CHAUTAUQUA-CATTARAUGUS LIBRARY S

SECTION 2 - GOVERNANCE

BYLAWS

2.1 URL of Current Governing Bylaws www.cclslib.org/board.html

APPOINTMENT/ELECTION OF BOARD/COUNCIL

2.22 Board/Council Appointment/Election Elected

2.23 Indicate by whom the Board/Council Members are

appointed/elected Elected by Member Libraries

ADVISORY GROUPS

2.24 Advisory Groups Director’s Advisory Council

Outreach Advisory Council

Central Library Advisory Council

Ad Hoc Committees as needed

SECTION 3 – MEMBER SERVICES

LIST OF MEMBERS

3.1 URL of Current List of Members www.cclislib.org/contactlibraries.html

LEVELS OF SERVICE

3.2 Does the public library system provide different

levels of service to it member libraries? No

SEQ CHAPTER \h \r 1SECTION 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.

Needs assessment for the development of this plan included:

Field consultant visits to member libraries

Director visits with member libraries’ staff and trustees

Results of a survey of member library directors/managers and staff

Results of a survey of member library trustees

Evaluations of system workshops by member library participants

Outreach Advisory Committee

Automated Circulation System Users’ Group

Discussions by System trustees at regular board meetings

System staff discussions

4.2 Identify the groups involved in development of the Plan of Service and each group’s role.

The System Director appointed a planning committee of system and central library staff and member librarians and trustees for each element of the plan. Each committee was charged with developing questions that addressed their particular element for the surveys of member library directors/managers, staff, and trustees. Once results from the questionnaire were tabulated, each committee was responsible for drafting goals, intended results statements, and evaluation methods for their assigned element.

(N.B. The System and its central library, James Prendergast Library (JPLA) occupy the same building, share the same administration, and the staffs of each organization work closely together crossing organizational lines to accomplish the variety of tasks and services performed by both organizations. This is an unique arrangement among the 16 cooperative public library systems in the State that has been in place for 38 years.)

Element committees were composed of the following individuals (first names listed indicates committee chairpersons). Staff assigned because of their area of expertise to particular numbered sections within a given element have that element’s number in parentheses after their name.

Element 1 - Resource Sharing: Martin Swalboski, Automation & Technical Processing Librarian (5.2); Patricia Johnson, Interlibrary Loan Librarian (5.3 & 5.4); Helen Bolton, Outreach Librarian; Megan Disbro, Software Training and Web Specialist Librarian; Camille Guinnane, Workshop Coordinator; Anne Plyler, Video and Special Projects Librarian (JPLA); and Cindy Peterson, Business Manager; Lynn Kinnear, Library Assistant, Smith Memorial Library, Chautauqua; and Christine Spink, Acquisitions Librarian, Olean Public Library.

Element 2 - Technology: Martin Swalboski (5.6), Megan Disbro (5.7), Roberta Caswell, Reference Librarian (JPLA); Sharon Grossman, Network Administrator; Sara Wise, Library Assistant; Mary Bivens, CCLS trustee; and Daniel Schnell, Network Administrator, Olean Public Library.

Element 3 - Service to Special Clients: Helen Bolton (5.10, 5.11), Marion Welch, Literacy Librarian (JPLA) (5.9); Valle Blair (5.12), Children’s Librarian; Camille Guinnane; Nate Hayes, Children’s Librarian, Dunkirk Free Library and Sue Seamans, Director, Falconer Public Library.

Element 4 - Continuing Education & Training: Megan Disbro, Camille Guinnane, Pat Johnson, Martin Swalboski, Anne Plyler, and Sally Koehler-Burns, Director, Myers Memorial Library, Frewsburg.

Element 5 - Consulting and technical services: Camille Guinnane, Helen Bolton, Patricia Johnson, Martin Swalboski, Peggy Richardson, Director, Delevan-Yorkshire Public Library; and Thomas Congdon, President, Randolph Free Library and CCLS.

Element 6 - Coordinated Services: Martin Swalboski, Cynthia Peterson, Anne Plyler, and Tabetha Butler, Director, Ashville Free Library;

Element 7 - Awareness and Advocacy: Anne Plyler, Helen Bolton, Sara Wise, Helene Yurth, Director, Smith Memorial Library, Chautauqua; and Deborah Williams, Director, Patterson Library, Westfield.

Element 8 - Communication Among Member Libraries: Anne Plyler, Patricia Johnson, Cindy Peterson, Martin Swalboski, Sara Wise, Gretchen Taft, Director, Memorial Library of Little Valley; and Lynn Grundstrom, Director, Farman Free Library, Ellington.

Element 9 - Cooperative Efforts With Other Systems: Catherine Way and Anne Plyler

Element 10 - Construction: Catherine Way in consultation with the Board Presidents/trustees of the Allegany Public Library, Randolph Free Library, Ellicottville Memorial Library, Ahira Hall Memorial Library, Brocton, Mary Seymour Memorial Free Library, Stockton.

Element 11 - Central Libraries: Catherine Way, Director CCLS and JPLA and Lance Chaffee, Director, Olean Public Library; Kim Maher, Reference Librarian, Olean Public Library; Charles Bretzin Director, Portville Free Library; Joy Harper, Director, Darwin R. Barker Library Association, Fredonia; Thomas Sharbaugh, Director, Salamanca Public Library; Deborah Williams, Director, Patterson Library, Westfield; and Helene Yurth, Director, Smith Library, Chautauqua; Cheryl Johnson, Chief Reference Librarian JPLA; Lucia Teresi, Collection Development Librarian, JPLA; Valle Blair, Children’s Librarian, CCLS and JPLA; Anne Plyler, Video and Special Projects Librarian, JPLA; and - Olean Public Library staff to be named.

Element 12 - Direct Access: Catherine Way. Only required action was to update factual material included in the plan.

Each committee communicated via e-mail and met face-to-face several times during the process of developing survey questions, and drafting goals, intended results, and evaluation methods.

In 2006, the System implemented a Users’ Group comprised of member library directors and staff of libraries using the SIRSI Integrated Library System (ILS). At present, five libraries and the System are “live” in the SIRSI system. The libraries are: Ashville Free Library, Anderson-Lee Library, Silver Creek; James Prendergast Library, Jamestown; Patterson Library, Westfield; and Smith Library, Chautauqua. This group meets regularly to discuss the use of the ILS and to develop common policies and procedures. The Users’ Group determined that member libraries are eligible to participate in its activities once they “go live” and are using all of the functions of the ILS. At this date three member libraries are in the process of converting from their present stand-alone automated systems to SIRSI; and eight non-automated libraries are in the process of barcoding their collections.

The Outreach Advisory Committee has 11 members and meets twice a year with the Outreach Librarian to discuss the needs of special client groups in the System’s service area and to develop recommendations for services to these groups.

It is the intent of the System Director to establish a Director’s Advisory Committee in 2007. This Committee’s major tasks will be to review the Plan and to advise the Director on the activities required to meet the Plan’s goals and to evaluate how well the goals are being met. This Committee will meet at least twice a year.

4.3 Describe the planning process for the 2007-2011 Central Library Plan

A Central Library Planning Committee met to establish the goals for the Central Library portion of the plan of Service.

4.4 Identify the groups involved in development of the Central Library Plan and each group’s role.

Members of the Central Library Planning Committee were: Catherine Way, Director CCLS and JPLA and Lance Chaffee, Director, Olean Public Library; Kim Maher, Reference Librarian, Olean Public Library; Charles Bretzin Director, Portville Free Library; Joy Harper, Director, Darwin R. Barker Library Association, Fredonia; Thomas Sharbaugh, Director, Salamanca Public Library; Deborah Williams, Director, Patterson Library, Westfield; and Helene Yurth, Director, Smith Library, Chautauqua; Cheryl Johnson, Chief Reference Librarian JPLA; Lucia Teresi, Collection Development Librarian, JPLA; Valle Blair, Children’s Librarian, CCLS and JPLA; Anne Plyler, Video and Special Projects Librarian, JPLA; and - Olean Public Library staff to be named.

The staffs of the two central libraries play the critical role in delivering services to the member libraries and their patrons. Their involvement in the planning process was crucial to determining creditable, workable goals. Representing the point of view of central library customers, the member libraries, was a team of five member library directors.

It is worth noting again that the central library of the system, the James Prendergast Library contracts on an annual basis with the System for management. The director of the System serves as the director of the Library. This unique relationship brings the System director in direct contact with member library patrons using the central library and provides her with hands-on experience as a member librarian. And because the director of the system is also a member library director, she is responsible for the same service issues member librarians deal with on a day-to-day basis.

4.5 Describe the integration of the 2007-2011 Central Library Plan with the system’s Plan of Service.

The Committee charged with developing the Central Library Plan worked closely with the draft of the System’s plan in determining goals, activities, intended results, and evaluation methods of the Central Library Plan. They determined that the Co-Central Libraries should serve as active partners with the System in the following elements of the System’s Plan: Resource Sharing, Technology Services, Special Client Groups, Continuing Education and Training, Consulting and Technical Assistance, Awareness and Advocacy. As the two Co-Central libraries employ the largest number of professional librarians within the System, it makes sense that those librarians work closely with the member libraries, most of whom do not have professional staff. As the two Co-Central libraries generally have more financial resources with which to work than do the member libraries, they logically will possess larger, more comprehensive materials collections and will be among the first libraries within the System to develop new services and to consider emerging technologies. As the two Co-Central libraries are located within the two largest population centers of the System it stands to reason that they will serve a higher number of clients with special needs and, therefore, that they will develop services that can serve member libraries’ special clients or serve as examples for member libraries wishing to develop and improve services to special clients.

APPROVAL OF THE PLAN

4.7 Briefly describe the process for approval of the Plan of Service.

A preliminary draft of the Plan of Service was submitted to the System’s Board of Trustees for consideration at its August 9, 2006 meeting. A final draft of the Plan of Service was submitted to each member library for approval by its Board of Trustees. Member library Board Presidents and Directors/Managers were required to submit a signed form indicating their respective Board’s approval of the Plan.

4.8 Briefly describe the information that will be collected to evaluate whether or not the system achieved the intended results of the plan.

Qualitative information based on interviews with member library directors/managers and their staffs and board members and quantitative information collected on an annual basis through surveys and the NYS annual report process will be collected to determine whether or not the system has achieved the intended results of the plan. This information will be regularly reviewed by the System staff and Board to monitor progress.

4.9 Briefly describe the methods that will be used to determine whether the system’s customers were satisfied with the system’s services.

Satisfaction will be determined by an annual survey of member libraries, statistical information provided by member libraries, logs of contacts with member libraries, System staff observation; anecdotal information; workshop evaluation forms, and visits to member libraries.

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.

The System is flexible enough to be able to quickly respond to its member libraries needs and to rapidly changing technology and social considerations. The Board will determine, based on member library feedback, what services to modify, eliminate, continue, or implement given the financial and human resources available to the System. It is important to note that much of this plan is predicated on a predictable revenue stream which must be increased on an annual basis. Absent that, many of the activities required to meet each goal may need to be scaled back.

REVISION PROCESS

4.11 Briefly describe the process for revising the system’s Plan of Service for submission to the New York State Education Department/New York State Library.

The plan of service will be reviewed annually by System Staff and Trustees. This review will be based upon the evaluation process described above. If necessary, revised or amended goals and intended results will be submitted for approval by member libraries and then forwarded to Library Development.

SEQ CHAPTER \h \r 1SECTION 5 - GOALS/RESULTS

5.1 The Library System’s Mission Statement

The mission of the Chautauqua-Cattaraugus Library System is to foster, strengthen, and improve public library services within its two-county service area.

5.2 Element I - RESOURCE SHARING

Cooperative Collection Development

Goal: Support, strengthen, and expand member library materials collections to facilitate cooperative collection development.

Intended Results: The public will be provided with expanded, up-to-date print and non-print library collections which have been substantially improved both qualitatively and quantitatively.

A. Approximately seven member library collections will be examined each year to determine strengths and to recommend areas which need improvement. (2007 - 2011)

B. Member libraries will be provided with an expanded number of selection lists including both print and non-print materials. (2007 - 2011)

C. Member libraries will be provided with deposit collections of specialized materials in various formats. (2007 - 2011)

D. System staff will be familiar with emerging formats in order to serve as an information resource to member libraries. (2007 - 2011)

E. Member librarians will receive advance training in the use of the system’s online catalog as a collection development tool. (2007; then, as needed)

F. The Materials Grant Plan (former Book Plan) will continue to be offered and a review of the Plan’s organization will be completed in 2007. (Review Plan in 2007; provide Plan 2007 - 2011)

Evaluation methods: Observation by System staff, survey of member libraries, statistical review of number and type of materials added by each member library and provided by the System on deposit; amount spent by member libraries and the System on materials; anecdotal evidence.

5.3 Element I - RESOURCE SHARING

Delivery

Goal: Provide a delivery service which insures timely access to materials.

Intended Results: Library users will have timely access to new, interlibrary loan materials, and other information resources.

A. At a minimum, weekly delivery service will be continued. (2007 - 2011)

B. The need to expand delivery service to more than once a week will be evaluated as more member libraries join integrated library system. (2007 - 2011)

3. Member librarians will know how best to take advantage of delivery through improved training. (2007 - 2011)

Evaluation methods: Observation by System staff; survey of member libraries; statistical tracking of items delivered by day and location; anecdotal evidence.

5.4 Element I - RESOURCE SHARING

Interlibrary Loan

Goal: Provide timely and rapid interlibrary loan service to enable access to resources found inside and outside the System.

Intended Results: The public will have access to a wide-range of information resources.

A. Methods of improving the processing and delivery of interlibrary loan requests using present and emerging technologies; i.e., point-to-point delivery, patron generated interloan requests will be explored. (2007 - 2011)

B. The feasibility of informing libraries of the status of interloan requests will be investigated. (2007 - 2011)

C. The System will participate in WNYLRC’s virtual catalog. (2007- 2011)

D. Member librarians’ understanding of interloan procedures in order to market the service to patrons will be strengthened and improved. (2007 - 2011)

Evaluation Method: Observation by System staff; survey of member libraries; statistical tracking of requests and fill-rates; anecdotal information.

5.5 Element I - RESOURCE SHARING

Other (Optional)

None

5.6 Element 2 - TECHNOLOGY SERVICES

Integrated Library System

Goal: Encourage and facilitate the addition of member libraries to the System’s SIRSI Integrated Library System

Intended Results: By 2011 27 or 75% of System member libraries will be automated using the System’s ILS. Library users from automated libraries will experience improved services & increased access to materials.

A. The opportunity to convert from their current automated system to SIRSI will be offered to the Salamanca Public Library and Minerva Free Library. (2007)

B. Agreements to join SIRSI from a minimum of two non-automated libraries a year will be sought. (2007 - 2011)

C. The System will sponsor a Users Group for all member libraries participating in SIRSI. (2007 - 2011)

Evaluation Method: Number of libraries participating in ILS on an annual basis; usage statistics of member libraries; survey of member libraries.

5.7 Element 2 - TECHNOLOGY SERVICES

Virtual Reference

Goal: Explore the development of a System-coordinated virtual reference service for its members.

Intended Results: If implemented, the public will have access to reference services beyond their local library.

A. The System will research trends, options, and costs (2007)

B. The System will determine if majority of members will use service (2007)

C. The System will implement virtual reference service in 2008 if it is determined that it will be a useful service.

Evaluation Method: Statistical tracking of the number of libraries participating; number of staff trained, number of visits to virtual reference web page services, number of questions handled. Focus group of participants after implementation to determine future of service.

5.8 Element 2 - TECHNOLOGY SERVICES

Other (Optional)

Goal: Maintain and expand access to and use of electronic resources and emerging technologies by member libraries, system staff, and public.

Intended Results: Library staff and users will have continued access to improved electronic resources via up-to-date technology.

A. System staff will possess up-to-date information and skills about current and emerging technologies such as wireless networks and telecommunications. (2007 - 2011)

B. System staff will provide member libraries with consultant help in all areas of technology including implementing such services as e-mail reference. (2007 - 2011)

C. The System will upgrade and expand its technology infrastructure when necessary and will encourage members to keep pace with their individual infrastructures. (2007 - 2011)

D. The System will assist member libraries in applying for e-rate communication discounts. (2007 - 2011)

E. The content of the System’s website will be maintained and expanded to include such tools as a database of frequently asked questions. (2007 - 2011)

F. The further development and improvement of member libraries’ websites will be encouraged and the System will host member library websites where necessary.

Evaluation Methods: Observation by System Staff; member library survey; statistical tracking of System’s website and websites of those member libraries it hosts.

Goal: Promote and facilitate the digitization of unique collections owned by member libraries.

Intended Results: Expand public access to unique collections held by member libraries by making them available on the Internet.

A. The System will explore trends, options, and costs of digitizing unique collections. (2007)

B. The System will survey member libraries to determine which hold unique collections. (2007)

C. The System will prioritize unique collections to digitize by condition and value as information resources. (2007)

D. The System will determine if digitization is feasible. (2007)

E. The System will secure funding and begin process of building digitized collections. (2008 - 2011)

Evaluation Method: Observation by System staff; member library surveys; number of documents digitized; statistical tracking of digitized resources.

5.9 Element 3 - SPECIAL CLIENT GROUPS

Adult Literacy

Goal: Promote the development of collaborative literacy programs in member libraries and support those libraries with established literacy programs.

Intended Result: All residents of the System’s service area seeking adult literacy services will be connected with existing or newly established literacy programs and will have access to literacy materials.

A. The System will make member libraries aware of existing literacy programs. (2007 - 2011)

B. The System will provide consultant help to libraries wishing to establish collaborative literacy programs. (2007 - 2011)

C. The System will promote existing literacy programs. (2007 - 2011)

D. Provide access to materials of particular use by literacy students. (2007 - 2011)

E. The System will encourage member library applications for Adult Literacy Grant program. (2007 - 2011)

Evaluation Methods: Observation by System staff; recording by System staff of member library contacts on literacy issues; member library survey; statistical tracking of literacy programs.

5.10 Element 3 - SPECIAL CLIENT GROUPS

Coordinated Outreach

Goal: Provide appropriate and accessible library services to System residents with special needs such as the educationally disadvantaged, ethnic/minority groups, blind, physically disabled, aged, and unemployed/underemployed, developmentally or learning disabled and institutionalized through direct service and collaborative efforts with member libraries and relevant community agencies.

Intended Results: System residents with special needs will be successfully linked to a comprehensive program of library services.

A. System staff will continue to assess information needs of target populations. (2007 - 2011)

B. System staff will be familiar with the services and programs of other agencies serving target populations. (2007 - 2011)

C. System staff will make member libraries aware of available special services and will act as an information resource for member libraries wishing to link patrons with services. (2007 - 2011)

D. The System will provide direct service to clients with special needs using a variety of delivery methods when practical and needed. (2007 - 2011)

E. The System will encourage member libraries to establish and maintain services to residents of their local communities who have special needs.

F. The System will promote services to residents with special needs.

G. The System will provide a collection of materials suitable for residents

with special needs.

H. The System will continue to serve as a sub-lending agency of the New York State Library for the Blind. (2007 - 2011).

I. The System will continue to hold a least two meetings per year of the Outreach Advisory Committee to evaluate existing services and to explore new ways of meeting the needs of outreach patrons. (2007 - 2011)

Evaluation Methods: Observation by System staff, member library survey; statistical recording of patron, agency contacts, and member library contacts and referrals, public relations materials, and circulation of materials.

5.11 Element 3 - SPECIAL CLIENT GROUPS

Correctional Facilities (State and Local)

Goal: Provide the staff and inmates of the Lakeview Shock Incarceration and Correctional Facility and the Cattaraugus and Chautauqua County Jails with library service.

Intended Results: Correctional facilities and jail inmates will have access to full range of library services provided other System residents.

A. The System will continue to provide access to library materials through deposit collections, interlibrary loan, and delivery services. (2007 - 2011)

B. The System will continue to purchase and process library materials selected by facilities’ librarian and/or liaison in conjunction with outreach librarian. (2007 - 2011)

3. System staff will visit facilities at least annually to confer with jail/correctional staff. (2007 - 2011)

4. The System will allow jail/correctional staff to participate in System workshop and training opportunities. (2007 - 2011)

5. The System will keep jail/correctional staff apprised of it activities. (2007 - 2011)

Evaluation Methods: Statistical record keeping of all materials purchased; circulation of materials provided through deposit collections and interlibrary loan; deliveries, visits, and communications; selection aids or other informational materials provided; workshops and training classes attended. Survey of correctional facility and jail staffs. Anecdotal evidence.

5.12 Element 3 - SPECIAL CLIENT GROUPS

Youth Services

Goal: Provide professional support to member libraries’ services to children and youth of the System area.

Intended Results: The children and youth of the System area will have access to a comprehensive program of library services at their local library.

A. The System will continue to provide print and non-print youth materials selection tools to member libraries. (2007 - 2011)

B. The System will conduct, at a minimum, an annual workshop on youth services. (2007 - 2011)

C. The System will continue to coordinate summer reading program. (2007 - 2011)

D. The System will provide information on youth service development and management. (2007 - 2011)

Evaluation Method: Statistical record keeping of the number of programs, participants, materials loaned, and materials purchased for children and youth by member libraries; materials prepared and distributed for use in member libraries; number and participants of workshops and training sessions and staff contacts with member libraries. Member library survey, workshop evaluations; and anecdotal evidence.

5.13 Element 3 - SPECIAL CLIENT GROUPS

Other (Optional)

None

5.14 Element 4 - CONTINUING EDUCATION AND TRAINING

Goal: Provide training and continuing education opportunities for member library staff and volunteers.

Intended Results: Member library manager/directors, staff, and volunteers will be knowledgeable about all aspects of library management and operations and will be prepared to deliver quality library service in their own communities.

A. The System will provide orientation program for new directors/managers and staff. (2007 - 2011)

B. The System will initiate peer-to-peer mentoring program. (2007 - 2011)

C. The System will provide annually workshops on topics related to the operation of a library including governance as well as emerging technologies, new library trends, and coping with the changing needs of society. (2007 - 2011)

D. The System will Investigate and establish online training opportunities. (2007 - 2011)

E. The System will promote member library staff attendance at workshops and continuing education programs conducted by other agencies and other library systems and professional organizations. (2007 - 2011)

Evaluation Methods: Statistical record keeping of number of workshops, attendees, materials distributed; mentoring contacts, attendance at workshops conducted by other systems and professional organizations and online training sessions. Anecdotal evidence. Focus group evaluation and member library survey.

Goal: Provide training and continuing education opportunities for member library trustees.

Intended Results: Member library trustees will be knowledgeable about all aspects of library management and operations and will be better prepared to facilitate the delivery of quality library service in their own communities.

A. The System will provide at least one annual workshop designed specifically for trustees. (2007 - 2011)

B. The System will Attend board meetings of member libraries when invited. (2007 - 2011)

C. The System will develop a trustee listserv (2007); system staff will post at least one article of interest to trustees each week. (2007 - 2011)

D. The System will enhance its website to include information of interest to trustees. (2007 - 2011)

E. The System will develop (2007) and maintain (2007 - 2011) orientation packet on the Library System and its services for distribution to new member library trustees.

F. The System will develop (2007) and maintain (2007 - 2011) a train-the-director-to train trustees orientation packet member library directors/managers can customize for training new board members.

Evaluation Methods: Statistical record-keeping of number of workshops, attendees, materials distributed; number of orientation packets prepared and distributed to member libraries; number of member library board meetings attended by System staff; tracking of postings to trustee listserv and number of visits to trustee web page; member library trustee survey; workshop evaluations; anecdotal evidence.

Goal: Provide training and continuing education opportunities for System staff.

Intended Results: A knowledgeable System staff possessing up-to-date skills will assist member libraries in providing quality library service to their communities.

A. The System will encourage and subsidize, whenever possible, attendance at professional conferences (NYLA, PLA, ALA)

B. The System will encourage and subsidize, whenever possible, attendance at workshops provided by other library systems, agencies, and institutions.

C. The System will provide access to professional literature.

D. The System will every system professional shall be required to subscribe to at least one professional listserv in their area of responsibility.

Evaluation Methods: Statistical record-keeping of number of workshops, conferences, training sessions attended by System staff; a quarterly report shall be made to the director evaluating listserv contacts and workshop and continuing education event attendance.

5.15 Element 5 - CONSULTING AND TECHNICAL ASSISTANCE SERVICES

Goal: Provide quality consulting and technical assistance services to member libraries in all areas of library management and operation.

Intended Results: Member library directors/managers and staff will have ready access to the human and physical resources needed to help them provide quality library service.

A. Each member library will have an assigned professional system consultant. (2007 - 2011)

B. Each system consultant will visit assigned libraries in person at least once a year and will make regularly monthly contacts via telephone or e-mail. (2007 - 2011)

C. The System will maintain free 800 phone number for easy telephone access to system staff by member library staff. (2007 - 2011)

E. A member library staff listserv for easy sharing of information and answers to questions will be maintained. (2007 - 2011)

5. The System will maintain a headquarters collection of professional literature. (2007 - 2011)

Evaluation Methods: Statistical record-keeping by system staff of all contacts with member library staff on a daily basis; member library survey; anecdotal evidence.

5.16 Element 6 - COORDINATED SERVICES

Goal: Facilitate and provide coordinated services when practical and affordable.

Intended Results: Member libraries benefit from “economy of scale” programs and group purchasing that will save them money and resources that can be better put toward improving service to their local communities.

A. The System will maintain current coordinated services: Acquisitions, Processing, and billing of books and other library materials; purchase and access to electronic databases; coordinated ordering of computer hardware, software, and supplies and office and library supplies; printing and bulk mailing; payroll for member libraries; public relations; and bindery service. (2007 - 2011)

B. The System will explore and implement additional coordinated services as needed. (2007 - 2011)

Evaluation Methods: Statistical record-keeping of the number of libraries participating in coordinated services and the number of items provided; member library survey; anecdotal evidence.

5.17 Element 7 - AWARENESS AND ADVOCACY

Goal: Strengthen the ability of member libraries to inform their communities about their services and needs.

Intended Results: Residents will increase public library use because they are more aware of programs and services provided by their local community library.

A. The System will provide coordinated marketing/public relations plan, incorporating electronic marketing which member libraries can personalize. (2007 - 2011)

B. The System will provide template of community survey for member library use. (2007, update as needed.)

C. The System will provide printing of promotional materials. (2007 - 2011)

D. The System will provide ideas and materials when practical for in-library displays. (2007 - 2011)

E. The System will issue press releases on common library issues to all local media outlets. (2007 - 2011)

Evaluation Method: Statistical information provided by annual reports; member library survey; observation by System staff; anecdotal evidence.

Goal: Advocate for increased governmental and private funds for the System and its member libraries.

Intended Results: Increased funding from governmental and public sources will allow the System and its members to maintain existing services and to implement new services.

A. The System will keep all library stakeholders aware of federal, state, and local government funding opportunities and threats. (2007 - 2011)

B. The System will participate in legislative efforts at the federal and state levels. (2007 - 2011)

C. The System will encourage the public to advocate on behalf of libraries. (2007 - 2011)

D. The System will assist member libraries in securing increased village, town, and school district aid through direct campaigns to voters and to elected governmental bodies. (2007 - 2011)

E. The System will train member library directors/managers and trustees in advocacy techniques. (2007 - 2011)

F. The System will provide member libraries with names of private funders. (2007 - 2011)

G. The System will create and maintain page of fundraising resources and ideas on System’s website. (2007 - 2011)

H. The System will assist member libraries in creation and operation of Friends’ groups. (2007 - 2011)

Evaluation Methods: Statistical record-keeping of all contacts, advocacy events and activities, website “hits”; log of system and member library instances of successful funding initiatives; member library survey; anecdotal evidence.

Goal: Seek funding for projects that will benefit all member libraries and the System

Intended Results: The System and member libraries will implement new programs which will raise the awareness of libraries in Chautauqua and Cattaraugus Counties.

A. The System will identify common projects of benefit to all such as a system-wide “community reads” program which promotes the value of reading and raises community awareness of libraries. (2007 - 2011)

B. The System will seek funding for and implement projects. (2007 - 2011)

Evaluation methods: Number of projects identified, successfully funded and implemented. Member library survey; anecdotal evidence; participants’ evaluations.

5.18 Element 8 - COMMUNICATIONS AMONG MEMBER LIBRARIES

Goal: Increase communication among member libraries through the use of electronic, face-to-face, and print means.

Intended Result: Increased knowledge about one another, achieved through increased and enhanced communication, will improve the quality and quantity of service offered by member libraries to their local communities.

A. The System will create message board/forum on System web site. (2007-2008)

B. The System will maintain a listserv for staffs of member libraries (2007 - 2011)

C. The System will implement and maintain listserv for trustees of member libraries. (2007 - 2011)

4. The System will maintain publication of system newsletter both online and in print with a main emphasis on member library news; secure increased number of articles submitted by member libraries. (2007 - 2011)

5. The System will provide face-to-face networking opportunities for member library directors/managers and staff at each workshop or training opportunity.(2007 - 2011)

6. The System will implement Director’s Advisory Council to advise System director and discuss issues of common concern. (2007 to implement; 2008 - 2011 to continue)

Evaluation Method: Statistical record-keeping of number and subject of contacts; system staff observation; anecdotal evidence; member library survey.

5.19 Element 9 - COOPERATIVE EFFORTS WITH OTHER LIBRARY SYSTEMS

Goal: Collaborate with other library systems on projects of mutual interest.

Intended Results: Cooperating with other library systems will eliminate duplication of effort; will provide CCLS staff with resources for ideas of successful services implemented by other library systems; and will provide a broader perspective in achieving excellence.

A. The System will maintain membership in PULISDO. (2007 - 2011)

B. The System will be an active partner in developing and securing funding for collaborative projects. (2007 - 2011)

C. The System will meet on an as-needed basis with neighboring systems to share information (2007 - 2011).

D. The System will serve on the boards of WNYLRC and area school systems. (2007 - 2011)

Evaluation Methods: Anecdotal evidence; number and types of cooperative projects; logs of contacts with other library systems; reports to system staff on activities of other system types through the sharing of minutes.

5.20 Element 10 - CONSTRUCTION

Goal: Encourage improved access, use, and energy efficiency of member library’s buildings.

Intended Results: A significant number of member libraries will upgrade and improve their library buildings and thus provide improved public access to their services and collections.

A. The System will serve as information resource on building requirements, renovation ideas, and remodeling and new construction projects. (2007 - 2011)

B. The System will help libraries determine individual building renovation/construction needs. (2007 - 2011)

C. The System will assist member libraries in identifying available funding sources for building projects. (2007 - 2011)

Evaluation Methods: Statistical record-keeping of all member library contacts, log of individual projects initiated and/or completed by member libraries; member library survey; anecdotal evidence.

Goal: Facilitate the applications of member libraries for New York State Construction Grants.

Intended Results: NYS Construction monies will be used to their fullest to improve public library services in the System area.

A. The System will make member libraries aware of the requirements of the New York State Construction Grant program. (2007 - 2011)

B. The System will assist eligible member libraries in application process (2007 - 2011)

C. The System will give funding priority to those which projects which will: 1. Make library buildings and services handicapped accessible; 2. Allow libraries to expand public services: 3. Improve operational efficiencies which will allow the re-allocation of financial resources to staff, program, and collections. (2007 - 2011)

Evaluation Methods: Number of libraries securing NYS Construction grants and successfully completing projects; log of all member library contacts on construction grants; system staff observation; member library survey; anecdotal information.

Element 11 - CENTRAL LIBRARY SERVICES

5.21 Provide the URL of the 2007-2011

Central Library Plan www.cclslib.org/centrallibraryplan.html

Element 12 - DIRECT ACCESS PLAN

5.22 Provide the URL of the most recent Direct

Access Plan approved by the New York

State Library www.cclslib.org/directaccessplan.html

5.23 Element 13 - OTHER (Optional)

None

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 08/09/2006

APPROVAL

5.25 The Library System’s Plan of Service was

reviewed and approved by the New York

State Library on

January 1, 2007 - December 31, 2011

SECTION 1. GENERAL INFORMATION

1.1 Name of System: Chautauqua-Cattaraugus Library System

1.2 Address: 106 West Fifth Street