WHAT'S GOING ON!

WHAT’S GOING ON…

fy09/10 BUDGET REDUCTIONS…… The continuing economic downturn has forced the City of Anaheim to reduce operating costs, including the elimination of full time positions. In the Library Division, 10 positions will be eliminated in this fiscal year probably within the next 30 days. The positions that are being eliminated are: Library Services Manager (1) Librarian (2) Principal Library Clerk (1) Library Technician (1) Bookmobile Operator (1) Senior Library Clerk (2) Library Customer Service Clerk (1) and Library Clerk (1). Each of these positions has a current employee who will be either laid off or be reassigned to a lower classification. The 10 eliminated positions will displace 14 individual library staff who because of seniority and “bumping” rights will either receive layoff notices or a reassignment to a lower classification position. The individuals have been notified personally.

In order to encourage voluntary rather than involuntary separations, the City has authorized an “Accelerated Separation Program” to encourage retirements among full time staff not impacted by the layoffs. This program is open from February 10, 2010 to March 5, 2010. Because City and Library retirements might impact which positions and staff are actually eliminated in the Library Division, decisions regarding individual staff assignments, including transfers to other locations or library units, will not be determined until the beginning of March.

Because two more positions will be eliminated in FY2010/2011 beginning July 2010, I have proposed to Library management that the Library Division develop two staffing models, an Interim and a major reorganization. The interim model for library operations would be implemented in March through June and basically would cover “holes” and provide planning time for a major reorganization of the Library Division for FY2010/11. With our full time staffing dropping from 60 to 42 in three years, I do not believe that the Anaheim Public Library can maintain our current service model with such reduced resources. I feel that only major shifts in how we do business can create a sustainable foundation for the future of the Anaheim Public Library. Developing a new organization model will take time, thought and discussion.

This two phase approach to our future is uncharted territory for all of us; we will be learning as we are changing. This means, very likely, that staff may be given a “short term” (up to six months) assignment and then a more permanent assignment as the shape of the reorganized Anaheim Library emerges. Since our library managers are the core of our library’s leadership, “short term” assignments have been made to create a foundation for ensuring that our libraries remain operational during this overwhelming challenge. With the elimination of one full time Library Services Manager, responsibilities had to be redistributed. Within the next month, two managers will be taking on changed roles/responsibilities:
Karen Gerloff – Will become manager of the Sunkist Branch and take on full responsibility for system Collection Management
Carolyn Thomas – Will assume management of two branches: Canyon Hills and East Anaheim
All other managers will take on additional responsibilities, but will not be transferred.

With the new management assignments, the next step is to determine how the loss of 400 hours a week of staff skills and time will impact our operations in the short term. Very difficult decisions will need to be made about how to best assign the remaining full time staff to provide service at all of our locations. Although, the library does not plan on closing any branch at this time, there will need to be further reductions in open public service hours. There will also be reductions in library programming throughout our system.

I have asked managers to look at providing limited service hours where only one service desk is staffed. This would mean open hours when only directional and circulation assistance could be provided, no reference, reader’s advisory or computer support. The Library system will also reassess what accommodations can be made for classes during closed hours and whether programming can occur during normally closed hours. (Canyon is now opening limited hours for holiday celebrations on several Saturdays). These are just a few of the options that Library Administration and management will be assessing in the next two weeks to determine Library open hours and programming that can be provided through June 2010.

The complexity of our organization and the very short timeline to prepare for the loss of invaluable staff does not provide opportunity for staff involvement in the changes and assignments that will be made within the next several weeks. That is another excellent reason for embarking on a two stage process. The interim plan will keep our facilities functioning at a lower level until July while providing time in the next several months for all staff to have opportunities to discuss proposed organizational changes and service priorities for FY2010/11. Information on changes will be provided as decisions are made. I plan to post a general notice by next week at all of our facilities informing our users that library hours and services will be reduced due to further budget reductions. I would hope to postpone the actual changes in hours and services until April 1, but that timeline will depend on the date for the City’s layoff of library staff.
During this period of painful change and loss, I would like you to remember that we are in this transition together. We need to support each other and continue to serve our users. Even with painful choices, I am heartened to know that Anaheim will continue to receive welcoming, knowledgeable service from the very finest library providers – the staff of the Anaheim Public Library.

RENOVATION NEWS

Week of DECEMBER 14 - 19

What’s going on at…CENTRAL CONSTRUCTION
It’s official. Thomco Construction took over the Central Library Monday morning. In the parking lot, porta potties and dumpsters are visible. Fencing has been delivered to set up a construction staging area in the parking lot. Inside, plastic has been hung to separate the work area on the 1st floor from the Children’s Room. This week’s work includes: 1) abate hazardous materials on the 2nd floor; 2) remove carpet on the main floor; 3) do “soft” demo – which means the circulation desk, shelving, modular workstations and cabinetry is going, going…almost gone; 4) begin installing the temporary tunnel at the entrance for public access to the Children’s room; and 5) start taking down the t-bar ceiling on the 1st floor. All major systems – water, electricity and phones are going to be impacted on/off during this project. The goal is to have “shut downs” only with advanced notice and during morning hours, before public service hours. The first scheduled shut down will be Wednesday, when all water will be turned off until 10 a.m. Please provide a heads up to staff without email.


What’s going on at…CHILDREN/JR. HIGH LIBRARY
During construction all staff are asked to keep an eye out for any possible unsafe conditions and immediately contact Rick Brown (1711), Karen Gerth (1728) or Verna Sgritta (1779). Rick, Karen and Verna will be working together to ensure effective communication between staff and Thomco during construction. With the loss of all restrooms in Central, except 2 singles in Children’s for both public and staff, one of the outside porta-potty (A) will be kept for staff only. The key for this porta potty will be on the loading dock. Please replace the key promptly.


What’s happening at…..ADULT/TEEN LIBRARY
A reminder that the open parking lot at the Adult/Teen facility is for public use only. All staff who are assigned to work at this site should be parking in the City Hall enclosed parking structure. Holds and self service….the newer self checks are being relocated to Children’s and Haskett (2 of the 3 self checks have crashed). One of the older models will be at the hold shelves… …there should be no cost to our Central patrons if they choose to go to the circulation desk rather than use the older model. Circulation and automation are looking at relocating the security gates closer to the entrance. An electric “OPEN” sign is on order to advertise public hours from the parking lot.

What's Happening!

Make time for a good time with great people and fine food …..See you at the Library’s Winter Holiday Breakfast Thursday, December 10th 9:00 to 11:00 Mimi’s Restaurant 1240 N. Euclid

LIBRARY DIVISION MEETING SUMMARY (Thursday, December 3)……

Staff News….Additional Kudos to J.R. Rodriquez and all of the Library staff who donated $6,800 to the All Star Charities Drive….to Marol Sheriff for coordinating the commuter survey…to Karen Gerloff for managing both a branch and system collection acquisition…to Joe Purtell for coordinating the Blood Drive, Tuesday December 8.

Library Budget….Terry Lowe, Director of Community Services, provided an update on the City’s budget and its impact on the Community Services Department. Basically, the City’s revenues have been severely impacted by the poor economy. When the FY09/10 budget was developed last spring, there was an expectation for an economic recovery in 2010. Unfortunately, that has not happened. Rather two major sources of City revenue, sales and bed taxes, are substantially below projections. A loss of $6 Million in revenue requires that the City reduce its expenditures for a balanced budget. Since the largest percentage of City expenses go to three departments…fire, police and community services…these departments must reduce their FY09/10 budgets. The Community Services department has had to reduce our budget by 2 Million dollars. In order to meet this target, reductions are being made in each division. The first major impact is a proposal to privatize additional park maintenance services. If approved by the City Council, this action will eliminate 11 positions in the Parks Division. Further savings will be required and additional reductions in both the Human, Recreation and Neighborhood and the Library Divisions will be phased in over the next months. More information about the City’s financial state and possible impacts on City employees is posted on the Anaheim Insider: http://www.anaheim.net/CopingFAQs.pdf

Capital Projects……CENTRAL LIBRARY…the construction company, Thomco, will initiate construction on Monday, December 14. The project manager for Thomco is Richard Pearce, who was their project manager on the Central exterior construction so he is very familiar with our building. Richard Pearce and Rick Brown are working this week to finalize “emptying” construction space and providing access and resources for construction. Thomco is developing a work schedule that will help staff/public know each week what work is planned. Thomco will begin the job with abatement of the hazardous material on the 2nd Floor Conference/Library Admin area. PONDEROSA JOINT SCHOOL/PUBLIC LIBRARY......The building is under construction. The school is expected to begin instruction at the new site after Thanksgiving 2010. Tom Edelblute and Carolyn Thomas are working with the Anaheim City School District to develop cooperative computer and collection use.

Dealing with Difficult People: Making Libraries Safe and Sane Workshop – Follow Up........Another session of this excellent workshop is scheduled for ½ day on Monday, February 8 for part time staff and full time staff who were not able to attend the September session. Please let your supervisor know if you can attend….The presenter, Edmund Otis, emphasizes 3 elements that are critical for success…Teamwork, Clarity and Consistency. Clarity and consistency refer to a shared understanding of what every policy means and a uniform application of policy. Each staff member in attendance was asked to recommend a policy(ies) that “needed work” for clarity and consistency. The recommendations were collected; will be compiled and, based on staff feedback, individual policies will become a topic for interactive teamwork at future Library meetings. Any staff who did not attend the meeting or has thought since of a policy that you feel needs to be “more clear” and administered “more consistently”, please send the policy name to Jennifer Beitler. You can be anonymous or include your name.

Interactive Staff Training...... INCIDENT REPORTING….. Joe Purtell and Kathy Pezzetti presented and coordinated a staff discussion on identifying library behavior/events that are: 1) Accidents 2) Annoyances 3) Incidents 4) Emergencies or 5) Crimes. From the groups came definitions for:

Accident – Injury or Illness; may require medical attention; an accident report must be filed.
Annoyance - Minor or one time violation of policy, average patron (joking); unacceptable personal remarks or inappropriate language
Incident- Supervisor says so (joking); event that disturbs library operations; an annoyance that escalates or is repeated to create a pattern, i.e. harassment. If in doubt use the “colleague test” – ask another staff person to assess; may need outside assistance from Rangers or Police; requires filing an Incident report to supervisor/management
Emergency – Requires immediate response and outside assistance; call to 911; immediate threat; earthquake, fire. File an Incident report as follow up.
Crime – a violation of the law, illegal, e.g. theft, graffiti, fight; if actively occurring requires a police call/report and incident report; if discovered after the event an Incident report and possibly a police report for documentation.

A draft of an Incident report was distributed to staff in attendance. It is being revised and will be posted for all staff on the Insider. Some guidelines for Incident Reporting were provided by Joe:

1) Who writes an Incident Report, and why?
Someone who was there, who witnessed or was impacted by the incident (typically person at highest level of authority) collaborate to get details. Writing something is better than nothing…this protects staff.

2) When do we escalate an incident report to Police or Park Rangers?
Any threat or violence, or when a patron refuses to comply with staff instructions (ie. Leave the library)

3) How should we write an Incident Report?
Most difficult part is writing a description of person. If a person is still in library, work with Circ to get card number, or if in lab. Don’t make assumptions. Use neutral tone, describe person carefully (PC) but be descriptive of any identifying marks.
Don’t think you are a doctor (using: psychotic, off their meds) or lawyer (using: stalking, harassment) or a social worker (homeless, gangbanger) to describe. Don’t use pejoratives.
Don’t assume motivation (report behavior) or impose values. Write for the front page of a newspaper. Treat it as if it were a legal document.
Concise, factual, not technical.

TO BE CONTINUED (ran out of time, not interest) ….with more interactive work at our next Division meeting