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MEETING DATE:
AGENDA #:
PREPARED BY:
AGENDA ITEM:
CITY COUNCIL AGENDA REPORT
June 2, 2003 ~\
SA .
Frank Boyles, City Manage
PRESENTATION OF DONATION FROM THE PRIOR LAKE SOCCER CLUB.
PRESENTATION: The 2020 Vision and Strategic Plan emphasizes the importance of partnerships.
In the spirit of our 2020 Vision, the Prior Lake Soccer Club is making a $4000
contribution to buy new goals and nets for our soccer fields.
Todd Loose, President of the Soccer Club, or his representative, will be present
with AI Friedges to recognize this important donation.
RECOMMENDED
MOTION: No formal action is required.
16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (952) 447-4230 / Fax (952) 447-4245
I :\COUNCI L \AGNRPTS\2003\SOCCER CLUBtfflRE6fam>mB'(lJNITY EMPLOYER
MEETING DATE:
AGENDA #:
PREPARED BY:
AGENDA ITEM:
PRESENTATION:
CITY COUNCIL AGENDA REPORT
June 2, 2003 ~
8B
Frank Boyles, City Manager
PRESENTATION REGARDING PRIOR LAKE LIBRARY (Vanessa Birdsey)
One of the many partnerships between Prior Lake and Scott County is the Prior
Lake Library. The City provides the building and the County is responsible for the
costs associated with operation of the library. The County is affected by the
actions of the State just as the City is. Accordingly, Vanessa Birdsey, Director of
the Scott County Library System, has informed us that effective June 1, 2003, the
Prior lake Library will be open fewer hours each week. The same is true for all
other Scott County libraries.
Attached is a letter dated April 29, 2003 which provides the rationale for this
action and the new library schedule. Ms. Birdsey advised me that more of the
same may be coming in the future. She will provide the Council with a report on
this subject.
RECOMMENDED
MOTION: No formal action is required.
16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (952) 447-4230 / Fax (952) 447-4245
1:\COUNCIL\AGNRPTS\2003\L1BRARY PRE~OOeJPPORTUNITY EMPLOYER
Scott County Library System
Service Goals
-
Library service in the Community I libraries (Belle
Plaine, Jordan, New Market) should be equivalent
to each other, and library service in the Community
II (New Prague, Prior Lake, Shakopee) libraries
should be equivalent to each other.
Library service in the branches should be
consistent whenever the libraries are open. In
other words, customers at the Jordan library
should be offered the same level of service
whenever the Jordan Library is open. Customers
at the Savage library should receive the same level
of service whenever the Savage Library is open,
etc.
1
Customers in 2002
Circulation in 2002
2
When is one FTE
not one FTE
, One FTE is nominally equal to 2080
hours per year, but the actual number
of hours available to staff the libraries
is decreased by PTO, holidays, and
rest breaks.
-
(Staffing for Results: A Guide to Working Smarter. Diane Mayo
and Jeanne Goodrich for the Public Library Association)
When is one FTE
not one FTE
For example for the library staff
-
FTE Nominal Predictable hrs Unpred hrs Totai hrs Nominal Actuai
hrs unavailable1yr unavailable!yr unavailablelyr Hrslweek Hrs/week
per year holidays breaks PTO/year
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When is oneFTE
not one FTE
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However, staff are not available to work at the
desk all of the hours that they are working. Staff
attend meetings; they perform outreach in
schools and the community; and they have other
duties that may require time off-desk.
There should be sufficient staff to allow staff rest breaks
and meal breaks, and for security
Supervisors need time to supervise and prepare the
necessary reports and evaluations.
Reference librarians need some time off-desk to complete
their work and maintain proficiency.
Everyone needs time for training
Effect of Reducing Library Hours
on Ratio of staff per
open hour
4
-
In deciding the new hours for each
branch, we evaluated the current
patterns of use, the service needs of
Scott County as a whole, and the
specific needs of each individual
community.
The following schedules are a result of
that process.
The revised hours will take effect on
Sunday, June 1, 2003.
5
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Prior Lake Schedule
Scott County Library Schedul
lOam-5:30pm 2pm-8pm lOam-5:30pm Closed 10am-2pm Closed
(5ep-May)
Closed 1pm-8pm Closed 10am-5pm Closed Closed
10am-8pm 10am-8pm 10am-8pm Closed 10am-4pm 1pm-5pm
(5ep-May)
10am-8pm 10am-8pm 10am-5pm 1pm-5pm 10am-4pm 1pm-5pm
(Jan-Apr)
10am-8pm 10am-8pm 10am-8pm 10am-5pm 10am-4pm 1pm-5pm
10am-8pm 10am-5pm 10am-8pm 1pm-5pm 10am-4pm
6
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JCOZ J-
SCOTT COUNTY LIBRARY SYSTEM
13090 ALABAMA AVENUE SOUTH. SAVAGE, MN 55378-4433 . www.scottlib.mn.us
(952) 707-1760 . Fax: (952) 707-1775
VANESSA BIRDSEY
LIBRARY DIREGOR
April 29, 2003
Frank Boyles, City Manager
Prior Lake City Hall
16200 Eagle Creek Ave.
Prior Lake MN 55372-1714
Dear Mr. Boyles:
During these difficult financial times, the Scott County Ubrary System has been forced to evaluate library
services to ensure that we have the resources we need to support the services we offer. One area where
there is a significant disconnect between our resources, in this case staff, and our service, is in number of
hours our seven branch libraries are open.
The cities in Scott County work with the County in providing library service to the residents of Scott
County. Each community has its own needs and expectations of the library and we have always prided
ourselves on providing a large number of library open hours. Our libraries, as a whole, were open more
than those in Dakota County, Carver County, and Ramsey County. Our populations are growing and
demand more and better library service, however, the number of our staff has not been growing at the
same rate. We are now overextended. One of the primary goals of the library system is to provide equity
of service within and between the branch libraries. We want our customers to receive the same excellent
service whenever they choose to visit their library. We cannot do that at our current staffing levels. To help
us reach the goal of eguity. ~ will be susoending a few library h.gu~ at ~~Qf 9.!:!fJL~ libraries. T!l~_
. revised hours wil~ take ~ oll_S!.lJld~.Ju.aa~.
---------_.-^~._-
Although reducing hours has been a difficult choice, the library administration has made a determined
effort to lessen the negative impact on our library users. We want the reduction of hours to result in an
enhancement, not a reduction, in our overall service. In deciding the new hours for each branch, we
evaluated the current patterns of use in each community, the service needs of Scott County as a whole,
and the specific needs of each individual community. The enclosed report and schedules are a result of
that process. I hope to be able to restore, and possibly extend, library hours in the Mure, but until we can
increase our staffing, we will do the best job we can for our customers within the reduced hours.
Please share this information with your City Council. I am sorry that my introduction to your Council must
be made under these circums1ances. ~ pre~red ~_.~ to you individ.ually, or to make a
presentation to the City Council if you would like me to do so. If you have any questions or concerns,
please feel free to contact me at (952) 707-17Sr-------
Enclosures (2)
An Equal Opportunity/Safety Aware Employer
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Staffing Plan
Proposed Library Hours
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Staffing Report
Changing Library Hours to Approach Adequate Staffing Levels
One of the primary goals I had when becoming Director was to increase staffing levels to ensure that
staff in Administration and in the Branch Libraries were able to serve both internal and external
customers efficiently, effectively, and professionally. Some of my basic assumptions are:
1) Library service in the branches should be equivalent whenever the libraries are open. In other
words, customers at the Belle Plaine library should be offered the same level of service whenever
the Belle Plaine Library is open. Customers at the Savage library should receive the same level of
service whenever the Savage Library is open, etc.
2) Library service in the Community I libraries (Belle Plaine, Jordan, New Market) should be
equivalent, and that library service in the Community II (New Prague, Prior Lake, Shakopee)
libraries should be equivalent.
3) One FTE may be nominally equal to 2080 hours per year, but the actual number of hours available
to staff the libraries is decreased by PTO, holidays, meetings, outreach, off-desk duties, and
breaks. (Staffing for results
a) There should be sufficient staff to allow rest breaks and meal breaks as indicated, and for
security.
b) Supervisors need time to supervise and prepare the necessary reports and evaluations.
c) Reference librarians need some time off-desk to complete their work and maintain proficiency.
4) There are standards, or at least averages that apply to library systems of our size.
It quickly became apparent that, given the history in Scott County and the current budget crisis, that this
would not be a rapid or an easy process. This report will look at the current situation, some immediate
steps that the Library System can initiate to turn some of the assumptions into reality and a long-term
staffing plan that will allow us to expand library services while improving the working conditions for the
staff.
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If we cannot use Peer Analysis to calculate current staffing levels, we need to determine: 1) the number
of staff needed to work at the public service desk(s) when the libraries are open, 2) the number of hours
current staff are available to work at the public service desk(s) (Staffing for Results), and 3) the number
of hours staff are need to work off-desk, to supervise staff, to attend training and meetings, to plan and
execute programming, to provide outreach, etc. From those numbers, we can calculate whether we
have enough staff to provide equitable service to customers. One assumption that will be used in these
calculations is that Library Aides are not sufficiently trained or experiencecl to staff a public service
desk.
Community I libraries are now open 35 hours per week. They are headed by a Librarian I (0.75 FTE =
30 hours per week) with an unclassified Associate Librarian (0.15 to 0.19 FTE = 6 to 7.6 hours per
week) scheduled to work 1 day per week. The unclassified Associate Librarian is never scheduled to
work at the same time as the Librarian I. Any breaks are provided by the Library Aide who is allowed to
work 9.2 hours per week.
To ensure that customers receive the same level of service whenever they visit a Community I library,
the unclassified Associate Librarian needs to work with the Librarian I regularly. Policies and
procedures can then be reinforcecl and the Associate Librarian can benefit from the experience of the
Librarian I. The unclassified Associate Librarian also needs to be permitted to attend training sessions
to increase customer service and library skills. To achieve the above, a minimum of 1.5 available FTE
per open hour to staff the Public Service Desk is recommended.
Community II libraries are now open 56 hours per week including Sundays during the school year. Prior
Lake and New Prague have 2 public service desks, and Shakopee will have two desks (on two floors)
in the new library. They are headed by a Librarian II. In New Prague and Shakopee, the Librarian II
works less than full time (0.88 and 0.90 FTE) and there is no other reference staff. In Prior Lake there
is an additional 0.5 FTE reference staff. New Prague and Shakopee have 1.3 to 1.5 FTE Associate
Librarians, and Prior Lake has 2.61 FTE Associate Librarians. New Prague and Shakopee are often
without a reference librarian and must sometimes use Library Aides in capacities above their training
and experience. Minimally 1.25 available FTE per open hour should be available to staff the Information
Desk and 1.5 available FTE per open hour should be available to staff the Public Service Desk.
Because of the two story library opening in Shakopee, additional staff will be required.
The Savage Library is the reference resource library for all of the branch libraries in addition to serving
the public directly and answering the e-mail questions from the web site. It is open 64 hours per week,
including Sundays all year. The head of the Savage Library is a Librarian III and her position is 0.5 FTE
as Associate Director and 0.5 FTE as branch supervisor. In addition to the branch supervisor, there
are 1.66 FTE reference librarians and 2.7 FTE Associate Librarians. Because of the additional
reference responsibilities, the Savage staff are often expected to answer the most difficult and time-
consuming questions. I would recommend a minimum of 1.5 available FTE per hour for the information
desk and 2.0 available FTE per open hour for the public service desk.
Calculated numbers have been adjusted up or down based on circulation and visitors, but it is
important to keep in mind that circulation and visitors may be negatively impacted by lack of
professional staff.
Staffina for Results: A Guide to Workina Smarter contains a work form for calculating the number of
available hours based on the nominal work hours (FTE), vacation and sick leave (PTO) and calculating
for breaks. The form does not account for time away from the desk for training, meetings, supervision,
etc. The available hours in the following table have been calculated using the work form. The number
of available hours for each staff person varies because of variations in the rate at which they accrue
PTO. Included in the table below are calculations on the total number of staff available hours per open
hour for each branch at the current open hours and at the proposed level of staff hours. I was also
For the Community II libraries, based on available hours:
. At 57 open hours per week
. New Prague has 1.7 total staff available per open hour, 1.37 professional staff (and
again professional staff indudes the Librarian II and the Associate Librarians)
available per open hour, and 0.5 reference librarians available per open hour.
. Shakopee has 1.65 total staff available per open hour, 1.31 available professional
staff per open hour, and 0.49 reference staff available per open hour.
. Prior Lake has 2.58 total staff per open hour, 2.28 professional staff available per
open hour and 0.78 reference staff available per open hour.
. At 48 open hours per week
. New Prague would have 2.02 total staff available per open hour, 1.62 professional
staff available per open hour, and 0.6 reference staff available per open hour.
. Shakopee would have 1.95 total staff available per open hour, 1.56 professional staff
available per open hour and 0.58 reference staff available per open hour
. Prior would have 3.06 total staff available per open hour, 2.71 professional staff
available per open hour, and 0.93 reference staff available per open hour.
Even at 48 open hours per week, the number of staff is inadequate, especially in New Prague and
Shakopee. We come dose to have one reference staff always available in Prior Lake, but the picture is
further complicated by the fact that the reference librarians are not available to work at the reference
desk all of the apparently available time that they are allotted by FTE. The reference librarian in New
Prague and Shakopee, and one of two reference staff available in Prior Lake are also the branch
supervisors, responsible for the operation of the library and supervising staff. Each of the branch
supervisors and most of the other reference librarians acts as a representative for the library system in
at least one committee. Therefore the number of reference staff available for the Information Desk is
significantly less than it appears. As with the Community I libraries, reducing the hours sufficiently to
meet our goals would be unduly detrimental to public service. Depending on how many FTEs are
released for the Shakopee branch library, the Library System may have to consider shifting some of the
current staff between libraries.
Savage is the Administrative branch library and the Reference and Resource Center for all of the
branch libraries. For that reason it is essential that reference staff be available all open hours and that
the library be open any time any of the branch libraries is open. The Savage branch is also the busiest
library based on circulation. The library is currently open 64 hours per week. At that number of open
hours, the total available staff per open hours is 2.78, the total professional staff is 2.5 per open hour,
and 1.10 reference librarians are available per open hour. If the library were reduced to 57 open hours
the total number of staff available per open hours would increase to 3.23, the total number of
professional staff would increase to 2.9 per open hour, and there would be 1.28 reference librarians
available per open hour. Similarly to the Community I and Community II libraries, the branch supervisor
and reference librarians cannot be at the desk all of their "available" hours because of other duties.
Belle Plaine
Jordan
New Market
Prior Lake
Sava
Sunday
1 pm-5pm
11 pm-5pm
Monday Tuesday Wednesday Thursday Friday Saturday Sunday
Belle Plaine average visitors/open hour 17 25 18 22 19 16
average circulation lopen hour 28 28 30 28 25 20
Jordan average visitors/open hour 13 17 14 13 12 11
average circulation lopen hour 19 17 18 19 15 16
New Market average visitors/open hour 12 12 11 4
average circulation lopen hour 21 24 15 6
New Prague average visitors/open hour 32 30 27 28 27 36 30
average circulation lopen hour 58 52 45 47 45 51 32
Prior Lake average visitors/open hour 40 44 44 45 30 54 35
average circulation lopen hour 65 62 55 60 56 67 51
Savage average visitors/open hour 44 45 39 38 37 48 55
average circulation lopen hour 70 67 63 59 74 68 109
ShakDpee average visitorslopen hour 27 30 25 28 26 34 31
average circulation lopen hour 44 85 35 38 34 46 39