RFID transforms the library -- you can help!

A new project underway at the library is one of our biggest undertakings in years and has the potential to quietly change the way we do many things. Some of the changes will be invisible and some will be dramatic. It will make the library easier and faster to use, save money and improve service, but getting there will be a big job.

It's RFID: Radio Frequency Identification, increasingly used in many libraries for all the above reasons.

RFID will change all our inventory control processes, most visibly checkout and security gates, but also check-in, reshelving, and searching for items. To implement it, we'll need to place a radio-frequency tag in or on every item in the collection, then replace our self-checks, security gates and book-drops. We'll want to add additional self-checks, new bookdrops, and automated materials handling equipment for returned items. With almost 400,000 items in our collections, this is a huge undertaking, and it will be the better part of two years before it's done.

The reason for all the work and cost is to improve service and security while lowering costs. By automating processes, we can handle more business without more staff. We can shorten checkout lines as more people use self-checks. Some libraries get 90% of checkouts done at self-checks, and we're planning to get easy-to-use checkout stations that will unlock media cases and allow payment of fines. We'll still have staff to help with problems, but any routine checkout, picking up holds etc., should go much faster.

RFID will improve library use because we'll get things back on the shelves faster, and have better tools to find lost or misshelved items. It will speed the checkout process by using faster more reliable self-checks with more functions including unlocking media cases and accepting fine payments. RFID will help stop loss with security gates which can notify staff of specific items being taken away without being checked out.

There should be considerable cost saving over time. Not only should we lose fewer items, but checkout and return processes can be highly automated. New bookdrops will check items in as they are returned, and automated materials handling will use conveyor belts to sort returned items. As implementation of new equipment is phased in, we should be able to save staff through attrition, by not using people to do repetitive tasks, and by letting attrition in non-benefited staff reduce the workforce. Staff should be able to do more high-level tasks and help the public. If use increases substantially, we would not need to increase staff commensurately.

In the past, there have been some civil liberties concerns expressed about public library RFID. In the system we are putting in place, there should be no privacy issues or concerns for two reasons:

1. the radio frequency tags in our materials are very short range -- about 18" -- and require a dedicated reader on the frequency of the tags
   
2. the tags contain nothing more than the bar code just like is currently printed on the backs of our books. Without a link into our circulation database -- which has strict privacy safeguards, the RFID data is meaningless.

All of these advantages and improvements come at a cost. We need to tag our entire collection, and then we need to replace a lot of equipment. The investment will pay off for the taxpayers, but the project has to be capitalized up front -- and next year's completion of the project is pending a decision by our City Council. The Library Board has requested the dollars, and the Mayor has included their request in his executive budget proposal to Council.

We're keeping the cost much lower than it could have been by relying on volunteer labor to tag the materials. This will save many thousands of dollars over hiring temporary staff to do the project, or stringing it out for years to try to let current staff absorb the tagging duties. With volunteer help, we plan to be done tagging all the materials by next summer.

We need a lot of volunteers to help. Cheryl Kraft, the RFID Volunteer Coordinator, is recruiting and training volunteers to tag materials for RFID. She’s looking for volunteers who would be available for 1-2 hour blocks anytime during the library’s open hours to scan bar codes and tags and work with a lap top computer. The work is actually easy to learn and goes quickly. Anyone interested in learning more about this exciting new volunteer opportunity, contact Cheryl at ckraft@apl.org for more information.

You've got a friend

Over thirty years ago, a group of community-minded citizens got together, determined that their public library should be better. They formed the Friends of Appleton Library (FOAL) and began supporting library programs, working for an improved facility and helping the library develop and grow. FOAL has been helping and giving since 1975. From their beginning, they've provided community to their members, created and promoted programs, and been a voice for our library in the wider community.

The Friends' Building Committee was key in passing the 1978 referendum that led to the construction of our current building. Once the new building was underway, FOAL focused more on program support, and began the FOAL Endowment Fund to create ongoing support for library programs.

In 1985, a group of individuals who felt the need to create more and broader support for the library set up the Appleton Library Foundation. The Foundation undertook a five year campaign and built up a endowment of over a million dollars, with proceeds used as grants for library materials, programs, technology and other innovative ideas. Within a few years, FOAL decided to invest their endowment as a designated fund of the Foundation. Since they began giving grants, the Foundation has given the library nearly a million dollars, while maintaining a strong principle balance in their endowment fund.

With increased support from staff -- especially Elizabeth Eisen, who coordinated volunteers and adult programs -- and a succession of good presidents and committee chairs, FOAL grew stronger, with hundreds of members. They began doing joint planning with the Foundation and helped with fundraisers. The Foundation began funding a library staff person to recruit and coordinate volunteers. The two groups were beginning to move closer together.

In 2008, the Foundation invested their endowment funds through our Community Foundation, leaving their Board with less need to oversee investments. Their new strategic plan called for more collaborations with the Friends. With agreement of FOAL leadership, the Foundation hired Peter Pearson of The Friends of the Saint Paul Public Library to conduct a feasibility study of merging the two groups. Pearson's study, in the Fall of 2008, suggested that merger was indeed feasible, provided advice based on the experience of other libraries, and identified several considerations for decision. The two boards continued to discuss the issues, and agreed to hold a joint facilitated planning retreat in the Spring of 2009. The two boards continued to discuss the issues, and agreed on a joint facilitated planning retreat in the Spring of 2009.

Nearly all members of the two boards, including two library board members, attended the planning retreat, and were impressed by the amount of consensus. There was strong agreement on a single statement:

The merger of the Appleton Library Foundation and the Friends of Appleton Library would provide a unified entity which would be more efficient with added functionality, resulting in more resources for the Appleton Public Library – and provide higher visibility in the community and a better utilization of volunteer talents.

It was also agreed the group would work in several areas:

• Advocate for the library
• Fund-raise for the library
• Support programs and services
• Advise and support library staff
• Thrive as a membership organization
• Marketing and public awareness

Deciding that the merged group would be called FOAL, the group charged the two board presidents and the library director with implementing the merger. With generous pro bono legal help from McCarty Law, merger documents and bylaws were drafted and approved by the two groups in the next few months. The initial board of the new FOAL is comprised of all the members of both existing boards who wished to continue, until the membership elects a new board at next year's annual meeting.

After two meetings of the new FOAL Board, they now have: elected officers, a finance policy and budget, an agreement with the Library Board, several committees in place and several in process, and a plan to hire an executive director. They're working on a new logo and thinking about a website, even while several fund-raising events are underway or in planning. It's been a busy time for the library staff, in helping facilitate these efforts, but we're excited and grateful for the thoughtful volunteer efforts of so many good people -- our friends.

Cross-country library volunteer

This lady, Carol Nicolary, came from California to spend a week shelf-reading and shifting our Children's collection -- very cool. Thanks to Post-Crescent reporter Cheryl Sherry for taking the time to tell her interesting & worthwhile story!

Cheryl Sherry: Wife, husband pursue mission work during EAA
As Carol Nicolary was shelf-reading rows of books in the children's department at the Appleton Public Library Wednesday, she, unsurprisingly, found an out-of-place book on blimps.

Within the first few pages, the 38-year-old woman saw a familiar face. It was husband Nick Nicolary, who piloted the Goodyear Blimp for 35 years and now is part of Wings of Faith Ministries...

Thanks to Carol Nicolary and all our other great volunteers.

Volunteers of the Year

Remarks delivered at the City Council meeting, after Mayor Hanna delivered his National Library Week proclamation:

Thank you, Mayor. As we're coming into National Library Week, with the culmination of the community Read and the Book Festival, we at the Library feel very fortunate to be part of an effort that does so much to enhance the quality of life in our community. We know that the library makes a difference in people's lives, and I want to acknowledge and lift up the critical support of all of you, our elected officials, in making that happen. I also want to acknowledge and thank all the hard-working, dedicated people on the library staff, and tonight, I especially want to thank all the volunteers.

From the Board of Trustees to the Friends of the Library and Library Foundation, people delivering books to the homebound, people who show up every week to shelve, middle school children who help with the summer programs for younger children, the library is very dependent on our volunteers. In 2007, the number of volunteer hours grew by 22% over the previous year, and continues to grow in 2008.
So on behalf of the Library Board of Trustees and the Library staff, I would like to acknowledge and introduce to you our two volunteers of the year.

Roberta Bawden has been selected as the APL Adult Volunteer of the Year. She was nominated by the Circulation team for the following reasons:

• she has been coming 3 times a week for four years,
• calls if unable to come in,
• walks to the library in all kinds of weather
• does a great job of keeping the children's section neat and orderly.
• her work has been consistent
  
• she is dedicated to keeping the library nice for the patrons.

Ryan Nelson is our teen volunteer of the year. This is not an award we present every year, but Ryan's contributions in the past year have been exemplary.

Ryan joined the Library Board last June in a non-voting capacity representing the APL Teen Board, providing input to Board deliberations from a teen perspective.
In addition to serving on the Teen Board, Ryan also

• assists at library programs
• shelves materials.

Ryan attends Appleton West high school.

From left: yrs truly, Ryan Nelson, Roberta Bawden, APL Volunteer Coordinator Lou Hull