HomeMy WebLinkAboutAgenda - 09-14-2010 - 2ORANGE COUNTY
BOARD OF COMMISSIONERS
• ACTION AGENDA ITEM ABSTRACT
Meeting Date: September 14, 2010
Action Agenda
Item No.
SUBJECT: FY 2010/2011 Library Services Updates
DEPARTMENT: Library Services PUBLIC HEARING: (Y/N) No
ATTACHMENT(S): INFORMATION CONTACT:
1. Report and attachments Lucinda Munger, Library Director
2. Schematic of Skills Development 245-2528
Center Andrea Tullos, Assistant Director,
245-2529
• PURPOSE:
During the Budget process for FY 2010-11, the Library was asked to evaluate and prepare
information for the BOCC on the 1) a Southern Branch Library; 2) Rural Service Options, 3)
evaluation of our relationship with the Hyconeechee Regional Library system, and 4)
Interoperability with Chapel Hill Public Library. This report seeks to provide the BOCC with an
update on our progress and allow for further feedback and direction to the Library and County
Management.
BACKGROUND:
Southern Branch Library
1) In June 2010, the BOCC directed staff to begin evaluating possible sites for a Southern
Branch Library for Orange County. Staff has met with real estate professionals to review
real estate in Southern Orange for both short-tem leasing and / or permanent long-term
options for a facility. The leased facilities were viewed as a short term possibility in
order to establish the presence of a full service library in southern Orange County; until
such time that a capital investment plan in a larger long-term facility was possible. All
these possible options assume the closing of the Cybrary and Carrboro McDougle and
merging staff, technology, and materials.
Long-Term Site:
• Current Options:
1) Acquire a Site within Carrboro: The cost to purchase land reviewed was between
$600,000 - $1,000,000, depending on location and acreage.
2) Site on Existing County-Owned Land: Utilize part of Twin Creeks Parks located off of 86
and Eubanks road for the development of a Library.
3) Re-use/Adapt Existing County Facility: Evaluate the Skills Development Center located
on Franklin Street as either an intermediate or long-term location for a Southern Branch
Library In the event that this location is chosen for along-term location, it may be possible
to relocate most (if not all) functions currently in the Skills Development Center to other
locations found suitable for the services they deliver and then work to create a permanent
library function at that site.
Short-Term Site:
Current Options:
1) Lease Space: Lease available rental space (3 - 5,000 square feet) to establish a library
presence in Southern Orange. These facilities rent for $20 - 30/ sq. ft per month or $60,000
- $150,000 per year. There is also a possibility of renting ground floor commercial space in
the Town of Carrboro.
2)Adapt Portion of Skills Development Center: As referenced in long-term options,
coordinate closely with Social Services and Durham Technical Community College to utilize
approximately 3,000 square feet of the Skills Development Center. Preliminary review
indicates this could be achieved by renovating and managing the back portion of the facility
for Library requirements while not displacing Social Services program supports or disrupting
classroom demand by Durham Technical Community College
Rural Service Delivery/ Options
During the FY 10-11 Budget Process, the BOCC voted reluctantly to close the Cedar Grove
Branch Library by August 2010 due to low patron usage/high cost. In response, the Library
Director and staff have spent the last two months reviewing possible options for outreach and
library service opportunities to the rural communities in Orange County. Through this review and
conversations with Planning, staff recognizes that "rural" can apply not just to Cedar Grove but
to other outlying unincorporated areas and service projections could theoretically encompass
their unique needs as well.
1) Develop Separate Branch Libraries to Serve-Rural Communities; i.e., Cedar Grove, Efland,
White Cross, Caldwell, etc: There is the option to build individual "bricks and mortar" facilities.
The first step would be to identify current vacant locations and/ or build a new facility. In
addition, there would be ongoing annual operational costs associated with staffing and
providing a full service branch for each location. In 2009 the 23, 500 sq. feet Main Library was
constructed and furnished for $6.521 million. Using this cost, another new facility would equate
to an investment of $277.52 per square foot. This figure does not include the annual personnel /
operational costs for Main which are currently $1;260,820.
The 2004 Library Services Task Force Report recommended new facilities plan through 2024.
The plan identified the following locations and staff has provided updated construction costs.
• Central Orange - recommended 65, 000 sf
• Regional Branch in Carrboro - 25, ODO sf
(actual 23, 500 sf & $6.521)
estimated $6.938 million
•
•
• Efland Cheeks Township - 10, 000 sf estimated $2.775 million
• Cedar Grove Branch to be monitored and expand to 7,000 sf estimated $1,942 million
To operate another full service branch of 20 - 23,000 sf, exclusive of central administrative and
• technical services, would require annual support of $964,000. The Cedar Grove Branch, which
was 1,200 sf, required annual personnel, operational and facilities support of $245,000.
It should also be noted that the 23,000 sq. ft. Mebane Library, located 11.5 miles from
Hillsborough was constructed and opened in 2006. This library serves the Mebane area and a
portion of the Efland Cheeks Township.
2) Purchase and Deploy Bookmobiles to Serve Rural Areas: Rural communities are regularly
served by bookmobiles that include several public Internet stations. These types of units
require an initial investment of at least $285,000 and annual personnel /operational support of
$105,000. The unit would be deployed on a weekly schedule to stop and stay a certain number
of hours at a specific location each week, allowing for consistency and continuity. Technologies
will always an issue when working within rural Orange County, as most current types of
equipment needed to support internet access on these mobile units requires a strong signal,
similar to a cell phone.
3) Purchase and Deploy Library Service Kiosks: The Library Director and staff also evaluated
the Kiosk model of delivering library service and two models are listed within the report.
Preliminary evaluations of these two systems suggested that kiosks are more suited to urban
areas with high traffic locations such as malls and subways.
4) Strengthen Collaboration and Reciprocal Relationships with Neighboring Town and County
• Libraries: The Library Director would also like to further explore our relationship with the
libraries in Durham and Alamance, particularly Mebane. Currently, the Alamance County
Libraries do not charge a fee for Orange County citizens to utilize their libraries. The Director
will begin a dialogue with both Durham and Alamance on possible collaborations for
programming, as well as reciprocal borrowing arrangements.
Hyconeechee Regional Library
This past July the Library Director met with the State Librarian, Mary Boone and Head of
Library Development Jennifer Pratt. The State Library is in the process of updating their
administrative rules and regulations governing Regional Libraries. Hyconeechee Regional
Library, which is comprised of Orange, Caswell and Person County Libraries, is one of 14
regional libraries in North Carolina. Currently, Hyconeechee is the only regional system that
does not have afull-time Library Director and its own Fiscal Agent. Under the proposed
changes, Hyconeechee's arrangement would not be allowed under changes proposed by the
State. The report attached outlines the financial impact of State Aid for all three (3) counties and
more detailed analysis as it relates directly to Orange County. If Orange County decides to
withdraw from the regional system, a transition plan could be established to `hold harmless'
Caswell and Person while they seek sustainable alternatives for the future. If authorized by the
General Assembly, updated Administrative Rules and Regulations could become effective in
FY2011-12 with a minimum one year transition period.
• Interoperability
The Library Director was also asked to review Interoperability between the Chapel Hill Public
Library and the Orange County Library System. The report attached presents options for steps
toward Interoperability as evaluated from only the perspective of the Orange County Library.
The Library Director will be working with the Chapel Hill Library Director and respective staff
toward presenting a more thorough, joint evaluation from both systems by November 2012. •
FINANCIAL IMPACT:
Southern Branch Library -
• Long Term: If a site for a Southern Branch Library is purchased, acreage has been
found from $685,000 - $1,000,000, or the Board could utilize a portion of Twin Creeks
where infrastructure (sewer and water) has already been established. Building cost for a
Southern Library will be approximately $5,540,000 and annual operating costs of
$964,000.
Short Term: If a short term location for the Southern Library is decided, then facilities
rent for $20 - 30/ sq. ft per month or $60,000 - $150,000 per year and annual operating
costs are estimated to be $417,425. If the Board determines that partnering with the
Durham Technical Community College and utilizing a small area (3,000 sf) of the Skills
Development Center is the short tem option, there will be capital investment to upfit the
location and provide furnishings and technology for library services.
Rural Service Options: To implement the Mobile Unit will require a capital investment
of $285,000, with annual operational support of $105,000.
H coneechee Re Tonal Libra In choosin to withdraw from the Re ion h ~ r •
Y g ry g g , t e Lib ary
would request the BOCC assume an additional $28,803 in operating expenses presently
covered by Orange serving as the fiscal and administrative agent for the Regional
system.
RECOMMENDATION(S): The Manager recommends that the Board consider the following:
a) Short Term: Determine if the Board would like the Library to partner with Durham
Technical Community College and DSS to utilize approx. 3,000 square feet of the Skills
Development Center or rent /lease ground floor commercial space. This step would
allow both the Cybrary and Carrboro McDougle to close and staff and materials to be
utilized in a short-term site. Preliminary review indicates that the partnership with DTCC
could be achieved by renovating and managing the back portion of the facility for Library
requirements while not displacing Social Services program supports or disrupting
classroom demand by Durham Technical Community College, and / or
b) Long Term: Determine if the Board would like to identify along-term site for the
Southern Branch Library, by using a portion of Twin Creeks Park, re-use /adapt Skills
Development Center, or purchasing another site to allow fora 20,000 square foot facility.
It may be possible to relocate most (if not all) functions currently in the Skills
Development Center to other locations found suitable for the services they deliver. The
Southern Branch Library would be a full service library, open the same number of hours
as Main. Again, both the Cybrary and Carrboro McDougle would close and staff and •
materials to be utilized in this site.
c) Rural Service Options: Determine if the Board would be interested in the County
pursuing individual sites or a Mobile Library as part of a future Capital Investment plan.
d) Hyconeechee: Indicate intention, based upon present information and impending
change to State law, to withdraw from the Hyconeechee Regional Library System and
• assume increased Library operating expense.
e) Interoperability: Confirm direction to Library staff to continue and work with the Chapel
Hill Library to assess technical and human components and costs associated with
interoperability by November 2012.
•
C7
Attachment 1
• Update to BOCC on Orange County Library Services
During the FY 2010-2011 Budget Work Sessions, the Library and County
Management were tasked to develop information for the BOCC concerning the
future development of Orange County Library services. The particular focus was
to be placed on possible sites for a Southern Branch Library, service options for
the rural community, further discussions on a collaborative partnership with the
Chapel Hill Public Library and preparation fora 3-Year Strategic Plan. The goal
of the following report is to update the BOCC on the progress made in those
areas since the June 15, 2010 meeting.
Preliminary Evaluation of services to Orange County
1) Rural Orange options:
The approved 2010-11 Budget for Library Services included closing the Cedar
Grove Branch. In the past 2- 3 months, the Director and staff have informally
polled regular patrons of the Cedar Grove Branch regarding those library
services they considered the most popular. The majority of these users
reported that reliable and consistent Internet Service, particularly wireless, was
the single most service utilized at this location. Books and materials were not the
focus of the Branch for these users.
• A FY 09-10 analysis of library service statistics for the Main Library shows a
double digit increase in circulation and reference questions since the move to
West Margaret. These increases in service levels coincide with the opening of
the new Main Library.
Statistical snapshot of Main comparing Whitted to W Margaret Lane
Circulation and Reference Questions
Main Circulation Main Reference
Questions
Jan -Aug 2010 159,567 46,465
W Mar aret
Jan -Aug 2009 132,280 10,699
Whitted
Percentage 17% 77%
Increase
The attachments also show the following: 1) over 50% of the Main Library's
circulation comes from rural Northern Orange; 2) Main's circulation now includes
all parts of Orange County, with the exception of the Town of Chapel Hill.
(See Attachment A)
•
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During the process of creating a 3 year strategic plan, the Library will focus on
the evaluation of library services for all citizens of Orange County. As a note, •
OCPL is meeting Standard #2 from Library Services Standards for Orange
County approved by the Task Force in 10/07. The Standard indicates that `a
library facility shall be located within a 15 minute drive of all Orange County
residents and be located. on or near well-traveled thoroughfares. At this time
OCPL, along with the new facilities of Durham County and Alamance County,
allow us to meet this standard. We plan to work with both Durham and
Alamance County on possible further collaborations such as reciprocal borrowing
and programming. (Attachment B)
2) Possible Service Alternatives:
While discussing the loss of the Cedar Grove Branch some members of the
BOCC asked that we look into some branch alternatives for future services. The
"kiosk" and bookmobile options were mentioned, but there will be considerable
costs associated with each, plus both options rely on the availability of
DSL/cable/ high-speed Internet connections throughout the county. Further
examination with vendors found that most libraries using these types of models
were installing them in high traffic locations such as malls, subways, large
business centers, etc.
Library Kiosk Options
'Product Requirements Initial Costs Annual Costs.
Lending Library .Connectivity: DSL, • Machine: $18,798 • Machine: $1,375
by Brodart Cable or Wireless • Materials • Materials
Example of a connection Collection: Collection:
Vending-Machine .Space: 72" high x $23,810 $17,790
Style 37.8" deep x 44" • Bookdrop: $2,140 • Personnel costs
wide; must be to $6,000 $24,896
This service indoors .Polaris software: • IT Connection
provides access to .Materials: 160-500 $500 $120 / mon -
a small collection of items, depending .Total Startup $1440
popular books, on media mix; Cost: $46,250 • Insurance - TBD
DVDs and supports books, • Total Annual
audiobooks audiobooks and Costs: $46,941
DVDs
• Returns: separate
bookdrop required
• Staff: required to
empty bookdrop
and restock
machine; perform
maintenance as
needed
• Electrical: 110 Volt
15 Am
•
•
Pg 2
•
BranchAnywhere • Connectivity: DSL, • Machine: indoor • Machine: $5,000
by E*Vanced Cable or Wireless models start at to $15,000
Solutions connection $125,000 to • Materials
Example of a fully .Space: standard $130,000 Collection:
automated library unit is 4.75' deep • Materials $17,790
machine utilizing a by 6.5' wide by 7' Collection: • Personnel Costs:
multi-axis industrial tall $23,810 $24,896
robot • Materials: 200-500 • Polaris software: • IT Connection
items, expandable $500 $120 /month -
Provides access to to over 5,000; • Total Startup $1440
a small collection of supports books, Cost: $149,500 • Insurance - TBD
books; DVDs, and audiobooks and • Total Annual
audiobooks. DVDs Costs: $59,126
• Returns:
This product will not completely
be available until automated
2011 .Staff: stock new
materials; perform
maintenance as
needed
• Electrical: 208 3
Phase 30 Am
• Book Mobile Option
Service Requirement Initial Costs Annual_C_o_s_ts_
_
Description: Bus Requires reliable Technology Technology
equipped with mobile service for Equipment Maintenance
circulation air bus cards. • Staff Circulation 1) AirCard Service:
equipment and workstation with $3,600
public access Staff AirbusCard: 2) Computer
computers. For safety $3,100 Management
purposes two • 5 Public Access Software: $315
The bus houses a staff members Laptops with 3) Polaris
small collection of should be AirbusCards: Software: $350
popular books, staffed on the $7,950 4) Total
DVDs and mobile unit .Laptop Storage Technology
audiobooks. One would Unit: $1,200 Maintenance:
require a CDL .Document Printer: $4,265
Provides public (Commercial $1,450
computer access. Driver's Licence) . 3G/4G Router: Personnel Costs
$300 $74,417 for 1.5
Materials - a small .Total Technology library staff
popular collection of Startup Costs: (Grade 12 +
4 - 6000 units. $14,000 Grade 11) to run
the bookmobile.
Parking BookMobile Cost:
Would need to Estimate Materials Costs
identify a safe and $250,000 $15,000 anly.
Pg 3
appropriate location Vehicle Annual
for storing the Materials Cost costs
mobile unit when Startup: Maintenance,
not in use. Estimate fuel, insurance,
$20,000 garage $10,000
(this figure was
estimated by
using the OPT
bud et
Over the next 1-2 years further study and conversations with the rural community
will need to take place before any formal recommendations are made to County
Management or the BOCC.
Re_giona/ Library System
•
Hyconeechee Regional Library was formed in 1948 and is comprised of Caswell,
Person and Orange Counties Libraries. Regional Libraries were designed by the
State Legislature in the 1940's to allow counties to form a joint organization to
capitalize on sharing of materials, staff, and support costs. Hyconeechee does
not include Chapel Hill Public Library (CHPL). CHPL was formed in 1958 by the
Chapel Hill Board of Alderman.
As part of the region, OCPL does not have an independent Advisory Board. We •
have three (3) Orange County Representatives that currently serve on the
Hyconeechee Regional Library Board, which is designated by the State Library
as a Governing Board. As part of the region, OCPL is not recognized by the
State Library as an individual system. The implications for Orange County
Library patrons and officials are the following:
When using NCLIVE (electronic databases), we are not listed as Orange
County, but you must enter as Hyconeechee Regional Library
All grants that OCPL would like to apply for must include the Region
(Person and Caswell) within the application. This may result in a reduce
amount of funding for Orange County, even if the project is geared toward
our own library.
Further possible collaborative discussions with CHPL may be limited by
our Regional involvement, especially concerning Interoperability issues.
For example, the decision to move to Polaris rather than Millennium back
in 2004.
In July, 2010, discussions were held with the State Librarian Mary Boone and
Head of Library Development, Jennifer Pratt on future of NC Regional Libraries.
Ms. Boone will submit her recommended changes to the Administrative Law for
Regional Libraries. At this point her recommendations will include that a regional •
library system have its own fiscal agent, (not one from another government
Pg 4
• agency), that the Director is a full-time director for the region (not in a shared
arrangement as we currently have), and that there be no need to demonstrate
"Maintenance of Effort" for the 1St Year after a regional dissolves. "Maintenance
of Effort" is defined as the ability of the county to financially support library
operations at a continual level from year to year. Ms. Boone is planning on
submitting the draft to the Secretary of Cultural Resources this fall for submission
to the General Assembly. If all goes as planned, they will go into effect July 1,
2011.
Ms. Pratt has completed a calculation of state aid received by the 3 counties,
if/when when they become individual county systems.
State Aid State Aid
without
re ion
LIBRARY Po ulation Current Amt New Total
Oran e 71749 117, 590 117,963
Caswell 23582 117,590 93,182
Person 35748 117,590 101,351
H coneechee 135824 379,423 ----------
2007 Population Figures were used in calculations; however, for Orange County
• this does not include Chapel Hill. Currently, each county. allocates $17,000 for
personnel and operational expenses to administer the region. In addition to state
aid, the region shares POLARIS, a vehicle (approximately $7,000), and portions
of three salaries and benefits for Orange County employees who perform work
for the region ($39,989). These assets would have to be sold to one county and
additional employee costs would have to be absorbed by Orange County, which
could be accomplished through the use of state aid funding.
Orange County Current Regional With changes in Single County
Library Library Rules / System
Regulations for
Re Tonal Libraries
State Aid Income $117,590 $117,590 $117,963
Expenses 18,097 130,288 40,273
(personnel and
o erational)
POLARIS 9,000 9,000 16,000*
Maintenance fees
Net $90,493 $(21,698) $61,690
*lt maybe possible to offsef additional cost bycharging //easing Polaris to Person and /
• or Caswell counties.
Pg 5
Should the region dissolve, the State Library will work closely with Caswell and •
Person through the State grant process to help them acquire any needed
technology to upgrade their libraries. The State Librarian, Ms. Boone would
recommend that there continue to be a cooperative partnership with fees for at
least 2-3 years that would allow Person & Caswell to replace the services that
were provided by Orange, especially concerning support for the Polaris ILS
system. Other considerations could include continuation of the courier route and
free out of county cards for Person and Caswell residents. Obviously, if we
become astand-alone county system, then the county library could have its own
advisory board.
Create and present a Plan for Inter-Operability between CHPL & OCPL by
November 2012
Ms. Campbell, our Systems Librarian, has put together information and charts
with plans on achieving varying levels of inter-operability between the 2 library
operating systems. The preliminary information from both vendors indicated that
there will be some costs associated with each option to both library systems.
The figures presented are current estimates based on conversions within the
next 2 years. It is a recommendation from the OCPL Director and Staff that all final
decisions on systems within 5 - 10 years should .have professional librarian
review and input based on system capabilities.
**For informational purposes, historically, the region (Caswell, Person and Orange) has •
been limited by the three participating counties' abilities to invest in a more robust
system. In 2004, Hyconeechee Regional Library transitioned from a DOS product
(Galaxy) to a Windows product (POLARIS). During the evaluation process, Millenium
was one of the products evaluated; however, the financial investment was a determinant
in the final decision to POLARIS.
Internal OCPL lnteroperability:
lnteroperability of automation systems, or at least a single card, within our own
system is essential for ease of use to our library patrons. Currently, the Carrboro
McDougle Branch is not on our POLARIS system, but rather uses the school
Sagebrush system. In an effort to prepare for the future Southwest Orange
Branch, Main has begun to catalog all new CBL materials in POLARIS. By
cataloguing items in POLARIS, the move to a new facility will be a quick
transition. In addition, beginning in August 2010, all Library patrons in Orange
Library system were issued the exact same card for Main, Cybrary and now
Carrboro McDougle. This new procedure will allow patrons to have just one card
for all Orange County Libraries. Unfortunately, until Carrboro McDougle is using
POLARIS, there are still two catalogs and two patron accounts, but it is a step in
the right direction toward interoperability.
Current Situation: Currently OCPL and CHPL are on two separate systems. A patron
may have an account with both systems; however, you cannot view both catalogs and
accounts at the same time. In addition, there differing policies and procedures for OCPL •
and CHPL for loaning periods, fees, and fines.
Pg 6
• .Initial Steps toward Interoperabilit~
The following steps utilize the existing Library Systems from OCPL & CHPL to
provide intermediate steps toward collaboration. These steps do not fully meet
the goals of full interoperability from the BOCC perspective. In particular, it does
not address one card system that allows users to view simultaneously both
catalogs & both user accounts.
•
•
Initiative Benefits Cfiallen es Collaboration Cost
1) Display . OCPL • Shared items • Arrange for • No anticipated
CHPL Items could allow would have to reciprocal software costs
in the OCPL patrons to be processed network associated with this
Public place holds using access to allow service
Catalog to on CHPL Interlibrary limited • Increased personnel
Supplement items from Loan (ILL) communication costs for processing
a Courier our public procedures, between ILS ILLs at both OCPL
Service catalog which can be servers. and CHPL. At
• These time • OCPL and OCPL, the average
CHPL consuming for CHPL staff ILL request requires
items could both parties would need to an estimated 5 min
be checked • Patrons who develop and of staff time.
out on the use both evaluate Currently we process
patron's OCPL and procedures for 350 per month. If
OCPL card, CHPL would this service at this should double, it
allowing still need to multiple levels would increase staff
them to manage two of library time by 30 hours per
receive separate operation, month or an
related patrons including estimated $11,005
notices and accounts administration, per year.
check item collection • Personnel costs
status development, associated with
online cataloguing developing new
and public procedures $$
services.
2) • Patrons • Patrons who • OCPL and • OCPL would need
Reciprocal would be use both CHPL would Polaris' Export
Card Use required to OCPL and need to work Express module
For OCPL register at CHPL would with their ($1,350, plus $300
and CHPL only one still need to respective ILS annually in
Patrons location to manage two vendor to maintenance fees)
use any separate determine • OCPL would
OCPL or patrons import and probably need
CHPL accounts export Polaris to develop a
library • May see a high requirements custom software
• Patrons level of • OCPL and patch for importing
could utilize duplicate CHPL staff Millennium patron
a single accounts, would need to records ($500)
card at any which could regularly • Costs to CHPL
OCPL or impact local exchange unknown
Pg 7
CHPL statistical batch files • Increased personnel
library information containing new costs for processing
• Significant staff patron ILLs at both OCPL
time would be information and CHPL. The
required to OCPL and CHPL Systems
import and staff would need Administrator with
export the to develop and OCPL would be
records evaluate required to import /
procedures for export records
this service at weekly estimated at
multiple levels of $3,000 annually.
library operation, .Personnel costs
including associated with
administration, developing new
and public procedures $$
services
Further Interoperability would require Orange County to invest capital in IT
(software and hardware).
OCPL also evaluated the following initiatives; however these do not provide the
direct results that the BOCC is anticipating. In particular it does not provide for a
one card system that allows users to view simultaneously both catalogs & both
user accounts. In addition, most require the heavy investment of purchasing
Millenium for OCPL. (See Attachment C for details and costs.) •
• Migrate OCPL Operations from POLARIS ILS to Millenium ILS
• Purchase and utilize Millenium INN-Reach Resource Sharing Product
• Display CHPL Items in the OCPL Public Catalog and Supplement a
Courier Service
• Honor Chapel Hill Library Cards for Orange County Circulation
Long Term lnteroperability
The most cost effective decision for all libraries in Orange County would be to
invest with Millennium or another vendor to build a Shared System.
Initiative Benefits Challen es Collaboration Cost
Share One .Fully • Determining • High level of • Initial startup
ILS integrated which ILS collaboration cost for
System system with a product best required for building onto
with a single suites the managing CHPL's
Single collection of needs of both transition existing
Database patron records libraries process, system to
of and material • Coordinating ongoing create a new
Holdings records, network setup system shared
and allowing with IT maintenance, system is
Patrons unrestricted departments to and related currently
interchange of allow staff at costs estimated at
•
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•
•
materials for both OCPL and $125,950
all Orange CHPL to • Annual
County access a single maintenance
citizens server fees for the
• Ability to • Determining fair new shared
continue distribution of system
managing costs and staff would be
circulation responsibilities approx.
policies and • Devising $12,250
statistical data policies for higher than
at a local level shared CHPL's
• Patrons have management of current
a single card the system annual
and a single • Orienting staff maintenance
account for and customers fees
managing all at either OCPL • Personnel
items checked or CHPL to the costs
from either new system associated
OCPL or with
CHPL managing
• Potential long- the
term cost collaborative
savings in ILS agreement
maintenance, $$
support and • Costs
related associated
hardware with courier
service
• Personnel
costs for
processing
of materials.
Preparation for 3Year Strategic Plan
1) Departmental collaborations:
The Library Director and staff will meet with the following departments to discuss
possible collaborations for the library with these departments.
• Planning
• Dept of Social Services
• Information Technologies
• Economic Development
• AMPS
• Planning Department
In July we had a meeting with Craig Benedict and Tom Altieri, from Planning to
go over areas of future economic/population growth and the county's
Pg 9
Comprehensive Plan. Access to Wi-Fi is the concern in the outlying areas and a
wireless proposal by Planning to provide cell towers may begin to address this i
issue.
Also discussed were possible growth areas for Orange County, which will be
concentrated in Chapel Hill, directly outside of Hillsborough, and along the 40/85
corridor between Mebane and Hillsborough. The population along the corridor is
currently well- served by Main and asimilar-sized facility in Mebane for the
foreseeable future. The completion of a South/Southwest Regional in Carrboro
should serve the patrons in the southern part of the county.
Information Technologies
We met with Todd Jones in August to discuss how future technologies for
libraries would fall into the IT Strategic Plan for 3 - 5 years. Mobile Services will
need to have consistent wireless capability in order to provide efficient and
practical services. At this time Mobile Internet access is not supported other than
through an airbus card, which is unreliable and inconsistent as are cell phones
remotely in the county.
The Library continues to look at technology that will assist us in the coming future
such as RFID (Radio Frequency Identification) and Self Check outs. The
technology has improved over the past three years, as well as pricing for these
products has become more reasonable as they have been more widely accepted
in libraries. The IT Department will be able to assist us in procuring grants •
through the state library to assist in capital cost to implement these technologies.
Social Services
We met with Nancy Coston, Social Services Director, in August to determine if
there were any SS Programs that the library could participate in an outreach
capacity to meet the underserved. During our conversation, we realized that
there are many areas that are in need of attention through the SS programs,
however, the library with limited resources chose to focus on two 1) The Young
Adolescent Family programs and 2) Work First Programs. In both of these
programs, SS meets with the attendees as a Group, which would allow the library
to assist in getting the word out regarding library services. In the Young
Adolescent Family program, the library hopes to provide a `literacy bag' to each
family to use during the month to read to their children. These bags are thematic
and are all geared to early readers. In the Work First Program we hope to work
with the Work First supervisors by having the library as part of the program,
including a tour and the services found at the library.
Economic Development
Earlier in September we had the opportunity to meet Brad Broadwell to discuss
service opportunities that the Library could provide to prospective entrepreneurs
and business owners in Orange County.
Mr. Broadwell encouraged the library should pursue a partnership with the •
Orange County School District to help support a specialized program for students
Pg 10
• regarding business and resources. By working with the district we may provide
the electronic and reference resources that are necessary for non school hours,
in addition, possibly hosting programs that support this curriculum as well.
An additional resource to consider is the Agri-Business through Piedmont Food
and Agriculture Processing Center. The library could also pursue the possible
partnership with the Center, including the next steps for providing business plans,
resources, necessary business documents and permits, etc. Programming to
support and further this BOCC initiative could be an added value through the
library
Additional Collaborations
The Library will explore opportunities to expand services and collaborations with
our neighboring library systems of Alamance and Durham. Currently, Alamance
does not charge a fee for card for citizens of Orange County. Orange County
currently charges both Durham and Alamance county citizens. As part of the
review, we will determine the costs associated with offering reciprocal borrowing
across county lines. We plan to work with both Durham and Alamance County
on possible further collaborations such as reciprocal borrowing and
programming.
U
•
Pg 11
Attachment A •
Circulation Statistics far Northern Orange County
January 2010 to June 2010 -Main Library (ML) and Cedar Grove Branch (CG}
~h0 \O ,~O ho /,~O np ,moo rho /ti0 ,~O ~,~o ~p \ \
0 0 0 0 0 0 0 0 0 0 0 0 \a \a
`Y tirL `V '1~ `L `L 'L `L ~ '~ `L 'V 'Y o 0
~. C9 ~ V~,. ~ . ~"~. gyp,. ~R. ~ ~0- ~ ' G~o~ ~~tt~~~ C'~
Prarinr4 / c~ C, cr G ~ (~ ~ G ~~ ~.7 ~ C~ ~! i l'+' G
Caldwel l 771 81 981 132 1187 151 980 126 994 195 1192 137 6105 822
Cameron Park 1895 39 2404 19 2433 31 2194 8 2242 21 2954 16 .14122 134
Carr 156 13 192 10 174 33 97 14 116 27 138 15 873 112
Cedar Grove 471 225 560 177 637 205 621 197 533 163 659 189 3481 1156
Cheeks 332 16 493 4 507 6 365 5 507 2 581 1 2785 34
Efland 913 37 1165 2 1023 15 936 0 926 0 1185 0 6148 54
St. Mar's 1399 44 1545 11 15.18 5 1291 7 1490 1 2103 22 9346 90
Tolars .574 134 630 131 606 122 616 137 730 ..124 734 123 3890 771
West Hillsborough 1089 6 1479 4 1387 0 1350 24 1530 11 1693 19 .8528 64
N. Oran a Total 7600 595 9449 490 9472 .568 8450 518 9068 544 11239 522 .55278 3237
Branch Total 15566 779 18841 768 19053 ..857 16596 771 17495 730 22598 719 1.10149 4624
16D00 --- - __ _-- _ -,_-_- _ ___ _ -- -- -,
I
i
99% J
I •
14000
`~
i
12000
'~ 1 D000 o I
- 99 /°
a
v 14
~ o Main Library
= 80D0 - -
^ Cedar Grove
m
~o _ _.
Q 884
y 6000 - ~~ ~ ~ -- - ~:
z I _
4000 ~ - - - ~ "_ -_
° G - I
zooo - - , -
12°I° 89°l0 ~~~25% I ~ ~ °° -i
0 ~ ~ ~ ~-'' ~ -~
Caldv~rell Cameron Carr Cedar Grove (Cheeks Efland St. Mary's Tolars West
Park Hillsborough
Precinct
•
Pg 12
•
Attachment B
Current Library Locations in Alamance, Orange and Durham Counties
•
C7
4
~ ~ i3r~.~c~ra Lc~~~1
Sur ~ llie
~~ L i(jr~ 1~ N=~wr ~J~,~G~r
~L'fLrlL~"~IL~Fi
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n-0l,~ ,~i~ ~ ~-
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3 ~-
~' .
~4~ y
Crr?r~~ ~~~~tiu
Alamance County Public Libraries
1. May Memorial Library; 342 South Spring Street, Burlington, NC 27215
2. Graham Public Library; 211 South Main Street, Graham, NC 27253
3. Mebane Public Library; 101 South First Street, Mebane, NC 27302
4. North Park Library; 849 Sharpe Road, Burlington, NC 27217
5. South Annex Library; 6343 Snow Camp Road, Graham, NC 27302
., .
LS~U FAH AM,'
1
~, ..
~.a
~~F
7 ~
}
--1 ~ r
«~ ~ _
~~f
_~ _ ~ ~,.
Orange County Public Libraries
6. Orange County Main Library; 137 W. Margaret Lane, Hillsborough, NC 27278
7. Carrboro Branch Library (McDougle School); 900 Old Fayetteville Road, Chapel Hill, NC
27516
8. Carrboro Cybrary; 100 N Greensboro Street, Carrboro, NC 27510
Chapel Hill Public Library
9. Chapel Hill Public Library;100 Library Drive, Chapel Hill, NC 27514
Durham County Public Libraries
10. Main Library; 300 North Roxboro Street, Durham, NC 27701
11. Bragtown Branch; 3200 Dearborn Drive, Durham, NC 27704
12. East Regional; 211 Lick Creek Lane, Durham, NC 27703
13. McDougafd Terrace Branch; 1101 Lawson Street, Durham, NC 27701
14. North Regional; 221 Milton Road, Durham, NC 27712
15. South Regiona1,4505 S. Alston Avenue, Durham, NC 27713
16. Southwest Regional; 3605 Shannon Road, Durham, NC 27707
17. Stanford L. Warren; 1201 Fayetteville Street, Durham, NC 27707
6 ~Q
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Pg 13
Attachment C
OCPL and CHPL Utilize Independent Millennium ILS Systems
Initiative ' Benefits Challen es Collaboration Cost
1) Migrate • The public Determining • None Initial startup
OCPL catalogs at whether or not cost for
Operations OCPL and the Millennium migrating OCPL
from Polaris CHPL would product offers to an
ILS to have a similar the independent
Millennium look and feel functionality Millennium
ILS • Minimal need by OCPL system is
formatting at a currently
issues would comparable estimated at
arise when price $148,755
exchanging • Orienting staff • Annual
.data between and customers Maintenance
systems to the new costs would be
system approximately
• Migrating data $25,892
and cleaning
up formatting
differences
between the
twos stems
2) Display . OCPL could • Shared items • OCPL and • Personnel costs
CHPL Items allow patrons to would have to CHPL staff associated with
in the OCPL place holds on be processed would need to developing new
Public CHPL items using develop and procedures $
Catalog to from our public Interlibrary evaluate • Increased
Supplement catalog Loan (ILL) procedures for personnel costs
a Courier .These CHPL procedures, this service at for processing
Service items could be which can be multiple levels ILLs at both
checked out on time of library OCPL and
the patron's consuming for operation, CHPL. At
OCPL card, both parties including OCPL, the
allowing them • Patrons who administration, average ILL
to receive use both collection request
related notices OCPL and development, requires an
and check item CHPL would cataloging and estimated 5
status online still need to public service min of staff
manage two • OC and CH IT time. Currently
separate staff would we process 350
patrons need to per month. If
accounts arrange for this should
reciprocal double, it would
network increase staff
access to time by 30
allow limited hours per
communicatio month or an
n between ILS estimated
servers $11,005 per
year.
•
•
•
Pg 14
•
•
•
Honor .Patrons would • Patrons who • OCPL and • Increased
Chapel Hill be required to use both CHPL would personnel costs
Library register at only OCPL and need to work for processing
Cards for one location to CHPL would with their ILLs at both
Orange use any OCPL still need to respective ILS OCPL and
County or CHPL library manage two vendor to CHPL. The
Circulation .Patrons could separate determine Systems
utilize a single patrons import and Administrator
card at any accounts export with OCPL
OCPL or CHPL • May see a requirements would be
library high level of • OCPL and required to
• Because both duplicate CHPL staff import /export
libraries utilize accounts, would need to records weekly
he same ILS which could develop and estimated at
vendor, the impact local evaluate $3,000
patrons records statistical procedures for annually.
should transfer information this service at • Personnel costs
seamlessly • Significant multiple levels associated with
staff time of library developing new
would be operation, procedures $
required to including • Additional
import and administration software
export the and public components
records service may be
• OCPL and necessary, but
CHPL staff would need to
would need to be evaluated at
regularly the time of
exchange implementation
batch files (estimated at
containing $500 - $2000)
new patron
information
Utilize Millennium's INN-Reach Resource Sharing Product
Initiative Benefits_ Challen es Collaboration Cost
Offer a . A single • Patrons can not • Arrange for the • If both libraries
Union catalog manage their purchase, were using a
Catalog interface would account through setup, Millennium
that display both the union maintenance system, the first
Displays OCPL and catalog, making and year cost for
both OCPL CHPL items it necessary for management INN-Reach
and CHPL .patrons can each library to of the union would be
Holdings place holds on continue to catalog approximately
items through maintain • Arrange for $59,000; while
this catalog independent limited it is possible to
• Shared items public access reciprocal utilize INN-
are processed catalogs network Reach with
through the • Patrons who access OCPL's
INN-Reach use both OCPL existing Polaris
roduct, rather and CHPL system, this
Pg 15
than through would still need cost may
ILL procedures, to manage two increase
streamlining separate • If both libraries
the process patrons were using a
and saving staff accounts Millennium
time • If used with system,
• If both libraries Polaris, OCPL subsequent
are using staff will need to annual renewal
Millennium, regularly export fees would be
holding and item information approximately
circulation to the union $48,000
information is catalog in order If used with
automatically for the keep the Polaris, OCPL
updated in real- holding and would need
time circulation Polaris' Export
• INN-Reach can information Express
also work with current, module at
Polaris requiring a large $1,350, plus
commitment of $300 annually
staff time in maintenance
fees
• OCPL Systems
Administrator
would be
responsible for
exporting
information
daily -and
estimated
increase to
OCPL of
$7, 500.
''For an example of an INN-Reach union catalog, visit Search Ohio at
https://ohpir.westervillelibrarv.org/search
C7
•
•
Pg 16
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