****DRAFT**** DPL Trustees Working Group Vision/ Mission/ Values Goals Action VISION: Evaluation As Trustees, we are a voice for the community of users within the library and a voice for the library within the community. As elected officials, we are the conscientious stewards of public money, trust, knowledge and culture of the Durham Public Library. As Trustees, we value communication, input and participation with the community while seeking to create an innovative and inclusive 21st century library that is fiscally responsible and transparent. MISSION: The mission of the Durham Public Library Trustees is to: 1. Maintain and communicate the vision, mission and values of the Trustees to all stakeholders. 2. Plan & oversee the mission, staff, finances and other resources of the Durham Public Library. 3. Advocate for the Library and its mission to increase community support, accessibility and participation. 4. Ensure facilities and programming meet the needs of all members of the community. 5. Collaborate with other community groups to ensure communication, inclusion, and stronger program. 6. Conduct fundraising to augment public funding. VALUES: *Due diligence *Fiscal responsibility *Accountability * Sustainability *Open communication *Transparency *Collaboration DRAFT 3/21/11 10:27 AM 1
VISUAL FRAMEWORK: PLANNING & OVERSIGHT FACILITIES VISION MISSION VALUES COMMUNITY SUPPORT/ PARTICIPATION FUNDRAISING I. Vision, Mission, Values A. Goal: Craft, Evaluate, Implement Vision, Mission and Values 1. Review vision, mission and goals with all Trustees and build consensus 2. Establish an annual procedure to update the DPL Trustees mission, vision, values, goals, roles and best practices 3. Create short-term and long-term goals to support vision, mission and values of the Trustees with evaluation measures 4. Plan quarterly evaluation of goals 5. Form sub-committees with members of the community and other stakeholders to accomplish goals and objectives B. Goal: Define roles and responsibilities DRAFT 3/21/11 10:27 AM 2
1. Define role, responsibilities, training and evaluation of Trustees 2. Attend training sessions at least once and then as needed 3. Clarify the relationship of the Trustees with DPL Staff and Friends of DPL 4. Train Trustees to conduct advocacy, fundraising and promotion of library staff, resources, programming II. Planning & Oversight A. Goal: Planning for future direction of DPL 1. Conduct needs assessments (as needed) of the public to inform Trustee priorities and decisions. 2. Conduct ongoing research about other libraries to inform and educate ourselves on trends and innovation to become a 21st Century Library. 3. Determine how direction will be communicated between fellow Trustees and the public. B. Goal: Support Mission of DPL and Provide Oversight of Director and Operations The mission of the Durham Public Library is to enhance the quality of life in Durham through free and open access to ideas and information, encourage exploration and learning in people of all ages, and support cultural enrichment by establishing the library as a center of our community. 1. Management of Director & Development a. Establish a system and timeline for goal setting with the Director (annual and long term) b. Conduct a formal annual evaluation c. Monitor the Director in implementing annual library goals d. Consult with the Director to review allocation of staff time e. Review long-term staffing needs in the new facility e. Work with the Director to assess needs of the staff, training, development, best practices, etc. f. Establish criteria for hiring and qualifications of staff based on current library needs in consultation with Director 2. Facility and Technology Resource Management a. Work with Director to determine needs b. Establish a procedure to plan, utilize and inventory technology 3. Fiscal Oversight a. Create annual budget with Director and town input b. Review budget spending levels monthly c. Conduct internal audit of accounting d. Determine a process for long-range budget planning e. Work toward bringing employee salaries in line with State averages f. Input funds and track in proper funding streams C. Goal: Update and Improve Trustee and DPL Policies and Procedures to ensure continuity, effectiveness and preservation of historical record 1. Review current policies and identify gaps and craft new policies as needed DRAFT 3/21/11 10:27 AM 3
2. Review and update by-laws as needed 3. Create an electronic and paper resource to document Trustee and DPL activity and to preserve history and institutional knowledge 4. Establish an accountability mechanism to ensure staff and Trustees are complying with laws, policies and regulations III. Community Support/Participation Current patrons/supporters Little or no use of library No interest in supporting a library A. Goal: Stimulate Interest and Utilization of the Library 1. Conduct a community needs assessments--periodically survey the general population to determine levels of use, satisfaction, desired improvements/upgrades to facility or programming 2. Establish a plan to implement fiscally-sustainable improvements to expand interest and utilization 3. Use various forums to engage the community and seek input 4. Work with Director to determine best outlets to promote resources, services and programming and encourage Trustees to promote 5. Examine current promotion outlets 6. Seek collaboration with other groups to promote DPL 7. Research best practices and innovative ideas from other libraries B. Goal: Craft Ongoing Marketing, Public Relations and Communications Plan for Library 1. Create a centralized communication warehouse on the website 2. Create a "brand" for DPL (e.g."center of the community") 3. Communicate a message that we are doing due diligence and we are being fiscally responsible which includes fundraising 4. Create marketing that looks and feels the same and promotes the library brand 5. Partner with other community organizations to market and promote library use and library resources 6. Establish a mechanism whereby the Trustees communicate with the public -newsletter, DRAFT 3/21/1110:27 AM 4
facebook, sidebar on website, etc. 7. Educate and train Trustees and Library staff 8. Identify stakeholders (TC, community leaders, current patrons, non-users, UNH) and find mechanism to keep them informed and engaged C. Goal: Craft Marketing, Public Relations and Communications Plan to Communicate the Library Building Process 1. Form an a communications committee of Trustees to develop and implement a communications plan with assistance from community experts 2. Form an ad hoc committee of community advocates who will disseminate messages 3. Craft a global timeline to make public on the website 4. Establish mechanism for disseminating information 5. Ensure that all timelines (building, fundraising, communications) align and all parties have all information 6. Educate and train Trustees and Library staff 7. Identify stakeholders (TC, community leaders, current patrons, non-users, UNH) and find mechanism to keep them informed and engaged IV. Fundraising A. Goal: Planning and due diligence for a capital campaign for a new library 1. Create a timeline-silent campaign, public campaign 2. Conduct a feasibility study-- What can we expect to raise and from whom? 3. Use our database to inform our outreach 4. Bring in a consultant to create fundraising plan--create a theme, "brand"--brainstorm ways to keep people engaged and excited throughout the process 5. Create ad hoc fundraising committee with members of the community 6. Define role/contribution of Trustees in fundraising 7. Donor recognition B. Goal: Execute the Campaign 1. Contract with consultant to oversee campaign 2. Train the Trustees and fundraising committee members 3. Contact community members/organizations to make contributions 4. Identify communication outlets that integrates with Goal III 5. Communicate regularly with our stakeholders -goals ($ and # of participants) and success in reaching those goals 6. Identify community leaders to donate and rally other members of the community 7. Hold fundraising events to maintain enthusiasm 8. Identify keys community events to leverage publicity for campaign 9. Determine an investment plan and goals 10. Partner and engage with community groups, leaders and benefactors as outlined in Goal III 11. Communications/Marketing plan that integrates with Goal III DRAFT 3/21/11 10:27 AM 5
C. Goal: Ongoing Fundraising for Long-Term Sustainability 1. Develop a long-range fundraising plan (e.g. corporate gifts, matching gifts, individuals, bequests, memorials, grant writing, etc.) 2. Establish communication plan which complements the capital campaign 3. Expand membership on Development Committee 4. Build up database to provide trustees with an annual report 5. Identify annual activities (e.g. annual appeal, Trustee Dinner) V. Facilities A. Goal: Create a plan to design and build a new facility 1. Form a building committee that will be responsible for selecting, hiring, and working with outside library, design, and construction consultants 2. Create a building program that describes the kinds, sizes, and relationships of space; and sustainability strategies for building system a. Hire a library consultant b. Needs assessment to determine vision and expectations from Trustees, staff, public (use of space as well as the look and feel of external and interior space) c. What space configuration will we need for a 21st century library, which we can staff and sustain? d. What is the future for staffing, programming, community space, etc. e. Research best practices 3. Prepare a site and existing building analysis as part of the due diligence to acquire the property 4. Complete closing on 49 Madbury Road property 5. Begin design process with the intent of completing schematic design for fundraising and bond voting B. Goal: Create a Plan to Issue Bond 1. Determine logistics for issuing bond through the town 2. Assess and determine bond request 3. Create a timeline and plan to get bond passed 4. Build community support through outreach and advocacy C. Goal: Construct Building and Occupy 1. Select on-site owners rep for duration of construction 2. Develop occupancy plan 3. Interior and exterior design 4. Establish furniture selection and move-in committee to be responsible for selecting all new DRAFT 3/21/11 10:27 AM 6
furniture and moving (may be the same as the building committee 5. Select and bid all furniture, interior design 6. Determine extent of professional movers vs community movers 7. Schedule furniture deliveries, move-in and first day of operations 8. Establish a plan to conduct a formal dedication and celebration 9. Building mechanical, electrical, and control systems will need on-going adjustments over the first year through each change of season, winter conditions D. Goal: Ongoing maintenance and effective use of current library facility 1. General oversight with Director and communication of any needs APPENDIX TIME LINE Task Action Items P & S Agrmnt Public Hearing 1. Complete final negotiations for 49 Madbury Road before going public 2. Put down deposit ($1) 1. Schedule public hearing as soon as possible 2. Arrange for supporters to be there and for key supporters to speak 3. Prepare talking points for people to use 4. Research history around the issue of "promises" Anon. Donor Money 1. Receive gift of money to bridge the gap between market rate and sellers number Hire Consultants 1. Form a selection committee (should include members of the building committee) 2. Establish selection criteria and issue an RFP 3. Select team of consultants to assist with needs assessment (library consultant), site assessment (civil engineer), and building design (architect and engineers) 4. Execute a contract Site assessment 1. Prepare a comprehensive site survey, DRAFT 3/21/1110:27 AM 7
2. Evaluate issues, constraints, and opportunities related to traffic and pedestrian safety, wetlands, cemetery, soils, utility capacities (aka site feasibility study) 3. Evaluate capacity of site to include other Town needs. 4. Analyze building for necessary code upgrades required 5. Illustrate conceptual development capacity of the site Communications Property Closing of the sale 1. Communication plan to provide up to date information about the building 1. Work with property owner, Todd Selig and Town Council on final conditions 2. Schedule and execute formal closing of the property Needs assessment 1. Hire Library Consultant to inform how we assess needs 2. Survey users and non-users to identify key areas of interest and need for library services 3. Look at other libraries for key trends 4. Building on current library goals, compile targets for collection, programs, services, staffing, and outreach 5. Hold a public forum or set of workshops to identify what the building should be, including targets for sustainable design 6. Calibrate current building program to reflect these targets Building Design 1. Finalize membership of Building Committee, charge of the committee, and roles of library and town representatives 2. Incorporate sustainable design into the process, identify achievable strategies, and track progress regularly 3. Complete "schematic design" which illustrates the size and arrangement of all building program elements, the exterior appearance of the building, the sustainable design objectives of the building, furniture scope, and a professional cost estimate. This will be the basis for fundraising and the bond vote. 4. "Design development" which fully defines all features, systems, and components of the building and the site, will not begin until at least fund raising is completed. Capital Campaign 1. Engage Sandi Mitchell to do the campaign feasibility study 2. Finalize membership of the Capital Campaign Committee 3. Undertake the quiet phase of the campaign DRAFT 3/21/11 10:27 AM 8
to proceed Bond Warrant 4. Undertake the public phase of the campaign 5. Determine when we'll have adequate cash-in-hand vs pledges in order 1. Build broad support for a bond issue (many specific steps) 2. Establish Town Council support to put a bond issue on the ballot 3. Continue building support and get out the vote Construction 1. Complete final design details and construction documents 2. Hire on-site owner's representative for duration of construction, movein, and warranty period 3. Possible construction coordination of a new adjacent Town Hall 3. Ground Breaking 4. Construction oversight and review 5. Building needs to be commissioned (systems all tested and signed off on) before move in Occupancy 1. Establish furniture selection and move-in committee to be responsible for selecting all new furniture and moving (may be the same as the building committee 2. Select and bid all furniture 3. Determine extent of professional movers vs community movers 4. Schedule furniture deliveries, move-in and first day of operations. 5. Formal dedication and celebration 6. Building mechanical, electrical, and control systems will need on-going adjustments over the first year through each change of season, winter conditions Major time-sensitive issues: Establishment of communications plan Ongoing fundraising Building DRAFT 3/21/11 10:27 AM 9