portage district library - pdl.lib.mi.usthe portage district library board will meet in regular...

300 Library Lane Portage, Michigan 49002

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NOTICE of PUBLIC MEETING

The Portage District Library Board

will meet in regular session on

June 23, 2014 beginning at 6:00 p.m.

at the

Portage District Library in the Lower Level

Long Lake & Gourdneck Lake Meeting Rooms

for the purpose of conducting library business

PORTAGE DISTRICT LIBRARY

June23,2014Regular Meeting Lower Level Long Lake & Gourdneck Lake Meeting Rooms at 6:00 pm 300 Library Lane, Portage Michigan 49002

AGENDA

I. Start of Meeting

II. Roll Call

III. Comments or Requests from the Public, Board Members, or Library Staff. (10 minutes total)

IV. Adoption of the Agenda for the Regular Meeting of June 23, 2014. (1 minute) (Vote) V. Consent Agenda (5 minutes (Vote)

A. Minutes of the Regular Board Meeting of May 19, 2014. Pgs. 1-5 B. Review of Heritage Room Policy. Pgs. 6-7 C. Reminder that the Library will be Closed for 2014 Staff Development Day on 9-26-14. Pgs. 8-9 D. Budget Amendment to Move Funds from the Debt Reserve Line in the FY 2014 Budget to a Debt Retirement

Expense Line to Prepare for the Library’s Annual Bond Payment. Pg. 10 E. Information about Potential Sponsorship of a New Business Resource at the Library. Pg. 11

VI. Governance (60 minutes) A. Special Guests from the Kalamazoo Community Foundation: Coby Chalmers, Donor Relations Officer, and

Elena Mireles-Hill, Community Investment Manager. Pg.12 (Info) B. Report on Friends Book Sale from Trustee Martha Pacheco, Library Board Liaison to the Friends. Pg.13 (Info) C. Follow-Up to Participation in the Community’s 2014 Memorial Day Parade. Pg. 14 (Info)

D. Initial Discussion About Plans for 2014 Library Board Retreat. Pg. 15(Info)

E. Report on Response to the 2014 Summer Kick-Off Event. Pg.16 (Info)

VII. Ends Development (60 minutes) A. Presentation of Proposed FY 2015 Budget for Portage District Library. Pg. 17 (Info)

NOTE: The proposed FY 2015 Budget is separately numbered and included at the end of this agenda packet.) B. Progress Report on Ends Statement #2 Pgs. 18-20 (Info)

(The library will be a safe, welcoming, inclusive destination for families and individuals.) C. Information About Open Positions at the Portage District Library. Pg.21 (Info)

D. Update on VOIP Telephone Replacement Project. Pg.22 (Info)

E. Discussion about the library’s Book Drop Project. Pg. 23 (Info)

VIII. Monitoring to Assure Compliance with Executive Limitations (5 minutes total) A. Report on Financial Condition for May 2014. Pgs.24-26 (Info)

IX. Library Director’s Reports (10 minutes total) A. Marketing Update for May 2014. Pgs. 27 (Info) B. Narrative Report for May 2014. Pgs. 28-31 (Info) C. Statistical Report for May 2014. Pgs. 32-33 (Info) D. Legislative Update. Pgs. 34 (Info)

X. Process Evaluation (5 minutes total) A. Suggestions for Agenda Items to be included on the July 28, 2014 Board Meeting

1. Minutes of the Regular Meeting held on June 23, 2014. 2. Reminder of Filing of Affidavit of Identify and Nominating Petition for November 4th election. 3. Final Review and Approval of Proposed Fiscal Year 2015 Budget and Millage Rate for public inspection

prior to Public Hearing at the August 25, 2014 board meeting [Note: The FY 2015 Budget will be included in the agenda packet as a separate document.]

4. Approval of date and time for a Public Hearing on the Library’s FY 2015 Budget. 5. 2nd Quarter Report for Fiscal Year 2014 . 6. Presentation of 3-Year Technology Plan for the Library by Behrje and Wright. FY 2015-2017. 7. Monitoring Report on Executive Limitation for Minutes/Records Retention. 8. Agenda for the library’s 2014 Staff Development Day.

B. Assessment of this meeting

C. Miscellaneous Items

PORTAGE DISTRICT LIBRARY Page Agenda for Regular Library Board Meeting of April 22, 2013

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XI. Adjournment

PORTAGE DISTRICT LIBRARY BOARD MEETING Minutes of the Regular Library Board Meeting

held on May 19, 2014

Regular Meeting Lower Level Long Lake & Gourdneck Lake Meeting Rooms at 6:00 pm 300 Library Lane, Portage Michigan 49002

I. Start of Meeting: Board members and staff gathered on May 19, 2014 at 5:30 p.m. for dinner (Provided by Ample Pantry) and the board meeting commenced at 6:05 p.m.

II. Roll Call:

Board Members Present: Michele Behr, Betty Lee Ongley, Martha Pacheco, Heather Ricketts, Alisha Siebers and Joe Yantis.

Library Staff Present: Library Director Christy Klien, and Staff: Jill Austin, Rolfe Behrje, Ruth Cowles, Rob Foti, Lawrence Kapture, Chris Walker and Laura Wright. Board Members Absent: Stephanie Brown (Excused) Library Staff Absent: Diane Delach (On medical leave)

III. Comments or Requests from the Public, Board Members, or Library Staff

A. Comment about the Volunteer Luncheon– Trustee Martha Pacheco stated how nice the volunteer luncheon was. She has been practicing the cutting techniques learned from the chef. Trustee Betty Lee Ongley acknowledged the generous donation given to make the luncheon a possibility.

DISPOSITION: The Library Board acknowledged the comment made by Trustee Pacheco.

B. Comment about the art in the library– Trustee Joe Yantis expressed his enjoyment over the beautiful

horse art displayed in the library.

DISPOSITION: The Library Board acknowledged the comment made by Trustee Yantis. C. Comment about the new DVD shelving – Trustee Pacheco commented that the new DVD shelving is very

eye appealing and functional. It was a good choice and placement for the library DISPOSITION: The Library Board acknowledged the comment made by Trustee Pacheco. D. Comment about the award winning art display - Library Director Christy Klien stated that the winner of

this year’s Art in the Park, Raven Wynd, would be loaning her art piece “Sir Bigglesworth Rides Again” to the library until the end of September. It was suggested that trustees take a moment after the meeting to view this art piece which was placed on display on the main level in front of the Quiet Room.

DISPOSITION: The Library Board acknowledged the comment made by Library Director Klien. E. Happy Birthday Wishes – Library Board Chair Alisha Siebers presented Trustee Pacheco with a birthday

card and everyone in attendance sang a rousing, heartfelt rendition of the “Happy Birthday” song. DISPOSITION: The Library Board acknowledged the small celebration started by Library Board Chair Siebers in honor of Trustee Martha Pacheco’s birthday.

IV. Adoption of the Agenda for the Regular Meeting of May 19, 2014:

Library Board Chair Siebers asked if there were any changes needed to the agenda for May 19, 2014.

MOTION: It was moved by Trustee Michele Behr, and seconded by Trustee Yantis that that the agenda for the regular meeting of May 19, 2014 be adopted as presented. Vote: 6-Yes, 0-No, (1) Absent (Trustee Brown) Motion Carried.

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V. Consent Agenda

Library Board Chair Siebers asked Trustee Heather Ricketts to read the items on the Consent Agenda as they appear below: A. Minutes of the regular meeting held on April 28, 2014 B. Review of Juvenile Patron Policy C. Budget Amendment to adjust the FY 2014 Budget for special donation from a patron to fund the 2014

Volunteer Recognition Luncheon

MOTION: It was moved by Trustee Ricketts, and seconded by Trustee Ongley that that the Consent Agenda for the regular meeting of May 19, 2014 be approved as presented. Vote: 6-Yes, 0-No, (1) Absent (Trustee Brown) Motion Carried.

VI. Governance

A. Discussion and Review of the Smoking & Tobacco Products Policy – Library Director Klien contacted the library’s attorney, Dick Butler, and he agreed that it is reasonable to add electronic devices such as e-cigarettes to the Smoking and Tobacco Products Policy. Mr. Butler cautioned Library Director Klien that some members of the public may test this new addition, but it would be legally defensible. He also asked board members to review the Michigan Department of Community Health’s E-Cigarette Fact Sheet before making a decision. This sheet was provided to trustees along with their board packets. Library Director Klien acknowledged that this is somewhat of a controversial issue and said that the Smoking & Tobacco Products Policy, with the addition of language pertaining to electronic smoking devices (e-cigarettes), would be implemented at the library, and then the situation would be monitored to assess the impact of this policy change on library users.

MOTION: Trustee Behr moved and Trustee Yantis seconded that the Smoking and Tobacco Products Policy include electronic cigarettes as presented. Vote: 6-Yes, 0-No, (1) Absent (Trustee Brown) Motion Carried. B. Proposed Changes to the Disruptive Patron Policy – Director Klien indicated to trustees that wording

within this policy stated smoking and not tobacco use. She said that in order to maintain consistency between policies, it is being recommended that the wording be changed to reference the Smoking and Tobacco Products Policy. Trustee Yantis questioned why there was underlining within the policy. Director Klien stated that the underlining was there from previous years and may have been put there to highlight some problem areas of the past. Trustee Yantis recommended that the underlining be removed. All board members agreed to this recommendation.

MOTION: Trustee Ricketts moved and Trustee Behr seconded that the Disruptive Patron Policy be adopted as presented. Vote: 6-Yes, 0-No, (1) Absent (Trustee Brown). Motion Carried. C. Proposed Changes to the Reciprocal Borrowing Policy – Director Klien presented the current policy

which has a list of acceptable identification for patrons to obtain a library card. There are items in the list that are no longer accepted as identification. It is being proposed that the new wording remove the list of identification and instead refer to the library’s Resident/Non-Resident Policy. For clarification, Circulation Supervisor Jill Austin listed the current accepted identification for the board. Trustee Yantis stated that in the future we may need to change what types of identification are accepted as the U.S. Government changes what is suitable for voting. Trustee Pacheco asked what libraries we have a reciprocal agreement with. Director Klien replied that we have reciprocal agreements with the following libraries: Battle Creek, Comstock, Kalamazoo, Parchment, Paw Paw, Plainwell, Richland, Schoolcraft, and Vicksburg.

MOTION: Trustee Behr moved and Trustee Ongley seconded that the changes to the Reciprocal Borrowing Policy be adopted as presented. Vote: 6-Yes, 0-No, (1) Absent (Trustee Brown). Motion Carried.

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D. Follow-Up Report on Mid-Year Meeting with the Library Director – Library Board Chair Siebers

reported to the board on her recent mid-year meeting with Director Klien. They discussed the future of the Portage District Library and especially about trends that were presented by Lawrence Kapture in the April board meeting. Because PDL serves a community where cutting edge technology is not always desired, a balance between old and new technology needs to be maintained. But future developments will continue to be observed and implemented as necessary. The financial situation of the library is always a concern. The building will be paid off soon, but personal property tax will need to be monitored closely for the next few years. The staff is working well together and community outreach is being done on a regular basis. Another project being worked on right now, said Library Director Klien, is the rearrangement of library space in the Adult Services area to add more study room space. Klien said that she would be working with an architect to find where this study space could be implemented. Director Klien also stated that she is committed to the educational advancement of library staff. For that reason, she has approved workshops and other professional development opportunities as requested by employees. She is also aware that there are part-time library staff members who would like to contribute more to the library and she is assessing how to make that possible. Director Klien also stated that she wanted trustees to know that she is available to discuss any suggestions from them or hear about any concerns they might have about library operations. She said that she hopes board members would feel comfortable enough about approaching her with anything. Director Klien also mentioned that the library is looking into creating “Maker Spaces” in the library. (Note: A maker space is a learning environment with tools and equipment that provides users with an opportunity for creating, networking, sharing ideas and best practices, skill building and Do-it-Yourself project work.) While there may not be enough space to create a large area for a “Maker Space,” a few smaller areas might be possible. Director Klien stated that it is important for the library to remain relevant to the community. Trustee Yantis suggested that Director Klien contact the new curator of the Air Zoo for another possible community partnership.

DISPOSITION: The Library Board thanked Library Board Chair Siebers for this report and Trustee Yantis’ suggestion was noted.

VII. Ends Development A. Update on the Library’s VoIP Telecommunications System Project – Director Klien reported the

phone system has been installed and adjustments have been going well. As was to be expected, there have been some issues during installation and implementation, but those are being assessed and fixed. The intercom system was working in the initial stage, but there are currently intermittent problems with it not working which are being addressed and Secant Technologies personnel have been at the library working on the intercom problem. Secant staff has also been in to do an assessment of our wireless set-up because the mobile phones work off the wireless. The Heritage Room phone has been replaced to solve the problem with no reception. Systems Administrator Rolfe Behrje explained that data wireless demands are much different from voice wireless demands. For this reason, it is necessary to adjust the library’s wireless to enable compatibility with the phones. Secant Technologies personnel are working in conjunction with System Administrator Behrje to implement a quick fix and then a permanent fix. The extra cost to cover all these adjustments are still within budget for this project.

DISPOSITION: Library Board Chair Siebers thanked Director Klien for this report.

B. Final Plans for Participation in the Community’s 2014 Memorial Day Parade – Director Klien reported

that the library staff opted to hold a pot-luck after the parade at the library. A float is being made by members of the Friends of the Library and library staff. All participants are being asked to meet at Southland Mall on Monday, May 26th at 9 am. Director Klien said that she has white lab coats in her office for some of the participants to wear, but all other library staff members should wear their navy blue

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library logo shirts. To recognize Memorial Day, signs will be made and carried in the parade. Director Klien thanked everyone in advance for their participation in this important community outreach activity.

DISPOSITION: Library Board Chair Siebers thanked Director Klien for this update and commended library staff for making an effort to represent the library and be involved in community initiatives.

C. Plans for 2014 Summer Reading Kick-Off Event on June 14, 2014 – Director Klien announced that the

library’s 2014 Summer Reading Kick-Off event will be held on Saturday, June 14, 2014. There will be events for all ages on both levels of the library from 10 am to 12 Noon. Then at 12 noon, the classic movie, “A Song Is Born,” starring Danny Kaye will be shown in one of the lower level meeting rooms, as well as the Disney hit film: “Frozen” in another meeting room. The Friends of the Library will also be conducting a Book Sale during the Kick-Off event. Marketing for this event has included printed information inserted in The Portager, flyers that have been distributed to area schools, and the information that will be handed out during the Memorial Day Parade.

DISPOSITION: Library Board Chair Siebers thanked Director Klien this update.

VIII. Monitoring to Assure Compliance with Executive Limitations

A. Report on Financial Condition for April 2014 – Rob Foti reported that he and Director Klien met with the Portage City Assessor and received an optimistic report. Revenues have been up this year and are expected to go up another 1% for next year. Merchant vacancies on Westnedge Avenue are lower; however the taxes of some of the businesses that have moved in are not accessible by the library. In human resources news, Foti stated that interviews were conducted to fill several positions during the month of May. He noted that all the candidates were excellent, and those chosen will be starting soon. Foti also reported that the library’s HVAC controls are being assessed and quotes are being solicited from companies. Implementation will happen incrementally and the improvements will help solve some existing problems. Budgeting for Fiscal Year 2015 is also underway and will be presented to trustees at the June 23rd board meeting.

DISPOSITION: The Library Board received the Report on Financial Condition for April 2014.

IX. Library Director’s Reports A. Marketing Update for April 2014 – Chris Walker, Marketing Manager, reported that library promotional

information will be published in The Portager and distributed to city residents in the first part of June. She indicated that extra copies would be delivered to Texas Township because of the Summer Reading information included in The Portager. Other projects are being worked on for Summer Reading such as bookmarks and brochures.

DISPOSITION: The Library Board received the Marketing Update for April 2014.

B. Narrative Report for April 2014 – Director Klien reported staffing changes with the recent new hires

previously mentioned, as well as the part-time Facilities Intern position and part-time Technology Intern position that are now being prepared for advertising. Lawrence Kapture, Head of Adult Services, reported that the 2014 Kalamazoo Poetry Festival was very well received by the community. He also mentioned that the latest program, Movies with a DeLorean, was also a success. Director Klien reported that Circulation Supervisor Jill Austin had been attending several different professional development classes, including the large COSUGI (Customers of Sirsi Dynix Usergroup, Inc.) Annual Conference and learned about mapping and heard about new reports within the Symphony software which she has subsequently shared with the library administrative staff and others.

DISPOSITION: The Library Board received the Library Director’s Narrative Report for April 2014.

C. Statistical Report for April 2014 – Director Klien highlighted that e-material circulation is on the rise while circulation of print material has decreased.

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DISPOSITION: The Library Board received the Statistical Report for April 2014.

D. Legislative Update for March 2014 – Director Klien reported that Personal Property Tax is still being supported, but penal fines could be redistributed. Comments were made about changes that are happening in the schools and how the library may be needed to fill some resource gaps for students. Trustee Yantis asked how the change in minimum wage would affect the library. Business Manager Rob Foti reported that the minimum wage would be raised in increments. The first increment would only affect a small number of library employees. As the subsequent required minimum wage raises are implemented, Foti said that an assessment of all staff wages would be done and changes made accordingly.

DISPOSITION: The Library Board received the Legislative Update for April 2014.

X. Process Evaluation

A. Suggestions for Agenda Items to be included on the June 23, 2014 Board Meeting Library Board Chair Siebers asked for any suggestions for agenda items to be included for the next board meeting

on June 23, 2014 and the following items were identified:

1. Minutes of the Regular meeting held on May 19, 2014 2. Review of Heritage Room Policy 3. Presentation of Proposed Library Operating Budget for Fiscal Year 2015 4. Progress Report on Ends Statement #2 (The library will be a safe, welcoming, inclusive destination for families and

individuals) 5. Approval to Close the Library for 2014 Staff Development Day on September 26, 2014 6. Guest Speaker, Coby Chalmers, Kalamazoo Community Foundation

B. Assessment of this meeting C. Miscellaneous Items – Trustee Ongley indicated that she would not be at the June board meeting. Trustee

Ricketts announced she would not be running for re-election because she will be moving to Comstock Township in the near future and would then not be able to comply with the Portage residency requirement for Library Board members. Library Board Chair Siebers mentioned that the E2 projects that students worked on at the library were very well done and acknowledged the library’s involvement in helping the students with their research projects.

XI. Adjournment

Library Board Chair Alisha Siebers said if there was no further business, she was adjourning the regular board meeting of June 23, 2014 at 7:25 pm.

Recorded & Transcribed by,

Ruth Cowles, Acting Secretary Adult Services Librarian Portage District Library

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Heritage Room Policy

1. Materials may be added to the Heritage Room Collection through gifts, purchases, or trades from individuals and institutions or by deposit from governmental bodies.

2. The Heritage Room Curator reserves the right to reject materials or refer them to other

institutions if they are deemed to be unsuitable for the Heritage Room Collection by reason of subject or format.

3. A Deed of Gift Agreement must be signed by both the Heritage Room Curator and the Donor

for every donation received by the Heritage Room. Any restrictions placed on the donation by the Donor must be clearly stated on this Deed of Gift Agreement. Items left without directions or information from the donor will be treated as a “gift” and fall under the guidance of Heritage Room Policy number two and number eight.

4. All collections in the Heritage Room shall include an accession number and, unless anonymity

is requested, the donor’s name. 5. All Heritage Room “reference books and material” shall be catalogued in the same manner as

other library materials and shall receive a distinguishing stamp of “H.R.” Special care shall be taken in cataloging Heritage Room “reference books and materials” deemed to be of a unique historical character or of great monetary value.

6. The Heritage Room staff shall cooperate with other institutions to provide information about

their collections for patron referrals. 7. The use of rare or fragile materials by patrons shall be determined by the Heritage Room

Curator and may be limited under certain circumstances. Copies will be provided in lieu of primary source materials when those original materials are determined to be too fragile for use.

8. Heritage Room Collection materials may not be loaned from the Portage District Library

without the written permission of the Heritage Room Curator, and the prior approval of the Portage District Library Director.

9. Items which are accepted into the Heritage Room Collection become the sole property of the

Portage District Library. Any item determined to be outside the scope of the Heritage Room Collection may be separated according to the terms of the Material Disposition Form, which accompanies the Deed of Gift. Separation will take place only after review by both the Heritage Room Curator and the Portage District Library Director.

10. Materials placed in the Heritage Room Collection prior to January 1st, 1997, which do not meet

the guidelines set forth in this policy, will be reviewed by the Heritage Room Curator as to relevance. Removal of material will need to be approved by both the Heritage Room Curator and the Portage District Library Director.

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11. Items loaned to the Heritage Room shall be classified in the following manner:

On loan for short term display not to exceed six weeks On loan for long term display beyond six weeks On loan for copying purposes, for a pre-determined time period. On loan for research purposes, for a pre-determined time period.

Each item will be documented in writing with a copy given to the loaner, a copy accompanying

the item while in the possession of the Heritage Room and a copy placed in the Heritage Room’s master loan file.

SECTION I-7 Page 10 B

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PORTAGE DISTRICT LIBRARY COMMUNICATION

To: Portage District Library Board From: Christy Klien, Library Director Date: June 9, 2014

Subject: Reminder that Library will be Closed for 2014 Staff Development Day on 9-26-14 REMINDER: At the October 28, 2013 Library Board Meeting, trustees voted to approve the Portage District Library’s Holiday and Closings Schedule for Library Hours for 2014 which included the closing date for the Library’s 2014 Staff Development Day. This year’s Staff Development Day will be held on Friday, September 26, 2014. More detailed information will be shared with trustees at a future board meeting. A copy of the 2014 Holiday Schedule for Library Hours is included in the board meeting packet for your review.

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Holiday Schedule for Library Hours of Operation in 2014 (Approved by the Library Board on 10-28-13)

The following dates have been identified as holidays or designated times when the Library will need to be closed or have a change in its hours of operation. [NOTE: The listings marked with asterisks below indicate that these are “designated holidays” for library employees that are above and beyond regular holidays. If an eligible full-time employee is required to work on one of these designated holiday, then he/she will be allowed to take an alternate day off from work at another time.]

CALENDAR DATE

HOLIDAY LIBRARY SCHEDULE

December 31, 2013 (Tuesday) New Year’s Eve Library will be OPEN 9 am to 5 pm

January 1, 2014 (Wednesday) New Year’s Day Library will be CLOSED all day

February 17, 2014 (Monday) Presidents Day Library will be OPEN 9 am to 9 pm *

April 18, 2014 (Friday) Good Friday Library will be OPEN 9 am to 6 pm *

April 20, 2014 (Sunday) Easter Sunday Library will be CLOSED all day

May 26, 2014 (Monday) Memorial Day Library will be CLOSED all day

July 4, 2014 (Friday) Independence Day Library will be CLOSED all day

September 1, 2014 (Monday) Labor Day Library will be CLOSED all day

September 26, 2014 (Friday) Staff Development Day Library will be CLOSED all day

November 11, 2014 (Tuesday) Veteran’s Day Library will be OPEN 9 am to 9 pm *

November 27, 2014 (Thursday) Thanksgiving Day Library will be CLOSED all day

November 28, 2014 (Friday) Day After Thanksgiving Library will be OPEN 9 am to 6 pm *

December 24, 2014 (Wednesday) Christmas Eve Library will be CLOSED all day

December 25, 2014 (Thursday) Christmas Day Library will be CLOSED all day

December 31, 2014 (Wednesday) New Year’s Eve Library will be OPEN 9 am to 5 pm

January 1, 2015 (Thursday) New Year’s Day Library will be CLOSED all day

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To: Portage District Library Board

From: Christy Klien, Library Director

Date: June 12, 2014

Subject: Budget Amendment to Move Funds from the Debt Reserve Line in the FY 2014 Budget to a Debt Retirement Expense Line to Prepare for the Library’s Annual Bond Payment

BACKGROUND: During the preparation of the Fiscal Year 2014 and estimated Fiscal Year 2015 Budgets, the Library Board was informed that in the final two years of the library’s Bond Payment, the required debt retirement payments would increase (over the FY 2013 amount) by approximately $30,000 in FY 2014 and $60,000 in FY 2015. Library administration had foreseen this increase and reserved funds in previous years to help offset this large increase so that the impact on future budgets would be minimized. Portage District Library’s debt payment to the City of Portage is made in the months of June and December each year, so the first installment of the FY 2014 bond payment is coming due soon which makes it necessary to move funds from the Debt Reserve line to a designated Expense line to accommodate this payment. RECOMMENDATION: I recommend that the Library Board approve a Budget Amendment to move $30,000 from the Debt Reserve line in the FY 2014 Budget and increase the Debt Retirement Expense line by $30,000.

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Date: June 17, 2014

Subject: Information about Potential Sponsorship of a New Business Resource at the Library I would like trustees to know about an interesting prospective sponsorship that is currently under consideration that would provide a new business resource to our library users and create a partnership with a local business. Business Librarian Nicolette Sosulski is currently in consultation with representatives from a local credit union to explore a potential sponsorship by them that would provide online access to RMA (Risk Management Association) annual statement studies for our library patrons. It appears that a subscription through the library would save the credit union money and would certainly provide a worthwhile new business resource to our library users and the entrepreneurial community as well.

This potential sponsorship is being pursued with the local credit union and the Risk Management Association. If all parties agree and the sponsorship is provided, then the credit union would donate the $1,000 per year fee to purchase universal access to this business resource for the Portage District Library. In response to this donation, the library would place a plaque in the library’s Business Information Center or by the database computers (and on the database list on the library’s web page as well) indicating that:

“The Portage District Library is now pleased to be able to provide Risk Management Association (RMA) annual statement studies to library users and the Portage entrepreneurial community through a generous sponsorship by ______ Credit Union”

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Date: June 11, 2014

Subject: Special Guests from the Kalamazoo Community Foundation at the June 23rd Board Meeting We will be joined by Coby Chalmers, Donor Relations Officer, and Elena Mireles-Hill, Community Investment Manager, from the Kalamazoo Community Foundation, as our special guests at the board meeting to be held on June 23, 2014.

Coby Chalmers

Elena Mireles-Hill

Introductory Message from Coby…

I have been with the Kalamazoo Community Foundation for 7 years as a Donor Relations Officer. I have the pleasure of working with donors, potential donors, and organizations that benefit from an endowed fund at the Community Foundation. I have been active in our community for decades and firmly believe that one of the reasons that this is such a fabulous place to live is that we have a community that is extraordinarily generous – with their time, talent, and of course, “treasure”. This community benefits immeasurably through gifts, large and small, in all three of those categories. In my work at the Community Foundation, I have the pleasure of working with donors who may give to a specific fund, or to a specific area of interest. I also work with many in our community who provide unrestricted gifts to the Community Foundation – those gifts provide us with the ability to make grants throughout Kalamazoo County. I have been married to Jeff for a few decades, and our daughters are graduates of Portage Northern. We definitely “Love Where We Live!”

Introductory Message from Elena… I have been with the Kalamazoo Community Founda-tion for the past year as a Community Investment Manager. I work primarily in grantmaking in receiving and reviewing funding requests from our 400+ nonprofit organizations in the area. The funding that we distribute covers many diverse needs across the community. I enjoy working closely with the many community partners who do wonderful work throughout Kalamazoo County. I was born and raised in central California, however I lived in the Los Angeles area for approximately 8 years - to pursue my undergraduate studies and then I worked at my alma mater as a full-time campus minister. In 2009, I moved to Boston for 3 years to pursue my graduate studies in social work and pastoral ministry. Between my time in Los Angeles and Boston, I had the opportunity to also work closely with several nonprofits focused on issues such as: education, youth development, women’s empower-ment, and homelessness. I met my husband Bryan long distance through a student that we both mentored. Bryan is the reason that I came to Kalamazoo after we were married in the summer of 2012. I have loved the tangible sense of community present in Kalamazoo and am humbled to be able to have a small part in trying to make it better each day.

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PORTAGE DISTRICT LIBRARY COMMUNICATION To: Portage District Library Board


Date: June 9, 2014

Subject: Report from Library Board Liaison to the Friends of the Portage District Library Portage District Library Board Member Martha Pacheco is the Board Liaison to the Friends of the Library, and as such, attends Friends’ board meetings and shares information about Friends’ activities. Trustee Pacheco indicated that she would like to have an item on the agenda for any Library Board meeting that immediately follows a Friends book sale or board meeting. Since the Friends had a book sale on June 6th & June 7th, 2014, and will have a Friends’ board meeting on June 16, 2014, there will be an item on the June 23, 2014 board meeting agenda so that Trustee Pacheco can give a report on these topics.

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Date: June 9, 2014

Subject: Follow Up to Participation in the Community’s 2014 Memorial Day Parade On Monday, May 26, 2014, the Portage District Library participated in Annual Memorial Day Parade in Portage. The library and the Friends of the Portage District Library collaborated to create an open book shaped float that highlighted the 2014 Summer Reading Programs. Since this year’s Summer Reading theme is science, we had staff dressed in lab coats as they walked the parade route. Staff, board members and family members carried signs of appreciation to veterans, promotion of our Summer Reading Program and information on the Friends’ June book sale. We also passed out candy to parade attendees. After the parade, we had a potluck Memorial Day picnic. The weather was beautiful and the parade had a nice turnout! Our participation reached many library users as well as non-users. It is a wonderful way to strengthen our community!

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Date: June 16, 2014

Subject: Initial Discussion About Plans for 2014 Library Board Retreat The Portage District Library Board typically holds an Annual Retreat in the fall. Over the years, trustees have participated in many different activities for their retreat. It is usually a learning opportunity for trustees and library administrative staff to experience together. It has often involved some type of professional development activity, or an update on current issues, economic and social developments and library trend or popular initiatives in the library world. This topic has been placed on the agenda for the June 23, 2014 board meeting to allow time for planning and making any necessary arrangements for presenters and/or site visits. There are no pre-determined concepts for this year’s Library Board Retreat, so trustees are invited to come to the meeting with their best ideas. Below are examples of Library Board Retreats that were held in the past.

Year Library Board Retreat Activity 2013 The Library Board Retreat in 2013 was a group visit to the Kent District Library Grandville

Branch to hear a presentation about their community outreach. 2012 In lieu of a specific Library Board Retreat Day in 2012, trustees agreed that they would

instead consider the categories of services presented in the library’s new Strategic Plan and set aside time at each board meeting to discuss the activities listed under each one of the (6) categories and prioritize them.

2011 The Library Board Retreat in 2011 consisted of trustees attending the 2011 Annual Michigan Library Association Conference: “Common Goals, Uncommon Good,” which was held in Kalamazoo on October 26-28, 2011 at the Radisson Hotel.

2010 The Library Board Retreat in 2010 Annual Retreat was held on September 22, 2010 and served as the “Kick Off” for the library’s process for developing a 3-5 Year Strategic Plan.

2009 The Library Board Retreat in 2009 was held on November 16, 2009 and was an evening 3-hour session, facilitated by Larry Herman (Policy Governance Trainer) to deliberate on the Ends Statements for the Library and to make any changes that trustees felt were appropriate.

2008 The Library Board Retreat in 2008 consisted of trustees attending the 2008 Michigan Library Association’s Annual Conference that was held in Kalamazoo October 22nd through 24th. Board members registered for various conference sessions and attended the All Conference Reception.

2007 The Library Board Retreat in 2007 was held on September 7, 2007 from 5:30 to 9 pm and involved a presentation by Library Attorney Laurie Kelly from the law firm of Law, Weathers & Richardson, P.C. who spoke about (1) The Trustee Role: responsibilities, accountability and liabilities, and (2) Privacy Issues: patron records, Internet usage and compliance with state and federal laws.

2006 The Library Board Retreat in 2006 was a day trip to the Ann Arbor District Library Malletts Creek and Pittsfield branches. Trustees and Library Administrators were given a general overview of the history of their library and its governance, the challenges they faced after a serious issue arose a few years ago staff handled things, the changes that they implemented at the branch libraries to better serve their public and how they built a new "green" branch library following a sustainable design.

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Date: June 16, 2014

Subject: Report on Response to the 2014 Summer Kick-Off Event This year, the Summer Reading Program themes are: “Fizz, Boom Read” for youth; “Spark a Reaction” for teens and “Literary Elements” for adults and the focus is on science, which is both educational and fun! The library’s Summer Reading Program has become a mainstay event in the Portage community and, needless to say, we would struggle to maintain this special program if we did not have the extensive support from our devoted Friends of the Portage District Library. We are deeply grateful to the Friends of the Portage District Library for their wonderful donation of $10,000 to the Portage District Library’s 2014 Summer Reading Program. Their generosity makes it possible for us to create an exciting and fulfilling summer reading experience for children, adults & families in Portage. We were excited to hold our Kick-Off Event at the library this year! We had fun activities for people of all ages. People were able to register for our Summer Reading Programs in addition to the activities listed below:

• On the lower floor, Ann Arbor Hands-On Museum provided 20 different activity stations geared to children ages preschool to upper elementary. Library staff and volunteers manned these stations.

• Sand table and water table stations especially for toddlers to early preschool-age children were also available, highlighting motor skill and brain building fun.

• Strykforce, an area middle school robotics club, had an area to demonstrate what their club does and the result of their work.

• The upper floor held activities and displays for adults. Participants could test their bookish talents by becoming players in a Genre Jumping Trivia Game. Patrons created their own chocolate molecules by gathering atoms at each literary element table by answering literary trivia. If players got stumped, staff at the “literary lab” were available to help.

• The Friends of the Library had a station promoting Friends membership and offering some of their books for sale.

• The movie, Frozen was shown for children and families and the classic film, A Song is Born was shown for our adult attendees.

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Date: June 16, 2013

Subject: First Presentation of Proposed Library Regular Operating Budget for Fiscal Year 2015 At the Library Board meeting on June 23, 2014, there will be a first presentation to trustees of the proposed Library Regular Operating Budget for Fiscal Year 2015. This budget will contain our best projections for tax revenue, state aid income and expected other revenue, along with allocations for anticipated expenditures and budgetary needs next year. A list of assumptions has been included as background information to help you understand the basis for various budget decisions and sections of commentary that refer to our best estimates for FY 2015. The proposed FY 2015 Regular Operating Budget will be printed and numbered separately from the rest of the board meeting agenda packet. An Executive Summary for the Fiscal Year 2015 Budget and the Fiscal Year 2015 Budget is also included in the board meeting agenda packet for your consideration. Please review the proposed Fiscal Year 2015 Budget that is included in the agenda packet for the June 23, 2014 board meeting and come to that meeting with any questions or comments you may have about this proposed budget. Our usual budget process begins with this first presentation, followed by a final review of the proposed budget at the July board meeting, and then a formal public hearing will be held on the proposed FY 2015 Budget at the August 25, 2014 board meeting.

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PROGRESS REPORT on END STATEMENT #2

Be a safe, welcoming, inclusive destination for families and individuals

Library Director’s Interpretation: The library is a destination of choice. We must provide a space that is welcoming, clean and safe for our patrons to visit and our staff to work. The library must continually monitor and enhance our physical space through projects such as furniture re-upholstering, energy efficient lighting upgrades, and general ambiance. As employers, the library must provide a safe and welcoming work environment. Initiatives, such as the updating of the Employee Handbook and developing a Disaster Plan, will help achieve this End. Library Director’s Opinion on Progress Achieved to Date on End Statement #2: The library has made significant progress on many of the projects that will contribute to the library being a safe, welcoming and inclusive destination for individuals. We are always looking at ways to be a desired destination for our community and have selected several facilities projects that will enhance and improve the users’ experience, we have identified areas that will help the library be a desired community employer, and we have expanded our programming and collection offers to the public. Supporting Documentation to Assess Measurement Criteria for End Statement #2:

I. Investigate the feasibility of making improvements to the external material return area that make it safer and easier for users to access from a vehicle. A list of issues with the exterior book return and other building related project ideas was completed

and a meeting was held with representatives of TMP Architecture to discuss needs. We are awaiting documentation of feasible solutions and cost estimates from TMP Architecture. Funds have been reserved for this project. Concepts have been identified and will be presented to

the Library Board in June for discussion. Once a concept has been identified as the preferred solution, further architectural and budgetary

information will be sought and presented to the Board. The timeline for completion will be determined once a solution has been identified.

II. Investigate solutions to improving the ambiance and function of the Front Lobby area.

A committee of individuals from the Adult and Circulation departments was identified and met with Library Administration to begin listing ideas and items for consideration as part of a phased improvement plan for the Front Lobby Area. A budget request was created to purchase a selection of additional seasonal silk arrangements for use in that area.

Once the committee has developed a plan for the front lobby, it will be presented to the Library Board.

Budgetary requests have been submitted and included in the 2015 Budget to bring more warmth to the entrance of the library.

III. Review the Library’s janitorial services and complete RFP bid procedure for work.

Janitorial duties will be solidified in the 3rd quarter after further analyzing and completing a time study of those duties.

An RFP will be prepared and distributed in the 3rd quarter with enough time to analyze the bids and make a decision on a vendor in November.

An agreement will be signed for the 2015 Fiscal Year.

IV. Develop a comprehensive Disaster Plan for the Library. This project will begin in late June once the budget is delivered to the Board.

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A list of required information will be distributed to the necessary people. Once responses are received they will be organized for inclusion in the disaster plan.

V. Review and update the Library’s Employee Handbook. Business Manager, Rob Foti, has begun to note possible changes to the Employee Handbook during

the latest round of employee orientation. Additionally, a quote is being sought from HRM Innovations to update the Library's handbook on a yearly basis to account for legal changes.

HRM innovation will coordinate with a lawyer to insure changes are legal. A new paper and electronic handbook will be created by the end of the year.

VI. Install new lighting in the Atrium to highlight and make collections more visible.

A quote for new lighting in the Atrium was requested from All Phase Electric, but has yet to be received. New quotes will be sought.

All work will be completed within the $10,000 budget. Additional funds will be sought, or the project will be scaled back to fit within this budget.

VII. Complete a remodel of the staff lounge to allow for a more useful space.

Staff input has been received and a committee has been formed to make a final decision on the design of the lounge.

Once the committee has made a final decision on the design for the staff lounge, furniture will be ordered in a manner that provides staff with the most impact and fits within the budget.

VIII. Produce a training video for staff use demonstrating a Library procedure.

The library has software that will enable a video with voice over narration to be produced. At least one video will be produced by the end of the year.

IX. Investigate alternative solutions for the patio space.

In July a landscape architect will be called to solicit ideas for ways to make the patio area more useable to patrons.

Based on budget projections and other project needs, there will not be funds available in the FY2015 for patio alterations. To complete this project we will need to use unspent funds from FY2014, delay the project until FY2016 when funds are available that were previously used for debt retirement, or pull funds from the Unassigned Fund Balance.

X. Re-upholster worn seating arrangements in the Teen Room and selected areas of Adult Services to

provide a clean and welcoming space for individuals. Staff has been meeting with the interior designer to talk about the scope of the re-upholstering

project and budgetary figures for future years. Adult and Youth Staff are currently reviewing fabric for their areas. Quotes for labor have been received and we will obtain quotes on fabric once selections have been

finalized. The upholstery work will start in late July and run until the end of 2014.

XI. We Will Increase Passive Programming. In January we created a format for circulating additional kinds of experience bags for medical

conditions in order to provide education and entertainment to patrons on their timetable. In March we planned the Research Ninja programs to advance information literacy and allow patrons to bring their own questions. Both programs have been released or readied for release as detailed below.

We have four new experience bags based on Downton Abbey, Pink Panther, Tompopo, and Ang Lee movies, as well as up to 5 bags for parents who have newly been recruited to coach a children’s sports team. These bags are in production and will debut in August.

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Using the same format that we use for experience bags, we will be debuting diagnosis bags on Hypertension/Stress, Diabetes, and Gluten Intolerance in August.

In preparation for the creation of “Library You”, we are gathering free sites on self study and free MOOCs, as well as identifying learning express resources to use. We will use our website and list tools as the platform. Our current target date is September.

We planned and implemented a once a month drop-in educational event, How To Be a Research Ninja, which has occurred twice, getting attendance despite having no scheduled publicity.

During the migration of AV materials in the atrium, we created a display of DVDs on home improvement and DIY topics to publicize “do it yourself” resources.

XII. We will plan and implement after hours programming at the library.

A copy of the special liquor license application was obtained and reviewed. We reached out to our nearest church neighbor, First Reformed Church, and obtained their signature for waiver. We obtained a bond through our insurance provider, and a signature was obtained from the Portage Police Department. The completed application was submitted with the necessary supplementary documentation.

After hours programs are as follows: • Summer’s End Mixer on Monday, August 25th - This program will feature a Mocktails* “How

to” presentation by Angie Jackson, “The Traveling Elixir Fixer” and mixologist at Old Dog Tavern. Other activities to mingle through include a movie and board games/Legos.

• Oktoberfest Beer Tasting on Monday, September 15th - This program is contingent on acquiring a special liquor license. Six samples of beer as selected by featured local brewers will be provided for guests to sample and pair with a small selection of meats. Non-alcoholic beverages and light refreshments will be provided. (*non-alcoholic versions of cocktails)

XIII. Reevaluate the Summer Reading Program for changes to scope and structure.

An interactive "Quest" option was implemented for Summer Reading 2014. Creative writing components were integrated into the Quest option of Summer Reading 2014,

which targets elementary through middle school students.

XIV. Explore options for the inclusion of a youth component in the Heritage Room Collection. Discussion has begun on what would be appropriate for this collection. Amount of space for the

collection was determined as part of the shelving meetings. Materials will be ordered closer to the time when shelving is installed.

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Date: June 16, 2014

Subject: Information about Open Positions at the Portage District Library CURRENT UPDATE: The Portage District Library’s Facilities Manager, John Gooch, retired on April 25, 2014. Since then, Systems Administrator Rolfe Behrje has been placed in charge of supervising the library’s facilities and grounds on a temporary basis until the end of 2014. We are currently hiring temporary assistance in maintenance as well as technology to help with coverage through the remainder of 2014. The temporary Facilities Intern and Technology Intern positions were highlighted in the Portage District Library’s June e-newsletter as well as posted on MLive. The postings and complete job descriptions are available on our website. The deadline for application is Friday, June 20, 2014.

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Date: June 17, 2014

Subject: Update on the Library’s Telephone Replacement Project CURRENT UPDATE: The Portage District Library’s Telephone Replacement Project continues to proceed exceptionally well. Over the past month, the library has begun refining the initial setup of the phone system and begun working on the maintenance tasks of managing our telephone server. The three remaining tasks to be completed are: (1) wall mounting the meeting room phones; (2) installing and configuring the call accounting server; and (3) installing and configuring the Cisco Jabber client for enterprise IM (instant messaging) and expanded unified messaging. The new phones in the meeting rooms will address the lack of overhead paging in our meeting rooms, address security concerns for 911, address communication for staff support and provide access to a phone for the Friends of the Portage District Library. The call accounting server will allow the library to better understand its call volume and the call paths chosen. This information will allow the library to staff desks accordingly. The Jabber client will further integrate the libraries computer network with the new phone system. A new outstanding issue is wireless coverage for voice traffic. To remediate the wireless phone voice issues, the library completed a wireless survey of the building. The library has built a phased plan for wireless distribution in the library. This two phased plan includes: a first (near-term) phase for dead spots and better wireless signal distribution and a second phase that includes a formal wireless density/signal distribution/management infrastructure model.

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Date: June 16, 2013

Subject: Discussion About the Library’s Book Drop Project The library’s external book drop area has several issues that we would like to address including safety and functionality. Through the years we have received many complaints on accessibility to the area, lack of traffic flow directional markings, and general functionality of the return shoots. As part of Ends 2, we proposed to examine this area and bring back options for the Board to review. We recently met with a local architecture firm, TMP Architecture, to discuss options to improve our external book drop area. Mark Reile and Jim Derks brought back three concepts for us to review as a beginning discussion point at the June 23, 2014 Board Meeting. We will present the three concepts at the board meeting with preliminary budgets associated with each concept.

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PORTAGE DISTRICT LIBRARY Library Director’s Report on the Financial Condition

for May 2014

Executive Limitation Policy on Financial Condition and Activities: With respect to the actual, ongoing financial condition and activities, the Director shall not cause or allow the development of fiscal jeopardy or a material deviation of actual expenditure for board priorities established in Ends Policies. Accordingly, he or she may not:

POLICY: 1. Expend more funds than have been received in the fiscal year to date unless the debt guideline (below) is met.

Director’s Response:

Revenue $ 3,936,726 Expenditures $ 1,581,441 Risk reserve (13% of operating budget) $ 451,940 Building Reserve $ 50,000 Technology Reserve $ 32,305 Debt Reserve $ 60,000 Benefits Reserve $ 68,392 Book Drop Reserve $ 144,254 HVAC Control Reserve $ 15,000 Patio Feasibility Reserve $ 7,500 Lobby Feasibility Reserve $ 7,500

POLICY: 2. Indebt the organization money in an amount greater than can be repaid by certain, otherwise unencumbered revenues within 60 days.


No new money has been borrowed that cannot be repaid within 60 days.

POLICY: 3. Use any long-term reserves. Director’s Response:

No reserves have been used.

POLICY: 4. Conduct inter-category shifting in amounts greater than can be restored to

a condition of discrete fund balances by certain, otherwise unencumbered revenues within 30 days.

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No Inter-category shifting has taken place.

POLICY: 5. Fail to settle payroll and debts in a timely manner. Director’s Response:

Payroll is processed by Paylocity. (Payroll service) bi-weekly. Payables are also Processed monthly or “as needed”.

POLICY: 6. Allow tax payments or other government-ordered payments for filings to be

overdue or inaccurately filed. Director’s Response:

All reports and tax payments are filed according to policy.

POLICY: 7. Make a single purchase or commitment of greater than $10,000 not already

found in the budget. Splitting orders to avoid this limit is not acceptable. Director’s Response:

No unbudgeted purchase that exceeds $10,000 has been made.

POLICY: 8. Acquire, encumber or dispose of real property. Director’s Response:

No real property has been acquired, encumbered, or disposed.

POLICY: 9. Fail to aggressively pursue receivables after a reasonable grace period. Director’s Response:

All receivables are being pursued according to policy.

POLICY: 10. Fail to provide the Library Board with a one page monthly financial

indicator monitoring report and a quarterly background financial monitoring report.


A financial indicator monitoring report is provided each month and a quarterly background financial monitoring report is provided each quarter.

POLICY: 11. Fail to arrange for an external financial audit of the library services. Director’s Response:

An external audit of the library is conducted each year and results presented to the library board.

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POLICY: 12. Fail to have appropriate authorized signatures on bank documents: Library Director, Library Business Manager and Library Board Chair.


Appropriate authorized signatures are on all bank documents.

POLICY: 12-A Fail to have a 2nd signature on all checks issued by the Portage District

Library in an amount of $20,000 by one of the three designated individuals on the library’s bank signature card, which would be one of the following: (1) the Library Board Chair, or (2) the Head of Adult Services, or (3) the Head of Youth Services.


All checks received the appropriate amount of signatures.

POLICY: 13. Fail to consider approved budget when entering into financial agreements

or collaborations with other entities. Director’s Response:

Approved budgets are considered when entering into financial agreements or collaborations with other entities.

POLICY: 14. Fail to keep the Library Board informed of any grant applications, and

obtain board chair signature when required by granting agency. Director’s Response:

The Library Board is informed of all grant applications and the board chair’s signature is obtained when required.

POLICY: 15. Fail to provide the Board Chair a list of all cash disbursements from the

time of the prior Board meeting to the current Board meeting. Director’s Response:

A list of all cash disbursements has been provided to the Board Chair for review.

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PORTAGE DISTRICT LIBRARY Marketing Update

June 2014

The following marketing activities were conducted at the library during the months

of May 2014 and the first part of June 2014.

A poster was designed to promote the 2014 Summer Reading sponsors within the library. It was used as a display at the Summer Reading Kickoff on June 14th. A large poster will be used on the display boards during the remainder of the summer and an article thanking our local sponsors will also be placed in the September Library e-newsletter.

Small individual flyers were created to promote the Youth Summer programs. They were distributed during the 2014 Summer Reading Kick-Off event held at the library on Saturday, June 14th. They will be available for patrons to take home during the summer. A June Library e-newsletter was distributed to over 13,000 library patrons on June 1st. Articles included: library programs; Friends of the Library Book Sale; new summer hours; information about the Summer Reading Kick-off Event; new Art in the library; available positions at the library and an article on library books, music, and reference at home e-resources. Within hours of sending it out over 2,000 patrons had opened the e-newsletter and the most popular linked clicked on was library programs!

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Library Director’s Narrative Report for June 23, 2014 (Activities in May 2014 and part of June 2014)

Administrative Activities: During the month of May 2014 and first part of June 2014, Library Director Christy Klien engaged in the following activities:

Participated in weekly Administrative Team meetings on Thursday mornings. Participated in regular library-wide staff meetings on Tuesday mornings for all library employees. Participated in Technology Team meetings on Tuesday mornings. Covered public service desks when needed. Attended the Portage Rotary Club lunch meetings on Wednesdays in May and June. Attended the Portage Public School’s Curriculum Instruction Committee meeting on 5-14-14. Met with Virgil Kelpin of Interstate Office Interiors on 5-20-14 to discuss the Heritage Room

shelving project and lockers for the Staff Lounge. Met with Business Manager Rob Foti on 6-09-14 to do an initial review of budget requests

received from Library Administrators and Supervisors for the Fiscal Year 2015 Budget and then initiated a schedule for one-on-one meetings with each requestor throughout the week of 6-09 to 6-13 to go over their requests, set priorities and finalize budget numbers for 2015.

Met with Rob Foti, Business and HR Manager and Rolfe Behrje, Systems Administrator the last week in May to finalize job postings for a part-time Maintenance Assistant and a part-time Technology Assistant position that were subsequently posted on 6-05-14. (Note: These two positions are temporary positions and will only run until December 31, 2014.)

Took part in the 2014 Portage Memorial Day Parade with library staff on May 26, 2014. Held a meeting with TMP Associates on 5-27-14 to discuss the library’s Book Drop Project. Chaired the Portage Community Center Executive Search Committee meeting on 5-30-14. Led a Staff Fund Committee meeting on 5-30-14 to discuss revising the guidelines for collecting

for and expending from the Staff Fund. Did a radio interview by phone on 6-04-14 about the Portage District Library, Summer Reading

and our services. Met with Business Manager Rob Foti and Kevin Brozovich of HRM Innovations, LLC on 6-04-14

and 6-12-14 to explore possible human resource assistance that might be provided to the library. Attended an all-day professional development and networking session at the Grand Rapids Public

Library on 6-06-14 entitled: “Library as Platform” This workshop focused on how libraries can rethink public spaces, collaborate with local partners, analyze community resources and contact people to propose partnerships that will strengthen current patron relationships and attract new users.

Held an Atrium Committee meeting on 6-10-14 to discuss potential improvements and modifications needed in that space.

Took part in an online GotoMeeting with Chris Johnson on 6-10-14 to get information on their Library Media Boxes product for vending DVDs and gaming discs.

Met with Adult Services staff on 6-11-14 to discuss the re-upholstering project in the Atrium. Conducted a meeting with Business Manager Rob Foti and a representative from Borgess EAP

Program on 6-11-14 to go over the employee assistance plan for the library. Held a meeting with TMP Associates on 6-11-14 to review conceptual sketches for possible

exterior book drop modifications. Worked with Business Manager Rob Foti and Systems Administrator Rolfe Behrje on 6-13-14 to

pull weeds around the library property (during the time period without a Facilities Manager).

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Efficiencies: The following efficiencies were undertaken at the library in May/June 2014:

• In May, Adult Services Librarian PJ Perry gathered the lists of Required Summer 2014 Reading from Portage Central and Portage Northern High Schools for grades 9-12. This resulted in a small replacement or add-on order of items like: The Alchemist and A Tree Grows in Brooklyn.

General Facilities Work: • The library has implemented a Help desk with a trouble ticketing system. This ticketing system allows staff

to open tickets without calling the Systems Administrator/Facilities Manager. The ticketing system has become an invaluable tool in managing tasks and keeping people informed on progress/tracking activity

• The ticketing system has now been expanded to website/digital signage support. In the first month of operation, 120 tickets were reported and have either been completed or are in the process of being addressed. As the library finds this system to be efficient and reliable, the ticketing system will be extended to other departments of the library like business services, marketing and technical services.

• The library finished repairs to its air handlers in preparation for the hot and humid summer months. • The library has received some preliminary quotes for replacement of its HVAC controls and is preparing to

develop bid documents to replace its existing controls for its Boilers/Air Handlers/VAV Boxes. • In early June the library experienced a “brown-out” and electrical power outage. The staff was extremely

courteous and professional ensuring our patrons’ safety and in addressing information technology concerns. Our new UPS (uninterruptible power supply) units provided sufficient power during the outage. However, the outage and ample emergency backup power brings new questions like managing temperature in the computer room and timing graceful shutdowns.

Human Resources/Personnel Activities: • Business & Human Resource Manager Rob Foti, Circulation Supervisor Jill Austin and Head of

Youth Services Laura Wright completed interviews for available Library Aide positions in the Circulation and Youth Departments. Five job offers were made and accepted. Pre-employment screening was completed, so that training could begin the first week of June 2014.

Merchandising: During the months of May/June, the following merchandising activities were conducted at the library: On 5/1, there were several live postings during the “What Some Are Reading” program. On 5/16, PDL staff followed other community and library entities on Twitter. On 5/17, there were live postings during the “80’s Movie Marathon,” done separately from the auto-Facebook posts. On 5/19, PDL staff “Liked/Followed” other local community entities on Facebook pages. • The library received the loan of a “Dragon” to celebrate Summer Reading, which is on display in

the upper level near the Business Room. Networking & Outreach Activities: Adult Services: • Adult Services Business Librarian Nicolette Sosulski attended National Library Legislative Day on

May 5th & 6th in Washington, DC, sponsored by Gale Cengage. Attendees were trained on the first day in advocacy talking points prior to meeting with legislators on the second day. Sosulski was able to meet with staffers of Congressman Justin Amash and Congressman Benishek before meeting with Congressman Fred Upton and his legislative aide. They also attended a morning reception where they met Senator Debbie Stabenow.

• Adult Services Programming Librarian Marsha Meyer took a lead role in Kalamazoo Poetry Festival 2014 Steering Committee meetings.

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• Adult Services staff met with Cynthia Running-Johnson (WMU) about Poetry Reading in 18 Languages

• Meeting were held with the Portage Senior Center about the Arts Encounter collaboration. • Adult Services Librarian Marsha Meyer met with Jessica Aguilera of the Kalamazoo Community

Foundation about future collaborations. Youth Services: The Youth Services Department provided outreach services to a number of organizations during the month of May 2014. This was our busiest month yet for outreach! Youth staff:

• Visited 18 elementary summer reading presentations • Completed several day-long book talk/summer promotion visits in all three middle schools • Participated in Kalamazoo Public Library’s Party in the Park • Hosted booths at two ice cream socials; one for title 1 families and one for 12th St. Elementary • Conducted a story time/tour for families from the Down Syndrome Association of West Michigan • Hosted an event for families from Portage Public School’s English Language Learner’s group • Continued our monthly commitment to visiting students from Wood’s Edge and Head Start • Visited the E2 students’ displays, which were the result of several research trips to the library this

spring

Professional Development: • Adult Services Librarians Nicolette Sosulski and Jessica Enget attended a training workshop on

writing grant proposals at the Farmington Hills Public Library on Wednesday, May 21. The presenter was Dave Holmes, Acting Director of the Foundation Center-Cleveland.

• Jill Austin attended the 2014 COSUGI (Customers of SirsiDynix User Group, Inc.) Annual Conference that was held in Detroit. Jill was able to return with valuable information for library administration regarding the roadmap for SirsiDynix products and the functionality of coming software releases, as well as updates about the vision of the future for these products as related to cloud computing. There were also opportunities for sharing ideas and learning how others are using various products and services to meet the needs of their libraries and library users.

• Some library staff received training on the new phone system directly from Secant Technologies personnel. Those staff members were then responsible for training others employees in their respective departments in order to be prepared for the May 12th cut-off the old phone system.

Programming: Adult Services: • “What Some Are Reading,” program, hosted by Adult Services Librarian Marsha Meyer, was held

on May 1, 2014 and attracted 33 attendees. • An “80’s Movie Marathon w/ Delorean,” hosted by Adult Services Librarian Jessica Enget, was

held on May 17, 2014 and drew participants. • A program entitled “Healthy Habits: There’s an App for That” was held on May 27, 2014 and

appealed to five very enthusiastic and question-filled participants. • The “Flowers for Life” Art Exhibit & Reception” took place at the library from June 1st -13th,

2014 and was curated by Adult Services Librarian Marsha Myer, with a reception on May 30th. • Adult Services Business Librarian Nicolette Sosulski is assuming a larger role in the library’s

“Muffins and the Market” investment program during a temporary hiatus by regular presenter Warren Fritz.

• The SBDC (Small Business Development Center) is continuing their Business Book Club, meeting every two weeks at the library. Participants are all entrepreneurs through the SBDC, so

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this is starting to result in further consultations between Business Librarian Nicolette Sosulski and some of the members. The group is taking a small break because the SBDC Coordinator is looking at possible new times for the meetings to accommodate other clients who have expressed interest in the SBDC group meetings.

Youth Services: May was a busy month in the Youth Department with programs and continued preparation for the library’s 2014 Summer Reading Kick-Off event on June 14, 2014. Activities included: • In collaboration with the Kalamazoo Astronomical Society, the Youth Department hosted

Astronomy Day, an all-ages, all day event. We hope to make this an annual event. • We also hosted a “Little Free Library” workshop, conducted by a prospective Eagle Scout as part

of his project.

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TO: Portage District Library BoardFROM: Christy Klien, Library DirectorDATE:SUBJECT: Library Statistical Report - May 2014

May-14 May-13 CHANGE 2014 2013 CHANGECirculation/Collections Total Library Circulation 59,195 61,071 -3.07% 311,257 329,208 -5.45% Adult - Books 18,380 21,510 -14.55% 95,486 107,577 -11.24% Adult - A/V 7,042 7,342 -4.09% 36,379 38,219 -4.81% Youth - Books 20,188 17,960 12.41% 103,762 104,320 -0.53% Youth - A/V 4,329 4,629 -6.48% 23,740 26,958 -11.94% Hot Picks 4,760 5,844 -18.55% 26,841 32,023 -16.18% E-Material 3,049 2,077 46.80% 16,913 10,720 57.77% ILL - PDL Requests 772 898 -14.03% 4,522 5,001 -9.58% ILL - Other Lib. Requests 675 811 -16.77% 3,614 4,390 -17.68% Self-Checkout Percentage 60.72% 56.19% 59.33% 55.06% Total Library Collection 196,975 193,814 1.63% Adult - Books 96,778 96,165 0.64% Adult - A/V 16,557 16,603 -0.28% Youth - Books 67,821 64,618 4.96% Youth - A/V 10,997 11,894 -7.54% Hot Picks 4,822 4,534 100.00% Net Acquisitions 1,307 729 79.29% 5,514 (6,963) 179.19% Purchased - Books 1,815 899 101.89% 8,976 7,011 28.03% Purchased - A/V 273 277 -1.44% 2,111 1,701 24.10% Donated - Books 2 4 -50.00% 10 25 -60.00% Donated - A/V 3 5 -40.00% 11 20 -45.00% Material Discarded (786) (456) 100.00% (5,594) (15,720) 64.41% Total In-House Usage* n/a n/a n/a 879 847 3.78% In-House Periodical Usage n/a n/a n/a 101 92 9.78% In-House Book Usage n/a n/a n/a 778 755 3.05%Patrons Total Patrons 46,844 47,016 -0.37% Adult 30,568 29,475 3.71% Youth 7,655 8,362 -8.45% Non-Resident 289 292 -1.03% Reciprocal 5,982 6,382 -6.27% Internet User 2,287 2,448 -6.58% Professional 63 57 10.53% Total Patrons Added 263 234 12.39% 1,404 1,591 -11.75% Adult 144 117 23.08% 782 899 -13.01% Youth 11 7 57.14% 118 143 -17.48% Non-Resident 5 2 150.00% 15 23 -34.78% Reciprocal 37 49 -24.49% 205 246 -16.67% Internet User 66 58 13.79% 284 279 1.79% Professional 0 1 -100.00% 0 1 100.00%

June 16, 2014

Month Statistics YTD Statistics

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Library Building Usage Total Meeting Room Usage 183 180 1.67% 931 969 -3.92% Internal/Collaboration 95 91 4.40% 484 502 -3.59% External/Outside Usage 88 89 -1.12% 447 467 -4.28% Total Program Audience 6,985 5,655 23.52% 12,192 11,674 4.44% Adult 48 268 -82.09% 1,250 1,245 0.40% Youth 6,093 4,846 25.73% 9,400 9,134 2.91% Heritage Room 844 541 0.00% 1,542 1,295 19.07% Total Number of Programs 37 70 -47.14% 202 252 -19.84% Adult 3 14 -78.57% 54 67 -19.40% Youth 31 52 -40.38% 131 169 -22.49% Heritage Room 3 4 0.00% 17 16 6.25% Total Volunteer Hours 409 463 -11.66% 2,231 2,416 -7.66% Adult 117 179 -34.64% 553 854 -35.25% Youth 82 85 -3.53% 450 436 3.21% Technical 71 91 -21.98% 472 512 -7.81% Circulation 115 61 88.52% 536 274 95.62% Administration 24 32 -25.00% 152 160 -5.00% Community Service 0 15 -100.00% 68 180 -62.22% Total Front Door Traffic 60,123 62,542 -3.87% 294,577 311,438 -5.41% Total Youth Services Traffic 37,901 38,790 -2.29% 180,583 189,631 -4.77% Total Business Center Traffic 4,142 4,232 -2.13% 16,683 16,903 -1.30%Information Access/Reference/Research Total Reference Transactions 6,674 6,173 8.12% 38,296 39,496 -3.04% Adult Phone 329 282 16.67% 1,743 1,968 -11.43% Adult Ready Reference 2,186 2,160 1.20% 12,168 13,990 -13.02% Adult Reference 237 145 63.45% 1,125 1,245 -9.64% Youth Phone 111 112 -0.89% 846 841 0.59% Youth Ready Reference 1,951 1,516 28.69% 12,100 11,231 7.74% Youth Reference 341 214 59.35% 1,903 1,252 52.00% HR Phone 49 26 88.46% 216 124 74.19% HR Ready Reference 590 499 18.24% 2,520 2,197 14.70% HR Reference 62 29 113.79% 220 113 94.69% Circ Phone 286 232 23.28% 1,541 1,422 8.37% Circ Ready Reference 366 510 -28.24% 2,691 3,140 -14.30% Circ Reference 166 448 -62.95% 1,223 1,973 -38.01% Total Edutainment LAN Use 650 633 2.69% 2,095 2,080 0.72% Total Internet Computer Use 6,060 6,358 -4.69% 28,825 30,638 -5.92% Youth Computers 1,588 1,645 -3.47% 7,798 8,121 -3.98% Adult Computers 4,221 4,321 -2.31% 19,981 20,580 -2.91% Laptop Computer Circulated 251 392 -35.97% 1,046 1,937 -46.00% Total Electronic Transactions 48,547 56,576 -14.19% 251,113 281,830 -10.90% WebSite Hits 36,153 43,767 -17.40% 187,505 215,623 -13.04% WebCatalog Sessions 8,284 8,453 -2.00% 42,998 44,046 -2.38% Licensed Database Hits 4,110 4,356 -5.65% 20,610 22,161 -7.00%* In-house Use Statistics will be done for one week each quarter.

Christy Klien, Library Director

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portage district library - pdl.lib.mi.usthe portage district library board will meet in regular...

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