Clinton-Essex-Franklin Library System
FIVE-YEAR LIBRARY SYSTEM PLAN OF SERVICE (Public Library Systems)
SECTION 1 - GENERAL INFORMATION
January 1, 2007 - December 31, 2011
1.1 Name of System Clinton-Essex-Franklin Library System
1.2 Street Address 33 Oak Street
1.3 City Plattsburgh
1.4 Zip Code NY 12901
1.5 Four Digit Zip Code Extension 2810
1.6 Telephone Number (enter 10 digits only) (518) 563-5190
1.7 Fax Number (enter 10 digits only) (518) 563-0421
1.8 E-Mail Address of the System Director
ejankowska@cefls.org
1.9 System Home Page URL www.cefls.org
1.10 Date of Establishment 1954
1.11 Date of Absolute Charter 1969
1.12 Name(s) of Central Library/Co-Central Libraries Plattsburgh Public
Library
1.13 Square Mileage of System Service Area 4,468
1.14 Population of System Service Area 169,661
1.15 Type of System PLS
SECTION 2 - SYSTEM GOVERNANCE BYLAWS
2.1 URL of Current Governing Bylaws
http://www.cefls.org/bylaws.htm
APPOINTMENT/ELECTION OF BOARD/COUNCIL
2.2 Board/Council Appointment/Election - Appointed
2.3 Indicate by whom the Board/Council Members are appointed/elected.
Clinton, Essex, Franklin counties legislators
ADVISORY GROUPS
2.4 Advisory Groups - Indicate the groups that advise the Board/Council. (check
all that apply):
a. Director’s Advisory Council 0
b. Member Advisory Council 0
c. Outreach Advisory Committee 1
d. Central Library Advisory Committee 0
g. Other (specify using the State note) 0
SECTION 3 - MEMBER SERVICES
LIST OF MEMBERS
3.1 URL of Current List of Members
http://www.cefls.org/newmappage.htm
LEVELS OF SERVICE
3.2 Does the public library system provide different levels of
service to its member libraries? N
SECTION 4 - PLANNING
NEEDS ASSESSMENT AND DEVELOPMENT OF THE PLAN
4.1 Describe the process used to assess member needs in the
development of the system’s Plan of Service.
Member needs were assessed through the following:
§ Director visited all 30 member libraries between November 2005 and May 2006.
§ Director wrote a preliminary report assessing the needs that was presented to
the CEFLS Board of Trustees and staff for comments.
§ Discussions with CEFLS consultants who deal with member libraries on a daily
basis.
§ In March 2006 member libraries were surveyed on their future needs.
§ As the result of the survey an advisory group of 6 member library directors
was created.
§ In June 2006 the advisory group and the CEFLS staff participated in a
"brainstorming session".
§ Librarians from 10 correctional institutions in CEFLS service area were
surveyed in April 2006.
§ In August 2006 the CEFLS Coordinated Outreach services were discussed during a
meeting with correctional facility librarians, DOCS Supervising Librarian Jean
Botta, members of the CEFLS Outreach Advisory Council and CEFLS staff.
4.2 Identify the groups involved in development of the Plan of Service and each
group’s role.
§ Each member library participated in CEFDA meetings
(Clinton-Essex-Franklin Directors' Association) where System services and
policies are regularly discussed.
§ CEFCAT (Clinton-Essex-Franklin Cataloging group) met to discuss cataloging and
HORIZON integrated library system issues.
§ Coordinated Outreach Advisory Council represents special services populations
and meets periodically with CEFLS staff to discuss and plan for services.
§ 2007-2011 Plan of Service Advisory Group consisting of 6 member library
directors met for the brainstorming session and advises on the progress of the
plan.
§ Jean Botta from the New York State Correctional Services and the librarians
from correctional institutions in the area of service met with the CEFLS staff
to discuss services and set priorities.
§ Bookmobile staff informally interview bookmobile patrons about current and
future services.
§ CEFLS staff and especially professional librarians contributed greatly in
their areas of responsibility and expertise.
4.3 Describe the planning process for the 2007-2011 Central Library Plan.
The System Director and the Central Library Director worked on the
Plan of Service together. Discussions concentrated on the non-fiction materials,
reference services and databases subscriptions that could benefit all patrons in
the CEFLS service area. Central Library services are discussed at all the CEFDA
meetings.
4.4 Identify the groups involved in development of the Central Library Plan and
each group’s role.
Central Library Director, Sonia Long and the Plattsburgh Public
Library Board of Trustees, Clinton Essex Franklin Library System's Director, Ewa
Jankowska, CEFLS staff and the CEFLS Board of Trustees. Both directors met
several times during the year to discuss current issues and future plans. Both
Boards reviewed and approved the 2007-2011, Central Library Plan of Service.
4.5 Describe the integration of the 2007-2011 Central Library Plan with the
system’s Plan of Service.
The Central Library Plan will play the most important role in the
cooperative collection development plan for non-fiction materials to serve the
needs of CEFLS and member libraries patrons' needs.
CEFLS staff will participate in training of the member libraries in electronic
resources, available through PPL and NOVEL.
4.7 Briefly describe the process for approval of the Plan of Service. School
library systems must include the Council’s role
in the approval.
The 2007-2011 draft was sent to the CEFLS Board of Trustees after the
August 28, 2006 meeting. The final version will be submitted for approval at the
September 25 meeting.
The draft was sent to member libraries and CEFLS staff for comments.
4.8 Briefly describe the information that will be collected to evaluate whether
or not the system achieved the intended results of the plan.
Statistics will be collected on a yearly basis from HORIZON ILS.
User satisfaction surveys will be conducted and system's services will be
evaluated every year.
4.9 Briefly describe the methods that will be used to determine whether the
system’s customers were satisfied with the system’s services.
Groups that participated in creating 2007-2011 Plan of Service will
meet with CEFLS staff on annual basis to evaluate current services. Summaries of
yearly surveys will be distributed to all member libraries for comment.
Bookmobile patrons and other “special client groups” will be surveyed each year
by system staff.
4.10 Briefly describe how the information on customer satisfaction will be used
to shape the system’s plan in the next year or in the following planning cycle.
Results of customer satisfaction surveys will affect revision
processes of the Plan of Service for the following year. The member libraries
directors’ group (CEFDA) will be encouraged to submit suggested amendments to
the Plan for CEFLS Board approval at any time during the year to affect the
changes in Plan of Service .
REVISION PROCESS
4.11 Briefly describe the process for revising the system’s Plan of Service for
submission to the New York Education Department/New York State Library.
The CEFLS Board of Trustees and the Director will revise the plan
after receiving and considering comments and requests for amendments from member
librarians and staff. Each December when CEFLS staff meets to formulate goals
and objectives for the upcoming year, proposed revisions to the Plan of Service
will be discussed.
SECTION 5 - GOALS/RESULTS
5.1 The Library System’s Mission Statement 5.1
The objective of the System shall be to foster and improve public
library service to the residents of the System area.
Element I - RESOURCE SHARING 5.2
Cooperative Collection Development
1. Goal Statement
The CEFLS Library System and member libraries will create a
system-wide cooperative collection development policy for adult and juvenile
non-fiction materials.
2. Years 1-2.
Year 1- determine collection strength of member libraries.
Year 2 – CEFDA and CEFLS staff will write cooperative collection development
policy, taking into account the needs of correctional institutions as well as
other “special client groups” needs.
3. Intended Result(s)
More efficient distribution of resources in the region. Patrons
throughout the service area will have a wider range of materials, in all
formats, and on specific subjects, at their disposal. Member libraries will not
duplicate their efforts but will concentrate on purchasing materials to
strengthen their assigned subject areas.
4. Evaluation Method(s)
# of member libraries
participating in the cooperative collection development project.
Circulation statistics taken from Horizon ILS.
# of ILL requests for materials in the identified subject areas.
# and % of member libraries reporting “high level” of satisfaction of collection
depth and availability.
1. Goal Statement
Create Member Libraries special collections finding tools which are
mounted on the CEFLS server. Create MARC records for special collections with
URLs (field 856) linking to finding tools.
2. Years 3-5.
Identify special collections.
Agree on the format of finding tools.
Work with libraries on writing finding tools.
Cataloging special collections with links to finding tools.
3. Intended Result(s)
Valuable special collections of member libraries will become known and
available to residents of the region.
4. Evaluation Method(s)
# and % records created
# and % records positively evaluated by member libraries as models for finding
tools for the remaining special collections.
1. Goal Statement
Create MARC records for currently uncataloged local history and
genealogy materials owned by member libraries.
2. Years 1-5.
Provide original cataloging for at least 100 items a year.
3. Intended Result(s)
Residents of the service area will have better access to local history
and genealogy materials.
4. Evaluation Method(s)
# and % of local history and genealogy records in HORIZON.
# and % of in-house use and ILL requests from outside of the CEFLS.
Element I - RESOURCE SHARING
Delivery
1. Goal Statement
Member library patrons, correctional facility libraries, bookmobile
patrons and other special services groups will receive requested materials in a
timely manner.
2. Years 1-5
Year 1 – change bookmobile schedule, add another van delivery day. Investigate
books by mail option.
Years 2-5
Evaluate results. Adjust delivery as suggested by evaluation results.
3. Intended Result(s)
Improve delivery time by 20% by adjusting the delivery van schedule.
Instituting delivery through USPS and the bookmobile.
4. Evaluation Method(s)
# and % of items delivered during specific time period
User satisfaction surveys conducted yearly.
Element I - RESOURCE SHARING
Interlibrary Loan
1. Goal Statement
Increase efficiency of system wide interlibrary loan activity and use of local
resources.
2. Years 1-5.
Evaluate ILL policy and procedures on a yearly basis.
3. Intended Result(s)
To ensure equal access for all CEFLS patrons to regional resources in
all formats, for CEFLS patrons to fulfill their information and recreational
reading needs. Improve turnaround times and fill rate by 20%
.4. Evaluation Method(s)
Measure fill rates and turnaround times on a yearly basis.
# and % of ILL requests made for CEFLS patrons to libraries outside the region.
Element 2 - TECHNOLOGY SERVICES 5.6
Integrated Library System
1. Goal Statement
Complete the automation of at least 90% of member libraries.
2. Years 1-5.
Year 1; Seek grants or member items to purchase new servers and to fund
remaining libraries’ conversion.
Year 2. Upgrade HORIZON to the newer version.
3. Intended Result(s)
All libraries will use the best available tools for cataloging and
circulation control, and all patrons of the CEFLS service area will have access
to the combined collections via the request system.
4. Evaluation Method(s)
# and % of libraries that have completed conversion, barcoding,
training and patron registration and have begun circulating materials with the
automated system.
# and % of automated libraries that report a “high level” of satisfaction with
Horizon associated activities.
Element 2 - TECHNOLOGY SERVICES 5.7
Virtual Reference
1. Goal Statement
Improved access to NOVEL databases and free, reliable online resources
by integrating them with HORIZON, the CEFLS ILS. Link with virtual reference
services if they become available through the State Library.
2. Years 1-5.
Year 1. Create new web pages for CEFLS.
Add tabs for other resources to HIP.
Train member libraries staff.
3. Intended Result(s)
Patrons will become more aware of electronic information resources
while searching our online catalog for more traditional materials. Patrons and
library staff increase use of these resources by 50%.
4. Evaluation Method(s)
Statistics from the web site’s analytical tool and the usage
statistics from NOVEL databases.
Element 2 - TECHNOLOGY SERVICES 5.8
OTHER (Optional)
1. Topic
Hardware and software replacement plan.
2. Goal Statement
Ensure reliable and efficient technical assistance to CEFLS staff and
member libraries.
3. Years 1-5
Create an inventory of software and hardware for CEFLS and member libraries.
Produce updated recommended specifications for replacement equipment yearly.
4. Intended Result(s)
CEFLS will provide access to the ILS with minimal downtime for
repairs. Member libraries will be aware of when to request funding for
replacement of their computers and will have up-to-date data. CEFLS will offer
training in basic computer troubleshooting.
5. Evaluation Method(s)
# of logs of ILS and office equipment problems. The data will
determine the need for replacement and/or repairs.
Satisfaction survey of technology and purchasing assistance requests from member
libraries.
Survey of average age of computers in member libraries.
Element 3 - SPECIAL CLIENT GROUPS 5.9
Adult Literacy
1. Goal Statement
Expanded relationships with local adult literacy organizations.
2.Years 1-5.
Contact literacy organizations.
Invite them to participate in CEFLS advisory groups.
Create a plan of services.
3. Intended Result(s)
CEFLS and member libraries will maximize resources and offer efficient
and effective service to shared clientele, including correctional institutions
in our service area. CEFLS will develop a website for use by adult new learners.
4. Evaluation Method(s)
# of agency contacts.
# of articles for agency newsletters.
# of joint projects undertaken.
Statistics on the adult literacy webpage.
Success stories/anecdotal reports.
Element 3 - SPECIAL CLIENT GROUPS 5.10
Coordinated Outreach
1. Goal Statement
Expand system services and collections, member library staff training
and support to provide equal access to needed to information by residents with
special needs. Emphasis will be placed on information for underemployed and
unemployed residents of the area.
2. Year 1-5
Evaluate CEFLS Large Print, audio books and special collections.
Seek funds and purchase current materials for the unemployed and underemployed
that are not in Central Library collections.
Advertise these services through contacts with human service organizations in
the tri-county area.
3. Intended Result(s)
Member libraries, bookmobile staff and correctional institutions
librarians will be better equipped to provide current print and online resources
for the special needs clients.
4. Evaluation Method(s)
Circulation statistics of large print, spoken word titles and new
materials related to job seeking skills, etc.
# of referrals to National Library for the Blind.
# of contacts with human services agencies in our service area.
Ongoing feedback from agencies, bookmobile patrons and users of these materials.
Short online survey on CEFLS web site to be completed anonymously by web page
users.
Element 3 - SPECIAL CLIENT GROUPS 5.11
Correctional Facilities (State and Local)
1. Goal Statement
Inmates at all state correctional institutions served by CEFLS will
receive materials to support their educational and recreational needs, with
special emphasis on adult education and library services to adult new readers.
2. Year 1-5
Evaluate McNaughton plan on regular basis.
Examine ILL requests by inmates.
Seek input and feedback on a continuous basis from librarians and teachers at
the correctional institutions.
Support the “transitional” services provided by the facilities programs with
targeted purchases and programs.
3. Intended Result(s)
Greater facility library use by adult new readers/ESL inmates.
Improved ABE/ESL inmate reading skills as reported by facility education and
library staff (goal is 20%). Correctional facilities staff will receive support
conducting transitional services activities and inmates will be better prepared
for “re entry” when released.
4. Evaluation Method(s)
Survey correctional institutions staff.
Collaborate with DOCS Central library office and local facility education staff
to obtain yearly assessments.
Collect results from reading proficiency tests inmates can take.
Element 3 - SPECIAL CLIENT GROUPS 5.12
Youth Services
1. Goal Statement
To increase the number member libraries programs and resources to best
serve families with children of all ages.
2. Year 1-5
Continue Battle of the Books program
Continue “What’s the Big Idea?” science program.
Provide training and support to Member Libraries.
3. Intended Result(s)
Children in the service area will be better prepared for school with
increased reading and science skills. This will be accomplished through special
programming and carefully selected collections.
4. Evaluation Method(s)
# of programs offered by member libraries
User feedback from participating librarians.
Continuous informal feedback from families who use member library collections.
All user success and satisfaction information gathered as requirements of
special grants and projects.
Element 3 - SPECIAL CLIENT GROUPS 5.13
OTHER (Optional)
1. Services to seniors
Goal Statement:
Improved computer skills of seniors using bookmobile.
2. Year 1-5
3. Intended Result(s)
Seniors will have greater access to information and materials through
the Internet and CEFLS online catalog.
4. Evaluation Method(s)
# of participating seniors, bookmobile patrons.
User skills self-assessment pre and post workshops.
Element 4 - CONTINUING EDUCATION AND TRAINING 5.14
1. Goal Statement
To provide educational opportunities to libraries’ staff and trustees in our
service areas which will help them stay current with library trends and
services, technology, library management and other areas of interest.
2. Year 1 - 5
3. Intended Result(s)
Member libraries staff and trustees, staff of correctional institutions and
CEFLS staff, will have the knowledge and skills to provide enhanced services to
the public.
4. Evaluation Method(s)
# of training session /year
Evaluation after each training session.
User self-assessment pre and post training.
Element 5 - CONSULTING AND TECHNICAL ASSISTANCE SERVICES 5.15
1. Goal Statement
CEFLS consultants will provide consulting services on demand and
through scheduled visits to member libraries and correctional institutions
librarians in the areas of traditional library service and library technology.
2. Years 1-5
CEFLS consultants will schedule quarterly updates and yearly visits to member
libraries.
Quarterly refresher classes on the use of HORIZON ILS will be offered.
Hardware and software inventory and a replacement schedule will be created.
New technology advances will be discussed at CEFDA and CEFCAT meetings.
Correctional Facility Librarians and education staff will be invited to CEFLS
workshops and training sessions.
3. Intended Result(s)
CEFLS member libraries will meet and exceed the intended standards of
service. Both member library and correctional institutions librarians will be
aware and able to respond effectively to current trends in library technology.
4. Evaluation Method(s)
Annual reports to the community presented by member libraries.
User satisfaction surveys that evaluate services provided by CEFLS.
Element 6 - COORDINATED SERVICES 5.16
1. Goal Statement
CEFLS will continue to provide coordinated services by maintaining the
HORIZON integrated library system and cataloging, by providing youth services
and programming, technical support and in collection development.
2. Year 1-5
3. Intended Result(s)
Member libraries will be able to provide a wide range of library
services to their public. Good quality cataloging records will provide greater
access to library collections in the region. The resources of CEFLS and member
libraries will be maximized.
4. Evaluation Method(s)
Annual survey of member libraries.
Element 7 - AWARENESS AND ADVOCACY 5.17
1. Goal Statement
To involve a larger group of libraries and trustees in library
advocacy efforts on the local and state level.
2. Year 1 – 5
3. Intended Result(s)
CEFLS staff, trustees and member libraries will obtain the necessary
information and tools to successfully advocate for public libraries.
4. Evaluation Method(s)
Increased level of funding.
Participant (advocate) feedback on training provided, and their suggestions for
future training needs.
Element 8 - COMMUNICATIONS AMONG MEMBER LIBRARIES AND/OR BRANCH LIBRARIES
5.18
1. Goal Statement
To ensure that member libraries feel that they are part of a larger
library community that is able to provide help, support and advocate for them.
2. Year 1 – 5
3.Intended Result(s)
Library directors and staff will have opportunities for cooperation
and sharing experiences and knowledge that will empower them to feel more
professional and to make better decisions.
4. Evaluation Method(s)
# of CEFDA and CEFCAT meetings
# and % of member library staff who actively participate in CEFDA and CEFCAT
meetings.
Annual member library survey.
# of messages on the System listserv and other electronic communication methods.
Element 9 - COOPERATIVE EFFORTS WITH OTHER LIBRARY SYSTEMS 5.19
1. Goal Statement
CEFLS will cooperate with the Northern New York Library Network, all
public, school, special and academic library systems in the area, in the state
of New York and Northern Vermont to coordinate services and training.
2. Year 1 – 5
3. Intended Result(s)
Member libraries and correctional institutions librarians will have a
wide variety of training opportunities to strengthen and enhance their services.
3. Evaluation Method(s)
# of training sessions
# of meetings attended - school library systems, NNYLN, NYLA and neighboring
public library systems.
# of state-wide collaborative projects undertaken and specific evaluation
results as reported.
Element 10 - CONSTRUCTION 5.20
1. Goal Statement
CEFLS staff will provide consultant services and administer
construction grants and related funding opportunities from DLD.
2. Years 1-5
Work on yearly and special DLD grants applications.
Review ADA compliance status of member libraries.
Offer library space planning training.
3. Intended Result(s)
Member libraries will undertake construction projects that
successfully meet ADA requirements and remove other barriers to effective
service that can be addresses with construction funds.
3. Evaluation Method(s)
# of successful projects.
Element 11 - CENTRAL LIBRARY SERVICES5.21
Provide the URL of the 2007-2011 Central Library Plan.
Element 12 - DIRECT ACCESS
5.22 Provide the URL of the most recent Direct Access Plan
approved by the New York State Library.
ASSURANCE
5.24 The Library System’s Plan of Service was developed in
accordance with provisions of Education Law and the
Regulations of the Commissioner and the requirements of
the New York State Library, and was reviewed and
approved by the Library System Board on 9/25/2006.
APPROVAL
5.25 The Library System’s Plan of Service was reviewed and
approved by the New York State Library on January 24, 2007.
Thank you!
|