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279829 WHITE - CITV CLERK COUIICII � PINK - FINANCE GITY OF SAINT PAUL CANARY - DEPARTMENT BLUE - MAVOR � F]le NO. ���� Council Resolution . Presented By �� Referred To Committee: Date Out of Committee By Date WI�tEAS, The Mayor pursuant to Section 10.07.1 of the Charter of the City of Saint Paul, does certify that there are available for appropriation total revenues in excess of those estimated in the 1983 budget; and VJf�'.REAS, Council File 277510, adopted October l, 1981, did establish certain S�ecial Fti,uzd Policies; and WI�tEAS, The Mayor reoon�tiends that the follawing additions be made to the 1983 budget: Current Amended FrNANCING PLAN Budget Ch,a.nges Budget 351 Perrie Jones Special Revenue Fund 33421-6905 Contribution - Outside Parties 2,932 13,263 16,195 33421 F�ind Balance 78 204 282 NET CHANGE 3,010 13,467 16,477 SPENDNI G PLAN 351 Perrie Jones Special Revenue F'und 33421-121-000 Salaries - Part Time Certified 2,402 9,238 11,640 33421-439-000 Fringe Benefits 608 204 812 33421-219-000 Fees - Other -- 2,000 2,000 33421-297-000 Data Processing Servic�s -- 600 600 33421-251-000 Transportation -- 1,050 1,050 33421-252-000 Lodging, M�eals -- 375 375 NET CHANGE 3,010 13,467 16,477 Now, therefore, be it ' RESOLVED, that the City Council adopts the above additions to the 1982 budget. APPROVED: COUNCILME[V Requested by Department of: Yeas Nays letch r �4TlllTiity S2Y'V1CeS vin Fletcher In Favor s z Ni sia Galles . � � . � S ibel Masanz _ d_ Against y �'����� T Nicosia ilso Scheibel �— fE6 i 0 � Form Approved C y t rne Adopted by Council: i-Uate Wilson � Certified �ssed by ounci , cr ary � BY � / y � lapp o e by Mavor• at 'J �� � ��Q� Appr y Mayor for Submis n t Council B}T \ � � BY � ` PU611SHEp FEB Y 9 i98� � . ` MINNESOTA FOUNDATION ;�'���� 1120 NORTHWESTERN NATIOVAL BANK BUILDING ST.PAUL.MINNESOTA 5510' (612)224-Sa6� _=ONARD H.WILKENING �res�oent and Secretarv %�ULA VERRET +�ce Presiaent January 6 , 1983 Mr. Gerald W. Steenberg 90 West Fourth Street ST. Paul, MN 55102 � Dear Mr. Steenberg: A grant to Saint Paul Public Library from the Perrie Jones Library Fund of Minnesota Foundation , in the amount of $13 , 263 , to complete a feasibility study for a centralized Ready Reference Information Center for the Central Library , has been approved. This grant, No. 14-82, received approval from the Perrie Janes Library Fund Advisory Committee on December 1 , 1982, and sub- sequent ratification by Mr . Leonard Wilkening, acting for the Board of Trustees of Minnesota Foundation. This grant wi11 be paid to you within the next two weeks. We look forward to hearing the results of this very interesting study to be done by the library staff. Yours sincerely, � /� � l��G� Nancy R. Harris, Program Officer NRH:j h jh.1/6e �, ,, ,�; . � �'����9 A proposal for funding to study the feasibility of establishing within the Central Library a center to provide ready reference, information service and catalog information for all subject areas and to develop a design for such a center. The purpose: To improve the library's handling of ready reference requests by making the process more efficient and less perplexing to users. CURRENT PROBLEMS: The current nomenc�ature and organization of subject departments in the Central Library is confusing to our clientele, results in undesirable transferring of calls or redirecting of users, may also result in some overlap of services and the performance of some essentially clerical tasks by professional and para- professional staff. Wi�at is currently called our Reference Room actually pro- vides reference service in the humanities and some social sciences only. Our Circulation Room handles the circulating (non-reference) materials for the same subjects as well as support activities such as book holding information an� reference services involving the materials housed in the department. The names of these two departments are misleading since each Central agency provides its own refere.nce service (Science & Industry, Art & Music, etc. ) and circulates material . In fact, Reference Room owns the largest circulating periodical col- lection and lends maps and pamphlets as well . Users frequently approach the Reference Room with requests for information handled by other departments or bypass Circulation Room because the name does not reflect the services and functions offered there. Readers' Assistance Oesk, a major service point in Circulation, also is a misnomer since assistance is offered at desks in all the departments. A further complication with the current organization is that we suspect that the majority of phone requests would classify as either ready reference questions or re- quests for directory or holdings information. This means that each subject agency currently handles a iarge number of brief, phoned requests which detract from staff ability to provide sufficient assistance to in-house users or to work on more time consuming phone reference requests. Staff are pulled between the need to answer the constantly ringing phones, the easier choice of answerirg ready reference questions quickly, the demands of answering repetitive requests at the reference desk and the desire to devote time and effort to in-house users and the more time consuming requests. Undesirable effects result, such as putting callers on hold while dealing with in-house clients; leaving in-house clients on their own while handling phone calls, and frustration resulting from a heavy load of phone calls. It is hypothesized that a Ready Reference and Information Center designed, equipped and staffed to handle the ready reference, holdings, and directory queries, both phoned and in-person, could relieve the subject departments of some of their work- load and allow them to conduct their other business more smoothly and thoroughly. � . � 2'79829 � � _.2_ Many problems are attendant upon such a reorganization of workload�, and a great deal of study must ensue to discover what can or should actually be done. Major questions include discovering the true scope, nature and volu��e of the library's ready reference/information service; what portion of it can really be separated from the subject collections; what type of center must be designed to handle tne load; what the collection should consist of; and what sort of staff and task re- alignment should accompany the change. � If a decision to create such a center results from this study, the library admir- istration can begin to plan for a Social Science and Humanities subject departmen± that would be a parallel to the current Science & Industry and Art and Music Gepart- ments. PROJECT TASKS Preliminaries -- The proposal will be presented to the Ferrie Jones Library Fund Advisory CorrIInittee for �iscussion ana action at tneir November meeting. Following agreement by that group to recommend funding of the project, tne proposal will be presented to the library system's supervisors at a meeiing November 16, 1982. This group needs te have a clear concept of tne purpose of the study, how they will be involved, and how the results might irrpact on tneir agencies . Their ideas, knowledge, experiencE, and cooperation will oe essentia� for a successful endeavor. Preparation - December, 198� Fifty (5Gi nours of SLS time would be rnade availa�le �a1 Tw Judi Uevine, Projec� Manager, time to commence the following activities. Conduct research to identify libraries with similar circumstances to Saint Paul Public Library which have general reference departments or other types of ceritraTi2ed information centers .(centralized telephone reference, central - ized catalog informationj . Criteria to consider would include similarities in population served, number of FTE`s, size of book and periodical collectior, r�aterials budget, annual information and circulation statistics. The cri- teria list would be cleared wit#� Kathy Stack before contacting any of the libraries so identifie�. Weekly meetings with �is. Stack would commence in ; Decerrber in order to keep tne Administration informed and involved in the ! process. � Prepare a list of discussion items and contact libraries by phone and/or mail to discover the nature af their reference center, how it functions, is staffed, budgeted, arranged, etc, as well as problems it has solved (probably 3) it would be profitable to visit to observe functioning. Kathy Stack would approve the discussion questions and site choices. Ms. Devine would also inforYr� Ms. Stack of the information gleaned in this exercise and how it reflects upon the general design and operations of such centers. Some discussior with Saint Paul Public Library staff who visited some of these or other libraries several years ago may also take place. , � � . � 2'�9829 . , -�- Arrange for visits with selected libraries in January and/or February. Locate, gather and begin to read literature relevant. to the project and review Saint Paul Public Library studies and reports that will have bear- ing. This should include: The Citizens Task Force for the Library Report to the Mayor and City Council HBW Associates' report: An Era of Anticipation User Survey Reports, 1982 Saint Paul Public Library statistics for the last 5 years Surveys done on reference activities by various central agencies in recent years Reorganization Committee documents from 1981 Central Collection Development Plans Articles on general reference or telephone reference centers Surveys of libraries with reference centers (Utah report) Literature on data collection of reference functions and services Some of this reading must be delayed until January and February. The Project Librarian should meet with Kathy Stack at the end of December to report sig- nificant findings or issues discovered in the readings. Hiring a consultant for the Reference Data Survey. Rose Foreman, a student at the University of Minneso�ta and an employee working in the Science & Industry Room has expressed a desire to be involved in the project as part of her assignment in her Research Methods in Librarianship course and her Plan B paper for her Master's Degree. Ms. Foreman would handle the majority of the work in designing and implementing the survey. Under the supervision of Ms. Devine and the consultant, she would desi_gn the survey instrument, the manner of data col- lection, assist in staff instruction, code the data, oversee the keypunching operation, assist with data analysis and writing the final report. A consultant with the necessary expertise and past experience with Saint Paul Public Library, Dr. George D'Elia, Dean of the University of Minnesota Library School , has expressed willingness to accept the assignment. Dr. D'Elia is an instructor and will provide her with instruction and guidance, but not to the extent required by the size and actual execution of the study and the timeline we face. Dr. D' Elia would be most involved in assisting with the design of the survey instrument and data analysis. He would advise us concerning data col- lection, coding, key punching, analyses and the final report. The analysis and final report must be presented to Ms.Devine by March 31 . He, Ms. Foreman and Ms. Devine would work as a team in many instances to insure that the survey meets the needs of all concerned and is reliable and valid for the purposes intended. (See discussion under February for specifics on the nature of the survey.) January 1983. Ms. Devine begins full time work on the Reference Center Project. AtA is January 7-14 in San Antonio, Texas. Ms. Devine will attend and will try to arrange library site visits in connection with this trip if it proves to be appropriate. Reading and data study continues. Contacting libraries continues. � " . � 2'�9829 - . � '�- Ms. Devine will supervise the preparation of the Reference Survey and plans for staff education of the survey process. Kathy Stack will be kept informed of these activities. Request that Northwestern Bell do a study of the number of calls on our reference lines that receive a busy response. This will reflect our current capacity to respond to demand for service. Ms. Devine and Ms. Foreman will conduct staff training for the Reference Survey. The Reference Survey (see below) may commence this month if deemed necessary. February 1983. � Some library visits may occur during this month. Reference Survey - This is the most cruical part of the project. During this month the departments will conduct a survey of their reference activity in order to obtain a descriptive profile of Central 's reference workload. From this survey we will be able to determine the extent of our ready reference and other reference burden and therefore gain insight into the respective workload that would be borne by a ready-refere.nce center and would remain with the subject departments. The survey must determine for each agency - The number and percentage of ready reference questions received The numberand percentage of search reference received The number and percentage of library holdings queries received: book (author/title vs. subject) and periodical . The work flow or number and type of question by hour of day. The number of type of queries by phone. In person. The number of directional queries and retrieval requests. The number of queries that fall into certain categories which we have identified as routine/repetitive in nature (telephone and city directory questions/consumer information questions) . The number of calls coming in from our branch libraries. The survey must be designed to tell us about the nature of our reference and information queries, the time required to execute them and other workload factors to be executed at each work point. This will enable us to determine the proper staffing level needed for each type of activity. Ms. Devine wi11 plan the "Descriptive List" study wherein each agency will draw up a list of the subject categories of their ready reference and non-�ready ref- erence questions. The list should indicate what the agency staff considers to be ready reference and what is not. It will also indicate what resources they use for ready reference which must, therefore, be housed in general ready reference center and what resources would remain with the subject department. A sample of sucM a list for Reference Room would contain such items as these: � � � 2�9829 � , -5- uestion Source Mileage between cities Household Goods Carrier Mileage Guide County seat of any county Corr�nercial Atlas/Zip Code Directory/ National Tele. & Address Book Day of the year for any date in World Atlas history Spelling/definition/hyphenation/ Desk and unabridged dictionaries, pronunciation/plurals, etc. special dictionaries of new words, foreign words, spelling & hyphenation lists. Gramnar Variety of grarr�nar and usage books Etiquette Several current etiquette books, special ones for wedding and governmental pro- tocol Author biography Literary biography encyclopedias, dictionaries, annuals, directories, handbooks and indexes. Biography Indexes, sets, annuals, etc. as above. These lists will be long, but it is necessary in order to get to the fine points of what the new center will actually do and need in its collection. Book titles or categories of reference resources must be listed in order to calculate collec- tion size, budget, space and furniture needs. We will also ask staff to identify which categories of questions could be handled at the strictly clerical level so we can consider the type of ready reference that could be executed from a separate center or service point (such as Directory Information) staffed by clerical staff. In January and February Ms. Devine will begin to meet with each supervisor to examine and discuss the lists in order to gain understanding of what is considered ready reference, training required, etc. The role of handifiles, pamphlet material , equipment, furniture needs must all be considered so that a needs list and collection list can be developed. Ms. Devine will consult with Kathy Stack regarding the con- tent of the lists and instructions for the departments before the process begins and will report the progress as meetings take place. i March 1983. Survey data analysis, interpretation, report writing will occur. The team of D'Elia, Foreman and Devine will collaborate on this effort. Ms. Devine will prepare for and conduct meetings with supervisors and groups of department staff to discuss survey results, lists of reference categories, re- actions to the reference center concept, possible physical arrangements, a table of organization, staffing, etc. The purpose of these meetings will be to obtain valuable staff ideas concerning the possible changes, how much and what type of change should or could occur. Kathy Stack will approve the plans for these sessions and will attend the meetings. . � . � 2'"19�2� . _ ` _4_ April 1983. Ms. Devine will study and reflect on the inforration, data and suggestions gathered. She will outline the various possibilities for center design and function and meet with department heads as a group to discuss the virtues and problems of each option. Ms. Devine will write her final conclusion and rec- corr�nendations for administration. This document should be as specific as possible and outline steps required to establish the center. A desirable time line can be included. May 1983. The Administration will review recommendations and adopt a plan. Judi Devine, Reference Room Supervisor, Saint Paul Public Library Kathy Stack, Assistant Library Director, Saint Paul Public Library October 8, 1982 � � � 2�9829 -• . � -�- BUDGET 50 hours of SLS time in �December, 1982, for release cf �. Devine 34; .50 40 hours " " " " 1983 for release of Rose Foreman 293.60 17 weeks of Librarian I waqes from Jan. 3 - April 30, 198:, 7 ,795.92 Difference in wages of Librarian II & III for Pat Etnier wnc will supervise the Reference Room in Devine's absence 806.65 4 consultant days, Dr. D' Elia - �500 per da�� 2,0OO.00 Keypunch time 500.0� Machine time, U of M Computer Center 1u0.0� s round trip flights, estimated at $350 ea. 1 ,050.0� 3 nights lodgin�, 9 meals and various cab fares - estimate� at �125 per aa�� 3?:,.0� TOTA'� 513,262.6- Contributed Services bv SPP� Kathy Stack's administrative time - -- ——— - Clerk typist's time , at least one day per week (20�') Tor 18 weeks or more. Typing may be heavier at various points in the project. $56.64 per day = $1 ,019.5? Time of Supervisors and Staff to meet with Ms. Devine, collect data, make lists , etc. Office space, equipment and supplies , copying and printinc or" surve�� Telephone and mail costs i � a� . g � `..�" Commu�ity Services DEPART�,IENT ' ._ G. Steenberg �ONTACT . �982� 6211 PHONE ���� �� ' 1/18/83 DATE (Routing and Explanation Sheet) Assign Number for Routing Order (Clip All Locations for Mayo�al Signature): � Department Di rector ��/City Attorney ,�� Director of Management/Mayor o���� � Finance and Management Services Director 5 City Clerk ��Budget Director What Will be Achieved by Taking Action on the Attached Materials? (Purpose/Rationale): Enable the Library Division to undertake a feasibility study of "Centralized Ready Reference Center for the Central Library" . A grant has been received from the Perrie Jones Library Fund for this study. Financial , Budgetary and Personnel Impacts Anticipated: Grant received for entire added expense of this study. Funding Source and Fund Activity Nurr�er Charged or Credited: �' ���0 33yz.i Perrie Jones Library Fund administered by the Minnesota Foundation, �l. Attachments (List and Nurnber all Attachments) : Council Resolution. Copy of Grant. DEPARTMENrt REVIEW CITY ATTORNEY REVIEVJ X Yes No Gouncil Resolution Required? Resolution Required? Yes No Yes X No Insurance Required? Insurance Sufficient? Yes No Yes x No Insurance Attached? Revision of October, 1982 (See Reverse Side for 'Instructions) �,.�_.- , ��7�8��9 � � CITY'' OF SAINT PAUL � -...,.;. OFFIC� OF THI� CITY COIINCZL .- ,.i......,.�. '"�:'�'� D d t e ; February 3, 1983 �, �'a,�+(-''. -F�" :F�?.; �3� TO = Saint Pau i City Counci! F R O M = C o m m i t t e e O h Finance, Management $ Personne 1 C H A 1 R James Scheibel 1. Approval of minutes from meeting held January 27, 1983. a'(p�o��t 2a( Resolution enabling the Library Division to undertake a feasibility study s'� �� of "Centralized Ready Reference Center for the Central Library." ��'d+� 3. Resolution enabling the expenditure of grant money received for the � � St. Paul Public Library. A�°t��bQ 4. Resolution adopting additions to the 1983 budget from funds which have been recieved. ��z�a p 5. Resolution establishing the title of Bond Technician with class specification and abolishing title of Bond Registrar and class specifica�ion. � YOUb� A.S Q�"�..lc A ��^p ' 6. Resolution certifying funds received from contributions and grants as appropriation revenues in excess of those estimated in the 1983 budget. R�PL�p� 7. Resolution approving securities pledged by Summit National Bank. ��"� 8. Resolution authorizing acceptance of a $41,000 grant from the Northwest Area L�� Foundaition (to be used to promote arts in the Lowertown area.) �F���o� 9. Resolutions amending the voluntary leave without pay provisions in various L-U bargaining contracts. , 10. Discussion of the policy for City employee snow days. � P�o�o� 11. Discussion of the financing plan for Civic Center Parking Ramp and Auditorium �s a»�ewd.�. renovations. s-J CITY HALL SEVENTH FLOOR SAINT PAUL. MINNESOTA 55102 �.�.