8/10 Deadline to Answer Floating Q's to Win Prizes

If you email your answers to any of the Floatnig questions to Mark Hohnadel or Cheryl Callavini by COB August 10, 2010, your name will be included in the drawing on August 16. Two names will be drawn and one employee will receive a $25 Simon gift card (good at either Towne Center or Avenues Mall) and the other will receive a flash drive.

How the West Was Won - Or How West Regional Branch Increases Efficiency

West Regional employees are constantly looking for ways to increase the efficiency of the branch. Everyone is encouraged to suggest improvements and unless there is a good reason not to try an idea, we tend to jump right in and see what happens.

This philosophy has led to a number of changes in procedures over the last few years. An example of this is the double discharge of materials. It was a surprise to some that it did not slow down the work flow and it has become a routine function of the branch. Double discharge has resulted in a decrease in customer problems allowing staff time to focus on other issues. It has reduced the number of “claims returns” and it has also greatly improved customer relations.

In addition, delivery bins for every branch were set up on tables in the delivery area. Materials going to other branches are placed in the bins immediately by the person who discharged the item. Staff working on send item lists trap and pack materials immediately. They also label and shelve holds for West customers as they work on the send list. This has reduced the number of times items are handled and sorted.

The pre-shelving area has been moved from the staff workroom into the public area. This allows customers the opportunity to browse the shelves and take materials they wish to check out, reducing the number of items to be shelved. It also makes it easier for the reference staff as customers looking for newly returned materials are escorted over to these shelves. Another advantage has been an increased staff presence in the A-V area because the pre-shelve area was set up beside “Sights and Sounds”.

Improving communication has become a major goal for branch staff especially since staff is now working in two different locations. Moreover, an internal blog has been set up so everyone can post information on procedural changes, displays, programs, safety or interesting information to other staff.

These are just a few of the changes West employees have implemented. New ideas are being tossed out for discussion all the time so there is no telling what the next innovation might be.

Capacity Plan - July Report

The JPL Capacity Plan got off to a good start this week with a three day site visit from Godfrey's Associates library consultants. Activities included meetings with the Board Capacity Plan Team, JPL Capacity Plan Team, Ron Block, and system managers; interviewing City department representatives from Facilities, IT and Planning; gathering data; evaluating the Webb Wesconnett library; interviewing Board Chair Jim Selzer; and meeting with Lynn Jacobson and Karen Walker to review data acquistion requirements.

During August, consultants will coordinate with Assistant Director Luis Flores to schedule site visits to evaluate various branches, an online survey will be posted for staff, and the consultants will begin to analyze the data that they have collected. The consultants will meet with the Board and JPL Capacity Plan teams on August 13 to update them on the results.

A total of eight community meetings will be held as part of the capacity planning process. The first four meetings will be to gather input at the beginning of the process, the final four will be to communicate the results of the process. The first four community meetings are scheduled at Webb Wesconnett and Pablo Creek on Wednesday, September 15 and, Bradham Brooks Northwest and Mandarin on Thursday, September 16. Meetings be from 7:00-8:30 pm. The communications process is being managed by a member of the consulting team, Amy Rankin, who will provide JPL with advertising, flyers and a marketing message.

If you have questions about the planning process, contact Melonee Slocum, mslocum@coj.net.

Last Two Answers to Q's Re Floating Collections

JPL staff has until COB August 10, 2010 to email answers to any/all questions about JPL's Floating Collections to either Cheryl Callavini or Mark Hohnadel and be eligible for a gift card (drawing date yet to be determined). Here are the answers to the last two questions that will be posted on this blog:

Q7: Name collections that will not float.

A: Zine collection at Main, Holocaust collection at Main, magazines, and Playaways.

Q8: Other than the JPL Staff News blog, where can I find information on floating collections?

A: On the employee portal under Team Sites; then go to floating collections.

Kudos from Customers

Bradham Brooks Northwest: “Mrs. (Maude) Scott was excellent; and very informative. Enjoyed! Loved it! We enjoyed the program very much.”

Main: “I would like to give special thanks to some very important teachers and librarians who assisted me in furthering my education: Peggy Glasnapp, Karen Wishart, Janice Adams and …to Karren Deas for her special motivation and support. …”

Mandarin: “For years I have been coming to the Library and for years one person has stood out, gone beyond, has cared and helped me over and over again, Elizabeth Garnett. …”

Pablo Creek: “I came in yesterday very frustrated and Gail (Blumberg) assisted me & helped as much as possible to fix my problem, without any hesitation.”

SST – Collection Development: “I spoke with Charlene Adkins and Lynn Jacobson in Tech Services - very helpful. Thank you Charlene and Lynn!!”

You Could Win a Gift Card Answering Floating Collections Questions

JPL staff can email their answer(s) to any of the Floating Collections questions to Mark Hohnadel or Cheryl Callavini until close of business, August 10, 2010. There will be a drawing after that for a gift card and the winner will be contacted. The date of the drawing will be announced later.

Below are the last two of eight questions and the answers will be posted on JPL Staff News blog, July 22, 2010.

Q7: Name collections that will not float.

Q8: Other than the JPL Staff News blog, where can I find information about floating collections?

Efficiency for All of Us from Training Dept.

Richard Mott offers some real help in saving time when using Microsoft applications:

When using software such as Microsoft Office applications, it’s always a kick to find a quicker, more efficient way of doing things. I’d like to share demonstrations of a couple of such tips. The first is a quicker way to find City employee e-mail addresses in Outlook by using the Check Names button.

The second has been a lifesaver for me in working with Microsoft Word. Formatting in Word can drive me crazy, especially when I’m mixing numbered lists with bullets and/or regular text. No matter what I do, sometimes I can’t seem to get the darn things to line up right. Learning how to use the Format Painter has been a big help in solving some of those headaches. Check out either one of these “Quick and Dirty Tech Tutorials” if you think they may be helpful.

What computer software tips have you discovered that have helped you be more efficient? Let me know if you would like to share them with others (rmott@coj.net or 630-2407).

Answers to Q5 & Q6 About Floating Collections

Here are answers to Q5 and Q6. You can email Mark Hohnadel or Cheryl Callavini your answers to any or all of these questions and your name will be entred for a gift card drawing after this series of questions is answered.

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

A: Yes, there will be a system in place whereby branches will be able to order new and replacement materials.

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

A: You explain that we have a new system in place that allows materials returned from other branches to stay at the branch where they are returned. Also, explain this saves time from the item going back to the owning library.

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.