Charleston County Public Library Board of Trustees Agenda

5:15 p.m., November 29, 2016 | Auditorium, Johns Island Regional Library, Johns Island

5:15 p.m. 1. Welcome and Freedom of Information ......................................................... Andy Brack

5:16 p.m. 2. Public comment .............................................................................................. Andy Brack

5:19 p.m. 3. Board comment .............................................................................................. Andy Brack

5:22 p.m. 4. Deletions and additions to the agenda

5:23 p.m. 5. Minutes (10/25/16) ........................................................................................ Andy Brack

5:28 p.m. 6. Friends of the Library update ................................................................. Brittany Mathis

5:33 p.m. 7. Capital plan update ................................................... Toni Pattison & Janette Alexander

6:00 p.m. 8. Library Staff Presentation: Young Adult Programming .... Andria Amaral & Kim Bowlin

6:20 p.m. 9. Library reports

a. Director’s report ............................................................................. Nicolle Davies 6:25 p.m. 10. Committee Reports a. Finance ..................................................................................................... Ed Fava b. Foundation ....................................................................................... Steven Clem c. Nominations .................................................................................... Peggy Reider d. Future ................................................................. Maya Hollinshead/Brian Norris e. Building Projects .............................................................. Ed Fava/Pete McKellar 6:35 p.m. 11. Recognition of Board Members………………………………………………………………Andy Brack 6:45 p.m. 12. Adjournment

Board service

Term ends Dec. 2016: Brack, Manigault, Segal (*), Strother Term ends Dec. 2017: Hollinshead, Norris, Reider, Strunk

Term ends Dec. 2018: Clem, Fava, McKellar

* open position due to term limit

1

Board of Trustees Meeting Minutes October 25, 2016

The Charleston County Library Board of Trustees met for a regular meeting on Tuesday, October 25, 2016, at 5:15pm in the auditorium of the Main Library located at 68 Calhoun Street, Charleston.

Board members present were Mr. Brack, Mr. Fava, Ms. Segal, Ms. Strunk, Mr. McKellar, Mr. Norris, Mr. Strother, Ms. Hollinshead, and Ms. Manigault. Board members absent were Mr. Clem and Ms. Reider. Staff members present were Nicolle Davies, Cynthia Bledsoe, Perry Litchfield, Toni Pattison, and Heather Kiessling. Also present were Brittany Mathis and Joan Berry-Warder, representing the Friends of the Library, and Janette Alexander and Walt Smalls of Charleston County.

Mr. Brack called the meeting to order and confirmed that the media had been informed of the meeting and its agenda according to the Freedom of Information Act.

Public Comment

There was no public comment.

Board Comment

Ms. Segal said that she participated in the Library Journal Design Institute the previous Friday and that it was well done and interesting. Ms. Segal also said that she attended the Pat Conroy Literary Festival and gave some background on the festival and the people who attended the festival. She praised Beaufort for their efforts in regards to literacy.

Ms. Hollinshead said that she attended the Southern Festival of Books in Nashville, TN. She praised the Nashville main library for their meeting spaces and overall appearance.

Deletions and Additions to the Agenda

There were no deletions or additions to the agenda.

Review of Minutes

The minutes were approved as written.

Friends of the Library Update

Brittany Mathis provided an update for the Friends of the Library. She discussed the Friends annual meeting coming up on November 16 at 6 pm. They will be inducting new board

2

members and discussing plans for 2017. Ms. Mathis also discussed the Trio Solutions CreateAThon taking place Thursday, October 27. The Big Book Sale event was a success and more than $78,000 was raised. She thanked all of the volunteers during the event. She said that they sold 70 Friends ornaments this year; they will be selling more at the holiday sale on December 2-3. Ms. Mathis also introduced Joan Berry-Warder, the Friends Board President.

Ms. Berry-Warder said that she was interested in organizing a social event for the Library Board and the Friends Board in December. Mr. Brack discussed the dates that the board and Ms. Davies were available in December for a social event with both boards. He mentioned that he will follow up with Ms. Berry-Warder.

Capital Plan Update

Mr. Brack introduced Toni Pattison, the new library project manager. Ms. Pattison gave a brief background of her education and work projects.

Janette Alexander gave a presentation on the capital plan update.

Mr. Brack asked if it were possible to get land from private landowners around the Pinehaven site for additional space. Mr. Smalls explained that they are meeting with one of the landowners tomorrow and that they are hopeful about the possibility. Mr. Brack asked about the timeline for Pinehaven; Mr. Smalls said that he cannot give specific dates, but will update the board as they know more.

Ms. Alexander discussed the new signage for the library sites. She explained that the signs can be updated as the projects move forward and that they will include the new logo for the library. CCPL is also drafting a press release for building updates. Ms. Alexander said that the signs should go up within the same week. Mr. Brack suggested a large public relations event with the first sign unveiling.

Ms. Alexander went over the project schedules for each building site. She explained that the Mount Pleasant branch will be the first to start, probably in April 2017, and that three branches should be ready by summer of 2018. She also discussed the first renderings for the Mount Pleasant branch. She also explained the design considerations for each new library site and went over the financial statement.

Mr. Brack asked for the definition of GMP. Ms. Alexander explained that it is the Guaranteed Maximum Price for the project. He also asked about the groundbreaking event for the other libraries. Mr. Brack suggested that the first sign reveal event should be St. Paul’s, since that library will have the greatest impact. Ms. Manigault agreed.

Mr. McKellar asked about the decision making process, considering Ms. Pattison’s new position. Ms. Alexander explained how they work together.

Mr. Brack asked Ms. Alexander if they can expect to receive updates on every project, not just the new construction, at the monthly board meetings. Mr. McKellar suggested that they have a simpler way to see the progress of the projects compared to the previous year’s expected completion.

3

Ms. Segal asked about the new support building and the expected renovation for the main library. Ms. Alexander explained that the main library’s renovation will be completed last, after all of the other libraries are completed, since the main library may need to be closed.

Ms. Davies asked for clarification of the importance of the first sign unveiling. There was discussion about the unveiling of the new logo and the importance of the new St. Paul’s site.

Library Reports

a. Director’s Report Ms. Davies informed the board of the branch closures to replace the HVAC systems. The closures will be staggered. She also explained that West Ashley is expected to reopen November 1 after having the flooring replaced. Nancy Sullivan said that insurance will cover that cost. She also asked the board to choose their areas of interest for upcoming library presentations from the provided list.

b. 2017 Holiday Closure

Ms. Davies went over the holiday closure schedule for 2017 and pointed out that she would like to have a staff development day in the fall of 2017. She would like to be able to train staff during a day when the library system is closed. Mr. Brack said that Ms. Davies has decided not to have theft-prevention gates at the new libraries, as they cost more than they are useful. Members of the board agreed. Mr. Brack said that they will review the board meeting dates for 2017 at the next board meeting.

Committee Reports

a. Finance Ms. Strunk gave an overview of the completed audit and the quarterly donations report. She motioned that Nicolle Davies and Cynthia Bledsoe be authorized as signers on the library accounts. The motion was seconded by Ms. Segal and passed unanimously.

b. Foundation

There was no report.

c. Nominations Mr. McKellar said that the board openings will be posted in mid-November by the county. Mr. Brack said that there will be thirty days to apply for the board positions and that the library chair will make a recommendation on the applicants but that the county council makes the final appointments for the library board.

4

d. Future Ms. Hollinshead mentioned her trip to Nashville. There was no other report.

e. Building Mr. Fava said that they will be meeting with Ms. Davies and Ms. Pattison but that they have no report yet.

Quarterly Donations Report

Mr. Litchfield briefly discussed the quarterly donations report and said that questions can be directed to him.

Adjournment

The meeting was adjourned at 6:15pm.

Respectfully submitted,

Maya Hollinshead, Secretary

Nicolle Davies Executive Director Report November 2016 FSLA Impact on CCPL CCPL managers discussed the new FLSA regulations that have refined who is considered an exempt, or salaried, employee. The new pay threshold is $47,476 per year, whereas it previously was $23,660 per year. It also requires overtime pay for employees who work more than 40 hours per week. The new rule was scheduled to take effect on December 1, 2016, however, a federal District Court in Texas issued an injunction halting the implementation of the new overtime rules nationwide. The first step for CCPL in compliance was to identify which employees are exempt from the overtime requirements. For public services staff, CCPL has determined that large branch managers, regional managers, assistant branch managers and main library department heads qualify as exempt. All other are considered non-exempt are and subject to overtime pay. CCPL’s work week is 37.5 hours, but given the evenings and weekend hours of the branches, it is difficult to how to schedule staff for 37.5—40 hours a week only. All non-exempt staff have to be compensated at the rate of one-and-a-half hours for each overtime hours worked over 40 hours in a week. We do not have the funds to pay staff overtime, so FLSA regulations allow state and local governments to utilize comp time in lieu of pay. Previously we considered the two week pay period as one unit. A staff member might work more than 37.5 hours one week and less the following week. We can no longer schedule in this manner. Managers are sharing schedules with each other to develop best practices. When there is a need for comp time it must be approved by the manager and accounted for on the timesheet. We request that the comp time use be scheduled with a manger and used within a month. It is too early to know the full impact of the new regulations. We anticipate the need to pay part time staff to work more than 20 hours per week to arrange good coverage. We also know that this will impact our ability to do outreach. As a system we have participated in many community events, but this often meant that staff worked more than 37.5 hours a week. More staff were considered exempt previously and we offered comp time as straight comp hours, not at a one-and-a-half rate. Given the very thin numbers of staff at all locations, juggling schedules to allow for these hours within a work week, or allowing staff time and a half, will make it less possible for us to engage in these events. Restructuring CCPL Reorganization

What: After looking at our current organizational structure, I have decided to make some

changes.

Why: Why do this now? To be honest, some of the reporting structures didn’t make sense to

me. In addition, knowing that we are going to bring more branches into the system and make

services changes based on RFID and self-check, I wanted to put into place a structure that

would better support these change initiatives, support staff and branch managers and more

properly support the overall system.

What it means: The reorganization will most directly impact the staff reporting to me. It will

rearrange certain functions, change reporting structures, change some jobs and create

positions. My hope is that the branch libraries will feel more supported and be better served.

In addition, I believe certain functions will be housed together and create better synergy for

CCPL staff and our patrons.

To that end, I propose the following structure:

Specific changes to note:

I have created an additional Deputy Director of Library Services. I believe this will better serve

the clusters and assist with our future growth. I also plan to move Children’s Services and

LCATS to report to the deputy directors. I feel that these functions seem more appropriate

reporting to the same individuals that work with direct patron service.

I have combined Finance, HR and Training/Development to reside under one supervisor. With

the overlap between HR and Finance with regulations, payroll, benefits and other functions, I

see this making logical sense. In addition, I have moved Training and Development to be

Nicolle Davies

Executive Director

Nancy Sullivan

Procurement and Facilities Manager

Toni Pattison

Project Manager

Perry Litchfield

Director of Finance and HR

Assistant Finance Manager

HR Manager

Training and Development

Deputy Director

Library Services

3 Clusters

LCATS

Grants

Cynthia Bledsoe

Deputy Director

2 Clusters

Main

Children’s

FOL

Backup for Executive Director

IT Manager

ILS Manager

Technology

PR Manager

PR Specialist

Graphic Designer

Web Content

Special Projects

Radio Station

Heather Kiessling

Executive Admin. Assistant

housed in HR, to support employee development and growth. This will be especially important

as we add the equivalent of 80 full time positions over the next few years as the new branches

open.

Perry Litchfield currently serves as the Finance Director and I have asked him to take on the

oversight of Human Resources. Perry will have an assistant finance manager reporting to him,

as Finance is his expertise. Perry will also have a credentialed HR Manager reporting to him, as

this is not his first area of expertise. I see the HR manager having a good deal of autonomy

from the Finance department, though I see better alignment between these two departments

that interface so closely.

Lastly, I examined the PR/Marketing department overall and I feel the radio station and special projects are more appropriately aligned with PR and Marketing. Both special projects and the radio station ultimately serve as promotional vehicles for CCPL. In addition, a great deal of work could and should happen between PR, Marketing, Special Projects and the Radio Station. I believe all areas will benefit from being in the same department.

December 2016

Sunday Monday Tuesday Wednesday Thursday Friday Saturday

1 2 3

6pm-7:30pm – Board

Holiday Party:

316 Mcclain St.

4 5 6 7 8 9 10

Indie Authors Day

11 12 13 14 15 16 17

18 19 20 21 22 23 24

3pm: V-Tones 12th

Annual Holiday

Extravaganza

Libraries Closed Libraries Closed

25 26 27 28 29 30 31

Christmas

Libraries Closed

Libraries Closed

NEXT MONTH January

1: Closed for New Years

2: Closed for New Years

24: Board meeting at Dorchester

28: Board Retreat at Drayton Hall

February

16: Closed for President’s Day

28: Board meeting at Main

% change % change % change

Main 112,478 122,653 -8.30% Main 19,710 22,832 -13.67% Main 46,117 53,468 -13.75%Bookmobile 7,956 7,167 11.01% Bookmobile 0 0 0.00% Bookmobile 867 389 122.88%CRM 30,274 39,018 -22.41% CRM 9,830 10,952 -10.24% CRM 11,418 6,948 64.34%Dart 14,798 18,847 -21.48% Dart 6,564 7,067 -7.12% Dart 6,018 5,890 2.17%Dorchester Road 40,930 53,604 -23.64% Dorchester Road 10,088 11,028 -8.52% Dorchester Road 10,513 10,686 -1.62%Edisto 3,388 4,448 -23.83% Edisto 303 368 -17.66% Edisto 284 109 160.55%Folly 5,913 6,841 -13.57% Folly 395 488 -19.06% Folly 2,345 1,804 29.99%James Island 63,196 67,629 -6.55% James Island 5,163 5,086 1.51% James Island 9,084 8,122 11.84%John's Island 56,269 61,639 -8.71% John's Island 8,127 9,206 -11.72% John's Island 16,566 17,541 -5.56%McClellanville 2,977 4,033 -26.18% McClellanville 825 794 3.90% McClellanville 1,890 2,407 -21.48%Mt. Pleasant 205,127 226,040 -9.25% Mt. Pleasant 9,111 11,003 -17.20% Mt. Pleasant 24,076 25,442 -5.37%Otranto Road 57,003 67,451 -15.49% Otranto Road 11,674 14,331 -18.54% Otranto Road 13,755 12,727 8.08%Poe 8,174 7,350 11.21% Poe 308 351 -12.25% Poe 534 346 54.34%St. Andrews 139,175 142,575 -2.38% St. Andrews 15,648 17,146 -8.74% St. Andrews 40,667 25,745 57.96%St. Pauls 7,702 7,358 4.68% St. Pauls 1,067 1,062 0.47% St. Pauls 2,676 580 361.38%Village 10,872 13,270 -18.07% Village 1,051 1,166 -9.86% Village 811 415 95.42%West Ashley 37,234 47,794 -22.09% West Ashley 3,600 4,542 -20.74% West Ashley 10,142 10,827 -6.33%Total Downloads 208,563 192,435 8.38% Wifi USE 72,304 83,015 -12.90% TOTALS 197,763 183,446 7.80%TOTALS 1,012,029 1,090,152 -7.17% TOTALS 175,768 200,437 -12.31%

% change % change % change

Main 189,580 105,355 79.94% Main 20 34 -41.18% Main 3,427 3,815 -10.17%Bookmobile 1,081 2,958 -63.46% Bookmobile 0 0 0.00% Bookmobile 193 196 -1.53%CRM 44,485 49,188 -9.56% CRM 6 2 200.00% CRM 900 956 -5.86%Dart 27,647 26,094 5.95% Dart 0 0 0.00% Dart 409 476 -14.08%Dorchester Road 38,855 47,130 -17.56% Dorchester Road 23 22 4.55% Dorchester Road 1,087 1,309 -16.96%Edisto 1,469 1,756 -16.34% Edisto 2 0 200.00% Edisto 63 58 8.62%Folly 4,999 3,418 46.26% Folly 0 0 0.00% Folly 171 183 -6.56%James Island 35,136 39,631 -11.34% James Island 1 2 -50.00% James Island 1,916 1,937 -1.08%John's Island 39,553 42,050 -5.94% John's Island 0 0 0.00% John's Island 1,672 1,712 -2.34%McClellanville 4,069 4,170 -2.42% McClellanville 0 0 0.00% McClellanville 115 159 -27.67%Mt. Pleasant 84,922 90,537 -6.20% Mt. Pleasant 26 33 -21.21% Mt. Pleasant 5,248 5,574 -5.85%Otranto Road 46,935 53,554 -12.36% Otranto Road 35 18 94.44% Otranto Road 1,397 1,313 6.40%Poe 4,660 3,871 20.38% Poe 1 0 100.00% Poe 283 269 5.20%St. Andrews 73,698 84,494 -12.78% St. Andrews 5 7 -28.57% St. Andrews 2,398 2,688 -10.79%St. Pauls 3,460 3,078 12.41% St. Pauls 0 0 0.00% St. Pauls 204 230 -11.30%Village 6,723 6,418 4.75% Village 1 1 0.00% Village 392 460 -14.78%West Ashley 31,076 37,319 -16.73% West Ashley 2 1 100.00% West Ashley 1,469 1,600 -8.19%TOTALS 638,348 601,021 6.21% TOTALS 122 120 1.67% TOTALS 21,344 22,935 -6.94%

Previous

YTD Total

Previous

YTD Total

Circulation PC Use Reference

User Visits Out-of-County Registrations Registrations

Current

YTD Total

October 2016

Current

YTD Total

Current

YTD Total

Current

YTD Total

Current

YTD Total

Current

YTD Total

Previous

YTD Total

Previous

YTD Total

Previous

YTD Total

Previous

YTD Total

Main % change# of Programs 442 521 -15.16%

Attendance 18,147 16,579 9.46%Bookmobile

# of Programs 5 8 -37.50%Attendance 187 218 -14.22%

CRM# of Programs 88 69 27.54%

Attendance 2,555 2,658 -3.88%Dart

# of Programs 289 302 -4.30%Attendance 6,623 6,870 -3.60%

Dorchester Road# of Programs 130 162 -19.75%

Attendance 6,310 4,455 41.64%Edisto

# of Programs 25 24 4.17%Attendance 169 218 -22.48%

Folly# of Programs 44 55 -20.00%

Attendance 1,054 1,388 -24.06%James Island

# of Programs 92 97 -5.15%Attendance 3,876 4,696 -17.46%

John's Island# of Programs 190 230 -17.39%

Attendance 6,941 5,137 35.12%McClellanville

# of Programs 29 25 16.00%Attendance 989 1,932 -48.81%

Mt. Pleasant# of Programs 178 191 -6.81%

Attendance 8,321 9,081 -8.37%Otranto Road

# of Programs 150 152 -1.32%Attendance 5,441 3,085 76.37%

Poe# of Programs 152 118 28.81%

Attendance 3,104 2,806 10.62%St. Andrews/Hurd

# of Programs 206 149 38.26%Attendance 11,376 5,496 106.99%

St. Pauls# of Programs 28 5 460.00%

Attendance 969 32 2928.13%Village

# of Programs 28 25 12.00%Attendance 406 514 -21.01%

West Ashley# of Programs 74 82 -9.76%

Attendance 2,691 2,432 10.65%TOTALS

# of Programs 2,150 2,215 -2.93%Attendance 79,159 67,597 17.10%

ProgrammingCurrent

YTD

Previous

YTD

52,302

51,957

44,018

14,481

October Items Borrowed

Adult Print Adult Non-Print Juvenile Print Juvenile Non-Print

1,816

6,988

3,821

8,205

542

1,000

13,192

10,842

24,761

555

41,589

11,773

1,490

30,913

1,658

2,104

1,509

0 10000 20000 30000 40000 50000

BOOKMOBILE

CRM

DART

DORCHESTER

EDISTO

FOLLY

JAMES ISLAND

JOHNS ISLAND

MAIN

MCCLELLENVILLE

MT. PLEASANT

OTRANTO

POE

ST. ANDREWS

ST. PAUL'S

VILLAGE

WEST ASHLEY

October Circulation by Branch

609672

345

524

0

100

200

300

400

500

600

700

800

YTD Programs by Age

Birth-4 5-11 12-18 Adult

22,554

36,474

10,441

9,690

YTD Program Attendance

Birth-4 5-11 12-18 Adult

*Adult includes both YA and Adult

Through September 2016 Main CRM Dart DOR Edisto Folly James Johns MCC MTP Otranto Poe STA St. Pauls Village WA System

Total Circulation/Visit 0.76 0.68 0.51 1.05 2.37 1.30 1.76 1.45 0.74 2.36 1.21 1.67 3.78 2.21 1.76 1.19 1.68

Circulation/FTE 2,331 3,212 2,040 2,814 2,062 3,560 6,554 3,028 1,486 9,547 3,015 2,541 6,414 3,022 3,507 4,534 5,196

Cost/Circulation 7.59 3.77 6.21 4.74 4.37 2.49 1.76 4.33 7.25 1.38 4.09 5.17 1.86 3.27 3.79 2.38 2.49

FTE Cost/Circulation 4.90 2.89 5.03 3.97 3.82 2.23 1.43 3.53 6.36 1.12 3.49 3.43 1.58 2.84 3.46 2.06 1.92

FTEs 37.63 7.25 5.38 11.63 1.38 1.38 7.63 15.00 1.63 17.13 15.00 2.63 16.88 2.00 2.50 7.88 145.05

FY17 Personnel Expenditures 429,920$ 67,294$ 55,247$ 129,902$ 10,858$ 10,966$ 71,298$ 160,474$ 15,399$ 183,840$ 157,712$ 22,906$ 170,532$ 17,154$ 30,363$ 73,732$ 1,533,866$

FY17 Branch Expenditures 665,361$ 87,680$ 68,140$ 155,085$ 12,423$ 12,239$ 87,824$ 196,513$ 17,552$ 225,251$ 185,153$ 28,853$ 201,095$ 19,770$ 33,195$ 85,136$ 1,996,136$

FY2017 FY2016 %

4,997

579,734

8193

1,711,360

372,803

3,068,536

8.23

County Population (est. 2013)

Total Circulation

Circulation per Capita

Interlibrary Loans

Reference Questions

Summer Reading Participants

User Visits

SERVICE EFFECTIVENESS MEASURES FY2017

YEAR-END FISCAL DATA