MCLS Strategic Plan Final, December 2011

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1 TOP PRIORITY #1 COLLABORATION GOAL 1 RESOURCE SHARING: MCLS will improve resource sharing and collaborative collection development among its members. STRATEGY 1 Maximize joint and collaborative purchases where appropriate. 1. Investigate possibility of using the system as a purchasing agent. Finance Office 2. Develop a Digital Content strategy and plan to include member libraries. (See also Priority 4, Goal 3) MCLS Office/Local History Division 1. Purchasing report submitted on schedule to MCLS Board and member libraries identifying potential vendors and savings. 2. Digital Content plan developed and implemented on schedule. STRATEGY 2 Provide for prompt delivery of materials between and among member libraries. 1. Investigate outsourcing of delivery service on a regional basis. Directors Council Liaison/Committee 2. Examine current delivery process and identify efficiencies. MCLS Office 1. Report on outsourcing delivery delivered on schedule. 2. The System will maintain a 5 day a week delivery schedule with a 24 hour turn-around time on holds for a minimum of 90% of the year. 1

2 STRATEGY 3 Provide cost-effective interlibrary loan to member libraries for materials not owned by MCLS libraries. 1. Determine cost of providing ILL service to member libraries and evaluate current fee. MCLS Office 2. Investigate patron initiated ILL and implement if appropriate. MCLS Directors Council Team 1. The cost of delivering ILL service will be equal to or less than the amount of funding received to provide the service. 2. Patron initiated ILL will provide the service at faster rate and lower cost. GOAL 2 OUTREACH & SPECIAL POPULATIONS: MCLS will maintain existing services to special populations and explore the development of services to new populations. STRATEGY 1 Provide library services to people with special needs. 1. Maintain the existing Coordinated Outreach Department activities as funded by State Aid, including outreach to seniors and the incarcerated. Outreach Staff 2. Explore other funding sources for this service. 3. Investigate collaborating with other service agencies to extend delivery to in-home clients via an existing service such as Meals on Wheels. RPL/MCLS Management Team/Foundation Coordinated Outreach Committee 1. Number of existing activities will not decline. 2. At least one new funding source will be indentified and secured in each year. 2

3 3. A report and recommendation on collaborating with another agency will be submitted on schedule. STRATEGY 2 Provide library services to non-english speakers in the community. 1. Identify groups of non-english speakers in Rochester and Monroe County and identify their needs for library services. 2. Develop strategic plan for creating and delivering services to non-english speakers. 3. Identify funding sources for new services to non-english speakers. MCLS System Committee MCLS System Committee MCLS System Committee 1. Number of groups and needs identified. 2. Plan created and submitted on schedule. 3. Adequate funding identified and secured to support the plan. GOAL 3 COLLABORATION WITH OTHER SYSTEMS: MCLS will actively explore opportunities to consolidate services with other library systems to provide more efficient, cost-effective services to members. STRATEGY 1 Seek out collaborative opportunities with other systems. 1. Identify MCLS services that could be merged with other systems. Director 2. Establish communication with other systems to begin merger analysis and discussion. Director 3. Participate in system consolidation discussion at state level. Director 3

4 1. At least one potential service consolidation identified and researched each year. 2. Open communication channels created and maintained with other systems; number of committees joined. 3. Number of PULISDO and NYALS meetings attended each year. TOP PRIORITY #2 TRAINING & DEVELOPMENT GOAL 1 STAFF TRAINING & DEVELOPMENT: MCLS will provide a consistent development and training program for staff. STRATEGY 1 Develop new content for staff training in alternative formats to maximize staff participation. 1. Develop process for recording live staff training that can be viewed by staff when convenient. 2. Identify small chunks of training topics that can be produced via video recording and then create the videos. MCLS Emerging Technology Committee MCLS Emerging Technology Committee 1. Number of training topics recorded. 2. Number of staff viewing the training videos. GOAL 2 TRUSTEE TRAINING & DEVELOPMENT: MCLS will provide regular training and development opportunities for trustees. STRATEGY 1 Develop a Trustee Training section on the MCLS website. 4

5 1. Research other library websites to determine best practices in online trustee training. Director 2. Create and post content for Trustee Training section on MCLS website. Director 1. Content created and posted on website on schedule. 2. Number of views on website. STRATEGY 2 Develop training presentations on standard topics that Directors can deliver to their Trustees in small chunks to create a culture of constant information sharing through monthly local trustee meetings. 1. Identify topics to be shared in this manner and create presentations. 2. Share presentations via MCLS Staff eportal. Directors Council Liaison Director s Council Liaison 1. Number of presentations developed. 2. Number of views or downloads of presentations. TOP PRIORITY #3 GOAL 1 COMMUNICATION: MCLS will strive to communicate clearly and efficiently with customers across all levels of service. CONSULTING & TECHNICAL ASSISTANCE SERVICES: MCLS will provide expertise to member libraries in areas such as strategic planning, budget, grants administration, legal issues, building issues, and technology. STRATEGY 1 Streamline process for asking questions and recording answers. 5

6 1. Establish process for submitting questions to the MCLS Office via the Help Desk software currently used by the Library Automation Department. MCLS Office/LAS 2. Establish a Q&A review process using the MCLS Liaison and the staff of the MCLS Office to share answers with all MCLS Directors via monthly Directors Council meetings. MCLS Office/Liaison 3. Create a knowledge base of frequently asked system questions. Directors Council/System Committee 4. Perform a grants needs assessment based on strategic planning and explore retaining a professional grant writer for system grants. MCLS Office 1. Help Desk process established; number of questions submitted to MCLS Office via Help Desk. 2. Number of questions shared at Directors Council meetings. 3. Number of visits to Knowledge Base. 4. Needs assessment completed and a minimum of one grant written and awarded by end of STRATEGY 2 Develop process for annual surveying of member libraries regarding expectations and performance of the MCLS Office. 1. Work with MCLS Directors to establish schedule and process for surveys, to include survey design and analysis. MCLS Office/Director Liaison 2. Report results of surveys to MCLS Directors and MCLS Board and determine actions. MCLS Office 1. Number of surveys delivered and analyzed each year. GOAL 2 COORDINATED SERVICES: MCLS will modify and streamline system services based on member library needs. 6

7 STRATEGY 1 Develop Children s Consultant position added to Central Library in November Activity Who Is Responsible Engage MCLS Directors and Children s Librarians in discussion of how the position can best benefit MCLS. 2. Establish relationships with area agencies serving children to better promote library services countywide. 3. Provide consistent training opportunities for MCLS children s librarians. MCLS Office/Children s Consultant Children s Consultant Children s Consultant 1. Number of new relationships established with other community organizations. 2. Number of training opportunities provided to children s librarians. STRATEGY 2 Streamline workflow of MCLS Technical Services Departments. Activity Who Is Responsible Develop RFP for preprocessing contracts with library vendors. 2. Merge Acquisitions, Cataloging and Processing Departments into one single department called Technical Services. MCLS Office/Finance MCLS Office/Personnel 1. Level of savings achieved with preprocessing contracts in place and departments merged. 2. Length of time it takes for an item to go from ordering to the shelf will be reduced by half. GOAL 3 AWARENESS & ADVOCACY: MCLS will consistently communicate with the public and elected officials the critical role libraries play in addressing community priorities and the need for sufficient financial resources to deliver services. 7

8 Strategy 1 Develop marketing materials that adequately communicate the services offered by MCLS members and the value those services add to the community. 1. Create a general brochure about MCLS services. 2. Annually create a pocket-sized pamphlet that describes and lists the return on investment, or value, of specific library services provided to Monroe County residents in the last year. 3. Identify locations and distribute brochures throughout the community annually. 4. Develop and promote a social media campaign around library services. MCLS Marketing Team MCLS Marketing Team MCLS Marketing Team MCLS Marketing Team 1. Number of brochures distributed in community. 2. Number of people participating in social media campaign. Strategy 2 Establish a multi-faceted, consistent method of communication with local politicians and funding sources. 1. Participate in monthly conference calls with NYLA and PULISDO where legislative priorities for public libraries are set and discussed. Director 2. Meet regularly with County and City officials to discuss library priorities and funding. Director 3. Establish procedure of inviting local and state representatives to library events and sharing library promotional materials with them. Director 4. Maintain annual visits with state legislators and participate in NYLA Library Lobby Day. 5. Establish MCLS Board Committee to assist with broad system policy concerns. MCLS Directors Council Director/MCLS Board President 8

9 1. Number of conference calls attended. 2. Number of meetings with political representatives. 3. Number of political representatives attending MCLS events. 4. Number of MCLS representatives attending Lobby Day in Albany. 5. Number of policy issues addressed by Board Committee. GOAL 4 COMMUNICATION AMONG MEMBER LIBRARIES: MCLS will evaluate and improve communication among all MCLS libraries and staff. Strategy 1 Assess current methods of communication and evaluate their effectiveness. Activity Who Is Responsible Review current use of , eportal, and print communication and survey members on the effectiveness of each one. MCLS Office 2. Evaluate the accessibility of the MCLS eportal and develop process for improvement. MCLS Office/LAS/Emerging Technology Committee 1. Survey completed and methods of communication improved as needed. 2. Eportal accessibility improved; number of views increased by 50%. GOAL 5 CONSTRUCTION: MCLS will annually coordinate the Library Construction Grant process for member libraries and will allocate all funding provided to the system. Strategy 1 Assist member libraries plan construction projects and anticipate construction needs. 9

10 1. Perform an annual assessment of construction needs for each member library. MCLS Office 2. Visit member libraries as requested for a facilities tour in order to identify potential construction projects. MCLS Office 3. Assist members with construction grant application process annually. MCLS Office 1. Number of grants submitted annually will use all funds allocated to MCLS. 2. Number of libraries visited annually. TOP PRIORITY #4 GOAL 1 TECHNOLOGY: MCLS will monitor and pursue advances in technology that will benefit member libraries and their customers. INTEGRATED LIBRARY SOFTWARE IMPLEMENTATION: MCLS will develop the Carl. integrated library system product to the fullest extent. Strategy 1 Make the best use possible of Carl. to develop new access points for user convenience. 1. Explore the Ad Hoc Reports module of Carl. and implement training for system staff on using the module. System Team 2. Implement online fine payment via Carl. and establish method for distributing revenue among members. Finance Office 1. Number of staff trained on Ad Hoc Reports module. 2. Online fine payment revenue will be distributed biannually. 10

11 GOAL 2 Strategy 1 WEBSITE CONTENT MANAGEMENT SOFTWARE IMPLEMENTATION: MCLS will fully utilize the Ektron website management software for the system and for member library websites Develop e-commerce module of Ektron software to establish new and improved method of accruing revenue from online sales. 1. In conjunction with the Rundel Library Foundation, establish new online sales possibilities. Finance Office 2. Establish method for collecting online donations for all member libraries. Finance Office 3. Increase sales of web advertisements on MCLS website. MCLS Office 1. Number of new online sales opportunities offered. 2. Number of libraries able to collect donations online through MCLS. 3. Number of web advertisements sold. Strategy 2 Get best value from Ektron software by expanding access to it systemwide. 1. Provide access to Ektron software for member libraries wishing to use it for their own website development projects. LAS/Selected Member Libraries 1. Number of libraries using the Ektron software. GOAL 3 DIGITAL CONTENT CREATION: MCLS will keep abreast of developments in digital content and establish a system plan for content creation and maintenance. 11

12 Strategy 1 Develop a digital content strategy that addresses the shift in use from print to digital content and its effect on service priorities. 1. Develop a strategic plan for digitizing historic materials systemwide. 2. Explore the creation and dissemination of original digital content. Local History/System Committee Local History/System Committee 3. Research and evaluate digital content partners to provide access to the best resources available. MCLS Office 4. Survey users to determine current and projected digital needs. MCLS Office/Liaison 1. Strategic plan delivered on schedule. 2. Number of original digital content pieces created. 3. Number of digital content partners under contract with MCLS; amount of money spent on digital content; circulation of digital content. 4. Number of surveys deployed; number of digital content projects completed. 12