March 2021 NPL Board Packet

NASHVILLE PUBLIC LIBRARY Board of Trustees Meeting March 16, 2021

Nashville Public Library Board of Trustees Agenda March 16, 2021 WebEx – 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.”

III.

Motion to Approve Conducting Meeting by Electronic Means and Suspending Rules a. I move that the items on the meeting agenda constitute essential business of this Board, meeting electronically is necessary to protect the health, safety, and welfare of Tennesseans considering the COVID-19 outbreak, and any rule that conflicts with Governor’s Executive Order 16 permitting electronic meetings be suspended.

IV.

Public Comment

V. VI. VII. VIII.

Board Chair Comments, Keith Simmons, Chair Approval of Minutes: February 16, 2021...……………….………………….…pgs. 1 – 15 Library Director Report, Kent Oliver New Business a. Phase 2 Service Expansion Discussion, Kent Oliver, Terri Luke, Jena Schmid b. NPL and NPLF MOU, Kent Oliver……………….………………….…pgs. 39 – 43 c. Mobile WIC/NPL MOU, Liz Atack……………………….…………….pgs. 44 – 47 d. Limitless Library and MNPS MOU, Stephanie Rodriguez…….……….pgs. 48 – 53 e. NAZA and MNPS MOU, Stephanie Rodriguez………………….……..pgs. 54 – 70 f. NPL and CMHoF MOU, Stephanie Rodriguez…………………………pgs. 71 – 75

IX.

Adjournment

Next Scheduled Board of Trustees Meeting April 20, 2021 Location: TBD

Nashville Public Library Board of Trustees Minutes February 16, 2021 WebEx – 12:00 noon

X. XI.

Members Present:

Keith Simmons, Adriana Bialostozky, Kate Ezell, Robert Oermann, Charvis Rand, Joyce Searcy, Katy Varney

Library Staff:

Kent Oliver, Bernadette Hugan, Stephanie Rodriguez, Terri Luke, Lee Boulie, Jena Schmid, Susan Drye, Larry Jirik (WebEx Support), Corey Frederick

Others:

Derrick Smith, Assistant Metropolitan Attorney at Metropolitan Government of Nashville and Davidson County, Shawn Bakker, Nashville Public Library Foundation President

Call to Order / Roll Call Keith Simmons called the meeting to order at 12:06 PM. 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.”

XII.

Motion to Approve Conducting Meeting by Electronic Means and Suspending Rules I move that the items on the meeting agenda constitute essential business of this Board, meeting electronically is necessary to protect the health, safety, and welfare of Tennesseans considering the COVID-19 outbreak, and any rule that conflicts with Governor’s Executive Order 16 permitting electronic meetings be suspended.

Robert Oermann moved to approve conducting the meeting by electronic means and suspending the rules; the motion was seconded by Kate Ezell and passed unanimously.

XIII.

Board Chair Comments, Keith Simmons, Chair a. Mr. Simmons noted that the Library Board elects officers in April. He stated his personal situation has grown more complicated. Mr. Simmons stated that he will not stand for reelection as Library Board Chair. Having served on the Library Board for about 25 years,, he mentioned that he would like to stay on the Board but turn the position over to another Board member. He explained that he came to chair the Library Board due to his interest in the director search that resulted in the hiring of Kent Oliver.

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If one of the Board members is interested in the chair position, they should speak to Mr. Oliver or Mr. Simmons. He emphasized the importance of the chairperson having strong connections in city hall and being a sounding board for Mr. Oliver.

XIV.

Approval of Minutes: January 19, 2021 Mr. Oermann moved for approval of the minutes from the January meeting; the motion was seconded by Joyce Searcy and passed unanimously.

XV.

Library Director Report, Kent Oliver a. FY2122 Budget Updates i. Mr. Oliver stated that the library’s operating budget was due to Metro on February 16. He explained the complexity of this year’s process and thanked NPL Admin, especially Susan Drye and Angela McElrath-Prosser, for their work. He noted the added focus on outcomes, outputs, and strategic planning for these budgets.

Bernadette Hugan assisted Mr. Oliver with the background strategic information for the Mayor’s Office, which is due during the week of February 22. NPL was also asked to present an operating budget that reflected a 2% budget savings. The assistant directors listed positions that each division could leave vacant. These positions have been identified, and the materials budget from Limitless Libraries will see a minimal cut. ii. Mr. Oliver discussed his list of budget improvements that were submitted to Metro. These improvements would be funded by additional money added to NPL’s baseline budget. Nine improvements were submitted by the assistant directors this year, and Mr. Oliver prioritized them based upon the greatest impact on strategic planning.

1. Restore positions lost in the move from EBS to R12 systems. Six positions were lost when Metro went from one finance system to another. These positions would cost around $216,000.

2. In order to continue curbside service after NPL reopens, the Bellevue, Bordeaux, Edmondson Pike, and Green Hills Branches require additional staff positions; ten positions total, equaling $321,000, would be needed.

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3. One additional staff position, as well as a computer, would be needed in the Production Services Department to maintain NPL Universe, virtual programming, production, and staff training.

4. An additional Librarian 1 position, upgraded from Library Associate, within the Children’s Department at the Main Library would oversee Summer Reading Challenge. Summer Reading Challenge duties have rotated around the system and this would assign it to one staff member. The cost for this upgrade is $4,600.

5. Adding a staff member to the Equal Access Department would move a currently grant-funded position over to a Metro-funded position.

6. Two Special Collections positions—a Librarian 1 and a Library Associate— would be created to help with the digitization of Special Collections and Archives. This would cost $79,000.

7. Branch Services requested two additional Librarian 1 positions.

8. The NAZA contract restructure was requested, which would shift four positions to Metro-funded positions and cost $474,000.

9. Collections budget should be moved to the operating fund. This request would cost $4 million.

10. The final request was for added library travel reimbursements totaling $7,000. iii. Ms. Varney commented about contractual obligations for moving NAZA positions to Metro-funded positions. She asked if they would still work on NAZA. iv. Mr. Oliver confirmed that they would still work on NAZA. He added that the currently vacant 51 positions are not part of this list, since the list was created under the expectation that those were filled. v. Ms. Ezell explained that the Mayor’s budget focus seems to be toward education and neighborhoods. Even though the library plays a significant role in both categories, NPL is not seen as a major player these categories in Nashville. vi. Mr. Simmons agreed and noted that this has been a topic of Library Board discussions for some time. No matter who the mayor is this message does not seem to be communicated. He mentioned the advocacy campaign that was put on hold due to the pandemic. He explained the importance of the Mayor placing additional NPL funding on his budget. He stated that the Mayor would agree with us, but Page | 3

other priorities seem to be placed ahead of NPL. He expressed his frustration with NPL receiving the short shrift. vii. Mr. Oliver said that this would be discussed under the advocacy portion of the meeting. The prioritization piece is staff-focused on several items. If NPL does not add staff, services will need to be reduced. Curbside service is a very staffintensive service, and NPL expects that customers want curbside service to continue. NPL would like to put a request in for more locations for curbside, but the cost of adding even more staff does not make sense right now. viii. Ms. Searcy asked if the Mayor plans to increase the overall budget. ix. Mr. Oliver confirmed that the budget will not be increased. He admitted confusion in asking for additional positions while planning for a 2% reduction. He has not been given any sense of which way the budget will go. x. Ms. Ezell asked about strategies that could be revisited to help pressure the Mayor’s Office concerning the budget. xi. Mr. Oliver explained that the Advocacy Committee is currently making positive strides. He stated that Board members could continue to have individual interactions with council members as well as staff in the Mayor’s Office or Metro’s Finance Office. xii. Mr. Oermann commented that the Mayor was not a library supporter when he was a member of Metro Council. xiii. Ms. Searcy noted how impactful an advocacy push framed around equity could be towards council members. xiv. Ms. Varney agreed and stated that the Advocacy Committee has a good plan. What the committee lacks is a sustained effort. She mentioned the roadblock to advocacy that the pandemic caused. Now the group just needs to implement their plan. xv. Ms. Searcy mentioned that she might have a lead to advocacy within the Council. xvi. Mr. Oliver brought the conversation back the capital budget and 4% budget, stating that requests were submitted for both. There are $1.6 million in the upcoming bond for repairs throughout the system, but this did not include Richland Park as part of the repairs. NPL requested $4 million for books and materials in the 4% budget. He explained that he would like to see the hiring freeze go away. Mr.

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Oliver made the point to the Mayor’s Office that NPL could not reopen all buildings at this staffing level. xvii. Mr. Simmons noted his worry about the Collections budget. He remarked how difficult it is to check-out a book without queuing up and stated that $4 million is not enough for Collections. xviii. Mr. Oliver commented that he wished NPL could have $6 million for Collections. xix. Mr. Simmons mentioned that people have been working through this problem and that checkouts have been great through the pandemic.

b. NPL Advocacy, Kent Oliver i. Mr. Oliver stated that an ad hoc advocacy group was formed through the Nashville Public Library Foundation (NPLF) with the purpose of actively supporting the library and the budget. The group is comprised of NPLF staff as well as community members. Three advocacy points have been created as the focus of the group: 1. The library needs a commitment from Metro for Collections to receive a $4 million annual budget. 2. There are currently 51 library staff vacancies, and library staff must be stabilized. 3. Without additional staffing, the library will be challenged to continue curbside service, virtual programming, and other services. ii. Shawn Bakker stated that the group along with Ms. Varney were working on the best way to craft and refine these three points into a message. The group hopes to send out information during the first week in April, which is Library Awareness Week, and it will continue to investigate how to connect with Metro Council members. She welcomed any Library Board member who would be interested in helping with this effort. iii. Mr. Oliver explained that several staff members presented information at the recent Metro Council Parks, Library, and Arts Committee meeting. At the meeting, Mr. Oliver’s remarks addressed these issues, while Lee Boulie spoke about NPL Universe; Terri Luke discussed curbside service; and Niq Tognoni talked about Studio NPL. The committee is led by Council Member Nancy VanReece. Mr. Oliver noted the evening seemed like a success, and there are library supporters on the committee.

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iv. Mr. Simmons asked about the amount of funding that Collections received from the 4% fund during this fiscal year. v. Mr. Oliver stated that Collections had received $3 million this year. Last year, Collections received $2 million and even less the previous year. He stated that $4 million would be a really nice increase from where Collections have previously been. vi. Ms. Searcy stated the reason the library should receive this funding should be added to the advocacy points. She noted that the library should be seen as a way to develop the city’s educational as well as economical goals. vii. Mr. Oliver agreed, but remarked on the need to communicate these three simple points. He reiterated the need for a commitment from NPL supporters and for NPL to be on the forefront of their minds. NPL submitted its budget to the Mayor’s Office, and the two groups will meet next month. The Mayor’s Office will make budget recommendations to Metro Council at the end of April. The Council will work on the budget in May and June. viii. Ms. Varney noted the Council can adjust the budget after the Mayor submits his recommendations. She noted that NPL is a victim of its own success. Everybody on Council know the library does great things. NPL can communicate how it is suffering, but the Council sees all the great things the library does. She explained that NPL should reiterate that it cannot continue to get overlooked in the budget. ix. Mr. Oliver noted a suggestion for a “scorched earth” approach. If NPL does not receive funding, services will be retracted. x. Adriana Bialostozky asked about a timeline for the removal of services, if funding is not received. The timeline would make the ultimatum more concrete. xi. Mr. Oliver described how NPL staff are working on a reopening plan. During the process, NPL will be able to define how many staff will be needed to move forward. Current staffing levels are low, limiting how many locations NPL can reopen. He also commented on how staffing in the Equal Access Department has been minimal with little additional funding from the state. xii. Ms. Varney praised the idea for a timeline in making the situation more visual. The advocacy group will work with Mr. Oliver and NPL staff to obtain accurate staffing numbers.

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xiii. Mr. Simmons commented that in previous administrations the mayor followed by the finance director were the most important people in terms of making budget priorities. He is unaware how decisions are made currently in the Mayor’s Office.

He noted everyone’s hesitance to pressure the Mayor’s Office due to all the issues they have faced. He recommended going to the Council, if the advocacy group could not reach the Mayor or the Finance Director. xiv. Charvis Rand commented that no one wants to see a closed library in their district. xv. Mr. Oliver stated that he will keep the Board posted concerning advocacy efforts.

c. COVID and NPL Update, Kent Oliver i. Mr. Oliver explained that current NPL usage statistics are steady, and customers continue to take advantage of curbside service. NPL has also seen an increase in the usage of e-materials. He noted that current COVID statistical trends have caused him to anticipate reopening locations in the near future. Staffing numbers will dictate how libraries will open. ii. Mr. Oliver then commented on the inclement weather from the week of February 15. The library was closed on Tuesday due to staff and customer safety. Staff have been completing a good bit of work-from-home hours during the pandemic and this type of work could supplement administrative leave during inclement weather closures. NPL is looking at possible closures throughout the rest of the week. iii. Mr. Oliver commented that Board members all have various memorandums of understanding related to NAZA, Limitless Libraries, and the Country Music Hall of Fame to approve. He thanked Derrick Smith for his work in putting these together.

XVI.

NPL Foundation Update, Shawn Bakker a. NPLF is currently in conversations with long-standing funders, such as Phil Bredesen, John Ingram, and Dollar General. Topics in these conversations include projecting the library’s role in the community in 20 years, how to take the library’s current services to scale, and the library’s role in education. NPLF is also looking for new partners and is currently in talks with Amazon. NPLF continues to listen in the community about past and potential funders and how the library can align with their Page | 7

funding interests. Ms. Bakker stated that there will be more information to come on this.

XVII.

Staff Reports a. EDI Committee Report, Susan Drye i. Susan Drye explained the history of the Equity, Diversity, and Inclusion (EDI) Committee, which dates back to 2015. In 2019, the committee decided to focus on internal issues, and in 2020, this focus turned toward racism. In June 2020, Ms. Drye became the chair of the EDI Committee, showing NPL’s prioritization of equity, diversity, and inclusion as well as installing an EDI champion within NPL’s administration. A member of the Library Board, Mr. Rand, also agreed to serve on the 11-person committee. The revamped committee revised the original mission statement to reflect the committee’s internal focus. A subcommittee met to create definitions for equity, diversity, and inclusion in respect of NPL’s goals.

The committee is currently putting together a climate survey to benchmark staff views of where NPL is in terms of equity, diversity, and inclusion. An email about the survey will explain how NPL is prioritizing these issues. Once the survey is completed, the committee will set a plan to achieve goals informed by the survey.

NPL administration has already agreed to hold a mandatory virtual Civil Rights Civil Society course for managers and PICS. Terms used within this course will align with those from the EDI Committee. ii. Ms. Searcy suggested using Diversity, Equity, and Inclusion (DEI) instead of EDI. iii. Ms. Drye stated that she knew that some organizations called the initiative DEI. However, NPL wanted the focus to be on equity. For that reason, NPL purposefully named its initiative EDI instead of DEI. iv. Mr. Rand agreed with Ms. Drye. He complimented her on the job that she is doing leading the committee. He noted that he has learned some things while serving on the committee. v. Ms. Bialostozky commented that language should be mentioned among the differences listed in the group’s definition of diversity. She expressed the importance of diversity within the committee and the need for staff retention.

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vi. Mr. Simmons agreed that this is important work. He asked if the committee could give the Board a regular update on their work. vii. Mr. Oliver stated that a quarterly update could be given to the Board. Mr. Oliver commended Ms. Drye on her presentation and noted that her service provided a direct link to NPL administration. He also stated that having a Board member on the committee shows NPL’s commitment to the initiative moving forward. He thanked Mr. Rand for serving on the committee. viii. Ms. Ezell asked if Board members could take the Civil Rights Civil Society course. ix. Ms. Drye confirmed that this would be possible.

XVIII.

New Business a. Conference Center Policy Update, Jena Schmid i. Upon request of Mr. Simmons, Mr. Oermann agreed to chair the remainder of the meeting. ii. Jena Schmid explained the recent revisions to the Conference Center Policy.

Changes include the revised title, adding where the Gallery space can be rented with a fee structure, including a non-discrimination statement, and simplifying the fee structure. Other items in the policy were not changed. iii. Ms. Varney asked if this policy allows the Black Lives Matter events if they were not open for non-black members. iv. Ms. Schmid stated that organizations renting the space can control who is allowed into events. However, if the library sponsors the event, it must be open to the public. v. Mr. Oliver noted the issue to which Ms. Varney referred originated with the use of public meeting space at a branch. Any public meeting space is open to the public.

This policy is more about the Conference Center in particular. vi. Ms. Bialostozky commented that language should be added to the nondiscrimination policy. vii. Ms. Schmid also noted changes in the fees regarding food and beverage cleaning. viii. Ms. Ezell asked about limits for bringing food or beverages into the space.

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ix. Ms. Schmid commented that this is addressed in the procedure in terms of food and beverages that may stain the floor. Space renters would be charged for any damage caused during an event. Mr. Smith added input on the portion of the policy concerning liability and damages. x. Mr. Rand confirmed that the price points are reasonable. xi. Ms. Schmid stated that the proposed prices are low compared to other places. xii. Mr. Rand moved to adopt the new Conference Center Policy with the proposed changes; the motion was seconded by Ms. Varney and passed unanimously.

Nashville Public Library Board February 16, 2021 Resolution Title: Conference Center Policy History/Background/Discussion: The Use of Library Facilities and Meeting Rooms at the Main Library Policy was last revised and approved by the Library Board on December 12, 2017. Since then, the Conference Center has been changed to add another available space for meetings, the former Art Gallery. As this addition was necessary, the policy was reviewed, and the following revisions are suggested: • • • •

Addition of the Gallery space.

Simplification of the fee structure Addition of a non-discrimination statement Change of policy title

Recommendation: The Board approves the proposed revisions to The Use of Library Facilities and Meeting Rooms at Main Library Policy Draftor(s): Jena Schmid Person(s) Responsible for Implementation: NPL Facilities Coordinator, Georgia Varble, and Conference Center staff

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RESOLUTION 2021-02.01 Conference Center Policy WHEREAS, on December 12, 2017, The Nashville Public Library Board of Trustees approved and adopted The Use of Library Facilities and Meeting Rooms at the Main Library policy and WHEREAS, the Nashville Public Library Board of Trustees is required to authorize all fees charge by the Nashville Public Library, and WHEREAS, Library Leadership regularly reexamines library policy to conform to best practices recognized since its last update, NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees to adopt the revisions to the Conference Center Policy, formerly titled The Use of Library Facilities and Meeting Rooms at the Main Library Policy.

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Nashville Public Library Departmental Policies

Conference Center Policy

Policy Information Approved Date: Effective Date: Keywords:

[Date] October 20, 2009 Conference Center, meeting rooms, Main Library

Policy

Overview In support of the Library’s mission and vision to connect our community, Nashville Public Library (NPL) provides Conference Center meeting rooms at the Main Library to individuals, groups, and organizations in the public and private sector. The use of the Conference Center facilities shall be in accordance with the policies set by the NPL Board and NPL procedures.

This policy applies to the use of the Conference Center meeting rooms at the Main Library during normal operating hours. Other meeting spaces within Main Library are reserved for library operations. This policy does not apply to private events held at Main Library after operating hours.

(See Private Events Policy) The NPL Director and NPL Board have the authority to make exceptions to the rules set out in this policy.

Use of Library Facilities •

•

• •

NPL does not discriminate when making its facilities and meeting rooms available for public use. NPL does not discriminate based on race, color, national origin, gender, gender expression, gender identity, sexual orientation, age, religion, creed, or disability in admission to, access to, or operations of its programs, services, or activities.

Permission to use NPL facilities and meeting rooms does not constitute or imply NPL endorsement of the policies or beliefs of the group or organization using the room. Clients must not use advertising and publicity which imply that their programs are sponsored, co-sponsored, endorsed, or approved by NPL, unless NPL has given permission.

NPL has priority use of facilities and meeting rooms.

All NPL-sponsored events are open to the public and media.

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• • • •

Activities held in the Conference Center may not interfere with regular library operations and library-sponsored events.

NPL will determine the number and nature of events to be held in its facilities.

NPL reserves the right to review each prospective use and determine whether that use falls within the scope of this policy.

NPL staff or representatives may enter premises at any time and on any occasion.

Fees Room Rental • No rental fee is charged to government agencies, NPL sponsored events, or the Nashville Public Library Foundation (NPLF) during operating hours.

• NPLF Business Members are charged the non-profit rate.

• NPLF Corporate Sponsors can use Conference Center spaces free of charge once per calendar year (subject to availability).

• Waiver of fees applies to room rental only and does not include incidental expenses.

• If any additional library space is needed, an additional setup and teardown fee will be applied.

Auditorium

Non-Profit Profit

$125/hour $200/hour

Conference Room 1A or 1B $75/hour $125/hour

Conference Room 1 $125/hour $200/hour

Conference Room 2 or 3 $10/hour $35/hour

Gallery

$100/hour $150/hour

Audiovisual Services (AV) • Standard AV services are provided free of charge. Standard support for our conference rooms include a podium with microphone, up to 2 wireless microphones (handheld and lapel available), and a screen for PowerPoint and/or video presentations. An AV technician will be provided to assist with set up only.

• AV support for Auditorium events includes the same equipment package with the addition of general stage lighting. An AV technician is required for the duration of events in the auditorium.

• Fees may be applied for additional AV services. Rates vary depending on need.

Food/Beverage Cleaning Fees • An additional cleaning fee of $1 per person will apply when food and/or beverages are served.

Other Fees • NPL reserves the right to collect payment for costs incurred through the use of its facilities and meeting rooms.

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• •

Last-minute changes made by clients are subject to additional labor charges.

Other fees may be applied based upon individual requests.

Denial of Use of NPL Facilities • •

•

NPL reserves the right to accept or deny usage of facilities at any time, in accordance with this policy.

NPL has the right to preempt any event for an NPL event. In such rare instances, NPL will put forth every reasonable effort to assist in reserving another date or NPL meeting room.

Use of the premises may be terminated at any time if the conduct of the group or any member of the group is disruptive to Library service, abusive or dangerous to individuals, the building, NPL materials, exhibits, or furnishings in the building.

Damages and Liability •

•

•

•

•

Depending on the scope of the event, the rental applicant may be required to show appropriate liability insurance, in addition to any required permit or license. For example, but not limited to, the service or consumption of alcohol. (See Alcohol Policy - Main Library) NPL is not responsible for the loss of or damage to any equipment or materials owned or rented by a client using its meeting rooms, neither before, during, nor after the event, nor at any time.

NPL may collect payment if users cause damage to its facilities and meeting rooms.

Any client using the meeting rooms shall be held responsible for willful, intentional, negligent, or accidental damage to the NPL building, grounds, collections, or equipment caused by the group or organization, its members, or those attending its program. Intentional damages include, but are not limited to, leaving a room excessively dirty or messy after an event.

Clients must fully release and discharge the NPL Board, the Metropolitan Government, and their officers, agents, or employees from any and all claims for injuries, including death, damages, or loss, which may arise, or which may be alleged to have arisen out of, or in connection with the meeting or any use of the meeting rooms.

The client must further indemnify, hold harmless, and defend the NPL Board, the Metropolitan Government, and their officers, agents, and employees from any and all claims, damages, costs or attorney’s fees for any injuries or damages arising in part or in whole from the accidental, negligent, intentional, or willful acts or omissions of the client, its members, or those attending the event.

b. Donelson Update i. Mr. Oermann asked Mr. Oliver about an update on the Donelson building project.

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ii. Mr. Oliver stated that the project is on hold and depends on the status of the upcoming bond sale. If the bond sale is successful, NPL hopes to find out about moving forward with construction.

XIX.

Adjournment The meeting adjourned at 1:31 PM.

Next Scheduled Board of Trustees Meeting March 16, 2021 Location: TBD Respectfully submitted by Corey Frederick

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Statistical Summary – March 16, 2021 Nashville Public Library

Cardholders as % of Population Served

42.7% February 2021 New Cards: 1,368 Active Cardholders: 297,330

Cardholders New Registrations Volunteer Services Number of Volunteers Volunteer Hours

Feb-21 1,368 Feb-21 37 235.00

Active Patron Feb-21 Year-to-Date Cards 11,426 297,330 Feb-20 229 1774.00

% Change 2021-2020 -83.84% -86.75%

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Statistical Summary – March 16, 2021 Nashville Public Library Wireless Data February Wi-Fi data not available from Metro ITS.

Database and Website Data Website Visits Webserver

Database Usage Sessions

Feb-21 359,138

Feb-20 482,182

% Change 2021-2020 -25.52%

Feb-21 16,969

Feb-20 29,747

% Change 2021-2020 -42.96%

Circulation Data

eMedia Circulation* February 2021 eAudiobooks eVideos eBooks eMusic 68,851 4,215 103,639 1,786 *eMedia accounts for 58% of total February 2021 circulation.

eMagazines 3,818

Total 182,309

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Statistical Summary – March 16, 2021 Nashville Public Library

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

Feb-21 Circulation 13,645 3,088 4,073 2,315 902 10,789 6,550 17,053 633 181 10,159 2,797 847 5,490 35,222 1,598 2,335 159 5,089 6,799 4,259 592 182,309 1 316,885

Month Feb-21 Feb-20 % of Total Circulation 4.31% 40,346 0.97% 6,967 1.29% 9,021 Jan-00 7,058 0.28% 3,412 3.40% 38,311 2.07% 17,419 5.38% 48,927 0.20% 2,955 0.06% 441 3.21% 30,767 0.88% 11,303 0.27% 3,009 0.20% 13,289 11.12% 56,081 0.50% 3,219 0.74% 5,378 0.05% 1,620 1.61% 14,632 2.15% 20,458 1.34% 8,914 0.19% 1,335 57.53% 158,923 1.6059% 0 503,785

% Change 2020-2019 -66.18% -55.68% -54.85% -67.20% -73.56% -71.84% -62.40% -65.15% -78.58% -58.96% -66.98% -75.25% -71.85% -58.69% -37.19% -50.36% -56.58% -90.19% -65.22% -66.77% -52.22% -55.66% 14.72% N/A -37.10%

Feb-21 Year-to-Date 113,948 25,226 34,718 18,827 8,836 80,165 58,564 144,100 6,464 2,005 86,147 32,314 9,356 43,652 284,724 13,511 19,117 2,853 43,833 63,310 35,252 5,967 1,586,073 7 2,718,969

Fiscal Year-to-Date Feb-20 Year-to-Date 354,271 58,298 80,405 59,366 30,173 330,144 152,968 424,692 23,369 3,737 273,189 99,349 26,280 118,493 470,074 28,106 44,750 15,003 127,361 174,760 82,133 12,422 1,396,217 12 4,385,572

% Change 2021-2020 -67.84% -56.73% -56.82% -68.29% -70.72% -75.72% -61.71% -66.07% -72.34% -46.35% -68.47% -67.47% -64.40% -63.16% -39.43% -51.93% -57.28% -80.98% -65.58% -63.77% -57.08% -51.96% 13.60% -41.67% -38.00%

LIMITLESS LIBRARIES TERMINAL ACTIVITY TREND FY2021

FY1920

FY1819

25000 20000 15000 10000

5000 0 JUL

AUG

SEP

OCT

NOV

DEC

JAN

FEB

MAR

APR

MAY

JUNE

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Statistical Summary – March 16, 2021 Nashville Public Library Virtual Programming Data February 2021 TOTAL

# of Programs 392

# of Live Views 24,137

MONTH - FEBRUARY 2021

ATTENDANCE * AT VIRTUAL PROGRAMS

Children

NO. ARCHIVES BELLEVUE BORDEAUX BBTL (Bringing Bks to Life!)

BBTL (Adult Literacy) DONELSON EAST EDGEHILL EDMONDSON PIKE GOODLETTSVILLE GREEN HILLS HADLEY PARK HERMITAGE INGLEWOOD LOOBY MADISON MAIN - Adult Svcs MAIN - Be Well MAIN - Children Svcs MAIN - Digital Inclusion MAIN - LSDHH/Equal Access MAIN - Puppet Truck MAIN - Special Coll.

MAIN - Studio NPL MAIN - Teen Svcs MAIN - WIshing Chair Productions NORTH OLD HICKORY PRUITT RICHLAND PARK SOUTHEAST THOMPSON LANE WATKINS PARK TOTALS

0 12 4 24 0 0 0 3 12 4 8 4 6 2 0 15 4 0 20 0 7 36 1 8 0 13 0 3 6 4 7 9 0 212

AUD. 0 197 205 777 0 0 0 224 165 356 90 34 2,298 12 0 206 28 0 1,610 0 80 2,036 15 95 0 2,643 0 491 21 19 1259 350 0 13,211

Teens

NO. 0 4 7 0 0 0 0 4 0 0 0 0 1 0 0 4 0 0 2 0 1 0 2 21 7 0 0 0 0 0 0 0 0 53

AUD. 0 20 58 0 0 0 0 68 0 0 0 0 35 0 0 170 0 0 6 0 3 0 52 556 136 0 0 0 0 0 0 0 0 1,104

Seniors

Adults

NO. 0 5 0 6 8 3 0 1 11 2 0 4 4 3 0 0 7 9 1 0 2 0 11 7 0 0 0 1 16 5 3 0 0 109

AUD. 0 110 0 53 75 43 0 32 665 13 0 74 998 49 0 0 220 80 5 0 11 0 6,205 48 0 0 0 7 864 33 50 0 0 9,635

NO. 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 18 0 0 0 0 0 0 0 0 0 0 0 0 0 18

AUD. 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 187 0 0 0 0 0 0 0 0 0 0 0 0 0 187

*Attendance at end scheduled timeslot

Page | 19

Financial – March 16, 2021 Nashville Public Library Updated to include January Payroll

Page | 20

Financial – March 16, 2021 Nashville Public Library Does not include February Payroll

Page | 21

Personnel Summary – March 16, 2021 Nashville Public Library

New Hires & Resignations February New Hires N/A

February Resignations Name Bush, Elizabeth

Classification Library Page

Resignation Date 2/18/2021

Location Edmondson Pike

Page | 22

Personnel Summary – March 16, 2021 Nashville Public Library NPL Vacancies as of 2/28/2021 Positions vacant but not approved to fill

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 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51

Division / Branch PUBLIC REL OP & MAIN-MN BELLEVUE BELLEVUE ED PIKE ED PIKE GOOD GRN HILLS HERM INGLE INGLE OLD HICK SE THOMP WATKINS OP & MAIN-MN OP & MAIN-BR OP & MAIN-BR ARCHIVES CHILD ED PIKE GOOD GRN HILLS GRN HILLS TEENS TECH SVCS BELLEVUE BELLEVUE EAST GOOD NORTH REF RICH PK THOMP TEENS BELLEVUE CHILD CHILD ED PIKE GOOD GOOD GRN HILLS HERM REF PERFORM ART COMM ENGAGE ADMIN SVCS PUBLIC TECH PROD SVCS BRG BKS TO LF SECURITY

Title ADMIN SVCS OFFICER 2 BLDG MAINT SUPT - Main CIRCULATION ASST CIRCULATION ASST CIRCULATION ASST CIRCULATION ASST CIRCULATION ASST CIRCULATION ASST CIRCULATION ASST CIRCULATION ASST CIRCULATION ASST CIRCULATION ASST CIRCULATION ASST CIRCULATION ASST CIRCULATION ASST CUSTODIAL SVCS ASST SUPV - Main CUSTODIAN - Branch CUSTODIAN - Branch LIBRARIAN 1 LIBRARIAN 1 LIBRARIAN 1 LIBRARIAN 1 LIBRARIAN 1 LIBRARIAN 1 LIBRARIAN 1 LIBRARIAN 2 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY MGR 2 LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PERFORMING ARTIST LIBRARY SVCS ASSIST DIRECTOR OFFICE SUPPORT REP PROGRAM SPEC 1 PROGRAM SPEC 2 PROGRAM SUPV SECURITY GUARD

Grade OR01 TS13 ST05 ST05 ST05 ST05 ST05 ST05 ST05 ST05 ST05 ST05 ST05 ST05 ST05 TS02 TG05 TG05 ST09 ST09 ST09 ST09 ST09 ST09 ST09 ST10 ST06 ST06 ST06 ST06 ST06 ST06 ST06 ST06 OR06 ST02 ST02 ST02 ST02 ST02 ST02 ST02 ST02 ST02 ST07 OR11 ST05 ST06 ST08 ST10 ST06

Name VACANT (K HEAD JEFFERIES) VACANT (B PRUITT)-hiring freeze VACANT (D SCOTT) VACANT (E THOMAS) VACANT (K WINGATE) VACANT (L AKULA) VACANT (R BROWN, JR) VACANT (O YAMIN) VACANT (J JONES) VACANT (E ALEXANDER) VACANT (L GARRISON) VACANT (E NELSON) VACANT (M WILLIAMS) VACANT (G ARMISTEAD) VACANT (K WEBB) VACANT (T PATTON) VACANT (L ODOM) VACANT (T BOWERS) VACANT (L GARLAND)-hiring freeze VACANT (G HALL) VACANT (J QUEEN)-hiring freeze VACANT (K CASPER) VACANT (A WESSELS) VACANT (B ENGLISH) VACANT (J MEYER) VACANT (P GRUBBS) VACANT (J WELLS) VACANT (M PHOUTHAVONG) VACANT (J MARTIN) VACANT (R LITTLE) VACANT (J PITTS) VACANT (W CHAMBERLAIN) VACANT (T ALLMAN) VACANT (A RAMEY) VACANT (T GLASS) VACANT (C WALTON) VACANT (A ALLEN) VACANT (M MCKINLEY) VACANT (K VARNELL) VACANT (K NAKASONE) VACANT (D LEE) VACANT (N NGUYEN) VACANT (C SONGER) VACANT (B CHAMBERS)-hiring freeze VACANT (M MATENS) VACANT (E ADLER) VACANT (S GRAVERT-SPITZER) VACANT (M KELLEY) VACANT (C TATUM) VACANT (C MILLER) VACANT (T BANKS)-hiring freeze

FPS F F F F F F P F F F F F F F F F F F F F F F F F F F F F F F F F F F F P P P P P P P P P F F F F F F F

FTE 1.00 1.00 1.00 1.00 1.00 1.00 0.49 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 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 0.49 0.49 0.49 1.00 1.00 1.00 1.00 1.00 1.00 1.00

Date Vacant 8/26/20 7/6/18 12/3/20 10/5/20 11/30/20 8/21/20 5/18/20 7/24/20 9/21/20 5/29/20 10/19/20 5/31/20 3/9/20 4/18/20 8/14/20 1/27/20 7/25/20 2/14/20 3/22/19 9/21/20 8/10/18 10/26/20 5/12/20 9/21/20 12/3/20 1/15/21 11/1/20 9/21/20 10/23/20 12/30/19 10/26/20 9/1/20 10/30/20 2/14/20 2/11/20 8/4/20 11/18/19 1/13/21 3/9/20 7/13/19 9/20/19 10/3/20 7/21/20 7/7/19 10/28/20 12/4/20 3/9/20 2/29/20 11/18/19 4/3/20 4/8/19

No. of Vacancies Prior to FY21 = 25 No. of Vacancies in FY21 = 26 Total = 51 vacancies as of 2/28/2021

Page | 23

Brief Area Updates – March 16, 2021 Nashville Public Library ADMINISTRATIVE SERVICES REPORT Safety & Security: February 2021 •

Curbside Service and Phase 1.5 continue to operate with very few issues. There were several I.O.D. reports from branch locations concerning trips and falls. Staff were reminded to pay attention to their surroundings to prevent injuries.

• The LEGO competition was held virtually this year with 240 participants. Children’s staff coordinated the drop-off of entries by participants at the garage entrance to the Main Library. Everyone was very excited about the library being able to conduct this event, even with the building being closed.

• A couple of after hour virtual programs were conducted with Special Collections staff.

• The Mayor and his staff were at the library on two occasions during February. One day his staff were filming in the Civil Rights Room. On the second day, the Mayor was filmed in the Children’s Department as he was reading children’s books.

• Snow and ice conditions closed all library locations February 14-19. Several locations remained closed on February 20.

• Flooding conditions of Nashville area rivers and creeks did not cause any flooding issues at our locations; however, some roof leaks were reported.

Total number of incident reports for the month of February and the amount for each category: Total 3, up from 2 reports in January.

Ambulance Alarm Arrest Medical Fire Alarm Suspensions

0 0 0 0 0 2

Illness / Accident Mental Issues Property Damage Theft Vehicle Accident Safety Related

0 0 0 0 0 1

Number of suspensions by conduct violation numbers: #1 — 0 #2 — 0 #3 — 0 #4 — 0 #5 — 0 #6 — 0 #7 — 0 #8 — 0

#9 — 0 #10 — 0 #11 — 0 #12 — 0 #13 — 0 #14 — 1 #15 — 1 #16 — 0

#17 — 2 #18 — 0 #19 — 1 #20 — 0 #21 — 0 #22 — 0 #23 — 0

Page | 24

Suspensions for February: # of patrons 0 0 0 0 0 0 0 2

# of days suspended 1 day 5 days 10 days 30 days 60 days 90 days 120 days 365 days

Delivery: February 2021 Main: • • • •

We received 214 incoming UPS packages and sent 24 packages UPS GROUND in February.

There were 48 overnight packages received from FedEx, DHL, etc. in February.

We received 56 inserts of mail from the United States Post Office and we sent 42 inserts of mail to Metro Mail for postage in February.

There were 16 special deliveries from Ricoh, Supply Room, Firefly, Amazon, etc. in February.

Branches: •

We moved: 5,973 hold bins (191,136 items) 2,445 non-hold bins (78,240 items) 1,038 Circulation/Main bins (33,216 items).

Total of 9,456 bins moved.

Total item count of 302,592.

An average of 630 bins and 20,197 items moved per day.

10 skids were sent to Pratt industries for book recycling in February.

0 skids were sent to BWB in February.

Daily Complete Percentage: Holds 15 of 15 days for 100% in February.

Page | 25

Facilities Maintenance: February 2021 Tamis work order report shows 356 work requests, 288 completed, 68 still active with an 81% completion rate for the month of February.

Total # Work Orders

# # Completion Completed Active %

Craft

Month

None Entered

February 2021

1

0

1

0%

Administration

February 2021

8

7

1

88%

Branch Custodial Services February 2021

72

68

4

94%

Contractor

February 2021

14

0

14

0%

Electrical

February 2021

41

38

3

93%

Grounds

February 2021

116

116

0

100%

Main Custodial Services

February 2021

2

0

2

0%

Maintenance

February 2021

102

59

43

58%

Quantity Completed Active Completion 356 288 68 81% 1. Pressure washed buildings at Pruitt, Thompson Lane, and sidewalks at Old Hickory 2. Grinded tree stumps at various branches 3. Completed maintenance and repairs on Billy Goat sweeper 4. Filled holds at the Elm Hill Pike Archives facility 5. Removed vegetation from fence line at Green Hills 6. Worked on the drain at the Green Hills dock 7. Removed dirt from wall area at North 8. Removed metal spike from ground at Hadley Park 9. Stripped and waxed areas of the floor at Donelson 10. Cleaned carpet at Donelson 11. Cleaned and buffed floors at Pruitt, Hadley Park, North, Inglewood, and East 12. Salted parking lots, walkways, sidewalks, and entrances at various branches

Page | 26

BRANCH SERVICES REPORT REOPENING TASK FORCE COMMITTEE: This committee is meeting weekly and their charge is to plan for the next phases of reopening the branches. As part of this process the committee is reviewing “like libraries” opening plans and reading articles about the future of library service. The committee was also able to visit the Brentwood Library.

LET’S TALK GARDENING INTERVIEW: Bordeaux staff member and co-chair of the Seed Exchange, Magda Underdown-DuBois, was interviewed by IGTV (Instagram TV) about the Seed Exchange. This popular program continues during the pandemic with curbside seed delivery and virtual programs.

ARABIC/ENGLISH STORYTIME: Edmondson Pike staff members Corrie Jones and Magdy Gerges teamed up to create an Arabic/English story hour. The response has been wonderful.

Many of the Edmondson Pike Arabic speaking patrons expressed joy after watching the program with their children. Edmondson Pike staff are in the process of planning one that will be in Chinese.

AFRICAN AMERICAN HISTORY MONTH STORY TIME: Goodlettsville Library Associate Aretha Coakley's February 3rd African American History Month Story Time was selected as one of four AAHM events for the system and featured on NPL’s YouTube channel. She was represented alongside Wishing Chair Productions presenting Ellingtown, The Porch presenting The Power of Words: Black Writers Sing America, and Artist Ashley Mintz demonstrating the Romare Bearden Collage Style. The picture books Aretha chose for this Story Time were Woke Baby by Mahogany L. Browne and All Because You Matter by Tami Charles – two excellent anti-racist titles.

MAKE AND TAKE CRAFT KITS: Demand for The Make and Take Craft kits delivered through curbside service continues to increase. Parents report that they are using these crafts as a learning activity for their children.

RACISM IN CHILDREN’S LITERATURE BLOG: With the publication of six Dr. Seuss books coming to end over racist imagery, the Nashville Public Library blog posts were mentioned by both CBS and CNN. The blog posts were created and posted in 2019 by a staff committee led by Lindsey Patrick.

COLLECTIONS AND TECHNOLOGY SERVICES REPORT Shared Systems •

Anticipating a March go-live for Credit Card for patron/customers to be able to pay via MyAccount in catalog.

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• • • • • • • • •

•

o Jenny Lane is working with Circulation Committee and Finance to prepare procedures and staff training. Will have video conference training for front-end staff and handouts for staff to give patrons. o Credit card payment option in QA testing. Jesse Morros to present demo and answer questions in Manager’s meeting, March 18th.

Bryan Jones working with cataloging and LinkedIn to fix marc records for foreign language offerings.

Web made improvements to mobile site experience (enhanced alerts).

Web consulted with LSDHH about grant proposal for improved website and online services.

Jesse Morros and James Staub modified MNPS reporting SQL in anticipation of database changes in upcoming ILS update.

Bryan Jones did a show-and-tell with adult services about Aspen.

Documentation on Curbside Communicator added to GitHub repo.

Bryan Jones sideloaded Peterson Test and Career Prep and PebbleGo offerings to catalog/school.

Worked with MN circulation staff on database cleanup projects.

Staff preparing for software/subscription service updates, including: o 3/4 – LinkedIn Learning o 3/13 – CarlX server maintenance o 3/17 – CarlX, Carl Connect, APIs o 3/29 – Transparent Language o 4/8 – MorningStar Working remotely to promote library operations: o Looking at products that could improve online services, like Patron Point online registration module and Unique’s Curbside Communicator. o Bringing attention to routine patterns that we may want to adjust, like sending patrons to collections for unreturned items. o Testing and modifying ILS and discovery layer. o Working with circulation committee, etc. to update and create new procedures for ensuring access and good customer service. o Working with front line staff to ensure access to systems. o Providing managers with reports and statistics. o Keeping the events calendar up to date with the latest online happenings and working with MarCom on NPL Universe. o Modifying patron account expiration dates to allow liberal use of our services by existing customers. o Answering patron questions and resetting PINs to help existing patrons access online material. o Adding items and bibliographic records to the database for schools and Limitless Libraries. o Patron data cleanup: improving data quality, reviewing new patron registrations, making it easier for patrons to re-register if long-expired.

Page | 28

Technology Infrastructure Projects •

• •

• •

•

•

•

•

•

Branch Computer Maintenance/Updates o Power Cycle Computers / Test Logins - Ongoing o Verify monthly update installation - Ongoing o Verify network connectivity / domain presence – Ongoing Branch External Wi-Fi o Phase 2: remaining 7 locations in process of being installed.

Mobile Device Management – Library iPads o Configure management groups – Complete / Ongoing o Deploy to existing iPads throughout system - Ongoing Southeast Library – Digital Signage – Floor Projector o Working with Dalton/Anode on software backend to pull from PIKA. Main Library – ADA Computers o Replacing end of life computer with new and updating all ADA software with current versions.

Phased Re-Opening – Complete/Ongoing o Activate network jacks in new locations – Complete/Ongoing o Move staff computers – Complete/Ongoing o Determine public computer spacing / marking out of service - Complete Remote Library Workers – Complete/Ongoing o Continued support – Remote Access, troubleshooting application access, remote document sharing o Setup SharePoint sharing sites for multiple departments – Complete/Ongoing o Access to 3rd Party Resources (Google Docs, Dropbox, etc) – Complete/Ongoing Security Camera Maintenance / Troubleshooting o Work with camera vendor & network to determine issues - Ongoing o Reconfigure / replace cameras as needed - Ongoing Staff Computer Memory Upgrades o Pull system-wide staff computer inventory - Complete o Upgrade memory in 4gb computers to 8gb - Ongoing Main Library - Security Camera Server OS Upgrade – 3 servers o Run daily & weekly CommVault Captures for backup – Complete / Ongoing o Backup camera configurations / videos – 03/08/21 o Upgrade OS on servers – 03/08/12

Collections

New Circulation User category Digital Physical

# of Unique Users 34894 10924

Items checked out 182,309 66,925* Page | 29

Totals =

45,818

249,234 New Acquisitions

Format Digital Physical

Copies added 4612 3410 Totals =

8022 Materials Budget - February

Material Type Digital Physical Totals =

Amount Spent in Feb $158,342 $160,315

Amount Remaining $1,092,282 $1,178,894

$318,657

$2,271,176

*Physical checkout statistics do not include renewals as this report is used by Material Services to determine the demand for content, not how long customers want to borrow the content.

Staff Highlights, in addition to ongoing collections work: ▪

▪

▪ ▪

▪ ▪

▪

▪

Barcoding and cataloging staff have completed the Main nonfiction, DVD, and Audio CD collection inventories. They re-labeled Main graphic novels—all fiction, nonfiction and biographies are done. They are now starting work on main’s graphic novel & manga collection re-labeling project.

Noel Rutherford worked this past month on the upcoming migration of our popular Lynda.com platform to Linked Learning, and updated the Lucky Day collection in Overdrive with help from collection development librarians.

Beth Deeb created a new blog post: All the Young Men https://library.nashville.org/blog/2021/02/all-young-men Beth Deeb created the following booklists that are added weekly to our website: Black History Books You May Have Missed, Love and Romance, Black History Month: Short Stories and Memoirs, Mindfulness and Meditation, Women's History Month: Nonfiction, Pi(e) Day, March 14, Women's History Month: Classics by Women, Gardening/Seed Exchange, Crafts Joanna Roberts created the following booklists: Inspiring Black Women, You Are Loved, For Fans of To All the Boys I've Loved Before, Just Press Play: Talking Books Bethany Baeuerlin added newly formatted call numbers to bib records and item records for Main graphic novels. Cataloged Special Olympics kits and are waiting for ordered supplies to finish processing. Cleaned up bib and item records for Periodicals Indexes at Main Susan Poulter created new podcasts: part 9 & 10 of The Arabian Nights Entertainments (specifically, The Adventures of Prince Camaralzaman and the Princess Badoura and Noureddin and the Fair Persian.

Valerie Sain hosted her 2nd Wednesday book club online. The read The Alchemist by Paulo Coelho.

Page | 30

Meetings/Webinars Attended: ▪ Internal meetings: Procedures Review Committee, Town Hall Staff Meeting, Nashville Reads, Teen Services, Children’s Services, Internal Communications, Annex collection meeting.

• External: LJ Summit: The Long Haul: How COVID Is Changing Libraries & What’s Next for Collection Strategy and Reader’s Advisory; Harper Collins Summer 2021 preview; Big-Buzzing Prepub Titles for Spring; Booklist’s Graphic Novel Showcase: Spring Titles, Midwest Tape vendor meeting.

Production Services NPL YouTube Page Stats for January Programs streamed/published on YT: 35 YT Views: 18,347 Hours of content viewed on YT: 5,434 New Subscribers on YT: 75 New Series/Show Production: Co-Produced Whimsical World of Wishing Chair Produced 2021 LEGO Awards show Nashville Reads Dreamers New Series Streamed: African American History Month Studio NPL Playlist Returns Audio Production Audio Recording sessions – 14 audio recording sessions for truth b told and Just listen podcast – and Wishing Chair productions voice over.

Audio editing sessions - 8 New Podcasts published – 4

EDUCATION AND LITERACY REPORT Adult Literacy • 8 programs with 75 attendees • Launched a new Teachers’ Lounge series called “Whole Person Planning” that focuses on introducing adult educators to community resources and then how to incorporate this information into classroom instruction. February's Lounges focused on money and housing and will be complemented by sessions in March and April.

Page | 31

•

Growing Opportunities for Adult Learners (GOAL) Collective’s new workgroups met this month to get started on work around messaging, common intake processes and fundraising for the collective’s work.

Be Well @ NPL • • •

February was heart month and highlighted blood pressure control information through newsletter Kicked off chair yoga for people with limited mobility, outreach focus has been on people with MS and traumatic brain injury Monthly Be Well Café discussion topic was the science on gratitude to promote heart health

Bringing Books to Life!

• 30 programs with 830 views/attendees • Cohosted a teacher training with Bret Wilson from the Puppet Truck on storytelling and shadow puppetry. Despite snow and ice and a week off (for many), 13 teachers attended.

• Discussed a potential research collaboration with Vanderbilt University Medical Center on language acquisition in dual language learning preschool children and families.

• A parent workshop at Hickman Elementary this month had 20 parents in attendance!

• Launched “Books Brothers,” an initiative of the Blueprint for Early Childhood Success, with United Way of Greater Nashville, and My Brother’s Keeper Nashville. New story times, read by local men of color, will air on NPL Universe each Monday and Wednesday at 4:00pm. As of 3/2, the playlist had 408 views.

Digital Inclusion • Total contacts with Seniors in February = 752 • Vanderbilt University Medical Center provided Digital Inclusion staff with an online training of how their Telehealth system works. In turn, DI will be helping seniors prepare for a Vanderbilt Telehealth visit.

• Telehealth Program Classes started in February. In preparation for the classes, Digital Inclusion staff delivered the laptops to participant homes and then worked with them either from the porch or their car to help them start up the laptop and connect it to their WiFi. • West End Home Foundation featured NPL Digital Inclusion on their website.

Page | 32

Limitless Libraries • MNPS students checked out 23,830 items during February • Launched Level UP—a new early literacy eBook/eaudiobook database for PreK–3rd grade • Stephanie spoke with Jacksonville Public Library and West Florida (Pensacola/Escambia County) Public Library about public library/school partnerships and the LL model • Held 2 “check in and chat” zoom sessions for school librarians with 20 in attendance each time NAZA • NAZA was invited to submit a full proposal for a new IMLS three-year grant.

• NAZA is part of a national afterschool platform called Every Hour Counts, which offers afterschool system building institutes every 18 months that are usually attended by youth development professionals and leaders from over 50 cities. The next one will be offered late April (26-28). Anna is helping plan that institute.

• NAZA offered 5 training sessions in February with total of 60 participants.

Puppet Truck • Conducted 33 virtual programs for daycares/schools/retirement/organizations: 1,994 participants • Bret Wilson and Susan Frizsell held a Teacher Training Session for BBTL sites. Topic for the 1st hour: The Use and Training of the Human Voice. Topic for the 2nd hour: Tips and trick to Shadow Puppetry – (Saturday, February 20th 10:00 a.m.–12 p.m.)

• Jonah Jackson (Dr. J) launched and completed his month-long series for NPL Universe Poetry, Prose and Puppets. Aired Thursdays @ 3:00p.m. - YouTube viewing count total: 117 • In partnership with The Discovery Center of Murfreesboro, the Puppet Truck presented “Ellingtown” for its annual Black History Celebration on Sunday, February 28th.

Page | 33

Studio NPL • Studio NPL has found repeat success with our "no-sew" workshops using "take and make" kits and our "virtual 3D printing hangouts", which has been driving patrons to our 3D printing curbside pick-up initiative.

• Monica and occasional partner Nina (teens) have been hosting weekly SEL workshops through partner organization Legends at Smith Spring community center, seeing 13 teens weekly as they enthusiastically engage in virtual scavenger hunts, quiz bowls, and homework tips for virtual learning.

• Niq has been engaging MNPS STEAM teachers in partnership conversations, presenting on Studio's resources at a monthly MNPS meeting and STEAM conference in February.

System-wide Programming • . African American History Month program aired on NPL’s YouTube channel throughout February, receiving 110 cumulative views.

• Beginning February 8th, NPL officially unveiled the new NPL Universe landing page on our website.

• While February's program numbers are still being collected, our January numbers show that NPL: o Provided 151 NPL Universe video programs on YouTube and Facebook with over 8,850 views on our NPL Universe virtual programs o Provided 214 online programs (via Zoom, email, phone, etc.) with nearly 4800 participating patrons Wishing Chair Productions • February brought on a lot of work as we prepared for the new “Whimsical World of Wishing Chair” program.

• We also had a new Storytime with the Professor with Adrian Rose Leonard, who started out as a Wishing Chair puppeteer, but has moved to TV and Film puppeteering in Los Angeles!

• Work is beginning for Picnic at the Library for NPLF, with an “Alice in Wonderland theme.”

MAIN REPORT •

Special Collections produced its first ever behind the scenes video to demonstrate the fascinating and intensive process of preserving documents. Check it out on YouTube at "Preserving the Parthenon drawings" at the Nashville Public Library. - YouTube.

•

Special Collection images have been used for numerous projects in the community and beyond. Just in February NPL Special Collection image requests were used in projects for the renaming of 5th Ave/Congressman John Lewis Blvd; Mayor’s office requests for Page | 34

information on Rip Patton and Freedom Riders; NAACP special award for Rev. Lawson; Charlie Pride story for Channel 2; Sit-in photo for Holocaust Memorial Resource and Education Center of FL; and a weekend media story on Elizabeth Duffas the first African American MTA bus driver.

•

NPL Seed Exchange has been able to continue delivering seeds via curbside pickup during the COVID shutdown. With spring nearly here, our patrons are so grateful that they can get started on their gardens.

•

The 11th annual LEGO contest was a huge success with 240 entries and over a thousand online views of the streamed event.

•

March is Teen Fandom Fest month!

MARKETING AND COMMUNICATIONS REPORT Social Media Facebook: (MAIN PAGE ONLY) Page Views: 1,823 (up 76%) Page Likes: 93 (up 79%) Post Reach: 63,424 (up 409%) Page Follows: 107 (up 98%) Post Engagement: 3,617 (76%) (Please note immense gains here; ~4-5 highly popular posts—LEGO, Black History Month, and book lists—account for the difference; all “organic” – no paid/boosted posts) Instagram: Accounts reached: 4,514 Content Interactions: 618 Total Followers: 8199 (up .8%) Top IG posts (by impressions): Beauty is in Diversity - 1,862 Kids Craft Feb. - 1,768 Lego Award Ceremony Announcement - 1,762 LEGO Contest Voting - 1,554 Black Voices Matter - 1,504 Twitter: Tweets: 59 Tweet Impressions: 80.5K (up 28%) Profile visits: 3,160 (up 2.3%) Page | 35

Mentions: 115 New Followers: 59 Total followers: 17K (up 59%) Link clicks - 222 Retweets: 65 Likes: 169 Top Tweets - (by impressions) Service update for the weather (Feb 16) - 7,265 Service update for the weather (Feb 12) - 5,915 Service update for the weather (Feb 17/18) - 4,893 LEGO voting - 2,428 BX service update (Feb 20) - 2,359 Email Marketing FEBRUARY TOTAL Sent to: 607,219 Opens: 104,566 Clicks: 5,268

External Sent to: 165,647 Opens: 20,639 Clicks: 1,414

BBTL Sent to: 393 Opens: 114 Clicks: 92

Children Sent to: 517 Opens: 140 Clicks: 16

Branch Events (GO, HM, OH, BV, EP) Sent to: 53,880 Opens: 8,637 Clicks: 577

Salon@615 Sent to: 3,724 Opens: 1,301 Clicks: 109

Service Updates (Systemwide, RP) Sent to: 354,482 Opens: 67,145 Clicks: 2,076

Wishing Chair Sent to: 4,316 Opens: 861 Clicks: 32

Adult Literacy Sent to: 757 Opens: 230 Clicks: 37

Seed Exchange Sent to: 1,741 Opens: 538 Clicks: 282

Read to Rise Sent to: 1,418 Opens: 325 Clicks: 58

NAZA Sent to: 669 Opens: 205 Clicks: 88

Be Well at NPL Sent to: 484 Opens: 181 Clicks: 44

Votes for Women Sent to: 1,597 Opens: 550 Clicks: 66

Page | 36

Media Hits

Blog Posts/Feature Stories

Website, general Total pageviews

200,550

Top 10 pages Homepage Curbside Service info Locations Books-Movies-Music Get a Card LEGO Contest

118,164 7,814 5,662 4,664 4,452 2,442

Blog Post: Tackling Racist Children’s Books: Conversations in Seussland 2,135 Contact Us 2,052 Location-Green Hills 2,021 Location-Bellevue 1,406 Location-Main 1,324 Page | 37

Blog Posts - Staff Bloggers Total Blog pageviews Blog landing page (/blogs-podcasts) Top posts Tackling Racism in Children’s Books: Conversations in Seussland Tackling Racism in Children’s Books: Little House on the Prairie Tackling Racism in Children’s Books: What Asterix Taught Me About Parenting Free Solo Pen-and-Paper Roleplaying Games Worst Train Accident in US History (Online Catalog Upgrade Feature)

21,462 (↑18%) 756

2,135 842 433 365 254 235

Page | 38

New Business – March 16, 2021 Nashville Public Library Nashville Public Library Board March 16, 2021

Resolution Title: Approval of the Memorandum of Understanding between Nashville Public Library and Nashville Public Library Foundation History/Background/Discussion: Since the inception of the Nashville Public Library Foundation, Nashville Public Library and the Nashville Public Library Foundation have worked collaboratively to further the mission of Nashville Public Library. The Nashville Public Library Foundation provides support to Nashville Public Library through raising private dollars and advocating for the Library.

The proposed Memorandum of Understanding will allow the two institutions to have a formal working agreement that sets out guidelines, expectations, and responsibilities for each institution.

Additionally, this agreement will be reviewed annually each September to ensure its relevancy.

Recommendation: The Board approves approved the Memorandum of Understanding between Nashville Public Library and the Nashville Public Library Foundation.

Draftor(s): Susan Drye, Assistant Director for Administrative Services Person(s) Responsible for Implementation: Kent Oliver and Shawn Bakker Page | 39

RESOLUTION 2021-03.01

Approval of the Memorandum of Understanding between Nashville Public Library and Nashville Public Library Foundation WHEREAS, the library wishes to approve the proposed Memorandum of Understanding between Nashville Public Library and the Nashville Public Library Foundation, and WHEREAS, the Nashville Public Library Foundation Board approved the Memorandum of Understanding in February, 2021; NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees that Nashville Public Library approves the Memorandum of Understanding between Nashville Public Library and Nashville Public Library Foundation.

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Memorandum of Understanding Between Nashville Public Library Foundation and Nashville Public Library Operating in the spirit of collaboration and shared success, the following will constitute an operating agreement between the Nashville Public Library Foundation (Foundation) and Nashville Public Library (Library). It will stand until and unless it is modified by mutual agreement of the Foundation’s Board and the Nashville Public Library Board. The Library’s purpose is to meet the needs of the community and the Foundation’s mission is to support the Library though raising private dollars and advocating for the Library. This agreement will be reviewed annually in September to ensure its relevancy.

To that end, the Library agrees: 1. to publicly direct all private funds raised to support the Library to the Foundation, support the Foundation as lead entity in all private donor relationships, and coordinate directly with Foundation staff on all potential gifts that will be received by the Foundation, as outlined in the Foundation Grants Administration Policy & Procedures and Foundation Gift Acceptance Policy.

2. to include Foundation staff in the long-term planning process to ensure that the Foundation is aware of the goals and direction of the Library.

3. to regularly share with the Foundation the Library’s strategic initiatives and discuss with the Foundation how their resources and support might help move these initiatives forward.

4. to supply the Foundation with a budget proposal each year that indicates the anticipated needs for Foundation support and complies with the funding strategy defined by the Foundation Board and follows the Foundation Annual Budget and Timeline Policy.

5. to provide the Foundation with data and stories to assist them with development of the newsletter, mass mailings, Foundation promotional materials, and donor/sponsorship solicitations.

6. to provide regular reporting to the Foundation on the impact of activities supported by Foundation funds.

7. to provide public space for Foundation membership brochures, promotional materials and donation boxes.

8. to provide the Foundation with adequate space in the Library for office needs and storage as agreed to by the Foundation and Library administrations.

9. to annually invoice the Foundation before the end of the fiscal year for the cost of Metro ITS Services that benefit the Foundation directly and a portion of refuse, security and water charges associated with tenant space in the Main Library.

10. to provide special event spaces to the Foundation at a cost that covers Library expenses and complies with the Use of Conference Center and Library Meeting Rooms Policy.

11. to follow the Foundation Shared Employee Policy & Procedures with regard to library staff members employed by the Foundation.

12. to follow the Foundation Expenditure Policies and Procedures for all library purchases made by the Foundation.

13. to the terms listed in the Joint Marketing & Communications Agreement.

14. to provide staff support for the Foundation lease tenants in the Main Library building in the areas of security, building access, and maintenance concerns.

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The Foundation agrees: 1. to publicly support the Library and its policies.

2. that monies raised will ultimately be used to support library programs, services and other defined needs, including Foundation operating expenses, unless otherwise agreed to by both the Foundation and the Library.

3. that the Library administration has the final say in accepting or declining any and all gifts restricted for Library programs and services that are not included in the annual approved budget.

4. to manage all funds received in a fiscally responsible manner that ensures the ongoing viability of the Foundation, adherence to donor restrictions, and established best practices for library foundations.

5. to engage in advocacy efforts on behalf of the Library under the guidance of the Library administration and the Library’s Board.

6. to the terms listed in the Joint Marketing & Communications Agreement 7. to pay annually for Metro ITS Services that benefit the Foundation directly, and a portion of refuse, security and water charges associated with tenant space in the Main Library.

8. to cover the cost to the Library for any Foundation event held at a Library space and comply with the Event Policy & Procedures developed by Foundation and Library administration.

9. to adhere to all applicable Library policies and procedures.

Both Foundation and Library agree To open communication and meaningful involvement between each of the governing bodies, to include: 1. Foundation will reserve up to three voting positions on their Board of Directors for Library Board members.

2. Orientation for each board will include information regarding each organization/board.

3. All board members will be encouraged to attend a board meeting for the other organization.

4. The Library Director will be included, as defined by the Foundation’s bylaws, as a non-voting member on key Foundation committees, including Finance and Executive.

5. The Foundation President will be invited to Library Board meetings.

6. A representative of each board or administrative staff will serve on special committees as deemed appropriate by the Library Director and Foundation President. (For example: the Advocacy Committee, the Foundation’s Diversity, Equity and Inclusion Committee, and the Library’s Equity, Diversity and Inclusion Committee) 7. The Library and Foundation Chairs will meet at least annually.

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To open communication and meaningful involvement between staff to include:

Leadership staff from the Library and the Foundation commit to a quarterly NPL/F meeting to: ●

Review programmatic priorities of Library to gain deeper understanding of the programs and initiatives. ● Review Foundation priorities and approaches to fundraising. ● Identify and review opportunities from funders and the community. ● Brainstorm approaches to services and to funders. ● Review budget needs and identify ways to address. ● Create the messages around needs and priorities.

These meetings will occur a minimum of once a quarter and will be organized by the Library Director and the Foundation President who will also determine who should attend these meetings.

Annually, in September a Design Session will be held to: ● Share the Library future priorities. ● Share the community needs through the lens of both the Library and the Foundation. ● Set priorities for the next 2 years, with a focus on the upcoming fiscal year.

Library and Foundation leadership will identify who should attend this meeting.

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New Business – March 16, 2021 Nashville Public Library Nashville Public Library Board March 16, 2021

Resolution Title: Mobile WIC MOU Renewal History/Background/Discussion: Nashville Public Library (NPL) and the Metropolitan Nashville Public Health Department (MNPHD) have had an MOU agreement in place since September 16, 2014. The existing agreement allows the Woman-Infant-Child Bureau of the MNPHD to utilize NPL meeting rooms for their “Mobile WIC” educational classes and voucher distribution. The current MOU has expired. The updated MOU contains no significant changes other than to update addresses of NPL locations. This document, produced by MNPHD has been reviewed by Terri Luke, Assistant Director for Branch Services at NPL.

Recommendation: The Board approves the proposed MOU Draftor(s): MNPHD, Liz Atack, Terri Luke Person(s) Responsible for Implementation: Liz Atack

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RESOLUTION 2021-03.02 Mobile WIC MOU Renewal

WHEREAS, Nashville Public Library and Metropolitan Nashville Public Health Department have a successful and important collaboration through the Mobile WIC program, and WHEREAS, Nashville Public Library seeks continued partnership with MNPHD to support the healthy growth and development of Nashville’s mothers, infants and children, and NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees that the Board endorses the renewal of the Memorandum of Understanding between Nashville Public Library and Metropolitan Nashville Public Health Department.

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MEMORANDUM OF UNDERSTANDING BETWEEN THE METROPOLITAN GOVERNMENT OF NASHVILLE AND DAVIDSON COUNTY ACTING BY AND THROUGH THE METRO PUBLIC HEALTH DEPARTMENT AND THE NASHVILLE PUBLIC LIBRARY

This Memorandum of Understanding (“MOU”) is made and entered into on the 1st day of February, 2021 by and between the Metro Public Health Department (“MPHD”) and Nashville Public Library (“Facility”), both of which are departments of The Metropolitan Government of Nashville and Davidson County (“Metropolitan Government”), a governmental, municipal and public corporation created and existing under and by virtue of the Constitution and Laws of the State of Tennessee.

The Parties hereby agree as follows:

MPHD commits to:

a) Conducting classes regarding the Women Infants & Children (WIC) Program;

Facility commits to:

a) Allowing MPHD to use suitable space at the address(es) specified below for a two-and one-half hour period during regular hours of library public operations subject to scheduling availability up to twice a month at agreed upon times to conduct the WIC classes. b) Address(es): - Main Library 615 Church St. Nashville, 37219 - Bellevue 720 Baugh Rd. Nashville, 37221 - Bordeaux 4000 Clarksville Pk. Nashville, 37218 - Donelson 2315 Lebanon Pk. Nashville, 37214 - East 206 Gallatin Ave. Nashville, 37206 - Edgehill 1409 12th Ave S Nashville, 37203 - Edmonson Pike 5501 Edmonson Pk. Nashville, 37211 Page | 46

-

Goodlettsville 205 Rivergate Pkwy. Goodlettsville, 37072 Green Hills 3701 Benham Ave. Nashville, 37215 Hadley Park 1039 28th Ave, N. Nashville, 37208 Hermitage 3700 James Kay Ln. Hermitage, 37076 Inglewood 4312 Gallatin Pk. Nashville, 37216 Looby 2301 Rosa L. Parks Blvd. Nashville, 37228 Madison 610 Gallatin Pike S. Nashville, 37115 North 1001 Monroe St. Nashville, 37208 Old Hickory 1010 Jones St. Old Hickory, 37138 Pruitt 117 Charles E. Davis Blvd. Nashville, 37210 Richland Park 4711 Charlotte Ave. Nashville, 37209 Southeast 5260 Hickory Hollow Pkwy. #201 Antioch, 37013 Thompson Lane 380 Thompson Ln. Nashville, 37211 Watkins Park 612 17th Ave N. Nashville, 37203

Term. The term of this MOU shall be for five (5) years commencing on the date described above.

Compensation. No compensation is required for this MOU.

Amendments. This Memorandum of Understanding may be amended at any time by mutual written agreement of the parties.

Termination. Any party to this Memorandum of Understanding may terminate this agreement by providing the other party with written notice of their intent to do so thirty (30) days prior to the date of termination. Termination discussions will take into consideration the budgetary shift that accompanied the departmental responsibility shifts.

Notices and Designation of Agent for Service of Process.

Department: Att'n: Addr:

Metro Public Health Department Director 2500 Charlotte Pike Nashville, TN 37209

Contractor: Att'n:

Nashville Public Library Director

Addr:

615 Church St. Nashville, TN 37219 Page | 47

New Business – March 16, 202 Nashville Public Library Nashville Public Library Board March 16, 2021 Resolution Title: Limitless Libraries MOU Renewal History/Background/Discussion: The Limitless Libraries program has been underway between Nashville Public Library (NPL) and Metro Nashville Public Schools (MNPS) since 2009. In order to meet joint expectations, NPL and MNPS have operated under an MOU agreement. The current agreement expires June 30, 2021. There are no significant changes in this renewal document, which will be effective July 1, 2021 through June 30, 2026. This document has been reviewed by Metro Legal and NPL has forwarded it to MNPS for their review.

Recommendation: The Board approves the proposed MOU. Draftor(s): Kent Oliver, Stephanie Rodriguez Person(s) Responsible for Implementation: Stephanie Rodriguez

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RESOLUTION 2021-03.03 Limitless Libraries MOU Renewal

WHEREAS, Nashville Public Library and Metro Nashville Public School have a successful and important collaboration in the Limitless Libraries program, and WHEREAS, Nashville Public Library seeks the continued prosperity of this collaboration: NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees that the Board endorses the renewal of the Memorandum of Understanding between NPL and MNPS.

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MEMORANDUM OF UNDERSTANDING

BY AND BETWEEN THE METROPOLITAN NASHVILLE PUBLIC SCHOOLS AND THE NASHVILLE PUBLIC LIBRARY This Memorandum of Understanding (“MOU”) is made and entered into by and between Metropolitan Nashville Public Schools ("MNPS") and Nashville Public Library ("NPL").

1. Term. The term of this MOU shall begin July 1, 2021 and end June 30, 2026. Either party, with agreement from the Mayor’s office, may cancel or negotiate for the modification of this MOU at any time during the term.

2. Scope of Agreement. a. This agreement will facilitate the Limitless Libraries project, a joint effort between MNPS and NPL to improve library access and facilitate sharing physical and electronic resources throughout the city utilizing the options and features of a shared integrated library system (ILS) and discovery layer. b. MNPS will deliver an extract of student and staff information on a nightly basis to a secure, agreed upon location accessible to the NPL Shared Systems team.

MNPS will make the necessary student information available to NPL on a nightly basis.

This information is necessary for students to access public library materials for checkout and delivery to their school locations. This information is also necessary for students to have online access to NPL resources. The following data elements for each student enrolled in any MNPS location will be sent by MNPS to NPL. By sharing this information, a student can use the libraries of their school and NPL with their school identification tag. The data elements are: • • • • • • • • • • • •

Name (First, Middle, and Last) Home Address Date of Birth School Name School Code Grade level Homeroom teacher Home Telephone Number Email Address Parent/Guardian Name if Student is under 14 years of Age Student ID Number Permission_NPL (opt-out)

Data elements needed for staff records are: • Name (First, Middle, and Last) • School Name • School Code • Email Address • Staff ID Number c. In the performance of this MOU, NPL is subject to and will comply with applicable laws Page | 50

and regulations, including but not limited to: i. FERPA: Family Educational Rights and Privacy Act (20 U.S.C. § 1232g; 34 CFR Part 99) ii. IDEA: Individuals with Disabilities Education Act, (20 U.S.C. § 1400, 34 CFR pt.

300) iii. COPPA: Children's Online Privacy Protection Act, (15 U.S.C. §§ 6501–6506, 16 CFR Part 312) iv. PPRA: Protection of Pupil Rights Amendment, (20 U.S. Code § 1232h, 34 CFR Part 98) Personally Identifiable Information (PII) linked to students covered by one or more of these laws may be collected, processed and stored within the services provided by NPL. The status of individual students may change over time, triggering coverage by a new law and regulation. NPL agrees to treat all PII consistently, as covered by and in compliance with all of these laws and regulations. d. MNPS understands that NPL may rely on one or more sub-contractors to provide the services under this MOU, which may have access to PII. NPL will provide MNPS with the name and address of each such sub-contractor before this MOU becomes signed and effective. Through the term of the MOU, NPL will also provide prior notice to MNPS if NPL plans to engage a new sub-contractor that may have access to PII. NPL is also prohibited from further disclosing any PII unless re-disclosure is: i.

ii. iii. iv.

only in furtherance of providing the services to MNPS, and recipients of re-disclosed PII agree in writing to comply with the terms of this MOU and related federal and state laws/regulations that protect PII, or; required to ensure legal and regulatory compliance, or; in response to a judicial process in a court in the United States of America, or; to protect the privacy of PII, the safety of users or others, or the security of the services.

If any of the four permitted re-disclosure events noted above occurs, NPL will notify MNPS as soon as practically possible.

3. Duties of MNPS Administration for sharing of data. a. MNPS will assign staff to work with NPL to facilitate the transmission of student data on a regular schedule. b. MNPS will ensure that no confidential student data is transmitted to NPL other than as dictated by the terms of this MOU. c. MNPS will update NPL if data elements or workflow need to change. d. MNPS will ensure that students without permission to access NPL collections will be appropriately designated in the data delivered to the ILS. 4. Duties of MNPS Administration for receiving collection development money and assistance. a.

MNPS shall be responsible for the funding of a MNPS librarian. MNPS shall also fund a student per capita expenditure for collection materials equal to $7.50 per student annually. Collections should contain an average of nine (9) items, in good condition, per student, (as defined by the Rules of the TN Department of Education for Library Information Centers 0520-01-02-.07).

b. Commitment by the school principal to minimize the use of library space and library staff for non-library activities and to allow the library staff reasonable time to participate in Page | 51

Limitless Libraries training and support activities. It is recommended that clerical staff be in the libraries to aid with deliveries, check-in, check-out of materials.

5. Duties of MNPS Administration for receiving local student and faculty delivery of NPL and ILL materials (recommended staffing).

Elementary Schools Student Population 1-449 450-599 600+

Middle Schools

1-399 400-999 1000+

High Schools

1-1999 2000+

Specialty Schools

1-500

Staff 1 full-time librarian 1 full-time librarian, 1 part-time clerk preferred 1 full-time librarian, 1 full-time clerk preferred 1 full-time librarian, 1 part-time clerk preferred 1 full-time librarian, 1 full-time clerk preferred 1 full-time librarian, 1 full-time clerk preferred, 1 part-time clerk preferred 1 full-time librarian, 1 full-time clerk preferred 2 full-time librarian, 2 full-time clerks preferred

1 part-time librarian

6. Duties of NPL. a. NPL will assign staff to work with MNPS staff to facilitate the transmission of student data on a regular basis. b. NPL will ensure that no student data is shared with other entities, including its collection agency, and excepting those listed according to the parameters above in 2.d.NPL will not use the student data except for regular library business associated with the Limitless Libraries program. c. NPL will ensure that information about students without permission to participate in the Limitless Libraries program will be used only to facilitate the business of MNPS school libraries and provide a method for accessing NPL materials at NPL facilities (i.e., as a library account/card). d. NPL will commit the resources necessary to fulfill the mission of Limitless Libraries. e. NPL will manage the budget designated for Limitless Libraries and regularly share budget documents with MNPS administration and local school faculty. f.

Before enacting any change(s) to the ILS that directly impact the business of MNPS school libraries, NPL shall first consult with, and receive approval from, MNPS in regards to the change(s) proposed.

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7. Compensation. a. MNPS shall pay NPL an annual fee of $100,000 for providing ILS, discovery, collection development, cataloging and help desk Services. b. There will be no other charges or fees for the performance of this MOU. c. Total compensation for this MOU shall not exceed $500,000.

8. Termination. With prior agreement from the Mayor’s office, either party may terminate this MOU at any time upon thirty (30) days written notice to the other party.

9. Notices. All notices under this Agreement shall be in writing and sent to the address listed below for each party: Party: Attention: Address: Phone: Email:

Party: Attention: Address: Phone: Email:

Nashville Public Library Kent Oliver 615 Church Street Nashville, TN 37219 (615) 862-5768 kent.oliver@nashville.gov

Metropolitan Nashville Public Schools Lindsey Kimery 2400 Fairfax Avenue Nashville, TN 37212 (615) 259-3282 x814607 lindsey.kimery@mnps.org

10. Assignment and Delegation. Neither party may assign its rights or delegate its duties under this Agreement.

11. Entire Agreement. This instrument contains the entire agreement between the parties hereto and may be modified only in a document executed by all parties.

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New Business – March 16, 2021 Nashville Public Library Nashville Public Library Board March 16, 2021 Resolution Title: NAZA and MNPS MOU Renewal History/Background/Discussion: Nashville After Zone Alliance (NAZA) has been in partnership with Metro Nashville Public Schools (MNPS) since 2009. In order to meet joint expectations, NAZA and MNPS have operated under an MOU agreement. The current MOU expired February 28, 2021. There are no significant changes in this renewal document, which will be effective March 1, 2021, through February 28, 2026. This document has been reviewed by Metro Legal and NAZA has forwarded it to MNPS for their review and signatures.

Recommendation: The Board approves the proposed MOU. Draftor(s): Kent Oliver, Stephanie Rodriguez, Anna Harutyunyan Person(s) Responsible for Implementation: Anna Harutyunyan

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RESOLUTION 2021-03.04 NAZA and MNPS MOU Renewal WHEREAS, NAZA and MNPS have a successful and important collaboration, and WHEREAS, Nashville Public Library seeks the continued prosperity of this collaboration: NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees endorses the renewal of the Memorandum of Understanding between NPL/NAZA and MNPS.

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MEMORANDUM OF UNDERSTANDING BY AND BETWEEN NASHVILLE PUBLIC LIBRARY OF THE METROPOLITAN GOVERNMENT OF NASHVILLE AND DAVIDSON COUNTY AND THE METROPOLITAN GOVERNMENT OF NASHVILLE AND DAVIDSON COUNTY BY AND THROUGH METROPOLITAN NASHVILLE PUBLIC SCHOOLS

This MEMORANDUM OF UNDERSTANDING is made and entered into this on March 1, 2021, by and between Nashville Public Library of the Metropolitan Government on behalf of NAZA (hereinafter “NPL”), and Metropolitan Nashville Public Schools (hereinafter “MNPS”).

The purpose of this agreement is to describe the means by which NPL and MNPS shall collaborate in order to support and further the work of the Nashville After Zone Alliance (NAZA), which operates from within the Education and Literacy Division of NPL. NAZA is an intermediary out-of-school time system that funds free high quality learning experiences in afterschool and summer for students in Nashville, including those who attend the schools of MNPS (collectively, “Metro Schools”) with primary focus on creating equity of access for youth with limited resources. NAZA’s network consists of youth development agencies that offer quality learning opportunities especially for Metro Schools’ middle school students (grades five through eight) at no cost in safe and convenient locations across the county.

As both NAZA and MNPS move towards a more holistic approach to learning and development targeting both SEL and academic indicators for youth success, NAZA commits to further the growth practices as defined in Nashville’s Vision for Holistic Youth Development to help youth thrive in education.

NAZA addresses barriers to student participation in its funded programs by working in collaboration with NPL and MNPS to: ● Offer coordinated outreach/recruitment so that Metro Schools’ diverse students/families know about programs and how to enroll; ● Coordinate scheduling to make access as easy as possible for students and their families; ● Coordinate transportation and nutritious meals/snacks; ● Participate in the nationally-recognized Youth Program Quality Intervention to ensure that programs are high-quality and appealing enough to attract and retain student participants. ● Partner in the implementation of Nashville’s Vision for Holistic Youth Development, including in cocreating tools and metrics for measuring social, emotional and cognitive growth in children and youth throughout their learning path (in-school, out-of-school). ● Share data between systems to offer need-based solutions for children and youth as well as understand and document the learning and development growth. ● Share virtual learning platforms and resources when possible.

It is AGREED: 1. NPL will: a. Provide oversight and operational support for NAZA’s administrative activities, including the selection and hiring of NAZA administrative staff. b. Engage with the MNPS and Metro Schools’ staff in strategic planning, direction setting, and resource sharing. In doing so, it shall: i. Develop effective and wide-reaching communications and marketing strategies for students, families, schools, and the community-at-large; Page | 56

c.

d. e.

f.

ii. Develop creative strategies to identify, leverage, and fully utilize existing options related to: 1. Transportation 2. Meals/snacks 3. Professional development 4. Facilities and supplies; iii. With the purpose of serving individual needs of beneficiary students, design the processes, platform and tools for the collection, monitoring, and entry of students’ afterschool and summer program participation data, including by types of activities and growth practices targeted at each program, student surveys and other information used in the broad assessment and evaluation of NAZA programming and its overall effectiveness as a citywide system in accordance with the Data Exchange and Confidentiality Agreement, attached hereto as Attachment A; iv. Create partnership outlets between NAZA- funded, affiliated and other types of partners and schools to support the key performance indicators set by Metro Schools for students and their overall learning and developmental goals set by NAZA and youth development agencies in partnership with students and their families. Advocate for policies and funding that support holistic learning and development of children and youth through NAZA at the local, state, and federal level, in collaboration with the MNPS; v. Develop, implement, and refine a continuous quality improvement cycle for all NAZAaffiliated youth development agencies.

Implement the procurement process with Metro Finance to select NAZA Coordinating Agency/Implementing partner, which is responsible for subcontracting with community youth development agencies for programming on behalf of NAZA. Ensure the Coordinating Agency complies with the Metro contract.

Support enforcement of Metro Schools’ safety and security practices, responses, and processes.

Support MNPS in establishing and implementing clear on-going communications systems and structures between NPL and Metro Schools, and between school personnel and NAZA- funded and affiliated providers.

Accept additional responsibilities as negotiated during implementation and expansion of NAZA.

2. MNPS, via the Director and staff, will: a. Identify an executive administrator to serve as liaison to NAZA staff leadership and the Leadership Council. b. Engage the NPL and NAZA staff in strategic planning, direction setting, and resource sharing. In so doing, it shall: i. Develop effective and wide-reaching communications and marketing strategies for students, families, schools, and the community-at-large; ii. Develop creative strategies to identify, leverage, and fully utilize existing options related to: 1. Transportation 2. Meals/snacks 3. Professional development 4. Facilities and supplies; iii. Design and implement the processes related to student school-level data sharing, record matching, report and dashboard generation, enabling access of NAZA partners to student data in accordance with the Data Exchange and Confidentiality Agreement, attached hereto as Attachment A; iv. Provide access to virtual/digital learning platforms, including Schoology to NAZA-funded, affiliated and other partners who enter into contract/MOU relationships with NAZA. Only staff members of the youth development agencies who have background clearance will be Page | 57

allowed to access Schoology or other virtual/digital learning platforms that include sensitive student data. v. Create partnership outlets between NAZA- funded, affiliated and other types of partners and Metro schools to support the key Core Tenets and Signature Initiatives set by Metro Schools for students and their overall learning and developmental goals set by NAZA and youth development agencies in partnership with youth and their families. Support NAZA in advocating for policies and funding that support holistic learning and development of children and youth. c. Establish and communicate safety and security practices and responses for school-based NAZA partners. d. Support NPL in establishing and implementing clear on-going communications systems and structures between NPL and Metro Schools, and between school personnel and NAZA-funded and affiliated agencies. i. Work with Metro School principals and Community Achieves (where available) to identify and assign the most appropriate liaison to NAZA at each school, especially for data-sharing purposes. e. Accept additional responsibilities as negotiated during implementation and expansion of NAZA. 3. Terms of Agreement. This agreement shall be effective beginning March 1, 2021 through March 1, 2026, unless terminated earlier by either party pursuant to Section F of Attachment A. The effective dates of this agreement may be modified by written amendment subject to acceptance of both parties.

This memorandum may be terminated by either party at any time and for any reason, upon thirty (30) days written notice.

4. Non-Discrimination. It is the policy of the Metropolitan Government Of Nashville and Davidson County not to discriminate on the basis of age, race, sex, color, national origin, or disability in its hiring and employment practices, or in admission to, access to, or operation of its programs, services, and activities. With regard to all aspects of this MOU, both parties certify and warrant they will comply with this policy. No person shall be excluded from participation in, be denied benefits of, be discriminated against in the admission or access to, or be discriminated against in treatment or employment in Metro’s contracted programs or activities, on the grounds of handicap and/or disability, age, race, color, religion, sex, nationals origin, or any other classification protected by federal or Tennessee State Constitutional or statutory law; nor shall they be excluded from participation in, be denied benefits of, or be otherwise subjected to discrimination in the performance of contracts with Metro or in the employment practices of Metro’s Contractors.

Accordingly all Contractors shall, upon request, be required to show proof of such nondiscrimination and to post, in conspicuous places, that are available to all employees and applicants, notices of nondiscrimination.

5. Confidentiality of Records. All educational records created, disclosed or maintained pursuant to the terms of this MOU are confidential and shall be created, disclosed and maintained pursuant to the provisions of any applicable law, including but not limited to the Family Educational Rights and Privacy Act, also known as FERPA (20 U.S.C. § s1232g) and its implementing regulations, the Children’s Online Privacy Protection Act of 1998 (15 U.S.C. § 6501-6506), and MNPS policy.

6. Attachments: Page | 58

The following attachments are part of this MOU: ● Attachment A: Data Exchange Agreement ● Attachment B: Data-sharing sub-agreement with community youth development agencies ○ Attachment B1: Unified Parent Permission Form ○ Attachment B2: FERPA Regulations

MNPS/NAZA MOU ATTACHMENT A: DATA EXCHANGE AND CONFIDENTIALITY AGREEMENT

This Data Exchange and Confidentiality Agreement (“Agreement”) between Metropolitan Nashville Public Schools (hereinafter referred to as “MNPS”) and the Nashville After Zone Alliance of Nashville Public Library (hereinafter referred to as “NAZA ”) describes the principles of data sharing, including the means to be used by NAZA to ensure the confidentiality and security of information and data exchanged between MNPS and NAZA for the purposes stated below.

Under the terms of this agreement, NAZA may sign sub-agreements with its partners who are in formal relationship with NAZA and who request and receive student data from schools under this agreement for programming purposes, to ensure that the latter have full understanding about the responsible use of the confidential student data.

I. GENERAL TERMS A. PURPOSE ● ● ●

● ●

● ●

NAZA funded and affiliated agencies offer afterschool and summer learning opportunities for MNPS students.

NAZA partner agencies aim to offer targeted services to meet the needs of individual students.

NAZA focuses on the holistic development of students and requires that its partners incorporate elements of social, emotional and cognitive learning into their daily programs and focus on growth practices defined in Nashville’s Vision for Holistic Youth development..

MNPS collaborates with NAZA to develop programming, identify student participants, and share resources to maximize the impact of NAZA programming to benefit students.

NAZA will require its partners to obtain parental consent using the unified form which is part of this MoU package to receive personally identifiable data on individual students in order to be informed on the areas of need for the student. Any youth development agency that will partner with NAZA at any tier and will request access to student data, must use the unified parent consent form attached to this MOU (Attachment B1).

NAZA partner agencies will use the student data to provide need-based services to the students enrolled in NAZA programs.

NAZA will require that all its partner agency staff (active) directly working with students or accessing student data either through schools or through Schoology or other platforms have upto-date background checks.

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●

NAZA will also require that partners notify NAZA/MNPS immediately when a staff member leaves so that access to NAZA data systems and student data is restricted for that staff member/s.

B. NATURE OF DATA ●

●

●

To further the achievement of the above stated purpose, MNPS will provide data from the MNPS student information system and the MNPS data warehouse to include data elements identified in Attachment A1.

MNPS will only provide individual student data on students who are active in the programs provided by NAZA-funded, affiliated or other types of partners as long as they have partnership agreements with NAZA and who use the unified parental consent form to get the permission of sharing data on file (Attachment B1). MNPS shares the following student information with NAZA: demographics, attendance, discipline actions, grades and assessments, and IEP status.

MNPS may grant Schoology access to NAZA partners interested in using Schoology for virtual programming which will enable direct access to student data (identified in Attachment A1)

C. TRANSFER OF DATA ●

NAZA will collect program attendance data through its unified student attendance management system enabled by Salesforce NAZA platform and will share the attendance records with MNPS at the end of each school year.

●

NAZA will also share types of activities and number of days that students have been engaged in afterschool programs along with information about growth practices and skills that those activities targeted to build, so that schools have information about additional learning focus to inform their evaluation of the growth of students and their further needs .

●

MNPS will match student records received from NAZA with the student records in the MNPS data warehouse to generate system level dashboards for NAZA sharing aggregate demographic data for NAZA to use for reporting and planning purposes.

●

MNPS and NAZA shall use a secure, mutually agreed upon means and schedule for transferring confidential information between data systems. MNPS will create data extracts and validate the data.

MNPS will generate NAZA dashboards and student lists and provide them to NAZA partner staff who deliver services directly to students enrolled in the programs.

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D. PERIOD OF AGREEMENT This Agreement shall be effective per specifications in the MOU section 3 (Terms and Conditions) , unless terminated earlier by either party pursuant to Section F.

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E. NAZA RESPONSIBILITIES ●

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NAZA acknowledges that these data are confidential data and proprietary to MNPS, and agrees to protect such information from unauthorized disclosures and comply with all applicable district, local, state, and federal confidentiality laws and regulations including but not limited to the Family Education Rights and Privacy Act (FERPA).

NAZA will use appropriate safeguards to prevent the use or disclosure of the information other than as provided by this data use Agreement.

NAZA shall (a) instruct all partner agencies with access to confidential information about the requirements for handling confidential information (b) provide all partner agencies with access to confidential information statements of organizational policies and procedures for the protection and confidentiality of student data and (c) notify partner agencies of the sanctions against unauthorized disclosure or use of confidential student information.

NAZA has the right to assign the portion of this agreement related to the liability for the student data to a third party, i.e. its contracted partner agencies that will directly access and use student data under the enforcement of FERPA rules and regulations.

NAZA and its partners will report only aggregate data and will not report any individual data, nor will data be reported in a manner that permits indirect identification of any individual.

NAZA agrees to obtain written approval from MNPS prior to engaging any subcontractors (like consultants working with direct service providers, software developers, etc.) to perform any services requiring access to any confidential student information.

NAZA shall use the data only for the purpose stated above.

NAZA will not conduct any research or analyses using MNPS data or publish any findings obtained, without prior approval by an authorized MNPS representative. NAZA will not publish findings obtained using MNPS data without prior approval by an authorized MNPS representative.

F. TERMINATION ●

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This Agreement may be terminated as follows, after notification via the United States Postal Service (certified mail or registered mail) or recognized overnight delivery service (e.g., UPS, DHL or FedEx): o By NAZA or MNPS immediately in the event of a material breach of this Agreement by the other party. o By NAZA or MNPS upon 30 days notice to the other party.

At the termination of this Agreement or upon written request of MNPS, whichever is earlier, NAZA shall return all confidential and/or sensitive information promptly and destroy all copies or derivations of the confidential and/or sensitive information utilizing an approved method of confidential destruction, including shredding, burning or certified/witnessed destruction for physical materials and verified erasure of magnetic media using approved methods of electronic file destruction.

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G. GENERAL UNDERSTANDING 1. In the provision of the service to MNPS students, Recipient is subject to and will comply with applicable laws and regulations, including but not limited to: a. FERPA: Family Educational Rights and Privacy Act (20 U.S.C. § 1232g; 34 CFR Part 99) b. COPPA: Children's Online Privacy Protection Act, (15 U.S.C. §§ 6501–6506, 16 CFR Part 312) c. PPRA: Protection of Pupil Rights Amendment, (20 U.S. Code § 1232h, 34 CFR Part 98) · d. SOPPA: Student Online Personal Protection Act (TN Code 49-1-708) 2. OBLIGATIONS AND ACTIVITIES OF RECIPIENT A. Permitted Uses of MNPS Student Data and Information (“SDI”). Recipient shall only use or disclose SDI as required for state data reporting and/or assessment of program quality and improvement.

B. No Marketing or Advertising. Recipient is prohibited from using SDI to: (a) market or advertise to students or families / guardians; (b) inform, influence, or enable marketing, advertising or other commercial efforts by a third party; or (c) develop a profile of a student, family member / guardian, or group, for any commercial purpose other than providing the Service to MNPS. C. Data Analysis and Mining. Recipient is prohibited from analyzing or mining SDI for any purpose other than delivering the Services to MNPS students under this Agreement, or improving the Service for MNPS students. Analysis and mining of SDI to support marketing, advertising, or other commercial ventures are prohibited.

3. This Agreement contains the entire understanding of the parties and may only be amended in writing signed by the parties.

4. This Agreement shall be governed by and construed under the laws of the State of Tennessee.

5. Any waiver by any party of the violation of any provision of this Agreement shall not bar any action for subsequent violations of the Agreement.

ATTACHMENT 1A : SPECIFIC DATA ELEMENTS Elements sent from MNPS to NAZA ●

Student identifiers o School ID o School name o Student number o Last name o First name o Middle name o Preferred name o Birthdate o Gender o Grade level o Address o Phone number Data sent data sent from NAZA to MNPS

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Program information and student program enrollment data sent from NAZA to MNPS o Program name o Session name o School ID o School name o Student number o Student start date o Student end date o Types of activities students engaged in o Growth practices focused per program

Data shared with NAZA through MNPS reporting ●

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Attendance o Unexcused and tardy counts o Chronically absent students o Quarterly attendance rates by grade level Discipline o Students with 5+ ISS days o Students with 5+ OSS days o Expelled students o Remanded students o Top 10 offenses year to date Enrollment o # Entries distribution At-risk flags IEP data o Days until IEP eligibility reevaluation o Days until new IEP Demographics (subgroups summary) o Ethnicity o Gender o Grade level o SWD – Students with disabilities o ED – Economically disadvantaged o ELL – English Language Learners o LEP – Limited English Proficiency Grades o Quarterly percentage of students having at least 1 failing course grade

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Academic achievement data, such as: o State summative assessment/TCAP(if administered) o Interim benchmark assessment/MAP o College and career readiness assessments o WIDA ACCESS for English Learners

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Technology and internet connectivity data

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MNPS/NAZA MOU ATTACHMENT B: DATA EXCHANGE AND CONFIDENTIALITY SUB- AGREEMENT BETWEEN NASHVILLE PUBLIC LIBRARY ON BEHALF OF NAZA AND YOUTH DEVELOPMENT AGENCIES

This sub-agreement is a subsidiary document to the Data Exchange and Confidentiality Agreement (Attachment A of the MNPS-NPL MOU) effective between Nashville Public Library on behalf of NAZA and NAME OF THE AGENCY. Individual school principals acknowledge this document as the basis of datasharing with community youth development agencies. This sub-agreement specifies the responsibilities of NAZA and MNPS in enabling access to data-sharing as well as the responsibilities of youth development agencies in using the obtained student data in a responsible way in compliance with MNPS policies and FERPA regulations.

This document details the types of data that youth development agencies will have access to as well as specifies the allowable use of student data accessible to youth development agencies.

Annexed to this document is Attachment B1, the parent consent form that is a required condition for obtaining student school data through NAZA. All agencies accessing student records under MNPS/NPLNAZA data-sharing agreement must use the annexed form without changes.

Annexed to this document (Attachment B2) is a document explaining FERPA regulations that the providers must refer to when using student data shared with them.

NAZA responsibilities To enable access to MNPS student data NAZA: 1) Facilitates relationship with the central Data Management Office at MNPS to ensure documents allowing data-sharing are up-to-date.

2) Coordinates with Community Achieves leadership at MNPS to ensure NAZA funded and affiliated partners are invited to Community Achieves partner meetings at schools, are able to access data through CA Coordinators (where possible).

3) Offers program providers unified student attendance management system (in Salesforce) to track program enrollment and attendance including by type of activity and focus on certain skills/growth practices.

4) Supports the training needed for its partners to consistently learn about unpacking student’s education data (from schools) as well as understanding the responsible use of data.

5) Shares the data from its unified system with MNPS to match student records and receive reports from MNPS.

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Data sent data sent from NAZA to MNPS ● Program information and student program enrollment data sent from NAZA to MNPS o Program name o Session name o School ID o School name o Student number o Student start date o Student end date o Types of activities students engaged in o Growth practices focused per program

MNPS Responsibilities MNPS acknowledges the importance of high quality out-of-school time programs that support school success for many students. NAZA - funded and affiliated partners provide youth development programming aimed at their holistic learning and development. As part of that, partners design certain activities to support youth’s academic learning, through homework help, academic enrichments as well as SEL skill building to support their continuous attendance and engagement in their schools.

In support of that, MNPS, through individual schools designated staff member and/or Community Achieves staff and upon receiving student rosters from the programs along with a proof of parent permission for each student, may provide data from the MNPS student information system and the MNPS data warehouse to include data elements identified below:

Elements sent from MNPS to NAZA ●

Student identifiers o School ID o School name o Student number o Last name o First name o Middle name o Preferred name o Birthdate o Gender o Grade level o Address o Phone number

Data shared with NAZA through MNPS reporting (aggregate and student identifiable) ●

Attendance o Unexcused and tardy counts

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o Chronically absent students o Quarterly attendance rates by grade level Discipline o Students with 5+ ISS days o Students with 5+ OSS days o Expelled students o Remanded students o Top 10 offenses year to date Enrollment o # Entries distribution At-risk flags IEP data o Days until IEP eligibility reevaluation o Days until new IEP Demographics (subgroups summary) o Ethnicity o Gender o Grade level o SWD – Students with disabilities o ED – Economically disadvantaged o ELL – English Language Learners o LEP – Limited English Proficiency Grades o Quarterly percentage of students having at least 1 failing course grade Assessments (subject to change) o State summative assessment/TCAP(if administered) o Interim benchmark assessment/MAP o Universal Screener/FAST o WIDA ACCESS for English Learners

Partner Responsibilities 1) NAZA partner agencies may seek and receive quarterly school-level data for students who are active in their programs.

2) Agencies must ensure parent consent forms (Attachment B1) are signed and uploaded in the NAZA data-management system before they can request data from schools on those youth.

3) Agencies must have the school principal initial this agreement in the beginning of each school year to acknowledge the legal basis of the student data sharing before agencies can request individual student data from schools.

4) Partners share active student rosters or individual names of students with the schools to request student data.

5) When requesting data on active students from schools the agencies must attach an indication generated through the NAZA data system that the parent permission has been granted for every student that they are requesting data for.

6) Agencies must ensure the confidentiality of the student individual data, must not report individual data and should use only aggregate data (that suppresses small counts that could identify a student) for reporting or fundraising purposes.

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7) Partners can use individual student data to: a. Design activities that best support the needs of the enrolled students; b. Continuously improve the quality of the programs to meet student needs; c. Focus on skills and practices that help student’s learning and development; d. Facilitate discussions with team or other partners who provide services to the student; e. Evaluate programs; f. Comply with funding requirements; compliance 8) For any additional uses of data outside of the stated scope, agencies must request a separate permission from MNPS through NAZA. 9) Partners should destroy the individual student data immediately after the program attendee exists the program or the program term is over.

Mandatory training All NAZA partner agencies having access to students’ school data must complete the following trainings: 1) Responsible use of data- which will cover the FERPA regulations, the terms of receiving, storing and destruction of the sensitive student data, as well as requirements and restrictions around reporting of that data. The training will also provide information on required parent permission forms, as well as measures to be taken to avoid any data breach or publication of individual student data.

2) Understanding education data- this training will help NAZA partner agencies to understand student data that they receive from schools. The aim is to help partners make meaningful use of school data by understanding how to interpret each data set, especially related to academic achievement (test scores, etc.)

ATTACHMENT B1: UNIFIED PARENT CONSENT FORM

Student Record Release Permission Nashville After Zone Alliance (NAZA) partner agencies, receive information from Metro Nashville Public Schools (MNPS) about the students that are enrolled in NAZA-funded or affiliated programs. The programs utilize personally identifiable information (PII) from student’s school records to plan and provide high quality after school programming for your student. Information that is deemed as part of the student’s school record is listed below: ● ● ● ● ● ● ● ●

School ID School name Student number Last name First name Middle name Preferred name Birthdate Page | 67

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Gender Grade level Address Phone number IEP Status (Presence of an IEP, and dates that indicate if a new IEP is due)

Note: MNPS will not share any additional information about your child’s IEP. The parent/guardian is the only person(s) allowed to disclose any additional information about the IEP.

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Daily Attendance record Number of suspensions (in and out of school) Academic achievement data, such as: ● State summative assessment/TCAP(if administered) ● Interim benchmark assessment/MAP ● College and career readiness assessments ● WIDA ACCESS for English Learners ● Class grades Access to devices (computer, tablet) and internet at home

The information will be treated as confidential in agreement with the Family Educational Rights and Privacy Act (FERPA), will not be released to any other parties that are neither associated nor affiliated with NAZA, and will be used for the sole purposes to continue providing high quality after school programming to your child. NAZA personnel and its partners will be properly trained to protect your student’s PII. Any PII that has been collected and maintained by NAZA partner agencies will be permanently destroyed at the end of the academic year.

Additional Permissions (for NAZA-funded programs only) I give my permission to the Nashville After Zone Alliance and its funded providers, unless otherwise noted in the space below: a. To have my child participate in NAZA-funded programs and activities at my child’s school as well as other off-site locations throughout the NAZA system, as specified in this enrollment form, knowing that this might include special activities, such as off-site events, end-of-year celebrations, homework/academic help, and field trips, and realizing that some of these may take place outside of regular program hours. b. With the medical information provided in the program application in mind, to engage in all activities except as noted. c. To secure proper medical treatment for my child in the event of an emergency. If I or my emergency contact cannot be reached, I give permission for a physician to order routine tests and treatment for the health of my child. I give permission to a physician to secure treatment and/or hospitalize my child; after all emergency contact attempts have been made. d. To provide assistance in accessing devices and internet services when presented as a barrier for my child to participate in afterschool and summer programs. e. To use in media releases to benefit NAZA and its funded providers, photographs, creative work, quotes, videos, or other media which may include my child.

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I, the undersigned, understand, acknowledge, and agree: ● ● ●

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That I have read and understand the information provided in the Parent Consent Form.

That I will update any information I provided about my student in a timely fashion.

That NAZA-funded and affiliated providers will request my child’s records that may contain personal information (share demographics, grades, assessment, attendance, behavior/suspensions, IEPs and information about access to technology and internet at home) for the sole purpose of helping my child succeed in school and beyond.

I therefore waive, with respect to these disclosures, any duty of confidentiality arising from Federal or State requirements.

Additionally, for NAZA-funded partners only: ● That participation in NAZA-funded programs and providing information about my child may involve certain risks. I assume all of these risks. ● That NAZA-funded providers will make themselves available to children, parents, and school staff and any concerns they might have. ● That NAZA-funded providers will protect the safety, interests, and rights of all individuals in the program. Therefore, each program will provide a parent/youth handbook or other programspecific information, including behavior policies and grievance procedures. ● That my child may be asked to complete surveys regarding the program for evaluation purposes. ● ●

That I will not seek to hold NAZA or its funded providers responsible for any losses or damages whatsoever which I or my child may incur in connection with NAZA or its funded providers.

That all program staff are employed by NAZA-funded providers, who are responsible for the operations of the program and supervision of their personnel. NAZA takes no responsibility for these operations or supervision.

I, the parent or legal guardian, give consent for Metro Nashville Public Schools to share my child’s information, as described above, with NAZA staff and its funded and affiliated partners for the purpose of planning and providing high quality afterschool programming to my child. I fully release and discharge MNPS and its employees from any and all liabilities arising out of or in connection with the above described data sharing relative to NAZA and NAZA partners. I reserve the right to withdraw my consent at any time by submitting a written notice of withdrawal of consent to NAZA or its partner.

_____________________________________________________________________________________ Signature Custodial Parent/Guardian Date

____________________________________________________________________________________ Signature of NAZA-funded or affiliated program staff Date

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ATTACHMENT B2: FERPA REGULATIONS

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New Business – March 16, 202 Nashville Public Library Nashville Public Library Board March 16, 2021 Resolution Title: Country Music Hall of Fame Letter of Agreement History/Background/Discussion: String City: Nashville’s Tradition of Music and Puppetry portrays the history of country music through marionettes, rod puppetry, shadow/animation puppetry, and music. Since 2013 the Country Music Hall of Fame (CMHoF) has partnered with Nashville Public Library (NPL) by hosting a two-week run of performances twice per year at a mutually agreed upon time in the museum’s Ford Theater. NPL provides the performers/puppeteers.

This Letter of Agreement memorializes NPL and CMHoF’s relationship and commitment to continued success of String City.

Recommendation: The Board approves the proposed Letter of Agreement.

Draftor(s): Kent Oliver, Stephanie Rodriguez Person(s) Responsible for Implementation: Stephanie Rodriguez

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RESOLUTION 2021-03.05 Country Music Hall of Fame Letter of Agreement

WHEREAS, Nashville Public Library and Country Music Hall of Fame has a successful and important collaboration in the String City production, and WHEREAS, Nashville Public Library seeks to continue the prosperity of this collaboration: NOW, THEREFORE, BE IT HEREBY RESOLVED by the Nashville Public Library Board of Trustees endorses the March 2021 Letter of Agreement between NPL and CMHoF.

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