To: All Staff

From: Management Team

Re: Library Reorganization

Date: 9-8-05

 

When Consultant Ginny Nelson worked with the management team to improve meeting effectiveness several recommendations were noted for the PIP group. In addition, the Strategic Plan identified public awareness as a primary goal.  In order to address these issues, PIP needs to be reorganized. Some functions of PIP will be moved into separate meetings, allowing greater focus and creativity, and the remaining functions will be kept by the Core group. This change will affect PIP-related positions in order to use staff effectively.

 

At the same time, a vacancy occurred in the Business Office. Whenever a vacancy occurs, the management team looks at the position to see if the current job description fits the needs of the organization. In looking at this vacancy in relationship to the PIP reorganization, it was found that a reorganization of Business Office staff duties can address the needs identified by the PIP change. All position changes except the Facilities addition will take place on September 26.

 

  • The vacant Administrative Assistant position in the Business Office will now be taking responsibility for publications editing, public awareness, and grant project supervision, as well as the existing roles of supervising the Business Office and administrative support.
  • .5 FTE of the Publications LA position will be reassigned to Youth Services, and .5 will remain in publications. With the grant project supervision moving to the Administrative Assistant, the remaining tasks of the publication position are focused on publication production.
  • The Outreach Volunteer Coordinator position will be reduced to .5 FTE, and .5 will be reassigned to Circulation.
    • Three years ago, Outreach Services was a new program and needed a full FTE in order to be established. The program is well established and self-sustaining and can be maintained by .5 FTE.
    • The OVC will continue to be the contact person for volunteers and the homebound program.
    • Tours will be reassigned to Reference and Youth Services.
  • The Youth Services need for more FTEs was identified during the budget process for the 2006 budget. This staffing reorganization will address the identified need by moving .5 FTE from the publications position and .5 FTE from the shared Circulation/TS LA from Circulation to Youth Services. This will give Youth Services 1 FTE. TS and Circulation will retain the same number of FTEs as noted above.
  • Facilities was also identified as a need.
    • According to the standard formula used to define staff needed per square feet, this building should have over 3 FTEs in Facilities.
    • Due to this reorganization, funding will be shifted from an existing .5 city to .5 county beginning 1 January 2006, given the contract renewal. At which time .5 FTE will be added to the Facilities department in January, bringing them up to 2 FTE.