Long Range Plan

FY2004-2008

Mission

The mission of the Brooks Free Library is to promote full and equal access to information and ideas, the love of reading, the joy of learning, and engagement with the arts, sciences and humanities.

Vision

The Brooks Free Library Board of Trustees, Library staff and the Harwich community envision a future where the Library provides access to a world without limits in the heart of the community.

Who we are:

Brooks Free Library is the municipal library for the town of Harwich, Massachusetts. It was established in 1880 by Col. Henry C. Brooks and later donated to the town in 1910. The Brooks Free Library underwent a significant renovation and expansion in recent years. It moved back into the fully handicapped accessible 21,000 square foot facility in Feb. 1998. The Brooks Free Library provides a complete range of library services, including access to non-fiction, reference materials and services, membership in the Cape Automated Libraries Materials Sharing (CLAMS) network, programming for children and adults, and public access computers, in addition to providing access to popular reading materials.

Current Library operations:

Since moving back into the renovated and expanded facility, use of the library has increased tremendously by all measures of library service! The circulation of library materials has increased by an additional 40,000 items per year, an increase of 44%! In FY1997, the year before the re-opening, 92,285 items were checked out at the Library. In FY2003, a total of 132,869 were checked out. The number of visitors to the library annually has grown dramatically also - from 64,492 in FY1997 to 83,627 in FY2003, an increase of 30%! The number of reference questions has risen over 300%, from 2,219 in FY1997 to 8,955 in FY2003. Sharing of materials with other libraries in the CLAMS network, and lending and borrowing from libraries around the state and nation has also increased tremendously - from a total of 4,354 inter-library loans in FY1997 to 24,363 inter-library loans in FY2003. This increase is due to participation in the CLAMS automated network, the ability of patrons to request items over the Internet from home, and a sustained effort of the Brooks Free Library staff to teach patrons how to use the online catalogs. Sessions on "How to Use CLAMS" are offered several times per week. Efficient daily delivery service between libraries, a service of the Southeastern Massachusetts Library System (SEMLS), greatly assists in getting items where they need to go. The number of library cardholders has seen a 36% increase, rising from 8,907 borrowers in FY1997 to 12,094 borrowers in FY2003. Public libraries are known as the "public's on-ramp to the Information Super-highway", and are key in bridging the digital divide and providing access to technology to those who do not have such access at home. The Library has seen the demand for public computers skyrocket in recent years. Statistics have only been kept since FY1999, when there were 4,395 computer use sessions at the Library. In FY2003, that number has skyrocketed - there were 17,624 computer use sessions. The Library offers computer instruction and tutoring, and users often wait several months for a training slot.

Dealing with the additional demand for library services has been quite a challenge for the Library staff during the first few years after the renovation and expansion. Duties were realigned among positions, workflow and procedures were analyzed and re-evaluated, and organizational changes made in order to ensure the Library was operating as efficiently as possible so that the demand for Library services could be met. Additional training and updating of technology skills were provided to Library staff members. Additional volunteers were recruited, and the community responded. The number of volunteers has increased, even in the past year, from 43 in FY2002 to 94 in FY2003. As a result of the effort to operate more efficiently, the Library staff has been able to meet the increasing demand for Library services as well as to begin to offer more programming and services to the community. The traditional Children's programs of story-times has continued, and been supplemented with regular puppet shows, creative movement programs, craft activities, chess club and game programs. In FY2003, 285 programs were held for children and young adults, up from 234 in FY2002 (and 119 in FY1997). In the past few years, in addition to the computer instruction mentioned above, the Brooks Free Library has begun offering adult programming such as day and evening book discussion groups and day and evening writers' groups. "Expanding Horizons", our lifelong learning series, offers two sessions - a Fall and Winter/Spring session of six-week courses on a variety of subjects. The total number of Library programs for adults in FY2003 was 235, up from 71 in FY2002 (and 5 during renovation in FY1997).

Community Needs:

Harwich is situated near the elbow of Cape Cod, and like the rest of the Cape, it has experienced significant growth in recent decades. There has been a particularly large increase in the number of older adults moving to Harwich and the Cape. This is known as the "graying of Cape Cod." In the 2000 U.S. Census, Harwich ranked sixth in the commonwealth of Massachusetts with the oldest population. The median age in Harwich is 48.8 years, and 41% of the population is age 55 or over. Library services to younger, active seniors, who have more recreational and discretionary time than younger working adults, will continue to be a priority for the Library. In addition, as the population ages, many older seniors are finding themselves alone after the death of a spouse, without immediate family in the area. Services to older seniors who have less mobility and more health impairments will also continue to be a concern for the Library.

The Library's program and services for young children have been very successful and will continue in this plan. Several story-times are held per week and there are regular puppet shows, creative movement programs and craft activities. All are extremely well attended, and parents and youngsters enjoy the programs as well as the large, bright Children's Room with plenty of play space, room for formal programs, and informal gatherings which provides opportunities for young parents to meet and interact.

While the school-aged population in many areas of the Cape is declining, Harwich has not been impacted by this trend. In fact, information from the U.S. Census show that in the decade from 1990 to 2000, the number of school aged children in Harwich increased 21%. The Library currently has a Homework Center and offers young adult programming. The Library is heavily used after school for assistance with homework and school projects, to participate in recreational reading, formal game times and structured programs as well as informal gatherings of youngsters to relax and socialize. Library services to school-aged children will remain a primary concern of the Library.

Younger adults and middle-aged residents of Harwich also face special challenges. Because of the resort nature of the area, the local economy is marked by seasonal unemployment and underemployment. Residents may work several part-time jobs. As housing prices soar, many working people are paying housing costs out of proportion to their income, and are struggling to make ends meet. Due to their employment and family commitments, young and middle aged adults do not enjoy the same opportunities to use the library as other segments of the community now do. Being open additional evening hours in order to provide services to this segment of the Harwich population is also a concern for the Library.

The Planning Process:

To ensure that respond to the needs of the community and meet the demands for Library service, the Brooks Free Library Board of Trustees appointed a Long Range Plan Committee. This Long Range Plan was prepared to guide the Trustees and the Library staff over the next five years. The first step in planning process was to assess the current operations and services of the Library. The next step was to gather demographic and economic data about the town, and to relate this information to the need for Library services. A community forum was held and information was gathered from residents regarding the strengths and weaknesses of current library operations and their concerns and desires for the future of the community. The Community Forum selected three service responses for the Library to concentrate on: General Information, Commons and Lifelong Learning. The Committee, based on the community guidance, developed this Long Range Plan with specific goals and objectives. It also incorporates activities for FY2004 and FY2005. This plan will be updated with a yearly Action Plan documenting the activities for the next two fiscal years in order to meet these goals and objectives. This Long Range Plan was approved by the Board of Trustees on Sept. 10, 2003.

Library Needs:

In order to fully implement this plan and achieve the goals and objectives detailed below, the Library will need:

· adequate professional and paraprofessional staff to answer the public's questions, maintain collections and offer access services and programming

· more comfortable seating as well as workstations in quiet areas and tables in the main reference area

· sufficient current technology in good condition to meet patron's demands.

· sufficient resources to administer the library's computers and networks

· sufficient resources and staff available to meet user demand, particularly needed during the summer months of July and August

· to provide more access to local and community information to patrons

· to provide more adult programs and opportunities for community members to interact

· to maintain the good working relationship with the Harwich Elementary and Middle Schools

· to expand the working relationship with staff at Harwich High School

GOALS AND OBJECTIVES

Goal 1: (Note: This goal applies to all service responses):

The Library will be open sufficient hours to provide all segments of the community with the ability to fully utilize Library services and programs.

Objective 1.1: The Library will review current open hours within existing funding for staff coverage.

FY2004 Activities:

1. Collect data on library circulation data at various times of the day.

2. Collect data on number of patrons using at various times of the day.

3. Collect data on library circulation in late afternoon/evening hours in neighboring communities where the library is open additional evenings.

FY2005 Activities:

1. Continue collecting data.

2. Establish a sub-committee of the Board of Trustees to examine operating hours.

3. Conduct a survey of community members to collect information on Library availability to meet their needs and schedules.

General information service response -

The Library will provide access to a wide range of popular, informational and cultural resources in print, non-print and electronic formats. Goals and objectives in the following section relate to this service response:

Goal 2: to better inform residents about services and programs available at the Library, including reference services.

Objective 2.1: Establish 8 locations in the community where residents may get information about Library programs and activities.

FY2004 Activities:

1. identify 8 target community locations

2. prepare brochures and flyers in sufficient quantity

3. distribute updated information/replenish information monthly

FY2005 Activities:

1. Evaluate appropriateness of community locations

2. add an additional 2 locations

3. maintain a sufficient supply of updated information in those locations

Objective 2.2: Increase coverage of Library programs and services in local publications.

FY2004 Activities:

1. Send press releases on upcoming programs and events to the local newspapers two weeks prior to their deadlines

2. Send notices about upcoming children's programs to the schools for inclusion in their newsletters

3. Send notices about upcoming adult programs to local Council on Aging for inclusion in their newsletter

4. Investigate Library column in local newspapers

FY2005 Activities:

1. If regular columns cannot be arranged, submit bi-weekly press releases to local newspapers highlighting on-going services

2. Purchase a digital camera to photograph Library programs and activities

3. Send photos to local newspapers monthly

4. Update the Library’s webpage

5. Register the domain name which will enable consistent user access to Library’s site when host provider changes

Goal 3: Library users will obtain the information they need.

Objective 3.1: Staff members will provide correct information to patrons on Library policies, programs and activities.

FY2004 Activities:

1. Provide information to staff on Library programs, services and procedures at monthly staff meetings so that patrons are given correct information and assistance.

2. Provide monthly reminders to staff members to direct reference questions to the Reference Dept. or Children’s Dept.

3. Establish method to ensure staff members read information in weekly staff newsletter.

FY2005 Activities:

1. Continue same activities as above.

2. When Library server is installed, establish Library intranet.

3. Post newsletters and updates or changes in procedures on Library’s intranet.

4. Obtain email accounts for all Library staff members.

Objective 3.2: Increase patron's unmediated use of CLAMS catalog and the periodical databases.

FY2004 Activities:

1. Hold small group training sessions for "How to Use CLAMS" and teach patrons to locate materials, place requests, use My Millennium and to access CLAMS from home twice per week from Sept. through May.

2. Hold small group training sessions on Using the Periodical Databases monthly.

3. Publicize availability of classes by newsletter, press release and discuss three times on local cable channel.

4. Develop easy to use, informative flyer explaining how to access and use the CLAMS catalog from home.

FY2005 Activities:

1. Recruit and train volunteers to assist patrons with use of the OPAC/ become tutors for "How to Use CLAMS" class

2. Provide 3 sessions per week of How to Use CLAMS class from Sept. - May.

3. Provide 2 sessions of How to Use CLAMS classes weekly from June-August.

4. Publicize availability of classes by newsletter, press release and discuss three times on local cable channel.

Goal 4: The Library will provide staff skillful in assessing user's needs and in locating relevant information that satisfies those needs.

Objective 4.1: In-service training will be provided to paraprofessional staff who cover the Reference and Children's Desks when the Librarian is not present.

FY2004 Activities:

1. Schedule appropriate staff members to attend SEMLS training workshops

2. Devote part of monthly staff meetings to Reference topics, both for Childrens and Adult materials

3. Develop a community information center of local resources and organizations in the Reference Dept.

FY2005 Activities:

1. Schedule appropriate staff members to attend SEMLS training workshops.

2. Devote part of monthly staff meetings to Reference topics, both for Childrens and Adult materials.

3. Establish outreach program to ensure Library receives a copy of publications by Town departments and community groups and organizations.

Goal 5: The Library will improve technology access for the public.

Objective 5.1: Complete an evaluation of the of Library's technology.

FY2004 Activities:

1. investigate purchase of a server

2. investigate feasibility of wireless technology

2. complete a technology inventory

3. appropriate staff members will receive continuing education on computer security and administration

FY2005 Activities:

1. Purchase and install a server for the public network.

2. Install equipment and wireless Internet access for the public.

3. Appropriate staff members will receive continuing education on computer security and administration

4. Investigate centralized print management options.

Objective 5. 2: Standardize operating systems and software versions

FY2004 activities:

1. computers in the Reference area will be updated to all use the Public Web Browser and Deep Freeze

2. public computers in the Reference area will be upgraded to Windows 2000 or Windows XP.

3. public computers in Reference will be upgraded to Office 2000 software.

4. Investigate the use of filtering technology in the Homework Center

5. Purchase two computers per year for public use from funds budgeted to the Town Technology Coordinator's budget for the Library

6. Establish 3-year replacement schedule for computers

FY2005 Activities:

1. Continue schedule of computer replacements

2. Install filtering in the Homework Center if deemed feasible by the Director and appropriate by the Board of Trustees.

3. Train Library staff in the use of the filtering software.

4. Train library staff in use of digital photography and scanner.

Commons Service Response:

Brooks Free Library will provide public space for formal meetings and informal gatherings that is recognized as inviting and welcoming by all individuals and groups in the community. The Library facility, programs and activities help foster a sense of community in the town. Goals and objectives in the following section relate to this service response:

Goal 6: The Library facility, programs and activities enrich the life of the Town's residents and help foster a sense of community.

Objective 6.1: Add adult programs to provide more opportunities for adults to interact with each other.

FY2004 Activities:

1. Investigate activities/programs and select one

2. Locate volunteer willing to coordinate program

3. Publicize new program by sending press release to local papers and putting announcement on local cable channel.

4. Discuss program on Channel 18 three times during FY2004.

5. Develop center for information on community organizations, local resources and activities in the Reference Dept. for ready-reference use.

FY2005 Activities:

1. Investigate activities/programs and select one

2. Locate volunteer willing to coordinate program

3. Publicize new program by sending press release to local papers and putting announcement on local cable channel.

4. Discuss program on Channel 18 three times during FY2005.

Goal 7: Increase community outreach activities to the homebound and others with disabilities

Objective 7.1: Expand participation in the Books on Wheels program by 20% each year.

FY2004 Activities:

1. Assume responsibility for the Homebound Delivery program from the Council on Aging

2. Rename the program and expand the criteria for eligibility for this service

3. Discuss Books on Wheels program on local cable channel 3 times.

4. Send flyer to recipients on Meals on Wheels two times.

FY2005 Activities:

1. Publicize the Books on Wheels program by an article in each of the local papers.

2. Discuss Books on Wheels program on local cable channel 3 times.

3. Send information to 10 local churches and organizations for inclusion in their newsletters.

4. Send flyer to recipients on Meals on Wheels two times.

5. If participation has not increased, enhance publicity efforts.

Objective 7.2: Expand and improve services to individuals with disabilities.

FY2004 Activities:

1. Establish VITAL (Vision Impaired Technology at the Library) Center with a computer with adaptive software for users with low vision and no vision.

2. Establish a program to train users with vision impairment to use these software programs.

3. Purchase a scanner/reading machine for VITAL Center.

4. Begin a deposit collection of Talking Books from the Perkins School for the Blind.

5. Establish an information center of community resources and services available for individuals with vision impairments

6. Publicize the availability of these resources to individuals who may need these services by press release, discussion on local cable channel and outreach to Sight Loss Services support groups.

FY2005 Activities:

1. Seek funding for additional assistive technology for individuals with vision impairment

2. Evaluate library services and programs for patrons with hearing impairments.

3. Evaluate the deposit collection of Talking Books and expand collection as demand warrants

4. Publicize the available resources through press release to local paper, discussion on local cable channel three times and contact with local organizations.

Lifelong Learning Service Response -

The Brooks Free Library will provide Lifelong Learning service to help address the desire for self-directed personal growth and development opportunities. The following goals apply to this service response:

Goal 8: The Library will provide lifelong learning opportunity for all members of the community

Objective 8.1: Continue Fall and Spring sessions of Expanding Horizons and increase the number of courses offered each session from 4 to 5 in FY2004 and 6 in FY2006.

FY2004Activities:

1. Increase recruitment efforts for instructors by publicizing in local newspapers, discuss on local cable channel 3 times, and flyers.

2. Produce brochures in sufficient quantity and distribute 3 weeks before classes begin.

3. Discuss on local cable channel twice before each session starts and send press release to local media outlets three weeks prior to start of session.

4. Develop mailing list/email list of participants to inform them of offerings for upcoming sessions.

FY2005 Activities:

1. Increase recruitment efforts for instructors by publicizing in local newspapers, discuss on local cable channel 3 times, and flyers.

2. Produce brochures in sufficient quantity and distribute 3 weeks before classes begin

3. If insufficient instructors volunteer, seek other methods to attract.

4. Contact local community groups to collaborate on course offerings.

Objective 8.2: Obtain materials which will support local school curriculum

FY2004 Activities:

1. Meet with the Elementary, Middle School and High School principals and Curriculum Coordinator within three months of the start of the school year.

2. Invite Library Media Specialists from Elementary, Middle, High School and Holy Trinity School for a tour of the Library at the beginning of the school year.

3. Meet with Library Media Specialist in each school again at the start of third term.

4. Attend a faculty meeting in the second term to explain the provisions of institutional cards.

5. Send information monthly for inclusion in the Schools' newsletters.

FY2005 Activities:

1. Meet with the Elementary, Middle School and High School principals and Curriculum Coordinator within two months of the start of the school year.

2. Invite Library Media Specialists from Elementary, Middle, High School and Holy Trinity School for a tour of the Library at the beginning of the school year.

3. Meet with Library Media Specialist in each school again at the start of third term.

4. Attend a faculty meeting in the second term to explain the provisions of institutional cards.

5. Send information monthly for inclusion in the Schools' newsletters.