Kuhn Library Management Portfolio
Portfolio Group 2 (Public Library) Andrea Dochney, Rebecca Levitan, Tyler Martin, Juan Suarez Romero, and Denise Towarnicki LIS 2700 Managing Libraries, Information Systems, and Services November 23, 2008
DESCRIPTION OF LIBRARY:
Kuhn Library is a small public library located in Pelotillehue. It serves the neighborhoods of Montgomery, Golden Block, and St. Paul, with a collection in both English and Spanish. The library opened its doors for the first time in 1956, and it was renovated in 1997 as part of a major effort from the municipality to refurbish the library building and bring Internet service. The branch is a 10,300 square-feet, two-story building, divided into 5 sections: Adult, Teen/Young Adult, Children, events room (for 80 people), and a computer lab.
ABOUT THE LIBRARY:
STATISTICS: Pelotillehue population (2007): Registered users: Holdings: Total Circulation: Circulation per capita: Library Visits: Visits per capita: Reference transactions: Electronic visits: 27,000 14,924 136,300 704,149 9.2 111,872 5.6 29,336 119,796
DESCRIPTION OF COLLECTION: Kuhn Library has a collection of 106,000 printed materials, 18,000 audio materials, 12,000 video materials, 75 print subscriptions, and 72 online subscriptions. The collections are primarily in English and Spanish, and there are materials available in Chinese and Vietnamese. Additionally, the library provides access to more than 27,000 journals online through the State Library System. COLLECTIONS: Adult: Fiction and Non-fiction.
Young Adult / Teen: Focuses on the interests of junior and senior high school students with fiction titles, graphic novels, manga, college and career information, and materials on popular subjects and common interests. Children: Offers board books for babies and caregivers, all-time-favorite children's books, picture books, and a wide selection of non-fiction titles providing information on children's interests and school-related topics. Special Collections:
¡Libros en Español!: A collection of fiction and nonfiction materials in Spanish. Automobile Repair: It offers car repair manuals, such as Mitchell's, and access to the online database CarFix. Microfilm Collection: It contains microfilm editions of local and national newspapers as well as academic, professional and popular journals and magazines.
SERVICES AND PROGRAMS: The following programs are offered both in English and Spanish: ADULT: a. b. c. d. e. f. One Book, One Town: A book club. GED and Adult Basic Education (ABE). English as a Second Language (ESL) . Computer Literacy Education: Introduction to Computers, Keyboard Typing Skills, Internet and Email, Microsoft Office. Immigration and Citizenship. Job Readiness Program: A series of workshops on resume building, online applications, job-coaching, and entrepreneurship.
CHILDREN / TEENS: a. b. c. STAFF: Currently, there are 8 full-time and 3 part-time employees at Kuhn Library: After-School Program: Homework assistance, computer literacy, library skills, and other educational and entertainment activities. Summer Reading Program. Teen Author Series.
1 Library Manager / Adult Librarian. 1 Young Adult / Teen Librarian. 1 Children Librarian. 4 Library Assistants. 1 Security Guard / Janitor 2 After-School Leaders (P/T) 1 Intern (P/T).
In addition, there are several volunteers and workers from different community organizations that perform programs at the library.
2 GED/ABE Instructors. 1 ESL Instructor. 2 high school students completing their community service requirement.
ANNUAL BUDGET: The budget allocated by the City of Pelotillehue to Kuhn Library for 2008-2009 year is $1,193,301.
In order to prepare for the library’s strategic planning process, an analysis was conducted by JCS Consultant Group of the current situation and realities of the environment surrounding Kuhn’s Library. The analysis highlighted the external opportunities and challenges facing the Library, as well as the internal strengths and weaknesses influencing the Library’s potential for the future.
I. MACRO-ANALYSIS OF COMMUNITY
DEMOGRAPHIC CHARACTERISTICS: The library is located in a low income section of Pelotillehue, with a median household income of $24,000 (US average: $56,604), and 54.3 percent of residents living below the poverty level. The township population is 27,000, of which 46.7 percent are male and 53.3 percent are female. The median age is 26.8 (Men 25.0; Women 28.2), which is significantly lower than national median age, 35.3. The population is ethnically mixed, with 44% White Caucasian, 39% African American, 12% Hispanic/Latino, 4% Asian/Pacific Islander, and 1% Native American. Despite there has been a 20% decrease in population since 1990, the number of foreign-born residents moving into the area has tripled since 1985. Most of these new residents are immigrants from Dominican Republic and Mexico. EDUCATION CHARACTERISCTICS:
In the city of Pelotillehue, there are 4 Elementary/Middle schools and 2 High Schools, serving a total of 8,837 students: Nursery school/Preschool and Kindergarten: Elementary/Middle School (Grades 1-8): High School: 1,070 5,350 2,417
The high school graduation rate ranks low in the state, at 46 percent. Consequently, 86.9 % of residents 25 years and older attain a level of education of high school or less. Also, there are no colleges or institutions of higher education in the city. The nearest college is about 50 miles outside the city. This has resulted in low enrollment of residents in college or graduate school (716 students). SOCIO-ECONOMIC CHARACTERISTICS: The city of Pelotillehue’s unemployment rate is 26.4 percent, ranking 30th in the nation. The number of residents with disabilities is considerably high at 8,204 (30.3% of the city’s population). Due to this characteristic of the population, there are a considerable number of community organizations focusing on health care (mental, outpatient, and vocational rehabilitation) and social assistance. The top 5 employer industries in the city are: Health Care and Social Assistance: 1,622 employees (includes hospitals, mental health facilities, individual/family services, vocational rehabilitation centers, and other outpatient care centers). Education: 303 employees (6 schools) Food Services: 190 employees (16 restaurants) Other Services: 168 employees (27 stores/shops/businesses) Wholesale Trade: 87 employees (1 recyclable material plant)
ANALYSIS OF LIBRARY TRENDS
In the United States, public libraries have experienced an increase in usage and a decline in revenue (Molyneux, Bob. One Source 2(4), April 2006). The availability of services and materials through library websites has contributed to the increase in usage. However, since public libraries are mostly funded with local taxes, it is expected that their budgets will be reduced due to the recent downturn in the nation’s economy. Both large metropolitan and small-town library systems are experiencing staff cuts, reduced services, and even library closings (The Philadelphia Inquirer, 11/7/07; The Leader Times, 11/11/07).
III. S.W.O.T. ANALYSIS
In order to give a more objective point of view to the strategic plan, a committee was created to identify the library’s strengths, weaknesses, opportunities, and threats. This
committee was formed by two members of the staff, two board members, one member of the Friends of Kuhn Public Library, four library users representing different age groups, and one representative from a mental care provider in the city.
STRENGTHS § The collection in Spanish is the largest in the county (8,453 titles). § The computer lab, recently donated by Richard Geere Foundation. It is equipped with 8 modern PC’s, a multimedia projector, laser printer, Microsoft Office, and educational software. § Users value the presence of Kuhn Library in their community as a safe place for after-school activities, computer access, and leisure reading. § Location of the library in the geographical center of the city makes it reachable for all modes of transportation. § Local business benefit from the “halo effect” caused by the library. In other words, users who purchase goods or food either before or after their visit to the library. § Local 3rd grade scores in state standardized tests have improved 11% since the execution of after-school programs in reading and math. OPPORTUNITIES § The concentration and wide variety of community organizations established in the area provides Kuhn Library with opportunities to grow in the neighborhood and outreach more users.
WEAKNESSES § The branch is currently understaffed. There should be one more adult librarian, one janitor/custodial, and one more afterschool leader. § More computers are needed. The library’s rate of computers per 5,000 residents is a low 0.68 (the state rate is 2.9). § Only two employees are proficient in both English and Spanish, which results in lower satisfaction rates among Spanish-speaking users. § The library’s website is not userfriendly, especially for a population with low-education attainment. § Library needs to improve accessibility, both in facilities, materials, and programs.
THREATS § The budgetary challenges faced by the City of Pelotillehue translate into uncertain funding and budget cuts to Kuhn Library. § Crime is a daily threat to both employees and users. The murder rate in this area is four times the national average and there
§ Partnership with school libraries in the area may bring new audiences and put the library in a proactive role. § Partnership with other community organizations, especially those focusing on entrepreneurship and job-training, may increase public awareness about the library. § The increase in foreign-born residents may be a motivator for more bilingual programs and services.
are 52 registered sex offenders. § The area's high crime also poses a challenge for recruiting volunteers with clean background. § Like many cities in the Northeast region, Pelotillehue is losing population at a slowly, yet steady pace. § Changes in information technology demand more training for current staff.
VISION STATEMENT: The Kuhn Public Library will become a community center devoted to the restorative power of education, literacy, and personal responsibility. MISSION STATEMENT: The Kuhn Public Library will provide the best possible service to the city of Pelotillehue's diverse population through a commitment to the promotion of literacy and by engaging in community building activities. The library's mission includes a long term commitment to developing a comprehensive and well-rounded collection, a patron-oriented reference service, relevant programming opportunities, and to providing free access to authoritative information in a timely manner. It is through these efforts that The Kuhn Public library supports public literacy, civic engagement, and personal enrichment.
SPECIFIC GOALS: I. Further integrate new technology into every aspect of library operations. a. By the first of the year, technology-related professional development opportunities will be offered to staff.
b. By the end of next year, increase the number of computer workstations available for patrons' use by 25% c. By the end of next year, upgrade currently available technology (scanners, printers, computer lab equipment, etc.) where necessary to meet current demands. d. By the first of the year, develop and begin offering basic computer courses to patrons on topics including an introduction to computers, email, basic word processing, etc. e. By the first of the year, increase presence on the Internet through social networking sites and the promotion of electronic resources freely available on the Internet through the library's web page.
II. Increase community involvement in library. a. In two months, begin working more closely and promoting the Friends of Kuhn Public Library. b. In two months, begin approaching community groups to discuss future programing possibilities, the community's information and social needs, and ways the library could meet those needs. c. In six months, begin advertising use of open meeting rooms for clubs and small community organizations and meet with members of the community about starting library clubs. d. Immediately, begin soliciting suggestions for resources for the library to purchase both online and in the library. e. Next year, begin organizing for a personal histories, community, and city historyoriented program that will last for the duration of the following year.
III. Increase the quality and relevance of programming. a. Immediately, begin creating more comprehensive patron surveys to rate programming experiences and to propose future programming. b. Immediately, begin locating local information authorities and professionals who might be interested in offering programming (experts, story tellers, historians, teachers, etc.). c. In two months, begin looking into opportunities to bring diverse segments of Pelotillehue together like international film nights or an international cooking group
IV. Increase young adult use of the library and the circulation statistics in the young adults section. a. Immediately, begin soliciting collection development suggestions from current young adult library users and begin further developing popular collections like manga and comic books. b. In six months, design and implement a marketing plan geared towards attracting young adult patrons. c. In six months, develop a summer reading contest and series of library events. d. Next year, start looking into the practicalities of developing a young adult video game collection in the library. e. By the first of the year, begin looking into ways in which the young adults section could be physically improved, decorated, or redesigned.
V. Expand the library's Career Services program to include high school students. a. Immediately, begin developing professional relationship with the target high schools, teachers, guidance councilors, career centers, and administrations. b. In one month, begin developing the specifics of new youth career services with high schools. c. In two months, begin advertising campaign for programming. d. In four months, begin offering the initial set of programs for high school students. e. In six months, begin evaluating programming though surveys and testing and integrate results.
ACTION PLAN: Objective V.e. In six months, begin evaluating programming though surveys and testing and integrate results.
Organize a collaborative committee of librarians and high school educators involved in programming to plan for evaluation procedure and the integration of evaluation results by February 15. Develop exit surveys and tests based on material to be covered in each session and decide how each will be administered by March 1. Organize a focus group of students from each Career Services program for further discussion of programming after the programming's initial run by May 5. Administer tests and surveys to all participating students by May 16. Assemble focus group of students for discussion by May 20. Offer small reward for participation. Begin committee meetings to go over results from tests, surveys, and focus groups and to discuss integration of results June 1. Draft a integration proposal outlining results of evaluation and recommendations for next session by June 15.
BUDGET FISCAL YEAR 2008-2009:
All salary figures are based on researched averages in the nation. Positions are all assumed to be full time unless otherwise specified. Full time indicates 40 hours in a week. Part time indicates 25 hours in a week with the exception of the intern. $55,000 $44,000 $2,000 $44,000 $35,800 $46,000 Adult Assistant Librarian [assumes part time=25hrs/week] (26,625 x 3AAL’s) $79,875 Security Guard/Janitor $27,000 GED/ABE instructors (33,000 x 2 instructors) $66,000 ESL instructor $31,000 --------------------------Total Salary $430,675 Benefits (30% of Salary costs not including intern) $129,202 -------------------------Total Salary and Benefits $559,877 Books and Materials (24% of Budget) $286,392 Rent and Utilities (12% of Budget) $143,196 Operating Costs (ILL, software etc OCLC services) $119,330 Overtime for Business Plan* activity $927 Library Manager Children’s’ Librarian Part Time Intern (10 hours a week 18 weeks) Young Adult Librarian After School Leader [assumes part time =25hrs/week] (17,900 x 2 leaders) Reference Librarian
Office and Technical Service Miscellaneous (advertising, staff travel and meetings, memberships) Communication (Postage and Telephones) Emergency Fund/Building Maintenance (If not used by certain point in FY consult collection policy) Juvenile Programs (Children’s and YA) Adult Programs
$16,000 $8,000 $7,500 $30,079 $14,000 $8,000
Total Budget $1,193,301
Department Administrative Children’s Collection
Role Library Manager Children’s Librarian 1 (P/T) Intern Young Adult Librarian
Requirements MLIS Required MLIS Strongly Preferred
Young Adult Collection 2 After School Leaders 1 Reference Librarian
MLIS Strongly Preferred
MLIS Required Adult Collection 3 Adult Assistant Librarians Support Instructional Services 1 Security Guard/Janitor 2 GED/ABE Instructors 1 ESL Instructor 2 High School Volunteers
POSITION DESCRIPTION: Date: 4 November 2008 Position: Adult Librarian Department: Adult Collection Reports to: Library Director Primary Duties: Possess knowledge of library and information science concepts May oversee the work of Library Assistants, interns and volunteers Assists patrons on the selection and organization of library collections Answers reference questions in person or by telephone when reference librarian is unavailable Reads and evaluates reviews and recommends materials for selection; continually reviews collection for the purpose of removing old or infrequently used materials Participates in materials selection for one or more subject fields Monitors and suggests corrections to the online catalog Heads programs, book talks, and discussion groups Plans and prepares displays containing pertinent information May provide services to special populations, Spanish-speaking is strongly preferred
Experience and Training: MLIS Strongly preferred; Bachelor’s degree in related field required. Six month experience preferred
Performance Evaluation: The position will be reviewed twice a year, in addition to any supplementary reviews made by management as needed. The review will be given with one week’s notice in a face-to-face meeting. The Director will rate the Librarian on the above-mentioned duties after monitoring the work of the week. Employees will also rate themselves on performance to have a larger discussion of employment satisfaction.
Ratings range from U to E: U=Unsatisfactory: An overall performance of duties that is unacceptable in quality, accuracy, and/or timeliness.
S = Satisfactory: An overall performance that demonstrates competency in the performance of duties and responsibilities of the job. AA = Above Average: An overall performance of duties which are above "Satisfactory" but still leave some to be desired. E = Exceeds Standards: An overall performance of the duties and responsibilities at a level exceeding the acceptable standards
YOUTH CAREER SERVICES PROGRAM:
BUSINESS PLAN: Project Description Kuhn Library offers a variety of skill-building and career-guidance services to adults. We do not currently provide similar services to youth who are about to graduate high school, but considering that 54.3 percent of residents are living below the poverty level, that the graduation rate in our community is 46 percent, and that higher education is relatively inaccessible in our region, this is a critical audience that we need to address. By expanding this program to specifically include high school seniors, we can help them become more successful, as well as establish ourselves as a valuable career resource throughout their lives. Kuhn Library will partner with Pelotillehue's two local high schools. Teachers from each school will prepare with students before visiting Kuhn Library, to help them identify their career goals. They will be responsible for this portion of the programming. Then, teachers will bring one group of 30 seniors a week, for 6 weeks, to attend an afternoon session at Kuhn Library, designed by Kuhn staff. The Teen Librarian will offer library instruction regarding the use of our career-related materials, databases, and websites. Then students will be given a worksheet to complete. They will be split into two groups. Half the class will research and complete their worksheet, with the librarian. The other half of the group will attend a resume workshop and job search orientation, specifically tailored to new high school graduates. This will be provided by a staff person at the Commonwealth Workforce Development System (CWDS), a
statewide career services organization funded by the US Department of Labor. The two groups will then switch activities.
SCHEDULE FOR IMPLEMENTATION: Date 11/2008 Task Interest has already been expressed by the high schools. Contacts have been made among professional career counselors, and they have been receptive to the program idea. Foundation office has already been approached. We received guidelines on how to proceed and some local community funders that offer small grants. 11/2008 - 12/2008 12/2008 12/2008 01/2009 01/01/2009 Funding research and grant writing Library Manager, Teen Librarian Staff responsible
Creation of specific, career-oriented libraryinstruction session, and worksheet activity, Teen Librarian for the program. Submit grant to foundation office Set dates. Order promotional items that are not inhouse. Arrange guest speakers for each date. Mock up advertising materials. Library Manager Library Manager, Teen Librarian Teen Librarian
by 01/07/2009 approximately six Finalize advertising materials and order weeks before from print shop advertising distribution by 02/20/2009 approximately six weeks before first session 04/01/2009 05/15/2009 Send student library card applications and instructions to each teacher. Receive and distribute advertising materials.
One session a week for six weeks.
Teen Librarian, after school leaders, and / or volunteers
Two weeks before each session
Collect student library card applications from the school. Begin processing applications.
Confirm guest speakers, staff, volunteers. Call school to confirm any applications that One week before each cannot be processed so that they can warn Library Manager session the students to make other arrangements or they will not have a library card. One day before each session Set up meeting room for presentation, make Teen Librarian, sure all student library cards, hand-outs, student volunteers and give-aways, are ready.
BUDGET: All money spent by Kuhn Library will be allocated to staffing the program sessions. Both part-time After School Leaders, as well as the branch's intern, will be paid to set up, attend, and clean up each session. This will require 72 part-time hours beyond their usual duties. The Teen Librarian will plan and implement the program as an adaptation of and addition to their regular instructional and programming duties. Application forms for library cards, and instructions on how to apply for a card as a student, through their school visit, will be sent to schools well in advance of the programs. These are provided to the Kuhn branch through the Pelotillehue library system as part of the standard school-visit procedure.
Additional elements of the program are to be covered by a grant.
CWDS speaker / workshop - a "turnkey" program....................................................$0.00 CWDS packet, including career counseling materials .............................................$0.00 200 double-sided worksheets.................................................................................$50.00 200 Kuhn Library magnets with contact information.............................................$100.00 200 Kuhn Library pens with contact information...................................................$100.00 3 Kuhn Library career resources handouts, 200 copies each...............................$150.00
Advertising materials: 15 11x17 color posters……………….......................................................................$75.00 (To be displayed at the schools, at Kuhn Library, and at the Community Bulletin Board.) 400 (8.5 x 2.5) bookmark-sized fliers ..................................................................$120.00 (To be distributed to schools. 100 sheets of paper, each cut into four strips.) Total needed in grant funds...................................................................................$600.00
RATIONALIZATION: Kuhn Library's strategic plan states that the library has "a commitment to the promotion of literacy... [and] engaging in community building activities wherever and whenever the opportunity presents itself." One of the library's specific goals is to "approach community groups to discuss future programing possibilities, the community's information and social needs, and ways the library could meet those needs." This partnership, with Pelotillehue high schools and the Commonwealth Workforce Development System, attempts to fill an expressed community need for career literacy, particularly among young adults. We also hope to strengthen the community at large, through career education at a crucial age. Another goal of Kuhn Library is to "increase young adult use of the library and the circulation statistics in the young adults section." By offering this program to graduating seniors, we will draw young adults into the library that may not have otherwise visited, and register an estimated 40-60 new cardholders. The library can therefore expect to see an increase in circulation of both our career services materials and our teen collection, and a higher patron count in both departments over the course of the next year. The specific goals and metrics by which this program will be evaluated are outlined in the action plan.