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NASHVILLE PUBLIC LIBRARY Board of Trustees Meeting July 17, 2018

Nashville Public Library Board of Trustees Agenda July 17, 2018 Inglewood Branch Library 4312 Gallatin Pike Nashville, TN 37216 Meeting Room – 12:00 noon I. II.

Call to order / Roll Call Metro Ordinance Required to be announced at all Board Meetings – 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.”


Introduce Visitors


Public Comment


Board Chair Comments – Keith Simmons, Chair Approval of Minutes: June 19, 2018……………………………………..……….pgs. 1 - 33 Library Director Report a. Library Director, Kent Oliver Staff Reports a. Civil Society & Collections, Noel Rutherford and Lindsey Patrick b. Read to Rise Marketing Presentation, Andrea Fanta and Terri Thomas


New Business a. Amendment to Fee Schedule Resolution, Susan Drye……………………pgs. xx - xx



Next Board of Trustees Meeting NO AUGUST MEETING 12:00 noon – September 18, 2018 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 June 19, 2018 12:00 p.m. Main Library, 615 Church Street, Nashville TN 37219 Members Present:

Keith Simmons, Robert Oermann, Gini Pupo-Walker, Joyce Searcy, Katy Varney

Members Absent:

Lucy Haynes, Sepi Khansari

Library Staff:

Kent Oliver, Elyse Adler, Susan Drye, Larry Price, Felicia Wilson, Shawn Bakker, Andrea Fanta, Jessica Piper, Lauren Gilpin, Joanna Roberts

Also Present:

Carly Elliott, Assistant Metropolitan Attorney at Metropolitan Government of Nashville and Davidson County


Call to Order / Roll Call Mr. Simmons called the meeting to order at 12:05 p.m.


Metro Ordinance required to be announced at all Board Meetings “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.”


Board Chair Comments – Keith Simmons, Chair Mr. Simmons witnessed an example of a successful public–private partnership during a recent craft fair at Centennial Park. It served as a reminder of the exemplary partnership between Nashville Public Library and the Nashville Public Library Foundation.


Approval of Minutes: May 15, 2018 Mr. Simmons moved for approval of the minutes from the May meeting; the motion was seconded by Mr. Oermann and passed unanimously.


Library Director Report – Kent Oliver, Library Director a. Mr. Oliver handed the floor over to Andrea Fanta: 1|









Ms. Fanta discussed MarComm’s contributions to the Summer Reading Challenge. The Reading Rockstar campaign aligns with this year’s theme: Reading Rocks. The focus of this compelling campaign is to combat summer slide and to create a culture of reading. Ms. Fanta shared examples of the intergenerational and diverse advertisements, which will also be used by Jump In, a community-wide partnership that encourages year-round reading. Mr. Oliver announced that the Main Library garage expansion is complete. Barriers need to be installed in order to protect the building’s exterior from automobile collisions. The potential property tax increase will be discussed at the Metro Council meeting tonight. Mr. Oliver will attend the Parks, Library, and Arts Committee. Mr. Simmons asked if the property tax increase would provide more funding for NPL. Mr. Oliver replied that the library would not benefit much from the proposed increase. The hiring freeze was a topic of discussion at the library administration meeting yesterday. There are a number of critical and front-line positions that are pending permission to fill. If the hiring freeze is not lifted, Mr. Oliver will present options that could allow NPL to operate at the level desired. Madison Branch staff have been reassigned to other locations during the renovation, and they have alleviated some of the strain. Mr. Oliver and Bernadette Hugan are reviewing circulation and library card sign-up numbers in order to capture the effects of fine removal. This has been a great year for circulation. The new integrated library system, Carl X, has made it difficult to pull reports that help track certain circulation statistics. However, Ms. Hugan is confident that they can obtain the data necessary to identify any statistical changes. Mr. Oliver explained that a decrease in library visits is most likely due to the Madison Branch closure, the Main Library’s garage renovations, and the increasing popularity of downloadable materials. Mr. Oermann inquired after the cause of a dramatic increase in visits to the Richland Park Branch. Mr. Price explained that NPL employs three types of patron counters that vary in accuracy, which could account for variability throughout the branches. A new patron counter will be piloted at the Madison Branch. Mr. Oliver is in the process of scheduling a meeting to discuss the development of Church Street Park. He will be in New Orleans for the American Library Association Annual Conference from June 21 – 26, 2018. Mr. Oliver handed the floor over to Shawn Bakker:  Ms. Bakker announced that the unification of the Friends and NPLF will be official as of July 1, 2018. Amy Renigar, NPLF’s Director of Community Giving, has greatly assisted with the unification. Ms. Bakker also thanked Larry Price and the branch managers for their help with the transition. Volunteer Services has 2|



been involved in discussions regarding the volunteer efforts of current and future Friends. NPLF has met their fundraising goals for the year. A total of $2.8 million has been raised. $860,000 was raised for the unrestricted Margaret Ann Robinson endowment. Planning is underway for the Literary Award Gala. Bill and Robin King have been named honorary chairs due to their continued support of literary events. The gala and public lecture will both take place on November 10, 2018. On November 9, 2018, a new event, the Patrons Party, will be held at OZ Arts Nashville. An awareness campaign will kick-off in the fall. The joint NPL and NPLF campaign will use the theme of Libraries Transform that was developed through ALA. The theme aligns with NPL’s strategic objective for library card sign-ups. Mr. Oliver noted that materials will be shared as the campaign develops. Save-the-dates will be sent in a week and half.

Staff Reports Libraries as Feeding Sites - Lauren Gilpin & Jessica Piper  Ms. Gilpin is a Teen Librarian at the Main Library. The Main Teen Center became a feeding site last summer through a USDA grant. Second Harvest has provided nutritious sack lunches to 205 children and teens this summer.  Ms. Piper is the Madison Branch manager and is serving as interim manager of the Bordeaux Branch. In her ten years with NPL, Ms. Piper has hosted summer feeding programs at the Bordeaux, Looby, and Madison branches. Fifty percent of MNPS students qualify for free and reduced lunch. In the Madison and Bordeaux regions, that percentage increases to over 90. Greater Harvest serves lunch to 6090 students each weekday at the Bordeaux Branch. Staff keep students engaged by involving them in library programs, signing them up for the Summer Reading Challenge, and helping them check out materials. Be Well at NPL has supported the program by supplying tablecloths and a vacuum.  Mr. Simmons asked how long the students typically stay at the library. Ms. Piper replied that it varies at the Bordeaux Branch, because they have to eat in shifts due to early voting in the Meeting Room. Teens typically stay through the lunch hour and will attend another library program as well. Ms. Gilpin noted that, due to the grant, students must eat within certain times inside of Main Teen Center. They often stay for programs as well.  Mr. Simmons asked how students get to the Bordeaux Branch. Ms. Piper answered that most will walk to the library, although a few church vans provide transportation.

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New Business a. Updated Collection Development Policy – Felicia Wilson

Nashville Public Library Board June 19, 2018 Resolution Title: Collection Development Policy Revision History/Background/Discussion: The Collection Development Policy was last reviewed and revised by the Board on February 20, 2018, by adopting a separate Metro Nashville Archives Audio Visual Collection Policy to address the specialized nature of media content. As part of the Library’s Collection Development Plan as previously presented and Nashville Public Library’s ongoing process to review all Nashville Public Library Policies and recommend changes to those Policies if needed, the Materials Management Committee is recommending the updated changes made to the Collection Development Policy (changes to the policy are highlighted in yellow). Recommendation: The Board approves the proposed revised Collection Development Policy. Draftor(s): Felicia Wilson, Assistant Director for Collections and Technology Person(s) Responsible for Implementation: Felicia Wilson, Noel Rutherford

RESOLUTION 2018-06.01 Collection Development Policy – Revision WHEREAS, Nashville Public Library seeks to update and revise the library’s Collection Development Policy, and WHEREAS, a Collection Development Policy is a fluid document, needing constant refreshing to keep it accurate as well as relevant, and WHEREAS, a review and revisions of the Collection Development Policy will be ongoing, and NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees to adopt the revised Collection Development Policy as part of Nashville Public Library’s Collection Development Plan and that library’s policy and procedures be revised to reflect this. 4| Page

Mr. Simmons moved for approval of Resolution 2018-06.01; Ms. Searcy seconded the motion and it passed unanimously.

Nashville Public Library Departmental Policies

Collection Development Policies

Purpose of Collection Development Policy The collection development policy is intended to provide guidance, within budgetary and space limitations, for the selection and evaluation of materials which anticipate and meet the needs and interests of the Nashville community. It directly relates the collection to the Library's mission statement, and defines the scope and standards of the various collections. As the community changes, Nashville Public Library (NPL) reassesses and adapts its collections to reflect new and differing areas of interest and concern. The collection development policy is periodically evaluated and revised as necessary to provide guidance for implementing changes in the collection.

NPL Mission, Vision and Values Mission: Inspire reading, advance learning and connect our community. Vision: All members of our diverse community are empowered through limitless learning opportunities to enrich their lives. We Value: Extraordinary Customer Service - Love of Reading - Lifelong Learning - Intellectual Freedom - Innovation - Excellence - Inclusiveness

Philosophy of Selection In support of its mission "to inspire reading, advance learning and connect our community," NPL fully endorses the principles documented in the Library Bill of Rights and the Freedom to Read Statement of the American Library Association. The Library upholds the right of the individual to secure information, even though the content may be controversial, unorthodox, or unacceptable to others. A balanced collection attempts to represent all sides of controversial issues as far as availability of materials, space, and budget allow. Selection is based upon criteria stated in this policy. Materials available in the Library present a diversity of viewpoints, enabling citizens to make the informed choices

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necessary in a democracy. All public libraries contain materials that some patrons may find objectionable. Libraries may omit from the collection materials that some patrons feel are important. In either case, the library has procedures that patrons may use in reconsidering or recommending library materials.

Scope of the Collection The primary responsibility of Nashville Public Library is to serve the citizens of Davidson County by providing a broad choice of materials to meet their informational, educational, cultural and recreational needs. Materials are selected to aid individuals, groups and organizations in the effort to attain practical solutions to daily problems, and to enrich the quality of life for all community members. Budget and space limitations, as well as local needs, preclude the Library from duplicating the specialized and comprehensive collections that exist elsewhere in Davidson County. Access to these collections is provided through cooperative networking, interlibrary loan, and direct referral. All outlets of the Nashville Public Library system are designed to provide access on an equal basis to the collections of both the Nashville Public Library and the Metro Nashville Public School system. Emphasis is placed on shared access and ease of use through the online catalog and the Limitless Libraries program of school delivery.

Scope of the Main Library The Main Library serves the Davidson County community as a whole, in addition to serving as a resource for the twenty branch libraries. The size and scope of its collection attracts users from surrounding areas as well as the rest of the state, but the main purpose is to serve Nashville citizens and employees. As an urban library, the Main Library places major emphasis on the provision of information. It offers a strong reference collection that supports an extensive and in-depth reference service. A broad choice of circulating print and non-print materials is selected to accommodate the diversity of tastes, reading levels, languages and interests of users of all ages. The Main Library aims at providing a comprehensive collection of materials relating to the Civil Rights Movement, Nashville history, Genealogy, and local author collections. The Main Library also builds upon existing strengths in the arts. Scholarly and highly technical or specialized materials are not acquired, but are made available through other libraries with strong collections, through our Interlibrary Loan department.

Scope of the Branch Libraries The twenty branch libraries serve specific neighborhoods in the City. The interests and needs of the actual and potential users of the branch are continually evaluated so that each library has a collection reflecting the community that it serves. While each branch serves basic reference needs of its neighborhood with a core of reference materials, it does not duplicate the in-depth sources or special collections of the Main and other area libraries. Branch collections are designed to serve the current, high interest needs of library patrons.

Responsibility for Selection The authority and responsibility for the selection of library materials rests ultimately with the Library Director. Under his/her direction, selection is delegated to professional collection development library staff. All staff members and tThese decisions are made within the limitations of available space and funding, and within the scope of a written collection development plan. Materials will be selected based upon their value as a whole. Selection presumes liberty of thought and

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intellectual freedom within the bounds of reason and law. The general public and all library staff are encouraged to recommend materials for consideration. Nashville Public Library’s collection is developed through:  Engaging in open, continuous two-way communication with library users and recognizing that individuals have different ways of expressing their needs based on age, language, economic status, culture, or other characteristics.  Interacting with customers with understanding, respect, and responsiveness.  Handling all requests equitably.  Understanding and responding to rapidly changing demographics, as well as societal and technological changes.  Recognizing that materials of varying complexities and formats are necessary to satisfy diverse needs of library users.  Balancing individual needs and broader community needs in determining the best allocation of collection budget for acquiring or providing access to materials and information.  Seeking continuous improvement through ongoing data analysis and measurement.  Reviewing the collection on a regular basis to identify areas of community interest that may need to be strengthened.

Selection Criteria All materials, whether purchased or donated, are considered in terms of the criteria listed below. Materials are evaluated according to one or more of the following standards. An item need not meet all of these standards in order to be added to the collection. General Criteria:  Contribution to the diversity and scope of the collection  Suitability of subject and style for intended audience  Requests by library users  Effectiveness and suitability of format in communicating the content  Relevance of format and content to the intended audience  Impact on materials expenditure plan  Popular appeal  Available space  Attention by critics and reviewers  Contemporary significance  Relevance to the needs and interests of the public  Accessibility of material  Physical Format  Quality of production 

Content Criteria: Popular appeal

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Quality of productionAuthority Objectivity Clarity Currency Representation of diverse points of view Receipt or nomination for awards

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          

Reputation or significance of one of the creators of the work Available space Published evaluations or reviewsImpact on materials expenditure pl Accuracy and timeliness Consideration of the work as a whole Sustained interest Relevance and use of the information Effective characterization Authenticity of history or social setting

Relevance of format and content to the intended audience

Effectiveness and suitability of format in communicating the content

New or Emerging Formats NPL develops collections that include a comprehensive range of formats utilizing the unique capabilities and advantages of alternative, new and evolving technologies in delivering information and expressing creativity and ideas. Before adding new formats, the following criteria should be considered:            

Impact on equipment, staff, storage, and space Demand for format in community Durability of format for library use Technical quality of production or reproduction Compliance with industry standards and specifications Availability of adequate startup and continuing funding Capability for networked distribution, download and printing Suitability to be circulated or housed in a sturdy, safe and convenient manner Availability of technical support and staff training Accessibility of material Ease of use by customers and staff Ownership of product

As new formats emerge, steps will be taken to phase-out duplicated, obsolete mediums. These include discontinuation of ordering new or replacement copies, redistribution, and removal of existing collection from within the system. The time frame and need for implementation of each of these steps will vary based on customer demand for product (as demonstrated by circulation statistics and customer requests), affordability, and availability of product from vendors.

Independently Published Material Nashville Public Library is often asked to include items in our libraries that are written and/or published independently. This can include materials that are self-published/produced or items published through a vanity press company. NPL looks for material with regional connections and collection relevance that will appeal to a wide audience. The best way to bring an item to the Library’s attention is through reviews. Review sources that specialize in independently published material include the following:   

Foreword Small Press Review Independent Publisher

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A positive review in one or more of the library review journals, such as Library Journal, School Library Journal, Kirkus Reviews, Booklist, Publisher's Weekly or in the Sunday edition of the local daily paper will give an independently published book an improved chance for selection by Nashville Public Library. Information regarding the material should be sent to the NPL’s Collection Development Department. The following information should be included:  A brief summary of the material  Any professional reviews  Intended audience  Author background and contact information  Publisher information  Item description (price, ISBN, date of publication)  Distributor(s)  OCLC World Cat Record Preview copies will be treated as a donation and their disposition will be covered under our Gifts and Donations Policy.

Suggestions for Purchase Nashville Public Library strongly encourages input from the community concerning the collection. A suggestion for purchase procedure enables Nashville citizens to request that a particular item or subject be purchased. All suggestions for purchase are subject to the same selection criteria as other materials and are not automatically added to the collection. It is the Library's intent that suggestions for purchase be used to help NPL in developing collections which serve the interests and needs of the community. You can make a material suggestion online.

Gifts and Donations NPL welcomes gifts of books and other materials. The Library reserves the right to keep, discard, sell, or make other appropriate disposal of any books or materials that are donated as determined by its mission and needs. Staff members review all donated materials for potential addition to the Library’s collections. Materials may also be used to help the Friends of the Library hold successful book sales. Funds raised at these sales support the Children’s Summer Reading Program and other valuable library programs. Donated material that will be sold at Friends’ book sales is not covered under this policy. Friends’ donation instructions are located on the NPL’s website under Friends of the Library. Nashville Public Library accepts gifts at any of our facilities in Davidson County. Customers are encouraged to call ahead. Books donated in boxes are most helpful. Metro Archives and Special Collections staff follow separate guidelines for accepting donations. What will be considered for addition to the collection:  Material in like-new condition  Books  Music CDs  DVDs  MP3 audiobooks  Audiobooks on CD (unabridged only) What is not accepted for the collection:

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   

Material in poor condition (has stains, water damage, smell, writing, etc.) Formats not currently being collected by the Library, such as VHS, audio cassettes, LPs, etc. Textbooks (except current Metro school textbooks) Magazines & Newspapers as well as magazine gift subscription

Requests for Reconsideration Any Davidson County resident has the right to express concerns about library resources and expect to have the objection taken seriously. Persons wishing to recommend the removal or reclassification of a particular item in the NPL collection are encouraged to discuss their concerns with a library manager. If the patron is not satisfied with the response to their request, the manager will provide the patron with information and a form to request formal reconsideration of the library resource. The request will be reviewed by the Library Director and staff, bearing in mind the Library's mission statement, philosophy and the selection criteria of this collection development policy. A questioned item will be considered in its entirety, not judged solely on portions taken out of context. Questioned items will remain in circulation during the reconsideration process. After evaluating journal reviews and other materials submitted by the patron and the staff, the Library Director, or the Collection Development Manager as his designee, will respond within 30 days of receiving the formal request.

Collection Maintenance In addition to acquiring new materials, it is important to remove from the existing collection those items no longer deemed useful or relevant. This policy provides authority for the systematic and regular evaluation of the existing collection and subsequent withdrawal of worn, obsolete or infrequently used materials and supports the public’s right of access to an appealing and relevant collection. Library Management Staff systematically review the collection with the goal of maintaining the quality and vitality of library resources. This process of collection analysis incorporates the use of output measures, circulation reports, and other statistical information for continuous collection evaluation. Weeding Evaluation Criteria Weeding in this context is defined as the process of evaluating a book to determine if it will be retained, relocated, or replaced. Selection of materials for discarding is based on the CREW method.

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Continuous Review Evaluation

Weeding This system uses the acronym, MUSTIE, to help evaluate an item for withdrawal:

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Misleading and/or factually inaccurate Ugly (worn out beyond mending or rebinding) Superseded by a new edition or a better source Trivial (of no discernible literary or scientific merit) Irrelevant to the needs and interest of your community Elsewhere (the material may be easily borrowed from another source)

Replacement Criteria

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While NPL attempts to have copies of standard and important works, it does not automatically replace all materials withdrawn. The same criteria that apply to original selection also apply to replacements. The need for replacement is based on:

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The number of duplicate copies Existence of adequate coverage of the subject in the collection Demand for the specific title or subject area Availability of material

Removal of Withdrawn Material Materials that no longer meet the stated objectives of the Library will be withdrawn from the system. NPL reserves the right to determine how materials are removed from the collection.

Duplication of Material Multiple copies of materials are purchased in response to user demand as evidenced by number of reserves, anticipated popularity, repeated requests and monitoring of the collection. For popular fiction and non-fiction titles, NPL maintains a holds ratio (i.e. for every 5 holds on a title, another copy is purchased) as allowed by budget constraints.

MAIN LIBRARY COLLECTIONS Albert Hadley Interior Design Collection Albert Hadley (1920-2012), a native of Nashville, was a renowned interior designer whose clients included Vice President Albert Gore and Tipper Gore, Jacqueline Kennedy Onassis, Diane Sawyer, and the Astor and Getty families. The Albert Hadley Interior Design Collection includes over 700 titles from his personal and professional book collection, as well as sketches and ephemera. Annex Collections The Annex of Nashville Public Library, housed near the delivery area of the Main Library, is an active, constantly maintained print and audio-visual collection with several functions. These include, but are not limited to, the following:  

High demand fiction and nonfiction titles from which holds are pulled first in order to quickly deliver material to customers and lessen their wait time for material. Preservation of certain historical and award-winning collections not in general circulation.

Bookclub-In-A-Bag Collection To assist and promote book clubs, Nashville Public Library has created a collection of ready-to-go book club kits. These kits contain ten copies of a book title, discussion questions for the book, an author biography, tips for starting a successful book club and circulation rules for using the kit. They are packaged in a canvas tote bag for easy conveyance. The book bags contain titles of interest to children, young adults and adults and are available in several genres: Southern fiction, Sci-Fi, Romance, African American fiction, Mysteries, Contemporary Christian fiction - a little something for everyone. The bags are not renewable but have an extended loan period of six weeks to allow time for groups to distribute, read, discuss and return the books.

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Children’s Historical Collection The Children’s Historical Collection are items of historical or local significance to children’s literature, including first editions and award winning books, that are determined to be unique and/or out of print. These items are housed in the Annex and are non-circulating but can be requested at the Children’s Reference Desk and used in the library. C.I.E.C. Collection The Children’s International Education Collection is a circulating collection of books that is housed in the Children’s Department of the Main Library and consists of items that reflect the culture, customs, and beliefs of the country from which they came. Items are added to the collection based on their cultural relevance to the country they represent, with particular emphasis placed on items published in the native language(s) of the county or bilingual material. The circulation procedures for these items are the same as other circulating materials. Curriculum Kits Curriculum Kits are collections of 20-30 items on one topic. The Kits are located in the Main Annex division, and are housed in sturdy, covered plastic bins. Each Kit is geared at either elementary, middle or high school students with materials chosen that correspond to curriculum. Each Kit may include a mix of print books, videos, audiobook CDs, preloaded MP3 audiobooks, flashcards, maps or laminated sheets. The Kits are not renewable but have an extended loan period of four weeks. They are searchable through the online catalog and may be placed on hold. Foundation Center Collection In partnership with the Foundation Center, the Main Library makes available The Foundation Directory Online and Foundation Grants to Individuals Online. These resources, as well as others available through the Foundation Center Collection, provide directories and profiles of organizations which provide grants as well as information on grant seeking and grant writing. Government Archives of Metropolitan Nashville and Davidson County (see attached Collection Development Policy for a detailed description) Government Documents The Library system provides a variety of items published by Federal, state and local governmental agencies. The Main Library is a selective depository of the United States Government publications, and is subject to the regulations governing Federal depository libraries. NPL receives approximately 20% of the documents published by the Federal government. Predominantly in electronic format, the collection includes census data, military history, NASA history, Congressional bills, United States Code, Code of Federal Regulations, National Park and historic site information, and Foreign Relations of the United States. Historical Audio-Visual Collection (see attached Audio-Visual Division Collection and Conservation Policy for a detailed description) Library Services for the Deaf and Hard of Hearing This lending library of books, media programs, and assistive communication devices is one of the largest in a public library in the country, with over 12,750 items in the collection. It includes materials to educate the hearing public about hearing loss and deafness as well as accessible informational and entertaining materials for people who are deaf or hard of hearing. Materials about deaf-blindness are also available. Library Studies Collection The Library Studies Collection at the Main Library houses circulating materials to support study for staff, educators and

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students. The collection includes resources on all aspects of library and information science, including but not limited to: collection development, management and supervision, database management, branch management, school library studies, curriculum content, marketing, programming, outreach and fundraising. Small Business Collection This reference collection contains sample business plans and other resources for starting up a small business. Special Collections Division As the information center for the Nashville community, the library places a high priority on acquiring comprehensive information and resources about Nashville, past and present. The library collects reference and circulating materials which reflect the county’s historical and cultural development, with special attention to its ethnic diversity and heritage. The collection of historical Nashville newspapers on microfilm at the Main Library is the most comprehensive available in Davidson County, and is supported by research and historical materials. The library acquires exhaustive and selective material that furthers the mission to preserve and share across generations the culture and history of Nashville. It also collects maps, pamphlets, and selected ephemera of local significance. Non-print materials include films, videos, sound recordings, slides, art works, and posters. Collections include: Digital Collection, Book Collections, Ephemera, Image Collections, Maps, Microforms, Nashville Banner Archives, Oral History, Civil Rights Collection, Veterans History Project, Periodicals and Journals, Portraits, Records and Manuscript Collections, and Biographical Files. The Nashville Public Library does not actively seek manuscripts, collections of papers, memorabilia, or three-dimensional materials, although it does selectively accept gifts of this nature, particularly when the material relates to the City of Nashville, its official functions and its sister cities. Special Book collections include: Banner-Stahlman Collection This book collection is from the Nashville Banner newspaper and also includes selected titles from the Stahlman personal book collection. Genealogy Collection This collection includes published family histories, family name origins, early passenger lists, coats of arms, research material for the genealogist and how-to books related to the same subject. The published family histories and records included in this collection are non-Tennessee, primarily relating to the areas from which Tennesseans came prior to settling in Tennessee, including North Carolina, South Carolina, Virginia, and Great Britain. Grantham Collection The Grantham Collection consists of 5,000 titles, including a number of his personal publications, from Dr. Dewey Grantham, History Professor Emeritus at Vanderbilt University. Dr. Grantham’s collection includes the social, cultural, economic and political history of the post-Civil War South. Robin and Bill King Civil Rights Collection This monograph collection with a focus on the Civil Rights Movement in Nashville, Middle Tennessee, and the South is located in the Civil Rights Room. Books in this collection have the location Main, Nashville Room and NCR after the call number. Muirhead Collection

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This collection was donated by Judge Jean Muirhead and includes material related to women’s civil rights and women’s issues. Nashville Authors The Nashville Authors Collection is made up of titles authored by residents and includes a number of different topics. Circulating copies of these titles may be available in the regular collection. Tennesseana This is the largest of our monograph collections and includes Tennessee, Middle Tennessee, Davidson County and Nashville local history, as well as Nashville City Directories and biographies about Tennesseans. The Wilson Limited Editions Collection Containing more than 800 beautifully designed and illustrated books and portfolios of featured artwork by renowned artists such as Henri Matisse, Pablo Picasso, and Jacob Lawrence, this reference collection is housed at the Main Library and is available for viewing in depth by appointment.

BRANCH & MAIN LIBRARY COLLECTIONS Adult Fiction Nashville Public Library’s fiction collection includes a wide variety of contemporary works of fiction representing all genres, international works of fiction, classics and important novels of the past. The Library makes every effort to acquire fiction which is representative of the cultural and ethnic community that it serves and to satisfy the diversity of interests and recreational needs of its users. Adult Non-Fiction NPL aims at acquiring materials which provide a core of basic knowledge. In addition, the Library selects, makes accessible, and promotes the use of materials which:        

address contemporary issues provide self-help information facilitate continuing education enhance job-related knowledge and skills increase knowledge of affairs of the community, the country, and the world support business, cultural, recreational and civic interests in the community nourish intellectual, aesthetic, creative and spiritual growth present different viewpoints on issues

Audiobooks The audiobook collection contains compact discs, pre-loaded MP3 devices and digital sound recordings of fiction and nonfiction books, poetry and drama, language instruction, and other subjects, based on current demand. Emphasis is on acquiring unabridged works whenever possible. Bookpacks Pre-packaged kits of playaway audiobooks and their print versions for children and adult new readers. Bookpacks are the easiest way for emerging and struggling readers, auditory and special education learners and ESL patrons to learn literacy skills.

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Children's Collection To encourage life-long reading habits, the children's collection provides materials in a variety of formats to satisfy and stimulate the informational, educational, cultural, and recreational needs of the children of Nashville from infancy through grade eight. The materials are selected with regard to the stages of emotional and intellectual maturity of children. The collection also provides adults with materials that relate to the well-being of children, enrich preschool and school curriculums, and aid in the study of children's literature. Electronic Databases (Commercial) Online computerized databases extend the collection by providing timely and versatile access to information in electronic format. Databases are used by the library staff to enhance and supplement reference service. Many of the databases contain specialized information beyond the scope of the library's print collections; others have information that does not exist in print format. Some databases duplicate print sources which are carefully evaluated for retention with consideration to cost, frequency of use, and ease of access to library users. E-Media Digital versions of nonfiction, fiction, periodical, reference, video, audiobooks, music, and images are all offered by Nashville Public Library. The content criteria outlined in each of those sections apply, as appropriate, to their electronic counterparts. Large Type The large type book collection meets the needs of an increasing number of visually impaired patrons. The major thrust of the collection is popular fiction, including mysteries, romances and westerns, along with high interest non-fiction. Large type books are purchased for the majority of locations based on demographics and demand. Launchpads A circulating collection of locked e-readers, preloaded with learning apps for children. Subject-focused e-readers range from English language arts to math and science. Themed e-readers include princesses, dinosaurs, animals and more. Literacy Collection The literacy collection provides written material in a variety of formats to support NPL's adult literacy efforts. It is comprised of material to support new readers as well as tutors and teachers though the Library does not collect textbooks or workbooks meant for individual use. Lucky Day Collection Designed to allow access to bestselling titles for casual library users without the placement of advance holds, the collection is composed of print adult and young adult books in fiction and nonfiction. These items have a limit of one checkout per library card and a shortened, fourteen day loan period in order to encourage faster turnover of material. No renewals or advance reservations online or by phone allowed. Books stay in Lucky Day status for two months before converting back to regular status. Music Music recordings are available at the Main Library and most of the branch libraries. Current purchases are in compact disc (CD) and digital formats because of their availability and popularity. The adult music collection consists of works by major classical and contemporary composers, as well as popular music. An emphasis is placed on acquiring recordings of musicals, folk music, jazz, and classical music. Compact discs for children include storytelling, folk and nursery songs, holiday music, and read-alongs.

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Periodical Collection NPL's newspaper and magazine collection provides current and retrospective information aimed at meeting the recreational reading needs of the community. The periodical collection consists of a diversity of publications in fields which are of interest to the community. It includes basic and popular reading magazines, foreign language publications, and a wide selection of business, trade, and local music industry publications. Journals which are highly technical or scholarly are generally not included in the collection. In addition to magazines, the collection includes newspapers published locally as well as from major geographical areas of interest to the community. Back issues of magazines circulate at the branch libraries. Back issues of many titles are accessible digitally for reasons of preservation and space conservation. Reference Collection NPL maintains a reference collection to serve the informational needs of library users. Reference sources are characterized by their ability to provide information and to summarize, condense, or give a comprehensive overview of a topic. They remain in the library to be readily available to all citizens. Selection criteria of particular importance for reference sources are: accuracy, arrangement, ease-of-use, uniqueness of information, authority, documentation, and indexing. Reference sources are consulted for specific items of information rather than to be read consecutively and include: bibliographies, indexes, directories, dictionaries, catalogs, statistical compendia, atlases, biographical dictionaries, and almanacs. The reference collection at the Main Library contains standard works in areas of general reference, the humanities, social sciences, physical and biological sciences, technology, history and area studies. It maintains in-depth collections in music business and art, and Nashville and Tennessee-related information. The collection also includes rare or difficult-to-replace books in these areas of specialization. The branch reference collections contain a core of basic ready reference materials supplemented by specific subject area resources of interest to that community. Branch staff has access to a reference hotline to obtain additional reference support and to access the more comprehensive resources at Main. Textbooks Through an agreement with Metro Nashville Public Schools, all NPL locations, including Main have a core collection of print textbooks covering the basic core curriculum areas. These are reference items used for homework assistance and are updated each year. We do not replace missing textbooks. Videos Nashville Public Library collects videos to meet the educational and recreational needs of adults and children. The collection consists of popular feature films, television movies and shows as well as documentaries, instructional and educational films and film festival selections. Formats include DVD and other digital media. Videos of feature films include film classics, such as those named to the National Films Registry, and highly rated current films of broad family appeal or potential cultural, historical, or aesthetic significance. World Language Materials NPL maintains a collection of world language materials, aimed at meeting the recreational and many of the informational

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needs of the Nashville community. Resources include books, magazines, and newspapers, videos and sound recordings. These materials are primarily circulating. The Library's collection also includes materials which aid in learning a second language. These resources include books such as grammars, dictionaries, audio CDs, databases, and videos for learning the languages most frequently studied in the community. NPL is committed to developing and maintaining foreign language collections which meet the needs of a changing Davidson County population. Foreign language needs are assessed through such tools as US Census data, patron requests, circulation statistics and community awareness. The information gathered is used to determine the size and scope of the collection at each site. Availability of materials may impact the development of the collections. Young Adult Collection The young adult collection exists at all NPL branches and at the Main Library. These materials are intended for patrons from the age of 13 to 18 years. It is a transitional collection for the reader moving from the children's collection to the adult collection. The young adult collection consists of fiction and nonfiction books of popular and contemporary interest. Other formats include audiobooks on CD, pre-loaded MP3 devices, graphic novels, as well as digital formats such as ebooks and e-audiobooks.

Special Collections Division Collection Development Policy I.

Mission and Overview of the Special Collections Division A.

Mission Statement: The mission of the Special Collections Division is to explore our past, inspire conversations, and anticipate the stories to come.


Overview: The Special Collections Division, which consists of the Nashville Room and the Special Collections Center, serves as a depository and research center for historic and contemporary Nashville materials. The Nashville Room provides access to over 28,000 books divided into Tennessee materials, genealogy materials, and Nashville authors. These materials are available for browsing in open stacks but are non-circulating. The Main Library's Civil Rights Room is also housed in the Nashville Room with emphasis on local, national and global movements. The Special Collections Center provides access to non-book materials relating to the history and culture of Nashville, Davidson County, Tennessee and beyond, such as manuscript collections, maps, architectural drawings, and oral histories. These materials are located in closed stacks and do not circulate. The Special Collections Center also contains space dedicated to the recording and processing of oral history interviews. 17 |



Types of Programs Supported by the Collection A.

Research: The collection supports all levels of research in the history and culture of Nashville and Middle Tennessee, including civil and human rights. Exhibits: The collection supports exhibits both within the library and off-site in accordance with the library’s exhibition policy and the Special Collections Division guidelines for loaning materials. Education and Community Outreach: The collection provides the foundation for outreach activities by which the Special Collections Division furthers the awareness, development, and use of its materials. This outreach program has included lectures, workshops, film premiers, and curricula.




Clientele Served by the Collection Regular clientele include scholars, students, government officials, donors, journalists, genealogists, and the general public. Persons wishing to use closed stack collections must register in the Special Collections Center, present identification, and comply with the policies governing the use of Special Collections Division materials.


Priorities and Limitations of the Collection The Special Collections Division provides access to several non-circulating collections of books, ephemera, microforms, audio-visual materials, photographs, maps, postcards, oral histories, and vertical files on the cultural, geological, architectural and historical heritage of Nashville and Middle Tennessee. Collecting activity involves the evaluation and selection of documentary materials determined to be of enduring value.1 Four specific terms are used to describe levels of collecting activity:    

exhaustive—to collect all of the documentation relating to a field; comprehensive—to collect much of the documentation relating to a field; complementary—to collect at a level that fills gaps in the existing documentary record and supplements resources available elsewhere; and selective—to collect only minimally.

Exhaustive, comprehensive, and complementary collecting support graduate-level research and scholarship; selective collecting does not. According to the Society of American Archivists’ Glossary of Archival Records Terminology, the term “enduring value” refers to “the continuing usefulness or significance of records, based on the administrative, legal, fiscal, evidential, or historical information they contain, justifying their ongoing preservation.” 1

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Individual items or groups of items will be carefully evaluated by the staff prior to acquisition. When significant gaps or weaknesses are discovered in collecting areas, formal, targeted projects may be developed to create and collect documentation that complements the already existing materials in the collection, such as the Civil Rights Oral History Project. Staff may also participate in national projects to collect and create documentary materials, such as the Library of Congress Veterans History Project. A.

Present Identified Strengths: There are several strong collecting areas within the Special Collections Division collections. 1. The Tennesseana collection consists of books, periodicals, atlases, manuscript collections, and audio-visual materials on local history, genealogy, archaeology, flora and fauna, geology, politics and government; family histories; and microform copies of personal papers. The books, periodicals, and microforms are accessible in the Nashville Room, while the non-book materials, including manuscript collections and antique maps, are accessible in the Special Collections Center. Items of interest include:  43 volumes of Confederate Veteran Magazine;  over 200 volumes of The War of the Rebellion: A Compilation of the Official Records of the Union and Confederate Armies;  Nashville City Directories from 1853 to the present;  Tennessee population schedules on microform;  the Henry C. Hibbs Papers, a collection containing the professional and personal papers of Nashville architect, Henry C. Hibbs, including architectural drawings, specifications, correspondence, photographs, and related items concerning Hibbs' architectural career from the 1920s through the mid-1950s;  the Carrie Mae Weil Ornithological Collection/Harry Monk Collection, consisting of journals kept by Harry Monk from 1916-1976 containing his notes about birds, butterflies, and the weather, as well as Monk’s correspondence and other manuscript materials. The collection, which also includes a book collection housed on the library’s third floor containing classic ornithological references as well as major bird periodicals collected by Harry Monk over a 60year period, was purchased by library board member Simon S. Weil in 1977 and given as a gift to the Nashville Public Library in memory of his late wife, Carrie Mae Weil.

the Ann Harwell Wells Tennessee Map Collection, a collection of 146 antique Tennessee maps, published between 1584 and 1917, and five rare books related to Tennessee maps; and 19 |


the Nashville Room Historic Photograph Collection, a collection of over 4500 photographs of Nashville people, houses, churches, schools, other buildings, and Civil War scenes.

2. The Vertical Files consist of clippings from local newspapers and other periodicals. These files may be accessed in both the Nashville Room and Special Collections Center. Topics include: artists, biography, buildings, businesses, cemeteries, churches, synagogues, and other places of worship, forts, historic homes, parks, and Nashville history. 3. The Ephemera collection, which is accessible in the Special Collections Center, consists of subject files of materials in a wide variety of formats such as reports, brochures, programs, invitations, memorabilia and scrapbooks. Topics include: architecture, buildings, businesses, churches, family histories, organizations, persons and schools. 4. The Genealogy collection consists of books, periodicals, microform, computer-based files, and some printed census schedules. This collection is accessible in the Nashville Room. Items of interest include: bibliographies, cemetery records, European heraldry, published family histories, how to do genealogical research, and non-Tennessee genealogical abstracts and indexes.2 5. The Nashville Authors collection contains works by local authors on a variety of topics and is accessible in the Nashville Room. To be considered a Nashville author the writer must have resided in Davidson County for five years. The Nashville Room currently collects donated copies of fiction and non-fiction books written by Nashville authors.

6. The Performing Arts collection consists of the history and memorabilia of one of the most famous aspects of Nashville’s culture. These materials are accessible in the Special Collections Center, with the exception of books, which are available for browsing in the Nashville Room. Items of interest include:  minutes of local clubs and organizations, such as the Circle Players and the Nashville Community Playhouse; 2

Most out-of-state records are concerned with the colonial and early national periods of North and South Carolina and Virginia.

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      

music; playbills; programs; published histories of the theater in Nashville; scrapbooks; the Jeter-Smith Collection, memorabilia of dance in Nashville during the 1920s and 1930s; the Naff Collection, memorabilia of Lula C. Naff, manager of the Ryman Auditorium from 1920 until 1955, consisting primarily of photographs of the performing artists, posters, and programs of events held in the Ryman; and the Kenneth A. Kanter Collection of American Music & Theater, donated by long-time Nashville rabbi Kenneth A. Kanter and author of the 1982 book The Jews on Tin Pan Alley: The Jewish Contribution To American Popular Music, 1830-1940, contains more than 250 book volumes, over 750 LP’s, several thousand pieces of sheet music (some dating back to the 1800’s, and most from the first half of the twentieth century), long runs of Playbill magazines, plus dozens of posters and souvenir booklets from musical theater productions nationwide.

7. The Nashville Banner Archives is accessible in the Nashville Room and includes:  the Nashville Banner Clipping Collection, a collection composed of folded and packaged clips from both the Banner (afternoon) and Tennessean (morning) newspapers, and consisting of biographical and subject files that fill over 1,000 cabinet drawers with between five- and ten-million clippings from the late 1930s to the early 1990s, with the bulk of the collection dating from the 1950s to the early 1990s. Biographical files on several thousand persons constitute almost half of the collection, with the rest in subject files sorted primarily into three main series: Nashville, Davidson County, and Tennessee.  the Nashville Banner Library/Morgue photographic files, a group of printed photographs, wire photos, and some accompanying materials that were kept in the library of the newspaper, or the “morgue”. These files were kept independently from the negative and transparency files the photographers kept in their area. These files contain photos that were actually used in the paper, some of them shot by Banner photographers or Banner freelancers. Many of the photos, however, were sent in by companies or groups for publicity purposes and were not shot by Banner staff.  the Banner Negatives and Transparency Collection, consisting of film, ranging in size from 35mm, 2 ¼ square, 31/4 x 4 1/4, and 4x5, that the Banner photographers shot. It ranges from 1934 to 1998, and the last two 21 | Page

years were digital capture stored on CD’s. In 1955 the photographers began to keep logbooks and a filing system by date. 8. The Oral History Collections include both existing interviews and current projects. These collections are accessible in the Special Collections Center. 

    

 

Veterans History Project: The Special Collections Division, in partnership with The Library of Congress and The American Folklife Center, is participating in the Veterans History Project. The purpose of the project is to collect documentary materials such as letters, memoirs, and photographs related to military service and to record the oral histories of that service where possible. Civil Rights Oral History Project: This project seeks to record the stories of participants and observers of the events surrounding the Civil Rights Movement in the area and the region. Century III: This is a random collection of Nashville’s recorded memories, done during Nashville’s Bicentennial Celebration in 1980. Nashville Centennial Project: This is a collection of interviews with Nashvillians who recall the Centennial Exposition of 1897. Union Station: Recorded interviews with 110 Nashvillians concerning their knowledge of and personal experiences at Union Station and their travels on the trains in and out of the Station. Nashville Room Paragraphs: A project, which was done by the Nashville Room during the Seventies, used interviews of citizens of Davidson County as the basis for a lecture series. Transcriptions were done of the oral interviews and two books were published. The revenue from the project was used to fund activities of the Nashville Room. Greyhound Freedom Rides Collection: Footage and interviews of the 40th Anniversary events of the Freedom Riders reunion.

9. The Civil Rights Collection promotes and encourages the study of the history

of the civil rights movement in Nashville, Tennessee and the South. The purpose of the Civil Rights Collection is to provide both deep and broad information on the role of Nashville, Tennessee and the South in the period prior to and including the Civil Rights movement. Materials for the Civil Rights Collection are collected in the following subject areas:  general works describing and analyzing the civil rights movement on the local, state, and national level;  judicial and legislative actions;  autobiographies, biographies, and memoirs of participants and leaders 22 | Page

      

compilations and collections of the period from the 1940s through the 1970s; publications of the Southern Education Reporting Service; publications of SNCC; analysis and history of race relations during the century leading up to the modern civil rights movement; school desegregation and other stages of the civil rights movement, related to voting, fair housing, and employment; African American history and culture in the South, including education, church, health and other social issues, music, and culture; and studies of various civil rights organizations.

The Civil Rights Collection includes books, monographs, monographic series, serials, proceedings, reprints, microforms, photographs, videos, pamphlets, journals, compact discs, and cassette tapes. The collection also includes some donated oral history collections, recordings, ephemera, newspaper clippings, and duplicated tapes, including oral history collections. Textbooks are excluded from the Civil Rights Collection. The Civil Rights book and microform collections are accessible in the Nashville Room, while the rest of the collection is accessible in the Special Collections Center. B.

Present Collecting Level: Materials for the Tennesseana and Genealogy collections are collected on a comprehensive level. Most other materials are collected on a complementary level. Books for the Nashville Authors collection, both fiction and non-fiction, have been collected on a selective level. Oral histories are collected on a complementary level.


Present Identified Weaknesses: Within the established geographical limit of Nashville and Middle Tennessee the existing collections need to be expanded by donation or purchase of additional material in these areas:  architecture;  the civil rights movement, especially transcriptions of the growing Civil Rights Oral History Project; civil rights manuscript collections that fall within the collecting scope; a full set of Southern Law Reporter; civil rights speeches, pamphlets, sermons, and fliers; historic publications; rare, out of print books; printed materials from civil rights organizations and other primary sources; copies of The Southern Patriot and magazines/newspapers focused civil rights;  country, gospel, jazz, and other forms of music;  family histories;  folklore and folk life; 23 |


   

published histories and information about significant businesses and industries; theater and other performing arts and artists; manuscripts, diaries, journals, and personal papers of historical interest by or of interest to Middle Tennesseans and especially Davidson County citizens; and audio visual recordings of research value.


Desired Level of Collection to Meet Program Needs and Collecting Guidelines: The Special Collections Division will continue collecting on a comprehensive level material for the Tennesseana and Genealogy collections. The Special Collections Division will continue to collect on a complementary level most other materials, including manuscript collections. Non-fiction books for the Nashville Authors collection will continue be collected on a selective level. Fiction will not be collected. Oral histories will continue to be collected on a complementary level. Materials for the Civil Rights Collection will be collected on a comprehensive level.


Geographic Areas Collected: The emphasis is on local history, the history of Middle Tennessee3 and especially Nashville and Davison County.


Chronological Periods Collected: The Special Collections Division acquires primarily nineteenth, twentieth, and twenty-first century materials.


Forms of Materials Collected: The Special Collections Division accepts materials in all of the common modern formats, including photographs, audiovisual materials, and published and non-published documents. The Special Collections Division also accepts architectural drawings and maps that fall within the scope of the collecting policy. Electronic records and threedimensional artifacts or realia are accepted on a limited basis due to equipment, financial, and space constraints.


Exclusions and Special Cases: Material outside of the scope or mission of the collections are not accepted and/or will be referred to another, more appropriate repository.  Official governmental records and publications are collected by the Metropolitan Archives. A select few, frequently-used items such as The


Middle Tennessee means the counties of Bedford, Bledsoe, Cannon, Cheatham, Clay, Coffee, Cumberland, Davidson, DeKalb, Dickson, Fentress, Franklin, Giles, Grundy, Hickman, Houston, Humphreys, Jackson, Lawrence, Lewis, Lincoln, Macon, Marion, Marshall, Maury, Montgomery, Moore, Overton, Perry, Pickett, Putnam, Robertson, Rutherford, Sequatchie, Smith, Stewart, Sumner, Trousdale, Van Buren, Warren, Wayne, White, Williamson, and Wilson.

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Metropolitan Charter and Code and the Tennessee Blue Book are also collected by the Special Collections Division. Papers, both public and private, of former metropolitan, city, town, or county officials are collected by the Metropolitan Archives.  Business and church records which are primary sources, as opposed to written histories, may be collected by the Special Collections Division under certain circumstances and are also collected by the Metropolitan Archives. Collections of business or church records will be considered on a case-bycase basis in consultation with the Metropolitan Archives staff. Written histories of local churches and businesses are collected in the Special Collections Division. Both the Special Collections Division and the Metropolitan Archives collect yearbooks from Hume Fogg Academic High School and area schools no longer in existence. Other old high school yearbooks or other academic yearbooks are collected by the Metropolitan Archives.  Genealogical information from family Bibles is collected by the Tennessee State Library and Archives.


Cooperative Agreements The Special Collections Division cooperates with other repositories, such as the Tennessee State Library and Archives, organizations, and other library units, such as the Metropolitan Archives.


Resource Sharing Policy Under appropriate terms and conditions, the Special Collections Division shares resources with other library divisions and institutions when such sharing is beneficial to researchers and when material will not be damaged. All such sharing must be in accordance with the terms of the relevant donor agreement(s). A donor may specify with which divisions or institutions items may be shared and/or that no items may be shared. Materials may be loaned temporarily or permanently transferred to another institution. Resources shared may include duplicate and extraneous materials from collections (if acceptable under the terms of the donor agreement); copies of materials from collections; hard-copy finding aids; electronic versions of finding aids, collections, and items; and facilities.


Deaccessioning Policy The Special Collections Division may deaccession materials that do not reflect its collecting areas, that duplicate existing holdings, that relate to subjects that are no longer a priority of the Special Collections Division, or that are judged not to be of enduring value. The relevant donor agreement(s) will determine the disposition of materials in a 25 |


collection. In general, the options for deaccessioned material included a) offering material back to the donor or heirs, b) transferring material to another area within the library (e.g., circulating collection), or c) offering it to another appropriate library or archival institution (which may be specified in the donor agreement). All disposition of archival materials will be in accordance with state and federal laws.



Procedures Affecting the Collecting Policy A.

Deed of Gift: The Special Collections Division does not accept materials without a legal transfer of title, deed of gift, or other official acknowledgement.


Loans and Deposits: Materials loaned to or deposited with the Special Collections Division are accepted when the conditions for acceptance are favorable to the Special Collections Division. All such items are covered by a written agreement.


Closed Collections: The Special Collections Division does not accept collections that are closed to research in perpetuity. Restrictions regarding access to and use of collections are accepted only when mutually agreeable to the donor and the Special Collections Division.


Deaccessioning: The Special Collections Division reserves the right to deaccession any materials within its holdings, as long as the disposition is in accordance with relevant donor agreements and state regulations.


Exhibitions: The Special Collections Division reserves the right to include unrestricted materials in both physical and virtual exhibitions, in accordance with standard archival principles and practices.


Revision of Policies: The Special Collections Division reserves the right to change the preceding policies as necessary, in accordance with recognized professional standards and principles of archival management. Revisions will not, however, revoke previously negotiated donor agreements.

Procedures for Reviewing the Policy and its Implementation This policy will be reviewed at least every five years for effectiveness and appropriateness. All revisions will be consistent with professional standards and principles and will not revoke previously negotiated donor agreements.

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Metropolitan Government Archives of Nashville and Davidson County Collection Development Policy I.


The Metro Archives endeavors to provide openness, cultivate public participation, and strengthen our nation's democracy through public access to high-value historical government records. Our Mission is to provide public access to the records of the Metropolitan Government of Nashville and Davidson County, the old City of Nashville and the Davidson County government in our custody and control. Public access to government records strengthens democracy by allowing Americans to claim their rights of citizenship, hold their government accountable, and understand their history so they can participate more effectively in their government.


Collection Development Policy

The Metro Archives follows the standards promulgated by the Society of American Archivists for appraisal, retention and destruction of records with variations as necessary for the life cycle of local government records. Within the scope of our mission and collection policy the Archives will seek to acquire records which are of historical interest and may be in danger of neglect or destruction. As such, the Archives will work in close cooperation with Metropolitan Government to ensure the systematic transfer of official records to its custody. It is the policy of the Archives to acquire such records as may contribute to the preservation of the heritage of Nashville and Davidson County. The Metro Archives does not seek to represent any particular historical, governmental or other viewpoint in its acquisition of records, but to reflect as objectively as possible all aspects of Nashville and Davidson County’s past. Records are accepted in every format, whether manuscript, printed or machine readable including photographic media and motion picture film. We do not acquire microform copies or facsimiles of documents in other repositories or private hands which relate closely to our holdings. The Archives will not normally accept three-dimensional artifacts unless they have a special relationship with an established archival collection.


Records Collected

A. Early Settlement Records, 1700-1806 27 | Page

Early Settlement records are those related to the area that would include the city of Nashville or comprise Davidson County from 1700-1806. These records include information related to the establishment of Davidson County. B. Davidson County Records, 1789-1963 Records collected include those created by the Davidson County government that documents the county policy decision-making, such as, articles of incorporation, bylaws and charters, mission statements, meeting minutes, photography, motion picture or sound recordings. C. Davidson County Court Records, 1789-1963 Records related to the operation of any of the several courts of law in Davidson County, Nashville or Metropolitan Government. Those records include but are not limited to: Court proceedings, Court minutes, Court evidence, photographs, prints, slides, drawings, and recordings in any media, Judges Opinions, statements, correspondence, files or compiled records. D. Metropolitan Government Records, 1963 and continuing These records encompass the records generated by the administrative offices, elected offices and officials of the Metropolitan Government or the old City of Nashville in the conduct of business. These records include but are not limited to:  


Records documenting the establishment and operations of Metropolitan Government, 1954-1963. Records of the Office of Mayor, including correspondence, administrative subject files and reports. Inauguration ceremonies including invitations, programs, and address transcriptions, photography, or other events, ceremonies or presentations captured by image storage media. Records created by any Authority, Board or Commission that documents policy decisionmaking, such as, articles of incorporation, bylaws, minutes, press releases, policy statements, or standard procedures.


Procedures Affecting the Collecting Policy:

A. Loans are not normally accepted unless requested by the Metro Archives. Donations and purchases are preferred over deposits. Purchase of government documents will be made only for documents of outstanding importance to the Metropolitan Government. B. No conditions of use, exhibit, digitizing or formatting are accepted on records other than those imposed by federal, state or local ordinance. C. Only records which in the judgment of the Metro Archivist are of sufficient quality for permanent preservation will be accepted. 28 | Page

D. Finding aids may be required with large acquisitions where it is likely to render the documents otherwise inaccessible until processed. E. It is a condition of acceptance that documents will be available for public access after expiration of a specified period of time. F. Archives shall have authority to transfer records to a more suitable repository if it is considered that the documents would benefit from relocation.


Deaccessioning Policy In accordance with the requirements of the Davidson County Public Records Commission and existing Records Disposition Authorizations, the Archivist will evaluate and select for destruction those documents deemed not to be worthy of permanent preservation.

Archives reserves the right to conduct a periodic review of the records held, in the light of research use of the records, and where necessary to recommend their disposal or destruction.


Procedures for Reviewing the Policy and its implementation This policy will be reviewed at least every five years for effectiveness and appropriateness. All revisions will be consistent with professional standards and principles and will not revoke previously negotiated donor agreements.

Metro Nashville Archives Audiovisual Collection Policy

I. Mission Statement The Metropolitan Government Archives, a division of the Nashville Public Library, collects and preserves the historically valuable records of Metropolitan Nashville and Davidson County, as well as other records of historical or documentary significance reflecting the history of our city. The Archives has ongoing programs to maintain and develop its collections, and welcomes researchers to come explore its treasures. The Archives has over 5 million records dating from the 1780’s to the present.

The audiovisual collection and preservation program is founded to conserve, preserve, and make accessible the moving image and sound collections in the Metro Archives and to collect and care for audiovisual records vital to the history and culture of Davidson County and Middle Tennessee. The archive seeks to preserve and increase awareness of Southern history 29 | Page

and culture, create positive partnerships with other archives and the public, and support and contextualize artifacts and documents under the care of Metro Archives.

II. Collection Development Policy The Metro Archives audiovisual collection collects moving image and sound material documenting the culture and history of Davidson County, Tennessee and the broader South, including the work of filmmakers, audiovisual content creators, and artists with strong ties to the region. The archive accepts donations of audiovisual material in any format which meets its collection policy and for which rights to preserve, reformat, and provide reasonable measure of access is granted at the time of donation.

Materials which are a danger to the existing collection (items containing mold, infestation, or transmittable chemical or physical decay) may be turned away in order to ensure the safety of the greater collection. The Archive accepts donations only; loans cannot be accepted. Curatorial discretion may be used at any time to determine the relevance of a donation to the collection.

III. Preservation and Conservation Policy[1] Metro Archives considers three main factors when prioritizing for preservation: 1.

Rights The institution should have the legal right to copy, preserve, and provide access to the material.


Uniqueness and quality of content Content of the media should be unique and the best quality available. Content should also be central to the department or institution’s mission statement.


Condition Material in poor or rapidly decaying condition may be prioritized for preservation. Material in good condition but considered of high cultural value may be prioritized for preservation if the format or playback equipment is obsolete.

IV. Access Policy Access to collection descriptions and media content is currently available to the public and to non-Metro Archives staff on a case-by-case basis via individual research request. Research and pull requests may be directed to the Nashville Metro Archives. Research fees, 30 | Page

reformatting fees, and licensing fees may apply. The archive’s goal is to provide reasonable access to appropriate portions of the collection via online streaming and public finding aids under conditions which take into account rights, general privacy and sensitivity considerations, and donor agreements. We are currently in the process of researching and vetting online access platforms.

V. Procedures for Reviewing the Policy and its implementation This policy will be reviewed at least every five years for effectiveness and appropriateness. All revisions will be consistent with professional standards and principles and will not revoke previously negotiated donor agreements.

VI. Deaccession Policy Assets which present a danger to other collection items due to contagious decay (vinegar syndrome for example), infestation, fungus, off-gassing, etc. may be prioritized for preservation and/or de-accessioned. Assets which do not meet the collections policy of the archive are generally not accepted; however, such assets may be deaccessioned per curatorial discretion. In keeping with best practice standards for audiovisual collections, after digitization, the physical media is retained until it is no longer viable or until it is a danger to other collection items. In the case of exact content duplicates on the same format, after digitization, only one copy on each format is retained by the archive. As film is considered a long-term storage and preservation format due to its physical stability and often high quality, every effort to retain original or best quality film copies is made by the archive. The preferred method of disposal of any material from the archive is recycling.

[1] For the purposes of this document, “preservation” includes all activities related to the stabilization, re-housing, storage, cataloging, and reformatting of audiovisual assets. “Conservation” refers to stabilization and continuous care of the materials, including both analog original assets and digital derivatives. “Reformatting” and “digitization” refer to the process of re- creating audio visual content from an obsolete or endangered medium onto a contemporary medium for access or preservation purposes. “Preservation copy” refers to a high quality copy of obsolete or endangered av content according to international standards of highest quality. “Access copy” refers to a copy of obsolete or endangered material according to contemporary or internal standards for editing, streaming, or general viewing of content.

31 | Page


Library Director’s Contract – Keith Simmons  Mr. Simmons noted that the elimination of fines has raised some questions during this difficult financial climate. Mr. Oliver responded by saying that fines were a part of the General fund, and NPL could not apply those funds.  Mr. Oliver will schedule a meeting with Chief Anderson and Ms. Elliott to discuss having armed guards at NPL. Main Library security guards recently had to subdue a patron armed with a knife. Ms. Varney asked why NPL guards do not currently carry guns. Ms. Elliott answered that state law prevents it. However, police officers are allowed to carry guns, and MNPD has partnered with Metro Parks to provide park police. Alternatively, NPL could contract with a security company, and those non-Metro employees could carry guns. Mr. Oliver explained that the uncertain quality of contract security staff is prohibitive to NPL pursuing that path. Mr. Simmons inquired whether NPL guards are allowed to carry if they have a handgun carry permit. Mr. Oliver replied that they cannot carry on NPL property, and it would be costly to partner with MNPD.

Nashville Public Library Board June 19, 2018 Resolution Title: Employment contract for Library Director, Kenton Oliver History/Background/Discussion: The Nashville Public Library Board (Board) was created by the Metropolitan Charter, Sec. 11.1202, et seq., as the administrative body for the Metropolitan Government of Nashville and Davidson County (Metro) in charge of the Nashville Public Library System. As such, the Board is the employing authority for the Library Director, not Metro. Previously, the Board approved the employment contract for Kenton Oliver for a term starting July 1, 2015 and ending June 30, 2018. In order to continue the employment of Library Director, Kenton Oliver, the Board must approve another employment contract. Recommendation: The Board approves the employment contract for Library Director, Kenton Oliver effective July 1, 2018. 32 | Page

Draftor(s): Susan Drye, Assistant Director for Administrative Services Person(s) Responsible for Implementation: Susan Drye

RESOLUTION 2018-06.02 Employment Contract for Library Director Kenton Oliver WHEREAS, the library wishes to continue the employment of Library Director, Kenton Oliver for an additional three (3) year term beginning July 1, 2018 and ending June 30, 2021, and WHEREAS, any employment of the Library Director must be approved by the Library Board; NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees that the employment contract for Library Director, Kenton Oliver is approved effective July 1, 2018. Ms. Searcy moved for approval of Resolution 2018-06.02; Mr. Oermann seconded the motion and it passed unanimously.


Adjournment The meeting adjourned at 12:55 p.m.

Next Board Meeting – 12:00 p.m., July 17, 2018 Inglewood Branch Library 4312 Gallatin Pike Nashville TN 37216

Respectfully submitted by Joanna Roberts

33 | Page

Statistical Summary – July 17, 2018 Nashville Public Library

Cardholders as % of Population Served

54.8% June 2018 New Cards: 3,463 Active Cardholders: 374,745

Public Computer Usage June 2018 / 2017 46,101 / 55,708 Wireless Usage June 2018 / 2017 98,328 / 52,819

Database Sessions June 2018 / 2017 29,158 / 8,148

Volunteer Services Number of Volunteers Volunteer Hours

Jun-18 222 1951.00

Jun-17 247 2168.75

% Change 2018-2017 -10.12% -10.04%

34 | P a g e

Statistical Summary – July 17, 2018 Nashville Public Library




550,000 500,000 450,000 400,000 350,000 300,000







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

Jun-18 Circulation 42,252 6,930 10,214 6,442 3,425 40,364 18,928 50,575 1,900 339 31,658 12,534 3,298 23 56,784 2,764 4,690 1,486 13,155 22,290 9,139 1,320 167,359 3 507,872






J UN-18

J UN-17

Month Jun-18 Jun-17 % of Total Circulation 8.32% 37,086 1.36% 6,549 2.01% 9,779 2.01% 5,602 0.67% 3,531 7.95% 35,670 3.73% 15,666 9.96% 47,714 0.37% 2,177 0.07% 333 6.23% 28,749 2.47% 9,256 0.65% 2,555 0.65% 12,799 11.18% 48,650 0.54% 2,888 0.92% 3,918 0.29% 1,464 2.59% 11,903 4.39% 20,824 1.80% 8,354 0.26% 1,256 32.95% 150,686 0.0006% 1 467,410

% Change 2018-2017 13.93% 5.82% 4.45% 14.99% -3.00% 13.16% 20.82% 6.00% -12.72% 1.80% 10.12% 35.41% 29.08% -99.82% 16.72% -4.29% 19.70% 1.50% 10.52% 7.04% 9.40% 5.10% 11.06% 200.00% 8.66%

Jun-18 Year-to-Date 441,981 75,743 115,085 76,090 40,545 422,054 197,528 558,484 24,902 4,810 348,965 133,611 34,896 46,483 650,589 36,058 52,423 19,530 144,465 242,328 102,865 17,198 1,862,071 45 5,648,749

Fiscal Year-to-Date Jun-17 Year-to-Date 427,956 77,817 118,482 69,749 42,518 402,123 177,525 540,738 27,851 4,108 323,549 108,404 38,123 154,699 631,380 35,712 49,365 21,174 129,942 249,932 94,225 13,871 1,691,028 38 5,430,309

% Change 2018-2017 3.28% -2.67% -2.87% 9.09% -4.64% 4.96% 11.27% 3.28% -10.59% 17.09% 7.86% 23.25% -8.46% -69.95% 3.04% 0.97% 6.19% -7.76% 11.18% -3.04% 9.17% 23.99% 10.11% 18.42% 4.02%

35 | P a g e

Statistical Summary – July 17, 2018 Nashville Public Library




1600 1400 1200 1000 800 600 400 200 0






Teen Programs

Children's Programs







J UN-18

J UN-17







J UN-18

J UN-17

36 | P a g e

Statistical Summary – July 17, 2018 Nashville Public Library




80000 70000 60000 50000 40000 30000 20000 10000






Teen Attendance

Children's Attendance



3,137 5,461

3,369 3,903

J UN-18

J UN-17







J UN-18

J UN-17

37 | P a g e

Statistical Summary – June 19, 2018 Nashville Public Library




450000 400000 350000

300000 250000 200000 150000


Visits 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



Jun-18 Visits 22,204 9,014 13,662 16,368 4,360 22,965 10,955 21,430 4,230 17,887 18,359 5,202 0 42,083 11,040 3,649 7,905 11,676 21,908 17,872 3,143 285,912



Jun-17 Visits 22,303 9,332 13,103 11,993 4,278 23,281 9,524 21,366 3,732 18,278 14,532 7,177 18,286 53,821 8,990 2,900 7,978 22,871 16,780 15,710 2,908 309,143



% Change 2018-2017 -0.44% -3.41% 4.27% 36.48% 1.92% -1.36% 15.03% 0.30% 13.34% -2.14% 26.33% -27.52% -100.00% -21.81% 22.80% 25.83% -0.92% -48.95% 30.56% 13.76% 8.08% -7.51%



Jun-18 Circ / Visit 1.90 0.77 0.75 0.39 0.79 1.76 1.73 2.36 0.45 1.77 0.68 0.63 N/A 1.36 0.25 1.29 0.19 1.13 1.02 0.51 0.42 1.19


Jun-17 Circ / Visit 1.66 0.70 0.75 0.47 0.83 1.53 1.64 2.23 0.58 1.57 0.64 0.36 0.70 0.91 0.32 1.35 0.18 0.52 1.24 0.53 0.43 1.02



% Change 2018-2017 14.44% 9.55% 0.17% -15.74% -4.83% 14.72% 5.04% 5.68% -23.00% 12.53% 7.19% 78.09% N/A 49.15% -22.07% -4.87% 2.44% 116.48% -18.01% -3.84% -2.76% 16.25%

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Financial Overview – July 17, 2018 Nashville Public Library Metro Government of Nashville Monthly Budget Accountability Report As of June 2018 Public Library GSD-General - Operating PY Budget PY Actuals PY% Prior Year Thru Thru Thru Prior YTD Budget Current Mo. Current Mo. Current Mo. Variance

Current Annual Budget

CY Budget Actuals YTD % Thru Current Mo. Thru Thru YTD Current Mo. Actuals Current Mo. Current Mo. Variance

Variance Explanation

EXPENSES: Salaries:

Regular Pay


13,974,200 13,974,200















Other Expenses: Utilities Professional & Purchased Services

1,643,100 2,526,400

1,643,100 2,526,400

1,600,609 2,991,716

All Other Salary Codes

Total Salaries

Travel, Tuition & Dues Communications

Repairs & Maintenance Services Internal Service Fees 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 Miscellaneous Revenue - Donation 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

62,700 598,400

62,700 598,400

199,919 501,343

90.0% 1,396,934 14,537,600 14,537,600


140.1% -504,418 1,257,300







103.7% -202,780 5,638,100




Fringe is at 105.9% thru JUN due to higher overall fringe costs. LIB does not have 105.9% -334,417 much control over fringe costs.

97.4% 42,491 1,643,100 118.4% -465,316 3,044,000

1,643,100 3,044,000

212,107 146,449

1,527,245 3,120,552

92.9% 102.5%

318.9% -137,219 83.8% 97,057

115,200 593,400

115,200 593,400

5,415 49,716


88.2% 1,708,339


863,411 15,830,200









LIB is at 88.2% thru JUN. Vacancies are being held per a Metro wide hiring freeze. NPL is filling critical positions when allowed. However, NPL will keep an eye on expenditures. LIB is over budget at 245.6% thru JUN. With staffing levels, OT is necessary at times to fulfill NPL needs especially with Maintenance and Security issues. LIB is 178.9% thru JUN. This is not unusual for this time of year after summer vacations. NPL will keep an eye on this category and make budget adjustments for FY19 to cover more of these costs next fiscal year. LIB is at 95.8% of total budgeted salaries thru JUN. With only critical vacancies being filled, OT and vacation leave, currently NPL is on budget. However, NPL will monitor expenditures closely throughout the FY.

178.9% -991,888


127,847 687,320

111.0% 115.8%


115,855 -76,552 Travel is currently over budget for the year. However, monthly parking passes for Main employees are the biggest expense and we anticipate being over at -12,647 the end of the FY in this line item. -93,920 LIB is at 93.8% of budget thru JUN. The lower amount here is the result of a prepayment on the reimbursement from MNPS for the new ILS system. LIB will 30,739 monitor closely. 0 Internal Service Fees have been posted. -186,535 Library is under budget (99.7%) for FY18 YTD. NPL will monitor ALL expenditures closely as the fiscal year progresses to ensure we are on budget by year end as well as providing the requested savings if 107,587 possible.

493,100 1,785,900 2,196,400

493,100 1,785,900 2,196,400

578,466 1,767,981 2,032,503

117.3% 99.0% 92.5%

-85,366 493,100 17,919 1,830,600 163,897 1,853,000

493,100 1,830,600 1,853,000

51,504 152,561 125,348

462,361 1,830,600 2,039,535

93.8% 100.0% 110.1%





294,094 31,040,700
















0 0 0 0 0 0 0 407,000

0 0 0 0 0 0 0 407,000

0 0 0 0 0 0 0 404,049

0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 99.3%

0 0 0 0 0 0 0 2,951

0 0 0 0 0 0 0 189,200

0 0 0 0 0 0 0 189,200

0 0 0 0 0 0 0 17,407

0 0 0 0 0 0 0 187,699

0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 99.2%

0 0 0 0 0 0 0 1,501

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

0 0 0 0 0 0 0

0 0 0 0 0 0 0

0 0 0 0 0 1,245 1,245

0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0%

0 0 0 0 0 -1,245 -1,245

0 407,000

0 407,000

0 404,049

0.0% 99.3%

0 2,951

0 189,200

0 189,200

0 17,407

0 188,944

0.0% 99.9%

0 256

397 371 26


39 | P a g e

Personnel Summary – July 17, 2018 Nashville Public Library

New Hires & Resignations

June 2018 New Hires Name


Johnson. Dixie

Program Specialist 1

Hire Date 6/18/2018

Location Nashville Room

June 2018 Resignations Name


Williams, Sarah Larson, Deanna Emerson, Linda Baker, Qyuana Callis, Joseph

Circ. Asst. 1 Library Associate 1 Library Manager 1 Library Page Bldg Maint Mechanic

Resignation Date 6/7/2018 6/22/2018 6/23/2018 6/28/2018 6/29/2018

Location Richland Park Reference(retire) Old Hickory (retire) Bordeaux Maintenance (retire)

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Personnel Summary – July 17, 2018 Nashville Public Library NPL Vacancies as of 7/10/2018 = Approved to fill by OMB = Requesting permission to fill from OMB = Vacancies that have not yet been requested to fill = Pending vacancies

1 2 3


4 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





FTE 1.00 1.00 1.00

Date Vacant 2/27/2018 6/29/2018 7/6/2018


1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 0.49 0.49 0.49 0.49 0.49 0.49 1.00

10/16/2017 4/9/2018 3/29/2018 6/7/2018 5/3/2018 5/18/2018 2/28/2018 3/26/2018 1/15/2018 1/15/2018 7/22/2018 8/1/2017 5/19/2018 6/22/2018 9/8/2017 6/29/2018 5/7/2018 11/20/2017 5/12/2017 5/7/2018 4/13/2018 3/24/2018 3/12/2018


1.00 1.00 1.00

2/2/2018 1/19/2018 7/6/2018

NOTE: Metro has instituted a hard hiring freeze as of 1/31/2018. Any position that may become vacant after that date will have to go through the hiring freeze process and will be considered on a case by case basis and if urgency and critical to department operations. We have been notified this hard hiring freeze will continue into FY19.

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Brief Area Updates – July 17, 2018 Nashville Public Library ADMINISTRATIVE SERVICES REPORT Safety/Security: June 2018  Several items were taken to surplus again this month.  2 after-hour events covered by security this month.  Animal Pros conducted 4 sprayings for birds in the courtyard. I work late to cover these to avoid overtime since they could not spray until after dark.  All annual fire alarm and sprinkler system inspections were completed at all branch locations that have fire equipment.  I have listed below the total number of incident reports for the month of June and the amount for each category.  Shane Pryor’s last day to work was Friday, July 6.  Most incidents remained about the same and suspensions remained about the same as in May. Total 47, down from 54 in April, including: Accident Ambulance Alarm Theft Arrest

0 4 1 1 4

Susp. Act Injury/Accident *Property Damage **Fire ***Stabbing

1 1 1 1 1

*(electric pole at Lakewood facility) ** (East branch vaping device exploded) *** (two homeless men / first floor restroom) Number of suspensions by conduct violation numbers: #1 — 0 #15 — 0 #3 — 3 #16 — 0 #5 — 10 #17 — 10 #6 — 2 #18 — 1 #8— 7 #19 — 8 #10 —2 #20 — 3 #12 — 0 #21 – 2 #14 — 1 #22 – 2 #23 – 1

42 | P a g e

Suspensions for June: # of patrons 0 3 0 15 0 4 2 12

# of days suspended 1 5 7 30 60 90 180 365

Delivery: June 2018 Main:  We received 680 incoming UPS packages and sent 36 packages out UPS GROUND.  There were 72 overnight packages received from FedEx, DHL, etc.  We received 109 inserts of mail from the United States Post Office and we sent 70 inserts of mail to Metro Mail for postage.  There were 35 special deliveries from Ikon, Supply Room, Advance Supply, Firefly, etc. Branches: For the month of June we moved 5,921 hold bins (189,472 items), 5,089 non-hold bins (162,848 items), 499 A/V bins (15,968 items) and 1,356 circulation bins (43,392 items). This gives us a grand total of 12,865 bins moved, a total item count of 411,680 with an average of 585 bins and 18,713 items moved per day. We sent 0 skids/boxes to Pratt recycling. We sent 8 skids of books to Better World Books. Daily completion Percentages: Holds 22 of 22 days for 100% Facilities Maintenance: June 2018 Work Orders:  206 opened during the month  136 completed  70 active 67% completion rate 43 | Page

Completed:  Replaced sign at Thompson Lane and Edgehill.  Pressure washed Richland Park.  Erosion blanket was put out at Goodlettsville. A rock was added to rain garden at Goodlettsville to control concentrated flow issue.  Donelson volunteers helped with landscape.  Old Hickory’s flower bed was weeded.  Replaced flexible coupling in the boiler pump.  Did scheduled maintenance with branch air handlers at Pruitt, Inglewood, Donelson, Hermitage, Green Hills, and Edmondson Pike.

BRANCH SERVICES REPORT Summer Reading Challenge The Summer Reading Challenge (SRC) is in full swing! Branch staff are seeing results from their outreach and programming efforts. In May alone, branch staff promoted the SRC to over 2,000 patrons during outreach at schools, community centers, festivals, and more! It came as no surprise when we reached 5 million minutes read city-wide during the first week of July. There are currently over 15,000 participants, and 2,500 of them can be called Reading Rockstars for meeting a minutes goal and completing activities. This number includes groups as well; a group’s goal is to read 200 minutes and complete activities. The following branches have already surpassed their minutes goal: Edgehill, Looby and Watkins Park. Old Hickory and Goodlettsville are expected to meet their goals very soon. Storytime for Seniors Storytime is not just for children! Branch staff are getting out of the library and providing outreach services for senior citizens. Lindsay Jensen, Adult Librarian II at the Bellevue Branch, leads monthly programs at NHC Place at the Trace. Her Talking Book Club is an adult storytime for patients with varying stages of Alzheimer's or dementia. Jensen reads short pieces, plays music, and brings sensory implements, such as flowers and pictures. She also leads a more traditional book club. Residents select a book, and Jensen brings large print and audiobook copies for them to discuss the following month. She also shares interesting information found in NPL databases and the Nashville Retrospective. Chris Morin, the Donelson Branch Manager, and Vicky Kirby, a Library Associate from the Inglewood Branch, also read aloud to residents of assisted living facilities in their communities. In addition to providing programs, staff are spreading the word about library materials and services. Staff from the Goodlettsville, Green Hills, and Looby branches recently visited seniors at community centers and living facilities to do library card sign-up and promote the Summer Reading Challenge. 44 | Page

COLLECTIONS AND TECHNOLOGY SERVICES REPORT Collections & Technology Services Noel Rutherford and I attended the American Library Association (ALA) Annual Conference in New Orleans June 21st – June 26th. Held meetings with TLC, Limitless Libraries and MNPS staff to discuss timeline for Development Requests. Held biweekly group meetings with staff to discuss ongoing projects. Held biweekly meetings with individual staff to discuss ongoing projects. Web Services Continued working with Community Engagement Staff on using READsquared to support literacy projects (Read to Rise). Web Services continues to work on various projects including the updating and maintenance of NPL’s webpages. Shared Systems Held meetings with TLC, Limitless Libraries and MNPS staff to discuss timeline for Development Requests. Continued working with MNPS to import student photos into Carl Connect. Implemented procedures for transitioning 12th grade students to adult NPL cards. Implemented the New Patron Purchase Requests procedures. Held weekly codejam sessions to work through Pika and Carl issues. Materials Management/Collection Development Materials Management focused on year end ordering before the close of the fiscal year. Continue to work on Staff and Patron surveys regarding the collections. Selectors are working on promoting materials through social media.

45 | Page

Technology INK: previewed the new interface and database for Incident Reports. This project is approximately 75% completed. Continued working with the ITS SharePoint Administrator to setup a test environment for hosting Ink in the cloud. Continued evaluating Cloud software to be able to manage the multitude of iPads and other handheld mobile devices owned by the library.

COMMUNITY ENGAGEMENT AND EDUCATION REPORT Puppet Truck  Offered 59 programs to 2,971 in attendance.  Traveled to 7 branches and to Metro Christian Academy, Olive Branch Church, Victory Church and Clark Memorial UMC Wishing Chair  Hosted the Frisch Marionettes’ production of The Wizard of Oz. Every show was completely full.  Hosted a special Storytime with the First Lady of TN. Bringing Books to Life Story time Teacher Training Loving & Learning Family Literacy Celebration Other

254 43 137 5 4

10893 827 1933 197 53

Fiscal year 2018 Totals 443 13903  Partnered for trainings and workshops at Grace M Eaton, Angels Watching Over Me, Fifty Forward’s Foster Grandparent program, Woodland Hills, South Nutrition Center for WIC, and East Nashville Hope Exchange.  Presented at the Allied Media Conference in Detroit on work with Woodland Hills teen fathers who are incarcerated.  Liz was quoted in American Libraries Magazine regarding NPL’s partnership with Metro Nashville Health Department’s WIC program: Adult Literacy  Served 533 people in 39 programs.  Had a presence at MNPS’s Fatherhood Festival, Juneteenth festival, and the Family Literacy Festival (at Martha O’Bryan), Room in the Inn, served as facilitators for the 46 | Page

community fair sponsored by MHRC and the Faith and Culture Center, and worked with Conexion’s new digital literacy manager to help him develop their Spanish computer skills classes.  Megan served as panelist at the Welcoming America national conference and attended the Library Journal Movers and Shakers reception at ALA. N.A.Z.A.  Hosting over 500 Opportunity Now (ON) students in the summer program. Studio  Hosting 6 ON teens who are learning equipment and planning hands-on STEM workshops for field trip participants.  In collaboration with WHAT. Creative Group and Creatives’ Day, planned and implemented a workshop for teens to design and paint a mural in the Library parking garage.  Hosted the Southern Word Audio Production 5-day intensive with 20 participants and 12 Opportunity Now teens from all over Nashville who took writing, production, and performance workshops and performed in final showcase.  Presented at the Allied Media Conference on our work in the Woodland Hills Juvenile Justice Center Digital Inclusion  Hosted a Tech Fair at Hickory Hollow Towers with other library services including Talking Library, Adult Literacy, and the Southeast Library staff. Comcast was on hand to get residents signed up for service.  Marian served on a panel at ALA Annual on The Impact of Embedded Digital Inclusion Champions.  3 teens from ON program are working with Digital Inclusion’s pilot initiative CyberSeniors to help older citizens gain computer skills. Limitless Libraries  Hired Stephanie Rodriguez to be new Limitless Libraries Manager.


Several Opportunity Now teen interns are working at Main throughout the summer in the Children’s, Teens and Public Technology divisions.

Staff from Special Collections traveled to the ALA Conference in New Orleans and also to Springfield, MO to facilitate sessions of Civil Rights and a Civil Society and lead conversations about race, identity and equity.

47 | Page

Cadets from West Point Academy visited the Civil Rights Room as a part of a three-week interdisciplinary course that uses immersion to teach contemporary issues in civil rights. The course is to further encourage cadets to be leaders of character and reinforce the importance of possessing empathy and understanding for all individuals.

Equal Access Services hosted the first Deaf-Blind Expo in Tennessee at the library. Approximately 150 people attended.

Main staff created an outreach booth at Nashville Pride. 47 new patrons were registered for library cards at the event.

NPL coordinated with the Public Health Departments to offer Hepatitis A vaccines for our patrons experiencing homelessness.


Continued to secure strong visibility for the library’s Reading Rockstars campaign, designed to promote summer-time reading and “reading role model-ism”.

Prepared a marketing campaign for Read to Rise, a library initiative to encourage parents and caregivers to read 20 minutes a day with their children birth – age 3. NPL launches Read to Rise in September 2018.

Issued a new edition of Unbound, the library’s quarterly news magazine.

48 | Page

New Business – July 17, 2018 Nashville Public Library Nashville Public Library Board July 17, 2018 Resolution Title: Fees and Charges Policy History/Background/Discussion: The Fines, Fees and Charges Policy (formerly F1.1) was last reviewed and revised by the Board on July 1, 2009. Policy F1.1 states the Library Board sets all library fines, fees and charges (see below): Establishment of Fines, Fees and Charges The Library Board will set all library fines, fees and charges (F2.1 and F2.2). All assessments to the public will be made in accordance with the above or the most recent revisions as approved by the Library Board. This policy included F2.1 Amounts Charged Overdue Fines (last updated July 1, 2009) and F2.2 Amounts Charged Fees and Charges (last updated September 28, 2009). When reviewing this part of the policy, F2.1 and F2.2 included the amounts the Library would charge and procedures to implement those charges. In an effort to separate the fines, fees and charges set by the Library Board and the procedures to implement those charges, on October 20, 2015 the Library Board approved a Comprehensive Fines and Fees Schedule. However, this schedule was never put into policy form. On February 21, 2017 the FY 2018 Budget Enhancement Resolution was adopted which included eliminating overdue fines and the non-resident fee for library users outside of Davidson County (for tangible materials, e- content is a $10.00 fee). With the Board’s approval of the Budget Enhancement Resolution, the Comprehensive Fines and Fees Schedule should have been updated to reflect these changes, including having the schedule put into policy form. To date, revising the Comprehensive Fines and Fees Schedule and solidifying that schedule into policy form have not been completed. Additionally, in the same chord as eliminating overdue fines and non-resident fees, Nashville Public Library also wishes to eliminate the $1.00 non-refundable Lost Card Fee found in the previous Comprehensive Fines and Fees Schedule. In FY2017-2018 only $70.00 was collected in non-refundable Lost Card Fees. Library Cards currently cost Nashville Public library $0.35 each. The Library wishes to revise the Comprehensive Fines and Fees Schedule into the Fees and Charges Policy with Overdue Fines, Non-Resident Library Card Fee (for tangible materials) and Lost Card Fee eliminated which would put this schedule into policy form. Recommendation: The Board approves the proposed Fees and Charges Policy Draftor(s): Susan Drye, Assistant Director for Administrative Services Person(s) Responsible for Implementation: Felicia Wilson, Susan Drye 49 | Page

RESOLUTION 2018-07.01 Fees and Charges Policy WHEREAS, Nashville Public Library seeks to update and revise the library’s Comprehensive Fines and Fees Schedule which will eliminate the Overdue Fines and the Non-Resident Card Fee (for tangible materials) and Library Card Replacement Fee from this schedule and put into policy form as the Fees and Charges Policy and WHEREAS, a Fees and Charges Policy is a fluid document, needing constant refreshing to keep it accurate as well as relevant, and WHEREAS, a review and revisions of the Fees and Charges Policy will be ongoing, and NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees to adopt the Fees and Charges Policy and that library’s policy and procedures be revised to reflect this.

50 | Page

Nashville Public Library Departmental Policies

Fees and Charges Policy

Policy Information Approved Date: Effective Date: Keywords:

[Date] July 17, 2018 Fees, Charges


Establishment of Fines, Fees and Charges The Library Board will set all library fines, fees and charges. All assessments to the public will be made in accordance with the above or the most recent revisions as approved by the Library Board. Collection and Deposit of Fees and Charges The Library’s Finance and Purchasing Office is responsible for formulating and implementing procedures for the collection and deposit of fees and charges (US currency only). Procedures will be provided to all staff responsible for collecting these revenues. Finance and Purchasing Staff will periodically audit branches and divisions to ensure compliance with these procedures. Nashville Public Library Comprehensive Fee and Charges Schedule Materials & Card Fees Item


Lost pieces of AV materials

$1.00/item + cost of item

Out-of-County Card Fee for e-content


Collection agency fees


Default Price List for Replacement Items (when there is no listed price) Collection




Fiction Non-Fiction

$ $

27.47 25.38

Trade Paperback Fiction Trade Paperback Non-Fiction

$ $

15.64 20.40

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Paperback Mass Market



Book Club-in-a-Bag Laminated Sheet



Hardback Fiction Hardback Non-Fiction Trade Paperback Fiction

$ $ $

15.33 25.38 9.95

Paperback Non-Fiction Paperback Mass Market (includes series)

$ $

11.00 5.99

Easy (Picture Books) Fiction Hardback (includes hardback readers & series)

$ $

18.97 17.63

Non-Fiction Hardback Fiction Paperback (includes paperback readers & series) Paperback Non-Fiction Board Book

$ $ $ $

27.04 7.90 8.45 6.95

DVD (per disc)



Music CD (per disc)



Audiobook on CD






Photocopies and Printouts Service


Black & white photocopy


Color photocopy (from Financial-Fees & Charges document)  Library reimburses $0.50 if federal, state or local government agency document


Microfilm/Microfiche readers


Black & white computer printout


Color computer printout  Library reimburses $0.50 if federal, state or local government agency document


Special Collections and Archives Service


Archival Certification for legal use of records other than marriages

Duplication Fees

$2.00 Photocopies (black/white) Printing from microfilm readers CD duplication Copy of a Marriage Record (Archives site & document) Certified Copy of a Marriage Record (Financial-Fees & Charges procedure Duplication of any record to a CD

$.10/page $.25/page $5.00 each $5.00 $10.00 $5.00/scan

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8 X 10 11 X 14 0-5,000 Publication in books, guides, 5,001-10,000 brochures 10,001-25,000 25,001 or more copies Circulation of 49,999 or less Publication in serials, magazines, Circulation of 50,000 to 99,999 newspapers Circulation of 100,000 and over Publication in audio, video or Under 500 copies electronic medium Over 500 copies Broadcast on PBS or non-commercial outlet Motion picture or TV broadcast Commercial broadcast or motion picture Museum or other non-profit display Display in commercial offices, stores and restaurants Advertising and Commercial Use Book jackets, end papers, magazine covers, CD covers Advertising 0-1,000 copies 1,001-2,000 Usage of other novelty items 2,001-3,000 3,001-4,000 4,001-5,000 Commercial and For-profit web pages Publication via the Internet Non-profit web pages The Library reserves the right to charge more based on size of reproduction. Image Reproduction Fees

$15.00/image $25.00/image $10.00 $30.00 $75.00 $100.00 $10.00 $25.00 $100.00 $25.00 $150.00 $50.00 $150.00 $25.00 $25.00 $100.00 $150.00 $40.00 $60.00 $80.00 $100.00 $120.00 $100.00 $25.00

Conference Center Business Rates

Nonprofit Rates

Room Auditorium

   Conference Room 1A or 1B

 

Conference Room 1 (Large)

      

Standard A/V equipment + surround sound, projection screen, and stage 230 fixed theater seats Refreshments must be served and consumed outside the Auditorium $650 per 4-hour block

Standard A/V equipment + projection screen 350 maximum capacity for standing reception 200 for theater-style setup 80 for seated meal setup 50 for classroom setup $475 per 4-hour block Standard A/V equipment + projection screen 500 maximum capacity for standing reception 300 for theater-style setup

  

       

Standard A/V equipment + surround sound, projection screen, and stage 230 fixed theater seats Refreshments must be served and consumed outside the Auditorium $500 per 4-hour block

Standard A/V equipment + projection screen 350 maximum capacity for standing reception 200 seats, theater-style setup 80 for seated meal setup 50 for classroom setup $300 per 4-hour block Standard A/V equipment + projection screen 500 maximum capacity for standing reception 300 for theater-style setup

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Conference Rooms 2 or 3 (Small)

     

200 for seated meal setup 115 for classroom setup $650 per 4-hour block Standard A/V equipment Tables are set in a hollow square to accommodate 20 people $35 per hour block

     

200 for seated meal setup 115 for classroom setup $500 per 4-hour block Standard A/V equipment Tables are set in a hollow square to accommodate 20 people $25 per hour block

54 | Page

July 2018 NPL Board Packet  
July 2018 NPL Board Packet