the portage district library board meeting - pdl.lib.mi.us · the portage district library board...

NOTICE of REGULAR MEETING

The Portage District Library Board Meeting

will be held on

February 24, 2014 at 6:00 p.m.

at the

Portage District Library

in the Lower Level Long Lake & Gourdneck Lake

Meeting Rooms

for the purpose of discussing library business.

PORTAGE DISTRICT LIBRARY BOARD MEETING February 24, 2014

Regular Meeting Lower Level Long Lake & Gourdneck Lake Meeting Rooms at 6:00 pm 300 Library Lane, Portage Michigan 49002

AGENDA

I. Start of Meeting

II. Roll Call

III. Comments or Requests from the Public, Board Members, or Library Staff

IV. Adoption of the Agenda for the Regular Meeting of February 24, 2014

V. Consent Agenda (5 minutes) (Vote) A. Minutes of the regular meeting held on February 3, 2014. Pgs. 1-7 B. Information about Purchase of Replacement Desk Chairs for Staff and Request for Approval to use Sole Source

Provider. Pgs. 8 C. Request to Approve a Budget Amendment to adjust the FY 2014 Budget for grant distributions from the

Grandmother & CIG Endowment Fund totaling $2,500 for designated activities and projects in 2013-14. Pg. 9 D. Request to Approve a Budget Amendment to adjust the FY 2014 Budget to Accommodate for Revenue &

Expenses Related to the 2014 Kalamazoo Poetry Festival. Pg. 10

VI. Governance ( 2 minutes)

A. Review of Library Board Bylaws. Pg. 11-14 (Vote)

VII. Ends Development (20 minutes total) A. Donations Report for funds received in 2013. Pg. 15 (Info)

B. Approval of Allocation of 2012 & 2013 Gifts & Donations for Expenditure in 2014. Pg. 16 (Vote) C. Follow-up on Library Board’s Request for Distribution of a Portion of Unspent Funds. Pg. 17 (Vote)

D. Focus of Marketing Activities for the Library in 2014. Pgs. 18-20 (Info)

VIII. Monitoring to Assure Compliance with Executive Limitations (10 minutes) A. Report on Financial Condition for January 2014. Pgs. 21-23 (Info)

B. Monitoring Report: Emergency Library Director Succession. Pgs.24-26 (Info) C. Monitoring Report: Treatment of Consumers. Pgs. 27-30 (Info)

IX. Library Director’s Reports (10 minutes total) A. Marketing Update for January 2014. Pgs. 31(Info) B. Narrative Report for January 2014. Pgs. 32-33 (Info) C. Statistical Report for January 2014. Pgs.34-35 (Info)

X. Process Evaluation (5 minutes total) A. Suggestions for Agenda Items to be included on the March 24, 2014 Board Meeting

1. Minutes of the Regular Meeting held on February 27, 2014. 2. Cost Analysis Report for 2013. 3. Update on Telephone Replacement Project. 4. Monitoring Report on Executive Limitation: Asset Protection. 5. Monitoring Report on Executive Limitation: Financial Planning & Budgeting. 6. Monitoring Report on Executive Limitation: Financial Condition & Activities.

B. Assessment of this meeting C. Miscellaneous Items

XI. Adjournment

PORTAGE DISTRICT LIBRARY

Minutes of the Regular Library Board Meeting held on

February 3, 2014

[Rescheduled from January 27, 2014] Regular Meeting Lower Level Long Lake & Gourdneck Lake Meeting Rooms at 6:00 pm 300 Library Lane, Portage Michigan 49002

AGENDA

I. Start of Meeting: Board members and staff gathered on February 3, 2014 at 5:30 pm for dinner (Provided by Ample Pantry) and the board meeting commenced at 6:105 p.m.

II. Roll Call: Board Members Present: Michele Behr, Stephanie Brown, Betty Lee Ongley, Martha Pacheco, Heather Ricketts Alisha Siebers and Joe Yantis. Library Staff Present: Library Director Christy Klien, and Staff: Jill Austin, Rolfe Behrje, Diane Delach, Rob Foti, Lawrence Kapture and a Wright. Library Staff Absent: Chris Walker

III. Comments or Requests from the Public, Board Members, or Library Staff Library Board Chair Alisha Siebers called the board meeting to order and opened it for any comments. A. Comment about Trustee’s Excused Absence – Trustee Joe Yantis said that he would need to request an excused

absence for the March 24, 2014 board meeting because he would be going with his wife Sharon to an International Floral event out of state.

DISPOSITION: Library Board Chair Siebers noted Trustee Yantis’ request for an excused absence from the March 24th board meeting and trustees bid him a safe trip. B. Comment about News Article: Trustee Betty Lee Ongley commented about the recent article in the Gazette about

the least stressful jobs and noted that librarians was on that list! DISPOSITION: The Library Board acknowledged the comment made by Trustee Ongley. C. Comment about Birthday Wishes: Trustee Betty Lee Ongley thanked everyone for the special birthday card and

cake for her 88th birthday (which was actually January 25th). Trustees congratulated Ongley and extended their birthday wishes to her. Library Board Chair Siebers suggested that the birthday cake be shared right away!

DISPOSITION: The Library Board wished Trustee Ongley a very Happy 88th Birthday!

IV. Adoption of the Agenda for the Regular Meeting of February 3, 2014 Library Board Chair Siebers asked if there were any changes needed to the agenda for February 3, 2014. MOTION: It was moved by Ricketts, and seconded by Brown that that the agenda for the regular meeting of February 3, 2014 be adopted as presented. [NOTE: This meeting replaces the board meeting previously scheduled on January 27, 2014 that had to be postponed due to inclement weather.] Vote: 7-Yes, 0-No. Motion Carried.

V. Consent Agenda Library Board Chair Siebers asked Trustee Stephanie Brown to read the items under V. Consent Agenda. Trustee Brown read the items as they appeared below. A. Minutes of the regular meeting held on December 9, 2013 B. Review of Community Meeting Room Policy. C. Review of Library Privacy & Search Warrant Policy. D. Approval of Budget Amendment Request to Increase Expense Lines in the FY 2014 Budget to Offset Unpaid

Encumbrances. E. Approval of Budget Amendment Request to Adjust Reserve Accounts as Required.

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PORTAGE DISTRICT LIBRARY Page Minutes of the Regular Board Meeting held on February 3, 2014

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F. Request to Approve a Budget Amendment to adjust the FY 2014 Budget with $10,000 Friends’ Donation to Fund the Library’s 2014 Summer Reading Program.

G. Approval of Budget Amendment to Adjust the Library’s FY 2014 Budget to Accommodate for Revenue & Expenses Related to the 2014 Kalamazoo Poetry Festival.

Business Manager Rob Foti stated that he had a corrected page to distribute to trustees that pertained to Item V-D Unpaid Encumbrances. Foti passed around corrected sheets to board members and explained that some figures had changed since the agenda had been released. Library Board Chair Siebers asked for a motion to approve the Consent Agenda, with the correction to Item V-D. MOTION: It was moved by Yantis, and seconded by Behr that the Consent Agenda for the board meeting of December 9, 2013 be approved, along with the revised information on encumbrances. Vote: 7-Yes, 0-No. Motion Carried.

VI. Governance A. Appointment of Library Board Secretary for 2014 - Library Board Chair Siebers indicated that action had been

taken at the previous board meeting to elect board officers and to make other appointments, however, one appointment still needed to be accomplished. Siebers then asked Assistant to the Director Diane Delach if she would accept the appointment once again this year of Library Board Secretary, and Delach said yes, she would.

DISPOSITION: The Library Board Chair officially appointed Assistant to the Director Diane Delach as the Library Board Secretary in 2014 and thanked Delach for continuing in this role. B. Report from Martha Pacheco, Board Liaison to the Friends of the Library - Trustee Pacheco stated that the

Friends of the Portage District Library had finished 2013 with a good book sale, earning slightly less than $4,000. Pacheco said that the next Friends’ Book Sale would be held on February 7th & 8th, 2014. She also indicated that the Friends’ membership was fine and that if anyone wanted to renew their Friends membership they should see her. Trustee Ricketts asked if there was a membership form to use and was told that renewal forms are usually sent out to current members, otherwise Friends’ membership forms were available at the front desk upstairs. Pacheco reminded everyone that the Friends were continuing their sponsorship and were funding the library’s 2014 Summer Reading Program again this year. Library Board Chair Siebers suggested that a thank you letter should be sent to the Friends and Klien said that a letter had already been sent. Pacheco inquired about the status of projects that were funded by the Friends as part of the library’s 2014 Wish List and Klien answered that the Library Board had just approved the Ends Statements projects and activities for 2014 and some of the activities were part of the Wish List items that the Friends funded, and more information will be shared when those projects get underway.

DISPOSITION: The Library Board received the report from Trustee Martha Pacheco, Library Board Liaison to the Friends and thanked Pacheco for the information she had shared. C. Final Review of Guests/Presenters to be Invited to Board Meetings in 2014 - Library Director Klien referred to

pages 26 & 27 of the board packet and said that this list had been prepared showing possible guests/presenters who might be invited to Library Board meetings in 2014. She reminded trustees that there are (11) board meetings held in a year (no meeting in November) and that some of the board meetings are taken up with standard presentations such as the proposed budget presentation in June, the 3-Year Technology Plan presentation in July and presentations by the Head of Adult and Youth Services in Fall. Klien said it was probably reasonable to plan for (5) guests/presenters. A suggestion was made that all the Friends Board Members be invited to dinner at a Library Board meeting to thank them for all they have done to support the library and everyone liked the idea. The list of guests/presenters was pared down to the following:

Ø Corporate Representative Ø Friends Board Members Ø Kalamazoo Community Foundation person Ø Literacy Council (Michael Evans) Ø Superintendent of Portage Public Schools

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DISPOSITION: The Library Board agreed on the final list of guests/presenters to be invited to board meetings in 2014 and Library Director Klien will proceed to make the necessary arrangements. D. Annual Signing of “Conflict of Interest” Statements by Trustees - Library Director Klien reminded trustees that

they had decided at the March 25, 2013 board meeting that they would follow the library attorney’s advice and make it an annual action to have board members sign “Conflict of Interest” statements. For that reason, the forms were distributed to trustees at this meeting for them to indicate any conflict of interests, sign and return to be kept on file in the Library Office. Board members signed and returned the “Conflict of Interest” forms to Library Board Secretary Delach.

DISPOSITION: Library Board members signed “Conflict of Interest” forms as requested.

VII. Ends Development A. Recommendations related to the library’s Telephone Replacement Project - Library Director Klien told trustees

that a bid process had been followed for the Telephone Replacement Project and that the Request for Proposals had been released on 10-09-13 and a pre-bid meeting held with prospective vendors on 10-21-13. Following that, the bids were due and received on 11-08-13. Klien talked about the selection criteria that was used and the deliberation process that was undertaken by the Library Administrative Team to make an informed decision. After a thorough examination of bids, comparative analysis and several in-depth discussions, Klien stated that the management team had come to a conclusion and she was recommending that Secant Technologies be awarded the contract for the library’s Telephone Replacement Project with a bid amount of $53,223. Klien said that this recommendation was based on the company’s solid reputation within the technology field, the company meeting all specifications as outlined by the library, the company having a proven track record of reliability in providing service to the library as well as demonstrating innovative growth, and because the company is a local firm and submitted a competitive bid within the library’s budget for the project. Systems Administrator Rolfe Behrje stated that the bid from Secant Technologies was far superior, in terms of the engineering, and that they had provide a lot of documentation and provided real examples of the pieces and parts that would be used to construct the library’s telecommunication system. He said that the management group felt most comfortable with Secant Technologies’ grasp of what the library wanted and needed in its telecommunication system. In fact, Behrje said, it was a unanimous decision by library administrators. Recommendations for VoIP Telecommunication System Project:

Recommendation #1 for Vendor Selection & Award of Contract: Klien recommend that Secant Technologies be awarded the contract for the library’s Telephone Replacement Project with a bid amount of $53,223. Recommendation #2 for Contract Signing with Selected Vendor: I recommend that the Library Board authorize the Library Director to enter into a contract with Secant Technologies for the library’s Telephone Replacement Project at a bid price of $53,223. MOTION #1: It was moved by Yantis, and seconded by Pacheco, that the Library Board approve the Library Director’s recommendation to award the Telephone Replacement Project to Secant Technologies at the bid price of $53,223. Vote: 7-Yes, 0-No. Motion Carried. MOTION #1: It was moved by Behr, and seconded by Brown that the Library Board authorize Library Director Klien to enter into a contract with Secant Technologies for the Telephone Replacement Project, and that an amount of $53,223 be moved out of the Telephone Replacement Project Reserve Fund and into expenditure lines in the library’s FY 2014 Budget. Vote: 7-Yes, 0-No. Motion Carried. Behrje said that the library would be aiming for the end of March to get underway with the Telephone Replacement Project, depending on contract negotiations. Business Manager Foti remarked that they would come back to the Library Board if there were any additional costs.

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B. Endorsement of Library Director's Personal Goals for 2014 - Library Director Klien referred to pages 31-35 of the board meeting agenda packet and went through a list of (10) personal goals that she intended to accomplish in 2014 as shown below: Goal #1 To lead a library-wide initiative to map and profile library users to better know who is using the library, where

they are coming from and how they are using the library in order to guide our budgeting, collection development, programming and for targeted marketing activities.

Goal #2 To lead a library-wide effort to connect more directly with the community to strengthen and expand beneficial relationships and build long-lasting alliances between the Library Director, staff and others in our community.

Goal #3 To oversee the Telephone Replacement Project in 2014. Goal #4 To oversee planning and implementation of improvements to the library’s Front Lobby and the Material Return

(External Book Drop) Goal #5 To stay well informed about PPT developments; to keep the Library Board up-to-date on PPT and to be prepared Goal #6 to oversee Human Resource initiatives in 2014 Goal #7 To evaluate administrative practices and procedures related to the Library Board and make improvements as

deemed appropriate. Goal #8 To administer all fundraising activities and donor relations for the Library in 2014. Goal #9 To be involved in a leadership role in professional organizations, representing the Portage District Library. Goal #10 To engage in professional development activities as suggested by the Library Board

Klien asked trustees if they had any questions regarding any of her personal goals for 2014. Trustee Yantis referred to Goal #10 (Professional Development) and asked Klien if she had any MLA aspirations. She responded that she had previously served as MLA Children’s Services Division Chair, but did not have intentions of an MLA position at this time but would focus all her attention on the library for now. Trustee Behr commented that Klien’s personal goals for 2014 sounded like a lot to do. Trustee Ricketts said that she would be happy to help in any way. Trustee Behr asked about the front lobby plans and if it would include changes to the physical space or just aesthetic improvements. Klien responded that various front lobby improvements would be considered as one of the Ends Statements this year. Trustee Behr asked if thought would be given to a coffee shop and Klien answered that all things would be on the table for consideration, such as physical rearrangement of space, checkout desk location, and something to give the space a café feel. Klien said they may do site visits to get ideas. Trustee Behr said they might want to reconsider emphasizing DVD movies and CDs in the front lobby. Library Board Chair Siebers also remarked that she worries that the checkout desk staff are exposed and vulnerable with the current desk arrangement. Trustee Behr referred to Goal #1 and asked if the examination of the type of library users would include physically remote users and Klien said yes, but it would depend on what they find out from data mining library users. Trustee Yantis asked if the “Trifecta” joint marketing initiative between the City of Portage, the Portage Public Schools and the Portage District Library was still going on and Klien answered that it was and that she is currently looking into a video production and is in regular communication with the city and school contacts. Library Board Chair Siebers asked if there were any further comments about the Library Director’s personal goals for 2014, and hearing none, she asked for a motion to approve them.

MOTION: It was moved by Ongley, and seconded by Yantis that the Library Board approve the Library Director’s personal goals for 2014. Vote: 7-Yes, 0-No. Motion Carried. C. Endorsement of Library Director’s Interpretation of Ends Statements & Related Projects for 2014 - Library

Director Klien referred to the separate attachment of Ends Statements and gave trustees an overview of proposed activities and projects to be undertaken in 2014 that fall under one of the four Ends Statements below:

1. Optimize access to resources for information, education, and entertainment 2. Be a safe, welcoming, inclusive destination for families and individuals 3. Be a leader in strengthening our community 4. Be a community center to experience and explore local arts and culture

Klien went over the list of activities, projects and measurement criteria for each End Statement and talked about the areas of focus for the library which including such things as: access to collections, information and resources; art encounters & exhibits; collaborations with other organizations; community involvement; computer & system

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upgrades; facilities improvements (front lobby); materials return improvements; patron analysis & targeted marketing; and website enhancements, etc. [NOTE: A complete list of the Portage District Library’s 2014 Ends Statements and corresponding activities and projects for the year is on file in the Library Office. Library Board Chair Siebers commented that she was excited to see that better use of the library’s digital signage was one of the initiatives in 2014. A discussion followed and trustees heard about some of the enhancements to resources and services that were being planned. Trustee Yantis commented that a bride and groom type group or program might be something for the library to consider since there are many young people at the age for getting married and it would be of interest to them. It was pointed out that Portage District Library has become the “downtown destination” for the Portage community. Library Board Chair Siebers called for a motion to endorse these Ends activities and projects for 2014.

MOTION: It was moved by Ricketts, and seconded by Pacheco, that the activities and projects identified to accomplish the library’s four Ends Statements in 2014 be approved and endorsed as presented. Vote: 7-Yes, 0-No. Motion Carried. C. Information about Postage Increase and Relevance to the Library’s Fines & Fees Usage Policy - Library

Director Klien invited Circulation Supervisor Jill Austin to speak about this topic. Austin told trustees that according to the wording of the Fines and Fees/ Usage Policy, we will need to increase the fee for mailing hold notifications due to an increase in postage rates which goes into effect on January 26, 2014. As a reminder, the policy states:

“The fee for reserving an item shall be the cost of first-class postage and handling, rounded to the next dime. Those patrons choosing to place holds on items and then failing to pick them up will still be charged said fee. Those patrons choosing email notification over standard mail notification will not be charged for reserves.”

Austin stated that the cost of sending printed notices is calculated as the cost of postage, along with the cost of handling, which includes staff time, paper, envelope, and postage meter supplies. Currently the fee is 63 cents, and if that is round up to the next dime, it would become 70 cents. Trustee Behr inquired how many patrons were getting mailed notifications and Austin said in 2013 there were about 1,350 recipients which amounted to 3-4 mailed out notices per day. Austin remarked that those who were still getting printed notifications were likely older people without email access. Klien interjected that the library would send out some sort of advance notice to make these patrons aware of the impending change in holds notification fee. A brief discussion followed and there was general agreement that the fee for mailed notification of holds was the “cost of doing business” and that the charge should be raised to 70 cents per notice in compliance with the Fines and Fees Usage Policy.

DISPOSITION: The Library Board made the decision to increase the fee to 70 cents for each mailed holds notification, and that information would be shared in advance with library patrons using this service.

VIII. Monitoring to Assure Compliance with Executive Limitations A. Report on Financial Condition for December 2013 - Business Manager Rob Foti referred to pages 38 & 40 of

the board meeting agenda packet and said that there were no areas of concern and asked if trustees had any questions and there were none.

DISPOSITION: The Report on Financial Condition for December 2013 was received by the Library Board. B. 4th Quarter Financial Report for Fiscal Year 2013 & Comments on Year-End Results - Business Manager Foti

asserted that 2013 was the “Perfect Storm” of finances for the library. He outlined several things that took place last year that had an impact on the library’s budget. These included: (1) the retirement of the previous Library Director and a new Director hired at a lower pay rate; (2) budgeting for anticipated higher health insurance rates but having a hard cap mandated that resulted in an overage in the Benefits budget line; (3) a number of library employees opting out of health insurance (PDL saved $25,000 because of those choices); (4) unexpected windfall (A $11,000 memorial gift to the library); and (5) $15,000 to $20,000 savings in the electrical budget line due to new high efficiency boilers and lower gas costs. A discussion followed about these unknown variables and the

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resulting unspent revenue. Business Manager Foti stated that library administration will be identifying projects that could possibly be funded with this unspent revenue and will bring information back to the Library Board about how to spend the funds. Library Director Klien asked trustees if they might want to consider taking some action similar to what they had done in a previous year when there were residual funds, and do bonus payments to library staff. Last time, the amount distributed was about $36,000. Trustees agreed that it was something they wanted to see happen. Library Board Chair Siebers said she thought they should consider a more permanent solution to the rising health insurance costs that negatively impact staff wages. She said maybe they could take action to automatically fund certain lines in the budget if there are unspent funds. It was pointed out that the library can’t do Health Savings Accounts (HSA’s) anymore. Trustees discussed the concept of across the library bonus payments or salary adjustments. Trustee Yantis cautioned that if they increased salary scales, they couldn’t go back later and change them back. Trustee Brown said the $36,000 amount for bonus payments seemed reasonable and she said she thought it should be distributed across the staff. More discussion followed about what should be done and Library Director Klien emphasized that as a non-profit tax supported entity, the library needed to be aware of public perception with regard to the size of raises and bonus payments for library staff. Trustee Ricketts remarked that staff diligence was one of the prime reasons there was significant savings. Trustee Yantis commented that good service warrants bonus payments, however increases should not be attached to base salaries in his opinion. Trustee Behr said she liked the bonus concept and felt all staff should get the same amount. Klien and Foti described how there were about (11) library employees who were at the maximum point of their salary ranges but it didn’t feel right to not reward long-time staff, so one-time bonus payments were a way to do that. Library Director Klien asked for a directive from the Library Board about a bonus payment for library staff this year, in terms of the total amount to be distributed and if it would include FICA amounts. Trustee Brown asked if $36,000 still worked and Trustee Yantis suggested increasing the bonus pool amount to $40,000 and have the library cover the FICA costs too.

MOTION: It was moved by Yantis, and seconded by Brown that the Library Board authorize a bonus payment to all regular full-time library staff and part-time library staff (pro-rated) who had been employed at the library in 2013, for a total amount not to exceed $40,000 (including FICA). Vote: 7-Yes, 0-No. Motion Carried.

Trustee Behr restated that this was not to be a percentage of earning but instead was intended to be a bonus payment evenly distributed among all library staff. Library Director Klien said she understood that was the Library Board’s intent. Additional Suggestions for Using Unspent Revenue Library board members talked about other ways to put unspent revenue to good use at the library. These included: (1)Adding another Staff Development Day and (2) Funding Staff Special Projects (review and select certain staff proposals to receive funding) Trustee Yantis suggested that the Staff Project concept be added to an End Statement for 2014, and that it be considered a “Pilot Project.”

C. Monitoring Report on Executive Limitation: Global Executive Constraint - Library Director Klien referred to pages 43-45 in the board meeting agenda packet and asked trustees if they had any questions about the Global Executive Constraint Executive Limitation monitoring report and there were none.

DISPOSITION: The Library Board received the Monitoring Report on Executive Limitation: Global Executive Constraint.

IX. Library Director’s Reports A. Marketing Update for December 2013 - Library Director Klien referred to page 46 in the board meeting agenda

packet and asked trustees if they had any questions about this month’s Marketing Update and there were none.

DISPOSITION: The Library Board received the Marketing Update for December 2013. B. Narrative Report for December 2013 - Library Director Klien referred to pages 47 & 48 in the board meeting

agenda packet and asked trustees if they had any questions about this month’s Narrative Report and there were none.

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DISPOSITION: The Library Board received the Narrative Report for December 2013.

C. Statistical Report for December 2013 - Library Director Klien referred to pages 49-50 of the board meeting agenda packet and asked if there were any questions about the Statistical Report for December 2013, and there were none.

DISPOSITION: The Library Board received the Statistical Report for December 2013.

D. Year-End Statistical Report for FY 2013 - Library Director Klien referred to pages 51-53 of the board meeting

agenda packet and asked if there were any questions about the Year-End and there were none.

DISPOSITION: The Library Board received the Year-End Statistical Report.

E. Legislative Update for December 2013 - Library Director Klien referred to pages 54-55 of the board meeting agenda packet and asked if there were any questions, and there were none.

DISPOSITION: The Library Board received the legislative update for December 2013.

F. Annual Campaign 2013 Update - Library Director Klien told trustees that as of January 22, 2014, the library had received a total of 162 donations totaling $9,035.00, which is slightly under last year’s donations amount. She noted that the 2013 Annual Campaign solicitation was sent to 18,000 households in November 2013 and for the first time included the Annual Report with the request of support. Library Board Chair Siebers commented that it may have been too much information and that maybe in future campaigns, there should be more white space. Trustee Ricketts agreed. Trustee Behr asked if there was some type of donor recognition and Klien answered yes, that donors are sent thank you letters and at certain levels there are specific recognitions.

DISPOSITION: The Library Board received the Annual Campaign 2013 update.

X. Process Evaluation

A. Suggestions for Agenda Items to be included on the February 24, 2014 Board Meeting 1. Minutes of the Regular Meeting held on February 3, 2014 (Rescheduled from January 27, 2014) 2. Donations Report for Funds Received in 2013 3. Approval of Allocation of 2013 Gifts & Donations for Expenditure in 2014 4. Focus of Marketing Activities in 2014 5. Update on VoIP Telecommunication System Project 6. Teen Survey Results 7. Monitoring Report: Emergency Library Director Succession 8. Monitoring Report: Treatment of Consumers 9. Legislative Update

B. Assessment of this meeting - Trustees agreed that it was a beneficial board meeting with good feedback. C. Miscellaneous Items - Trustee Yantis said he would need to excuse himself from the March board meeting to

accompany his wife to a floral arranging convention out of state.

XI. Adjournment Library Board Chair Alisha Siebers said if there was no further business, she was adjourning the regular board meeting of February 3, 2014 at 8:30 pm. Recorded & Transcribed by,

Diane Delach, Secretary Portage District Library Board

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PORTAGE DISTRICT LIBRARY COMMUNICATION

To: Portage District Library Board From: Christy Klien, Library Director Date: February 19, 2014 Subject: Information about Purchase of Replacement Desk Chairs for Staff and Request for Approval

to use Sole Source Provider

BACKGROUND: At the February 3, 2014 board meeting, the Library Board approved a Budget Amendment request to move funds from Unassigned Fund Balance in January 2014 to the Fiscal Year 2014 Budget to increase Capital Outlay by $13,000 for the replacement of staff desk chair which are at least 15 years old. This is being done to provide a more comfortable working environment for library staff. PRODUCT RESEARCH: Over the last year, an investigation was conducted to find a sturdy, functional, ergonomic desk chair that would wear well and be comfortable for library staff. In our research, we discovered that various manufacturers were offering similar standard desk chairs at variable prices. During this exploration period, several staff members were able to demo the Allsteel Access work chair and it was met with favorable reviews. The Allsteel Access chair that staff preferred features adjustable height and width settings, multi-adjustable arms, a mesh back style, and faux leather cushions that we could clean ourselves.

PURCHASE OPPORTUNITY: A local vendor has presented the library with an opportunity to purchase Allsteel Access work chairs at a price of $340 per chair. We currently need to purchase (36) chairs, so the total cost would be approxi-mately $12,240. Since most office furniture vendors are offering similar brand chairs at variable prices, and this particular vendor has offered a reasonable price and has been recommended to the library as a reputable vendor, it seems that the library should take advantage of this opportunity. RECOMMENDATION: I recommend that the Library Board approve the library’s choice of Virgil Kelpin of Interstate Office Interiors as a sole source provider of Allsteel Access work chairs to the library. This purchase will not exceed the amount of $13,000 already set aside in Capital Outlay in the FY 2014 Budget for this specific purchase.

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PORTAGE DISTRICT LIBRARY COMMUNICATION To: Portage District Library Board From: Christine Klien, Library Director Date: February 10, 2014 Subject: Budget Amendment to adjust the library’s FY 2014 Budget to Accommodate for grant

distributions totaling $2,500 from the library’s “Grandmother & CIG Endowment Fund” for youth focused initiatives in 2013-14.

BACKGROUND: The Portage District Library’s “Grandmother & CIG Endowment Fund” was created through a very generous gift from donors several years ago and has been growing each year. It was originally set up as a depository of gifts, conveyances & other transfers and grants from the fund are intended to enable the library to conduct special activities, projects, programs, and learning opportunities for youth, as well as enrich youth materials & supplies not funded out of the library’s regular operating budget.

Grant Award #1 for $200 This grant from the Grandmother & CIG Endowment Fund made it possible for PDL Youth Services staff to get creative with our young library visitors to have them make holiday stockings at Christmas time which were hung on display around the library to decorate for the season. Grant Award #2 for $300 This grant from the Grandmother & CIG Endowment made it possible for PDL Youth Services staff to collaborate with the Kalamazoo Institute of Arts and participate in a special exhibit entitled “Fantastic Rumpus” that featured 120 illustrations for children's books by more than 30 artists. Library personnel were on hand at the KIA kickoff on December 14, 2013 to read to children and to promote the library's collaboration on this exhibit, which will include a joint workshop on January 15, 2014 and a fun, interactive display at the library in the first part of 2014. Grant Award #3 for $2,000 Youth Services staff is partnering with Kalamazoo’s All Ears Theater (a collection of local artists engaged in comedies and dramas in the style of radio’s golden age, performed before a live audience, recorded and aired later on WMUK 102.1) on a performance at the library on March 1, 2014. We will also host a special youth sound effects workshop at the library on the 21st of March. Children who participate in the workshop will also be invited to sit in "VIP" seating at an All Ears Theater live show being taped in downtown Kalamazoo for first-hand observation of live “radio style” performance on March 22, 2014. This should be a very unique and fulfilling adventure for youngsters and should make them appreciate the library even more!

Budget Amendment Request: We are asking for Library Board approval to do a Budget Amendment to the Fiscal Year 2014 Budget to increase revenue by $2,500 and also increase the Youth Services materials and programming expenditure lines by that same amount.

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To: Portage District Library Board

From: Christy Klien, Library Director

Date: February 19, 2014

Subject: Budget Amendment to adjust the library’s FY 2014 Budget to Accommodate for Revenue & Expenses Related to the 2014 Kalamazoo Poetry Festival

BACKGROUND:

At the March 25, 2013 board meeting, information was shared with trustees about Portage District Library’s collaborative partnership with a number of other organizations in the region to create a Kalamazoo Poetry Festival - new community wide initiative to be undertaken for the first time in 2014. We indicated to trustees that Portage District Library would be serving as the fiscal agent [because of our 501 (c) (3) non-profit status)] and that we would be the designated recipient for all donations made to the Kalamazoo Poetry Festival. That means that Business Manager Rob Foti is receiving, tracking and assisting with donations and any related expenditures on behalf of the Kalamazoo Poetry Festival. Since then, we have been bringing budget amendment requests to the Library Board related to donations received by the library (as fiscal agent) for the 2014 Kalamazoo Poetry Festival. Business Manager Rob Foti indicated that for auditing purposes, it was better practice for separate budget amendments to be done for this type of fiscal agent responsibility to ensure appropriate tracking of funds. For that reason, another budget amendment request is being made at the February 24, 2014 board meeting. RECOMMENDATION:

I recommend that the Library Board approve a budget amendment to increase the 2014 Kalamazoo Poetry Festival revenue line by $325 and to increase the 2014 Kalamazoo Poetry Festival expenditure line by an equivalent amount to cover expenses being incurred for the 2014 Kalamazoo Poetry Festival.

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PORTAGE DISTRICT LIBRARY COMMUNICATION To: Portage District Library Board



Subject: Library Board By-Laws Annual Review The Library Board’s annual calendar of activities for Fiscal Year 2014 indicates that February is the month that the board’s by-laws will be reviewed. The current by-laws were last reviewed and approved at the board meeting held on December 9, 2013. At that time, the bylaws were modified to update the information pertaining to when board officers are elected as follows: Article III Officers

Officers of the Portage District Library Board shall be a Chairperson, and a Vice-Chairperson, who shall be elected at the December meeting, for a term of one year, commencing at the first board meeting in January.

A copy of the by-laws document (last revised on 12-09-13) is included in the board agenda packet for your review. Please take a look at the by-laws to see if any changes are needed. This topic is Item VI-A on the agenda for the February 24, 2014 board meeting. Thank you!

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Reviewed & Revised: 12-09-13

PORTAGE DISTRICT LIBRARY Library Board By-Laws

Article I Incorporation and Name:

The Portage District Library was formed under the Michigan District Library Establishment Act, May 22, 1989 PA 24 (MCL 397.171, et seq.) (the “Act”), through an agreement entered into on January 27, 1998, by and between the School District of the City of Portage, the County of Kalamazoo Michigan, and the City of Portage to provide library services to their combined populations. The Library of Michigan formally approved the agreement to form the Portage District Library and officially recognized the Portage District Library as a legally established district library on March 22, 1998 and approved an amendment to the agreement on June 1, 1998. The address of the main office is as follows:


300 Library Lane Portage, Michigan 49002

Article II Membership:

In accordance with the provisions of the Portage District Library agreement, the Portage District Library shall consist of seven members who shall be elected by the electors of the District Library at the regularly scheduled school elections in the month of November in even-numbered years. Terms are for four years and commence on the January 1st following the November election. Members are elected on a rotating basis with four members elected to four year terms at one school election and three members elected to four year terms at the succeeding school election. Before assuming the office of Library Board Member, each person elected shall take the oath of office prescribed for public officers by the Constitution and shall file the oath with the staff Board Secretary. The expectation is that no elected board member shall be unexcused for more than (1) meeting per fiscal year. The office of a Library Board member becomes vacant when the incumbent dies, resigns, is convicted of a felony, is removed from office by the governor pursuant to Section 10, Article V of the State Constitution of 1963, or ceases to be a resident of the district. In the event that a Library Board member cannot fulfill the length of his term, the Portage District Library Board shall appoint a replacement who will be a qualified elector of a participating municipality. The appointed Library Board member’s term will come up for election at the next Portage District Library Board election and shall be for the length of the remaining term.

Article III Officers

Officers of the Portage District Library Board shall be a Chairperson, and a Vice-Chairperson, who shall be elected at the December meeting, for a term of one year commencing at the first board meeting in January.

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PORTAGE DISTRICT LIBRARY Reviewed & Revised 12-09-13 Library Board By-Laws

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The Library Board Chairperson may appoint a board member as official Secretary when needed, such as to take minutes for a closed session. The Library Board Secretary shall record minutes at meetings, maintain official Library Board files and records and produce Library Board correspondence as required. The Library Board Secretary shall, in collaboration with the Chairperson and Library Director, prepare the agenda. The agenda-planning meeting shall be two weeks prior to the Library Board meeting. It is the responsibility of the staff Board Secretary to provide the Library Board with the agenda and supporting materials 96 hours (4 days) prior to the Library Board meeting. In the event an office becomes vacant, the office shall be filled by a Library Board election at the next regular meeting. However, in the case of the Chairperson the current Vice-Chairperson shall fill the vacancy and a new Vice-Chairperson shall be elected.

Article IV Meetings The Library Board shall meet at times and dates approved by the Library Board at the July Library Board meeting. Special meetings may be called by the Chairperson, or upon written request of two members, for the transaction of business as stated in the call. Written notice stating the time and the place of any special meeting and the purpose for which it is called shall be given each member of the Library Board 18 hours in advance, and posted for the public in accordance with the Michigan Open Meetings Act. The meeting will commence as soon after the hour of the meeting as there shall be a quorum present. In the absence of the Chairperson, the Vice-Chairperson shall call the meeting to order. If neither the Chairperson nor the Vice-Chairperson is present, then board members may elect a temporary Chair for the limited purpose of moderating the meeting. A quorum for the transaction of business shall consist of a simple majority. Members of the Library Board who are unable to attend a meeting will notify the staff Board Secretary (24) hours prior to the meeting. In the absence of a quorum the Library Board shall meet as a committee of the whole, however no binding decisions may be made. Roberts Rules of Order, the latest revised edition, shall govern the parliamentary procedure of the Library Board. Sufficient time will be provided at the beginning of the meeting for any person, not a member of the Library Board, to address the Library Board on any matter within the scope of the provision of District Library Law.

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PORTAGE DISTRICT LIBRARY Reviewed & Revised 12-09-13 Library Board By-Laws

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Article V Committees

The Chairperson of the Library Board may nominate members to special committees, with Library Board approval, as the need arises. The Personnel Committee will consist of the Chairperson of the Library Board and two members of the Library Board nominated by the Chairperson and elected by the full Library Board at the next regular board meeting. The purpose of the Personnel Committee is to complete the annual evaluation of the Library Director.

Article VI Powers and Duties of the Library Board

The powers and duties of the Portage District Library Board are set forth in the District Library Law, PA 24 (MCL 397.171, et seq.) (the “Act”), and include the following: Section 1: The Library Board may exercise any and all of the powers granted to it in the Act. The Library Board may delegate such powers to the Officers of the Library Board and/or the Library Director, as it deems necessary. Section 2: The fiscal year of the Portage District Library shall be the annual period commencing January 1st and ending December 31st. Section 3: The Library Board shall adopt and publish an annual operating budget in accordance with the Uniform Budgeting and Accounting Act, being Act No. 2 of the Public Laws of Michigan of 1968, as amended (“UBAA”). Section 4: The Library Board shall have exclusive control of the budget of the Portage District Library except as provided by delegation to the Library Director in accordance with the Uniform Budgeting and Accounting Act. Section 5: The Library Board shall adopt Policies, Rules and Regulations for the operations of the library, not inconsistent with law or with these by-laws.

Article VII Conflict of Interest

Members of the Library Board shall disclose any conflict of interest in accordance with legal requirements. (Current conflict of interest statute, MCLA 15.323, states that 7 days is required.) Conflict of Interest statements will be completed and signed annually by Library Board members at January board meeting.

Article VIII Amendments

These bylaws may be amended at any regular meeting of the Library Board with a quorum present by a majority vote of the members present providing the amendment was stated in the call for the meeting and that it is done in accordance with legal requirements.

NOTE: These by-laws were adopted by the Portage District Library Board at its regular meeting on December 14, 2000, and last revised and reviewed and approved on March 25, 2013. All prior bylaws are hereby repealed.

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Donations Report for Funds Received in Fiscal Year 2013 February 2014

DONATIONS RECEIVED in 2013 AMOUNT

Grants: 6,180.97 Support for Programming: 36,875.00 Restricted Materials: 11,177.00 Memorials: 10,370.54 Unrestricted: 20,918.22

TOTAL: (without in-kind donations included) $ 85,521.73

In Kind Gifts: (estimated value of donated items - not money) $ 11,330.00

TOTAL: (with "In Kind" Donations Included @ Estimated Value…………………...$

DONATIONS RECEIVED in 2013 – (Previously Allocated)

Note: The following designated donations were previously allocated through Budget Amendments approved by the Library Board during 2013.

AMOUNT

Friends' Donation for 2013 Summer Reading 10,000.00 Grants Donation’s for Programming in 2013 3,000.00 Donation for 2013 Volunteer Luncheon 720.00 Friend’s Donation for Wish List Items in 2013 10,257.00 Friend’s Donation for 50th Celebration 3,000.00 Kalamazoo Poetry Festival Donations 23,800.00 Included in 2013 Fiscal Year Budget Expenditure Lines 6,000.00 TOTAL: (donations designated for specific purposes)) $ 56,777.00

TOTAL DONATIONS to be ALLOCATED in FISCAL YEAR 2014

Total Donations (without "In-Kind" donations) $ 85,521.73 Less Donations (previously allocated in 2013) $ 56,777.00

Donations from 2013 to be Allocated: $ 28,744.73 (Per Donors’ Request): Adult Services $ 75.00 Heritage Room $ 200.00 Youth Services $ 2,500.00 Donation from Deceased Volunteer $ 10,090.54 Unrestricted $ 15,879.19

TOTAL Donations from 2013 to be Allocated: $ 28,744.73

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To: Portage District Library Board



Subject: Allocation of Gifts and Donations Revenue from Fiscal Years 2012 and 2013 BACKGROUND: It has been our usual practice at the beginning of each new fiscal year, to ask the Library Board to endorse the expenditure of a certain amount of gifts and donations revenue that had been received in the previous fiscal year. These monies come to the library as unrestricted donations for discretionary use for library purposes. In the past, gifts and donation funds have been used for library collections, furnishings and special one-time purchases as follows:

Year Allocation of Gifts & Donations 2009 Allocation of $5,359.41 donated in 2008 was approved for the purchase of additional public

Internet access computers in 2009.

2010 Allocation of $9,824.63 donated in 2009 was deferred and instead was rolled forward into the carryover reserve to offset any shortfall in revenue in FY 2011 to be used to supplement the library’s materials budget next year.

2011 Allocation of $11,155.05 donated in 2010 was approved to have $8,785.05 put into a reserve fund and used to bolster the material lines in 2011 and $2,370.00 allocated per donors’ requests

2012 Allocation of $13,080.54 donated in 2011 was approved to have $10,565.54 used to purchase e-books that were added to the library collection in both the Adult and Youth Services areas and the remaining amount of $2,515.00 was allocated to the various areas per donors’ requests for e-books, with the exception of funds targeted for the Heritage Room which were used to purchase regular books.

2013 Allocation of $15,509.29 in funds donated in 2012 was intended to be used in part to help fund the Book Drop Project but was not accomplished due to a transition in the Library Director’s position and other urgent matters that took priority. For these reasons, no action was taken to move these donated funds received in 2012 into the FY 2013

2014 Requesting approval for allocation of $28,745 in funds donated in 2013 for Book Drop Project See recommendation below.

RECOMMENDATION for USE of FY 2012 and FY 2013 GIFTS & DONATIONS REVENUE:

I recommend that the FY 2012 Gifts & Donations revenue in the amount of $15,509.29 and the FY 2013 Gifts & Donations revenue in the amount of $28,744.73 be allocated for use on the Book Drop Project. On February 3, 2014 the Library Board endorsed the Book Drop Project as part of Ends #2 projects. The creation of a reserve was approved to move this project forward. The combined total of Gifts & Donations from FY 2012 and FY 2013 of $44,254.02 would provide additional funds to make improvements to the book drop, as well as the material handling equipment, such as lining a second return chute. These upgrades would directly benefit the public through ease of use and safety of returning material as well as possible efficiencies in the return of material.

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PORTAGE DISTRICT LIBRARY COMMUNICATION To: Portage District Library Board Members



Subject: Follow up on Library Board’s Request for Distribution of a Portion of Unspent Funds

At the February 3, 2014 board meeting, trustees were given a full report by Business Manager Rob Foti detailing the library’s end-of-year financial condition for the FY 2013 Budget ending December 31, 2013. Included in this report was a list of variances for any revenue or expense lines in the budget that varied by more than 20% , along with detailed descriptions about the reasons for these variances. Trustees discussed the variance report and posed questions about the library’s current financial condition, as well as the fiscal outlook for 2014 and beyond. At the end of the discussion, they instructed the Library Director and Business Manager to do some calculations and develop a plan and implement it to distribute a portion of unspent funds as bonus payments to library employees (who were employed at the library in 2013). Information will be shared with trustees about this matter at the February 24th board meeting.

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To: Portage District Library Board Members



Subject: Focus of Marketing Activities for the Library in 2014

BACKGROUND: At the beginning of every year, the Library Board is presented with proposed activities and projects that are to be undertaken to accomplish the library’s Ends Statements during that year. After these are officially approved by the Library Board, there is a clear direction for the library and we know what we will be working on all year. As part of this annual process, an assessment is made of what will need to be done to make the public aware of the library’s resources, programs, and services and how we can most effectively promote the library and convey important information advantageously. This assessment culminates in the library’s Marketing Plan which is shared with the Library Board in a presentation at their February board meeting. FOLLOW-UP ACTION to be TAKEN: Since the Library Board approved the library’s 2014 Ends Statements at the February 3, 2014 board meeting, as well as the proposed activities and projects to be undertaken to accomplish them this year, we now have the endorsement needed to proceed with marketing initiatives. At this time, the library’s Marketing Manager is on a temporary leave of absence, so in lieu of a Marketing Plan presentation at the February 24, 2014 board meeting, a document has been prepared and included in the board agenda packet outlining the focus of marketing activities for the library in 2014. This will provide a general overview of what is planned and assurance that marketing initiatives will be continued appropriately.

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Focus of Marketing Activities in 2014

February 24, 2014

There will be many activities and projects undertaken at the Portage District Library in 2014 to accomplish the library’s four Ends Statements and to fulfill the library’s mission of “Helping You Access the World of Information in a Friendly Atmosphere.” An essential component in all of these initiatives is appropriate marketing so that the public will be well informed and encouraged to use and benefit from the library’s resources, programs and services. This document provides an overview of marketing activities for the library in 2014 and is based on the “Areas of Focus” found in each one of the library’s 2014 Ends Statements (approved by the Library Board on February 3, 2014).

Areas of Focus for Ends Statements Focus of Marketing Activities Areas of Focus in 2014 to Accomplish End Statement #1 will be: Ø To gain more awareness of who are library users are and aiming our collections,

resources and programs at those user groups. Ø To find out where library users are coming from and also determine where non-

users might be in order to develop marketing tactics to target non-users and encourage their connection to the library.

Ø To encourage more self-checkouts by library users for optimal use of staff time and for user convenience.

Ø To make current library resources more accessible to library users through better collection management, improvements to shelving throughout the library and in the Heritage Room, enhancement of the library’s website, and introduction of some new services such as Zinio (online periodicals), a new Library Document Station (copying, printing, faxing & scanning) and E-Resource Central.

Ø To strengthen the library’s connection to its users through upgrades to Symphony (online catalog), implementation of E-Resource Central and expanded social media initiatives.

Ø To extend an opportunity to library patrons for easy access to the library’s reference service by utilizing Mosio text messaging to get quick answers.

Focus of Marketing Activities related to End Statement #1: 1. Will create new marketing techniques to target specific audiences and promote

certain collections that are identified through our analysis of usage data & trends. 2. Will work with others on a library committee to analyze library usage patterns

and statistics in order to draw conclusions about where non-users might be and to brainstorm ideas on how to best connect with them to convey useful information and to promote library usage.

3. Will use eye-catching signage to encourage use of self-checkout stations. 4. Will help create topical promotional ad banners for the front page of the library’s

website to capture viewers’ interest and promote library upcoming events. 5. Will develop display posters, digital signage ads, content for e-newsletter and

informational inserts in The Portager to promote new resources & services at the library in 2014, such as: new public access computers, Zinio (online periodicals); Mosio (texting reference questions), E-Resource Central, the new Library Document Station (copying, printing, faxing, scanning) and a new youth component in the Heritage Room.

6. Will participate in the library’s Social Media Committee to help develop regular fresh content for the library’s Facebook account and use interactive posts to push out information as well as gather feedback from PDL Facebook visitors.

7. Will learn new digital signage software for use as a marketing tool to regularly transmit information about library resources and services to the public.

8. Will follow-up on the successful implementation of the library’s new VoIP Telecommunications System by publicizing the library’s new telephone numbers, creating new staff business cards with new phone numbers and finalizing the library’s new borrowers' brochure with new phone numbers.

Areas of Focus in 2014 to Accomplish End Statement #2 will be: Ø To make the library experience more enjoyable, convenient and beneficial for

our library users through improvements to the external book drop, the front lobby area and the south patio area.

Ø To provide an environment that is attractive and comfortable for library users by reupholstering worn looking furniture, installing better lighting in browsing areas and securing good janitorial service.

Ø To ensure the highest level of safety at the library by developing a complete

Focus of Marketing Activities related to End Statement #2: 1. Will produce marketing materials in multiple formats (flyers, posters, signage and

information releases on the library’s website and social media outlets) prior to, during and after the library’s book drop improvement project to keep the public well informed through each progressive stage of the project.

2. Will participate with others in the library’s Front Lobby Committee to help develop creative space solutions and identify enhancements to make the area more aesthetically appealing, and will generate public enthusiasm through clever

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Disaster Plan for the library. Ø To maximize staff knowledge and awareness by updating and reviewing the

library’s Employee Handbook and instituting training videos to keep staff up-to-date on procedures and practices.

Ø To be more inclusive in our library services to busy patrons by developing new types of collection related programs and kits that can be self-contained and used independently.

signage and news releases as changes are implemented. 3. Will publicize new types of passive programming at the library in 2014 (such as

experience bags) and new programming initiatives (such as after hours programs) to increase public awareness and promote use and program attendance.

4. Will publicize a new youth component in the Heritage Room via a PDL web ad, an article in the library’s e-newsletter and with colorful display posters placed in the Youth Services area.

Areas of Focus in 2014 to Accomplish End Statement #3 will be: Ø To maximize academic and career potential among Portage high school students

by pursuing another grant to fund the continuation of the StrengthsFinder program at the library.

Ø To strengthen the connection between the library and youth in our community by engaging in more targeted and beneficial outreach activities.

Ø To expand the liaison relationship between the library and other organizations focused on youth in our community by teaming up in worthwhile activities appealing and beneficial to young people.

Ø To take the lead in championing humanitarian relief efforts by serving as a collection site for donations that will benefit people in need in our community and by hosting Blood Drives at the library.

Ø To increase awareness of the role of the library in strengthening the community by conducting a Library Open House in 2014 to highlight library programs, resources and services.

Ø To deepen the library’s commitment to the Portage community by direct involvement of the Library Director and library staff in community based clubs, organizations and service entities.

Focus of Marketing Activities related to End Statement #3: 1. Will help promote the StrengthFinder program to teachers to generate targeted

student groups for participation in this library grant-funded program in 2015. 2. Will join together with Youth Services staff to brainstorm ideas for creative ways

to promote youth-focused activities and programs in 2014 such as: Summer Reading Program; teen events, etc.)

3. Will participate in the library’s Open House/Summer Reading Program Committee and will develop promotional flyers, posters, web ad, e-newsletter article, social media posts and digital signage to advertise the library’s 2014 Open House and Summer Reading Program Kick-Off event in June 2014.

4. Will continue participation in the “Trifecta” joint marketing collaboration with the City of Portage and Portage Public Schools to create and implement mutually beneficial media releases that promote Portage and the city, schools & library. In 2014, a video will be produced specifically promoting the arts in our community.

5. Will continue participation in the Portage Rotary Club and look for opportunities to showcase library resources, services and special events among Rotarians.

6. Will participate in community involvement activities and help promote the library’s role in the community (Blood Drives; Food for Fines; Kal. County Fair; Ice Cream Socials; Memorial Day Parade; Personal Care Items Collection, Veterans Day exhibit; rotating Community Art exhibits, etc.)

7. Will explore other marketing tactics to get the word out about Portage District Library and all that it offers to the community (i.e., radio PSA’s or interviews; storytelling on PDL’s website; posters with patron testimonials, etc.)

Areas of Focus in 2014 Accomplish End Statement #4 will be: Ø To expand the influence of the library in the art and cultural realms of our

community by taking a leadership role in special events in 2014 such as the Kalamazoo Poetry Festival; Art Encounters; the Yan Martell author visit and any other opportunities that would arise.

Ø To extend library resources in collaboration with other community organizations for mutually beneficial joint initiatives such as the All Ears Theater project and direct involvement in the KIA’s Fantastic Rumpus exhibit.

Ø To develop a program to support local area writers utilizing the library’s social media and online resources.

Focus of Marketing Activities related to End Statement #4: 1. Will work closely with other library staff to design appropriate advertising print

materials, displays, digital & social media content and news releases to promote special events for the library such as: Kalamazoo Poetry Festival; Art Encounters; Yan Martell author visit and other special events.

2. Will help promote collaborative activities and events for the library in 2014 such as the All Ears Theater Project & Workshop; the KIA Fantastic Rumpus exhibit; Reading Together; National Novel Writer’s Month Program; etc.

3. Will work closely with the Library Director and other staff to conceptualize a Donor Event for 2014 to thank donors, share information about the impact of giving on the library and to obtain feedback from donors to improve the library’s fundraising activities as well as donor relations.

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PORTAGE DISTRICT LIBRARY Library Director’s Report on the Financial Condition

for January 2014

Executive Limitation Policy on Financial Condition and Activities: With respect to the actual, ongoing financial condition and activities, the Director shall not cause or allow the development of fiscal jeopardy or a material deviation of actual expenditure for board priorities established in Ends Policies. Accordingly, he or she may not:

POLICY: 1. Expend more funds than have been received in the fiscal year to date unless the debt guideline (below) is met.

Director’s Response:

Revenue $ 2,607,967 Expenditures $ 502,688 Risk reserve (13% of operating budget) $ 451,486 Building Reserve $ 50,000 Technology Reserve $ 32,305 Debt Reserve $ 90,000 Benefits Reserve $ 68,392 Telephone System Replacement Reserve $ 75,000 Book Drop Reserve $ 100,000 HVAC Control Reserve $ 15,000 Patio Feasibility Reserve $ 7,500 Lobby Feasibility Reserve $ 7,500

POLICY: 2. Indebt the organization money in an amount greater than can be repaid by certain, otherwise unencumbered revenues within 60 days.


No new money has been borrowed that cannot be repaid within 60 days.

POLICY: 3. Use any long-term reserves. Director’s Response:

No reserves have been used.

POLICY: 4. Conduct inter-category shifting in amounts greater than can be restored to a

condition of discrete fund balances by certain, otherwise unencumbered revenues within 30 days.

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PORTAGE DISTRICT LIBRARY Page Library Director’s Report on Financial Condition for January 2014.

2


No Inter-category shifting has taken place.

POLICY: 5. Fail to settle payroll and debts in a timely manner. Director’s Response:

Payroll is processed by ADP, Inc. (Payroll service) bi-weekly. Payables are also Processed monthly or “as needed”.

POLICY: 6. Allow tax payments or other government-ordered payments for filings to be

overdue or inaccurately filed. Director’s Response:

All reports and tax payments are filed according to policy.

POLICY: 7. Make a single purchase or commitment of greater than $10,000 not already

found in the budget. Splitting orders to avoid this limit is not acceptable. Director’s Response:

No unbudgeted purchase that exceeds $10,000 has been made.

POLICY: 8. Acquire, encumber or dispose of real property. Director’s Response:

No real property has been acquired, encumbered, or disposed.

POLICY: 9. Fail to aggressively pursue receivables after a reasonable grace period. Director’s Response:

All receivables are being pursued according to policy.

POLICY: 10. Fail to provide the Library Board with a one page monthly financial

indicator monitoring report and a quarterly background financial monitoring report.


A financial indicator monitoring report is provided each month and a quarterly background financial monitoring report is provided each quarter.

POLICY: 11. Fail to arrange for an external financial audit of the library services. Director’s Response:

An external audit of the library is conducted each year and results presented to the library board.

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PORTAGE DISTRICT LIBRARY Page Library Director’s Report on Financial Condition for January 2014.

3

POLICY: 12. Fail to have appropriate authorized signatures on bank documents: Library

Director, Library Business Manager and Library Board Chair. Director’s Response:

Appropriate authorized signatures are on all bank documents.

POLICY: 12-A Fail to have a 2nd signature on all checks issued by the Portage District

Library in an amount of $20,000 by one of the three designated individuals on the library’s bank signature card, which would be one of the following: (1) the Library Board Chair, or (2) the Head of Adult Services, or (3) the Head of Youth Services.


All checks received the appropriate amount of signatures.

POLICY: 13. Fail to consider approved budget when entering into financial agreements

or collaborations with other entities. Director’s Response:

Approved budgets are considered when entering into financial agreements or collaborations with other entities.

POLICY: 14. Fail to keep the Library Board informed of any grant applications, and

obtain board chair signature when required by granting agency. Director’s Response:

The Library Board is informed of all grant applications and the board chair’s signature is obtained when required.

POLICY: 15. Fail to provide the Board Chair a list of all cash disbursements from the

time of the prior Board meeting to the current Board meeting. Director’s Response:

A list of all cash disbursements has been provided to the Board Chair for review.

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February 24, 2014


Monitoring Report For Executive Limitation Policy: Emergency Library Director Succession

Temporary and Long-Term

In order to protect the Library Board from sudden loss of the Library Director’s services, the Library Director will identify two other public service professionals familiar with Library Board and Library Director issues and processes who would be able to successfully substitute during the Library Director’s absence on an emergency temporary or long-term basis. Accordingly, the Library Director shall not:

POLICY ITEM #1: Fail to have a plan in place for emergency Library Director succession, (temporary) which would utilize internal library public service professionals.

Director’s Response to Item #1:

EMERGENCY (TEMPORARY) SUCCESSION (Short-Term Absence up to 6 Weeks)

In the event that the Library Director must be absent from the Portage District Library on an emergency (temporary) basis for a period of more than (3) days and not exceeding (6) weeks, then the succession plan is as follows:

A. Either the Head of Adult Services or the Head of Youth Services will be designated as a substitute for the Library Director during her emergency (temporary) absence from the library, with the support of the Library Administrative Team.

B. The Library Director will notify the Library Board Chair in advance (if possible) about the need for an emergency (temporary) absence and the expected duration of the short-term leave.

C. While substituting for the Library Director during her short-term absence, the Emergency (Temporary) Successor will communicate on a regular basis with the Library Board Chair and will keep him/her informed of any major issues facing the library or any board action needed.

D. The Library Business Manager will oversee all financial transactions, during the Library Director’s short-term absence.

E. During the Library Director’s short-term absence, the Emergency (Temporary) Successor will act on behalf of the Library Director in all aspects of library administration and operation, and will interact with the Library Board regularly, including preparing library board agenda materials and presenting that information at Library Board meetings.

F. During the Library Director’s short-term absence, any personnel issues that may arise will be handled jointly by the Emergency (Temporary) Successor and the Library Business Manager/Human Resource Manager.

G. During the Library Director’s short-term absence, the Emergency (Temporary) Successor will comply with all Executive Limitations Policies and will consult with the Library Board Chair as necessary.

H. The Emergency (Temporary) Successor’s substitution assignment will end when the Library Director returns from her short-term absence, or by a Library Board directive.

POLICY ITEM #2: Cause a “conflict of interest” by designating the Library Business Manager as an emergency successor.

Director’s Response to Item #2

The Library Business Manager has not been designated as the Library Director’s Emergency (Temporary) Successor during any short-term absence. To avoid any conflict of interest, the roles and duties of the Library Business Manager and the

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PORTAGE DISTRICT LIBRARY February 24, 2014 Monitoring Report for Executive Limitation Policy: Emergency Library Director Succession

Library Director are clearly defined and separated. For example, the Business Manager generates purchase orders and expends funds, and the Library Director monitors expenditures and signs checks to pay invoices, so there is always a check and balance system in operation.

POLICY ITEM #3: Fail to have a plan in place for Library Director succession/ replacement that would utilize either an internal public service professional or an outside professional designated by the Library Director and approved by the Library Board.


EMERGENCY (LONG-TERM) SUCCESSION (Long-Term Absence 6 Wks to 1 Year)

In the event that the Library Director must be absent on an emergency (long-term) basis from the Portage District Library for a period of more than (6) weeks and up to (1) year, then the succession plan is as follows:

A. The Library Director (if possible), in consultation with the Library Board, will identify a professional either inside or outside of the library who will substitute for the Library Director during her long-term absence from the library.

B. The Library Director will notify the Library Board Chair in advance (if possible) about the expected length of her absence and make a recommendation for the person to serve as Emergency (Long-Term) Successor.

C. The Library Board will hold a special meeting to consider appointment of an individual as the Library Director’s Emergency (Long-Term) Successor, and will also identify the terms and conditions of the assignment as well as the probable duration. If the professional is from inside the library, an adjustment will be made to the individual’s compensation according to the length of substitution time for the Library Director. If the person is from outside the library, compensation for the substitution period covering the Library Director’s long-term absence will be negotiated with the Library Board.

D. During the Library Director’s long-term absence, the Emergency (Long-Term) Successor will communicate on a regular basis with the Library Board Chair and will keep him informed of any major issues facing the library or board action needed.

G. All financial transactions, during the Library Director’s long-term absence, will be reviewed by the Emergency (Long-Term) Successor in consultation with the Library Business Manager.

H. During the Library Director’s absence, the Emergency (Long-Term) Successor will act on behalf of the Library Director, with the support of the Library Administrative Team, in all aspects of library administration and operation, and will interact with the Library Board regularly, including preparing library board agenda materials and presenting that information at Library Board meetings.

I. During the Library Director’s long-term absence, any personnel issues will be handled by the Emergency (Long-Term) Successor in consultation with the Library Business Manager/Human Resource Manager).

J. During the Library Director’s absence, the Emergency (Long-Term) Successor will comply with all Executive Limitations and Policies of the

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PORTAGE DISTRICT LIBRARY February 24, 2014 Monitoring Report for Executive Limitation Policy: Emergency Library Director Succession

Library Board and will consult with the Library Board Chair as necessary. K. The Long-Term Emergency Successor’s substitution assignment will end

upon return of the Library Director from her long-term absence, or by a Library Board directive.

L. In the event that the Library Director's long-term emergency absence changes to a resignation or termination, the Library Board will then refer to the "Library Director Succession/Replacement Plan" that was developed and presented to the Library Board in July 2004.

POLICY ITEM #4: Fail to produce a monitoring report about emergency Library Director

succession to the Library Board on an annual basis. Director’s Response: The Library Board’s annual calendar is developed and ready at the beginning of

each new fiscal year, with a list of all the required activities for that year, including due dates for written monitoring reports from the Library Director. The Monitoring Report for the Executive Limitation on Emergency Library Director Succession appears on the board’s annual calendar in the month of February. In compliance with that requirement,this report has been written and included in the board agenda packet for the board meeting of February 24, 2014.

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Monitoring Report for

Executive Limitation Policy: Treatment of Consumers

February 24, 2014 With respect to interactions with consumers or those applying to be consumers, the Library Director shall not cause or allow conditions, procedures, or decisions, which are unsafe, undignified, which invade privacy, or are unnecessarily intrusive, and shall not: POLICY ITEM #1: Use application forms that elicit information for which there is no clear necessity. Director’s Response to Item #1:

The application form used by the Portage District Library contains standardized language that is appropriate for a non-profit, tax-supported institution, and that has been examined by legal counsel for compliance with federal and state laws. In addition, there are no questions on the form that attempt to elicit information for which there is no clear necessity. The library has been using this application form since 1998 when it became a district library, and there have been no challenges by applicants or others to its content. To further ensure that all library forms and activities are in compliance with this Executive Limitation Policy, the Library Employee Handbook reinforces these requirements as follows: “Portage District Library will comply with all applicable laws and regulations and expects its directors, officers, and employees to conduct business in accordance with the letter, spirit, and intent of all relevant laws, and to refrain from any illegal, dishonest, or unethical conduct.”

POLICY ITEM #2: Use methods of collecting, reviewing, transmitting, or storing client information

that fails to protect against improper access to the material elicited. Director’s Response to Item #2:

Currently, the library has the following procedures in place to protect the privacy of patron information.

PROTECTION of PRIVACY: · Symphony (library automation system) updates with password protections · Measures have been taken to ensure the security of online e-mailing of overdue

and reserve notices to patrons. · Procedures are in place at all desks to guard against revealing private

information. · Patron data base is reviewed on a schedule to update old information. · There is a regular schedule in place (quarterly) for deletion of unused patron

accounts going forward. The purging process assures that we do not keep any unnecessary personal information in our patron database.

· Self-serve computer print stations with vending capability are available to patrons to print and retrieve their own personal print jobs without the assistance of library staff for more convenience and to ensure their privacy.

· Fax service (outgoing only) is also available to patrons to enable unassisted personal fax transmissions.

· The Library Privacy and Search Warrant Policy was last reviewed by the Library Board and Administration and approved at the January 27, 2014 board meeting. All employees are informed about the policy and trained to follow the specific

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PORTAGE DISTRICT LIBRARY February 24, 2014 Page

Monitoring Report for Executive Limitation Policy: Treatment of Consumers

2

process for safe-guarding patron privacy. · A new Freedom of Information Act Policy was officially adopted by the Library

Board at their meeting of December 9, 2013 and trustees voted on two resolutions: (1) A resolution to appoint the Library Director as the FOIA Coordinator for the library, and (2) A resolution to establish an FOIA Policy with related fees (a nominal charge assessed for producing copies of FOIA paperwork). In addition, the library’s attorney provided the library with all required legal forms that must be used for any FOIA requests.

POLICY ITEM #3: Fail to provide appropriate accessibility and privacy in facilities. Director’s Response to Item #3

Ø The Portage District Library is ADA compliant with a wheelchair accessible entrance, elevators, computer stations and restroom facilities. There is also a wheelchair available for use on the premises, and an entrance ramp and elevators that provide barrier-free entrance & transport.

Ø More seating has been provided in areas near the entrance to afford those with special needs a place to sit upon arrival, in preparation for leaving, or while waiting for assistance.

Ø The upper level Atrium and Adult Services areas have improved accessibility and privacy with advantageous placement of furnishings, wider aisles and pathways, lower, easier-to-reach shelving with wide open sight lines and unobstructed seating space.

Ø We also offer circulating laptops with wireless access so that library patrons can use them anywhere in the library and connect to the Internet - which provides a higher degree of privacy than the stationary computers in the Adult Reference Room.

Ø Privacy is also ensured for our patrons' information by having an employee code of conduct at the library that requires staff to maintain confidentiality of all patron information.

Ø In the physical realm, privacy is offered to patrons by offering a Quiet Room, and by providing patrons access to an Adult Study Room, a Youth Study Room, a Youth Group Study Room and (5) other meeting rooms that are available for public use at a rental fee. There are numerous, individual study table & chair groupings throughout the library that provide places for people to read, study and work in an uninterrupted manner.

Ø Meeting room rentals are handled confidentially and are listed on the calendar only according to information that the renter provides to the library.

Ø More casual seating has been provided throughout the Atrium to present a friendlier more comfortable atmosphere for all visitors.

Ø The Teen Room has been furnished in an appealing way to make it more accessible and comfortable to that age group.

Ø Youth Room is arranged to make children’s browsing areas more accessible and to create less obstructed sight lines for staff to monitor activities in that area.

Ø The Preschool Room has age appropriate learning toys and the floor plan is safer for small children and enables parents and caregivers to easily observe them.

Ø There is a Staff Lounge on the first floor, away from the public area, for employees to take break periods so as not to interfere with patron activities and to provide privacy for staff.

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POLICY ITEM #4: Fail to establish with consumers a clear understanding of what may be expected

and what may not be expected from the service offered. Director’s Response to Item #4:

The library continues to handle its communications with library patrons in an excellent manner, using clear cut and easy-to-understand signage, flyers, posters, brochures, e-newsletters and website information. All promotional materials are carefully developed to convey important messages to library users that will specifically describe new services (i.e., Boopsie, Next Reads, Zinio, Mosio, etc.) or changes in services (i.e., Changes in Fines & Fees, Changes in Fee for print notification of holds; Library closings, Friends’ Book Sale dates, etc.) Any enhancements to library services are conveyed to library users via the library’s monthly e-newsletter, inserts in The Portager, large posters placed throughout the library and with banner advertisements on the library’s website. In 2014, the library will be switching over to FireSign, a web-based platform for managing digital signage, so this should improve the quality and functionality for the visual information the library conveys to its patrons (library events, meetings, programs and news & weather updates). In 2013, the library began an initiative to do cross-genre book & displays to enable more meaningful theme based reading and visual experiences for library patrons. There are (3) “Program Central” display units set up around the library with posters advertising monthly activities and events. The library's e-newsletter transmits useful library related information to patrons. In addition, other methods are used to communicate, such as:

Ø The library's website content was updated so that content in several areas of the site is current and dynamic.

Ø The library now has a Social Media Committee that is focused on developing meaningful newsworthy content for the library’s Facebook and Twitter accounts.

Ø An annual report for the library is widely distributed that conveys all that the public is getting from its library.

Ø Newsletters are sent via e-mail and are used to highlight library resources and services.

Ø Special phone and e-mail communications are directed to homebound patrons to make sure they are up-to-date on library events, resources and services.

Ø Recorded message on the library's phone system are used to direct callers to the appropriate service points in the library and advertises any new services.

Ø Special promotional campaigns are conducted to "get the word out" about any new services available at the library.

Ø Any time that library resources and services are changed in any way, there is a publicity initiative undertaken to get the message out, through news releases, radio announcements, newspaper articles, website alerts and flyers placed in materials being checked out

Ø Public surveys (both online and paper) are conducted regularly to gather information and feedback from patrons and then responses are used to assess library operations and services and to make any necessary changes.

POLICY ITEM #5: Fail to inform consumers of this policy, or to provide a way for persons to be

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4

heard who believe they have not been accorded a reasonable interpretation of their protections under this policy.


Currently, the library has the following procedures in place to ensure that patrons are heard:

· All public service staff is trained to ask library patrons, during interactions with them, if they found what they were looking for at the library.

· An Annual Report is distributed widely throughout the community and includes contact information for Library Board Members and the Library Director.

· Citizen Comment cards are available in the library for patrons to submit comments.

· Electronic comment cards are available within the Library website for users to submit online comments.

· Evaluation forms are regularly handed out to patrons after library programs to get input on current and future program offerings.

· Patron surveys are conducted at regular intervals, both paper & electronic. · All Library Board meetings are posted in high traffic locations and on the

library's website and are held onsite and open to the public at any time. · Comments from library patrons are prompted by postings on the library’s

Facebook page and on Twitter. .

POLICY ITEM #6: Fail to provide a written monitoring report to the Library Board once a year. Director’s Response to Item #6:

The Library Board’s annual calendar is developed and ready at the beginning of each new fiscal year, with a list of all the required activities for that year, including due dates for written monitoring reports from the Library Director. The Monitoring Report for the Executive Limitation on Treatment of Consumers appears on the board’s annual calendar in the month of February. In compliance with that requirement, this report has been written and included in the board agenda packet for the board meeting of February 24, 2014. In addition to the Library Board's annual calendar we have now also developed an annual calendar for the Library Administrative team to keep all work on track and ensure that marketing initiatives, special Ends projects and public service events are conducted in a timely manner.

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PORTAGE DISTRICT LIBRARY Marketing Update

January 2014-February 2014

The following marketing activities were conducted at the library during the month of January 2014 and the first part of February 2014.

The library e-newsletter was issued on February 1st to PDL cardholders with email contacts. The e-newsletter contained articles highlighting library events and the new apps page on Portage District Library’s webpage that makes accessing library services easy on a mobile device. It also highlighted the Personal Care Item Drive that the library is sponsoring during the month of February, and information about Portage District Library’s bad weather closing procedures.

There was an insert placed in The Portager advertising upcoming events and programs being conducted at the Portage District Library in the months of March and April 2014.

The library’s “Love Our Community” Personal Care Items Drive conducted during the month of February 2014, was highlighted in the library’s February e-Newsletter. A poster was created and is currently on display in the library’s front lobby.

A flyer for the library’s upcoming Spring Reading Program is currently being created for distribution in March. The Spring Reading Program is geared at youth and features reading quests for children to complete.

v The Sunday, January 19, 2014

Teen Exam Late Night was promoted through the media specialists at the local high schools. The event was highlighted on the daily announcements at both Portage Central and Portage Northern

v Weather related closings during January 2014 were publicized on the library’s website and Facebook page, WWMT Channel 3, WOOD TV8, as well as front door signage and library answering machine messages.

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Library Director’s Narrative Report for February 24, 2014 (Activities in January 2014 and part of February 2014)

Administrative Activities: During the month of January 2014 and first part of February 2014, Library Director Christy Klien engaged in the following activities: v Participated in weekly Administrative Team meetings on Thursday mornings. v Participated in regular library-wide staff meetings on Tuesday mornings for all library employees. v Participated in Technology Team meetings on Tuesday mornings. v Covered reference service desks to provide time for staff meetings in Youth and Adult Services. v Attended the Portage Rotary Club lunch meetings on Wednesdays in January. v Attended the Portage Public Schools’ Curriculum Instruction Council meetings on Wednesday, January 15,

2014 and Wednesday, February 12, 2014. v Attended the Portage Public Schools’ District Advisory Council meeting on Thursday, January 16, 2014. v Covered service desks on Saturday, January 18, 2014 and Sunday, January 19, 2014. v Participated in the Portage District Library’s Teen Exam Late Night on Sunday, January 19, 2014. v Met with Portage District Library’s Friends President, Toni Yannie and Treasurer Dorilee Schieble to

discuss setting up a website for the Friends group on January 20, 2014. v Hosted Portage Public Schools’ media specialists’ development meeting on January 22, 2014. v Attended the Portage Rotary Club Board Meetings on Friday, January 24, 2014 and Friday, February 21,

2014. v Participated in Social Media Team meeting on Tuesday, February 11, 2014. v Attended the Portage Rotary Club Executive Board Meeting on Friday, February 14, 2014. v Assisted with providing dinners to families at Portage Alternative High’s conferences on Thursday,

February 20, 2014. Community Support: A Personal Care Item Drive entitled: “Love Our Community” is being conducted at the library during the month of February 2014 and any items collected are being donated to the Portage Community Center for distribution to Portage residents in need of those items. Efficiencies: The new periodicals vendor started in January 2014 and provides far more reporting than the previous one did, so this should make things easier for all of us once initial transition takes place. We are working to fill some gaps caused by this transition. General Facilities Work: Facilities work during the last part of January 2014 and the first part of February 2014, included:

Ø Replaced and recalibrated damper motor actuator in VAV (variable air volume) box that serves the Adult Services Area to allow better air flow.

Ø Replaced the roof top exhaust fan motor and bearings that serve the staff restrooms; Ø Installed more picture rail in Teen Room Ø Repainted blue meeting room accent wall located off Teen room Ø Conducted monthly CSD-1 inspection on boilers Ø Replaced power supply in Youth neon sign Ø Scheduled and conducted annual fire extinguisher inspection Ø Replaced stained ceiling tiles throughout building

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PORTAGE DISTRICT LIBRARY Library Director’s Narrative Report for January 2014 & the first part of February 2014 Merchandising Activities: Black Experience Through Song, Story and Poetry blog & booklist. Networking & Outreach Activities: Ø Kalamazoo Poetry Festival Steering Committee meeting Ø Hispanic American Council Ø West Michigan Black Heritage Society Ø Kalamazoo Astronomical Society Ø Poetry Reading Kalamazoo Book Arts Center (putting out our flyers) Ø Senior Center personnel regards tax prep assistance program Ø Portage Public Schools’ E2 advanced elementary classes were trained on research skills and returned for

three weeks of research at the library. Ø KRESAs’ Head Start and Woods Edge classes continue to attend monthly storytimes. Ø There were several new youth focused outreach opportunities in the beginning of 2014 as follows:

· Youth Services staff attended the Family and Baby Expo, which boasted an attendance of over 2500 people.

· Teen Librarian Olivia Pennebaker attended North Middle School’s Lunch Bunch book group to promote services and events, and was invited back to participate in their “March Is Reading Month” activities.

Programming: Ø Adult program: “What Is Feng Shui and Putting Feng Shui into Use” drew (50) participants. Ø Ongoing adult programming continues to draw comparable steady attendance, and it appears that the resume

counseling is getting more word-of-mouth publicity. Ø Youth programming was definitely affected by the inclement weather during the last month, but we still had

several well-attended events! We celebrated the Chinese New Year with the Modern Chinese School of Kalamazoo, hosting both family and teen events. Our collaborative art program with the Kalamazoo Institute of Arts was well-received as well, and our monthly D3 (Dance, Drama, Draw) programs continue to have a loyal following.

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TO: Portage District Library BoardFROM: Christy Klien, Library DirectorDATE:SUBJECT: Library Statistical Report - January 2014

Jan-13 Jan-12 CHANGE 2013 2012 CHANGECirculation/Collections Total Library Circulation 61,469 69,314 -11.32% 61,469 69,314 -11.32% Adult - Books 19,062 22,234 -14.27% 19,062 22,234 -14.27% Adult - A/V 7,347 8,084 -9.12% 7,347 8,084 -9.12% Youth - Books 19,178 22,080 -13.14% 19,178 22,080 -13.14% Youth - A/V 4,767 5,576 -14.51% 4,767 5,576 -14.51% Hot Picks 5,727 6,831 -16.16% 5,727 6,831 -16.16% E-Material 3,662 2,401 52.52% 3,662 2,401 52.52% ILL - PDL Requests 951 1,245 -23.61% 951 1,245 -23.61% ILL - Other Lib. Requests 775 863 -10.20% 775 863 -10.20% Self-Checkout Percentage 63.42% 54.88% 63.42% 54.88% Total Library Collection 195,020 193,178 0.95% Adult - Books 96,245 95,380 0.91% Adult - A/V 15,990 16,603 -3.69% Youth - Books 66,796 64,178 4.08% Youth - A/V 11,187 12,662 -11.65% Hot Picks 4,802 4,355 100.00% Net Acquisitions 2,679 1,174 128.19% 2,679 1,174 128.19% Purchased - Books 2,381 1,993 19.47% 2,381 1,993 19.47% Purchased - A/V 298 275 8.36% 298 275 8.36% Donated - Books 0 4 -100.00% 0 4 -100.00% Donated - A/V 0 4 -100.00% 0 4 -100.00% Material Discarded 0 (1,102) -100.00% 0 (1,102) 100.00% Total In-House Usage* n/a n/a n/a 0 0 n/a In-House Periodical Usage n/a n/a n/a 0 0 n/a In-House Book Usage n/a n/a n/a 0 0 n/aPatrons Total Patrons 47,074 46,954 0.26% Adult 29,698 28,864 2.89% Youth 7,692 8,481 -9.30% Non-Resident 274 282 -2.84% Reciprocal 6,612 6,182 6.96% Internet User 2,735 3,088 -11.43% Professional 63 57 10.53% Total Patrons Added 263 391 -32.74% 263 391 -32.74% Adult 163 226 -27.88% 163 226 -27.88% Youth 15 65 -76.92% 15 65 -76.92% Non-Resident 4 3 33.33% 4 3 33.33% Reciprocal 33 46 -28.26% 33 46 -28.26% Internet User 48 51 -5.88% 48 51 -5.88% Professional 0 0 0.00% 0 0 0.00%

February 18, 2014

Month Statistics YTD Statistics

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Library Building Usage Total Meeting Room Usage 167 185 -9.73% 167 185 -9.73% Internal/Collaboration 97 109 -11.01% 97 109 -11.01% External/Outside Usage 70 76 -7.89% 70 76 -7.89% Total Program Audience 904 1,863 -51.48% 904 1,863 -51.48% Adult 196 196 0.00% 196 196 0.00% Youth 646 1,472 -56.11% 646 1,472 -56.11% Heritage Room 62 195 -68.21% 62 195 -68.21% Total Number of Programs 34 44 -22.73% 34 44 -22.73% Adult 14 11 27.27% 14 11 27.27% Youth 19 30 -36.67% 19 30 -36.67% Heritage Room 1 3 -66.67% 1 3 -66.67% Total Volunteer Hours 478 501 -4.59% 478 501 -4.59% Adult 95 177 -46.33% 95 177 -46.33% Youth 105 73 43.84% 105 73 43.84% Technical 117 119 -1.68% 117 119 -1.68% Circulation 99 70 41.43% 99 70 41.43% Administration 32 32 0.00% 32 32 0.00% Community Service 30 30 0.00% 30 30 0.00% Total Front Door Traffic 60,234 64,334 -6.37% 60,234 64,334 -6.37% Total Youth Services Traffic 35,045 37,554 -6.68% 35,045 37,554 -6.68% Total Business Center Traffic 3,812 4,132 -7.74% 3,812 4,132 -7.74%Information Access/Reference/Research Total Reference Transactions 7,812 8,675 -9.95% 7,812 8,675 -9.95% Adult Phone 445 502 -11.35% 445 502 -11.35% Adult Ready Reference 2,388 3,037 -21.37% 2,388 3,037 -21.37% Adult Reference 179 347 -48.41% 179 347 -48.41% Youth Phone 224 254 -11.81% 224 254 -11.81% Youth Ready Reference 2,486 2,526 -1.58% 2,486 2,526 -1.58% Youth Reference 367 260 41.15% 367 260 41.15% HR Phone 38 15 153.33% 38 15 153.33% HR Ready Reference 486 440 10.45% 486 440 10.45% HR Reference 42 18 133.33% 42 18 133.33% Circ Phone 315 369 -14.63% 315 369 -14.63% Circ Ready Reference 554 522 6.13% 554 522 6.13% Circ Reference 288 385 -25.19% 288 385 -25.19% Total Edutainment LAN Use 421 443 -4.97% 421 443 -4.97% Total Internet Computer Use 5,568 5,713 -2.54% 5,568 5,713 -2.54% Youth Computers 1,654 1,555 6.37% 1,654 1,555 6.37% Adult Computers 3,765 3,879 -2.94% 3,765 3,879 -2.94% Laptop Computer Circulated 149 279 -46.59% 149 279 -46.59% Total Electronic Transactions 52,566 60,556 -13.19% 52,566 60,556 -13.19% WebSite Hits 39,128 45,652 -14.29% 39,128 45,652 -14.29% WebCatalog Sessions 8,982 9,917 -9.43% 8,982 9,917 -9.43% Licensed Database Hits 4,456 4,987 -10.65% 4,456 4,987 -10.65%* In-house Use Statistics will be done for one week each quarter.

Christy Klien, Library Director

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