Page 1

NASHVILLE PUBLIC LIBRARY Board of Trustees Meeting May 21, 2013


Nashville Public Library Board of Trustees Agenda May 21, 2013 Main Library – Board Room 615 Church Street Nashville TN 37219 Meeting Room - 12:00 Noon

I.

Call to order / Roll Call

II.

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

III.

Introduce Visitors

IV.

Public Comment

V.

Board Chair Comments – Keith Simmons

VI.

Approval of Minutes: April 16, 2013 ………………………………………………………………………….pg. 1 – 9

VII.

Library Director Report

VIII.

Staff Reports a. Nashville Reads – Elyse Adler b. International Puppet Festival – Elyse Adler

IX.

Old Business a. Budget Update – Kent Oliver b. Strategic Planning Update – Kent Oliver c. Bellevue Building Project Update – Chase Adams

X.

New Business a. Board Member appointments and resignations b. By-laws revision discussion – Kent Oliver

XI.

Adjournment Next Board of Trustees Meeting 12:00 Noon – June 18th Hermitage Branch Library – Meeting Room 3700 James Kay Lane Hermitage TN 37076


NASHVILLE PUBLIC LIBRARY A City with a Great Library is a Great City ® LIBRARY BOARD MINUTES April 16, 2013 12:00 Noon Meeting Room, Madison Branch Library, 610 Gallatin Pike South, Madison, TN 37115 Members Present:

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

Members Absent:

Jessie Garcia

Library Staff:

Kent Oliver, Tricia Bengel, Chase Adams, Larry Price, Jena Schmid, DeAnza Williams, Susan Drye, Renuka Christoph and Beth Deeb

Also Present:

Corey Harkey, Metro Department of Law Attorney

Visitors:

Bill Pridemore, Metro Council Member, District 9 Karen Bennett, Metro Council Member, District 8 Mark Naccarato, SEIU Representative Steve Reiter, member of the public

I.

Call to Order / Roll Call Mr. Simmons called the meeting to order at 12:08 p.m.

II.

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

III. Introduce Visitors Mr. Simmons introduced the guests from Metro Council and thanked them for attending. IV. Board Chair Comments—Keith Simmons, Board Chair Mr. Simmons reported that he and Mr. Oliver had met with Susan Benton, CEO of Urban Libraries Council, and John Ingram, CEO of Ingram Content, to discuss Ingram’s ondemand printing operation. Mr. Oliver will discuss the meeting in further detail during the Director’s Report. V.

Approval of Minutes: February 19, 2013 Robert Oermann moved for approval of the minutes from last month’s meeting; the motion was seconded by Lucy Haynes and passed unanimously. 1|Page


VI. Library Director Report—Kent Oliver, Library Director a. Mr. Oliver explained that Ingram’s Lightning press provides the capability to run any number of copies of a book on an as-needed basis. The meeting also involved a discussion of Ingram’s e-content, which is now focused on academic titles. Ingram is interested in developing a public library version which would compete with Overdrive, the most widely-used public library platform. Discussions between Ingram, ULC and publishers might encourage more publishers to offer libraries access to their titles. b. The Nashville Reads finale, a free movie showing of Life of Pi at the Nashville Zoo, was attended by over 600 people. Elyse Adler will give a full report on the success of the program at next month’s Board meeting. c. Mr. Oliver recently attended the Innovative Interfaces symposium for Library Directors (Innovative is our online catalog system). Speakers included Innovative CEO Kim Massana, library futurist Gary Golden, Cincinnati Library Director Kim Fender, John Palfrey of the Digital Public Library of America, and Kristina Woolsey of the San Francisco Exploratorium. Ms. Woolsey discussed the perception of libraries as mere book holding facilities, when in reality they are centers of knowledge, different forms of media, social gathering, and special events. d. Mr. Oliver shared with the Board the 30-second “elevator speech” that Renuka Christoph helped develop so that library staff, volunteers, and board members have a consistent message when someone asks them what’s going on at the Library: “At Nashville Public Library, books are only half the story! Every day thousands of people utilize our services—from downloading e-books, audio books, music, and magazines to attending puppet shows and concerts to applying for jobs. The library even offers computer and gadget training. Visit the website at www.library.nashville.org to learn more. We educate, stimulate, and encourage dialogues in the community, all for free. Come see for yourself what we have to offer!” e. The design phase of the Southeast and Bellevue building projects has begun. f. The Board bylaws may need a slight revision, because the elections should line up with term expiration dates. Ms. Haynes’ term is expiring soon, but she reported that the Mayor is recommending her reappointment. g. The target date for moving the Archives to the Main Library is July 2014. VII. Staff Reports a. Madison Branch Update—DeAnza Williams, Branch Manager Ms. Williams reported that the Madison Branch opened in August 2000 and has twelve FTE and two part-time employees. The branch serves a diverse community and sees heavy computer use (over 5,000 public computer sessions per month). It houses the system’s disc repair machine, which has resurfaced over 2,500 CDs and DVDs since November 2011, providing an immense savings to the library. Planned changes for the branch include six more computers and volunteers to provide computer assistance. Programming is a high priority at Madison—last fiscal year they offered 299 programs. They have four weekly programs (toddler storytime, baby storytime, KidZone for grades 1-3, and video gaming) and two monthly programs (Artist Space for teens and an Anime/Manga club). Upcoming events include financial literacy programs for Money Smart Week in April and STEM (science, tech, engineering, math) programming for teens starting in August. They also recently hosted a very successful Animanga Festival, with 184 attendees. The teen room, renovated in 2009, is heavily used, although homework tutoring has not been available since the Memorial Foundation grant ended several years ago. 2|Page


b. Budget Update—Kent Oliver Mr. Oliver reported that the budget hearing with the Mayor went well. The one question that came up was whether we would consider reopening just the area libraries on Fridays, if there is not enough funding to reopen all branches. The other issue under discussion is the proposed change in focus of the Talking Library. Staff met on April 15 with forty plus Talking Library volunteers to talk about the other existing avenues for delivering service, answer their questions and how we might help transition our current users to these other services. c. Audit—Chase Adams Overall, the auditors were complimentary, and had only two recommendations: that we create a methodology for tracking materials loss, and that we separate the invoicing and revenue collection for the Conference Center. d. Branch Reorganization—Larry Price Mr. Price distributed a diagram of the current branch clusters (see below). With the addition of the new (and larger) Goodlettsville, Southeast, and Bellevue Branches, this model may need to be adjusted. Mr. Price would like to use statistics and usage reports to create a more equitable arrangement of branches, and is working with Metro Planning to look at the management structure of peer libraries around the country. Using circulation terminal activity, visits, paging slips, staff/facility size, and geographical location, Mr. Price is looking at how best to realign the clusters (which may also involve reassigning staff to other locations).

Branch Clusters Bordeaux Area – VACANT, Mgr. Hadley Park – Linda Emerson, Mgr. Looby – Jessica Piper, Mgr. North – Deborah Hynes, Mgr. Cloreace Eppenger, PIC Richland Park – Deborah Hynes, Mgr. Watkins Park – Deborah Hynes, Mgr. Raymond Kinzounza, PIC

Edmondson Pike Area – Emily Dye, Mgr. Pruitt – Ibiba Okpara, Mgr. Southeast – Ed Todd, Mgr. Thompson Lane – Kyle Barber, Mgr.

3|Page


Green Hills Area – Susan Perry, Mgr. Bellevue – Heidi Berg, Mgr. Edgehill – Rebecca Whipple, Mgr.

Hermitage Area – VACANT, Mgr. Donelson– Christopher Morin, Mgr. East – Linda Harrison, Mgr.

Madison Area – DeAnza Williams, Mgr. Goodlettsville – Jennifer Hunsicker, Mgr. Inglewood – Suzanne Robinson, Mgr. Old Hickory – Ronnie Pugh, Mgr.,

VIII. New Business a. Limitless Libraries Resolution—The current Memorandum of Understanding with MNPS was created four years ago, mainly to address the sharing of student data. The updated MOU addresses student privacy protection and includes the number of MNPS library staff required at each school building to participate in the Limitless Libraries program based on student population. Joyce Searcy moved for approval of this resolution, Robert Oermann seconded the motion, and it passed unanimously.

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

4|Page


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

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

1. Term. The term of this MOU shall be ongoing, beginning on the effective date below. Either party, with agreement from the Mayor’s office, may cancel or negotiate for the modification of the agreement between February and May of each year.

2. Scope of Agreement. This agreement will facilitate the Limitless Libraries project, a joint effort between MNPS and NPL to improve library resources throughout the city. So that students can access public library materials for checkout and delivery to their school locations and online access to NPL resources, MNPS will make the necessary student information from the Chancery system available to NPL on a nightly basis. This nightly transmission of data will work the same as is currently done between the Chancery system and MNPS’s library system, TLC in which the following data elements for each student enrolled in any MNPS location is sent from the Chancery system to the library’s TLC server. By sharing this information, a student can use the libraries of their school and NPL with their school identification tag. The data elements are: First Name Last Name Middle Name Home Address Date of Birth School Name Grade level Home Telephone Number Email Address Parent/Guardian Name if Student is under 14 years of Age Student ID Number

5|Page


3. Duties of MNPS Administration for sharing of data. a. MNPS will assign staff to work with NPL to facilitate the transmission of student data on a regular schedule, as is. b. MNPS will ensure that no confidential student data is transmitted to NPL. c. MNPS will update NPL if data elements or workflow need to change. d. MNPS will ensure that no student without permission to have his/her directory information shared with NPL will be included in the regular export of data.

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

5. Duties of MNPS Administration for receiving local student and faculty delivery of NPL and ILL materials. a. Elementary Schools Student Population

Staff

1-449

1 full-time librarian

450-599

1 full-time librarian, 1 part-time clerk

600+

1 full-time librarian, 1 full-time clerk

Middle Schools

1-399

1 full-time librarian, 1 part-time clerk

400-999

1 full-time librarian, 6|Page


1 full-time clerk 1000+

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

High Schools

1-1499

1 full-time librarian, 1 full-time clerk

1500-1599

1 full-time librarian, 2 full-time clerks

2000+

2 full-time librarians, 1 full-time clerk

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

6. Duties of NPL. a. NPL will assign staff to work with MNPS staff to facilitate the transmission of student data on a regular basis. b. NPL will ensure that no student data is shared with any other entities, including its collection agency. c. NPL will not use the student data except for regular library business associated with the Limitless Libraries program. d. NPL will ensure that no students without parental permission to have their directory information shared will be imported in the data intake. e. NPL will commit the resources necessary to fulfill the mission of Limitless Libraries. f. NPL will manage the budget designated for Limitless Libraries and regularly share budget documents with MNPS administration local school faculty.

7|Page


7. Termination. Either party may terminate this MOU at any time upon thirty (30) days written notice to the other party. 8. Notices. All notices under this Agreement shall be in writing and sent to the address listed below for each party: Nashville Public Library

Attn:

____________________________

___________________________________ ___________________________________ ___________________________________ (add address and telephone number) Metropolitan Nashville Public Schools Attn:

____________________________

___________________________________ ___________________________________ ___________________________________ (add address and telephone number)

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

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

METROPOLITAN NASHVILLE PUBLIC SCHOOLS NASHVILLE PUBLIC LIBRARY By _________________________________ Director Date ________________________________

By __________________________ Director Date ________________________

8|Page


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

Filed in the Office of the Metropolitan Clerk: _______________________________________ Anna Escobar, Metropolitan Clerk Date Filed: _____________________________

IX. Public Comment Steve Reiter commended Mr. Oliver on his presentation at the Mayor’s budget hearing. Mr. Pridemore reported that the Madison Branch receives only accolades from his constituents. X.

Adjournment The meeting adjourned at 1:23 p.m.

Next Board Meeting—Noon, May 21, 2013 Main Library Board Room 615 Church Street, Nashville TN 37219 Respectfully submitted by Beth Deeb

9|Page


Statistical Summary – May 21, 2013 Nashville Public Library

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

Apr-13 Circulation 21,936 6,406 10,505 5,480 2,905 39,726 15,473 47,045 1,844 828 28,960 7,798 3,024 15,216 57,752 2,124 3,596 985 9,817 17,579 8,676 486 49,994 7 358,162

Downloadable Materials eBooks Audio Books Video Music Magazines Total

Cardholders New Registrations

Month Apr-13 Apr-12 % of Total Circulation 6.12% 21,704 1.79% 8,258 2.93% 11,341 6.12% 4,189 0.81% 3,593 11.09% 35,854 4.32% 15,924 13.14% 43,406 0.51% 2,573 0.23% 529 8.09% 28,567 2.18% 8,778 0.84% 3,815 8.09% 16,551 16.12% 56,032 0.59% 2,754 1.00% 4,415 0.28% 904 2.74% 9,993 4.91% 17,700 2.42% 9,522 0.14% 629 13.96% 34,588 2.4224% 5 341,624

Apr-13 Circulation 22,688 8,133 53 14,727 4,393 49,994

Apr-13 2,121

% Change 2013-2012 1.07% -22.43% -7.37% 30.82% -19.15% 10.80% -2.83% 8.38% -28.33% 56.52% 1.38% -11.16% -20.73% -8.07% 3.07% -22.88% -18.55% 8.96% -1.76% -0.68% -8.88% -22.73% 44.54% 40.00% 4.84%

Apr-13 Year-to-Date 225,638 75,688 111,077 49,886 37,205 375,865 158,961 465,684 23,616 6,818 301,308 81,034 38,222 170,842 590,609 26,033 39,659 9,308 101,945 180,912 84,297 4,796 458,980 61 3,618,444

Fiscal Year-to-Date Apr-12 Year-to-Date 222,439 90,471 111,780 45,340 36,228 379,082 169,984 482,329 46,248 7,359 310,870 93,512 40,005 173,808 618,146 23,748 48,510 10,143 99,417 196,599 92,846 5,816 288,035 56 3,592,771

Apr-12 Circulation 16,340 5,242 76 12,930 n/a 34,588

% Change 2013-2012 38.85% 55.15% -30.26% 13.90% n/a 44.54%

Apr-13 Year-to-Date 41,399

Active Patron Cards 297,624

% Change 2013-2012 1.44% -16.34% -0.63% 10.03% 2.70% -0.85% -6.48% -3.45% -48.94% -7.35% -3.08% -13.34% -4.46% -1.71% -4.45% 9.62% -18.25% -8.23% 2.54% -7.98% -9.21% -17.54% 59.35% 8.93% 0.71%

10 | P a g e


Statistical Summary – May 21, 2013 Nashville Public Library Visits Archives Bellevue Bordeaux Donelson East Edgehill Edmondson Pike Goodlettsville Green Hills Hadley Park Hermitage Inglewood Looby Madison Main North Old Hickory Pruitt Richland Park Southeast Thompson Lane Watkins Park NPL Total

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

Apr-13 Visits 2,134 15,455 8,626 14,108 8,447 4,626 20,137 19,481 20,628 4,518 16,157 12,392 12,744 22,083 52,822 8,536 5,468 6,941 12,644 13,881 9,223 5,549 296,600

Apr-12 Visits 2,062 14,619 6,765 12,134 8,370 5,513 21,054 22,905 21,518 4,518 16,775 12,116 11,270 20,168 53,183 7,977 4,787 9,773 11,280 11,543 9,530 3,847 291,707

% Change 2013-2012 3.49% 5.72% 27.51% 16.27% 0.92% -16.09% -4.36% -14.95% -4.14% 0.00% -3.68% 2.28% 13.08% 9.50% -0.68% 7.01% 14.23% -28.98% 12.09% 20.25% -3.22% 44.24% 1.68%

Apr-13 Assisted Apr-13 Self-Check Circulation Circulation 5,784 12,150 1,838 3,206 1,941 6,731 1,600 2,696 540 1,874 9,716 20,932 4,576 7,548 6,840 29,851 815 663 3,660 19,666 1,912 4,829 722 1,793 5,217 7,125 6,448 14,582 350 1,078 1,425 1,547 367 312 800 7,162 3,570 10,399 2,185 5,041 188 181

Apr-12 Circ / Visit n/a 1.42 0.74 0.74 0.65 0.63 1.97 0.79 2.28 0.41 1.79 0.63 0.24 0.69 1.11 0.25 0.66 0.14 0.78 1.27 0.94 0.09 1.04

Apr-12 Circ / Visit n/a 1.48 1.22 0.93 0.50 0.65 1.70 0.70 2.02 0.57 1.70 0.72 0.34 0.82 1.06 0.35 0.92 0.09 0.89 1.53 1.00 0.16 1.05

% Change 2013-2012 n/a -4.40% -39.16% -20.33% 29.63% -3.65% 15.84% 14.25% 13.06% -28.33% 5.25% -13.14% -29.90% -16.04% 4.28% -27.93% -28.69% 53.42% -12.36% -17.41% -5.85% -46.43% -1.29%

% Self-Check 67.75% 63.56% 77.62% 62.76% 77.63% 68.30% 62.26% 81.36% 44.86% 84.31% 71.64% 71.29% 57.73% 69.34% 75.49% 52.05% 45.95% 89.95% 74.44% 69.76% 49.05%

11 | P a g e


Statistical Summary – May 21, 2013 Nashville Public Library Hours Open Archives Bellevue Bordeaux Donelson East Edgehill Edmondson Pike Goodlettsville Green Hills Hadley Park Hermitage Inglewood Looby Madison Main North Old Hickory Pruitt Richland Park Southeast Thompson Lane Watkins Park NPL Total

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

Public Computer Use Total On SiteComputer Use Total Wireless Use

Website Visits Webserver

Apr-13 Hours Open 176 176 220 176 176 176 220 176 220 176 220 176 176 220 197 176 176 176 176 220 176 1,444 5,425

Apr-12 Hours Open 168 168 200 168 168 168 210 168 210 168 210 168 168 210 188 168 168 168 168 210 168 136 3,926

Apr-13 Circ / Hour n/a 124.64 29.12 59.69 31.14 16.51 180.57 87.91 213.84 10.48 131.64 44.31 17.18 69.16 297.36 12.07 20.43 5.60 55.78 79.90 49.30 0.34 68.23

120 172 429 721

101 118 413 632

% Change 2013-2012 18.81% 45.76% 3.87% 14.08%

4,536 3,500 19,171 27,207

1,826 1,985 17,967 21,778

148.41% 76.32% 6.70% 24.93%

Apr-13 64,844 16,123

Apr-12 67,950 14,256

% Change 2013-2012 -4.57% 13.10%

Apr-13 443,005

Apr-12 481,579

% Change 2013-2012 -8.01%

Apr-13

Apr-12

Apr-12 Circ / Hour n/a 129.19 41.29 67.51 24.93 21.39 170.73 94.79 206.70 15.32 136.03 52.25 22.71 78.81 300.86 16.39 26.28 5.38 59.48 84.29 56.68 4.63 90.91

% Change 2013-2012 n/a -4% -29% -12% 25% -23% 6% -7% 3% -32% -3% -15% -24% -12% -1% -26% -22% 4% -6% -5% -13% -93% -25%

12 | P a g e


Statistical Summary – May 21, 2013 Nashville Public Library

Circulation Year-to-Date 3,592,771 2012 3,618,444 2013

450,000

April

400,000 350,000

341,624 2012 358,162 2013

300,000

4.84%

250,000

May Jun

Jul

Aug Sep

Oct Nov Dec

Jan

Feb Mar Apr

On Site Computer & Wireless Usage Year-to-Date

110,000

821,261 2012 836,177 2013

90,000

April 82,206 2012 80,967 2013

70,000

-1.51%

50,000 May Jun

Jul

Aug Sep

Oct Nov Dec

Jan

Feb Mar Apr

Visits Year-to-Date

500,000

April

3,286,043 2012 3,075,932 2013

400,000

291,707 2012 296,600 2013

300,000

1.68%

200,000 May Jun

Jul

Aug Sep

Oct

Nov Dec

Jan

Feb Mar Apr

13 | P a g e


Statistical Summary – May 21, 2013 Nashville Public Library

New Card Registrations Year-to-Date 39,945 2012 41,399 2013

15,000

April

10,000

2,332 2012 2,121 2013

5,000

-9.05%

0 May Jun

Jul

Aug Sep

Oct

Nov Dec

Jan

Feb Mar Apr

Total Programs Year-to-Date

900

April

5,360 2012 5,919 2013

700

632 2012 721 2013

500

14.08%

300 May

Jun

Jul

Aug

Sep

Oct

Nov

Dec

Jan

Feb

Mar

Apr

Total Program Attendance Year-to-Date 199,344 2012 220,250 2013

40,000

April

30,000

21,778 2012 27,207 2013

20,000

24.93%

10,000 May Jun

Jul

Aug Sep

Oct

Nov Dec

Jan

Feb Mar Apr

Total Website Visits Year-to-Date

600,000

April

4,544,283 2012 4,938,579 2013

500,000

481,579 2012 443,005 2013

400,000

-8.01%

300,000 May Jun

Jul

Aug Sep

Oct Nov Dec

Jan

Feb Mar Apr

14 | P a g e


Financial Overview – May 21, 2013 Nashville Public Library Metro Government of Nashville Monthly Budget Accountability Report As of April 30, 2013 Public Library GSD-General - Operating FY11-12 Prior Year Budget

PY Budget Thru Current Mo.

PY Actuals Thru Current Mo.

FY12-13 Annual Budget

Prior YTD Variance

CY Budget Thru Current Mo.

Actuals Thru 4/30/2013

YTD Variance

Variance Explanation

EXPENSES: Salaries:

Regular Pay Overtime

9,333,700 45,300

7,778,083 37,750

7,500,551 16,870

277,532 20,880

9,693,900 45,300

8,078,250 37,750

7,827,757 20,971

All Other Salary Codes

1,183,700

986,417

1,061,680

-75,263

1,140,500

950,417

1,448,902

LIB is at 96.9% thru APR. Most vacancies are held open and will be most of FY13 especially if incentive 250,493 goes through 16,779 LIB is over thru APR due to retirement incentive payouts and 3 payrolls that hit in Mar. LIB will keep an eye on -498,485 expenditures.

9,297,630

LIB is at 102.6% of total budgeted salaries thru APR . Mostly due to the retirement incentive and the way the BAR rpt budget is divided equally into 12 monthly periods even though there are 2 months where 3 payrolls will hit which can skew the totals in those reporting periods. Most vacancies are -231,213 being held throughout FY13. Fringe is over at 106.9% thru APR due to higher overall fringe costs, retirement incentives and 3 payrolls hitting in MAR. LIB will keep an eye on fringe costs but does not have much -248,434 control of this cost.

Total Salaries

10,562,700

8,802,250

8,579,101

223,149

10,879,700

9,066,417

Fringes

4,151,800

3,459,833

3,588,725

-128,892

4,345,500

3,621,250

3,869,684

Other Expenses: Utilities Professional & Purchased Services

1,643,100 488,700

1,369,250 407,250

1,303,229 431,632

66,021 -24,382

1,643,100 533,700

1,369,250 444,750

1,235,545 356,293

Travel, Tuition & Dues Communications

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

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

133,705 88,457 Most travel will occur in the spring 2013. This line is over due to ULC -7,256 Membership Dues. 162,814 LIB is over due to III library automation system payment in July and repair costs that have put us over in this -14,121 category. 43,041 0 49,016 Library appears to over budget for FY13 through APR. LIB will monitor all expenditures closely. LIB must recoup -23,991 incentive costs.

17,700 580,500

14,750 483,750

16,939 549,959

-2,189 -66,209

17,700 587,900

14,750 489,917

22,006 327,103

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

398,917 872,250 0 1,180,500

482,182 875,355 0 1,113,058

-83,265 -3,105 0 67,442

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

398,917 1,043,000 0 1,462,917

413,038 999,959 0 1,413,901

20,386,500

16,988,750

16,940,180

48,570

21,493,400

17,911,168

17,935,159

485,400

404,500

388,762

15,738

475,400

396,167

373,511

22,656

0 0 0 0 0 0 0 485,400

0 0 0 0 0 0 0 404,500

0 0 0 0 0 0 0 388,762

0 0 0 0 0 0 0 15,738

0 0 0 0 0 0 0 475,400

0 0 0 0 0 0 0 396,167

0 0 0 0 0 0 0 373,511

0 0 0 0 0 0 0 22,656

0 0 0 0 0 0

0 0 0 0 0 0

0 0 0 0 0 0

0 0 0 0 0 0

0 0 0 0 0 0

0 0 0 0 0 0

0 0 0 0 0 0

0 0 0 0 0 0

0 485,400

0 404,500

0 388,762

0 15,738

0 475,400

0 396,167

0 373,511

0 22,656

318 289 29

15 | P a g e


Personnel Summary – May 21, 2013 Nashville Public Library April 2013 New Hires / Resignations for Board Report 2013 New Hires Name

Classification

Hire Date

Jensen, Lindsay Gomez, Diana Nightingale, Logan Miller, Jane Brooks, Karen Santana, Matthew

Library Associate 1 Library Page Library Page Library Associate 1 Library Page Library Page

4/29/2013 4/29/2013 4/29/2013 4/29/2013 4/29/2013 4/29/2013

Home BU 39104041 39104041 39104041 39104041 39104041 39104041

Location Children's-Main Reference Reference Children's-Main Goodlettsville Donelson

2013 Resignations Name

Classification

Singleton, Sarah

Library Page

ResignationHome Date BU 4/4/2013

Location

39104041 Donelson

NPL Vacancies as of 4/30/2013

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

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

BU

Division / Branch

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

MAIN ADMIN ARCHIVES ARCHIVES BELLEVUE CIRC GRN HILLS HADLEY HERM HERM BORDX ED PIKE ADMIN SVCS BORDX CHILD EMERG TECH HERM OLD HICK REF REF REF BORDX HERM CIRC CIRC MADISON REF CIRC TALKING ADMIN SVCS

Title

ADMIN SVCS OFFICER 2 ARCHIVES ASSIST 1 ARCHIVES ASSIST 1 CIRCULATION ASSIST 1 CIRCULATION ASSIST 1 CIRCULATION ASSIST 1 CIRCULATION ASSIST 1 CIRCULATION ASSIST 1 CIRCULATION ASSIST 1 CIRCULATION SUPV CIRCULATION SUPV HUMAN RES ASST 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 1 LIBRARY ASSOC 2 LIBRARY MGR 3 LIBRARY MGR 3 LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE LIBRARY PAGE OFFICE SUPPORT MGR RADIO ANNOUNCER SPECIAL ASST TO THE DIRECTOR

Grade

SR08 SR04 SR04 SR04 SR04 SR04 SR04 SR04 SR04 SR06 SR06 SR06 SR06 SR06 SR06 SR06 SR06 SR06 SR06 SR07 SR13 SR13 SR02 SR02 SR02 SR02 SR09 SR07 SR13

Name

VACANT - NEW Volunteer Svcs Coord VACANT (A VETETOE) VACANT (D COX) VACANT (J ZIPPERER) VACANT (A RAHSINGEDA) VACANT (B KEOUGH) VACANT (K MAJORS) VACANT (L SHOULDERS) VACANT (T FARLEY) VACANT (T WILSON) VACANT (D JABBOUR) VACANT (J HORN) VACANT (D RAMSEY) VACANT (N DROMGOOLE) VACANT (P BELFORD) VACANT (L BROOKS) VACANT (D BALLENGER) VACANT (A EDGIN) VACANT (H FACH) VACANT (M SCOTT) VACANT (V MALONE) VACANT (G COLEMAN) VACANT (J AUERWECK) VACANT (W HERRON) VACANT (R MOORE) VACANT (S BROWN) VACANT (L BOBBITT) VACANT (L ADAMS) VACANT (C BARBER-Dwngrd for PR)

FPS

FTE

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

1.00 1.00 1.00 1.00 1.00 0.50 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 0.50 0.50 0.50 0.49 1.00 1.00 1.00 26.49

16 | P a g e


Marketing Summary – May 21, 2013 Nashville Public Library PR/MARKETING INITIATIVES Puppet Festival Spirit Magazine publicity NPL in the Press April (Below) Urban Player Award Elevator Speech - internal promotional video to be presented Manager’s Meeting Unbound Publications or Media

Date

Heading

Blogs.tennessean.com (Ms. Cheap)

April 8

Tennessean (Ms. Cheap

April 9

Blogs.tennessean.com (Ms. Cheap)

April 10

48 News (WAFF-TV)

April 16

CBS 3 Springfield (WSHM)

April 16

ABC 47 News (WMDT)

April 16

Blogs.tennessean.com (Ms. Cheap)

April 14

Nashville Public Radio (events calendar) Tennessean (Ms. Cheap)

April 24 April 24

Blogs.tennessean.com (Ms. Cheap)

April 28

HBCUSTORY blog

April 29

Library’s 615 series brings Elizabeth Strout to speak tonight Ms. Cheap: Check out Nashville Zoo’s free screening of ‘Life of Pi’ ‘Hansel and Gretel’ will be featured at the library in puppet show Citywide Read, Nashville Reads, Concludes with Movie Showing of ‘Life of Pi’ at Nashville Zoo Citywide Read, Nashville Reads, Concludes with Movie Showing of ‘Life of Pi’ at Nashville Zoo Citywide Read, Nashville Reads, Concludes with Movie Showing of ‘Life of Pi’ at Nashville Zoo Author Cheryl Strayed will speak on Thursday at Library Inaugural HBCUSTORY Symposium Ms. Cheap: Pet the dinosaurs, troll the flea market (Thinking Out of the LunchBox with Becca Stevens) Thinking outside the box brings Becca Stevens for a talk… Thank You! From, HBCUSTORY (symposium)

17 | P a g e


Brief Area Updates – May 21, 2013 Nashville Public Library

Administrative Service Report Facilities Roof replacement at the Edgehill library has been completed Due to additional funding needs for the Southeast Library project the solar panel project at the Goodlettsville Library has been canceled The basement of the Old Hickory sustained minor flooding following the heavy rains on April 27th. The library is working with General Services to implement flood mitigation measures to prevent future flooding including waterproofing the exterior of the basement, installing check devices on all the basement drains and installing a sump pump in the elevator pit. Finance The mayor’s recommended budget for FY 2014 included the following for the Public Library: No budget reductions $469,700 to open the main library on Mondays 4 million in capital funds for Library infrastructure repairs and improvements 1 million in capital funds to renovate 2 middle school libraries Branch Services Report Planning for New Branches During April we had several conference calls and meetings related to the designs for the new Southeast branch. These designs are progressing nicely and we are pleased by the responsiveness to our comments by the design build team. This collaborative approach on the designs is helpful to ensure that many perspectives are taken into consideration. We also reviewed preliminary designs and cost proposals for the new Bellevue branch from four contractor/architect design build teams. We expect the award to be made by Metro Purchasing during May. On April 20 we gave to our of the Goodlettsville branch to members of the Friends of the Bellevue branch library. It was wonderful to see how excited they were by Goodlettsville and how eager they are to see work begin on their new branch and to participate in the process.

18 | P a g e


April Branch Programs and Events The Branches completed a successful partnership with community organizations April 8 – 10 presenting One Cool Friend by Dollywood’s Imagination Playhouse at the following locations with outstanding attendance results we could not have achieved in these branch locations: Bellevue Community Center (Bellevue) - 75 attendees Coleman Community Center (Thompson Lane) - 42 attendees Hull-Jackson Elementary (Looby) – 500 attendees Jones Paideia Elementary (North) – 438 attendees Lebanon Road Church of Christ (Donelson) - 75 attendees Old Hickory Church of Christ (Old Hickory) – 256 attendees While these programs are geared toward preschool and lower elementary school aged children, we were especially eager to reach out to broader audiences. The Thompson Lane audience included a group of adults with disabilities. This branch has developed an ongoing outreach story-time program to include this group. Coming in May and June The Green Hills branch will sponsor a traveling panel exhibition on the Civil War organized by the Gilder Lehrman Institute for American History in partnership with the Library of America and the National Endowment for the Humanities. The exhibit runs from May 20 – June 10. The branch is planning a series of programs to complement the exhibit including humanities lectures, Living History re-enactors on the grounds, a concert of camp music and demonstration of period photography.

Collections and Technology Report With the possibility of opening on Mondays at Main and Fridays at the branches and finally being able to rehire folks to fill the positions that were left open with the retirement incentives, Marian Christmon is working on a plan to get a lot of new employees trained quickly. She is reviving the New Employee Orientation plan. The plan will be a 2 day orientation that will be spent with one day at the Main library and one day at a Branch. The Day 1 Overview draft includes: Welcome by Kent Oliver, Overview of the Library system by Jena Schmid and Larry Price, History of the Library by Andrea Blackman, Customer Service by Larry Price, PR Overview by the PIO, Departmental Rules by Susan Drye, Service Rules 101 by Ron Perry, Technology Overview by Tricia Bengel, ADA Services by Sandy Cohen, Library Programming by Elyse Adler.

19 | P a g e


The second day would be focused on Skills training based on the person’s job. Such types of training will include Reference Resources, Circulation Software, Public Service technology training, Safety training for Public Services staff, Safety training for Custodians and maintenance staff. During the ramp up with the new hiring, it is expected that this training will occur monthly. After that, we hope to be able to offer this training on a quarterly basis. This New Employee orientation training is in addition to the monthly training Marian coordinates for staff. April’s training was at the Looby branch and included: Social Media for library staff Gale Databases – how to use them and how to teach patrons to use them How to troubleshoot our Wireless Printing with patrons InterLibrary Loan Main Report April Programs and Events Library Services for the Deaf and Hard of Hearing and Nashville Public Library hosted the 5th annual WellFEST that was communication accessible for people who are Deaf, Hard of Hearing, and Deaf-Blind. The health fair, held on Saturday, May 4, was open to the public. Approximately 300 people were in attendance. A variety of healthcare screenings were provided (hearing, vision, glaucoma, bone density, breast cancer, HIV, dental, HIV, glucose, blood pressure, and chiropractic) in addition to information booths and programming that highlighted healthy eating, exercise, an explanation of the changes in healthcare accessibility, and hearing health. Our featured speaker was a MD family practitioner who answered healthcare questions from the audience for 2 hours and continued for several more hours at her information table. The Main Library hosted the Scottish Heritage Festival and National Tartan Day Celebration on Saturday, April 6. Sir Malcolm Fraser from Scotland attended and toured the library. There were Scottish displays, bag pipes, highland dancing, children’s activities, Scottish music, the Scottish film ‘Brave’ in the auditorium and several Scottish dog breeds on hand. Attendance was around 400 and response was enthusiastic to continue next year. More than 600 scholars and guests from HBCU communities nationwide gathered in Nashville or watched the streaming broadcast of the Inaugural HBCUstory Symposium held on April 27th at Main library. A collection of scholarly research and case studies outlining the historic and contemporary value of historically black colleges and universities, the symposium was the first conference of its kind to convene expert voices in areas of history, information science, fundraising, partnerships, LGBT studies, athletics and wellness. Featured May Events Black History House presents Freestyle Gallery, Saturday, May 4, 2:00 p.m. A performance by Nashville’s top adult, college, and high school poets.

20 | P a g e


Battle of the Books, Friday, May 17, 10:00 a.m. Students from Nashville middle schools participate in an ultimate book competition.

Community Engagement During the month of April: Bringing Books to Life – Offered 19 story times, 7 teacher trainings, 7 Loving and Learning parent workshops, and 2 family literacy celebrations. Staff presented a workshop at the 2013 Nashville Area Association for the Education of Young Children conference and staffed a table for NAAEYC’s Week of the Young Child kick-off, with the Mayor, at the Nashville Zoo. Partnered with 3 new sites - in Hermitage, Donelson, and Hadley Park. Staff recorded a “Wellcast” for Vanderbilt Child and Family Center, and GROW conducted 13 workshops in both English and Spanish. Puppet Truck – Mayor Dean accompanied the Puppet Truck to Two Rivers Middle School for a performance of Hamlet! TOTAL – Provided 3 Bullying workshops in non-traditional places - for 20 teens at 14th Ave. Baptist Church, for 15 parents at Martha O’Bryan Tied Together program, and to over 200 parents/adults at the Tennessee Suicide Prevention Conference 2013. The Picture Me exhibit is now on display at the East Branch Library and will move to Hadley Park Community Center next month. Puppet Festival – Advance online tickets are available May 9th. Wishing Chair staff is promoting the event at Picnic in the Park, and at the June 1st 5th Ave. dedication (with the Mayor) and Art Crawl. Nashville Reads – Over 2500 community members participated in a Nashville Reads activity this year. We had over 40 activity and book distribution partners throughout the community. 11 Metro Schools participated with 1200 students reading Life of Pi. There were close to 500 in attendance for Yan Martel’s author kick-off and 600 in attendance at the final celebration at the Nashville Zoo. Salon@615 – 145 attended Elizabeth Strout and 225 were in attendance for Cheryl Strayed.

21 | P a g e

May 2013 NPL Board Packet  

May 2013 NPL Board Packet