AGENDA #9

 

MEMORANDUM

 

TO:                  Mayor and Town Council

 

FROM:            W. Calvin Horton, Town Manager

 

SUBJECT:       Information Technology Plan:  Consultant presentation

 

DATE:             January 27, 2003

 

 

The attached “Chapel Hill Public Library Information Technology Plan: 2003-2007” (Attachment 1) will be presented this evening by library consultant Richard Wayne.  The plan presents recommendations regarding electronic resources, services and development of the library’s technology infrastructure.

 

BACKGROUND

 

On June 24, 2002, the Council accepted a $20,000 Library Service and Technology Act grant (Attachment 2) to develop a long term technology plan that would identify:

 

• A centralized Internet station management system.
• Best methods to host electronic databases and to make them available.
• Steps to integrate the Library’s automation system with the Library’s local area network.
• Plans to ensure network security.

 

The Council also authorized the Manager to hire a consultant to develop the long-term technology plan.  Consultant Richard Wayne was hired in September 2002 to work closely with staff and the Library Board.  Members of the Town’s Information Technology Committee and staff were also included in the technology plan development.  

 

At its January 20, 2003 meeting, the Library Board unanimously recommended that the Town Council accept the Information Technology Plan.  The Board also recommended that Council include the projects identified in the plan in the Town’s 2003-2018 Capital Improvements Program.

 

CONSULTANT RECOMMENDATIONS

 

The consultant’s recommendations include capital and ongoing costs in current dollars.  Implementation of various technology services has been scheduled in specific order to best develop the library’s technology base.  Local priorities may determine that some services are unnecessary and the Council could eliminate them without undermining the development plan as a whole.

 

The consultant’s key recommendations and associated costs are listed below: 

 

Automation system development ($276,000): 

1.                  Upgrade the automation system to improve library services for patrons.

2.                  Replace text-based terminals with computers in public and staff areas to deliver enhanced products and services to library patrons.

Streamlined service ($233,000): 

1.                  Install a radio frequency identification system to simplify the materials management process (self check-out, improved workflow, etc)

Electronic reference services ($39,000): 

1.                  Provide reference services that patrons can use from remote sites

2.                  Develop and maintain the library’s website to meet current information needs.

3.                  Promote patrons’ awareness of NC Live databases.

Public access computing ($62,000): 

1.                  Provide 28 public Internet computers, based on North Carolina Public Library Directors Association Guidelines.

2.                  Upgrade all software and equipment based upon the Town’s plan for replacement.

3.                  Ensure a safe Internet browsing experience for children.

4.                  Install a computer management system to efficiently control the flow of patron traffic to public Internet computers.

5.                  Conduct an annual review of library electronic products and services as part of the Town of Chapel Hill’s Capital Improvements Program development process.

Patron training / staff training ($28,000): 

1.                  Provide staff with appropriate technical skills to satisfactorily perform their jobs and to serve the public.

2.                  Sponsor training opportunities for patrons to improve their information seeking skills.

3.                  Provide self-study training materials to patrons and staff to improve information seeking skills.

Infrastructure development ($19,000): 

1.                  Secure the Library’s network to prevent disruptions of service.

2.                  Improve the Library’s wiring infrastructure to modernize electronic products and services.

3.                  Provide appropriate equipment to systems personnel to effectively maintain the Library’s technology environment.

4.                  Develop a technology disaster plan to ensure the recovery of essential computerized library products and services in the event of a disaster.

Human resource considerations ($484,900): 

1.                  Provide adequate systems staff to develop and support the Library’s emerging products and services.

 

NEXT STEPS

 

We recommend that the Library’s Information Technology Plan be received and referred to the Manager, the Library Board of Trustees, and the Technology Committee for consideration and recommendations for action. 

 

ATTACHMENTS

 

1. Chapel Hill Public Library Information Technology Plan (p. 4).

2. Library Service and Technology Act Grant, memo dated June 24, 2002 (p. 59).