THE HOYT LIBRARY

2007 ANNUAL REPORT

FEBRUARY 18, 2008

TABLE OF CONTENTS

DIRECTOR’S REPORT/OVERVIEW                                                                      3

CIRCULATION REPORT                                                                                        6

ADULT CIRCULATION STATISTICS                                                                   7

ADULT CIRCULATION STATISTICAL REPORT                                               8

NEW PATRON AND TOTAL PATRON REGISTRATIONS                                 9

CHILDRENS/YA REPORT                                                                                      10

CHILDREN’S STATISTICAL REPORT                                                                 12

REFERENCE REPORT                                                                                            13

ANNUAL REFERENCE STATISTICS                                                                     16

TECHNICAL SERVICES REPORT                                                                         18

TECHNICAL SERVICES STATISTICAL REPORT                                               19

DEVELOPMENT REPORT                                                                                      21

2007- PERSEVERING DESPITE GREAT ADVERSITY

In 2007, the Hoyt Library witnessed its greatest tragedy since the Wyoming Valley flood of 1972.  On the morning of February 14^th,  the roof of the Hoyt Library that housed the circulating collection (the Founder’s Wing) collapsed during a storm that had brought both snow and ice.  Despite the time of the roof collapse, about 10:00am,  no one was hurt as the library was closed due to the weather. The janitorial staff , consisting of two men,  were able to exit the library to avoid harm.  When I reached the library,  I saw a roof that was supported by  steel bookshelves.   Many thoughts went through my mind, however the one thought that sustained me and continues to sustain me was that no one was hurt in this catastrophe. 

After the initial shock, the long road to cleaning up the mess and rebuilding the library had to be started.  Within a week,  a crew was in the damage area dismantling the roof and discarding the debris piece by piece.  Books and other circulating items were either boxed to be transported to a safe warehouse or in many cases thrown out due to the unsalvageable condition.  When all the debris and roof materials were carted away,  there were 43,962 books that were destroyed, approximately 50% of the total collection.  The remaining books that were salvaged amounted to  39,617.   In the Childrens/YA section, there were 25 DVDs, 29 Books on Tape, 30 CDs, and 189 videotapes that were salvaged.  Considering the fact that there were 122 DVDs, 685 Books on Tape,  194 CDs, and 552 tapes on videotape on January 1, 2007, only a few of the audio-visual materials survived.  This is a audio-visual recovery rate of about 17.5% of the total Childrens/YA collection before the roof collapse. 

Despite the great loss of the collection,  the library staff forged ahead.  The staff worked to get the books that were checked out and returned back on the shelves.  New bookcases were ordered and the Children’s/YA area was reconfigured and moved upstairs into the former Wyoming Valley Literacy office.  An effort to re-open the library in April had to be postponed to June 20^th because the fire alarm system had to be replaced rather than repaired as originally hoped by the Director,  staff and library board.  The library re-opened on June 19^th, 2007 to thankful and appreciative customers and supporters. 

While  the library was preparing to  re-open,  the process of rebuilding the library that was damaged continued.  The Director convinced the Municipality of Kingston and the library board of the necessity of hiring a library building consultant.  In May,  Al Kamper was hired to create a library building statement to guide architects in the process of rebuilding.  By June, a short list of architects had been assembled by the newly created Hoyt Library Building Committee chaired by the library director.  The library director prepared a request for proposal for the rebuilding and interviews commenced.  In August,  Casaccio Architects in Haverford, PA was selected to design the new Hoyt addition.  Contracts were signed in September by Sordoni Construction,  the construction manager and builder and with Casaccio the architect.

Throughout the fall, the architect worked with the library building committee to gather information to assist in designing the new addition.   The building committee requested a two story design to maximize a community-centered library to include ample space for programming and meeting rooms for all members of the community.  By December, the schematic phase of design was completed with artistic renderings of the outside and floor layouts of both the first and second floor.  By the end of December,  the costing of the new addition had been undertaken by the construction manager, Sordoni Construction.  By the end of the year,  the Municipality was awaiting the results for the gaming grant that had been filed with DCED for the rebuilding of the Hoyt.  While insurance money had been obtained with the assistance of the firm of Young Adjustment Company,  the grant proposal was meant to supplement the building of the new addition.  The result of this grant will be known in early 2008. While this flurry of activity commenced on the rebuilding of the library,  the Development Committee was also working hard to raise funds for the rebuilding effort.  Jane Manganella created a Development committee to prepare for a capital campaign (which is detailed later in this report).   In addition to the capital campaign, the library opened its doors to the public and the resuming of the mission to serve the public continued in earnest in all the service areas:  circulation,  childrens/YA, and reference.  The technical services department was also busy acquiring and processing materials for the public to borrow and use.

The circulation of the Hoyt for 2007 was 49,680, a decrease of 59.1%.  The fact that the Hoyt had about 5000 books to circulate makes the figure impressive since in 2006 the total items available to borrow were 95,272.  An even more impressive number was the gate attendance.  There were 49,298 people that entered the library in 2007.  This figure amounts to almost a 1:1 ratio of items borrowed and the people entering the library,  meaning that almost everyone that entered the library found something to borrow.  At the end of 2007, the total registration for the Hoyt service area was 14,632 members with 815 new members being added in 2007.

The Children’s department total circulation for 2007 was 11,613, a decrease of 72%.  The Children’s circulation total still comprised 23% of the total circulation of the Hoyt.    There were 289 children that joined the Hoyt in 2007.  These totals are quite impressive despite the small collection of about 1000 items to borrow.  The Children’s department had to make the greatest adjustment since their entire section was relocated upstairs.  Despite this relocation, the Children’s department still conducted story hours and a summer reading program.  The summer reading program had 704 children that participated in the programs that were held at the library and “on the road” at various buildings nearby due to space constraints.  A total of 2,655 children and young adults participated in children’s and YA programming in 2007.

The Reference department was very busy during 2007.  This department’s collection was not harmed when the roof collapsed.  Despite the collection being in tact,  the traffic at the reference desk was quite busy in 2007.  There were 1558  ILL transactions for 2007,  a decrease of 25%.   The number of reference questions asked totaled 4856 (down from 6249, a 23% decrease).  In order to alleviate the constant demand for the use of desktop computers,  the downstairs computer lab was opened and in September, wireless Internet was made available to the public.

The Technical Services department added 4806 items.  This was an increase over the 3161 items added in 2006 (a 52% increase from 2006).  The destroyed items were not taken out of the catalog since the library staff did not receive the books back from storage to accurately determine which items can safely be deleted from the catalog.  Technical services worked closely with the library director to only order items that would circulate well and would not take up too much space.  For this reason,  audio-visual materials  greatly expanded in 2007.

The Development department did not conduct an annual fund drive, instead a capital campaign was begun.  By the end of 2007, the Development department consisting of Jane Manganella, had raised $95,747.78.   This figure is quite commendable since the campaign had not been formally launched.  During the year, Jane organized a Development committee that met and began to plan how best to raise content funds for the new library.  

This past year has been quite difficult for the staff and for the communities that we serve.  The destruction of over half of our collection has been quite a setback.  However, we have persevered and the communities that we serve have supported us and have welcomed us.  I want to personally thank the staff and volunteers that have wanted to return to work and have performed their job duties with great pride.  I want to thank the library board that has supported my recommendations and decisions during this difficult year.  The support of the staff, board and our customers have made the rebuilding process much easier because of the level of care that has been shown throughout this past year.

Respectfully submitted,

David Marks

Executive Director

CIRCULATION DEPARTMENT ANNUAL REPORT 2007

The circulation department of the Hoyt Library was very busy during the first six weeks of the new year. This flurry of activity came to an abrupt halt on the morning of February 14. A fierce winter storm began the previous afternoon.  A significant amount of snow and ice built up on the roof over the Founder’s wing. The roof collapsed under the heavy weight. Fortunately, the library was closed that day, sparing the staff and patrons injury or worse. Miraculously the two men, who had come to clean the library before the storm made travel impossible, were not in the Founder’s wing at the time of the collapse. Unfortunately most of the adult collection, except for new books and audio visual materials, was located under the damaged roof.  The children’s collection was also severely affected. Tens of thousands of library items had to be discarded. Library materials deemed undamaged by the construction clean up crew were removed and placed in a storage facility. Currently, the materials remain there for lack of adequate storage and shelf space at the library.

Staff members returned to work when the undamaged portion of the library was deemed structurally safe. Everyone vowed to “do whatever it would take” to re-open as soon as possible. Boxes of Hoyt Library materials that patrons had returned to other LCLS members were delivered. The staff worked as often as needed; all departments worked together. Items were scanned, sorted and organized for shelving. When the new shelving units arrived and were assembled, books were re-shelved in proper order. Furniture and the audio-visual collection were rearranged to allow for easy access and patron comfort. The children’s department was set up in the former literacy office on the second floor.  The library was set to re-open in early April. Opening day had to be delayed until June 19 because  a new fire alarm system had to be installed prior to opening for public use.

Since re-opening, patrons’ remarks have included: “It’s so good to have the library back.”, “It felt like I lost an old friend”, “I’ve missed your friendly service”.   An “OPEN” flag was purchased to be displayed everyday at our main entrance inviting patrons to visit us and utilize the services we offer. We strive to deliver the best materials and services available under the present operating conditions. When requested titles from the Hoyt collection are not available, we immediately offer to borrow them from other libraries. Borrowed materials have come from LCLS members, from across the state, within the country and, when necessary, outside of it. This service is provided through our Reference Department at no cost to our patrons. Our current collection is small but growing due to new purchases and the addition of desirable donated titles. Patrons can choose from approximately 800 DVD movies. Digitally formatted audio books (playaways) were added to our collection in November. Currently, foreign language instruction playaways are available; in the future fiction and nonfiction titles will be added. Adequate display space is an ongoing challenge. Whenever possible, duplicate titles and materials that do not circulate often are re-cataloged for temporary basement storage. These titles are available for circulation but must be retrieved by a staff member when requested by a patron. All verbal or written suggestions given by our patrons are communicated to the director for consideration.

Some LCLS member libraries have generously offered us temporary use of portions of their collections. The director and circulation supervisor visited the Osterhout Library in August and borrowed approximately 100 titles to temporarily increase our mystery collection. Since then our collection has grown and we are now in the process of returning the borrowed titles. Wyoming Seminary and Luzerne County Community College held book drives specifically for the Children’s Department.  As a result, hundreds of titles were added. We have had to suspend accepting book donations until further notice due to the lack of adequate storage space and the cancellation of the Hoyt Library Friends’ annual book sale.

The circulation department assisted in fund raising by selling chances on two children’s quilts created and donated by volunteer Marge Langdon. Funds were also received from sales of Author Fest chances and tickets, candles and products donated by Mia Bella Candles, Hoyt Library canvas bags, and donated books.

As of December 31, total registration for the Hoyt service area was 14,632 patrons.  In 2007  the library registered 815 service area patrons.  As in the past, new registrations continue to be triple checked for accuracy.

Hoyt Library’s total circulation decreased approximately 59% as reflected in the table below:

From January 2 until February 13, 2007 our circulation was 17,585. This figure represents 1/3 of the years’ total. The average weekly circulation for the six week period was 2,930.  If this weekly rate continued throughout 2007, the years’ total might have reached more than 150,000!

Last year the circulation supervisor attended workshops that focused on improving verbal and nonverbal communication skills at the circulation desk, creating a customer centered library, and learning basic information about MySpace and Heritage Quest Online.

The circulation department staff shares with the library staff, director, board members, and patrons the anxious anticipation of the ground breaking and completion of the “new” Hoyt Library. The future will be filled with many changes and challenges. The circulation department will continue to “do whatever it takes” to provide the best library services in a user friendly environment during this exciting period of transition. 

Respectfully submitted,

Helen M. Youells

Circulation Supervisor

HOYT LIBRARY

ADULT CIRCULATION STATISTICAL REPORT 2007

BOOKS:           22,006                 

VIDEO CASSETTES:  2,650   

DVDs: 10,453                            

AUDIO CASSETTES:  1,379   

BOOKS ON CD:          1,011       

MUSIC ON CD:           551 

DIGITAL AUDIO BOOKS:     17               

TOTAL ADULT CIRCULATION:   38,067

CHECK OUT & RENEWAL STATISTICS FOR ADULT & CHILDREN'S

ADULT CIRCULATION:                    38,067     

CHILDRENS/YA CIRCULATION:     11,613                 

TOTAL CIRCULATION for 2007:     49,680     (DECREASE OF 59.1%)

TOTAL CIRCULATION for 2006:      121,661

NEW PATRON REGISTRATIONS – 2007

TOTAL PATRON REGISTRATIONS – 2007

Librarian’s Report 2007

Children’s/YA Department

Mission Statement: The Children’s/YA Department of the Hoyt Library strives to provide an environment that fosters intellectual growth and social interaction through a media of print, audio-visual and computer materials.  Throughout the year we conduct a variety of programs targeting preschool children and their parents, school aged children and young adult patrons.  We strive to make a significant contribution to the quality and accuracy of materials available to our patrons.  Realizing that our young patrons and young adult members will be the library supporters of the future we believe that it is in the best interest of the community for the library to encourage a love and appreciation for books and library services from birth through the young adult years.

A total of 289 children and young adults in our service area became members of the library for the first time.  As of Dec.31, 2007, the number of children/YA registered in our service area stands at 4,518.  These figures do not include all of our Young Adult members.  Depending on their age, some of these patrons are included in adult statistics.  Circulation of materials from the Children’s/YA Department totaled 9,845 books: 9,078 J books and 767 Y/A books; 545 videos: 523 J videos and 22 Y/A videos; 24 audiocassettes:  24 J audiocassettes and 0 Y/A audiocassettes; 800 DVDs: 472 J DVDs and 328 Y/A DVDs; 365 music CDs:  56 J CDs and 309 Y/A CDs, and 34 books on CD:  32 J books on CD and 2 Y/A books on CD.  The total circulation of all materials from the Children’s/YA Department in 2007 was 11,613:  10,185 J materials and 1,428 Y/A materials.   This figure represents 23.4 % of the total library circulation for the year 2007.

2007 turned out to be a very challenging year in the Children’s/YA Department. The majority of our print and non-print collection was destroyed with the roof collapse in February. The ability to conduct programming in the library was definitely affected. We have very little space; but the department staff came up with some creative ideas to enable the participation in the district Summer Reading Program and the continuation of our story hour programs, Parent/Child workshops, and Young Adult programs. Story hour and Summer Reading “Hit the Road” this year. We conducted Story hour on the library lawn and at the Kingston Fire Hall. Summer Reading programs were held in various locations throughout the community.  Our program facilitator continued and expanded visits to area daycare centers through our daycare outreach program. The library participates in the statewide summer reading program held yearly from early June through mid August. 

A total of 704 children and young adults plus an additional 229 adults attended Summer Reading  programming in 2007. In addition, a total of 356 daycare children were targeted throughout the summer by our program facilitator.   

The Young Adult Book Club and newly created Advisory Board met at least twice a month. The Young Adult Advisory Board is concentrating on efforts to make the new addition more young adult friendly. They are extremely interested in having an impact on the services that we provide for young adults. The department did manage to conduct one very successful 5 week Parent/Child Workshop. Our Fall Story hours moved back into the library in September and conducted those weekly groups on Tuesday and Thursday in the Computer/Community Room.  The library also participated in Pennsylvania’s “One Book, Every Young Child” program by hosting a special program for story hour participants. In 2007 a total of 2,655 children and young adults and 843 adults attended programming conducted by the children’s/YA library. 

Collection development is given top priority in the Children’s/YA Department.  Numerous review sources are utilized by the Children’s Librarian in determining the development of a user friendly and comprehensive collection of materials.  In 2007 a total of 2,287 items were added to the Children’s/YA Section.  This total represents:  2,161 books, (1,884 children's, 277 young adult), 23 videos, (23 children’s, 0 young adult), 6 audiocassettes, (6 children’s, 0 young adult), 24 CDs, (11 children’s, 13 young adult), 31 DVDs, (18 children’s, 13 young adult), 30 book on CD, (19 children’s, 11 young adult), and 12 reference books, (7 children’s, 5 young adult) were added to the Children’s/YA Library shelves.

619 reference questions were answered by the staff of the Children’s/YA Department in 2006. 

The Power Library Databases were searched 1,390 times.

Staff development activities are encouraged on a regular basis in the Children’s/YA Department.  Workshops are regularly attended on computer use, children’s programming, young adult programming, general library services, summer reading and future developments in programming centered around the state program “One Book, Every Young Child” and the newly awarded “Preschool Connection” grant. Two workshops focusing on teens were also held in 2007;”Developing a Teen Space”, and “Boys and Books.”

40 items were discarded from the collections. This figure represents 8 J non-fiction, 11 J fiction, J 16 non-print; 1 Y/A non-fiction, and 3 Y/A fiction, 1 non-print.  A main cataloging focus for 2008 is to properly update the OPAC system as to what is missing and what is available to the public.

We look forward to 2008 bringing continued growth and interest in several areas; our YA Department, an expanded audio-visual collection and continued in-house and outreach programs to involve families in early learning. 

A special thank you to Alison, Carol and Elaine for their continued effort in conducting children’s programs, developing outreach programs and keeping the Children’s/YA Department an up-to-date and user friendly library.

I would also like to extend a special thanks to Elaine Lacina for her help in compiling the statistics for this report.

Respectfully submitted,

Maryann C. Hovan

Children’s/YA Librarian

CIRCULATION STATISTICS FOR JUVENILE/YA

CHILDREN’S/YA DEPARTMENT

2005, 2006, 2007

***CHILDREN JOINING THE LIBRARY – (New registrations in service area)

            2005                            2006                            2007

              395                              486                              289

***CIRCULATION OF CHILDREN’S/YA MATERIALS

            2005                            2006                            2007

            34,916                        40,865                         11,613

          +0.095%                      +17.04%                     (-71.58%)

***ATTENDANCE AT CHILDREN’S/YA ACTIVITIES

            2005                            2006                            2007

            2,396                           4,904                           3,498

           +7.01%                    +104.67%                       (-28.67%)

***COLLECTION DEVELOPMENT

            2005                            2006                            2007

            1,389                             976                            2,287

            +5.39%                     (-29.73%)                      +134.32%

Reference Department Annual Report 2007

The storm that occurred on February 14th caused a considerable amount of damage to the structure which forced the library to close for four months.  When the library reopened, we were operating on a smaller scale because much of the building and contents were destroyed.  The Reference area was not affected.  While the library was closed our department answered questions through faxes received and responded to customer needs with virtual reference services five hours a week.  When the library reopened in June the Reference Department was very active.

Reference Librarians have primarily assisted patrons in person in a one on one setting.  To adapt to the new technology librarians must now provide assistance in the traditional and virtual methods.  When the library was closed the Reference Department was still to a certain degree serving its patrons via these methods.

Reference Materials and Statistics:

The Reference Department did not lose any of its print material resulting from the accident of February 14th.  The budget has allowed me to maintain a well rounded collection. I did some weeding and I tried to keep the collection current to meet the needs of our patrons.  I answered many questions over the Internet; however, a great deal of the information requested is still in print. A balance between the two should complement each other.