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Library Staffing_Staff ReorganizationMasterpiece on the Mississippi July 1,2010 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Post - Renovation Library Staffing Mic ael C. Van Milligen Dubuque hail All- AmedcaCIty 2007 I concur with the recommendation and respectfully request Mayor and City Council approval. Library Director Susan Henricks is recommending a staffing reorganization in addition to the staff previously approved by the City Council during the Fiscal Year 2011 budget process. This staffing reorganization will help enhance the current staffing model in order to provide the best possible service to library users. The staffing reorganization proposal includes elimination of 2.38 full -time equivalents, which includes part-time library aide and library assistant positions in Adult Services, reduction of hours of the mail clerk in circulation, reduction of hours of the library clerk in technical services, reduction of hours of the clerical intern in administration and reduction of overtime in administration for a total cost reduction of $118,776. In addition, the staffing reorganization includes the addition of 2.75 full -time equivalents, which includes a part-time library assistant in technical services, a part-time library assistant in circulation, a part-time library assistant in administration, and a full -time librarian in Adult Services for a cost of $134,130. The net impact to the Library's operating budget is $15,354 of additional cost. Budget Director Jennifer Larson has identified funding available from automobile insurance premium savings resulting from increasing the deductible that will cover this additional recurring cost. MCVM /jml Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Susan Henricks, Library Director Jennifer Larson, Budget Director To: Mike Van Milligen, City Manager Cc: Jenny Larson, Budget Director, Library Board of Trustees From: Susan Henricks, Library Director Re: Proposal for Library Staffing — Post - renovation Date: June 20, 2010 Memorandum Funding has been approved for FY11 to staff the Kiosk and Recommendations Desk. Our challenge is to determine if there is a way, through reorganization or a reallocation of resources, to fill gaps in our current staffing model in order to provide the best possible service to library users without cuts. With this goal in mind, I propose the following: Adult Services — Eliminate Two Positions; Create New Position This department has long been the most short- staffed. Right now the department has one manager, three full -time librarians, one full -time library aide (paraprofessional position) and one part-time library assistant (considered entry level with the exception being a clerk or "page" who shelve materials). The library aide in this department does have a degree in library science and frequently works at the Reference desk. She also handles the inter - library loans and is the volunteer coordinator. The library assistant orders supplies, creates graphics for the department including managing bulletin boards, files, manages the extension (outreach deliveries) program, and helps a librarian when needed for computer classes as well as work at the desk to assist librarians. The library aide is underpaid for the professional work she does at the reference desk, and is overpaid for the interlibrary loan program (which takes about half her time). The department needs another librarian who can take on collection development responsibilities and work the reference desk. I propose we eliminate the aide position and hire an entry level librarian. I am assuming that the employee in this position will want to apply for the librarian position as she has done so in the past and continues to express interest. The interlibrary loan part of her work will be turned over to the Circulation department where it is a better fit as it is about borrowing and lending. It's location on the first floor of the building where materials are delivered by mail and UPS as well as the size of the workroom make for a good fit. The volunteer coordinator position would be taken over by Administration. The position of library assistant would also be eliminated and again, there is an assumption that this person would apply to work at a kiosk, or a few other positions that will open as part of the reorganization, for which she has already expressed an interest. The ordering of supplies (for this and all departments) would be centralized in Administration which will be more efficient (one supplies budget rather than six budgets) and offer inventory control (which we saw we did not have a good grasp on once we began moving). The graphics can go with this person to her new position in the library. The extension program (outreach) will move to Circulation; again because it is a good fit for the loaning aspect as well as being located on first floor (requires many crates). The organizational duties can be shared among the librarians. Circulation Services— Eliminate the Mail Clerk Position — Add One Part-Time Assistant The mail clerk position is 15 hours a week (NA 24F) and it includes helping with interlibrary loan and distributing mail. Mail can be handled through Administration and each department can be responsible for picking up their daily mail. The current mail clerk has expressed strong interest in moving up in the library and will be applying for several openings. The duties of the part-time assistant will be to manage the extension program and the interlibrary loan program. Currently 25 hours a week is spent on interlibrary loan but we predict it can be accomplished in 15 hours due to a projected decrease in use. Over the past 18 months, while a significant part of our collection has been in storage, we have provided interlibrary loan services to cover those materials. We also provided this service to Asbury residents who contracted for library service. Asbury has now contracted with the County Library for a branch so they will be providing interlibrary loan service. Additionally, although we will continue to honor individual requests, we will no longer honor group interlibrary loans (example, book clubs that are not library sponsored). Technical Services — Reduce Clerk Hours - Add One Part-Time Assistant A part time assistant would provide support for the I.T. person as well as provide greater coverage for tech support. (20 hours, GE25A - $15.40 per hour) It is my goal to have a Technical Services staff member available during all open hours for trouble shooting for staff and patrons as well as keep the system running. The current clerk hours will decrease by 10 per week to contribute to the funding of the assistant position. Administration — Reduce Clerical Hours and Overtime - Add One Part-Time Assistant A part-time assistant in Administration will work up to 30 hours a week; the current employee would be reduced to ten hours a week with a job of processing purchase orders. A library assistant in this position would have a higher skill level than the current part-time position requires. Responsibilities would include payroll, managing higher level purchase orders, meeting room reservations, central ordering of supplies and inventory control, deposits, and a variety of other activities. This will free up some time for the Administrative Assistant who will take on other activities. Budget Impact Savings Eliminate library aide position -Adult (GE30, 1 FTE current employee "F ") Eliminate mail clerk position (NA24, .38 FTE) 71,766 8,429 Eliminate assistant position in Adult Services GE 25, current employee "F ".5FTE 24,154 Reduce clerk hours in Tech Services (NA 24 by 10 hours) 5,545 Reduce Administration clerical hours (NA22 "F" by 10 hours) 5,443 Reduce Administration overtime 3,439 Total $118,776 Costs Assistant — Technical Services (GE 25A - $15.40 .5 FTE) 18,425 Assistant — Circulation (GE 25A - $15.40 .5FTE) 18,425 Assistant — Administration (GE 25A - $15.40 .75FTE) 27,637 Increase in Assistant — Kiosk — when GE 25 in Adult Services moves to another department. 5,729 Librarian I (GE32A - $22.43 —1 FTE) 63,914 Total $134,130 This proposed reorganization is short $ 15,354. I am requesting that $15,354 of additional recurring general fund dollars be added to the Library's FY 2011 salaries budget to support the reorganization to fill the gaps in the current staffing model in order to provide the best possible service to library users. Budget Director Jennifer Larson has identified funding available from automobile insurance premium savings resulting from increasing the deductible that will cover this additional cost.