Janet S. Payne
Board of Trustees President

Kathy Johnston
Library Director

stpl04
09/29/98

TABLE OF CONTENTS

• 1. Summary
  
• 2. Methodology Summary
  
• 3. The NEKLS Strategic Planning Process and Product
  
• 4. The B.C. Strategic Planning Process and Products
  
• 5. Observations
  
• 6. Values
  
• 7. Enabling strategies
  
• 8. Vision (Mission)
  
• 9. Goals, objectives and action steps
  

  GOAL 1. Provide information, material, resources, and services to all members of the community
  

  GOAL 2. Provide free access to information, material, resources, and services to all members of the community

  GOAL 3. Provide continuing education for paid and unpaid Staff and Board of Trustees.

  GOAL 4. Improve community relations

  GOAL 5. Improve Funding

  GOAL 6. Optimize Usage of Space

  Appendices

  1. Planning process participants.
  2. Brief list of Baldwin City Library services/ Interfaces and Enabling Strategies.
  3. Baldwin City Library General Information
  4. Baldwin City Community Analysis
  *NOTE: Appendices not included with web document. For more information contact Northeast KS Library System, 785/838-4090.*

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  1.
  SUMMARY

  Recognizing that there had been: (1) significant changes in the Northeast Kansas Library System (NEKLS) Staff and Executive Board members; (2) rapid development of library technology; and, (3) member requests for new and enhanced services since the 1995-96 long range plan was developed, the NEKLS Executive Board authorized a wide-ranging strategic planning process late in 1996. The process and results are documented in the: "NEKLS Strategic Plan, FY1998-2002, with supporting Action Steps FY 1998-99, adopted September 25, 1997, by the Executive Board of NEKLS."
  

  In 1997, the NEKLS Executive Board developed criteria for providing extended service grants to the member libraries. This plan is documented in the: "NEKLS Grant-in-Aid Criteria; March, 1997; Adopted by the NEKLS Executive Committee; March 20, 1997."
  

  One of the Grant-in-Aid Criteria for all library categories is: "The library board has a written (strategic) plan which includes a mission (vision) statement based upon an assessment of community needs, goals and action steps to accomplish that mission, and a process to monitor implementation of those action steps. Other members of the community in addition to library staff and trustees are to be involved in developing the plan. Goals and action steps are to reviewed annually." The plan is to be submitted to NEKLS by 12/98.
  

  2.
  METHODOLOGY SUMMARY

  The methodology used to develop strategic plans has consisted of: (1) a Strengths, Weaknesses, Opportunities and Threats (SWOT) analysis; (2) a definition of a Vision (Mission) Statement; (3) an agreement on Values; (4) an agreement on Goals; (5) an agreement on Objectives (strategies); and (6) an agreement on Enabling Strategies.
  

  The SWOT analysis permits participants to examine the internal environment for Strengths and Weaknesses and the external environment for Opportunities and Threats. Analysis of available data and involvement of members of those environments are important tools during this stage.
  

  The Vision (Mission) is an image of a desired reality. The Key question is: What's the difference we want to make in the lives of our users, our customers? The Vision (Mission) Statement should be brief, focused, feasible and easily understood. The Vision (Mission) Statement captures the library's realistic hopes and dreams for its future.
  

  Values are the unchanging, constant beliefs and norms that underlie the vision. Key question: How do we want to act towards the external and internal environments?
  

  Goals are statements of outcome which support the vision. Key question: What do we need to achieve over the long-term for the vision to become reality? Goals are: more specific than the vision statement; emerge because of what is known about the community; are intentions that are directed toward particular clientele or a particular topic; and, are not connected to any timeline.
  

  Objectives (also called strategies) are broad statements of how we will achieve our vision and goals (means to the end). There may be multiple objectives for each goal. Each Objective will have associated Action Steps which will state what will be done by whom by specified dates.
  

  Enabling strategies are infrastructure items that underlie all the objectives. Examples include adequate staffing, facilities, computers/telecommunications, etc.
  

  3.
  THE NEKLS STRATEGIC PLANNING PROCESS AND PRODUCT

  The NEKLS strategic planning process utilized many methods such as: focus groups at the 1997 Spring Assembly; area meetings in May 1997; and Executive Board sessions. A significant number of staff and trustees from member libraries were exposed to, and included in, the process of developing the NEKLS strategic plan for FY1998-2002. Because it is important for the Baldwin City Library to be familiar with the principle items defined in the NEKLS Strategic plan, they are summarized below:
  
  • Vision statement: The Northeast Kansas Library System enables its members to provide quality information, quality resources and quality services to all people through system support services and grants.

  • Goals:
    1. Members maintain the highest level of library administration and operations.
    2. Members increase their local funding and resources.
    3. Members plan for and embrace change.
    4. Members practice the highest levels of legal stewardship.

  • Objectives: The Objectives and action steps with target dates which support each goal are documented.

  • Values: Values are documented.

  • Enabling Strategies: Enabling Strategies are documented.

  • Planning process participants: Participants are documented.

  • Brief list of NEKLS services: NEKLS services are documented.

  4.
  THE BALDWIN LIBRARY STRATEGIC PLANNING PROCESS AND PRODUCTS

  Because the Baldwin City Library had never had a formal planning exercise/document, there was a learning process. A summary of key steps taken follows:
  • The Library Director (Kathy Johnston) and Trustees Dorthea Jackson and Phyllis Nelson participated in focus groups at the 1997 Spring Assembly.
  • A Strategic Planning Committee was formed. Committee members were: Kathy Johnston; (Director); Dorthea Jackson (Trustee); and, Janet Payne (Trustee).
  • All members of the Planning Committee attended a Strategic Planning workshop presented by Marty Hale in Lawrence on 2/11/98. This workshop was sponsored by NEKLS and gave a good overview of the planning process and how to analyze the community.
  • All members of the Planning Committee attended a Baldwin Chamber of Commerce meeting where the objective was to analyze the community.
  • Kathy and Dorthea then attended a second Chamber meeting where the objective was to hear from the youth in the community.
  • The Library sponsored a membership in the Chamber for Trustee Joe Simunac so that the Library would be represented in that way in the community.
  • The Planning Committee designed and distributed a survey to members of the downtown business community.
  • The Planning Committee designed and distributed a survey to patrons of the Library.
  • All members of the Planning Committee attended a second NEKLS sponsored workshop in Overbrook on 3/23/98. Vision (Mission), Goals, Objectives and broader participation of the Library Board, Staff, Volunteers, and Community Members were covered during this workshop.
  • Kathy Johnston attended her first four day KPLACE session at Emporia. The first three days consisted of a more in- depth study of the strategic planning process. Her participation in this activity was funded by NEKLS.
  • Baldwin City Library General Information was generated. See Appendix C for that document.
  • An analysis of the Baldwin City Community was conducted. See Appendix D for that document.
  • Further work was suspended on the project until a new Board member was named so that Board member could participate in the planning process.
  • The new Board member, Jim Vineyard, was appointed by the City Council to replace Dorthea who had completed her second four year term. Dorthea remained on the Planning Committee as the community representative.
  • A Strategic Planning focus meeting was scheduled for July 8, 1998. The core Planning Committee, all Trustees, Staff, and the President of the Friends were invited to this meeting.
  • The NEKLS Strategic Plan FY1998-2002 and the NEKLS Strategic Plan Progress Report for June, 1998, were distributed at the above meeting to be used as reference tools. The NEKLS Grant-in-Aid Criteria plan had already been distributed in previous Board meetings; therefore, it was not redistributed. A preliminary list of Baldwin City Library Services/Interfaces and Enabling Strategies also was distributed. See Appendix B for the list resulting from the review during the meeting and subsequent suggestions. Finally, a population analysis based on the 1990 census was handed out. See Appendix D for that analysis. The results of community surveys were also available to be reviewed by those who had not previously done so. Major points made in those surveys are included in Appendix D.
  • July 8th meeting action items and products included: . A review of the above documents.
  • Additions to the list of Services/...
  • A Strengths, Weaknesses, Opportunities and Threats (SWOT) analysis.
  • A proposal to adopt a new Vision (Mission) for the Baldwin City Library.
  • The definition of Values for the B.C. Library.
  • The definition of a preliminary list of Enabling Strategies.

  The July 8th session was adjourned with the following action items pending for the next meeting:
  

  • Review of this document.
  • Defining the Observations section.
  • Defining the Goals and Objectives sections.

  The above items were addressed in a session on August 25th. The session was adjourned at 9:00 p.m. Material developed will be reviewed at the next meeting on September 16th at 7:00.

  5.
  OBSERVATIONS

  • The people who use the Library are very satisfied with the staff, services, and materials offered.
  • Patrons are drawn from the rural areas as well as the City.
  • There are over 4,100 patrons with library cards.
  • Total 1997 circulation = 23,502 (adult = 11,991; children=11,511).
  • There were 23,323 visitors to the library in 1997.
  • The staff does an excellent job of satisfying patrons.
  • Staff does an excellent job of utilizing volunteers.
  • The Library has a strong children's program.
  • Materials and services are offered to patrons of all ages.
  • Reference materials are used by students of all ages.
  • Magazines, current best sellers, a strong history section, large print books, videos, etc. are heavily used by adults.
  • The Library compliments the Baker and school libraries rather than competes with them.
  • The community is about average in their capability to use technology.
  • The Library is planning to upgrade their technological capabilities in the near future.

  • The Library is a drawing card for locating in the area.
  • The Activity Room is heavily used by members of the community.
  • The Library is a cultural center in the community.
  • There is growth in the City and surrounding areas and the Library serves as a place where people can become acquainted with each other and the community.

  • There is a shortage of space in the Library and it will get worse.
  • People who don't use the Library aren't familiar with the services provided.

  • The City is not cohesive.
  • The City does not have a broad based identity.
  • The area does not play up their rich history.
  • There are a lot of new people in the area.
  • People in Baldwin do not shop in Baldwin. They use it like a "Kwik Shop"
  • Current citizens are apprehensive about the ability of the infrastructure and some "live in the past".
  • There is a lot of competition for financial resources.

  After completing the analysis of the community the expanded Strategic Planning committee, which included the entire Baldwin City Library Board, identified values and enabling strategies which were to underlay the goal and objectives. They are as follows.

  6.
  VALUES

  The Baldwin City Library's Board, Staff, and Volunteers are committed to the following values which will guide programs, services and dealings with each other.
  • Integrity. They will follow the highest ethical standards of honesty and openness.
  • Stewardship. They will use public and private resources in an accountable manner.
  • Equal access. As far as possible, they will provide all people with equal access to information.
  • Respect for people. They will value the professionalism and experience of library and system staff, boards and volunteers. They also will show respect for patrons.
  • Respect for other libraries and organizations. They will recognize and respect differences in an atmosphere of mutual trust and teamwork.

  7.
  ENABLING STRATEGIES

  Enabling Strategies are the infrastructure underlying goals and objectives. Strategies to be reflected in Goals and Objectives are to:
  • Provide continuing education to Staff, Board members, and Volunteers, as appropriate. Examples are: scholarships to Staff; a KLA membership for the Director; acquiring consulting services, when required; and, supplying information resources and research services, as required.
  • Acquire a mix of support services and grants, as appropriate.
  • Build an effective marketing and public relations program.
  • Utilize all communications technologies to acquire and disseminate information.

  Finally, the Vision (Mission) Statement, Goals and Objectives were developed.

  8.
  VISION (MISSION)

  The Vision (Mission) of the Baldwin City Library is to provide library resources, services, and programs so that the community will look first to their public library as the gateway to information which supports and enhances lifelong learning, personal leisure, and the community's quality of life.

  9.
  GOALS

  GOAL STATEMENT #1

  In order to contribute to the quality of life in the Baldwin City Community, the Baldwin City Public Library will provide information, materials, resources and services to all members of the community.

  OBJECTIVES FOR GOAL 1

  1. 50% of the Library's acquisitions budget will be spent on children/Jr./Easy materials; i.e., books, videos, etc.
  2. 50% of the Library's acquisitions budget will be spent on adult/young adult materials; i.e., magazines, videos, audio books, best sellers, computer reference CD-ROMS, etc.
  3. The Library will offer a Summer Reading Program.
  4. The Library will offer a weekly Children's Story Hour.
  5. The Library will promote local history.
  6. The Library will support usage of the Activity Room by the public.

  GOAL STATEMENT #2

  Free access to information, materials, resources, and services to all members of the Baldwin Community will be improved as a result of the Baldwin Public Library's Circulation Automation and participation in regional and statewide networks.

  OBJECTIVES FOR GOAL 2

  1. The Library will participate in rotating collections and utilize other services provided by NEKLS.
  2. The Library will cooperate with other libraries in providing specialized information.
  3. The Library will provide access to InterLibrary Loan.
  4. The local catalog will be automated.
  5. Whenever trained staff are available they will assist individuals in using local and online automated holdings catalogs.
  6. High speed access to the Internet will be provided.
  7. Whenever trained staff are available they will assist individuals in using the statewide databases (SearchBank and FirstSearch), etc.
  8. rained staff of the Baldwin Public Library will conduct searches of the online databases for the customer whenever that appears to be the best way to provide free access to needed materials.
  9. During 1999, staff will systematically study usage to determine what services are most needed by the public.

  GOAL STATEMENT #3

  The Baldwin City Library will provide continuing education for paid and unpaid Staff, and Board of Trustees.

  OBJECTIVES FOR GOAL 3

  1. Library paid and unpaid staff will receive training during 1999 on new automation capabilities.
  2. The Library will provide training to patrons on new automation capabilities.
  3. Library paid and unpaid staff will receive training during 1999 for using online databases available from the statewide network.
  4. nformation workshops for volunteers, Board of Trustee members, and Friends will be conducted in 1999.
  5. The Library will meet or exceed the NEKLS requirement for Board of Trustees training.

  GOAL STATEMENT #4

  The Baldwin City Library will develop an effective community relations program.

  OBJECTIVES FOR GOAL 4

  1. Board of Trustee members will improve relationships with Friends by attending Friends' meetings.
  2. The Board of Trustees will support Friends' activities through participation.
  3. The Board of Trustees will sponsor a social event which will include: paid and unpaid Staff; the Board of Trustees; and, Friends.
  4. The Board of Trustees and the Staff will cooperate with the Friends in producing the newsletter.
  5. The Staff will update the general information document to be used in presentations by staff, Board members, volunteers, etc., to various organizations in the community.

  GOAL STATEMENT #5

  The Baldwin City Library will improve funding by:

  OBJECTIVES FOR GOAL 5

  1. Maintaining ongoing communications with the City concerning budgetary matters.
  2. Coordinating efforts with the Friends to improve fund raising activities.
  3. cquiring a mix of support services and grants, as appropriate.
  4. Build an effective marketing and public relations program in preparation for establishing a Foundation.

  GOAL STATEMENT # 6

  The Baldwin City Library will optimize usage of space by:

  OBJECTIVES FOR GOAL 6

  1. Defining requirements to: (1) shelve additional books, etc.; (2) accommodate at least 6 computers; (3) store appropriate records; (4) maintain adherence to ADA requirements; and (5) addressing other items which may be defined during the requirements definition study stage.
  2. Hiring a consultant to design the solution.
  3. Implementing the solution.

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  Used with permission. Copyright 1999.
  
  Contact Patti Butcher, Northeast Kansas Library System.
  Back to Putting the Plan in Motion