Branch Library Management

1. Branch Library Management Instructor: Hillary Theyer librarylady16@yahoo.com An Infopeople Workshop Spring 2008

2. This Workshop Is Brought to You By the Infopeople Project Infopeople is a federally-funded grant project supported by the California State Library. It provides a wide variety of training to California libraries. Infopeople workshops are offered around the state and are open registration on a first-come, first-served basis. For a complete list of workshops, and for other information about the project, go to the Infopeople website at infopeople.org.

3. Workshop Overview • Roles of branch libraries • Branch library collections • Branch facility basics • Branch services and programs • Branch staff and supervision • Incidents and emergencies • Wrap-up

4. Manager Hats • Boss • Collection builder • Service provider • Public face • Building maintenance • Problem solver • Incident commander

5. Roles of Branch Libraries • Popular materials center • Local information • Ready reference and non-fiction • Community activity center • Information and referral • Formal education support • Early literacy and childhood learning

6. Other Roles for Branch Libraries • Free day care • Skateboard park • Public restroom/bathing facility • Social center • Meet your tutor/notary/real estate agent • Use the internet/phone/copier • Stay warm/cool • Find someone to talk to

7. Manager’s View of Branch Collections • Scope of role in collection development • Level and depth of collection • Use of collection • Condition of collection • Budget for collection • Weeding policies and procedures

8. Assessing Collection Depth • Popular/recreational • Basic/general • Instructional • Research • Exhaustive

9. Other Collection Concerns for the Manager • Quality vs. demand • Space • Price • Controversial content • Cataloging and access • Format issues

10. Basics of Collection Budgeting • Format of the budget • Time span for budgeting • Percentage requirements • Purchase limitations • Reporting requirements • Maintenance of records

11. Buying Goes With Weeding • Move out the deadwood • Display the great stuff • Help people find what they need • Make branch more attractive • Increase circulation • Make room to buy more! • Use MUSTIE

12. The Library Building • Manager’s building knowledge • While on your building walk • What do I do if? • Considerations for unexpected closure

13. What You Need To Know About Your Library Building • Do building walks • Know the major systems • Know who maintains and fixes them • Know who to call when something doesn’t work

14. On Your Building Walk • Damage or vandalism • Windows • Graffiti • Entrances/exits • Landscaping • Outer fixtures • Signs • Trash

15. What Do I Do If? • Building damage found • Safety issue • Security issue • Nuisance issue • Long-term issue Find out before you need to know!

16. Manager’s Role for Unexpected Closure of the Library • Make and hang signs • Change phone messages • Assign bookdrop duty • Alter due dates of materials • Handle public relations • Notify authorities • Notify staff!

17. Branch Library Services • How well is it working now? • Who is using the library? • What impact do we have? • Let’s do some outreach! The exciting part!

18. Assessing Branch Library Services • System services • Library users • Library use patterns • Other services in area • Your available resources • Your potential resources

19. Who is Using the Library? • Working adults • Parents • Young children • Teens • Students • Older adults • Job seekers

20. Manager Plans Input to Impact • Inputs – what do I need to do this? • Process – how will it work? • Outputs – what can I count? • Outcomes – what will the public get? • Impacts – what is the long term benefit?

21. Performing Outreach • Seek out local events, fairs, festivals • Make contact with community groups • Offer to charities, foundations, societies • Host or visit book groups • Read the local paper • Make customer contacts

22. Managing and Supervising • Train new staff, retrain others • Train and review daily supervision duties with anyone left in charge • Resolve “difficulties” as they arise

23. Training Your Staff • Develop a training schedule • Add written documentation • Use real life examples • Include side by side learning • Ask for feedback • Set aside time

24. Essentials For Staff Training • Security of property duties • Customer service expectations • Cash handling and record requirements • Policies and procedures • Usage of equipment • Emergency procedures

25. Resolving “Difficulties” • Supervisor ≠ best friend • Goal is improvement not punishment • Know system policy and procedure • Assess the personalities involved • Assess the particular situation • Know, but let go of, the past

26. Coaching and Discipline • Facts • Rule • Impact • Suggestion/correction • Knowledge

27. Incidents and Emergencies • Policy, procedure, and practice • Policy development • Policy enforcement • Common policy scenarios • Incident reporting • Basic emergency checklist

28. Three Ps for the Manager • Policy • formal • governing body • Procedure • written, step-by-step instructions • Practice • way things get done

29. Policy Development and the Manager’s Role • Draft the policy statement • Obtain approvals • Design and create notification • Provide training • Provide re-enforcement • Reward the change!

30. Policy Enforcement and the Manager’s Role • Show no fear • Know your policy • Know your options and limits • Go in with good expectations • Tell the person what they get • Be ready for the next step

31. Three Common Enforcement Scenarios in a Branch Library • Unattended children • Homeless patrons • Fines and fees

32. Unattended Children • What’s the policy? • Can you get contact information? • Assess the immediate situation • Call law enforcement? • Have a handout/posting of policy • Know the consequences

33. Homeless • What’s the policy? • What’s the true problem? • appearance, behavior, location • What’s the rule violation? • hygiene, loitering, bags, sleeping • Other factors? • mental state, current use, space

34. Fines and Fees • What’s the policy? • What power do you have? • Consistency across your staff • Consistency across other locations • Communication

35. Four Tests for a Legally Enforceable Library Policy • Does the policy comply with current statutes? • Is the policy reasonable? Including reasonable penalties? • Could there be discriminatory application? • Is the policy measurable?

36. Policy Needs E.N.D. • Equal enforcement • Notice • Due process

37. Incidents • Handle consistently • Document, document, document! • Communicate UP first • Train as needed, and before it happens again

38. Incident Reporting • Date, time, place, people • Order of events • Direct dialogue • Direct action • NO assessment, interpretation, diagnosis, guesses, or blame • Name authorities and witnesses • Follow up

39. Basic Emergency Supplies • Emergency supply checklist • Emergency phone numbers • Evacuation kit • Personal kit

40. Essential Phone Numbers • Police (911 and non-emergency) • Fire (911 and non-emergency) • Building maintenance • Emergency contacts for staff • Your boss • Helpful neighbors

41. Follow-Up After • Take care of your staff • Take care of the library • Pursue incident with higher authority • Training needed? • Review of policy needed? • Resources needed? • Thanks and kudos!

42. Manager Hats • Boss • Collection builder • Service provider • Public face • Building maintenance • Problem solver • Incident commander • oh, sometimes Librarian too!

43. Say oh wise man how you have come to such knowledge? Because I was never ashamed to confess my ignorance and ask others. - Johann Gottfried Von Herder, critic and poet (1744-1803)

44. Ask Me! Hillary Theyer Torrance Public Library (310) 618-5953 librarylady16@yahoo.com

45. Thank you!Please fill out your evaluationsTake your certificate