Update on Lighting Improvement Project

On the recommendation of the Operations Committee, the Library Board at their June meeting agreed to rebid the lighting improvement project with an addendum that included a new timeline. There will be no change to the primary objective of the project which is to upgrade and thereby improve the quality of the lighting with an energy efficient system. If the Board is able to award a contract after this bid round, the project is expected to be completed by November 19, 2010.

In reviewing the bid submissions and in talking with the bidding contractors, it became apparent that the Library would need to simplify the schedule and process of the project. Specifically, if we wished to keep the cost of the project down and receive more acceptable bids, the Library would have to allow work to be done while we are open to the public. We also would have to close off large areas of the Adult Department from public access for extended periods of time. This was not our first choice but we will be making every effort to work out the best alternative to accessing the collection during this time. Ultimately, the safety of staff and patrons is the highest priority of the Administration and the Board.

In addition to anticipating energy savings, the Board and I are watchful to holding construction costs down. This is a publicly bid project and, as such, we are required by law to accept the lowest, responsible bid. By reducing the time and complexity of the project, the essential elements of the addendum, we hope to attract more bids and still remain within our projected estimate for the cost of the project. A complete Bid Document package is available from Key Blue Prints in Columbus or online at https://www.designbidbuild.net/DDI.PC/Asp5/Setup.php https://www.designbidbuild.net/DDI.PC/Asp5/Setup.php under the project title Tremont Branch Library.

While the project planning has taken a turn that we did not anticipate, I have total confidence in our Board of Trustees, our Owner’s Representative, our Fiscal Officer and our Facilities Manager as we work together to ensure the most efficient and effective use of public dollars.

Questions and comments from the public are always welcome and can be emailed to the director at director@ualibrary.org.

At its May meeting, the Library's Board of Trustees approved a much-needed lighting improvement project in the Adult Services and Atrium areas of the Main Library at their May meeting. The Library hopes to award a contract in June with work beginning in July. The project will happen in three phases beginning in the Atrium sitting area, then in the Adult Services department, and finally in the checkout area. The money to complete this project is coming from the building improvement fund and the work is expected to be completed by early November. The project will correct the problems of energy inefficiency, poor illumination and outdated fixtures that do not meet current industry standards. The benefits of the project are improved lighting by 100%, reduction in energy costs by a minimum of 25%, and expected savings of seven to eight thousand dollars per year in electrical bills. Additionally, this project will qualify for a rebate under the AEP gridSMART program designed to cut energy consumption and emissions. The Library has previously received a rebate of $5,684 from this program for lighting improvements in other service areas.

There is a significant difference between what standard lighting visibility levels should be in these areas and what they actually are. Lighting is measured in foot-candles, which is a unit of measure of the intensity of light falling on a surface equal to one lumen per square foot. This was originally defined with reference to a standardized candle burning at one foot from a given surface. Recommended levels of light for the Adult book stacks are between 40 and 50 foot-candles. Actual levels of light in the Adult stacks register between one and 12 foot-candles. This low light makes it difficult to locate books and poses safety issues. Additionally, the new lights will burn cooler than the current lighting which is expected to reduce cooling system costs.

Correcting this deficiency requires a degree of demolition work. All demolition work will take place at night after the Library closes with daytime work limited to installation of fixtures. We expect minimal disruption to the access of library materials during this time. The safety of our employees and the public is always our priority and every precaution and care will be taken to maintain a safe environment throughout this project. The Library will keep the public informed on our website, through press releases to the local press, notifications and postings at the city municipal building and at local coffee shops.

Questions and comments from the public are always welcome and can be emailed to the director at director@ualibrary.org.

The real voyage of discovery consists not in seeking new landscapes but in having new eyes.
- Marcel Proust

Life is a journey of discovery for me. Each step brings a new experience and a new opportunity to learn something new or see something familiar through "new eyes". For example, I took piano lessons for all the years I was in school. Each week and each year I worked to improve, to just "get better". When I was in college and grad school, if I got a poor grade, I was resolved that next time I would "get better". When I was a church organist, I always tried to learn some new piece of music and to strive to play better each time I played a service. During my employment here and regardless of what position I have held, I have always been working to "make the library better", to streamline our processes, to offer new services, to develop a library system that excelled in every way. Even (or especially) in the past year as our funding has declined, I have looked at our challenges as "even though we have less funding, how can we continue to still get better." And I am sure that many of you are much like me.

A core value of the Upper Arlington Public Library is to be the place where people come for life-long learning and the pursuit of knowledge. If you just want to improve an area of your life or business, the Upper Arlington Public Library is your information resource center on just about any topic or area of interest. We're all about helping you get better in your life's interest.

What are we doing right now to "get better"? Last week the annual Hennen American Public Library Ratings (HAPLR) Index was released and the Upper Arlington Public Library's rating was better than last year. UAPL is in the top 2 spot this year out of 952 libraries nationally in our population category. The HAPLR Index analyzes 15 factors, with focus on circulation, staffing, materials, reference service, and funding levels. Number 2 is good but my goal for next year is to be better. For more information on HAPLR, you can check out www.haplr-index.com

Have you noticed the new design of the web site? Our former design was very good but we have made some enhancements so that it could be better. Click here to read more about the new site.Let me know what you think about it at director@ualibrary.org.

Soon the Library will make some of our no-longer-needed furniture and equipment available for sale at www.govdeals.com. It’s a better way of making good on old purchases by recycling them and recouping money that can be reinvested in new purchases. We'll keep you informed through our new web site about the items we offer.

Finally, our Main Library Atrium is the place where patrons come to check out the Friends of the Library book sales, have conversations with friends, study or enjoy the latest magazine. But we plan to make this space a little better, too, in the near future. Because of many patrons' appreciation of our past art exhibits, we are bringing back "Art in the Atrium" on a regular basis. To kick-off "Art in the Atrium," six elementary schools from UA will present student artwork from May 17 – June 20. So when you and your family come to sign up for Summer Reading Club, stop by the Atrium and check out "Art in the Atrium".

"Getting better" is a core value for us here at the UAPL. Getting better is how we will achieve our mission to “Explore, Gather, Grow…” and it’s always our promise to you.

Someone recently reminded me that lemonade starts with lemons. For the Upper Arlington Public Library, the lemons represent a reduction in our revenue from the state Public Library Fund. In January 2010 we received 16% less funds than we did in January 2009. In February our reduction was 23% less than we received in February 2009. Total revenues for 2009 were $410,000 less than we had received in 2008. Public libraries across Ohio are experiencing these reductions in our state funding. Reductions of this magnitude impact our ability to offer the level of services that our patrons expect and that we are committed to providing.

So, what do you do when someone gives you lemons? You take the sugar from the cupboard, turn on the faucet, fill your container with water, and make lemonade! That is exactly what the outstanding staff and new Board of Trustees is doing - making sweet things happen that I hope you will enjoy with us. In January, the Board of Trustees approved moving forward with the lighting improvement project in the Adult Services and Atrium area at the Main Library. This lighting project will involve the replacement of an antiquated and inefficient lighting system with a modern lighting system that is more energy-efficient and cost-effective. This is a very long process which includes an architect-prepared set of drawings, a permit from the City of UA, and a publicly bid project that is required by Ohio law. So, while this will take several months to accomplish, I am excited that our patrons will actually be able to see the titles on the books in our Adult collection! Although we must spend money to do this, this is an investment which will save us money in the future.

As our funding has decreased we have also increased our focus on partnerships as a way to continue to provide outstanding services. I am pleased to share that Egypt in Columbus, the 2009 collaboration of central Ohio area libraries, the Columbus Museum of Art, and COSI, is one of three recipients of the 2009 EXPY award from Experience Columbus. The EXPY awards recognize outstanding contributions that businesses and organizations make toward creating a more vibrant and distinct Columbus experience for residents and visitors. In announcing this award Experience Columbus stated that "there were a lot of great, deserving events and programs in Central Ohio in 2009. However, these three really stood out as examples of Columbus' collaborative and innovative spirit." The award will be made at the Experience Columbus annual luncheon in March.

Finally, I'm most excited to announce a rare opportunity for the UA community! The UA Archives initiative, a collaborative partnership of the UA Schools, the UA Historical Society and the UA Library, has been selected as one of only 60 worldwide participants to join The Commons on Flickr. Our UA Archives will be among some impressive company, as this group includes the Library of Congress, the U.S. National Archives, the Smithsonian Institution, and the New York Public Library -- as well as several overseas national heritage institutions. In case you are unfamiliar with Flickr Commons, it was launched in 2008 as a partnership between the Library of Congress and Flickr. The two main purposes of the project are to provide a repository for increased access to the world's publicly-held historical images and to provide a forum for the general public to participate in the description of those images. Sara Klein, UAPL's Digital Collections Coordinator, submitted an application on behalf of the UA Archives to be considered as a partner in the Flickr Commons project last year. Sara said that at the time of application she thought "it was a very long shot...but one worth taking, because I believe some of our historical images of Midwestern suburban daily life could be a valuable contribution." Sara was right! When I read the list of the original institutions, I am totally dazzled that we will be among such venerable institutions. The UA Archives will be added to The Commons in the coming months. In the meantime, you can see the UA Archives photostream as it's being assembled on Flickr, We'll keep you updated on the progress of this project.

So even though it's not summertime and the living isn't easy in the world of library finances, we will continue to fill our glasses with lemonade all year long. We hope you'll join us often for refreshment at one of our great programs, through the pages of our vast collection of books and movies, or while conducting research using our on-line databases at www.ualibrary.org.

2009 has been a wonderful year of notable occasions, national recognition and milestone achievements for the Upper Arlington Public Library. In April, we received national recognition as a 5-star library by the Library Journal publication. In June, we reached 1 million in circulation a month earlier than last year. We had great participation in our summer reading program and launched the long-awaited and hugely popular online archive of the Norwester Yearbook with a grand reception this fall. On the day before Thanksgiving, the library circulated its 2 millionth item. Also in November, for the second time this year, Library Journal ranked the UAPL a 5-star library and #1 in our budget category based on circulation, patron visits, program attendance and Internet use. December 11 marked our 42nd year as an independent library system.

Thank you, Upper Arlington residents and patrons, for continuing to support your library through it all. We look forward to being here and serving you and your families in the New Year.

Providing equal access to unlimited knowledge and reliable primary sources are core values of the Upper Arlington Public Library. Serving the public as an institution of lifelong education is our business. I want to assure all residents that the decision to reduce library hours was a direct result of the reduction in the state's Public Library Fund that took effect August 1, 2009 with the passage of the biennium state budget. We hope that we can avoid making further reductions in hours; however the outlook for 2010 funding is even more at risk for all public libraries throughout the state. I can never say it enough, that I am thankful to the Library patrons and UA residents for your continued support and understanding as the Library Board and administration lead this great organization through such an economically turbulent time.

Early warning signs of possible reductions to the Public Library Fund surfaced in the fourth quarter of 2008. It was then that the administration began taking action to reduce and/or suspend spending in several areas of operations. The first round of cost saving measures, included, but were not limited to, supplies, equipment, out of state conference travel, and part-time position hours when a vacancy occurred. Mid-way through the year, the administration cut expenses to postal mailings and staff development trainings. At the same time, the UAPL introduced self check-out stations as a long-term cost saving operational expense.

Since this spring, with an eye toward year-end 2010, our Fiscal Officer has been providing the Board with operating expense and revenue projections. The Board has resolved to maintain expenditures in pace with revenue and the administration is committed to achieving this standard of fiscal accountability. By the end of summer revenues from the Public Library Fund were significantly less than we had projected at the beginning of the year; every indication was that revenue would continue to drop. Thus, library administration recommended a more significant cost reduction action in order to keep spending within the means of revenues received. With the approval of the Board at their September meeting, the Library instituted an official hiring freeze and reduced hours of operation. At the present time the UAPL has 12 vacant positions and part-time employees have assimilated a 10% reduction in their hours. These reductions and savings are a significant step toward our commitment to live within the funds that we receive.

I will continue to keep you informed in various different forms of communication about the status of your Upper Arlington Public Library. I know you are concerned and that you want to know the facts. I know this because you email me with your concerns, you stop by my office to learn more, you send messages through our staff to tell me that you are concerned, and you ask me how you can help. In the coming months we will share with you additional ways that you can help the Library during this time.

As the winter holiday season approaches with its spirit of goodwill and caring, we at the Library are approaching our work just the same and adding to it gratitude and great hope for the future.

The Library Board of Trustees approved several cost saving measures at their September 8 board meeting. The action of the Board was in response to an overall reduction of 11% in revenue the Library has received from the state Public Library Fund (PLF) this year in addition to declining consumer spending statewide. This revenue level is expected to remain the same during 2010 if state revenues do not rebound.

Since the beginning of the year, the Library has taken several steps to reduce costs, to conserve resources and to cut expenses with minimal impact to patron services. These efforts have offset some of the funding shortfall the Library has experienced this year. However, additional steps are needed in order to live within our means. These additional steps involve reducing the hours of operation at all Library locations, reducing hours for some staff and reducing budgets for supplies, materials, Information Technology (IT) and continuing education.

Effective October 11, 2009, the Upper Arlington Public Library will be open to the public during the following times;

• Monday-Thursday 10:00 a.m. - 9:00 p.m.
• Friday 10:00 a.m. - 6:00 p.m.
• Saturday 10:00 a.m. - 5:00 p.m.
• Sunday 1:00 p.m. - 5:00 p.m.

The Library will still be open 7 days a week at all locations, including Sundays when most other libraries in central Ohio will be closed.

The Library is officially under a hiring freeze. The library currently has nine vacant positions which will not be filled in the foreseeable future. Part-time employee hours will be reduced by 10%. Combined these are a savings of approximately $225,000 annually. Additionally, there will be no planned pay increases in 2010. The supply budget has been reduced by 50% for 2009, the materials budget for the remainder of 2009 has been reduced by 20% and the IT budget has been reduced by $50,000 for 2010. As a result of these steps, there will be no employee layoffs or furloughs at this time.

Though these reductions were necessary, they were not easy decisions. The Board discussed the following guiding principles to use in their deliberation: make the least disruption in service to our patrons, adjust our expenditures to meet the reduced revenue and maintain staff employment. The Board is also looking for opportunities to increase revenue through charitable donations made to the library, the Friends of the Library and the Upper Arlington Public Library Foundation.

While the Library is fortunate to have a local Operating Levy thanks to the support of our community, nevertheless it cannot absorb a reduction in state funding of this magnitude without taking action. The Library Director and Board of Trustees will continue to act as good stewards of the funds and trust given to them by the community.

If you are interested in more detailed financial information please contact the Administrative Office of the Library via email at director@ualibrary.org or by phone at (614) 486-9621.

It is official - public libraries in Ohio will face an immediate 11% reduction in the Public Library Fund (PLF) following passage of the Biennial State Budget. This reduction is in addition to the 20% reduction that libraries have already experienced this year due to the overall decline in the state's general revenue.

While 70% of public libraries in Ohio rely solely on the state Public Library Fund, the Upper Arlington Public Library is fortunate to receive funding from a 5-year local tax levy that accounts for approximately 50% of the Library's annual budget. To say that the Library is indebted to the voters of Upper Arlington is an understatement. We cannot say thanks enough.

Nevertheless, the Upper Arlington Public Library cannot absorb a 31% reduction in state funding without making difficult decisions related to maintaining current levels of service to our patrons.

The PLF portion of the Library's budget for 2009 will be approximately $970,000 less than we received in 2008. The projection for 2010 is that the PLF will be over a million dollars less than 2008.

Since the beginning of the year, the Library has taken several steps to reduce costs, conserve resources and to cut expenses with minimal impact to patron services. These efforts have offset some of the funding shortfall we will experience this year, but in light of the additional 11% reduction, the Library will undoubtedly have to take additional steps.

The Library Board of Trustees and library staff deeply appreciate your patience and understanding as we address these continuing and unprecedented cuts in funding.

We will continue to post updates to this site as decisions are made, as our commitment to keeping you informed about what is happening at Your Upper Arlington Public Library.