PORTAGE DISTRICT LIBRARY 2014 ENDS STATEMENTS · PORTAGE DISTRICT LIBRARY . 2014 . ENDS STATEMENTS . ... D. Create specific marketing tools and employ additional merchandizing

PORTAGE DISTRICT LIBRARY

2014

ENDS STATEMENTS

to be Presented to the Library Board

on January 27, 2014

January 27, 2014

PORTAGE DISTRICT LIBRARY End Statement #1 for 2014

Interpretation & List of Projects

Optimize access to resources for information, education, and entertainment

Library Director’s Interpretation: The library must ensure that resources and services are easily accessible. Library membership, usage and collection data will need to be analyzed to guide collection development, library services and programming decisions. This data analysis will help us to better determine what our users want and need in library resources and services. New methods of delivery of information must be continually reviewed to provide timely, convenient, and desired content for our users. This also means that the library’s physical collections must be easily accessible, by providing appropriate spaces and shelving for collections. Areas of Focus in 2014 to Accomplish End Statement #1 will be: To gain more awareness of who are library users are and aiming our collections, resources and

programs at those user groups. 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. To encourage more self-checkouts by library users for optimal use of staff time and for user

convenience. 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.

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.

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.

Activities to Accomplish End Statement #1 in 2014 will be as follows:

I. Analyze and evaluate current collection usage data to better focus purchasing and marketing of collections that would be appealing to library users. A. Review accessible data collected across various circulation points and create reports that extract that

data into a usable format. B. Analyze the available data, evaluate trends and research available market data regarding library

collection and format usage. C. Explore the option of expanding the scope of the Heritage Room Collections to include circulating

items and items of interest to youth. D. Create specific marketing tools and employ additional merchandizing techniques to target specific

audiences and collections identified in analysis and trends. E. Review library collection development procedures and policies in consideration of the trends that are

revealed. F. Review library lending policies to improve access to popular collections. G. Plan for data collection that will help measure success of changes made over time.

II. Discover what parts of the library district current library users are coming from to help determine where we might employ targeted marketing to attract non-users. A. Investigate who is able to perform mapping of our user data for this type of project and at what cost.

PORTAGE DISTRICT LIBRARY January 27, 2014 End Statement #1 for 2014 - Interpretation & List of Projects

B. Standardize aspects of the registration process and how user data input into Symphony. C. Create a user database clean-up and deletion project to improve the quality of user information

available for analysis. D. Investigate Blue Cloud Analytics software from SirsiDynix as a possible tool for continued analysis of

user or collection data available from Symphony, our circulation system. E. Compare the user database to census data regarding age range of borrowers to pinpoint possible

population-based recruitment. F. Will use information derived from examination of patron usage data to direct marketing to specific

user groups to promote the library and its resources.

III. Continue to escalate public usage of self-checkout workstations so that 65% of all material checked out is processed at self-checkout. A. Prioritize and target the next tier of barriers to using self-checkout as determined from the self-

checkout monitoring data reported in 2012. B. Review comparative data from monthly statistics to determine if there are any meaningful trends in

self-checkout usage. C. Perform a second self-checkout issue monitoring period to determine if there have been any changes in

the types of problems user’s experience. D. Investigate options for re-positioning self-checkout stations and/or the Checkout Desk. E. Investigate options for handling security of audiovisual materials related to self-checkout. F. Review possible options for improving instructions, touch screen layout, and directives within the

current 3M self-checkout platform.

IV. Improve fiction collection shelf organization throughout the entire library. A. Review practices used for keeping various fiction collections in better shelf-order than our current

practice. B. Once a better method has been selected, create a plan for how to train staff and volunteers on new

procedure and how to complete the project with the least disturbance to library users. C. Reorganize all fiction collections according to new procedure. D. Evaluate how the change impacts library user’s ease of access. E. Provide a report to the Library Board on the staff and user experience with the new shelf-order.

V. We will implement the Zinio service, which allows library users to download copies of current,

popular periodicals to be read on electronic devices. A. We will partner with the Southwest Michigan Library Cooperative to purchase the Zinio service for

member libraries. B. We will schedule two staff educational programs to familiarize public service staff with the Zinio

service and allow them to help users on Android and Apple devices C. We will schedule at least 12 walk in sessions to help people with Zinio, bi-monthly following

implementation, tapering to monthly. D. We will publicize the library’s new Zinio service and will provide instructions on how to access

and use the new service.

VI. After thorough testing in 2013, we will implement the Mosio text a librarian service in 2014 A. The Mosio Product will be installed with help from Technical Processing staff and the library’s

outside service provider, Fusionary, Inc. B. A best practice document will be created for staff to use as a reference and posted on PDL’s

Intranet. C. A one-month staff educational period will be scheduled. D. We will write a report of questions received and answered in 2014.


E. We will publicize the new Mosio service to encourage library patrons to use it.

VII. The Library website will be evaluated for enhancements and updates. A. The staff will be involved in a site-wide evaluation of content on the website. B. The site will be evaluated for potential organizational and design updates. C. Website enhancements will be highlighted to educate the public about them.

VIII. New methods for the maintenance and evaluation of social media service points will be explored.

A. Staff responsible for the maintenance of social media will meet monthly. B. Additional ways of creating content for social media will be explored.

IX. Evaluate alternative methods for creating content for in-house digital signage.

A. The Technology Team will explore alternative vendors for the library’s digital signage. B. A plan for populating the digital signage with content will be created. C. New digital signage software will be used as a marketing tool for transmitting information about

library resources and services to the public.

X. The Heritage Room will be reorganized to increase usability and patron traffic. A. Shelving will be updated. B. Portions of the collection will be converted from reference materials to circulating.

XI. Successful Deployment of the Public Access Computer Replacement Project

A. Complete the purchasing process for the necessary hardware and software for this project including security software, PC management software and necessary support software

B. Build a new Public Access Environment including a public access domain, desktop and laptop images; new security software and PC time/print management software.

C. Transition from old SAM computer management software to new Envisionware computer management software.

D. Configure Library document station with print release function and configure wireless printing services.

E. Publicity will go out to inform library users of new public access computers.

XII. Successful Deployment of the New Library Document Station A. Replace existing public access copiers with the new capabilities of the Library Document Station B. Install the Library Document Station in a Pre-Production environment for evaluating potential

services, library staff review and training. C. Configure offered services from the Library Document Station including traditional Copy, internet fax,

scan to (USB/Email/Online Service). Configure Library Document Station to be print release station for new Envisionware environment.

D. Move Library Document Station to production usage by library patrons and begin to transition library patrons from the traditional copier to the new library document station.

E. Publicity will go out to inform library users of new Library Document Station with special functions.

XIII. Successful Deployment of the Library’s VoIP Telephone Replacement Project A. Evaluate vendor responses and recommend solution to the library board. B. Implement VoIP solution including Dial-Tone transition, Direct Inward Dial Number, system

hardware system software, switching solution and analog device configurations. C. Train the library staff D. Execute cut-over to the new VoIP system with minimal downtime and call loss.


XIV. Successful Deployment of the Library’s Staff Copier Replacement Project A. Complete the purchasing process for replacing the copier including request for proposal, vendor

evaluation and recommendation to the library director. B. Configure and replace the existing staff copier. C. Train library staff as users, administrative users and maintenance users.

XV. Upgrade of Symphony, E-Resource Central and Mobile Circulation

A. Upgrade Symphony to the latest release of 3.4.1 version as a basis for supporting enhanced functionality for its peripheral products and new features and patches.

B. Upgrade SirsiDynix Web services to the latest release of the 3.4.1 version or 4.1 version for enhanced support of Mobile Circulation

C. Upgrade SirsiDynix Web Reporter and begin evaluation of SirsiDynix Blue Cloud Analytics as a potential subsequent migration/upgrade

D. Upgrade SirsiDynix Enterprise to latest build of the 4.3 version for patches. E. Install E-Resource Central (ERC version 1.2) management software to the SirsiDynix Enterprise

catalog software providing patrons with a single catalog to search for print, audio, visual and electronic materials

F. Install MobileCirc software for portable/remote circulation/patron registration/collection management.

Measurement Criteria for End Statement #1 Target Date of Completion

I. Analyze and evaluate current collection usage data to better focus purchasing and marketing of collections that would be appealing to library users.

A. Extraction reports are created and implemented to produce usable data. 1st Quarter B. A report of circulation data, trends, and market data is made to library

administration. Results are shared with the Library Board. 2nd Quarter

C. A recommendation is made regarding the viability of circulating Heritage Room collections with the inclusion of youth materials.

4th Quarter

D. Appropriate marketing materials and plans are created. 4th Quarter E. FY2015 materials budgets are adjusted to support the findings of the

analysis. 2nd Quarter

F. Recommendations for possible lending policy changes are made. 3rd Quarter G. Follow up information measuring the outcome of this project is provided to

the Library Board. FY 2015

II. Discover what parts of the library district current library users are

coming from to help determine where we might employ targeted marketing to attract non-users.

A. A list of providers and associated costs is created for consideration in the FY 2015 Budget.

2nd Quarter

B. A template for best practices regarding the data entry of user information is created and implemented.

1st Quarter

C. A plan is implemented for streamlining the user database and a cleanup project is started.

1st Quarter

D. A recommendation regarding the possible purchase of Blue Cloud Analytics is made.

2nd Quarter

E. A comparative report based on census information is created to recommend 3rd Quarter


population groups could be recruited as library users through targeted marketing.

F. Marketing tools such as direct mailings and topical e-newsletters were directed to specific user groups to promote the library and its resources.

3rd & 4th Quarter

III. Continue to escalate public usage of self-checkout workstations so that

65% of all material checked out is processed at self-checkout.

1st Quarter B. Annual self-checkout statistics of 59% reported. Year End 2014 C. Comparative data is available for planning 2015 Ends. November 2014 D. Layout options for self-checkout and Checkout Desk are reviewed for

future budgets. 2nd Quarter

E. Security options for audiovisual materials are investigated for future budgets.

2nd Quarter

F. Possible adjustments made to 3M self-checkout appearance and messaging. 3rd Quarter IV. Improve fiction collection shelf organization throughout the entire library.

A. A new method for having fiction collections in shelf-order established. January 2014 B. A plan for completing the new shelf-order process is created and

implemented. February 2014

C. All fiction collections are in the new shelf-order. 2nd Quarter D. A brief survey of library users in the fiction areas is completed. 3rd Quarter E. A report to the Library Board is made. 4th Quarter

V. We will implement the Zinio service, which allows library users to

download copies of current, popular periodicals to be read on electronic devices

A. We partnered with the Southwest Michigan Library Cooperative and purchased the Zinio service for member libraries.

May 2014

B. We conducted (2) staff educational programs to familiarize public service staff with the Zinio service and trained them to help users on Android and Apple devices

May 2014

C. We scheduled and conducted 12 walk in sessions (on a bi-monthly basis following implementation and then tapering off to a monthly basis) to help patrons learn about Zinio and use it effectively.

May 2014

D. We publicized the library’ new Zinio service in a high traffic forum (website, e-newsletter, The Portager) on following implementation, and provided instructions on how to access and use the service.

May 2014

VI. After thorough testing in 2013, we will implement the Mosio text a librarian service in 2014

A. The Mosio Product was installed with help from Technical Processing staff and the library’s outside service provider, Fusionary, Inc.

May 2014

B. A best practice document was created for staff to use as a reference and posted on PDL’s Intranet.

May 2014

C. A one-month staff educational period was scheduled.

May 2014

D. A report was written with a list of questions received and answered in 2014. May 2014

E. We publicized the new Mosio service via the PDL website, social media, May 2014


and e-newsletter article.

VII. The Library website will be evaluated for enhancements and updates. A. Staff recommended content changes on the portions of the site assigned to

them and changes were made based on these recommendations. 4th Quarter Ongoing

B. Portions of the site were evaluated for organizational and design changes at each monthly tech meeting.

4th Quarter Ongoing

C. Website enhancements were publicized on the PDL website, and in the library’s e-newsletter.

4th Quarter

VIII. New methods for the maintenance and evaluation of Social media service

points will be explored.

A. A monthly social media meeting was established. 4th Quarter Ongoing

B. Guidelines for staff contributing content to social media were created. 3rd Quarter

IX. Evaluate alternative methods for creating content for in-house digital signage.

A. A vendor was selected to provide digital signage software to the library. 1st Quarter B. A plan for populating the signage with content was implemented. 2nd Quarter C. New digital signage software is being used to push out information about

library resources and services to the public. 2nd Quarter

X. The Heritage Room will be reorganized to increase usability and patron

traffic

A. Shelving was ordered and installed in the Heritage Room. 4th Quarter

B. A plan for converting selected portions of the Heritage Room collection to circulating was created.

4th Quarter

XI. Successful Deployment of the Public Access Computer Replacement Project

A. Complete the purchasing process for the necessary hardware and software for this project including security software, PC management software and necessary support software

March 2014

B. Build a new Public Access Environment including a public access domain, desktop and laptop images, new security software and PC time/print management software.

April 2014

C. Transition from old SAM computer management software to new Envisionware computer management software.

May 2014

D. Configure Library document station with print release function and configure wireless printing services.

June 2014

E. Publicity was sent out to inform library users of new public access computers. (via e-newsletter; The Portager, posters, etc.)

2nd Quarter

XII. Successful Deployment the Library’s New Library Document Station

A. Replace existing public access copiers with the new capabilities of the Library Document Station

March 2014

B. Install the Library Document Station in a Pre-Production environment for February 2014


evaluating potential services, library staff review and training. C. Configure offered services from the Library Document Station including

traditional Copy, internet fax, scan to … (USB/Email/Online Service). Configure Library Document Station to be print release station for new Envisionware environment.

February 2014

D. Move Library Document Station to production usage by library patrons and begin to transition library patrons from the traditional copier to the new library document station.

March 2014

E. Publicity will go out to inform library users of new Library Document Station with special functions.

2nd Quarter

XIII. Successful Deployment of the Library’s VoIP Telephone Replacement Project

A. Evaluate vendor responses and recommend solution to the library board. January 2014 B. Implement VoIP solution including Dial-Tone transition, Direct Inward

Dial Number, system hardware system software, switching solution and analog device configurations.

February 2014

C. Train the library staff February 2014 D. Execute cut-over to the new VoIP system with minimal downtime and call

loss. 2nd Quarter

XIV. Successful Deployment of the Library’s Staff Copier Replacement Project

A. Complete the purchasing process for replacing the copier including request for proposal, vendor evaluation and recommendation to the library director.

May 2014

B. Configure and replace the existing staff copier. June 2014 C. Train library staff as users, administrative users and maintenance users. June 2014

XV. Upgrades of Symphony, E-Resource Central and Mobile Circulation

A. Upgrade Symphony to the latest release of 3.4.1 version as a basis for supporting enhanced functionality for its peripheral products and new features and patches.

September 2014

B. Upgrade SirsiDynix Web services to the latest release of the 3.4.1 version or 4.1 version for enhanced support of MobileCirc

September 2014

C. Upgrade SirsiDynix Web Reporter and begin evaluation of SirsiDynix BlueCloud Analytics as a potential subsequent migration/upgrade

October 2014

D. Upgrade SirsiDynix Enterprise to latest build of the 4.3 version for patches.

November 2014

E. Install E-Resource Central (ERC version 1.2) management software to the SirsiDynix Enterprise catalog software providing patrons with a single catalog to search for print, audio, visual and electronic materials.

November 2014

F. Install MobileCirc software for portable/remote circulation/patron registration/collection management.

October 2014

January 27, 2014

ORTAGE DISTRICT LIBRARY End Statement #2 for 2014


Be a safe, welcoming, inclusive destination for families and individuals

Library Director’s Interpretation: The library is a destination of choice. We must provide a space that is welcoming, clean and safe for our patrons to visit and our staff to work. The library must continually monitor and enhance our physical space through projects such as furniture re-upholstering, energy efficient lighting upgrades, and general ambiance. As employers, the library must provide a safe and welcoming work environment. Initiatives, such as the updating of the Employee Handbook and developing a Disaster Plan, will help achieve this End. Areas of Focus in 2014 to Accomplish End Statement #2 will be: 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. 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.

To ensure the highest level of safety at the library by developing a complete Disaster Plan for the library.

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.

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.

Activities to Accomplish End Statement #2 in 2014 will be as follows: I. Investigate the feasibility of making improvements to the external material return area that

makes it safer and easier for users to access from a vehicle. A. Review public concerns and past re-design plans regarding the external material return area. B. Engage architect or structural engineer for guidance on cost effective options and designs for

making improvements to the external material return area. C. Investigate automated return handling solutions. D. Review budget options and timeline for selected improvements to the external material return

area. E. Solicit bids for work to fulfill selected plan for improvements to the external material return

area. F. Develop a timeline for completion of work on the improved external materials return area. G. Advertise the improvements made to the external material return area.

II. Investigate solutions to improving the ambiance and function of the Front Lobby area. A. Convene a committee to evaluate and prioritize problems to be solved in the Front Lobby area. B. Research cost of possible solutions to the problems identified in the Front Lobby area and

prioritize them. C. Plan for budget expenses to make improvements to the Front Lobby area. D. Complete the improvements to the Front Lobby area.

PORTAGE DISTRICT LIBRARY January 27, 2014 End Statement #2 for 2014- Interpretation & List of Projects

E. A public awareness initiative will be undertaken to highlight the changes that are made in the library’s front lobby.

III. Review the Library’s janitorial services and complete RFP bid procedure for work. A. Complete an assessment of the necessary duties to be contracted as part of the Library’s

cleaning contract. B. Prepare and distribute RFP documents to prospective bidders. C. Sign agreement for cleaning services to begin January 1, 2014.

IV. Develop a comprehensive Disaster Plan for the Library. A. Complete an assessment of necessary information to be included in the Library’s disaster plan. B. Gather information from necessary sources and organize for inclusion into the disaster plan. C. Create a Disaster Plan and distribute in paper and electronic formats.

V. Review and update the Library’s Employee Handbook. A. Review the current handbook and note areas for change and new policies to be added. B. Discuss necessary changes with the Library’s lawyer. C. Create and distribute a paper and electronic version of the handbook to employees and review

with staff.

VI. Install new lighting in the Atrium to highlight and make collections more visible. A. Solicit quotes from vendors for additional lights. B. Develop timeline for work and complete project within budget.

VII. Complete a remodel of the staff lounge to allow for a more useful space.

A. Gather staff input on ideas for changes to the staff lounge. B. Order new furniture and complete remodel of the staff lounge.

VIII. Produce a training video for staff use demonstrating a Library procedure.

A. Investigate and acquire necessary software to produce a training video. B. Produce a training video and reveal to staff.

IX. Investigate alternative solutions for the patio space.

A. Solicit ideas for alternatives uses of the patio space. B. Develop cost estimates of the alternative solutions and consider for inclusion in the FY2015

budget. X. Re-upholster worn seating arrangements in the Teen Room and selected areas of Adult

Services to provide a clean and welcoming space for individuals. A. Meet with Interior Designer to look at seating arrangements and determine most cost efficient

way to upholster the furniture. B. Select fabric that will be durable for public use. C. Obtain quotes for upholster (labor) and fabric (costs). D. Systematically rotate furniture out to upholster to be re-done.

XI. We Will Increase Passive Programming A. Some of our patrons in busy times of their lives (late 30s through 50s) are not attending

programs at the library. In order to reach out to these people in a way that gives some of the benefits of collection-related programming, new types of initiatives, kits, and co-locations of


resources will be developed to provide education and entertainment to patrons on their own timetable, similar to the way that distance education or webinars are utilized.

B. We will create three new experience bags. C. We will create a way to group education or medical topics in diagnosis bags. D. We will create and drive traffic to Internet navigated series of resources on important topics

such as personal investing or real estate, in a part of the website tentatively entitled “Library You” to reflect an emphasis on lifelong learning.

E. We will plan a drop-in educational event for Fall 2014. F. We will publicize the new type of passive programming & resources to increase awareness

and promote use.

XII. We will plan and implement after hours programming at the library. A. We will determine if there is a way to obtain temporary liquor licenses for library programs. B. We will plan three programs to happen in the evenings, ending after the library has closed. C. We will take sample demographics and feedback from all after hours programs currently

running and planned. D. We will utilize marketing tools to promote after hours programming at the library.

XIII. Reevaluate the Summer Reading Program for changes to scope and structure.

A. Examine ways to make the Youth Summer Reading Program appeal to a wider audience. B. Explore the possibility of including other elements in the program, such as writing or science.

XIV. Explore options for the inclusion of a youth component in the Heritage Room collection.

A. Heritage Room staff will meet with members of the Youth Staff to build a collection

development plan. B. A youth component will be part of the collection reorganization plan for the Heritage Room. C. Advertise the new youth component in the Heritage Room to encourage children to use it.

Measurement Criteria for End Statement #2 Target Date

of Completion I. Investigate the feasibility of making improvements to the external

material return area that makes it safer and easier for users to access from a vehicle.

A. A compilation of issues with the external material return area is drafted.

1st Quarter

B. Plans with cost estimates are reviewed by Library Administration and recommendations are presented to the Library Board.

2nd Quarter

C. Feasibility and cost estimates for automated material handling are presented to the Library Board.

2nd Quarter

D. Funding options and timelines for improving the external material return area are recommended to the Library Board.

2nd Quarter

E. Bids are received for the recommended project. To be determined

F. A timeline for completion of work on the improved external materials return area was established.

To be determined

G. Marketing material is available in multiple formats prior to, during, and after the project to improve the external material return area.

To be determined

PORTAGE DISTRICT LIBRARY January 27, 2014 End Statement #2 for 2014- Interpretation & List of Projects II. Investigate solutions to improving the ambiance and function of the

Front Lobby area.

A. A list of possible improvements is created. 1st Quarter B. A plan will be communicated to the Library Board. 1st Quarter C. FY2015 will reflect plans for improvements. 2nd Quarter D. Lobby area improvements are completed. End of year &

into FY 2015 E. A public awareness initiative was undertaken to highlight the changes

that were made in the library’s front lobby. (bookmarks, e-newsletter and posters)

End of Year

III. Review the Library’s janitorial services and complete RFP bid procedure for work.

A. An assessment of the necessary duties to be contracted as part of the Library’s cleaning contract has been completed.

3rd Quarter

B. RFP documents have been prepared and distributed to prospective bidders.

4th Quarter

C. An agreement for cleaning services to begin January 1, 2014 has been signed.

4th Quarter

IV. Develop a comprehensive Disaster Plan for the Library. A. An assessment of necessary information to be included in the Library’s

Disaster Plan has been completed. 1st Quarter

B. Information from necessary sources has been gathered and organized for inclusion into the Disaster Plan.

2nd Quarter

V. Review and update the Library’s Employee Handbook. A. The current handbook has been reviewed, areas for change have been

noted and new policies to be added have been identified. 3rd Quarter

B. Discussions of necessary changes have been held with the Library’s lawyer.

3rd Quarter

C. A paper and electronic version of the handbook has been created and distributed to employees and it has been reviewed with staff.

4th Quarter

VI. Install new lighting in the Atrium to highlight and make collections more visible.

A. Quotes have been solicited from vendors for additional lights. 1st Quarter B. A timeline for work has been established and the project has been

completed within budget. 1st Quarter

VII. Complete a remodel of the staff lounge to allow for a more useful space.

A. Staff input on ideas for changes to the staff lounge has been gathered and taken under consideration.

1st Quarter

B. New furniture has been ordered and the staff lounge has been remodeled.

1st Quarter

VIII. Produce a training video for staff use demonstrating a Library procedure,

A. The necessary software to produce a training video has been investigated and acquired.

3rd Quarter

B. A training video has been produced and revealed to staff. 3rd Quarter


I IX. Investigate alternative solutions for the patio space. A. Ideas for alternatives uses of the patio space have been solicited. 2nd Quarter B. A cost estimates for alternative solutions has been prepared and

considered for inclusion in the FY2015 budget. 2nd Quarter

X. Re-upholster worn seating arrangements in the Teen Room and selected areas of Adult Services to provide a clean and welcoming space for individuals

A. A meeting was held with Interior Designer to look at seating arrangements and determine most cost efficient way to upholster the furniture

1st Quarter

B. Fabric is reviewed and selected. 2nd Quarter C. Quotes are received for labor costs and fabric to complete project. 2nd Quarter D. Furniture was systematically rotated out to upholster to be re-done until

project is complete 3rd & 4th Quarters

XI. We Will Increase Passive Programming A. Two (2) new types of initiatives, kits, or co-locations of resources were

described for providing education and entertainment to patrons on their own timetable.

June 2014

B. We create (3) new experience bags. June 2014 C. We documented a method to group education or medical topics in

diagnosis bags. June 2014

D. We created a website tentatively entitled "Library You" to reflect an emphasis on lifelong learning.

June 2014

E. We planned and implemented one (1) drop-in educational event.

Fall 2014

F. We publicize the new type of “do it yourself” programming & resources via a PDL web ad, article in the e-newsletter and posters.

Fall 2014

XII. We will plan and implement after hours programming at the library. A. We explored ways to obtain a temporary liquor licenses for library

programs. November 2014

B. We planned (3) programs in the evenings at the library after closing. November 2014 C. We took sample demographics and obtained feedback from all after

hours programs currently running and planned. November 2014

D. We promoted after hours programming at the library via a PDL web ad, article in the e-newsletter and posters.

November 2014

XIII. Reevaluate the Summer Reading Program for changes to scope and structure

A. An Interactive “quest” option was offered to youth as an addition to the traditional Summer Reading Program.

3rd Quarter

B. A creative writing component was added to the Teen Summer Reading Program.

3rd Quarter

XIV. Explore options for the inclusion of a youth component in the


Heritage Room collection. A. A collection development plan was created. 3rd Quarter B. An initial youth collection was added to the Heritage Room. 4th Quarter

C. The new youth component in the Heritage Room was advertised via a PDL web ad, AN article in the e-newsletter and posters.

4th Quarter

January 27, 2014



Be a leader in strengthening our community

Library Director’s Interpretation: The library must be an active community participant. Participation in community activities and organizations will help develop and strengthen our value within the community we serve. Library staff will be encouraged to be engage within the community we live, work and serve. Areas of Focus in 2014 to Accomplish End Statement #3 will be: 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. To strengthen the connection between the library and youth in our community by engaging in more

targeted and beneficial outreach activities. 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. 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.

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

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.

Activities to Accomplish End Statement #3 in 2014 will be as follows: I. We will Seek to Expand the Strengthsfinder Program

A. We will report on Strengthfinder 2013 results, using metrics gained from tests, participant surveys, and discussions with those in contact with program participants.

B. We will apply for another grant to offer more students the opportunity to benefit. C. We will double its size next year, breaking down participants into smaller groups for more

productive interactions. D. We will promote the StrengthsFinder program to targeted student groups to solicit participation.

II. Explore ways to streamline Youth Department outreach efforts

A. Evaluate the designation of a staff member as the outreach coordinator. B. Explore the option of creating an outreach kit for use at off-site outreach events.

III. Youth staff will strengthen the relationship between the City of Portage Youth Advisory Committee and the library’s Teen Advisory Board. A. Youth Services staff will attend Teen Advisory Board meetings. B. Youth Services staff will collaborate with the adult advisor for the City of Portage Committee to

build a joint program. C. The library’s Teen Advisory Board will co-host a joint event for teen volunteers with the Portage

Youth Advisory Committee. D. Appropriate marketing initiatives will be undertaken to promote the Youth joint event.

PORTAGE DISTRICT LIBRARY January 27, 2014 Ends Statement #3 for 2014 - Interpretation & List of Projects

IV. The library will take a lead role in sponsoring and/or initiating community support events in 2014.

A. The library will serve as a collection site for humanitarian relief in our community. B. The library will be a host site for at least one Blood Drive at the library during the year. C. The library will respond to timely issues affecting our community with information and assistance. D. We will conduct a Library Open House in 2014 to inform people in our community about

collaborative programs, resources and services available to them at the library. E. Appropriate marketing initiatives will be undertaken to promote all community support events and

the “Library Expo” Open House in 2014.

V. Library staff will immerse themselves in local area activities to build and strengthen liaisons within our community. A. The Library Director will be a member on at least one community board and attend other meetings. B. Library staff will represent the library at a variety of organizations & businesses in our community. C. Outreach and networking activities will ensure library participation in important community initiatives

and events. D. The library will pursue collaborations with community leaders, businesses and organizations that will

fulfill the purpose of strengthening our community.


I. We will Seek to Expand the Strengthsfinder Program A. We reported Strengthsfinder 2013 results, using metrics gained from tests,

participant surveys, and discussions with those in contact with program participants.

B. We applied for another grant to offer more students the opportunity to benefit.

C. We doubled the size of the Strengthsfinder Program for next year. D. We promoted the StrengthsFinder program to teachers for targeted student

groups to solicit participation for 2015.

2nd Quarter 3rd Quarter 4th Quarter End of Year

II. Explore ways to streamline Youth Department outreach efforts

A. A division of tasks for youth outreach and a list of expectations for a coordinator was created based on one year’s worth of outreach experience.

B. An outreach kit was created for use by youth staff at off-site events.

4th Quarter 4th Quarter

III. Youth staff will strengthen the relationship between the City of Portage Youth Advisory Committee and the library’s Teen Advisory Board. A. A liaison from the Portage Youth Advisory Committee was invited to

attend the Teen Advisory Board meetings. (1st Quarter) B. Youth staff collaborated with the adult advisor for the city committee to

develop a plan for building a joint program. C. Youth staff hosted a joint event for teen volunteers planned by the Portage

Youth Advisory Committee and the library’s Teen Advisory Board. D. The joint teen event was promoted through the library’s website, flyers,

posters, the PDL e-newsletter and via The Portager.

1st Quarter 2nd Quarter 4th Quarter 3rd & 4th Quarters


IV. The library will take a lead role in sponsoring and/or initiating community support events in 2014. A. The library served as a host collection site for humanitarian relief in our

community including the following: Personal Care Items Collection (collaboration with PCC) Food for Fines Campaign (community food collection for PCC Pantry) Holiday Time – “Adopt-a-Family” (sponsored a family at Christmas time) Salvation Army “Angel Tree” (toy collection for children)

Spring 2014 August 2014 December 2014 December 2014

B. The library hosted two Blood Drives at the library in 2014.

American Red Cross Blood Drive (already scheduled for 3-31-14) Michigan Blood Drive (Sometime in late fall early winter 2014)

March 2014 4th Quarter

C. The library responded to timely issues affecting our community with information and assistance. Assisted the public with understanding the Affordable Care Act and

helped them get on the Internet to do online health insurance applications Assisted the public with accessing electronic tax forms and information Made the public aware of new community resources and added links on

the library’s website to direct searches. Provided business & investment focused presentations & materials

1st Quarter 2nd Quarter 2nd Quarter Ongoing

D. We will conduct a Library Open House in 2014 to inform people in our community about collaborative programs, resources and services available

A Library Open House was conducted at the library in 2014 showcasing library programs, resources and services.

E. The library’s events supporting the community and the Library Open House were advertised and promoted via the library’s website, the library’s Facebook page, e-newsletter, digital signage, posters and signage.

4th Quarter All Year

V. Library staff will immerse themselves in local area activities to build and strengthen liaisons within our community.

A. The Library Director will be a member on at least one community board and attend other meetings. The Library Director served as a board member on the Portage

Community Center Board; the Portage District Advisory Council; was an active member on the Portage Public Schools Curriculum Instruction Council; and participated regularly in meetings of the Portage Rotary Club; took part in the Connect Kalamazoo Forum and participated in meetings and activities generated by the Trifecta joint marketing with the City of Portage and Portage Public Schools.

B. Library staff will represent the library at a variety of organizations &

All Year


businesses in our community. Library staff members were involved in various capacities in the

following community organizations: • Arcadia Institute (Services to individuals with special needs)

(C. Klien) • Kalamazoo Institute of Arts (joint participation in Art Hops, and

collaboration on exhibits, etc .) (M. Meyer) • Kalamazoo Poetry Festival (PDL serving as fiscal agent & staff involved on

Steering Committee, fundraising & program development) (D. Delach, V. Dumler, R. Foti, M. Meyer)

• Portage Public Schools (Kindergarten card sign-up, ESOL support, lesson plan materials support & homework help, class visits promoting summer reading & local history, and staff involvement on school committees and involvement in special initiatives) (various library staff members)

• Portage Rotary Club (Membership in club attendance at meetings & special events & support of Rotary Scholarship Program.) (C. Klien & C. Walker)

• Small Business Technology Development Center (N. Sosulski) • Southwest Michigan Black Heritage Society (S. Rossio) • Southwest Michigan Library Cooperative (L Kapture)

C. Outreach and networking activities will ensure library participation in

important community initiatives and events. The library participated in the community’s Memorial Day Parade The library participated in community Ice Cream Socials The library collaborated with the City on the Veteran’s Day Ceremony

D. The library will pursue collaborations with community leaders, businesses

and organizations that will fulfill the purpose of strengthening our community.

Connect Kalamazoo Network (participation in Forum) Portage Rotary Club (support of scholarship program) Portage “Trifecta” (Joint Marketing initiative City/Library/School)

[Production of a collaborative marketing video with Public Media Network in conjunction with the City of Portage and Portage Public Schools, focusing on the arts in the Portage community.]

Reading Together (Community Joint Reading Initiative)

All Year May 2014 Summer 2014 November 2014 2nd & 3rd Quarter 3rd Quarter 4th Quarter

January 27, 2014



Be a community center to experience and explore local arts and culture

Library Director’s Interpretation: The library is the cultural center for our community and has developed a solid reputation for our support and offerings of local art and culture, through displays, collections, and programming. We must continue to provide a space and an avenue for local ideas and art to be seen and heard to enrich the lives of the community. Areas of Focus in 2014 Accomplish End Statement #4 will be: 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.

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.

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

Activities to Accomplish End Statement #4 in 2014 will be as follows: I. We will finish planning and implement the Kalamazoo Poetry Festival

A. We will complete planning a major poetry reading featuring representatives from 10 diverse cultural organizations and 6 local poets.

B. We will implement the “Sense of Place” workshop at PDL with Bonnie Jo Campbell and Susan Ramsey.

C. We will implement poetry readings by two nationally acclaimed poets. D. We will Plan & Supervise a “Poetry Inspired Art Exhibit” by 20 local artists and 20 local poets. E. We will Plan & Supervise a poetry reading and art reception by the artists and poets represented

in the “Poetry Inspired Art Exhibit.” F. We will complete the evaluations required by three grants and all other follow up information. G. We will measure total attendance at any Portage hosted event. H. We will solicit feedback from attendees. I. We will promote the Kalamazoo Poetry Festival to help ensure its success.

II. We will expand Art Encounters programming in 2014

A. We will create and implement programming from noon to 4:00 on a Saturday in August incorporating Portage Senior Center art and music programming.

B. We will select and contact four music groups to perform. C. We will select and contact two art groups to demonstrate art. D. We will select and contact two artists to host an interactive art table for youth or adults. E. We will measure total attendance at any Portage hosted event. F. We will solicit feedback from attendees and participants. G. We will promote Art Encounters programming to encourage participations.


III. We will prepare for a visti from author Yan Martell in partnership with Western Michigan

University A. We will meet with Katherine Joslin and Mary-Louise Totton from Western Michigan University

and plan a program around Martell’s visit in October. B. We will plan and implement a program based on Yann Martell’s visit to Kalamazoo. C. We will measure total attendance at any Portage hosted event. D. We will solicit feedback from attendees. E. We will promote the Yan Martell author visit to raise awareness and encourage public

participation.

IV. We will plan and implement a program to support writers in the Portage District Library community. A. We will plan programs to coincide with 2014’s National Novel Writer’s Month Program

(NaNoWriMo). B. We will start a Portage area NaNo facebook page where we can give shout-outs to participants,

give updates on word counts, list events, post inspiration, tips, etc. C. We will create a simple online form for people to sign up to receive updates about NaNo

programs, as well as other author/writer interest programs throughout the year. D. We will host three programs, two to prepare during October, two during, and a closing program

as well as host a minimum of 4 to a maximum of 8 passive “write-in” programs. E. We will promote the writers’ support program to encourage participation.

V. Collaborate with the All Ears Theatre of Kalamazoo on performance and outreach

opportunities.

A. Explore options for a live All Ears performance at the Portage District Library. B. Perform outreach activities to inform library users about live radio theatre and make it more

accessible. C. We will publicize the All Ears Theater collaboration to encourage participation.

VI. Collaborate with Kalamazoo Institute of Arts on their community exhibit, “Fantastic Rumpus:

50 Years of Children’s Book Illustration.”

A. Youth staff will promote the exhibit and collaborative activities through the library. B. Youth staff will create collaborative programming focusing on the themes of the exhibits. C. We will publicize the KIA collaboration to encourage participation.


I. We will finish planning and implement the Kalamazoo Poetry Festival. A. We planned & conducted a major poetry reading festival featuring

representatives from 10 diverse cultural organizations and 6 local poets. April 2014

B. We implemented the “Sense of Place” workshop at PDL with Bonnie Jo Campbell and Susan Ramsey.

April 2014

C. We conducted poetry readings by two nationally acclaimed poets. April 2014 D. We planned & supervised a “Poetry Inspired Art Exhibit” by 20 local artists

and 20 local poets April 2014

E. We planned & supervised a poetry reading and art reception by the artists and poets represented in the “Poetry Inspired Art Exhibit.”

April 2014


F. We completed the evaluations required by three grants and all other follow up information.

April 2014

G. We measured total attendance at any Portage District Library hosted event. April 2014 H. Feedback was solicited from attendees. April 2014 I. We promoted the Kalamazoo Poetry Festival via the PDL website, social

media and print materials. 1st & 2nd Quarters

II. We will expand Art Encounters programming in 2014

A. We created and implemented programming from noon to 4:00 on a Saturday in August incorporating Portage Senior Center art and music programming.

August 2014

B. We selected and contacted (4) music groups to perform. August 2014 C. We selected and contacted (2) art groups to demonstrate art. D. We selected and contacted (2) artists to host an interactive art table for youth

or adults August 2014

E. We measured total attendance at all Portage hosted event. August 2014 F. We solicited feedback from attendees and participants. August 2014 G. We promoted Art Encounters programming via the PDL website, social

media, posters & some flyers. August 2014

III. We will prepare for a visit from author Yan Martell in partnership with Western Michigan University

A. We met with Katherine Joslin and Mary-Louise Totton from Western

Michigan University and planned a program around Martell’s visit. October 2014

B. We planned and implemented a program based on Yann Martell’s visit to Kalamazoo.

October 2014

C. We measured total attendance at all of the PDL hosted events. October 2014 D. We solicted feedback from attendees. October 2014 E. We promoted the Yan Martell author visit via the PDL website, social media,

The Portager and e-newsletter article. October 2014

IV. We will plan and implement a program to support writers in the Portage District Library community

A. We planned programs to coincide with 2014’s National Novel Writer’s Month Program (NaNoWriMo).

November 2014

B. We started a Portage area NaNo Facebook page where we give shout-outs to participants, updates on wordcounts, list events, post inspiration, tips, etc.

November 2014

C. We created a simple online form for people to sign up to receive updates about NaNo programs, as well as other author/writer interest programs throughout the year.

November 2014

D. We hosted (3) programs, (2 during October, and a closing program) and hosted a minimum of 4 to a maximum of 8 passive “write-in” programs

November 2014

E. We promoted the writers’ support program via the PDL website, social media, and e-newsletter article.

November 2014

V. Collaborate with the All Ears Theatre of Kalamazoo on performance and outreach opportunities.

A. A performance of an All Ears production was hosted at the Portage District Library, including a “petting zoo” of sound effects objects.

1st Quarter


B. A workshop run by All Ears staff targeting youth was hosted at the Portage District Library.

1st Quarter

C. We publicized the All Ears Theater events via the PDL website, social media, and e-newsletter article.

1st Quarter

VI. Collaborate with Kalamazoo Institute of Arts on their community exhibit,

“Fantastic Rumpus: 50 Years of Children’s Book Illustration.”

A. An interactive display containing materials related to the exhibit was created. 1st Quarter B. A youth-oriented art workshop run by Kalamazoo Institute of Arts staff was

hosted at the Portage District Library. 1st Quarter

C. We publicized the KIA collaboration via PDL web ad, displays, social media The Portager.

1st Quarter

.

Documents

PORTAGE DISTRICT LIBRARY 2014 ENDS STATEMENTS · PORTAGE DISTRICT LIBRARY . 2014 . ENDS STATEMENTS . ... D. Create specific marketing tools and employ additional merchandizing