Draft

BOARD OF TRUSTEES

Meeting Agenda

I. CALL TO ORDER

II. PLEDGE OF ALLEGIANCE

III. LIAISON REPRESENTATIVE COMMENTS

IV. PUBLIC COMMENTS**

* V. CONSENT AGENDA A. Approval of Agenda B. Approval of Minutes – March 16, 2017 C. Request for Late Opening of East Grand Rapids Branch at 10:30 AM on Saturday, June 24, 2017 to accommodate the Reed’s Lake Run.

* VI. FINANCE REPORTS – March 2017

VII. LAKELAND LIBRARY COOPERATIVE REPORT

VIII. DIRECTOR’S REPORT – March 2017

IX. NEW BUSINESS A. Review of the 1st Quarter 2015-2017 Strategic Plan Report

B. Clinical Services – Brian Mortimore C. Issue Analysis: Networking Equipment Core Replacement 2017 (first reading) D. Issue Analysis: Business Class Internet Services 2017 (first reading) E. Issue Analysis: Networking Equipment Racks 2017 (first reading) F. Issue Analysis: Meraki Equipment 2017 (first reading) G. Issue Analysis: Programming Manager (first reading)

X. LIAISON REPRESENTATIVE COMMENTS

XI. PUBLIC COMMENTS**

XII. BOARD MEMBER COMMENTS

XIII. MEETING DATES Regular Meeting: Thursday, May 18, 2017 – KDL Meeting Center – 4:30 p.m.

* XIV. ADJOURNMENT * Requires Action ** According to Kent District Library Board of Trustee Bylaws, Article VII, Item 7.1.3, “Public comments will

be limited to 3 minutes per person or group and 15 minutes per subject.”

LOCATION: KDL Meeting Center (814 West River Center NE, Comstock Park, MI 49321)

DATE: Thursday, April 20, 2017 at 4:30 p.m.

Kent District LibraryBalance Sheet

101 - Operating FundAs of 3/31/2017

Balance

AssetsPetty Cash 1,784.43 Cash - Opening Drawers 3,606.45 Cash - Operating 535,883.60 Cash - Investments 21,125,472.35 EGR-Dumond Trust 10,243.52 Cash-Foundation 351.00 EGR - Nelson Trust 43,086.35 Accounts Receivable 265,775.68 Prepaid Expenses 82,207.53

Total Assets 22,068,410.91

LiabilitiesAccounts Payable 164,777.46 Jeans Day Contributions 260.00 Local Funds-Restricted 351.00 Due to Patrons 12,026.48 Deferred Inflows 265,775.68

Total Liabilities 443,190.62

Fund BalanceFund Balance - Non-Spendable 84,947.53 Fund Balance - Assigned by Contributors 328,511.25 Fund Balance - Restricted by Contributors 53,329.87 Fund Balance - Unassigned 4,689,773.99 Fund Balance - Committed - Capital Projects 2,815,300.11 Other 13,653,357.54

Total Fund Balance 21,625,220.29

Total Liabilities and Fund Balances (22,068,410.91)

Date: 4/6/17 03:40:25 PM Page: 1

         

                    

Quarterly Cash PositionQuarter ended March 31

2017 2016

Account Rate Amount Rate Amount0.300% $535,883.60 0.150% $444,579.700.180% $1,179,458.90 0.172% $1,728,015.320.845% $19,743,370.16 0.579% $18,052,732.261.045% $255,973.16 1.050% $253,523.65

$21,714,685.82 $20,478,850.93

* Includes Trust Pooled fund balances

NOTE:  Totals do not include Petty Cash or Branch Cash drawer balances

*Kent County Pooled FundsFirst National Bank of CD

Huntington Checking AccountHuntington Investment Account

AccountHuntington Checking AccountHuntington Investment Account*Kent County Pooled FundsFirst National Bank of CD

Checking Account 2% Investment Account 9%

Pooled Funds 88%

CD 1%  

Checking Account 3% Investment Account 5%

Pooled Funds 91%

CD 1%

Kent District LibraryStatement of Revenues and Expenditures - Consolidated - Grouped

Operating Fund - 101From 1/1/2017 Through 3/31/2017

Quarter Ended2016 First

Quarter Ended2017 First

2017 Budget Actual Variance2017 Budget to

RemainingPercent

Revenue100 Tax Revenue 19,927,624.88 19,091,501.91 20,503,733.04 1,412,231.13 6.89%120 State Sources 20,537.00 20,676.86 357,514.00 336,837.14 94.22%140 Charges for Services 28,839.72 33,756.76 141,000.00 107,243.24 76.06%150 Fines and Forfeitures 66,241.22 43,591.42 450,000.00 406,408.58 90.31%160 Interest and Rentals 3,310.19 18,704.90 57,470.00 38,765.10 67.45%170 Other Revenue 69,975.01 160,209.47 836,446.00 676,236.53 80.85%

Total Revenue 20,116,528.02 19,368,441.32 22,346,163.04 2,977,721.72 13.33%

Expenditures210 Salaries and Wages 2,068,371.61 2,230,090.83 10,375,018.55 8,144,927.72 78.51%220 Employee Benefits 880,695.31 968,329.82 3,138,181.41 2,169,851.59 69.14%230 Supplies 56,117.88 55,535.06 377,747.68 322,212.62 85.30%240 Prof & Contractual Services 249,181.20 581,453.97 1,514,148.40 932,694.43 61.60%260 Other Services/Charges 649,916.43 647,432.49 3,401,602.00 2,754,169.51 80.97%270 Collection Expense 581,401.99 735,253.72 1,278,800.00 543,546.28 42.50%280 Capital - Collection 492,476.25 446,631.61 1,775,820.00 1,329,188.39 74.85%290 Capital - Technology 162,521.95 8,811.28 875,000.00 866,188.72 98.99%300 Capital - Office Equip & Furn 38,776.00 41,545.00 74,845.00 33,300.00 44.49%

Total Expenditures 5,179,458.62 5,715,083.78 22,811,163.04 17,096,079.26 74.95%

Excess Revenue Over (Under) Expenditures 14,937,069.40 13,653,357.54 (465,000.00) (14,118,357.54) 3,036.21%

Date: 4/11/17 03:19:25 PM

Page: 1

         

                    

Quarterly Revenues and ExpendituresQuarter ended March 31

Budget to Actual with Prior Year Comparison Comparative Percentages Current & Prior Year

Revenues Account Amount2016 Actual 2016 YTD Revenues 84.9%2017 Actual 2017 YTD Revenues 86.7%2017 Budgeted

2016 YTD Expenditures 23.9%Expenditures 2017 YTD Expenditures 25.1%2016 Actual2017 Actual2017 Budgeted

$5,179,458.62$5,715,083.78

$22,811,163.04

$20,116,528.02$19,368,441.32$22,346,163.04

$0

$5

$10

$15

$20

$25

2016Actual

2017Actual

2017Budgeted

2016Actual

2017Actual

2017Budgeted

Millions

Revenues                                                  Expenditures

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

2016 YTD Revenues 2017 YTD Revenues 2016 YTD Expenditures 2017 YTD Expenditures

Comparative Percentages Current & Prior Year

Kent District LibraryCheck/Voucher Register

11007 - Cash - OperatingFrom 3/1/2017 Through 3/31/2017

Chec... Vendor Name Check Amount Check Date

70387 KENT COUNTY TREASURER 3,200,000.00 3/9/201770414 OVERDRIVE, INC 200,000.00 3/9/201770476 BIBLIOTHECA, LLC 148,170.48 3/23/201770554 PRIORITY HEALTH 114,959.96 3/23/201770525 INTERPERSONAL FREQUENCY 51,987.50 3/23/201770359 EVERSTREAM HOLDING LLC- MICHIGAN 46,401.48 3/9/201770524 INGRAM LIBRARY SERVICES LLC 41,358.46 3/23/201770413 OPEN SYSTEMS TECHNOLOGIES 39,000.00 3/9/201770474 BAKER & TAYLOR 29,161.94 3/23/201770547 MIDWEST TAPE 24,164.05 3/23/201770512 LINKEDIN CORPORATION 20,000.00 3/23/201770383 INGRAM LIBRARY SERVICES LLC 17,454.44 3/9/201770445 CITY OF WYOMING - TREASURER'S OFFICE 15,385.13 3/9/201770388 CITY OF KENTWOOD 15,361.88 3/9/201770348 BAKER & TAYLOR 15,069.40 3/9/201770363 CUSTER OFFICE ENVIRONMENTS 13,622.00 3/9/201770405 MIDWEST TAPE 12,613.76 3/9/201770366 CITY OF EAST GRAND RAPIDS 10,106.25 3/9/2017

Report Total 4,014,816.73

Date: 4/11/17 09:05:21 AM

Page: 1

DIRECTOR’S REPORT March 2017

BRANCH UPDATES Alpine

• There are a few major staff changes happening at the Alpine branch. In April, Library Assistant Donna Meyering will be retiring from the branch after 23 years of service to KDL. Youth Paraprofessional Anne Bartch will replace Donna after she retires. Anne started the week of March 13. Her training plan includes time with circulation managers, youth specialists and branch staff. Alpine staff will miss Donna but are very excited to have Anne as part of the team.

Alto • Branch Manager Sandy Graham and her dedicated team have completed another communitywide

celebration of reading last month. The branch worked with Alto Elementary and other local organization to celebrate March is Reading Month. This year their theme was Rock and Read the book Rock and Roll Library by Sigmund Brouwer, an author who recently visited Lowell Area elementary schools (courtesy of the local Lions Club). Special t-shirts with the Rock and Read logo were made. This year Katie L. even got to wear one when she visited local schools!

• The school designed a calendar with a reading activity for every school day (KDL was on there a few times)! Every weekday branch staff called a local student between 5:30 PM and 7:30 PM to see if they are reading. If the student was “Caught Reading” they won a prize!

Caledonia • Youth staff at the Caledonia branch are keeping busy. They are currently working to set up

LEAP visits, with the local schools. They have also updated the Teen Area, adding some great posters to the endcaps. In addition, they continue to engage 5th grade students at Paris Ridge Elementary with STEM concepts, recently investing in Keva Planks for their visits and for other programming. Based on numbers the branch added an additional Toddler Time session on Mondays. The team is also busy working on a weekly outreach program to present at Camp O’Malley, the Boys and Girls Club camp near the library.

• The branch has a new team member, Aimee Jodoin. Aimee joins KDL from the Circulation Sub Pool.

Cascade • The week of the severe windstorm in March was quite busy for Cascade. That Wednesday

morning the branch experienced a few flickering lights and internet access had to be rerouted by IT to a different fiber line. The neighborhoods surrounding the library, however, fully lost power, and by evening much of southeast Kent County was powerless. Staff dug out every power strip available along with extension cords to be able to provide a plug for devices. They changed the message on the electronic sign inviting people in for power and posted a large sign at the entrance offering device powering assistance. By Wednesday afternoon, every chair was filled and every outlet had a plug. Branch Manager, Diane Cutler, opened the Wisner Center for quiet study as people needed to continue to work, despite not having power. On Thursday morning, a Facebook post on a Caledonia community page invited people to visit the Alto, Caledonia or Cascade branches. Wisner Center was opened again for visitors from Barry and Ionia Counties. Cascade’s Wednesday visitor count was almost double the norm. Staff felt good being able to help people with basic services, if only for a few hours.

Comstock Park • Comstock Park has started two new programs to meet the needs of underserved populations that

frequent the library. The first program is a monthly activity session using KDL LAB materials for developmentally disabled adults. They are holding the program in cooperation with the Alpine branch. When Alpine does the homeschooling program, Comstock Park does the program for the DDA group, and vice versa.

• To serve Spanish-speaking families, the branch has started a bilingual story time led by local volunteer group Bebe Bilingual of Grand Rapids.

East Grand Rapids • The crew at EGR is working out a way to divide the KDL LAB into two parts. They would like

to offer more options for upper elementary students, but they cannot have activities designed for 7 – 10-year-old children in the space smaller children play in. Many of those activities involve electronics that are quite easily broken or have more complicated parts. To offer activities for both age groups in one space, they would have to designate times for the older children and not allow the smaller children in the Lab. However, they do not want to disappoint the younger children who are used to playing with building blocks currently housed in the space. Staff believe the best option is to divide the space with a mobile divider to accommodate activities for both age groups.

Gaines • The wonderful staff at the Gaines Township branch have been busy reaching out to patrons in

creative ways and making their library more engaging and inviting both inside and out! Youth Services Paraprofessional, Ashley Johnson, helped Greg Lewis from the Kentwood branch with The Diatribe poetry event at Cross Roads High School, an alternative high school in the Kentwood Public School district. Tisha Wells presented a LEAP into Reading program at Dutton Elementary to help encourage first graders to get cards and to visit the library. Several parents and children have visited the branch to pick up library cards for their children as a direct result of this outreach.

• There is a new library volunteer, Jennifer, helping out at the Gaines Township branch. Jennifer is an avid library user and often visits the library with the caregiver from her group home. She has been helping with dusting, watering plants, filling birdfeeders, and inspecting and cleaning returned DVD’s. She loves being there and has made beaded names bracelets for all of the staff members. Just the other day she gave Anjie a big smile and said, “You love having me here, don’t you!”

• Adult Librarian Beth Green’s book picks were recently featured in the Reader’s Lounge feature in Women’s LifeStyle Magazine.

• The township will be removing several dead trees from the branch’s landscaping this month. When they are gone, staff plan on using this freed up space near the library entrance to debut a KDLville Outside play space this summer. Ashley and Tisha are looking for early literacy and STEM-based outdoor activities for this new area. Anjie plans on working with the River City Wild Ones to have some natural plantings added to this area, as well as a raised garden bed to help showcase plants from KDL’s Seed Library program.

• A jigsaw puzzle table has been added to the interior lobby. It has been a huge hit with patrons of all ages. There is always someone working on the puzzle. Staff have been approached by several patrons wanting to donate puzzles to the library.

• The very talented Circulation Assistant, Shari Piccard, made some new stand up book characters to decorate the youth area.

Grandville • March was a very busy month at the Grandville branch. On March 11 the branch hosted its Battle

of the Books program. This program has grown too big for the middle school auditorium so this year they moved to the high school, where they hosted 33 teams, with 172 kids/40 adult coaches, boasting 1,032 books read and 500 spectators. It was a fun-filled and competitive day celebrating the love of reading.

• On March 27th and 28th, KDL staff held a combined Grandville and Wyoming reads community reading event focused on All American Boys by Brendan Kiely and Jason Reynolds, as well as Ghost by Jason Reynolds. Staff did seven separate school visits and one public presentation at the Wyoming branch with the authors over a two-day period. Upwards of 3,000 middle school and high school students read the two books and were able to meet the authors. It was an amazing time with countless stories about how these students were inspired.

ADMINISTRATION KDL Meeting Center

• KDL has been busy renting out the Meeting Center in March! In one day KDL hosted a meeting for Mason Dynamics for over 120 people, an LLC meeting, and a WMU Alumni Event. The day went great and the Mason Dynamics has committed to using our facility again next year for their event.

• Marketing for the Meeting Center has ramped up. The MC is on the website banner, postcards went out to nearby businesses, Calli did a segment on the Shelly Irwin show and Fox’s Morning Mix, and KDL will be featured on the Experience GR website for Meeting Room Rentals. The website helped in securing three more reservations and the digital sign is still bringing in potential customers.

KDL Service Center • Spring Cleaning has begun in the Service Center. The overhead ducts were in desperate need of

cleaning (it hasn’t been done since the building was bought)! Although staff had to move many items to prepare for the cleaning they were grateful to be breathing clean air again. Some other projects scheduled will be floor cleaning and outside window washing.

• The parking lot is still waiting to get done. In order to get started the land needs to be somewhat dry and the weather has not been on our side to start the project. Here’s to hoping for a dry April!

• Another issue that the Service Center has recently encountered is flooding in the back dock area which is coming under the wall into the Service Center. This issue needs to be addressed before it hits any electrical in the floor or damage any of our materials. More than likely new drainage will need to be put in in order to solve this issue.

o With all the rain our roof could not hold up! Patron Services had an unwelcomed shower but the good news was there was no damage done. The roofers came out and fixed three holes that had developed. Once again here’s hoping for a dry April!

o New vending machines were installed in the break room in March and staff are loving having fresh food and the variety of choices.

o Patty Matter food truck came to the Service Center on March 22nd and staff were able to get their lunch right outside the door. The local area businesses were also invited to come over and many of them joined. Patty Matters had such good business that they are making a return on April 28th from 11am to 1pm.

KDL Presents: SUPERPARTYWONDERDAY – August 12, 2017 • Everything featured at SUPERPARTYWONDERDAY is meant to get those in attendance

excited about KDL’s nontraditional, lesser known materials and programs such as KDaLe, KDL’s Local Indie Collection, KDL Cruisers, and KDL’s Library of Things. Most people know that they can visit the library to borrow a book, but not everyone knows that they can visit the library and pick up a ukulele or a GoPro camera – this festival aims to change that.

o In March, Calli Crow, Kip Odell and David Specht met with two employees of Kent County Parks to tour The Meadows at Millennium Park, which is where SUPERPARTYWONDERDAY will be held at. This brand new section of the park features a large, covered pavilion, vast grassy areas, easy access to bike/walking trails and water, and ample parking for visitors. The area not only looks awesome because it is new but is also relatively unknown, making it an even more exciting experience for those in attendance as it will likely be the first time they’ve been there.

o Integral to the success of SUPERPARTYWONDERDAY are the volunteers, of which there will need to be approximately 100. This festival will be the first large-scale volunteer event organized by Calli Crow and will serve as a great opportunity to get new volunteers fired up about joining the KDL family and becoming long-term volunteers.

The BikeKDL Committee • BikeKDL, a group of KDL staff concerned with all things bike-related, has been preparing for

the launch of KDL Cruisers on May 1, 2017. This year, nine KDL locations including the Service and Meeting Center will have four or more bicycles. More universal fit bikes (“step-thrus”) will be available, as well as branch-specific literature with trail maps and safety tips. Branches with Cruisers will also house basic tools such as air pumps for simple fixes to keep riders rolling. The BikeKDL Committee will provide support to the KDL Cruisers program this year to increase circulation and promote safety and education.

Active Commute Week 2017 • ACW is coming up and BikeKDL Coordinator Calli Crow has been attending planning meetings

as a KDL representative. Look for communications from BikeKDL as KDL gears up to participate again this year to defend its 2016 title for Organization with the Most Trips.

Traffic Skills 101 Smart Cycling • Courses are running May through September 2017 at the KDL Service and Meeting Center.

KDL is sponsoring these courses brought to the community by Greater Grand Rapids Bicycle Coalition and the City of Grand Rapids. Promoting bicycle safety and education is an important part of KDL’s designation as a Bicycle Friendly Business.

The Volunteer Program • KDL is working to launch a new centralized, volunteer pool that will match resources with

branch needs. The first step is setting up Volunteer Hub with locations, job postings, and special event volunteer calls. The soft launch is slated for this summer with three branches using Volunteer Hub for Teen Crew scheduling, hours tracking, etc. Staff plan to use VolunteerHub to track SuperPartyWonderDay and Literary Libations volunteers.

The Seed Library • The Seed Library is up and running. There were 10 shifts of 4-8 volunteers, over 150 hours of

packaging, and over 5,000 sample seed packets distributed to the branches. This year KDL had a

great group of knowledgeable, industrious volunteers working on the project! Word on the street is that the Seed Library is being used a lot more this year than it was last year.

WHAT’S GOING ON AT KDL KDL Catalog

• Workflows will need an upgrade in the near future. Sheri is going to see if SirsiDynix (or another SirsiDynix library) has a good implementation checklist KDL can use for its own purposes.

• New 2D/3D scanners are being used at Wyoming to scan Driver’s Licenses and populate new patron accounts. The hope is that this will help cut down on the time registration currently takes. This could be a 2018 budget request for all branches.

• A requisition will soon be completed to purchase 18 electronic signature pads to use with library accounts. This will remove the need for KDL to keep an archive of paper registrations (with the patron’s signature). This archive is a record retention policy that is a state requirement. A pilot and procedures with Patron Services will take place first.

• Update on issues: o The Trap Holds feature in MobileCirc is broken. Staff have been asked to discontinue use

of this feature. Background: Staff began noticing this two weeks ago when patrons were notified

their holds were ready for pickup when they were really in transit on the way to the library.

It was discovered that 590 instances took place on a Friday where the iPads were incorrectly putting items on the hold shelf. This was corrected when the holds were processed on a staff machine for the receipt (to transfer the items to another branch). But in many cases this didn’t happen until the patrons were already notified (or checked their account online).

Patron Services staff personally called all patrons affected to notify them of this mistake.

The Solution: KDL staff have been working with SirsiDynix to run a variety of tests at several branches to determine how to fix it.

Other SirsiDynix libraries are not reporting this. Circulating Hotspots

• KDL’s circulating hotspots are circulating well in their six locations. Reports are high that people are experiencing slow connections. It has been determined that once the 25G is used up for the month, the speed goes down to dialup speed until the accounts are reset on the 13th of each month.

• Managers are keeping returned hotspots until the reset date, at which point they are released for holds. Managers are showing patrons how to check the data and including laminated instructions with each hotspot.

KATIE KUDOS

• Ashten Wilkey – Ashley was nominated for not screaming like a crazy person while at the Wyoming branch! Jill Anderson nominated Ashten, noting that “she’s been dealing with a group of kids that have recently been coming into our branch and making all sorts of trouble. She has been doing an amazing job of being tough when she needs to be, yet remaining kind and welcoming to these kids, who continue to show disrespect. This weekend, I saw a friend of mine (who is also a patron at our branch) who saw Ashten dealing with these kids, and she stopped to tell me how impressed she was with the way Ashten dealt with a tough situation.”

• Jessica Grassmid – Jessica was nominated for going above and literally beyond the doors of KDL to do good deeds! Betsy Riddell nominated Jessica at Caledonia when she “got a call from a lady who had recently had hip replacement and was calling from her car out front to get her holds. Jessica ran outside, got her card, ran back in, checked the items out for her and then ran them back out to a very happy patron!”

• Kaitlyn DeKruyter & Vanessa Walstra – Kaitlyn and Vanessa were nominated for being crafters extraordinaire in EGR! Toby Schuler wrote, “Mere words cannot describe the amazing things Kait and Vanessa have accomplished. They have been decorating the branch with attractive, three-dimensional crafts – large snowflakes, lantern lights, and raindrops. Currently, the patrons are dazzled by their hot air balloons that hang from the ceiling! With their tasteful whimsy, they are truly making KDL (and America) great again!”

PRAISE FROM PATRONS

• In March, a patron went into the Alpine branch and commented on how they are now open on Thursday. Upon explaining why the branch is open on Thursday and how long they have been open that day, the patron replied that they really appreciate the Thursday hours.

• Last month, a woman from South India (and current Byron resident) stopped by the service desk at the Byron Township branch to let staff know how wonderful the library is and how amazed she is that all of KDL’s services are available free of charge to everyone. She indicated that when she lived in India, libraries weren’t nearly as abundant and only offered a fraction of the services KDL offers. She also said she had to purchase a membership in order to use their libraries. She said she was grateful that she and her children had the opportunity to take advantage of such a valuable resource in her own community.

• Recently, the teacher of a class that recently hosted a library outreach event told Byron Township branch staff a story about how one of her students was super excited to go to the library after KDL’s visit and get her first library card. However the student now mistakenly refers to it as her “library credit card”.

• A patron went to the Comstock Park branch last month looking for a title that a staff member had booktalked during a class visit. She said that one of her sons was really struggling to read and to find anything that he liked. Thanks to the books he found at KDL, he’s an avid reader now.

• In March, staff at the East Grand Rapids branch received this email from a patron: “Dear EGR youth staff, I just wanted to send an email to say thank you for the recent book choices at children's storytime on Thursdays (with Miss Emily). My son and I always love the book choices. While he might not notice, I've paid attention to the Mem Fox books chosen, especially "Whoever You Are". 💜💜 I continue to teach my 3 sons the importance of diversity and inclusivity. I'm thankful that they can get this lesson from our local library as well. Thank you and I will continue to support the libraries in our community”

• A high school student arrived at the Lowell branch in a panic the day after the major wind storm in March. She didn’t have power at home and needed to finish her sewing project for their robotics team mascot costume. Not only did she get a chance to use the branch’s space, but she was able to check out the sewing machine to complete the steampunk outfit. A few hours later,

her creation was complete and she exclaimed that branch staff were lifesavers. The Facebook post staff wrote has been shared multiple times and people are commenting on how cool they think it is that KDL offers the use of a sewing machine in the library.

• At her last outreach visit to a local kindergarten class before their spring break, Plainfieldbranch’s Youth Librarian promised each child who came to visit her at the library a specialsurprise. So far she’s had three come in and their break has barely started! One mom told her“You encouraged them to visit the library over spring break so FIRST THING we had to comehere!”

• Recently Zandra Blake from Plainfield attended the memorial service for one of their patrons and met someone who recognized her from the library. She said that the Plainfield branch was her favorite place to visit, as she loves the “homey” feel and friendly, helpful staff. She thinks the branch staff are all absolutely wonderful.

• The Plainfield branch continues to receive such positive responses to the adult reading program.In March, a patron who was super excited to get her Let It Snow mug exclaimed that she lovescoffee so much that her friends on Facebook tag her with any post that is about coffee!

• Last month, Carolyn Bachan sent a thank you card for the assistance she received when shebrought her laptop computer into the Walker branch. During her visit to the branch, staff wereable to troubleshoot her laptop issues and ensure there was no virus on the device. She wasincredibly thankful to be able to receive this service.

KDL STATS

UPCOMING MEETINGS AND EVENTS OF INTEREST BOARD MEETINGS DATE TIME LOCATION KDL Regular Board Meeting Thur., May 18, 2017 4:30 PM KDL Meeting Center KDL Regular Board Meeting Thur., June 15, 2017 4:30 PM KDL Walker Branch KDL Regular Board Meeting Thur., July 20, 2017 4:30 PM KDL Meeting Center KDL Regular Board Meeting Thur., August 17, 2017 4:30 PM Krause Memorial Branch OTHER MEETINGS DATE TIME LOCATION KDL Dev. Board Meeting Wed., April 26, 2017 12:00 PM KDL Service Center KDL Pension Board Meeting Wed., May 10, 2017 1:00 PM KDL Service Center KDL Dev. Board Meeting Wed., May 24, 2017 12:00 PM KDL Service Center KDL Dev. Board Meeting Wed., June 28, 2017 12:00 PM KDL Service Center EVENTS DATE TIME LOCATION ALA 2017 Annual Conference June 22 – June 27, 2017 Varies Chicago, IL MLA 2017 Annual Conference Oct. 18 – Oct. 20, 2017 Varies Lansing, MI

STAFF CHANGES & ANNIVERSARIES April 2017

NEW APPOINTMENTS POSITION EFFECTIVE

Michele Justema Youth Paraprofessional – Walker April 17

DEPARTURES POSITION EFFECTIVE

Oscar Chrin Patron Services Associate – Service Center April 14

Tiffany Decker Circulation Assistant – Alto April 18

PROMOTIONS & TRANSFERS FROM TO EFFECTIVE

Katie Mitchell Substitute Circulation Assistant

Circulation Assistant – Tyrone Township March 6

Jackie Jurgens Substitute Circulation Assistant Circulation Assistant – Cascade March 20

Adam Marth Substitute Circulation Assistant

Circulation Assistant – Wyoming March 26

Aimee Jodoin Substitute Circulation Assistant

Circulation Assistant – Caledonia March 27

Janelle Mitchell Shelver – Plainfield Circulation Assistant – Plainfield April 3

OPEN POSITIONS TYPE

Senior Network & Systems Engineer – Service Center Full-time

Executive Assistant – Service Center Full-time

Patron Services Associate – Service Center Part-time

Circulation Assistant – Alto Part-time

Shelver – Plainfield Part-time

Adult Paraprofessional – Spencer Township Part-time

Summer Library Interns – various branches (18 positions) Temporary

EMPLOYEE ANNIVERSARIES (MAY) BRANCH OR DEPARTMENT LENGTH OF SERVICE

Chris Lohman Byron Township 17 years

Marisa DeMoor Kentwood 16 years

Lynn Goldberg Plainfield 11 years

Toby Schuler East Grand Rapids 11 years

Laurie Winkler Collection Services 11 years

Sara Magnuson Nelson Township/Sand Lake 10 years

Denise Wohlferd Krause Memorial 10 years

Liz Wierenga Plainfield 8 years

Lori Gerard Englehardt 7 years

Pete Lewandoski Kentwood 7 years

Lance Werner Administration 6 years

Ashley Johnson Gaines Township 5 years

Eric Schweibert Comstock Park / Alpine 5 years

Maria Page Cascade 4 years

Angela Culp Kentwood 3 years

Linda Grit Byron Township 2 years

Vivi Hoang Communications 2 years

Katherine Smith Cascade 2 years

Trina DenBraber Spencer Township / Tyrone Township 1 year

Lindsey Dorfman Administration 1 year

Jill Essenburg Collection Services 1 year

Teresa Fifield Substitute Circulation Assistant 1 year

Bethany Hart Nelson Township 1 year

Trish Reid East Grand Rapids 1 year

Board of Trustees Attendance

2017

(X = present)

Shirley Bruursema

Lee Cook

Andrew Erlewein

Charles Myers

Carol Simpson

Penny Weller

Craig

Wilson Sherrie Barber Willson

January 19 February 16 March 16 VACANT April 20 VACANT May 18 June 15 July 20 August 17 August 24 September 21 October 19 November 16 December 21

Board Participation via Conference Call or WebEx

Trustee Name Meeting Date

Trustee Name Meeting Date Shirley Bruursema January 19, 2017

Strategic Plan 2017 Quarterly Report– March 2017

__________________________________________________________________________________________________________________________

The following 2017 Activities are in addition to those originally outlined in the 2015-2017 Strategic Plan. The new activities below are proposed to help the library achieve the desired Outcomes related to KDL’s service priorities. Ongoing activities identified in the original Plan will continue. For instance, KDL will continue to offer environments and activities that make reading and learning how to read fun, and the library will continue to offer and improve upon creative opportunities like the write Michigan short story Contest and the Teen Film Festival. Strategic Plan Service Priorities KDL ENGAGES THE COMMUNITY ACTIVITIES ☒ By January 2017, the KDL Service Center will be recognized as a Bicycle Friendly Business by the

League of American Bicyclists promoting bike culture through the KDL Cruisers program, sponsoring Active Commute Week and having bicycle friendly amenities for employees. Plans to expand to additional branches will also be included. [Administration]

☐ By January 2017, KDL will add one new adventure per month to the Vamonde app, offering residents a unique way to engage with their community history and current events. [Communications Department]

☐ By April, 2017, KDL will create STEAM specific outreach tubs that guarantee availability for outreach events. [KDL Lab Workgroup]

☐ By May 2017, KDL will craft a new 3-year strategic plan using Design Think processes that will include research and feedback from local communities and staff focus groups. [Administration]

☐ By June 2017, KDL will launch The Leadership Circle, a major donor initiative inviting community members with capacity and inclination to support the programs and services of KDL at a leadership level by learning more about our impact in the community and the importance of their support. [Fund Development Manager]

☐ By summer 2017, KDL will partner with Friends of the White Pine Trail to build a White Pine Trail Rest Stop on the trail near the Service Center. Amenities may include a bike repair station and a Little Free Library. [Manager of Community Engagement]

☐ By August 2017, KDL will embark on a videogame project to circulate videogame consoles in the Library of Things. [Director of Innovation and User Experience]

☐ By September, KDL will create partnerships with local experts who are willing to share their knowledge and present on STEAM based topics and help with programs. [KDL Lab Workgroup]

☐ By September 2017, KDL will apply a software upgrade to What’s Next so it will better integrate with the CORE database (KDL StoryCompass) down the road. [Collection Development]

☐ By December 2017, the KDL Collection Development team will work to increase the public’s awareness of the KDL collection and what they love. This could include video book talks, radio or TV spots plus assisting the Materials Advisory Workgroup on keeping the KDL Recommendations website fresh and frequently updated.

☐ By December 2017, the Social Media Workgroup will review and update the social media content plans by evaluating the reach and engagement of our social media outlets.

KDL CREATES YOUNG READERS ACTIVITIES ☒ By March 2017, the Summer Reading Workgroup will assess summer reading programming and

refresh concepts for 2017. Clear expectations for all levels and types of programs will be developed. ☐ By September 2017, KDLville playspaces will have an increased focus on the early literacy practice of

“Writing” by providing funding and purchase suggestions to all KDL branches. [Early Literacy Workgroup]

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☐ By December 2017, the Early Literacy section of www.kdl.org will be fully updated to current KDL design standards and will provide new ideas and printable items that promote early literacy skills to create young readers. [Early Literacy Workgroup]

☐ By December 2017, marketing of KDL’s early literacy services will result in a 25% increase in web traffic to KDL’s Early Literacy website and increase subscription to KDL’s Early Lit Bits eNewsletter. [Communications Department]

KDL SUPPORTS LEARNING ACTIVITIES ☒ By February 2017, increase the selection of core classes associated with the Teen Film Festival, to

encourage creative group collaboration and build on the Festival’s mission to educate young filmmakers. [Teen Programming Workgroup]

☐ By June 2017, 2,000 children will have completed KDL’s new reading program “KDLand” aimed at promoting reading for fun in grades K–3. [Communications Department & Youth Services]

☐ By September 2017, Increase activities available to patron at drop in physical KDL LAB spaces in the branches. [KDL Lab Workgroup]

☐ By September 2017, KDL will incorporate a BBQ cook-off into the summer reading events for adults. [Adult Programming Workgroup]

☐ By December 2017, develop a group of ongoing programs that introduce STEAM concepts to children ages 6 and younger, providing a foundation for the continued learning of these concepts in school. [Youth Programming Workgroup]

KDL CULTIVATES CREATIVITY ACTIVITIES ☐ By April 2017, have expanded the outreach aspect of the Teen Poetry Contest to include additional

poets and/or additional schools, to further reach our youth community. [Teen Programming Workgroup]

☐ By April 2017, the Write Michigan Short Story contest will include a Spanish-language story component for all ages with reviewers and judges. [Manager of Communications and Programming & Director of Innovation and User Experience]

☐ By September 2017, through active participation and content development for the burgeoning website www.cultured.gr, KDL will become an integral partner in the greater Grand Rapids arts and cultural scene, promoting arts education and creative programming at KDL and enhancing opportunities for partnership with cultural organizations. [Communications Department]

KDL SERVES SENIOR CITIZENS ACTIVITIES ☒ By February 2017, the Tech Trainers will develop a document to keep track of their recent and

ongoing outreach activities to senior citizens, and show it to the Manager of Community Engagement. ☒ By March 2017, KDL will revive the popular winter reading program for adults. Let It Snow 2.0 will

take advantage of the kdl.READsquared.com service and promote the library collection by encouraging adults to explore stories beyond their usual genres. [Adult Programming & Materials Advisory Workgroups]

☐ By April 2017, consolidate better outreach practices to reach Senior Citizens; this information will be shared with KDL staff. [Manager of Community Engagement]

☐ By May 2017, strengthen the KDL volunteer program making it more efficient for staff and engaging for Senior Citizen volunteers. [Director of Branch Services and Operations]

☐ By Fall 2017, the KDL Outreach Department will take over this service from the Patron Services Department and expand this service to Senior Meals on Wheels clients from one route to ten routes. [Manager of Community Engagement]

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ORGANIZATIONAL COMPETENCIES – ANNUAL GOALS COLLABORATION: KDL staff members, departments, branches and partner organizations work together on common goals, communicating regularly. ☐ By March 2017, implement a new Programming model that works for multiple branch and staffing

sizes to be in place for one year. This model will be based on a Design Think prototype developed by a staff team in the Fall 2016. [Manager of Communications & Programming with the Director of Innovation & User Experience] [New deadline: December 2017]

☐ By June 2017, KDL will convene a team to investigate options to develop an app for KDL (and other libraries) using RFID technology which will offer an interactive library experience finding library material and readalikes at each branch location. This team will include KDL staff and local talent with knowledge [Director of Innovation and User Experience with Interim IT Director]

☐ By June 2017, KDL will investigate and begin to implement recommendations for improving quarterly publications. [Manager of Communications & Programming, Director of Branch Services and Operations, Director of Innovation and User Experience & Branch Managers]

☐ By October 2017, Kent District Library will enhance our existing partnership with Great Start, promoting storytimes using Every Child Ready to Read and our evaluation process as a best practice for families with children age 0–3. [Fund Development Manager]

☐ By December 2017, KDL will begin offering Design Think sessions to area libraries in addition to KDL teams as they work to offer innovative library services and problem solve barriers to service. [Director of Innovation and User Experience]

CONVENIENCE: We leverage technology and processes to enhance our internal and external customers’ experience. ☒ By February 2017, assess summer reading incentives in terms of an appealing prize selection for all

levels as well as space allocation available at the Service Center. [Summer Reading Workgroup & Communication Department]

☒ By March 2017, investigate a new solution to manage the Circulating iPads at Rockford and Lowell who will have their 3-year old iPads replaced. This solution would then be implemented at other locations (or as needed) in 2018. [IT Department]

☐ By May 2017, continue our efforts of bringing KDL to Farmers Markets to keep promoting our programs (Summer Reading) and other services. Explore other options and requests to bring Summer Reading to area schools as well as other popular community events (i.e. concerts in the park). [Manager of Community Engagement]

☐ By June 2017, Introduce Instant Message options to improve internal communication between branch staff, Patron Services and Administration. [IT Department]

☐ By July 2017, continue our strategic partnership with Gerald Ford Airport, bringing digital content to travelers, reaching new patrons and promoting our digital collection. [Manager of Community Engagement]

☐ By September 2017, develop a plan to offer a Free Library to a Hospital, a service to reach patrons in need of reading materials and a way to promote KDL library program and services. [Manager of Community Engagement]

☐ By November 2017, continued emphasis on KDL’s infrastructure including, building out Servers, Switches, and IT Personnel to provide improved performance and redundant infrastructure to minimize outages of critical systems. [IT Department]

FLEXIBILITY: We continuously evaluate operations and services to ensure they enable strategic priorities, making improvements when identified. ☐ By June 2017, Branch Managers will shop at least one other branch evaluating customer service set

ups at each facility to encourage a welcoming environment. [Director of Branch Services and Operations & Director of Innovation and User Experience]

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☐ By August 2017, the Materials Advisory Workgroup will offer flexible materials advisory through the development of website-based materials advisory tools and KDL StoryCompass, a Materials Advisory database for the staff and public.

☐ By September 2017, Complete Technology Refresh for the SE Quadrant branches with new Patron Machines & Monitors, Staff Machines & Monitors, Phones, Faster Wifi Access Points, Switches, and other necessary technology. Focus will be put to make the right decision for each community. [IT Department]

☐ By December 2017, KDL donors will be provided with the opportunity to designate their gift to the area of their interest through all of our appeal avenues, including, direct mail, on line campaigns and major donor solicitations. [Fund Development Manager]

FRIENDLINESS: Customers and staff members from all walks of life feel welcomed and comfortable at KDL. ☐ By January 2017, KDL will eliminate overdue fines on all materials. Fees related to materials

returned damaged or not returned will continue to be charged. [Director of Innovation and User Experience & Director of Branch Services and Operations] [On Hold]

☒ By January 2017, create clarity around KDL’s mission and core values ensuring that they are clearly communicated and understood by every employee and that all programs, activities and policies are designed around them. [Administration]

☒ By January of 2017, the HR Department will adopt at least one new practice for new hire orientation as identified through the Design Think Process underway in 2016. [Human Resources Department]

☐ By April 2017, evaluate staff and patron feedback in order to improve the online summer reading sign up and participation experience. [Summer Reading Workgroup & Communications Department]

☐ By May 2017, design a system wide customer service initiative to be implemented by September 2017. [Director of Branch Services and Operations & Director of Innovation and User Experience/ Patron Services Manager]

☐ By June 2017, research and develop an implementation plan for an internal communication strategy that increases clarity and fosters collaboration. [Director of Branch Services and Operations]

☐ By October 2017, Improve customer service at Caledonia and Krause Memorial (Rockford) branches with the installation of new Auto Check in chutes. [IT Department]

☐ By December 2017, investigate a replacement for KDL’s intranet system – InfoPath – before it becomes an end-of-life product. [IT Department]

☐ By December 2017, the Materials Advisory Workgroup will emphasize better customer service in increased staff participation in the Materials Advisory staff development program (CORE).

☐ Throughout 2017, the HR Department will either host or participate in job fairs in an effort to strengthen the recruitment of future staff from the communities we serve. [Human Resources Department]

INNOVATION: We encourage the exploration and development of new ideas, embracing and celebrating innovations that improve service for our customers. ☒ By January 2017, KDL will adopt Blue Cloud Visibility—a product that will share our catalog records

on the Internet, making them searchable by the general public in our geographic area. The searches will link directly to the library’s catalog. [Director of Innovation and User Experience]

☐ In January and July of 2017, two additional cycles of Innovation Awards will be complete. [Director of Innovation and User Experience]

☐ By March 2017, the Innovation Team will develop a new process for submitting new ideas (i.e. innovation) to be considered by KDL. An idea map will also be provided and presented at spring training sessions for KDL staff.

☐ By April 2017, the Innovation Team will develop specific KDL Innovation training to be used for staff to submit future ideas to the KDL Innovation team.

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☐ By May 2017, the Innovation Team will award opportunities to KDL branches to add circulating specialty objects to their collections (Library of Things).

☐ By June 2017, new Design Think training for library staff will be available with plans to offer it to other libraries in 2018. [Director of Innovation and User Experience | Director of Finance]

☐ By August 2017, find new ways to explore a partnership relationship with our RFID vendor, Bibliotecca. (i.e. Research & Development) [IT Department]

☐ By Sept 2017, the Innovation Team will survey library patrons to see what kind of objects to circulate in branches to get input on developing this specialized collection that will continue to provide patrons with access to more expensive technologies (Library of Things).

☐ By August 2017, support branches who want to add a Tech Bar to their branch spaces. (A Tech Bar is a petting zoos similar to what people see in Best Buy where patrons can try new technology. Staff will provide activities and basic instructions to patrons. Technology may vary by branch). [IT Department]

☐ By December 2017, KDL will use Design Think to explore new branch staffing models to better serve the needs of our communities and to better match patron’s modern lifestyles. [Director of Innovation and User Experience & Director of Branch Services and Operations]

LEARNING: Our diverse workforce is composed of intellectually curious staff members, eager to learn new ways to improve customer service. We will support change efforts through training. ☒ By February 2017, the Tech Trainers Workgroup will identify four potential KDL training topics to

share their knowledge with colleagues at quarterlies, based on the tech skills of work group members and the informational needs of KDL staff.

☒ By February of 2017, the HR Department will gather feedback from staff to further understand their needs as employees. This will be achieved through simple surveys as well as more involved “stay interviews.” Then, by June of 2017 the HR Department will identify and implement at least two new employee-centric programs which will help to attract and retain employees. [Human Resources Department]

☐ By August 2017, study ways to incorporate LEAN manufacturing principles into circulation practices and collection balancing procedures. [Director of Branch Services and Operations]

☐ By October of 2017, the HR Department will host a Library Director’s Workshop for a limited number of library directors to offer explanation and guidance so that they can adopt staffing best practices. [Human Resources Department]

☐ By December 2017, Youth Specialists will begin an annual Day of Learning for KDL youth staff. This day will encourage collaboration, teamwork, innovation and learning among a large and vibrant youth services staff.

TRUSTWORTHINESS: Our internal processes and finances are efficient and transparent. We measure and report on KDL’s return on investment for customers and communities. ☐ By May of 2017, the HR Department will strengthen staff selection processes through greater

adoption of applicant testing. [Human Resources Department]

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KDL Board of Trustees Issue Analysis

Agenda Item for Consideration: Networking Equipment Core Replacement Date of Board Meeting: April 20, 2017 – first reading

May 18, 2017 – second reading (In order to get eRate funding, approval is needed on first reading)

Timeline: Summer and fall of 2017 Budget Line Item(s): Budgeted in 2017 Total Estimated Cost: $52,792.64 (eRate $xxx (85%) – KDL $xxx (15%)) Background Facts: Reviewing the expansion of the Service Center footprint and the branches revealed a need for an upgrade in KDL’s core switch as it is not able to keep up with demand. Fortunately the new equipment qualifies for eRate reimbursement of 85% under Category 2. A Request for Proposal (RFP) was issued and one company responded, Presidio Corporation. Presidio is KDL’s current provider of Cisco Switches, routers and Cisco warranties. We are suggesting the one-year pricing because eRate only allows Cisco Smartnet for one year at a time. Focus Question: Should KDL purchase New Core Switches and Network Equipment from Presidio Corporation? Document History:

1. First Draft – Jared Olson 2. Revision – David Specht, Missy Lancaster 3. Final Draft – Lance Werner, Missy Lancaster, David Specht, Jared Olson

Page 1 of 1

KDL Board of Trustees Issue Analysis

Agenda Item for Consideration: Business Class Internet Services Date of Board Meetings: April 20, 2017 – first reading May 19, 2017 – second reading (In order to get eRate funding, approval is needed on first reading) Timeline: Summer and fall of 2017 Budget Line Item(s): Budgeted in 2017 Total Estimated Cost: $55,380 Background Facts: Business Class Internet Services are a key part of KDL’s millage promise to meet current and future demand for internet services. These services also provide a secondary internet for each location for redundancy in case the primary internet loses connection. In an effort to recoup some of the costs associated with this, KDL has applied to receive eRate rebates. Since KDL is not seeing any overutilization of its current internet there is no need to upgrade to faster speeds, therefore we are asking for a renewal to keep the current service. Recommendation: To ensure a fair and competitive bid process an Invitation to Bid (ITB) for Business Class Internet Services was made available to the public. There were three responders to the bids. In consideration of the price and completeness of their proposal we recommend the Board approve iServ Company as the vendor for Business Class Internet. This will give us the same setup as we had last year, and not require any installation fees or setup time for KDL. Focus Question: Should iServ Company be the provider of Business Class Internet services?

Document History: 1. First Draft – Jared Olson 2. Revision – David Specht 3. Final Draft – Lance Werner, David Specht, Jared Olson

Service Provider eRate Eligible Costs (monthly) Installation Fees Iserv $4,615.00 - Anaptyx LLC $4,980.00 $13,800.00 Clear Rate $15,181.00 $17,081.00

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KDL Board of Trustees Issue Analysis

Agenda Item for Consideration: Network Equipment Racks Date of Board Meeting: April 20, 2017 – first reading May 19, 2017 – second reading (In order to get eRate funding, approval is needed on first reading) Timeline: Summer and fall of 2017 Budget Line Item(s): Budgeted in 2017 Total Estimated Cost: $29,994.00 (eRate $25,494.9 (85%) – KDL $4,499.1 (15%)) Background Facts: KDL needs to install new network racks that lock to ensure that the equipment is properly secured. Since KDL accepts credit cards, we need to fall under PCI compliance. One change within PCI compliance for 2016 is the ability to track who has access to your network equipment and at what times. This will allow KDL to still accept credit card transactions and be compliant. There were five companies that responded to the RFP. We are recommending the purchase of equipment from High-Tech Integrated Technologies. The company offers competitive pricing and they will be able to complete all of the tasks that were specified in the RFP. High-Tech Integrated Technologies also has the best equipment compared to the other businesses. Focus Question: Should KDL purchase new network rack equipment, from High-Tech Integrated Technologies?

Service Provider E-Rate Eligible Costs Price-eRate

Revival Technology LLC $36,962.20 $24.344 PCMG Global $15,315.90 $58.751 BSC Data and Cabling Solutions $34,666.38 $25.957 Fiber Optic Management LLC dba TurnKey Network Solutions

$47,627.64 $18.893

High-Tech Integrated Technologies $29,994.00 $30.000 Document History:

1. First Draft – Jared Olson 2. Revision – David Specht, Missy Lancaster 3. Final Draft – Lance Werner, Missy Lancaster, David Specht, Jared Olson

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KDL Board of Trustees Issue Analysis

Agenda Item for Consideration: Meraki Switches and Access Points Date of Board Meeting: April 20, 2017 – first reading May 19, 2017 – second reading (In order to get eRate funding, approval is needed on first reading) Timeline: Summer and fall of 2017 Budget Line Item(s): Budgeted in 2017 Total Estimated Cost: $23,321.20 (eRate $19,823.02 (85%) – KDL $3,498.18 (15%)) Background Facts: The expansion of the Service Center footprint and a review of the branches revealed a need for additional Meraki Network equipment. Fortunately the new equipment qualifies for eRate reimbursement of 80-85% under Category 2. An Invitation to Bid (ITB) was issued and five companies responded. We recommend Presidio Corporation, a company with a local presence and our current provider of Meraki Switches, Cisco equipment and warranties. We are suggesting the five-year pricing to cover the projected life of the networking equipment and the refresh lifecycle. Focus Question: Should KDL purchase Meraki Network equipment from Presidio Corporation? Service Provider E-Rate Eligible Costs

1 Year 3 Years 5 Years Hi-Tech Integrated Technologies $12,787.32 $25,604.67 $38,446.70 Presidio Networked Solutions Group LLC $9,585.10 $16,838.80 $23,321.20 Iserv $12,796.00 $24,796.00 $31,484.00 Revival Technology LLC $197,762.99 $236,578.80 $267,493.20 Aliance Technology Solutions $12,656.46 $22,807.75 $31,202.82 Document History:

1. First Draft – Jared Olson 2. Revision – David Specht, Missy Lancaster 3. Final Draft – Lance Werner, Missy Lancaster, David Specht, Jared Olson

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KDL Board of Trustees

Issue Analysis Agenda Item for Consideration: Programming Manager Position Date of Board Meetings: April 20, 2017 (first reading); May 18, 2017 (second reading) Timeline: Final implementation by July 2017 Budget Line Item(s): $52,300 plus benefits Total Estimated Cost: $70-80,000 Background Facts: In 2016, Kent District Library hosted over 7,000 programs with close to 250,000 people in attendance. This popularity demonstrates the importance of programming to a modern library. Programming is becoming a basic service along with a library’s collection and digital resources. For this reason, along with the increasing expectations by our taxpayers, resources and personnel need to be committed. In recent years, KDL has expanded its program offerings to include more options for adults based on the last census information, which showed a downturn in families with young children in Kent County. This has resulted in such well-received series as KDaLe, KDL Uncorked and KDL Caffeinated. Efforts need to continue for additional opportunities to grow KDL’s programs. Large program initiatives such as KDL Reads, Summer Reading, the Write Michigan Short Story contest, the Teen Film Festival, the Teen Poetry Contest and the newly revamped Let it Snow 2.0 require someone skilled at planning events. Community partners also need attention in order to maintain these important relationships. Some of these include the Civic Theater, the Grand Rapids Symphony, West Michigan Therapy Dogs, Celebration Cinema and the World Affairs Council. These partners play an active role in KDL’s programming success. Feedback from managers indicate that there are further needs to strengthen KDL’s programming through purposeful staff training, coordinated sharing of information, and a process for quality control. These aspects are reflected in the attached job description. Recommendation: Using the attached KDL Job Description, immediately recruit a Programming Manager. Document History:

1. First Draft – Michelle Boisvenue-Fox and Brian Mortimore. 2. Revision – Michelle Boisvenue-Fox, Jane Saurman and Lindsey Dorfman 3. Final Draft – Lance Werner

Programming Manager Page 1 of 3

4/6/2017

JOB DESCRIPTION

Position: Programming Manager

Reports to: Director of Innovation & User Experience Supervises: Programming Specialist

JOB SUMMARY Under general direction of the Director of Innovation & User Experience, the Programming Manager supports KDL programming, system-wide, including budgeting, training and quality control. This position frequently collaborates with branch staff, Patron Services and Communications departments, and the Manager of Community Engagement.

DUTIES AND RESPONSIBILITIES 1. Oversees planning, budgeting, implementation, and evaluation of programming activities that support the

KDL mission and strategic plan goals.

2. Plans, directs and executes large program events such as Summer Reading, KDL Reads, Let it Snow, Write Michigan Short Story contest, Writers Conferences, KDaLe Wrap-Up Party, Teen Film Festival and the Teen Poetry contest. This includes related budgets, location, sponsorships, community partners, staff committees, etc.

3. Initiates and cultivates community relationships with current and potential programming partners, such as

the Civic Theater, Grand Rapids Symphony, West Michigan Therapy Dogs and the World Affairs Council.

4. Provides direct supervision of the Programming Specialist position to ensure the efficient and effective support of all department and branch activities that require centralized support of programming efforts. Selects, trains, assigns, and monitors the work of departmental staff.

5. Provides support and information including budgets to the workgroups responsible for developing KDL

branch program menus on a seasonal basis for youth, school age, teens and adults. Directs programming workgroup leaders and coordinates programming through participation in various workgroup meetings. Participates in the assignment of rotating workgroup membership among branch staff.

6. Coordinates with the Communications Department to develop marketing plans for specific programs.

Participates in the entry of all branch and system programs in the events module for www.kdl.org.

7. Responds to program ideas from staff and community stakeholders. Identifies opportunities for new ways that KDL programming can engage residents in each community. Responds constructively to patron complaints, feedback and comments.

8. Develops programming quality standards and evaluation criteria. Designs, writes and develops tools for

training, communication, evaluation and statistics collection. Trains staff to interview participants on

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4/6/2017

current program quality and ideas for future programs, and to utilize branch toolkits to promote their own programs.

9. Collaborates with the Leadership Team, Management Team and relevant stakeholders to collect quality

statistical data.

10. Develops program training to include knowledge of internal programming processes and delivery, the WHY of KDL programming, an overview of peer-to-peer evaluations, the mentor process and related expectations of new or promoted staff members in need of support. Supports KDL Youth Specialists on program training for new Youth staff. Facilitates idea-sharing of branch programming ideas and efforts. Works with Programming workgroup leaders to offer additional in-depth training required to successfully complete programming workgroup tasks.

11. Maintains awareness of current Library marketing trends through periodicals, conferences, professional

organizations, committees, or any other relevant medium. Proactively represents KDL professionally and creates awareness within the community by joining associations and organizations respective to position at a local, state or national level. Communicates pertinent information to KDL for consideration.

12. Other duties as assigned.

JOB REQUIREMENTS 1. Requires a Bachelor’s degree with an emphasis on Event Planning. Library industry knowledge preferred. 2. Four years of progressively more responsible experience in program or event planning, preferably in a

public service environment. One to two years of supervisory experience is required. 3. Ability to travel between work locations and related places of business as needed. 4. Working knowledge of public libraries, their services and practices. 5. Ability to work under general administrative direction with some latitude in exercising independent judgment

and discretion subject to Library policies, procedures and professional practices. 6. Ability to conceptualize projects; organize, budget and coordinate multiple priorities; meet deadlines and

work under pressure. 7. Analytical ability to develop and recommend overall strategies related to the public relations function.

8. Demonstrated management, leadership and public speaking skills necessary to effectively plan, administer,

and deliver the needed programming/event components while at all times serving as a positive ambassador to the KDL constituents.

9. Excellent oral and written communication skills to effectively promote Library programs to the media,

community groups, staff, Library Board members and others. Strong proof-reading and editing skills. Must work effectively with internal and external customers.

10. Strong skills in team building, leadership, organization and decision-making. 11. Strong analytical skills necessary to anticipate and interpret public opinion, attitudes, and issues that might

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impact KDL plans and operations.

12. Large event planning skills.

13. Analytical ability to develop short and long-range plans, including goals, objectives, strategies and budgeting requirements. Basic math skills necessary for routine calculations.

14. Physical ability to operate a variety of office machines and equipment (i.e. telephones, personal computers, digital camera, video camera, etc.). 16. Visual acuity necessary to view a computer screen and written materials. 17. Hearing ability to answer telephone and inquires from staff and patrons.

WORKING CONDITIONS 1. Generally will work within a normal office environment, with minimal discomfort due to extreme

temperatures, dust, and noise. 2. Will require frequent travel between KDL locations, and may include out of county travel for meetings and

conferences. 3. Work hours may be varied, including evenings and weekend hours. 4. Occasional sitting/standing in one position for extended periods of time. The library employment environment typically requires extensive computer keyboard and mouse activity, in-person, electronic and telephone communication skills. Meeting attendance at various branch and service center locations is expected; self-identified mode of transportation is required. The preparation, loading and carrying or moving of materials is commonly required for all KDL positions. Reasonable accommodations are available for individuals with disabilities. This job description is intended to describe the general nature and level of work being performed by a person assigned to this job. They are not to be construed as an exhaustive list of all job duties that may be performed by a person so classified.