NORTHERN LIGHTS LIBRARY SYSTEM MEMBER LIBRARY PROCEDURES MANUAL WHAT DO I DO AS A NEWLY APPOINTED LIBRARIAN?
Welcome! You’re hired! Start here:
Obtain relevant information on the history of your community's involvement with Northern Lights Library System (NLLS).
Visit the NLLS website: http://www.nlls.ab.ca to see what the system has to offer you and your patrons.
Phone NLLS headquarters and introduce yourself to the Administrative Assistant who can schedule an orientation visit from the Public Services and Technical Services staff.
Familiarize yourself with the procedures manual. Write down questions to ask the consultant over the phone or when she visits or for when you come to headquarters.
Familiarize yourself with your own library’s services and collections. Write down all your questions and don’t be afraid to ask them. The only stupid question is the one you don’t want to ask.
Review your library’s plan of service and make note of when it expires. Ask your board any questions you have about the document’s development or contents. Contact NLLS headquarters if your plan has expired or is expiring soon. A current Plan of Service is a mandatory requirement for public libraries in Alberta.
As you become more familiar with library policies and procedures …
… welcome and help everyone who comes to the library. - Be sensitive to the needs of all the people in your community, be they teenagers, seniors, immigrants, unemployed workers, children, homemakers, and everything else under the sun. - People who only use the Internet are just as important as the people who only read books.
… learn how to take and too fill patron requests for books from other libraries. - Check the local library materials first for any reader requests. - Always suggest that the patron put a hold on anything not available at your local library. - Handle interlibrary loans/requests/holds from your patrons and requests/holds sent to your library within 24 hours. - Remember, the role of the library is service: a library is useless if the books remain on the shelves.
… establish and maintain constant communication with NLLS headquarters. - Inform headquarters of any changes in staff, hours, location, phone, email address. - Ensure that headquarters has a copy of your most recent: - Plan of Service - Technology Plan - Annual Report - Budget & Statement of Receipts and Disbursements - Policies - Review your book allotment report.. - Review your collection codes when they are sent out annually. Evaluate your cataloguing profile. - Contribute news articles to Aurora, the NLLS Newsletter. - Send requests for TRAC/TAL cards, registration forms, patrons barcodes, plastic covers, and bookmarks to headquarters - Send updates for this member library procedures manual as required to headquarters.
… operate the library under the guidelines established by the local board. - Establish and maintain constant communication with board members. - Report to local library board at every regular meeting. - Know the difference between board responsibilities and library manager responsibilities. June 2009 BACKGROUND page 1-1 NORTHERN LIGHTS LIBRARY SYSTEM MEMBER LIBRARY PROCEDURES MANUAL
… maintain accurate and relevant usage statistics of library use. - Complete the annual report for the Ministry of Municipal Affairs and Housing, Libraries Branch. Send a copy to headquarters, keep a copy for your board file, and send the original to the Libraries Branch. - Communicate statistics to your board and community regularly.
Be aware of and knowledgeable about NLLS services: - The TRAC/TAL Card - Interlibrary Loan - Multilingual Resources - Online catalogue - Paperbacks-by-Mail - Summer Reading Program - Talking Books and Large Print for the Visually Impaired - HQ Blocks available for your library to borrow (Large Print, DVD, Playaway, Audio, Specialty blocks) - Programming Kits available to your library - Virtual Reference - Bulk purchasing for libraries - Online databases - Cataloguing sheets - 35% outside purchases - Acquisitions order form - Consulting Support
Maintain a well-organized and attractive library.
Try to be informed about community, provincial, national, and global topics.
Join professional associations if you can (Library Association of Alberta memberships are sliding-scale $35 and up)
Attend workshops to further your own professional development, i.e. Librarians’ Council meetings and NLLS Annual Conference
Establish a good rapport with businesses and the newspaper in your town. - Contribute regularly to a column for library news in the local newspaper. - Maintain a high library profile in the community so businesses will use your resources and support you when you need it. - Public relations and community awareness are good tools for preventing tough times for your library.
Plan and oversee the summer reading program, including supervising summer staff each year and applying for STEP grants to fund them. - NLLS supplies summer reading program materials and a traveling children’s entertainer.
Every year, review the periodicals you are ordering to determine if they are meeting the customers' needs
email / mail is the vital link among member libraries and between member libraries and NLLS headquarters. Please handle all email/mail promptly and respond accordingly to any deadlines or questions mentioned in correspondence
weed on a regular basis to maintain a collection that is current and attractive- keep the collection up-to- date and the actual material in good repair
do an inventory every three to five years (ask a consultant for assistance)
display best sellers prominently in the library
don't forget to have fun while doing your job
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WHAT IS A LIBRARY SYSTEM?
Northern Lights Library System
The Northern Lights Library System (NLLS) consists of individual libraries organized in a network that collectively serves the needs of residents in northeastern Alberta.
By banding together as a unit, the NLLS member libraries are able to accomplish more than any single library could alone. The combined resources of our member libraries provide an excellent inventory of materials for all our patrons. Specialized services and programs are also offered. NLLS is able to offer system wide services that would be otherwise unavailable.
Funding for NLLS has been established with municipal and provincial governments, so that membership is available to any citizen living in a NLLS library community. Limited library membership is also offered to residents of non-participating municipalities for an annual fee.
Each participating municipality appoints a representative to the NLLS Board, which sets policy on the operation of the system.
Located in Elk Point, NLLS headquarters is operated by a team of library specialists who coordinate all Northern Lights functions and assist each member library in a variety of ways: consulting; ordering, cataloguing and processing books; library workshops and training.
Central Purpose of the Northern Lights Library System
Philosophical Statement: Northern Lights Library System believes that all citizens should have equitable access to library services.
Mission Statement: The aim of the Northern Lights Library System is to manage our resources so as to best provide services and support to autonomous member libraries to assist them in the provision of comprehensive and efficient library service. The System may provide access to library service for residents of supporting municipalities where no library exists.
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NORTHERN LIGHTS LIBRARY SYSTEM HISTORY
The Northeast Library Steering Committee was formed in January 1985 to actively lobby for a regional library system after three successful years of cooperation among the five libraries serving the M.D. of Bonnyville area. Based on the belief that by working together the public libraries in the region could better use their material and human resources, the Steering Committee investigated the feasibility of establishing a co-operative library System in the Northeast. Following several years of effort by volunteers and project staff, the system was established in April 1990 with the first provincial operating grants made available late in 1991.
Following the original plan of services, the system concentrated on increasing the collection size at member libraries and providing centralized purchasing and processing of library materials. A resource contract was established at the Lloydminster Public Library to assist member libraries with reference questions and coordinate interlibrary loan requests. This contract ended in December 1999 and a reference contract is currently in place with Yellowhead Regional Library system. With receipt of provincial funding the system was able to undertake the following major activities: the purchase and renovation of a building in Elk Point to house the system headquarters and full automation for the system headquarters as well as member libraries. The system held its official grand opening in September 1992.
From 1992 to 1998, the system maintained a steady membership of 14 municipalities and their libraries. With the development of provincial initiatives on resource sharing particularly The Alberta Library (TAL) and electronic networking through Alberta Public Library Electronic Network (APLEN), system membership rapidly increased. By the end of 2001, there were over 40 member municipalities in NLLS, representing 39 member libraries at 41 sites.
With the rapid expansion, a new headquarters building was needed to house the larger staff. After a search for a new headquarters, the system moved to a new location in Elk Point, formerly the Pan Canadian building on Highway 41. After extensive renovations, the staff of 14 moved into the building in December 2001. As of December 2006, NLLS serves 40 member libraries at 41 individual sites.
The system currently employs professional librarians, a finance officer and support staff. The system is in partnership with three other library systems (Marigold Library System, Peace Library System and Yellowhead Regional Library System) in a consortium that provides an integrated, automated library system for all our member library systems. This consortium is known as TRAC and has an online catalogue that contains bibliographic holdings of more than 2.8 million items and some 191,000 patrons.
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NORTHERN LIGHTS LIBRARY SYSTEM MEMBER LIBRARIES
Public Libraries School-Housed Public Libraries NLLS service points
Alice B. Donahue Municipal Library, Ashmont Community Library Edmonton Garrison Community Athabasca Grassland Community Library Library Alice Melnyk Public Library, Two Hills
Irma Community Library Anne Chorney Public Library, Waskatenau Myrnam Community Library Bibliotheque Mallaig Community Library Bon Accord Public Library Marwayne Public Library Bonnyville Municipal Library Newbrook and District Library Boyle Municipal Library Plamondon Public Library
Cold Lake Public Library Rochester Municipal Library . Grand Centre Branch Three Cities Public Library, Paradise Valley . Harbor View Branch
Wandering River Women’s Institute Public Library Edgerton Municipal Library
Elk Point Public Library
Gibbons Public Library
Holden Municipal Library
Mannville Municipal Library
Metro Kalyn Community Library, Bruderheim
McPherson Municipal Library, Ryley
Morinville Public Library
Mundare Municipal Public Library
Radway & District Library
Redwater Public Library
Smoky Lake Municipal Library
St. Paul Municipal Library
Stuart MacPherson Public Library, Lac La Biche
Thorhild Municipal Library
Tofield Municipal Library
Vegreville Centennial Library
Vermilion Public Library
Viking Municipal Library
Vilna Municipal Library
Wainwright Public Library
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MEMBER LIBRARIES MAP
* - NLLS Headquarters 1. Elk Point 20. Gibbons 39. Lac La Biche 2. St. Paul 21. Redwater 40. Two Hills 3. Lafond 22. Radway 41. Wandering River 4. Myrnam 23. Waskatenau 42. Vilna 5. Marwayne 24. Smoky Lake 6. Vermilion 25. Ashmont 7. Mannville 26. Mallaig 8. Heinsburg 27. Bonnyville 9. Paradise Valley 28. Cold Lake (Grand Centre branch) 10. Wainwright 29. Cold Lake (Medley branch) 11. Edgerton 30. Cold Lake (Harbour View branch) 12. Viking 31. Thorhild 13. Holden 32. Newbrook 14. Ryley 33. Rochester 15. Tofield 34. Boyle 16. Vegreville 35. Athabasca 17. Edmonton Garrison 36. Grassland 18. Morinville 37. Bruderheim 19. Bon Accord 38. Plamondon
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PARTICIPATING MUNICIPALITIES 2006
City of Cold Lake 11,595 County of Athabasca (#12) 7,521 County of Beaver (#9) 5,644 County of Lakeland 5,301 County of Minburn (#27) 3,436 County of St. Paul (#19) 6,145 County of Smoky Lake (#13) 2,773 County of Sturgeon 18,864 County of Thorhild (#7) 3,120 County of Two Hills (#21) 2,614 County of Vermilion River (#24) 7,524 County of Strathcona 80,232 M.D. of Bonnyville (#87) 8,399 M.D. of Wainwright (#61) 4,231 Town of Athabasca 2,415 Town of Bon Accord 1,532 Town of Bonnyville 5,896 Town of Bruderheim 1,202 Town of Elk Point 1,440 Town of Gibbons 2,730 Town of Lac La Biche 2,776 Town of Morinville 6,540 Town of Mundare 715 Town of Redwater 2,172 Town of Smoky Lake 1,011 Town of St. Paul 5,144 Town of Tofield 1,818 Town of Two Hills 1,091 Town of Vegreville 5,376 Town of Vermilion 4,435 Town of Viking 1,052 Town of Wainwright 5,365 Village of Boyle 851 Village of Derwent 111 Village of Edgerton 403 Village of Holden 374 Village of Innisfree 219 Village of Irma 435 Village of Mannville 722 Village of Marwayne 550 Village of Minburn 88 Village of Myrnam 322 Village of Paradise Valley 152 Village of Ryley 437 Village of Thorhild 478 Village of Vilna 269 Village of Waskatenau 252 Summer Village of Bondiss 104 Summer Village of Horseshoe Bay 52 Summer Village of Island Lake 216 Summer Village of Island Lake South 71 Summer Village of Mewatha Beach 101 Summer Village of Pelican Narrows 112 Summer Village of Sunset Beach 50 Summer Village of Whispering Hills 118 Total 145,599
Population figures supplied by Municipal Affairs September, 2005. Each September these figures are updated and sent to headquarters – these are the official figures that are used for population.
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MEMBER MUNICIPALITIES MAP
A. County of Lakeland 5. Village of Myrnam 20. Village of Boyle B. M.D. of Bonnyville 6. Town of Two Hills -S.V. of Bondiss C. County of Athabasca 7. Village of Marwayne -S.V. of Mewatha Beach D. County of St. Paul 8. Town of Vermilion 21. Village of Thorhild E. County of Smoky Lake 9. Village of Paradise Valley 22. Village of Waskatenau F. County of Thorhild 10. Town of Wainwright 23. Town of Smoky Lake G. County of Sturgeon 11. Village of Edgerton 24. Town of Bruderheim H. County of Two Hills 12. Town of Tofield 25. Town of Redwater J. County of Vermilion River 13. Village of Ryley 26. Town of Bon Accord K. County of Minburn 14. Village of Holden 27. Town of Gibbons L. County of Beaver 15. Town of Viking 28. Town of Morinville M. M.D. of Wainwright 16. Town of Vegreville 29. Village of Vilna 1. City of Cold Lake 17. Village of Mannville 2. Town of Bonnyville 18. Town of Lac La Biche -S.V. of Pelican Narrows 19. Town of Athabasca 3. Town of St. Paul -S.V. of Island Lake -S.V. of Horseshow Bay -S.V. of Sunset Beach 4. Town of Elk Point -S.V. of Island Lake South -S.V. of Whispering Hills (S.V. denotes summer village)
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NON-PARTICIPATING MUNICIPALITIES
City of Fort Saskatchewan 14,685 City of Lloydminster 15,487 City of St. Albert 56,310 Reg. Municipality of Wood Buffalo 73,176 Lamont County 4,167 Lamont 1,692 Legal 1,058 Andrew 485 Chauvin 378 Chipman 260 Dewberry 200 Glendon 459 Kitscoty 698 Willingdon 287 Bonnyville Beach 74 South Baptiste 44 West Baptiste 46 I.D. No. 13 Elk Island 27 I.D. No. 24 Wood Buffalo 369 Buffalo Lake Metis Settlement 919 Elizabeth Metis Settlement 825 Fishing Lake Metis Settlement 417 Kikino Metis Settlement 1029
TOTAL 254,089
Population figures supplied by Municipal Affairs September 2005. Each September these figures are updated and sent to headquarters – these are the official figures that are used for population.
NOTE: First Nations Reserves fall under federal jurisdiction and currently, NLLS does not receive any funding for their residents*. As a result, any persons who wish to receive a membership at a NLLS member library is treated as a non-resident. This would include persons from: Alexander First Nation Beaver Lake First Nation Cold Lake First Nations Frog Lake First Nation Heart Lake First Nation Kehewin Cree Nation Saddle Lake First Nation Whitefish Lake First Nation
*This may exclude First Nations students in certain school jurisdictions that use school- housed public libraries
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WHO DOES WHAT?
Municipal Council Appoint NLLS representative and an alternate (Communicate changes in appointment to NLLS)
Pay levies to NLLS
Sign Agreement
Pay grant to local board
Maintain and develop local library through local board
Be kept informed about NLLS
Initiate political action through: MLA and Provincial Government Other local government
Municipal Library Board Manage local library, through setting goals and developing a plan of action
Pay levy to NLLS
Hold regular meetings
Regular agenda item for NLLS news at local board meetings
Apply for Annual Provincial Operating grant early each year
Raise funds
Public relations and community awareness
Keep informed
Provide information to Northern Lights regarding: local activities minutes of meetings concerning Northern Lights staff/board changes
Join library associations — ALTA, CLTA
Initiate political action — All levels Prepare and circulate Annual Report
Prepare and circulate policies
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Needs—identify what you require in terms of: information services supplies assistance
Suggestions for local library boards: Use the RITE line (310-0000) to speak to MLAs Invite councillors and candidates running for office to board meetings If possible, include your library’s success stories in your Annual Report
Local Librarian and Staff Operate library under the guidelines established by the board
Report to Library board at every regular meeting
Communicate to NLLS regarding: Statistics - annually
Articles - newsletter - information
Changes - in hours - routines - staff - location - phone number/fax/e-mail/website
Needs - information - services - supplies - assistance
Public relations and community awareness
Be informed and keep informed
Join professional associations - LAA, etc.
Run errands
Attend workshops — Professional development
Suggestions for staff and local board:
Identify local talent available in your community or the surrounding area and sponsor programs such as concerts, local dramas, author readings, or craft exhibitions
Start a job jar for volunteers. Ask people to perform a single job, but have a list available of work to be done
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Northern Lights Board Member
Represent Northern Lights Board
The Libraries Act Chapter L–12, Revised Statutes of Alberta 1980 Section 34 (6) and The Libraries Act Office Consolidation May 22, 1980 Section 40 (6) states that:
All members of a regional library board shall exercise their office with regard to the whole area of the regional library and shall not while exercising their office thereon conduct themselves as representatives of the municipalities, special areas or improvement districts from which they were appointed to the board.
This statement does not appear in the current Libraries Act, but the Northern Lights Board abides by the intent of the former act.
Manage NLLS through establishing goals and policies for the system
Attend NLLS Board meetings or have a knowledgeable alternate who is well versed attend
Keep and maintain copy of the NLLS Board member manual
Be a member of the local library board
Report regularly to local board
Report to Council after each NLLS Board meeting
Communicate to NLLS the following: local needs, concerns, etc. articles for Northern Lights Newsletter local "political conditions"
Public relations/community awareness
Professional development: keep informed about regional, provincial, and national library issues attend conferences
Advocacy - Initiate political action through: MLA local council, municipal administrators, etc.
Promote NLLS
Use the "buddy" system: keep in touch and share information
Take initiative as a regional board member to: write act do (Separate action can be taken by local board)
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Your needs —identify what you require in terms of: information services supplies assistance
Suggestions for NLLS Board Members: Wear your Northern Lights shirt to functions Write articles for library periodicals and newsletters
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To find out about services available at NLLS or to contact a specific staff member, please call the Regional Headquarters at our toll-free number 1-800-561-0387. You may also refer any questions to the following e-mail: [email protected] or post a question to this website: http://help.nlls.ab.ca . Your question will be answered as soon as possible.
NLLS OFFERS SUPPORT FOR THE FOLLOWING Orientation ILL's Online databases Questions on Additional Interlibrary Loan (ILL) Cost Personnel changes; funds Recovery Grant Librarian, Board Chairs, staff Additions/deletions to Internet Use Policy Processing catalogue Address, fax, email, etc. Invoices/Statements Programming assistance changes - Libraries Address, fax, email, etc. Large Print or Talking Book changes – NLLS Board requests Promotion and marketing of library services Book allotment reports Library needs Publisher information assessment/plans of service Book lists/Bibliographies Lost/damaged HQ or circ. Reference block items Book orders ILL courier delivery Registration forms / TRAC/TAL Cards CAP/APLEN computer Material Barcodes Request for library visits problems Cataloguing changes/ Material Supplies Ordering Space planning Cataloguing profiles Circulating blocks; theme, Membership cards, patron Subject requests audio, large print barcodes, etc. Collection development Polaris help System Membership Concerns regarding ILL's Title verification materials purchased Detailed information on NLLS board Information / Technology Planning library automation Executive Committee Discarding of library NLLS board policy/board Van run schedule materials information NLLS Newsletter articles
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GEOGRAPHIC AREAS OF LIBRARY SYSTEMS IN ALBERTA Contact information for each of the systems:
Marigold (403) 934-5334
Chinook Arch (403) 380-1500
Peace (780) 538-4656
Parkland (403) 782-3850
Shortgrass (403) 529-0550
Yellowhead (780) 962-2003
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AALT Alberta Association of Library Technicians
AAQ Ask A Question
ACD Alberta Community Development
AFA Alberta Foundation for the Arts
ALC Alberta Library Conference
ALTA Alberta Library Trustees Association
APLEN Alberta Public Library Electronic Network
CACL Canadian Association of Children's Librarians (division of CLA)
CAP Community Access Program
CAPL Canadian Association of Public Libraries (division of CLA)
CARLS Chinook Arch Regional Library System
CASL Canadian Association of School Libraries (division of CLA)
CASLIS Canadian Association of Special Libraries and Information Services (division of CLA)
CLA Canadian Library Association
CPL Calgary Public Library
DYNIX Company Name of Integrated Library System
EPL Edmonton Public Library
FCSS Family and Community Support Services
FOIP Freedom of Information and Protection of Privacy
FTE Full time equivalent (used in relation to staff)
ILL Interlibrary loan
LAA Library Association of Alberta
LOA Library Operations Assistant Program
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MLS Marigold Library System
NLLS Northern Lights Library System
NFB National Film Board
NON-RESIDENT As per the document "An Agreement By and Between the Parties comprising the Northern Lights Library System", non-resident means all persons not residing in a municipality which participates in the Northern Lights Library System. Conversely, a resident means all persons residing in a municipality, improvement district or special area which participates.
PRL Parkland Regional Library
PLS Peace Library System
PLAN OF SERVICE An outline of the actions required to meet goals and fulfill objectives; specifies who is responsible and deadlines; usually covers five years.
RSS Resource Sharing System
SLS Shortgrass Library System
TAL The Alberta Library
TALonline The Alberta Library online catalogue
TRAC The Regional Automation Consortium (Northern Lights, Yellowhead, Peace, & Marigold)
TRACpac The Regional Automation Consortium catalogue
YRL Yellowhead Regional Library
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