HomeMy WebLinkAboutAgenda - 11-08-2012 - 5i 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: November 8, 2012
Action Agenda
Item No. 5-i
SUBJECT: Report on Library Interoperability
DEPARTMENT: Library Services PUBLIC HEARING: (Y/N) No
ATTACHMENT(S): INFORMATION CONTACT:
Cover Memorandum with: Lucinda Munger, 919-245-2528
• Report
• Copy of Signed Interoperability
Agreement Regarding Library
Services between Orange County
and Chapel Hill
PURPOSE: To receive the Library Interoperability Report from the Town and County Managers
and Library Staff for Orange County and the Town of Chapel Hill, and authorize staff to proceed
with implementation of the first four (4) short term objectives.
BACKGROUND: In 2012, the Orange County and the Town of Chapel Hill entered into an
Interlocal Agreement for Library Services (attached). A condition of this agreement (Section 3)
is a report to the two governing boards by County and Town Managers and Library Staff
regarding appropriate methods for interoperability between the Orange County Library System
and the Town of Chapel Hill Library. The attached memo and report outline the short term
objectives and process for attaining preliminary steps toward interoperability.
As part of the agreement, the 2013-14 County contribution to Chapel Hill for Library Services is
scheduled to be 27% of total County Library System operational costs, an increase of 3% over
the FY2012-13 of 24%. If total library expenses remain the same at $1,705,183, then 27%
would reflect a contribution of$460,399.
FINANCIAL IMPACT: There are no financial impacts associated with receiving the report and
no impacts with the recommended implementation of the first four (4) short term objectives.
RECOMMENDATION(S): The Manager recommends that the Board:
1) Receive the report;
2) Authorize staff to proceed with implementation of the first four (4) short term objectives;
3) Plan to discuss the "Areas of Further Exploration" at the joint meeting between the Board
of Commissioners and Chapel Hill Town Council scheduled for March 2013; and
4) Request that the elected officials working group meet prior to the March joint meeting to
review progress and make recommendations.
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Memorandum
To: Chair and Orange County Board of Commissioners
Mayor and Town Council of Chapel Hill
From: Frank Clifton, County Manager
Roger Stancil, Town Manager
Lucinda Munger, OCPL Director
Mark Bayles, Interim CHPL Director
Subject: Update on Interoperability
Attachments: A— Report
B — Interlocal Agreement - copy
Date: 10/24/12
Introduction and Purpose
In 2012, Orange County and the Town of Chapel Hill entered into an Interlocal
Agreement for Library Services (Attachment B). A condition of this agreement
(Section 3) is a report to the Boards by County and Town Managers and Library
Staff regarding appropriate methods for interoperability between the Orange
County Library System and the Town of Chapel Hill Library. As part of the
agreement, the 2013-14 County contribution to Chapel Hill for Library Services is
scheduled to be 27% of total County Library System operational costs, an
increase of 3% over the FY2012-13 of 24%. If total library expenses remain the
same at $1,705,183, then 27% would reflect a contribution of$460,399.
Library staff from Orange County and Chapel Hill met earlier this fall to examine
current services and possible methods for promoting cooperative interlibrary
services. Based on these discussions, staff has identified and agreed on Two
(2) Primary Long Term Library Service Goals
1) Ease of Use for all Orange County residents and Chapel Hill
residents residing in Durham County
2) Access for all residents to library services
Based on these primary long term library goals, staff has identified Four (4) short-
term objectives that can be implemented within 12 months, with little to no
financial impact. (See Attachment A for detailed descriptions, including benefits)
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Section 1
1) Policy Alignment
2) Program Collaboration
3) Staff Development
4) Statistical Reporting
Within this report, staff also identified Three (3) "Areas for Further Exploration".
Section 2
1) Single Library Card
2) Shared Online Subscription Services
3) Exchange of Materials
Due to the financial impact, extensive collaboration and long term commitment
needed for these initiatives, they would require consultation with our mutual
vendor, Innovative Interfaces. In addition, they would require financial support
from both governing bodies during an annual budget cycle and formally defined
responsibilities as outlined through a mutually agreed upon amendment to the
interlocal agreement between both Boards.
Manager Recommendations
1) Authorize Managers to proceed with implementation of the first four (4)
short term objectives; and
2) Discuss "Areas of Further Exploration" at joint meeting between Orange
County and Town of Chapel Hill scheduled for March 2013.
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Attachment A
SECTION 1
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The Library staff recommends the following mutually agreed upon short term objectives of cooperative
library services as appropriate for implementation within the next 12 months with little or no financial
impact.
1) POLICY ALIGNMENT
Library staff would work to align the policies regarding registration, borrowing materials and other library
services.
ACTIVITI ES
• Collaboratively review existing policies and recommend changes for closer alignment between
systems
BENEFITS
• Promotes a consistent user experience for library patrons
2) PROGRAM COLLABORATION
Library staff would explore opportunities to collaborate on program planning and promotion.
ACTIVITI ES
• Seek opportunities to book performers and programs at both library systems
• Reciprocally promote key library programs through digital signage and other publicity
• Evaluate opportunity to conduct a joint Community Reads program during the 2013—2014 fiscal
year
BENEFITS
• Maximizes investment in programming by offering programs at multiple locations
• Raises awareness among residents regarding library programs across the county
3) STAFF DEVELOPMENT
Library staff would schedule regular meetings and joint professional development.
ACTIVITI ES
• Schedule regular meetings among library staff from both systems to discuss professional
experiences and best practices
• Collaborate on professional training opportunities
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BENEFITS
• Supports service alignment and program collaboration between libraries
• Raises staff awareness of library services across the county
• Maximizes investment in staff development
4) STATISTICAL REPORTING
Library staff would work to further align data collection and reporting practices.
The State Library of North Carolina requires each library in the state to provide annual statistical data,
compiling like usage data for review and analysis. Both Chapel Hill Public Library and Orange County
Public Library already provide this data annually.
ACTIVITI ES
• Utilize the Land Records database as a common resource for analytics and metrics
• Provide evaluations using the common database to illustrate the distribution of library
registration and circulation activities based on patron residence ( such as patron count and
material circulation)
• Review additional types of regularly compiled statistics to identify additional areas in which
standardized statistical outputs would benefit service evaluation
BENEFITS
• Ensures consistency in the service measures reported by the library
• Provides foundational data for exploring potential future cooperative interlibrary services
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SECTION 2
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The Library staff has identified the following areas of possible cooperative interlibrary services for the
future. Cooperative services presented in this section would require resources and personnel not
currently in place within the library systems.
Due to the financial impact,extensive collaboration and long term commitment needed for these
initiatives,they would require consultation with our mutual vendor, Innovative Interfaces. In addition,
they would require financial support from both governing bodies during an annual budget cycle and
formally defined responsibilities as outlined through a mutually agreed upon amendment to the interlocal
agreement between both Boards.
1) SINGLE LIBRARY CARD
The library systems would develop a process for joint issuance of cards. The library staff would regularly
exchange patron registration data so that library cards issued from either system would be accepted at all
library locations.
BENEFITS
• Library patrons would need only one library card to access library services across the county.
PRELIMINARY CONSIDERATIONS
• Subscriptions for Online Resources—Both library systems have purchased subscription resources
for their library patrons. Access to these resources is usually based on the patron library card
number,and subscription costs are determined by the library's service population and/or
number of registered patrons. As a result,the exchange of patron data may violate existing
service contracts or increase service costs.
• Duplicate Records—Many patrons are already registered at both library systems. An
implementation plan would need to consider the proper management of duplicate records.
LIMITATIONS
• Library patrons would still have to manage two separate library accounts. Patron requests,
borrowed items and fees would be reflected separately for each library system.
• Reciprocal card use would not be in real-time. Library staff would have to batch load records on
a regular basis,so new registrations at one library system would not be immediately reflected in
the other system's database.
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FINANCIAL IMPACTS
• Software costs associated with enabling the exchange of patron registration data.
• Personnel costs associated with importing and exporting data. Personnel costs would be
contingent upon the level of technical expertise required to perform this task and the frequency
with which data is exchanged.
• Sharing patron data has the potential to result in increased annual costs related to subscription
resources and/or ILS maintenance.
2) SHARED ONLINE SUBSCRIPTION RESOURCES
As indicated in option 1, both library systems maintain a collection of online resources for their library
patrons. If a single card is accepted at both library systems,there may be opportunities to negotiate
shared contracts for duplicated services.
BENEFITS
• Negotiating joint contracts for select online resource subscriptions may provide cost savings to
both library systems or eliminate duplicate costs.
PRELIMINARY CONSIDERATIONS
• Interlocal Agreement—Joint contract negotiation would require a well-defined interlocal
agreement regarding the terms access,continuation, maintenance and ownership,as well as
collaboration between the legal professionals representing each governing body.
LIMITATIONS
• Opportunities to negotiate shared contracts would have to be established separately for each
vendor,and may not be available for all resources.
FINANCIAL IMPACTS
• Further negotiations among governing bodies and resource vendors would be required in order
to determine financial impacts.
3) EXCHANGE OF MATERIALS
The library systems would regularly exchange books in order to fill patron requests for titles not owned by
the patron's home library.
Orange County Public Library currently provides a similar service to Carrboro libraries, including a courier
route 3 times weekly.
BENEFITS
• Library patrons that prefer to use only one library system would have access to additional
materials.
• Library patrons would have additional flexibility regarding the pickup location of requested
materials.
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PRELIMINARY CONSIDERATIONS
• Scope—The costs and resources required for an exchange of materials depend on the desired
outcomes of the service. Considerations include staffing,eligible materials and frequency of
exchange.
LIMITATIONS
• Library patrons would still have to manage two separate library accounts. Patron requests,
borrowed items and fees would be reflected separately for each library system.
FINANCIAL IMPACTS
• Software costs associated with enabling the exchange of material requests. Software
requirements would be contingent upon the desired outcomes.
• Personnel costs associated with processing requested materials and providing courier services.
Personnel costs would be contingent upon the scope of the service.
• Maintenance costs associated with maintaining a courier vehicle.
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Attachment B
[NTERLOCAL AGR��11lfENT BY AND B�TWEEN ORANGE COUNTY
AND THE T�WN OF CNAPEL H�L.L REGARD[NG
FEJNDING OF THE CHAPEL HILL M�N�CIPAI. LfBRARY AND
IMPROVED INT�RbP�RAB�LETY dF LIBRARY SYSTEMS
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THl� �GR���iEhfT, made and enf�red into this �� day of ��"����;
20�befween fha Town of Chapef H111, Nor�h Carolina, a Norfh CaroHna m�tnicipal
corporafion, af arange Caunty, �lar�h ��rolina {her�ir�aft�r ref�rr�� ta a� th� "Town");
a�d Oran�e Goun#y, a body paHtic and palitical su�divislon of the State af Norkh �
Carolina (hereinafter referred ta as th� °County"), for the jaint andlor assigned
operations and funding responsi�ilities of fhe Cha�e� Hill Mutiicipa� Library (har�ina�ter
referred ta as the "Municipa! Llbrary"}.
4�VETP������H
WHEREAS, the County and Tawn are public bodies, politic a�d corporate, under
t�e laws of fhe 5tate af Nor�h Carolina and are �esfed wit� the power and aufharf#y to ,
owr� and operate [ibraries for the benefit af the public pursuanf fa Article 14 of North
Carofina Genera! Statu.tes Chapt�r 153A and ar� a�tharized by Article 24 of North
Carofina General Statutes Chapfer �6aA to enter info this Interfo�a! Agreement
(hereinafter �eferred ta as the "Agreement"); and �
11�H�REAS, the Gounty operates a library sys#em affording se�vices to all
residents of Orange County and the To►nm operates its Municipal Library for the pr�ncipaf
benefit of Town resfdants, whlfe also providing fibrary servfces to resfdents of the
Counfy beyond its corporate limits; and
,
WHEREAS, the Coun#y has historfeafly provic�ed flnancial support for fhe Town's
aperatfon ofi t�e MunicipaE Llbrary by way of an ann�al cantri�utian, most �ecently a sum
of approximately �250,000.0� in FY2a10-11; an�
WHEREAS, Orange Counfy is cornmit#ed to buil�ing and maintain�n� a robust
county iibrary system for alf County residents a�d fo supporiin� library services at �he
highest ieve! feasible within its ffscai canstraints; and
WH�REAS, the Counfy and Town (i�ereinaft�r refierred ta jofntly as t�e "Parties"}
acic�awledge fhaf Town residents primariEy rely an the Municipal library for library
S8t111CGS �i�CI, f��her, fhat many resEd�nts of�he soufh�rn portion of fhe C�unty, outslde
fhe Town, a�so r�ly an the Municipal Library and not t�e Counfy library system, for
library servic�s; and
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WHEREAS, the Towr� has historically provided Iibrary services to County
residents outside of the Town's corporate limi#s at no charge an� on the same basis as !
such services are provlded to Town resi�ents in accardance with N,C General Statute �
Sec, 153A-264; and
1fVHER�AS, the Parties hav� nof pr�viously �nstituted a formal written agreement �
to direct or calcufate the County's annual corttrib�t�on in suppor# of Munici�al li�rary '
operations; and
WHEREAS, the Par�ies recognize the mutuaf benefit and inter�s� of th� Parties
hereto, and to fhe p�blic genarally, in the County's continu�d cantribution to the E
M�nicipaf Library and i� the Town's provision of library services to County resfden#s; �
and
WH�R�AS, the Par�ies wish �o continue #heir longstanding relatior�ship under
which the Counfy provides annual funding ta #he Taw� for library services to ensure
such senric�s are available af na c�arge ta Coun#y residents; and
WHEREAS, the Par�ies uv�sh, by entering into this Agreement, #o esta�lish fhe
terms wher�by future County f�nding of the Municipal Library shali confinue and to
sstablfsh a mechanism or Forrnula whereby such funding may be appr�priately
calculated; and
WWEREAS, fhe Partl�s wis� to explore op�ortunities far cooperative inter-Iibrary
serv�ces and opera�ility, whereby residents of the Town and t#�e County may ha�e
improve� access to library resources provided by bofh Parties;
NOW, THERE�'QRE, ln consfderatian of the foregoing and on mutuai promises
and obli�ations set farfh herein, fhe recei�t and su�ficiency af wt�ic� �s hereby
acknowledged, f�g part€es agree as foflaws:
1, T�RM
a. Thfs Agreement s#�all commence January 1, 20�2 for the remainder of
t�te 2a11-2Q12 Fiscal year and shall cor�t�nue each fiscal year thereafter �
thro�gh June 3p, 20'i 5. i
b. T�is Ag�eement may be renewed beyonc� July 1, 2015 upon writtan
agreement of the Partles.
2. COUNTY CON1'RIBUTIONS TO LIBRARY dP�RATING EXPENSES ;
a. T#�e County contributed ta th� Town, far general operati�g expenses of
tha Municipal Library, a base sum of Thrse Nundred �orty-twa
7housand Nine Hundre� Eighty-Six Dollars ($342,986} for FY 2d11 - f
2092. The base sum reprasents 2'I% of the #otal operational costs I.
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($1,633,2G9) the County budgeted for fts Main Library, Carrboro Cybrary
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and the Carr�oro-McDou�le Library for the same Fiscal year. i
b, Beginning in �'lscaf Year 2d1'I-2012, it is the lr�t��t that fhe Cour�ty's ?
annual �ase sum cor�trE�ufion to fhe Town l.ibrary will Incr�ase, subj�cf � �
to bud��# constraints, eacf� fiscal year t�rrough J�r�e 30, 20�f 5 untif the �
County's contribution to the Town L.ibrary equates to 3Q % of whai the
County spends annualiy for operational casts for the County Library
Syst�m,
c. lt is the County's intent to increase i�s contrib�tion to the Town Libr�ry �y
addin� fhree percent (3%� each fiscal year to #he bas� sum currently �
contrib�ted to the Town. Ouer t#�e �ife of t3�is agreement, doing so vvou4d
increase fhe Cou�ty's contrfbution ta the Town's Library fro�n its curr�nf
21% of tatal Co�nty �iE�rary System op�rationaf costs to 30% in tl�e fiscal
;�e�r eneting ��ur�e 3Q, 2015. Ad�itional P1:ta�sic,ns of the agrsei�ie��t �
could result in additional Caunty contributions. �
�, lt wouid be the infenf of the Cou�ty ta incr�ase E�S fUC]C�l�l� p� CD!lll�y �
�.ibrary operatior�al costs, by a �raportionai increase, and th�n ta
increase f�nding provided to the Town li�rary by tf�e previousfy agread
�pon percentage af the library system increase, not to exceed t�ree
percent {3%) annually. !f in any fiscal year the Coun#y does nat increas�
itS �UC1C{I�1� �4 the Counfy Library System by an amounf equal to the
increase being provided the Town Library via this agreement, ti�e
amaun� contri�uted ta the Town Library wifi be less than three pe�cent
(3%). If in any ffscal year t�e County reduces funding for Co�nty E.ibrary �
System opera:tional costs, r�o increase wilf be provi�ed the Town Library
during that same fiscal ycar.
e. At no tlme during the term of thls agreement would fhe County's
cor�tri�u#fon to fhe 7awn �.fbrary fal! belaw �he initial base sum amount
provided in t�is A�reem�nt. (
f. Fundln� far equipment, faelilty expar�slo� and debt s�rvice assoc(ated �
with facllity enhancements of County �.Ebraries are nat operafiona! cosfs
and will not be included In calculations of contributiar�s to be provlded #o
the Town Library �y#he County. �
g, The Town will remain responsible for the c�ay fo day operations of the
Munici�al L.ibrary.
3. INFEROPERABfl.ITY OF LIBRARY SYSTEI11fS �
a. The Par#f�s agree�#o direct Cour�ty and Tawn managers an� llbrary staff '
to examin� mefhods and defermine fhe most appropriate methods of
interopsrability between the Orange Caunfy Library Syst�rn and the
Town o� Chapel Hill Library, to be determined during t�e term of this �
Agreement. j
i�. Upon sfaff mukualiy det�rmining fhe mc�st appropE�iat� methods for a ;
transitian to inferapera�ility, County and Town rnanagement shafl make '
a recommendation fo tY�e �ov�rning boards of fhe County and Town !
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before No�ember 20�2. 7his r�:commendation will inc[ude a descripkion
af costs and benefits of optlor�s considered.
c. Upon ado�fion of an agraement impfementing interoperability, w�ich
may be adopted by way of Amendment ta fhis Agreemer�t, such �
Ir�teroperab€lify sl�all �e phased �n over an appropriate period of time. a`
�. �lBRARY BOARb O� TRUSTEESIADVIS4RY BOARQ
The Baard of County Commissioners sha(I appoint a eounty commissEoner to
serve as liaison to tha Tawn's Library Baard af Trustees. The liaison may
attend Board af Trustees meetings and may make recommendations to t�e
Board of Tr�stees.
5. REVt�W Q�' AGRE�MENT I
a. During the initial three y�ar �erm, this Agreement sF�afl be review�d by
staff af the Mur�icipa! Library an� Orange County Library and County and �
Town Managemenf, in consultatfon with a represer�ta�i�e group of
e[ected of#Ici�ls; each year beginning no later fh�n October 15, 2092
with a �epnrf generated for the Town and County governing �oards
describing: �
i. The costlbenefit of the Coun#y's fundi�tg contri�ution to the
Mur�icipal Library; �
� I1, Any dit�lculties et�co�ntered In implemer�ti�g fhe terms of this �
Agreement; I
fil. Veriflcatian that funding provid�� is be�ng ufilfzed as pra�osed;
iv. Consideratio� of ways �y which the Cour�ty may offse� fhe demand `
on the Municipal Library; k
v, Ar�y ot�er Issues fFiat need #o be examined,
b. The Agreement shall be �eviewed by s#aff annually with a report
generated for the Town an� Cnun#y gaverning boards describing ti�e
sam� it�ms set out in s��seckian (a) of this section.
�. AMENbMENTS
This Agreement may bs amended by mutual written consent of the County �
and Town. �
7. TERM�NATION �
This agreement may �e termfnated by eifher Parfy hereta upon one year
advance writt�n notice to the ather Party or at any fime by mu#ua[ writfen ,
ag�eement of the Partles. I
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8. NQT#CE
Any notice requfred by tt�is Agreement shail be in wrlting an� d��ivered by
cerfffied ar regfs#ered mail, retum receipt requested ta ti�e following:
To the County: To the Town:
Orange Gounty 7owr� of ChapeE Hill
County Manager Town Manager
200 S. Cam�ron 5freet 405 Mar�(n Luth�r King, Jr. Blv�.
Hillsboro�gh, NC 27278 Chapef Hill, NC 27514
9. ENTtRE ACR�E�II�NT
7his Agreement consfitutes the er�tire Agreement of the pa�ties hereto and is
eff�ctive t�e �ate fErst abovo recorded.
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Ma n of Cha�el ' �� '`�—�_, C�ralr, Board of Orange Ca�t�
�y� � Commissioners �t¢�•�t ' �
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ATT�ST: _____ ' � ATTEST: � � ;3;
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Town Clerk Clerk to t�e �oard
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