How to join KLA and KLTA for the system incentive grant

The 2017 CKLS incentive grant encourages:

  • librarians to have an individual membership to Kansas Library Association (KLA) ($35 or more depending on salary) and
  • each board member to have an individual joint membership to Kansas Library Association (KLA) and Kansas Library Trustee Association (KLTA) ($35 for each member)

We are NOT recommending an institutional membership ($500).

Joining can be done:

Librarians and Library Trustees frequently ask about records retention. Here are two documents to help.

Records Retention Schedule facilitates the grouping together of like files, prescribes how long files should remain active and what to do with files past that time.

Records Retention File Name List is a customizable document each librarian can use to track their library files.

This document lists all the inventory types in the Records Retention Schedule for Public Libraries in Kansas document and summarizes the advice for each document type.

Librarians use this document along with the Records Retention Schedule for Public Libraries document to identify what document types they actually have in their library.

The rows of the document types the library actually has are kept in this document. Librarians are free to change the file folder name of each document type to what it is on the file folder or change the name of the file folder to what it is on the document's folder.

The rows of the document types the library doesn’t have are deleted from this File Name List document.

The end result is a relatively short document listing all the records/documents a library has with the retention advice for each type of document.


December 2015


Library Board Responsibilities: Employ a competent and qualified librarian
We recommend using the director's job description for the evaluation.
However, several libraries in CKLS use this evaluation form by American Library Association.
Director Performance Appraisal is a two-page introduction explaining the purposes of performance appraisal and factors in reviewing the performance of directors
Director Evaluations has six evaluations forms. 
Organizational tools for trustees offers four sample library director evaluations. These documents describe the purpose of evaluations and the questions to be answered by the evaluating committee. 
Evaluating Library Directors
  1. Start with the Library Director’s job description.
  2. Use the director’s job description to create the questions for the evaluation. Other evaluations may clarify how to ask questions about the items in the job description.
  3. Ask library director and trustees to fill out the form.
  4. Average the trustees’ ratings or use the most frequent rating.
  5. In an executive sessions:
Identify points of agreement and differences between the board’s and the Library Director’s ratings.
The board should look over the results and decide how they will present and discuss the information with the library director.
Praise as much as possible.
Discuss with the Library Director how weakness can be corrected and how to more the library forward.
Try to set some goals for improvements and forward movement. Focus on progress toward a desired situation or a goal.
The board and librarian should agree on one to three areas for improvement during the coming year.
The Board President and the Library Director should sign the evaluation to indicate that it has been shown and discussed. Signing the evaluation is not an agreement with the results or admission of fault.

A copy of the evaluation should go in the library director’s personnel file. We think the personnel evaluations should remain private, not open to the public. See Kansas Statute 45-221 (4) 

Things not to do.

The evaluation should be based on the objective criteria on the library director’s job description. The evaluation should not be based on criteria outside the job description or person conflicts between the director, trustees, or library staff.
Board members should not listen to grievances of library staff because director unless the staff member is asked to testify about a professional situation in the job description.

Since the Library Director is in charge of how well the library serves the community, when Library Boards evaluate the Library Director, they are also evaluating the library administration. Here are some questions to help you interpret the Library Director’s job performance.

Is the Library Board getting the information and well-considered advice needed to do the board’s job?
Does the budget planned reflect the needs of the community?
Do expenditures stay within budget?
Is communication good between the Library Director, Library Board, Library staff, and the community?
Is the Library Director liked and accessible?
Do people enjoy coming to the library?
Is use of the library increasing? If not, why not?
Are available resources being utilized?
Is library service efficient and effective?
Are library services and programs creative, trying new things?
Are annual goals and objectives being achieved?

-       Modified from Trustee Essentials: A handbook for Wisconsin Public Library Trustees, Chapter 6: Evaluating the Director

How to hand out a Kansas eCard

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February 12, 2015


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All CKLS members can use this trailer for free. We will haul it to your library. Just call.

  • During normal business hours, call 800-362-2642 or 620-792-4865
  • Harry Willems 316-617-3427 (cell)
  • Chris Rippel 620-282-9355 (cell)
  • Gail Santy 620-282-9372 (cell)
Protective gear
Hard hats
Safety glasses
Gloves - Blue cotton with leather palm various sizes
Gloves - 6 pack of yellow cotton
Knee pads - 1 pair
Dust masks, box of 50 masks
Earplugs, box of 4
Tarps, plastic sheeting, twine, rope, tape
Tarp - Blue  50' X 30'
Clear film - 6 mils 20' X 100'
Nylon cord - #10 50 feet
Nylon rope - 3/8 inch 50 feet
Nylon Twine 16oz. #18
Duct tape
Drying equipment
Carpet blowers Airfoxx AFX-AM4000A
Dehumidifier DriEaz 3500i GR170-240Pint
Water Vacuum FloodPumper TMI-NO-3312
Generator Briggs & Stratton 30242
Gas can - 5 gallons
Bucket - 5 gallons
Hose - medium duty, 50 feet
Towels, paper - package of 6
Tub - 70 quarts
Drill - Skil 3/4"
Saw - Circular plus additional blade
Saw - Hand saw 15 inch blade
Drill set
Hammer - 16oz Steel handle
Hammer - 13oz - wood handle
Screwdriver - 6 piece set
Utility knife
Ladder - folding 17 foot
Rip bar - 24 inches
Plier set 6 pc
Tape Measure 33 feet
Utility knife blades - Stanley 100 pack
Flashlights - 2 D-batteries
Brooms and buckets
Broom, Push 18"
Bucket - 70 quart
Mops, Twist
Broom, Corn
Waste bags - 30 gallons, package of 40
Trash can, 50 gallons
Halogen lights
Extension cord - 12 guage 50 feet
Extension cord - 12 guage 100 feet
Extension cord, 2' 3 outlets
Electrical tape - 1 roll

Planning templates

Red Cross' Ready Rating takes you through a process to assess your preparedness for handling a disaster and planning a response to an emergency. Requires signing up, but it is free.

Pocket template one-page both sides at

CalPresevation is a printable plan in Word at

Online disaster planning tool for simplifying planning.

Sample plans

Simple drying instructions

Heavy duty salvage instructions

Run, Hide, Fight video at

[Word version of this document is at]

The video contains the following lists. Add these lists to your disaster plan.


·        If there is an escape path, attempt to evacuate.
·        Evacuate whether others agree or not.
·        Leave your belongings behind.
·        Help other escape if possible.
·        Prevent others from entering the area.
·        Call 911 when you are safe.


·        Lock and/or blockage the door.
·        Silence your cell phone.
·        Hide behind large objects.
·        Remain very quiet.


·        Attempt to incapacitate the shooter.
·        Act with physical aggression.
·        Improvise weapons.
·        Commit to your actions.

When law enforcement arrives:

·        Remain calm and follow instructions.
·        Keep your hands visible at all times.
·        Avoid pointing or yelling.
·        Know that help for the injured is on its way.
I would recommend life-like practice each step because:
·        This will reveal flaws in imagined plans. For example, when the fire alarms went off in one library, the fire department’s search for the fire discovered they did not have all the keys to go everywhere in the building and where locked out of important areas.
·        Panic causes people to fall back on habits and forget the correct steps, e.g., turning off the cell phone ringer. Repeating of the correct steps makes habits out of the correct steps which may save their lives.
"Caring for books" is a 2-page brochure explaining the causes and signs of damage and what you can do to reduce damage. (pdf)
"Protecting your treasures", 2-pages printed, covers protecting, shelving, storing, cleaning and handling books.
Busting dust is a Web page, 2.25 pages printed, explaining how to clean and vacuum dusty books.
"Salvaging household furniture" discusses salvaging furniture that is upholstered, mildewed, submerged, veneered, and warped.
"Flood-damaged wood furniture" is 2-pages about assessing the damage and salvaging submerged furniture, damp furniture.

Eliminating odors

Emotional health after a disaster at 

Helping children with disaster at

Pets and disaster at

Returning home after a flood at

Recovery series at

    • Financial recovery
    • Emotional recovery
    • Checking your home
    • Checking utilities and major systems
    • Water safety
    • Food safety
    • Generator safety
    • Picking up after a disaster
    • Picking up after a fire
    • Repairing your flooded home
    • Important steps for safe and speedy recovery

The people cleaning up the library and salvaging materials need to understand what is important and needs to be salvaged first.

One of the earlier steps in recovery is assess the damage, i.e., listing the types of items damaged and then using the priority salvage list to identify which items should be saved first, second, third, etc.

Though the Janet Evanovich and Stephen King books may be the most popular items in your library, these books are not valuable because they can be easily and cheaply replaced. The most valuable items are:

  • Critical to the ongoing operation of the library.
  • About your town, county or state.
  • Irreplacable or not easily available elsewhere
  • Fragile or sensitive to fluctuations in temperature or humidity
  • Cost of replacement is more than cost of restoration.

Here are several examples of illustrating and listing what is important in a disaster plan.

  • Cornell Library provides a floorplan with area marked out and number by priority. Quickly understood. 
  • University of Arizona Law Library lists section and identifies its location at

Ask your insurance agent the following questions. Some questions probe the adequacy of the library's insurance in financing the rebuilding of the library and its collections. Other questions reveal requirements by the insurance company for processing damage claims. Make sure to include these requirements in the clean-up and recovery processes. If the insurance company wants photos of the damage before clean-up starts, for example, make sure taking photos is near the beginning of your cleanup instructions. I give special thanks to Craig Thurman of Thurman-Morrison & Associates, Inc. Insurance Agency for reviewing these questions.

  • Does the insurance company know your building is being used as a library as opposed a to “city building”?
  • Does the policy actually cover the top five disasters likely to occur in your town? What exactly does the insurance cover for each of these disasters? (Ask your County Emergency Management Coordinator the top five disasters likely to occur in your town. Also ask if the county has "Emergency Equipment and Supplies.")
  • Does your insurance agent know your library has computers, television, DVD player, fax machine, microfilm reader-printer, etc.?
  • What is contents inside the library is covered by the insurance policy? Here are the contents for special consideration:
Important records and papers
Fine arts (Please get these works reappraised.)
Exhibition/display materials that you may take from the building
Temporary exhibits (If your insurance doesn't cover temporary exhibits, you should tell people who display things in your library.)
  • Does the insurance policy provide money to rent another facility for continuing operations while the damaged building is being repaired?
  • Does your insurance cover only what your used furniture and books are worth now or what buying new contents will actually cost?
  • What is required by the insurance company for an inventory of library contents? A list of items? Photographs? Videos? How should these be done?
  • An inventory list template is at Store this inventory in a bank safety deposit box.
  • Is your insurance adequate to cover 80% to 90% of replacement costs?
  • How does the insurance company want the library to report disasters?
  • Must the insurance representative see the damage before clean-up can begin?
  • What is required to prove that the library owned a book that is being discarded because of damage? Entire book? Title page?
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