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Agenda 09/15/2009 Item #16D 7 Agenda Item No. 1607 September 15, 2009 Page 1 of 31 EXECUTIVE SUMMARY Recommendation for the Board of County Commissioners to accept the Library Long Range and Technology Plans and the current year Action Plan and authorize the Chairman to sign the FY 2009-2010 State Aid to Libraries Grant Application permitting the Collier County Public Library to apply for State Aid to Libraries. OBJECTIVE: Obtain acceptance of the Library Long Range and Technology Plans and current year action plan and signature of the Chainnan of the Board of County Commissioners on the attached "FY 2009-2010 State Aid to Libraries Grant Application". CONSIDERATIONS: Collier County Public Library qualifies for State Aid to Libraries under Chapter 257 of the Florida Statutes. The Florida Department of State, Division of Library and Information Services administers this program. The Application, Long Range Plan, Technology Plan and the current year action plan are requirements to receive the Sate funding. The Board has approved submission of the Application for State Aid and associated contracts and documents for over two decades. State Aid for FY 2010 was anticipated in the County's FY 2010 budget as Library Grant Fund (129) revenue. State Aid is available to Florida public library systems that qualify as a result of meeting minimum requirements as stipulated in Chapter 257, Fla. Stat. and Chapter IB-2, Florida Administrative Code. The grant amount is calculated by means of a fonnula that considers: (1) the amount of local funds appropIiated for the Library adjusted by a factor based upon the amount of revenue one mill levy in the jurisdiction would generate, (2) the number of library systems in Florida that qualify in a given year, and (3) the total amount made available by the State Legislature to impro.ve library services within the State. Funds are intended to supplement, rather than replace, local effort towards that end. State Aid may not be used to fund capital construction. It may be used for operating purposes, materials and equipment. FISCAL IMPACT: State Aid was included as anticipated revenue (estimated $200,000) in the FY 2010 Library Grant Fund (129). The actual amount likely to be received may be more or less. A budget amendment will be prepared to authorize the expenditure of the difference once a final figure is available. Funds that result from this particular application will not anive until FY 2009-2010. GROWTH MANAGEMENT IMPACT: None. LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney's Office, requires simple majority vote, and is legally sufficient for Board action. - CMG .-. RECOMMENDATION: Staff recommends that the Board of County Commissioners accept the Library Long Range and Technology Plans and the current year action plan, and authorize the Chairman to sign the application for State Aid, and approve submission to Florida Department of State, Division of Library and Information Services. Prepared by: Marilyn Matthes, Director ~ -0- . ~~ . Agenda Item No. 1607 September 15, 2009 Page 2 of 31 COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS Item Number: Item Summary: 16D7 Recommendation for the Board of County Commissioners to accept the Library Long Range and Technology Plans and the current year Action Plan and authorize the Chairman to sign the FY 2009-2010 State Aid to Libraries Grant Application permitting the Collier County Public Library to apply for State Aid to Libraries. Meeting Date: 9/15/2009 9:0000 AM Prepared By Marilyn Matthes Library Assistant Director Date Public Services Library 8/20/20093:02:14 PM Approved By Marlene J. Foord Grants Coordinator Date Administrative Services Administrative Services Admin. 8/21/20099:30 AM Approved By Marla Ramsey Public Services Administrator Date Public Services Public Services Admin. 8/21/2009 10:51 AM Approved By Kathy Carpenter Executive Secretary Date Public Services Public Services Admin. 8/21/2009 3:54 PM Approved By Colleen Greene Assistant County Attorner Date County Attorney County Attorney Office 8/24/20099:34 AM Approved By Jeff Klatzkow County Attorney Date County Attorney County Attorney Office 8/24/200910:37 AM Approved By OMS Coordinator OMS Coordinator Date County Manager's Office Office of Management & Budget 8/24/20092:03 PM Approved By Sherry Pryor Management & Budget Analyst Date County Manager's Office Office of Management & Budget 8/25/200912:19 PM Approved By Leo E. Ochs, Jr. Deputy County Manager Date Board of County County Manager's Office Commissioners 8/26/2009 4:47 PM f'" 1 ",-.., \ .4. _1_~_ ~\T""'" 4\ 1 .., A n 1l/"'\^1 t'" (\/.....r\.....^^r\\... r 1l/""^r"1,-....'lt,.TnT""'""Trrnl.....^ At. 1"lT"''lr.T ^ 'A '''''^^^ /\genda Item No. 1607 September 15, 2009 Page 3 of 31 Florida Department of State, Division of Library and Information Services STATE AID TO LIBRARIES GRANT AGREEMENT The Applicant (Grantee) Collier County Board of County Commissioners (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 Chapter 257, Florida Statutes:.. and guidelines for the State Aid to Libraries Grant Program. 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. Funds will not be used for lobbying the Legislature, the judicial branch, or any state agency. b. Provide the Division of Library and Information Services (DIVISION) with statistical, narrative, financial, and other reports as requested. c. 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. d. Retain all records for a period of 5 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 5 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 5 year period, whichever is later. e. 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. State Aid to Libraries Grant Agreement Chapter 1 B-2.011 (2)(a), Florida Administrative Code, Effective xx-xx-xxxx Page 1 of 5 Agenda Item No. 1607 September 15, 2009 Page 4 of 31 In connection with the audit requirements addressed in part e., 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: A. The Department of State at the following addresses: Office of Inspector General Florida Department of State Clifton Building, Suite 320 2661 Executive Center Circle Tallahassee, FL 32399-0250 B. The Auditor General's Office at the following address: Auditor General's Office Room 401, Pepper Building 111 West Madison Street Tallahassee, Florida 32399-1450 f. 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 to: a. Provide a grant in accordance with the terms of this agreement in consideration of the Grantee's performance hereinunder, and 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 Page 2 of 5 State Aid to Libraries Grant Agreement Chapter 18-2.011 (2)(a), Florida Administrative Code, Effective xx-xx-xxxx Agenda Item No. 1607 September 15, 2009 Page 5 of 31 the termination date. In the event of a state revenue shortfall, grants shall be reduced in accordance with Section 257.195, Florida Statutes. b. 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. 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. 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 and conditions of this agreement. 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. If any matter arising out of this Contract becomes the subject of litigation, venue shall be in Leon County. 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. The DIVISION shall unilaterally cancel this agreement if the Grantee refuses to allow public access to all documents or other materials subject to the provisions of Chapter 119, Florida Statutes. f. Unless authorized by law and agreed to in writing by the DIVISION, the DIVISION shall not be liable to pay attorney fees, interest, or cost of collection. g. 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. h. 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 Page 3 of 5 State Aid to Libraries Grant Agreement Chapter 18-2.011 (2)(a), Florida Administrative Code, Effective xx-xx-xxxx Agenda Item No. 1607 September 15, 2009 Page 6 of 31 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. i. 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. J. 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. k. 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 Grantee'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 20.60, 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. I. 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. m. 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 State Aid to Libraries Grant Agreement Chapter 18-2.011 (2)(a), Florida Administrative Code, Effective xx-xx-xxxx Page 4 of 5 Agenda Item No. 16D7 September 15, 2009 Page 7 of 31 compensated for any work satisfactorily completed prior to notification of termination. n. 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 DIVISION BOARD OF COUNTY COMMISSIO='lERS, COLLIER COUNTY, FLORIDA Florida Department of State Division of Library and Information Services By: Donna Fiala, Chairman Typed Name ATTEST: DWIGHT E. BROCK, Clerk Oate By: Deputy Clerk Approved as to form and legal sufficiency: Oivision Witness Date County Attorney Date: Page 5 of 5 State Aid to Libraries Grant Agreement Chapter 18-2.011 (2)(a), Florida Administrative Code, Effective xx-xx-xxxx Agenda Item No. 1607 September 15, 2009 Page 8 of 31 COLLIER COUNTY PUBLIC LIBRARY Long Range Plan 2006 - 2011* Technology Long Range Plan 2009 - 2012 Page 13 Current Year Action Plan - 2010 Page 12 September 2009 * Long Range Plan has not been updated since 2006, Only the Technology LRP and Current Year Action Plans are updated annually. Agenda Item No. 16D7 September 15, 2009 Page 9 of 31 INTRODUCTION The Collier County Public Library is required by the State Library of Florida to develop and update a planning document that clearly delineates the Library's role in Collier County. This long-range plan needs to be updated on an annual basis, and is to include the long-range plans for services, facilities and technology. It also includes the 'current year action plan' that emphasizes projects for FYOIO. The Long-Range Plan for Technology is also required in order for the Library to receive Federal E- Rate funds. The following document has been developed to meet these requirements and to provide basic planning information and guidance for Collier County Public Library. Collier County Public Library Long Range and Technology Plan . September 2009 2 Agenda Item No. 1607 September 15, 2009 Page 10 of 31 I. MISSION STATEMENT The Collier County Public Library will systematically collect, organize and disseminate in a timely and cost effective manner, 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. Additionally, the Collier County Public Library will provide courteous, knowledgeable and effective customer service in meeting the informational, educational and recreational needs of our community that exceeds expectations. II. BACKGROUND INFORMATION The Library Advisory Board and the Board of County Commissioners approved the last Long Range Plan, in 2005. Annually, they have also approved the Current Year Action Plans to maintain the plan. Also approved as part of the Long Range Plan, was the concept of Regional Libraries for Collier County. Regional Library Services Centers 'were intended to provide a wider range of library coverage to a heavily populated area or to clustered geographical areas within a fast growing or changing population base. The idea was to replace the need for several dependent neighborhood branches with one independent Regional Library Service Center, thus reducing the system's overall operating costs.' 'In the standard American model, a neighborhood branch should provide 0.6 square feet of space per capita for the identified population, have a service area not exceed a 3 mile radius, and be staffed by 1 professional for each 10,000 people served, with 3 non professional positions supporting the professional slot. The branch should own 2 books per capita and provide 6 day service. While this definition is somewhat static, it has been the basic model used by the Library profession for the past 15 years. It has for much of the country been efficient, effective and highly useful in creating a network of public Libraries which are unrivaled in the world.' (CCPL, Long Range Plan 1996: The Role of Regional Libraries in a Developing System, p. 22) 'Using standards for full service Library centers advocated by Joseph Wheeler and Herbert Goldhor in their work 'Practical Administration of Public Libraries, the Kansas City Libraries developed the following standards for its Regional Libraries:' Population of Service Area 40-70,000 Service Area 5 mile radius Location Heavy traffic area or large grocery stores Size 15,000 - 25,000 square feet Hours Minimum of 69 hours per week Parking 100 spaces Collier County Public Library Long Range and Technology Plan . September 2009 3 Agenda Item No. 1607 September 15. 2009 Page 11 of31 Collection Size 50,000 - 75,000 volumes Seatinq capacity 125 - 150 seats Staffing 4 professionals, 12 non-professionals (Collier County Public Library, Long Range Plan 1996: The Role of Regional Libraries in a Developing System, p. 23) Also as part of this Long Range Plan, the Library Advisory Board and the Library Director described Collier County Public Library as a three-tiered system. The first tier is the Central facility, or the Headquarters Library. It is maintained and modernized, and functions as the reference center and as a repository for the Library system. The second tier is composed of two Regional Centers, one in the northern part of the county and the other in the southern part of the county. Each regional center would be large enough to handle the growing populations in these areas, yet would have 25% - 30'7'0 less staff than several neighborhood branch libraries. And the third tier is composed of the neighborhood and community branches of Vanderbilt Beach, Estates, Golden Gate, Everglades City, Marco Island, East Naples and Immokalee Branch Libraries. These neighborhood facilities will remain stable, but no new neighborhood libraries will be constructed. When the South Regional opens, the East Naples Branch could be moved or eliminated, depending on population growth in that part of the County. Since the LRP was adopted in 1996, the North Regional Library was built on Airport-Pulling Road and Orange Blossom Drive. The Board of County Commissioners designated it as the Headquarters Library, transforming the former Headquarters Library on Central Avenue into Naples Regional. Circulation of the new Headquarters Library has exceeded all expectations, and surpasses each month the circulation of the Naples Branch. In FY2006, construction planning discussions led the Library to conclude that we need a slightly different structural model than the three-tiered system discussed above. A two-tiered system seems more logical for Collier County and would consist of regional and neighborhood libraries. Regional libraries vary in size from 30,000 square feet to 80,000 square feet. A Librarian, with Masters of Library Science degree, supervises each regional library, including the Children's, Circulation and Reference departments. A sufficient number of support staff members are assigned in order to provide appropriate service to the region for a total of 60-64 hours, 6-7 days a week. At no time will a regional library be staffed with less than 4 staff members. A regional library mayor may not be open on Sundays. Regional libraries contain large materials collections and provide some area of specialization not found in neighborhood branches. These are the current and planned regional libraries: a. Headquarters Library (42,000 sq. ft.) I. Includes Library Administration II. Includes centralized materials purchasing and processing III. Large enough for growing populations within 5 - 10 miles IV. 25 - 30'7'0 fewer staff than 3 neighborhood libraries Collier County Public Library Long Range and Technology Plan . September 2009 4 Agenda Item No. 1607 September 15, 2009 Page 12 of 31 b. Naples Branch (35,800 sq. ft.) I. Large enough for growing populations within 5 - 10 miles ii. 25 - 301'0 fewer staff than 3 neighborhood libraries III. Provides system repository for library system 1. Shelving to house 'last copies' and less popular but needed research materials IV. Functions as the main Reference Center for the system 1. Has larger print Reference collection than other regionals v. Location of Genealogy Collection c. South Regional Library (Construction estimate of 30,000 sq. ft.) i. Large enough for growing populations within 5 - 10 miles ii. 25 - 301'0 fewer staff than 3 neighborhood libraries iii. Site of largest meeting/multi-purpose room, to hold 250 people IV. Site has potential to double size of the library d. Orange Tree Regional Library (Planning estimate of initial building size of 30,000 sq. ft.) i. Large enough for growing populations within 5 - lOmiles ii. 25 - 301'0 fewer staff than 3 neighborhood libraries III. Unknown specialization-to be designated in the future e. Immokalee Regional Library (Planning estimate of final size of 33,000 sq. ft.) I. Large enough for growing populations within 5 - 10 miles ii. 25 - 301'0 fewer staff than 3 neighborhood libraries III. Unknown specialization-to be designated in the future Neighborhood libraries vary in size from 10,000 square feet to 29,000 square feet. A Librarian, with Masters of Library Science degree, supervises each branch library. The assistant manager of each facility is the Children's Librarian or upper level clerical employee. A sufficient number of support staff members are assigned in order to provide appropriate service to the neighborhood for a total of 60 hours, 6 days a week. At no time will a branch be staffed with less than 2 staff members, with 3 staff members preferred. These are the current and anticipated neighborhood libraries: a. Vanderbilt Beach (7,000 sq. ft.) i. Is landlocked. Cannot be expanded beyond current 7,000 sq. ft. b. Estates (11,182 sq. ft.) i. Can be expanded to an estimated 21,000 sq. ft. No timeline yet determined. c. Golden Gate (17,000 sq. ft. in construction planning & 7,000 sq. ft. existing building.) i. Is landlocked. Cannot be expanded beyond current building plans to 24,000 sq. ft., within 2 buildings. (Replacement of existing building with an addition to the 17,000 sq. ft. building is desired.) d. Everglades City (900 sq. ft.) Collier County Public Library Long Range and Technology Plan . September 2009 5 Agenda Item No. 16D7 September 15, 2009 Page 13 of 31 I. Needs to increase from 900 sq. ft. to approximately 3-5,000 sq. ft., due to its distance from any other branch library. e. Marco Island (12,345 sq. ft. with 4,000 sq. ft. meeting room planned) i. Will be landlocked after current meeting room addition is completed. ii. Will be approximately 16,000 sq. ft. f. East Naples (6,600 sq. ft.) I. Building is landlocked at 6,600 sq. ft. Consideration will be given to either moving to another location or closing this facility after the South Regional Library is built. g. Immokalee (8,000 sq. ft.) I. Building will need to be expanded to 33,000 sq. ft. and converted to a regional library in order to provide service for future population growth in Immokalee. The library will need to work with both the Health Department and the Parks & Recreation Department to plan adequate parking for this size of building and the entire site. II. Consideration can also be given to locating a shared library in southern Hendry County. An interlocal agreement would be needed. h. Fiddlers Creek (suggested at 10,000 sq. ft.) I. 3.6-acre lot is being donated by developer. Lot could be sold to build in another, more appropriate location. Current State of the Library: Materials circulation has threatened to surpass the 3 million mark for several years. Both planned and unanticipated closings have kept circulation relatively stagnant. These closings have included interior renovation projects, automation migration, and hurricane closings. The Everglades City Branch closed for approximately 7 months after Hurricane Wilma came through. We anticipate again hovering around the 3 million item mark again in FY2006. Library funding comes from local property taxes, impact fees paid by new construction, State Aid to Libraries, occasional Library Services and Technology grants, E-rate reimbursements for technology expenditures, Friends of the Library donations, and gifts from individuals. The Library competes with other county government agencies for funding, but has enjoyed strong support of County Administration and the Board of County Commissioners for the last 10-15 years. The Library participates in the Southwest Florida Library Network (SWFLN), taking advantage of the many continuing educational programs offered. Reciprocal borrowing agreements enable Collier residents to use libraries in other parts of Southwest Florida that they would normally have to pay to use. The 'Anywhere Anytime Library', through SWFLN and the Tampa Bay Library Consortium (TBLC), enables Collier residents to directly request books from Tampa area libraries and from libraries throughout south Florida. 'IBorrow' is replacing this service. Currently the changes to both IBorrow and CCPL's automation system have disrupted this popular service. Both vendors are working to correct the situation. Collier County Public Library Long Range and Technology Plan . September 2009 6 Agenda Item No. 16D7 September 15, 2009 Page 14 of 31 The State Library of Florida's' Virtual Library' project greatly enhances the information options for Collier residents. The funding of the statewide information databases, include Gale's InfoTrac enable Collier residents to research magazine articles from their homes and offices, as well as from Library computers. Collier County Public Library Compared to Florida Libraries** * Standard: 1 professional and 3 non-professionals per 10,000 citizens. (ALA) ** FY04 Statistics at: (latest published statistics for Florida Libraries) htto: II d lis.dos.state. f1.us/b Id/research off ice12005Li brarvD irectorv I ~ ~...Q ~ a E c t.. 1\1 ::I ...Q +- 0 ::i ~u V) c o :+: ..2 ::I C. o Q.. Osceola 225,816 St. 226,216 Lucie Alachua 236,174 Leon 263,896 Collier 306,186 Manatee 295,242 Sarasot 358,307 a Pasco Volusia Lee Brevard 389,776 484,261 521,253 521,422 t.. ::I ;t: fii ~ ." c.'- C C. 1\1 III CI ~ 1\1 U W t.. 1\1 CI c.+- III '- .x c. o CI o U co c CI o +- :+: 'Q.. ..2 CI ::I U e t.. u X. 2.96 3.02 11.09 7.84 9.4 5.28 7.99 4.83 9.57 6.94 8.63 C 1\1 o 1\1 :+: t.. >- ..2 1\1 ..2 ::Ic.c. e E u 1\1 6,853 8,863 14,122 17,836 26,579 20,051 20,686 15,864 25,196 14,332 16,138 t.. f X. ~ g +- 'Q.. l:r 1\1 CI III 1\1 U '+- 0.39 0.37 0.57 0.48 0.42 0.33 0.54 0.25 0.47 0.37 0.69 '+- III ." t.. III o 1\1 C 1\1 1\1 t.. 1\1 I\I...Q 1\1 l\I~oEEE,+-~ ...Q_ ::100 Ec.oc Q.. ::lEU." E Z 1\1 ~ 1\1 1\1 97.5 77 185.55 116 108.25 77.75 138.47 118.75 184 252.5 278.88 C o :+: ..2 ::I U t.. U 90.3 668,180 90.5 682,434 94.5 2,620,265 105.6 2,068,968 122.5 2,877,188 118.1 1,558,989 143.3 2,864,401 155.9 1,883,816 193.7 4,636,025 208.5 3,618,912 208.6 4,500,469 The Library has been challenged by the tremendous growth of population in the County. As is apparent from the following chart, the Library plans must include the seasonal population, as well as the year-round residents. 25.46 1.37 16.84 1.35 46.24 3.16 23.16 2.29 23.98 1.91 19.85 1.24 23.16 2.47 15.41 1.51 21.93 1.68 44.54 2.02 28.19 2.34 FY96 FYOO FYOl FY02 FY03 FY04 FY05 FY06 Population* 193,036 235,645 257,926 270,667 299.479 314.160 328,700 335,422 Peak Season Population* -- 350,744 367,605 384,276 405,623 424,740 443,673 465,274 Collier County Public Library Long Range and Technology Plan . September 2009 7 Agenda Item No. 1607 September 15, 2009 Page 15of31 Weighted Average Population* -- 288,556 302,656 316,649 334,506 350,651 366,641 405,001 Circulation 1,553,568 2,102,388 2,281,400 2.485,314 2,791,638 2,877.188 2,858,658 2,900,000 · Population Statistics: Collier County Comprehensive Planning Section III. Library Roles Using the Public Library Development Program 'Planning & Role Setting for Public Libraries' the Library has identified three major service roles that it plays in the community. They have been, however, modified to fit the needs of local residents. These roles are: A. Popular Materials Library For many people, reading is an important recreational activity. The Public Library must feature a wide selection of current, high demand, high interest materials in a variety of formats for users of all ages. The Library must also actively promote and encourage the use of these resources. B. Children's Door to Learning and Reading Enjoyment The Library encourages young children to develop an interest in reading and learning through our children's services departments, providing programs, materials and activities for parents, children, and child-care providers. C. General Information Center, including Reference, Information and Referral, and Literacy The Library actively provides timely, accurate, and useful information for community residents in their pursuit of job-related and personal interests. Programs include regular reference desk service, telephone and e-mail reference, an I & R program, and literacy programs. IV. Goals and Objectives GOAL 1: Customers will be able to request assistance of a well-trained Library Staff to provide service needed. A. Popular Materials Role Staffing Objectives: 1. Increase circulation staff to meet level recommended by American Library Association: 1 professional and 3 paraprofessionals per 10,000 citizens. 2. Provide on-going training and career path incentives for all employees. 3. Evaluate salaries and request adjustments with Human Resources. 4. Work with Friends to provide funds for continuing education. Collier County Public Library Long Range and Technology Plan . September 2009 8 Agenda Item No. 1607 September 15, 2009 Page 16 of 31 5. Ensure salaries are within appropriate market ranges. 6. Provide customer service training. 7. Provide volunteer opportunities and training. 8. Provide automation support for patron accounts and remote access. B. Children's Door to Learning and Reading Enjoyment Staffing Objectives: 1. Provide at least one children's staff member at each location, with major children's departments staffed at higher levels. 2. Provide on-going training and career path incentives for all employees. 3. Evaluate salaries and request adjustments with Human Resources. 4. Work with Friends to provide funds for continuing education. 5. Ensure salaries are within appropriate market ranges. 6. Provide customer service training. 7. Provide volunteer opportunities and training. 8. Provide automation support for children's computers and audiovisual needs. C. General Information Center, including Reference, Information and Referral, and Literacy Staffing Objectives: 1. Increase professional staff to meet level recommended by American Library Association: 1 professional and 3 paraprofessionals per 10,000 citizens. 2. Provide on-going training and career path incentives for all employees. 3. Evaluate salaries and request adjustments with Human Resources. 4. Work with Friends to provide funds for continuing education. 5. Ensure salaries are within appropriate market ranges. 6. Provide customer service training. 7. Provide volunteer opportunities and training. 8. Provide training in use of legal resources. 9. Provide specialized genealogical training. 10. Provide adequate support for Literacy and I & R programs. 11. Provide policies to manage resources, such as Internet policies, security policies. 12. Provide reference training for non-reference librarians. GOAL 2: Customers will have access to adequate library materials to meet their educational, recreational and informational needs. A. Popular Materials Role Materials Objectives: 1. Budget will support purchase of materials in sufficient quantities to ensure that patrons do not experience excessive waits for materials. Collier County Public Library Long Range and Technology Plan . September 2009 9 Agenda Item No. 1607 September 15, 2009 Page 17 of 31 . Additional popular materials will be purchased when there are more than 5 requests for each title owned by the library. 2. Library will continue to participate in the Anywhere Anytime Library. 3. Library will start patron-initiated InterLibrary Loans via an on-line request form. 4. Library will continue to participate in SWFLN's Reciprocal Borrowing project. 5. Library staff will publicize 'Net Library'. 6. Library staff will continue to offer classes in using the Library's on-line database resources. 7. The library will explore new formats of materials as they are available and consider discontinuing obsolete formats when appropriate. 8. The library will provide security and inventory control of materials to the extent that funding is available. 9. Circulation policies will facilitate use by the public. 10. Periodicals and newspapers will be available for the public. 11. Purchasing priorities will support use of popular materials. 12. Mail-a-book, jail programs and nursing home programs will provide appropriate materials to their audiences. 13. Community-specific collections will be considered. 14. Adult programming will enhance use of and encourage use of library materials. 15. Data-stream enhancements to the public web page will be considered. B. Children's Door to Learning and Reading Enjoyment Materials Objectives: 1. Children's programming will enhance and encourage use of library materials. 2. Budget shall provide new and replacement books for children at least equal to their overall circulation within the system. 3. Children's staff members will visit local schools, providing information and encouragement to visit public libraries. 4. Electronic resources for children will be provided in every library. 5. Children's website will be maintained with current program information. 6. Staff will use website to market services and materials to children, their parents and caregivers. C. General Information Center, including Reference, Information and Referral, and Literacy Materials Objectives: 1. Provide adult and reference programs that enhance and encourage the use of library materials. 2. Ensure timely receipt of current reference materials. 3. Ensure reference materials are available, either in print or through on-line resources. Collier County Public Library Long Range and Technology Plan . September 2009 10 Agenda Item No. 1607 September 15, 2009 Page 18 of 31 4. Evaluate the growth management criteria for books per capita. 5. Ensure materials to support literacy programs are available. 6. Market services such as Anywhere Anytime Library, InterLibrary Loan, Information & Referral. 7. Ensure collection security. GOAL 3: Customers will find adequate facilities and equipment at all libraries. A. Popular Materials Role Facilities Objectives: 1. Library facilities will meet the growth management requirements. 2. Impact fee revenues will be sufficient build facilities and renovate existing ones. 3. Facilities will be safe, welcoming, and well-maintained buildings. 4. Library will budget for building repair and maintenance. 5. The automation equipment and infrastructure will support the needs of patrons and staff. 6. Funds will be budgeted to replace equipment according to schedule. 7. New technologies will be considered to replace existing infrastructure. 8. New facilities will be planned for high growth areas. 9. Assistive devices will make library facilities and materials easier for all to use. 10. Size and quantity of delivery vehicles will be adequate to transport materials and equipment as needed. B. Children's Door to Learning and Reading Enjoyment Facilities Objectives 1. Adequate office space will be provided for children's staff in new facilities. 2. Program facilities will be provided for children's programs at new and renovated facilities. 3. Children's-use computers will be available at all facilities. 4. Library will maintain a vehicle to be used in children's outreach programming. C. General Information Center, including Reference, Information and Referral, and Literacy Facilities Objectives: 1. Naples Branch book collections and reference departments will be 'more user friendly'. 2. An automated Internet and printing control system will be considered. 3. Budget plans for replacing the Gates computer lab will be made. 4. Literacy workstations will be added where appropriate. 5. Additional equipment will be considered for public relations and marketing. 6. Appropriate equipment will be provided for Immokalee's I & R program. Collier County Public Library Long Range and Technology Plan . September 2009 11 Agenda Item No. 1607 September 15, 2009 Page 19 of 31 7. Reference will consider appropriate distance software to expand services. 8. Drive-up windows will be considered for new construction. FYI0 CURRENT YEAR ACTION PLAN Collier County Public Library In FYlO, the Library will concentrate on the following: . Refine PC management and reservation system. . Evaluate self-check circulation systems, determine if funds are available and purchase if appropriate. . Provide on-going training and career path incentives for all employees. . Provide training for all staff in Part 2 of the Customer Service Training Program. . Encourage patrons to select email notification option. . Schedule staff to attend ALA, FLA and other conferences. . Complete transition to I-Borrow replacement-if available. . Promote patron-initiated Interlibrary Loans through on-line catalog. . Continue public programs. . Feature Children's website in library programs. . Complete construction grant reports. . Encourage staff to take advantage of training opportunities with SWFLN and the County. . Continue collection development for new South Regional Library. . Complete Marco Island Rose Hall construction. . Review and revise Library Policies, to include use of new meeting rooms at Golden Gate Branch and South Regional. . Start PLA Planning Process or strategic planning. . Continue to expand downloadable audio books. . Evaluate and expand Library workgroups. . Schedule additional Millennium training for staff. . Work with Community Foundation on joint-use facility, the Senior Resource Center. . Consider LST A Grant for vision equipment for Senior Resource Center. . Partner with State Library and FGCU on any Broadband Stimulus projects. Collier County Public Library Long Range and Technology Plan . September 2009 12 Agenda Item No. 1607 September 15, 2009 Page 20 of 31 Collier County Public Library TECHNOLOGY LONG RANGE PLAN September 2009 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 2006, 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 The Collier County Public Library will systematically collect, organize and disseminate in a timely and cost effective manner, 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. Additionally, the Collier County Public Library will provide courteous, knowledgeable and effective customer service in meeting the informational, educational and recreational needs of our community, and will strive to exceed community expectations. IV. Information Technology Assessment A. Current Inventory of Equipment and Services 1. Current Computer Inventory a. Staff Computers - 109 b. Public Use Computers - 158 c. Library Children's Computers - 14 d. Gates Children's Lab - 10 Collier County Public Library Long Range and Technology Plan . September 2009 13 Agenda Item No. 1607 September 15, 2009 Page 21 of 31 e. Literacy Computers - 4 2. Telecommunications Services and Internet Access (Current) a. Host - 100 Mbps Ethernet Host b. Headquarters - 20 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 n Sun - Sunfire V240 -- Catalog and Circulation Server -- HP Proliant DL-360 (2) - Mail Server I Public-Staff - Collier Friends -- Dell PowerEdge 1600 - DNS Server -- HP Proliant DL-160 - CCPL Updates, Print Server a. Routers i. Cisco 2821 - Internet router ii. Cisco 3825 - WAN router: Branches connect here iii. Cisco 25xx - Each Branch has this router (all scheduled for retirement) b. Switches I. Cisco Catalyst 3500, 24 port II. Netgear F2750T2, 48 port III. Netgear GS716T, 16 port (for Services outside firewall-Servers) iv. Netgear FS726T, 2 each, 24 port c. 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 Comcast connections. As computers are added to a facility, automation staff evaluates the level of frame relay service and recommends increases as needed. All areas of the library are using technology to a major extent. All cataloging, circulation, reference, interlibrary loan and administrative functions make extensive use of technology. Staff Collier County Public Library Long Range and Technology Plan . September 2009 14 Agenda Item No. 1607 September 15, 2009 Page 22 of 31 has emphasized providing services via the Library's web page. 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 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. The Library has offers wireless Internet access at all libraries, except the Everglades City Branch. Comcast provides connections at no charge to public libraries, so the cost of the project has been minimal-but very popular. As people try to manage financially in the current economic downturn, we find more people using Library computers and the Library's wireless Internet connection. The service is popular, and often the connections slow down do to the large numbers using the service. Comcast could not provide Internet access to the East Naples Branch Library. An Embarq DSL line was installed to provide wireless at that bui Iding. As we upgrade network connections, we wi II consider other alternatives for wireless access. The Library has a computer lab at the Estates Branch Library, funded by the Gates Foundation. The full Microsoftm 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. The Library received a $31,500 grant to replace these computers, and did so in December 2006. 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 faci lity. C. Professional Development: All staff members receive training in using the Library's equipment and resources. All 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. The Library intends to arrange for additional automation system training for staff in Collier County. The staff members most familiar with our Innovative Interfaces Inc. Millennium system no longer Collier County Public Library Long Range and Technology Plan . September 2009 15 Agenda Item No. 1607 September 15, 2009 Page 23 of 31 work for the Library-and have not been replaced due to the hiring freeze. In order to maximize the use of the system and provide better management data, additional report training is needed. 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 . Element K, on-line tutorials . Staff taught workshops . Reference Department Classes Classes include using the Internet, setting up e-mail accounts.using Genealogical resources, commercial databases, First Search, Excel, Word, and others. 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 FY07-0B, the Library qualified to receive over $BO,OOO in E-rate support. These funds were used to purchase additional computers and peripheral equipment and to pay increased costs of expanded bandwidth capacity. The funds were also used to purchase EnvisionWare, a PC management product. Technology Related Budget for FY10 o b 1 2009 S b 30 2010 cto er - eptem er . . Software & Equipment Maintenance Data/Phone Lines Staff Training I $150,500 $111,500 $235,000 $ 16,000 I * County has assumed financial responsibility for 50% of Staff Training. Collier County Public Library Long Range and Technology Plan . September 2009 16 Agenda Item No. 1607 September 15, 2009 Page 24 of 31 D. Needs Assessment With the ILS system and stable network links in place, the Library will focus on four areas for improvement in FY09: 1. Standardization of PC's and software. A staff workgroup is evaluating needs of staff and the public. 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. 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. As a result of the Innovations Workgroup efforts in 2008, the Library did implement EnvisionWare, a PC management system. In 2009, the workgroup will concentrate on evaluation of self-check units. Staff and public-use computers are being replaced with new models; additional laptops are being purchased to use in staff and public computer classes; and training is being planned for those staff needing to improve general personal computer skills. We believe equipment, funding, and training are all in place to ensure a successful year that includes implementation of the 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. FY 10 . Consider and implement new components of the new library automation system, as funds and staff time are available. . 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. . 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. Collier County Public Library Long Range and Technology Plan . September 2009 17 2. FYll . . . . . . . 3. FY12 . . . . . . . Aaenda Item No. 1607 ~ September 15, 2009 Page 25 of 31 . Implement any public service features made available by automation system. . Evaluate self-check units. . Publicize and expand downloadable audio books. a. Consider download stations at each Library. 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. 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. FY10 . . . . . 2. FYll . . . . 3. FY12 . . . Implement better security and maintenance systems on PCs. Explore and implement new options as we install components of the automation system. Evaluate self-checks. Consider and evaluate thin clients. Evaluate any data line options made available through the county network. Continue to maximize new automation system. Publicize e-book products. Evaluate circulation of laptops and e-book readers. Set up audio down-load stations at each Library that do not have such service. Review any technology innovations or trends. Consider RFID (Radio Frequency Identification) for circulation. Ensure all libraries have adequate numbers of self-checks. Collier County Public Library Long Range and Technology Plan . September 2009 18 Agenda Item No. 1607 September 15, 2009 Page 26 of 31 C. To connect to relevant information sources outside the library. 1. FY10 . . . . . . . 2. FYll . . . . . 3. FY12 . . . 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 IBorrow replacement (if any). Start to construct an 'ebranch'. 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'. 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. FYlO . . . . . . . . 2. FYll . . . 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 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. Add training classes on use of WestLaw. Keep separate statistics on technology training for staff and the public. Provide public training on e-government options. 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. Collier County Public Library Long Range and Technology Plan . September 2009 19 . . . . . 3. FY012 . . . . . . VI. Budget Planning Agenda Item No. 1607 September 15, 2009 Page 27 of 31 Provide hands-on classes at Estates Lab, River Park Lab, and Immokalee Lab. Continue training classes on use of WestLaw. Add any training classes for new database subscriptions. Evaluate training statistics and use to develop new programs. Expand training at new Golden Gate Branch. 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. Expand training at new South Regional Library. Budget requests of Collier County are reviewed on an annual basis. These requests have generally reflected a 4-6/'0 annual increase. Currently, however, the Library anticipates receiving less local support for equipment replacement, and possibly for electronic resources. In FY10, the Library will not have to discontinue any database subscriptions. There are no guarantees for succeeding years. Projected Technology Related Budget for FY10, FYll, FY12 Software & Fiscal Year Equipment Maintenance Data/Phone Lines Staff Training FYlO $150,500 $111,500 $235,000 $ 16,000 FYll $160,000 $120,000 $235,600 $ 16,000 FY12 $175,000 $125,000 $240,000 $ 16,000 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. Data/Phone Lines: Library upgraded line speeds in FY09. 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, Collier County Public Library Long Range and Technology Plan . September 2009 20 Agenda Item No. 1607 September 15, 2009 Page 28 of 31 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 ata. 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 Library Administration on a monthly basis. This department consists of three employees: . The Library Automation Specialist is responsible for running the automation system and network; . Tech 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 Tech Support Professional. They also 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. Collier County Public Library Long Range and Technology Plan . September 2009 21 Agenda Item No. 1607 September 15, 2009 Page 29 of 31 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 has 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 is under a hiring freeze. We expect this to continue through FY2009. We can now, however, request on a position-by-position basis, to fill critical positions. Since we only have 3 technology people, we would request to fill any of those positions should they become vacant. Other staff changes anticipated include the addition of staff to open the South Regional Library, in about March 2009. Most of staff handle several responsibilities, especially as the economy changes and regulation limits tax increase. 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 intends to start the formal Public Library Association Planning Process, or some type of strategic planning in FY2009, and likely will implement new programs based on information learned during the process. Attention will be paid in FY09 to compliance with the E-Rate and Patriot Act requirements for technology policies. The Library believes it is in compliance, but will conduct a formal review to ensure that it is. Library Administration further 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. 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 'informational, education, recreation and cultural needs' of Collier County residents is our primary mission. Collier County Public Library Long Range and Technology Plan . September 2009 22 Agenda Item No. 1607 September 15, 2009 Page 30 of 31 BOARD OF COUNTY COMMISSIONERS, COLLIER COUNTY, FLORIDA By: Donna Fiala, Chairman ATTEST: DWIGHT E. BROCK, Clerk By: Deputy Clerk Approved as to form and legal sufficiency: Assistant County Attorney Collier County Public Library Long Range and Technology Plan . September 2009 23 Agenda Item No. 1607 September 15, 2009 Page 31 of 31 compensated for any work satisfactorily completed prior to notification of termination. n. 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 Bronaugh 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 DIVISION BOARD OF COUNTY COMMISSIONERS, COLLIER COUNTY, FLORIDA Florida Department of State Division of Library and Information Services By: Donna Fiala, Chairman Typed Name A TrEST: Date DWIGHT E. BROCK, Clerk By: Deputy Clerk Approved as to form and legal sufficiency: ~ () ounty Attorney Date: Division Witness Date Page 5 of 5 State Aid to Libraries Grant Agreement Chapter 16-2.011 (2)(a), Florida Administrative Code, Effective xx-xx-xxxx