Standards for Not-for-Profits

Imagine Canada has launched a new Standards Program for Canada's Charities & Nonprofits. Its mission is to "build excellence within Canada's charities and nonprofits through common standards of practice and to strengthen confidence in the sector". This is a national program that encourages excellence in five key areas:

1. board governance
2. financial accountability & transparency
3. ethical fundraising
4. staff management
5. volunteer involvement

The Standards Program is (in the words of Imagine Canada) "first and foremost, a capacity-building initiative". Organizations can use the standards to improve and monitor their practices, and can even choose to participate in a voluntary peer-review-based accreditation process. This is an excellent tool for boards that wish to review and evaluate their own organization (which all boards should be doing anyways). For those organizations that wish to participate in the accreditation process it can be a great tool for strengthening confidence and trust in your organization. Imagine Canada lists the benefits of accreditation as the below, however even without the accreditation process many of the benefits below stand, and the practice of ensuring your board and organization can meet the standards should be a positive one for your organization:

1. Demonstrates to stakeholders that your organization has met externally established standards in key areas and is operating in a transparent and accountable manner.
2. Increases your credibility in the eyes of funders, the public and other stakeholders.
3. Strengthens staff and board knowledge and morale.
4. Enhances board, volunteer and staff recruitment and retention.
5. Provides a framework to mitigate the risk of inappropriate or ethical behavior.
6. Helps you identify areas of concern so they don't become big problems.
7. Fosters a culture of openness.
8. Helps ensure that board members and staff understand and follow legal and financial requirements.
9. Helps ensure that board members understand and are meeting their fiduciary responsibilities.
10. Requires the development of policy and procedures that promote the sustainability of your organization.
11. Ensures you have key policies and procedures in place so you can focus on your mission.

You can download the Standards Handbook from the Imagine Canada website for free and use it as a checklist for evaluating your board/organization.  The handbook is not long (only 16 pages) and includes easy to read tables that include 73 standards grouped into the 5 areas above. The standards are grouped into 3 levels, based on the size and financial capacity of your organization. Most libraries in the Chinook Arch region would fit into Level 1, although achieving many of the the standards at higher levels would be desirable.

More information on the Standards can be found at: http://www.imaginecanada.ca/standards, or you can download the handbook directly from http://www.imaginecanada.ca/files/www/en/standards/standards_program_handbook_may_2012.pdf

Weeding. It's not just for gardens.

In today's world of instant access, electronic resources and Google, it is more important than ever for libraries to maintain relevant collections. Unfortunately, many library collections are drowning in obsolete, unused, and unwanted materials. Many librarians worry because they don't have the budget to replace as many items as they get rid of.  This is a valid worry; however, shelves of items that are of no use or interest to anyone are just that: useless.  Weeding is an important part of maintaining your library collection and is something that should be done on a continual basis.  


If you're embarking on a major weeding project this summer, there are a couple different methods you can use (CREW and MUSTIE are good ones), but know that whatever method you choose is simply a starting point.  Use the criteria specified in the method, but also use your professional sense of what should be weeded. Consulting Services can provide you with a weeding list, just ask.


Your library board should also have a Deselection Policy to aid you in your weeding process.


Having said all that, this post is not about what to weed, but more about what NOT to weed and immediately toss in the book sale pile (again, use your professional judgement and only keep things that are right for your community).


Really think critically about weeding:
1. Local History Items
If you have one-of-a-kind items relating to your local history, that can't be replaced, you might want to consider not weeding these items.
2. Gifts and Donations
Many people think that boxes full of books from the basement will be welcome additions to the local library collection, and will be hurt if they later see the items on your book sale table. This is is why it is important to have clear policies on accepting donations in the first place.  You don't want to hurt anyone's feelings, so having a policy that states what you will and will not accept is important - be up front with the donor and explain that some items won't make it to the shelf.  For example, you should specify what types of material will not be accepted (eg. no magazines or textbooks) and what would be greatly appreciated (eg. gently used children's books less than 5 years old) - having clear guidelines and a policy that thanks the customer for thinking of the library avoids any misunderstandings and hurt feelings.
3. Memorials
Some libraries allow patrons to dedicate a book to a lost loved one with a book plate inside.  Weeding these materials is a sensitive task.  Here's what you can do:  If you need to weed the item because it is falling apart, outdated, etc., call the family (if they are still living in town) and explain to them that the "book has been loved to death" and that it needs to be weeded.  Offer the discarded item to that patron as a keepsake.  You could also invite them into the library to put a book plate in another book of their choosing.  This avoids any hurt feelings if you were to put the dedicated item in the library book sale.  


Remember, Consulting Services staff are happy to help you with your weeding project if you need further guidance.  Weeding.  It's not just for gardens.




Source: 
"Weeding Library Collections." Small Libraries...Big Ideas. http://olcsmalllibraries.wordpress.com/2009/05/04/weeding-library-collections/. Accessed July 20, 2012

The Library: Unexpected Checkouts and Services

Lately I’ve been taking notice of some unique services and lending materials that public libraries are providing. Many of these are a result of creativity and resourcefulness, some libraries are trying something new, and some are creating partnerships within their community.

Much of the public associates the library with books, however, the following list might take you “outside the box” of the library. I’ve listed a couple interesting services, checkouts, and partnerships:  

1. Pedometers:  Interested in becoming an avid walker? Step tracking pedometers can be found at the Mississauga Library System in Southern Ontario. The Mississauga Library System, partnering with the Ontario Trillium Foundation, is loaning out pedometers to their patrons. The small devices can be taken out for 6 weeks and renewed just like a book.
2. Life Jackets: Missoula Public Library in Montana has teamed up with Montana Fish, Wildlife, and Parks to offer patrons life jackets within their main branch as well as at their farmer's market booth.  The goal is to create a safer summer boating and fishing season and provide quality life jackets for those who may be doing a one-off trip or for those who cannot afford their own.
3. Downloadable Music: Edmonton Public Library is using the program Freegal to allow patrons access to download three songs a week.  These files are not temporary downloads, but they belong to the patron and never expire. They can be added to an iTunes library and downloaded to any mp3 playing device.
4. Cake Pans: Celebrating a quirky and unique event?  Need a duck shaped cake pan for a baby shower or birthday which you will never use again? Try the library.  Cake pans are being loaned out by the Burlington Public Library in Colorado.  
5. Passport Services: Planned that trip up north to Canada but need to get your passport renewed? Go to the Houston Public Library. In September 2011, the Houston Public Library in Texas joined the U.S. Department of State’s Houston Passport Agency to provide passport services for U.S. citizens.  The services include processing of documents as well as providing passport photo services.

 The possibilities are endless!

 

Your Library's Website: Helping You With EBooks

Since June 1, you may have noticed a new heading on your library's website: Digital Content. While you may have seen that “Downloadable Books” has been split into Downloadable eBooks and Downloadable eAudiobooks and that “Research a Topic” has been moved and renamed Articles and Tutorials, I would like to specifically talk to you about the “Downloadable eBooks” page. Due to the overwhelming interest in eBooks and the addition of the Freading service, the “Downloadable eBooks” page has been revamped as a one stop shop for all your eBook needs.

At the top of the page, you will find links to all of our eBook services and suppliers, including OverDrive, Freading, and our TumbleBookLibrary. Directly across from these links, you should see links to help information available on our and these services’ websites. At the very top, there is also a link to our in-house guide for setting up with Adobe Digital Editions.

In the middle of the page, we have created links to all of our eReader Help Guides and listed Popular Devices that use eBooks. Between Chinook Arch and Lethbridge Public Library staff, a total of nine guides have been created (see additional guides on the Downloadable eAudiobooks page.) We have also broken up the most popular devices into the categories of eReaders, Phones, and Tablets and indicated if they work with library eBooks and what software you need to download them.

At the very bottom of the page, we have added some Consumer Resource links under the "Thinking of getting an eReader?" section. With these links you should be able to gather more information about the devices available to you before heading off to the store.

If you or your staff have not yet had a chance to explore this page, I would strongly encourage you to do so. As many eBooks questions can be complicated and involve multiple steps, we are hoping that the information on this page will help you learn more about these services.

3D Printers, Hackerspaces & Libraries

Hackers? Hackerspaces?

When I first learned about Hackerspaces on CBC: Spark, I'll admit I was confused. When we hear of hackers in the media it's usually in reference to criminals who break into networks and access personal information, resulting in a mad dash to change all your passwords... again. Hackerspaces (also called makerspaces or fab labs) refer to meeting and making spaces where engineers, artists, computer programmers, diy-ers come together to create. Now librarians are joining their ranks and bringing hackerspaces into libraries.

What exactly is a 3D printer?

Like a computer printer, a 3D printer takes directions from your computer and prints out according to those instructions. Only, instead of ink on paper it prints in plastic, silicon, even frosting! The MakerBot is a small household 3D printer that builds objects in layers. People are using the MakerBot to make everyday objects like shower hooks, toys, puzzles and replacement parts.

So where are these library hackerspaces?

The Fayetteville Free Library, in Fayetteville New York, has opened the FFL Fab Lab where they offer diverse DIY programming ranging from creative writing, book making, 3D printing and have free access to 3D printing technology.

Killam Library at Dalhousie University, has recently acquired a MakerBot 3D printer that users can access for the affordable price of $1/hr. Students and faculty are creating an open access repository of 3D models. Instructions on the use of the printer are available on the library website.

What do you think of hackerspaces and fab labs? Do you think access to 3D printers is the next big thing for public libraries?

Coaching as a Leader

Like it or not, most library managers/librarians end up in some sort of leadership or management role.  Whether you have a small staff or a team of volunteers, you are a leader, and sometimes leaders have to face tough questions. Board members also have to play a leadership role, and often end up having to deal with difficult issues and decisions.

One of the leadership techniques I have learned a lot about is coaching.  It’s a very powerful leadership tool if used properly, but can also be very difficult to master (I’m still working on it myself).  In the most basic terms, coaching is about helping your staff find the answers for themselves, rather than giving them the answers. It’s actually a fairly simple concept, but goes against what most of us have been bred to do – that is talk. Steve Roesler, of the All Things Workplace blog, gives 6 tips for being an effective coach:

1. Stop trying to fix problems yourself. We all give advice all the time without even realizing it.  It’s habitual for most people, and it’s something that we have to stop doing if we want to become good coaches. You might have the right answer, but often we think we know better than we actually do.  If you can empower your staff to find the right answer themselves, that allows your staff to develop and gain confidence in making decisions themselves. And that is what leadership is all about.
2. Ask for more information – use LOTS of open-ended questions.  Think reference interview.  Use the 5 Ws (and an H) in your responses to a coachee's question (Who? What? When? Where? How?).  Remember – DON’T give advice!
3. Use the bonus question – “tell me more about that”.  This is a great question to use to both gather information and “buy” time.  The more the person talks about the situation, the more likely they are to come up with the answer themselves.
4. Listen – which means STOP talking! This one is especially hard for some of us (ahem … me) but is SO important. Most of us are fearful of that ‘awkward’ silence, yet it can be a very powerful tool.  After your coachee stops talking, count to 10 before you start.  They might have more to say – and often what is revealed after a silence is extremely valuable.
5. Ask more – haven’t found the answer yet? Ask more questions. Coaching is really about asking questions (which help the coachee explore the issue) and listening (which helps the coachee come to a solution). I can tell you from experience, this takes practice.
6. Support “giving it a try”.  The questioning and listening process will have generated some ideas from the coachee.  Encourage them to try the solutions they’ve suggested.  They will come away much more empowered and confident if it is clear they came up with the answer, rather than having it given to them.  The next time they have a problem, they just might try solving it BEFORE they come to you.

Give these methods a try next time someone comes to you with a problem to solve.  You can read Steven’s blog post on this topic at http://www.allthingsworkplace.com/, or there are some excellent coaching resources available: http://chinookarch.bibliocommons.com/search?q=Employees+--+Coaching+of&t=subject

There are also a number of great blogs that are both entertaining and informative in regards to leadership, management and HR issues.  These blogs can also be useful for both managers and board members.  Here are some leadership/management blogs you might want to try out (list courtesy of the Sites and Soundbytes blog - one of my favorites):
•    Ask a Manager, www.askamanager.org/
•    Coaching Tip, www.coachingtip.com
•    Evil HR Lady, http://evilhrlady.org
•    Fistful of Talent, http://fistfuloftalent.com
•    Great Leadership, www.greatleadershipbydan.com
•    Leading Blog, www.leadershipnow.com/leadingblog/
•    Three Star Leadership, http://blog.threestarleadership.com

We're Celebrating 20 Years!

Chinook Arch Regional Library System celebrated 20 years of innovation, cooperation and collaboration in southern Alberta with a celebratory dinner last evening in Lethbridge.  It was an evening to reminisce, catch up with old friends and colleagues and most importantly to celebrate the successes of the last 20 years as a regional system.  

Board members, staff, local government officials and library colleagues from
around Alberta gathered to celebrate and reminisce on the past 20 years.

Over 100 people from across Alberta came out to celebrate.
Thank you to all who joined us!

After cocktails and mingling, our Master of Ceremonies Vic Mensch
gave a warm welcome to the group and said grace before dinner was served.

Chinook Arch Board Chair Laura Ross-Giroux welcomed the guests with opening remarks on

 the history of Chinook Arch making comparisons between libraries of twenty years ago and libraries today.  

To conclude her speech, Laura noted that 

"today, the Chinook Arch Regional Library System continues to fulfill its mission statement of providing cost-effective, convenient access to information and library resources for its entire 32 member library system…and continues to explore cutting edge technology for the improvement of library services. While libraries remain the hearts of their communities, the services and spaces that they provide are very different from the libraries of just 20 years ago and Chinook Arch has transitioned along with them." 

Chinook Arch was pleased to welcome local MLA Bridget Pastoor (Lethbridge East)  who
 brought greetings from the province and offered her ongoing support and
her congratulations to Chinook Arch.

Chinook Arch was also pleased to welcome the MLA for Cardston-Taber-Warner, Mr. Gary Bikman.  Mr. Bikman shared stories of his family's love for the library and offered congratulations to Chinook Arch.

Diana Davidson, Director of the Public Library Services Branch congratulated
 Chinook Arch on many innovative and collaborative achievements over the years with a
wish for many more in the future.