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Item C29 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY MEETING DATE: December 15, 2004 DIVISION: Community Services BULK ITEM: Yes DEPARTMENT: Library AGENDA ITEM WORDING: Approval of the Library Plan of Service for the year 2005. ITEM BACKGROUND: The Library Annual Plan of Service is required as a part of the application to receive the State Aid to Libraries Grant. This plan was discussed and approved by the Library Advisory Board on November 23, 2004, and recommended for BOCC approval. PREVIOUS RELEVANT BOCC ACTION: by the BOCC. The Library Annual Plan has been approved annually CONTRACT/AGREEMENT CHANGES: N.A. STAFF RECOMMENDATION: Approval TOTAL COST: N/A BUDGETED: N/A COST TO COUNTY: N/A REVENUE PRODUCING: SOURCE OF FUNDS: N/A Yes AMOUNT PER YEAR: Approx. 7% of Library budget APPROVED BY: County Attorney N/A OMB/Purchasing N/A Risk Management N/A , r '} )/J DIVISION DIRECTOR APPROVAL /<~ ,. ~ ~. / AMES E. MALLOCH, Division Director DOCUMENTATION: Included'/ X To Follow Not Required AGENDA ITEM # C;;2Q DISPOSITION: MONROE COUNTY PUBLIC LIBRARY ANNUAL PLAN OF SERVICE 2005 SUBMITTED BY NORMA KULA DIRECTOR OF LIBRARIES NOVEM BER 23, 2004 INTRODUCTION TO THE ANNUAL 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. The annual plan for Fiscal Year 2005 has been extrapolated directly from the long-range plan of service for the Monroe County Public Library System as projected for 2004 through 2006. 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 that 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 of 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 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. Materials collections, programs presented to the public, all the services that the Library offers need to be geared to adaptation and modification as its community alters and its needs change focus. 1 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 throughout their personal lives; . Discover the joy of reading and develop an appreciation of learning on all levels of formal and informal education; . 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. 2 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-our patrons are entitled to convenient access to timely, current and accurate information on topics of interest and need; we will increase our efforts to reach and serve our non-English speaking patrons in all of our service areas . Lifelong learning-patrons of all ages and educational backgrounds will be able to continue learning on all levels through access to a variety of materials geared to their particular needs; literacy programs are a vital resource in this service and will be fostered and supported . Current titles and topics-high-demand, popular works will be promptly available in a variety of formats, to meet the changing needs of patrons . Local history and genealogy-the unique nature of Keys History and its documentation will be treasured and safeguarded, while we develop ways of technological access that will enable patrons to access the information without endangering the frailty of the original materials 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. 3 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 2005: Set up a plan of organized weeding and inventory of the print collection-this was begun in 2004, and will be continued through 2005 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 2005: Institute a program of training for staff in use of databases; all recently-hired staff should be trained by end of year; various databases were investigated throughout 2004; at least one of these will be added for patron and staff access in 2005 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 2005: All staff will have a training session in each database currently in use, including any new additions OBJECTIVE: Patrons will receive timely and accurate reference service Achievement/Measurement Plan: FY 2005: Based on study results, determine areas for additional training and/or collection enhancement-this is based on a plan for an exit interview study, yet to be implemented 4 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. 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 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-this builds on contacts established with potential partners in 2004 OBJECTIVE: The youth of Monroe County will be targeted as a part of the community not yet fully served Achievement/Measurement Plan: FY 2005: Each branch will be evaluated and developed in terms of collection and physical space dedicated to the Young Adult reader-this will be done in conjunction with the proposed Teen Page addition to the library website 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 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 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. 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. 5 Achievement/Measurement Plan: FY 2005: Establishment of a program such as "Adopt-a- Book" for donations of additional copies of high-demand materials OBJECTIVE: The Library will use technological advances as well as traditional means as tools for enriching information services Achievement/Measurement Plan: 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-this will be in addition to the program begun in 2004 of special in-house displays celebrating various authors, genres, and special book-related events 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 2005: Partnerships will be established with at least one new appropriate group in each area-this will grow from a survey of community groups to be evaluated in terms of interest in and commitment to local needs in concert with the Library mission 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 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; staff will continue to meet with each group of Friends throughout the year 6 SERVICE RESPONSE #4: 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 2005: Available materials will be publicized through programs, displays, news resources, and the Library website; use of these collections will increase 5%--this is a progression from the work done in 2004 to increase staff training and education in the special areas of Florida History GOAL: The Florida History collection will be made more widely accessible to promote formal and informal research on all levels of interest and scholarship. 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 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; safeguarding of unique materials during the hurricane season will be a priority CONCLUSION This plan for the next two 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 7 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. 8