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PUBLIC LIBRARIES VICTORIA NETWORK INC

Annual Report 2009-2010

Presented to the Annual General Meeting

September 14 2010

Vision : Victoria has the best public library services

Table of contents

Page

President’s Report / 3
Introduction - About PLVN / 4
Office Bearers and Executive Committee / 5
Vision and Mission / 5
Public Library Facts / 6
Key result areas:
  • Advocacy and leadership
  • Collaboration
  • Innovation
/ 7
8
10
11
Subcommittee Reports
  • Community Access
  • Community Engagement and Participation
  • Customer Service
/ 12
15
163
Reports of Statewide Library Development Projects / 18

Altona North Community Library was opened during the year

Annual Report 2009-2010

1

President's Report

Here is a list of some of the activities of PLVN in 2009-10:

  • Adoption of Strategic Plan 2010-2013 at AGM
  • Mobile Library Conference was held in Geelong
  • Reorganisation of subcommittees
  • National Library Summit July in Canberra
  • MAV Summit in November 2009
  • Contract for collaborative procurement signed in September
  • Attended FECCA conference and marketed library services to the multi cultural sector
  • Gulliver was reviewed and members voted on its future
  • Promotional magnets in school starters’ kits
  • Adopted Statement on Social Inclusion
  • World tour - USA
  • PLVN Website set up
  • Participation in Statewide Projects (ACPL monitored and guided the projects)
  • Submission to House of Reps inquiry into school libraries
  • Planning for Managers Retreat -
  • Revisions to annual survey
  • Bushfire recovery programs – Working alongside the State library
  • Workshops held – Childrens x2, Libmark x2, (downloadable e-books, marketing online resources)
  • ALIA became our voice nationally
  • National teleconferences and PLAC meetings at Parkes, and Albury
  • National Year of Reading – agreed to be a partner in this
  • Monthly Executive meetings
  • PLVN Meetings held each two months.with a country meeting in Dec.

I would like to thank each and every executive committee member for their commitment and dedication during the year. We have met nearly every month, doubling the time that we have allocated to PLVN business. A special mention of PLVN Vice President – Karen Ward-Smith for her support and guidance to me personally during the year. To Anne Holmes , Patricia Smyth, Joseph Cullen, Katrina Knox, Carolyn Macvean, Jenny Mustey, Karyn Siegmann and Michael Scholtes, thanks…. and a special acknowledgement of the drive and passion that you each bring to the many meetings and workshops that we have conducted.

I express my appreciation to Anne-Marie Swirtlich, Sue Hamilton and Debra Rosenfeldt for their good counsel and for their support of public libraries and the services they provide to Victorians. Together we have achieved much!

John Murrell

President

Introduction – About PLVN

Public Libraries Victoria Network Incorporated is an advocacy and collaborative body representing Victorian Public Libraries.

Its predecessor, known as Viclink, was formed in 1991, replacing earlier collaborative associations of public librarymanagers dating back many years. Over the years Viclink’s role expanded from an information sharing network to a body strongly advocating and working for Victorian Public Libraries.

In 2001 Viclink established the Gulliver Consortium involving collaborative purchasing of online databases on behalf of all Victorian Public Libraries. This meant that many libraries who could not afford to subscribe by themselves were able to provide their members with these essential resources.

Viclink also fostered the formation of the Swift consortium which now has 21 members in Victoria and NSW.The Swift Consortium jointly purchases a library management system. Members are able to save money and also greatly expand the range of resources available to their library members.

Other achievements of Viclink included working with the State Library of Victoria on a range of Statewide Library Development Projects which provided tangible benefits to all Victorian public libraries.

The growth in the scope of the organisation’s activities prompted a review of its governance in 2007-2008. With all the projects being undertaken, it was becoming impossible for the organization to be run by volunteers.

In 2008 Viclink formed an agreement with the MAV (Municipal Association of Victoria) to provide administrative support and to employ an Executive Officer for 20 hours a week.

A full review of the Rules and Purposes was conducted and a new set adopted in October 2008. At the same meeting, the name of the organization was changed to Public Libraries Victoria Network Incorporated.

Office bearers and Executive Committee

PLVN has an Executive Committee consisting of nine people, of whom at least two represent country libraries. Executive members are elected for three year terms with one third of them retiring each year.

Members of the Executive Committee in 2009-2010 were:

President: John Murrell – West Gippsland Regional Library Corporation.

Vice President – Karen Ward Smith –Greater Dandenong Libraries

Secretary – Anne Holmes – City of Boroondara Library Service

Treasurer –Joseph Cullen– Eastern Regional Libraries

Public Officer – Joseph Cullen

Committee Members:

Katrina Knox – Darebin Libraries

Christine Payne – Mitchell Shire Library Service

Carolyn Macvean – Goldfields Library Corporation

Michael Scholtes – Melton Library and Information Service

Karyn Siegmann – Bayside Library Service

An Annual Report and audited financial statements are presented each year at the AGM. PLVN holds at least four general meetings of members each year with additional meetings as required to discuss particular issues.

A revised Strategic Plan for 2009-2013 was adopted at the AGM in September 2009 and this report covers progress towards the key result areas which were identified in the Plan.

Vision: Victoria has the best public library services

Values

Integrity

Collaboration

Action

Innovation

Mission:

To develop strategies and facilitate initiatives to enable Victorian Public Libraries to deliver the best possible services to their communities

To be a critical component in the development of social capital in Victoria

Victorian Public Libraries

Victorian public libraries have a proud tradition of providing free and impartial service and information to all members of the community regardless of race, creed, colour, ability or gender.

Public Library Facts:

  • There are 45 library services, including the Vision Australia library for the visually impaired, serving a population of 5.388million
  • These library services, either as regional libraries or as single-municipality services, provide free public library services to 79 Victorian local government areas.
  • There are 256permanent branches, a further 30 other service outlets/joint use libraries and 27 mobile library vehicles.
  • Victorian libraries lend more than 48 million items per year
  • There are 2.57 million registered library members representing 47.7% of the Victorian population.
  • Visits to public libraries totalled 28.17 millionin 2008-9
  • There are 1,597equivalent full-time staff working in Victorian public libraries, of which 578EFT are qualified librarians. There are 3005 individual staff working in public libraries across Victoria.
  • All Victorian library services provide some form of home library service, reaching almost 23,000 people across the State.
  • Library services are provided from 121,711 square metres of public floorspace

Statistics drawn from the 2008-2009 Annual Survey of Victorian Public Library Services (DPCD)

Local Government primarily funds the Victorian public library system, with support from the State Government.

Victorian Public Libraries provide a free service, with membership open to all residents of the State of Victoria. The range of resources provided covers all the traditional print formats, audio-visual items such as videos, DVDs and CD-ROMs as well as access to a wide range of electronic databases and the Internet. Most libraries are now providing downloading services using MP3 devices. Most libraries provide word-processing, photocopying, a range of learning programs and other services as part of their day-to-day operations. Many libraries also provide an online tutoring service.

PLVN Key Result Areas

The following three KRAs have been identified as being vital to PLVN’s success and more importantly to the success of Victorian public libraries and the communities they serve.

1. Advocacy and Leadership

To advocate on behalf of Victorian Public Libraries to increase their profile and their funding

2. Collaboration

To facilitate collaboration between libraries and with other stakeholdersto deliver best practice library services to the public

3. Innovation

To create an environment where innovative solutions are encouraged, facilitated and implemented.

Key Outcomes

  1. Advocacy and Leadership
  • Membership of the Ministerial Advisory Council on Public Libraries
  • Membership of the Library Board of Victoria Advisory Committee on Public Libraries
  • Participation in MAV Libraries Summit in November 2009
  • Hosting of Mobile Muster – Mobile libraries conference
  • Assistance with bushfire recovery projects
  • Restructuring of subcommittees
  • Fostering of new leaders for public libraries through the Shared Leadership Project.
  1. Collaboration
  • Review of the Gulliver consortium and subsequent changes to purchase of online databases
  • Promotion of Librarylink – connecting databases of all Victorian public libraries
  • Expansion of the SWIFT consortium – collaborative purchase of a library management system
  • Collaborative purchasing of library materials
  • Six training workshops for library staff were organized by Special Interest Groups throughout the year
  • Meetings of Special Interest Groups facilitated networking and collaboration
  • Evaluation of libraries using self and peer assessment as part of the Being the Best we Can project

3.Innovation

Exhibit at Federation of Ethnic Communities of Australia conference

  • Building Knowledge for Library Advocacy Project as a means of assembling information for a broad marketing campaign to government and other organizations
  • Distribution of promotional magnets to children starting school
  • Establishment of PLVN website
  • Great Public Libraries Tour of the World – part 2
  • Promotion of the Frontline Program – training in reader services
  • Seminar on the technological aspects of downloadable e-books
  • Digitising of historical newspapers so they can be made widely available

Report of Activities

1. Advocacy and Leadership

  • Membership of the Ministerial Advisory Council on Public Libraries (MAC). The MAC was set up to advise the Minister for Local Government on matters relating to public libraries. It is chaired by Joanne Duncan, MLA for Macedon and PLVN is represented by John Murrell and Anne Holmes. The MAC represents a key conduit to the State Government, which is a major funding partner.

MAC met four times during the year. A Vision for Victorian Public Libraries has been adopted by the MAC and much of its work is concerned with fulfilling the aim of a high quality, seamless service throughout Victoria. Ideas for funding projects were discussed with recommendations forwarded to the Minister.

Recommendations included a continuation of the Living Libraries Program – which has assisted Local Governments around Victoria to refurbish or replace libraries, a collections project focusing on the needs of the ageing community and a review of recurrent funding.

  • The Library Board of Victoria Advisory Committee on Public Libraries (ACPL)also includes representatives of PLVN. They are John Murrell, Karen Ward Smith, Joseph Cullen and Jenny Mustey. The ACPL oversees the Statewide Public Library Development Projects which are administered by the State Library of Victoria. Reports from the Statewide Projects appear later in this Report.

ACPL met six times during the year.

  • MAV Public Libraries Summit. November 2009. PLVN participated in the planning of the Summit which was designed for Councillors and Local Government officers to consider some of the challenges facing public libraries. John Murrell spoke about issues for Public Libraries and Christine Mackenzie displayed some of the innovative libraries seen overseas during the Great Public Libraries Tour of the World in 2008. Unfortunately there has been no increase in State Government recurrent funding as a result of the summit.
  • 2009 Mobile Muster was hosted by PLVN and held in Geelong with assistance from the Geelong Regional Library Corporation and financial support from Department for Planning and Community Development. With the theme of Sustainable Mobiles, the conference brought together mobile library operators and their libraries.

Murrindindi Shire Mobile Library on site after thefires

  • Bushfire recovery

PLVN administered grants made by Department for Planning and Community Development to eleven library services in areas affected by the bushfires in February 2009. Projects undertaken included writer’s workshops at Murrindindi, music workshops and purchase of instruments at Mitchell, author talks and a photography workshop at Eastern Regional Libraries, author visits and a book and DVD about Black Saturday at Wimmera, and children’s writing workshops and a puppet show at Wellington. These events all reinforced libraries’ role in helping to rebuild the devastated communities.

2: Collaboration

A review of the Gulliver Consortium – collaborative purchasing on online databases- was conducted with the result that the consortium was discontinued. The varying needs of libraries and their communities and the greater availability of authoritative free online resources means it is no longer desirable to purchase on a statewide basis with the exception of the very popular Ancestry genealogical database. PLVN assists libraries to market online resources and make them more accessible. The BRUCE consortium which assists libraries to purchase databases on an optional basis continues.

  • LibraryLink Victoria now extends to all Victorian public libraries. This is a means of connecting library databases and therefore facilitating interlibrary loans and better utilization of the statewide collection. LibaryLink is now funded by the Department for Planning and Community Development as a major contribution towards achieving the MAC Vision.
  • The SWIFT consortium continues to grow and now includes some New South Wales libraries. Joint purchase of a library management system through SWIFT has resulted in substantial cost savings for members and better use of collections.
  • SWIFT and, to a lesser degree, LibraryLink, have resulted in a tenfold increase in interlibrary loan traffic in Victoria since 2006. More than 284,000 items were loaned between libraries in 2008-9 and the figure for 2009-10 is expected to be even higher. This represents a better service to library users and more efficient use of the statewide collection.
  • Collaborative purchasing of library materials has been established under the auspices of the MAV.

3: Innovation

  • PLVN had an exhibit at the Federation of Ethnic Communities of Australia conference at Shepparton in October. This was an opportunity to market public libraries to members of ethnic community organizations and to other agencies participating in the conference. Many useful contacts were made.
  • PLVN Executive investigated a broader marketing campaign to raise the profile of public libraries with various levels of government and other organizations with the aim of forming useful partnerships. It has been decided to tie this activity in with the communications strategy for the Building Knowledge for Library Advocacy Statewide Project.
  • PLVN arranged for magnets advertising public libraries to be inserted in kits distributed to all children starting school in 2010.
  • A PLVN website was established with assistance from Vicnet ( This provides a central source of information on public libraries for members and for the general public.
  • The Great Public Libraries Tour of the World , Part 2 was auspiced by PLVN. Like the earlier tour which visited Europe in 2008, this tour was organized and led by Christine Mackenzie. The 2010 Tour visited spectacular and innovative libraries in the United States and included participation in the ALA Conference. Participants included 7 public library managers from Victoria and 7 from interstate.

Sub-Committee Reports.

PLVN subcommittees were restructured at the AGM in 2009 with three subcommittees established. Each has a number of Special Interest groups reporting to it.

Community Access Subcommittee – Convenor – Michael Scholtes

Members: Trish Smyth,Pru Menzies,John Ruddle,Narelle Seymour,Deanne Jones,

Sara Wisnia,Paul Burden,Debra Hutchinson

Terms of Reference

a)Provide a forum for discussion of maximising community access to resources in Victorian public libraries

b)Provide information and resources in an equitable, cooperative and cost effective manner

c)Enhance access to resources and knowledge through cooperation among the member institutions for the benefit of their user communities

d)Ensure statewide access to a core level of materials and information services, regardless of geographic location, size of library services or mode of information/library delivery.

e)Place the public library at the forefront of the delivery of authoritative, current and free information

f)Increase public awareness and usage of the resources which are available to meet their information, knowledge, leisure and other needs

g)Maximise professional development opportunities for PLVN members

h)Provide regular strategic, analytical and quantitative reports to PLVN members

The Subcommittee coordinates the activities of various Special Interest Groups as follows:

  • Online Resources Special Interest Group

The ORSIG participated in the review of Gulliver and planned a workshop on marketing online resources which was held in July 2010. ORSIG will be merged with Information Services Special Interest Group from September 2010 in recognition of the fact that online resources are now a core part of public library collections and services.

  • Resource Sharing (formerly Interlibrary loans)

RSSIG established a Terms of Reference to work within the basis of the PLVN Strategic Framework 2009-2013. Group participation provided a forum for discussion of best practice strategies within the state-wide LLV project. Meetings were held quarterly throughout the year.

Current group projects include the development of an online LOTE directory for the provision of accurate LOTE resource sharing services and a training manual for the provision of best practice strategies relevant to the interoperation of library management systems and LibraryLink Victoria (VDX).