calls with leaders of the indiana library federation...nov 01, 2016 · • partnerships –more...

Calls with Leaders of the Indiana Library Federation

Leader Call 1: Status Update and 2016 Work Plan

Nov. 1, 2016, 3pm ET/2pmCT

Promoting all libraries in Indiana and fostering the professional growth of our members

www.ilfonline.org

On behalf of the ILF Board, thank you!

Robyn Young, ILF Board President David Peter, ILF Board Vice President

About ILFILF dates back to 1891 – Celebrate

Associations and Mergers • Indiana Public Library Association (IPLA)• Indiana Library Trustee Association (ILTA)• Indiana Academic Library Association (IALA)• Association of Indiana School Library Educators (AISLE)• ILF Endowment

Institutional and Personal Memberships • Academic libraries• Public libraries• School libraries• Special libraries• Friends groups• Trustees of public libraries• Affiliates, vendors, etc.


www.ilfonline.org

The Aspirations ToolAspirations – What are your aspirations for ILF and for the library community?

Challenges – What challenges do you see for ILF and for the library community?

Changes - What changes or new conditions would be needed in order to achieve your aspirations and/or to overcome the challenges?

http://www.theharwoodinstitute.org/tools/


www.ilfonline.org

Aspirations, Challenges and Changes for ILFAspirations• ILF should be THE Voice for all Libraries and the people who work

in them

• ILF should be proactive in legislative work and collaborations

• ILF should be the place for library staff to turn for expertise, top training and networking

Challenges• Apathy in field; library staff who don’t see value in ILF

• Structure of organization (affiliations, cross-sector)

• Public perceptions about libraries and library staff

Changes• Governance – longer board terms, role clarity, clear structure

• Communications – both internal and external

• More proactive approach to work


www.ilfonline.org

Five priority areas of Work Plan for 20161. Improve office infrastructure and processes

2. Plan for changes to ILF’s legal organizing documents (articles and by-laws) and governance structure

3. Engage members and initiate strategic planning

4. Initiate comprehensive training/meeting/conferencing/ professional development plan

5. Improve internal and external communications, transparency and accountability

https://ilfonline.site-ym.com/page/strategic


www.ilfonline.org


Mission and Values

Our big goals will:

• Be driven by Mission and based in core values about service to all, an educational culture, high quality programming; balance of local and statewide needs.

• Focus on elevating libraries and the people who work in them from an aspirational approach.

• Balance being both strategic and opportunistic, with a long-term approach even if one library group benefits today (opportunistic) so that all will benefit in the long-term (strategic). Note that many members expressed the desire to be more proactive than reactive.

Long-term, aspirational goals will likely involve strengthening the membership, diversifying ILF funding, showing value of ILF for members, providing a strong voice for libraries and the people who work in them with a clear message proposition, advancing or increasing resources for libraries, advocating that all Hoosiers have equitable access to quality library services for lifelong learning.


www.ilfonline.org

Five priority areas of Work Plan for 20161. Improve office infrastructure and processes







www.ilfonline.org


1. A Stable Office Infrastructure includes:


www.ilfonline.org

• An ILF Employee Handbook that is revised to remove inconsistencies and legal liabilities and to align with the ILF work of the future.

• Contracts (conferences, speakers, independent consultants) that are legal, consistent and maintained in files.

• Increased staff capacity with staff, consultants, volunteers and student interns within current staffing budget, with professional development.

• Appropriate Information Technology infrastructure.• A stable budget, where operations are within budget constraints, cost

areas are functionalized, budget deficit is closed by FY 17 yearend, travel and reimbursement policies are clarified, internal controls are present and communicated, Financial Policies and Procedures are updated and aligned

• Identification of ILF Core Services where activities, costs and outcomes are tracked and reported. Time study for staff.

• OTHER - Miscellaneous administrative tasks may update to state and federal registrations; review office lease that expires in 2017; recycle old office equipment; review of office vendors; explore ways to clear out inventory; revise processes for small-dollar-order processing.

2. A Plan for ILF Organizing Documents and Governance Structure includes:


www.ilfonline.org

• Identification of liability areas, core provisions that must be

preserved or that may be changed

• New Board meeting format to increase mission-related discussion

• Changes to how committees and divisions relate to ILF office

and Board of Directors so that 1) executive board authorizations

and approvals are conducted properly, and 2) committees and

divisions are acting in alignment with ILF goals and 2016 work plan

• An updated Leadership Notebook

• Consideration for all types of members and institutions in the

revisions, even if full representation is not possible in drafting

process of new documents.

• Draft revisions to Articles of Incorporations, By-Laws and

Standing Rules.OTHER - Specific recommendations: longer and staggered board terms; consideration of

removing formalities for units and divisions; consideration for reducing number of

committees and creating a direct relationship with the Board; consideration of

comprehensive review of awards and scholarships and processes.

3. The foundation for engaged members and an initiated strategic planning process includes:


www.ilfonline.org

• Multiple opportunities for two-way communications between the

ILF Office and members.

• Participation in surveys that provide meaningful information.

• Scheduled and publicized opportunities for engagement within

and across Associations, Committees and Divisions.

• A retiree group to provide institutional memory and to mentor new

library staff.

• A more formalized structure to support volunteers within ILF.

• A proactive approach to legislative and administrative

advocacy that focuses on advancing libraries and librarianship

more comprehensively.

• Identification of strategic planning format, process, and

consultants, if needed.

• Exploration and testing of use of technology to engage more

members in processes.

4. A comprehensive training/meeting/conferencing/professional development plan includes:


www.ilfonline.org

• Clarity of purpose for different types of events, where we

specify the intent of quality content for educational units for

LEUs/PGPs, best practice sharing, peer networking or speakers

who are inspirational or educational.

• Clarity of roles, where the ILF staff will provide the support for

event management and the volunteers will provide their preferences

and feedback.

• One- to two-year comprehensive calendar of activities where all

types of libraries and specialties are considered and planned for

maximum coverage, minimum duplication and cost-effective use of

resources.

• Identification of opportunities for collaboration with other

organizations that provide professional development and training to

ensure that collective resources are maximized and gaps are filled.

What’s New in PD and Conferencing?


www.ilfonline.org

Aligned with ILF Mission – How does this professional development opportunity advance libraries or the people who work in them? How is it aligned with other ILF programs?

Support for Volunteers ILF staff coordinates volunteer activity, where ILF staff manages all financial, legal and logistics and volunteers drive content, location, audience.

Principles for PD and Conferencing• Member Benefit – To what extent does it benefit members? How many members?

How well are we reaching each type of member and library? • Quality Content and Speakers – How do we assess? (a rubric?) How to balance “core”

with “innovation” and “our niche”? • Business Model – How are PD/conferences revenue-neutral including admin so that

ILF may advance mission?• Partnerships – More cross-library and cross-sector work; more coordination with

partners to maximize resources.

Goal: add “cohort” approach Knowing that behaviors change over time and with ongoing effort, ILF will explore resources to support “cohorts.” First ideas are for “train-the-trainer” (becoming a better trainer), strategic planning, management and community engagement.

5. An initial communications plan will include a focus on internal and external communications:


www.ilfonline.org

Internal communications for members to deepen relationships and to

increase trust and value.• Updated website with accurate and easier-to-find information.

• Regular executive director communications to members.

• 2016 ILF Annual Report released in fall or at Annual Conference.

• Review of social media uses and integration with internal and external strategies.

• Pilot of electronic newsletter, perhaps to transition Focus to e-news.

• Pilot of embedding short video on website and in e-news.

• Pilot one-page e-newsletter for Trustees and Friends groups.

• Message tools and templates for members to participate in external communications.

External communications beyond members where ILF is the voice for

libraries and the people who work in them.• Public-facing home page with simple messages about value of libraries.

• Regular calendar and content schedule for release of media releases.

• Adapt ALA’s “Libraries Transform” message campaign specific for Indiana (Board voted 10/5).

• Stakeholder messages for their engagement in resource development, public policy, and

advocacy to serve as champions for libraries.

• Exploration of collaborative opportunities with key stakeholders and potential partners

What’s New in Communications?


www.ilfonline.org

Brochure-style website Mobile-enabled, user- and disability-friendlyFocus in PDF Clickable E-news, w/targeted messagingExternal messaging via social media only Comprehensive messaging strategy, adapting

ALA’s Libraries Transform for Indiana

From this To this

Help us with the Work Plan to build a better future1. Improve office infrastructure and processes







www.ilfonline.org

The Work Plan will lay the foundation for

Visioning the Future for ILF.


ILF Leadership


www.ilfonline.org

Board – Comprised of Executive Board (6 officers), 2 representatives each from IPLA, AISLE,

IALA, ILTA and 2 at large reps. Ex-officio includes Executive Director, ALA Councilor, State Library and Historical/Library Board.

11 Committees – Archives; Awards, Honors and Scholarships; Budget and Financial

Development; Insurance and Benefits; Intellectual Freedom; Legislative; Membership; Nominating; Personnel; Publications/Communications

4 Associations – IPLA, AISLE, IALA, ILTA

14 Divisions – Children and Young People’s (CYPD); Community Outreach; Distance Learning;

Instruction and Education; Inter Library Loan/Circulation (ILL/Circ); Management; Marketing; Media Resources; Reference; Small and Medium Sized Libraries (SAMS); Special Librarians; Support Staff; Tech Services; Young Professionals

8 Districts – 8 districts, with membership ranging from 87 to 349 in a district and district

conferences ranging from 35 to 179 in attendance

Others – Friends, Affiliates, retirees, students

https://ilfonline.site-ym.com/page/memberdocs for Assoc, Cmtes, Div and Unit reports

https://ilfonline.site-ym.com/page/memberdocs

Next Steps and how to get involved


www.ilfonline.org

Two-Way Communications –• Communications from the Board and the Executive Director. • We are listening to your aspirations, concerns and feedback. • Help us communicate the direction with the members in your associations,

divisions and districts. Coordinate your activities with ILF office.

Engagement opportunities –• ILF Conference and Division Roundtables• Surveys, meetings, conference calls and online meetings, visits

Strategic Visioning for the future of Indiana’s libraries -• Calls on Dec. 14 and Jan. 11. Recorded sessions will available for detail.• Leadership retreat in January to create framework for strategic plan• District meetings or sessions at conference on Visioning for Future• Using input from members, Board to approve a strategic plan in summer 2017

Questions, Clarifications, Feedback?

Thank you!


www.ilfonline.org