinary, above and beyond their normal duties. The recognized employee will receive a Kudos note from the person who recognized them and a button to affix to their lanyard.o A Kudos Wall is shared with all staff and is to be posted at each Library location.. Ms. Williams noted that several staff were recognized multiple times.. Ms. Bettinger appreciates that the Library implemented a recognition program for staff since the previous employee of the month program ended.o Ms. Williams added that the County is interested in the Library's "Cheers for Peers" recognition program. 1 28.A.3 Packet Pg. 510 Attachment: LAB Meeting Minutes (signed) - September 15, 2021 (20440 : Library Advisory Board - October 20, 2021) BOARD REPORTS - None I ) Report of Officers - None 2) Report of Committees - None PRESENTATIONS I ) Report of the Friends of the Libraryo Mrs. Franck stated that FOL staff are looking forward to getting back into the office.o The FOL has started a new fundraiser series, "Beach Reads", with its first event scheduled for October 21 and another event scheduled for April 1.o Mrs. Kindsvater shared an article published in the September 12,2021, Fort Myers News Press written by Vicky Bowles entitled "Best-selling authors booked for new Beach Series".o Each library location will also receive posters and handouts to promote this series.. Mrs. Franck stated that she has a checkforthe Library in support ofthe Summer Reading Program, Mail-a-Book postage and Library Branch Enhancements.o Mrs. Kindsvater stated that the FOL annual meeting will be held in October, and Kenneth Assal will become the next FOL President for a two-year term.o The FOL hopes to continue to give the Collier County Public Library $100,000 each year, however, they need to create more fundraisers to sustain this initiative.o Mrs. Franck mentioned an interesting article about "Libby" and e-Books in The New Yorker Magazine. Ms. Williams will fonrvard it to everyone.. Ms. Bettinger stated that once the Golden Gate Civic Association resumes in- person monthly meetings, she will bring any FOL and Library materials to share with those in attendance.o Mrs. Franck stated that the FOL will reach out to former members to encourage them to rejoin to help support the Library.o Mrs. Kindsvater added that the FOL's Promotions Committee has been researching ways to increase their social media presence. 2) Report of the Library Director a. Capital Projects Update 1. Naples Regional Library HVACi. Ms. Williams shared a presentation on the screen, which was also included in the packet of information she handed out.ii. NR's refurbishment project includes replacing the HVAC system and installing LED lighting, and is paid for with surtax dollars.iii. Phase 1, which closed the Library to the public for six weeks, has been completed.iv. Phase 2 has also been completed with the exception of a few light bulbs.v. The contractor will begin Phase 3, and Ms. Williams stated that it is the contractor's responsibility to ensure dust, humidity, etc. are controlled.vi. Ms. Williams stated that it will be necessary to remove the inlaid ceiling tiles in order to access and replace the duct work.vii. Phase 3 will include the FOL office and genealogy room. Some shelving units will need to be removed in order to accommodate the new air handler to be installed. 2 28.A.3 Packet Pg. 511 Attachment: LAB Meeting Minutes (signed) - September 15, 2021 (20440 : Library Advisory Board - October 20, 2021) viii- LIs. Williams reported that the contractor has experienced supply chain issues, and have three large storage containers on the site to store supplies as they are received. ix. Patrons cannot request materials from some areas of the Naples Regional Library.x. This project should be completed by April, and possibly sooner. xi. Ms. Williams will be doing a walk-thru of the building with Dan Rodriguez and Ed Finn on Monday morning. xii. She will ask about the painting and flooring of the FOL office. 2. lmmokalee Library Parking Loti. Ms. Williams reported that the bidding processes for this project has been comPleted.ii. The same contractor that originally bid for the project was again selected.iii. The BCC will review the project information to determine a timeline and funding. 3. East Naples Fiberi. Ms. Williams reported that she is awaiting bid proposals for this project. 4. East Naples Securityi. Ms. Williams reported that the draft scope of this project has been reviewed and returned to Facilities in order to go out for bid. b. Staffing Update. Ms. Williams reported that Kenneth Hardcastle, Public Services Librarian at Naples Regional Library, will be resigning effective Sept. 24. He and his wife will be moving to Kansas City.. Ms. Williams reported that his position and anothervacant NR Librarian position wall be posted beginning this Friday.. l\rrs. Grieve asked about Library volunteers. Ms. Williams replied that volunteer opportunities were limited at the beginning of the school year to students needing community service hours.. The Library will be looking at which locations have the greatest need for technology assistance in order to bring LEAP students back.. Ms. Williams reported that the Library lost a Library Assistant to Lee County due to differences in salary. However, this staff member was selected for the Library Technician position at the Estates Branch Library and will begin later this month.. Several other Library Assistant positions have been filled since the last LAB meeting.. A promotion is currently being processed by HR for the Naples Regional Administrative Supervisor position.. Ms. Bettinger asked if the Library has been able to resolve the revolving door of staffing. [rs. Williams replied that the Centralized Hiring Team, which was implemented three months ago, has retained all the employees that they processed.. An updated Library staff list will be provided to LAB members and the FOL.c. General Operations Update 1 . Florida Sunshine Law (FL Statute Chapter 286) 3 28.A.3 Packet Pg. 512 Attachment: LAB Meeting Minutes (signed) - September 15, 2021 (20440 : Library Advisory Board - October 20, 2021) i. Ivls. Williams stated that she included a shortened version of the Florida Sunshine Law in her packet. She also has the entire 356-page manual, if anyone would like to review it. ii. Advisory Boards must operate in the sunshine per Florida Statues, Chapter 286. iii. Any gathering of two or more members of the same governing body must be open to the public. iv. Private discussions, emails, telephone calls, texting, Facebook, or any other form of communication between board members is prohibited. v. Library Administration ensures that Library Advisory Board meeting schedules and announcements, along with agendas, minutes, and public records are processed in a timely manner and accessible to the public. 2. BCC Meeting of 09.14.2021i. The Board of County Commissioners (BCC) met on September'14, their first session after summer recess. ii. The BCC announced that Advisory Board meetings can maintain hybrid formats, and based on extenuating circumstances can motion in another board member to attend remotely. iii. The BCC will re-evaluate meeting formats in November. 3. Contacts Listi. lvls. Williams added that a contact list of LAB members and Library staff was included an their packets, and will also available to the public by the sign-in sheet.ii. [,ils. Bettinger was pleased to see the pictures of LAB members at the August meeting on the Library's social media sites. 4. FOL Branch Enhancements 202'1i. Ms. Williams shared a PowerPoint presentation showing images ofthe Library's Branch Enhancements that were funded by the FOL.ii. Enhancements included items for public use, such as children's and young adult furniture, iPad stations, lampshades, mobile displays and shelving.iii. Other enhancements benefit staff with kitchen items and accessories. 5. Currently closing out FY 2021i. lrs. Williams reported that Fiscal Year 2021 ends on September 30, and the Library is preparing for the new fiscal year beginning October L d. Grants Update 'l . American Recovery Plan Act Grant Awardsi. Ms. Williams reported that the Library has been awarded approximately $7 million to be used for three qualifying projects. a. $2.9 million will be used for the Collection Enhancement Grant 1) Ms. Williams stated that this money will fund database and e- Book purchases. The caveat is that this money must be earmarked for qualified census track areas. 2) This grantwill span a 4-year period and will help purchase printed materials for lmmokalee and Golden Gate communities. 3) The Librarywill continue to float its materials; however, the items must originate at these locations. 4) Funds are allocated to cover the annual expense of a 5% replacement of aged/poor condition materials and a 2olo grolvth of the collection. 4 28.A.3 Packet Pg. 513 Attachment: LAB Meeting Minutes (signed) - September 15, 2021 (20440 : Library Advisory Board - October 20, 2021) 5) Materials borrowed can be traced to either the zip code or lP address used to determine if requests were generated within the Qualified Census Track (QCT) areas. 6) Ms. Williams added that the Library's vendors have geared up to help with back-end technology to meet federal guidelines. b. $1.4 million will support the Tech-to-Go Grant'l) The Library will subscribe to service for 200 Hotspots. The devices will be provided at no charge to the Library through Verizon. 100 will be available at both the lmmokalee and Golden Gate Branch Libraries. 2) Check out will be in 12-week increments, which can be renewed perpetually. 3) ln addition, the Library will purchase 100 laptops and acquire an additional 100 Hotspots, which will be checked out as "kits" 4) These projects will be under different project funds, and normal circulation policies will be waived in order for the public to provide services to patrons in need- 5) Ms. Williams added that these devices will be available to adults and children not enrolled in public schools or being homeschooled. 6) She added that Collier County Public Schools provides laptops and Hotspots to students in neeo. 7) The Library will look into future funding to sustain this project. c. $2.6 million for Community Outreach Literacy Education (COLE) 1) This afterschool learning initiatave willsupporl part{ime community leaders to help teach parents and children life skills, such as home economics, mechanics, etc. on evenings and weekends. 2) The programs will be reviewed to ensure that services based on needs are provided. PUBLIC PETITIONS TO THE BOARD FOR FUTURE CONSIDERATION - None PUBLIC COMMENTS ON GENERAL TOPICS RELATED TO THE LIBRARY DIVISION - None UNFINISHED BUSINESS. FY 2022 Annual Plan of Service (Motion & Approval). The FY2022 Annual Plan of Service was provided at last month's meeting for LAB members to review.. Ms Wil,jams reminded everyone that this will be the last of the s-year plan, and a new strategic plan will need to be created for the next five years.. Ms. Bettinger was pleased to see the partnership with the Friends of the Library and the Senior Resource Center listed.. Ms. White moved to approve the Library's FY2022 Annual Plan of Service as written. Mrs- Grieve seconded, and the motion carried unanimously.. This information will be presented to the BCC for review and approval. NEW BUSINESSl) 2021 Annual Update & lnventory Report (AUIR) 5 28.A.3 Packet Pg. 514 Attachment: LAB Meeting Minutes (signed) - September 15, 2021 (20440 : Library Advisory Board - October 20, 2021) . Ms. Williams shared the AUIR on the screen and explained that the Library is graded/rated on two level of service standards for the total square footage of all Library locations and the number of materials in its collection over the last s-year period.. The per capita number is based on the annual peak season population in Coltier County.. Currently, the Library has adequate square footage projected through FY 2028.. The Library lost 7,000 square feet when the old colden Gate Library buitding was repurposed for use by Collier Senior Resources.. The Library also has property in the Fiddler's Creek Development that is restricted for Library use.. Iils. Williams stated that the debt for the Headquarters Library will be paid-off by the end ol FY 2022. South Regional and Golden cate Library debts will be paid-off by the end of FY 2036.. Once the debt has been paid, the Library would be eligible to receive revenue from lmpact Fees.. The BCC will be reviewing data to determine if any changes to the flow of servrce standards are needed.. Ms. Williams added that recommendations may be presented to the BCC based on the Library's materaals collection. As more materials are provided in electronic format, additional square footage may not be needed.. The Library could also look into utilizing storefronts, such as the Everglades City Branch Library, which is situated within City Hall.. The current level of service standard for library materials is 1.87 items/capita, which includes books in print and electronic formats.. The Library is currently operating at '1.43 items/capita and making ground due to e- Book purchases.. All lmpact Fee Revenue is used to pay down Library Debt Service on the construction of HQ, SR and GG libraries.. The Library will be supplementing General Fund and State Aid Fund dollars with funds from the Shreve donation to assist in the purchase of new materials.. The AUIR also contains historical data on how libraries are used, such as foot traffic, technology usage, in-person program attendance, meeting/study room usage and meeting room use revenue.. Electronic materials circulation statistics are separated and the totals show 25olo of 2020 s 1.6 million items are e-Books.. The last sheet of the report shows that the Library's impact fees related to debt seNices reflects the amount in 2023 when the construction debt for Headquarters Library is paid off.. l\,Is. Williams will be speaking with the County's Budget Office to see if the Library could make double payments to pay offthe original $12 million borrowed. l\,ils. Williams reminded everyone to "save the date" for the Bridgerton Afternoon Tea to be held at Headquarters Library on November 16 at 2 p.m. l\,Irs. Kindsvater added that the FOL sponsored Local Author Book Fair will be held on November 13 at South Regional Ltbrary. l\rs. Snider stated that the Library may possibly have a book sale in JanuarylFebruary 2022, depending on the status of the pandemic. This event draws large crowds of people into a small space. 6 28.A.3 Packet Pg. 515 Attachment: LAB Meeting Minutes (signed) - September 15, 2021 (20440 : Library Advisory Board - October 20, 2021) PUBLIC COMi'IENTS ON GENERAL TOPICS RELATED TO THE LIBRARY DIVISION - None ADJOURNMENT There being no further business to come before the Library Advisory Board, the meeting was adjourned at 1 1:45 a.m. Ms. Williams will update LAB members as to the format of the Library Advisory Board meeting scheduled to be held on Wednesday, Octobet 20,2021 at the Headquarters Library, 2385 Orange Blossom Drive, Naples, FL 34109, (239)252-7350. Approved by: Connie er,ir Library Advisory Board 7 28.A.3 Packet Pg. 516 Attachment: LAB Meeting Minutes (signed) - September 15, 2021 (20440 : Library Advisory Board - October 20, 2021)