This document is to be used as a guideline to plan for staffing, services, technology, budgets and communication for fiscal years 2008, 2009 and 2010. It is a working document subject to change based on income (revenues) and changes in the library political and social environment. This document will be reviewed each year during the annual Public Hearing (October).
This strategic plan is based on the Board of Trustees approved Mission and Vision Statements which were recommended and reviewed by the staffs of the administrative headquarters and the library branches during meetings held in 2003 and 2004.
Mission Statement
Iosco-Arenac District Library includes AuGres Community Library, East Tawas Library, Omer Library, Robert J. Parks Library (in Oscoda), Plainfield Township Library (in Hale), Mary Johnston Memorial Library (in Standish), Tawas City Library, Whittemore Library, and the Administrative Headquarters (in East Tawas).
Our mission is to provide friendly, helpful and knowledgeable service to people of all ages by enriching their quality of life through traditional resources and technology, and to promote the joy of life-long learning.
Vision
*Continue and improve mutual cooperation between Iosco-Arenac District Library, government entities, branch library staff and our community.
*Provide and maintain a comprehensive collection in a variety of formats based on patron and individual branch library needs.
*Be proactive and creative in anticipating and responding to community needs for programs and services.
*Pursue and provide current library technology and education, responsive to community and staff needs.
*Provide an interactive and welcoming atmosphere by capitalizing on the advantages of small-community living.
Profile
Iosco-Arenac District Library was formed under Michigan Public Act 24 of 1989, and recognized as a District Library in November of 1990.
The administrative headquarters at 120 W. Westover Street, East Tawas MI 48730, does not operate as a public service library outlet.
As of January 2008, the District provides services to/for the eight Library Branches including the following:
*Revenue Sharing of the District Millage With Units of Government Owning and Operating Library Branches (1/2 of the Actual Amount Received)
*Children’s and Teen Services and Program Coordination
*Funding for Adult Programs
*Collection Maintenance Assistance with Selection and De-selection (Weeding), Marketing of the Collections In-House, Repairs, and Recommendations for Shelving and Display Arrangements
*Consulting and Training (Including Continuing Education)-Includes Funding for Travel and Lodging to State Conferences (MLA and Rural Library Conference)
*Delivery of Materials (Mel Delivery three days per week, Branch Library Delivery two days per week, Postal delivery for ALA and OCLC)
*Interlibrary Loan (MelCat participant, Valley Library Consortium, OCLC, ALA)-Coordination of Borrowing and Lending of Materials to Fill Borrower Requests (Both Statewide, National and International)
*Ordering, Purchasing, Cataloguing and Processing of Intellectual Property (Books, Audios, CDs, Magazines and Local Newspapers, etc.)
*Ordering and Purchasing of Equipment Including Computers, Scanners, Printers, Fax Machines and Photocopiers
*Ordering, Purchasing and Delivery of Library and Office Supplies
*Preparation of Grant Applications for Library Programs, Services and Equipment
*Reference Assistance and Referral Where Needed and/or Requested by the Branch Library Staff
*Monthly List of New Adult Book Titles (Fiction and Non-Fiction) Purchased by the District (Available on the Website and E-mailed to Interested Parties)
*Statistical Recordkeeping Including Annual State Aid Reports
*Monitor the popular media (TV, radio, newspapers, Internet) for author tours, book discussions, upcoming publications, readers advisory
*Substitute Staff Allowances (Substitute Staff are District Employees)
*Technical Assistance/Maintenance For Computers, Printers, Fax Machines and Photocopiers (Hardware and Software)-Full-time Technical Support Staff On Site
*Library Advocacy and Outreach Including Advertising, Public Speaking, Monitoring Legislation Actions, Forwarding Internet Library News, and Support of 1st Amendment Rights
*District Website (Up-to-date Links, District Blog and Wiki, and Local Information)
*Purchase E-mail Accounts for Branch Library Managers
*Direct Broadband Internet Connections (T-1 and Wireless at All Branches) and Diagnostics
*Troubleshooting Assistance for Borrowers Using District Computers and District Automation (Via Telephone and the Internet)
*Automated Circulation, Searching, Requesting and E-mail Notifications
*Mailed and E-mailed Notification of Fines and Fees for Overdues to Borrowers
*Tax Form Ordering and Distribution - Support of the Volunteer Income Tax Assistance Program (AARP)
*Primary Vendor Contact for Supplies, Equipment and Contracted Services
*Provide the Opportunity for Scheduled Branch Librarian Meetings at Different District Library Locations
In August 2004, the voters in Arenac County and Iosco County approved a millage for ten years (through 2013). The 0.5 mill (subject to Headlee reductions and tax captures) will be used to increase book, audio book, and periodical purchasing; to support technology and automation; and to assist with the operation of the branch libraries.
A “revenue sharing” fund will be distributed twice a year. One half of the actual revenue received from the millage will be given to those units of government currently responsible for the day-to-day operation of library branches. The “revenue sharing” fund is disbursed based on a formula determined by the District Board of Trustees with input from the units of government. The “revenue sharing” fund is restricted to Library Purposes Only.
New Millage Income (including Renaissance Zone income) will be approximately $748,000 for 2008.
In addition to the voted millage, Iosco-Arenac District Library also receives funding from:
Penal Fines-Iosco County and Arenac County
State Aid (Per Capita Rate Adjusted Annually-2000 Census Population 44,608)
Gifts and Memorials
Grants
Overdue Fines/Fees
Interest Earned on Investments
Miscellaneous Revenue
Iosco-Arenac District Library currently employs eight full-time staff and twelve substitute staff (used by branch libraries). Custodial services for the Administrative Office are contracted.
Iosco-Arenac District Library does not manage library branch buildings and local branch library staff. The District also does not determine library branch hours of operation.
The District does not own a building, but rents the space used for the administrative offices from the City of East Tawas.
Technology
The SirsiDynix Horizon automation “go-live” date was July 6, 2005. As of October 2007, the system is fully functional with the exception of remote borrower renewal of materials. New functions and privileges will be set up over the course of the next nine months (November 2007-July 2008). The new functions will include remote borrower renewal, a change from a two-week to a three-week checkout period, a new material RSS link on the webpage, and pre-overdue notices for borrowers who provide us with their e-mail addresses. Other possible functions and privileges will be explored.
Barcoding and data entry will continue to be done for in-house catalogued items (materials donated to branch libraries that are currently being circulated without District cataloguing or data entry). These materials will be entered by headquarters staff within one month of receipt from the branch libraries. The District Director may approve/not approve materials for this cataloguing based on numbers of copies in the system, condition and the District selection policy.
Internet speeds were improved in October 2007 for all eight library locations to T-1. In 2007, other Internet Provider services were explored including contracting with VLC. A revised and renewed contract with MERIT was signed for a three-year period (2007-2010).
A three-year Technology Plan will be presented in draft form by January 10, 2008, and in final form no later than February 14, 2008. The Technology Plan will include a schedule for replacing/upgrading computers, and a plan for training of Headquarters and branch library staff and patrons. In the Spring of 2008, one Administrative computer and four branch library computers will be replaced.
The District will continue to explore time management and print management software and equipment in early 2008.
The District will continue to be contracted to the Valley Library Consortium for Automation Services. It is anticipated that potential new automation vendors will be explored beginning in 2010.
District staff will be learning PowerPoint and utilizing a multi-media projector for programs and continuing education services for staff and patrons. The possible loaning of the equipment will be explored.
In November, 2007 an overhead projector was purchased for use by District and branch staff. It will also be available for use in-house for programs and events at District Library branches.
In 2008, staff will again research contracting with OCLC for downloading records to the Horizon database if it is determined that the service will no longer be offered by the White Pine Library Cooperative.
Materials
The materials budget (adult, teen and children) for 2008 will be $188,500. As automation expands some book and materials processing expenses have dropped allowing us to increase the materials budget (an early estimate is for 2009 to increase to $190,000, and 2010 to increase to $200,000). Branches will be annually surveyed for popular authors and in some cases eight copies of a title will be purchased. The materials budget includes periodicals and newspapers.
Each branch library will be allowed to request book, audio book and/or CD book titles for purchasing and keeping for their individual collections (adult, teen and/or children) with the District keeping a running count of materials expenditures to keep equal spending limits in line. A $2,000 allowance will be set up annually for each branch library for these purchases. No carryover will be allowed from one year to the next. The Administrative Assistant/Bookkeeper has set up “classes” in the bookkeeping program to keep track of each library’s expenditures. Keeper books remain defined as books assigned to a branch library but still available for interloan (unless designated for in-house reference use only).
The District will review collection development policies and procedures (selection, de-selection, format, scope) in 2008.
In mid-2008, the District will consult with branch library staff regarding the possible budgeting for purchases of DVD movies. If it is determined that this service will be reinstated the budget will be developed to begin purchasing in 2009.
Revenue Sharing
Following the agreed upon disbursement plan (approved by the District Library Board and presented in writing to the Cities and Townships owning/operating library buildings) the amount estimated for branch library operations will be approximately $370,000 for 2008. This may be used as the local government sees fit as long as it will be used for library purposes only.
District Vehicle
Allow for an additional $5,000 to be placed in reserve each year (2008, 2009 and 2010) for Vehicle Replacement. A new vehicle was purchased in January 2007.
Interlibrary Loan
The District joined MelCat in January 2006. As long as it is State Funded the District will continue this popular service. Headquarters staff will continue to do all DCB work associated with MelCat. The District provides delivery supplies for MelCat borrowed and loaned materials sent through Mel Delivery.
The District participates in interloan through White Pine Library Cooperative using the OCLC WorldCat System via White Pine Library Cooperative.
Where needed, the District will continue to utilize ALA requesting for those items not available through VLC, MelCat and OCLC.
Rotation of Materials to Branch Libraries
Plan to review the rotation of materials procedures and schedule to branches in early 2008. Discuss the need to continue to rotate materials with branch library staff. There also may be the need to survey library borrowers.
“Rainy Day” Funds
Maintain an undesignated fund balance of at least 12% each year.
Allow for $10,000 to be placed in reserve each year (2008, 2009, and 2010) for Penal Fine Recovery in the event that fines decrease in a given year. Despite the revenue increase from the new millage, we are still dependent on penal fines. Penal fines will still account for approximately 25-30% of the new income we receive each year.
Maintain a Technology Fund balance of at least $110,000 for 2008.
Maintain a Building Fund balance of at least $60,000 for 2008.
Maintain a MERIT Internet Fund balance of at least $10,000 for 2008.
Mary Johnston Memorial Library
In May 2007 we increased Public Hours at the Mary Johnston Memorial Library to 40 hours per week. Five part-time employees are on the payroll.
Maintain a Mary Johnston Memorial Library Fund balance of at least $30,000 for 2008.
In 2008, the District Director will again query Standish City Manager, Tori Kelley about the City’s possible resumption of local control for the Mary Johnston Memorial Library.
Branch Library Staff and Substitutes
Allow for the stipend to be paid to library branch managers for monthly meetings (April through November). Four of the meetings would be joint meetings with District Director and/or District staff (April, May, September and October). The stipend will increase to $8.25 per hour effective the first payroll in January, 2008.
Raise the wage of substitutes to $7.90 per hour effective the first payroll in January, 2008. Recruit and train more substitutes. Allowances for leave other than District supported meetings or District approved classes will remain under current policy of 4 times the number of hours open, or hours worked by library branch managers, whichever is less. Substitutes will remain on the District Payroll.
Pay for all library branch managers who wish to attend the Rural Library Conference in 2009. Pay for fees, mileage, lodging, stipends and substitutes.
Pay for selected Continuing Education for library branch managers. Plan at least three programs each year for branch library staff education (marketing/public relations, customer service, technology).
Review, annually, the document entitled “Branch Library Manager (Branch Librarian) Expectations of the Iosco-Arenac District Library”. Include input from the library managers and their units of government.
Public Relations
Plan for at least 1% of the penal fine income, each year, to be used for awareness advertising for the library (PR). For year 2008, this is estimated at $4,000.
Explore the possibility of an annual newsletter for 2008. The newsletter would be in addition to the annual report. The newsletter would be available both in print and electronically. Distribution opportunities will be explored as Direct Mail is not feasible.
Continue to advertise, update and enhance www.ioscoarenaclibrary.org (the District website), including encouraging links to our website by other organizations.
Revise and publish by November 2008, a new brochure of library services. The brochure should be available at all library branches, be given to every new library borrower, be distributed to every unit of government, and a copy sent to every school system in the two counties. The services brochure should be annually reviewed and revised if needed.
Explore, in 2009, the creation of a traveling DVD that highlights library services and facilities.
Increase public speaking to service groups, government units, business organizations, and schools about library services. In 2010, attend at least one City Council/Township Board meeting for each of the government units operating branch libraries and report on the state of the District Library.
Continue involvement in the Iosco County Family Enrichment Coalition, Develop Iosco (Formerly Iosco County Economic Development Forum), and other Community organizations. Explore opportunities for involvement in Arenac County organizations including membership in the Standish Depot Project.
Continue outreach book drops to senior living facilities, the Standish Correctional Facility, and the Standish Hospital. Explore other outreach in partnership with clubs and organizations.
Explore possible membership in all Iosco and Arenac Chambers of Commerce.
Support the existing Friends of the Library groups and encourage the formation of Friends Groups for all of the branch libraries. Continue to have District staff attend and participate in at least half of all Friends meetings.
Develop, distribute, collect data and report on Borrower Needs via a survey to be published in local newspapers, printed for handout at library branches, and via the District website. Survey the public in the Spring of 2009, and the Fall of 2010. Work with Ferris State University students and faculty on periodic library awareness surveys by zipcode (48730 done in 2007).
Continue to support and use the Libraries? YES! slogan approved by the Board of Trustees in 2004.
Encourage and support the advocacy efforts of branch library staff, Board of Trustee members, government officials, Friends of the Library members, and administrative headquarters staff.
Programming
Increase the budget for Children’s and Teen programs and services to $12,000 for 2008, $13,000 for 2009, and $14,000 for 2010, to allow for additional professional entertainers/educators and/or author visits.
Recognize that senior citizens make up an increasingly larger percentage of the population. Develop and support at least three programs each year targeted to older adults.
Provide funding to support programs targeted to adults that are sponsored by branch libraries, their Friends organizations and/or their units of government. The program funds will be spent by the District if not used by the branch libraries.
Explore the establishment of an annual District sponsored author program with a major author visit.
Conduct at least one Open House at each branch library every year inviting the public to come in for demonstrations of the automation system and tours of the library. When possible tie the Open House to a local event to encourage participation. Also consider the use of “door prizes” to encourage attendance.
Continue to seek donations/grants for programs for all ages. Assist branch library managers and their units of government with grant application review and letters of support for their efforts.
Administrative Headquarters Staff
Annually review the District’s Personnel Policy and wages and benefits structure.
Explore cost cutting on benefits, annually, without cutting benefits to Headquarters staff unless a “replacement benefit” can be substituted.
Encourage and support cross training opportunities determined by the District Director.
Review workloads and schedules to determine any need for additional staff.
Pay for selected Continuing Education for Administrative Headquarters employees including but not limited to required Continuing Education for the District Director and the Access Services Librarian (3.2 Continuing Education Units = 32 contact hours every three years as required under the Quality Services Guidelines for the Essential level).
Trustees
Actively encourage trustees to take advantage of opportunities such as the Michigan Library Association Annual Conference and the Rural Libraries Conference and similar training in order to keep abreast of changes in the library world.
Pay for selected continuing education of trustees.
Additional Sources of Revenue
Explore creation of a Foundation for the District using any Gifts and Memorials (undesignated) or teaming up with the Iosco County and Arenac County Foundations for sub-programs/funds (endowments) for the District. Recognize that the District cannot use public funds, including (but not limited to) millage, State Aid or penal fines for Foundation income.
If competitive grants are available, apply for LSTA funding in 2008, for advancing technology in the branch libraries and at HQ.
Other grants will be explored including Corporate Grants (if an endowment fund is developed within the County Foundations).
State Aid has been reduced. Explore ways to be less dependent on State Aid.
Other
Raise mileage paid to $.40 per mile effective April 1, 2008.
Attain Essential Level of Quality Services for Michigan Public Libraries by March 1, 2008, Enhanced Level by March 1, 2009 and Excellent Level by March 1, 2010.
Budget to allow for two day-long “retreats” where Board members, employees of the District, and Branch Library staff can meet and share ideas and concerns. Schedule the retreats to occur during the months of September or October, 2008 and 2010.
Explore an annual Furnishings and Decor Fund for each branch library. This may include site visits by a library interior designer/space planner.
Establish a budget in 2009, for the purpose of renovating District Administrative office space. Renovations could include carpet, lighting, paint, technology, electrical and window treatment needs spread over a three to five-year time period. All renovations would require approval from the City of East Tawas, and some costs may be shared with the City of East Tawas or be paid for by the City as part of the lease agreement.
Negotiate a new lease with the City of East Tawas for 120 W. Westover Street. The current lease ends July 2008. The City Council has approved a five year lease with a probable rent increase. If the remainder of the building becomes available negotiate rental of the space for District use.
Support the efforts of the City of East Tawas to build a new library. Continue to participate on the East Tawas Library Planning Committee as an appointee of the East Tawas City Council.
Approved by the Iosco-Arenac District Library Board of Trustees at their Regular Meeting of January 10, 2008.