JPL Capacity Plan - Overview

In March of this year, JPL issued a Request for Proposal for a consulting team to help determine the capacity of JPL to provide services in a rapidly changing information environment given reduced funding, uncertainty about future funding, and to obtain direction from the community about which service priorities and locations are most important for the future.

Godfrey's Associates, Inc. was awarded the contract and will begin consultation work for the Library on their first site visit July 27th - July 29th. An ad hoc Board Capacity Plan team has been appointed by Board Chairperson Jim Selzer, and a senior staff team has been appointed by Director Barbara Gubbin, to work with the consultants during this process. The senior staff team includes Deputy Director Barrett King, Deputy Director Carolyn Williams, Assistant Director Luis Flores, Assistant Director Gretchen Mitchell, and Project Manager Melonee Slocum.

Project Background

JPL opened seven new libraries in FY04-05 doubling the footprint of JPL. DESTINATION:next, the Strategic Plan which following, was predicated on an expanded system, service growth and a healthy economy. Since then, the General Fund expendable accounts have been cut every year and fiscal uncertainty continues.

JPL continues to provide services at all twenty one locations with fewer staff than five years ago, and in the face of reductions to overall funding including facilities and IT. The BOT has already reduced hours at five locations to 20 hours per week, eliminated Sunday hours at all locations except the Main library, reorganized operations and eliminated positions to meet a City current year budget shortfall.

Project Purpose

The purpose of the Capacity Plan is to determine the capacity of JPL to provide services in a rapidly changing information environment given reduced funding, and uncertainty about future funding, and to obtain direction from the community about which service priorities and locations are the most important for the future.

Project Goals

A consulting firm will formulate the plan within the context of the current and anticipated budgets, the existing Strategic Plan, and library service trends including digital service delivery and other cost effective service delivery systems, to recommend sustainable library services for City of Jacksonville.

To determine capacity, the consultant will evaluate every public library facility, analyze library usage patterns, consider cost effective service delivery methods, and compile market segmentation/customer analytics data. The results will be presented to the community to determine their priorities among the affordable options.

The capacity plan will produce a long-range facilities master plan that will provide the Jacksonville community with equitable, appropriate, flexible, safe and secure environments. It will identify and recommend sustainable facilities capacity options which will best serve community needs now and in the future, and include a listing of facilities needs and costs.

JPL does not have adequate IT infrastructure and support to provide the community with the technology access they require to meet their information needs. IT analysis and cost estimates for upgrades will be a key element of the infrastructure review and analysis.

The consultants will lead a process that will engage the community on the issues of declining budgets, use and maintenance of facilities and IT, preferred library services for the various market segments in Jacksonville, and service priorities for the course of the plan. The process will explore service capacity options which may include closing, combining, or replacing existing libraries and services, and will include new digital and cost effective service delivery options.

JPL and its Board compete with other City agencies for General Fund dollars, and as a result, are subject to uncertain budget funding each year and, have no capacity to do long term planning for funding library services. The capacity plan will explore options for funding which would provide a consistent revenue stream for the administration of Jacksonville Public Library by the BOT.
Project Timeline - The capacity planning process is envisioned to be a 6-9 month project beginning in July 2010 and concluding with the final plan approval by the JPL Library Board of Trustees by February 2011.

Two Questions About Floating Collections

Email Cheryl Callavini or Mark Hohnadel your answers to any or all of these questions and your name will be entered for a gift card drawing after this series of questions is answered.

Q5: Will there still be a catchup system for ordering materials?

Q6: What do you tell customers who come to the desk and say they found an item from another branch on the shelf?

Answers to Floating Collections Questions 3 & 4

Email Cheryl Callavini or Mark Hohnadel your answers to any or all of these questions and your name will be entered for a gift card drawing after this series of six questions is answered.

Q-3: How will information on floating collections be communicated to the staff?

A: Information regarding floating collections will be communicated to staff several ways. We will communicate via training classes, email, and the staff blog. A formal communication plan is also being developed.

Q-4: What do we tell customers when they ask?

A: When customers ask, you will explain that we are using a system that keeps materials at the branch where they are returned. Also, it will make materials more readily available for customers and give them more materials from which to choose.

CW Has a Webb of Summer Library Programs

Webb Wesconnett Branch Library had 65 children at their Summer Library Program opening party, June 10 (left; Laurie Mills' two granddaughters, Haydn and Kylee stand at far right.) Amber Holley, Argyle Branch Manager, CW's Mia Brack and Jessica Serrano assisted Ms. Mills.

Children were intent on seeing critters and hearing about their characteristics as the Jacksonville Zoo presented their intriguing program.

Clifford and Laurie Mills, Library Associate, welcome kids to another fun program.

Additionally, Ms. Mills said her Tiny Tots program, held every Wednesday for kids 5 and under, is growing with as many as 52 people, including parents, in one program.

Game Day @ Northwest

Staff from Florida Times Union were here in the library to cover Northwest's Game Day Program. Here is the video and a link to the photo album that appeared in FTU's website last night.

Town Hall Meetings in May 2010

Everyone who wants to review the notes from the May Town Hall meetings can click here to review them. These notes contain important items covered that affect each JPL employee. It is also interesting to review the different questions asked by staff and answered by Administration during those three meetings.

Two More Q's About Floating Collections

Here are the second two questions and you can email your answers to Cheryl Callavini or Mark Hohnadel now or wait until Thursday, July 8, and the correct answers will be posted on this blog. Right or wrong, if you respond, your name will be included in a drawing after the next set of questions are posted.

Q: How will information on floating collections be communicated to the staff?

Q: What do we tell customers when they ask?

Staff Profile

Jim Burns is a librarian in Main's Popular Department, and he was one of the winners of the Model the Way awards recently. Alisha LeVasseur, his supervisor, attributes him with going above and beyond at everything he does. A coworker says Jim gives customers a positive experience, not just the first time but every time they visit.

Q: What do you like best about being a librarian? How long have you been at JPL?

A: Back in the day (that is, before the advent of the Internet), along with customer service, my favorite thing about being a librarian was searching through book after book to find the answer to reference questions. It was like a treasure hunt. Perhaps if I worked in the reference department I’d still be doing some book searching, but all the reference I do in the Popular Library is online. It’s quicker and easier; however, I miss the thrill of the chase. Therefore, the most enjoyable part of my job is interacting with a diverse group of customers and trying to provide good service. When I feel I’ve done that, I go home happy at the end of the day. I've worked at JPL nine years.

Q: How do you keep up with new technology? What's your personal favorite new tech gadget or idea?

A: Actually, I’m not a tekkie at all. To me technology is something that I master to whatever extent I need in order to perform my job, not for the love of the gadgetry. All that said, I’ve been pleased with the success of our self-check machines, and I am having a small love affair with my new Apple MacBook Pro at home.

Q: Who's your favorite author, or what's your favorite book? Why?

A: My favorite current authors are Carl Hiaasen and a Canadian author named Helen Humphreys. They are very different but both are--in their own ways--quirky, which is what draws me to them. As far as past authors go, John Steinbeck is my favorite, and his The Grapes of Wrath and J.D. Salinger’s The Catcher in the Rye are my favorite books of all time. Again, I like the quirkiness of the latter, and I like Steinbeck’s strong sense of social justice.

Q: What do you like to do in your free time?

A: I like to read, exercise (though that regimen has diminished since my ankle was torn up a year and a half ago), and be with my cats and those I love. I also enjoy our local public radio and public TV stations, ritual reading of The New York Times and Sports Illustrated and cooking. Ask me in a few years after I’ve retired and I’ll probably add travel and various other things I don’t find time for now.

Director Gubbin at ALA's Advocacy Day in D.C.

Library Director Barbara Gubbin, pictured front left, joined others with ALA on Capitol Hill recently to advocate for libraries.

She said, "You could not miss us in those T-shirts."

Important Social Security Information

Barbara Gubbin, Library Director, wants staff to know that Linda Eckersen has placed links to the Social Security's 'Retire Online' web page. Also, Ms. Gubbin asks that all staff read the message received from the State Librarian of Florida, Division of Library and Information Services, and use this information as needed:

"The Social Security Administration is involved in a wide variety of new and important initiatives. They have asked libraries around the country to partner with them to share information about these initiatives with the public.

"Specifically, they have asked public libraries to help promote their new national campaign Retire Online. It’s So Easy! This campaign features a new online retirement application that can be completed in as little as 15 minutes. The application, available at www.socialsecurity.gov , can easily be completed at library computers. You may view a brochure on the subject at www.socialsecurity.gov/pubs/10522.pdf .

"Partnering with the Social Security Administration to promote this initiative and others like it will benefit the populations we serve. One way you can help spread the word is by linking to the agency’s website at www.socialsecurity.gov . Another method is to publish articles about these initiatives in your newsletters or other printed materials.I

"If you have any questions and need additional information from the Social Security Administration, please contact Carolyn Houston at Carolyn.Houston@ssa.gov or 410.965.7603.

"Please consider assisting Social Security in this important effort. "

SST Adds to USA: Tetyana Lyalina-Minster

Tetyana Lyalina-Minster, who works part-time in Support Services' Cataloging Department, will celebrate this year's Independence Day as a new U.S. citizen. Her citizenship is effective as of July 1. A celebration was held at UPK and pictured L/R are: Amanda Duemmel, Cindy Chism, Gretchen Mitchell, Charlene Adkins, Debbie Moore, Stanley McIntyre (in back), Ms. Lyalina-Minster, and Doreen Cooke-Jenkins.

Congratulations, Tetyana!

Answers to First Two Q's About Floating Collection

1. How will we deal with an overflow of materials in our collection?

A: An overflow of materials can be handled several ways. You can create a display with the overflow materials, you can weed if needed, or make more space in your collection. You can also see if another branch in the system has a need for materials that you have an overflow of.

2. If we find that we have very few or no books in a certain subject area, what can we do?

A: If you find you have no books in a subject area, you can use the holds system to request items, or ask other branches in the system if they have extras they can send you. You can also request that materials in that subject area be ordered through collection development.

Don't forget to email Cheryl Callavini or Mark Hohnadel with your answer(s) so you can be eligible for the drawing.

JPL Prepares for Floating Collections

Soon JPL will begin transitioning to Floating Collections. We will start with Media, including DVDs, CDs, VHSs and books on tape. The print collection will follow and that is planned for November or December.

JPL has completed three classes on Floating Collections, and to further heighten awareness in a fun way, we will be listing two questions in this blog twice a week over the next few weeks. Below are the first two questions and any staff desiring to send an answer to either one or both questions can do so and be eligible for a prize to be awarded at the close of this series of Q’s. Send your answers to these and/or forthcoming Q’s to either Cheryl Callavini or Mark Hohnadel via email.

Q: How will staff deal with an overflow of materials in our collection?

Q: If we find that we have very few or no books in a certain subject area what can we do?

Answers to Q's will be given in the next blog; so be looking for them. (Right or wrong, staff who email their answers to either Ms. Callavini or Mr. Hohnadel will have their names entered for the prize drawing.)

After 35 Years, Naomi Bryant Retires

Naomi Bryant, Library Assistant in Acquisitions, ends her long career with the library on June 25 and will be missed by JPL staff.

On June 23, her supervisors and peers, joined by Naomi's family, honored her with a party at University Park Branch where she works in the Support Services area.

You are wished the very best always, Naomi.

Stars of Star Wars Shine at Mandarin Branch

On May 29, David Foster hosted his fourth annual Star Wars program, in which participants made arts & crafts from a galaxy far, far away by using ordinary household items and lots of imagination. The centerpiece each year is the selection of and customization of light sabers that are made from empty gift wrap rolls. Other activities included designing your own droid components from plastic egg halves, apple sauce containers, and tapioca containers, plus walking a remote R2D2 like a puppy, plus listening to stories from a miniature, robotic Yoda. With help from the 501st Legion, Florida Garrison, Squad 7, the program was a huge success with 127 people in attendance.

According to the voice/ image release forms, the following real people correspond with the following characters in the group photo (from left to right):

Brian Chittick, (TIE Fighter Pilot)
Cheyenne Bowers (Imperial Officer)
Rebecca Hudson (Storm trooper)
Michael Joiner (Darth Vader)
David Foster (Obi-David Kenobi)
Mike Milner (Imperial Officer)
Jason Sobol (Helper)
Patrick Nichols (Biker Scout)

Kudos from Customers

Beaches: “Children's room clerk, Diane Byrd, invariably goes way beyond the call of duty to help me when I come in with knotty inquires involving children's books. … Many thanks for her friendly service.”

Main – Reference: “Mr. Greg [Royce] and Ms. Crystal [Chase] are always customer service oriented and very, very helpful. I appreciate their expertise and patience."

Southeast: “Just want to compliment 'Torrie' (Pertoria Kennedy), who was working the front desk. She was friendly, professional, and helpful. Torrie provided the most pleasant service I've experienced at the library.”

University Park: “…Mr. Wise…is very pleasant…His being cordial, coupled with his professionalism, makes for a welcomed visit…”

Webb Wesconnett: “Sandra Lockley is very professional. She assisted me two weeks ago with a problem on my account. ...”

Efficiency and Operational Procedures

This article was contributed by Bill Schaefer, our new Operations Analyst, who reports to Barrett King, Deputy Director:

According to the Merriam Webster Dictionary, efficiency is the effective operation as measured by a comparison of production with cost. Put simply: are we getting a bang for our buck? The JPL receives a finite budget annually and must strive to make the best use of allocated money and resources while at the same time focusing on providing the highest quality service to the customer. Successful organizations strive to be efficient by developing operational procedures that standardize how business is conducted throughout the organization and optimize best practices based on experience and cost effectiveness. Standard operating procedures help reduce confusion, variation, and are a key step toward process improvement.

One of my primary duties is to help assist with defining how the Jacksonville Public Library system can improve its operational procedures to deliver quality services more cost-effectively, with less waste. Efficiency improvement at the JPL can take many forms ranging from the addition of new automated equipment which eases employee workload, freeing staff to focus more on customer service needs, to developing new operational processes that maintain high standards and help save money. I have been tasked to review current operational procedures and to identify to senior leadership areas where they may consider implementing procedural or policy review. I will also be involved with drafting operating procedures for review to increase library service efficiency. I have been working to become knowledgeable on the policies and regulations within the JPL and COJ systems to determine where we are today and what we can do to make tomorrow more efficient. I consider myself very fortunate to have been selected to work as part of JPL’s highly trained and professional staff, and I look forward to working with all of you.

Kids Race Sea Monsters at Graham Branch

Graham Branch held a sea monster race and party, June 17, for children. The party was one of their special Make A Splash At Your Library programs. Here Bruce Woods colors his own sea monster and shows Picasso doesn't have a thing on him.

JPL's Donations to Gift for Health

Library employees donated a total of $2,054.00 in pledges and cash/check donations toward's the City's 2010 Gift for Health campaign that closed last week. We appreciate the thoughtfulness and gifts made by those who could support this worthwhile effort.

Two New Titles & Two Wedding Dates

Ali Johnson previously worked in Marketing Communication part-time as a Communications Specialist when she was single. Now working full-time for Kathy Tekin, Library Supervisor, Youth Services, Ali has a new title--Youth Services-Community Relations Specialist. Shortly after taking her new position, she made another major change in titles--Mrs.--when she married Kyle Loftin in Orange Beach, Alabama, May 22. (Ali prefers to be known as Ali Johnson Loftin.) She gives this fun fact about their wedding: "I actually forgot to apply for my marriage license in advance for the May 22nd wedding, so the secondary wedding ceremony, which we held on the 29th in my home state of Kansas, will be our official wedding date, though we will acknowledge the 22nd as our anniversary date. " (To enlarge picture, double click on it.)

Best wishes to the bridge and groom!