Item C29
BOARD OF COUNTY COMMISSIONERS .
AGENDA ITEM SUMMARY
Meeting Date: October 18. 2006
Division:
Community Services
Bulk Item: Yes --.X
No
Department:
Library
Staff Contact Person: Norma Kula x7349
AGENDA ITEM WORDING:
Approval of the Library Plan of Service for the year 2007, as an amendment to the Long Range
Plan of Service for the years 2004-2006
ITEM BACKGROUND:
This is part of an annual application process to receive State Financial Aid. (See Memo included
herein. )
PREVIOUS RELEVANT BOCC ACTION:
The Library Annual Plan has been approved annually by the BOCC, most recently at the meeting
of November 16, 2005
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATIONS:
Approval
TOTAL COST:
$ 00
BUDGETED: Yes X
No
COST TO COUNTY:
$ 00
SOURCE OF FUNDS:
N/A
REVENUE PRODUCING: Yes lL No
AMOUNT PER Year $115.000.--
APPROVED BY: County Atty _ OMB/Purchasing _ Risk Management _
DOCUMENTATION:
Included ~
Not Required_
DISPOSITION:
AGENDA ITEM #
Revised 8/06
Memorandum
To: Monroe County Board of Commissioners
From: Norma Kula, Director of Libraries
Date: 10/3/2006
Re: BOCC Agenda Item-Approval of Library Annual Plan of Service
The above-referenced item is part of the annual process of applying for the State
Aid to Libraries Grant, offered through the Florida Department of State, Division of
Library and Information Services. Every three to five years, the Library proposes a
3-5 year long-range plan of service, from which is extrapolated an annual plan. The
most recent of these plans was adopted by the BOCC in 2003. The Library staff is
hPvvin the process of developing a new long-range plan, in partnership with State
I..il:)r~ry personnel and in accordance with State Library guidelines. This planning
process will involve not only Library staff and the Library Board, but public input is
als()b~ing sought through a series of surveys and discussions. It is the goal of
Lipf"arystaff to tie the new Library plan into the Sterling process and the new
RqU'hWl'v1ission, Vision, and Values, as recently established through that process.
Thi$Willpe done over the next year. The plan presented here for the year 2007 will
serv:easa bridge between the previous long-range plan and the new one, focusing
6hQ8nalyzing goals, objectives and measures from the former, and planning a
tf"<ll1sition to the latter. It is presented as an amendment to the Library Plan of
Sel"Vice for the Years 2004-2006 and will serve as a lead-in to the Long-Range Plan
of Service for the Years 2007-2009.
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MONROE COUNTY PUBLIC LIBRARY
PLAN OF SERVICE
2007
SUBMITTED BY
NORMA KULA
DIRECTOR OF LIBRARIES
SEPTEMBER 30, 2006
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.
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
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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 forty employees provide on-site services six days and
four evenings each week. Our website 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 ha's grown and developed
through its history, and continues to do so. '
INTRODUCTION TO THE LIBRARY PLAN OF SERVICE
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In order to remain a viable and living institution, the Libra~ 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 lit serves. They will also
reflect the Mission, Vision and Values established for Monroe County itself. Such
a plan must be a living document, subject to regular mea$urements and review. It
must be open to modifications in its objectives and in tHe activities that may be
needed to carry out its intent, as well as being designed and able to adapt
responsibly to resource availability.
The Library, as well as the County, is in a period of transition, and tl"lis, too, will
be reflected in the planning process: the annual plan! for the year 2007 is a
transitional plan. It will analyze and assess the achievements, and challenges of
the past three years, and will set the foundation for the! next. A new long-range
planning process is now in progress, based on guidellines established by the
State Library of Florida. Input from staff and from the public in all areas of the
community is being sought, and will be used in setting new goals and objectives.
Measurement of outcomes will be a vital to this proce~s as well. At the same
time, we will continue to move forward in all of the service responses, or service
priorities, that have been previously selected as matching the community needs.
CHANGING DEMOGRAPHICS/NEW COMMWNITY NEEDS
I
It was noted in the first year of the current long-range pl$n that Monroe County is
in the process of undergoing a number of changes, whi~h will have great impact
on its communities and their service needs. This remains true today. 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
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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
t~lis tourist-driven area. The two 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.
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
were:
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%.
Since that time, some of these changes have intensified, some have decreased,
but all of these changes still 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 THE COMMUNITY OF THE MONROE COUNTY LIBRARY
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;
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· 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.
This is a natural companion to the Monroe County Vision: Working and learning
together to maintain the diverse community by preserving the natural resources
and habitat that makes us a unique and preferred place to live and visit.
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
. Lifelong learning
. Current titles and topics
. 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.
Again, this works in confluence with the Monroe County Mission: the mission of
Monroe County is to provide outstanding public service responsive to the needs
of our citizens, our unique community, and our environment.
The Library Plan of Service for 2007 has a dual nature-one aspect deals with
objectives and goals to be acted on and met during the year, the other looks
forward, in establishing a plan for the next few years. It is hoped that the one will
generate a natural bridge to the other, and that the two will form a seamless
transition for growth and development of enriched service in years to come.
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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 2007: Recognize that weeding is an ongoing process;
establish standards and guidelines for a continuing program
Planning Process: Develop a program to strengthen
collections of materials for non-English speaking patrons of all
ages; strengthen partnerships with literacy groups at all levels
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 2007: Analyze use of all databases now under
subscription; continue to investigate content and value of other
databases for future inclusion in collection
Planning Process: Establish a program of training for staff in
all database use and instruction for patrons; set up an ongoing
system of training for new staff
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 2007: Analyze available training materials for staff use;
make use of available workshops for staff participation-onsite or
offered locally; expanded use and promotion of the Florida
Electronic Library
Planning Process: Establish reference guidelines, create a
set of core competencies, plan on-going cross training
OBJECTIVE: Patrons will receive timely and accurate reference service
Achievement/Measurement Plan:
FY 2007: Survey measurement tools for reference services
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Planning Process: Implement tools selected, e.g., exit
interview and/or online survey, determine areas of need for
additional training and collection enhancement, begin action
program
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 c~lildren and their caregivers
Achievement/Measurement Plan:
FY 2007: Enable staff participation in workshops to expand
their experiences; set up regular in-house workshops for exchange
of ideas
Planning Process: Set up a program to establish contacts
with potential outreach partners in all areas; establish regular
contacts with schools and daycare centers for exchange of
information and shared needs
OBJECTIVE: The youth of Monroe County will be targeted as a part of
the community not yet fully served
Achievement/Measurement Plan:
FY 2007: Weed and enrich current Y A collections
Planning Process: Survey development and uses of
Homework Centers in Libraries; investigate expansion of YA media,
such as an online Teen Page and new media, such as graphic
novels
OBJECTIVE: The Senior Citizens of Monroe County will find sources of
information and entertainment at the Library reflecting their particular
needs and interests.
AC~lievement/Measurement Plan:
FY 2007: Expand offerings of computer classes; assess
current Large Print collections and sources for relevance to
community needs
Planning Process: Expand mobile computer lab for use in
computer classes at all branches
SERVICE RESPONSE #3: CURRENT TITLES AND TOPICS
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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.
AchievemenUMeasurement Plan:
FY 2007: Encourage use of available technology in
accessing system catalog and placing requests; establish
standards and guidelines for consistent rapid delivery of materials
for intra-library loans
Planning Process: Set up criteria for material selection to
maintain consistency in order process and avoid over-duplication of
titles
OBJECTIVE: The Library will use technological advances as well as
traditional means as tools for enriching information services
Achievement/Measurement Plan:
FY 2007: Continue use of special displays for celebration of
authors and Library and book-related events; expand use of
website for promotion of events and Library concerns; promote
"Library Elf' service for patron notices of due dates and other
account information
Planning Process: Explore possibility of automation system
upgrade; plan proactively for staff training and patron notification of
any changes affecting their catalog usage; develop use of e-mail for
patron notices of requested and overdue materials
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 2007: Encourage staff outreach within communities to
form ties, lay groundwork for partnerships; look into established
sources for program presentations based on local interests;
develop list of sources, programs, costs, and develop a plan for
activation
Planning Process: Formulate a plan to establish regular
relationships with local groups; survey community needs
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
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Achievement/Measurement Plan:
FY 2007: Reinforce ties with Friends groups at all staff
levels; discern areas of interests and expertise that may be called
on for programming; examine new potential topics, using Friends'
contacts for expanded offerings
Planning Process: Enhance website support and publicity of
Friends groups, membership drives, programming, and concerns
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 2007: Focus on broader staff training in access to Florida
History materials; expand indexing of current materials for easier
access; coordinate branch collection development to maximize
coverage of topics and minimize unnecessary duplication
Planning Process: Implement system-wide coordination of
collections and indexing; expand staff awareness of collection
materials and means of access; promote wider focus on unique
data and potential use
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 2007: Renewed program of preservation of delicate
Florida History materials; establish priorities for preservation; set up
disaster and recovery plan for protection of such materials at all
branches; provide system for public use of public materials such as
photographs without undue cost in staff time;
Planning Process: Further development of ongoing digitizing
of appropriate materials, expanded public focus on range of
materials available online, explore grant possibilities for
preservation, digitization, and indexing
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CONCLUSION
This plan for the coming year is an outline only-a map of whete 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. This year will be a tinie of
transition, moving into the next 3-5 year period, but not on~ of maintenance
alone. It is vital that we continue to grow while we plan for the future. The
planning process that we will implement throughout the year will be important in
our development, but it must not bea substitute for action and attention to
present concerns. 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 an
instrument through 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 f~.I'ture 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 qt service to our
communities may be not just kept, but constantly renewed.
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