New Orleans Public Library Board of Trustees November 10, 2020 Board Meeting Packet Table of Contents November 10th Board meeting agenda ................................................ 1-2 Minutes from September 8th Board meeting ....................................... 3-9 November 3rd 2020 Executive Committee Meeting Minutes ........... 10-11 3rd Quarter 2020 Financial Report .................................................. 12-14 Proposed Policy Updates 10-20-20 ....................................................... 15 Progressive Discipline & Grievance Policy (Current) ........................ 16-17 Progressive Discipline & Grievance Policy (Proposed) ..................... 18-19 Millage Resolution (signed) ................................................................... 20 Millage Authentication ......................................................................... 21 New Orleans Public Library Regular Board Meeting Main Library Board Room Tuesday, November 10, 2019 4:30 p.m. NOTE REGARDING PUBLIC COMMENT: The legal purpose of open meetings is to allow individuals to observe and participate in the deliberations of public bodies. Meetings of public bodies must be open to the public unless closed pursuant to a statutory exception, such as set forth in R.S. 42:16 – 42:18, which authorizes closed executive sessions. Public bodies must provide an opportunity for public comment prior to action on the agenda item upon which a vote is to be taken. The governing body may adopt reasonable rules and restrictions regarding the comment period. R.S. 42:14, requires each public body, except school boards, conducting a meeting that is subject to the notice requirement of R.S. 42:19(A), to allow a public comment period prior to action on an agenda item upon which a vote is to be taken. NOTICE OF TELECONFERENCE MEETING: This meeting is being conducted via teleconference per Executive Order 59-JBE-2020 Section 2.C, which states: “All state agencies, boards and commissions, and local political subdivisions of the state shall continue to provide for attendance at essential governmental meetings via teleconference or video conference and such attendance shall be allowed during the pendency of this emergency. All efforts shall be made to provide for observation and input by members of the public. Before any meeting conducted pursuant to this section, the state agency, boards and commission, or local political subdivision of the state shall first provide a written certification that it will otherwise be unable to operate due to quorum requirements. Such certification shall be posted at the same time and in the same manner as the agenda for the meeting. Nothing in this order shall be interpreted to waive any notice requirements.” AGENDA I. Call to Order — (Board Chair Phala Kimbrough Mire, 1 minute) II. Roll Call — (Executive Assistant, Tammy Hanson, 1 minute) III. Public Comments — (Phala Kimbrough Mire, 2 minutes) IV. Action Item: Approval of Consent Agenda — (Phala Kimbrough Mire, 2 minutes) A. Review of draft September 8th Regular Board Meeting Minutes V. Information Items A. Executive Committee Meeting – (Phala Kimbrough-Mire, 2 minutes) B. Welcome of new board members: Anna Nguyen and Kathleen Coverick (Dr. Gabriel Morley, 2 minutes) C. Executive Director’s Report— (Dr. Gabriel Morley, 4 minutes) D. Financials – 3rd Quarter 2020 Financial Report— (Michel Thompson, 3 minutes) 1 E. 2021 Holiday Closures- (Dr. Gabriel Morley, 2 minutes)                New Year's Day – Friday, January 1 Martin Luther King, Jr. Day – Monday, January 18 Additional Mardi Gras closings, TBA Mardi Gras Day – Tuesday, February 16 Good Friday – Friday, April 2 Easter Sunday – Sunday, April 4 Memorial Day – Monday, May 31 Independence Day – Sunday, July 4 Independence Day (observed) – Monday, July 5 Labor Day – Monday, September 6 Thanksgiving Eve – All locations close at 5 p.m. – Wednesday, November 24 Thanksgiving Day – Thursday, November 25 Veterans Day (observed) – Friday, November 26 Christmas Eve – Friday, December 24 Christmas Day – Saturday, December 25  New Year’s Eve – All locations close at 4 p.m. – Friday, December 31 VI. Action Item: Approval to Remove the Progressive Discipline Section from the NOPL Handbook – (Dr. Gabriel Morley, 2 minutes) VII. Action Item: Approval to Change the Wording of the Grievance Policy in the NOPL Handbook – (Dr. Gabriel Morley, 2 minutes) VIII. Discussion Items A. Foundation update (Phala Kimbrough Mire, NOPLF Chair Barbara Waiters, 10 minutes) B. Strategic Planning Update (Andrea Neighbours, 6 minutes) C. Millage – (All, 5 minutes) IX. Action Item: Approval of Millage Resolution – (Michel Thompson, 1 minute) X. Former Board Member Acknowledgments – (Bill Settoon, 2 minutes) XI. Attachments XII. Adjournment This meeting will be held via ZOOM teleconference. Log in information is: Join from PC, Mac, Linux, iOS or Android: https://nopl.zoom.us/j/98412108577?pwd=V0JVemp6VG4rU0M2K1I3REV3WDY1Zz09 Password: 661866 Or Telephone: Dial: USA 602 333 2017 USA 8882045987 (US Toll Free) Conference code: 115181 2 New Orleans Public Library Regular Board Meeting ZOOM Teleconference Tuesday, September 8, 2020 4:30 p.m. NOTE REGARDING PUBLIC COMMENT: The legal purpose of open meetings is to allow individuals to observe and participate in the deliberations of public bodies. Meetings of public bodies must be open to the public unless closed pursuant to a statutory exception, such as set forth in R.S. 42:16 – 42:18, which authorizes closed executive sessions. Public bodies must provide an opportunity for public comment prior to action on the agenda item upon which a vote is to be taken. The governing body may adopt reasonable rules and restrictions regarding the comment period. R.S. 42:14, requires each public body, except school boards, conducting a meeting that is subject to the notice requirement of R.S. 42:19(A), to allow a public comment period prior to action on an agenda item upon which a vote is to be taken. NOTICE OF TELECONFERENCE MEETING: This meeting is being conducted via teleconference per Executive Order 59-JBE-2020 Section 2.C, which states: “All state agencies, boards and commissions, and local political subdivisions of the state shall continue to provide for attendance at essential governmental meetings via teleconference or video conference and such attendance shall be allowed during the pendency of this emergency. All efforts shall be made to provide for observation and input by members of the public. Before any meeting conducted pursuant to this section, the state agency, boards and commission, or local political subdivision of the state shall first provide a written certification that it will otherwise be unable to operate due to quorum requirements. Such certification shall be posted at the same time and in the same manner as the agenda for the meeting. Nothing in this order shall be interpreted to waive any notice requirements.” MINUTES I. Call to Order — Board Chair Phala Kimbrough Mire A. The September 8th regular board meeting was called to order at 4:30 p.m. II. Roll Call — Executive Assistant, Tammy Hanson (4:30 p.m.) Board Members Present: Chair, Phala Kimbrough-Mire Vice Chair, Vonda Flentroy-Rice Secretary, Andrea Neighbours Treasurer, James Chassee William Settoon Raquel Dufauchard (late arrival) Daniel Tapia Absent: Mary Moran Larry Eustis III Staff Members present: Executive Director, Dr. Gabriel Morley; Executive Assistant, Tammy Hanson; Budget Manager, Michel Thompson; Marketing Director, John Marc Sharp 1 3 III. Public Comments — Phala Kimbrough Mire (4:32 p.m.) A. Tara Madden - According to March 10, 2020 minutes, Budget Manager Michel Thompson reported that the reserves were $7 million. What is the reserve amount today and what percentage of the library reserves will be allocated for operating expenses for 2021-2022? In addition, which capital projects and items from the strategic plan will be cancelled due to the reallocation of reserves B. Ann McKinley – Ms. McKinley is opposed to any reduction in library funding. The city believes that the library is overfunded due to a small surplus. They would like to overturn the rule of the electorate in order to gain control over the dedicated library millage resulting in a 40 or 50% budget reduction. The city has also issued a threat to voters: “Let us have control of these funds in a special election or we will make even deeper cuts to the library budget.” However, voters do not have to accept these as the only two options. If there is a small surplus, why aren’t you spending it? Libraries are needed now more than ever during the pandemic for school-age children, jobless citizens, and displaced persons. We don’t have enough materials or services now. The library is underfunded even with the millage, which should not be cut by any amount. Over 900 people commented at the city council meeting on this topic and the majority were horrified at this proposal. The specifics been vague as to where these stolen library funds go. How does the city justify the expense of a special election and advertising, which will reduce any amount gained? Why go after the small library fund instead of larger budgets? C. Dana Trosclair – Posed the following questions: How can a library system that only recently emerged from the destruction of hurricane Katrina and a significant structural deficit afford to operate on less than half of the voter-approved millages? How does the proposal create efficiencies without any cuts? Where are the dollar savings? If the library I/T department is replaced by the City I/T Department, what is the plan to enhance cybersecurity for both entities? D. Jen Kitner, President of Friends of NOPL. The Friends will continue their support of the NOPL, but poses the following question: Based on the City’s presentation, the library will receive approximately .661 of the proposed library/early education millage. This is just 16.5% of the original 4.0 millage approved by the voters in 1986. Why is this not clear on the ballot that is going before the voters and why does the resolution not clearly state mills dedicated to early childhood education? The Friends of the NOPL and library itself are very much in support of Early Childhood Education and do not want it to appear that the NOPL is not supportive of Early Childhood Education. E. Courtney Kearney Vice President of Friends of NOPL – As trustees, Friends of the NOPL are core advocates for the library, and want to know why we should or should not support the upcoming millage referendum. What is the path going forward to ensure the library system is protected? F. Tracy Canovan – Once the reserves are spent, where will the money come from to cover the $7.5 million annual loss due to the proposed millage? At the City Council meeting on August 18th, Gilbert Montano stated that the library will need to identify new opportunities for revenue generation as well as identify further cost efficiencies and savings. Can the Board and Mr. Montano clarify these potential new opportunities? G. Austin Rehar – In the previous discussion of the budget cuts Mr. Montano mentions the Front Door Pilot Program as an option. What is the Front Door Pilot Program 2 4 and how would it impact the NOPL revenue and budget? Would it generate revenue and if so, how much? How would it affect other entities? H. Shannon Fatonovich – If the people vote against the resolution in December and this is perceived as supporting the NOPL, will the Mayor call a second special election to renew the expiring millage next year? IV. Action Item: Approval of Consent Agenda — Phala Kimbrough Mire (4:40 p.m.) A. Review of draft July 14th Regular Board Meeting Minutes B. A motion was made by Ms. Flentroy-Rice to approve the July 14th Regular Board Meeting minutes as distributed. Ms. Dufauchard seconded the motion. The motion carried unanimously. V. Information Items A. Executive Committee Meeting Minutes – Phala Kimbrough-Mire (4:42 p.m.) 1. A replacement of Mary Moran’s board seat has been identified and awaiting City Council approval. 2. Due to a recent move, Mr. Chassee is resigning his position on the NOPL Board of Directors. Mr. Chassee will remain until a replacement is appointed. Ms. Neighbours asked if backgrounds of new board members will be considered. Ms. Kimbrough Mire responded that a potential member’s skillset will be identified to make appropriate suggestions to the Council for approval. B. NOPL Foundation draft of articles update — Phala Kimbrough-Mire (4:46 p.m.) 1. Ms. Waiters’ schedule did not allow her attend this meeting, however; the Foundation is working on new Articles of Incorporation and will meet on September 21st to look at the Strategic Planning consultant contract. Dates when the Foundation Board and the NOPL Board can meet to discuss the draft of the Articles of Incorporation are being determined. Strategic Planning Update — Andrea Neighbours (4:48 p.m.) 1. Michelle Thomas of the Thomas Consulting Group was selected as the Strategic Planning Consultant/Facilitator. Ms. Thomas’ focus is on implementing operational efficiencies. She has worked with Cory Booker, the finance authority of New Orleans, as a lead consultant for Mayor Cantrell’s transition team, and housing organizations. After collecting data from the administration, she will hold stakeholder interviews and work with the NOPL Board to revise our mission statement, goals and objectives, and key performance leaders, etc. This will begin as soon as the Foundation approves and signs her contract. D. 1st & 2nd Quarter Dashboard —John Marc Sharpe (moved to end of agenda, 6:05 p.m.) 1. The initial effects of the closure due to COVID produced 23% fewer visits, reduced printing, digital resources increase, there were fewer programs and attendance, 28% fewer new library accounts and circulation decreased by 26.5% . By the 2nd Quarter digital resources increased by nearly 60%. Web page use and virtual programs decreased. The Q1 and Q2 reports are available on the staff intranet. 2. Mr. Settoon inquired if the increase in the digital downloads caused any system issues with computer systems etc. Mr. Sharpe responded that there were no issues. C. 3 5 VI. Discussion Items A. Executive Director’s report —Dr. Gabriel Morley (4:51 p.m.) 1. Bids for the Nix ABA Project opened on September 4th. The lowest bidder was MLM Construction. As contracting could take up to 90 days, the project will begin the first part of 2021. 2. We are attempting to expand contactless services by offering printing services. Patrons are also able to pick up their Real card if they have been using an electronic card. 3. NOPL is working with the City to give Hurricane Laura evacuees computer access to do FEMA paperwork. There has not been a huge demand thus far. 4. NOPL is partnering with the City’s new Office of Business and External Services to identify how we can perform external outreach such as permitting etc. Instead of making people come to city hall, we will set up satellite stations at various branches so patrons have access to services after normal business hours. Keller is slated to begin in October. Second phase is to expand to ENO and make that enterprise space accessible. B. Mayor’s Office Update — Gilbert Montano, City CAO (5:05 p.m.) 1. Mr. Montano gave a presentation to the board detailing budgetary rededications. Identifying cost to services analyses requires that the city look at all revenue streams and expenditures to determine short-term and long-term needs. 2. The City is shifting to a zero-based budgeting process. (Every department has to start at zero versus having carryover budgets.) 3. Due to COVID-19, budgets have declined; thus, the millage package has changed drastically. GDP has declined by double-digits. This is comparable to postKatrina, but federal dollars that were infused after Hurricane Katrina have not occurred with the pandemic. The City has not recovered from the Great Recession and COVID has exacerbated this recovery. Thus, recovery from the pandemic will likely not begin for another 5 to 7 years. 4. Mr. Montano identified the City’s base-line operating costs will reach close to a $100 million deficit by year’s end. 5. The City is using advanced analytics to identify where cuts can be made to recover revenue as the 2021 budget is constructed. Controlling positions and expenditures has reduced the overall deficit. Revenue shortfall is primarily due to sales and tax revenue decline in our tourism and hospitality industries. 6. A major hit to recovery has been a reduction in the CARES Act appropriation which was originally set at $1.8 billion for the State. Senate Bill 189 eliminated $300 million of allocated funding for municipalities. Administrative guidelines changed disbursement of funds at 70% COVID infection rate and 30% population. During New Orleans’ high infection rate, available funding stood at $43 million. As infection rates decline, funding will continue to dissipate. Projected allocations for these one-time funds are expected to be approximately $7.5 million. 7. Pre-COVID, the millage rate was 8.68 mills in 2019. Negotiations reduced the millage rate to 5.82 mills for 2020. Post-COVID, the City Council and Mayor’s Office wanted to focus on a tax decrease. Infrastructure and housing as well as funding for Early Childhood initiatives is a priority in the current millage package that will be voted on in December. Because a third to one half of job 4 6 8. 9. 10. 11. 12. 13. 14. 15. 16. losses are not expected to return, focus has been on jobs and economic development. An estimated $10.5 million will be dedicated to infrastructure & maintenance and $4 million to Library & early childhood education. The estimated taxpayer relief will be approximately $18 less per year on a $200,000 homestead. According to estimates, the NOPL has underspend the current millage by 11 percent. According to the Budget Office analysis, $17 million has been budgeted to the library over the past three years and is anticipated to grow to a fund balance of $12.5 million by year’s end due to tax increases. Revenues will be cut by 20% for every city department post-COVID. Layoffs and furloughs may occur in 2021. The hope is to reduce a duplication in services as cost-saving measures. Emily Wolf spoke to the board about the link between the NOPL and Early Childhood initiatives and how we can focus on early literacy to ensure every child is reading by third grade. Currently, only 31% of New Orleans third graders are reading at grade level. Mr. Chassee noted that taking an average three-year cost approach does not realistically identify the library’s current and future spending, pointing out the recent addition of branches and the relocation to larger facilities. Approaching 2021, the library’s expenses are closer to $19 - $20 million. During the first year of receiving millage dollars, the library hadn’t yet grown into its current expenditures. Mr. Montano responded that his department looked at the overall available data to develop spending trends and best accounting practices precluded considering yearly baseline budgets; thus, the priority to convert to zero-based budgeting. Mr. Chassee pointed out that the current average starting point of $17 million/year to finance the branches and subsequent programming that have recently been added will not suffice without eliminating those additional expenses and the proposed budget will fall short of the NOPL’s current infrastructure and operations. Mr. Montano responded that the decision to go to zero-based budgeting and averaging over a set number of years allows for organizational growth and provides a more accurate trend so that future cost projections can be made. Mr. Chassee stated that per a former agreement, the library is not liable for capital expenditures. The library’s primary responsibility is for operational costs. Mr. Chassee asked where recent capital requests stand. Mr. Montano responded that any operational funds included in capital building expenditures were taken into account and 100 percent of capital expenditures have been approved. Mr. Chassee asked if there has been any progress for the library’s request for $20 million for archives and Main library updates. Mr. Montano responded that 100 percent of the library’s requests were approved ($2.1 million for roof repairs and $2.5 million for archives). Mr. Settoon pointed out that according to Mr. Montano’s presentation the new millage proposal amounts to an 11% cut in the library’s budget. Mr. Montano responded that the 11% is relative to the revenue spent. Overall, the library’s budget will decrease by 25-28%. Relative to what the library has budgeted, the decrease is approximately 38% although the exact amount is uncertain. Ms. Neighbours pointed out that within the past two years the library has spent close to its millage revenue (2.1% and 3.2% respectively) and that the addition of 5 7 FEMA money has inflated numbers so that unused revenue appears greater. Mr. Montano responded that the numbers presented are based on the library’s audited budget data and he is unaware of any FEMA funds. Ms. Neighbours pointed out that City Council members were guaranteed no changes to library services would occur, yet in the presentation it is suggested that there will be reduced hours. Mr. Montano responded that based on a financial perspective there should not be a need for a change in services within the next two years based on the fund balance. Mr. Montano stated that his recommendations to the City Council was based on the library having a zero fund balance. However, based on actual numbers, a reduction in hours or branch closures should not be needed nor would be supported by the Mayor’s office. If operations continue at $19 million annually, there will be a significant budget deficit. 17. Ms. Neighbours inquired what a merge in library maintenance and I/T services with those of the City would look like and if we would be billed by the City. Mr. Montano responded that the City is already funding these services and the goal is to eliminate duplication in services, other departments would not be billed. He added that efficiency may suffer as a result. 18. Mr. Tapia asked if the 37.5% is the library’s operational budget cut and whether any other agency in the City is receiving a budget cut as large as the library’s. Mr. Montano responded that the 37.5% is based on the library’s budgeted amount and that many public safety agencies are getting substantial budget cuts as well. VII. C. Financial report, Finance Committee Meeting minutes — James Chassee/Michel Thompson (5:44 p.m.) 1. Mr. Chassee presented a 5-year breakdown of library revenue and approved budgets, pointing out that the $1.5 million FEMA funds and $500,000 BP settlement are included in 2018 and 2019 budgets but are not recurring income. Expenses have been allocated from these funds but have yet to be recorded. If the December millage is approved, revenue will decrease by approximately $12.5 million. Operating at our current budget of $19.5 million, this will result in a $6.8 million annual shortfall. Current levels can be sustained for 29 months. If the millage is rejected, the library can operate throughout 2021. 2. Ms. Thompson went over the financials for 2020. As of August 31st 2020, the library received all the projected millage funds. The CARES Act absorbed some of our personnel costs, and due to the stay at home order, security expenses were lower resulting in a surplus. The fund balance is currently $11.9 million. 3. Mr. Settoon inquired whether the line item of $11.6 million is remains in reserves and if these funds are available to spend. Ms. Thompson responded that these monies are available, but the trust fund will not roll over into the reserve dollars. Any money beyond what we have budgeted will need to go to City Council for approval. Action Items: Vote to Approve 2021 Meeting Calendar — Phala Kimbrough Mire (5:44 p.m.) A. A motion was made to approve the 2021 meeting calendar as presented in the board packet by Ms. Flentroy-Rice. Motion was seconded by Mr. Settoon. Motion passed by unanimous vote. VIII. Attachments IX. Adjournment 6 8 A. Board Chair, Ms. Kimbrough-Mire thanked the board and the community for their participation and tremendous support for the NOPL and for their participation in today’s meeting. B. Ms. Flentroy-Rice moved to adjourn the meeting and a second was provided by Mr. Settoon. The vote to adjourn the September 8th Regular Board meeting at 6:19 P.M. passed unanimously. APPROVED: _______________________________ DATE: ___________________ Secretary, Andrea Neighbours 7 9 New Orleans Public Library Executive Committee Meeting ZOOM Teleconference Tuesday, November 3, 2020 4:30 PM MINUTES NOTE REGARDING PUBLIC COMMENT: The legal purpose of open meetings is to allow individuals to observe and participate in the deliberations of public bodies. Meetings of public bodies must be open to the public unless closed pursuant to a statutory exception, such as set forth in R.S. 42:16 – 42:18, which authorizes closed executive sessions. Public bodies must provide an opportunity for public comment prior to action on the agenda item upon which a vote is to be taken. The governing body may adopt reasonable rules and restrictions regarding the comment period. R.S. 42:14, requires each public body, except school boards, conducting a meeting that is subject to the notice requirement of R.S. 42:19(A), to allow a public comment period prior to action on an agenda item upon which a vote is to be taken. NOTICE OF TELECONFERENCE MEETING: This meeting is being conducted via teleconference per Executive Order 59-JBE-2020 Section 2.C, which states: “All state agencies, boards and commissions, and local political subdivisions of the state shall continue to provide for attendance at essential governmental meetings via teleconference or video conference and such attendance shall be allowed during the pendency of this emergency. All efforts shall be made to provide for observation and input by members of the public. Before any meeting conducted pursuant to this section, the state agency, boards and commission, or local political subdivision of the state shall first provide a written certification that it will otherwise be unable to operate due to quorum requirements. Such certification shall be posted at the same time and in the same manner as the agenda for the meeting. Nothing in this order shall be interpreted to waive any notice requirements.” MINUTES I. Call to Order — (Phala Kimbrough Mire) A. Board Chair, Phala Kimbrough Mire called meeting to order at 4:38 p.m. Present: Phala Kimbrough Mire, Andrea Neighbours, Executive Director Dr. Gabriel Morley, Executive Assistant Tammy Hanson II. Executive Director Update— Dr. Gabriel Morley, 4:39 p.m. A. The library has expanded appointment times, and extended drop off and delivery times to 6 p.m. 1 10 B. The library budget will be presented to City Council on November 9th. No issues are anticipated even though there have been some recent adjustments to the City’s budget. Expect more furloughs in 2021. Some small City Council meetings are being conducted face-to-face, however, public participation and social distancing requirements currently prevent large in-person meetings. C. John Marc has transferred to the Louisiana Public Health Commission as their Communications Director. Jane LeGros is filling in until it is determined how the position will for now and this may be an opportunity to transform this position. D. It is unclear if there will be opposition to the millage. Our consultant has been speaking to groups to gain support of the millage and to clarify what impact December’s vote will have for Early Childhood Education and the library. The City’s financial picture is unclear due to the recent hurricane and budget cuts will make the future challenging. III. Review of Regular Board Meeting Agenda— All, 4:44 p.m. A. Strategic Planning Update was added to the regular board agenda to be discussed after the Foundation update. B. Dr. Morley has received a draft of BGR’s report. He will share the report with all board members and discuss with the millage agenda item. C. Barbara Waiters will submit a draft of the Foundation’s new articles for the board to review and make suggestions. Ms. Neighbours suggested that new board members be brought up to speed on this issue. Ms. Kimbrough-Mire responded that new board members will benefit from the Foundation report and the group discussion. She has also spoken directly to the new board members. D. Ms. Neighbours suggested adding an agenda item to formally thank former board members for their service. This will be included as the regular board meeting’s last agenda item. IV. Adjournment – (Phala Kimbrough Mire) A. Chair Kimbrough Mire adjourned the September 1st Executive Committee meeting at 5:00 p.m. 2 11 New Orleans Public Library Board Finance Committee Report (via Zoom Meeting) Date: Thursday, November 5, 2020, 4:30pm (Start Time 4:40pm; Adjourned 5:00pm) Present via Zoom: James K. Chassee, NOPL Board Finance Committee Chair Dr. Gabriel Morley, Library Director Michel N. Thompson, NOPL Business Manager Absent - Vonda Flentroy-Rice, NOPL Board Finance Committee Chair Co-chair Next meeting: I. TBD Information Highlights 1. Reviewed Budget vs Actual as of October 31, 2020. a. $26,849.97 of Covid supplies purchased with Cares Act funding. b. Personnel costs during Stay at Home Order and Families First Corona Response Act to be determined for the period of Mid-March 2020 through report date of October 31, 2020. 2. Revisited Budget submission to demonstrate budgeting of trust funds, asked to be expended by City Administrative Office, allows additional dollars to be available for operating. These trust dollars also extends the life of fund balance for financial challenges in subsequent years. 3. Upcoming City Council budget hearing on Monday, November 9th. II. Discussion Highlights 1. Identify cost savings of personnel cost paid with one-time federal funding for 2020. III. Outcomes/Board Recommendation(s) 12 NOPL Financial Dashboard as of October 31, 2020 Description Line# 1 2 3 4 Sep C ol u 2020 YTD Total Oct 2019 YTD Total 2020 Budget 2020 Remaining Budget % of Budget Captain Neville Levy Trust FUNDING Millage 20,218,483 19,292,685 20,001,146 19,292,685 20,001,146 10,833 108,333 108,333 150,000 41,667 10,021 53,258 96,375 130,000 76,742 - 506,501 506,501 LaHache Music Trust Proceeds 19,497,393 20,787,647 624,910 Misc. Donations (BP Settlement) 73,360 - 10,833 1,205 85,399 2,800 23,655 20,406,924 - 101% H.A. Ley Mem. Rm Trust $10,626 Furniture/equipment-Main Library Auditorium H.A. Levy Mem. Rm Trust Proceeds $23,173 Furniture/equipment-Main Library Auditorium Other Funding 5 Donations Trust (Rent) 6 Fines/Fees 7 BP Settlement 8 Cares Act 9 TOTAL FUNDING 10 11 EXPENSES 12 Personnel 26,850 $1,044 National Geographic materials. 110,359 948,232 Mrs. Otto Joachim Trust Proceeds $1,296 National Geographic subscriptions. 674,388 1,863,750 191,193 343,356 869,485 92,884 Public Library Donations Trust 14,163,146 7,187,507 664,553 664,240 4,540,062 7,087,827 9,363,254 4,823,192 14 Overtime 15 Retirement 1,116 142,468 273 141,449 54,641 957,329 139,197 1,519,411 165,000 1,905,561 16 Payroll Taxes 17 18 19 Heath Insurance 48,025 147,114 12,870 47,962 146,421 12,248 331,032 994,265 98,309 523,435 1,562,620 194,455 1,016,146 1,012,593 6,975,639 11,026,945 WC, UI, Life, Uniform, Misc. $964,974 Building maintenance (flooring, paint, pressure washing, landscaping), security cameras, furniture, internet drops, enterprise zone build-outs etc. 49% Simon Hersheim Trust Proceeds 20 Other Operating Collections Facilities Outreach/Programs Technology Other Operating Total Other Operating TOTAL OPERATING 446,962 44,669 502,891 62,530 2,069,029 243,280 7,380 77,051 576,061 60,366 53,662 679,448 1,592,207 1,692,041 $86,708 Electronic materials: eBooks, eAudiobooks etc. Total Funds 1,226,396 376,482 2,896,501 450,000 827,472 206,720 830 193,832 643,543 3,150,514 26,242 249,312 1,390,232 3,268,664 90,000 1,150,000 2,038,000 6,624,501 89,170 956,168 1,394,457 3,473,987 48% 10,126,153 14,295,609 20,787,647 10,661,494 49% * $1,824,588 Fund Balance Unaudited EOY 2019 $11,649,123 Expenditures by Major Categories as of October 31, 2020 Millage Funding Fiscal Years 2018 - 2020 Period Ending October 31st $18,443,630 $736,010 Technology, exterior lighting, consistent branding/signage, and hardscaping. Mrs. Otto Joachim Trust Salaries Total Personnel $123 Supplies - Best Buy Teen Tech Center Sound Booth- Main Library * 13 21 22 23 24 25 26 27 28 29 30 Appropriations $634 Furniture/equipment-Main Library Auditorium 20,218,483 73,360 Subtotal 2021 Budgeted Trust Funds $18,870,346 Facilities $243,280 2.40% $20,000,000 $16,573,783 $18,000,000 Programs $830 0.01% Tech $193,832 1.91% New Orleans Public Library Expenditures as of September 30, 2018 Other $643,543 6.36% $16,000,000 $14,000,000 Personnel $6,975,639 68.89% $12,000,000 $10,000,000 Collections $2,069,029 20.43% $8,000,000 $6,000,000 $2,312,414 $1,117,760 $840,422 $4,000,000 $2,000,000 $- 2018 2019 2020 1st Quarter Receipts 2018 2019 2020 2nd Quarter Receipts $417,440 $380,933 $507,715 2018 2019 2020 3rd Quarter Receipts 13 Questions? mthompson@nolalibrary.org New Orleans Public Library 2020 Adopted Budget and 2021 Proposed Budget Line# Description 1 FUNDING 2 3 4 5 Millage Subtotal Other Funding Various Trusts 2020 Adopted Budget 20,001,146 20,001,146 Donations Trust (Rent) 150,000 7 Fines/Fees 130,000 8 BP Settlement 506,501 TOTAL FUNDING EXPENSES Personnel Salaries Overtime Retirement Payroll Taxes Heath Insurance WC, UI, Life, Uniform, Misc. Total Personnel Operating Collections Facilities Outreach/Programs Technology Other Operating Total Operating TOTAL EXPENSES Notes 18,833,059 Approx. millage receipt funding in order to budget at same level of 2020. 18,833,059 1,824,588 *Total trust funding, includes BP and Donations Trust-Land Lease. 6 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 2021 Proposed Budget * 130,000 * 20,787,647 20,787,647 9,363,254 165,000 1,905,561 674,388 1,863,750 191,193 14,163,146 8,973,042 1,315,449 687,516 1,898,750 194,335 13,069,092 2,896,501 450,000 90,000 1,150,000 2,038,000 6,624,501 3,152,161 1,216,238 90,000 1,345,109 1,915,047 7,718,555 20,787,647 20,787,647 * OPS cost offset with trust funding available. * OPS cost offset with trust funding available. * OPS cost offset with trust funding available. * OPS cost offset with trust funding available. 30 31 14 Memo Date: To: From: Subject: November 10, 2020 NOPL Board of Directors Dr. Gabriel Morley, Executive Director Discipline Policy Changes Based on guidance from the City Attorney’s Office, it is recommended the New Orleans Public Library remove the progressive discipline section of the policy from the library handbook. The current policy is not aligned with current Civil Service rules. Additionally, Based on guidance from the City of New Orleans, it is recommended the New Orleans Public Library change the wording of its grievance policy to indicate matters not resolved by the library HR director or the library director should be forwarded to the city’s Chief Administrative Officer. The current policy as well as the proposed policy follows this memo. 15 PROGRESSIVE DISCIPLINE & GRIEVANCE POLICY (CURRENT) Section III. EMPLOYMENT STATUS & PERSONNEL RECORDS 1. Employee Classification (1) Since the New Orleans Public Library is part of the overall City of New Orleans Civil Service system, classifications of employees are done by the Civil Service Office. These classifications are defined by the Federal Equal Employment Opportunity Commission for different classes of work. Classifications within NOPL are generally Professionals, Para-professionals, Office and Clerical Staff, and Service/Maintenance staff. For more information, please refer to the City Civil Service Pay Plan, Rules of Civil Service, Rule III, or see the Director of Human Resources. 2. Employment Status (1) Probationary—an employee who has been appointed to a position from an employment list but who has not completed the Working Test Period. (2) Permanent—an employee who has been appointed to a position in the classified service in accordance with the Law and Civil Service Rules and who has completed the Working Test Period. (3) Provisional—an appointment when there is no list of eligible candidates available. Such appointment shall be made only after submission of the name and qualifications of the intended appointee to the Director of Civil Service and such individual is approved. To be considered for permanent employment, the employee must apply and be appointed from a Civil Service list. (4) Transient—an emergency or substitute employee appointed for no more than three (3) months. 3. Disciplinary Actions (1) NOPL is committed to administering equitable and consistent discipline for unsatisfactory conduct in the workplace. The Library’s own best interest lies in ensuring fair treatment of all employees and in making certain that disciplinary actions are prompt, uniform, and impartial. The major purpose of any disciplinary action is to correct the problem, prevent reoccurrence, and prepare the employee for satisfactory service in the future. (2) As per Civil Service Rule IX, when an employee in the classified service is unable or unwilling to perform the duties of their position in a satisfactory manner, or has committed any act to the prejudice of the service, or has omitted to perform any act it was their duty to perform, or otherwise has become subject to corrective action, the appointing authority shall take action warranted by the circumstances to maintain the standards of effective service. The action may include one or more of the following: a) termination from service. b) involuntary retirement. c) reduction in pay within the salary range for the employee’s classification; d) demotion to any position of a lower classification that the employee is deemed by the appointing authority and the Director of Civil Service to be competent to fill, accompanied by a reduction in pay, which is within the salary range for the lower classification; e) suspension without pay not exceeding one hundred twenty (120) calendar days; f) fine. (3) In every case of termination, suspension, reduction in pay, or fine of an employee in the classified service, or of involuntary retirement or demotion of the employee, the appointing authority shall furnish the employee and the Personnel Director at Civil Service a statement in writing of the reasons for this disciplinary measure. This letter must be provided within five (5) working days of the effective date of the action. The notification must also advise the employee of the possible right of appeal which must be exercised within thirty (30) calendar days of the date of the disciplinary letter. For more information, please refer to Rules of Civil Service, Rule IX. (see Addendum) 16 4. Progressive Discipline (1) Progressive discipline means that, with respect to most disciplinary problems, these steps will normally be followed: In most cases, a first offense will call for counseling; a next occurrence of the same or related offense may be followed by further counseling or a form of discipline; the third occurrence of the same or related offense may lead to a letter of reprimand, suspension, termination of employment, or a succession of these forms of discipline. The steps taken and the order of steps will be determined by management and will depend on the nature of the problem. By using progressive discipline, hopefully most employee problems can be corrected at an early stage, benefiting both the employee and the Library. 2) Notifications of Counseling include a section for employee comments and will be signed by the employee, the employee’s supervisor and the Director of Human Resources before being added to the employee’s personnel file. The employee will also be asked to sign the notification before it is added to their personnel file. The employee’s signature simply indicates that they have read the notification. All forms for performance documentation are available through the Human Resources Office. 5. Exceptions to Progressive Discipline (1) New Orleans Public Library recognizes that there are certain types of behavior that are serious enough to justify either a suspension, or in extreme situations, termination of employment without going through the usual progressive discipline steps. Examples of such behavior include, but are not limited to, acts or omissions which (1) constitute gross insubordination, (2) endanger the health and safety of others, (3) significantly disrupt the operations of the library, or (4) pose a significant threat to the property of the Library. 6. Grievances (1) There are three general types of grievances: (2) Appeals for an administrative action such as fines, suspensions, dismissal, reduction in pay, demotion, etc. can be made to the Civil Service Commission, in writing, within thirty days of the action. (3) Complaints about working conditions: a) Are to be directed to the Division or Branch Manager; b) May proceed to the Department Head, if complaint is not resolved by the Division or Branch supervisor; c) If complaint is not resolved, a conference can be arranged with Director of Human Resources; d) If a complaint is not resolved by the HR Director, it is forwarded to the Library Director; e) If a complaint is not resolved by either the HR Director or the Library Director, it is forwarded to the Library Board of Directors; (4) Discrimination complaints, including sexual harassment are covered in CAO Policy Memorandum #54(R) City’s Affirmative Action and Equal Employment Policies. 17 (5) Questions concerning this procedure should be directed to your supervisor or the Human Resources Office. For further information, please refer to CAO Policy Memorandums#4, Grievance Procedure of the City of New Orleans, and #54 (R), City’s Affirmative Action and Equal Employment Policies. (see Addendum) 18 PROGRESSIVE DISCIPLINE & GRIEVANCE POLICY (PROPOSED) Section III. EMPLOYMENT STATUS & PERSONNEL RECORDS 1. Employee Classification (1) Since the New Orleans Public Library is part of the overall City of New Orleans Civil Service system, classifications of employees are done by the Civil Service Office. These classifications are defined by the Federal Equal Employment Opportunity Commission for different classes of work. Classifications within NOPL are generally Professionals, Para-professionals, Office and Clerical Staff, and Service/Maintenance staff. For more information, please refer to the City Civil Service Pay Plan, Rules of Civil Service, Rule III, or see the Director of Human Resources. 2. Employment Status (1) Probationary—an employee who has been appointed to a position from an employment list but who has not completed the Working Test Period. (2) Permanent—an employee who has been appointed to a position in the classified service in accordance with the Law and Civil Service Rules and who has completed the Working Test Period. (3) Provisional—an appointment when there is no list of eligible candidates available. Such appointment shall be made only after submission of the name and qualifications of the intended appointee to the Director of Civil Service and such individual is approved. To be considered for permanent employment, the employee must apply and be appointed from a Civil Service list. (4) Transient—an emergency or substitute employee appointed for no more than three (3) months. 3. Disciplinary Actions (1) NOPL is committed to administering equitable and consistent discipline for unsatisfactory conduct in the workplace. The Library’s own best interest lies in ensuring fair treatment of all employees and in making certain that disciplinary actions are prompt, uniform, and impartial. The major purpose of any disciplinary action is to correct the problem, prevent reoccurrence, and prepare the employee for satisfactory service in the future. (2) As per Civil Service Rule IX, when an employee in the classified service is unable or unwilling to perform the duties of their position in a satisfactory manner, or has committed any act to the prejudice of the service, or has omitted to perform any act it was their duty to perform, or otherwise has become subject to corrective action, the appointing authority shall take action warranted by the circumstances to maintain the standards of effective service. The action may include one or more of the following: a) termination from service. b) involuntary retirement. c) reduction in pay within the salary range for the employee’s classification; d) demotion to any position of a lower classification that the employee is deemed by the appointing authority and the Director of Civil Service to be competent to fill, accompanied by a reduction in pay, which is within the salary range for the lower classification; e) suspension without pay not exceeding one hundred twenty (120) calendar days; f) fine. (3) In every case of termination, suspension, reduction in pay, or fine of an employee in the classified service, or of involuntary retirement or demotion of the employee, the appointing authority shall furnish the employee and the Personnel Director at Civil Service a statement in writing of the reasons for this disciplinary measure. This letter must be provided within five (5) working days of the effective date of the action. The notification must also advise the employee of the possible right of appeal which must be exercised within thirty (30) calendar days of the date of the disciplinary letter. For more information, please refer to Rules of Civil Service, Rule IX. (see Addendum) 19 4. Grievances (1) There are three general types of grievances: (2) Appeals for an administrative action such as fines, suspensions, dismissal, reduction in pay, demotion, etc. can be made to the Civil Service Commission, in writing, within thirty days of the action. (3) Complaints about working conditions: a) Are to be directed to the Division or Branch Manager; b) May proceed to the Department Head, if complaint is not resolved by the Division or Branch supervisor; c) If a complaint is not resolved, it is forwarded to the Library Director; d) If a complaint is not resolved by either the HR Director or the Library Director, it is forwarded to the City’s Chief Administrative Officer; (4) Discrimination complaints, including sexual harassment are covered in CAO Policy Memorandum #54(R) City’s Affirmative Action and Equal Employment Policies. (5) Questions concerning this procedure should be directed to your supervisor or the Human Resources Office. For further information, please refer to CAO Policy Memorandums#4, Grievance Procedure of the City of New Orleans, and #54 (R), City’s Affirmative Action and Equal Employment Policies. (see Addendum) 20 Resolution Whereas, the City of New Orleans is authorized to levy taxes upon assessed values of all property, real, personal, and mixed, liable to taxation in the City of New Orleans for the year 2021, including the millage dedicated to the New Orleans Public Library; and Whereas, the millage of the New Orleans Public Library must be maintained for the year 2021 at the revenue neutral rate of 2.33 (formerly 2.50) and 2.92 (formerly 3.14) for a combined millage rate of 4.91, and the City of New Orleans desires that this Board concur in the mandated millage; now therefore Be it resolved by the Board of the Library Trustees that the Board does hereby concur that the millage be maintained for the year 2021 at 4.91 mills. New Orleans Public Library Board of Trustees Phala Kimbrough- eremrperson Adopted July 14, 2020 21 Certificate of Authenticity This certifies that the Millage Resolution voted on and approved on Tuesday, July 14, 2020 Board of Trustees meeting of the New Orleans Public Library is authentic and true. It is signed by Library Board Chair, Phala Kimbrough-Mire. New Orleans Public Library Board of Trustees _____________________________________ Andrea Neighbours Board Secretary 22