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LAB Minutes 09/21/2011 Naples,Florida,September 21,2011 LET IT 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: Doris J.Lewis VICE-CHAIR: Loretta Murray Carla Grieve Rochelle Lieb Fiala Hiller ✓ ABSENT: Connie Bettinger-Hennink Henning 1 f Coyle ■• ALSO PRESENT: Marilyn Matthes,Library Director Coletta 1U Judith Kraycik,Administrative Assistant Roberta Reiss,Literacy Coordinator APPROVAL OF MINUTES Mrs.Lewis asked for additions or corrections to the minutes of August 17,2011. A few minor corrections were noted. Mrs.Lieb moved to approve the minutes,seconded by Mrs.Grieve and the motion was carried unanimously that the minutes be approved as corrected. LITERACY PROGRAM REPORT Mrs.Reiss reported on the following items: • As it is September,the conversation club has resumed and there are new participants who have been referred by the Literacy Volunteers of Collier County. o Participants are made aware of the various programs offered by the library. o Many participants have been requesting information on programs they learned about at the classes. o Currently there is only one class but it is anticipated that there will again be two classes as the seasonal residents arrive. • - She is exploring the possibility of creating training for English language learners on how to use the computer to access egovernment. o It has been observed that many patrons are struggling with this on-line resource o The training would provide instruction on how to use a computer and a mouse. o Silvia Puente of the Immokalee Branch will be attending a class on egovernment to fmd out exactly what the government is requesting people do on-line. o This has become a problem at most of the branches o Other agencies have been contacted to see if any of them will be providing this service and it was learned that they will not. o There are materials available to assist in this effort. o It was asked whether funds will be needed to go forward with this project and Mrs. Reiss responded they have not yet reached that point in the project planning. o Mrs.Matthes stated that David Chalick,manager at the Golden Gate Branch,is taking a course in grant writing and is considering his focus to be egovemment services. o Mrs.Matthes also stated that the staff training work group has reconvened.The goal is Misc. Correa; to offer training to Public Services staff and possibly patrons as well. It was discussed offering something for the beginning computer user. Date: '3II3I12. Item* 2-►4► 1 Copies b: REPORT OF OFFICERS -None COMMUNICATIONS Mrs. Grieve stated that the articles she has been writing for the Naples Daily News were supposed to appear every two weeks and it appears this may not be the case. She said she will inquire to find out what the print schedule will be. UNFINISHED BUSINESS Employee of the Month—September Mrs.Lieb nominated Becky Wilder for Employee of the Month for September. Mrs. Grieve seconded the motion and all in favor. Mrs.Lieb asked how long the current form has been in use. Mrs.Matthes responded that it has been a few years. Mrs.Lieb suggested that it may be time to update the form and ask for more specific information. Library interactions with schools and students Mrs.Matthes provided the members with information taken from the Library Policies FY2011. In addition, on the back of the sheet,she included the original request from the Marco Island Academy. She pointed out that a section on the back side has been crossed out because the library will not be doing that. The front side of the sheet shows what the library will do for the Academy and any other groups or patrons wishing to use library facilities according to our policies. Mrs.Grieve stated that obtaining a SWFLN sticker provides access to more libraries. As the request from the Academy noted research topics that students would be assigned,Mrs.Matthes stated that the library does not usually purchase textbooks. Mrs.Matthes stated that the staff from the Academy was agreeable to the services that the library is willing to provide. The question was asked whether the Academy could use Rose Hall without a fee and would that be the case with any school. Mrs.Matthes stated that the library policies state that we do not charge other government entities and Rose Hall is set up that those non-profit organizations that benefit Marco Island may use the facility free of charge. NEW BUSINESS Upgrade to library automation system-Sierra • Mrs.Matthes stated this is an upgrade to our system at a greatly reduced price. • It requires that it be paid in advance which is a problem as the normal procedure for payment requires that the item or service be delivered prior to payment. • The purchasing department is assisting with the terms of this purchase in order to save considerable money in the future.Possibly as much at$100,000. • The item will need to be approved by the Board of County Commissioners which should be on the agenda for October 11. 2 • It was asked whether the upgrade was hardware or software. Mrs.Matthes stated it is primarily software with the possible addition of a few servers. Circulation policy changes Mrs.Matthes stated that during this time of the year,thoughts turn to planning for the future and examining our current policies to see if there is anything that needs to be updated or changed. Some of the considerations are based on complaints and comments received on our website. At this point, she is just asking the members to give some thought to possible changes. Currently when a library card expires,we ask that the patron come to the library to renew the card. However,this policy has caused some problems for seasonal residents because after the card expires they cannot use our on-line capabilities. Currently this has been handled on a case by case basis. In some cases,a new card is mailed to the resident at their Naples address which in turn gets forwarded to their northern address. There is a$1 charge for this service. Another way it is being handled is to extend the expiration date on the card to a date when the resident will be back in Naples and then can come into the library to renew. Mrs.Matthes asked the members if these practices seem reasonable or should we require less personal contact to renew a card? A member asked the reason we require personal contact. Mrs.Matthes stated it is to verify that the information in our system is still current. Mrs.Matthes asked if we should implement some type of on-line renewal process. The question was asked whether some type of notification could be sent to patrons letting them know their card is about to expire. Mrs.Matthes stated that currently that is not possible. Our current system has many options that can be selected but that is not one of them. It may be at some point in the future,but right now it is not available. This would be a software change for the company. Currently a great deal of work would be required by staff to notify patrons of the upcoming expiration of their card. The Board members agreed that the way this is currently being handled should continue. Another issue is renewal timeframes. Currently DVD's are only allowed to be checked out for one week and there are no renewals allowed. Some of our staff has suggested that renewal policies should be the same for all materials. The reason that renewals are not allowed for DVD's is to keep them moving faster. In addition,newer DVD's cannot be reserved. This is done because we have fewer copies and if we allow patrons to reserve a new DVD,the list would be very long and the patron would not get the DVD for a very long time. However,if we allowed patrons to reserve newer DVD's,at least they would know that they would eventually get the DVD. The members agreed that all DVD's could be reserved but none could be renewed. Marilyn also brought up the fact that materials that are allowed to be renewed can only be renewed twice. She asked the members if they thought that was adequate. They agreed that it is. Mrs.Matthes stated that if any of the board members receive comments or complaints,they should pass them along to her and she will address them. GENERAL CONSIDERATIONS -None DIRECTOR'S REPORT • Mrs.Matthes handed out information regarding a Florida Sunshine Law and Ethics workshop to be held on October 3and they are invited to participate if they wish. • Also provided was information regarding the Collier Senior Resource Center website which has now gone live. • Mrs.Matthes stated that the Public Services Training program and website is almost finished and will be announced to all Public Services employees probably this week. • Next year is the tenth anniversary of the Headquarters building. 3 • Year 2013 is the 500th anniversary of the State of Florida. The State Library is the lead agency for the state in planning celebrations. • The Library card sign up month generated a number of comments. Habitat for Humanity Thrift Shop wishes to be listed next year as giving a discount to library card holders. • Additional shelving is being purchased for the headquarters building which should be arriving shortly. This is being done because frequently there are carts of books that cannot be shelved due to lack of space. Originally this building was intended to have more shelving than we actually have. • The purchasing process has begun to build covered walkways at South Regional. That should happen by January. • At the September 27 meeting of the Board of County Commissioners,the State Aid to Libraries application and the long range plan will be presented. It is being submitted under the consent agenda. • The courtyard landscaping has been completed. Changes to the fountain area will be addressed next. REPORT OF THE FRIENDS • Mrs. Grieve reported on the following items: o All of the authors have been selected for the lecture series to be held at the Naples Grande. o A Friends appreciation night is being planned for January 13 with a local author. o On September 30 and on October 29,Books-A-Million is having a book fair and the Friends will have a table. o Friends have a new receptionist at their office. o There will be a Friends Board meeting in October. o She intends to suggest to the Board that it should be active all year round and not just during season. ADJOURNMENT There being no further business to come before the Library Advisory Board,Mrs.Grieve moved to adjourn,seconded by Mrs.Lieb and carried unanimously the meeting was adjourned at 11:08 a.m. Approved 0-41A.0 Doris J.Lewis Chair,Library Advisory B rd 4