2021 Long Range Plan

Berlin Free Town Library
47 South Main Street PO Box 6 Berlin, New York 12022

Long Range Plan 2021 Adopted May 10, 2021 Contents: Introduction

Mission Statement/Organizational Stakeholder Survey Summary Goals, Objectives and Action Steps LRP Timeline
Online Survey Results
Focus Group Summary

Introduction

Established by the Berlin Chess Club as a lending library in 1894, the Berlin Free Town Library Inc. (BFTL) has been operating as an association library under a Charter granted in 1941 by the NYS Board of Regents. Located at 47 S. Main St, the library has been at its present site since 1952 when the building was bequeathed to the library association by the late Mrs. Mary Whitehouse. In 2002, the BFTL completed a major renovation and expansion of the facilities using monies from a bequest of the late Virginia Van Nostrand to create the modern library we have today.

Like all public libraries, BFTL is periodically required to update its plan of service (LRP) for the next three to five years. This requires a review of current operations and practices. Additionally, the library is required to solicit input from the general public. First, the online Community Survey is open to all area residents, whether they use the library or not. The survey gathers demographic information, as well as feedback about overall user experience. It also allows individuals to put forth suggestions and ideas for consideration as part of the updated plan. Secondly, the Focus Group, hosted by the Upper Hudson Library System (UHLS), allows for dialogue directly between a small group community members and UHLS Executive Director Tim Burke about their vision for the future of the library. The information gathered by the Community Survey and the Focus Group is then incorporated into the LRP.

The results of the Community Survey and the Focus Group Summary contributed greatly to the plan outlined herein. The 2021 Long Range Plan is data driven and addresses the concerns, needs and ideas of the greater Berlin community.

Berlin Free Town Library Mission Statement

The Berlin Free Town Library is dedicated to providing library materials, programming and services that support the educational and recreational needs of the citizens of Berlin and the neighboring communities.

Management/Organizational

The business and affairs of the Berlin Free Town Library Inc., located at 47 South Main Street, Berlin, NY, are managed and directed by a ten member Board of Trustees (the “Board”), guided by a set of By-Laws, pursuant to the minimum standards of service established by the NYS Board of Regents. The Board conducts regular monthly meetings which are open to the public.

BFTL is organized as an Association Library, a private corporation established by the members the association. The library operates under federal tax-exempt status, Section 501 (c) (3) of the Internal Revenue Code. The Berlin Free Town Library Inc. is registered with the NYS Office of the Attorney General, Charities Bureau.

Stakeholder Feedback Summary of the Online Survey

The online Community Survey was open to anyone in the greater Berlin area. 2,160 post cards were sent to the residents of Berlin and Petersburgh to notify them of the survey and provide the web link. Three news articles about the survey appeared in the Eastwick Press. For those that preferred a hard copy, a printed survey was also available at the library. The survey opened on March 6 and closed on March 31. 108 responses were received.

Summary

71% of the responses came from women and about 60% of all responses came from men and women over age 45. We heard from only a few young people of either gender.

Most respondents hold a library card but almost half of cardholders do not fully integrate with UHLS, either thru the catalog or streaming services.

Of those who took the survey, only 14% visit the library weekly, 8% do so monthly, 64% rarely and 14% never.

Of those that do visit the library, 77% come to borrow print material or DVD’s.

Only 16% of respondents use the BFTL website to get information about the library while 42% find out about the library reading the Eastwick Press. 30% use the BFTL Facebook page as their source of information.

When asked about topics of interest, the respondents exhibited a wide range of interests for programming, with local history (52%), cooking/dining (42%) and gardening (42%) getting the most interest.

When given the choice to get involved in group games like Bingo or card playing, a majority responded positively. Nontraditional library activities such as snooker, billiards and table tennis were also favored. Overall, a majority expressed an interest with “hands on” activities.

About a third of respondents are in favor of a coffee shop hour.

A small number of respondents offered to provide some service to the library, with fundraising, programs or helping staff. There were no individuals who expressed interest in being a Trustee.

The survey results signal a need to adjust the hours of operation to better meet the needs of the community.

The great majority of people who took the survey have reliable internet service and more than half would be interested in taking online programs hosted by the library.

BFTL Long Range Plan 2021 Goals, Objectives and Action Steps

Goal – Broaden the scope of activities and services at the library that will appeal to a wider age and gender range of the community. The overarching goal is to get more people of all ages who have a stake in the library and are willing to get involved in its operation.

Objective – By getting more volunteer community members involved in the day to day operation of the library we can reduce the workload of the staff and Trustees while bringing in fresh ideas and perspectives. Additionally, greater integration with the community will allow us to make a stronger case for increased public funding.

Action Steps:

Offer wide ranging programs on a regular basis – educational, informational and recreational programs to engage our community. Offer regular ongoing activities – “hands on” activities such as card clubs, snooker, billiards, darts, table tennis, etc. where people can come and go as they please.Special events – Bingo, Casino nights and concerts. Bingo and Casino could be revenue sources.Targeted events and activities to attract young people and men. Goal – Create an interactive online presence for the library through its website.

Objective – Offering online programming will allow the library to reach more of the community, especially when conditions do not allow for in person gatherings or when traveling to the library is not possible. This is especially important for senior citizens.Regular updates to our website is key to educating and informing the public. We need to make our website the #1 place people go for information about the library.

BFTL LRP 2021 Pg. 2Action Steps: Create a re-designed user friendly web platform that can be updated by Trustee, staff or volunteer on a regular basis.

Create an archive of video content from live programs video recorded at the library. Videos can then be uploaded to free video sharing websites. Links to the videos can then be provided on www,bftl.org.Establish educational outreach to the community about Upper Hudson Library System (UHLS) services.Goal – Create a more welcoming atmosphere at the library. Objective – Making the library more welcoming will encourage patrons to lingerand congregate. Action Steps:Adjust hours of operation to meet the needs of our user base.Create an internet café/coffee shop with comfortable seating and tables where people can read, use Wi-Fi, play cards or meet with friends. Give people a reason to congregate at the library.Create a comfortable outdoor seating area.

Create an outdoor play area for children.

BFTL Long Range Plan Timeline

Develop interior floor plan for renovations – June 2021
Solicit bids for interior work renovations – Aug. 2021
Financial Impact Statement & vote – Sept. 2021
Award bid for renovations – Oct. 2021
Develop strategy for revamped website – Aug. 2021
Solicit bids for new interior furniture – Aug. 2021
Financial Impact Statement & vote– Sept. 2021
Award bid for new furniture – Oct. 2021

Write new job description and compensation package for Director – Sept. 2021
Financial Impact Statement & vote – Oct. 2021
Advertise for Directors position – Oct. 2021
Interview applicants – Nov. 2021
Hire Director – Jan. 2022

Solicit bids for new equipment – Nov. 2021
Financial Impact Statement & vote– Dec. 2021
Award bid for new equipment – Jan. 2022

Develop programming schedule – Jan. 2022
Financial Impact Statement & vote – Feb. 2022

Finalize new hours of operation – Jan. 2022
Financial Impact Statement & vote– Feb. 2022

Develop exterior grounds plan – Feb. 2022
Solicit bids for exterior grounds work – Mar. 2022
Financial Impact Statement & vote– April 2022
Award bid for exterior work – April 2022

Implement group game schedule – May – 2022
Financial Impact Statement & vote – June 2022

BFTL Online Survey Results

#7) How often do you visit Berlin Free Town Library?
Daily – 0; Weekly – 14; Monthly – 6 Rarely – 63 Never – 12

#8) Please select the primary reasons for visiting BFTL.
Select all that apply:
Print Materials – 47.31% (44)
Audio Books – 17.20% (16)
DVD/Video – 17.20% (16)
Public Access Computers – 9.68% (9)
Free Wi-Fi – 7.53% (7)
Public Meeting Space – 17.20% (16)
Photocopier/Fax Machine – 10.75% (10)
Library Program for children – 13.98% (13)
Program for adults – 12.58% (21) – 
Fundraising Event – 20.43% (19)
Place to browse and hang out – 19.35% (18)
Meet with friends – 9.68% (9)
Other (please specify) – 19.35% (18)

[Other, please specify – the other reasons people gave for visiting the library, most could be found in the above list]

#9) How do you find out about library programs/events/services? Total Respondents: 95

Facebook – 32
Eastwick Press – 39
Library Staff – 21
Library Website – 17
Fliers/Posters – 16
Word of Mouth – 26
I Don’t Find Out – 15
Other – 5 – Sign outside library, mailer, by visiting, they used to send information home with the elementary school kids, husband on board

#10) Why don’t you use BFTL?

Too far to travel – 4
Library feels unsafe – 1
Staff isn’t welcoming – 2
Transportation – 0
Inconvenient hours – 12
Too busy – 17
Never occurs to me – 27
Buy or rent what I need – 10
Get Information from other sources – 19
Library doesn’t offer what I need – 4
I use a different library – 9
Inadequate in-house book collection – 5
Other – 19

Other reasons include:

since covid, mainly download e-books;
now I find I prefer e-books;
I just have not found you open yet when it is convenient for us both I guess; 
I use it when I need printed books, which has been less because I don’t want to deal with covid restrictions;
Most staff are very welcoming but not all;
I use the library all the time;
New to the area

#11) Are there other services BFTL could provide that would encourage you to use the library?

Literacy classes – 4
Computer classes – 19
Coffee Shop Hour – 27
Study Lounge – 10
Senior Programs – 24
Activity Kits – 20
After School Programs – 11
Other – 22

Other reasons include:

Visiting guest speaker;
historian onsite for announced
hours;
research assistance;
book club with remote participation;
collection/resources tour/overview;
Outdoor space to sit and read/work would be amazing;
Music events

#12) Check all the topics that interest you or that you might be interested in learning more about.

Local History – 48 (52%)
Gardening – 42 (45%)
Cooking/Dining – 41 (44%) 
Crafts – 33 (35%)
Game Night – 32 (35%)
Home Improvement – 29 (31%)
Helping Others – 29 (31%)
Book Discussion/Author Talks – 29 (31%) Art Presentations – 24 (26%)
Computer Technology – 23 (25%) Outdoor Education – 23 (25%)
Health Issues – 20 (21%)
Community Group Meeting – 20 (21%) Retirement/Aging – 19 (20%) Recreation – 19 (20%)
Language Studies – 17 (18%)
Contests – 17 (18%)
Theatre/Movies – 16 (17%)
Conservation/Climate Change – 15 (16%)
Social Issues – 15 (16%)
Politics – 8 (8%)
Sports – 7 (7%)

Other:

Writing tips or classes for things you use the library for, such as a house history, writing grants;
historical preservation;
travel presentations;
remote cooking demo featuring a recipe from a cookbook in the collection;
genealogy research;
better access to new critically acclaimed books;
knitting, crochet, sewing, quilting circle;
metaphysical studies, law of attraction; nature

#13) What are your preferences for attending a program or visiting the library?
Weekdays 42 %
Weekends 63 %
Morning 28 %
Afternoon 38%
Evening 67 %

#14) Would you be interested in any of the following. Select any that apply.

Serving as a library trustee 5%
Offering a program you are knowledgeable in 16%
Volunteering to assist staff 36%
Volunteering to assist in building and grounds maintenance 11%
Volunteering to assist in programs or fundraising events 30%
Building use for a private function/event 20%
Community group meetings 25%

#15) At the library, would you be interested in the following? Check all that apply.

Playing Bingo 62%
Playing Billiards, Snooker or any other table sports 26%
Playing Darts 28%
Being in a card playing club 48%

#16) Do you have reliable internet access at home? 98% of respondents said yes, with only 2% saying no #17) Would you be interested in attending programs on-line? 57% said yes, with 43% saying no

Library Planning Focus Groups
Berlin Free Town Library
Monday 3/29/21 – virtual meeting via Go-To-Meeting

Summary information

The focus group session was conducted virtually due to the covid-19 pandemic. The session started at approximately 6:35 pm. The session wrapped up at approximately 8:10pm. There were 9 total participants. All lived in the library’s service area, with the exception of one who does not live in the community, but is currently serving as one of the librarians in the local school district.

Agenda

1)Welcome/Introductions
2) Timing/Ground Rules
3) Focus Group Questions
4)Next steps/Conclusion/Thanks

Focus Group questions:

1)Why do you live in this community? (MF)
2)What do you consider this community’s most important assets? Why are they important to you? (MF)
3)How do you think this community is changing? (TB)
4)What do you think the community needs going forward? (TB)
5)What do you think is great about this library? (MF)
6)What do you think is not so great about the library? (MF)
7)What can the library do to better serve you and the community? (MF)
8)Is there anything else you’d like to share or suggestions you might have about the library to help the trustees plan for the future of library service in this community? (TB)

1. Welcome/Introductions

Thank you for taking the time to be part of this virtual focus group to learn more about the Berlin Free Town Library. On behalf of the Trustees of the Library and the Upper Hudson Library System I want to tell you how much we appreciate your participation.

Facilitator Team introductions

Ask members to introduce themselves, providing their name and where they live in the community.

2. Timing/Ground Rules:
   We plan to be done in about 90 minutes or less and we do have a few ground rules for the group:
   • We want you to do the talking – we would like everyone to participate; if I haven’t heard from you in a while I may even call on you.
   • There are no right and wrong answers! – Every participant brings a different experience and different opinions to the table tonight. All opinions are important and we want to hear a wide range of opinions. Feel free to speak up whether you agree or disagree with something, but we do want to stay on track -which is my job!
   • Please be brutally honest. That’s the best way to ensure that this process helps the library provide the best services to the community.
   • This may be the only time you ever hear your community compared to Las Vegas – but what happens here, stays here! Your input is being recorded and the recording will be used to prepare a final report, but no names will be attached to the report that we prepare for the trustees. We want you to feel confident in the confidentiality of this process.
3. Ask the focus group questions
4. Next Steps/Thanks – That’s all the questions we have for you tonight. We will synthesize what you’ve shared tonight and put it into a report for the trustees. That report will be used by the trustees as part of their planning discussions. If you think of anything else you’d, like to share please contact UHLS and ask for either of us and we’ll be happy to include your additional comments.
   
   Any other questions about this part of the library’s community feedback process?

Thank you again for your ideas, your energy, and your patience. This was an important step in defining the future for your library.

Focus Group Team summary

Participant group description

In general, the group was made up of people who’ve lived in the area for many different durations, with some relative “newcomers” and some that were born and raised, and everything in between. The participants all considered themselves “community supporters”, but only a few characterized themselves as “regular library users” (pre-pandemic, of course!). One of the participants was a newly hired librarian (within the last year) in the local public school system, but did not live in the community. All of the participants appreciated the opportunity to assist the library in its planning process and thanked the library for inviting them.

Takeaways on the community from the participants

Participants valued the natural beauty of the area and the easy access to it “right out their back doors”.

People liked the ability to feel isolated, which they felt encouraged a certain independence among the residents.

Several people mentioned that the community had a “New England” town feel to it and that it was generally friendly.

But several other participants mentioned that they felt that they were “grilled a bit” by other members of the community about how long they’ve lived here and where they live in the community. This was not always seen as friendly or welcoming.

The group remarked that the enrollment numbers in the local school district are dropping, so there are not as many families coming into the community.

Many houses are being converted or renovated into apartments.

It was also mentioned that it’s getting harder and harder to find community members to volunteer for community activities (the parade committee was cited as a good example of this).

The community was described by several in the group as a “food and service desert” with very few retail or service businesses in the community, noting that even the banks and the health care services (doctors, etc.) that used to be here are now gone. With only a few exceptions, residents are forced to drive to other areas to do their shopping and acquire their other necessary services.

In the same way, the community was also described as a “jobs desert”, with lots of retirees or people who make a living traveling, those who can work remotely, and those that are willing and able to commute to the more populated areas where the jobs are.

The lack of a place that kids, mostly teens and tweens could “hang out” safely and productively (without getting into mischief) was noted as a real problem.

It was also observed that there are a lot of isolated single women of varying ages in the community that need support and services.

It was remarked that there is no real physical town center and more importantly, the group felt that there was very little “sense of community”. They felt strongly that the sense of community needed to be rebuilt.

Takeaways on the library from the participants

The library facility (both in terms of the building and the location) was seen as a real asset. The building is well sited to serve most of the community. The building is clean and very well maintained, and welcoming in terms of its layout and design.

The library staff are generally friendly and helpful to people using the library.

The library’s computers and wifi access, along with staff to assist patrons was seen as an important service for the community.

The library’s programs for young children, especially the summer reading activities, were seen as positive and popular programs.

A few other programs or activities the library does were specifically pointed out: the local photo contest was “cool” and brought people into the library that likely would not come in normally; the violin duet concert with the local student and his teacher playing a concert, which was a great way to provide programming and to support youth in the community; the pie contest was also mentioned as a fun community event.

The easy access to all the UHLS collections, in particular the digital collections (Overdrive and Hoopla) was a plus for the community.

The group felt that the current schedule of hours does not meet the needs of the community. The hours should be structured around when people are available to go to the library…more weekend and after dinner hours for working people and families with school age children. It would also be ideal if the library could expand the number of hours the library can be open to give people more access, but the group understood that more hours meant more expenses that might not be in the library’s budget.

The library should do more to advertise to the community the programs and services offered. The website needs to be revised and updated with current information more frequently. The library should make more and better use of social media to advertise to the community. The library should have a regular presence in the Eastwick Press like some of the other libraries in the area.

The library should focus more of its resources (time, $, staff) and space in the building on community programming and activities for all user groups (kids, teens, adults, seniors).

The library has great space for community meetings, events, and activities, but should consider reducing the size of the physical collection to provide more space for community activities. Some of the programs suggested were: music programs/concerts, game nights, crafting clubs and crafting programming, computer skills/internet security, “paint and sip” programs for adults, etc. The creation of a “conversation corner” in the library just for people to talk together as a way to build community.

The library should consider non-traditional services like loaning things people need (tools, cooking/baking items, sporting equipment, etc.). The library could solicit donations of specific items for this collection from the community, making it a “win/win.”

The library should consider programs and facilitate other activities to help the community live and thrive here in Berlin: Eat right/Shop right programming, health care and wellness programming, coordination of car pools for trips “to the city” for food shopping and other services.

The library staff is generally polite and helpful, but they need to be more friendly and welcoming to everyone who comes into the library…new comers and longtime residents.

The library should build an active partnership with the school district to coordinate programs, get all kids library cards, and to work to create a “bridge” between school and the library for kids, especially teens and tweens, who need safe places to belong when they are not in school.

Could the library consider a bookmobile or some other way to take the library out into the community for events or for the delivery of books, computer classes, mobile hotspots, etc.?

The library board should meet with the boards from the other local public libraries (Grafton and Petersburgh) to discuss how all three libraries can coordinate activities together and whether there are “bigger picture” opportunities for shared services and cost efficiencies that should be explored together.

Possible actions for consideration based on focus group feedback (from the UHLS focus group facilitators)
 
1. Library hours survey – As the library plans for a post pandemic future, the library leadership team should conduct surveys with the community (seeking to get to users and non-users) to determine the ideal service schedule from the community’s perspective and explore how the current service schedule can be changed to reflect community input.

2. Library programming survey – The library leadership team should conduct surveys and other explorations with the community (seeking to get to users and non-users) to identify the community’s ideas and opinions on the kind of programming that the library could present, host, participate in, etc. What kinds of topics, what kinds of formats (in- person/virtual), when should they be offered, what community partners are available to collaborate with, etc. The resulting data can be used by the library staff and board to develop a community based library programming plan.

3. Public information plan – The Library should develop a comprehensive public information plan that will enable the library to get information about its programs and services to as much of the community as possible. Such a plan might include steps to revise and improve the website; explore other communications tool options (social media, email newsletter, joint advertising with other libraries, etc.), establishing a new relationship with the Eastwick Press, etc. The plan will also need to address staff considerations, budget considerations, and identification of key community partnerships (schools, community service organizations, municipality, etc.) that can help the library connect with the community as much as possible.

4. Refocusing library services – The library leadership should explore and discuss the idea of refocusing library services for the community. This process will be a longer duration exercise and can certainly be one of the goals in your long range plan. This process will included looking at what other local and regional public libraries are doing along with the general “industry trends’ in public library service. In this exploration the library can look into many of the ideas suggested above – mobile/pop-up library service, non- traditional collections, community partnerships, etc.

5. Possible reconfiguration of library spaces – The library leadership should explore and discuss the idea of reconfiguring the library space to better fit planned future service changes (i.e. more room for people and programming and less for physical collections).

Based on the discussions, these changes can range from minor rearrangement of furniture to more elaborate space redesign.

6. Library/School relationship – The library should refresh its relationship with the local schools, both at the individual school library level (i.e. with the school librarians) and at the administrative level. This partnership can be useful on the micro level for the library to coordinate programming and other services to school aged kids, but also on the macro level to allow the two organizations to provide mutual benefit and support to each other in terms of advertising activities and programs, etc.