Haldimand County Public Library Board 2001 Municipal amalgamation Why do a Strategic Plan? concentration of resources on key areas ability to deal with and manage change improved decision-making and management effectiveness Benefits of Strategic Planning: renewed sense of purpose (vision, goals, priorities) enhanced communication and leadership enhanced perception of the library’s value positioned to play a significant role in community development Source: dmA Planning & Management Services

Current Situation (as of 2001): based on service review conducted by SOLS examined branch service levels and branch activity/performance with a view to realigning resources to better serve the community review identified need to develop system approach to library service based on a service delivery model that rationized service levels in alignment with population distribution and community demand. Sample data:

S.W.O.T. Analysis Strengths Weaknesses Opportunities Threats Visioning the Future what will remain true for the public library over the next 15 years? what will be different? Force Field Analysis identifying the major forces which work in the library’s favour

Defining Ourselves: Five adjectives to be associated with the library and its Services: Welcoming Responsive (community-focused) Innovative Accessible (referring to physical, intellectual and electronic accessibility as well as convenience) Accountable

Vision Statement Mission Statement Library Service Commitment: The Library will build an innovative, efficient and accountable organization to better serve the public. User satisfaction is our primary focus, and this can best be achieved in an organization that: - We plan to fulfill our service commitment through: -

Strategic Plan Plan structure: Four strategic directions Each direction has a number of goals Each goal has a number of actions Who will do what, when

Goal 1: Provide a service-oriented staff trained and equipped to meet the needs of library customers, with a focus on making customer service our top priority Example action: 2005Management Team Develop and administer performance excellence (“competency”) standards

Goal 1: Library facilities will be adapted/built to better support their social role as community meeting places … and their emerging role as the community’s “living room” Sample actions: Building of new branch in Caledonia; renovations to Hagersville branch Library to participate on County Accessibility Committee and prepare an Accessibility Plan

Goal 3: Increase awareness of Library services by improving public communication regarding available library resources and services Sample actions: Develop a marketing strategy and branding plan that make library promotions instantly recognizable Publish a quarterly newsletter

Goal 1: Establish policies that will optimize Library Board performance Goal 2: Ensure accountability to Haldimand County Council and Haldimand County Taxpayers Goal 3: Provide quality library service …

Is each strategic direction consistent with the mission statement? Are the directions consistent with one another? Are they distinct enough from each other? Is anything missing? Source: The Centre for Public Skills Training, Frank Martinelli

The plan is done. Now what? Present to the staff, public and Council Implement accomplish stated actions Monitor review at quarterly management team meetings Revise in January, present to Board and Council what was done and what was deferred and, if deferred, why Integrate apply the plan wherever possible (e.g. reports to Council, budget variance reports, work plans)

Specific examples of Strategic Plan Integration: Reports to Council include links to specific goals and actions within our strategic plan (e.g. a report for funding to renovate the Hagersville branch is linked to Direction 2, Goal 1, Action 2) Budget submissions include service issues identified in strategic planning process and service outcomes as a result of implementing the plan 3-Year Work Plan identifies staffing requirements for ongoing activities and recurring and special projects. These activities and projects are then linked back to the Strategic Plan.

Work Plan Example Outline: Project Type: Special Project Name: New Caledonia Library Facility Lead Department/Lead Division: Library Other Divisions: Support Services Project Objectives:….. Project Description:… Budget Implications:… Achievability:…. Time Frame:…. Strategic Fit: (e.g. Action Action Action Action )

The Board’s role in planning Strategic planning is a partnership between Board and staff – failure to involve the right people in the process can result in weak commitment to the plan The Board has to ensure that the strategic plan is translated into concrete action plans on an annual basis: “It is reasonable for elected officials to expect the library to be well run and effectively managed. No amount of preparation, advocating, communication, planning or community goodwill can garner much support unless the library board can demonstrate that it has achieved what it set out to achieve. ( Trustee Tips, No. 20)

Planning is an important board role because it: Ensures that the community and the library understand why the library is there and what it is trying to achieve Investigates the needs of the community and ensures that the library responds to those needs without unnecessary duplication of services available elsewhere in the community. Ensures continuity of services Ensures long-term commitment to library services among key decision makers in the community Ensures the library’s ability to respond to changing needs and trends in the community Affirms to council that library funds are being spent in a deliberate and responsible manner Source: Library Board Orientation Kit – 2004 – Module 8: Planning 3

A full version of the Haldimand County Public Library Board’s Strategic Plan is available at: (follow the Annual Reports link) Specifically: