LIBRARY BOARD S PERSONNEL COMMITTEE MEETING. Tuesday, March 20, :30 p.m. AGENDA ITEMS. Personnel Policy Manual. Staff Re-assignments

Transcription

1 LIBRARY BOARD S PERSONNEL COMMITTEE MEETING Tuesday, March 20, :30 p.m. AGENDA ITEMS Personnel Policy Manual Staff Re-assignments Requests to Hire

2 LIBRARY BOARD MEETING Tuesday, Mar. 27 th, Draft Agenda CALL TO ORDER PUBLIC INPUT REVIEW OF AGENDA DIRECTOR S REPORT Monthly Statistics TREASURER S REPORT COMMUNICATIONS CGI Video OLD BUSINESS Update on Art Show Interlibrary Loan Procedures Location of Drop Boxes Strategic Planning Signatures for Bank Accounts NEW BUSINESS Request to Hire

3 Outreach Assistant Annual Report CONSENT AGENDA UPCOMING AGENDA APPROVAL OF MINUTES ADJOURN, Next Meeting Apr. 24th, 2012

4 DIRECTOR S REPORT LIBRARY BOARD MEETING Tuesday, Apr. 24, 2012 March Highlights - The Art Show, Creative Endeavors, opened on Thursday evening, March 8 th. 95 pieces of art including pieces by Clearview staff Ann Geisick, Nathan Triz, Hannah Jamieson, Deb Kaufmann, and Hillary Dodge were hung on the walls of the library by art show organizers Becky Racque and Cornelia Davis and several volunteers. Approximately 80 people attended the opening which included music by local bands and refreshments. Tax Assistance was provided by the volunteer group, VITA/TCE starting March 5 th. The annual report was submitted to the State Library on Mar. 11 th. Director Kling attended the Public Library Assn. Conference in Philadelphia from March 13 th 17 th. There were many good workshops, but the opening speaker, Robert Kennedy and the closing speaker, Betty White, were impressive. Director, Ann Kling, was a guest speaker at Rotary Club on March, 22 nd. A preview of the popular movie, based on the book, the Hunger Games, was held at the Cinemark Theater on Harmony Road in Fort Collins on March 22 nd. The preview, organized by Andrea Cleland, generated so much interest from young adults and adults that the Library had to ask for additional tickets. On March 23 rd, Director, Ann Kling attended a meeting of the Town s Economic Development Committee which was held at the automotive industry campus of AIMS Community College in Windsor. Director, Ann Kling attended the New Director s Meeting sponsored by the State Library in Buena Vista on March 29 th and 30 th. It was a great opportunity to meet with other new directors and to learn about the services provided by the State Library and CLIC.

5 Programming Highlights in March: Celtic Music Belly Dancing Art Show Programs featuring local artists Medieval Family Night Up Next: Strategic Planning Meetings Library Foundation Book Sale Class Visits by local grade schools Story Hours by Andrea Cleland at Severance Town Hall Monthly Reports of the Managers Adult Services: March, 2012 Assistant Library Director, Diane Montgomery Encompasses: Adult Services, Circulation, Reference STAFF Interviews via Skype took place for the Head of Outreach position. Training of new Circulation staff is going very well. Three employees applied in-house, for the open Acquisitions position. Circulation Assistant Pam Parish was selected. Several staff and I attended the CLIC technology seminar held at Loveland Public Library. Staff were taken on a tour of the newly expanded and renovated facility. Staff emergency contacts have been updated. COLLECTION As a result of magazine circulation analysis, several magazines subscriptions will be cancelled due to poor or no circulation. Standing Order Plan with Midwest for dvd s has been working very well; standing order for music cd s has just begun. Both Standing Order Plans are customizable. I have been focusing more on collection development using our main vendors, while training with Pam Parish for acquisitions procedures and functions. PROGRAMMING March Total of 13programs/events = total attendance 246 Two Book Clubs: attendance 17 Four VITA meetings: attendance 30

6 Belly Dancers attendance 13 A Trip to Ireland attendance 33 4 Art Show presentations attendance 69 MISCELLANEOUS Continued project to gather information on payroll companies. The First National Bank account will be closed as soon as all purchases using the debit card have arrived and been paid for. Working with King Soopers-Windsor and Severance Town Manager to determine placement of Book Drops. UP NEXT Strategic Planning staff introduction. Summer Reading Program additional planning. Training with new Acquisitions Clerk. Kendra Miller Outreach Services March, 2012 General: *Handled stop and staff scheduling. April and May completely revamped to accommodate more stops and longer days. Summer 2012 continues to grow and change like a great big amorphous organism. *Led Monday meetings. *Continued collection development by developing order request lists for Hillary (youth titles) and Diane (adult titles). Special Events: *Andrea joined us on BoMo on Monday morns (Sev Town Hall) to lead story time. We anticipate Summer Reading Program increase in attendance after her regulars from Sev realize that they can catch a ST closer to home. * Andrea got us in the door for the Banner Health Event on March 15. We hope to make med facilities (other than the Windsor Health Care convalescent c enter) regular stops for Outreach come summer.

7 Summer Reading Program: Continued contacting businesses for coupon donations for the Summer Reading Program. See the spreadsheet in 2012 SRP Contacts in the O Drive under Youth Services coupons printed and ready to give away more to follow from committed sponsors. Professional Development: Read for the purpose of recommending *Hang Gliding Training Manual by Dennis Pagen *El Coraje de Sarah Noble (Spanish edition) by Alice Dalgliesh *Unbroken by Laura Hillenbrand Watched for the purpose of recommending *Sarah s Key *The Hunger Games *The Kite Runner Staff Development: *Clare Mahoney joined us mid-march. She has been trained on TLC, knows library and BoMo practices and procedures, has all the tools she needs to do her job ( , building key, nametag on order), and is fitting in very well with the BoMo team. I feel confident that she is ready to take on busy stops without supervision. Clare even grasped collection transferring processes quickly very impressive. *Joined Clearview dept managers in interviewing candidates for the Manager of Outreach position. 2 candidates have been selected from the original 7. They will be interviewed in person on 4/9/2012. Technical Services March, 2012 Prepared by Shari Thompson Head of Technical Services The Technical Services Department continues to perform their behind-the-scene duties of keeping the library running, processing and organizing materials in all forms for community access. In order to better serve our community, Shari implemented the use of on order records for incoming popular items. These records will allow patrons to know if the library will be receiving a particular title and then place a hold on that title. Staff will now be able to perform better item copy management based on patron demand for an item. Acquisition became part of the Technical Services Department place under the direction of Shari Thompson.

8 Shari resolved all issues related to the Midwest ordering software. Shari also initiated and completed the set up of the long time coming music standing order account. Standing orders are an excellent way to insure that popular titles will be available in a timely manner for the community we serve. Shari with the assistance of Christina Hernandez completed the magazine subscription renewal for This project also involved collection evaluation, reorganizing, revising, and updating the related documents and procedures for dealing with magazine subscriptions. Youth Services: March, 2012 Story Times Number of Sessions Number of Attendees Babies & Books Wee Read Spanish Storytime 1 14 Books Before Bed 1 19 Crafty Tales Family Storytime 1 11 Total Groups Reading Bugs Book Club 2 18 Tween Book Club 2 22 WHS Bookaholics 2 7 Teen Creative Writing 4 23 Read & Write 1 6 Family Video Game Night 1 38 Lego Club 1 13 Total

9 Other Paws for Reading Homeschool Programs 1 24 American Girl Party 1 16 Zentangle Intergenerational 1 9 Read With Me 1 2 Medieval Night 1 21 Boy Scout Tour 2 13 Reach Out and Read Event 1 19 MST3K 1 4 Hunger Games Premier ABC After School Group 1 23 Girl Scout Tour 1 15 Hunger Games Raffle 1 31 Find the Leprechaun Game 1 26 Tozer Kidz Expo 1 24 Total Child Young Adult TOTAL PROGRAMMING Highlights Youth Services program attendees were up 239% over Young Adult attendees were up 1267% over Storytime attendees were up 149% over 2011.

10 Storytime themes: Me From My Nose to My Toes, The Letters I-K, St. Patrick s Day, Green, Cats and Dogs, and Shapes. Deb hosted an Hour School Booktalk. Deb prepared new publicity materials to actively recruit more volunteers. Heather, Andrea, and Hillary began a department-wide weeding project starting with the following collections: children s picture books fiction, easy readers fiction and nonfiction, and juvenile fiction. Hillary and Andrea finalized the Early Literacy Initiative. Youth staff attended 4 webinars this month. Four YS staff attended the Colorado Teen Literature Conference. Hillary attended the CLiC Technology Workshop with Carson Block. Heather began the online courses: Teen Services Fundamentals and Fundamentals of Collection Development as part of the LSSC Program. Deb attended a Storytelling/Language Development/ Puppetry training workshop. 22 volunteers contributed 68 hours of time. Displays Children s Happy Birthday Dr. Seuss!, A Shelf Full of Seuss, Fairy Tales, Chickens Juvenile Famous Women in History, Books that Make You Laugh / Books that Make You Cry, Books Set in Ireland, Staff Picks Young Adult Hunger Games, Read the Book and See the Movie Other Zentangle, Medieval Times, Felt Seasons, Touchy Feely Box (sensory) Erica Rose OVERVIEW: Special Projects Coordinator: March 2012 Not much to tell this month as it was the first official month of the position and I was out of town for most of the month. I did participate in a couple of very productive meetings with the director which established some parameters for the position. The Adult Programming committee met and discussed activities for National Library Week and a Fracking program for April. Additionally, organization for the April event Sand Between the Toes continued and some general work and conversation with folks from the schools took place.

11 MINUTES OF THE MEETING OF MARCH 27, 2012 IN ATTENDANCE: President David Vance; VP Kelley Hall, Treasurer Scott Wildman, Trustee Bev Menke, Trustee Joann Perko City of Windsor Liaison Matthew O Neill Weld County RE4 School District Liaison Tempy Bowman Director Ann Kling Legal Counsel Jo Anne Hagen, Esq. CALL TO ORDER: PUBLIC INPUT: REVIEW OF AGENDA: DIRECTOR S REPORT President Vance called the meeting to order at 5:30 P.M. Carol Heinkel reported on Library Programs she attended. Francie Henderson commented on proposed Bylaw changes. Accepted as presented Accepted as presented Monthly Statistics Accepted as presented TREASURER S REPORT Treasurer Wildman presented the Treasurer s Report. COMMUNICATIONS Website CGI Library Promotional Video is now on the Library Website and the Town OLD BUSINESS Update on Art Show Director Kling reported on the art show opening; closing reception Potluck is on April 10 at 6:00 pm Interlibrary Loan Procedures Director Kling reported on the Interlibrary loan self-directed program. She suggested that the Board increase the number of patron-initiated requests from 5 to 7. Move Hall, second Perko to increase the patron initiated requests from 5 to 7 commensurate with State recommendation. Unanimous. Location of Drop Boxes Director Kling reported on the progress of site selection; possible sites are King Soopers, Severance, Downtown Windsor site with the DDA. Strategic Planning Director Kling reported on the progress of the Strategic Planning Committee member selection. Staff and Board Meeting on April 12 at 8:30 A.M. at Library. Committee meeting on April 13 (President Vance will attend) and results reported to the Board thereafter. Signatures for Bank Accounts Director Kling presented signature documents for Board.

12 NEW BUSINESS Request to Hire Claire Mahoney as Outreach Assistant. Move Hall, second Wildman to approve the hire. Unanimous. Annual Report Library filed the Annual Report with the State. A pamphlet version was prepared for the public. Discussion was held on the standard for statistics and agreed that the State recommendation to use a three-year moving average for card holders. Move Perko, second Wildman to permit Personnel Committee to approve hiring of the Outreach Director prior to the April meeting. CONSENT AGENDA Unanimous. UPCOMING AGENDA APPROVAL OF MINUTES Move Menke, second Wildman to accept the financials as presented. First Reading of Personnel Committee s duties and appointment as a standing committee; modification to Bylaws. Annual review of Bylaws. Review summer Sunday opening. Strategic Planning Update Art show wrap up report Constant Contact report Move Menke, second Perko to approve the minutes. Unanimous. ADJOURN, Next Meeting Apr. 24th, 2012 Move Vance, second Wildman to adjourn. Unanimous. Jo Anne Hagen. Esq. Secretary to the Board

13 K$ Clearview Library Fund Balances March 31, 2012 Bank and Fund Statements Balance Sheet Interest, Purch, February Redemp, Checks March March Operating First National Bank -General 0.00% $12,241 ($45) $12,196 $12,196 Bank of Colorado 0.00% $40,349 ($10,138) $30,211 $24,514 Colo Trust Prime % $445,780 $309,407 $755,187 $755,187 $498,370 $299,224 $797,594 $791,897 Debt Service Colo Trust Prime % $0 $0 $0 $0 General Reserve Colorado East Bank CD 1.24% $230,660 $0 $230,660 $230,660 Colotrust General Fund % $551,318 $20 $551,339 $551,339 $781,978 $20 $781,999 $781,999 Capital Reserve Colo Trust Prime % $199,726 $6 $199,732 $199,732 Long-Term Building Farmers Bank Money Mkt 0.80% $228,083 $153 $228,236 $228,236 Colo Trust Prime % $334,303 $10 $334,313 $334,313 $562,387 $163 $562,549 $562,549 Total $2,042,460 $299,413 $2,341,874 $2,336,177 Weld County Tax Distribution for February deposited in March $81,140 Cash On Hand Act'12 Est'12 Act'11 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

14 Clearview Library District March 2012 Year-to-Date Results Revenue Current Month YTD Budget YTD as % of Budget General property tax $72,019 $536,446 $1,684, % Other revenue $2,741 $8,181 $20, % Specific ownership tax $10,233 $28,452 $100, % Grand Total $84,992 $573,080 $1,804, % Expenditures Salaries $67,811 $189,173 $946, % Related expenses $13,386 $42,644 $159, % Materials/periodicals $12,366 $39,366 $139, % Bookmobile costs $1,614 $3,522 $22, % Building costs $4,356 $24,570 $71, % Capital outlays $2,580 $2,985 $45, % County treasurer's fee $1,112 $8,078 $27, % Electronic Databases $0 ($1,342) $32, % Operating supplies $3,367 $9,178 $45, % Programming $1,435 $3,577 $17, % Public relations $658 $1,483 $20, % Software/tech support $12,818 $24,951 $88, % Other Expenses $3,448 $15,820 $144, % Grand Total $124,951 $364,005 $1,758, % Net Revenues & Expenditures ($39,959) $209,075 $46,079

15 March 2012 Year to Date vs. Current Month % vs. % of Actual Actual Goal % vs ' Goal Goal 1: Visibility and service Active card users 6,568 6,570 6,964 6% NA NA 2,050-46% 29% % of population 30.5% 30.0% 31.1% 9.2% Homepage visitors NA NA 140,000 NA 12,024 36,019 NA 26% Patrons served (1) 169, , ,782 6% % 50,096 23% 25% WSL 164, , ,913 3% % 44,366 20% 26% Bookmobile 0 12,714 13,477 6% % 4,475 86% 33% Outreach 4,975 9,595 14,393 50% % 1,255-5% 9% Goal 2: Satisfaction and service Program attendance 10,252 16,206 21,523 33% 1,598 88% 3,867 47% 18% % of population 47.7% 73.9% 96.2% 17.3% WSL 6,499 6,611 7,130 8% 1, % 2,612 99% 37% WSL Adult 1, % % % 45% WSL YA % % % 49% WSL Child 4,606 5,001 5,251 5% % 1, % 33% Outreach 3,741 9,595 14,393 50% % 1,255-5% 9% Computer users Users NA NA 5,000 NA 412 NA 1,133 NA 23% User Sessions NA NA 19,000 NA 1,599 NA 4,407 NA 23% Goal 3: Circulation and data base Physical circulation 215, , ,641 3% % 64,874 25% 28% Phys circ per card user WSL 215, , ,804 3% 20,526 18% 59,063 24% 27% WSL Adult 104, , ,282 3% % 29,111 20% 27% WSL Children 110, , ,522 3% % 29,952 28% 28% Bookmobile ,828 17,838 6% % 5,477 42% 31% Active virtual borrowers 774 1,307 1,534 17% % 1, % 67% % of active card users 11.8% 19.9% 22.0% 50.4% Virtual circulation NA 3,774 4,944 31% % % 57% % of physical circulation NA 1.7% 2.1% 4% ` 4% Data base usage NA 7,841 8,939 14% % % 51% Goal 1: Increase visibility of the library and serve an increasing percentage of the population Goal 2: Retain and improve a high level of user satisfaction with an emphasis on customer service Goal 3: Achieve higher circulation with an increasing virtual share, and increase data base usage