Woodland Public Library Staffing for a Community-Centered

Library

Sandy BriggsEureka Institute

May 5, 2009

Identifying the Need

• Review Needs Assessment

• Community Input (surveys)

• Staff Input (in-service)

• Strategic Planning (Board, staff and community)– Vision– Mission– Strategic Goals

Community Input

Surveys

WHAT’S MOST IMPORTANT AT WOODLAND PUBLIC LIBRARY? Please help us to provide the materials and services that are most important to you by ranking the following on a scale of 1-10 with 1= most important, 2=second most important, 3=third most important through 10=least important. Please use only one #1, one #2, one #3, one #4, etc. ( rank 1-10) ____ Number of hours open to the community ____ New books and print material ____ New audio-visual (CDs, DVDs) ____ New and emerging formats (downloadables, play-aways, e-books, etc.) ____ Staff available at service desks ____ Regular story time to introduce children to reading ____ Special programming (author visits, book clubs, performances) ____ Public access to computers/Internet ____ Teaching adult non-readers to read ____ Providing meeting room space

**********THANK YOU!********* Optional Below (But Most Appreciated)

Please help us further by indicating your priorities in the same manner in each section below with 1=highest priority, 2=second highest priority, 3=third highest priority, etc. Hours Open to Public (rank 1-5) Print Collection (rank 1-9) ____Weekday mornings ____Books for children ____Weekday afternoons ____Books for young adults ____Weekday evenings ____Books for adults ____Saturdays ____Large print books ____Sundays ____Books and print in Spanish ____Books for English language learners Audio Visual/Non-print (rank 1-5) ____Books for adult new readers ____Books on CD ____Magazines/periodicals ____Music CDs ____Newspapers ____DVDs educational ____DVDs classic New and Emerging Technologies (rank 1-3) ____DVDs current/popular ____E-books

____ Downloadable books for ipods Staff Availability/Usage (rank 1-9) ____Play-aways ____Check out/in books/materials ____Provide reading recommendations Programming and Special Events (rank 1-8) ____Provide help with computers ____Pre-school story time ____Provide help finding materials ____School age class visits/story times ____Provide help finding answers to questions ____School age book clubs ____Answer simple questions ____Young adult book clubs ____Answer complicated information requests ____ Young adult organized hang out ____Provide assistance with research ____ Adult book clubs ____Help with homework ____ Author visits ____ Special events (puppets, magicians, etc) Computers (rank 1-3) ____ Internet access on site ____ Access to subscription databases (Newsbank, NoveList, InfoTrac) ____ Web access to library catalog (at home)

Woodland Public Library Public Opinion Survey (June 2008-December 2008) Library Priorities

T=143 useable responses from 202

Rank Order (from highest to lowest)

1. Hours 2. New Books/Print Material 1. weekday afternoons 1. books for adults 2. weekday evenings 2. books for children 3. Saturday 3. books for young adults 4. weekday mornings 4. magazines 5. Sunday 5. large print books

6. books for adult new readers 3. Staff Available @ Desks 7. newspapers

1. finding materials 8. books for English learners 2. check out/in books 9. books & print in Spanish 3. finding answers to questions 4. assistance with research 4. Public Access to Computers 5. help with computers 1. Internet access at library 6. answer complicated questions 2. Web access to catalog (home) 7. answer simple questions 3. subscription database access 8. reading recommendations 9. homework help 5. New Audio/Visual (CDs, DVDs) 6. Story time for Children 1. books on CD 1. pre-school 2. DVDs (current/popular) 2. school age (visits, stories) 3. DVDs (educational) 4. DVDs (classic) 5. music CDs 7. Teaching Adult Non-Readers to Read 8. New and Emerging Formats 1. downloadables 9. Special Programming 2. e-books 1. young adult book club 3. play aways 2. school age book club

3. young adult hangout 10. Providing Meeting Room Space 4. adult book clubs 5. puppets, magicians, etc 6. author visits

Strategic Planning

LIBRARY TRENDS

Emphasis on local community need Community-building role Library as “place” or destination point Community’s living room Re-looking at reference Emphasis on convenience and self-service Retail service model 24/7 service delivery (virtual) Zoning for noise and target populations Need to demonstrate value (ROI) Automation and outsourcing

The Woodland Public Library embraces the diversity of the community and provides a central resource for information, learning, recreation and enrichment.  Its broad goal is to

offer opportunities for all people to participate fully in a rapidly changing world.

To achieve this vision, the Woodland Public Library Strategic Planning Committee recommends that the Woodland Public Library:

Make basic library services readily available to the community. Build alliances with the schools to deliver enriched services to the children of Woodland.

Provide a broad range of reliable information to the community. Become a key focus of access to information technology resources in the community.

Build stronger community ties by enabling remote access to the library.

Reaffirmed July 12, 2008

Vision

The Woodland Public Library endeavors to serve as the primary information resource for all residents of the community by

providing a current and comprehensive variety of printed and electronic materials along with professional librarian guidance and

assistance in order to ensure free and efficient access to information, to support and stimulate education, and to increase

community awareness, integration and interaction.

Approved September 22, 2008

Mission

1.  Woodland children from birth through age 12 and their adult caregivers will have a year-round library program that develops their reading readiness and reading skills.

2.  Hispanic families will feel welcomed and find library materials, programs, and services to meet their needs.

3.  Woodland Teens will perceive the library as a cool place.

4.  Seniors will find the public library a key resource for information, education, recreation, and community connection.

Reaffirmed July 12, 2008

Service Goals

LIBRARY SWOT: WOODLAND PUBLIC

STRENGTHS (INTERNAL)

Collection (lots of books) Staff Expertise (extraordinary staff; children’s services) Building (historical) Literacy Friends of the Library Large Potential Undeveloped Space Relationship with Community/Community Support Positive Relationship with City Staff and Council In-demand Product—Information Scheduled Expansion Stable Board Committed Director

WEAKNESSES (INTERNAL)

Diminishing (lack of) Space Process Inefficiencies High Maintenance Building YA—neither fish nor fowl—Where do they fit? Coordination with Programs (within and outside) Accounting (business of running literacy) Approaching Staff Retirements Bilingual Collections

OPPORTUNITIES (EXTERNAL)

Closure (lack of) Independent Bookstore Growth of the City Difficult Economic Times (Higher Use of Libraries) More Demands than Supply Tie-ins to Provide Library Services to Educational Institutions Measure E New Technologies and Products Planned Renovations to City Buildings and Opera House

THREATS (EXTERNAL)

Diminishing Funding (both State and remaining PLF) Diminishing Interest and Use of Print Growth in City=Lack of Accessibility Competition for Funding Tied to Political Climates Inadequate Funding=Decreased Staff 25% Drop-Out Rate and Number of Non-readers

Strategic Goal

Address two most inadequately served areas of library service—public computer

access and teen space to 2,000 SF of unfinished

From To

From To

From To

Objectives• Realign tasks with the library to maximize direct public service

according to the priorities of the community1. Increase self-check in circulation from current <20% to 50%,

reducing the staffing of circulation desk to 1 LTA.2. Outsource current labor-intensive and routine manual

processing of books and material to shelf ready.3. Develop or acquire on-line acquisitions system that eliminates

use of paper and minimizes number of staff involved.4. Utilize staff for both internal and external direct service

(demonstration, instruction, displays, outreach, programming, service improvement, etc.) fro targeted population(s). Provide support and training to develop/strengthen skills in new areas.

• Improve space utilization: With staff savings achieved by realignment automation and outsourcing, relocate public access computers and teen space downstairs following renovation of 2,000 SF unfinished space.

Realignment

• Identification of Core Services

• Task Analysis

• Examination of Methodology to Achieve

• Role Clarification

Identification of Core Services

Traditional performed at public service desk1. Reference

2. Circulation

3. Children’s

4. Media

Support/Non-desk functions

Reference Desk Critical

Answer reference (non-direction) questions

Control materials in locked cases Presence in non-fiction area Bibliographic instruction on OPACs

adjacent to Ref Desk Backup for all public service areas

(Envisionware/media, circulation, reading room and entrance)

Backup for children’s desk when staffed by paraprofessionals

Telephone backup Placing holds on materials Reader advisory Interpret policies, procedures, rules

for behavior

Desirable Answer any/every question Educate public on database use Retrieve Chilton’s Guide, etc. from

Mezzanine Maintain control of non-fiction

room Help patrons to do OPAC

searches (how to do it themselves) Microfilm management Maintain reference books in order Provide pathfinders &

bibliographies Develop/maintain displays Maintain quiet/monitor food-

drink/break up love bugs

Circulation Desk Critical

Check out books & materials Issue new & replacement library

cards Update data for patron records/

library cards Provide information regarding

accounts, directions, how to find/location, new books, etc.

Take requests for purchase Place holds Oversee/observe activities in the

reading and media areas and act if needed or called

Provide friendly “face” of the library

Check DVD and CD cases before check out for correct discs

Collect payments for fines Operate cash register Handle problems associated with

items (lost, damaged, etc.) Answer telephone Backup media desk as needed Refer patrons to children’s and/or

reference desk as appropriate. Maintain neat & attractive work

area.

Desirable Demonstrate self check Instruct in account management Demonstrate patron placed holds Check in material if requested by

patron Process newspapers as they come

in Public relations and social

interaction with public Retrieve magazines and materials

requested from Mezzanine. Watch for potential patron problems

(computers, reading area) Systematically review patron records

(birth date, address/patron code, inactivity, etc.)

Children’s Desk Critical

Establish rapport with children and teens so they feel welcome and comfortable in the library.

Coverage during after school hours

Coverage during story times Maintain safe environment Monitor restrooms Readers’ advisory Answer reference questions or

refer to adult reference Provide bibliographic instruction

in OPAC use Demonstrate book

finding/Dewey Decimal system Develop bulletin boards and

displays Demonstrate & encourage self-

check Provide guides tours Develop reading incentives Check our materials Refer to appropriate in-house

resources

Desirable Coverage by professional staff Additional coverage during busy

times (more than one person—kids need more help)

Create more pathfinders, booklists and patron helps

Oversee use of children’s computers

Shelf read

Media Desk Critical

Monitor and assist patrons with PC reservations and computer sign on.

Trouble shoot basic computer functions (reboot, turn on-off, check task manager, etc.)

Start up & shut down Envisionware computer reservations system

Demonstrate basic computer functions (e-mail, word, Internet search)

Inventory and distribute DVDs & CDs

Issue guest passes for out-of-area users

Demonstrate & troubleshoot public printing

Alert librarian of inappropriate PC use

Route reference questions to appropriate desk (children’s or adult)

Desirable Shelf read DVDs and CDs from

shelf list to determine missing/lost

Perform Millennium checks Printing paging slips &

route/place on hold shelf Call holds Answer directional questions—

location of bathroom, microfilm, etc)

Telephone back-up Special projects as assigned Design draft posters/flyers for

programs, holidays, etc. Produce signs and banners Preview website links from other

libraries and make recommendations for inclusion and placement on WPL site.

Support Functions/Non-Desk Critical

Collection development/selection Cataloging Acquisitions/purchasing Technical processing Web site development &

maintenance Management/supervision Programming Committee participation (City,

partner, MVLS, etc.) Facilities maintenance Finance Write reports Gather and analyze statistics Train/supervise PT staff InterLibrary loans Staff scheduling Shelving Shelf reading Weeding Database management Volunteer coordination Meeting room scheduling Developing displays

Desirable Outreach/liaison with school &

community groups Class visits Programming, humanities Writing grants to support new

activities/ideas Developing pathfinders,

booklists and other reference tools

Instruction (bibliographic, computer and databases)

Publicity/public relations/public education

Experiment with new & emerging technologies and formats

Training (internal & external)

Task Analysis & Examination of Methodology

• What is required?

• How can it be done?

• What is the best (balancing effectiveness and efficiency) way to do the task?

Role Clarification

Developing functional job descriptions

Page/Shelver Functional Job Description

•Check in materials•Route holds•Call holds

•PIC list•Sort mail

•General patron assistance•Replace returned materials in correct locations

•Unpack boxes•Attach bar codes

•Newspaper processing•Demonstrate self-check•DVD inventory control

•Demo OPAC•Record gate count

•Stamp discards•Box discards for Friends

•Create displays according to instructions•Distribute flyers

Library Technical Assistant I Functional Job Description

•Work as scheduled/needed on circulation, media and children’s desks.•Check out materials

•Create new library cards•Provide general patron assistance

•Schedule meeting rooms•Operate cash register

•Trouble shoot and reboot public computers •Trouble shoot and reboot Envisionware scheduling software

•Trouble shoot and reboot pay for print release station•Develop displays according to instructions•Develop brochures, flyers, banners, etc.

•Process periodicals•Demo OPAC

•Provide general clerical input/support•Order, inventory and maintain tax information

Library Technical Assistant II Functional Job Description•Millennium checking

•Data entry/record creation•Millennium and OCLC record deletions

•Database cleanup (holds, claims missing, etc.)•Prepare quarterly ILL reports

•Prepare quarterly Direct Loan reports•Process ILL requests and returns

•Submit patron requests•Place orders with vendors

•Research alternate vendors•Coordinate volunteers

•Update website as requested by staff•Develop draft monthly calendar and upload to website

•Upload Board materials on website•Provide minimal circulation desk coverage

•Provide backup for LTA 1’s for desk coverage•Resolve patron account complaints

•Coordinate basic facility maintenance requests and follow-up•Schedule desk coverage (with oversight of Librarian III)

•Assist with publicity•Assist with programming

•Provide designated selection with oversight of Librarian•Demo OPAC

Librarian II Functional Job Description

•Selection (read reviews, place orders, analyze collections)•Research alternate vendors

•Inventory, analyze and weed collection•Provide direction for website update (appearance and content)

•Call #s assigned•Record verified for accuracy and completeness

•Short record creation•Oversee acquisitions

•Represent library on citywide committees•Outreach

•Readers’ Advisory •Reference (in-person, telephone and on-line)

•Government documents•School visits•Class tours

•Humanities programming•Bibliographic instruction

•Design and delegate displays

Librarian II Functional Job Description (continued)

•Community information and referral•Homework help

•School coordination/assignment knowledge•Create pathfinders•Coordinate with IT

•Prepare quarterly reports•Recruit, hire, train, supervise and evaluate LTAs and pages

•Millennium database maintenance•Millennium statistical reporting

•MVLS committee representation•Recruit, contact, schedule and train substitute librarian(s)

Circulation Desk54 hours/week

1.78 Perm FTE LTAII (2)$91,524

.89 Temp LTA I (3)$34,440

$125,964 annually (2 staff)

Children’s Desk54 hours/week

.45 Perm Librarian II (1) =$52,885.45 Perm LTA II (2) = $31,523

.45 LTA I (3) = $16,402.50$100,780.50 annually

Media Desk54 hours/week

1.35 Temp LTA I (3)$36,450 annually

Reference Desk54 hours/week

1.35 Permanent FTE Librarians (1)

$117,522.25 annually

1. Librarian II & III averaged ($5181.76 monthly) plus 40% benefits ($2072.70) = $7254.46 per month X 1.35 FTE = $9793.52/mo x 12 = $117,522.252. Permanent LTA II ($3088.67 monthly) + 40% benefits ($1235.47) = $4,324.14 per month X 1.78 FTE = $7,697 X 12 = $91,524 per year3. Temporary LTA I ($13.50/hr) x 54 hrs = $729/wk x 50 wks (-holidays) = $36,450 per year. 89%=32,440

Staffing Cost to Operate 4 Public Service Desks 2008 = $380,716.75

Check Out of Materials

• Repetitive• Mundane

• Labor Intensive• Costly

Solution: Automation—Millennium Express Lane

Millennium Express Lane

• Quick and easy Check Out

• Checked out items display

• Holds display

• Fines display

Printer—

Barcode Scanner to scan the patron ID and ID Labels

Touch Screen Display

WILIUG June 2008

Welcome Screen

4754

Staff Check versus Self Check

January – December 2008

Staff: 82.3%

Self: 17.7%

January-April 2009

2 new Express Lanes

Staff: 61.3%

Self: 38.7

Circulation Desk54 hours/week

1.35 FTELTA II .65 FTE Fri(7) & Sat(7) + 1 night (2)+ 1hr per day b/u (4) =26 = $33,728

LTA I primary 32 hrs/wk @$13.50 x 50 weeks - $21,600 LTA I secondary backup 20 hrs/wk @ $13.50 x 50 wks=$13,500

Total =$68,828

Children’s Desk54 hours/week

.45 Perm Librarian II (1) =$52,885.45 Perm LTA II (2) = $31,523

.45 LTA I (3) = $16,402.50$100,780.50 annually

Media Desk54 hours/week

1.35 Temp LTA I (3)$36,450 annually

Reference Desk54 hours/week

1.35 Permanent FTE Librarians (1)

$117,522.25 annually

1. Librarian II & III averaged ($5181.76 monthly) plus 40% benefits ($2072.70) = $7254.46 per month X 1.35 FTE = $9793.52/mo x 12 = $117,522.252. Permanent LTA II ($3088.67 monthly) + 40% benefits ($1235.47) = $4,324.14 per month X 12 = 51,8903. Temporary LTA I ($13.50/hr) x 32hrs//wk x 50 wks = $21,600

Staffing Cost to Operate 4 Public Service Desks 2009 = $323,581

Processing and Copy Cataloging

• Repetitive

• Mundane

• Labor Intensive

• Costly

Solution: Outsource Baker & Taylor

Baker and Taylor Customized Library Services

Cataloging & Processing Services Outsourced

• Baker & Taylor's B&T MARC is a specialized service that complements our online ordering tools. Designed to allow registered customers to download Machine Readable Cataloging Record (MARC) files for books, records can be downloaded directly from the internet, rather than waiting for diskettes or tapes to arrive.

• B&T MARC gives you more cataloging & processing options, with hundreds of mix-and-match processing combinations. Options include theft detection devices, mylar jackets, book pockets, spine labels, label protectors, bar-code labels, automated records, and much more. We also offer sorted shelf lists and catalog cards, review citations, authoritative cataloging records, and bar-code labels meeting all ANSI standards.

• No matter how specific your book cataloging needs, B&T MARC can be customized to meet all of your cataloging and processing needs. Our automated bibliographic records are easy to use and compatible with virtually any software system, and they contain full cataloging information for more titles than any other distributor.

Staff Processing and CatalogingPrint 6,000 x 15 mins = 1,500 hoursAV 3,000 x 30 mins = 1,500 hours

3,000 hours 1.46 FTE

Outcome: Staff Savings

Training/Retooling

Internal Training• Strategic Planning (Vision, Mission,

SWOT, Strategic Goals)• Change Management• Aligning Services with Mission• Identifying Core Services• Task Analysis• Job/Role Clarification

Training/RetoolingExternal Training• Mother Goose on the Loose• Education through Music• Nancy Pearl’s The ABC's of Connecting Kids and

Teens with Books• Innovative Approaches to Collection Development in

Tough Economic Times  • Building Leadership Skills: Leading Teams• Building Leadership Skills: Strategic Thinking• Statewide Reference Think Tank 2008• Gaming at the Library on a Shoestring Budget• Teen Volunteer Programs• Advanced Web Search Tools & Tips for 2008  

Training/RetoolingScheduled Upcoming Training• Adolescents and Libraries: From Understanding

to Advocacy• Building Leadership Skills: Stimulating Creativity Contract Possibilities (with Yolo County

Library)• Dealing with Difficult People: Making Libraries

Safe• Making Difficult Conversations Easier• Stress Management in the Library Workplace

What Happened?

Good decision ≠ good outcome

Achieving objective/missing goal

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