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Item C09BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY MEETING DATE: October 15, 2003 DIVISION: Community Services BULK ITEM: Yes DEPARTMENT: Library AGENDA ITEM WORDING: Approval of the Library Long -Range Plan of Service for the years 2004-06 ITEM BACKGROUND: The Library Plan of Service is required as a part of the application to receive the State Aid to Libraries Grant. PREVIOUS RELEVANT BOCC ACTION: The Library Annual Plan has been approved annually by the BOCC. L,UN i KAL; i /AUKtt:MENT CHANGES: N.A. STAFF RECOMMENDATION: Approval TOT4 COST: N/A BUDGETED: N/A COST TO COUNTY: N/A REVENUE PRODUCING: Yes AMOUNT PER MONTH NEAR: Approx. 10% of Library budget APPROVED BY: County Attorney N/A OMB/Purchasing N/A Risk Management DIVISION DIRECTOR APPROVAL JAMES E. MALLOCH, Division Director DOCUMENTATION: Included X To Follow Not Required AGENDA ITEM # DISPOSITION: N/A MONROE COUNTY PUBLIC LIBRARY PLAN OF SERVICE 2004-2006 SUBMITTED BY NORMA KULA DIRECTOR OF LIBRARIES SEPTEMBER 30, 2003 a A BRIEF HISTORY OF MONROE COUNTY, FLORIDA In May of 1513, explorer Ponce de Leon sighted the Florida Keys and claimed Florida for Spain. The Spanish sailors gave this area of mangroves the name of "Los Martires," or The Martyrs. On later maps, various Keys were identified as Cayo Hueso (Bone Key), Islamorada (Purple Island), and a host of other names that changed with the identifier and mapmaker. When Florida came under British control in February of 1763, many of the local Indians moved to Cuba. Twenty years later, under the second Spanish Reign in Florida, Loyalists left for the Bahamas and other British possessions. Florida became a U.S. Territory in 1821, with the ratification of a treaty between the United States and Spain, and later that year Juan Pablo Salas, who had received Key West as a Spanish land grant in 1815, sold the island to John W. Simonton, a Havana merchant, for the noteworthy sum of $ 2,000.00. Simonton then sold parts of the island to fellow businessmen Whitehead, Fleming and Greene. In 1821-. Spain ceded East and West Florida to the United States. President James Monroe appointed General Andrew Jackson as Military governor, and instructed the General to set up a new government. Jackson's first action toward this goal was to organize Florida into a single territory composed of two counties. Thus West Florida became Escambia County with Pensacola as its county seat, and East Florida became St. John's County, with St. Augustine as the county seat. On July 3, 1823, Monroe County became the sixth county in the State, when it was formed out of St. John's. All of the mainland areas now known as South Florida, as well as the Florida Keys, were included in this formation. This large area remained one county until 1836, when Dade County was formed, through a series of political maneuvers. Its borders included the eastern half of the mainland and the Keys north of Bahia Honda. Those Keys from Bahia Honda to Old Rhodes Key were not returned to Monroe County until 1866. The original formation of Monroe County was divided over and over again through the following years. From its initial boundaries came Dade, Lee, Hendry, Collier, Broward, and a part of Palm Beach Counties. Key West was established as the County seat a year after the island's first settlers arrived; that same year it was made a port of entry. The few Keys settlers were scattered across the islands —probably not more than 150 Europeans in all. No accurate population data exists from that period. The Florida Keys have played a major part in Florida's growth, both historically and economically. There are 822 Keys large enough to be shown on government charts; many of their names have changed over the years. Indeed, a large number of them have changed names with almost every generation of mapmakers. (An extensive study of this history has been carried out by Library staff; the fascinating results are available on the newly -developed website: htta://keys.fiu.edu/gazetteer/index htm) It is noteworthy that there are only five incorporated areas in all of Monroe County: Key West incorporated in 1828, Key Colony in 1955, Layton in 1963, Islamorada in 1998, and Marathon in 1999. HISTORY OF THE MONROE COUNTY PUBLIC LIBRARY In 1835, a young attorney, originally from Kentucky, wrote to relatives from his new home in Key West, 'The society of the place is, of course, small, but there are many families from the Atlantic States now our residents, that would be very desirable acquisitions Were they to return to the places of their nativity. There is the same taste, luxury, and display that you find in the large cities in their dinner and evening parties. More good books, reviews and late publications are found here than you have the most distant ideas of." In 1835, a Sunday School library circulated books among the people of the community. Old records of that year explain that on "Saturday, April 4, 1835, on suggestion of the Mayor and unanimously resolved, the fees paid by members of board absent during the year, $ 12.00 in amount, be presented to the Sunday School Library of Key West." The Monroe County Public Library has a unique place in history as the oldest Library in South Florida. Its beginnings can be dated as far back as 1853. The first written record of the Key West Library Association is mentioned in the diary of William R. Hackley, who writes that he had paid his dues to that Association in July of 1853. A microfilm copy of that diary is now held in the Florida History Room at the Key West Branch of the Monroe County Public Library, while the original can be found in the collection at the Florida State University. The Association stored its book collection within a wire enclosure, and upon selection by patrons, the books were passed through a wire wicket. The Library was housed in a variety of locations on Duval Street and guided by various civic groups over the next sixty or so years, until in 1915 the Key West Woman's Club assumed the operation of the Library Association as its foremost project. The Key West Branch, which became the Headquarters Library, moved into its present location in 1959, with a major expansion in 1992. The Key Largo Branch 2 a began in the Key Largo Civic Club Building in 1962, moving once in 1967, and taking up its current location in 1989. The Marathon Branch began in 1962 and took up its present location in 1982; Islamorada's Branch opened in 1966, with expansions in 1983 and 1997. The most recent Branch was established in Big Pine Key in 1995, with an expansion there in 2003. Over one hundred and fifty years have passed since those earliest steps toward a County Library system; today the Monroe County Public Library is a vital part of the fabric of its communities. Each branch reflects its own area, and each area reflects its own people, with distinct characteristics, interests and needs. The branches and staff totaling thirty-eight employees provide on -site services six days and four evenings each week. Our new website now provides 24/7 access to the full Library catalog, including renewal and request services. Library service is ad valorem tax -based, funded by the General Fund of the Monroe County budget. Our collection has grown from the 10,000 books of the Key West Branch in 1959 to over 180,000 items in a variety of media. The Library has grown and developed through its history, and continues to do so. INTRODUCTION TO THE FIVE-YEAR PLAN In order to remain a viable and living institution, the Library must grow. Without a long-range plan, growth becomes unmanaged and unmanageable. A long-range plan provides a framework for future growth, and becomes a blueprint for decisions regarding all aspects of Library development and operations. It is important to set goals over a several year period as an effective procedure for sound planning and for making cost-effective budgetary decisions. Goals and objectives laid out in this plan will complement the Library's mission and service responses to meet the needs of the communities which it serves. Such a plan must be a living document, subject to regular measurements and review. It must be open to modifications in its objectives and in the activities that may be needed to carry out its intent, as well as being designed and able to adapt responsibly to resource availability. CHANGING DEMOGRAPHICS/NEW COMMUNITY NEEDS Monroe County is in the process of undergoing a number of changes, which will have great impact on its communities and their service needs. The rate of growth has been and probably always will be a major factor in community planning; it is a topic which lends itself readily to much debate. Economic changes have been matters of great concern since the tragedy of 9-11, and the impact of those events on the State of Florida have come to rest heavily upon this tourist -driven area. The two recent incorporations or Islamorada and Marathon have likewise affected the economic life of the unincorporated areas. Although many of the services for these cities are provided from within, the Library still operates as a 3 a Countywide service provider —there is one public Library system for the whole of Monroe County. Changes in the makeup of County population are other factors that are to be considered in Library planning —as the population ages or more young families move into the area, as literacy rates increase or decrease, as language barriers become more or less prevalent —all these variations create new challenges for the Library, and all must be included in our plans to meet future needs. Collections, programs offered to the public, all the services that the Library offers need to be geared to adaptation and modification. Among the demographic changes in Monroe County between 1990 and 2000 are: Decrease in number of children under 5 years of age, from 5.7% to 4.3% of the population Decrease of adults between 25 and 44 years from 35% to 31 % Increase of adults between 45 and 54 years from 12% to 18.4% Increase of adults between 55 and 59 years from 5.5% to 7% Decrease of adults between 65 and 74 years from 10.5% to 8.5% Increase in Hispanic population from 12.1% to 15.8% Increase in non -family households from 38.7% to 41.9%. All of these changes may have a bearing on community needs and interests, and should be taken into consideration when planning collection development, programs, and other services to be offered. As we study our communities and their changing natures, and begin to plan for the accompanying changing needs and service demands, a vision takes shape for the future of Monroe County and its Library System in relation to its people: VISION FOR MONROE COUNTY LIBRARY AND COMMUNITY The people of the Monroe County community will: • Have the information they need to succeed at school, at work, and in their personal lives; • Discover the joy of reading and develop an appreciation of learning; • Enjoy a high level of access to electronic information resources, through the latest information technologies in the provision of Library services; • Develop the technological, information seeking, and information evaluation skills needed in an increasingly complex world; • Use the resources of the Monroe County Public Library in a way that will improve the quality of their lives and that of the community as a whole. n a SERVICE RESPONSES With this vision in mind, we have identified the following as the service responses that are our commitment to our community: • General information • Current titles and topics • Lifelong learning • Local history and genealogy From these service responses the mission of the Monroe County Public Library is formed: MISSION STATEMENT The Monroe County Public Library will meet the changing needs of our communities for information, education and recreation in a variety of materials formats and technologies. The Library responds to the needs of users of all ages by providing equal, easy and open access to materials and services delivered in an efficient, timely and professional manner by staff who are friendly, helpful and knowledgeable, in buildings that are inviting, comfortable and fitted for technological growth and development. GOALS AND OBJECTIVES SERVICE RESPONSE 1: GENERAL INFORMATION GOAL: The Monroe County Public Library will provide timely, accurate and useful information in print and electronic formats for residents of all ages. OBJECTIVE: The Library will maintain a collection of printed materials that are current, organized, and accessible. Achievement/Measurement Plan: FY 2004: Begin assessment of specific areas of the collection, with emphasis on examining the currency of information in time -sensitive areas such as medicine and law FY 2005: Set up a plan of organized weeding and inventory of the print collection 5 FY 2006: Complete initial weeding implementation and establish a plan for the on -going weeding maintenance of the collection in all formats OBJECTIVE: The Library will expand a collection of materials in a variety of formats to meet the users' needs for information Achievement/Measurement Plan: FY 2004: Investigate electronic database availability, content and costs; at least six new databases should be studied FY 2005: Institute a program of training for staff in use of databases; all recently -hired staff should be trained by end of year FY 2006: Institute a plan for patron education in use of databases; handouts for each database should be prepared GOAL: The Library will offer reference service through phone and on -site access, and explore potential for technological expansion OBJECTIVE: Staff will be trained in the reference process and the use of print and electronic reference sources Achievement/Measurement Plan: FY 2004: Establish and implement a program of basic reference training for all newly -hired staff who will be working with the public FY 2005: All staff will have a training session in each database currently in use FY 2006: All unit staff members will have a cross -training session in at least one other service unit OBJECTIVE: Patrons will receive timely and accurate reference service Achievement/Measurement Plan: FY 2004: Prepare and implement an exit interview study to determine patron satisfaction with reference interactions FY 2005: Based on study results, determine areas for additional training and/or collection enhancement FY 2006: Begin program of action in above areas of need SERVICE RESPONSE #2: LIFELONG LEARNING GOAL: Library users of all ages will find the means to continue to learn throughout their lives and to access, evaluate, and use information in a variety of formats. Cl OBJECTIVE: Programming for children, both in-house and outreach, will be designed to reach a broad audience of children and their caregivers Achievement/Measurement Plan: FY 2004: Contacts will be established with potential outreach partners such as schools and daycare centers not currently being targeted; at least four new contacts will be established FY 2005: A system of outreach and in-house visits will be planned and established for each Library community; each community will be offered two new such visits FY 2006: Outreach and onsite programs will be evaluated in terms of attendance and satisfaction rates; attendance at such programs will grow by 5%; standards for satisfaction rates will be established OBJECTIVE: The youth of Monroe County will be targeted as a part of the community not yet fully served Achievement/Measurement Plan: FY. 2004: A Teen Page will be added to the Library website, offering items, information, and links of special interest to that age group FY 2005: Each branch will be evaluated and developed in terms of collection and physical space dedicated to the Young Adult reader . FY 2006: YA collections will be current, increased by 5%, and Young Adult readership will increase by 5% OBJECTIVE: The Senior Citizens of Monroe County will find sources of information and entertainment at the Library reflecting their particular needs and interests. Achievement/Measurement Plan: FY 2004: Analysis and enrichment of the Large Print and audio collections; collections will increase by 3% FY 2005: A program of presentations geared to the interests of Senior Citizens will be prepared for each Library community and at least two such presented annually FY 2006: A regular series of classes in computer and software use will be implemented, making use of the mobile computer lab throughout the system; each branch will offer at least one of these classes SERVICE RESPONSE #3: CURRENT TITLES AND TOPICS GOAL: Patrons of the Monroe County Public Library will have access to the high -demand popular materials that they want through their local branch Library. 7 a OBJECTIVE: Branch Managers will coordinate efforts to ensure that copies of high -demand print materials are available to all patrons, while over -duplication of these materials is avoided. Achievement/Measurement Plan: FY 2004: Managers will meet to establish and implement a plan for coordinated use of the "Automatically Yours" ordering system from Baker & Taylor FY 2005: Establishment of a program such as "Adopt -a - Book" for donations of additional copies of high -demand materials FY 2006: Standards established and implemented for consistent rapid delivery of available materials requested from other branches; 80% of all such titles requested will be available within two days OBJECTIVE: The Library will use technological advances as well as traditional means as tools for enriching information services Achievement/Measurement Plan: FY 2004: Branches will present a schedule of at least four special displays annually celebrating various authors, gerires, and special book -related events FY 2005: The Library website will be used as a promotional device for Library features, book news, and presentations, -with monthly updates for each branch FY2006: The automation system will be upgraded as new features for patron service become available and properly adjusted for public use; all staff will be trained proactively for each such upgrade, and patrons will be notified in advance of any changes affecting their catalog usage; a system of e- mail service to patrons will be planned and tested for effectiveness GOAL: Library programming will be presented for education and entertainment for patrons in all age groups. OBJECTIVE: The Library will form partnerships with local groups to enable a forum for public presentations on various topics Achievement/Measurement Plan: FY 2004: Three community groups in each area will be surveyed and studied for interest in and commitment to local needs in concert with the Library mission FY 2005: Partnerships will be established with at least one new appropriate group in each area 8 I FY 2006: A joint program will be presented in each area of the Library community OBJECTIVE: The Library will work with support groups already established, such as the Friends of the Library, to initiate a new series of joint activities Achievement/Measurement Plan: FY 2004: Ground work with Friends groups will be begun to discern their areas of expertise and interests that can be expanded on and developed in programming; staff will meet with each group of Friends during the year FY 2005: Branches will coordinate joint ventures with Friends groups for community attendance and enjoyment; each branch will regularly provide publicity for such endeavors on their website and through the print media FY 2006: A year-round series of programs will be initiated SERVICE RESPONSE ft4: LOCAL HISTORY AND GENEALOGY GOAL: The unique features of the Florida Keys will be highlighted in special collections in a variety of formats and ephemera. OBJECTIVE: The collections of materials relating to Keys History, natural history, and genealogy will be expanded and publicized, encouraging use and appreciation of the unique nature of this island chain. Achievement/Measurement Plan: FY 2004: The materials collections will be expanded in a system -wide coordinated effort, to maximize coverage and minimize unnecessary duplication; broader staff training in the access and use of these collections will be initiated; two staff members in each branch will be in the initial training groups; all staff will be made aware of collection holdings FY 2005: Available materials will be publicized through programs, displays, news resources, and the Library website; use of these collections will increase 5% FY 2006: Communications with historical groups in the Keys and outside the area will be developed to expand the audience for these rare materials; outside access to and usage of these materials will be expanded through available technology GOAL: The Florida History collection will be made more widely accessible to promote formal and informal research on all levels of interest and scholarship. E I OBJECTIVE: Branches with specialized holdings will implement a system of organizing, indexing and cataloging non-traditional format materials, with a view to improving access without endangering the preservation aspect of frail matter. Achievement/Measurement Plan: FY 2004: The digitization process, begun in 2003 under the auspices of an LSTA grant, will be continued, with access on scanning photograph holdings into the newly -established computer base for world -wide -web access. FY 2005: Preservation efforts will be explored, especially through the area of grants that become available in this field; priorities for preservation of materials will be established FY 2006: A plan for the indexing and cataloging of historic materials will be outlined and set up, and a needs assessment carried out to determine priorities for its implementation. CONCLUSION This plan for the next three years is an outline only —a map of where we would like to go and how we hope to get there. Many elements must come into play in unison for the success of this plan —some of these are already in place and need merely to be fine-tuned; others will be new to us and we will need to learn how best to bring them together into the developing events. Some basics remain at the heart of this plan the mission and goals of the Library are a constant. It is the work of the Library to support the growth and development of individuals, families, and groups, as is pledged in the Mission Statement of Monroe County Government. The Library serves as a constant link between the people of the County community and their sources of business information, educational support, and cultural development, and it is our job to assist the people in realizing their goals in these areas. The Library is a tool by which the community is enabled to survive, to recall its past, and to grow. In order to accomplish this, we must look to our own resources: technology, with its potential for enhanced service delivery, is essential to maintaining our role as service provider, and the Library staff, the most vital element in this plan, must be given the opportunity for training to enhance their skills and develop their capabilities. Effective planning for the future requires the blending of both the personal and technological elements, along with a constant examination of what we are doing, how well we are doing it, and how we can do it better. With this plan, we must unite these factors with a willingness to adopt new ways of thinking, learning, and doing. We must be always open to change, to adaptation, and to improvement, so that our pledge of service to our communities may be not just kept, but constantly renewed. 10