These are the estimated resources needed to perform the tasks involved in delivering each of the ranked services. Staff resources are measured in person-hours per week.
All of the tasks discussed here depend on an underlying library administration to maintain the necessary financial and legal functions that allow the Library to exist. The Ohio Revised Code defines this administration as at least the Library Board, the Director, and the Clerk-Treasurer. This Library currently also has a Deputy Director, a Children's Services Supervisor, and Branch Managers assisting with administration tasks.
Since it is the intention of the Board to continue to provide library services through seven library buildings, it should be noted first that provisions must be made for maintaining all of those physical facilities in good condition. This is a task that is contracted out to local businesses in cases of major repair, and even minor custodial duties have been contracted out in the past. Currently the Library employs two full-time maintenance and custodial employees (70 hours per week) who handle all building maintenance with the exception of some minor landscaping, snow removal, and extensive repairs requiring special skills.
Resources needed are staff, computers, specialized software, office supplies, and vehicles.
Circulation desk staff is arguably the Library's most important resource. It is also the most expensive cost point in the Library's budget, and continues to grow faster than the rest of the budget, due primarily to large annual increases in health insurance costs. If the Library is going to continue to provide approximately the same amount of circulation service within a shrinking budget, the staffing of the circulation desk (and everywhere else in the Library) will need to become more efficient.
The existing inefficiency in circulation staffing is limited to the three largest branches (Nelsonville, Athens, and The Plains) and practically impossible to improve so long as we continue with our current staffing pattern. This is because our hours of operation dictate that we staff with two 8-hour shifts which overlap in the middle of the day. In all three libraries, we staff enough people to open the library, enough people to close the library (10-12 hours later), and therefore have more people than we need during the middle of the day.
To use the Nelsonville Library as an example, we should have three people staffing the circulation service: one to work the circulation desk, one to work the information desk, and one to perform miscellaneous tasks and be available to backup the other two workers. Since the library is open 61 hours a week, we should be able to staff circulation services with 183 person hours per week. Because of the necessity to overlap shifts in the middle of the day, however, we currently schedule about 203 person hours per week. If we could recoup those 20 hours per week (or possibly more in the case of Athens and The Plains), we could theoretically provide circulation service with two fewer staff members than we currently have. This would allow the Library to absorb future reductions in staffing levels that will inevitably happen due to normal attrition.
In other to do this, however, the Library would need to revise the current practice of scheduling full-time, salaried staff to work 7 hours per day (8 hours actually, but lunch is not paid), 5 days per week, with a few hourly staff who work as needed. It might be possible, for example to staff the libraries the way some hospitals schedule nurses, with some people working 12 hours per day, 3 days per week.
Another possibility might be to offer all employees health insurance benefits, with those working 35 hours per week having 100% of their premium paid by the Library (as is the current policy), and those working fewer hours having a pro-rated percentage of their premium paid by the Library; in this case, enough staff may be interested in working part-time to be able to staff more efficiently.
In fact, any efficient staffing pattern depends on increasing the use of part-time employees on the circulation desk, either by paying all employees (except employees under contract to the Board) on a hourly basis instead of a salary basis, or by establishing part-time salaries for fixed part-time work schedules. This makes both of the examples cited in the paragraph above possible, and would give the Library maximum flexibility for exploring these and other staffing schedules.
Circulating materials also requires moving materials from library to library, both within the Athens County system and outside the system. Moving materials within the system does not require additional circulation desk staff time, but does require extra time for the people doing the delivery. Moving materials outside the system ("resource sharing") can require significant time away from the circulation desk, because it entails additional record keeping and processing of requests and returns.
Resources Needed:
Nelsonville and Athens branches need three people assigned to circulation desk duties whenever the library is open, with one person arriving 30 minutes before the buildings open (currently 61 hours per week in Nelsonville, 65 hours per week in Athens, plus 3 hours per week to prepare each building for opening, meaning 186 staff hours per week in Nelsonville and 198 staff hours per week in Athens). Athens Library also currently needs 17 staff hours per week to process resource sharing requests, and Nelsonville Library needs 12 staff hours per week. Athens Library also requires about 100 staff hours per week for re-shelving materials (some currently done by volunteers).
The Plains needs two people assigned to circulation duties whenever the library is open (currently 56 hours per week, meaning 112 staff hours per week). This library also currently needs 7 staff hours per week to process resource sharing requests.
All other branches need one person assigned to circulation duties whenever the library is open (currently 54 staff hours per week in Glouster and Albany, 41 staff hours per week in Coolville and Chauncey). Glouster and Albany Libraries each also currently need an additional 7 staff hours per week, and Coolville Library needs about 5 staff hours per week, to process resource sharing requests.
Total staff hours needed for circulation desk duties system-wide: 686
Total staff hours needed for resource sharing system-wide: 55
Total staff hours needed for re-shelving materials in Athens: 100
Delivery of materials within the Athens County system requires 14 staff hours per week, plus about 5 staff hours per week sorting materials.
Desired staff attributes (circulation desk and resource sharing): These attributes, among others, are generally desired, but consideration would also be given to other characteristics of an individual.
Education equivalent to a four-year college degree
Ability to use a computer
Ability to stand for extended periods (may be with aid of assistive technology)
Ability to lift twenty (20) pounds (may be with aid of assistive technology)
Sufficient mobility to accompany patrons to the bookshelves (may be with aid of assistive technology)
Sufficient mobility to shelve books (may be with aid of assistive technology)
Refer also to the "Circulation Services" section of the Ohio Public Library Core Competencies, http://www.olc.org/pdf/core.pdf
Desired staff attributes (delivery): These attributes, among others, are generally desired, but consideration would also be given to other characteristics of an individual.
Valid drivers license
Ability to lift fifty (50) pounds (may be with aid of assistive technology)
Action:
The Library should explore the possibilities of either converting all non-exempt staff to hourly pay instead of salary, with benefits provided on a pro-rated basis, or establishing part-time salaries and benefits for employees working a fixed part-time schedule.
The current computers used by staff are for the most part very old and are beginning to break down. Each library, except for Chauncey, should have at least two staff computers (Chauncey needs only one) that are less than five years old and have sufficient hardware capabilities to allow staff to access the Library web pages quickly. Wherever possible, these computers should be unobtrusive and not create a barrier between the librarians and the patrons. Notebook computers are currently a good choice, because of their small profile, but are not the only option and may be too expensive and difficult to maintain in some applications.
Resources Needed:
Two computers devoted to circulation duties in Nelsonville and Athens
One computer devoted to circulation duties in all other branches
Total for the system: Nine (9) computers devoted to circulation duties
Action:
The Library will budget sufficient funds to make sure that the necessary number of staff computers are less than five years old on July 1 of any given year during the duration of this three-year plan.
Managing the transactions and records involved in circulating library materials requires specialized software, generally called an Integrated Library System (ILS). Such systems keep track of patron information, the current status of all library materials, any fees owed to the Library, and patron reservations on library materials.
Resources Needed:
Software to manage all circulation records ("ILS"). The Library currently uses the Koha open source ILS.
Action:
Continue to expand and improve the open source software tools used for managing circulation records.
Staff cannot do a good job if they do not have good supplies. While the Library's budget may be tight during some years, the current practice of shopping for bargains and making prudent purchases is the most that should be done to contain supply costs -- staff should never be expected to provide their own supplies.
Resources Needed:
As requested by staff, subject to approval of the Director or Deputy Director
Action:
Maintain current purchasing habits.
The Library should plan to maintain at least one vehicle for deliveries between branches. If this vehicle is not available to delivery staff for some reason, then the Library will pay the staff the current IRS reimbursement rate for mileage on their personal vehicle. The Library is also responsible for maintaining the Library's vehicle(s) in good mechanical condition.
Resources Needed:
At least one vehicle in good mechanical condition.
Action:
Maintain one vehicle in good mechanical condition and budget for replacement as necessary.
Resources needed are staff, computers, and processing supplies.
This service currently involves the Deputy Director in selecting titles and building order lists (about 15 hours per week), the Childrens Services Supervisor in selecting titles and building order lists (about 3 hours per week), the Director in editing order lists, editing suggestion lists, replacing lost copies, and placing orders (about 3 hours per week), several other staff who occasionally contribute to order lists (ideally spending fewer than 4 total staff hours per week), staff to receive items and prepare them for circulation (about 50 staff hours per week), and one volunteer preparing order lists (about 1 hour per week).
Note that some time could be saved by using standing order lists for popular authors, by implementing more efficient (automated) suggestion lists, and by purchasing books partially prepared for circulation. These measures could save as much as half of the total 75 staff hours devoted to this service per week, but would of course cost money.
Resources needed:
Several staff, working part-time, who are qualified to select materials for the Library
Several staff working part-time to prepare materials for library use
Total staff hours needed: 75 per week
Desired staff attributes (selectors): These attributes, among others, are generally desired, but consideration would also be given to other characteristics of an individual.
Knowledge of materials available
Knowledge of the types of materials desired by patrons
Ability to use a computer for building orders, checking current holdings, etc.
Refer also to the "Selection" section of the Ohio Public Library Core Competencies, http://www.olc.org/pdf/core.pdf
Desired staff attributes (preparers): These attributes, among others, are generally desired, but consideration would also be given to other characteristics of an individual.
Ability to work neatly and dexterously
Ability to use a computer checking reserves, orders, etc.
Refer also to the relevant "Materials Processing" portions of the "Technical Services" section of the Ohio Public Library Core Competencies, http://www.olc.org/pdf/core.pdf
Action:
Maintain sufficient staff to purchase library materials
Maintain sufficient staff to prepare materials for library use
Investigate the feasibility of increasing the Library's use of standing orders for popular materials
Building order lists, managing suggestions, placing orders and receiving materials all involve use of computers. None of these computers, however, is dedicated solely to any of these tasks. All staff involved in this service use computers that are also used for several other purposes as well.
Resources Needed:
Computers available for (but not dedicated to) building order lists, managing suggestions, placing orders and receiving materials.
Action:
As with the circulation computers, the Library will budget sufficient funds to make sure that computers that are less than five years old on July 1 of any given year are available for purchasing library materials during the duration of this three-year plan.
Supplies needed for preparing items for circulation include book covers, book tape, audio-visual cases of various configurations, barcodes, and spine labels.
Resources Needed:
As requested by staff, subject to approval of the Director or Deputy Director
Action:
Investigate what savings might be achieved by purchasing items partially prepared for circulation; otherwise maintain current purchasing habits.
Resources needed are skilled staff, computers, telecommunications equipment, and specialized software.
This service requires people with special skills.
The staff that creates the catalog records must be familiar with the use of MARC 21 formats for bibliographic records, which is a specialized skill requiring specialized computer software. The time needed to create these records will vary according to the amount of material that has been purchased, but currently requires about 80 staff hours per week.
The computer systems administrator must maintain the computer network and software that runs the cataloging software, loads the catalog records into a specialized database, and distributes the data to computers inside and outside the Library buildings using Internet web protocols. This task requires about 35 hours per week.
The webmaster is responsible for creating the web pages that will display the catalog information to the catalog user. In this Library, that task is more involved than in other libraries since we use open source catalog software, which enables the webmaster to make extensive changes in the catalog web pages. This task requires about 5 hours per week.
Resources needed:
Two to three trained catalogers, working wherever is most efficient within the Library infrastructure (currently at Nelsonville Library)
One skilled computer systems administrator with knowledge of computer networking software and all issues attendant on computer networking (such as security issues)
One skilled webmaster working a few hours each week on developing and maintaining a Library website that displays the library catalog effectively
Total staff hours needed: 120 per week
Desired staff attributes (catalogers): These attributes, among others, are generally desired, but consideration would also be given to other characteristics of an individual.
Knowledge of MARC format and MARC cataloging tools
Ability to classify materials accurately and logically
Refer also to the relevant "Cataloging" portions of the "Technical Services" section of the Ohio Public Library Core Competencies, http://www.olc.org/pdf/core.pdf
Desired staff attributes (systems administrator): These attributes, among others, are generally desired, but consideration would also be given to other characteristics of an individual.
Extensive knowledge of computer network management
Skills needed to maintain computer servers
Desired staff attributes (webmaster): These attributes, among others, are generally desired, but consideration would also be given to other characteristics of an individual.
Extensive knowledge of HTML document encoding
Basic knowledge of computer programming and web servers, in order to interact efficiently with the systems administrator
Much of this activity could be "out-sourced" and done by outside contractors. Basic MARC records are often available for a nominal fee from vendors when items are purchased. Systems administration and webmaster duties could also be performed by businesses contracted to perform these tasks for the Library.
Action:
Investigate what savings the Library might realize by out-sourcing some or all of these tasks.
The current computers used for Online Public Access Catalogs (OPACs) are for the most part very old and are beginning to break down. Each library should have at least one OPAC computer that is less than five years old and has sufficient hardware capabilities to allow patrons to access the Library catalog quickly. Note that this computer does not necessarily need to be dedicated to OPAC use only; it could be used for Internet access also, so long as provisions are made to enable immediate access whenever it is needed as an OPAC.
Resources Needed:
Two computers devoted to OPAC duties in Athens
One computer available for OPAC duties in all other branches
Total for the system: Eight (8) computers available for OPAC duties
Action:
The Library will budget sufficient funds to make sure that the necessary number of OPAC computers are less than five years old on July 1 of any given year during the duration of this three-year plan.
In order to deliver the catalog to computers inside and outside the library buildings, some Internet connection equipment is required. This is the equipment maintained and managed by the systems administrator.
Resources Needed:
A database server
A web server
A router in each library building
Ethernet switching equipment in larger buildings
Action:
The Library will budget sufficient funds to make sure that the necessary telecommunications equipment, as advised by the systems administrator, is less than five years old on July 1 of any given year during the duration of this three-year plan. The lifespan of the switching equipment may be extended beyond 5 years.
Creating, maintaining, and delivering an accessible catalog requires some specialized software
Resources Needed:
Software to gather, create, and modify MARC records ("cataloging utilities"). The Library currently uses two inexpensive commercial programs, but is in the process of working with an Ohio University computer software class to develop an open source utility that would replace these commercial programs.
Software to deliver the catalog ("OPAC software"). The Library currently uses several open source programs to accomplish this, all of them united under the Koha application.
Action:
Continue to expand and improve the open source software tools used for maintaining an accessible catalog.
Resources needed are staff, computers, photocopiers, telecommunications equipment, and office supplies.
This service currently involves nearly all staff, in one capacity or another. Basically, the service consists of answering questions appropriately. Those questions, however, may be simple or complex, may come by telephone, e-mail or in person, or may involve information delivered electronically without directly involving any staff at all. This service often takes the form of assisting students with homework assignments.
Resources needed:
Staff who are skilled in the use of all Library information resources
Staff who are skilled in verbal communication
Staff who are able to communicate effectively through e-mail
Total staff hours needed: 44 per week system-wide, subdivided as follows:
12 hours per week in Athens
10 hours per week in Nelsonville
7 hours per week in The Plains
6 hours per week in Glouster
4 hours per week in Coolville
3 hours per week in Albany
1 hour per week in Chauncey
1 hour per week on the Bookmobile
Desired staff attributes: These attributes, among others, are generally desired, but consideration would also be given to other characteristics of an individual.
Ability to effectively use printed reference materials
Ability to effectively use electronic databases
Ability to communicate effectively
Good interpersonal skills
Refer also to the relevant "Adult Services Librarian" section of the Ohio Public Library Core Competencies, http://www.olc.org/pdf/core.pdf
Action:
Care should be taken that all staff (except service workers) are well-trained in current information resources and effective communication skills.
Since digital information resources are often more current and plentiful than print resources, computers should be available to staff for the purpose of finding answers to patron questions
Resources Needed:
Generally, there should be at least one computer available for reference work for every three staff currently working in a branch, and each of these computers should not be dedicated to circulation tasks or public use.
Action:
The Library will budget sufficient funds to make sure that the necessary number of reference computers are less than five years old on July 1 of any given year during the duration of this three-year plan.
When print resources are used to answer patron questions, it is quite often desirable to make photocopies of the appropriate material; in the case of materials cataloged as "Reference" works, this is the only way the patron can take the information from the library building.
Resources Needed:
At least one functioning photocopier per building, preferably two in Athens and Nelsonville.
The photocopiers needed for library purposes are ideally very simple, dedicated photocopy machines. This goes against the industry trend toward complex "multi-function" devices aimed toward the small-business market.
Action:
The Library will budget sufficient funds to make sure that the necessary number of photocopiers are available and functioning in every building.
There are two types of telecommunications equipment needed: voice telephones; and Internet connection equipment. The Internet connection equipment needed is the same as the equipment needed to maintain an accessible library catalog.
Resources Needed:
A telephone network in Athens and Nelsonville. The Library might use a computer-based open source system such as Asterisk for these networks.
Standard voice telephones in all other buildings
Internet connection equipment as listed in section 4.3.3
Action:
Existing telephone equipment is now very old, and recent advances in telephony have introduced features which would be very useful to the Library. The Library should investigate replacing the old library telephone networks in Athens and Nelsonville at least.
Staff cannot do a good job if they do not have good supplies. While the Library's budget may be tight during some years, the current practice of shopping for bargains and making prudent purchases is the most that should be done to contain supply costs -- staff should never be expected to provide their own supplies.
Resources Needed:
As requested by staff, subject to approval of the Director or Deputy Director
Action:
Maintain current purchasing habits.
Resources needed are trained staff, programming supplies and occasional professional performers.
Not everybody can be a good children's librarian. It takes someone with the right personality, who then receives the right training. Some of the Library's children's staff have Masters of Library Science degrees with a speciality in children's services and children's literature. Others on the staff have been trained by the Children's Services Supervisor. Children's librarians meet regularly to discuss issues and share ideas and training.
Resources needed:
Staff with an aptitude for working with children
Staff who are trained in children's programming
Total staff hours needed: 32 per week system-wide, divided as follows:
8 hours per week in Athens
5 hours per week in Nelsonville
9 hours per week in The Plains
4 hours per week in Coolville
3 hours per week in Albany
2 hours per week in Glouster
1 hour per week on the Bookmobile
Desired staff attributes: These attributes, among others, are generally desired, but consideration would also be given to other characteristics of an individual.
Ability to interact well with children and caregivers
Ability to design creative and interesting children's programs
Ability to assist children and caregivers in selecting appropriate reading and reference materials
Refer also to the relevant "Children's & Youth Services" section of the Ohio Public Library Core Competencies, http://www.olc.org/pdf/core.pdf
Action:
Development of children's staff should continue and be supported. Of all the Library staff, children's librarians derive the most benefit from workshops and seminars outside the Library, and the Library should try to send each children's librarian to at least two high-quality workshops each year.
Children's programming requires a special set of supplies, from relatively expensive items, like children's furniture and puppets, to the relatively inexpensive, like colored paper.
Resources Needed:
Children's books
Children's furniture
Puppets
Craft supplies
Other supplies as requested by children's librarians
Action:
The Library should work with children's librarians to make wise purchases of programming supplies, especially in regards to supplies for the summer reading program (Book Camp)
During the summer reading program, children's librarians need some assistance with especially intense children's programming; on these occasions it is desirable to hire professional children's performers. Children's librarians should recommend these performers, working within the budget established by the Library administration.
Resources Needed:
Professional performers as requested by children's librarians
Promotional supplies for such programs
Action:
The Library should work with children's librarians to select and contract with professional performers for the summer reading program (Book Camp), always being mindful of the budget for such performers.
Resources needed are staff, meeting room furnishings, and presentation equipment.
Staff involvement with this service is limited to taking reservations for the meeting rooms and moving furniture to accommodate the needs of meeting room users. Taking reservations is usually done as part of normal circulation desk duties, so the only significant additional impact on staffing is moving furniture.
Resources needed:
At least one person per meeting room who is able to move and lift meeting room tables (generally less than 50 pounds) and chairs
Total staff hours needed: probably less than 15 hours per week, system-wide
Action:
No changes needed
Meeting room tables and chairs get a lot of use and abuse and need to be replaced from time to time. Bargain prices are available on these items, but generally such bargain furniture is not sturdy enough to last very long in a library environment
Resources Needed:
Sufficient tables and chairs to accommodate the rated number of meeting room occupants in each building
Action:
The Library should plan to replace almost all of its aging meeting room furnishings during the course of the next three years.
The Library provides some basic presentation equipment to meeting room users, particularly projection screens and overhead projectors. Not every branch owns such equipment, but we have found that sharing the equipment we have between branches works well. Some more specialized equipment may be available, such as podiums, LCD projector panels, and slide projectors, but the Library has not felt compelled to insure that such equipment will always be available to groups. Groups needing more than basic equipment are encouraged to bring their own.
Resources Needed:
3 projection screens (system-wide)
2 overhead projectors (system-wide)
Action:
Maintain the needed basic equipment in good working order.
Resources needed are staff, computers, and office supplies.
While public access computers might seem like they should take little staff time, in fact they require considerable staff involvement. Signing people up to use a computer is not difficult, but enforcing policies on who may use computers and for how long can be stressful. In addition, many computer users turn to library staff for assistance with the computers, which can place great demands on staff time and skills. Library staff are also often called upon to make basic computer repairs.
Resources needed:
Circulation desk staff time sufficient to enforce policies, assist users, and make basic repairs
Total staff hours needed: 75 per week, system-wide. This is calculated by estimating that each computer user requires an average of about 3 minutes of staff time (some more, some less), so approximate staff time required in each branch would be:
Nelsonville: 23 hours per week
Athens: 16 hours per week
The Plains: 12 hours per week
Glouster: 6 hours per week
Coolville: 4.5 hours per week
Albany: 4.5 hours per week
Chauncey: 3 hours per week
To this number is added an estimate of staff time spent on computers repairs.
Desired staff attributes: These attributes, among others, are generally desired, but consideration would also be given to other characteristics of an individual.
Must be familiar with Library policies governing public computer use
Must have basic knowledge of computer hardware
Refer also to the relevant "Core Technology Competencies for all Staff" section of the Ohio Public Library Core Competencies, http://www.olc.org/pdf/core.pdf
Action:
Good staff training is vital to the Library's ability to perform this service. A variety of training methods should be explored that allow staff to increase skills while on the job.
The Library current provides almost 50 public use computers throughout the system. While this number is adequate in most libraries, the Chauncey branch could use fewer computers (two instead of four), and the Athens branch could use four more computers, if space allows. All of the current computers are at least five years old and should be replaced.
Resources Needed:
Generally, there should be at least one public computer available for every 100 computer users each month in each branch
Action:
The Library will budget sufficient funds to make sure that the necessary number of public use computers are less than five years old on July 1 of any given year during the duration of this three-year plan.
The basic office supplies needed for the circulation desk should suffice for this service.
Resources needed are staff, vehicles, motor fuel and maintenance.
This service currently involves a limited group of staff on a regular basis, and several more staff on a irregular basis. The regular staff include the Bookmobile driver, the "jail visits" librarian, and the home visits librarian. The irregular staff include those delivering kits to Head Starts, one librarian managing the Talking Books program, and branch staff visiting a few local homebound patrons.
Resources needed:
Bookmobile driver with valid driver license (no CDL required)
Other librarians with valid driver licenses
Total staff hours needed: 49 per week. This breaks down as follows:
Bookmobile: 21 hours per week
Jail visits: 12 hours per week
Home visits: 14 hours per week
Talking Books: 2 hours per week
Desired staff attributes: These attributes, among others, are generally desired, but consideration would also be given to other characteristics of an individual.
"Clean" driving record
Thorough knowledge of the Library's collections and policies
Ability to lift 10 lbs. continuously, 20 lbs. frequently, above 20 lbs. periodically
Ability to provide "readers advisory" services to outreach patrons
Refer also to the relevant "Outreach Librarian" section of the Ohio Public Library Core Competencies, http://www.olc.org/pdf/core.pdf
Action:
This is a service area which could be cut back, if necessary. For example, jails have their own libraries by law and technically do not need our service, though in reality jail libraries are very poorly managed. If staff time is short, the Library should look closely at those services in this area which could be handled by other agencies.
Outreach librarians should be carefully selected, since they must enforce all Library policies and procedures without recourse to assistance from other staff or a computer; they must be able to function as "one-person" libraries unconnected to the other libraries.
Bookmobile service requires a Bookmobile, of course; other visits require the use of a passenger vehicle, either staff-owned or library-owned. The Library currently owns one van that is used for home visits.
Resources Needed:
Bookmobile in good mechanical condition
Other vehicles, either Library-owned or staff-owned
Action:
The Bookmobile is old, but only in need of routine maintenance; because it has a diesel engine, our mechanic expects it to be dependable for several more years.
The Library van should last for another year or two. When the van is not available, the Library currently reimburses the home visits librarian for mileage (at the IRS rate); the Library may want to investigate the finances of doing this on a regular basis if the van becomes undependable.
This area includes reimbursements to staff for mileage on their own vehicles when used for Library services, as well as gasoline, diesel fuel, and maintenance.
Resources Needed:
Sufficient funds to purchase motor fuel, maintenance, and mileage reimbursements
Action:
The Library should continue to closely monitor fuel costs and the IRS mileage rate and adjust the budget accordingly.
Resources needed are staff, outside presenters, and office supplies. Informational programs are currently presented in every branch except Chauncey, where there is no meeting room, and occasionally in other locations outside the library buildings.
Staff activity related to this service usually involves finding outside presenters and arranging programs. In rare cases, staff may actually present a program themselves.
Resources needed:
Staff who are aware of topics of interest to the community, and presenters who can address those topics
Total staff hours needed: 18 per week, system-wide
Desired staff attributes: These attributes, among others, are generally desired, but consideration would also be given to other characteristics of an individual.
Community involvement
Knowledge of possible program topics and presenters
Refer also to the relevant "Customer Service" portion of the "Adult Services Librarian" section of the Ohio Public Library Core Competencies, http://www.olc.org/pdf/core.pdf
Action:
Continue to encourage staff to be alert for possible program topics and presenters.
Informational programs require presenters who are knowledgeable in the subject of the program and are also good public speakers. The Library currently budgets $35 per month per library for honorariums for such presenters, except for Chauncey (inadequate space for programs) and Athens (funded by the Friends of the Athens Public Library).
Resources Needed:
Interesting presenters from the community
Funds for honorariums for the presenters
Action:
The Library should continue to select and make arrangements with outside presenters for informational programs, always being mindful of the budget for such presenters.
Minimal supplies are needed, mostly for promotional activities
Resources Needed:
Poster materials and printers for producing promotional posters
Action:
Continue to buy poster materials, and maintain one functional color printer in each branch.
Resources needed are staff and specialized research materials.
The Library receives many requests for genealogy research assistance, by mail, in person, and by e-mail. These requests are all currently forwarded to one librarian at the Nelsonville Library building, who also oversees the Local History room at that location.
Resources needed:
One librarian skilled in genealogy research
Total staff hours needed: 18 per week
Desired staff attributes: These attributes, among others, are generally desired, but consideration would also be given to other characteristics of an individual.
Strong interpersonal communication skills, including e-mail skills
Extensive knowledge of genealogy research materials
Refer also to the relevant "Reference" portion of the "Adult Services Librarian" section of the Ohio Public Library Core Competencies, http://www.olc.org/pdf/core.pdf
Action:
Continue to maintain sufficient staff to provide this popular service; however, the Library should also investigate the possibility of charging fees for this specialized service.
In addition to specialized books, the Library also offers specialized electronic databases for the use of genealogy researchers. These materials are often recommended by the librarian providing genealogy assistance.
Resources Needed:
Specialized books, often published by local historical societies
Materials related to local history, including photographs and maps
Electronic databases of genealogy materials
Action:
All of these materials are difficult to find and obtain, and electronic databases in particular can be very expensive. If budget restraints become a problem, the Library should investigate the possibility of charging fees for this specialized service, or perhaps pursue local grants and/or donations.
Resources needed are staff, photocopiers, and fax machines.
Staff involvement varies from branch to branch. The Library has one coin-operated copy machine In Athens, for example, and in general most copying in Athens is done without staff assistance. In some other branches, staff make almost all copies for the public. Fax service always involves the staff, since fax machines are not located in public areas.
Resources needed:
Sufficient staff at the circulation desk to offer assistance
Total staff hours needed: probably 10 per week, system-wide
Desired staff attributes: These attributes, among others, are generally desired, but consideration would also be given to other characteristics of an individual.
Ability to use copiers and fax machines
Ability to perform minor maintenance on copiers and fax machines
Action:
Staff should be encouraged to provide copier assistance if, and only if, the patron specifically requests help, since copier assistance removes them from more essential library services.
The Library seeks to provide photocopiers that are basic and easy to operate, but still sturdy enough to withstand high use volume. Such photocopiers are increasingly difficult to find in today's market. (See the additional remarks in section 4.4.3.)
Resources Needed:
At least one photocopier per building; two in Athens, Nelsonville and The Plains
Copy paper, toner, and other copy supplies as needed
Action:
The Library should maintain good photocopiers, but should be slow to replace old copiers; newer photocopiers often have less desirable features and characteristics than those manufactured in the past.
The Library needs fax machines to conduct Library business; these machines are also available to the public, through the Library staff.
Resources Needed:
One fax machine per building
Paper, toner, and other fax supplies as needed
Action:
Fax machines are becoming very inexpensive to purchase, and it is often in the Library's best interest to replace machines rather than repair them. Care should be taken, however, to insure than ongoing operating costs (particularly toner costs) are not excessive when purchasing an inexpensive machine.
Resources needed are skilled staff, a web page, and office supplies.
There are currently three staff who are who are heavily involved in this service: one to prepare and send information to media outlets; one to prepare brochures, posters, and other graphics; and one to maintain the Library's web page. Note that all staff who are in contact with the public also perform this service on an informal basis.
Resources needed:
Staff skilled in preparing materials for media outlets and working with those outlets to insure distribution of Library information
Staff skilled in preparing effective graphical presentations of Library information
Staff skilled in preparing effective Internet presentations of Library information
Total staff hours needed: about 50 per week, system-wide
Desired staff attributes: These attributes, among others, are generally desired, but consideration would also be given to other characteristics of an individual.
Excellent communication skills of all types (verbal, visual, written)
Specialized computer skills involving e-mail, web page design, and graphics software, etc.
Refer also to the separate job description for the Library webmaster.
Action:
The current staffing and task distribution seem to be very effective; the Library should seek to continue them.
Providing a Library web page to the public involves more than just a webmaster; it requires computer equipment and software, and maintenance of that equipment and software.
Resources Needed:
Web server
Web server software
Network administration
Action:
Currently, the Library is considering shifting from in-house network administration to an outside contractor. Regardless of whether the administration is in-house or out-sourced, the equipment should be owned by the Library and should be no more than five years old at any given time.
The supplies needed for this service are mostly standard office supplies, with the exception being a need for high-quality papers. Quantity printing is often sent to an outside contractor, rather than using Library supplies.
Resources Needed:
High quality papers
Supplies for printers (toner, etc.)
Action:
As in the past, the Library should carefully calculate costs involved in preparing Library brochures and information pieces; when a large quantity are needed, it is often more economical to hire a local printer or copy shop to do the preparation.
Currently the special services to children can be divided into: summer food service; and school visits.
Resources needed are staff and food service supplies.
This service is currently limited to the Summer Food Service Program, generally run over five to six weeks in the summer in conjunction with the Ohio Department of Education.
Resources needed:
Two staff in each branch that provides the program (Nelsonville, Glouster, Coolville and Chauncey) to handle the daily food distribution and clean-up at lunch time
One program administrator to handle paperwork and reporting requirements
Two staff to shampoo carpets after the program ends
Total staff hours needed: approximately 200 annually
Desired staff attributes: These attributes, among others, are generally desired, but consideration would also be given to other characteristics of an individual.
Ability to work with and discipline children
Good personal hygiene
Experience in filing complex reports and applications online (program administrator)
Action:
While some staff costs are reimbursed by ODE, these reimbursements do not cover our true staff costs. This is a very popular program, however, with both the public and the staff -- and with our legislators. The Library should continue to offer this program.
There are some supplies needed for this program that are not normal Library supplies.
Resources Needed:
Vinyl tablecloths (eating surfaces)
Large trash containers
Special record-keeping forms
Carpet shampooing equipment and supplies
Action:
Most of these items are kept from year to year. The Library only needs to replace supplies as they become worn out.
These visits include visits to and from school and pre-school classes. They require staff time.
Visits to schools and pre-schools are generally handled by the children's librarians. School visits to libraries are usually organized and hosted by a children's librarian, but involve all staff on duty.
Resources Needed:
Children's librarians (see desired attributes in section 4.5.1)
Other library staff with the ability to work with children
Total staff hours needed depends on the number of visits, but is generally 2 hours per visit to a school (one staff person) or 3-4 hours per class visit to a library (varying number of staff).
Action:
School visits are an excellent way to offer library services to children who might otherwise not visit a library; they should be continued, as staff time permits.
Resources needed are staff and office supplies.
Most of these services are suggested by staff and reflect an interest or skill on that part of that person. The Library then seizes upon this opportunity to do something new and different for our patrons and communities. By their very nature, these services are determined by the staff; the staffing is not determined by the service.
Resources needed:
Staff with a special skill or interest
Total staff hours needed: anywhere between 1 and 50 per week. This number will fluctuate widely, depending on seasonal services (e.g. at election time), and the number of services active at any given time
Desired staff attributes: These will be determined by the staff involved -- if they do not have the necessary attributes, and cannot convince the Library of the service's value, the service will not be offered.
Action:
The Library should continue to accept staff suggestions for these ancillary services. While tight budgeting may make the Library more selective in which of these services it offers, they have a hidden value in that they build strong community networks and give staff an outlet for their creativity.
Again, the nature of the service will determine what supplies are needed. While an art exhibition will require special art supplies, participation in civic groups generally requires no supplies.
Resources Needed:
Indeterminate
Action:
Supply needs cannot be anticipated in general, but will need to be considered individually for each service.