Woodland Public Library Staffing for a Community-Centered Library

1. Woodland Public Library Staffing for a Community-Centered Library Sandy Briggs Eureka Institute May 5, 2009

2. Identifying the Need • Review Needs Assessment • Community Input (surveys) • Staff Input (in-service) • Strategic Planning (Board, staff and community) • Vision • Mission • Strategic Goals

3. Community Input Surveys

6. Strategic Planning

8. Vision 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 accessto the library. Reaffirmed July 12, 2008

9. Mission 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

10. Service Goals 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

12. Strategic Goal Address two most inadequately served areas of library service—public computer access and teen space to 2,000 SF of unfinished

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16. Objectives • Realign tasks with the library to maximize direct public service according to the priorities of the community • Increase self-check in circulation from current <20% to 50%, reducing the staffing of circulation desk to 1 LTA. • Outsource current labor-intensive and routine manual processing of books and material to shelf ready. • Develop or acquire on-line acquisitions system that eliminates use of paper and minimizes number of staff involved. • 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.

17. Realignment • Identification of Core Services • Task Analysis • Examination of Methodology to Achieve • Role Clarification

18. Identification of Core Services Traditional performed at public service desk • Reference • Circulation • Children’s • Media Support/Non-desk functions

24. 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?

29. Role Clarification Developing functional job descriptions

30. 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

31. 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

32. 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

33. 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

34. 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)

35. Staffing Cost to Operate 4 Public Service Desks 2008 = $380,716.75 • 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 = $117,522.25 • 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 year • Temporary LTA I ($13.50/hr) x 54 hrs = $729/wk x 50 wks (-holidays) = $36,450 per year. 89%=32,440

36. Check Out of Materials • Repetitive • Mundane • Labor Intensive • Costly Solution: Automation—Millennium Express Lane

37. Millennium Express Lane • Quick and easy Check Out • Checked out items display • Holds display • Fines display

38. Barcode Scanner to scan the patron ID and ID Labels Touch Screen Display Printer—

39. Welcome Screen 4754 WILIUG June 2008

40. January – December 2008 Staff: 82.3% Self: 17.7% January-April 2009 2 new Express Lanes Staff: 61.3% Self: 38.7 Staff Check versus Self Check

41. Staffing Cost to Operate 4 Public Service Desks 2009 = $323,581 • 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 = $117,522.25 • Permanent LTA II ($3088.67 monthly) + 40% benefits ($1235.47) = $4,324.14 per month X 12 = 51,890 • Temporary LTA I ($13.50/hr) x 32hrs//wk x 50 wks = $21,600

42. Processing and Copy Cataloging • Repetitive • Mundane • Labor Intensive • Costly Solution: Outsource Baker & Taylor

43. Baker and Taylor Customized Library ServicesCataloging & 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.

45. Outcome: Staff Savings Staff Processing and Cataloging Print 6,000 x 15 mins = 1,500 hours AV 3,000 x 30 mins = 1,500 hours 3,000 hours 1.46 FTE

46. 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

47. Training/Retooling External 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  

48. Training/Retooling Scheduled 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

49. What Happened? Good decision ≠ good outcome Achieving objective/missing goal

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