Regional Library Network: Heartland Regional Library Network

Address: PO Box 1948

Visalia, Calif. 93279-1948

Telephone: (559) 734-7753 FAX: (559) 734-7755

E-Mail:BjaneCarp@email.msn.com

Contact:

Name: Brian Carpenter Title: Administrator for Planning

Authorized signature:

Name: Kay Anthony : Date: March 23, 2001

Title: Chair of the Board & Council

Submit in 5 copies, 1 with original signature, by 4:30 p.m., Monday, April 2, 2001 to:

Library of California – Plan of Service Library of California – Plan of Service

California State Library – LDS California State Library - LDS

P.O. Box 942837 900 N Street, Room 500

Sacramento, CA 94237 Sacramento, CA 9581

Regional Library Network: Heartland Regional Library Network

18841. (Administration)

1. Each regional library network shall establish a regional library council...Duties of the regional network council include overall administrative responsibility for the network, adopting an annual plan of service, assuring the appropriate expenditure of funds, and submitting annual budget proposals to the state board for implementation of the provisions of this article.
2. Each regional network council shall elect from its membership a representative board to carry out its policies.
3. Administration and management of the regional library network shall provide the vision and leadership necessary to perform the functions and deliver the services in a timely and satisfactory manner.

Describe in narr

1. Program Description

The region will provide a two-room office. Office supplies will need to be purchased, including postage and mailing supplies. Telephone services will be provided for 3 phone lines (voice, fax, & modem). Renter's insurance will be purchased. A security system will be explored and purchased.

Salaries will be provided for one full-time Regional Administrator, and a part time Secretary. 3/5 of the Administrator's duties will be assigned to the Administration service category. All the Secretary's duties will be assigned to Administration.

The Regional Administrator will be the administrative contact point for the Heartland Region. The Administrator will be charged with overall management of the Heartland Region's offices, personnel and will oversee contract administration. The Administrator will prepare agendas for and take minutes at all Regional Council, Board, Committee and Subcommittee meetings. The Administrator will prepare all reports as required by the Heartland Region, as well as an annual draft Plan of Service and an annual draft budget to present to the Council. The Administrator or a contractor will perform all bookkeeping tasks, including accounts payable and receivable.

The Secretary will assist the Regional Administrator on a part time basis, by performing such duties as filing, answering telephones, preparing packets for mailing, and other duties as assigned.

Various contracts will be designed for professional and maintenance services, including CPA, and attorney fees, as well as computer and janitorial maintenance. It is felt that, by FY 2001/2002, the Heartland Region should be able to manage its own accounts, so no fiscal agent fee will be required. Maintenance contracts will need to be provided, for computers, copiers and other office tools.

The annual Council meeting shall be held the first week in March of every year, where the Plan of Service and Budget will be approved for the next fiscal year, and Board Members and officers will be elected. All Board Directors and officers will be provided with liability insurance and the Regional Administrator will be bonded.

Board and staff travel reimbursements will be provided to and from the Library of California State Board meetings for the Council chair, two Regional Board members and the Regional Administrator. Reimbursement will also be provided for Regional Board members to all Regional Board and Council meetings. Council members will be reimbursed for all expenses to and from Regional Council meetings. Incidental travel reimbursements will be available to Network Board and staff when travelling on Heartland business, including travel to meetings convened by the State library. The Administrator will be provided with 2 additional meetings a year for planning or educational purposes.

2. Service Delivery Standard(s)/Measures

Regional Administrator will be hired and in place by Aug 31, 2001.

The Regional Administrator will have hired a Secretary by Sep 30, 2001.

The Regional Administrator shall have developed a Staff Handbook by Dec 31, 2001.

The mailing of meeting packets shall be in accordance with the Ralph M. Brown Act, and with the Region's Bylaws.

Minutes shall be produced and distributed for review within one week of official meetings of the Board, Council, or any of its committees or subcommittees.

All checks shall be cut and signed at least two times a month.

Travel reimbursements shall be paid within three weeks of submission.

Board members and officers shall be insured and bonded by Dec 31, 2001.

Annual draft Budget and Plan of Service shall be completed by Mar 1, 2002. The final Budget and Plan of Service shall be approved by the Council and submitted to the State Board by Apr 1, 2002.

3. Evaluation

All staff evaluations will be performed in accordance with the Heartland Region’s Staff Handbook.

4. Budget

5. Describe whether this budget supports services and funding for all additional members and participating libraries that the region is submitting for approval at the Board's April meeting for membership beginning July 1, 2001.

This budget reflects the amount that is needed to support Administrative services for all members and participating libraries that will be participating in the Heartland Region in FY 2001/2002.

Regional Library Network: Heartland Regional Library Network

18842. (Telecommunications Infrastructure)

Each regional library network shall do all of the following:

(a) Make available a telecommunications system for the transfer of information and communications among its members.

(b) Provide regional communications based upon the most effective methods of exchanging information among its members.

(d) Provide online access to the information files, resources, and bibliographic records of its members which may be accessed regionally and statewide.

Describe in narrative form how the Regional Library Network will implement section 18842 (a), (b) and (d) including the following elements (use as many pages as necessary):

1. Program Description

NOTE: For FY 2001/2002, the Heartland Region will contract all services related to the Telecommunications Infrastructure to San Joaquin Valley Library System.

(a-b) Web site with Heartland Regional Library Network information and forms for member libraries update news and library contact information. Hosted on existing virtual catalog server (assumes low traffic volume on Heartland Web site and that most design and updating is done by Heartland staff). Each Heartland member without access to e-mail services, but who has Internet access available, will be provided with a minimum of one Web-accessible e-mail account per library. All Heartland Staff will have e-mail accounts.

(d) Provide online access to the information files, resources, and bibliographic records of its members which may be accessed regionally and statewide.

The Heartland Regional Library Network will maintain servers and software to promote resource sharing throughout the Region using a system based on the Z39.50 protocol. Heartland currently owns 3 enterprise-grade servers dedicated to this purpose. One of these servers runs a web-based virtual library catalog connecting to those library automation systems running Z39.50 servers. The server is configured to allow searching of any combination of library catalogs. Links to non-Z39.50 catalogs will also be provided from this web site.

The remaining two servers run epixtech, inc.'s Resource Sharing System, an ISO/IPIG compliant ILL system using Z39.50 catalog searches and the ISO/ILL protocol. This system provides a web-based ILL form and a rich staff workflow management system. Heartland owns 35 workstation licenses, and 7 server licenses for RSS, current in use on one server. Eleven Heartland members, the SJVLS member public libraries and the two CSU campus libraries, have access to RSS server licenses through non-Heartland purchases. The San Joaquin Valley Library System license is run on the second Heartland RSS server. Currently the following libraries are configured for RSS usage: Alliant University- Fresno Campus, Bakersfield College, Cerro Coso Community College, Coalinga-Huron Library District, College of the Sequoias, Community Medical Centers, Fresno County Free Library, Kern County Library, Kings County Library, Madera County Library, Mariposa County Library, Porterville City Library, Taft College, Tulare County Library, Tulare City Library, and Valley Children's Hospital. An additional component of the Resource Sharing System is Remote Patron Authentication(RPA) software. The Heartland Region owns licenses for RPA for Taft College, Bakersfield College, Cerro Coso Community College, and College of the Sequoia. The public libraries in the Heartland Region have an RPA licenses paid for through the SJVLS.

Current server and software licenses should be sufficient to extend use of the RSS system to any Heartland member library operating or planning to install a Z39.50 server in fiscal year 2001/2002.

2. Service Delivery Standard(s)/Measures

(a-b) Web site will be available a minimum of 160 hours per week. Information on the website will be updated within 2 working days of receipt of revised information. Access to e-mail accounts will be provided a minimum of 160 hours per week.

(d)

1. Library staff and patrons will be able to identify 95% of the materials owned by Heartland member libraries with online catalogs through the single search interface of the virtual catalog.
2. Ninety-five percent of ILL requests will be transmitted between member libraries in 3 working days or less.
3. ILL requests will automatically move through a set lender string without borrowing library staff intervention.

1. Evaluation

(a-b) Feedback forms will be provided on the website.

(d) Reports on all transactions through the RSS system will be generated for each library and for the system as a whole. Library users will have opportunity to provide feedback on the system through e-mail links on virtual catalog and RSS pages.

2. Budget, using the following categories:

1. PERSONNEL 0.00
2. OPERATIONS $30880.00
3. MATERIALS 0.00
4. EQUIPMENT > $5000 0.00
5. TOTAL $30880.00

The approximate costs breakdowns for SJVLS to offer telecommunication services are offered below:

(a-b)

Personnel costs for website/firewall/network support: $3,000.00

Personnel costs of e-mail administration: $1,500.00

(d)

Personnel costs for virtual catalog/RSS/RPA new

library set-up and server maintenance: $ 3,500.00

(add $600 staff costs for every new library set up on RSS/virtual catalog)

Maintenance costs for software and hardware: $19,900.00

(a-b, d): Internet Access: $ 480.00

To provide commensurate services pto Public Libraries $ 2500.00

TOTAL: $30,880.00

1. Describe whether this budget supports services and funding for all additional members and participating libraries that the region is submitting for approval at the Board’s April meeting for membership beginning July 1, 2001.

This budget reflects the amount that is needed to support the Telecommunications Infrastructure for all members participating in the Heartland Region's project in FY 2001/2002.

Regional Library Network: Heartland (Region VI)

18842. (Regional Delivery)

Each regional library network shall do all of the following:

(c) Provide intraregional delivery service based upon the most cost-effective methods for moving materials among its members.

Describe in narrative form how the Regional Library Network will implement section 18842 (c), including the following elements (use as many pages as necessary)

1. Program Description

NOTE: For FY 2001/2002, the Heartland Region will contract all services related to the Telecommunications Infrastructure to San Joaquin Valley Library System.

Heartland will contract with the SJVLS to expand the CLSA library system's existing van-based delivery system to include twice a week delivery to the non-public Heartland members. The SJVLS delivery service is based out of Fresno, but for Heartland delivery SJVLS will subcontract with member library jurisdictions where Heartland sites are convenient to existing branch library delivery routes. Under this proposal, SJVLS will provide van delivery service twice per week to one location designated by each Heartland member and to the Heartland Office. Each Heartland member will be provided with sufficient mail pouches, shipping crates, and routing slips for placing items in delivery.

2. Service Delivery Standard(s)/Measures

95% of items will be delivered within 4 business days after pickup. Average delivery time between delivery locations will be 2 business days. Measures: Number of items shipped, number of stops per week/per site; business days elapsed between placement in shipping and delivery

3. Evaluation

Spot checks of delivery times will be used to verify performance, using information recorded on the routing slips. Data will be entered into an Access database. Data from the Resource Sharing System will be used to calculate time between staff placement in delivery and staff processing of receipt where the system is in joint use. Quarterly reports of utilization and performance will be issued to the Heartland Board.

4. Budget, using the following categories:

1. PERSONNEL 0.00
2. OPERATIONS 142,300.00
3. MATERIALS 0.00
4. EQUIPMENT > $5,000 0.00
5. TOTAL 142,300.00

(Roughly $40,000 personnel, $7,000 supplies, remainder is operating expense.)

$29,250 was included to provide commensurate services to public libraries.

The budget is based on twice a week delivery to 35 sites at $3230.00 per site.

Once a week delivery is $1615 per site.

5. Describe whether this budget supports services and funding for all additional members and participating libraries that the region is submitting for approval at the Board’s April meeting for membership beginning July 1, 2001.

this budget supports services and funding for all additional members and participating libraries that the region is submitting for approval at the Board’s April meeting for membership beginning July 1, 2001.

Regional Library Network: Heartland Regional Library Network

18845. (Training and Continuing Education)

Each regional library network shall provide opportunities for training and continuing education activities that encourage the most effective use of the resources and services authorized under this chapter, and that respond to the needs of its members in the effective delivery of services.

Describe in narrative form how the Regional Library Network will implement section 18845,including the following elements (use as many pages as necessary):

1.Program Description

New participating libraries will be required to send at least one staff member to an orientation session within 6 months of joining. SJVIS will make sessions available on a regional basis and will accommodate small numbers of participants if necessary to ensure attendance. The orientation will include a basic introduction to the reference interview, referral procedures and guidelines.

At least 2 sessions of Effective Reference Performance training will be offered during the fiscal year to staff of participating libraries. This is in depth training in the reference interview and includes a large time commitment in follow up work on the part of the staff trained.

At least 4 subject training sessions will be offered. The topics will be selected in consultation with the Heartland Board of Directors and each session may be repeated up to 2 times if demand warrants. These programs will be in the use of reference tools, both hard copy and online.

A newsletter will be distributed electronically to inform staff of participating libraries about reference matters.

SJVIS staff will be available for phone consultation on particular questions and types of questions to suggest techniques, approaches and tools.

The SJVIS Reference Correspondence Course will be available to staff of member libraries online and SJVIS staff will correct the course. Continuing Education units will be awarded on completion.

In addition to training delivered by SJVIS, the Heartland Region intends to deliver InfoPeople training sessions. Training topics are to be determined, and will be based on member interest.

2. Service Delivery Standard(s)/Measures

At least 90% of participants in training sessions will rate the sessions as good or excellent.

3. Evaluation

Participants will complete evaluation forms after each session.

Working with the Heartland Board, SJVLS will explore becoming a certified provider of the Continuing Education Unit by the: The International Association for Continuing Education and Training (IACET).

4. Budget, using the following categories:

1. PERSONNEL 0.00
2. OPERATIONS 83129.00
3. MATERIALS 0.00
4. EQUIPMENT > $5,000 0.00
6. TOTAL 83,129.00

SJVLS's expenses will be approximated as follows:

Category	LoC
1. Personnel	18,185
2. Operations	5,450
3. Materials	500
4. Equipment > $5,000	0
5. Total	24,129

5. Describe whether this budget supports services and funding for all additional members and participating libraries that the region is submitting for approval at the Board’s April meeting for membership beginning July 1, 2001.

All additional participants can be handled, but all training will be limited in number of sessions and participants.

6. Estimate the total amount of LoC funds needed to completely implement this service component to all regional members as of July 1, 2001.

Training is limited in this budget. Numbers of participants per session and numbers of sessions will be curtailed, so all staff who wish to participate will not be able to do so. To fully fund this proposal for all participants, $80,200 will be required.

 

LIBRARY OF CALIFORNIA NETWORK PLAN OF SERVICE

Regional Library Network: Heartland Regional Library Network

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18845. (Training and Continuing Education)

Each regional library network shall provide opportunities for training and continuing education activities that encourage the most effective use of the resources and services authorized under this chapter, and that respond to the needs of its members in the effective delivery of services.

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Describe in narrative form how the Regional Library Network will implement section 18845,including the following elements (use as many pages as necessary):

1.Program Description

New participating libraries will be required to send at least one staff member to an orientation session within 6 months of joining. SJVIS will make sessions available on a regional basis and will accommodate small numbers of participants if necessary to ensure attendance. The orientation will include a basic introduction to the reference interview, referral procedures and guidelines.

At least 2 sessions of Effective Reference Performance training will be offered during the fiscal year to staff of participating libraries. This is in depth training in the reference interview and includes a large time commitment in follow up work on the part of the staff trained.

At least 4 subject training sessions will be offered. The topics will be selected in consultation with the Heartland Board of Directors and each session may be repeated up to 2 times if demand warrants. These programs will be in the use of reference tools, both hard copy and online.

A newsletter will be distributed electronically to inform staff of participating libraries about reference matters.

SJVIS staff will be available for phone consultation on particular questions and types of questions to suggest techniques, approaches and tools.

The SJVIS Reference Correspondence Course will be available to staff of member libraries online and SJVIS staff will correct the course. Continuing Education units will be awarded on completion.

In addition to training delivered by SJVIS, the Heartland Region intends to deliver InfoPeople training sessions. Training topics are to be determined, and will be based on member interest.

2. Service Delivery Standard(s)/Measures

At least 90% of participants in training sessions will rate the sessions as good or excellent.

 

3. Evaluation

Participants will complete evaluation forms after each session.

Working with the Heartland Board, SJVLS will explore becoming a certified provider of the Continuing Education Unit by the: The International Association for Continuing Education and Training (IACET).

4. Budget, using the following categories:

BUDGET SUMMARY

7. PERSONNEL 0.00
8. OPERATIONS 83129.00
9. MATERIALS 0.00
10. EQUIPMENT > $5,000 0.00
12. TOTAL 83,129.00

SJVLS's expenses will be approximated as follows:

5. Describe whether this budget supports services and funding for all additional members and participating libraries that the region is submitting for approval at the Board’s April meeting for membership beginning July 1, 2001.

All additional participants can be handled, but all training will be limited in number of sessions and participants.

6. Estimate the total amount of LoC funds needed to completely implement this service component to all regional members as of July 1, 2001.

Training is limited in this budget. Numbers of participants per session and numbers of sessions will be curtailed, so all staff who wish to participate will not be able to do so. To fully fund this proposal for all participants, $80,200 will be required.

Regional Library Network: Heartland Regional Library Network

18847. (Public Awareness)

Each regional library network shall augment the public awareness programs of its members by providing public relations packages to them for customization and dissemination.

Describe in narrative form how the Regional Library Network will implement section 18847,

including the following elements (use as many pages as necessary):

1. Program Description

Salaries will be provided for one full-time Regional Administrator. 2/5 of the Administrator's duties will be assigned to the Public Awareness service category.

The Regional Administrator will be responsible for the development Public Relations packages, which shall be available online, and in print. This will appear, at the outset, in the form of a newsletter, and later, additions to the packet will be developed.

The Regional Administrator will spearhead a membership drive that runs from Oct 1, 2001 - Mar 1, 2002. During this time, the Regional Administrator will be charged with the recruitment of new members, first by mailers, and then by site visitations and meetings with prospective members. Applications submitted by March 1, 2001 shall be considered for inclusion as members in the 2002/2003 fiscal year.

2. Service Delivery Standard(s)/Measures

Public Relations packages will be developed on a quarterly basis, beginning Oct 1, 2001, and developed every 3 months thereafter.

The Regional Administrator will promote the region to all the non-member libraries in the region, and provide recruitment result updates at each Regional Board Meeting.

3. Evaluation

A phone-interview of newsletter recipients every six months will determine desirable changes to the format of the Public Awareness packet.

Either an increase in membership, or 100% market saturation will determine the measure of efficacy of the membership drive.

4. Budget, using the following categories:

5. Describe whether this budget supports services and funding for all additional members and participating libraries that the region is submitting for approval at the Board’s April meeting for membership beginning July 1, 2001.

This budget reflects the amount that is needed to support Public Awareness services for all members that will be participating in the Heartland Region in FY 2001/2002, and for the recruitment of potential members for FY 2002/2003.

LIBRARY OF CALIFORNIA NETWORK PLAN OF SERVICE

Regional Library Network: Heartland Regional Library Network

SUMMARY PAGE

1. Consolidated budget. Please summarize all program budgets in this final table.

CATEGORY	LoC
1. Personnel	$ 74,000
2. Operations	$ 559,521
3. Materials	$ 0
4. Equipment > $5,000	$ 0
5. TOTAL	$ 633,521

2. Anticipated Membership 2002/03

Attachment A is a table reflecting Library of California Memberships approved by the Library of California Board at its February 2001 Board Meeting. For the purpose of planning, please estimate the number of members and participating libraries in your regional network for the 2002/03 fiscal year, including the numbers indicated in Attachment A.

Library Type	Number (Feb. 2001)	Number (2002/2003)
Academic Library Members	7	14
Participating libraries	7	16
Public Library Members	8	9
Participating libraries	94	95
School District/Independent Members	15	30
Participating libraries	56	112
Special Libraries Members	9	15
Participating libraries	10	18
Total Members	39	68
Total Participating	167	236

3. Resource sharing support

If possible, please provide an estimate of how much the network budget that supports the 2001/02 Plan can be said, in the broadest sense, "to reimburse libraries to share their materials with each other," and define which programs and services that dollar figure reflects.

The portions of the network budget that would reimburse libraries to share their materials are the Delivery Component, and a portion of Telecommunications component. This cost is 168,680, approximately 26.6% of the entire budget.