HomeMy WebLinkAbout2005-06-15; Library Board of Trustees; MinutesMINUTES
MEETING OF:
DATE OF MEETING: June 15,2005
TIME OF MEETING: 4:OO PM
PLACE OF MEETING:
LIBRARY BOARD OF TRUSTEES
Library Board Room - 1775 Dove Lane
CALL TO ORDER:
Chair Rob Swette called the meeting to order at 4:02 PM.
ROLL CALL:
Present: Library Board Trustees, Kamenjarin, Lignante, Swette, and Tarman
Absent : Library Trustee Page
Also Present: Cliff Lange, Library Director
Heather Pizzuto, Deputy Library Director
Suzanne Smithson, Deputy Library Director
Cheryl Mast, Library Management Analyst
Susan Simpson, Senior Librarian
Marilyn Hoffman, NSDCGS
Jane Schatt, League of Women Voters observer
Prior to proceeding with the agenda, Senior Librarian Chris Pickavet, Division Head for
Technical Services, introduced Librarian Kamling Tsang, who joined the staff in May of
this year as a cataloger.
APPROVAL OF MINUTES:
The minutes of the meeting held May 18, 2005 were approved as presented.
MONTHLY LIBRARY REPORTS:
Trustee Kamenjarin asked for additional information about the music CD’s the Library
received as settlement of a national lawsuit and Senior Librarian Simpson responded.
There was a class action suit filed several years ago against several CD manufacturers
and distributors for overcharging for the materials and as a settlement of the case,
libraries, public schools and some individuals across the country received CD’s to
compensate. This library received over 1,000 but there were many duplicates and
those that are not going to be added to the collection may be used as prizes in the
Summer Reading Program or sold through the Friends’ Book Store. The shipment
Library Board of Trustees
Minutes of June 15.2005 Meetina Page 2
contained a mixture of all kinds of music, some classical but mostly popular, and the
library did not have a choice in what we would receive.
Trustee Kamenjarin also asked for an update on the status of the HVAC system at Cole
and Deputy Library Director Smithson responded that the repaired compressor was just
reinstalled after three weeks and the temperature in the library this week has been quite
pleasant.
Trustee Swette asked for an update on the status of the Children’s Garden renovations
at Dove Lane and Library Director Lange responded the City Council approved the
awarding of the contract for close to $120,000.
Trustee Swette asked for more information on the school visits by the Teen Librarian
and Library Director Lange explained that the library tries to visit all the schools to
promote library programs, and has been doing it for years.
Trustee Tarman, speaking from his previous occupation, commented that the library
would contact the principal of the school for permission to bring the information and get
on the agenda for staff meetings.
Deputy Library Director Pizzuto commented that the library also responds to special
requests for classroom visits and presentations, especially this time of year when the
teachers are looking for things to keep the students interested.
ON-LINE DATABASE USE REPORT:
Library Director Lange explained that Senior Librarian Susan Sirnpson was on hand to
answer any questions they might have on the data contained in the agenda packet.
Trustee Kamenjarin asked about the database titled, “Informe I‘ and Senior Librarian
Simpson responded that it is a Spanish language database containing an index to
Spanish magazine articles.
Trustee Kamenjarin also had questions about the cost for the databases and if the
library renewed them on an annual basis.
Senior Librarian Simpson responded that the library pays a flat fee, usually based on
the population of the city and to estimate the “cost” of providing this service she takes
the fee the library pays divided by the usage. The library collects monthly statistics on
in-house and remote usage, if the site provides that information, to determine the cost.
The selection committee and technology librarian review these statistics each year and
decide which ones to renew.
Trustee Swette commented that this report was a good starting place for the Board to
become acquainted with the cost for this service as some of them are very expensive
and wondered how it compared with other libraries. Senior Librarian Simpson
responded that we really could not compare the cost to other libraries as they pay a
different price depending on their population and number of facilities, while some
purchase the access through a consortium. Most of the ones this library provides are
cost effective with the exception of the Spanish language ones. The technology
librarian plans to spend some time with the staff at the Centro to do some training on
the use and to be sure they are logging on and off for each search. Another factor
could be a population that does not have the capability for remote access, which is a
strong component for the use of the other databases. In spite of the statistics, the
library plans to continue to offer the Spanish language ones, hoping to encourage
greater usage and making sure these are the ones most useful to that population.
Trustee Kamenjarin asked about newspapers in the “Proquest” database and if there
was a similar site for magazine articles.
Senior Librarian Simpson responded that the library chose the four newspapers
available through “Proquest”: San Diego Union, Los Angeles Times, New York Times
and Wall Street Journal. The “Gale General Reference Center Gold” site is an index to
magazine articles, many of which are available in full text.
STRATEGIC PLANNING SESSION:
Library Director Lange referred the Trustees to the enclosures in the agenda packet
which contained the agenda, notes and revised Mission and Vision Statements from the
workshop on May lgh. The workshop participants were given a general review of the
Balanced Scorecard project that resulted in some changes to the initiatives. The group
working on the scorecard will meet one more time to finalize the library’s scorecard and
plans for the next fiscal year. The workshop produced a lot of “food for thought” on how
you demonstrate the value of the library to the community and quality of life.
Trustee Swette commented that he attended the workshop and concurred that it was
thought-provoking, especially about how the library fits into the quality of life and asking
what are the other things we could do.
LIBRARY LEARNING CENTER PROJECT:
Library Director Lange had the architects’ renderings for the new building and the floor
plans displayed for the Board ‘s review. He said the architects will not have
construction documents prepared for four to six months, probably November or
December, which would mean the job would go to bid late spring of 2006, postponing
the opening to fall in 2007. The architects estimate the project will take about 18
months to complete all phases of the construction. Bill Plummer from the City’s
Engineering Department has agreed to be the project manager and the team is meeting
Library Board of Trustees
Minutes of June 15,2005 Meeting Page 4
every other week.
LIBRARY STAFF TRAINING SESSION:
Library Director Lange explained the library was closed from 9 AM to 1 PM on June 7‘h
for the training presentation and there were 165 staff members attending, and the City
Manager was there for the first hour. The Director then asked Deputy Library Director
Pizzuto to report on the event.
She explained the primary purpose of the morning was to introduce the concept of
creating a comprehensive employee training program. The library has grown in the last
years which has made it difficult to systematically and uniformly educate the staff on
what they need to know to represent the library well and keep up with new systems,
processes and policies. The Library has entered into a long-range project to create an
entire program of training that starts with the general components introduced on June
7“, The program began with the “big picture”: what is this library, what are we trying to
accomplish, and what are the important philosophies of the library. Following the break,
the program was about the “nuts and bolts” of working for the library. The current staff
was used to test different methods of presenting the information and to provide
feedback on the effectiveness as well as content.
She continued that the next part would be to develop the more specific learning tracks
based on the core competencies.
Library Director Lange commented that the event was very successful. The
development of the employee training program was a goal for the year and involved a
manager from Human Resources.
The Trustees were each iven a new Employee Information Packet, like those given to
every attendee on June 7 . %
Trustee Kamenjarin asked if the Library or the City had an employee handbook and
Deputy Library Director Pizzuto responded that the City does have a handbook for full
time employees and the Library has an Orientation Manual but it is very difficult to keep
it up to date. She continued that the training team is looking at other methods of
delivering this information, such as the Intranet.
LIBRARY DIRECTOR RECRUITMENT:
Library Director Lange distributed a copy of the recruitment advertisement that will run
in the Library Journal Hotline for three weeks. Dubberly/Garcia Associates is the firm
the City hired to conduct this recruitment and they will be attending the American
Library Association conference in Chicago the last week in June. June Garcia from the
firm was here and interviewed members of the staff, City Council, Library Board
Trustees, Friends of the Library and the Library Foundation. The recruitment closes on
Library Board of Trustees Minutes of June 15, 2005 Meeting Page 5
July lgth and the headhunters will conduct the initial interviews to reduce the applicants
to probably no more than ten finalists who will then be interviewed by a City interview
panel. Library Director Lange felt it was highly unlikely that the new director would be
on board before September.
DIRECTOR’S REPORT:
RFlDlSelfcheck - The project is making progress with plans to appear before the ITGC
(Information Technology Governance Committee) on June 28fh to get their approval.
The Leadership Team is scheduled to review the proposal the following day.
Leadership Team approval is necessary in order to negotiate a contract with the
selected vendor.
Other technology p roiects - The e-mail capability is in the testing stage and will
probably be offered before the next meeting of this Board. The telephone notification is
dependant on the software upgrade and the return of the server, which had to be sent
to Sirsi for some configuration. The PC/print/copy management contract is still in
negotiation but hopefully will be finalized by the end of the summer.
Cole HVAC - The replacement of the system is scheduled for mid-December and the
library will probably be closed for a minimum of four weeks. The final decision on
interim services has not been made. The bookmobile from San Jose is no longer
available for lease but the City Facilities staff has received a bid for a modular at a
greatly reduced price. Whether or not to lease the e-bus has not been determined.
Girls Club Donation - The Board of the now defunct Carlsbad Girls Club is giving
away their remaining assets and have purchased a Dodge Sprinter IO-passenger van
for the Adult Learning Program to use to transport the high school students. The
anticipated delivery is in about three weeks.
Richard Glazier Concert - The Carlsbad Library Foundation in conjunction with
Greene Music will be sponsoring a concert on October I, 2005 at the Schulman
Auditorium, probably playing his Gershwin program.
FOUNDATION REPORT:
Trustee Tarman reported that the Foundation is continuing to work on the capital
campaign and have hired a consultant to assist with the plans. Plans are also
underway for the Castles of Carlsbad home tour for this year in October. One of the
board members put together a detailed notebook to be used to obtain sponsors and
solicit homeowners to participate in the program.
Li bray Board of Trustees
Minutes of June 15. 2005 Meetina Page 6
FRIENDS OF THE LIBRARY:
There was no representative from the Friends but the Trustees commented they had all
received invitations to the Friends Annual Meeting and Reception taking place
tomorrow at 4PM here at the Library.
GENEALOGICAL SOCIETY:
SDCGS member Marilyn Hoffman reported that the Society continues to have a good
turnout for their programs and member Margaret Reed will be teaching the children’s
genealogy class this year using Bee Koons book.
LIBRARY BOARD COMMENTS:
Trustee Swette asked if Trustees Kamenjarin and Lignante had been reappointed and
was advised their re-appointment was scheduled for the June 28* City Council agenda.
PUBLIC COMMENT:
Jane Schatt, the observer for the League of Women Voters announced this would be
her last meeting.
ADJOURNMENT:
By proper motion, the meeting was adjourned at 450 PM.
Respectfully submitted,
7
Cissie Sfion
Administrative Secretary
I I
Monthly LIBRARY Reports
for
May 2005
Systemwide . . .
1.
2.
3.
4.
All Division Heads and other key staff attended a strategic planning session with
consultant Joan Frye Williams May 19, along with representatives of the Library Board
and Library Foundation. This session, entitled ”Customer-Driven Strategic Planning,’’
focused on checking the Balanced Scorecard measures and initiatives against trends in
library customer behaviors and expectations. Some adjustments to the mission and
vision statements were suggested, resulting in revisions to the statements.
The Library’s annual Hourly Employee Appreciation celebration took place Friday
evening, May 20 at the Senior Center. Many staff were recognized for years of service
ranging from three to 20.
Children’s Services hosted its second Author Festival the week of May 9, featuring
nationally recognized authors Gary Soto and Pam Muiioz Ryan.
An upgrade to the Library’s automation system softwareis being tested by Library
staff during May and June. This upgrade is expected to resolve several issues with the
acquisitions module, improve functionality in the circulation module, and make it
possible to begin offering telephone notification of overdue items and holds. If the
upgrade meets expectations, it will be loaded on the Library’s system the weekend of
the 4th of July holiday.
Adult Learning ...
5. The Union-Tribune Race for Literacy was held on May 8 in Balboa Park. Adult
Learning Program staff organized a team of 43 runners and walkers to represent
Carlsbad Library in the 8K race. The team included literacy staff, tutors, learners,
family members, staff from Dove and Cole Libraries, and other City employees.
6. The annual celebration for tutors, learners, and their families was held at the Senior
Center on May 15. The 144 people attending listened to testimonials from adult and
high school learners about their experiences in the program. Floor plans of the
Learning Center were displayed. At the conclusion of the celebration, Robert
Richardson, on behalf of the Carlsbad Girls Club, presented the library with a van to
be used to transport Carlsbad High School students to and from their reading lessons
at the Adult Learning Program and to help with future transportation needs at the
Learning Center. For the past 8 years, Carlsbad High School teacher Judy Gaitan has
used her personal van to transport 2 classes daily to and from the Adult Learning
Program.
7. On May 17, the City Council approved submission of the library’s application for a
2005-2006 California Library Literacy Services grant from the State Library.
Monthly Library Reports for May 2005
8. A new small group started in May, focusing on conversation and writing skills. The
Adult Learning Program is experiencing a heavy demand from bilingual adults who
are conversational in English and who want to continue improving their spoken
English skills (vocabulary, pronunciation, sentence structure, idioms) while also
focusing on writing skills. This is the most common pattern of new adults entering the
program. The conversation and writing group is a pilot, which may become a model
for future groups, especially when more small- group space is available at the Learning
Center.
Centro de Informaci6n . . .
9.
10.
11.
12.
The Centro de Informacidn staff promoted library services to the community at many
various events during May.
On May 14th, Centro staff participated in a community event called “Carlsbad Loves
Kids” at Holiday Park. The Carlsbad Village Optimist Club and the City of Carlsbad
Community Services Department sponsored this event. The library had a booth with
craft activities for the children and information about children’s programs at Dove,
Cole, and Centro.
On May 18tth, Library Director Cliff Lange and Centro Supervisor Lizeth Simonson
attended the monthly meeting of the Carlsbad Youth Enrichment Services. Dr. Lange
updated the group on the progress of the Learning Center and answered questions
from the audience.
On May 21st, the library was invited to participate in the Jefferson Elementary School
Multicultural Festival. Centro staff provided a booth with information and games.
Parents and children received information about the Summer Reading Program 2005
and other children’s programs at the libraries.
CCL, Dove Lane . . .
13.
14.
15.
In May, Acquisitions and Collection Development staff held their annual meeting
with the Children’s material selectors regarding budget allocations; they also went
over the new weeding project for FY 2005/06.
More than 1,000 music CDs arrived as the Library’s part of a settlement of a national
lawsuit against CD producers who overcharged consumers. The CDs will need to be
sorted and checked against the Library’s current holdings before they are processed
into the collection.
In celebration of Public Works Week, the City’s Public Works Department held its
annual Public Works Fair May 16 in the north parking lot of the Dove Library.
Children’s services contributed to the event by offering a ”Big Rig” storytime.
Monthly Library Reports for May 2005
16. The City Council approved award of the contract for renovation of the Children’s
, Garden on May 17. After contract award, a construction schedule will be developed
that delays actual demolition of the garden until after the Summer Reading concludes
in the second week of August.
17. Continuing the popular teen concert series ”Rock the Library,” the Devine Guitar Academy
performed to an audience of 120 on May 7.
18. Reference/Teen Services Librarian Darin Williamson spent time out in the schools in
May, introducing the Library’s online databases to 150 students at Calavera and
Aviara Oaks Middle schools.
19. Recently hired Cataloging Librarian Kamling Tsang began work May 17. Library
Assistant Michelle Sagnimeni also returned to Technical Services on a 3/4-time basis
from extended medical leave. This restores the Technical Services Division nearly to
full staff after being at less than 50% of its cataloging staffing for an extended period
due to retirements, vacancies and illnesses.
Georgina Cole . . .
20. As the weather warms up, the need for a new WAC system at Cole is once again
becoming more apparent. One of OUT compressors is currently being repaired to try to
hold us through the summer until the WAC system can be completely replaced near
the end of the year.
21. The Genealogy Division held several successful programs in May: . On 7 May, the Society had its annual book sale at the Cole Library and made
approximately $2000, which will be used to purchase materials for the
Genealogy collection.
On 10 May, Jerry and Phyllis Young spoke to the Computer Genealogy Group
on ”Publishing Your Family History.” 72 people attended.
On 24 May, Senior Librarian Mary Van Orsdol spoke to NSDCGS on ”Treasures
of the Genealogy Division.” 94 people attended
On 21 May, Senior Librarian Mary Van Orsdol gave a presentation on the
Genealogy Division to the Sons of the American Revolution, San Diego Chapter
in San Diego.
.
.
22. The Homework Zone (after-school tutoring program staffed by volunteers) is still
experiencing great success. We are grateful to our dedicated group of volunteers. The
North County Times interviewed Nolan Davis, our star math tutor.
23. Applications for the two open Senior Librarian positions (Cole Children’s and Cole
Reference) were due by May 23. Background and Experience (B&E) questions were
sent out to the top applicants. An Oral Board is tentatively scheduled for June 20.
CARLSBAD CITY LIBRARY
MONTHLY USAGE STATISTICS
CCL. Dove Lane
Reference questions
Circulation
People count
In-House Use of Materials
Cole Librarv
Reference questions
Circulation
People count
In-House Use of Materials
Centro/ALP
Reference questions
Circulation
People count
In-House Use of Materials
Library-Sponsored Programs
Adult programs
Adult program attendance
Young Adult programs
Young Adult program attendance
Children’s programs
Children’s program attendance
Computer Use
All Facilities
Facility Meeting Room Use
Events booked
Event attendance
Events cancelled
Volunteer Hours
Total hours:
* Centro numbers only. ** Not reported last year * * * ALP not included.
May-04
6,761
65,612
36,605
12,45 1
6,325
33,685
31,196
5,555
219*
676*
1,731*
171*
38
1,466
8
219
84
2,966
**
83
4,198 **
671.25** *
May-05
1 1,660
70,408
36,82 1
14,02 1
6,541
33,957
2 1,842
5,409
202156
922197
2,0421*
173/*
23
400
8
308
90
2,3 1 1
8,949
120
4,O 17
51
1,080.75
ONLINE DATABASE USE REPORT
Curr icu lum Resource Center K-5
Curriculum Resource Center 6-12
Gale General Ref Center Gold
Grolier America the Beautiful
Gro lier Encyclopedia Americana
Grolier Lands & People
Grolier Nueva Enciclopedia Cumbre
Health & Wellness Resource Ctr
Heritage Quest
Informe
Learn-a-Test
Nove I is t
Novelist K- 8
Opposing Viewpoints
Proquest Newspapers
Rand California
Reference USA
Science Online
Searchasaurus
Value Line
Grolier Multimedia Encyclopedia
248 $ 1,450 $ 5.85
289 $ 1,450 $ 5.02
738 $ 777 $ 1.05
973 $ 1,340 $ 1.38
474 $ 675 $ 1.42
63 $ 927 $ 14.71
1,841 $ 8,868 $ 4.82
10,167 $ 1,850 $ 0.18
37 $ 2,150 $ 58.11
2,859 $ 906 $ 0.32
724 $ 906 $ 1.25
2,637 $ 5,742 $ 2.18
10,165 $ 8,000 $ 0.79
2,608 $ 396 $ 0.15
22,739 $ 15,614 $ 0.69
1,022 $ 2,600 $ 2.54
6,316 $ 1,946 $ 0.3 1
12,597 $ 12,420 $ 0.99
696 $ 1,340 $ 1:93
540 $ 2,878 $ 5.33
12,063 $ 3,500 $ 0.29
Carlsbad City Library
Customer-Driven Strategic Planning
Thursday, May 19,2005
1O:OO am - 4:OO pm
Faraday Building - Room 173B
Joan Frye Williams, ConsultanzYFacilitator
AGENDA
1O:OO - 10:30 Context
o Current Status of the Balanced Scorecard project
o Review of service initiatives
10:30 - 11 :30 A “Customer’s Eye” View
o Walkthrough of core services
o Identification of critical performance points
It30 - 12:15 Lunch
12:15 - 1:30 The Library’s Contribution to Quality of Life
o Cost of Living
o Jobs
o Transportation
o Education
o Health care
o Crimekafety
o Arts
o Recreation
o Climate
1 :30 - 2:30 Adapting the Balanced Scorecard to the Customer Perspective
o Recasting service initiatives
o Filling in gaps
o Reviewing outcome measures
2:30- 2:45 Break
2:45 - 3:30 Trends Likely to Affect Library Service Delivery in the Future
* LUNCH WILL BE PROVIDED *
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Notesfiorn Strategic Plan workshop 5/19/05
re: Vision Statement
Fun programs
Enrichment
”first choice” ? aspire to
premium choice
reading
quality of life
youth services
simple access/ engagement
easy
re: Mission Statement
enrich (instead of enhance?)
of all ages?
5/ 241 05 page 10
COST OF LIVING:
return on tax investment
1 free stuff
' low cost
free tutoring/ homework help
9 entertainment/programs . classes
meeting rooms . internet access . increased property values
9 community amenity . computer - word processing, office
5/ 24/ 05 page 10
JOBS = appeal to educated workforce - recruiting
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volunteer opportunities
job search
good sized employer
youth job experience
entry level employer
community service
career center
skill improvement --+ better job
computer classes
resume software and help
reading/ writing skills
5/24/05 page 10
TRANSPORTATION 2 facilities
+ Centro
+ ALP . remote access/ service . co-located w/ other destinations
= local gathering place - . cablecast programs . art gallery/cultural programs right in town
programs taken to schools
home delivery
"walkable" destination . "off peak hours
w on bus route - provide bus schedules
groups don't have to travel so far
5/24/05 page 10
EDUCATION
w collections - all formats
w classes - book clubs
support for schools . entire ALP
support for study groups, tutoring . partner with Head Start
summer reading program
support for home schooling families . college, application, grant information
library hosts other City departments use to
educate the community
homework assistance
helping immigrant parents understand education
system
w opportunities for Library continuing education . educational grants for library staff
pro-reading programs
recognition for importance of learning
support for free choice learning
. employee training program
5/24/05 page 10
HEALTH CARE
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medical/ health/nutrition information
directories of physicians
programs for children - dentist
Centro - speakers from community clinics
CPR training
AED (defibrillator) in library
medical lectures/ partnership w/ Scripps
mental health benefits of reading
point of contact for.. . .. referrals
safe comfortable ADA accessible
emergency shelter
preparedness information
part of City's disaster plan
service from Braille Institute
"Love on a Leash"
restrooms
5/24/05 page 10
CRIME/SAFETY
safe environment - alert, responsible, proactive
staff - panic buttons
make friends w/gang members (Centro)
tutoring for high-risk kids
teen programs
better education -+ jobs -+lower crime
community service d for offen ers
staff training - coping/response
Centro partners w/Recreation after-school
program
Distribute crime prevention information
Kid-safe policies
51 241 05 page 10
ARTS
gallery + programs "3 part art"
library programs - performances, films, etc.
auditorium for others to put on programs
in-libr ary exhibits
storycraft program
poetry booklet
poetry writing workshop
performances archived (circ-able)/ distributed
over cable
arts related materials
wide video collection
CDs
Cinema Society
launched jazz concerts
beautiful buildings
public art
student recitals
artists - hands-on experiences for children
5/ 24/ 05 page 10
RECREATION
recreational reading
I’ audience” experience
film programs
instructional materials - sports, coaching
summer reading as ”camp”
vacation/ travel
sleepovers
book clubs
teen programs
5/24/05 page 10
CLIMATE
I- environment sauna - Cole
. a/c-Dove . children’s garden . landscaping/ atrium . energy efficiency commitment . 60% green . outdoor programming
no flooding 0 . rainy day destination
plastic bags at Circ
information T
5/ 24/ 05 page 10
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CARLSBAD CITY LIBRARY
LIBRARY EMPLOYEE TRAIN IN G :
BUILDING YOUR TOOLBOX
Tuesday, June 7,2005
AGENDA
Please complete the pre-assessment survey on the front of your packet as soon
as you are seated!
1. Welcome - Heather Pizzuto
2. Introducing the Employee Training Program - Heather Pizzuto
3. Competencies ... What are they? - Callie Ahrens and Penny Thompson
4. Purpose and Function of a Public Library -Cliff Lange, Library Director
5. Organizational Structure - Cliff Lange
6. Intellectual Freedom, Censorship and Challenges - Susan Simpson
Break - 20 minutes
7. Communications - Suzanne Smithson
8. Payroll - Cissie Sexton
9. Staff Borrowing Policies - Heather Pizzuto
IO. Appearance Standards - Cissie Sexton
1 1. City Policies - Harriet Gena, HR Manager
12. Safety and Security Basics - Susan Simpson
13. Library Committees - Heather Pizzuto
14. Library Goals and Strategic Planning - Cliff Lange
15. Closing Remarks - Cliff Lange
Thank you for coming; please complete the post-assessment before you leave!