2011 Annual Report

Mission

The Robbins Library is a vital community center that connects people with traditional and technological resources for life-long learning, intellectual pursuits, and leisure.  The Library responds to citizens’ needs with services and activities in a welcoming setting built on a history of free and equal access to information for all Arlington residents.

Usage

The Library continued the pattern of previous years with increases in circulation of library materials and again experienced the highest circulation in its history. (641,994-Fiscal Year 2011). The number of visits to the library increased to over 320,000 while many residents from home remotely accessed the wealth and variety of resources offered. As in the previous year, citizens increasingly relied on the Library for its free services in this time of continued economic hardship. All ages enjoyed Library programs, computer workstations for access to the Internet and electronic databases. Job seekers utilized the computers for resume writing, employment opportunities, and online job applications. Professional librarians at the Reference Desk, in the Children’s Room, and at Fox Branch assisted the public in meeting their informational needs through the Library’s book and periodical collections and with electronic resources. Although the Robbins Library continued to be closed Thursday mornings, the public enjoyed Sunday afternoon hours funded through private donations.  Library staff worked diligently to meet the demands of the continued high usage despite vacancies in several departments.

Accomplishments

Strategic Plan

Library administration and staff continued to strive to implement the goals that were identified in the long-range plan for FY 2011-2013. Many of the accomplishments of 2011 were a direct result of this plan. The library is very proud that it maintained a high quality of services to the public despite staffing shortages in the Adult Services, Children’s, Fox Branch and Administrative departments for the first half of the year due to a freeze on hiring.

Programming and Collections

 Implemented a very successful series of programs targeted to adults age 50+ with a grant from the Institute of Museum and Library Services
 Offered a very popular summer reading program for all ages and a Community Read series in the fall
 Continued to provide a wide variety of creative children’s programs with funding from the Anne Russell Fund
 Initiated a very popular Independent Film Series
 Co-sponsored with the Garden Club another Books in Bloom fundraiser that sold out
 Instituted a collection of early readers for children just learning to read with a grant from the Arlington Rotary Club
 Provided books and audiovisual materials, art prints, databases, computer equipment, museum passes and  programs for the Robbins and Fox Libraries with funding from the library trust funds and Friends of the Robbins Library

Marketing
  Developed a marketing plan to better inform the public about library services
 Continued to utilize social media to promote library programs and services

Use of Emerging Technologies
 Engaged in a successful web development project that gives the library user a focused website with professional standard design, usability and technical specifications including a separate mobile site
 Initiated i-chat reference service that gives the librarians an additional way to serve the public remotely and provide excellent customer service in real time
 Installed a BookScan Station for scanning books and documents that can be saved to a USB drive or to email as an attachment
 Other technological services included the installation of a new Comcast circuit through the Minuteman Library Network that improved capacity and internet speed for public computer users at the Main and Fox branch libraries, the addition of both wireless internet service and a public catalog station at the Fox branch.
 Handled the re-barcoding of thousands of materials for streamlined processing through the state-wide delivery system

Awards

 Received an Honorable Mention in the Massachusetts Library Association Public Relations Contest for Books in Bloom

Hours

 Initiated Friday hours at the Fox Branch Library with funding from the Friends of Fox
 Continued Sunday openings with private funds raised by the Board of Library Trustees and the Friends of the Robbins Library for the fourth year in a row

Services for Adults

Adults and young adults of middle and high school age utilized the services provided by the librarians in the Adult Services Department for school, work and personal life. The Library continued to staff the Reference Desk whenever the Library was open to the public and tried to provide two librarians whenever possible during busy hours.  Fifty-five online databases were provided by municipal funding, the Minuteman Library Network, the Massachusetts Board of Library Commissioners and the Metrowest Regional Library System. The databases reflected a wide variety of subject areas including biography, literature, business, careers, consumerism, downloadable audio, exam and test preparation, genealogy, health, history, language learning, local history, newspapers, politics and scholarly journals.   With the public workstations in almost constant use, the staff assisted patrons in the use of the Internet, electronic databases, and with computer troubleshooting. The Library recorded 206,706 visits to its website, an increase of 18% from last year and 35% over 2009.
Among the many monthly book and audiovisual displays that staff created to highlight the collections were the very popular foreign films display, New Year-New You, business, Shakespeare’s birthday, Animee and Manga, summer reading, Dennis Lehane, New Orleans, Steve Jobs, British TV Shows, Classic Literature on Playaways, holiday cooking, and Christmas movies. Again the library sponsored a summer reading program for adult and young adults with a raffle for gift certificates funded by the Friends of the Library.  Many local organizations also took advantage of the Library’s exhibit space in the lobby to publicize their organizations and to present informational displays.
The ever-popular Speed Read collection provided the opportunity to browse this small collection of new and popular materials for which there was a significant demand. The library continued its efforts to assist English Language Learners by increasing that collection and offering a quarterly English Language Learners newsletter.
A new and innovative series of programs entitled “Plugged In” provided active adults aged 50+ with the opportunity to remain active, enriched and connected in the next phase of life. These programs included possibilities and challenges of life after 50, library’s online databases, affording retirement, wellness, career transitions, creativity, concert, networking, movie night, singing, resumes and interviewing, active wisdom and holiday technology gift guide. The series was funded with a federal grant from the Institute of Museum and Library Services administered by the Massachusetts Board of Library Commissioners.       
Arlington residents enthusiastically participated in the ninth annual Arlington Reads Together program that promoted closer ties among community members through reading Zeitoun.  The book is the true story of a Muslim family’s heroic struggle against the forces of nature and racism in the days following Hurricane Katrina in New Orleans. A variety of programs included book discussions, a conversation with an American Muslim woman, New Orleans family festival, documentary film on the aftermath of Hurricane Katrina and a food drive for the Arlington Food Pantry. The Community Read project was sponsored by the Board of Library Trustees, Friends of the Library, and the Diversity Task Group of Vision 2020.
Two author programs were enthusiastically received. In the spring three Arlington authors celebrated the publication of their new books with readings and commentary: Gary Braver (Gary Goshgarian), Emily Fox-Kales and Elif Armbruster. In October a large crowd at Town Hall was entertained by the popular and the nationally recognized novelist Dennis Lehane who read from his not yet published thriller and answered questions from the audience.
The Community Room and Conference Room were used by approximately 100 local organizations for a total of 997 meetings. In addition, the two study rooms were in constant demand by students and tutors and the Local History Room received heavy usage by researchers with Independent Research Cards. The Reading Room was also the site of several exhibits including a photographic history of Elizabeth Island prepared by Richard Duffy and the Arlington Historical Society. Several citizens also rented the Reading Room for private functions when the library was closed.

Services to Young Adults

Young adults in grades six through twelve continued to make use of the facility and services. The Reference Desk staff assisted students with class assignments and bibliographic instruction and offered orientations to classes from the Ottoson Middle School.  Teens continued to make use of the young adult area, enjoyed the teen blog and Facebook page and borrowed items from the book, books on CD, and Playaway collections. Young adults participated in the programs planned by library staff and the Young Adult Advisory Committee including writing workshops, anti-Valentine’s Day party, Teen Gap Year Fair, gaming, crocheting, martial arts, introduction to writing scripts for screen, cinematography, interviewing seniors for oral histories, scrabble tournament, bookmaking, summer job training, interviewing skills, songwriting, leading a crafts workshop for children, and assistance with the children’s book sale. A notable highlight was the “Give Me Five” program where innovators in the fields of technology and science presented an interactive workshop for teens on thinking creatively and problem solving.  Teenagers participated in the summer reading program and had the opportunity to win raffle prizes funded by trust funds, Friends of the Robbins Library and local businesses. Multiple copies of titles on the middle and high school summer reading lists were available for students.  

Services for Children

Children from infancy to fifth grade enjoyed the materials and programs offered by the Children’s Department. Materials included books, magazines, books on tape, music and spoken word on CD, Playaways, DVDs and videocassettes, CD-ROMs, puppets, and educational toys. Children and parents participated in 331 activities at the Robbins and Fox Libraries including storytimes in English and Spanish languages, sing-a-longs for infants and toddlers, celebration of National poetry month, craft times, craft fair with the Recreation Department, toddler programs, workshops, and various performances.  A highlight of the year was the 3rd annual Scrabble Tournament that matched the vocabulary skills of elementary and middle school aged children. Approximately 1,000 children participated in the summer reading program with a theme of Puzzles Games and More. Funding from the trust funds, Friends of the Library, and local businesses enabled children who participated to choose a free book to keep and to win small prizes. The children’s librarians offered assistance to children, parents, and teachers in researching homework assignments and for general use of the book collection and the Internet. The public continued to request the very popular graded and subject booklists that are updated and created annually by library staff. The Library continued to prepare Quick Pick boxes with thematic picture books to assist parents who do not have time to browse the shelves. The Head of Children’s Services partnered with the Arlington Rotary Club and reading specialists in the schools to provide easy reader materials for beginning readers.
The public and school libraries continued their cooperative efforts, although the ongoing lack of elementary school librarians continues to negatively impact this partnership. The public Library maintained collaboration with the schools through letters to teachers, attendance at elementary school faculty meetings, assignment support for teachers and students, extended loan periods for teachers, Library tours, and preparation of curriculum kits. The children’s librarians presented book talks in the schools and instruction for classes at the Library as well as preparing the summer reading list titles for the elementary schools. Staff worked with the reading specialists at the schools to support at risk readers in the summer, presented a mini-class for early education students at Arlington High School and instructed library aides in the elementary schools on weeding procedures.    

Russell Fund

The Library is very fortunate to have the Anne A. Russell Children’s Educational and Cultural Enrichment Fund, which sponsors many special programs for children that could not be afforded through the municipal budget. In 2011 these included: chess for children and parents, Skype to Tanzania, Positive Parenting, crafts, several concerts including the Arlington Philharmonic, Hamstead Players rendition of Alice in Wonderland, Japanese Cherry Blossom Festival, parent/child Yoga, Kidstock performance, Dream Tale Puppets, Triveni Dance Troupe, KNEX, Lever Arts, Kidasso and creative movement classes for infants and caregivers.  Over 800 children and adults attended three concerts on the grounds of the Library during the summer. The Russell Fund also finances the very popular infant-toddler sing-a-longs. The fund continued to provide kindergarten packets to children to introduce them to the Library and baby bundle packets to new parents with information on library services for infants and toddlers. The Library held several sessions of a “Baby Brunch” to welcome parents and infants to the Robbins and Fox Libraries.

Edith Fox Library and Community Center

Children and adults in East Arlington continued to enjoy branch library services on Tuesdays, Wednesdays, and Thursdays throughout all of 2011. Beginning in October the library opened on Fridays with funding from the Friends of Fox.  Children and parents enjoyed story times, sing-a-longs, craft programs, drop-in play, a Chinese New Year party, Baby Brunch, mask making, science mind-challenge, poetry, parenting workshops, movie night, Spanish story times, drumming, reviews of children’s books, performance of Little Red Riding Hood, origami, tanagrams, Japanese storytelling, birds of prey, magic art and scanimation, dance party, Friday Mural Celebration, Marc Brown birthday party, workshop on how to read to infants, storycrafts, puppet show, CTW video game design and the summer reading program. Elementary and nursery schools brought classes to the Library for stories and instruction. All ages enjoyed the monthly book displays that highlighted the collection and exhibits from community groups and the schools. The branch staff is to be commended for their efforts to maintain operations without a branch head the first half of the year due to a freeze on filling vacancies. Several new bookcases were purchased with funding from the Friends of Fox Library. 

Behind the Scenes

Library staff worked diligently to offer quality services to the community. The number of items borrowed from and loaned to other libraries continued to increase. Despite the fact that the public can request items electronically, the staff must still locate the materials and process them for loan and return. The Adult Services, Children’s, Fox Branch and Technical Services Departments selected, ordered, cataloged, and processed 18,276 new items including books, magazines, music compact discs, books on CD, DVDs, CD-ROMs, puppets and educational toys.
The Circulation Department checked out and returned 641,994 items to the shelves, coordinated the volunteer program, re-labeled the paperback collection, maintained the books in good order on the shelves and shifted collections, updated the periodical list, checked shelves for missing items, and continued to work on special projects to automate the serials check-in and to add duplicate barcodes to the front cover of all materials to participate in the statewide automated delivery system. The Library collected $55,127 in overdue fines and lost book money that was returned to the general Town fund.
The Adult Services Department continued to order various tax forms and serve as a distribution center to assist patrons in filing their state and federal income taxes This department also selected, weeded and updated the adult and teen collections, performed preservation work on fragile materials, prepared various handouts of book and DVD holdings, created a staff favorites booklist, prepared a list of described films for the visually impaired, updated the Business Resources brochure, selected new materials for the Chinese Language collection, evaluated and selected new databases, processed archival photographs, coordinated the adult summer reading program, maintained the list of large print books owned, ordered multiple copies of books for the monthly book discussion club, responded to local history questions of which many were from out-of-state patrons, and created booklists and displays.

The Library continued its efforts to meet patron demands for new audiovisual materials including DVDs, music CDs, and books on cassette and CD. The library also subscribed to the Overdrive Advantage program to provide additional e-books for Arlington residents. The Friends DVD rental collection continued to prove very successful and the proceeds from the rentals will allow for the further expansion of the collection.
The Children’s Services Department selected, weeded and updated the children’s collections, offered storytimes, planned and publicized all programs, prepared the monthly children’s newsletter, created new and updated graded and subject booklists, initiated book bags for book clubs, continued the quick pick bags for parents and re-located several collections for better access. 
The Technical Services Department processed all new materials, updated the records in the automated catalog, maintained selector accounts, re-labeled the paperback collection and processed books that need re-binding.   
Library administration coordinated several special projects: implementation of the second year of the new long range plan for library services for FY11-FY13, consolidation of the Assistant Director and Head Adult Services positions, coordination of the Community Read, implementation of a federally funded grant to improve services to adults in the 50-70 year age range, scheduling of private functions in the Reading Room to raise additional revenue, completion of the moisture proofing of the basement periodical storage room, acknowledgement of donors to the annual and Sunday fundraising appeal and scheduling the meeting rooms. The town applied for a waiver of the municipal appropriation requirement because the FY2011 library budget did not meet state standards for certification and state aid. This state grant in the amount of $42,993 is used for participation in the Minuteman Library Network and to purchase Library materials.

Technology investments in 2011 were again focused on supporting and extending customer services such as developing a new user focused website, initiation of i-chat reference service, installation of a book and document scanning station, installation of a new Comcast circuit through the Minuteman Library Network for improved Internet speed, effective air-conditioning for the computer room, and the addition of wireless Internet service at the Fox.  The library continued to support touch screens and e-commerce capability at both self check stations that allows library members to make electronic payments in-library.  Additional netbooks were added for a second year to meet a growing demand for wireless Internet usage.

Outreach efforts included participation in an Ecofest fair at Town Hall, presentation to the Senior Center on low vision, research of historical photographs for another town department, partnership with the Board of Health and Recreation Department for Turn Off the TV Week and participation in the state-wide Snapshot Day at the library. Marketing efforts included the development of a new website and the use of social media including face book, twitter and email newsletters to keep the public aware of services that are available.

 

Board of Trustees

The seven-member Board of Trustees continued its commitment to administer the trust funds for the optimum benefit of the community, raise private funds to augment the municipal budget, and advocate for adequate staffing and delivery of essential Library services. Several Board members continued to serve on a Town-wide advisory committee to develop a policy for all Town trust funds. The Board approved funding in FY11 for materials for the adult, children’s, young adult and Fox Branch collections. These included reference and circulating books, books on CD, playaways, music CDs, non-fictions DVDs, playaways, foreign language literature, language learning, local history, and art prints. Other services funded included the summer reading programs, activities for children, Community Read, author program, public relations, volunteer appreciation, and staff development.  The Trustees also instituted a very popular monthly independent film series. The Board conducted a mail solicitation of individuals and businesses to raise funds for the collections and took steps to create a library foundation in 2012. It also raised private funds in conjunction with the Friends of the Library for Sunday openings from September 2011 to May 2012 and will continue this endeavor next year.  Board members participated in Town Day by staffing a table providing information on Library activities and resources.
 

Friends of the Library

The Friends of the Robbins Library, with a membership of 450, continues to assist the Robbins and Fox Branch libraries with programming, fundraising, and advocacy efforts.  This vital support group raises supplemental funds for materials and equipment not provided through the municipal budget including travel and gardening books, Chinese books and Chinese DVDs, audiobooks, music CDs, language learning audiobooks, Playaways, children’s materials, online databases, shelving for the teen area, and mini-laptop computers for use within the library. They also sponsor the family museum pass program and provide books and small prizes for the adult, ten and children’s summer reading programs.  The Friends hosted a wide variety of programs: genealogy, Colonial era music with Diane Taraz, antique appraisal with Skinner’s, jazz band concert, and Irish heritage. The Friends co-sponsored the very successful Books in Bloom event with the Arlington Garden Club. The annual Children’s/Young Adult book sale, co-sponsored by the Russell Fund, with able assistance from members of the Library’s Youth Advisory Board, helped raise needed funds. As part of the Town Day celebration in September book lovers flocked to annual book sale. Many visitors also regularly peruse and make purchases from the ongoing book sale on the fourth floor of the Library. The rental DVD collection continues to draw many users to the convenient location on the first floor. The library is very appreciative of the efforts of the Friends Board of Directors and part-time coordinator who plan many activities in support of the library.

Acknowledgments

Staff Resignations
Nancy Gentile who worked for the library for twenty-five years as both Head of Adult Services and Adult Services Librarian left in March to assume to Branch Librarian position at the Framingham Public Library.

Jennifer DeRemer who served the library for over 27 years as Adult Services Librarian and Head of Adult Services retired in June.

Both librarians will be missed for their dedication, creativity, enthusiasm and commitment to quality customer service.

Donations

In FY2011 citizens, businesses, and organizations donated over $59,000 for general purposes, materials, and opening of the Robbins Library on Sundays. The Library acknowledges with appreciation these gifts which allow for the purchase of books and audiovisual materials, which would be unaffordable through the municipal budget alone. As in previous years the programs and services of the Anne A. Russell Educational and Cultural Enrichment Fund have enriched the community. The Library is also grateful to Arlington resident Richard Duffy who continued to donate the profits from the sale of his book, Arlington Then and Now, to the Library.

The Friends of the Library donated over $65,000 to the Robbins and Fox Libraries for programs, membership to fifteen museums, library materials, web site design, Community Read, equipment, shelving and raffle prizes for summer reading program. 
The library is grateful to the Friends of Fox Library and the volunteers at the Little Fox Children’s Clothing store for funding the personnel costs of both a partial day and all day Friday at the Fox Library and for children’s programs and shelving. 

Volunteers

Again this year the Library system benefited from the work of dedicated volunteers. The Library staff is grateful for the contributions made by volunteers who donated over 3,400 hours assisting with many aspects of Library operations. Beverly Brinkerhoff and Page Lindsay gave significant hours to operate the important homebound delivery program. Also deserving of special note is Anne Honeycutt who has facilitated the popular book discussion group for more than a decade. Liz Eagan, Richard McElroy, Ave Rangone, Dinesh Gupta, and Nancy Ashley maintained the ongoing Friends of the Library book sale on the fourth floor.
Volunteers assisting at the Robbins Library in a variety of capacities were: Glen Barnes, Susanne Blair, Bill Bradley, Susan Campbell, Sandra Canzanelli, Janet Casey, Duane Crabtree, Noreen Cronin, Ginny Gardner, Kim Haase, Carol Hoover, Ann Honeycutt, Michelle John, Vivian Juusola, Ben Kleiman,   Maxim Litvinov, Mary Lynch, Janet MacMillan, Cynthia McGinty, Brad McKenna, Anne Macchi, Barbara Middleton, Debbie Minns, Kristen Oleson, Marjorie Willis and Christine Wiseman. The Library is grateful for the work of participants in the Town’s Senior Citizen Community Service Reimbursement Program.
The Fox Branch Library is grateful to volunteers Debbie Hayes and Joanne Burns for their efforts.
The Library also acknowledges the efforts of the following students, many of whom volunteered at the Library to fulfill their community service requirements for high school: Olivia Ambo, Suchana Chauhgain, Jasmina Coggins, Amy Curral, Kendra Davie, Grace Gutierrez, Sara Gutierrez, Anne Higgins, Corie Mikita, Mary Morrison, Elizabeth Scannell, Natasha Singh, Edie Voges and Aidan Wilcox.  
Special recognition is given to volunteers Joanne Burns, Susanne Dorson, and Amy Weitzman who started the Little Fox Children’s Shop at the Fox Library and who are assisted by their many volunteers.                           .
Library administration and Trustees are very grateful to the Friends of the Robbins Library Board members for all their support: Nancy Ashley, Andy Ananthakrishnan, Susi Barbarossa, Andrew Fischer, John Gearin, Amy McElroy (Coordinator), Sally Naish, Judi Paradis, Skye Stewart, Wendy Watson, and Timothy Wilson. 
The library is also appreciative to the many volunteers assisting with the Town Day or Youth book sale.  

Future Goals

In 2012 the library intends to continue its commitment to implementing the goals identified in the strategic plan. Among the goals to be achieved are:

Hours
• Explore means to expand library hours to most effectively serve the community by offering Saturday hours during the summer.
• Continue efforts to re-instate Thursday morning hours through increased municipal funding

Programs
• Continue to offer programs for children, teens and adults that reflect their needs, interests, and expectations
• Secure funding for the Plugged In series that offers programs targeted at adults  age 50+
• Establish programming for adults in their 20s and 30s

Collections
• Evaluate existing procedures for the selection, ordering and processing of items for the library collection to ensure efficiency
• Create a strategy and explore funding sources to increase access to digital content (eBooks and downloadable audio books)

Facility
• Conduct a space allocation study to examine needed changes to first floor configuration to improve the layout of collections and services with specific attention to public computer use, Reference Desk, Reading Room and Teen area.
 Create a more welcoming, useful and aesthetically pleasing library space by reviewing the need for replacement of upholstered chairs and lighting improvements throughout the library.
 Improve the ventilation and plumbing for the restrooms on the first floor and the physical appearance of the first floor restrooms

Emerging Technologies
• Move forward with innovative, high value computer/electronic services utilizing effective technologies to improve staff productivity and customer service
• Provide training for the public on use of self-checkout stations
 Review user services and explore new methods and technologies to improve speed and convenience (e.g. mobile service staff).
 Investigate the possibility of offering SMS (text) reference service.
 Improve our services to current and potential eBook users by offering classes that demonstrate to patrons how to download library eBooks to their portable devices and by providing resources that clearly explain to patrons how to use our eBooks collection
 Explore potential digitization projects including the local history collection
• Develop a plan for the implementation of RFID technology in FY2016

Marketing and Partnerships
• Expand efforts to form partnerships with community organizations and businesses
• Continue to implement strategies including social media to market library resources and services
Funding/Fundraising
• Work with the recently established Robbins Library Foundation 
• Continue to work with the Friends of Fox to secure private funding to supplement the municipal budget

• Continue efforts to meet the state municipal appropriation requirement to avoid potential loss of state certification and the denial of borrowing and interlibrary loan privileges at local librariesservices and activities in a welcoming setting built on a history of free and equal access to information for all Arlington residents.