Backup Documents 09/10/2013 Item #16D 2 ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIPI L
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO i 6 0
THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE
Print on pink paper. Attach to original document. The completed routing slip and original documents are to be forwarded to the County Attorney Office
at the time the item is placed on the agenda. All completed routing slips and original documents must be received in the County Attorney Office no later
than Monday preceding the Board meeting.
**NEW** ROUTING SLIP
Complete routing lines#1 through#2 as appropriate for additional signatures,dates,and/or information needed. If the document is already complete with the
exception of the Chairman's signature,draw a line through routing lines#1 through#2,complete the checklist,and forward to the County Attorney Office.
Route to Addressee(s) (List in routing order) Office Initials Date
1.
2.
3 Colleen M. Greene, ACA County Attorney Office CC-s q. 13. 12
4. BCC Office Board of County
Commissioners .DA 15/ d1/13J13
5. Minutes and Records Clerk of Court's Office
PRIMARY CONTACT INFORMATION
Normally the primary contact is the person who created/prepared the Executive Summary. Primary contact information is needed in the event one of the
addressees above,may need to contact staff for additional or missing information.
Name of Primary Staff Marilyn Matthes Phone Number X5391
Contact/ Department
Agenda Date Item wa 09/10/2013 Agenda Item Number #16.D.2
Approved by the BC
Type of Document Grant Agreement,Technology Plan,and Number of Original 3
Attached Current year action plan Documents Attached v cL._
PO number or account —001156±99-
to number
recorded if o document is NO need -O re(ovd.
to be recorded u ' 6
INSTRUCTIONS & CHECKLIST
Initial the Yes column or mark"N/A"in the Not Applicable column,whichever is Yes N/A(Not
appropriate. (Initial) Applicable)
1. Does the document require the chairman's original signature? MM
2. Does the document need to be sent to another agency for additional signatures? If yes, n/a
provide the Contact Information(Name;Agency;Address;Phone)on an attached sheet.
3. Original document has been signed/initialed for legal sufficiency. (All documents to be
signed by the Chairman,with the exception of most letters,must be reviewed and signed
by the Office of the County Attorney.
4. All handwritten strike-through and revisions have been initialed by the County Attorney's n/a
Office and all other parties except the BCC Chairman and the Clerk to the Board
5. The Chairman's signature line date has been entered as the date of BCC approval of the
document or the final negotiated contract date whichever is applicable.
6. "Sign here"tabs are placed on the appropriate pages indicating where the Chairman's
signature and initials are required.
7. In most cases(some contracts are an exception),the original document and this routing slip n/a
should be provided to the County Attorney Office at the time the item is input into SIRE.
Some documents are time sensitive and require forwarding to Tallahassee within a certain
time frame or the BCC's actions are nullified. Be aware of your deadlines!
8. The document was approved by the BCC on 9-10-13 and all changes made MM
during the meeting have been incorporated in the attached document. The County
Attorney's Office has reviewed the changes,if applicable.
9. Initials of attorney verifying that the attached document is the version approved by the M
BCC,all changes directed by the BCC have been made,and the document is ready for the
Chairman's signature.
I:Forms/County Forms/BCC Forms/Original Documents Routing Slip WWS Original 9.03.04,Revised 1.26.05,Revised 2.24.05;Revised 11/30/12
16021
MEMORANDUM
Date: September 16, 2013
To: Marilyn Matthes, Director
Collier County Public Library
From: Martha Vergara, Deputy Clerk
Minutes & Records Department
Re: State Aid to Libraries Grant Agreement
Attached is one (1) original of the document referenced above,
(Item #16D2) approved by the Board of County Commissioners on
Tuesday, September 10, 2013.
Please forward a fully executed original to the Minutes and Record's
Department for where it will be kept as part of the Board's Official Records.
If you have any questions, please contact me at 252-7240.
Thank you
Attachment
160 2
Florida Department of State,Division of Library and Information Services
STATE AID TO LIBRARIES GRANT AGREEMENT
The Applicant(GRANTEE) Collier County Board of County Commissionert
(Name of library governing body)
Governing body for Collier County Public Library
(Name of library)
hereby makes application and certifies eligibility for receipt of grants authorized under Section
257,Florida Statutes, and guidelines for the State Aid to Libraries Grant Program.
The Division,as administrator of state funds provided under Section 257,Florida Statutes, has
approved an application for State Aid to Libraries Grant funds submitted by the GRANTEE. By
reference,the application is hereby made a part of this agreement.
The parties agree as follows:
I. The GRANTEE agrees to:
a. Expend all grant funds awarded and perform all acts in connection with this agreement in
full compliance with the terms and conditions of Chapter 257,Florida Statutes,and
guidelines for the State Aid to Libraries Grant Program.
b. Expend all grant funds received under this agreement solely for the purposes for which
they were authorized and appropriated,
c. Provide the DIVISION with statistical,narrative,financial and other evaluative reports as
requested.
d. Retain and make available to the DIVISION, upon request,all financial and
programmatic records, supporting documents,statistical records,and other records for the
project.
e. Retain all records for a period of five years from the date of submission of the final
project report. If any litigation,claim,negotiation,audit, or other action involving the
records has been started before the expiration of the five year period, the records shall be
retained until completion of the action and resolution of all issues which arise from it, or
until the end of the regular five year period, whichever is later.
f. Establish and maintain a proper accounting system in accordance with generally accepted
accounting procedures. To use and maintain adequate fiscal authority,control,and
accounting procedures that will ensure proper disbursement of, and accounting for,
project funds.
g. Perform all acts in connection with this agreement in strict conformity with all applicable
laws and regulations of the State of Florida.
h. Not use any grant funds for lobbying the legislature, the judicial branch,or any state
agency.
Page 1 of
State Aid to Libraries Grant Agreement
Chapter 1B-2.011(2)(a), Florida Administrative Code, Effective 4-10-2012
160 2 4
i. The GRANTEE hereby certifies that it is cognizant of the prohibition of conflicts of
interest described in Sections 112.311 through 112.326, Florida Statutes,and affirms that
it will not enter into or maintain a business or other relationship with any employee of the
Department of State that would violate those provisions. The GRANTEE further agrees
to seek authorization from the General Counsel for the Department of State prior to
entering into any business or other relationship with a Department of State employee to
avoid a potential violation of those statutes.
j. Not discriminate against any employee employed in the performance of this agreement,
or against any applicant for employment because of race,color,religion,gender,national
origin, age,handicap, or marital status. The GRANTEE shall insert a similar provision in
all subcontracts for services by this agreement.
k. In the event that the grantee expends a total amount of state financial assistance equal to
or in excess of$500,000 in any fiscal year of such GRANTEE,the grantee must have a
State single or project-specific audit for such fiscal year in accordance with Section
215.97,Florida Statutes; applicable rules of the Department of Financial Services; and
Chapters 10.550(local governmental entities)or 10.650(nonprofit and for-profit
organizations),Rules of the Auditor General. In determining the state financial assistance
expended in its fiscal year,the GRANTEE shall consider all sources of state financial
assistance, including state financial assistance received from the Department of State,
other state agencies,and other nonstate entities. State financial assistance does not
include federal direct or pass-through awards and resources received by a nonstate entity
for federal program matching requirements.
In connection with the audit requirements addressed in part j,paragraph 1, the
GRANTEE shall ensure that the audit complies with the requirements of Section
215.97(8),Florida Statutes. This includes submission of a financial reporting package as
defined by Section 215.97(2)(e),Florida Statutes, and Chapters 10.550(local
governmental entities)or 10.650(nonprofit and for-profit organizations),Rules of the
Auditor General.
If the GRANTEE expends less than $500,000 in state financial assistance in its fiscal
year,an audit conducted in accordance with the provisions of Section 215.97,Florida
Statutes, is not required. In the event that the GRANTEE expends less than$500,000 in
state financial assistance in its fiscal year and elects to have an audit conducted in
accordance with the provisions of Section 215.97,Florida Statutes, the cost of the audit
must be paid from the nonstate entity's resources(i.e.,the cost of such an audit must be
paid from the grantee's resources obtained from other than State entities).
Information related to the requirements of Section 215.97,Florida Statutes, (the Florida
Single Audit Act)and related documents may be found at https://apps.fldfs.com/fsaa/.
Copies of financial reporting packages required by this agreement shall be submitted by
or on behalf of the GRANTEE directly to each of the following:
Page 2 of 6
State Aid to Libraries Grant Agreement
Chapter 18-2.011(2)(a), Florida Administrative Code, Effective 4-10-2012
160 2
1. The Department of State at the following addresses:
Office of Inspector General
Florida Department of State
R. A. Gray Building, Room 114A
500 S. Bronough Street
Tallahassee, Florida 32399-0250
2. The Auditor General's Office at the following address:
Auditor General's Office
Room 401, Pepper Building
11 l West Madison Street
Tallahassee, Florida 32399-1450
1. Identify an individual or position with the authority to make minor modifications to the
application, if necessary, prior to execution of the agreement.
II. The DIVISION agrees:
a. To provide a grant in accordance with the terms of this agreement in consideration of the
GRANTEE's performance hereinunder, and contingent upon funding by the Legislature.
The State of Florida's performance and obligation to pay under this agreement is
contingent upon an annual appropriation by the Legislature. In the event that the state
funds on which this agreement is dependent are withdrawn,this agreement is terminated
and the state has no further liability to the GRANTEE beyond that already incurred by the
termination date. In the event of a state revenue shortfall,the total grant may be reduced
accordingly.
b. To notify the grantee of the grant award after review and approval of required documents.
The grant amount shall be calculated in accordance with Chapter 257,Florida Statutes, and
guidelines for the State Aid to Libraries Grant Program.
c. To distribute grant funds in two payments. The first payment will be requested by the
DIVISION from the Chief Financial Officer upon execution of the agreement. The
remaining payment will be made by June 30.
d. That any balance of unobligated cash that has been paid to the grantee may be retained for
direct program costs in a subsequent period.
III. The GRANTEE and the DIVISION mutually agree that:
a. This instrument embodies the whole agreement of the parties. There are no provisions,
terms,conditions,or obligations other than those contained herein;and this agreement shall
supersede all previous communications,representation,or agreements either verbal or
written, between the parties. No amendment shall be effective unless reduced in writing
and signed by the parties.
b. The agreement is executed and entered into in the State of Florida,and shall be construed,
performed,and enforced in all respects in accordance with the laws and rules of the State of
Florida. Each party shall perform its obligations hereunder in accordance with the terms
Page 3 of 6
State Aid to Libraries Grant Agreement
Chapter 1B-2.011(2)(a), Florida Administrative Code, Effective 4-10-2012
16D
21
and conditions of this agreement. If any matter arising out of this Agreement becomes the
subject of litigation,venue shall be in Leon County.
c. If any term or provision of the agreement is found to be illegal and unenforceable,the
remainder of the agreement shall remain in full force and effect and such term or provision
shall be deemed stricken.
d. No delay or omission to exercise any right,power,or remedy accruing to either party upon
breach or default by either party under this Agreement shall impair any such right,power,
or remedy of either party; nor shall such delay or omission be construed as a waiver of any
such breach or default,or any similar breach or default.
e. This agreement shall be terminated by the DIVISION because of failure of the GRANTEE
to fulfill its obligations under the agreement in a timely and satisfactory manner unless the
GRANTEE demonstrates good cause as to why it cannot fulfill its obligations. Satisfaction
of obligations by GRANTEE shall be determined by the DIVISION,based on the terms
and conditions imposed on the GRANTEE in paragraphs I and III of this agreement and
guidelines for the State Aid to Libraries Grant Program. The DIVISION shall provide
GRANTEE a written notice of default letter. GRANTEE shall have 15 calendar days to
cure the default. If the default is not cured by GRANTEE within the stated period, the
DIVISION shall terminate this agreement,unless the GRANTEE demonstrates good cause
as to why it cannot cure the default within the prescribed time period. For purposes of this
agreement, "good cause" is defined as circumstances beyond the GRANTEE's control.
Notice shall be sufficient if it is delivered to the party personally or mailed to its specified
address. In the event of termination of this agreement,the GRANTEE will be compensated
for any work satisfactorily completed prior to notification of termination, if equitable.
f. The DIVISION shall unilaterally cancel this agreement in the event that the GRANTEE
refuses to allow public access to all documents or other materials made or received in
regard to this agreement that are subject to the provisions of Chapter 119,Florida Statutes.
GRANTEE agrees to immediately contact the DIVISION for assistance in the event that it
receives a public records request related to this agreement or the grant the it awards.
g. The DIVISION shall not be liable to pay attorney fees,interest, late charges and service
fees,or cost of collection related to the grant.
h. The DIVISION shall not assume any liability for the acts,omissions to act or negligence of
the GRANTEE,its agents,servants,or employees;nor shall the GRANTEE exclude
liability for its own acts,omissions to act,or negligence to the DIVISION. In addition,the
GRANTEE hereby agrees to be responsible for any injury or property damage resulting
from any activities conducted by the GRANTEE.
i. The GRANTEE,other than a GRANTEE which is the State or agency or subdivision of the
State, agrees to indemnify and hold the DIVISION harmless from and against any and all
claims or demands for damages of any nature,including but not limited to personal injury,
death,or damage to property,arising out of any activities performed under this agreement
and shall investigate all claims at its own expense.
j. The GRANTEE shall be responsible for all work performed and all expenses incurred in
connection with the project The GRANTEE may subcontract as necessary to perform the
services set forth in this agreement,including entering into subcontracts with vendors for
Page 4 of 8
State Aid to Libraries Grant Agreement
Chapter 1B-2.011(2)(a), Florida Administrative Code, Effective 4-10-2012 CA
160 2
services and commodities,provided that such subcontract has been approved by the
DIVISION,such approval not to be unreasonably withheld,and provided that it is
understood by the GRANTEE that the DIVISION shall not be liable to the subcontractor
for any expenses or liabilities incurred under the subcontract and that the GRANTEE shall
be solely liable to the subcontractor for all expenses and liabilities incurred under the
subcontract.
k. Neither the State nor any agency or subdivision of the State waives any defense of
sovereign immunity,or increases the limits of its liability,upon entering into a contractual
relationship.
I. The GRANTEE, its officers,agents,and employees, in performance of this agreement,
shall act in the capacity of an independent contractor and not as an officer,employee or
agent of the DIVISION. Under this agreement, GRANTEE is not entitled to accrue any
benefits of state employment,including retirement benefits,and any other rights or
privileges connected with employment in the State Career Service. GRANTEE agrees to
take such steps as may be necessary to ensure that each subcontractor of the GRANTEE
will be deemed to be an independent contractor and will not be considered or permitted to
be an agent,servant,joint venturer,or partner of the DIVISION.
m. The GRANTEE shall not assign,sublicense,nor otherwise transfer its rights,duties,or
obligations under this agreement without the prior written consent of the DIVISION,whose
consent shall not unreasonably be withheld. The agreement transferee must demonstrate
compliance with the requirements of the program. If the DIVISION approves a transfer of
the GRANT EE's obligations,the GRANTEE remains responsible for all work performed
and all expenses incurred in connection with the Agreement. In the event the Legislature
transfers the rights,duties,or obligations of the Department to another governmental entity
pursuant to Section 20.06,Florida Statutes,or otherwise,the rights,duties,and obligations
under this agreement shall also be transferred to the successor government entity as if it
were an original party to the agreement.
n. This agreement shall bind the successors,assigns,and legal representatives of the
GRANTEE and of any legal entity that succeeds to the obligation of the DIVISION.
o. The State of Florida's performance and obligation to pay under this agreement is contingent
upon an annual appropriation by the legislature. In the event that the state funds on which
this agreement is dependent are withdrawn,this agreement is terminated and the
DIVISION has no further liability to the GRANTEE beyond that already incurred by the
termination date. In the event of a state revenue shortfall,the total grant shall be reduced in
accordance with Section 257.21, Florida Statutes.
p. If the GRANTEE is in noncompliance with any term(s)of this grant agreement or any
other grant agreement with any Division of Library and Information Services,the Division
of Historical Resources or the Division of Cultural Affairs,the Division may withhold
grant payments until the GRANTEE comes into compliance. Violation of a grant program
requirement,including but not limited to failure to submit grant reports and other grant
documents;submission of incomplete grant reports or other grant documents;or violation
of other grant agreement requirements;shall constitute a basis for the Division to place the
GRANTEE in noncompliance status with the Department of State.
Page 5 of 6
State Aid to Libraries Grant Agreement
Chapter 1B-2.011(2)(a), Florida Administrative Code, Effective 4-10-2012 CA
16132
q. Unless there is a change of address,any notice required by this agreement shall be
delivered to the Division of Library and Information Services,500 South Bronough Street,
Tallahassee, Florida 32399-0250, for the State and, for the GRANTEE,to its single library
administrative unit. In the event of a change of address,it is the obligation of the moving
party to notify the other party in writing of the change of address.
IV. The term of this agreement will commence on the date of execution of the grant agreement.
THE APPLICANT/GRANTEE THE DMSION
BOARD OF COUNTY COMMISSIONERS,
COLL I ' COUNTY,FLORIDA Florida Department of State
Division of Library and Information Services
By '
Or 7a A. e'er,
Esq.,Chairwoman Typed Name
' CC q.io•13
Date
DWIOFIT E. EiROCK,Cl4k
_
By:Tha0,12'NCtr- ___�
DeimitaL
Attest as to uitdillllan's Division Witness
signature only.
proved as to form and legality:
Ojaf2eA/t-//71 /AWLS'
Division Witness
olieen M.Greene
Assistant County Attorney
Page 6 of 6
State Aid to Libraries Grant Agreement
Chapter 18-2.011(2)(a), Florida Administrative Code, Effective 4-10-2012
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03
10 2
Collier County Public Library
Technology Plan
Current Year Work Plan
FY2013-2014
September 10, 2013
State Aid To Libraries
Marilyn Matthes
Library Director
Collier County Public Library
2385 Orang Blossom Drive
Naples, FL 34109
161121 4
Collier County Public Library
TECHNOLOGY LONG RANGE PLAN
August 2013
I. Introduction
In order to maintain a competitive position in the area of information services and to provide a
high standard of public service, Collier County Public Library must offer a wide range of
electronic services, as well as traditional print and audiovisual services. This Technology Plan is
intended to supplement the Library's Long Range Plan, September 2011, as well as provide
guidance in planning for electronic information services, appropriate hardware, software, and
telecommunications infrastructure to deliver these services.
II. Library Vision Statement
The Collier County Public Library recognizes the growing importance of technology in the
provision of information services to our customers. With technological innovations, the Library
can more readily provide access to a select collection of print and non-print materials, and
services for the informational, educational, recreational and cultural needs of the residents of
Collier County. Customers will be able to access, exchange, and analyze information readily
from electronic sources, which accommodate different learning styles. The Library also
recognizes that not all users are comfortable with technology, and seeks to provide appropriate
services to all users.
III. Library Mission Statement
To provide and promote Library Information and sustain services that enlighten the minds
and enrich the lives of community residents and visitors of all ages.
IV. Information Technology Assessment
A. Current Inventory of Equipment and Services
1. Current Computer Inventory
a. Staff Computers— 113
b. Public Use Computers— 191
c. Library Children's Computers— 29
d. LSTA Grant'Collier Connects'laptops 11
2. Telecommunications Services and Internet Access(Current)
a. Host—150 Mbps Ethernet Host
b. Headquarters—50 Mbps Internet Access
c. Vanderbilt Beach, Naples Regional,Golden Gate, Immokalee, East Naples, Estates
Branch, South Regional, Marco Island Branch—10 Mbps Internet Access at each
location.
d. Everglades City- 1.5 Mbps Frame Relay
e. Headquarters to County Administration—20 Mbps Internet Access
3. Network Equipment
a. Servers
—IBM X3650—Catalog and Circulation Server
—HP Proliant DL-360(2)—CCPL2/Public-Staff—Collier Friends
—HP Proliant DL-320 G6(2)—CCPL/DNS Servers
16D 2
–HP Proliant DL-320 G6(2)
–HP Proliant DL-360 G7
– HP Proliant DL-160 G5
–HP Proliant DL-160–CCPL Updates, Print Server
b. Routers
i. Cisco 2821 –Internet router
ii. Cisco 3825–WAN router. Branches connect here
iii. Cisco 2811 –Each Branch has this router
c. Switches(HQ)
i. Cisco Catalyst 3500, 24 port
ii. Netgear GSM7248(2), 48 port
Netgear FSM726T, 2 each, 24 port
iv. Netgear GS716T, 18 port(for Services outside firewall-Servers)
d. Firewall:
i. Cisco 5510 ASA
4. Internal connections
i. Cat 5 wiring used throughout all libraries
B.An Assessment of the Telecommunications Services,Hardware,Software,and other Services:
All libraries currently have adequate internal data wiring and electrical service for existing
computers. Should the Library be able to add public-use computers, additional data and
electrical outlets would be needed. As new facilities are built, CAT 6, or current standard for
wiring is specified in construction documents. Connections to buildings are fiber. Public-use Wi-
Fi is available through the Library's network. As computers are added to a facility, automation
staff evaluates the level of service and recommends increases as needed.
All areas of the library are using technology to a major extent. AN cataloging, circulation,
reference, interlibrary loan and administrative functions make extensive use of technology. Staff
has emphasized providing services via the Library's web page—for both the staff and the public.
Patrons can use the web page to check on materials on loan; to renew materials; to reserve
materials; and to view program schedules, hours, locations, and make comments. Additionally,
patrons may ask reference questions, suggest purchases and request interlibrary loan materials
via the web page. The Library also sends out an occasional electronic newsletter to those who
indicate they would like to receive it.
All library locations provide public Internet access and access to commercial databases, via
filtered workstations. Separate computers are provided for patron access to the library catalog,
to ensure they are available when needed. The Library did install EnvisionWare, a public-use
computer management system, in FY2009. The Library is currently evaluating the additions of
self-check-out stations and RFID.
The Library offers wireless Internet access at all libraries, including the Everglades City Branch.
Commercial-grade Meraki wireless units connect to the Library's broadband connection,
providing an excellent wireless experience for users within the library and those outside the
libraries, after hours.
The Library has a computer lab at the Estates Branch Library, with equipment originally
provided by Gates Grants. These computers have been updated with local funding. The full
MicrosoftT" Office Suite of programs and educational games are available for use in the lab, as
well as Internet access and hands-on classes in computer usage.
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River Park Community Center also has a computer lab for the public to use. The computers
were originally funded by a State Library grant, in cooperation with the City of Naples and the
Macedonia Missionary Baptist Church. Since the Center is only a few blocks from the Naples
Branch Library, staff refers the public to the Center for word processing and longer use sessions
than are available at the Naples Branch. The Library continues to provide Internet Access
support to this computer lab, and Library Staff members teach classes there. The City of Naples
has replaced the computers at this facility.
Library computer labs are also available at the Immokalee and the Golden Gate branches,
though public-use computers are available at aN of Collier libraries.
C.Professional Development
All staff members receive training in using the Library's equipment and resources. AN new hires
go through an orientation that includes a technology assessment, though a hiring freeze has
limited the number of new employees. Training is partially planned based on this assessment.
Staff members receive specific training in using technology in their primary job assignments
from their supervisors or the supervisor's designee.
Formal continuing education training is required and encouraged for all levels of employees.
The Library assumes all expenses incurred to provide job related training to all employees.
Training is available through:
• Collier County Public Library Automation Department
• Collier County Information Technology Department
♦ Southwest Florida Library Network
♦ Staff taught workshops
♦ Reference Department Classes
♦ State Library and WebJunction on-line classes
CCPL is also considering purchase of on-line training from commercial vendors. Training would
be available both to library staff and to the public.
Generally, most library staff members are capable of using technology to the extent required by
their jobs. As in any organization, some are more comfortable with technology than others.
Sometimes the public expects staff to 'know everything there is to know' about computers and
the Internet. Unfortunately, staff does get frustrated when the public has this expectation. Staff
provides as many classes In the use of technology as possible, taking into consideration that all
have other responsibilities.
C.Current budget
The Library is governed by Collier County, with the majority of operating funds coming from
local property taxes. In addition, the Library generally qualifies annually for State Aid to
Libraries. Construction and library books are paid for with Impact Fees that are imposed on new
residential construction to help pay for 'infrastructure'. The Library also receives generous
donations from the local community and the Friends of the Library. In FY12-13, the Library
qualified to receive over $100,000 in E-rate support. All E-rate funds will be used to purchase
additional computers and peripheral equipment and to pay increased costs of expanded
bandwidth capacity. Some funds may be reserved for purchase of self-check out stations and
RFID conversion.
�,t
1613
Library budget continues to 'hold steady', despite recent increases in local property values.
County Administration is very conservative in using the slowly increasing revenue. The County
and Library are trying to 'catch up' with purchases that have been postponed and delayed over
several years. These include maintenance and replacement of infrastructure, as well as staffing
and hours. Library has had sufficient funds to replace computers over the last few years, though
the replacement schedule was extended until computers died. The Library does have some
funds to replace some computers this year, but some of this funding is being redirected to
replace books instead of computers.
Technology Related Budget for FY14
October 1 2013-Se bsr 30 2014 sou mu,$56,000 $54,000 $170,100 $8,000
County has assumed financial responsibility for 50%of Staff Training.
D.Needs Assessment
With the ILS system and stable network links in place, the Library will focus on four areas for
improvement in FY14:
1. Standardization of PC's and software. A staff workgroup is evaluating needs of staff
and the public. Library will work on upgrading PCs to Windows 7.
2. Stability. Staff and public PC's are vulnerable to a growing array of threats from the
Internet and other malicious sources. Effort will be taken to make the systems harder to
change or compromise. When possible, self-healing software tools will make it easier
for an affected system to be fixed.
3. Staff Training. The best computers and software are still only tools for people to use.
Classes on common technology, such as MS Office and Windows, will enable our staff
to feel more comfortable, be more productive, and offer more help to patrons. Staff are
taking advantage of more on-line training, thus reducing travel costs and time.
4. Ease of Maintenance. In conjunction with the three above tasks, we will strive to make
the Library's PC's easier to upgrade and service. When possible, automatic tools will
deliver needed updates, eliminating the need for individual attention.
Staff recognizes the need to remain current and use the new technologies to facilitate work and
improve public service. Keeping up with the new technologies and patron expectations is
difficult.
We believe equipment, funding, and training are all in place to ensure a successful year that
includes implementation of new library projects.
V. Technology Goals and Objectives and Timeline for Implementation
A. To provide the most appropriate electronic information delivery system for
patrons.
1. FY14
• Consider and implement new components of the new library automation
system, as funds and staff time are available, including migrating to Sierra.
• Continue to evaluate commercial databases offered to the public, adding
and deleting products as appropriate.
♦ Evaluate usage statistics of current database subscriptions.
♦ Survey public on their technology needs that are appropriately handled by
the public library.
♦ Provide public training on use of commercial databases.
16 ®
• Continue to provide special training programs for other County
departments and school students in use of commercial databases.
♦ Provide public training in use of Library website and the websites of other
County departments.
• Continue and expand staff and public training.
♦ Implement any public service features made available by automation
system.
• Work with RFP for self-checks and RFID.
• Publicize and expand downloadable audio books.
2. FY15
♦ Implement any parts of ILS, if not completed.
♦ Evaluate commercial databases offered to the public.
• Evaluate usage statistics of current database subscriptions.
♦ Survey public on their needs.
♦ Provide public training on use of automation system.
• Provide public training on use of commercial databases.
• Provide public training in use of Library website.
♦ Make any policy changes noted in surveys.
3. FY18
• Provide public training on use of automation system.
• Provide public training on use of commercial databases.
• Evaluate commercial databases offered to the public.
♦ Evaluate usage statistics of current database subscriptions.
♦ Survey public on their needs.
♦ Provide public training in use of Library website.
• Evaluate and implement any new technologies if appropriate.
B. To evaluate and purchase new and changing technology to meet public demand.
1. FY14
♦ Implement better security and maintenance systems on PCs.
♦ Explore and implement new options as we install components of the
automation system.
♦ Plan for implementation of self-checks and RFID, if selected.
• Consider and evaluate thin clients.
• Evaluate any data line options made available through the county network.
2. FY15
• Continue to maximize new automation system.
• Publicize e-book products.
• Evaluate circulation of laptops and a-book readers.
• Set up audio down-load stations at each Library that do not have such
service.
3. FY18
♦ Review any technology innovations or trends.
• Ensure all libraries have adequate numbers of self-checks.
C. To connect to relevant information sources outside the library.
C-c)
160 2
1. FY14
• Evaluate commercial databases offered to the public.
• Refine Web Bridge' product as part of new automation system.
♦ Evaluate usage statistics of current database subscriptions.
♦ Survey public on their needs.
♦ Participate with any State Library selection process.
♦ Implement (Borrow replacement(if any).
• Start to construct an 'ebranch'.
2. FY15
♦ Evaluate commercial databases offered to the public.
• Evaluate usage statistics of current database subscriptions.
♦ Survey public on their needs.
• Work with any State Library or Library consortium projects, such as Virtual
Reference.
♦ Refine 'ebranch'.
3. FY16
• Evaluate commercial databases offered to the public.
♦ Evaluate usage statistics of current database subscriptions.
• Survey public on their needs.
D. To train staff and educate the public in all forms of electronic information literacy.
1. FY14
• Provide public training on use of commercial databases, including classes
taught by vendors and volunteers.
• Implement 'Collier Connects' LSTA grant—if awarded.
• Continue to provide special training programs for other County
departments and school students in use of commercial databases.
• Provide training to students on Tutor.com at the Immokalee Branch.
♦ Provide public training in use of Library website.
• Provide hands-on classes at Estates Lab, River Park Lab, and Immokalee
Lab.
• Keep separate statistics on technology training for staff and the public.
• Provide public training on e-govemment options.
2. FY15
• Provide public training on use of commercial databases, including classes
taught by vendors and volunteers.
• Continue to provide special training programs for other County
departments and school students in use of commercial databases.
• Provide public training in use of Library website.
♦ Provide hands-on classes at Estates Lab, River Park Lab, and lmmokalee
Lab.
• Add any training classes for new database subscriptions.
♦ Evaluate training statistics and use to develop new programs.
• Expand training at Golden Gate Branch and South Regional.
3. FY018
(;)
161] 2
• Provide public training on use of commercial databases.
• Continue to provide special training programs for other County
departments and school students in use of commercial databases.
• Provide public training in use of Library website.
• Provide hands-on classes at Estates Lab, River Park Lab, and Immokalee
Lab.
• Add any new, relevant training classes for both the public and staff.
VI. Budget Planning
Budget requests of Collier County are reviewed on an annual basis. These requests have
generally reflected a 4-6% annual increase. Currently, however, the Library anticipates receiving
less local support for equipment replacement, and possibly for electronic resources. In FY13,
the Library did not have to discontinue any database subscriptions. There are no guarantees for
succeeding years. County staff estimates we will still have a lean FY2014, with some hope of
increases in later years.
Projected Technology Related Budget for FY13,FY14,FY15
• l
FY14 $56,000 $54,000 $170,100 $8,000
FY15 $60,000 $60,400 $170,100 $8,000
FY16 $75,000 $70,400 $175,000 $ 10,000
Software & Equipment The Library is not replacing computers as quickly as before.
Additionally, fewer staff members mean less staff equipment needed.
Maintenance: As the Library purchases less replacement equipment, costs of repairs has
increased. Library also now contributes to County IT Maintenance budget.
Data/Phone Lines: Library upgraded line speeds in FY13.
Staff Training: The Library has one-third fewer staff to train.
VII.EVALUATION
Evaluation will be based on current quantitative statistics methods, including the number of
users of particular services; the number of training sessions and participants; and any new
equipment or software purchases. Costs, as always, are tracked through the normal County
budgetary process, and are reviewed monthly to ensure the budget is maintained. Information
transfer rates are also tracked via systems software,with staff reviewing data monthly.
Staff continues to evaluate response time for the III circulation module, response time for the
public using the wired Internet, and availability and response time for the wireless network.
Qualitative information shall be gathered through class evaluation forms and current on-line and
in-person comment activities. Class surveys are conducted for every program the Library
presents. The Library also records technology outcomes data through both formal and informal
methods. User surveys are initiated annually. The automation and other software track usage
on a daily basis. Reports are evaluated to ensure the Library is purchasing materials that users
want and that staff can assist patrons in using the materials provided. Staff is becoming more
adept at gathering and evaluating usage.
16D 2
Automation and administration staff reviews on a monthly basis both quantitative and qualitative
information. Class surveys are reviewed as new classes are scheduled. Decisions are made on
the basis of this information—though changes requiring significant costs may have to wait for
the next budget cycle.
VIII. STAFF RESPONSIBLE FOR ACTIVITIES, ANTICIPATED STAFF NEEDS, AND REDEFINING
STAFF RESPONSIBILITIES
Library automation staff members are responsible for much of the quantitative monitoring.
Reports are provided to Ubrary Administration on a monthly basis. This department consists of
three employees:
♦ The Library Automation Specialist is responsible for running the automation system
and network. He is planning retirement for January 2014. We anticipate being able to
replace him.
♦ Technology Support Professional is responsible for ordering equipment and supplies,
installing software on the desktop, assisting with training;
• The Library Technology Specialist is responsible for trouble shooting PCs and
installing software at the direction of the Technology Support Professional.
All make recommendations for equipment upgrades, test specific software and hardware, and
evaluate new products.
Library Reference and Branch librarians evaluate new software and hardware, making
purchasing recommendations to Library administration. These staff members provide the core
of public and staff training on the use of the Library's web page, the commercial databases, and
the Internet. Both the Digital and Innovations Workgroups also evaluate products for purchase.
Their recommendations have led to eliminating some databases, substituting one product for
another, purchase of electronic message boards, and purchase of a PC management system.
Technical Services librarians and paraprofessionals also provided evaluations of new software
prior to installation. They evaluated the cataloging functions of the new system.
The Library had been successful in adding staff in its 15 years of automation experience.
Starting with no automation staff in 1992, the automation duties were added to those of the
Head Cataloger in 1994. The automation function was separated into a separate position by
1998. The first PC support staff member was added in 2000, and the second PC support staff
member was added in 2002. Currently the library has been able to replace these staff when
they have left. There has been, however, no overlapping of positions that enables out-going
staff to train replacements.
IX. Technology Policies
Library Staff, the Library Advisory Board and Library Administration review all policies annually.
When technology and public needs change, our public use policies are reviewed and revised as
needed. Additionally, the Library selected new Public Library Responses this year, and
developed a new mission statement.
Library Administration reviews the Goals as the budget process begins in February. Anticipated
funds available and anticipated expenses for purchase and maintenance are compared to see if
any goals need to be revised.
161) 2
X. Conclusion
The use of technology has dramatically changed the way Collier County Public Library does
business, as it has for all libraries. Our users are more sophisticated in their ability to use
technology, yet we need to still remember that not everyone has reached high comfort zone with
technology. We need to provide appropriate services to all of our users, whether it is with
technology or not. Technology is one of the ways to provide these services, but is not the end in
itself. The provision of information services to meet the needs of our customers is our primary
mission.
BOARD OF COUNTY C•MMISSIONERS,
COLLI•It 'OU TY FL•RIDA
By:
c • "a A. Hiller, Esq.,Chairwoman
13CC I•iv 13
• A Pt
ATTE$T:,\`' J A•
DWIGF#E. BROCK;'Clerk
By: �.��_�.r taa
Attest asFra ' '' y `—_-
signature only.
Approved as to form and legality:
.11 401
•olleen . Greene
Assistant County Attorney
0