Eden Kinzel

December 12, 2017

Planning and Budgeting Case Study
LIS 9005(001) Managing and Working in Information Organizations
Dr. Alissa Centivany
Eden Kinzel
Assistant Branch Supervisor
Wellington County Library Fergus Branch
190 St. Andrew Street West
Fergus, ON N1M 1N5

December 12, 2017

Mr. Murray McCabe

Chief Librarian
Wellington County Library Fergus Branch
190 St. Andrew Street West
Fergus, ON N1M 1N5

Dear Mr. McCabe:

Re: Wellington County Library Request for Proposals 34-17

I am writing in response to the above-noted request for proposals.

Wellington Countys mission statement reads: The mission of the County of Wellington
Human Resources Department is to attract, retain and develop a dynamic, diverse and respectful
team working together to deliver excellent customer service to our community. (Wellington
County, n.d.). While Wellington County may largely be meeting its goals, its libraries, their staff,
and their patrons could benefit from a greater emphasis being placed upon diversity within its
libraries. Diversity within the libraries would enable the delivery of superior service to its various
stakeholders, the most important being its community. Wellington County recognizes its
deficiencies regarding diversified services (as noted in the SWOT section of the 2012 Economic
Development Strategic Plan), however, has satisficed when considering diversity rather than
striving towards the optimal solution.

Between 2011 and 2016, Wellington Countys population grew 6.9% (Statistics Canada,
2017b). Throughout that same time period, 1,162,900 foreign-born individuals immigrated to
Canada with Ontario receiving 43.1% of the immigrant population (Statistics Canada, 2017a).
Over 14% of the population in Wellington County is foreign-born. In 2012, Statistics Canada
reported that 14% of Canadians over the age of 15 experience a disability (Statistics Canada,
2017c). From 2006 to 2016, the number of samesex couples in Canada increased by 60.7%
(Statistics Canada, 2017d). Though the examples provided do not represent the multitudinous
ways by which humanity is diverse, the statistics demonstrate that as populations increase,
diversity also increases. Specifically within the field of librarianship, only 7% of librarians
identify as a visible minority, 1% identify as Aboriginal, and 20% identify as male (The 8Rs Team,
2005). Statistics indicate that these individuals, in addition to many others, are underrepresented
within the field and it is my respectful opinion that we should work to remedy this discrepancy.

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 The Canadian Human Rights Act protects individuals against discrimination based upon
aspects of identity such as race, national or ethnic origin, colour, religion, age, sex, sexual
orientation, gender identity and expression, and physical ability (Government of Canada, 1985).
It is all areas of diversity we wish to introduce or expand upon within the Wellington County
Libraries staff. Since Wellington County promises to deliver excellent customer service to our
community, it must strive to reflect within its workforces and services the diversity within the
community to whom it provides service. Although Wellington County is currently participating
in diversification initiatives such as the Immigrant Settlement and Adaptation Program, it must
continue to strive to improve upon its services.

Diversity within any institution enables intellectual growth, facilitates learning, and
ameliorates organizational success (Kim & Sin, 2008). Teams comprised of diverse individuals
have been shown to make better and more well-informed decisions, outperforming homogenous
teams (Hong & Page, 2004). The presence of diverse staff encourages the contribution of various
perspectives and, within libraries specifically, permits patrons to feel more comfortable and
represented within the environment (Kanduik, 2014). When organizations hire racially diverse
staff, racial prejudice is reduced throughout the institution (Kanduik, 2014). Diversity creates an
organizational culture which aligns with the goals and aspirations of Wellington County as stated
within the mission statement and 2012 Economic Development Strategic Report.

The target of this proposal is to increase diversity within the Wellington County Libraries
staff, encourage more individuals from diverse backgrounds to consider librarianship as a
profession, and provide improved customer service to all patrons by offering more diverse
collections, programs, and services. Again, although diversity is often simply associated with
ethnic diversity, this proposal focuses on multiple facets of diversity including the following
aspects of identity: race, national or ethnic origin, colour, religion, age, sex, sexual orientation,
gender identity and expression, and physical ability. I propose that the aforementioned goals may
be accomplished within the next two years by completing the various actions and plans outlined
below. Although many of the services/actions included within this proposal do not require
monetary payment, it would be beneficial to implement them simultaneously or in close succession
of the other proposed initiatives.

The first initiative is diversity training for County Library employees. Performance
Management Consultants offer a one-day workshop entitled Diversity Training: Celebrating
Diversity in the Workplace. The cost of the workshop is $3,000.00 and will cover the definition
of diversity, politically correct terms, how each individual views the world differently depending
on past experiences, identifying personal stereotypes, techniques to manage and report
discriminatory behaviour, and how to accept and encourage diversity within the workplace. The
workshop will be mandatory for all employees and volunteers and will provide a basis upon which
employees can continue to build their understanding of diversity. Diversity training will assist in
achieving the goal, as stated in Wellington Countys 2012 Economic Development Strategic Plan,
to support the creative-cultural businesses located within Wellington County (the Wellington
County Library system) as well as improve their services by expanding staffs world view, building
relevant skills, and thereby improving their ability to provide optimal customer service.

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 Employees hired following the date of the single day workshop will be required to attend
one or more webinars provided by Your Diversity at Work. The cost of each webinar is $55.00
and there will be multiple employees required to view the webinars. Therefore, the budget request
is $500.00 to accommodate these needs. The webinars include Diversity Awareness 101: A
Canadian Perspective (defines and explores what diversity means in the Canadian workforce and
discusses barriers to inclusion and how to overcome them), Understanding Intercultural
Communication (teaches differences in communication methods across cultures as well as how to
communicate more effectively through email, via telephone, and in person), and Understanding
and Resolving Intercultural Conflict (discusses why cross-cultural conflict may occur, examines
the differences in conflict resolution methods across cultures, and provides potential solutions for
preventing and solving workplace conflict). The webinars will be assigned according to the
applicability of the webinar to an individuals job description. The webinar licencing permits
multiple viewers which can be coordinated for employees hired in close succession, resulting in
cost savings with respect to licences. The webinars will educate employees regarding conflict
resolution skills as well as how to effectively communicate with others. These skills are highly
desired within the field of librarianship and help to better serve patrons, a goal stated within the
Wellington County mission statement.

Wellington County Libraries should also create a diversity policy, accessible in both hard
copy and online formats to all patrons and library stakeholders. The policy can be developed
simultaneously with other County-wide policies at no additional cost to the County, rendering it a
cost-effective method to demonstrate to patrons and employees that Wellington County is an
organization committed to following through with their stated mission as well as fostering an
organizational culture which is welcoming to marginalized patrons and staff. The policy would
identify current diversity-related goals and initiatives and hold Wellington County accountable.

Another major initiative which should be undertaken is to recruit applicants with diverse
backgrounds for jobs within the County. The County declared within its 2012 Economic
Development Strategic Plan that recruiting and retaining diverse workers is an area where it has
has been failing and further stated its desire to improve diversity by partnering with the Guelph
Wellington Local Immigration Partnership, the Wellington Talent Attraction Initiative, and
implementing a new marketing campaign. This proposal provides a budget of $1,500 to fund
additional methods of recruiting diverse candidates, primarily covering the cost of marketing
available job postings. Given the relatively moderate size of Wellington County, it may be difficult
to recruit candidates with specific diverse attributes. Therefore, the County may be required to
submit postings in newspapers outside the County to areas such as Waterloo or Toronto as well as
to library job boards which often carry associated fees. Funds reserved for this purpose may also
potentially serve as a small relocation bonus should a successful candidate be required to relocate
to accept the position. This incentive is important as Wellington County has been losing diverse
community members to larger cities within the surrounding area. Andrade and Rivera (2011), in
addition to multitudinous other studies, report that it is not only difficult to recruit diverse
individuals, but it is an even greater challenge to retain them. Marginalized individuals often enter
workplaces wherein microaggressions and discrimination are commonplace. Wellington County
will highlight its diversity policies and anti-discrimination policies throughout the interviewing
process and assure all candidates that it maintains a team-oriented and respectful culture for all
employees. The manager will be present for all interviews to discuss the steps to be taken by

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employees should they encounter any act of racism, sexism, homophobia, transphobia, ableism,
ageism, microagressions, or any other form of discrimination. In addition, the manager will
describe to all candidates the position being applied for, the structure of the organization, the
physical space of the library, the chain of command, as well as their own personal management
style. The manager will ask candidates questions regarding their personal goals, motivations, and
criteria for job satisfaction. This recruitment method should be undertaken in an effort to hire the
candidate who best fits within the Wellington County Library system as doing so will also assist
the County in its employee retention efforts. It must be noted that this initiative does not intend to
discriminate against the Caucasian, able-bodied women who currently comprise the majority of
the workforce. Wellington County will continue to hire the best candidate for the position. They
now, however, will pull from a greater set of potential applicants and note that, as mentioned
previously, diversity in staff tends to create the most productive, efficient, and successful
workforce.

Wellington County Libraries should offer a mentorship program for new employees as a
method of welcoming and integrating employees with diverse needs, interests and goals. New
employees will be paired with a suitable mentor capable of understanding and assisting new
employees and would introduce the new employee to Wellington Countys culture, hierarchy, and
procedures. Should staff feel sufficiently comfortable to self-identify, Wellington County will aim
to pair the new employee with an experienced employee of the same gender, race, ability level,
sexual orientation, or other aspect of diversity. The mentor will ensure the new employee is aware
of the anti-discrimination and non-harassment policies as well as cultural norms within the
institution. The mentor will also be responsible to assist new employees with navigating any part
of the job which may be impacted by their individual needs. The budget should allow $500 for
the mentor program to cover activities or training outside the Countys organization to equip
mentors with the skills and tools necessary to assist with the new employees transition. Mentors
will be part of the employee support system since lack of recognition and sense of belonging are
often the largest contributors for job dissatisfaction. Mentors will ensure the new employee feels
an affective commitment by the organization in an effort to prevent content plateauing of the new
employee. There would be little need for concern regarding structural plateauing since Wellington
County offers many opportunities for upward and lateral movement. The County should also
provide professional development opportunities and promotions for all applicants for all senior
management positions and avoid using marginalized individuals as tokens at the front desk as is
the practice in other organizations. Working with a mentor will foster a team approach and
enhance communication skills for new employees which will be beneficial throughout their career
with Wellington County Libraries.

The proposed budget requests an allotment of $4,500.00 to create entry scholarships

specifically targeted towards underrepresented individuals applying to the Master of Library and
Information Science program at Western University (one $1,000.00 and one $2,500.00
scholarship) as well as the Master of Information program at the University of Toronto (one
$1,000.00 scholarship). Significant tuition university fees can often create be a barrier for
underrepresented or marginalized applicants. Wellington County can offer the aforementioned
scholarships to lessen the financial burden for specific individuals who possess an interest in
becoming librarians. Librarianship is an evolving profession which is largely comprised of white
women, and the creation of a diverse population within the professional would greatly improve

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the experience of patrons. This initiative aligns with Wellington Countys goals to both increase
the percentage of the working population who have higher education as well as increasing the
percentage of the population working in the creative field as outlined in the 2012 Economic
Development Strategic Report.

Wellington County Libraries will hire and share a co-operative summer student with the
County Administration Centre. The library will contribute $3,000.00 toward the students earnings
($13/hour, 14 hours/week for 16 weeks) while the Administration Centre will pay the remainder
of the salary and employ the student for the remaining 21 hours per week. Many of the jobs offered
by libraries, including Wellington County Libraries, are part-time, casual, or contract jobs. This
is largely due to the extremely tight budgets libraries are facing. The ability to split the cost of the
co-op students salary enables the County to offer a full-time position, albeit in two separate
departments, and prevent outsourcing. Additionally, the successful applicant will be able to glean
a wide variety of applicable and relevant skills. While working for the library, the student will act
as the outreach coordinator for Wellington County Libraries with much of the outreach being
specifically targeted towards underrepresented or minority community members. The student will
have a variety of tasks relating to supplementing the Countys diversification efforts such as
attending and managing an information booth at County-wide events. This would enable the
student to perform outreach to the community, provide information about the variety of library
services, and solicit feedback from the patrons. The co-op student will also be responsible for
forming partnerships with other like-minded community organizations to further increase the
Countys diversity initiatives. The co-op student will manage the Wellington County Libraries
social media platforms (Twitter, Facebook, Instagram, Snapchat) and occasionally update the
Libraries websites. The students tasks will involve notifying stakeholders via appropriate means
(email, social media posts, website updates, newsletters, press releases, etc.) should important or
controversial issues arise. They would also be tasked with developing diversity related Lib Guides.
There will be separate Lib Guides targeted towards specific age groups containing lists of books
authored by individuals from diverse backgrounds, ethnicities, gender, sexual orientation, and
abilities, fiction novels which contain a representative cast of characters, non-fiction materials
covering issues faced by various cultural, minority, underrepresented or marginalized groups, and
lists of resources that individuals in those groups may find to be helpful. The successful candidate
will also train members of staff to continue these initiatives once the student has returned to school
to permit the effort to continue.

Each library should also make an ongoing concerted effort to remain knowledgeable about
current issues regarding diversity. There are a number of online newsletters to which they can
subscribe free of charge, such as Comcast NBCUniversal, Diversity Best Practices, and Inclusive
Minds. The libraries could also educate patrons about these newsletters and provide links to permit
patrons to obtain subscriptions themselves. In addition, the library could provide information
about other online free diversity resources such as those provided by Thrive Washington, Apropos
Productions Ltd., and Teacher Vision. These resources include information covering how to have
intellectual conversations about diversity, reflecting upon critical incidents, unpacking prejudice,
the circle of oppression, and many other topics appropriate for all age ranges. They could be part
of the aforementioned Lib Guides, attached to the libraries newsletters, or available as one of the
pamphlets the Libraries have for patrons to take home. This information would better inform and
service Wellington County patrons in accordance with the mission statement.

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 Although Wellington County currently features several displays focused on diversity and
inclusion, the library branches would benefit from rendering the displays as a major focal point.
There are a number of months or days designated to recognize and appreciate marginalized groups,
some of which include February is Black History Month, May is Asian Heritage Month, June is
LGBT Pride Month, October is National Disability Employment Awareness Month and Hispanic
Heritage Month, in addition to many other occasions to celebrate diversity. Wellington County
Libraries should display books, movies, CDs, and other resources either written by an author who
identifies as a member of the celebrated group or a story which contains representation within its
characters and plot. Such displays should be located near the entrance of the library as a central
focal point, so it will be viewed by every patron. Librarians should attempt to display these books
regularly throughout the year with other appropriate displays and suggest them throughout the
readers advisory process. They should not be viewed as resources to simply further this initiative,
but as genuinely well-written and entertaining or informative pieces of literature. In addition,
branches of the Wellington County Library system would benefit from creating an inclusive
physical environment in the library. They could solicit donations of artwork which represent
diverse groups, perhaps associating each room with a specific culture or community. The County
should consult people of all races, cultures, sexual orientations, genders, abilities, etc. to determine
how to best tailor the physical space to feel the most welcoming for all individuals. The library
should also ensure it is physically accessible for individuals of all levels of ability.

An allocation of $5,000.00 will be utilized to expand Wellington County Libraries

collections to create a diverse and inclusive selection for all patrons. Although Wellington County
currently houses a diverse selection of books, it must continue to expand its collections.
Representation through literature permits individuals from diverse groups to form an identity and
informs other individuals to gain a better understanding of their diverse peers (Chapman, 2013).
Therefore, librarians must be conscientious in curating their collections to ensure adequate
representation of diversity among individuals (Chapman, 2013). The libraries goals are to ensure
that everyone feels welcome and included. Representation within the available media would be a
great first step. We Need Diverse Books has compiled numerous lists of resources involving many
different aspects of diversity which could be purchased by the library and available for patrons.
The libraries should also focus on other types of resources such as television shows, movies,
videogames, board games, magazines, and newspapers.

Not only should Wellington County Libraries work on developing their collection to
include more representative works, they should also focus on developing more programs and
services to support Wellington Countys diverse population as well as patrons interested in
learning more and becoming better informed to advocate for friends, family members, colleagues
or other community members who may be members of underrepresented or diverse groups. The
sum of $2,000.00 has been budgeted to enable the library to run book clubs discussing books
supporting diversity and inclusion, cultural programs which focus on and embrace an aspect of
that heritage (Native American basket weaving, Indian henna tattooing, and Latin Zumba classes),
programs which explore the history of diverse ethnicities, abilities, or sexualities, job/resume
workshops for the unemployed, college/university and scholarship application sessions for those
that are the first in their family to attend post-secondary education or who may be struggling
financially, and ESL groups for new immigrants settling within Wellington County, among many

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other programs. The community would also benefit from speakers delivering presentations at the
libraries about barriers being faced by specific groups, how to overcome barriers and other topics
relevant to diverse groups of people. Again, this will permit the patrons to feel welcome, included,
and supported within their own community. This will also strengthen the communication and
listening skills of the individuals attending these workshops, programs, and speaking events. The
money budgeted will be utilized to run the programs, compensate speakers, and market the events.

Wellington County Libraries should refrain from embarking upon these initiatives without
consulting members of diverse communities. Reaching out to community members is cost free
and will provide valuable and accurate information regarding the services which are truly needed,
sought after, and beneficial to the individuals the library is attempting to assist, as outlined in the
Countys mission statement. Individuals from diverse communities, backgrounds and cultures will
have well-informed ideas and contributions to successfully create a diverse and inclusive space
within the Countys Libraries. Wellington County libraries should also seek to form partnerships
with local businesses or organizations who work in support of an inclusive environment for
individuals from diverse communities. Such partnerships will aid in supporting the economy and
strengthening community ties, as outlined in the 2012 Economic Development Strategic Plan.
County Libraries should also offer various feedback mechanisms to evaluate the effectiveness of
the initiatives. They should offer opportunities for feedback in a number of accessible formats to
ensure the community is adequately represented and able to contribute. This may include a section
on the website, an email address, printed forms, or in-person feedback, depending on the
individuals comfort level. In reviewing all forms of feedback, the County should use active
listening techniques such as paraphrasing and I-statements to ensure the individual feels heard.
They should also avoid roadblocks to listening to avoid escalating the situation. Not only should
the County collect and accept feedback, but they should also take the feedback into serious
consideration and work to implement suggestions wherever possible. It would be regrettable to
invest so much time and effort into a diversity workplan if it was not helping the people intended
to benefit from it. Again, this effort helps the community in feeling represented. It may be
beneficial to have the organizations hierarchical structure posted online so that the community
members know who to approach with questions and concerns and who will be considering their
recommendations.

All of the aforementioned initiatives will assist in diversifying and therefore better
servicing Wellington Countys community, something the County values and strives towards, as
outlined in the 2012 Economic Development Strategic Plan. It is my hope that this proposal will
be given serious consideration and that the County will work with me through its implementation
over the following two years. Thank you for your consideration.

Sincerely,

Eden Kinzel
Encl.

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Wellington County Diversification Initiative Proposed Budget

Initiative Amount Justification

Diversity training $3,000.00 Enables staff members to treat diverse staff or patrons
equitably and respectfully.
Diversity webinars $500.00 Enables new staff to treat diverse staff or patrons equitably
and respectfully. Builds conflict resolution skills.
Updating policies $0.00 Enables public to understand that the libraries are
considering their diversity and working towards bettering
their service. Holds the County accountable.
Recruiting diverse $1,500.00 Increases the amount of diverse staff, betters workforce,
applicants and permits patrons to feel represented.
Mentorship $500.00 Orients the new employees to the organizations culture
programs and any issues they may need to be aware of.
LIS scholarships $4,500.00 Enables more diverse individuals to attain a higher
education in the field of library sciences.
Co-op position $3,000.00 Creates a job opportunity for a diverse individual as well as
provides opportunities and outreach for diverse patrons.
Newsletters and $0.00 Educates staff on emerging diversity issues and initiatives
online diversity and provides opportunities for library staff and patrons to
resources stay educated on diversity issues and partake in free
training and activities.
Diversity displays $0.00 Enables patrons to feel represented and be educated on
various issues regarding diversity.
Collection $5,000.00 Enables patrons to feel represented and be educated on
development various issues regarding diversity.
Programs $2,000.00 Enables patrons to feel represented and be educated on
various issues regarding diversity.
Consulting diverse $0.00 Enables patrons to feel represented and ensures the
community members programs, collections, and policies reflect initiatives and
issues which actually affect those experienced by people of
diverse identities.
Collecting feedback $0.00 Enables patrons to feel important and empowered and
ensure the programs, collections, and policies are making a
tangible impact.

All of the above initiatives would be considered operating expenses, rather than capital expenses.

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References

Andrade, R. & Rivera, A. (2011). Developing a diversity-competent workforce: The UA

libraries experience. Journal of Library Administration, 51, 692727.

Chapman, E. L. (2013). No more controversial than a gardening display? Provision of LGBT-

related fiction to children and young people in U.K. public libraries. Library Trends,
61(3), 542-568.
Government of Canada. (1985). Canadian human rights act. Retrieved from: http://laws-
lois.justice.gc.ca/eng/acts/h-6/page-1.html#h-2

Hong, L. & Pages, S. E. (2004). Groups of diverse problem solvers can outperform groups of
high-ability problem solvers. Proceedings of the National Academy of Sciences of the
United States of America, 101(46), 16385-16389.

Kandiuk, M. (2014). Promoting racial and ethnic diversity among Canadian academic librarians.
College & Research Libraries, 75(4), 49-556.

Kim, K. & Sin, S. J. (2008). Increasing ethnic diversity in LIS: Strategies suggested by librarians
of color. Library Quarterly: Information, Community, Policy, 78(2), 153-177.

Statistics Canada. (2017). Immigration and ethnocultural diversity in Canada. Retrieved from:
http://www12.statcan.gc.ca/nhs-enm/2011/as-sa/99-010-x/99-010-x2011001-eng.cfm

Statistics Canada. (2017). Population and dwelling counts in Wellington County. Retrieved from:
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eng.cfm?LANG=Eng&GK=CD&GC=3523

Statistics Canada. (2017). A profile of persons with disabilities among Canadians aged 15 years
or older, 2012. Retrieved from: http://www.statcan.gc.ca/pub/89-654-x/89-654-
x2015001-eng.htm

Statistics Canada. (2017). Same-sex couples in Canada in 2016. Retrieved from:

http://www12.statcan.gc.ca/census-recensement/2016/as-sa/98-200-x/2016007/98-200-
x2016007-eng.cfm
Wellington County. (n.d.). Human resources. Retrieved from: https://www.wellington.ca/en/
government/humanresources.aspx

The 8Rs Team. (2005). The future of human resources in Canadian libraries. Retrieved from:
http://www.ls.ualberta.ca/8rs/8RsFutureofHRLibraries.pdf