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

 Kuhn Library

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): 27,000

Registered users: 14,924
Holdings: 136,300
Total Circulation: 704,149
Circulation per capita: 9.2
Library Visits: 111,872
Visits per capita: 5.6
Reference transactions: 29,336
Electronic visits: 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. One Book, One Town: A book club.

b. GED and Adult Basic Education (ABE).
c. English as a Second Language (ESL) .
d. Computer Literacy Education: Introduction to Computers,
Keyboard Typing Skills, Internet and Email, Microsoft Office.
e. Immigration and Citizenship.
f. Job Readiness Program: A series of workshops on resume
building, online applications, job-coaching, and
entrepreneurship.

CHILDREN / TEENS:

a. After-School Program: Homework assistance, computer literacy,

library skills, and other educational and entertainment activities.
b. Summer Reading Program.
c. Teen Author Series.

STAFF:

Currently, there are 8 full-time and 3 part-time employees at Kuhn Library:

  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.

ENVIRONMENTAL SCAN:

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: 1,070

Elementary/Middle School (Grades 1-8): 5,350
High School: 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)

II. 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 after-
school 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 user-
friendly, 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.
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.

§ The increase in foreign-born residents

may be a motivator for more bilingual
programs and services.

STRATEGIC PLAN:

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 history-
oriented 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.

Library Manager $55,000

Children’s’ Librarian $44,000
Part Time Intern (10 hours a week 18 weeks) $2,000
Young Adult Librarian $44,000
After School Leader [assumes part time =25hrs/week] (17,900 x 2 leaders) $35,800
Reference Librarian $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
 Office and Technical Service $16,000
Miscellaneous (advertising, staff travel and meetings, memberships) $8,000
Communication (Postage and Telephones) $7,500
Emergency Fund/Building Maintenance $30,079
(If not used by certain point in FY consult collection policy)
Juvenile Programs (Children’s and YA) $14,000
Adult Programs $8,000

Total Budget $1,193,301

STAFFING PLAN:

Department Role Requirements

Administrative Library Manager MLIS Required

MLIS Strongly
Children’s Librarian
Children’s Preferred
Collection
1 (P/T) Intern

Young Adult Librarian

MLIS Strongly
Young Adult Preferred
Collection
2 After School Leaders

1 Reference Librarian
MLIS Required
Adult
Collection
3 Adult Assistant
Librarians

Support 1 Security Guard/Janitor

2 GED/ABE Instructors
Instructional
Services
1 ESL Instructor

Additional Support: 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 Task Staff responsible

Interest has already been expressed by the
11/2008
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.
Library Manager,
11/2008 - 12/2008 Funding research and grant writing
Teen Librarian
Creation of specific, career-oriented library-
12/2008 instruction session, and worksheet activity, Teen Librarian
for the program.
12/2008 Submit grant to foundation office Library Manager
Library Manager,
01/2009 Set dates.
Teen Librarian
Order promotional items that are not in-
01/01/2009 house. Arrange guest speakers for each Teen Librarian
date. Mock up advertising materials.
by 01/07/2009 -
approximately six Finalize advertising materials and order
Library Manager
weeks before from print shop
advertising distribution

by 02/20/2009 - Send student library card applications and

approximately six instructions to each teacher. Receive and Teen Librarian
weeks before first distribute advertising materials.
session
Teen Librarian,
04/01/2009 - after school
One session a week for six weeks.
05/15/2009 leaders, and / or
volunteers
 Collect student library card applications
Two weeks before
from the school. Begin processing Teen Librarian
each session
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.
Set up meeting room for presentation, make
One day before each Teen Librarian,
sure all student library cards, hand-outs,
session 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.