1. business and industrial
2. company
3. annual report

1300 Saint Germain St. W
Saint Cloud, Minnesota 56301
Tel. 320.650.2500 Fax 320.650.2501
Board of Trustees Meeting
Tuesday, November 18, 2014, 7:00 p.m.
Agenda
Public Open Forum—Total time: 10 minutes, each person limited to two minutes, speakers must address library related
topics not already on the agenda, board members will not interact with public speaker (concerns are referred to
management for follow-up), and all parties are expected to display appropriate behavior.
1. Call to Order
2. Adoption/Amendment of Agenda
3. Approval of Minutes
3.1 September 16, 2014, Board Meeting
3.2 October 21, 2014, Board Special Meeting
4. Public Open Forum
5. Financials
5.1 Bills (emailed) and Addendum (on table) (Requested action – Approve)
5.2 Financial Reports (emailed) (Requested action – Accept)
6. Consent Agenda
6.1 CMLE Appointments – Joanne Kudrna and Cecilia Dwyer
6.2 Other
7. Communications
8. Staff Reports
8.1 Interim Executive Director’s Report
8.2 Management Reports
8.3 Building Reports
8.4 Statistics
8.5 Summer Reading Program Statistics
8.6 Library Impact Report
8.7 Fund Development Report
8.8 Staff Recognition Report
9. Committee Reports
9.1 Personnel Committee (verbal) (Requested action – Approve)
9.2 Other
10. Unfinished Business
10.1 Executive Director Search Consultant Selection (Requested action – Approve)
10.2 2015 Budget Ratification (Requested action – Approve)
10.3 Other
11. New Business
11.1 Arts & Cultural Heritage Amendment FY2014 Final Report (Requested action – Approve)
11.2 Storage Array Capital Expenditure Request (Requested action – Approve)
1300 Saint Germain St. W
Saint Cloud, Minnesota 56301
Tel. 320.650.2500 Fax 320.650.2501
11.3 Request to Designate Funds for Express Checkout Stations (Requested action – Approve)
11.4 Request to Designate Funds for Temporary HRIS Specialist (Requested action – Approve)
11.5 Request to Designate Funds for Branch Development (Requested action – Approve)
11.6 Farewell to Departing Members
11.7 Other
12. Board Open Forum
13. Next Meeting: January 20, 2015 – Personnel Committee 6:00 p.m., Full Board 7:00 p.m.
14. Adjournment
GREAT RIVER REGIONAL LIBRARY
BOARD OF TRUSTEES MINUTES
September 16, 2014
A regular meeting of the Great River Regional Library (GRRL) Board of Trustees was called to order on
Tuesday evening, September 16, 2014, at 7:00 p.m. in the St. Cloud Public Library Mississippi Room with
President Mark Bromenschenkel presiding.
Members Present:
Bernice Berns
Dan Bravinder
Mark Bromenschenkel
Spencer Buerkle
Laura Hayes
Amy Hoagland
Dave Kircher
Louise Kuester
Rachel Leonard
Kevin Maurer
Michael Messina
Dan Rea
Pat Sawatzke
Jim Shovelain
Members Excused:
Jeff Bertram
GRRL Staff Present:
Julie Henne
Sunny Hesse
Stacy Lenarz
Ryan McCormick
Aron Murphy
Karen Pundsack
Jay Roos
Jami Trenam
Patricia Waletzko
Staff Excused:
Brandi Canter
ADOPTION/AMENDMENT OF AGENDA
Karen Pundsack, Interim Executive Director, requested the Oath of Office for a new board member be added
to the agenda. Rachel Leonard moved to adopt the agenda with the requested addition. Seconded by Kevin
Maurer, the motion carried unanimously.
OATH OF OFFICE
Karen Pundsack introduced Board member Dan Bravinder as the new citizen representative for Wright
County. The Oath of Office was administered and followed by board member introductions.
APPROVAL OF MINUTES
Board Meeting & Board Special Meeting
Bernice Berns moved to approve the July 15, 2014, Board meeting minutes as presented. Seconded by Jim
Shovelain, the motion carried with Mark Bromenschenkel abstaining.
Laura Hayes moved to approve the August 19, 2014, Board special meeting minutes as presented. Seconded
by Kevin Maurer, the motion carried unanimously.
PUBLIC OPEN FORUM
There were no speakers for the Public Open Forum.
FINANCIAL REPORTS
Bills
Aron Murphy, Accounting Coordinator, asked the Board members to consider receiving GRRL bills, financials
and board packets electronically. After some discussion, the Board agreed to begin receiving bills and
GRRL Board of Trustees Minutes September 16, 2014
Page 1 of 4
financial reports via email. Their request for board packet delivery was to have a choice between email, local
library pick up and postal mail.
Laura Hayes moved to approve the list of bills for payment and the list of bills addendum. Bernice Berns
seconded the motion which carried unanimously.
Financial Reports
Rachel Leonard moved to accept the financial reports as presented. Laura Hayes seconded the motion which
carried unanimously.
CONSENT AGENDA
2015 Board Meeting Schedule
Karen Pundsack presented the 2015 Board meeting schedule and asked for feedback about continuing
monthly meetings. Pat Sawatzke stated the monthly meetings were as needed for the Executive Director
interim period and hiring process. Bernice Berns moved to approve the meeting schedule as presented.
Rachel Leonard seconded the motion. Following discussion, the motion carried unanimously.
COMMUNICATIONS
GRRL 2013 Annual Report
Julie Henne, Associate Director – Public Relations, presented the GRRL 2013 Annual Report which highlights
the year and recognizes donors and volunteers. Jim Shovelain complimented staff for their work on the
report.
STAFF REPORTS
Interim Executive Director’s Report
In addition to the Interim Executive Director’s report, Karen Pundsack addressed the following items:
 Library Assessment Plan – Karen asked for direction from the Board with regard to its priority at this
time. The consensus was to continue moving forward with work on the plan.
 Staff Communication Survey – Results were presented and discussed.
 Event Guide – The background for development and purpose of the guide was given; this format of
regional and local program publicity will allow Public Relations to focus more on fund development.
 Patron Services Supervisor – Karen informed the Board that Stacy Lenarz has accepted a position
with the Scott County Library and congratulated her on the new position.
 Fund Development – There is currently momentum for fund development. Karen asked the Board for
feedback in moving forward and stated the need for support from the Board.
 Library Card Signup Month – The Board was given the opportunity to apply for or renew their library
card.
Management Reports
Jay Roos, Associate Director – Information Technology, informed the Board regarding Payment Card Industry
(PCI) compliance and how it relates to GRRL accepting patron electronic payments. He added that GRRL is
exploring what needs to be implemented to be compliant and will bring a proposal to the Board with
required changes and associated costs. Direction and support from the Board were requested with regard to
current patron electronic payment options. Following discussion, the Board consensus was to have staff take
immediate steps to discontinue electronic payments at the circulation desk.
Sunny Hesse, Associate Director – Human Resources, reviewed with the Board two proposals from consultant
organizations for the Executive Director hiring process. She and Karen Pundsack also met with a former
Board member that was involved with the last Executive Director search. Discussion took place regarding
GRRL Board of Trustees Minutes September 16, 2014
Page 2 of 4
what would be expected from a consultant. Further information, including possible negotiable proposal
services, will be presented to the Board in October.
Patron Services Supervisor Ryan McCormick updated the Board on St. Cloud Public Library security. He gave
an overview of calls made to the St. Cloud Police Department noting there has been a downward trend as
GRRL staff have been proactive. Board members requested security awareness training be included for all
new staff.
Building Reports
An update on the Eagle Bend library expansion project was given by Ryan McCormick. The Eagle Bend City
Council is not moving ahead with the construction grant application at this time; therefore, they will not need
a letter of support from the GRRL Board.
Statistics
The statistics were presented. Discussion brought about the suggestion to have GRRL move toward the
future proactively.
Library Impact Report
Jami Trenam, Associate Director – Collection Development, added comments to the Library Impact report.
COMMITTEE REPORTS
Personnel Committee
Karen Pundsack gave a summary of the actions taken at the Personnel Committee meeting:
 Service and Administration Policy 3E. Succession Plan – Approved including title change to Personnel
Policy 4D.14 Executive Director Leave of Absence;
 Personnel Policy 5A. Grievances – Approved with timeline updates to be consistent with the
Collective Bargaining Agreements;
 Executive Director Employee Review Process – Information being gathered from six (6) counties and
Coldspring Human Resource Director;
 Executive Director Position Description – Approved with change to physical demands under driving
automotive equipment requirement; and
 GRRL Position Descriptions and Physical Demands Annual Review – Approved the descriptions
presented with change to physical demands under driving automotive equipment requirement.
Jim Shovelain moved to approve the Personnel Committee items as presented. Seconded by Rachel Leonard,
the motion carried unanimously.
UNFINISHED BUSINESS
2015 Budget Proposal
Karen Pundsack gave an overview of the 2015 Summary of Budget Changes. Pat Sawatzke made a motion
that library aide schedules do not exceed 28 hours per week to keep GRRL compliant with Affordable Care
Act requirements. Rachel Leonard seconded the motion. Sunny Hesse responded to questions and further
explained mandatory look-back periods for employee hours worked. Dan Rea made a friendly amendment to
the motion so the wording “during a 90-day look-back period” is included. After acceptance of the friendly
amendment, the motion carried unanimously.
Karen Pundsack informed the Board that RLBSS funding was received in excess of what was originally
budgeted for 2015. She reminded them the revenue portion of the 2015 Budget was approved in July.
GRRL Board of Trustees Minutes September 16, 2014
Page 3 of 4
Bernice Berns moved to approve the 2015 Budget expenditures as presented. Seconded by Laura Hayes, the
motion carried unanimously.
Pat Sawatzke moved to amend the 2015 Budget revenues to reflect the increased RLBSS funding figure and
remove the use of $25,000 from cash reserves. Spencer Buerkle seconded the motion. After discussion and
agreement to leave the budget unbalanced, the motion carried unanimously.
NEW BUSINESS
2014 Budget Projections & Request to Expend Unassigned Fund Balance
Rachel Leonard moved to approve the 2014 budget projections and request to expend $348,630.55 to the
unassigned fund balance. Seconded by Bernice Berns, the motion carried unanimously.
Request to Designate 27th Payroll Funds
Michael Messina moved to approve the request to designate the 27th payroll funds in the amount of
$72.912.56. Louise Kuester seconded the motion. Jim Shovelain requested that the 27th payroll be a line item
in future budget proposals so progress toward the expected payroll total is shown. Upon vote, the motion
carried unanimously.
RLBSS FY2014 Report of Results
Dan Rea moved to approve the RLBSS Report of Results for fiscal year 2014. Seconded by Bernice Berns, the
motion carried unanimously.
GRRL Board of Trustees Bylaws Amendment
Karen Pundsack explained that the amendment to GRRL Board of Trustees Bylaws Article VI. Committees is
the result of discussion at the August Board special meeting. Jim Shovelain moved to adopt the amendment
as presented. Seconded by Laura Hayes, the motion carried unanimously.
BOARD OPEN FORUM
Board members thanked GRRL staff for their hard work while being understaffed and stated the desire to
move ahead in October with the Executive Director hiring process. Amy Hoagland commented positively on
GRRL promotional items located at medical facilities. The Board also agreed on a special meeting in October
rather than a work session.
NEXT MEETING
The Great River Regional Library Board of Trustees announced that the next Personnel Committee meeting
will be Tuesday, November 18, 2014, at 6:00 p.m. in the St. Cloud Public Library Mississippi Room. The Board
of Trustees special meeting will be Tuesday, October 21, 2014, at 7:00 p.m. in the St. Cloud Public Library
Mississippi Room.
ADJOURNMENT
Dan Rea moved to adjourn the meeting at 9:25 p.m. Seconded by Laura Hayes, the motion carried
unanimously.
________________________________
Mark Bromenschenkel, President
GRRL Board of Trustees Minutes September 16, 2014
__________________________________
Dave Kircher, Secretary
Page 4 of 4
GREAT RIVER REGIONAL LIBRARY
BOARD OF TRUSTEES MINUTES
October 21, 2014
A special meeting of the Great River Regional Library (GRRL) Board of Trustees was called to order on
Tuesday evening, October 21, 2014, at 7:02 p.m. in the St. Cloud Public Library Mississippi Room with
President Mark Bromenschenkel presiding.
Members Present:
Bernice Berns
Dan Bravinder
Mark Bromenschenkel
Spencer Buerkle
Laura Hayes
Amy Hoagland
Louise Kuester
Rachel Leonard
Michael Messina
Pat Sawatzke
Jim Shovelain
Randy Winscher-alternate
Members Excused:
Jeff Bertram
Dave Kircher
Kevin Maurer
Dan Rea
GRRL Staff Present:
Brandi Canter
Julie Henne
Sunny Hesse
Ryan McCormick
Aron Murphy
Karen Pundsack
Jay Roos
Jami Trenam
Patricia Waletzko
Staff Excused:
ADOPTION/AMENDMENT OF AGENDA
Rachel Leonard moved to adopt the agenda as presented. Seconded by Bernice Berns, the motion carried
unanimously.
PUBLIC OPEN FORUM
There were no speakers for the Public Open Forum.
UNFINISHED BUSINESS
Executive Director Search Process
Sunny Hesse, Associate Director – Human Resources, opened the conversation by referring to the summary
and proposals provided in the Board packet and stating several current circumstances for the Board to
consider when making their decisions. She reviewed both proposals in Option 1 and the information
presented in Options 2 and 3. Discussion took place in favor of Option 1.
Bernice Berns made a motion to hire an outside Executive Director search consultant to be selected by the
Board. Laura Hayes seconded the motion. Mike Messina asked the county commissioners to provide input
with regard to their executive level hiring experience. Each responded with their respective county’s varied
search methods. Upon vote, the motion carried unanimously.
Laura Hayes suggested Sunny request a proposal from a Minnesota Executive Director search consultant
firm. Sunny will do so and bring information to the Board in November.
Jim Shovelain inquired about who would be on the search committee and added that staff should be
involved. Amy Hoagland proposed the Personnel Committee members be included on the search
committee. Discussion followed.
GRRL Board of Trustees Minutes October 21, 2014
Page 1 of 2
Sunny Hesse asked the Board members if they would want to interview each Executive Director search
consultant prior to accepting a proposal. The Board consensus was to receive a recommendation from
Sunny rather than conduct interviews.
NEW BUSINESS
All Staff Day 2015
Karen Pundsack, Interim Executive Director, asked the Board for approval to close all GRRL libraries to the
public on Monday, April 27, 2015, for an all staff training day. Rachel Leonard move to approve library
closure for All Staff Day 2015. The motion was seconded by Louise Kuester. Following discussion, the
motion carried unanimously.
BOARD OPEN FORUM
Laura Hayes shared her happiness to move ahead with the Executive Director search process. Jim Shovelain
thanked the Board members for the evening’s good discussion. Mike Messina complimented staff with
regard to Friday’s security incident. Louise Kuester complimented the current Board as being the best
combination of members in her years of service.
NEXT MEETING
The Great River Regional Library Board of Trustees announced that the next Personnel Committee meeting
will be Tuesday, November 18, 2014, at 6:00 p.m. in the St. Cloud Public Library Mississippi Room. The
Board of Trustees meeting will be Tuesday, November 18, 2014, at 7:00 p.m. in the St. Cloud Public Library
Mississippi Room.
ADJOURNMENT
Jim Shovelain moved to adjourn the meeting at 8:07 p.m. Seconded by Dan Bravinder, the motion carried
unanimously.
________________________________
Mark Bromenschenkel, President
GRRL Board of Trustees Minutes October 21, 2014
__________________________________
Dave Kircher, Secretary
Page 2 of 2
November 18, 2014
Item 6.1
CMLE Board Appointments
As of December 2014, there will be two openings on the Central Minnesota Libraries Exchange
(CMLE) Board from GRRL. Both members are eligible for reappointment and have agreed to be
reappointed.
The two CMLE Board members accepting reappointment are Joanne Kudrna and Cecelia (Seal)
Dwyer. I recommend that the GRRL Board reappoint them both to the CMLE Board starting
January 2015.
November 18, 2014
Item 8.1
Karen Pundsack
Interim Executive Director’s Report
Communication
Since the September Board report, I met with staff in Cold Spring, Paynesville and Upsala. In addition, I
was able to attend the retirement celebration in Eagle Bend for Library Services Coordinator Ellen
Peters. The staff I connected with are very invested in serving their patrons and communities and
offered suggestions for improvement, particularly in areas around marketing and fund development.
These ideas have been passed on to Public Relations for consideration in our communication and fund
development plans.
The Virtual Staff Suggestion Box has been revamped to be more accessible. We have also created a
tracker to allow staff to see the progress of their suggestion. As the tracker grows, it will help to show all
of the great ideas coming from staff at all levels throughout the region. In addition, it will help lend
accountability and transparency to the process. It is important in creating an open and responsive
culture that we have accountability on both sides - the person sending the suggestion and the person
responsible for responding. Each suggestion will be assigned to a Leadership Support Team (LST)
member or referred to another team for consideration. Staff will receive an email response when the
progress of their suggestion is updated.
LST members and I have been sifting through the comments received from the Employee
Communication and Engagement survey. I am coding the comments to determine trends. We are
crafting the responses based on these trends to protect the confidentiality of those who submitted
comments.
Leadership Support Team
The Leadership team has begun monthly meetings to focus on strategic areas. Current projects in
development include an internal and external communication plan, a fund development plan and a
process to transparently track strategic plan progress. In addition, the group has discussed next steps for
library assessment.
Library Assessment
In October, LST met to determine next steps for the Library Assessment Plan. I have reached out to two
universities to see if we can collaborate on measuring current satisfaction with library services. We
would like to have this information about both our county residents and our non-library cities. I am
waiting to hear back on whether these institutions could assist us in obtaining this information in the
most objective way possible. We are also compiling information about GRRL city contributions to have a
clearer picture about the current contributions of each of our stakeholders.
Minnesota Library Association Conference
In October, I attended the MLA conference in Mankato. I presented as part of a panel on best practices
in virtual reference. In addition, I assisted with organizing a panel discussion titled, “So You Want to be a
Library Director” which featured directors who were new to their positions within the last few years.
The Minnesota Library Legislative platform was approved at the meeting and will include requests for
additional RLBSS, RLTA and Legacy dollars for public libraries.
1
November 18, 2014
Item 8.1
Council of Regional Public Library System Administrators Update
I attended the October in-person meeting of the CRPLSA. We were updated on the progress of the
statewide Legacy Once Upon a Reader program. The group also created clear standards for the
statewide Youth Services Committee, which is an appointed subset of CRPLSA. In addition, we heard
updates from other regional library systems and State Library Services.
One of the current initiatives from State Library Services is the Libraries and Service Delivery Consultant
Group. The group was appointed in the last legislative session to consult with representatives from
libraries around the state. They are charged with discussing ways to increase service delivery and
collaboration between libraries. So far the group has discussed e-book service delivery, library
structures and library funding. The final report from the Commissioner of Education to the education
and finance committees of the Legislature is due February 1, 2015.
2
November 18, 2014
Item 8.2
Management Reports
Brandi Canter
Patron Services Supervisor
Library Service Coordinator (LSC) Small Group Meetings
In October, we experimented with small-group meetings for LSCs. Ryan and I set up five meetings throughout
the region, and these were each attended by four to seven LSCs. Either Ryan or I facilitated the meeting and
Patron Services Specialist Beth Ringsmuth Stolpman was able to come along to some of them. It was good to
have the opportunity to talk in more depth about some of the issues facing LSCs, get their input on
programming and ensure that time cards are completed correctly and on time.
The concerns I mentioned in my last board report are weighing even more on my mind. I believe that being
understaffed for so long at the upper- and middle-management level has led to additional challenges for
some of our LSCs. What I’ve seen happening is that our LSCs know that we are spread thin, so they don’t
want to “bother us” with the “small things.” However, it is the nature of the world that some small things can
grow large quickly. I am trying to find additional ways to check in with staff regularly, even if I cannot make it
out to the branches as often as I would like.
Public Services Team (PST)
In part because of my upcoming medical leave, our October meeting was the last for this year. The team has
attempted to continue our work by use of email and the team wiki for communication regarding different
issues. However, this has been less successful than we had hoped.
PST is charged with detailed, procedure-based tasks – updating procedures and answering questions about
such things as what to do when patrons don’t bring their library card, how to handle suspected fraud, or
concerns about lack of clarity or even conflicting instructions in procedures. As such, there is a significant
amount of research and discussion that goes into almost all decisions. The last few months’ experience
suggests to me that, to be effective, PST is a group that truly needs to meet in-person on a monthly basis.
Email and wikis, while they can provide a framework of information to help maintain consistency and a
historical record, cannot replace that in-person discussion and direction.
I want to be clear there is no fault with any of the team members – I think the failure of PST to maintain
direction and provide the level of support that GRRL needs is a result of the current understaffing at upperand middle-management levels. I am not able to devote enough time to set up, facilitate and follow up on a
monthly meeting, and the team members, who by-and-large are not exempt employees, are generally not
able to commit enough time between meetings to provide thoughtful, researched input in a written format,
or to read the emails that other teammates provide.
Thus, PST will suspend the majority of our tasks for the remainder of 2014. In the event we have an issue
arise that cannot wait, I will work with Karen and our Patron Services Specialist, Beth Ringsmuth Stolpman, to
provide answers and direction. We plan to restart our meetings in 2015 with the hope that a third Patron
Services Supervisor hired and in place will allow me to lead the meetings on a monthly basis. However, I
would anticipate that we will still need to limit any work on long-term projects until we have a permanent
Executive Director once more in place.
1
November 18, 2014
Item 8.2
Julie M. Henne
Associate Director – Public Relations
Library Card Sign-Up Month
September was Library Card Sign-up Month - a time to remind our communities a library card is one of the
most important cards you can get. We prepared an attractive oversized poster along with a Library Card
Application/Program brochure to encourage community members to apply for their library card. The
brochure outlined the many benefits that are available through the library. By placing these posters within
the GRRL locations, current card holders were be encouraged to spread the word about the benefits of
having a library card. GRRL registered 1,402 new cardholders during the month of September!
Winter Reading Program
This winter, library patrons will be encouraged to read during the 2015 Winter Reading Program titled Drift
Away With A Good Book. The program takes place January 2 – February 8, 2014. The Winter Reading
Program materials have been created to include fun and games to keep the interest level high. A special
GRRL prize will be a collectable ceramic coffee mug.
Annual Appeal
The 2014 GRRL Annual Fund Appeal is under way. The annual appeal was coordinated with Sunray Printing
and mailed to 6,710 current, past and potential donors in October. Results from the 2014 appeal will be
reflected in future reports. A reminder of our Annual Appeal will also be mailed this year at the end of
November.
Sunny M. Hesse
Associate Director – Human Resources
2014 Benefit Enrollment
We received 2015 renewal rates from our benefit broker which resulted in minimal changes to benefit plans,
coverage or carriers.
We spent many hours preparing ADP for tracking and reporting Affordable Care Act compliance specific to
the transition period as well as ongoing. With assistance from our broker, we reviewed the requirements for
compliance. At this time, reporting based on the transition period of April 3 – October 2, 2014, indicates by
opening benefit eligibility to employees working 30 or more hours per week and adding six (6) benefit
packages to the 2015 budget, we are compliant.
Benefit open enrollment meetings are scheduled for Wednesday, November 12, 2014, for all benefit eligible
staff (scheduled 30 hours or more per week) to discuss detailed information about the 2015 benefit options.
Additionally, new this year, we are offering a similar meeting for staff working less than 30 hours per week to
learn more about the voluntary benefits that are offered.
Human Resources (HR) staff worked with ADP support staff to update and finalize the 2015 online benefit
enrollment workflow. The online enrollment process will be ready for all staff to enroll/waive coverage
beginning November 12. All employees, including part-time staff who are eligible for various voluntary
benefit insurance, are required to complete the online benefit enrollment even if to simply waive all
coverage. Enrollment must be submitted online by Saturday, November 29, 2014.
2
November 18, 2014
Item 8.2
ADP - Human Resource Management and Payroll System
In late 2013, we implemented a new human resource and payroll information system. Since initial
implementation, we have struggled with development and full implementation of the ADP system. We have
experienced unexpected issues with the set-up and basic and customized functionality of the system. We
have been working diligently with ADP Support to resolve these issues.
Earlier this year, I contacted the ADP sales representative for our account requesting a credit to our account
due to the inability to:
• Fully utilize the functionality of the modules that have been implemented (recruitment, benefits,
training, and reporting)
• Implement additional modules (performance management, scheduling, workflows, etc.)
Limited use of the system has negatively impacted our recruitment process, prevented the development of
our performance management processes, and resulted in many adjustments related to benefit
administration and payroll.
On Tuesday, November 4, 2014, I received confirmation from the sales representative that we will receive a
credit in the amount of $6,460 due to the extraordinary and outstanding issues we have and continue to
experience.
Executive Director Performance Evaluation and 360-degree Feedback
The process for evaluating the performance of the Executive Director position has been somewhat confusing
and cumbersome in past years. In preparation for hiring a new Executive Director, I am reviewing the current
process for evaluating this position including the development of a method for gathering 360-degree
feedback during the evaluation process. The development of a more effective evaluation process which
provides useful results will enhance the overall performance evaluation system and, in turn, offer more
valuable feedback to the individual who is responsible for leading the Great River Regional Library (GRRL)
system.
I have received feedback from representatives of the six (6) counties that GRRL serves as well as the HR
Director at Coldspring regarding their process for evaluating executive level staff (department heads) and/or
their use of 360-degree feedback in evaluating staff.
I will continue to evaluate all feedback received and bring a draft recommendation to the Board for review
and discussion in early 2015.
Ryan McCormick
Patron Services Supervisor
Patron Services Workgroup
With Stacy Lenarz’s departure, I am now serving as acting chair of the Patron Services Workgroup. This
group, tasked with developing and implementing region-wide service initiatives, is currently deciding on
programs and next steps for 2015. Among other things, we hope to offer staff training on passive programs,
provide a series of “tech tips” for library staff and the public, and create activities for “Library Lovers’
Month.” We are always appreciative of any staff ideas and input.
Hiring
Cathy Perish, previously the Library Assistant in Eagle Bend, has been hired as the Library Service Coordinator
for the Eagle Bend and Staples Public Libraries. With Cathy changing positions, we are reviewing the current
3
November 18, 2014
Item 8.2
staffing structure of these two locations and exploring the possibility of creating a blended schedule for staff.
Jill Mertes has been hired as a Library Assistant in Buffalo after recently working at the St. Michael branch.
Due to issues with ADP, there are a number of other openings waiting to be filled, including Aide positions in
Royalton and Cold Spring and Assistant positions in Howard Lake and St. Michael. In addition to forcing these
libraries to work short-staffed, these ADP issues will also likely create a workflow backlog down the road.
Library Service Coordinator (LSC) Small Group Meetings
I facilitated meetings in St. Michael and Pierz earlier this month. These meetings were an effective and
efficient way to meet with staff and discuss any concerns. I feel they were very productive and a great
opportunity for us all to learn from each other. I particularly valued hearing about libraries’ efforts to offer
programs specifically geared towards different age groups. It is important, of course, that we strive to
provide resources and services to all members of our communities and I enjoyed learning about the
thoughtful consideration the LSCs put into doing so.
Karen Pundsack
Associate Director – Patron Services
Read Down Your Fines
Read Down Your Fines was offered again during Teen Read Week in October. This program focuses on
encouraging children and teens to read in the library and get their library accounts back into good standing.
Teen Read Week has been a successful time to offer the program because school is not in session during the
last part of the week. We increased publicity around the event including reaching out to Central Minnesota
Libraries Exchange to promote the event with school media specialists.
Thirty libraries had participants during this round, a better turnout than last October. The total participation
numbers and amount waived was a little higher: over 130 participants, average amount of time spent
reading was 1 1/2 hours and an average of $5 waived per participant. Due to the high level of donor support
for this effort, we will be offering it again in December during the holiday break.
Library Service Coordinator (LSC) Small Group Meetings
Vacancies in the Patron Services department have been a challenge these past two months. We have taken
this as an opportunity to try small group meetings with LSCs in lieu of individual branch visits. While the
majority enjoyed the opportunity to connect, several LSCs suggested that we use this format only a few times
a year for a variety of reasons. With the upcoming Patron Services Supervisor leave, we will be testing
conference calls as an option for more efficiently disseminating important information to our LSCs.
Regional Staff Meeting
Our regional staff meeting was held on September 23 for all library services and St. Cloud department
coordinators. The meeting included a presentation by Brandi Canter on Intellectual Freedom and the
Minnesota Data Practices Act. It was also an opportunity to discuss the current transitions and get feedback
on how to move forward. Other topics included reader’s advisory and the Patron Services Workgroup. LSCs
report they look forward to these meetings as a time to share ideas and strategies.
Playful Learning in Libraries Mini-Grant Application
Patron Services Librarian Connie Laing spearheaded a grant application to State Library Services for Library
Services and Technology Act (LSTA) funding to improve our play spaces throughout the region. If awarded,
GRRL will expand the use of “play” within our libraries as a support for early learning activities. Connie
collaborated with other Patron Services Workgroup members to design a three-pronged approach, which
4
November 18, 2014
Item 8.2
includes educational play kits, environmental materials and play components for children’s programming.
The project would begin in 2015.
Jay Roos
Associate Director – Information Technology
Payment Card Industry (PCI) Scope Reduction and Compliance
Since the Board last met in a regular meeting, we have taken several steps to reduce our PCI scope and work
toward full compliance. The biggest step was to stop accepting credit cards over the circulation desk. We
were concerned that this change would result in significantly reduced patron service for those who wish to
pay electronically. So far this has not proven to be true. Since the change was made in September, staff
across the region have kept a log of issues resulting from lack of in-library card payments. So far, we have
discovered very few issues. Patrons are still able to pay from home through our web interface and those
libraries with express checkouts can take payments at those machines. Of course, cash and checks continue
to be accepted.
We have also taken other compliance steps such as segregating our general network traffic from machines
taking payment, improving various security settings and capturing log data from payment terminals centrally.
We have placed an order with our current web payment vendor to move web payments from our server to
their hosted service which they certify to be compliant.
Content Filtering
In recent months, patrons have reported many issues with our content filtering software. The browser would
sometimes crash while viewing certain sites. We narrowed down the problem to the content filtering
software. The issue results from the software not being able to handle certain encrypted web pages. As the
trend moves toward more sites using SSL (HTTPS) connections to protect their users’ privacy, the number of
occurrences increases.
Information Technology (IT) staff have worked with the vendor to develop a temporary fix until their next
generation software is released sometime in 2015. While the temporary fix was in development, they
extended our subscription at no charge. As we wait for the next version, they will prepare monthly updates
for us based on issues we report them. Although not ideal, it demonstrates they are responding to our need.
SAN Replacement
We have continued to explore and finalize our options to replace our 7-year old SAN array. Since the last
regular meeting, we narrowed our options down to three and have settled on one very well performing and
cost effective array. I am happy to report that it will be significantly lower than the $50,000 price tag
mentioned in my September report. More information is included in the Capital Request.
Jami Trenam
Associate Director – Collection Development
Collection Management Training
In an effort to make sure staff has the best possible tools to help them maintain their local branch library
collections, I have been offering some updated training sessions on collection management. St. Cloud Library
Associates received an introduction to weeding in September and Circulation Assistants are receiving training
in November. In the coming months, I will be visiting with Library Service Coordinators for refresher training
on our CollectionHQ software as well as a chance to discuss collection goals and community needs in person.
5
November 18, 2014
Item 8.2
Visits are already scheduled for Albany, Becker, Clearwater, Cold Spring and Rockford for November and
December.
New Online Resources
I am pleased to announce that GRRL will offer two new online resources in November. Ancestry for Libraries
is a powerful genealogy research tool which will provide access to 7,000 databases and millions of unique,
full-text primary sources and enhanced images. Due to licensing agreements, this resource will be accessible
in our library buildings only. This tool will fit nicely with plans to offer both lifelong learning and digital
literacy programming throughout the region in 2015.
The second resource is an information literacy tool for students called ProQuest Research Companion. This
tool is designed to guide students through the process of a writing a research paper. As GRRL continues to
build strong collaboration with our schools, Research Companion is a resource intended to supplement
learning and homework help outside the classroom. I hope it will also be useful to students participating in
History Day.
Collection Marketing
As one of GRRL’s strategic goals is to increase awareness of resources offered by the library, a Collection
Marketing group was formed in 2014. We had our second meeting at the end of October, and some exciting
new initiatives are on the docket for 2015 including a program called “A Year in Reading” designed to
encourage patrons to explore our collections and the resources GRRL offers. Other projects include updating
the “New, Best, Fun” portion of the GRRL website and developing internal mechanisms for staff to share
collection merchandising ideas such as displays.
6
November 18, 2014
Item 8.3
Building Reports
Brandi Canter
Patron Services Supervisor
Delano Public Library
The city of Delano is installing a new key-card lock system in the library. The internet access has been
installed by the city, independent of GRRL’s equipment or access. The city also replaced the roof and
trim, and resolved a drainage problem. Through the Delano Municipal Utilities project the city will be
installing new lighting outside the library for greater security and access. We greatly appreciate the
support and involvement by the city!
Kimball Public Library
It is time for driver’s education training again in Kimball, and once again the classes are held after school
three days a week in the community room adjoining the library. As some trustees may recall, the city
hall renovations carried out several years ago resulted in the removal of the hanging ceiling over the
library. Now, only a partition wall separates the library and community room, and this wall stops several
feet beneath the room’s ceiling. Thus, there is no meaningful sound barrier between the library and the
wood-floored, wood-paneled community room. The Library Services Coordinator (LSC) wrote to me that
the sound from the drivers’ education classes is “incredibly loud” and causing disruptions for patrons
and staff.
This highlights the concerns we have held for some time about the Kimball library facility. The lack of
sound control means that classes or other events in the community room cause significant distraction
for library patrons and staff. Even more concerning, the lack of a sound barrier also means a lack of
privacy for library patrons, because conversations held in the main part of the library are easily
overheard in the community room. Kimball City Clerk Nicole Pilarski has worked with library staff to try
to limit the number of classes or meetings held in the community room during library open hours,
however, such limitations are not always feasible.
Rockford Public Library
In early October, staff noticed a mold smell coming from the book drop in the library. The smell was bad
enough that some staff experienced symptoms, and one aide’s symptoms were severe enough that she
was unable to work her scheduled shifts. LSC Theresa Jacobs notified the city, me, and Human Resources
immediately, and the city worked quickly to investigate the problem. The book drop area was cleaned
and the space tested for mold. The city notified us that the mold tests showed levels of mold and other
airborne pollutants were not above “normal” for public buildings, and they will be providing us with a
copy of the report. In the meantime, we have requested that the carpet in the book return space be
removed as staff believe this is where the majority of the smell is coming from. We very much
appreciate the responsiveness of City Administrator Dan Madsen and the rest of the Rockford city staff.
Ryan McCormick
Patron Services Supervisor
Little Falls Public Library
Some shelving shuffling is under way in Little Falls. As the library is moving to self pickup of holds, the
shelving units in the downstairs children’s area have been brought upstairs to serve as the holds pickup
1
November 18, 2014
Item 8.3
area. This change should make the process quicker and easier for everyone involved, and the library
hopes to have it fully implemented by mid-December. Plus, moving shorter shelving units to the
children’s area makes the books easily accessible and also opens up the space making it much more
comfortable and inviting.
St. Cloud Public Library
The building’s fire alarm was activated the morning of October 30. A later investigation revealed the
reason for the alarm was most likely a bad sensor in the sprinkler system. The sensor has since been
replaced and the fire alarm allowed staff the opportunity to practice escorting patrons from the
building, which they did swiftly and safely.
On Saturday, November 1, library staff responded to a broken blower coil pipe in the upstairs Archive
Room. Although hundreds of gallons of water were lost, the damage could have been much worse as
the room housed scrapbooks and other artifacts from the old library as well as many financial records.
Fortunately, nothing irreplaceable was significantly damaged, thanks in large part to custodian Dave
Muehlbauer’s quick response and hard work.
We are pleased to report the café in the lobby has reopened after being closed for a number of months.
Waite Park Public Library
A request for an interior book drop has been submitted to the city of Waite Park. We are very hopeful
this request will be granted as weather and sidewalk conditions make emptying the current outside
book drop difficult.
2
GREAT RIVER REGIONAL LIBRARY - ONE LIBRARY 32 LOCATIONS
Monthly Circulation Statistics
September 2014
+
+
Video
Month
Total
Circ/Hour
Sept
2014
Circ/Hour
Sept
2013
CPH %
Change
1,899
5,874
38
37
72
1,134
4,269
40
2,082
84
1,529
5,625
67
350
25
487
1,890
664
2,890
134
6,212
1,398
5,620
976
301
Cokato
1,617
Cold Spring
2,574
Delano
Location
Adult
Print
Adult
Media
Juvenile
Print
Juvenile
Media
Albany
1,737
482
1,653
103
Annandale
1,542
267
1,254
Becker
1,446
484
Belgrade
446
Big Lake
Buffalo
YTD
2013
1.0%
56,588
54,527
3.8%
43
-6.4%
40,208
42,013
-4.3%
44
47
-6.7%
51,593
54,501
-5.3%
1,375
17
19
-8.0%
13,836
13,070
5.9%
1,338
6,916
65
69
-5.7%
64,320
70,183
-8.4%
303
4,130
17,663
87
109
-20.0%
174,757
201,397
-13.2%
888
37
663
2,865
33
37
-9.5%
26,210
30,014
-12.7%
255
2,047
156
1,178
5,253
45
51
-13.1%
47,728
56,210
-15.1%
525
1,855
83
2,079
7,116
50
62
-19.8%
73,655
90,413
-18.5%
2,410
922
5,054
98
3,095
11,579
68
70
-2.6%
108,017
112,080
-3.6%
739
60
438
13
782
2,032
23
23
-0.4%
18,409
18,231
1.0%
Elk River
7,584
2,373
9,341
369
3,918
23,585
118
135
-12.5%
235,585
251,926
-6.5%
Foley
1,358
307
1,832
78
1,781
5,356
36
36
1.7%
51,895
53,653
-3.3%
590
205
444
12
451
1,702
21
22
-1.0%
16,846
20,831
-19.1%
1,272
235
964
57
1,033
3,561
31
30
3.2%
35,171
41,115
-14.5%
Clearwater
+
%
Change
YTD
YTD
2014
Eagle Bend
Grey Eagle
Howard Lake
Kimball
698
156
505
28
836
2,223
28
31
-11.4%
22,179
23,697
-6.4%
Little Falls
4,210
925
1,976
115
2,985
10,211
56
66
-14.4%
107,602
110,240
-2.4%
+
Long Prairie
1,583
298
795
58
1,834
4,568
31
34
-8.0%
48,328
44,494
8.6%
+
Melrose
2,155
1,811
1,142
321
3,111
8,540
83
80
3.1%
73,609
64,295
14.5%
Monticello
4,953
1,440
6,844
444
3,481
17,162
96
111
-13.5%
154,660
179,360
-13.8%
+
Paynesville
1,089
286
909
66
1,499
3,849
30
32
-5.2%
40,566
39,618
2.4%
+
Pierz
996
154
719
22
637
2,528
27
27
2.4%
25,749
23,089
11.5%
+
Richmond
451
117
463
60
515
1,606
18
20
-6.8%
16,105
15,828
1.8%
Rockford
1,656
386
2,350
68
1,548
6,008
48
47
3.0%
57,621
62,490
-7.8%
Royalton
421
93
282
9
410
1,215
15
24
-37.4%
16,259
18,617
-12.7%
27,076
9,053
20,371
1,057
13,959
71,516
290
333
-13.0%
682,826
755,490
-9.6%
Saint Cloud
GREAT RIVER REGIONAL LIBRARY - ONE LIBRARY 32 LOCATIONS
Saint Michael
4,291
912
7,345
327
2,299
15,174
81
76
6.9%
139,387
146,148
-4.6%
Sauk Centre
2,282
1,772
1,539
137
2,498
8,228
61
51
19.4%
69,862
77,594
-10.0%
Staples
2,116
419
1,562
78
2,578
6,753
46
44
4.0%
63,302
71,219
-11.1%
Swanville
165
37
86
2
183
473
6
12
-48.8%
6,800
9,379
-27.5%
Upsala
750
143
1,137
91
1,153
3,274
41
40
1.1%
31,147
34,108
-8.7%
3,818
1,062
1,852
160
2,920
91,103
27,609
86,589
4,667
67,943
eBook Audiobook
+ Digital
9,915
3,365
+ Indicates an increase in monthly circulation total over last year
9,812
277,911
79
65
91
69
-13.2%
-6.2%
93,193
2,664,013
102,844
2,888,674
-9.4%
-7.8%
13,280
7,698
72.5%
Waite Park
Total
13,280
GREAT RIVER REGIONAL LIBRARY - ONE LIBRARY 32 LOCATIONS
Monthly Circulation Statistics
October 2014
+
+
Location
Adult
Print
Adult
Media
Juvenile
Print
Juvenile
Media
Video
Month
Total
Circ/Hour
Oct 2014
Circ/HourOct
2013
CPH %
Change
Albany
1,715
394
1,861
107
2,096
6,173
37
36
Annandale
1,534
271
1,085
55
1,144
4,089
37
Becker
1,356
433
2,245
88
1,528
5,650
Belgrade
612
147
655
18
587
Big Lake
1,945
643
2,959
167
Buffalo
5,622
1,545
5,931
997
420
Cokato
1,567
Cold Spring
2,731
Delano
YTD
2013
3.0%
62,761
60,578
3.6%
39
-7.2%
44,297
46,741
-5.2%
42
44
-4.4%
57,243
60,640
-5.6%
2,019
21
19
11.1%
15,855
14,550
9.0%
1,703
7,417
62
69
-9.9%
71,737
78,090
-8.1%
337
4,103
17,538
81
93
-12.8%
192,295
224,112
-14.2%
921
57
680
3,075
34
39
-14.1%
29,285
33,374
-12.3%
267
1,687
116
1,210
4,847
38
49
-22.8%
52,575
62,597
-16.0%
594
1,726
63
2,232
7,346
47
58
-18.1%
81,001
100,585
-19.5%
2,725
1,135
5,289
130
3,567
12,846
72
68
6.2%
120,863
124,535
-2.9%
803
47
498
10
651
2,009
24
24
2.9%
20,418
20,237
0.9%
Elk River
7,792
2,577
9,475
482
4,148
24,474
113
132
-14.8%
260,059
280,353
-7.2%
Foley
1,456
332
2,056
79
1,789
5,712
36
38
-6.0%
57,607
59,541
-3.2%
509
215
476
11
462
1,673
19
23
-20.2%
18,519
23,075
-19.7%
1,165
224
885
42
961
3,277
26
29
-11.4%
38,448
45,720
-15.9%
Clearwater
+
%
Change
YTD
YTD
2014
Eagle Bend
Grey Eagle
Howard
Lake
Kimball
802
187
667
47
909
2,612
29
29
2.1%
24,791
26,405
-6.1%
Little Falls
4,206
850
2,010
115
3,247
10,428
54
65
-17.8%
118,030
122,391
-3.6%
+
Long Prairie
1,838
367
1,183
68
2,083
5,539
35
33
5.1%
53,867
49,457
8.9%
+
Melrose
2,419
1,795
1,066
107
3,665
9,052
79
73
8.4%
82,661
71,381
15.8%
Monticello
4,796
1,142
6,794
376
3,698
16,806
87
103
-15.9%
171,466
199,621
-14.1%
+
Paynesville
1,314
394
1,055
53
1,571
4,387
31
32
-4.5%
44,953
43,993
2.2%
+
Pierz
1,135
47
828
25
641
2,676
25
25
0.2%
28,425
25,663
10.8%
421
131
435
31
467
1,485
16
19
-15.5%
17,590
17,668
-0.4%
Rockford
1,795
369
2,835
126
1,517
6,642
48
50
-2.7%
64,263
69,579
-7.6%
Royalton
495
97
397
21
511
1,521
16
23
-28.1%
17,780
20,704
-14.1%
Richmond
GREAT RIVER REGIONAL LIBRARY - ONE LIBRARY 32 LOCATIONS
Saint Cloud
Saint
Michael
Sauk
Centre
Staples
Swanville
10,266
20,927
1,233
13,411
73,306
276
312
-11.7%
756,132
840,229
-10.0%
4,252
779
7,384
411
2,595
15,421
76
72
6.6%
154,808
162,661
-4.8%
2,524
1,802
1,437
199
2,561
8,523
58
54
9.1%
78,385
86,247
-9.1%
2,194
405
1,564
84
2,685
6,932
44
49
-9.6%
70,234
79,178
-11.3%
191
44
98
2
96
431
5
8
-43.4%
7,231
10,384
-30.4%
Upsala
1,012
162
1,110
106
1,230
3,620
39
41
-3.6%
34,767
37,997
-8.5%
Waite Park
3,900
1,146
2,312
172
3,088
10,618
79
87
-9.5%
103,811
-9.1%
93,292
eBook
10,301
29,227
Audiobook
3,665
89,851
4,938
70,836
288,144
68
76
-10.7%
2,952,157
114,174
3,212,46
0
13,966
7,698
81.4%
Total
+
27,469
Digital
13,966
-8.1%
GREAT RIVER REGIONAL LIBRARY
YTD Monthly Circulation
450,000
400,000
Items borrowed
350,000
300,000
250,000
200,000
150,000
100,000
50,000
-
Jan
Feb
Mar
Apr
May
Jun
July
Aug
Sep
Oct
Nov
Dec
Total Circulation 2008 278,193 270,186 295,094 293,641 268,937 318,141 354,696 287,977 281,321 326,119 299,378 285,662
Total Circulation 2009 310,693 302,855 359,469 329,904 305,333 396,712 413,088 374,945 336,246 343,483 322,090 303,383
Total Circulation 2010 304,380 308,481 371,322 318,604 310,306 404,865 398,502 381,566 333,793 335,925 320,633 307,582
Total Circulation 2011 332,316 322,315 374,767 344,208 321,371 401,259 389,381 401,564 329,055 334,252 330,793 302,262
Total Circulation 2012 334,372 329,923 364,184 321,016 331,176 384,665 396,554 372,799 303,467 344,976 313,382 275,988
Total Circulation 2013 326,090 301,071 326,418 326,435 310,085 346,668 384,398 343,211 293,150 319,093 290,491 253,551
Total Circulation 2014 286,488 261,410 304,373 283,113 280,400 331,575 353,313 306,633 280,508 290,686
Circulation is a measure of the total number of items borrowed. The total includes renewals of items, but does not
include computer and wireless usage, downloadable materials activity, or digital library circulation.
New Borrowers
Month
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sept
Oct
Digital Library
Borrowers
New
New
Registrations Month
Registration
1,045
Jan
663
849
Feb
445
1,455
Mar
506
1,356
Apr
404
1,323
May
404
2,113
Jun
464
1,678
Jul
482
1,456
Aug
381
1,402
Sept
479
1,431
Oct
449
Nov
Nov
Dec
Dec
YTD2014
Borrower Activity
14,108 YTD2014
Borrower Count
Active (Last 6
Months CKO)
Borrower Count
Percent Active in
last 6 Months
(CKO Activity)
Total Digital
Library Borrowers
124,874
52,452
42%
29,140
4,677
Registrations are the number of new library cards issued. Borrower count is the total number of library cards registered
at Great River Regional Library. The chart “Digital Library Borrowers” reflects the number of patrons who have created
Digital Library accounts. The category “Active Borrowers” is a measure of cards that have been used to check out
materials. It does not include computer or wireless usage within the library, downloadable materials activity, or digital
library usage.
GREAT RIVER REGIONAL LIBRARY
YTD Checkout Sessions
Checkout Sessions
80,000
70,000
60,000
50,000
40,000
30,000
20,000
10,000
-
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Total CKO sessions 2008 48,291 47,021 51,333 52,604 48,194 56,185 62,449 51,333 46,012 58,312 51,242 47,519
Total CKO sessions 2009 54,114 53,473 63,048 59,474 53,711 69,979 72,502 65,846 58,229 59,269 54,575 50,450
Total CKO sessions 2010 53,407 53,864 66,888 58,465 55,944 73,083 71,436 68,981 59,495 59,280 54,735 51,518
Total CKO sessions 2011 56,225 54,389 63,600 59,012 55,069 70,475 66,056 70,282 56,888 56,362 55,257 51,822
Total CKO sessions 2012 55,884 54,421 60,703 52,952 54,774 64,803 64,845 62,538 49,322 56,362 50,483 43,520
Total CKO sessions 2013 53,435 48,523 52,537 53,133 51,481 57,604 63,375 57,433 48,116 52,858 46,703 39,087
Total CKO sessions 2014 45,807 41,452 49,428 46,466 47,010 56,195 58,850 50,876 45,832 48,101
Checkout sessions are a measure of the number of unique library cards used to borrow materials each day.
Computer uses
YTD Computer Usage
50,000
45,000
40,000
35,000
30,000
25,000
20,000
15,000
10,000
5,000
-
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
2008 14,328
13,743
15,904
15,825
15,238
16,632
18,529
16,295
16,527
20,497
18,099
17,877
2009 18,739
18,744
22,040
21,689
20,461
24,953
26,344
25,080
22,409
23,215
21,189
18,927
2010 19,362
23,547
30,273
28,585
28,894
37,884
39,121
42,881
31,300
32,086
31,151
26,472
2011 28,028
26,078
31,490
28,517
28,022
36,691
35,533
28,034
21,505
21,358
19,788
19,113
2012 19,542
18,757
21,002
18,769
19,731
22,411
23,055
23,641
17,247
20,148
16,507
14,691
2013 16,932
14,765
16,197
16,955
17,509
19,068
22,191
21,929
17,763
19,231
16,374
13,330
2014 14,858
14,076
17,163
16,947
16,909
18,586
20,489
20,510
17,531
18,961
Computer usage is a measure of the number of times individual patrons access a library computer for Internet access
or other computer programs. Statistics prior to 2011 were tabulated manually, and the method for automatic
tabulation changed in the software program in September 2011. This chart does not include wireless access activity.
GREAT RIVER REGIONAL LIBRARY
YTD Wireless Usage
8,000
7,000
Connections
6,000
5,000
4,000
3,000
2,000
1,000
0
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
2008
104
559
943
1,129
1,363
1,641
1,863
1,811
1,827
2,013
1,779
1,841
2009
2,175
2,410
3,162
3,198
3,082
3,589
3,838
3,811
3,437
3,445
3,435
3,207
2010
3,301
2,963
4,169
3,961
4,103
4,605
4,436
4,463
4,137
4,084
3,684
3,165
2011
3,381
3,300
4,072
3,987
3,881
4,469
4,405
4,955
4,209
4,334
4,250
4,278
2012
4,660
4,483
5,201
4,631
4,824
5,150
5,152
4,933
4,196
5,007
4,286
4,020
2013
4,768
4,580
4,808
5,206
5,089
5,402
5,814
5,563
5,181
5,654
4,723
4,119
2014
4,633
4,385
5,183
5,404
5,614
6,632
7,289
6,790
6,818
7,113
Chat Reference Statistics
Sessions with Our Patrons
January
February
March
April
May
June
July
August
September
October
November
December
2014 Totals
Outside MN
Our Sessions with Others' Patrons*
Library
AskMN
GRRL patrons
chat with
GRRL staff
GRRL patrons
chat with other
AskMN
librarians
Total
AskMN's
18
14
11
10
6
8
14
4
7
13
4
14
9
13
10
11
16
12
7
11
47
46
56
45
46
39
56
49
30
48
69
74
76
68
62
58
86
65
44
72
105
107
462
674
GRRL patrons Total
chat with Coop Questions
librarians
from GRRL
patrons
Outside MN
Total
Chats
GRRL chats with Chats
with GRRL patrons from
with Coop
patrons
other AskMN
patrons
libraries
11
6
10
5
2
1
2
3
1
1
14
24
28
34
18
9
11
21
13
23
25
30
38
39
20
10
13
24
14
24
42
195
237
-
Total Chats
Total chats
picked up by
GRRL staff and
patrons
94
104
114
107
82
68
99
89
58
96
911
GREAT RIVER REGIONAL LIBRARY
Requests Placed
140,000
120,000
88,551
78,980
69,880
87,511
85,453
78,334
83,273
80,584
70,842
82,406
74,889
66,066
84,367
75,071
74,663
90,334
81,012
75,003
84,466
76,934
69,365
75,938
72,871
68,128
84,563
77,713
69,057
80,579
71,587
22,446
19,195
16,489
22,282
20,173
18,064
20,867
20,333
17,291
20,604
20,219
18,196
22,431
21,250
20,644
23,959
22,299
22,623
23,063
21,014
19,421
19,505
18,733
19,882
21,562
21,542
20,625
19,250
18001
16,208
14756
2012
2013
2014
2012
2013
2014
2012
2013
2014
2012
2013
2014
2012
2013
2014
2012
2013
2014
2012
2013
2014
2012
2013
2014
2012
2013
2014
2012
2013
2014
2012
2013
2014
40,000
20,000
-
Jan
Feb
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Requests Placed in Library 2012
Requests Placed Online 2012
Requests Placed in Library 2013
Requests Placed Online 2013
Requests Placed in Library 2014
Requests Placed Online 2014
YTD Total
Requests Placed
in Library 2012
Requests Placed
Online 2012
Requests Placed
in Library 2013
Requests Placed
Online 2013
Requests Placed
in Library 2014
Requests Placed
Online 2014
Mar
Jan
Feb
Mar
Apr
May
Jun
Jul
252,929
20,752 22,446
22,282
20,867
20,604
22,431
1,008,043
95,614 88,551
87,511
83,273
82,406
238,668
21,153 19,195
20,173
20,333
931,970
91,882 78,980
85453
191,520
18,285 16,489
724,071
82,733 69,880
Aug
Sept
70,441
64,994
95,614
91,882
82,733
60,000
20,752
21,153
18,285
80,000
2012
2013
2014
100,000
Oct
Dec
Nov
Dec
23,959
23,063 19,505 21,562 19,250
16,208
84,367
90,334
84,466 75,938 84,563 80,579
70,441
20,219
21,250
22,299
21,014 18,733 21,542 18,001
14,756
80,564
74,889
75,071
81,012
76,934 72,871 77,713 71,587
64,994
18,064
17,291
18,196
20,644
22,623
19,421 19,882 20,625
78,334
70,842
66.066
74,663
75,003
69,365 68,128 69,057
Website activity
Number of page views for website
Number of page views for catalog
Number of page views for events page
YTD 2014 thru
10/31/2014
2,261,555
12,771,860
YTD 2013 thru
10/31/2013
2,191,487
13,625,803
YTD 2012 thru
10/31/2012
2,264,453
14,659,169
159,831
208,154
187,313
Website includes activity for griver.org, visits to the library catalog, and Events page traffic. This figure does not include
any Digital Library activity.
GREAT RIVER REGIONAL LIBRARY
Programs offered
450
Number of programs
400
350
300
250
200
150
100
50
0
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sept
Oct
Nov
Dec
2010
147
206
210
178
141
214
214
126
220
230
188
108
2011
178
179
175
250
215
331
222
152
120
214
172
152
2012
171
214
207
189
143
378
329
146
161
268
227
160
2013
200
247
207
232
125
263
318
198
159
186
196
144
2014
171
166
243
261
154
299
386
217
213
297
Number of attendees
Program Attendance
20,000
18,000
16,000
14,000
12,000
10,000
8,000
6,000
4,000
2,000
-
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sept
Oct
Nov
Dec
2010
5,499
4,226
4,566
4,333
3,387
6,577
4,512
2,162
2,596
4,949
5,973
1,910
2011
4,099
5,387
4,618
8,918
4,263
11,942
5,197
3,253
2,519
6,356
4,750
3,566
2012
3,654
6,107
6,177
5,740
4,029
18,925
12,601
3,895
3,211
6,546
4,279
3,822
2013
5,072
6,517
4,582
5,771
3,703
14,696
10,657
8,888
3,814
3,832
3,689
3,667
2014
3,654
4,144
4,415
5,926
2,988
11,682
12,578
7,965
4,473
6,954
Programs offered to adults, teens, and children both inside and outside the library. Totals for attendance include Legacy
programs but do not include school visits, class visits or library tours. So far this year, 2,407 programs have been offered
to 64,779 attendees.
GREAT RIVER REGIONAL LIBRARY - ONE LIBRARY 32 LOCATIONS
GRRL Digital Library Collection and Usage Statistics 11/1/2014
Collection Statistics
Purchased Titles in Collection
Audiobook
eBook
Purchased Copies in Collection
Audiobook
eBook
Local Collection Titles in Collection
Adobe PDF
Cumulative
2012
4,665
1,747
2,918
Cumulative
2013 YTD
6,611
2,015
4,596
Cumulative
2014 YTD
7,253
2,140
5,113
Increase over
2013 YTD
642
125
517
5,679
1,883
3,796
8,309
2,221
6,088
9,456
2,411
7,045
1,147
190
957
2
2
2
2
2
2
-
Circulation Statistics
Checkouts
Audiobook
eBook
2011
34,214
16,380
17,834
2012
61,531
20,167
41,364
2013
111,257
27,097
84,160
2014 YTD
134,282
32,122
102,160
Holds
Audiobook
eBook
22,758
7,615
15,143
38,661
7,104
31,557
45,330
7,400
37,930
61,644
10,466
51,178
5,239
7,335
8,255
30,259
Unique Library Patrons Checking
Out Titles
16,000
14,000
12,000
10,000
8,000
6,000
4,000
2,000
-
Checkouts 2011
Checkouts 2012
Checkouts 2013
Checkouts 2014
GREAT RIVER REGIONAL LIBRARY - ONE LIBRARY 32 LOCATIONS
2014 Summer Reading Program Statistics
Baby Toddler
Program
finished
Baby Toddler
Program started
Children's
Program Sign-up
Reading
Records
Returned
Teens Registered
Teen Coupons
Albany
79
14
342
109
117
435
Annandale
22
4
216
62
28
176
Becker
20
3
293
66
38
188
Belgrade
4
2
61
8
6
6
Big Lake
25
11
326
69
52
226
Buffalo
20
3
475
86
92
524
Clearwater
4
1
78
16
14
69
Cokato
6
2
182
43
31
86
Cold Spring
29
9
328
123
181
771
Delano
65
16
864
311
125
682
8
4
54
38
17
61
102
41
995
298
183
570
16
4
219
49
31
138
3
2
40
18
19
102
Howard Lake
25
3
199
48
32
248
Kimball
21
8
114
33
25
83
Little Falls
25
4
250
52
44
154
Long Prairie
15
1
105
15
24
247
Melrose
24
15
181
70
24
230
Monticello
79
14
653
73
76
399
Paynesville
12
1
147
19
2
7
Pierz
23
9
171
110
21
83
Richmond
22
14
113
54
46
227
Rockford
30
7
265
74
67
263
Royalton
8
2
60
5
14
29
26
15
148
81
40
171
St. Cloud
171
26
968
178
137
1,072
St. Michael
135
14
651
124
170
646
25
5
106
31
18
70
6
0
37
10
11
52
Upsala
14
6
78
25
37
150
Waite Park
20
6
165
47
48
271
1,084
266
8,884
2,345
1,770
8,436
863
317
9,632
4,690
1,695
10,190
Eagle Bend
Elk River
Foley
Grey Eagle
Sauk Centre
Staples
Swanville
2014 Totals
2013 Totals
SRP Year
2014
2013
2012
2011
2010
2009
Total Started
9,968
12,190
12,870
12,264
11,985
11,497
GREAT RIVER REGIONAL LIBRARY - ONE LIBRARY 32 LOCATIONS
Library Impact Report
GRRL BOT Meeting – November 18, 2014
New in November at all GRRL locations!
Ancestry Library Edition & ProQuest Research Companion
Ancestry for Libraries is a
powerful genealogy
research tool which
will provide access to
7,000 databases
and millions of unique, fulltext primary sources and
enhanced images.
The Ancestry Library
Edition contains a special
collection of records that
will enhance the offerings
of GRRL.
Total Borrowers by County
Reciprocal
4,949
Wright
36,316
Todd
5,549
Benton
9,845 Morrison
8,648
Sherburne
22,314
Stearns
41,387
PrQuest Research
Companion is designed
to guide students through
the process of writing a
research paper.
As GRRL continues to
build strong collaboration
with our schools,
Research Companion is a
resource intended to
supplement learning and
homework help
outside the classroom.
Through October, 984,307 books,
916,746 children's books,
734,358 movies and
343,088 audio-books circulated
throughout the region. 176,030 patrons
have used computers in their
libraries while 59,861
patrons made wireless connections.
62,811 patrons attended 2,301 programs
throughout the region. 14,108 new
borrower accounts were created.
GREAT RIVER REGIONAL LIBRARY - ONE LIBRARY 32 LOCATIONS
Fund Development Report
GRRL BOT Meeting – November 18, 2014
Campaign
Annual Appeal
Annual Appeal 2nd Mailing
Currents Newsletter
General
High $5
In-Kind (Supplies, materials, incentives)
Read Down Your Fines
SRP (Summer Reading Program)
SRP In-Kind
Total
GRRL Fundraising Snapshot
2010
2011
2012
$ 29,088.93
$ 33,270.00
$ 38,043.33
$ 24,359.27
$ 14,679.10
$ 99,536.27
$ 1,200.00
$ 25,522.26
$ 19,251.42
$ 90,724.49
$
595.00
$ 18,400.72
$ 14,715.85
$ 82,285.89
$ 6,925.00
$ 4,130.01
$ 178,718.58
$ 5,795.00
$ 6,050.00
$ 181,813.17
$ 5,080.00
$ 9,595.31
$ 168,716.10
2013
$ 31,983.92
$ 16,937.00
$
250.00
$ 28,961.21
$ 15,300.20
$ 78,886.36
$ 10,631.07
$ 4,010.00
$ 9,252.00
$ 196,211.76
2014
$ 11,725.00
$ 24,494.10
$ 13,058.62
$ 76,816.47
$ 9,992.44
$ 6,467.41
$ 5,032.50
$ 147,586.54
Annual Appeal: October – Mailed to all GRRL donors
Currents Newsletter: June/November – Mailed to all GRRL donors
High $5: March – Across the desk initiative
Read Down: August – Mailed to all Friends of The Library members and current donors
SRP: May – Mailed to local businesses
2014 YTD Donations
Summer
Reading Appeal
$11,500
Read Down
Your Fines
$9,992
Annual Appeal
$11,725
General
Donation
$24,494
High $5
$13,059
In-Kind
$76,816
The Library WishList
program is an online catalog
of fundraising and volunteer
opportunities. Patrons can
browse the listings, make
contributions, pay for an
honorarium, signup to
volunteer and donate
online.
We will be launching
Wishlist in 2015!
Great River Regional Library
Staff Recognition Report - 2014 Quarter 4
October 1, 2014 - December 31, 2014
First Name
Last Name
Department
Supervisor
Shelly
Angie
Michelle
Molly
Wendy
Leslie
John
Amy
Anne
Linda
Beverly
Kelli
Patricia
Rebecca
Gretchen
Kuelbs
Mehr
Wagner
Wills
Sykes
Carter
Hirdler
Gosswiller
Zabinski
McNair
Anderson
Pidde
Waletzko
Aleckson
Thompson
Foley Branch Services
Grrl-hr
Sc - Circulation
Monticello Branch Services
Sc - Patron Services
Delano Branch Services
Grrl-it
Cokato Branch Services
Grrl - Cd - Ts
Sc - Circulation
Eagle Bend/staples Branch Services
Cokato Branch Services
Grrl - Administration
Sc - Circulation
Grrl - Accounting
Weis, Judy
Hesse, Sunny
Blotkamp, Eric
Luken, Debra
Toland, Sandra
Plocher, Carol
Roos, Jayme
Rieke, Sheila
Getz, Christopher
Strack, Sharon
Peters, Ellen
Rieke, Sheila
Pundsack, Karen
Blotkamp, Eric
Murphy, Aron
First Name Last Name
Department
Joyce
Geer
Buffalo Branch Services
Ellen
Peters
Eagle Bend/Staples Branch Services
Supervisor
Wittmann, Amy
McCormick, Ryan
Staff Recognition
Date
12/09/2013
11/08/2013
11/07/2013
10/14/2013
10/14/2013
10/07/2013
12/19/2011
11/07/2011
10/18/2011
12/21/2009
12/17/2009
11/02/2009
11/22/2004
10/21/2004
12/06/1999
Length of
Service
1
1
1
1
1
1
3
3
3
5
5
5
10
10
15
GRRL Bucks
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
5.00
5.00
5.00
5.00
5.00
5.00
8.00
8.00
8.00
10.00
10.00
10.00
15.00
15.00
20.00
RETIREMENTS
Prepared 11.05.14 smh
Hire Date
1/2/1987
9/22/2004
Retirement
Date
9/30/2014
10/11/2014
Retirement
Length of
Gift
Service
27 Thermos
10 Picnic Cooler
Page 1 of 1
Executive Director Search Process
Submitted by Sunny M. Hesse, Associate Director - HR
On October 21, 2014, the GRRL Board of Trustees approved the hire of an external consultant to conduct the
search process for the Executive Director position. The Board requested a third proposal from a Minnesota-based
search firm for consideration before deciding which consultant to retain.
I have received full search proposals from three (3) search firms, including one (1) based out of Minnesota. A
summary of each proposal is outlined below.
John Keister & Associates – John Keister
Executive Director Full Search Services
Search process from initial client meeting to candidate offer and acceptance is generally about three and one-half
(3.5) months.
•
•
•
•
•
•
•
•
Initial Meeting – Consultant will meet with search committee and key constituencies to gain an
understanding of the environment and to learn what is expected of the Executive Director.
Strategy – Strength as a search firm lies in the personal contacts with individuals in the library field.
Website – Consultant will design, develop and host a website specifically designed for the GRRL Executive
Director search.
Candidate Qualifying – Consultant will conduct in-depth interviews and a thorough evaluation of all viable
candidates. Results will be shared with GRRL during the candidate presentation discussion.
Candidate Presentation – Consultant will present GRRL with resumes and additional information for the
most viable candidates.
Finalist Interviews – Consultant will provide customized support during this stage of the search process –
suggest interview questions, facilitate the process.
Verifying Employment Duties / Performance Levels – Consultant will interview references and present
summaries of reference investigations to selection committee.
Pre-employment Background Investigation – Consultant will assist with arrangements for preemployment background investigation for the final candidates.
All-Inclusive fee for services - $19,500.
Guarantee: If the new Executive Director leaves the position within the first year after acceptance, consultant will,
on a one-time basis, reactivate the search upon GRRL request. The library will assume all expenses directly related
to a reactivated search, but consultant will expect no additional search fee.
Bradbury Associates/ Gossage Sager Associates – Karen Miller
Executive Director Full Search Services
A realistic date for the successful completion of the search process under the standard search process is three and
one-half (3.5) months with the new Executive Director reporting four (4) to six (6) weeks later.
•
Four (4) meetings to include:
o an initial meeting with the Board, Search Committee, Library staff and other constituents
o a review of the qualified candidates with the Search Committee
Great River Regional Library | November 18, 2014 Board of Trustees
1
•
•
•
•
•
o participation in the semi-finalist interviews
o participation in the finalist interviews
Create and post the Executive Director position announcement; create a webpage devoted to GRRL
Network within the library community to identify potential candidates – anticipate a pool of 15-20
qualified candidates meeting GRRL’s criteria
Intake and evaluate all candidate information; interview all candidates and create a candidate matrix
Check three (3) references for each finalist - up to four (4) per the standard contract
Handle all details of the search process
Services provided for a flat fee - $24,000
Guarantee: If the new Executive Director leaves the position – either voluntarily or involuntarily – within the first
year after appointment, consultant will, on a one-time basis, reactivate the search upon GRRL request and screen
a minimum of three (3) well-qualified finalists.
Library Strategies – Sue Hall
Executive Director Full Search Services
The Executive Director search can be completed in three (3) to four (4) months depending on the availability of
Search Committee members and the scheduling of interviews.
•
•
•
•
•
•
•
Library Strategies consultants will work with the Board of Directors and Human Resources to identify a
Search Committee to guide the process. The Search Committee will meet with the consultants to identify
the essential qualifications for the new Executive Director and address the following issues:
o Create a timeline and benchmarks for the search process;
o Create a position description;
o Establish a salary and benefits package;
o Determine the best outlets for posting the position (local, state, national);
o Create a communication process for keeping the Search Committee informed.
Library Strategies will advertise the position in appropriate outlets including the state and national media,
the Public Library Association, and other outlets.
Our consultants will receive applications and screen all candidate submissions. Once submissions are
closed, our consultants will review applications and submit an initial annotated slate of eight (8) to ten
(10) candidates to the Search Committee. The Search Committee will choose five candidates to be
interviewed by Library Strategies consultants. Our consultants will conduct phone interviews with the
initial candidates and recommend three individuals to be interviewed by the Board and staff.
Library Strategies will prepare a set of recommended questions to be used in interviews and a scoring
tool. Our consultants will schedule Board and staff interviews for the three final candidates and will be
available for facilitating post interview discussions.
Library Strategies will check credentials and references for the final candidates.
If GRRL requires psychological testing, Library Strategies will coordinate testing and report results to the
Search Committee.
Library Strategies will communicate the results of the Executive Director search to all candidates who
have participated in the search process.
Consulting fees for the Executive Director search will not exceed $25,000, based on a daily rate of $1,500.
Expenses will not exceed $1,450 and are based on two trips for Toni Garvey. Advertising and psychological testing
costs are not included in this proposal and will be submitted for payment to GRRL as they are incurred.
Great River Regional Library | November 18, 2014 Board of Trustees
2
A Proposal
to the
Great River Regional Library
October 31, 2014
A Proposal to the
Great River Regional Library
Background
The Great River Regional Library system (‘GRRL”) serves over 450,000 residents in a
six-county region in central Minnesota. GRRL is a consolidated system headquartered
in Saint Cloud, with libraries in 31 cities. GRRL is a member of the Council of Regional
Public Library System Administrators.
Recently, the Executive Director of GRRL retired from the system. An interim Director
is in place but GRRL will be conducting a search to hire a new Executive Director to
lead the library system.
Library Strategies is proposing to coordinate the search for a new Executive Director.
Library Strategies
Library Strategies is a consulting group of The Friends of the Saint Paul Public Library,
formally established in 2007 to provide services to libraries and library organizations
across the country and internationally. Library Strategies is the only consulting group
in the country based in a library organization. Our consultants have worked with
clients in 26 states and in Romania and Moldova. A partial listing of Library Strategies
clients is attached.
Our consultants are leaders in the national library community and other outstanding
consultants who offer a wide range of practical skills and decades of successful
experience in many areas including: all areas of fundraising, strategic and development
planning, advocacy, staffing studies and space needs assessments, Board and
organizational development, Friends and foundations, and many other services critical
to the successful growth of libraries and library organizations. In the past year, Library
Strategies has begun to provide services in the area of executive searches
Library Strategies was created in response to increasing requests of The Friends of the
Saint Paul Public Library for advice and consulting support from libraries across the
country. The Friends serves as the foundation for the Saint Paul Public Library in
Minnesota. The Friends raises millions of dollars annually to support the Library.
Because of its private fundraising, advocacy, public awareness and cultural
programming, The Friends is recognized as a national model for providing unique and
comprehensive support for the Saint Paul Public Library.
Library Strategies Team
Library Strategies consultants, Sue Hall and Toni Garvey, would conduct the executive
search for GRRL.
2
SUE HALL is the Director of Library Strategies and a Principal consultant. Hall has
designed and facilitated strategic and development planning processes for libraries and
library organizations across the country and is also a frequent speaker at national and
state conferences. In the past year, she has moved the consulting group into conducting
executive searches based on Library Strategies’ extensive experience working with
libraries and library support organizations across the country. She is also the project
coordinator for the CRPLSA program, Once Upon a Reader.
TONI GARVEY is a Library Strategies consultant and the former Director of the
Phoenix Public Library. Garvey was the 2004 Library Journal Librarian of the Year and
she was President of the Public Library Association in 2002. Garvey consults in a broad
range of areas including organizational needs assessments - service and staffing models,
strategic planning and facilities planning.
Should GRRL choose to work with Library Strategies, Sue Hall will be the project
manager and facilitator of the executive search activities.
Library Strategies Approach to the Executive Search
Hiring an executive director for a library system is critical to the growth and the
reputation of the system. The chosen candidate must be an exceptional leader for the
library system as a whole, and he or she must also work well with staff, Board and
Friends organizations and be a collaborative member of the regional system
administrators. Finally, the new Executive Director must be a strong voice for GRRL
locally and in the state.
Choosing a successful candidate requires a comprehensive search and vetting process,
as well as a thoughtful and thorough interview process. To conduct a successful search
process, Library Strategies would work with a Search Committee selected by the GRRL
Board and its Human Resources staff.
The search process should be broad enough to attract strong candidates who are a good
match with GRRL’s needs – but focused so the process is completed in a timely manner.
Recommended Executive Search Process
Library Strategies recommends the following steps in the search process.
1. Library Strategies consultants will work with the Board of Directors and Human
Resources to identify a Search Committee to guide the process. The Search
Committee will meet with the consultants to identify the essential qualifications for
the new Executive Director and address the following issues:
- Create a timeline and benchmarks for the search process;
- Create a Position Description;
- Establish a salary and benefits package;
3
-
Determine the best outlets for posting the position (local, state, national);
Create a communication process for keeping the Search Team informed.
2. Library Strategies will advertise the position in appropriate outlets including the
state and national media, the Public Library Association, and other outlets.
3. Our consultants will receive applications and screen all candidate submissions.
Once submissions are closed, our consultants will review applications and submit an
initial annotated slate of eight to ten candidates to the Search Committee. The
Search Committee will choose five candidates to be interviewed by Library
Strategies consultants. Our consultants will conduct phone interviews with the
initial candidates and recommend three individuals to be interviewed by the Board
and staff.
4. Library Strategies will prepare a set of recommended questions to be used in
interviews and a scoring tool. Our consultants will schedule Board and staff
interviews for the three final candidates and will be available for facilitating postinterview discussions.
5. Library Strategies will check credentials and references for the final candidates.
6. If GRRL requires psychological testing, Library Strategies will coordinate testing
and report results to the Search Committee
7. Library Strategies will communicate the results of the executive search to all
candidates who have participated in the search process.
(Note: This is a recommended process that can be revised based on the needs of the GRRL
Board.)
Timeline, Project Budget & Deliverables
The Executive Search can be completed in three to four months depending on the
availability of Search Committee members and the scheduling of interviews.
Consulting fees for the Executive Search will not exceed $25,000, based on a daily rate of
$1500.
Consulting Services
Consultant Days*
Initial meeting to meet with HR staff & select Search Committee
Meeting with Search Committee to articulate qualifications and
create position description
Posting of position with media and other outlets
Review & screening of applications
Submission of slate of potential candidates to Search Team
Scheduling/conducting phone interviews with candidates &
preparation of candidate slate for Search Committee
4
1.0
2.0
1.0
2.0
1.0
3.0
Preparation for final interviews & facilitation of candidate review
discussions
Credential & reference review
Project management (communication with Search Team, candidates )
Total consulting days – 16.5 @ $1500/day
3.0
1.0
2.5
$24,750
* One or 2 consultants may participate in tasks.
Expenses
Airfare (2 roundtrips – Phoenix - Minneapolis)
Hotel
Mileage
Meals
$ 900
250
150
150
Expenses will not exceed $1450 and are based on two trips for Toni Garvey.
Advertising and psychological testing costs are not included in this proposal and will
be submitted for payment to GRRL as they are incurred.
Proposed Payment Schedule
Library Strategies requires a $5000 retainer upon signing of a Memorandum of
Agreement. GRRL will be presented with an invoice upon completion of the first round
of interviews. The remainder of the fees and expenses will be invoiced upon
completion of the executive search.
Deliverables
Library Strategies will provide the following deliverables from this project:
•
•
•
•
Final version of Executive Position Description and advertisement posting;
Questions for preliminary phone interviews;
Report to Search Committee with annotated slate of preliminary candidates;
Proposed questions and scoring tool for final interviews.
Executive Search Experience
Library Strategies began conducting executive searches a little over a year ago. To date,
our consultants have facilitated, or are currently facilitating, the following searches:
•
•
•
Executive Director, Muscogee County Library Foundation (GA)
Executive Director, Saint Paul Public Schools Foundation (MN)
Capital Campaign Coordinator, Tulsa Public Library (OK)
5
•
Executive Director, Houston Public Library Foundation (TX)
Conclusion
Library Strategies would be pleased to assist the Great River Regional Library in hiring
a new executive to lead the library system. We believe that our rich experience working
with libraries across the country, combined with our knowledge of regional systems in
Minnesota, will prove extremely valuable in facilitating this process.
For more information, please contact:
Sue Hall
651-287-0060
[email protected]
6
List of Recent Clients
American Library Association
Anchorage Public Library Foundation (AK)
Anoka County Library (MN)
Appleton Public Library (WI)
Bayport Public Library and Foundation (MN)
Bozeman Public Library (MT)
Bud Werner Memorial Library (CO)
Cincinnati Public Library (OH)
Commerce Township Public Library (MI)
DeForest Public Library (WI)
El Paso Public Library (TX)
Friends of the Osceola Public Library (WI)
Friends of the Inver Glen Library (MN)
Frisco Library Foundation (TX)
Houston Public Library and Foundation (TX)
IREX – Moldova
IREX - Romania
James J. Hill Reference Library (MN)
Lake Agassiz Regional Library (MN)
Lake City Public Library (MN)
Library Foundation for Sarasota County (FL)
Library Journal/Reed Business Systems
Louisville Free Public Library (KY)
Louisiana State Library (LA)
Madison Public Library Foundation (WI)
Map for Nonprofits (MN)
Metropolitan Library Service Agency (MELSA)
Mendon Public Library (NY)
Menomonie Public Library (WI)
Metropolitan Library Service Agency (MN)
Mid-Wisconsin Library System
Minnesota Association of Library Friends
Muskogee Public Library (OK)
Muscogee Public Library Foundation (GA)
Nebraska State Library
New Hampshire Library Trustees Association
New Jersey Library Association
Norman Public Library System (OK)
North Lake Library District (MT)
Northeastern Pennsylvania Library Association
Park Ridge Public Library (IL)
Petersburg Public Library (VA)
Public Library Association
Texas School Library Summit/Reed Business
Tulsa Public Library (OK)
SELCO/SELS Regional Library System (MN)
SOLINET (SE Regional Library System – US)
Stark County Library (OH)
St. Helena Public Library (CA)
South Central Wisconsin Library System
Stillwater Public Library and Foundation (MN)
Traverse de Sioux Regional Library (MN)
Tulsa Public Library (OK)
Vaughn Public Library (WI)
Washington County Library System (MN)
Watertown Public Library (WI)
White Plains Public Library (NY)
Wilbraham Public Library (MA)
Williamsport Public Library (PA)
Wyoming Library Association (WY)
Yonkers Public Library (NY)
Additionally, Library Strategies is
coordinating a multi-million dollar
Leadership and Capacity Building Institute
for small libraries and literacy
organizations in Minnesota, Wisconsin &
North Dakota.
7
John Keister & Associates
Executive Search for Library Directors
374 E. Marseilles Street
Vernon Hills, IL 60061
Phone: (847) 955-0540
email: [email protected]
http://www.johnkeister.com
Twitter: @jkaLibrary
September 5, 2014 Ms. Sunny M. Hesse Associate Director, Human Resources Great River Regional Library 1300 W. St. Germain Street St. Cloud, MN 56301 Dear Ms. Hesse: We appreciate the opportunity to submit this proposal for executive search services to identify, evaluate, and recruit candidates for the position of Library Executive Director. Hiring a new Executive Director is one of the most important decisions a library board will make and we would be pleased to provide advice and assistance. In addition to conducting the search, we can facilitate the process, keep things on track, and help the library board reach consensus on the final candidates. Experience John Keister & Associates is a full-­‐service, nationwide Executive Search firm founded by John and Beth Keister in 1987. Our firm has two practice areas: Public Library Directors and private sector Engineering Executives. With more than 27 years of work in executive search, diverse educational and professional backgrounds, and good listening skills, we are adept at understanding all sorts of situations and client needs. Our extensive experience enables us to identify and evaluate management and leadership traits in candidates, as well as the “soft” characteristics that indicate which candidates will be an ideal fit for a certain organization or position. We enjoy working with libraries because they are the heart and soul of their communities. Whether serving a small town, a densely populated region, an academic or special interest institution, a library represents the interests, passions and goals of a special group of people — its patrons. Each library has its own unique needs and goals. Rather than using a “one size fits all” approach, we customize our process to fit the situation at hand. Should you decide to work with us, we’ll ask the correct questions and help you hire the Director who is right for your library and right for your community. We are proactive in searching for and recruiting top candidates, rather than relying on passive approaches, such as job postings, to locate talented leaders. Our success is the result of networking and actively building long-­‐term relationships with the best and brightest library leaders. Our firm is intentionally small, allowing us to remain flexible, highly responsive and able to adapt to any situation. We don’t delegate work to other offices or outside consultants. Since we believe quality matters more than quantity, we limit the number of searches that we conduct at any one time. We offer a smart and innovative approach to recruiting that helps us tailor our searches to fit our clients and their unique situations. Project Team John Keister is a Principal and Co-­‐founder of John Keister & Associates. John is the primary consultant for most of our library searches. With more than 27 years of executive search experience, John has completed Page 1 of 7
John Keister & Associates
Executive Search for Library Directors
374 E. Marseilles Street
Vernon Hills, IL 60061
Phone: (847) 955-0540
email: [email protected]
http://www.johnkeister.com
Twitter: @jkaLibrary
many searches for respected global corporations and public libraries. As a library advocate, John has extensive experience as an elected public library Trustee and library Board President. John also served multiple terms on the Board of Directors of the North Suburban Library System, a library consortium of academic, public, and special libraries in suburban Chicago. He has been active on behalf of libraries at the local, state, and federal levels and has raised community awareness of library issues through print and broadcast media, town meetings, focus groups and forums. John has successfully negotiated with third parties and local governments to solve community library challenges and is well acquainted with many ongoing library concerns such as budgets, technology, personnel, and issues of community standards. He has been an invited speaker at numerous library meetings and conferences. John holds a Bachelor of Science degree in Mechanical Engineering with post-­‐graduate coursework in business management and administration. Prior to founding the search firm, John was an engineer. He achieved recognition for leading innovative design teams and working with customers. Beth Keister is a Principal and Co-­‐founder of John Keister & Associates. Beth handles many of the “behind the scenes” functions of our firm, designing and maintaining our databases and websites, conducting research for the search process, and using social media to create awareness. Previously, Beth trained the staffs of several libraries and library organizations on a variety of software packages and consulted with libraries on creating programs and reports that support daily operations. Beth holds a Master of Science degree in Statistics and a Bachelor of Science degree in Mathematics. Prior to co-­‐founding the search firm, Beth held technical positions with commercial and non-­‐profit organizations, taught university level mathematics, and consulted with major educational publishers. Sarah Keister Armstrong is a key member of our team. Through her own firm, Turks Cap Consulting, Sarah specializes in providing community needs assessments and strategic planning services to libraries. Her awareness of library trends and issues, coupled with a keen understanding of each library’s unique circumstances and demographics, helps us focus our efforts on the type of leader who will be most effective for every library search we undertake. Sarah holds a Master of Public Policy and Administration degree and a Bachelor of Arts degree in Political Science and Sociology. Her past experience includes working in a variety of nonprofit organizations, government offices, and private industry. Sarah is a Public Library Trustee and serves on the Board of RAILS (Reaching Across Illinois Library System), one of two regional library systems in Illinois. She is an active member of the American Evaluation Association, American Library Association, and Illinois Library Association. Sarah also serves on the Leadership Lake County (IL) Task Force. Search Process We have the resources in place and are prepared to initiate the search upon selection by the library board. John Keister will be the primary contact representing our firm and conducting the search. Throughout the search process, we will keep in touch with you or your designated contact so that you know where we are in the process. Though each search is unique and presents its own characteristics, we find that the search process from our initial client meeting to candidate offer and acceptance is generally about 3½ months. Since we would tailor the search to meet your needs and deadlines, it would be premature to provide a very specific Page 2 of 7
John Keister & Associates
Executive Search for Library Directors
374 E. Marseilles Street
Vernon Hills, IL 60061
Phone: (847) 955-0540
email: [email protected]
http://www.johnkeister.com
Twitter: @jkaLibrary
timeline prior to our initial meeting with the search committee (please see below). We’d be happy to work out a mutually agreeable schedule with you after such a meeting takes place. Initial Meeting Our first step is to thoroughly understand your needs. John will meet with the search committee and key constituencies to gain an understanding of your environment and to learn what is expected of the new Library Director. This will help us understand your distinctive organizational culture, mission, and current concerns. Such knowledge will be useful when forming interview questions and evaluating candidates within the framework of your organization and setting. We will also review and discuss the current job description during this meeting, offering suggestions on revisions if we deem them helpful or necessary. In addition, we have found it is advantageous to have a current organizational chart available along with the position description. Together, the position description and organizational chart give candidates a good basic understanding of how your library functions. Strategy Our strength as a search firm lies in our personal contacts with individuals in the library field. In addition to attracting candidates through traditional advertising and use of a custom website designed for the search, we will carry out an extensive networking and social media effort to identify outstanding candidates who do not normally respond to ads or announcements. We have discovered that many excellent people are interested when approached by a respected recruitment firm. With this multi-­‐pronged approach, we will ensure that we locate the best candidate(s) for your position. Website for the Library Director Search We will design, develop and host a website specifically designed for the Great River Regional Library Executive Director search. This comprehensive website will include information on the position, the library, and the local community. We prefer using a website over traditional materials such as written brochures and job postings because it allows more flexibility for updates and offers easy access to information for potential candidates. Examples include the websites for our recently completed search for the Allen County Public Library (www.johnkeister.com/allencounty) and our in-­‐process search for the Beloit Public Library (www.johnkeister.com/beloit). Candidate Qualifying Once we have identified candidates, we conduct in-­‐depth interviews. When possible, these conversations will be in person. If circumstances prevent an in-­‐person interview, we will conduct detailed Skype and telephone interviews. Either way, we will thoroughly evaluate all viable candidates and will share the results of these interviews with you during our candidate presentation discussion. We like to have multiple conversations with the candidates under consideration so we can thoroughly understand their personality, work ethic, and how they may fit into your particular library. Page 3 of 7
John Keister & Associates
Executive Search for Library Directors
374 E. Marseilles Street
Vernon Hills, IL 60061
Phone: (847) 955-0540
email: [email protected]
http://www.johnkeister.com
Twitter: @jkaLibrary
Candidate Presentation After the interviewing/qualifying work has been completed, we will present you with resumes and additional information for the most viable candidates. We’ll also be ready to discuss each individual in some detail, and to answer any questions from the search committee. This approach allows for valuable give-­‐and-­‐take of information with you and/or other decision makers, and allows you to further reduce the list, if desired, to a feasible number of semi-­‐finalists or finalists. Finalist Interviews We will provide customized support during this stage of the search process. If desired, we will suggest interview questions, provide advice on questions to avoid for legal reasons, and discuss tips on approaches, techniques, and potential pitfalls. We can also make suggestions from a recruiting standpoint on how to handle salary negotiations and benefits questions, deal with relocation issues, and “close” the most desired candidate. In short, we will help with whatever you need during the crucial time when key decisions must be made. We have found it is very beneficial for John to be on-­‐site at the library during the finalist interviews to answer questions, make suggestions, and generally facilitate the process. Verifying Employment Duties And Performance Levels We will interview references, by telephone, for final candidates and will present summaries of the reference investigations. We believe that phone references provide a more accurate assessment of candidates than do prepared written statements since people are often more comfortable disclosing information conversationally than in writing. Our phone reference interviews enable us to present you with more realistic impressions of the strengths and weaknesses of finalists. This method also provides an opportunity for selective probing as necessary. Pre-­‐Employment Background Investigation If the library does not have a pre-­‐employment background investigation process in place, we can assist with such arrangements for the final candidate. This investigation should include verification of credentials and should be completed by a law enforcement agency or professional firm with expertise in this field. Background investigations include examination of professional, personal, financial, and criminal records. We do not recommend the many instant background check options available on the Internet. Fee Our all-­‐inclusive fee for search services is $19,500. Part of this fee ($6,500) will be payable upfront, to help us defray our search expenses and to initiate the search. A second payment of $6,500 will be due upon your acceptance of a slate of candidates. The balance of the fee will be billable upon selection of the new Library Director, and payable within 30 days after acceptance of the offer by the new administrator. Our professional fee includes: • Design, development and hosting of a custom website for the Great River Regional Library Executive Director Search Page 4 of 7
John Keister & Associates
Executive Search for Library Directors
374 E. Marseilles Street
Vernon Hills, IL 60061
•
•
•
Phone: (847) 955-0540
email: [email protected]
http://www.johnkeister.com
Twitter: @jkaLibrary
Advertising expenses All consultant expenses, including travel, for on-­‐site attendance at two library meetings Unlimited “virtual” access via Skype or audio calls at other meetings, as needed Additional in-­‐person meetings with the Great River Regional Library Search Committee and/or Board may be included, if desired, at $750 per visit. Not included in our fee are costs incurred by candidates who are asked to interview in-­‐person with the library. The cost, if any, for a pre-­‐employment background investigation by a professional firm or law enforcement agency is also not included in our fee. Guarantee: If the new Library Director leaves the position within the first year after acceptance, we will, on a one-­‐time basis, reactivate the search upon your request. Such a reactivation must assume that we will be allowed to pursue our own approach to achieve the reasonable results you anticipate. The library will assume all expenses directly related to a reactivated search, but we will expect no additional search fee. We thank you for your interest in John Keister & Associates. Please contact us if you have any questions. We look forward to working with you. John Keister & Associates John W. Keister President If these terms are acceptable, please sign this letter and return one copy to us. Thank you. Great River Regional Library By: ________________________________________ Title: _______________________________________ Date: __________________________ Our firm is committed to Equal Employment Opportunities, and will not discriminate against any candidate because of race, color, religion, national origin, age, gender, disability, veteran status, or sexual orientation. Page 5 of 7
John Keister & Associates
Executive Search for Library Directors
374 E. Marseilles Street
Vernon Hills, IL 60061
Phone: (847) 955-0540
email: [email protected]
http://www.johnkeister.com
Twitter: @jkaLibrary
References Wheaton Public Library Wheaton, Illinois www.wheatonlibrary.org Ms. Jeri Ramp Board of Trustees Phone: 630-­‐668-­‐5927 [email protected] Wheaton Public Library serves 55,000 residents with a 124,000 sq ft building and an operating budget of about $3.8 million. The search was conducted due to the retirement of the former Director who served for 47 years. Mead Public Library Sheboygan, Wisconsin www.meadpubliclibrary.org Ms. Maeve Quinn Board of Trustees Phone: 920-­‐457-­‐9426 [email protected] Mead Public Library serves 69,000 residents with an 88,000 sq ft building and an operating budget of about $3.2 million. The search was conducted due to the retirement of the former Director who served for 21 years. Davenport Public Library Davenport, Iowa www.davenportlibrary.com Ms. Susan Anderson Operations Manager/HR Phone: 563-­‐326-­‐7838 [email protected] Davenport Public Library has a 63,000 sq ft main library and two branches serving 100,000 residents with an operating budget of about $5 million. The search was conducted due to the retirement of the former Director who served for 10 years. Allen County Public Library Fort Wayne, Indiana www.acpl.lib.in.us Mr. Martin Seifert Board of Trustees Phone: 260-­‐426-­‐0444 [email protected] Page 6 of 7
John Keister & Associates
Executive Search for Library Directors
374 E. Marseilles Street
Vernon Hills, IL 60061
Phone: (847) 955-0540
email: [email protected]
http://www.johnkeister.com
Twitter: @jkaLibrary
Allen County Public Library has a 367,000 sq ft main library and 13 branches serving 355,000 residents with an operating budget of about $25 million. The search was conducted due to the retirement of the former Director who served for 28 years. Joliet Public Library Joliet, Illinois www.jolietlibrary.org Ms. Nancy Henricksen Board of Trustees Phone: 815-­‐744-­‐3244 [email protected] Joliet Public Library serves about 150,000 residents with a 74,000 sq ft main building and a 36,000 sq ft branch library. Operating budget is about $6.5 million. The search was conducted due to the retirement of the former Director who served the library for 24 years. Page 7 of 7
1
BRADBURY ASSOCIATES/
GOSSAGE SAGER ASSOCIATES
Sunny Hesse
Associate Director of Human Resources
Great River Regional Library
1300 W. St. Germain
St. Cloud, MN 56301
Proposal: Executive Director Search
Thank you for contacting us about the possibility of Bradbury Associates/Gossage
Sager Associates assisting the Great River Regional Library in its search for your new
Executive Director. We are pleased to submit the attached proposal for the Board’s
consideration.
We think you will find us a great match for your Executive Director search. In order to
help you quickly evaluate our services and the services you are seeking, I have
addressed key search components below. Our full proposal outlines our services much
more completely.
• Marketing your position, the library, and the community
We tailor each search to the specific library and its community. Our first step is to visit
St. Cloud, conduct focus groups with the library staff and other key stakeholders
(Friends group members, volunteers, community members, etc.), meet with the Board
and Search Committee, tour the libraries, and tour the communities you serve. We
recruit and build our candidate pool from scratch beginning with developing the
advertisement, posting the position electronically, creating a website devoted solely to
the Great River Regional Library and prospecting one-on-one for your unique position.
We anticipate a pool of 15-20 qualified candidates meeting your criteria.
• Evaluating and recommending the list of qualified candidates
Once a candidate has officially applied for the position by sending us a cover letter and
resume, we ask that he/she complete a questionnaire for us and we have a brief prescreening phone conversation with a prescribed list of questions. In addition, if the
candidate meets the qualifications, we talk with people who know the candidate to get
“a sense” of him/her. When the position closes, we use Dropbox to share the cover
letters, resumes, and a matrix comparing the candidates’ qualifications with the Search
Committee. We then meet with the Search Committee to “present the pool.” At this
meeting, we share our phone conversation notes and what we have been able to learn
independently about the candidate. We also facilitate a process helping you to narrow
your selections to 6-8 semi-finalists for the first round of interviews.
• Reference checking and background checking
Once a candidate has been selected as a finalist, we ask for three references: (1)
someone they work with in a collegial capacity; (2) someone who reports to them; and
(3) someone they report to. We have phone conversations (we do not accept letters of
2
reference) with each reference and prepare a written report for the Board/Search
Committee prior to the final round of interviews. We also “ramp up” our street
reconnaissance to check with people who are not listed as formal references. In
addition, we do electronic checking viewing social media sites and information found via
the Internet.
We recommend as a final step of due diligence that, when an offer is made, it is
contingent on a successful background check. We contract with a third party company
to complete this. It usually takes five days to complete.
• Coordinate and assist with the interview process
Bradbury Associates/Gossage Sager Associates becomes your staff team. We are
there to facilitate the logistics of both the semifinal interviews and final interviews. We
handle the scheduling of the interviews, prepare draft questions, evaluation forms, notify
all candidates of where they are in the process, and—if you wish--we are happy be your
media contact as needed.
• Coordinate and assist with job offer and compensation negotiation
We are frequently called upon to do this. Since our bid is a flat fee, there is no conflict of
interest as there might be with a firm working for a percentage of compensation. Too, at
the beginning of the search, we can help you establish a hiring range consistent with
libraries in your region serving populations of your size.
Our proposal is intended as a starting point only. It summarizes our experience and
qualifications, describes our typical services and methodology for a standard search,
explains our fee structure, and includes recent references. We have outlined our full
service search, but we can usually tailor our services and fees to meet the needs and
budget of most libraries. The search schedule outlined is illustrative only to give you a
sense of the time frame required to complete a successful search.
This proposal is the quoted fee for the outlined scope of service including advertising
costs and a single background check and is valid for a period of one hundred twenty
(120) days from the date of this letter.
Thank you again for the opportunity to submit the attached proposal for your
consideration. Please feel free to contact us at your convenience to discuss how our
firm can best serve your needs.
Sincerely,
Jobeth and Dan Bradbury (Electronic Signature)
4545 WORNALL ROAD, SUITE 805  KANSAS CITY, MISSOURI 64111  PHONE/FAX: 816-531-2468
W W W .G O S S A G E S A G E R .C O M
3
BRADBURY ASSOCIATES/
GOSSAGE SAGER ASSOCIATES
GREAT RIVER REGIONAL LIBRARY (MN) – EXECUTIVE DIRECTOR SEARCH PROPOSAL
FIRM BACKGROUND AND QUALIFICATIONS:
Bradbury Associates/Gossage Sager Associates (Bradbury Associates LLC dba Gossage Sager
Associates) is owned and operated by Dan and Jobeth Bradbury. The firm was originally established
as Gossage Regan Associates in 1983 and became Gossage Sager Associates, LLC (an Illinois
corporation) when Don Sager assumed ownership of the firm in July of 2000. During the last quarter
of 2006, Dan and Jobeth Bradbury
PARTIAL LIST OF PAST CLIENTS
assumed ownership of the firm and
New Haven Free Public Library (CT)
reorganized as a Missouri LLC. Don
Greenwich Library (CT)
Sager continues in an advisory consultant
New Canaan Library (CT)
capacity. Legally, the firm qualifies as a
Wilton Library (CT)
WBE
(Woman-owned
Business
Fairfield Public Library (CT)
Enterprise).
Crandall Public Library (NY)
Under its former name (Gossage Regan),
the firm successfully completed more than
60+ executive searches for academic,
special, and public libraries during its first
17 years of existence – more than any
other library executive search firm.
During the past ten years, the firm has
successfully completed more than 100+
additional searches for libraries of all
types and sizes. We are currently working
with the Muskegon Area District Library
(MI), Crown Point Community Library (IN),
Petoskey District Library (MI), Iowa
Library Services/State Library of Iowa,
Metropolitan Library System (OK) and the
Berkeley Public Library (CA). Please see
complete list of clients. In each of these
engagements, we have performed a
scope of work similar to that which is
proposed for the Great River Regional
Library.
Providence Public Library (RI)
Mid-Hudson Library System (NY)
Boulder Public Library (CO)
Anythink-Rangeview Library District (CO)
Sonoma County (CA) Library
Henderson (NV) Libraries
Tulsa City-County Library District (OK)
Public Library of Youngstown & Mahoning County (OH)
Des Moines Public Library (IA)
Houston Public Library (TX)
Omaha Public Library (NE)
Reaching Across IL Libraries (RAILS)
Downers Grove Public Library (IL)
Illinois Heartland Library System (IL)
Rock Island Public Library (IL)
Brown County Public Library (IN)
Indianapolis-Marion County Public Library (IN)
Vigo County Public Library (IN)
Whatcom County Library System (WA)
Walla Walla CO RFLD (WA)
Gwinnett County Public Library (GA)
Winter Park Public Library (FL)
Kent District Library (MI)
Mobile Public Library (AL)
4
SCOPE OF SERVICES AND METHODOLOGY:
If Bradbury Associates/Gossage Sager Associates is selected to assist you in your search for a new
Executive Director, our first step is to understand your needs as thoroughly as possible. We will meet
with the Search Committee to gain an understanding of the organizational setting and to learn what is
expected of the selected candidate. In addition to meeting with the Search Committee, we will meet
with the Library Board, staff, and, as desired, affiliate groups representing key library stakeholders, to
hear their recommendations and to learn more about the library. These meetings allow us to
understand your library’s distinctive organizational culture, mission, and present concerns. Such
meetings are not only valuable in framing interview questions and giving us a sense of the library and
its setting, but these meetings involving key personnel in the process also serve to strengthen
acceptance by staff and affiliate groups of the eventual appointee to the position. We will also conduct
a self-directed tour of the library and the community. If desired, we can provide a salary/benefits
survey of neighboring libraries of like-size in population served, physical space, and funding based on
the national Public Library Data Service annual survey.
SEARCH SCHEDULE:
Our second step is to review our procedures with you to determine whether any changes to our initial
proposal may be needed to satisfy specific requirements. We will then review and finalize with you a
draft search schedule that lists the key tasks and proposed completion dates. Our typical executive
search process is a two-step process for the Search Committee to interview selected candidates and
requires three to four months to complete.
As part of our service, Bradbury Associates/Gossage Sager Associates designs the
announcement/ad (to be approved by the Search Committee) and places it throughout the electronic
library community.
Assuming that selection of the search firm is finalized, a contract awarded and a preliminary meeting
with the Library mid-September 2014, a realistic date for the successful completion of the process
under the standard search process would be January 2015 with the new Executive Director reporting
four to six weeks later. However, we can generally customize the search schedule to have your new
Executive Director “on board” at the appropriate time. A sample schedule illustrating the major steps
conducted over the proposed time frame is attached.
MARKETING:
Once the search schedule is determined, we will, with your input, finalize a marketing plan to stimulate
greater awareness of the opening. We begin each search as a blank canvas and generate a fresh list
of prospective candidates. The general marketing plan will include preparation of a detailed
announcement of the position, plus strategies for effectively utilizing electronic media and networking.
Based on our familiarity with the profession, we will recommend the most effective placement of
5
advertising on websites. We will also post the announcement in appropriate electronic discussion lists
and professional job lines. Currently, we place electronic announcements on 40+ sites. Many of these
are free or nominal in cost. We also create a dedicated page for the position on Bradbury
Associates/Gossage Sager Associates with links to the Library’s website, library documents and the
St. Cloud community.
RECRUITMENT STRATEGY:
More important than attracting candidates through electronic advertising, we will carry out a regional
and national networking effort to identify outstanding candidates who do not normally respond to ads
or announcements. Many excellent people in the library management profession ARE interested in
challenging jobs when approached by a respected recruitment firm. We start with a network of
outstanding members of the library
profession whom we know; and based
DIVERSIFYING THE APPLICANT POOL
on their suggestions and nominations,
we broaden our search.
Bradbury Associates/Gossage Sager Associates knows the
library profession and we realize that both females and
minorities are under-represented in senior management
positions. Consequently, we make strenuous efforts to
assure that both females and minorities are represented in
our candidate pools. We place announcements in a number
of culturally diverse library-related websites and/or
listservs—BCALA (Black Caucus of the American Library
Association) website, REFORMA, APALA (Asian Pacific
American Librarians Association), CALA (Chinese American
Librarians Association), etc. and actively seek leads and
recruit both minorities and females. We are typically
successful in producing a pool that includes both females
and minorities.
For each engagement, we work very closely with the
Affirmative Action Officer (or equivalent), participate in
discussion of the importance of the EEO compliance
requirements with the Search Committee and cooperate
Equal
Employment
with the Library or
City’s
Opportunity/Affirmative Action Office as needed and
distribute candidate intake forms for statistical reporting, if
this is part of the Library’s process.
If a prospective candidate declines our
invitation to apply, we will ask him/her to
identify other individuals who have the
required qualifications. We have found
this process is important regardless of
the size or type of library organization—
and it is particularly important for
identifying and attracting culturally
diverse candidates.
Announcements in the library media start
the process, but the best candidates
usually must be asked. In our previous
searches, we have personally contacted
300+ potential applicants for positions
resulting in 15-20 qualified candidates for
each position.
COMMUNICATION:
Throughout the search—and especially during the candidate identification phase--we will send
regular, complete updates on our progress to the Search Committee. We’ll share candidate feedback,
adjust our search strategies as needed, convey challenges and share any additional information
gleaned during the process.
6
SCREENING BY IN-PERSON INTERVIEWING:
Based on the results of our recruiting efforts and the announcements, Bradbury Associates/Gossage
Sager Associates interviews all qualified candidates as part of the initial screening process. If
candidates are clustered regionally or if we can take advantage of national or major state professional
conferences, we may arrange face-to-face interviews. If that’s not practical, all viable candidates will
be interviewed via Skype or by phone and the results of these interviews shared with the Search
Committee. While this step is time consuming and is often omitted by other search firms, we consider
it essential to being able to stand behind every individual we refer to you for a semi-finalist or finalist
interview.
At this point, we upload all candidate documents and a qualifications comparison matrix to Dropbox
for the Search Committee. We then meet with the Search Committee to present a list of
recommended candidates and discuss each individual in some detail. Working with the Search
Committee, a number of semi-finalists are selected and invited either in person or via Skype (we’ve
used this method effectively with searches and it both saves money for the Library and enables you to
see and hear a broader range of candidates) to St. Cloud for a preliminary round of interviews. We
normally advise our clients to see as many as feasible (generally 6 to 8) so that they have a sense of
the scope and diversity of candidates actively interested in their position.
CANDIDATE ASSESSMENT—SEMI-FINALIST AND FINALIST INTERVIEWS:
As noted earlier, we recommend a two-step interviewing process; the first round usually consists of
the Search Committee interviewing six to eight semi-finalist candidates and then selecting three or
four finalist candidates to be interviewed again by those involved in the final decision making process.
The finalist interviews usually occur two or three weeks following the semi-finalist interviews.
The inclusion of two rounds of interviews represents our standard search process; however, if the
Search Committee wishes to move more quickly based on the strength of the pool, the semi-finalist
round of interviews may be eliminated and only a single round of finalists’ interviews can be held onsite. During the endgame of preparing for, and then carrying out, the interviewing of selected
candidates, we give a variety of customized support, such as suggesting interview questions that
might be used, types of questions to avoid for legal or quasi-legal reasons, and hints regarding
approaches, techniques and possible pitfalls. Then we are present as technical search experts during
interviews, contributing to discussion of candidate strengths and weaknesses relative to the client’s
perceived needs and making suggestions from experience in respect to negotiating salary, benefits,
and relocation expenses with the chosen finalist.
In short, we interact with you in whatever ways you find helpful during the critical time when key
decisions need to be made. Selecting your new Executive Director is a crucial decision that could
well affect the Great River Regional Library and the St. Cloud community for many years to come.
7
CHECKING REFERENCES:
Once the preliminary round of interviews is completed and the finalists selected to be interviewed by
the final decision-making body, we conduct reference checks for the finalist candidates. (If no
preliminary round was held, this reference step would occur prior to the interviews with the finalists).
We will interview up to three references by phone for up to four finalist candidates. We believe that
oral interviews with a candidate’s references are far superior to written references provided by a
candidate in advance. We will prepare brief reports paraphrasing reference-derived information.
Nuances and “reading between the lines” gives
BACKGROUND CHECKS
our clients more realistic impressions of the
strengths, and possible weaknesses, of finalist
If you wish to have a pre-employment background
candidates.
check conducted on a finalist, we will engage an
Because we maintain active contacts within the
profession and many of our associates are
working professionals, we are often able to
provide less formal assessments (street
reconnaissance) of a candidate’s strengths and
weaknesses and any areas still in need of
development. Such informal reports are often
vital to the decision-making process.
experienced investigative firm to conduct a credit
check, verify academic credentials, and review driving
records, and research county and federal district court
records for prior or current criminal or civil cases. This
will require a release by the candidate(s). Generally,
background checks cost $350-$450 per person,
depending upon the period and the number of
jurisdictions to be researched. We will work with the
agency and provide a written report of the research
findings for the Library.
HANDLING THE DETAIL WORK:
Throughout the recruitment and selection process, Bradbury Associates/Gossage Sager Associates
handles almost all of the detail work—and there is a substantial amount, considering that there are
commonly 20 to 30 or more potential candidates for an attractive position. We are your staff team
throughout the process. We recommend that all application materials be addressed to Bradbury
Associates/Gossage Sager Associates so that consistency and comparability can be established and
any omissions can be identified—we assume the responsibility to see that everything is done
completely and correctly. We will acknowledge receipt of all applications and provide copies of all the
documents to you at a scheduled time. As noted above, we will schedule and conduct screening
interviews with all candidates who meet the basic requirements determined by the Search Committee
and coordinate with Library staff to make arrangements for finalist interviews and be a part of that final
process. We are also frequently asked to conduct final negotiations on behalf of the Library -- and we
are pleased to do so.
We will notify candidates not selected at the appropriate time(s) during the process. We keep in touch
periodically with your designated contact person so that you know where we are in the process. Also,
we will submit written progress reports throughout the process and at the end of major stages in the
search—after the intake closing date; after the interviewing/screening work has been accomplished
and after a preliminary list of the most viable candidates is determined.
8
OUR GUARANTEE
Once the new Executive Director is selected and appointed, if he or she leaves the position—either voluntarily
or non-voluntarily—within the first year after appointment, Bradbury Associates/Gossage Sager Associates
will, on a one-time basis, reactivate the search if you request it, and will screen at least three well-qualified
finalist candidates. You will assume all expenses for a reactivated search, but we will expect no additional fee.
Such a reactivation of the search must assume that the search firm will be allowed to pursue its own
methodology to achieve the reasonable results that you want.
ABOUT THE CONSULTANTS AND OFFICE LOCATIONS:
One of the major advantages in engaging Bradbury Associates/Gossage Sager Associates is that we
bring a team of library professionals with search firm expertise to the process. If selected to assist the
Great River Regional Library in its search for a new Executive Director, the following consultants
would be engaged in the project. Their roles and a summary of their qualifications follow:
Karen E. Miller serves as co-project director and primary contact for the engagement, developing the
search proposal, identifying qualified candidates and conducting pre-screening interviews and
participating in site visits. Karen most recently worked as Associate Director at Stark County (Ohio)
District Library and served as Interim Executive Director for SCDL in 2012. Karen has over 20 years
of wide-ranging public library experience, from rural library directorships to branch management to
administrative responsibilities in a county district library and in an urban metro library. Karen has
demonstrated excellence in strategic planning, staff management and development, successful levy
campaigns, event planning, fundraising, and public speaking. She is a member of the Ohio Library
Council, American Library Association, and Public Library Association, as well as a member of the
Plain Township Rotary, and a volunteer for the Pro Football Hall of Fame Enshrinement Festival held
each year in Canton, Ohio.
Jobeth Bradbury, President/Owner, serves as co-project director and alternate contact for the
engagement assisting with identifying qualified candidates and conducting pre-screening interviews
and, depending on scheduling, may assist during site visits. She has worked as a search consultant
for the past seven years, and was, most recently, the Library Director at the North Kansas City Public
Library/High School Media Center. During her ten years at North Kansas City, she was the project colead in the Library’s Building Project (the Library expanded from 5,000 sq. ft. to 32,000 sq. ft.) and
also one of the Project Managers in facilitating the Combined Public Library/High School Media
Center Project. She also worked closely with elected officials and with the business community. Prior
to coming to North Kansas City, she served as Library Consultant, Northeast Kansas Library System;
Adult Services Department Chair, Kansas City, KS Public Library and Associate Director, Rolling Hills
Consolidated Library, where she participated in a successful tax levy campaign. In addition to her
public library experience, Jobeth taught for the University of Missouri’s Masters in Library Science
program—courses included Collections Management, Public Libraries, and Reference.
9
Dan Bradbury, Managing Partner, serves as consultant for the engagement assisting with identifying
qualified candidates and conducting pre-screening interviews and, depending on scheduling, may
assist during site visits. Dan has worked as a search consultant for the past ten years and previously
has over 30 years of successful experience as a library director, including nineteen years as Director
of the Kansas City (MO) Public Library District. During his tenure in Kansas City he reorganized/rebuilt
the branch system, established two public/private partnerships for the creation of new facilities and
initiated a successful capital campaign and construction projects for a new Central Library. Prior to
coming to Kansas City, he served as Director of the Janesville (WI) Public Library and the Rolling Hills
Consolidated Library (a two county system) in St. Joseph, Missouri; he also served as Associate
Director for Branch and Extension Services at the Waco-McLennan County Library in Waco, Texas.
He received a Distinguished Graduate Award from Emporia's School of Library and Information
Management in 1985; Library Journal named him as Librarian of the Year for 1991; the University of
Missouri-Kansas City granted an Alumni Achievement Award to him in 2001; and the Greater Kansas
City Council on Philanthropy named him Non-Profit Executive of the Year in 2003.
ASSOCIATE CONSULTANTS:
One or more of the following consultants (depending on the final schedule and availability) will be
utilized to help support specific tasks during the project or utilize their special skills:
Joey Rodger serves as senior consultant assisting with identifying qualified candidates and
conducting pre-screening interviews and, depending on scheduling, may assist during site visits. She
has more than 30 years of library experience—the most recent 18 of which were as the head of
national public library organizations. Until 2004, she was President and CEO of the Urban Libraries
Council, a professional association whose members include 150 major urban libraries in the United
States and Canada, the corporations which serve them, and affiliated organizations; and from 19861992 she was Executive Director of the Public Library Association, a division of the American Library
Association and responsible for developing useful services and meaningful participation for its 10,000
members including national conferences, publications, research projects, and tools for evaluating
library services. Since 2004 she has been serving as a consultant to library and non-profit
organizations. Previous experiences have included serving as a bookmobile librarian for outreach
services to preschoolers in rural Maryland, a jail librarian, and urban public school teacher. She has
also been a Regents Lecturer at University of California, Berkeley, a Research Associate with King
Research, and has a prestigious list of publications and presentations. She has been a Member of the
Board of Trustees of the Institute for Learning Innovation (Annapolis, MD) since 2003.
Thomas Dillie serves as co-project director and alternate contact for the project, developing the
search proposal, identifying qualified candidates and conducting pre-screening interviews and
participating in site visits. Tom is currently Director of the Minerva Public Library (Ohio). Tom’s earlier
experience as a book store employee in Urbana, IL led to the completion of a Master’s in Library
Science at the University of Illinois at Urbana-Champaign. His first professional library position was
as Adult Services Librarian, Wadsworth Public Library in Ohio. He was subsequently hired as a
10
branch manager for the Greene County Public Library, Xenia, Ohio and became Assistant Director in
2006. Tom joined the Minerva Public Library in 2008 as Director.
Tom is a member of the SEO
(Serving Every Ohioan) Library Consortium Advisory Committee. He brings a variety of experience in
both single-building and multi-branch libraries in both rural and urban settings.
Susan McBeth serves as an associate consultant assisting with identifying qualified candidates and
conducting pre-screening interviews and, depending on scheduling, may assist during site visits.
Susan has been the Library Director for eight years at the Nevada Public Library, Nevada, and
Missouri. Prior to that appointment, Susan had twelve years of progressively responsible experience
as Executive Director of a large non-profit organization, The National Conference of Christians and
Jews—currently known as The National Conference for Community and Justice. Susan has
demonstrated excellence in executive board development, staff management and development,
seminar design, grant writing, fund development, event planning, and public speaking. She has twenty
years of experience in training and development in human relations. Susan is a member of the
Missouri Public Library Directors and served as President of the statewide organization in 2004. She
is also a member of P.E.O. and Rotary serving as Rotary secretary.
OFFICE LOCATIONS AND CONTACT DETAILS:
Bradbury Associates/Gossage Sager Associates has consultants and offices in the following cities:
Bradbury Associates/Gossage Sager Associates
4545 Wornall Road, Suite 805
Kansas City, MO 64111 816-531-2468
Bradbury Associates/Gossage Sager Associates
1730 Hinman, Suite 4E
Evanston, IL 60201 847-475-5740
Bradbury Associates/Gossage Sager Associates
3513 E. Harvard Blvd.
Canton, OH 44709
FEE PROPOSAL AND OPTIONAL BILLABLE EXPENSES:
Bradbury Associates/Gossage Sager Associates’ total fee for executive search services (including all
consultant expenses) in traveling to St. Cloud and any travel to interview prospective candidates is a
flat fee of $24,000. A retainer of $6,000, which helps defray our up-front expenses, will be paid to us
upon approval of the agreement. This will be subtracted from the invoice at the end of the search.
This amount will be invoiced upon completion of the search, payable within 30 days of the selected
candidate’s acceptance of the client’s offer.
11
•
Expenses included within our fee: (1) All transportation, including lodging and meals, for the
assigned consultant(s) to travel to St. Cloud for meetings with the Library staff and others (up
to four trips for assigned consultants, depending on scheduling and availability); (2) all
expenses for consultant attendance at appropriate professional conferences (ALA or
elsewhere) for scheduled interviews with promising candidates; (3) all consultant pre-screening
interview expenses, including travel; (4) phone/videoconferencing charges; (5) all standard
office expenses (clerical support, local telephone, supplies, etc.); (6) advertising costs based
upon our marketing plan which provides excellent exposure to the library community; and (7) a
single background check ($350-$450) on the chosen candidate.
•
Optional billable expenses—Additional Consultant Services: In some prior executive
searches, Bradbury Associates/Gossage Sager Associates have been called upon to facilitate
staff or community forums for candidates, conduct surveys or focus groups, coordinate informal
meetings between candidates and Search Committee members, participate in conducting
tours, etc. Any and all such services are available, but to the extent that they are outside the
normal scope of services as outlined in the proposal and/or cannot be accomplished within a
scheduled overnight stay, such additional time is billable at a rate of $1000 per day per
consultant inclusive of travel expenses.
•
Adjustments/Discounts: The proposed fee covers the outlined scope of services and
deliverables contained in this proposal. If you do not wish to have Bradbury
Associates/Gossage Sager Associates’ participation in either the semi-final or finalist
interviews, or if you decide not to conduct a semi-final round of interviews, then the final fee will
be reduced by $1,000 per interview round. We would, however, recommend that you include
the full scope of services outlined, as this has proven to produce the most satisfactory results in
previous engagements. Other modifications to the scope of services are possible and
negotiable with fee adjustments being made accordingly.
•
Candidate expenses: It shall be the client’s responsibility to reimburse candidates they have
selected for an interview(s) in St. Cloud for their travel expenses. Candidate expenses will vary
considerably depending on point of origin, length of stay and the amount of lead time allowed
for booking airfare—a reasonable estimate might be $600-$1,000 per candidate inclusive of
airfare, meals, hotel expenses, and rental car.
ADDITIONAL INFORMATION
Bradbury Associates/Gossage Sager Associates is devoted exclusively to executive searches in the library field
and utilizes library professionals with strong backgrounds in library administration and human resources. Five
consultants are regularly engaged in the executive search work of the firm and special consultants are utilized
to respond to the requirements of a specific engagement.
In all engagements, Bradbury Associates/Gossage Sager Associates works exclusively for the client
library/system, never on behalf of a candidate. No known conflicts of interest exist with respect to the firm,
management, agents of the firm, or other persons relative to the services to be provided. If any such actual,
apparent, or potential conflicts arise, they will be immediately disclosed.
Bradbury Associates/Gossage Sager Associates carries Recruiters Professional Liability insurance, Business
Liability (including Hired/Non-Owned Auto Liability) and Workers Compensation coverage sufficient to satisfy
most municipal and state vendor requirements for executive search services.
We believe, by our site visits, learning about the community and the institution, and working closely with the key
stakeholders, we bring value to the search process and have achieved a very high success rate. Our
consultants remain active in the American Library Association and the Public Library Association and routinely
work with ALA, PLA, and ACRL (American College and Research Libraries) leadership. Because our firm is
known and respected—as are our consultants—our library colleagues respond and return our calls and emails
when we start prospecting on behalf of a client. We have a specialized knowledge of libraries and an entrée
to library leaders that generalist firms simply cannot provide.
12
FORM OF FINAL AGREEMENT:
Typically when we receive word that an engagement has been awarded, we allow our proposal to
stand as the basis of our agreement, and then amend any of the details that need to be changed with
the simple agreement addendum (see Attachment III). In addition to specifying any changes in scope
or approach a client may desire, our professional liability insurance carrier requires us to include
paragraphs 4, 5, and 6 in any agreements or contracts we execute—and paragraph 7 should give
ample assurance to the client that the Library is in the driver's seat. (As a point of information,
paragraphs 4-7 have never been invoked on any prior engagement.) Our client’s satisfaction is our
bottom line—and we are willing to stake our reputation and our fee on ensuring that level of
satisfaction.
CONCLUSION:
We look forward to the possibility of working with the Great River Regional Library to help you find
your next Executive Director. If you have questions or need clarification on any aspect of the proposal,
please let us know.
BRADBURY ASSOCIATES/GOSSAGE SAGER ASSOCIATES
Daniel J. Bradbury (Electronic Signature)
Managing Partner
Jobeth Bradbury (Electronic Signature)
Owner
We hereby accept the foregoing proposal (pages 2 – 12).
By___________________________________________ Title_______________________________
Date_________________
The final schedule and specific details of this engagement may be modified by an addendum
to this agreement.
13
ATTACHMENT I:
EXECUTIVE DIRECTOR SEARCH TIMELINE –
GREAT RIVER REGIONAL LIBRARY (MN)
Please see below our estimated timeline for your Executive Director search process. If we are
selected to help you find your next Executive Director, we will establish a firm search schedule during
our first meeting with the Search Committee. It is our intent to conduct the search within an
appropriate timeframe to allow us to find high-quality candidates for you. Our standard search takes
approximately 120 days once we begin the process.
The following timeline represents an illustrative search schedule based on approving the contract in
September 2014. The actual target dates will be determined and approved by the Great River
Regional Library Search Committee.
Activity
Consultants make first visit to St. Cloud; meet with
Board/Search Committee and staff; tour the library and the
community; establish definitive work schedule and marketing
plan
Advertisement is approved by Search Committee
Post ads, actively recruit candidate pool
Target Date:
Sept 18 & 19 2014
Oct 4 2014
Oct 5 –Nov 30 2014
Applications Close
Nov 30 2014
All candidate documents sent to Search Committee
Dec 2 2014
All pre-screening interviews (by consultants) completed
Dec 7 2014
Meet with Search Committee and present the pool of
candidates; select 6-8 semifinalists
Dec 9 2014
Semi-final Interviews on Site or via Skype w/search committee
Dec 18 & 19 2014
Reference Reports to Board
Jan 3 2015
Final Interviews on Site
Jan 8 & 9 2015
Negotiations Completed
Jan 16 2015
New Executive Director Start Date
TBD
14
ATTACHMENT II:
CURRENT REFERENCES
New Haven Free Public Library (2014)
133 Elm Street
New Haven, CT 06510
Dave Greco, Trustee/Search Committee Chair
[email protected]
Martha Brogan, City Library Director
[email protected]
Bibliomation, Inc. (2014)
32 Crest Road
Middlebury, CT 06762
Lynn White, Board Member/Search Chair
[email protected]
Peter Ciparelli, Board Member/Search Committee
[email protected]
Romeo (MI) District Library (2014)
6821 Van Dyke Ave.
Romeo, MI 48095
Elizabeth Miller, Search Committee/Board Chair
[email protected]
John McNaughton, Incoming Director
[email protected]
Linda Sickles, Interim Director
[email protected]
Ohio Township (IN) Public Library (2014)
4111 Lakeshore Dr.
Newburgh, IN 47629
Blake Larson, Search Committee Chair
[email protected]
Trista Smith, Incoming Director
[email protected]
Colette McNeely, Administrative Assistant
[email protected]
Sonoma County (CA) Library (2014)
211 E. Street
Santa Rosa, CA
Tim May, Commissioner/Search Committee Chair
[email protected]
Patrick Preston, Human Resources
[email protected]
Brett Lear, Incoming Director
[email protected]
Decatur (IL) Public Library (2014)
130 N. Franklin St.
Decatur, IL 62523
Teena Zindel-McWilliams, Board Chair &
Search Committee Chair
[email protected]
Rick Meyer, City Librarian
[email protected]
Boulder (CO) Public Library (2014)
1001 Arapahoe Ave.
Boulder, CO 80302
Jane Brautigam, City Manager
[email protected]
David Farnan, Library & Arts Director
[email protected]
Providence (RI) Public Library (2013)
150 Empire Street
Providence, RI 02903
Rob Taylor, President & Search Committee Chair
[email protected]
Jack Martin, CEO
[email protected]
Walla Walla County (WA) RLD (2013)
37 Jade Avenue
Walla Walla, WA 99362
Andrea Berglin, Search Committee Chair/Trustee
[email protected]
Aletha Bonebrake, Interim Director during Search
[email protected]
Mid-Hudson Library System (2013)
103 Market St.
Poughkeepsie, NY 12601
Peter Hoffman, Board Chair/Search Chair
[email protected]
Tom Sloan, System Director
[email protected]
Southern Tier (NY) Library System (2013)
9424 Scott Road
Painted Post, NY 14870
Maija DeRoche, Search Committee Chair
[email protected]
Brian Hildreth, Executive Director
[email protected]; 607-962-3141
The Whatcom County (WA) Library System
(2013)
5205 Northwest Drive
Bellingham, WA 98226
Deb Lambert, Search Committee Chair
[email protected]; 360-815-5770
Christine Perkins, Incoming Executive Director
[email protected]; 360-594-2142
15
Crandall (NY) Public Library (2013)
251 Glen Street
Glens Falls, NY 12801
Sandy Berman, Search Committee Chair
[email protected]
Kathy Naftaly, Library Director
[email protected]
Gwinnett CO (GA) Public Library System (2013)
1001 Lawrenceville Highway
Duluth, GA 30046
Dick Goodman, President & Search Committee
[email protected]
Charles Pace, Executive Director
[email protected]
New Canaan (CT) Library (2013)
151 Main Street
New Canaan, CT 06840
Lydee Conway Hummel, Search Chair
[email protected] ; 203-219-3797
Christine Yordan, Board President
[email protected]; 203-972-3713
Lisa Oldham, Incoming Director
[email protected]
Rye (NY) Free Reading Room (2013)
1601 Boston Post Road
Rye, NY 10580
Fran Rodilosso, Search Chair & Board President
[email protected]; 914-450-7399
Chris Shoemaker, Incoming Director
[email protected]; 347-880-1200
The Winter Park (FL) Public Library (2013)
460 E. New England Avenue
Winter Park, FL 32789
Bruce Douglas, Search Committee Chair
[email protected]
Shawn Shaffer, Library Director
[email protected]; 312-213-8535
Vigo County (IN) Public Library (2012)
1 Library Square
Terre Haute, IN 47807
Hank Metzger, Search Committee Chair
[email protected]; 812-235-3243
Kristi Howe, New Library Director
[email protected]; 630-569-5569
The Mobile (AL) Public Library (2013)
700 Government St.
Mobile, AL 36602
Helene Hassell, Board Chair
[email protected]; 251-605-6624
R. Scott Kinney, Director
[email protected]; 307-631-3671
The Rock Island (IL) Public Library (2012)
401 19th Street
Rock Island, IL
Cindy Lukasik, Search Committee Chair
[email protected]; 563-505-7733
Angela Campbell, New Library Director
[email protected]; 563-940-7844
Waukesha (WI) Public Library (2012)
321 Wisconsin Ave.
Waukesha, WI 53186
Paul Kasprowicz, Board President
[email protected]; 262-524-0300
Cynthia Deatrick, HR Committee Chair
[email protected], 262-574-1404
Reaching Across IL Libraries System (2012)
125 Tower Drive
Burr Ridge, IL 60527
Alan Davidson, Search Committee Chair
[email protected]
Dee Brennan, Executive Director
[email protected]; 630-734-5146
East Baton Rouge (LA) Parish Library (2012)
Stanford O. Bardwell, Board of Control Member/Search
Committee Chair; [email protected]
Mary Stein, Interim Co-Director, [email protected];
225-939-3643
Spencer Watts Director, [email protected];
225-231-3700
City of University Park (TX) Public Library (2012)
Bob Livingston, City Manager;
[email protected];214-987-5300
Luanne Hanford, Human Resources Director;
[email protected]; 214-987-5305
Sharon Martin, Director; [email protected]
Public Library of Youngstown & Mahoning CO (OH)
(2012)
305 Wick Ave.
Youngstown, OH 44503
David Ritchie, Board Chair and Search Committee
[email protected]
Heidi Daniel, Director
[email protected]
Stark County (OH) District Library (2012)
715 Market Ave. North
Canton, OH 44702
Steve Pittman, Search Committee Chair
[email protected]; 330-497-2000
Tena Wilson, Director
[email protected]; 330-354-8013
16
The Wilton (CT) Library (2012)
137 Old Ridgefield Road
Wilton, CT 06897
Judy Higby, President-Board of Trustees
[email protected]; 203-246-7057
Kathy Welling; [email protected]; 203-856-5439
Downers Grove (IL) Public Library (2011)
1050 Curtiss St.
Downers Grove, IL 60515
Kathleen DiCola, Board/Search Chair
[email protected]
630-510-1300
Rick Ashton, Director,
[email protected]
The Indianapolis Public Library (2011)
2450 North Meridian Street
Indianapolis, IN
Tom Shevlot, President-Board of Trustees
[email protected]
Jackie Nytes, Chief Executive Officer
[email protected]; 317-275-4001
Illinois Heartland Library System (2011)
607 S. Greenbriar Rd.
Carterville, IL 62918
Karen Bounds, Board Chair
[email protected]
Leslie Bednar, Executive Director
[email protected]
Richmond (CA) Public Library (2011)
325 Civic Center Plaza
Richmond, CA 94804
Bill Lindsay, City Manager
[email protected]
Leslie Knight, Assistant City Manager
[email protected]
University City (MO) Public Library (2011)
6701 Delmar Blvd.
University City, MO 63130
Susan Glassman, Board/Search Chair
[email protected]
David Stokes, Board President
[email protected]
Tulsa (OK) City-County Library System (2010)
400 Civic Center
Tulsa, OK 74103
La Verne Ford Wimberly, Board President
[email protected]
Charles Meyers, Personnel Committee Chair
[email protected]
Des Moines Public Library (2010)
1000 Grand
Des Moines, IA 50309
Susan Voss, Board President/Search Chair
[email protected]
Jule Thorsen, Board Member
[email protected]
Greg Heid, Director; 515-283-4288
[email protected]
Kent District Library (MI) (2010)
814 West River Center Drive NE
Comstock Park, MI 49321
Charles Myers, Board President
[email protected]
Shirley Bruursema, Search Chair
[email protected]
Lancaster (PA) Public Library (2009)
125 North Duke Street
Lancaster, PA 17602
John McGrann, Board President
717-397-5264/[email protected]
Jim Daugherty, V-P/Search Chair
717-291-2594/[email protected]
17
ATTACHMENT III:
SAMPLE ADDENDUM AGREEMENT BETWEEN BRADBURY ASSOCIATES/GOSSAGE
SAGER ASSOCIATES AND GREAT RIVER REGIONAL LIBRARY (MN)
By signed proposal dated ______, 2014 and acceptance by the Great River Regional Library (hereinafter called
Library) has entered into an agreement with Bradbury Associates/Gossage Sager Associates (hereinafter called
Consultant) to perform an executive search for a new Executive Director. That agreement is hereby amended
to contain the following provisions, which shall, to the extent they are inconsistent with the terms of the _______,
2014 proposal, supersede the prior provisions:
1. All work performed under this contract shall be performed by or under the direct supervision and control of
Karen Miller and Jobeth Bradbury as project co-directors.
2. The search schedule as outlined in the original proposal dated ________, 2014 will be superseded by a final
schedule to be developed after the_______ 2014 meeting with the Library and mutually agreed to by both the
Library and the Consultant.
3. (Add other relevant elements you wish to specify or change and adjust numbers accordingly.)
4. Regardless of which party hereto retains responsibility for conducting criminal and financial background
checks on prospective candidates under the agreement, the Library and Consultant will defend and indemnify
each other from all claims, lawsuits, administrative actions, and other causes of action arising from the
negligence or misconduct of a party hereto in conducting such background checks and/or from the misuse of
information obtained from such background checks by either party, its officers, directors, agents, servants, or
employees.
5. The Library and Consultant each agree and warrant to each other that (1) any such background checks will
be conducted solely for the purposes of evaluating prospective candidates’ suitability for employment; (2) before
a background check is conducted, the prospective candidate will be provided with and sign a clear and
conspicuous written disclosure informing him/her that a criminal and/or financial report may be obtained for
employment purposes; and (3) information obtained as a result of such background checks will not be used in a
manner that violates any state or federal employment laws or regulations.
6. If a dispute arises between the parties relating to this Agreement, the parties agree to participate in good
faith negotiations to resolve the dispute for a period of up to thirty (30) days. If the dispute is not settled during
such period, the parties agree that the matter shall be settled by non-binding arbitration held in accordance with
the commercial rules of the American Arbitration Association, by a panel of three (3) arbitrators. The parties
shall each choose an arbitrator who will then agree on a neutral arbitrator.
7. The Library may terminate this contract at any time with 30 days of advance notice. If the Library terminates
the contract as a result of being dissatisfied with the quality or amount of services provided by the Consultant,
the Consultant will rely on the collective good judgment of the Library to determine what represents a fair and
appropriate level of refund/rebate/discount for the work performed under the agreement.
WHEREFORE, the parties have set their hand this ___ day of ______ 2014.
BRADBURY ASSOCIATES/GOSSAGE SAGER
ASSOCIATES
GREAT RIVER REGIONAL LIBRARY
By__________________________
by __________________________
2015 Approved Budget
Revenue Budget Approved 7/15/14
Expenditure Budget Approved 9/16/14
Great River Regional Library Board of Trustees
Operating Revenue Budget
2012 Actual
County
Benton
Morrison
Sherburne
Stearns
Todd
Wright
504,353.00
437,572.00
1,228,203.00
2,075,180.00
309,385.00
1,708,932.00
Subtotal - Signatory $
2012 Actual
Non-Signatory
FY 15 State Aid - RLBSS
State Aid
St. Cloud Reimbursement
Miscellaneous Receipts
Interest
PERA Aid
Staples
Interlibrary Loan
MnLink Gateway
Fund Development
Cash Reserves
Revenue Fund
1,536,214.00
169,200.00
88,421.00
459,092.00
26,613.00
17,151.00
6,869.00
8,736.00
54,718.00
54,718.00
Sub Total - Non Signatory $
Operating Revenue Total
6,263,625.00
Dollar Change
Percent Change
$
2,421,732.00
Dollar Change
Percent Change
2013 Actual
500,398.00
441,967.00
1,221,183.00
2,055,511.00
303,515.00
1,741,053.00
$ 6,263,627.00 $
$
2.00 $
0.00%
2013 Actual
1,562,846.00
59,700.00
89,157.00
431,377.00
23,775.00
17,151.00
6,869.00
6,500.00
63,696.00
50,000.00
$ 2,311,071.00 $
$ (110,661.00) $
-4.57%
2012 Actual
2013 Actual
8,685,357.00
Dollar Change
Percent Change
$ 8,574,698.00 $
$ (110,659.00) $
-1.27%
2014 Budget
2015 Budget
Request Signatory Share
492,767.00
453,707.00
1,236,823.00
2,070,394.00
315,785.00
1,819,424.00
514,013.00
471,948.00
1,256,039.00
2,196,414.00
325,397.00
1,921,087.00
6,388,900.00 $
125,273.00 $
2.00%
6,684,898.00
295,998.00
4.63%
2014 Budget
2015 Budget
Request - NonSignatory Share
1,562,800.00
89,200.00
417,700.00
35,000.00
17,200.00
6,900.00
3,000.00
8,700.00
55,000.00
31,400.00
55,000.00
1,526,544.11
95,000.00
400,000.00
28,000.00
17,151.00
6,869.00
1,800.00
6,150.00
53,750.00
28,400.00
2,281,900.00 $
(29,171.00) $
-1.26%
2,163,664.11
(118,235.89)
-5.18%
2014 Budget
8,670,800.00 $
96,102.00 $
1.12%
2015 Budget
Request
8,848,562.11
177,762.11
2.05%
Capital Revenue Budget
2012 Actual
County
Benton
Morrison
Sherburne
Stearns
Todd
Wright
2013 Actual
4,436.00
3,849.00
10,803.00
18,252.00
2,629.00
15,031.00
Capital Revenue Total $
Operating & Capital Revenue
Total
$
55,000.00
Dollar Change
Percent Change
$
$
2014 Budget
2015 Budget
Request Signatory Share
4,394.00
3,881.00
10,723.00
18,049.00
2,665.00
15,288.00
6,664.00
6,136.00
16,726.00
27,998.00
4,271.00
24,605.00
6,951.00
6,382.00
16,986.00
29,703.00
4,400.00
25,980.00
55,000.00 $
$
0.00%
86,400.00 $
31,400.00 $
57.09%
90,402.00
4,002.00
4.63%
2012 Actual
2013 Actual
8,740,357.00
Dollar Change
Percent Change
$ 8,629,698.00 $
$ (110,659.00) $
-1.27%
2014 Budget
8,757,200.00 $
127,502.00 $
1.48%
2015 Budget
Request
8,938,964.11
181,764.11
2.08%
Operating Expenditure Budget
2012 Actual
4100 Personnel
Subtotal Personnel
$
Total - Personnel $
4200 Services and Contracts
2013 Actual
2014 Budget
6,786,365.00 $ 6,741,207.00 $
6,786,365.00 $ 6,741,207.00 $
2012 Actual
2015 Budget
Request
2013 Actual
6,927,100.00 $
6,927,100.00 $
Dollar Change
$
Percent Change
7,084,465.00
7,084,465.00
157,365.00
2.27%
2015 Budget
Request
2014 Budget
210 Regional Board Meetings
211 Staff Development Svcs. (Strat. Plan)
Committed Staff Training
213 All Staff Day Training (Strat. Plan)
220 Library Memberships
235 Patron Contact Svcs.
2,647.00
15,835.00
18,000.00
3,732.00
67,367.00
3,708.00
4,425.00
2,226.00
66,732.00
3,700.00
14,000.00
3,500.00
75,000.00
3,400.00
29,950.00
6,829.00
3,000.00
62,000.00
240 GRRL Building Maint. (Contractual)
246 Insurance (Mandated)
248 Catalog Svcs.
250 Audit (Mandated)
253 Public Licensing Svcs.
260 Telephone Svcs.
265 Delivery Svcs.
271 Equip. Rental & Repair
280 Public Relations
285 Recruitment Svcs.
288 Sales Tax
290 HRIS/Payroll Svcs. (Contractual)
291 Legal Svcs.
293 System Directors Fund
75,000.00
37,737.00
33,209.00
13,425.00
3,450.00
12,567.00
1,923.00
9,689.00
31,149.00
611.00
2,793.00
52,980.00
54,076.00
5,033.00
95,000.00
40,949.00
84,232.00
13,695.00
3,450.00
55.00
1,934.00
10,039.00
22,285.00
182.00
3,250.00
41,048.00
54,823.00
6,565.00
60,000.00
35,000.00
85,000.00
13,700.00
3,500.00
200.00
2,000.00
11,000.00
31,000.00
1,500.00
2,500.00
77,200.00
35,000.00
6,000.00
89,900.00
41,000.00
85,000.00
14,600.00
3,450.00
150.00
1,950.00
11,200.00
31,000.00
500.00
2,472.00
77,200.00
40,000.00
6,000.00
Total Services & Contracts $
441,223.00
$
454,598.00
$
459,800.00
Dollar Change
Percent Change
$
$
509,601.00
49,801.00
10.83%
Operating Expenditure Budget
2012 Actual
4300 Commodities
310 Supplies
330 Postage
340 Management Software Inactivate for
2015-Shifted $4000 to Auto Software
Total Commodities $
420 Vehicle Gas
430 Vehicle Insurance
440 Vehicle Repair & Maintenance
450 Vehicle Tires & Miscellaneous
460 Vehicle Mileage
Total Vehicle $
4500 Library Materials
66,356.00
16,097.00
77,000.00
20,000.00
60,000.00
16,000.00
5,209.00
995.00
6,000.00
-
89,669.00
$
27,683.00
3,492.00
5,669.00
726.00
19,489.00
57,059.00
2012 Actual
Total Library Materials $
950,000.00
83,448.00
$
2013 Actual
$
53,925.00
$
47,100.00
Dollar Change
Percent Change
27,100.00
3,400.00
5,000.00
1,500.00
9,500.00
$
$
880,000.00
Dollar Change
Percent Change
46,500.00
(600.00)
-1.27%
2015 Budget
Request
530,000.00
40,000.00
210,000.00
100,000.00
$
76,000.00
(27,000.00)
-26.21%
2015 Budget
Request
2014 Budget
560,185.00
59,526.00
198,198.00
119,249.00
937,158.00
$
$
28,000.00
3,600.00
5,000.00
1,500.00
9,000.00
2013 Actual
$
103,000.00
Dollar Change
Percent Change
2014 Budget
33,095.00
3,321.00
7,255.00
1,384.00
8,870.00
541,256.00
60,941.00
222,773.00
125,030.00
510 Print
520 Periodicals
540 Media
560 Electronic Svcs.
2014 Budget
63,104.00
21,356.00
2012 Actual
4400 Vehicle
2013 Actual
2015 Budget
Request
530,000.00
40,000.00
210,000.00
100,000.00
$
$
880,000.00
0.00%
Operating Expenditure Budget
2012 Actual
4600 Equipment
2013 Actual
9,969.00
7,177.00
610 Operating Equipment
630 Small Equipment
Total Equipment $
17,146.00
2012 Actual
4700 Contingency
Total Contingency $
2,508.00
8,825.00
13,000.00
7,000.00
$
2013 Actual
2,508.00
910 Contingency
2014 Budget
6,532.00
2,293.00
$
14,384.00
20,000.00
Dollar Change
Percent Change
8,000.00
3,000.00
$
$
2,800.00
$
2,800.00
Dollar Change
Percent Change
11,000.00
(9,000.00)
-45.00%
2015 Budget
Request
2014 Budget
14,384.00
$
2015 Budget
Request
1,782.00
$
$
1,782.00
(1,018.00)
-36.36%
Operating Expenditure Budget
2012 Actual
4800 Automation
98,962.00
106,325.00
8,329.00
17,300.00
932 Maintenance
933 Equipment
935 Professional Services
936 Software
984 Committed Computer Fund
Total Automation $
Total Operating Expenditure
Budget
2013 Actual
$
230,916.00
8,574,886.00
2014 Budget
91,131.00
104,007.00
5,484.00
17,475.00
$
2015 Budget
Request
100,000.00
121,000.00
10,000.00
-
100,000.00
103,000.00
2,000.00
11,000.00
-
218,097.00
$
231,000.00
Dollar Change
Percent Change
$
$
$ 8,511,642.00
$
8,670,800.00
$
Dollar Change
Percent Change
$
Revenue Budget
Expenditure Budget
Out of Balance
$
$
$
216,000.00
(15,000.00)
-6.49%
8,825,348.00
154,548.00
1.78%
8,848,562.11
8,825,348.00
23,214.11
Capital Expenditure Budget
2012 Budget
5000 Capital
2013 Budget
45,000.00
10,000.00
710 Automation
720 Branch Development
730 Equipment
740 Vehicle
Total Capital $
Total Operating & Capital
Expenditure Budget
$
55,000.00
8,629,886.00
2014 Budget
45,000.00
10,000.00
$
2015 Budget
Request
76,400.00
10,000.00
80,402.00
10,000.00
55,000.00
$
86,400.00
Dollar Change
Percent Change
$
$
90,402.00
4,002.00
4.63%
$ 8,566,642.00
$
8,757,200.00
Dollar Change
Percent Change
$
$
8,915,750.00
158,550.00
1.81%
Revenue Budget
Out of Balance
$
$
8,938,964.00
23,214.00
2015 Signatory Share Factor Table
1.046330054
Formula:
1/3 Population
33%
1/3 Registered Borrowers
33%
1/3 Net Tax Capacity
33%
Operating
$ 6,684,898
County
Benton
Morrison
Sherburne
Stearns
Todd
Wright
Population
38861
33049
89457
151591
24526
127133
Total
% Population
Share
8.36%
7.11%
19.25%
32.63%
5.28%
27.36%
464617
2012
33.33%
Weight
100%
$ Population Registered
Share
Users
$ 186,377
9816
158,503
8617
429,035
22143
727,029
41248
117,626
5535
609,729
35843
$ 2,228,299
% Users Share
7.97%
6.99%
17.97%
33.48%
4.49%
29.09%
$ Users
Share
$ 177,538
155,852
400,491
746,034
100,109
648,276
% Net Tax
Capacity
Net Tax Capacity
Share
$
26,852,183
6.74%
28,193,147
7.07%
76,302,085
19.14%
129,405,556
32.46%
19,260,352
4.83%
118,623,666
29.76%
100%
$ 2,228,299
$
100.00%
$ 2,228,299
$ Users
Share
$
2,401
2,108
5,416
10,089
1,354
8,767
% Net Tax
Capacity
Net Tax Capacity
Share
$
26,852,183
6.74%
28,193,147
7.07%
76,302,085
19.14%
129,405,556
32.46%
19,260,352
4.83%
118,623,666
29.76%
$ Net Tax
Capacity
Share
$
2,030
2,131
5,768
9,782
1,456
8,967
$
$
$
123202
1/1/2014
33.33%
398,636,989
2013
33.33%
$ Net Tax
Capacity
Share
$ 150,098
157,594
426,513
723,351
107,661
663,082
% Total
Share
7.69%
7.06%
18.79%
32.86%
4.87%
28.74%
100%
Budget
Per
Shares
Capita
$ 514,013 $ 13.23
471,948
14.28
1,256,039
14.04
2,196,414
14.49
325,397
13.27
1,921,087
15.11
$ 6,684,898
$ 14.39
Levy Rate
as share of
Tax
Capacity
1.91%
1.67%
1.65%
1.70%
1.69%
1.62%
1.68%
Capital
$
90,402
County
Benton
Morrison
Sherburne
Stearns
Todd
Wright
Total
County
Benton
Morrison
Sherburne
Stearns
Todd
Wright
Population
38861
33049
89457
151591
24526
127133
% Population
Share
8.36%
7.11%
19.25%
32.63%
5.28%
27.36%
464617
100%
$ Population Registered
Share
Users
$
2,520
9816
2,143
8617
5,802
22143
9,832
41248
1,591
5535
8,246
35843
$
30,134
2015 Operating 2015 Capital
2015 Total
$
514,013 $
6,951 $ 520,964
471,948
6,382
478,330
1,256,039
16,986
1,273,025
2,196,414
29,703
2,226,117
325,397
4,400
329,797
1,921,087
25,980
1,947,067
Total $
6,684,898
$
90,402
$ 6,775,300
% Users Share
7.97%
6.99%
17.97%
33.48%
4.49%
29.09%
123202
100%
30,134
398,636,989
County
2014 Operating 2014 Capital
2014 Total
Benton
$
492,767 $
6,664 $
499,431
Morrison
453,707
6,136
459,843
Sherburne
1,236,823
16,726
1,253,549
Stearns
2,070,394
27,998
2,098,392
Todd
315,785
4,271
320,056
Wright
1,819,424
24,605
1,844,029
Total $
6,388,900
$
86,400
$
6,475,300
100%
100%
Budget
Per
Shares
Capita
$
6,951 $ 0.18
6,382
0.19
16,986
0.19
29,703
0.20
4,400
0.18
25,980
0.20
90,402
$ 0.19
Operating
Capital
County
Change
Change Total Change
Benton
$
21,246 $
287 $
21,533
Morrison
18,241
246
18,487
Sherburne
19,216
260
19,476
Stearns
126,020
1,705
127,725
Todd
9,612
129
9,741
Wright
101,663
1,375
103,038
Total %
Change
4.312%
4.020%
1.554%
6.087%
3.044%
5.588%
Total $
30,134
% Total
Share
7.69%
7.06%
18.79%
32.86%
4.87%
28.74%
$
295,998 $ 4,002 $
300,000
4.633%
Levy Rate
as share of
Tax
Capacity
0.03%
0.02%
0.02%
0.02%
0.02%
0.02%
0.02%
2015 Unassigned Fund Balance (Cash Reserves) Spending Recovery Plan
Unassigned Fund Balance @ 12/31/13
3 Month Minimum Unassigned Fund Balance
$ 3,278,231.00
2,167,701.00
Unassigned Fund Balance in Excess of 3 months expenditures @ 12/31/13
2014 Revenue Allocation
$ 1,110,530.00
63,700.00
Available Balance 1/1/15
$ 1,046,830.00
2014 Revenue
2014 Cash Reserves $
2015 Cash Reserves
Total $
Projected Ending Balance $
31,400.00
-
2015 Revenue
$
-
2016 Revenue
$
18,000.00
-
31,400.00 $
$
1,015,430.00 $ 1,015,430.00 $
2017 Revenue 2018 Revenue
$ 12,000.00 $
6,000.00
-
18,000.00 $ 12,000.00 $
997,430.00 $ 985,430.00 $
***Note: Ending Balance does not take into account any new funds going into or out of the Unassigned Fund.
2019 Revenue
$
-
6,000.00 $
979,430.00 $ 979,430.00
Regional Library System:
Arts and Cultural Heritage Fund Library Legacy
Regional Library Systems
Final Report – Executive Summary
Reporting Time Period: State Fiscal Year 2014: July 1, 2013– June 30, 2014
Submit one scanned PDF of signed original with
required signatures by September 30 or 90 days
(whichever comes first) after the completion of
spending of the state fiscal year allocation.
Jennifer Verbrugge
Minnesota Department of Education
State Library Services
[email protected]
PH: 651-582-8356
1. Regional public library system name and address:
Great River Regional Library
1300 West St. Germain Street
St. Cloud, MN 56301
2. Name, title, phone, and e-mail address of regional public library system administrator:
Karen Pundsack
Interim Executive Director/Assoc. Dir. Patron Services
(320) 650-2516
[email protected]
3. Name, title, phone, and e-mail address of Legacy Program Coordinator:
Beth Ringsmuth Stolpman
Patron Services Specialist
(320) 650-2510
[email protected]
AUTHORIZING SIGNATURES
We, the undersigned, certify that the data given in this application are true and correct to the best of our
knowledge and belief.
___________________ __________________________________________
Date
Chair, System Governing Board
___________________ __________________________________________
Date
Regional Public Library System Director
Page 1 of 5
Regional Library System: Great River Regional Library
Legacy Highlights
Reporting Time Period: State Fiscal Year 2014: July 1, 2013– June 30, 2014
Summary Data:
Total number of activities, programs, and/or events: 435
Total attendance: 23,903
Total number of partnerships: 124
Highlights:
Briefly describe two to three activities (programs) sponsored locally that can be used as
exemplary examples in a statewide report. Please list outcomes, partnerships, unique
locations, great stories, quotes, etc. Also, include any extraordinary outcomes not previously
reported from Legacy activities/programs/events.
Based on the success of previously branch-planned holiday concerts, a region-wide Holiday
Concert Tour was launched in November/ December 2013 with Legacy funds. GRRL
partnered with three local musicians to offer 19 concerts during the holiday season. Harpist
Andrea Stern, jazz pianist/vocalist Andrew Walesch, and musical stringman Paul Imholte
delighted library visitors with holiday music. Patrons particularly enjoyed these concerts and
“music in the library” events, and found them a relief from the hustle and bustle of shopping
and other errands during the holiday season. A total of 889 people enjoyed these concerts.
Page 2 of 5
Regional Library System: Great River Regional Library
GRRL hired the Dancing Scientist for Summer Reading Program performances at 16
locations in June 2014. The Summer Reading theme was “Experiment with Reading” to
promote reading and science. Jeffrey Vinokur is both a PhD candidate at UCLA and an
accomplished “pop and lock” modern dancer, and he combines these two skills to
demonstrate and involve kids in both science and the arts. A total of 941 children, teens, and
adults attended these performances.
Jeffrey Vinokur “The Dancing Scientist” demonstrates the power of chemistry with ink that turns invisible.
Page 3 of 5
Regional Library System: Great River Regional Library
A major successful regional partnership program was with the Great River Educational Arts
Theatre (GREAT) to bring the National Endowment for the Arts (NEA) Big Read program to
the region for Harper Lee’s classic “To Kill A Mockingbird.” GREAT applied for a grant from
the NEA to provide thousands of copies of books and reading discussion materials to people
in the library region, as well as offer free tickets to a production of the theatrical version of “To
Kill A Mockingbird” which was presented in January and February of 2014. GRRL used
Library Legacy funding to offer free tickets to the production, and used in-kind staff time to
lead 12 book discussions and other events, including a showing of the film version of “To Kill
A Mockingbird.” The St. Cloud Public Library partnered with the area Community Book Read
Committee to offer book discussions and a conversation with the cast of the play. Around 370
tickets were used at two productions of the play, and 551 people attended book discussions
or film showings.
Atticus Finch talks to Scout in the theatrical performance of “To Kill A Mockingbird.”
GREAT promotional piece.
Page 4 of 5
Regional Library System: Great River Regional Library
Atticus Finch defends Tom Robinson in the theatrical performance of “To Kill A Mockingbird.”
Page 5 of 5
title
body
field_citation
field_funding_amount
field_direct_expenses
field_measurable_proposed
field_measurable
Outcomes
Branch planned
programs –
authors,
performers,
presenters
GRRL will continue to have branch staff plan and implement
programs for their individual branches to meet community
interests. Each branch will receive funds to hire authors,
performers, presenters, or exhibitors which meet the Arts &
Cultural Heritage definitions.
Laws of Minnesota
for 2013 Chapter
137, Article 4,
Section 2,
Subdivision 4
66974.23
GRRL will partner with musicians and music organizations
Music
performances and to offer high quality musical performances and education to
all ages.
workshops
Laws of Minnesota
for 2013 Chapter
137, Article 4,
Section 2,
Subdivision 4
34024.23
GRRL will partner with various theatre and drama
organizations, including, but not limited to, Great River
Educational Arts Theatre (GREAT), the Guthrie Theater,
Mixed Blood Theatre, and Paramount Theatre, to bring
theatre performances and drama education to all ages. This
could include drama workshops and theatre performances
at GRRL branches or partner locations, busing patrons to
performances at theatre venues like the Guthrie Theatre in
Theatre
performances and Minneapolis and the Paramount Theatre in St. Cloud, and
tickets for performances at various theatres.
workshops
Laws of Minnesota
for 2013 Chapter
137, Article 4,
Section 2,
Subdivision 4
58213.72
GRRL will partner with artists to offer a variety of art
workshops, continue Artists-in-Residence programs, in
which one or more artists are contracted to create and
present art workshops and other art events/opportunities at
various branch libraries and partner locations. This may
Art programs or art include exhibits, presentations, or any other art-based
workshops
project or program which meets the grant requirements.
Laws of Minnesota
for 2013 Chapter
137, Article 4,
Section 2,
Subdivision 4
30080
“[Learned] how to be creative with everyday objects.”
“Difference between quilts--the fabric used in north and south states.”
“Learned how to draw figures better.”
“A little of Norwegian culture.”
“We visited his home in Norway but learned more about Grieg from this program!”
Attendees will be able to identify one “Learned this history of and names for instruments around the world.”
“Learned about the early life of fur traders.”
new concept or fact learned about
writing, history, art, etc. [knowledge] or “Great review of Civil War history! Col. Kruge did an excellent job. Excellent collection of artifacts.”
“Loved the way they explained to the girls about manner and how to behave at a tea party. Just a
have an increased positive attitude
wonderful experience to share with the girls. A life experience that I think they will always remember. My
about live music performance
14744 [concerts: attitude].
girls had smiles on their faces the whole time. They already asked if they could do it again!”
“The kids had never seen a harp played. It was beautiful and educational as something new.”
“Such a soothing sound at a stressful busy time of year. Beautiful!”
“I learned the story, the history, of the harp being played. The music was extraordinary! Heartwarming and
moving! Andrea is a real talent!”
“Great to have kids be exposed to the harp! Something they just don’t see!”
“Such lovely music--it brought tears to my eyes. I got to sing with Paul Imholte, and he let me play his
dulcimer!! Wow!”
“[We learned the] history of Tchaikovsky, Ellington’s music. We liked the compare and contrast between
Attendees will be able to identify at
least one new idea or concept learned jazz Nutcracker and classical Nutcracker.”
[knowledge] or have a richer cultural “[Learned] how the oboe was constructed.”
“Learned the history ofg some favorite Christmas carols.”
5533.1 life [concerts: attitude].
g
p
“[I learned] that life truly was unfair back then. It kinda makes you think about how it would feel if you were
them.”
“I learned how the bus boycott took place.”
“Great program! [Professor Marvel] was engaging. Got all kids excited. We brought 23 kids and they were
so excited to be able to attend.”
“Makes kids want to do science!”
“It was probably the best library we’ve seen. It’s hard to get kids excited about science, but this did!”
Attendees or their parent/caregiver will “Informative and fun. A hypothesis is an educated guess!”
be able to identify one new concept or “[Learned] how an air vortex works--amazing to see in the fog rings from the airzooka!”
technique learned [workshops:
“American Sign Language helps deaf people express themselves more deeply.”
knowledge] or have an increased
“[This program] exposed our children to American Sign Language and excellent theatre!”
positive attitude toward theatre
“[We learned that] the toaster and rollerblades were invented in Minnesota.”
9466.87 [performances: attitude].
“Such a treat to watch the kids enthusiastically interacting with the show/puppets.”
Attendees will be able to identify at
least one new learned skill or
increased positive attitude toward art
and/or writing [workshops:
4891.69 knowledge/attitude].
“I haven’t sewn in years and I felt like I improved my sewing skills and built confidence in designing and
crafting a bag.”
“How to make use out of things you might throw away!”
“Learned how to mosaic and terms associated with the art.”
“[Learned] that a mosaic is a photo made up of tiles.”
“Really enjoyed creating a necklace. Something I would not usually do!”
“How to re/upcycle jewelry into new pieces. [Learned] a new hobby, had a wonderful time and learned
about steampunk jewelry.”
“I learned how to make a leather bracelet.”
“[Learned] how to work with leather, how to put snaps together.”
Statewide Project
contribution
GRRL will contribute a percentage of overall Legacy funds
to the statewide project, administered by SELCO. This
includes History Day and other activities.
Laws of Minnesota
for 2013 Chapter
137, Article 4,
Section 2,
Subdivision 4
22508.73
Comments from students were not collected for the History Day Hullabaloo at the St. Cloud Public Library,
but the Minnesota Historical Society collected the following data from the students who completed surveys:
-39 students from 5 different schools
-Buffalo Community High School
-Foley High School
-North Junior High School
-Salk Middle School
-Sauk Rapids High School
Feedback from these students resulted in the following:
-86% of students rated their overall experience as either excellent or very good (43% each)
-38% of students said that finding new sources was the most helpful during their library visit
-49% of students said that this library greatly improved their ability to do research
Attendees will be able to identify one -100% of students said this library was either helpful (43%) or very helpful (57%)
-57% of students said they plan on visiting the library more than they expected after the day's visit
new concept or fact learned about
history or culture [knowledge] or have -83% of students said they feel more comfortable doing research in a library as a result of this visit
-78% of students said that they talked to a librarian and found them either helpful (27%) or very helpful
an increased positive attitude about
(51%)
3660.43 history or culture [attitude].
November 18, 2014
Item 11.2
Capital Automation Request Storage Area Network Array
Jay Roos, Associate Director - Information Technology
Background
A storage area network (SAN) is a dedicated network of storage devices that provides
consolidated access to one or more servers. At GRRL our SAN is primarily used by our servers to
store files and data essential to server operations.
In 2007, Great River Regional Library purchased its first Storage Area Network (SAN) array. That
first array is now 7 years old, has reached its official end of life and support can no longer be
obtained.
Today, the second of our two arrays is reaching maximum capacity and can’t meet all of our
storage needs. The first array needs to be replaced with a higher capacity, better performing
array.
Information Technology staff have engaged multiple vendors and have reviewed options for
adding storage to our environment. We have identified an array that has excellent performance
and at a significantly better price than similarly performing arrays. That increased performance
will allow our servers to respond quickly to staff and patron requests and provides enough
overhead for future expansion.
Request
Please approve an expenditure of $38,000 from existing Automation Capital for a new Storage
Area Network (SAN).
November 18, 2014
Item 11.3
Request for Dedicated Funds Express Checkout Stations
Jay Roos, Associate Director - Information Technology
Background
Great River Regional Library has operated express checkout (self-checkout) stations since 2008.
In 2013, we added four (4) additional stations by using decommissioned equipment from
Ramsey County. Today we operate a total of 8 express checkout stations in 7 locations.
The approved 2015 budget was set on the assumption that at least two additional express
checkout stations will be used to enhance patron service and offset at least some staffing
needs. The two (2) locations identified to receive express checkout stations are Becker and
Staples. This will bring us to 10 stations at 9 locations.
We are currently evaluating additional locations where express checkout stations make sense
and will improve patron service.
Since we have ceased taking credit cards over our patron service desks, the express checkouts
have the added benefit of accepting electronic payment within those libraries that have them
installed.
During the budget process, we expected the stations to run $15,000 each. The latest quote we
received show them costing just over $11,000 each.
Requests
There are two requests to consider:
1. Please approve an expenditure of $23,000 from the 2014 operating budget toward the
purchase of two additional express checkout stations.
2. Please designate $45,000 from remaining 2014 operating budget dollars toward the
future purchase of additional express checkout stations.
Request for Dedicated Funds –
Temporary HRIS Specialist
Sunny Hesse, Associate Director – Human Resources
Background
In late 2013, GRRL implemented a new human resource and payroll information system. Since initial
implementation, we have struggled with development and full implementation of the ADP system. We
have experienced unexpected issues with the set-up and basic and customized functionality of the
system. We have been working diligently with ADP Support to resolve these issues. However, with
limited staff time to devote to addressing these issues it is taking longer than anticipated. This is
negatively impacting areas such as recruitment, performance management, and benefit administration.
Furthermore, our current HR staffing levels limit the time available to develop and troubleshoot
additions to the system.
Request
We are requesting to designate funds from the 2014 operating budget for temporary hire of an HRIS
specialist who can devote time specifically to system maintenance, administration and development.
ADP recommends 10-15 hours of dedicated staff time per week for this purpose. To successfully resolve
the current issues, develop and implement the outstanding modules, and adequately train staff, we
request up to 20 hours per week for up to 2 years. Quick salary research indicates an hourly rate of $20$25. On our current 2014 Pay Range, this equates to pay grade 22.
Please authorize up to $52,000 from the 2014 operating budget toward retaining a part-time, temporary
HRIS specialist for up to 20 hours per week through 2017.
Great River Regional Library | November 18, 2014 Board of Trustees
1
November 18, 2014
Item 11.5
Request for Dedicated Funds Branch Development
Karen Pundsack, Interim Executive Director
Background
Between 2005 and 2010, GRRL regularly committed capital funds averaging $15,000 annually to
the Branch Development Fund. This fund is designated for the purposes of expanding future
library buildings or services. GRRL has not designated dollars to this fund since 2011.
Library Assessment has been a topic of discussion throughout 2014. In addition, discussions
have taken place with the city of Sartell about possible future expansion. We know additional
dollars will be needed if library services or alternative services like a bookmobile or locker
systems are offered at additional sites. It would be beneficial to set aside funds for these future
needs.
Request
Please designate up to $70,000 remaining from the 2014 operating budget toward the
committed capital Branch Development Fund.