document is to be used as a guideline to plan for staffing,
services, technology, budgets and communication for fiscal years
2014, 2015and 2016.
It is a working document subject to
change based on income (revenues) and changes in the library
political and social environment.
This document will be reviewed each
year during the annual Public Hearing in September, as needed.
plan is based on the Board of Trustees approved Mission and
Vision Statements which were recommended and reviewed by the
staffs of the administrative headquarters and the library
branches during meetings held in 2003 and 2004.
As of this plan approval it is believed that the mission and
vision statements are still valid.
Iosco-Arenac District Library includes AuGres
Community Library, East Tawas Library, Omer Library, Robert J.
Parks Library (in Oscoda), Plainfield Township Library (in
Hale), Mary Johnston Memorial Library (in Standish), Tawas City
Library, Whittemore Library, and the Administrative Headquarters
(in East Tawas).
Our mission is to provide friendly, helpful
and knowledgeable service to people of all ages by enriching
their quality of life through traditional resources and
technology, and to promote the joy of life-long learning.
*Continue and improve mutual cooperation
between Iosco-Arenac District Library, government entities,
branch library staff and our community.
*Provide and maintain a comprehensive
collection in a variety of formats based on patron and
individual branch library needs.
*Be proactive and creative in anticipating and
responding to community needs for programs and services.
*Pursue and provide current library technology
and education, responsive to community and staff needs.
*Provide an interactive and welcoming
atmosphere by capitalizing on the advantages of small-community
Iosco-Arenac District Library was formed
under Michigan Public Act 24 of 1989, and recognized as a
District Library in November of 1990.
The administrative headquarters at 120 W.
Westover Street, East Tawas MI 48730, does not operate as a
public service library outlet.
As of January 2014, the District provides
services to/for the eight Library Branches including the
*Revenue Sharing of the District Millage
to Units of Government Owning and Operating Branch Libraries
(1/2 of the Actual Amount Received) for Library Operations
*Children’s and Teen Services and Program
*Funding for Adult Programs
*Collection Maintenance Assistance with
Selection and De-selection (Weeding), Marketing of the
Collections In-House, Repairs, and Recommendations for Shelving
and Display Arrangements
*Consulting and Training (Including
Continuing Education)-Includes Funding for Substitutes,
Registration Fees, Travel and Lodging to State Conferences (MLA
and Rural Library Conference)
*Delivery of Materials (Mel Delivery
three days per week, Branch Library Delivery two days per week,
Postal delivery for ALA and OCLC)
*Interlibrary Loan (MelCat participant,
Valley Library Consortium, OCLC, ALA)-Coordination of Borrowing
and Lending of Materials to Fill Borrower Requests (Both
Statewide, National and International)
*Ordering, Purchasing, Cataloguing and
Processing of Intellectual Property (Books, CDs, Database
Subscriptions, Magazines and Local Newspapers, etc.)
*Ordering, Purchasing and Delivery of
Equipment Including Computers, Scanners, Printers, Fax Machines
*Ordering, Purchasing and Delivery of
Selected Library and Office Supplies
*Preparation of Grant Applications for
Library Programs, Services and Equipment
*Reference Assistance and Referral Where
Needed and/or Requested by the Branch Library Staff
*Statistical Recordkeeping Including
Annual State Aid Reports
*Monitoring of Popular Media (TV, Radio,
Newspapers, Internet) for Author Tours, Book Discussions,
Upcoming Publications, Readers Advisory, etc.
*Substitute Staff Allowances (Substitute
Staff are District Employees) for Branch Vacations/Sick
*Technical Assistance/Maintenance of
Computers, Printers, Fax Machines and Photocopiers (Hardware and
Software)-Full-time Technical Support Staff
and Outreach Including Advertising, Public Speaking, Monitoring
Legislation Actions, Forwarding Internet Library News, and
Support of 1st Amendment Rights
*District Website (Up-to-date Links,
How-To Directions and Local Library Information)
*Purchase E-mail Accounts for Branch
*Direct Broadband Internet Connections
(Fiber Broadband or T-1+ and Wireless at All Branch Libraries)
and Diagnostic Connections
*OverDrive Downloadable Audio Book and
*Troubleshooting Assistance for Borrowers
Using District Computers and District Automation (Via Telephone
*Automated Circulation, Searching,
Requesting, Hold Slip Notice Production, Remote Renewals and
*Mailed or E-mailed Notification of Fines
and Fees for Overdues to Borrowers
*Tax Form Ordering and Distribution -
Support of the Volunteer Income Tax Assistance Program (AARP)
*Primary Vendor Contact for Supplies,
Equipment and Contracted Services (Utilizing State and
Cooperative Discount Plans)
*Provide the Opportunity for Scheduled
Branch Librarian Meetings at Different District Library
In August 2004, voters in Arenac
County and Iosco County approved a 0.5 millage for ten years
(through 2013) and then renewed for an additional 10 years
(through 2023) in 2012.
The millage (subject to Headlee
reductions and tax captures is .4912 as of December 2013) is
used to increase book, audio book, and periodical purchasing; to
support technology and automation; and to assist with the
operation of the branch libraries.
A “revenue sharing” fund will be
distributed twice a year.
One half of the actual revenue
received from the millage will be given to those units of
government currently responsible for the day-to-day operation of
The “revenue sharing” fund is
disbursed based on a formula determined by the District Board of
Trustees with input from the units of government.
“revenue sharing” fund is restricted to Library Operating
New Millage Income (including any Renaissance
Zone income) will be approximately $800,000 for 2014.
In addition to the
voted millage, Iosco-Arenac District Library also receives
Penal Fines-Iosco County and Arenac County
State Aid (Per Capita Rate Adjusted
Annually by State
Government-2010 Census Population 41,786)
Gifts and Memorials
Interest Earned on Investments
Iosco-Arenac District Library currently
employs seven full-time and two part-time staff, and seventeen
substitutes (used by branch libraries).
Custodial services for the
Administrative Office are contracted.
Iosco-Arenac District Library does not
manage library branch buildings and local branch library staff.
The District also does not determine
library branch hours of operation.
The District does
not own a building, but rents the space used for the
administrative offices from the City of East Tawas (5-year lease
with two renewal options effective August 2013).
The SirsiDynix Horizon automation “go-live”
date was July 6, 2005.
Internet speeds were improved in October
2007 for all eight library locations to T-1.
By 2011, seven of the eight branch
libraries received additional T-1 lines to handle increased
In February 2013, six of the eight
locations were upgraded to fiber as part of the Federal Stimulus
program Reach 3MC.
Investigations are in progress to
find funding and support for fiber in the two remaining
locations of Hale and Whittemore.
A revised and renewed contract with MERIT
was signed for a three-year period (July 2013-June 2016).
The District remains dependent on Universal
Services Funding for discounted Internet.
As of 2013, an 84% discount is
approved based on an average for the Public School Districts’
reduced school lunch programs.
A three-year Technology Plan (July 1,
2011-June 30, 2014) was approved by the Library of Michigan.
The Technology Plan includes a
schedule for replacing/upgrading computers, and a plan for
training of Headquarters and branch library staff and patrons.
A new three-year plan is in
development for July 1, 2014-June 30, 2017.
The District will continue to contract with
the Valley Library Consortium for Automation Services.
It is anticipated that potential new
automation vendors will be explored beginning in 2015.
In 2010 the District was awarded a Round 2
BTPL Grant (Federal Stimulus Funding) for 16 new Public Access
computers and supporting hardware, software and furnishings.
A schedule of
replacements for public access computers will be maintained to
ensure that the computers are replaced within six years.
A phase-out of
Windows XP Pro will be completed by the end of 2014.
By early 2014, all branch libraries will
have Envisionware time and print management software installed
Starting in early 2014, the District will
offer “Tech Tuesday” clinics with one-on-one help provided by
contracted service providers.
The goal will be to have these at 4
Starting summer of
2014, provide funding for computer classes that take place
before or after library hours.
Begin to explore
more use of Cloud-based services for shared public and staff
calendars, permission slips, internal messaging and other
internal communications between branch libraries and
Consider using a
web-based email client in addition to the current dedicated
client to improve access for staff to their email.
The District will
continue to employ a full-time (40 hours per week) technology
services coordinator, and will support ongoing continuing
education opportunities for this employee.
possibility of self-service network scanners for each branch
possibility of paying for branch library telephone service
utilizing VOIP (voice over Internet protocol) for all library
The materials budget (adult, teen and
children) for 2014 will be $215,000.
Branch libraries will be annually
surveyed for popular authors and in some cases eight copies of a
title will be purchased.
Increased demand for downloadable
materials (mainly e-books) will also require increased budgets.
The materials budget includes books,
CD books, downloadable e-books and audio, databases, periodicals
Upcoming budgets may also include
downloadable movies and music.
Each branch library will be allowed to
request book and/or CD book titles for purchasing and keeping
for their individual collections (adult, teen and/or children)
with the District keeping a running count of materials
expenditures to keep equal spending limits in line.
A $2,000 allowance is set up
annually for each branch library for these purchases.
No carryover will be allowed from
one year to the next.
The Administrative Assistant/Bookkeeper has
set up “classes” in the bookkeeping program to keep track of
each library’s expenditures.
Keeper books remain defined as books
assigned to a branch library but still available for interloan
(unless designated for in-house reference use only).
The District will
review collection development policies and procedures
(selection, de-selection, format, scope) again in 2015.
Following the agreed upon disbursement plan
(approved by the District Library Board and presented in writing
to the Cities and Townships owning/operating library buildings)
the amount estimated for branch library operations will be
approximately $400,000 for 2014.
This may be used as the local
government sees fit as long as it will be used for library
purposes only and is an allowed expenditure under the
millage ballot language.
renewal effective December 2014 (revenues for 2015) will require
an evaluation of the formula used for disbursement.
One representative will be invited
from each unit of government managing a branch library, to
provide input and ideas for the Board to use on formula
The reserved fund is $43,437 at the end of
is no plan to replace a vehicle in 2014.
Possible replacement of one vehicle
may be explored in 2015.
The District joined MelCat in January 2006.
As long as it is State Funded the
District will continue this popular service.
Headquarters staff will continue to
do all DCB (MelCat automation software) work associated with
The District provides delivery
supplies for MelCat borrowed and loaned materials sent through
The District also participates in interloan
through White Pine Library Cooperative using the OCLC WorldCat
System via White Pine Library Cooperative (called PEABODY).
The District does not interloan
music CDs or movies through the OCLC WorldCat System.
Where needed, the
District will continue to utilize ALA requesting for those items
not available through VLC, MelCat and OCLC.
Materials to Branch Libraries
Plan to review the rotation of materials
procedures and schedule to branch libraries in 2014.
Discuss with branch library staff
the need to continue to rotate materials.
There also may be the need to survey
“Rainy Day” Funds
undesignated fund balance of at least 27% each year.
Allow for $5,000 to be placed in reserve
each year (2014, 2015, and 2016) for Penal Fine Recovery in the
event that fines decrease in a given year.
Despite the revenue increase from
the new millage, we are still dependent on penal fines.
Penal fines will still account for
approximately 27% of the new income we receive each year.
Technology Fund balance of at least $130,000 for 2014.
Building Fund balance of at least $100,000 for 2014.
Maintain a MERIT
Internet Fund balance of at least $60,000 for 2014.
In May 2007 the District increased Public
Hours at the Mary Johnston Memorial Library to 40 hours per
Four part-time employees are on the
payroll for a total FTE of 2.4.
Maintain a Mary
Johnston Memorial Library Fund balance of at least $12,000 for
Develop a plan to
staff the Mary Johnston Memorial Library in preparation for the
potential retirement of Hilde Carruthers.
Staff and Substitutes
Allow for a
stipend to be paid to branch library managers for staff meetings
and continuing education. The stipend will increase to $9.26 per
hour effective the first full payroll in January 2014.
Raise the wage of substitutes to $9.06 per
hour effective the first full payroll in January 2014.
Recruit and train more substitutes
as needed. Substitute allowances for leave other than District
supported meetings or District approved classes will remain
under current policy of four times (4x) the number of hours open
or hours worked by branch library managers, whichever is less
(but not to exceed 40 hours).
Substitutes will remain on the
Pay for all branch library managers who
wish to attend the Rural Library Conference.
Pay for fees, mileage, lodging,
stipends and substitutes.
Pay for selected Continuing Education for
branch library managers.
Plan at least three programs each
year for branch library staff education (marketing/public
relations, customer service, and technology).
Invite branch library managers to annually
spend a day at Administrative Headquarters to observe District
Headquarters staff at work.
Pay mileage and the stipend amount
for their attendance and travel time.
Review, annually, the document entitled
“Branch Library Manager (Branch Librarian) Expectations of the
Iosco-Arenac District Library”.
Include input from the library
managers and their units of government.
prepare and present a full-color Annual Report highlighting
budget, library information, new goals and highlights.
distribute at least 250 copies annually.
Plan for at least
2% of the penal fine income, each year, to be used for awareness
advertising for the library (PR).
For year 2014, this is estimated at
Continue to explore opportunities for
increased online presence.
In 2010 the District opened and
currently maintains a Facebook account.
The District has taken advantage of
YouTube, and other Social Media opportunities will be explored.
Continue to update and enhance
www.ioscoarenaclibrary.org (the District website), including
encouraging links to our website by other organizations.
Revise and publish by November 2015, a new
brochure of library services.
The brochure will be available at
all branch libraries, be given to every new library borrower, be
distributed to every unit of government, and a copy sent to
every school system in the two counties.
Join the Chambers
of Commerce in AuSable/Oscoda, Tawas/East Tawas, AuGres and
Standish and inquire about involvement and representation with
the Hale Area Association.
speaking to service groups, government units, business
organizations, and schools about library services. Attend at
least one City Council/Township Board meeting for each of the
government units operating branch libraries and report on the
state of the District Library.
Continue involvement in Develop Iosco
(Formerly Iosco County Economic Development Forum), and other
Explore possible involvement in
Arenac County organizations.
Continue outreach book drops to senior
living facilities and the Standish Hospital.
Explore other outreach in
partnership with clubs and organizations.
possibility of programs twice a year at COA Senior Citizen
Centers that include identifying services offered by the
District and some form of entertainment or lifelong learning
selected parades utilizing the District vehicle and banners.
tours of the Administrative Headquarters and the branch
Support the existing Friends of the Library
groups and encourage the formation of Friends Groups for all of
the branch libraries.
Continue to have District staff
attend and participate in at least half of all Friends meetings.
Develop, distribute, collect data and
report on borrower needs via a survey to be published in local
newspapers, printed to be handed out at branch libraries, and
posted on the District website and the District Facebook page.
Survey the public in the Fall of
Consider focus surveys of government
officials, educators, clubs and organizations.
Continue to support and use the
“slogan” approved by the Board of Trustees in 2004.
support the advocacy efforts of branch library staff, Board of
Trustee members, government officials, Friends of the Library
members, and Administrative Headquarters staff.
Partner with other organizations (Friends, IRESA, Chambers of
Commerce, Government Units, etc.) to create a video (or videos)
about library services, programs and locations.
budget for Children’s and Teen programs and services to $20,000
for 2014, $21,000 for 2015, and $22,000 for 2016, to allow for
additional professional entertainers/educators and/or author
Recognize that senior citizens make up an
increasingly larger percentage of the population.
Develop and/or support at least five
programs each year targeted to older adults.
Provide funding to support programs
targeted to adults that are sponsored by branch libraries, their
Friends organizations and/or their units of government.
The program funds will be spent by
the District if not used by the branch libraries.
For 2014, the Adult program budget
is $18,000, which includes a budget for District sponsored
programs coordinated by the Community Liaison Librarian.
establishment of an annual District sponsored author program
with a major author visit.
partnership with the Saginaw Chippewa Indian Tribe of Michigan
to present an annual program on Native American culture.
Conduct at least one Open House at each
branch library every year inviting the public to come in for
demonstrations of the automation system and tours of the
When possible tie the Open House to
a local event to encourage participation.
Also consider the use of “door
prizes” and refreshments to encourage attendance.
with local theatre groups to provide partial funding for
programming at special library events.
Continue to seek donations/grants for
programs for all ages.
Assist branch library managers and
their units of government with grant application review and
letters of support for their efforts.
the District’s Personnel Policy and wages and benefits
Explore cost cutting on benefits, annually,
without cutting benefits to Headquarters staff unless a
“replacement benefit” can be substituted.
support cross training opportunities determined by the District
workloads and schedules to determine any need for additional
Pay for selected
Continuing Education for Administrative Headquarters employees.
Continue exploring plans for recruitment
and retention of Administrative Headquarters staff.
These plans are in response to an
aging workforce nearing retirement age.
Explore the possibility of an outreach
program where each District Headquarters staff person spends a
day working with a branch librarian.
The branch librarian and District
Director will determine the tasks the District Headquarters
staff person will do at the branch library.
trustees to take advantage of opportunities such as the Michigan
Library Association Annual Conference and the Rural Libraries
Conference and similar training in order to keep abreast of
changes in the library world.
visit multiple branch libraries each year and engage in dialogue
with branch library staff for suggestions, comments and concerns
about services provided by the District.
The District will
pay for selected continuing education of trustees.
trustees to continue to advocate for District Libraries by
volunteering for Library projects, attending Library programs,
and speaking to individuals and groups about the importance of
Explore creation of an endowed fund
for the District using undesignated Gifts and Memorials
The District cannot use public
funds, including (but not limited to) millage, State Aid or
penal fines for Foundation income.
Grants will be applied for including
Corporate Grants (if an endowment fund is developed within the
County Foundations), arts and culture grants, technology funding
(Federal/State/Foundation), Saginaw Chippewa Indian 2%, and
possible Capital improvement (Federal/State).
State Aid has been reduced.
Explore ways to be less
dependent on State Aid.
The mileage rate for travel will be the
rate allowed by the IRS.
For 2014 the rate is $.56 per mile.
Budget to allow for a half-day “retreat”
where Board members, employees of the District, and branch
library staff meet and share ideas and concerns.
Schedule the “retreat” to occur
during the month of September 2014.
Publish the agenda for the “retreat”
prior to the meeting, contract with a facilitator, and allow for
a second meeting, if needed.
Explore an annual Furnishings and Decor
Fund for each branch library.
may include contracting with library interior designers/space
Funding would come from penal fine
Board Committee would determine the list of allowances based on
the “wish lists” of the units of government, the branch library
manager and the District Director.
Establish a budget in 2014 for the purpose
of renovating District Administrative office space.
Renovations could include carpet,
lighting, paint, technology, electrical and window treatment
needs spread over a three to five-year time period.
All renovations would require
approval from the City of East Tawas, and some costs may be
shared with the City of East Tawas or be paid for by the City as
part of the lease agreement.
Support the efforts of the City of East
Tawas to build (or adapt another location for) a new library.
Continue to participate on the East
Tawas Library Planning Committee as an appointee of the East
Tawas City Council.
incentive program rewarding those branch libraries open to the
public on Saturdays for more than three hours AND evenings past
Consider an annual commitment to partially
fund digitization projects undertaken by the Huron Shores
Genealogy Society and the Arenac County Historical Society.
The finished product must include
access by the public but will be limited to in-house use at
District branch library sites.
Partner with one or more branch libraries
to establish and maintain a Business Outreach Resource
Consider the possibility of a
dedicated computer devoted to business research.
Involve MIWORKS! and other economic
development groups in the planning.
use of a contracted credit agency to recover overdue materials
and collect fines and fees for damaged and lost property and
Approved by the Iosco-Arenac District Library
Board of Trustees at their Regular Meeting of January 9, 2014.