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LIBRARY BOARD STRATEGIC PLANNING COMMITTEE Packet - 11/15/2018 (2)CITY OF MUSKEGO LIBRARY BOARD STRATEGIC PLANNING COMMITTEE AGENDA 11/15/2018 11:15 AM Library Conference Room, S73 W16663 Janesville Road CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL STATEMENT OF PUBLIC NOTICE PUBLIC COMMENT APPROVAL OF MINUTES June 27, 2018 Minutes CHAIRPERSON’S REPORT UNFINISHED BUSINESS NEW BUSINESS Discussion: Review of 2019 Action Plan Draft Discussion: Review of 2020-2022 Strategic Plan Framework Draft COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW ADJOURNMENT NOTICE PLEASE NOTE: It is possible that members of and possibly a quorum of members of other governmental bodies of the municipality may be in attendance at the above-mentioned meeting to gather information; no action will be taken by any governmental body at the above-stated meeting other than the governmental body specifically referred to above in this notice. Upon reasonable notice, efforts will be made to accommodate the needs of disabled individuals through appropriate aids and services. For additional information or to request this service, contact Muskego City Hall, (262) 679-4100. Packet Page 1 CITY OF MUSKEGO LIBRARY BOARD STRATEGIC PLANNING COMMITTEE MINUTES June 27, 2018 1:00 PM Library Conference Room, S73 W16663 JANESVILLE RD CALL TO ORDER Trustee Konkel called the meeting to order at 1:15 PM. PLEDGE OF ALLEGIANCE ROLL CALL Present were Trustees Robyn Keil, Gail Konkel, Terry Tomaszewski, Director Brittany Larson and Head of Reference Elke Saylor. STATEMENT OF PUBLIC NOTICE PUBLIC COMMENT APPROVAL OF MINUTES Trustee Tomaszewski made a motion to approve the Februrary 7, 2018 minutes. Trustee Konkel seconded. Motion Passed 3 in favor. February 7, 2018 Minutes CHAIRPERSON’S REPORT NEW BUSINESS 2019-2023 Capital Discussion COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW ADJOURNMENT Trustee Tomaszewski made a motion to adjourn. Trustee Konkel seconded. Motion Passed 3 in favor. Meeting adjourned at 2:10 PM. Page 1 of 1 June 27, 2018 Minutes Packet Page 2 Action Plan 2019 – Draft 12 Main Goals (1 main goal completed – children’s area, 1 main goal added – strategic planning process) 43 total action items in 2017 Action Plan 48 total action items in 2018 Action Plan Currently 50 Action Items in 2019 plan Facilities Update the Library facility to increase patron comfort and functionality, encouraging increased usage of all Library areas, both inside and outside the perimeter of our building. -Continue to update Great Room Furniture with comfortable and functional pieces -Replace armchairs in Fiction and Media area, with new pieces designed for comfort -Replace carpeting in the Meeting Rooms with new flooring -Evaluate effectiveness of wayfinding signage (external and internal) to determine ways to improve patron experience -Explore creation of outdoor reading area -Continue planning phase of Young Adult Area Redesign -Perform in-depth needs assessment of Young Adult library space use -Perform maintenance and repairs to the Library parking lot -Assess security blind spots and install several security cameras where needed -Explore low budget ways to refresh existing bathrooms Page 1 of 5 Discussion: Review of 2019 Action Plan Draft Packet Page 3 Make physical and technological improvements to enhance growth potential for new and existing services and programs, increasing usage and attendance, as well as improving the patron experience. -Equip smaller meeting rooms with presentation equipment as funding allows -Assess shelving usage in Media and Adult Fiction Area, restructure as collection demands -Explore virtual reality technology for programming opportunities -Assess inclusivity standards for programming and services Update staff work areas and service desks to improve ergonomics and efficiency while facilitating streamlined patron and staff interactions. -Explore RFID (Radio Frequency ID) system -Implement technology support into the Library Board Room for Board and Staff meetings as funding allows -Assess ways to maximize storage solutions within existing staff area Services Place a strong focus on programs and resources for children, especially related to early literacy, while concurrently expanding interactive learning opportunities through technology. -Continue implementing daily storytimes for a variety of age groups -Include technology in storytime programming -Continue to provide programming for school-age children with a focus on STEAM concepts (science, technology, engineering, arts and math) Page 2 of 5 Discussion: Review of 2019 Action Plan Draft Packet Page 4 Provide engaging services and programming to attract young adults. Enhance Library potential as a study and collaborative learning center for teens. -Re-envision teen advisory for the library that meets the population’s needs -Explore creation of teen volunteer program series -Continue offering programming with STEAM or “maker” components Develop innovative and appealing programming plus enhance existing services for a wide range of adults. -Continue offering a variety of programming geared towards Seniors -Create programming targeted towards patrons in their 20s and 30s -Investigate potential expansion of deposit collections to additional senior living facilities -Explore homebound delivery services Develop all staff by providing access to high-quality professional development and continuing education opportunities. -Provide annual staff training sessions -Provide access to membership in professional organizations -Provide access to online and off-site training Engage well-trained staff to grow and maintain a balanced and relevant collection in a variety of formats, print and otherwise. An ever-evolving collection serves to educate, enrich, and entertain patrons of all ages. We consistently explore innovative materials to meet the need of the public. -Provide updated and remove outdated formats in response to changes in technology and user habits Page 3 of 5 Discussion: Review of 2019 Action Plan Draft Packet Page 5 -Analyze circulation trends to identify borrowing habits and provide relevant collections -Investigate future of audio book formats (CD vs PlayAways vs Other) to determine best option for patron experience Communications/Marketing Increase awareness and communication regarding Library resources, services, programs, and opportunities. -Evaluate additional ways to market adult movie and documentary screenings -Investigate ways to have the library’s program notifications become text notifications through Civic Plus -Add unique Muskego Public Library historical newspaper holdings to State Historical Society Collaborate and build partnerships with schools, non-profits, businesses, organizations, and community groups to expand service capacities and increase engagement with the Library. -Continue to offer school visits to public and parochial schools -Continue to promote library services through collaboration with community businesses such as daycare centers, medical providers, and senior living facilities -The Children’s Librarian will continue to visit each elementary school classroom twice over the course of the year -The YA librarian will explore collaboration opportunities with the middle school and high school Page 4 of 5 Discussion: Review of 2019 Action Plan Draft Packet Page 6 Increase library advocacy and secure funding resources to maintain desired service levels. -Increase the library’s presence at Library Legislative Day in Madison -Follow and remain involved with the Public Library System Redesign Process -Communicate the value and needs of the Library to the Muskego Common Council, other elected officials, and the public through annual reports -Library staff and Library Board Trustees participate in legislative advocacy events -Apply for grants to support additional services and programs -Work with the Friends to investigate an appropriate planned giving opportunity Execute a strategic planning process, gathering data and insight from stakeholders to inform the creation of the 2020-2022 Muskego Public Library Strategic Plan. -Collect and analyze statistics from federal, state, and local library reports to identify demographic and patron usage trends. -Collect patron feedback through focus groups, one-on-one interviews, testimonials, and a community survey. -Consolidate all information and build a report that details the objectives for the 2020-2022 Strategic Plan. -Build a 2020 Action Plan based on the 2020-2022 Strategic Plan. Page 5 of 5 Discussion: Review of 2019 Action Plan Draft Packet Page 7 2020-2022 Strategic Planning Framework Timeline Staff meeting to discuss 2020-2022 data framework: October 30th-November 5th Strategic Planning Committee meeting for 2020-2022 data framework (November 15th) Present 2019 Action Plan and 2020-2022 data framework to Library Board: Nov 20th or Dec 18th Data collection period: January-April 2019 Data analysis and report writing period: April-October 2019 Present Strategic Plan Report to full Library Board: November 19th, 2019 Vote on 2020-2022 Muskego Public Library Strategic Plan with full Library Board: Dec. 17th, 2019 Implementation date of 2020-2022 Muskego Public Library Strategic Plan: January 1st, 2020 Resource Documents for Demographic and Trend Analysis 2017-2019 Muskego Public Library Strategic Plan 2017-2019 Muskego Public Library Action Plans Wisconsin Public Library Standards 6th Edition U.S. Census Data for Muskego DPI data (WiseDash for Schools and Library Trends data) State Annual Reports (2016, 2017, 2018) Bridges statistics (from Board Reports, 2016, 2017, 2018) Sample of WILs 2016 Strategic Planning Process for Muskego EDGE Assessment Identify report format (similar to 2017-2019 plan) Group findings into three categories (facilities, services, communication/outreach) Long range funding outlook section (NEW): analyze funding sources OR, last time the three groups came out of the feedback that was collected and analyzed. We could just collect the data and see if the same three sections come up (or if new ones). Identify Library Stakeholders Library Staff Library Board Page 1 of 4 Discussion: Review of 2020-2022 Strategic Plan... Packet Page 8 Friends of the Library Adults Teens Children Seniors Muskego Businesses / Chamber of Commerce School District Daycares City Staff City Council Bridges System Staff Neighboring Libraries (Big Bend, New Berlin, Hales Corners, Mukwonago) Non-profit groups (both ones that use our meeting rooms and ones that don’t) Types of Data Collection Methods Community Focus groups: Focus groups will be targeted to capture feedback from 5-12 people. Groups will attempt to capture input from our four major audiences (children, teens, adults and seniors). The groups will be asked a series of questions or given statements to reflect on by a proctor and will freely share opinions and ideas. A second person will record reactions and responses. Value: Studying focus group responses allow you to measure the opinions of that group and attempt to apply it to the larger population. Challenges: Getting people to commit to attend a focus group. Ensuring the moderator can create an environment where creative dialogue is encouraged to maximize the potential of the group. People in focus groups may not answer honestly if they feel their responses go against the group. Idea: Make an announcement at the end of programs (adult, children, teen), asking for people to remain for a period of time for the focus group (advertise focus group on event flyer). Use the First Friday Coffee group as a focus group. Go to a senior residence and hold a focus group. Is there a way to run a focus group at a school during parent/teacher conferences? Run these in March/April when weather is nicer. Patron Testimonials: They are short direct quotes from users, responding to a brief prompt (such as “how does the library bring value to your life?” or “what would you like more of at the library” on a card. It should be easy to hand out and fill out in less than one minute. Value: Testimonials are powerful ways to market the value of the Library. Gathering testimonials at the Page 2 of 4 Discussion: Review of 2020-2022 Strategic Plan... Packet Page 9 end of events or customer service interactions will be a helpful way of gauging immediate responses to events and service points. Challenge: Odds are testimonials will be positive and should not be used to make an overall assessment of something. Idea: Collect these during “Love Your Library” month in February. Community Feedback boards (w/post it note feedback): Feedback boards are set up on an easel in a high traffic area. They are a passive way of gathering data based on visual prompts. Images are posted, along with questions, like “which furniture do you like better?” or “how do you like to get library information?”. Patrons then mark in tallies or move a post it note into their preference. Value: It encourages honest feedback since people are not interacting with a staff member or moderator of any kind. It is something that can be done without assigning a staff member to collect the data, and is data that can be gathered with minimal effort on the patron’s end. Feedback boards are particularly ideal to ask questions about facilities. Challenge: You receive yes/no answers, or answers that do not allow for clarification. Idea: Run in February One-On- One Patron Interviews: One-on-one interviews are individual conversations between a moderator and a user. Interviews can last 30-45 minutes and should be run by someone with full awareness of library operations (in this case I recommend a library staff member). This allows for nuanced follow up questions. Value: One-on-one interviews give you focused time with one person. Very little distractions. Challenge: It is a significant time commitment, and may be hard to convince people to participate. Most likely you will only get power users to participate, since it is asking for a substantial time commitment. Community Survey (email to our subscribers, on website, mailer): A survey with targeted questions will be sent out to our email subscribers, posted on our website as a link, through the Friends of the Library list serv, handed out on a bookmark at checkout and at reference, and as a physical postcard mailer (if budget allows). Value: People can complete the survey on their own time. It is in a format which will give people thoughtful time to read and respond without influence from others. Challenge: Statistically is can still be difficult to get people to respond to surveys, since there is an overabundance of surveys today. The mailer will cost money. To get a 95% confidence rate in the survey with a 5% margin of error (industry standards), we would need to get surveys from around 379 people. This number is derived from the City of Muskego population and does not consider True Non-Residents. Idea: Run in March. Can we deliver physical surveys to senior residences. Material Usage Analysis: Library staff will create a collections report to assess library materials usage. Value: We can identify what parts of the collection are being used, and what may not be in order to ensure the materials budget is allocated appropriately. Idea: Run in January. Page 3 of 4 Discussion: Review of 2020-2022 Strategic Plan... Packet Page 10 Things to consider Create broad goals with action items (specific, multiple) that are measurable with a timetable and the expected outcome. Chart: Objective, Action, Measurement, Timetable, Outcome Non-users: One question will come up is how to get input from non-users. While we should not avoid or dismiss input from respondents who identify as non-users, it is my recommendation to focus our energies on improving services for those we do have access to or who are willing to give us feedback, since they are the likely future users. Chances are we wouldn’t make a dramatic enough change to convert a non-user to a user. Advertise this process in advance (starting in January) to foster awareness. Leftovers from 2017-2019 Strategic Plan These are elements from the 2017-2019 Strategic Plan that, due to funding, will not be integrated into the 2019 Action Plan. As a result, we must analyze whether these items should transition to the 2020- 2022 Strategic Plan. As of now they were still presented as part of the long range 5-year Capital Budget for the City. Facilities • Add an additional self-check station • Replace carpeting throughout Library • Explore creating a Mother’s Room (change to breastfeeding/pumping support) • Give the Young Adult area a unique look (color, furnishings) • Create a computer workspace in the Young Adult Area • Create comfortable, functional workspaces for individual and group work in the Young Adult Area • Re-imagine Circulation Service Area • Redesign reference desk • Explore RFID (Radio Frequency ID) system • Explore outside funding opportunities for exterior benches Services • Review of software package available on public computers. Adobe Professional? Page 4 of 4 Discussion: Review of 2020-2022 Strategic Plan... Packet Page 11