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NASHVILLE PUBLIC LIBRARY Board of Trustees Meeting April 16, 2013


Nashville Public Library Board of Trustees Agenda April 16, 2013 Madison Branch Library – Meeting Room 610 Gallatin Pike South Madison TN 37115 Meeting Room - 12:00 Noon

I.

Call to order / Roll Call

II.

Metro Ordinance Required to be announced at all Board Meetings – Board Chair, Keith Simmons a. “Pursuant to the provisions of § 2.68.030 of the Metropolitan Code of Laws, please take notice that decisions of the Nashville Public Library Board may be appealed to the Chancery Court of Davidson County for review under a common law writ of certiorari. Any appeal must be filed within sixty days after entry of a final decision by the Board. Any person or other entity considering an appeal should consult with an attorney to ensure that time and procedural requirements are met.”

III.

Introduce Visitors

IV.

Public Comment

V.

Board Chair Comments – Keith Simmons

VI.

Approval of Minutes: February 19, 2013 ………………………………………………………………………….pg. 1 –5

VII.

Library Director Report

VIII.

Staff Reports a. Madison Branch Update – DeAnza Williams, Branch Manager b. Budget Update – Kent Oliver c. Audit – Chase Adams d. Branch Reorganization – Larry Price

IX.

New Business a. Limitless Libraries Resolution ……………………………………………………………………………pg. 18-23

X.

Adjournment Next Board of Trustees Meeting 12:00 Noon – May 21st Main Library – Board Room 615 Church Street Nashville TN 37219


NASHVILLE PUBLIC LIBRARY A City with a Great Library is a Great City ® LIBRARY BOARD MINUTES February 19, 2013 12:00 Noon Meeting Room, Edmondson Pike Library, 5501 Edmondson Pike, Nashville, TN 37211 Members Present:

Keith Simmons, Margaret Ann Robinson, Robert Oermann, Joyce Searcy and Lucy Haynes

Members Absent:

Jessie Van De Griek and Francie Hunt

Library Staff:

Kent Oliver, Tricia Bengel, Elyse Adler, Chase Adams, Jena Schmid, Emily Dye, Susan Drye, Jennifer Tullos and Beth Deeb

Also Present:

Corey Harkey, Metro Department of Law Attorney

Visitors:

Gloria Coleman, former Hermitage Branch Manager Mark Naccarato, SEIU Representative

I.

Call to Order / Roll Call Mr. Simmons called the meeting to order at 12:07 p.m.

II.

Metro Ordinance required to be announced at all Board Meetings – Board Chair, Keith Simmons “Pursuant to the provisions of § 2.68.030 of the Metropolitan Code of Laws, please take notice that decisions of the Nashville Public Library Board may be appealed to the Chancery Court of Davidson County for review under a common law writ of certiorari. Any appeal must be filed within sixty days after entry of a final decision by the Board. Any person or other entity considering an appeal should consult with an attorney to ensure that time and procedural requirements are met.”

III. Introduce Visitors Mr. Oliver introduced special guest Gloria Coleman. IV. Public Comment There was no public comment this month. V.

Board Chair Comments—Keith Simmons, Board Chair Mr. Simmons thanked the Director for the informative report he sends out in advance of each meeting. He also talked about the recent Urban Libraries Council Executive Board Meeting he attended in Tucson, Arizona, hosted by the Pima County Library. He noted two main points of emphasis: library partnerships with other agencies (such as a program where nurses from the Health Department provide services at library branches), and programming for the immigrant community, which is a tremendous need throughout the entire country. He 1|Page


also noted that in his work with ULC, he has seen the professional library community adapting to changes in the world and transforming itself in a positive way. VI. Approval of Minutes: January 15, 2013 Robert Oermann moved for approval of the minutes from last month’s meeting; the motion was seconded by Margaret Ann Robinson and passed unanimously. VII. Library Director Report—Kent Oliver, Library Director a. Mr. Oliver asked that everyone be sure to read the Learning Labs progress information provided by Ms. Bengel (p. 16). b. He mentioned today’s Tennessean article about the proposed Green Hills Archives move, which would release the property back to the owners. This transfer of property will be discussed at tonight’s Council meeting, and Mr. Oliver noted that the overall coverage of the move has been positive. c. The Southeast Building project is moving forward, with the first design meeting scheduled for March 5. d. Staff Day is Monday, March 25 at the Martin Professional Development Center and Mr. Oliver invited Board members to join staff for lunch that day. e. Sometime in the next few months, a plan to reorganize the branch clusters will be presented to the Board. f. An eBook demonstration will also be planned for the Board. Several members expressed interest in learning more about the issues that publishers face providing digital content to libraries. VIII. Staff Reports a. Nashville Reads—Elyse Adler Ms. Adler reported on the next Nashville Reads title: Life of Pi by Yann Martel. Houghton Mifflin donated 1,000 copies of the book and is sponsoring the author visit for this citywide read program. The author kickoff event is Saturday, March 2, and will be followed by six weeks of related activities (March 2-April 13). All activities will be listed on the Nashville Reads website: www.library.nashville.org/nashvillereads. The finale will be a free after-hours event at the Zoo on April 13, with the Mayor, animal trainers, and a showing of the movie on an outdoor screen. The planning of Nashville Reads has been a collaboration between all partners: the library, Nashville Public Library Foundation, Humanities Tennessee, Parnassus Books, the Mayor’s Office, Houghton Mifflin, and Friends of the Library. b. Edmondson Pike Branch Update—Emily Dye Ms. Dye reported that Edmondson Pike is one of the five area libraries that opened in 2000, and she has been the Area Manager since the fall of 2009. They average 700900 visitors per day (over 1,000 per day during the summer), and have circulation that rivals Green Hills’. They have eleven FTE and four part-time staff (one key position, the circulation supervisor, is vacant due to the early retirement incentive). Edmondson Pike serves a diverse community, including many Spanish speakers and a large Kurdish population. They offer a large amount of children’s programming, and partner with the Princeton Review to offer ACT and SAT practice tests for their teens. They have two innovative new programs: a partnership with Elmcroft Senior Living Community and Southern Hills Medical Center (where a physician comes once a month to speak to seniors), and the Reading Paws program, where reluctant readers read to dogs to improve their literacy skills. Current projects include adding color and visual appeal to the Children’s area. 2|Page


IX. Committee Reports a. Board Art Committee Discussion Mr. Oermann reported on upcoming exhibits that the committee has been working on with the help of Liz Coleman. The first is a puppet exhibition in the Courtyard Gallery, which will be accompanied by an article about the Puppet Festival in Nashville Arts Magazine. This fall, the library will be partnering with Arts in the Airport to display works from their huge collection of art by local artists. Early next year, we will be working with artist Britt Stadig on a book art exhibit, in which twenty artists have been commissioned to participate. X.

New Business Mr. Oliver explained that staff has been working the past few months to prepare both the required 2% budget reduction recommendation as well as a reasonable budget enhancement request. He presented an extended PowerPoint summary of the library’s recent budget history. Among various trends it indicated that since 2000, circulation and visit figures have dramatically increased and we have almost tripled our square footage (because of the new Main Library and the five Area Branches), but our current staff levels are close to pre-expansion levels. In addition, NPL is open fewer service hours system wide than prior to the expansion. a. 2013/2014 Budget Reduction Resolution—Kent Oliver & Chase Adams Library Administration is recommending two cuts in service to meet the $404,800 reduction: the closing of one community branch (to be determined) and the elimination of the Talking Library. Ms. Schmid explained that the Talking Library has not kept up with technological advances (the service is still a radio broadcast), and that therefore there are better state- and federally-funded services available. She also reviewed a recent survey of users that indicated marginal usage of the service. Joyce Searcy moved for approval of this resolution, Robert Oermann seconded the motion, and it passed unanimously. RESOLUTION 2013-02.01 2013/14 Budget Reduction Recommendation

WHEREAS, the Metropolitan Government of Nashville & Davidson County has requested that the library submit a 2% budget reduction scenario for the current budget process, and WHEREAS, reductions in the library’s operating budgets over previous years do not allow for budget reductions without service elimination and reduction; NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board that the Board concurs with the staff recommendation to eliminate a community branch library and the Talking Library service should a budget reduction occur in the 2013/14 Metro budget adoption process. b. 2013/2014 Budget Enhancement Resolution—Kent Oliver & Chase Adams The library has lost approximately 68 full time equivalent staff over the last ten years. The budget enhancement request includes additional staff to open all branches on Fridays, to open the Main Library on Mondays, to adequately staff the new Southeast facility, and to meet the needs of the expanding Limitless Libraries program. It also includes 4% funding of the materials budget (which includes e-content), Emerging Technologies enhancements (such as databases, software, and online periodicals), grounds maintenance, and capital improvements (including new carpet, furniture, and 3|Page


HVAC systems). Mr. Simmons noted that the Board may want to be involved in advocating for these budget enhancements. The board enthusiastically voiced their support of these requests. Robert Oermann moved for approval of this resolution, Joyce Searcy seconded the motion, and it passed unanimously. RESOLUTION 2013-02.02 2013/14 Budget Enhancement Resolution WHEREAS, the Nashville Public Library has experienced significant staffing and service reductions in recent years, and WHEREAS, the public library is valued as an educational, informational, technological and community building resource, and WHEREAS, the growth and quality of basic services is threatened at the current operating budget levels; NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees that the Board endorses the proposed budget enhancement packages set forth by the library’s staff and encourages their adoption as part of the Metropolitan Government’s 2013/14 budget. c. Resolution Recognizing Gloria Coleman RESOLUTION 2013.02.03 A RESOLUTION COMMENDING THE DEDICATED SERVICE OF MRS. GLORIA L. COLEMAN AND CONGRATULATING HER UPON HER RETIREMENT FROM THE NASHVILLE PUBLIC LIBRARY WHEREAS, Gloria L. Coleman, MLS, Library Manager III, Hermitage Area Library, retired on December 31, 2012, after completing forty years of outstanding service to Nashville Public Library, and WHEREAS, Mrs. Coleman began her career with Nashville Public Library as a Library Assistant in 1972 and that same year was promoted to Senior Library Assistant at the Green Hills Branch, also serving the Thompson Lane Branch and the Read & Rap Program, and WHEREAS, Mrs. Coleman began attending Vanderbilt University in 1974, graduating with her Master’s Degree in Library Science, and was promoted to Librarian in 1975 at the Edgehill Branch, and served in increasingly responsible positions as Senior Librarian at the Looby Branch from 1976-1979, as Librarian II at the Looby Branch from 1980-1983 and the Thompson Lane Branch from 1983-1987, and as Librarian III at the Donelson Branch from 1987-1996, and as Library Manager II at the Donelson Branch from 1996-2000, and WHEREAS, Mrs. Coleman became the Library Manager III for the Hermitage Area Libraries, serving the Donelson, East, and Hermitage Branches in 2000, where she remained until her retirement in 2012, and WHEREAS, during her tenure with Nashville Public Library her major accomplishments included serving as the library system’s literacy coordinator and longstanding Nashville Adult Literacy Council Board Member, committedly representing Nashville Public Library’s interests with the Tennessee Library Association while most notably organizing the library’s annual participation in 4|Page


Legislative Day, and becoming an active member of and promoting the library with local community organizations; NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board that we hereby commend the meritorious and dedicated service of Mrs. Gloria L. Coleman, congratulate her upon the occasion of her retirement from the Nashville Public Library, and extend our warmest wishes for her enjoyment and continued prosperity in the years that lie ahead. BE IT FURTHER RESOLVED that this resolution be spread through the official publications of the Nashville Public Library and maintained in the official records of the Nashville Public Library Board. The Board stated their thanks for forty years of service. Ms. Coleman said that it was a pleasure to serve the Nashville community and she hopes to continue to do so as a volunteer. XI. Adjournment The meeting adjourned at 1:25 p.m. Next Board Meeting窶年oon, March 19th Main Library Board Room 615 Church Street, Nashville TN 37219 Respectfully submitted by Beth Deeb

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Statistical Summary – April 16, 2013 Nashville Public Library

Circulation Bellevue Bordeaux Donelson East Edgehill Edmondson Pike Goodlettsville Green Hills Hadley Park Hearing Impaired Hermitage Inglewood Looby Madison Main North Old Hickory Pruitt Richland Park Southeast Thompson Lane Watkins Park Downloadable Talking Library NPL Total

Mar-13 Circulation 22,370 6,121 10,263 5,862 2,773 38,327 15,456 47,795 1,806 740 28,694 7,692 3,295 15,136 60,312 2,273 3,276 734 9,869 17,380 9,061 516 57,503 2 367,256

Downloadable Materials eBooks Audio Books Video Music Magazines Total

Cardholders New Registrations

Month Mar-13 Mar-12 % of Total Circulation 6.09% 23,568 1.67% 9,059 2.79% 11,947 1.60% 3,864 0.76% 3,689 10.44% 36,216 4.21% 16,913 13.01% 46,703 0.49% 3,260 0.20% 613 7.81% 30,707 2.09% 9,727 0.90% 4,179 0.20% 17,401 16.42% 63,349 0.62% 2,566 0.89% 4,669 0.20% 947 2.69% 10,952 4.73% 18,343 2.47% 9,585 0.14% 574 15.66% 34,803 0.0005% 4 363,638

Mar-13 Circulation 25,750 8,444 126 14,929 8,254 49,249

Mar-13 2,178

% Change 2013-2012 -5.08% -32.43% -14.10% 51.71% -24.83% 5.83% -8.61% 2.34% -44.60% 20.72% -6.56% -20.92% -21.15% -13.02% -4.79% -11.42% -29.84% -22.49% -9.89% -5.25% -5.47% -10.10% 65.22% -50.00% 0.99%

Mar-13 Year-to-Date 203,702 69,282 100,572 44,406 34,300 336,139 143,488 418,639 21,772 5,990 272,348 73,236 35,198 155,626 532,857 23,909 36,063 8,323 92,128 163,333 75,621 4,310 408,986 54 3,260,282

Fiscal Year-to-Date Mar-12 Year-to-Date 200,735 82,213 100,439 41,151 32,635 343,228 154,060 438,923 43,675 6,830 282,303 84,734 36,190 157,257 562,114 20,994 44,095 9,239 89,424 178,899 83,324 5,187 253,447 51 3,251,147

Mar-12 Circulation 16,466 5,132 65 13,140 n/a 34,803

% Change 2013-2012 56.38% 64.54% 93.85% 13.61% n/a 41.51%

Mar-13 Year-to-Date 39,278

Active Patron Cards 295,730

% Change 2013-2012 1.48% -15.73% 0.13% 7.91% 5.10% -2.07% -6.86% -4.62% -50.15% -12.30% -3.53% -13.57% -2.74% -1.04% -5.20% 13.88% -18.22% -9.91% 3.02% -8.70% -9.24% -16.91% 61.37% 5.88% 0.28%

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Statistical Summary – April 16, 2013 Nashville Public Library Visits Archives Bellevue Bordeaux Donelson East Edgehill Edmondson Pike Goodlettsville Green Hills Hadley Park Hermitage Inglewood Looby Madison Main North Old Hickory Pruitt Richland Park Southeast Thompson Lane Watkins Park NPL Total

Self-Check Activity Bellevue Bordeaux Donelson East Edgehill Edmondson Pike Goodlettsville Green Hills Hadley Park Hermitage Inglewood Looby Madison Main North Old Hickory Pruitt Richland Park Southeast Thompson Lane Watkins Park

Mar-13 Visits 1,650 14,664 7,209 12,636 6,933 2,928 17,515 21,086 19,196 4,554 15,255 11,177 11,792 25,175 53,888 8,361 5,839 5,598 11,346 13,091 8,629 4,828 283,350

Mar-12 Visits 2,220 16,047 7,138 13,016 8,759 5,802 21,589 22,350 38,826 3,814 17,106 11,703 8,086 23,565 58,662 7,668 5,048 8,056 11,535 11,544 9,638 3,930 316,102

% Change 2013-2012 -25.68% -8.62% 0.99% -2.92% -20.85% -49.53% -18.87% -5.66% -50.56% 19.40% -10.82% -4.49% 45.83% 6.83% -8.14% 9.04% 15.67% -30.51% -1.64% 13.40% -10.47% 22.85% -10.36%

Mar-13 Assisted Mar-13 Self-Check Circulation Circulation 6,146 12,251 1,543 3,119 1,969 6,058 1,738 2,970 520 1,721 9,413 21,045 4,465 7,664 7,154 30,529 647 676 3,771 19,144 1,817 4,985 605 1,815 4,990 7,456 7,192 17,055 257 1,115 1,279 1,475 321 199 886 7,334 4,068 10,008 2,465 5,162 288 121

Mar-12 Circ / Visit n/a 1.53 0.85 0.81 0.85 0.95 2.19 0.73 2.49 0.40 1.88 0.69 0.28 0.60 1.13 0.27 0.56 0.13 0.87 1.33 1.05 0.11 1.09

Mar-12 Circ / Visit n/a 1.47 1.27 0.92 0.44 0.64 1.68 0.76 1.20 0.85 1.80 0.83 0.52 0.74 1.09 0.33 0.92 0.12 0.95 1.59 0.99 0.15 1.04

% Change 2013-2012 n/a 3.87% -33.10% -11.51% 91.66% 48.95% 30.44% -3.14% 106.99% -53.60% 4.78% -17.20% -45.93% -18.58% 3.91% -18.76% -39.34% 11.54% -8.39% -16.45% 5.59% -26.82% 5.09%

% Self-Check 66.59% 66.90% 75.47% 63.08% 76.80% 69.10% 63.19% 81.02% 51.10% 83.54% 73.29% 75.00% 59.91% 70.34% 81.27% 53.56% 38.27% 89.22% 71.10% 67.68% 29.58%

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Statistical Summary – April 16, 2013 Nashville Public Library Hours Open Archives Bellevue Bordeaux Donelson East Edgehill Edmondson Pike Goodlettsville Green Hills Hadley Park Hermitage Inglewood Looby Madison Main North Old Hickory Pruitt Richland Park Southeast Thompson Lane Watkins Park NPL Total

Programming Adult Programs Teen Programs Children's Programs Total Programs Adult Attendance Teen Attendance Children's Attendance Total Attendance

Public Computer Use Total On SiteComputer Use Total Wireless Use

Website Visits Webserver

Mar-13 Hours Open 160 160 197 160 160 160 197 160 197 160 197 160 160 197 205 160 160 160 160 197 160 120 3,747

Mar-12 Hours Open 166 168 207 168 168 168 207 168 207 168 207 168 168 207 212 168 168 168 168 207 168 128 3,932

Mar-13 Circ / Hour n/a 139.81 31.07 64.14 36.64 17.33 194.55 96.60 242.61 11.29 145.65 48.08 20.59 76.83 297.81 14.21 20.48 4.59 61.68 88.22 56.63 4.30 102.39

Mar-12 Circ / Hour n/a 140.29 43.76 71.11 23.00 21.96 174.96 100.67 225.62 19.40 148.34 57.90 24.88 84.06 301.71 15.27 27.79 5.64 65.19 88.61 57.05 4.48 96.56

95 139 409 643

87 129 353 569

% Change 2013-2012 9.20% 7.75% 15.86% 13.01%

2,132 2,293 21,539 25,964

2,778 2,175 16,888 21,841

-23.25% 5.43% 27.54% 18.88%

Mar-13 62,782 14,649

Mar-12 68,491 12,869

% Change 2013-2012 -8.34% 13.83%

Mar-13 454,005

Mar-12 473,066

% Change 2013-2012 -4.03%

Mar-13

Mar-12

% Change 2013-2012 n/a 0% -29% -10% 59% -21% 11% -4% 8% -42% -2% -17% -17% -9% -1% -7% -26% -19% -5% 0% -1% -4% 6%

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Statistical Summary – April 16, 2013 Nashville Public Library

Circulation Year-to-Date 3,251,147 2012 3,260,282 2013

450,000

March

400,000 350,000

363,638 2012 367,256 2013

300,000

0.99%

250,000 Apr May Jun

Jul

Aug Sep

Oct

Nov Dec

Jan

Feb Mar

On Site Computer & Wireless Usage Year-to-Date

110,000

739,055 2012 755,210 2013

90,000

March 81,360 2012 77,431 2013

70,000

-4.83%

50,000 Apr May Jun

Jul

Aug Sep

Oct

Nov Dec

Jan

Feb Mar

Visits Year-to-Date 2,994,336 2012 2,779,332 2013

500,000

March

400,000

316,102 2012 283,350 2013

300,000

-10.36%

200,000 Apr May Jun

Jul

Aug Sep

Oct

Nov Dec

Jan

Feb Mar

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Statistical Summary – April 16, 2013 Nashville Public Library

New Card Registrations Year-to-Date 37,613 2012 39,278 2013

15,000

March

10,000

2,667 2012 2,178 2013

5,000

-18.34%

0 Apr May Jun

Jul

Aug

Sep

Oct

Nov Dec

Jan

Feb Mar

Total Programs Year-to-Date

900

March

4,728 2012 5,198 2013

700

569 2012 643 2013

500

13.01%

300 Apr

May

Jun

Jul

Aug

Sep

Oct

Nov

Dec

Jan

Feb

Mar

Total Program Attendance Year-to-Date

40,000

March

177,566 2012 193,043 2013

30,000

21,841 2012 25,964 2013

20,000

18.88%

10,000 Apr May Jun

Jul

Aug

Sep

Oct

Nov Dec

Jan

Feb Mar

Total Program Attendance Year-to-Date

40,000

March

4,062,704 2012 4,495,574 2013

30,000

473,066 2012 454,005 2013

20,000

-4.03%

10,000 Apr May Jun

Jul

Aug

Sep

Oct

Nov Dec

Jan

Feb Mar

10 | P a g e


Financial Overview – April 16, 2013 Nashville Public Library Metro Government of Nashville Monthly Budget Accountability Report As of March 31, 2013 Public Library GSD-General - Operating FY11-12 Prior Year Budget

PY Budget Thru Current Mo.

PY Actuals Thru Current Mo.

FY12-13 Annual Budget

Prior YTD Variance

CY Budget Thru Current Mo.

Actuals Thru 2/28/2013

YTD Variance

Variance Explanation

EXPENSES: Salaries:

Regular Pay Overtime

9,333,700 45,300

7,000,275 33,975

6,822,209 16,156

178,066 17,819

9,693,900 45,300

7,270,425 33,975

7,142,345 20,101

All Other Salary Codes

1,183,700

887,775

983,485

-95,710

1,140,500

855,375

1,383,034

LIB is at 98.2% thru MAR. Most vacancies are held open and will be most of FY13 especially if incentive 128,080 goes through 13,874 LIB is slightly over thru MAR due to retirement incentive payouts and 3 payrolls that hit in Mar. LIB will keep -527,659 an eye on expenditures.

8,545,480

LIB is at 104.7% of total budgeted salaries thru MAR . Mostly due to the retirement incentive and the way the BAR rpt budget is divided equally into 12 monthly periods even though there are 2 months where 3 payrolls will hit which can skew the totals in those reporting periods. Most vacancies are -385,705 being held throughout FY13. Fringe is over at 108.1% thru MAR due to higher overall fringe costs, retirement incentives and 3 payrolls hitting in MAR. LIB will keep an eye on fringe costs but does not have much -264,531 control of this cost.

Total Salaries

10,562,700

7,922,025

7,821,850

100,175

10,879,700

8,159,775

Fringes

4,151,800

3,113,850

3,242,414

-128,564

4,345,500

3,259,125

3,523,656

Other Expenses: Utilities Professional & Purchased Services

1,643,100 488,700

1,232,325 366,525

1,175,095 374,342

57,230 -7,817

1,643,100 533,700

1,232,325 400,275

1,131,908 320,637

17,700 580,500

13,275 435,375

16,759 541,015

-3,484 -105,640

17,700 587,900

13,275 440,925

19,739 277,111

478,700 1,046,700 0 1,416,600

359,025 785,025 0 1,062,450

459,472 791,188 0 997,284

-100,447 -6,163 0 65,166

478,700 1,251,600 0 1,755,500

359,025 938,700 0 1,316,625

403,388 923,936 0 1,204,405

20,386,500

15,289,875

15,419,419

-129,544

21,493,400

16,120,050

16,350,260

485,400

364,050

350,957

13,093

475,400

356,550

334,699

21,851

0 0 0 0 0 0 0 485,400

0 0 0 0 0 0 0 364,050

0 0 0 0 0 0 0 350,957

0 0 0 0 0 0 0 13,093

0 0 0 0 0 0 0 475,400

0 0 0 0 0 0 0 356,550

0 0 0 0 0 0 0 334,699

0 0 0 0 0 0 0 21,851

0 0 0 0 0 0

0 0 0 0 0 0

0 0 0 0 0 0

0 0 0 0 0 0

0 0 0 0 0 0

0 0 0 0 0 0

0 0 0 0 0 0

0 0 0 0 0 0

0 485,400

0 364,050

0 350,957

0 13,093

0 475,400

0 356,550

0 334,699

0 21,851

Travel, Tuition & Dues Communications

Repairs & Maintenance Services Internal Service Fees Transfers to Other Funds & Units All Other Expenses

TOTAL EXPENSES PROGRAM REVENUE: Charges, Commissions & Fees Other Governments & Agencies Federal Direct Fed Through State Pass-Through Fed Through Other Pass-Through State Direct Other Government & Agencies Subtotal Other Governments & Agencies Other Program Revenue TOTAL PROGRAM REVENUE NON-PROGRAM REVENUE: Property Taxes Local Option Sales Tax Other Tax, Licences & Permits Fines, Forfeits & Penalties Compensation from Property TOTAL NON-PROGRAM REVENUE Transfers From Other Funds & Units TOTAL REVENUE AND TRANSFERS SUMMARY OF POSITIONS: Total Authorized Positions - Oper Fd Total Filled Positions Total Vacant Positions

318 282 36

100,417 79,638 Most travel will occur in the spring 2013. This line is over due to ULC -6,464 Membership Dues. 163,814 LIB is over due to III library automation system payment in July and repair costs that have put us over in this -44,363 category. 14,764 0 112,220 Library appears to over budget for FY13 through MAR. However, 3 payrolls hit in MAR. LIB will monitor all expenditures closely. LIB must recoup -230,210 incentive costs.


Personnel Summary – April 16, 2013 Nashville Public Library March 2013 New Hires / Resignations for Board Report 2013 New Hires EES #

Name

Classification

Hire Date

Location

There were no new hires in March 2013

2013 Resignations EES #

Name

Classification

419215 Herron, William

ResignationLocation Date

Library Page

3/22/2013 Main - Circ

NPL Vacancies as of 2/28/2013

= Approved to fill by OMB = Retirement Incentive Vacancies = Requesting permission to fill from OMB BU

1 2 3 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36

39104021 39104021 39104041 39104041 39104041 39104041 39104041 39104041 39104041 39104041 39101010 39104041 39104001 39104001 39104001 39101010 39104041 39104041 39104041 39104001 39104041 39104071 39104071 39104041 39104041 39104041 39104041 39104041 39104041 39104041 39104041 39104041 39101010 39104061 39101010

Division / Branch

Title ARCHIVES ASSIST 1 ARCHIVES ASSIST 1

Grade SR04 SR04

BORDX ED PIKE ADMIN SVCS BORDX CHILD CHILD CHILD EMERG TECH HERM OLD HICK REF REF REF BORDX HERM CHILD CIRC CIRC CIRC DONELS GOOD MADISON REF CIRC

CIRCULATION ASSIST 1 CIRCULATION ASSIST 1 CIRCULATION ASSIST 1 CIRCULATION ASSIST 1 CIRCULATION ASSIST 1 CIRCULATION ASSIST 1 CIRCULATION SUPV CIRCULATION SUPV HUMAN RES ASST 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 2 LIBRARY MGR 3 LIBRARY MGR 3 LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE OFFICE SUPPORT MGR

SR04 SR04 SR04 SR04 SR04 SR04 SR06 SR06 SR06 SR06

MAIN ADMIN

OFFICE SUPPORT REP 2

SR05

VACANT (J HARRISON)

TALKING ADMIN SVCS

RADIO ANNOUNCER SPECIAL ASST TO THE DIRECTOR

SR07 SR13

VACANT (L ADAMS)

ARCHIVES ARCHIVES BELLEVUE CIRC GRN HILLS HADLEY HERM HERM

SR06

SR06 SR06 SR06 SR06 SR06 SR06 SR06 SR07 SR13 SR13 SR02 SR02 SR02 SR02 SR02 SR02 SR02 SR02 SR09

Name

VACANT (A VETETOE) VACANT (D COX) VACANT (J ZIPPERER) VACANT (A RAHSINGEDA) VACANT (B KEOUGH) VACANT (K MAJORS) VACANT (L SHOULDERS) VACANT (T FARLEY) VACANT (T WILSON)

VACANT (D JABBOUR) VACANT (J HORN) VACANT (D RAMSEY)

VACANT (E MANNING) VACANT (J GOETZ) VACANT (N DROMGOOLE) VACANT (P BELFORD) VACANT (L BROOKS) VACANT (D BALLENGER) VACANT (A EDGIN) VACANT (H FACH) VACANT (M SCOTT) VACANT (V MALONE) VACANT (G COLEMAN) VACANT (J SANDERS) VACANT (J AUERWECK)

VACANT (W HERRON) VACANT (K HOWELL) VACANT (S SINGLETON) VACANT (J SIZEMORE) VACANT (R MOORE) VACANT (S BROWN) VACANT (L BOBBITT)

VACANT (C BARBER-Dwngrd for PR)

FPS

FTE

F

1.00 1.00 1.00 1.00 0.50 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 0.50 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 0.49 0.50 0.50 0.50 0.49 0.49 0.50 0.49 1.00 0.23 1.00 1.00

F

F F P F F F F F F F F P F F F F F F F F F P P P P P P P P F P F F

29.19

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Marketing Summary – April 16, 2013 Nashville Public Library PR INITIATIVES Nashville Reads – Marketing o Mayor on Board Bus Ride with Library, MTA and Mayor’s Office. Gave away books to riders. o Vanderbilt Baseball: Kent did “first pitch” at a Vandy Baseball game on April 2. o Promotion for Interfaith discussion April 6 o Promotion for movie at zoo April 13 UnBound Quarterly Publication – designing inhouse NPL in the Press -March (Below) Upcoming: Southwest Airlines Spirit Magazine to cover Puppet Fest Marketing consistency with logo

Publications or Media

Date

Heading

Nashville Arts Magazine

March

News Channel 5 (Plus Side of Nashville)

March 2April 1

Tennessean

March 2 & 3

Tennessean

March 3

Channel 4 News (at 10, Today Weekend)

March 3-4

News Channel 5 (Weekend Morning Report)

March 3-4

Nashville Artist Carrie McGee Explores Goodlettsville History & NPT Arts Worth Watching (Puppet Festival) various NPL events (airing 4 times on 3/12 and 3/27; once on 3/14 and 3/28; 3 times on 3/2, 3/6 and 3/30; twice on 3/3, 3/17, 3/31, 3/4, 3/18, and 4/1) Nashville Reads launch features ‘Pi’ author The path to hope, healing (Rebecca Stevens) Post coverage of Nashville Reads kickoff With ‘Life of Pi’ author Yann Martel Nashville Reads

Tennessean (Ms. Cheap)

March 6

Ms. Cheap: Get a great deal on dinner, plent of shows (Nashville Opera on Tour, Sky Bear, booksales)

News Channel 5 Plus (at 7PM)

March 6

Kent on various upcoming events / services

Tennessean (Ms. Cheap)

March 6

Ms. Cheap: Get cheap 'Cabaret' tickets, free prom dress (Salon @ 615)

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The Tennessee Tribune

March 7

Nashville Reads 2013 launches with author Yann Martel of ‘Life of Pi’

Nashville Public Radio (events calendar)

March 21

Retro Metro: A retrospective of Nashville’s art and cultural scene in 1962-63

Nashville Ledger

March 22

City’s history moving from Green Hills

Tennessean (The Week Ahead)

March 23

Dawkins to speak about book

Tennessean (Ms. Cheap)

March 26

Anne Lamott is coming to Nashville to do library program April 3

Blogs.tennessean.com (Ms. Cheap)

March 27

Ms. Cheap: Event will highlight spectacular fossils (Wishing Chair’s Sky Bear and story times)

News Channel 5

March 28

Nashville Libraries Seek To Upgrade Facilities And Add Hours

The Tennessean

March 29

Metro Nashville libraries want to reopen on Fridays

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Brief Area Updates – April 16, 2013 Nashville Public Library

Administrative Service Report Facilities Roof replacement at the Edgehill library is nearing completion after some challenging events including major leaks in various areas during the project. Metro General Services is coordinating this project. Initial planning meetings are continuing regarding the move of Metro Archives to the main library. Gobbell Hayes Architects is serving as project manager for this project in conjunction with Metro General Services. Stage 2 requests for proposals for the Bellevue Library are due April 9, 2013. Stage 2 proposals include schematic design and cost proposals. Finance In March Metro Internal Auditors completed a financial and performance audit of the library. The Library has not been audited since 2007. Overall the audit was complimentary of the library and our operations. The audit provided comparisons of the Nashville Public Library with other comparable public libraries in the United States showing that overall funding for NPL was 30% lower than comparable public libraries and NPL materials funding was one half that of comparable libraries. The Auditors had 2 recommendations including: Develop methodology to track and report library materials loss Segregation of invoicing and revenue collection for conference center operations The library agreed with both recommendations and procedures are being developed to comply with these recommendations.

Branch Services Report Staffing We have been working on branch staffing scenarios for the likelihood of restoring Friday hours to at least the five regional branches this fall. This will involve recruitment and training of additional staff and scheduling adjustment for existing staff. Branch staff have been working very cooperatively to ensure coverage in the wake of the retirement incentives.

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Driver’s License Kiosk - Goodlettsville The Director has signed the agreement between the Library and the Tennessee Department of Safety. Branch Services is waiting to hear back from the Tennessee Department of Safety on a plan for installation of the driver’s license kiosk at the Goodlettsville branch. March Branch Programs and Events The Hermitage branch reported a successful 4 part series, Decluttering Your Physical Space and Life, presented by Susan Gardner. The branch and Ms. Gardner are evaluating expanding this to a 15week series. Goodlettsville’s Move-It March Series, including dance, zumba, tai chi, hula hooping, and karate lessons for the public, was a success with 124 participants of all ages getting active at the library. The Animanga Festival, a teen, Foundation-funded collaboration between the Edmondson Pike, Goodlettsville, and Madison branches was held March 16, with 208 teens participating in drawing, origami, and candy-sushi workshops, gaming, and karaoke, as well as an anime character, homemade costume contest. In response to overwhelming demand from the public at Emerging Technologies’ February Gadget class, Green Hills staff is now offering ongoing, alternating iPad and Kindle weekly training sessions. April Branch Events The Branches are partnering with community organizations April 8 – 10 to present One Cool Friend by Dollywood’s Imagination Playhouse at Bellevue Community Center (Bellevue), Coleman Community Center (Thompson Lane), Hull-Jackson Elementary (Looby), Jones Paideia Elementary (North), Lebanon Road Church of Christ (Donelson), and Old Hickory Church of Christ (Old Hickory).

Collections and Technology Report Staff Day Marian Christmon, our Technology Projects Manager\Education Coordinator, was in charge of planning and coordinating our Annual Staff Day this year. She and her committee made all of the arrangements for the day, including scheduling the venue, speakers, food, door prizes, and theme. Many comments from the staff concluded that this was the best Staff Day ever. The staff are very appreciative to the Board to allow us to close for a full day every year for this important team building event. Staff Honor Noel Rutherford, our Manager for Collection Development and Acquisitions, was invited to be on the Advisory Board for Recorded Books, the vendor who provides much of our audio book collections, Zinio and Atomic Training. This is a tremendous honor for NPL. Jim Schmidt, their Executive Vice President, began his letter to Noel by saying, “As a noted leader in the Public Library 15 | P a g e


community, being a member of the Recorded Books Library Advisory Board provides you with a unique opportunity to help us to shape the future of Public Libraries in this country. Recorded Books is looking to continue to position itself as a premier provider of audiobooks, digital products and online services that will appeal to an increasingly sophisticated patron base. A person with your experience and insight would be ideally suited to help us determine the direction our company should take over the next few years.” Main Report Space Planning Main staff continue to prepare for the Metro Archives move, considering where to locate materials and evaluating some of our services. Programs and Events This month’s Conversations@NPL program featured Dr. Marcia Dawkins, author of Clearly Invisible: Racial Passing and the Color of Cultural Identity for an exploration of race, culture and identity in a millennial society. The Conversations@NPL series aims to stimulate serious public dialogue surrounding current issues that shape all facets of American culture, history and education. This is the first program that we have streamed live over the internet, fielding questions that were Tweeted in from participants. Librarian Brian Jones conducted an exciting book club discussion of the Life of Pi for the city-wide Nashville Reads program. During the MNPS spring break/intersession the Children’s Division was particularly busy. Programs we packed. Staff answered a record number of reference questions during that time. A new Big Kids Club was introduced with activities targeting school-aged children. The program has proven quite successful with all activities filled to capacity. Staffing Main is enthusiastic about the prospect of opening to the public on Mondays, and is planning for staffing scenarios. In the meantime, as a result of the retirement incentives, employees have been cross-training to give us more flexibility in staffing certain areas. Featured April Events Scottish Heritage Festival, April 6, 10:00-4:00 WellFEST, April 13, 9:30-3:30 Nashville Ballet, Aesop’s Fables, April 20, 10:30 & 11:30

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Community Engagement BBTL 51 programs in March, 15 were GROW sessions in both English and Spanish. 6 new sites were visited. TOTAL Monica McLaurine, TOTAL Coordinator, is a finalist to be a presenter at the National Conference of School Discipline/National Conference on Girl Bullying and Relational Aggression. Staff was trained on Presentation Skills and Leadership Development. Staff assisted with the Manga Conference at the Madison Branch Library. Puppet Festival Planning continues for June 21-23 event, including the all-new puppet parade and two ticketed evening events: String City at the Country Music Hall of Fame, June 20, and Martinis and Marionettes at TPAC, June 22. Nashville Reads Nashville Reads activities will culminate on April 13 with the free movie showing of Life of Pi at the Nashville Zoo. Kent promoted the citywide read at the Vanderbilt baseball game on April 2, and the Mayor has led two community book discussions. He will also speak at the Zoo event and promote the program on his monthly bus ride. Community of Many Faces Almost 200 programs celebrating the diversity of the city are planned throughout the system during the month of April. Salon 325 attended Becca Stevens; 425 attended Anne Lamott in conversation with Ann Patchett. There are two more Salons in April: Elizabeth Strout, April 8, and Cheryl Strayed, April 18. Writer’s Circle Jay McInerney and Gary Fisketjon will be the guests at the April Writer’s Circle. Teacher externship The Library is working with MNPS and the Arts Commission on an externship this summer. Teachers from Hunters Lane will do a research project related to arts access and library programming in the Madison community. The project could lead to Commission funding for high-quality arts programming at that branch.

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New Business – April 16, 2013 Nashville Public Library Nashville Public Library Board April 16, 2013 Resolution Title: Limitless Libraries MOU Revision History/Background/Discussion: The Limitless Libraries program has been underway between the Nashville Public Library and Metro Public Schools since 2009. In an attempt to formalize a minimum level of maintenance and expectation between the library and schools a revised MOU has been prepared. This document has been reviewed by Metro legal and the library has forwarded it to the schools for their review.

Recommendation: The Board endorses the MOU Draftor(s): Kent Oliver and Tricia Bengel Person(s) Responsible for Implementation: Tricia Bengel

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RESOLUTION 2013-04.1 Limitless Libraries MOU Revision WHEREAS, The Nashville Public Library and the Metropolitan Schools of Nashville have a successful and important collaboration in the Limitless Libraries program, and WHEREAS, The Nashville Public Library seeks the continued prosperity of this collaboration; NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees that the Board endorses the revised Memorandum of Understanding between the library and schools.

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MEMORANDUM OF UNDERSTANDING BY AND BETWEEN THE METROPOLITAN NASHVILLE PUBLIC SCHOOLS AND THE NASHVILLE PUBLIC LIBRARY

THIS MEMORANDUM OF UNDERSTANDING is made and entered into by and between THE METROPOLITAN NASHVILLE PUBLIC SCHOOLS, hereinafter referred to as "MNPS," the NASHVILLE PUBLIC LIBRARY, hereinafter referred to as "NPL."

1. Term. The term of this MOU shall be ongoing, beginning on the effective date below. Either party, with agreement from the Mayor’s office, may cancel or negotiate for the modification of the agreement between February and May of each year. 2. Scope of Agreement. This agreement will facilitate the Limitless Libraries project, a joint effort between MNPS and NPL to improve library resources throughout the city. So that students can access public library materials for checkout and delivery to their school locations and online access to NPL resources, MNPS will make the necessary student information from the Chancery system available to NPL on a nightly basis. This nightly transmission of data will work the same as is currently done between the Chancery system and MNPS’s library system, TLC in which the following data elements for each student enrolled in any MNPS location is sent from the Chancery system to the library’s TLC server. By sharing this information, a student can use the libraries of their school and NPL with their school identification tag. The data elements are: First Name Last Name Middle Name Home Address Date of Birth School Name Grade level Home Telephone Number Email Address Parent/Guardian Name if Student is under 14 years of Age Student ID Number 3. Duties of MNPS Administration for sharing of data. a. MNPS will assign staff to work with NPL to facilitate the transmission of student data on a regular schedule, as is. b. MNPS will ensure that no confidential student data is transmitted to NPL. c. MNPS will update NPL if data elements or workflow need to change. d. MNPS will ensure that no student without permission to have his/her directory information shared with NPL will be included in the regular export of data. 20 | P a g e


4. Duties of MNPS Administration for receiving collection development money and assistance. a. Full-time librarian and commitment to fund materials budget at rate of $7.50 per student if collection has more than 9 good items per student and $15.00 per student if collection has less than 9 good items per student. b. Commitment by principal to minimize library use and staff for non-library activities and to allow the librarian(s) and clerk(s) reasonable time to participate in Limitless Libraries training and support activities. 5. Duties of MNPS Administration for receiving local student and faculty delivery of NPL and ILL materials. a. Elementary Schools Student Population

Staff

1-449 450-599

1 full-time librarian 1 full-time librarian, 1 part-time clerk 1 full-time librarian, 1 full-time clerk

600+

Middle Schools

1-399 400-999 1000+

High Schools

1-1499 1500-1599 2000+

1 full-time librarian, 1 part-time clerk 1 full-time librarian, 1 full-time clerk 1 full-time librarian, 1 full-time clerk, 1 part-time clerk 1 full-time librarian, 1 full-time clerk 1 full-time librarian, 2 full-time clerks 2 full-time librarians, 1 full-time clerk

b. Commitment by principal to minimize library use and staff for non-library activities and to allow the librarian(s) and clerk(s) reasonable time to participate in Limitless Libraries training and support activities.

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6. Duties of NPL. a. NPL will assign staff to work with MNPS staff to facilitate the transmission of student data on a regular basis. b. NPL will ensure that no student data is shared with any other entities, including its collection agency. c. NPL will not use the student data except for regular library business associated with the Limitless Libraries program. d. NPL will ensure that no students without parental permission to have their directory information shared will be imported in the data intake. e. NPL will commit the resources necessary to fulfill the mission of Limitless Libraries. f. NPL will manage the budget designated for Limitless Libraries and regularly share budget documents with MNPS administration local school faculty. 7. Termination. Either party may terminate this MOU at any time upon thirty (30) days written notice to the other party. 8. Notices. All notices under this Agreement shall be in writing and sent to the address listed below for each party: Nashville Public Library Attn: ____________________________ ___________________________________ ___________________________________ ___________________________________ (add address and telephone number) Metropolitan Nashville Public Schools Attn: ____________________________ ___________________________________ ___________________________________ ___________________________________ (add address and telephone number) 9. Assignment and Delegation. Neither party may assign its rights or delegate its duties under this Agreement. 10. Entire Agreement. This instrument contains the entire agreement between the parties hereto and may be modified only in a document executed by all parties.

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METROPOLITAN NASHVILLE PUBLIC SCHOOLS

NASHVILLE PUBLIC LIBRARY

By _________________________________ Director

By __________________________ Director

Date ________________________________

Date ________________________

Approved as to Form & Legality: By ___________________________________ Metropolitan Attorney Date __________________________________

Filed in the Office of the Metropolitan Clerk:

_______________________________________ Anna Escobar, Metropolitan Clerk Date Filed: _____________________________

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April 2013 NPL Board Packet  

April 2013 Board Report