Item C28BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: October 17, 2007 Division: _Community Services_
Bulk Item: Yes X No Department: Libra
Staff Contact Person: Norma Kula x7349
AGENDA ITEM WORDING: Approval of the Library Long Range Plan of Service for the years
2008-2010.
ITEM BACKGROUND: This is part of an annual application process to receive State Financial Aid.
PREVIOUS RELEVANT BOCC ACTION: The Library Annual Plan has been approved annually
by the BOCC, most recently at the meeting of October 18, 2006
CONTRACT/AGREEMENT CHANGES: N/A
STAFF RECOMMENDATIONS: Approval
TOTAL COST: Soo BUDGETED: Yes X No
COST TO COUNTY: $ 00 SOURCE OF FUNDS: N/A
REVENUE PRODUCING: Yes X No AMOUNT PER Year $ 79,000.--
APPROVED BY: County Atty OMB/Purchasing Risk Management
DOCUMENTATION: Included X Not Required
DISPOSITION:
Revised 8/06
AGENDA ITEM #
MONROE COUNTY PUBLIC LIBRARY
PLAN OF SERVICE
2008-2010
SUBMITTED BY
NORMA KULA
DIRECTOR OF LIBRARIES
SEPTEMBER 27, 2007
A NOTE ON THE
LONG-RANGE PLAN
2008-2010
When originally begun, this long-range plan was seen as the first of a series of
steps forward for the Monroe County Public Library System. Successful
programs from the past would be expanded, less -successful programs would be
examined for value and appropriateness and judged whether or not they would
be worth sustaining or building upon, and new programs would be considered,
planned, and implemented as best possible with the investment of staff and
funding available and anticipated.
With the financial and funding changes that have taken place within the past year
and those that are now expected within the next few years, the outlook for Library
planning has also substantially changed. The new and expanding goals that
might have been addressed through enhanced allotments of funding and staff
time must instead be re-evaluated, prioritized, and situated in the continuum of
established goals already on record and already in progress.
The prospect of funding itself will have to be re-examined and considered in an
entirely new light, with a view to a more thorough consideration of how to
maintain maximum services possible with minimal expense, in terms of both
financial and personnel investment.
For these reasons, the Long -Range Plan for the Monroe County Public Library,
covering the years 2008 through 2010, while still aimed at moving us forward in
meeting community needs and provided those essential services essential to our
mission, will also re -visit the plans and services of the past few years. Lacking
funds for expansion, we must review what we currently are doing and seek out
ways to continue current services at less cost. If we cannot implement new
services, we must concentrate on enrichment of present activities. If we are
unable to increase staffing, we must focus on making the best possible use of,
and expanding upon, the capabilities of our current staff, already proven to be the
outstanding asset of our Library system. Our new plan will approach these
challenges in terms of continuing to do our best for our communities, while
seeking new ways of assessing our priorities and new avenues for meeting our
goals.
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
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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-
http://keys.fiu.edu/qazetteer/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
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.
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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. Library
service is ad valorem tax -based, funded by the General Fund of the Monroe
County budget. The five branches, with staff totaling forty employees, provide on -
site services six days and four evenings each week. Our Library card -holders
number more than half the population of Monroe County. Our website now
provides 24/7 access to the full Library catalog, including renewal and request
services. Our collection has grown from the 10,000 books of the Key West
Branch in 1959 to over 190,000 items in a variety of media, including digital
databases. The Library has grown and developed through its history, and
continues to do so, as services and patron usage increase yearly.
INTRODUCTION TO THE LONG-RANGE 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. This has
become even more vital with the current fiscal uncertainties. 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. Again, this more true today than ever before.
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 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.
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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%.
Interestingly, this year, introducing a change in the recent trend of downsizing in
the schools, it has been noted that school registrations have increased
throughout the Keys. 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.
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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 and accurate
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, covering a broad variety of
topics.
Achievement/Measurement Plan:
FY 2008: Overall assessment of specific areas of the
collection, establishing benchmarks for currency and completeness
of information in time -sensitive areas such as medicine and law
FY 2009: Application of the established benchmarks through
organized weeding and inventory of the print collection; set in place
a plan for collection development in deficient areas as observed
during the weeding process through use of benchmarks
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FY 2010: Expand a plan for the on -going weeding and
maintenance of the collection in all formats, focusing on the non -
print materials
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 2008: institute a program of training for staff in use of
current databases; all staff should be trained by end of year;
institute a plan for patron education in use of databases currently
under subscription; handouts for each database should be
prepared
FY 2009: Investigate electronic database availability, content
and costs; all current and at least six new databases should be
studied with focus on cost and value analysis; research potential
partnerships within the community and explore other possible
sources of database subscription funding
FY2010: Re-evaluate and re -format criteria for databases
through purchase and/or subscription
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 2008: Establish and implement a program of basic
reference training and review for all staff who will be working with
the public; all staff will have a training session in each database
currently in use
FY 2009: Explore possibilities of expansion of reference
services through technology, such as the State -based "Ask a
Librarian"
FY 2010: 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 2008: Prepare and implement an exit interview study to
determine patron satisfaction with reference interactions
FY 2009: Based on study results, determine areas for
additional training and/or collection enhancement
FY 2010: Begin program of action in above areas of need
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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 2008: Establish a program of system -wide cooperation in
program planning and implementation, as well as sharing of
materials
FY 2009: Analysis of current collection of children's literature
and parenting materials; evaluate needs and sources
FY 2010: 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 2008: A Teen Page will be added to the Library website,
offering items, information, and links of special interest to that age
group; branches will coordinate a review of YA materials
FY 2009: Each branch will be evaluated and developed in
terms of collection and physical space dedicated to the Young Adult
reader; benchmarks will be established
FY 2010: YA collections will be current, increased by 5%7
and Young Adult readership and patronage 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 2008: Analysis and enrichment of the Large Print and
audio collections; publicity planned and implemented
FY 2009: 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 2010: 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
E?
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.
Achievement/Measurement Plan:
FY 2008: Managers will meet to establish and implement a
plan for coordinated use of the "Automatically Yours"
ordering system from Baker & Taylor
FY 2009: Readers' Advisory Services will be studied and
staff training provided in these services
FY 2010: Systems for coordinating materials selection and
ordering will be studied for possible implementation
OBJECTIVE: The Library will use technological advances as well as
traditional means as tools for enriching information services
Achievement/Measurement Plan:
FY 2008: Branches will present a schedule of at least four
special displays annually celebrating various authors,
genres, and special book -related events; these will also be
noted on the Library website
FY 2009: Web usage will be expanded to provide more in-
depth information on available materials for all patrons
FY2010: 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 2008: 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
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FY 2009: Partnerships will be established with at least one
new appropriate group in each area
FY 2010: 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 2008: 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 2009: 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 2010: A year-round series of programs will be initiated
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 2008: 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 2009: Available materials will be publicized through
programs, displays, news resources, and the Library
website; use of these collections will increase 5%
FY 2010: 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
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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 2008: The digitization process, begun in 2003 under the
auspices of an LSTA grant, will be continued and expanded,
with access on scanning photograph holdings into the newly -
established computer base for world -wide -web access.
FY 2009: 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 2010: 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.
Although not mentioned specifically in the outline of activities listed above, one
new element will be added to every goal, objective, and activity that is a part of
the new Library long-range plan: we will aggressively seek out new and renewed
sources of funding to supplement our budget. We will pursue partnerships within
our communities and beyond, we will investigate potential funding sources such
as grants and foundations, we will work closely with our Friends groups who
have proved so generous in their gifts of time and money in the past. Every
opportunity for reducing expenses will be explored and every possible instance of
coordination of resources within the system will be implemented and expanded.
We are fully cognizant of the vitally important part our services play in the lives of
our communities and we do not hold our obligations to our patrons lightly.
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.
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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.
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