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Books and bytes
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John Ramsey
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Bringing libraries into the 21st century
Though it has more than 45 years of experience working with libraries throughout the four western counties, the Western Massachusetts Regional Library System (WMRLS) recently decided it was time to reexamine what it was doing. State budget cuts in FY03 had decimated its staffing levels and crippled its ability to provide library materials and other services.
WMRLS, which has 311 member libraries (academic, public, school and special), embarked on a strategic planning process. With input from a committee of its member libraries, and help from a skilled facilitator, Susan Kohler-Gray, a Management and Organizational Development Consultant based in Northampton, WMRLS reviewed how use of its services has changed over time, current opinions on those services, and trends that will influence library services in the future. As a senior committee member stated, "The most challenging situations can often be the perfect time to reevaluate what you've been doing, and determine what you really should be doing,"
A New Plan
A new strategic plan was developed that has outlined a change in the way WMRLS works with libraries. A major shift was the realization that the organization can no longer be "all things to all libraries" as in the past. Instead, its focus is more as an agent to bring libraries together. The logo that had been in place for several years was changed from a book to a symbol showing movement around a central hub, in an attempt to graphically convey the new vision of the organization, stated as: "By the year 2008, the Western Massachusetts Library System will be the dynamic center of a vital regional library community." The tagline for the new logo is now "Libraries: Cooperating, Communicating, Sharing."
With more than half the communities in the four western counties having populations of fewer than 2,000 people, the strategic plan called for WMRLS to look especially at its services to small public libraries. It called for the organization to, "Reaffirm that small public libraries are a key constituency of WMRLS, part of what makes it unique among the regions, and commit to researching a variety of approaches to meet the needs of users of small public libraries."
An Independent Evaluation
WMRLS was successful in obtaining a Federal grant to hire a nationally-known library consulting firm, Himmel and Wilson of Milton, Wisconsin, who met with regional librarians and trustees. The consultant surveyed library users as well, to gain a comprehensive sense of how small public libraries operate, and identify their strengths and challenges. The consultant compared the effectiveness of our libraries with libraries in other states, including our region's organizational and governance structures.
After a six-month process, the final report was issued. The report contained a number of recommendations, the primary ones being that WMRLS and its small libraries should:
- Continue to maintain the "customer service" edge often associated with small libraries
- Strive to ensure that small libraries are "fully connected" (including both high speed Internet service and participation in a regional shared automation system)
- Develop cooperative collection development and resource sharing mechanisms that ensure that libraries have vital collections
- Create a model for 21st century small libraries and work to attain foundation and grant funding to create a number of exemplary small libraries in the region
- Seek mechanisms to enable libraries to recruit and maintain highly qualified staff (explore shared positions, temporary services such as "BiblioTemps," and mechanisms to offer affordable access to employee benefits)
- Seek additional "targeted" funding from the Massachusetts Board of Library Commissioners, foundations and other granting organizations, and from local libraries and their townships
The study also reaffirmed the need and value of the bookmobile service that for more than a half century has been supplying books and other library materials to small libraries to supplement what they can offer their users. The study also suggested that the small libraries themselves might contribute funds toward this service.
Forward Movement
Since the report was released this past July, the regional system has been diligently following a number of these recommendations. With assistance from the Massachusetts Board of Library Commissioners, a program has been put in place to bring high-speed Internet access to libraries in small communities that do not have access to either cable or DSL service. Grants have been sought to determine the viability of an automated library system for small libraries, and to employ a coordinator to begin work on the issues of shared staffing, cooperative collection development and other initiatives to improve the services and connectedness of small libraries. Recently, another grant was awarded by the Community Foundation of Western Massachusetts to provide computers for several of the small libraries that will receive enhanced Internet access.
As with any organization, for profit or not-for-profit, planning is the key. To prepare for 2007 and beyond, the libraries in western Massachusetts asked themselves, "Where should we be putting our resources and our efforts, and why?" Now they have the answers they need and a plan to follow.
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