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Current edition: February 29, 2008

Published by the Southern Ontario Library Service

The introductory page for the Southern Ontario Library Service is www.sols.org . From that page, you can move to any other pages created by staff at the Southern Ontario Library Service, as well as to links to resources and professional information. 

All issues of SIGNAL can be viewed online. However, if anyone would like to receive the e-mail version of this newsletter, please send a message to . You can reach the editor of SIGNAL at or by telephone at 1-866-380-9767.

In this issue:

1. SOLS SERVICES – Services on Good Friday and Easter Monday
2. SOLS DELIVERY SERVICES – Changes on Routes D, E, F & H as of February 25, 2008
3. charitable/consortia purchasing agreements (CPA)
4. Fundraising program audit and evaluation
5. FUNDING OPPORTUNITIES
a) Ontario Trillium Foundation – Next deadline is July 1, 2008
b) Sarah Badgley Literacy Fund for Rural Ontario Children – Letters of interest due April 15, 2008
6. SOLS Training Workshops for Spring 2008 – Registration now open
7. LIBRARY COMMITTEE MEETINGS – to March 10, 2008
8. TRUSTEE COUNCIL MEETINGS – April 5 to April 19, 2008
9. BOARD SUMMARY – February 2008
10. SOLS CEO LISTSER

1. SOLS SERVICES – Services on Good Friday and Easter Monday
 
The SOLS office will be closed on Good Friday (March 21, 2008) and Easter Monday (March 24, 2008) and the delivery routes will not operate either of those days. 

2. SOLS DELIVERY SERVICES – Changes on Routes D, E, F & H as of February 25, 2008
 
Some modifications have been made to four SOLS delivery routes - D, E, F and H. These modifications came about because SOLS is no longer delivering to the individual branches of the Markham Public Library. The revised schedules for routes D, F, & H are posted on the SOLS website. The updated changes came into effect on Monday, February 25, 2008. 

3. Charitable/consortia purchasing agreements (CPA)
 
SOLS negotiates charitable/consortia purchasing agreements (CPAs) on behalf of SOLS libraries. CPAs are ‘economies of scale’ pricing for the purchase or lease of a range of goods and services.
 
Janway Materials for TD Summer Reading – Deadline is Friday, March 21, 2008
 
SOLS has arranged a Consortium Purchase Agreement (CPA) for promotional products from JanWay which complement the 2008 TD Summer Reading program. A copy of the Janway promotional flyer which describes all of the items is posted on the SOLS website.

This year, the following items will have both French and English imprints - "Lire Aux Larmes / Laugh Out Loud":

• library card protectors
• magnetic picture frames
• mood stadium cups
• plastic bags
• mood pencils

The offer period is February 5, 2008 to March 21, 2008. All orders must be placed before Friday, March 21, 2008 (Good Friday holiday) in order to participate. Orders must be placed directly with the vendor using the order form which is also posted on the SOLS website. All orders will be delivered to the libraries by June 27, 2008. The minimum order is $75.00 (and so some smaller libraries have been joining with other neighbouring libraries to purchase items). Shipping charges will add 5%.  

4. Fundraising program audit and evaluation

Submitted by Rob Lavery, SOLS Resource Development Consultant
 
This is a good time to evaluate the 2007 donations program and set goals for 2008. Evaluation is an important part of the planning process. It is much easier to determine where you are going once you’ve assessed where you’ve been. Every fundraising program will benefit from setting goals. If you don’t set goals, how can you determine success?
 
There are some obvious ways to measure your success. You can go strictly by the numbers: number of donations, dollars raised, any increases over previous years. But there might be some other interesting stories that your statistics can tell: Is the average gift maintaining the same level year over year? Are you losing donors or gaining donors? What program might you consider to acquire new donors? Are you treating all donors the same way, or thanking donors of larger amounts in a more personal way? Do you have a core of loyal donors who have given to you every time you’ve asked them – and what do you know about them?
 
A document entitled, “Annual Fund Development Assessment” has been compiled as a tool for the self-assessment of a library’s fundraising program. It describes a process for a 360 degree audit which includes not just the numbers of a fundraising program, but also an assessment of a case for support, the board’s engagement in support of fundraising, clear language and messaging, and donor stewardship and segmentation. This document is posted in the ‘Funding Development’ section of the Clearinghouse on the SOLS website. The direct link to the document is Annual Fund Development Assessment.
 
For a numbers-based audit of the annual fundraising program, libraries can use the “Survey of Fundraising Activity” (.pdf document) template which is also posted in the ‘Funding Development’ section of the Clearinghouse.  In lieu of donor software which can produce reports in a few key-strokes, it is possible to track your progress year over year on paper, and analyze the results.
 
These two pieces should help you analyze what you did last year, and assist you in developing goals for 2008. With good planning, you can develop a strategy to reach your fundraising target, building on your current successes. 

5. FUNDING OPPORTUNITIES
 
a) Ontario Trillium Foundation - Next deadline is July 1, 2008
 
The Ontario Trillium Foundation continues to offer grants to libraries in small communities and First Nation communities. Please be aware that the Program Guidelines, Application Form and Tools and Tips sections have been revised, so you need to use these revised documents to apply for an OTF grant. Also, if you are applying for a small capital grant, up to a maximum of $15,000, there is a new simplified application form that is posted on the OTF website. Capital funding is used for repairs, renovations or improvements to land or buildings and to purchase equipment to support program activities. Capital funding also supports accessibility renovations, the purchase of office equipment and musical instruments, and the installation of fuel-efficient furnaces and community centre roofs.
 
Under the OTF community program, applications for grants for municipal libraries serving small communities (populations of 20,000 or less) must be submitted through the municipality. Applications for grants for county libraries serving small municipalities (populations of 20,000 or less) must be submitted through the County Library Board. Applications for grants for First Nation libraries must be submitted through the First Nation's Band Council. A copy of the application process is posted on the Foundation’s website. There is also a link to the Trillium website from the main SOLS page at www.sols.org. The next deadline is July 1, 2008 – at 5:00 pm. Rob Lavery, from SOLS staff, is available to assist in preparing the application or to review an application. You can contact Rob at 1-800-387-5765, extension 5137 or .
 
b) Sarah Badgley Literacy Fund for Rural Ontario Children – Letters of interest due April 15, 2008
 
Sarah Rosalind Badgley never learned to read, but she adored books. In July 2001, at the age of three, she was killed in an auto accident. Her parents, Susan and Kerry Badgley of Kemptville, Ontario, initiated the fund through the Rural Learning Association. The Sarah Badgley Literacy Fund for Rural Ontario Children will be accepting letters of interest for a grant of up to $500 per year until April 15, 2008. It is available to Ontario rural public libraries, and to urban public libraries that serve a rural clientele. The grant can be used for a variety of purposes in aid of children’s literacy initiatives, including, but not restricted to, book purchases, literacy programs (story hours, guest readers), equipment purchases (furniture, bookshelves, computer software, etc.), renovations to children’s areas in the library, and seed money to obtain matching grants.   

6. SOLS Training Workshops for Spring 2008 – Registration now open
 
Workshops provide opportunities for public service staff, managers and CEOs to update their knowledge, learn new skills, share ideas with the staff of neighbouring libraries and improve library service to the community. Information about the Spring 2008 training workshop is now available in the “Training” section of the SOLS website. At this section, you will find a description of the workshop or webinar as well as a copy of the registration form, including information about the cost. This spring, there is quite a range of topics being offered including: 
 
Workshop 1: Website Makeover - Improving Function and Form

• Friday, April 18, 2008 from 10am to 3:30pm, Centre Hastings Public Library (Madoc)
• Monday, April 21, 2008 from 10am to 3:30pm, Hanover Public Library
• Wednesday, April 23, 2008 from 10am to 3:30pm, Innisfil Public Library – Lakeshore branch
• Friday, April 25, 2008 from 10am to 3:30pm, County of Brant Public Library – Paris branch

Workshop 2: Collections - From Evaluation to Action Remedies

• Monday, April 21, 2008 from 1pm to 4pm, Haldimand County Public Library – Caledonia branch
• Monday, April 28, 2008 from 1pm to 4pm, Orangeville Public Library – Main
• Monday, May 5, 2008 from 10am to 1pm, Smiths Falls Public Library
• Tuesday, May 6, 2008 from 10am to 1pm, Quinte West Public Library – Main, Multipurpose Room

Workshop 3:  Helping Genealogists Climb Family Trees: How to get them to your library and keep them there!

• Brockville Public Library - Friday, April 25, 2008 from 1pm to 4pm
• London Public Library, Westmount branch - Friday, May 2, 2008 from 1pm to 4pm
• Barrie Public Library - Friday, May 9, 2008 from 1pm to 4pm
• County of Brant Public Library, Paris - Friday, June 6, 2008 from 1pm to 4pm
• Port Hope Public Library, Port Hope branch - Friday, June 13, 2008 from 1pm to 4pm

Workshop 4: Trends in Mystery-Writing with Mary Jane Maffini

• Thursday, May 8, 2008 from 1pm to 4pm, Kingston-Frontenac Public Library – Isabel Turner branch, Room A
• Wednesday, May 14, 2008 from 10am to 1pm, London Public Library – Westmount branch
• Thursday, May 15, 2008 from 10am to 1pm, St. Catharines Public Library – Central
• Friday, May 30, 2008 from 10am to 1pm, Orangeville Public Library - Main

Workshop 5: TD Summer Reading Program Orientation

• Wednesday, May 14, 2008 from 1pm to 4pm, Peterborough Public Library – Main
• Friday, May 16, 2008 from 1pm to 4pm, Kitchener Public Library, Grand River Stanley Park branch
• Tuesday, May 20, 2008 from 1pm to 4pm, Haldimand County Public Library, Caledonia branch

Workshop 6:  Succession Staffing: Getting the Right People in the Right Place at the Right Time

• Thursday, May 15, 2008 from 10am to 1pm, Oshawa Public Library – McLaughlin Library – Main
• Thursday, May 22, 2008 from 10am to 1pm, Brantford Public Library – Main, Auditorium

Workshop 7: Legislative Update - Accessibility Standards for Customer Service
Note: This is tied to the new regulation of the Accessibility for Ontarians with Disabilities Act, 2005 with respect to Customer Service Standards

• Thursday, May 22, 2008 from 12:30pm to 4:30pm, Belleville Public Library and John M. Parrott Art Gallery
• Thursday, June 5, 2008 from 12:30pm to 4:30pm, Markham Public Library – Angus Glen branch
• Tuesday, June 10, 2008 from 12:30pm to 4:30pm, New Tecumseth Public Library – Beeton branch
• Thursday, June 12, 2008 from 12:30pm to 4:30pm, London Public Library – East London branch

Workshop 8: Grant Research and Proposal-Writing

• Barrie Public Library, Angus Ross Room - Monday, May 26, 2008 from 10am to 4pm
• Kitchener Public Library, Main, Hamblin Room - Friday, May 30, 2008 from 10am to 4pm
• Kingston-Frontenac Public Library, Central, Delahaye Room - Thursday, June 5, 2008 from 10am to 4pm

In addition to the workshops being held at a particular location, we have also organized two series of webinars. These sessions use a combination of telephone and Internet connections for an audio and visual connection. The two webinars are connected to the Knowledge Ontario databases.
 
Webinar 1: Introduction to Gale Databases from Knowledge Ontario

• Tuesday, April 1, 2008 from 10:30am to 11:30am
• Thursday, April 3, 2008 from 10:30am to 11:30am

Webinar 2: Database Reference Skills and Search Tips

• Tuesday, April 8, 2008 from 10:30am to 11:30am
• Wednesday, April 16, 2008 from 2:30pm to 3:30pm
• Thursday, April 24, 2008 from 10:30am to 11:30am  

7. LIBRARY COMMITTEE MEETINGS – to March 10, 2008
 
Library Committee meetings are held three times a year in eight areas. The meeting is a half day and is combined with a half day Clinic training event. CEOs and senior staff of libraries have an opportunity to meet and discuss common issues, and receive updates and news from SOLS. Further information is posted on the SOLS website. While some of the meetings have already taken place, the remaining meetings are as follows:

• Saugeen Committee – Monday, March 3, 2008, North Perth Public Library – Listowel
• Tri-County Committee – Monday, March 3, 2008, Stirling-Rawdon Public Library
• Lanark Committee – Tuesday, March 4, 2008, Carleton Place Public Library
• Simcoe/Muskoka Committee – Thursday, March 6, 2008, Springwater Township Public Library – Midhurst
• Prescott-Russell Comité des services en français – lundi, le 10 mars 2008, Bibliothèque publique de Casselman (nouvelle bibliothèque) 

8. TRUSTEE COUNCIL MEETINGS – April 5 to April 19, 2008

Trustee Councils meet twice a year and all public library boards may appoint a representative. While representatives receive a print mailing of the agenda, all trustees are welcome to attend. The agenda for the upcoming meetings include elections to SOLS’ Board. To be eligible to run for election to SOLS’ Board and to vote in the election, one must be appointed to the local Trustee Council by a library board. In cases where multiple trustees from a library participate in Trustee Council meetings, only the appointee may participate in the election. If you are unclear as to your status, please contact Nancy McPherson at . Nominations may be made in advance of the meeting by email to your Trustee Council listserv, or at the meeting itself.

• Saturday, April 5, 2008 from 10am to 1pm, St. Thomas Public Library - Trustee Council 1
• Saturday, April 5, 2008 from 10am to 1pm, Belleville Public Library - Trustee Council 6
• Thursday, April 10, 2008 from 6pm to 9pm, Gravenhurst Public Library - Trustee Council 4
• Saturday, April 12, 2008 from 10am to 1pm, Petawawa Public Library - Trustee Council 7
• Monday, April 14, 2008 from 6pm to 9pm, Lincoln Public Library - Vineland - Trustee Council 2
• Monday, April 14, 2008 from 6pm to 9pm, Hanover Public Library - Trustee Council 3
• Saturday, April 19, 2008 from 9:30am to 12:30pm, Oshawa Public Library - Northview - Trustee Council 5
• Saturday, April 19, 2008 from 10am to 1pm, Ottawa Public Library - Stittsville - Trustee Council 8 

9. SOLS BOARD SUMMARY – February 2008
 
Assurance of Funding – MPP Contacts - SOLS’ first contact with MPPs following the election this fall was a letter congratulating them on their success and enclosing the Annual Report. The Board also developed a plan for visiting the fifteen newly elected MPPs in SOLS’ service area to introduce them to SOLS. The visits are planned for the spring and the key messages will include SOLS’ priorities, opportunities and challenges.
 
Assurance of Funding – Fundraising - In April last year, SOLS’ Board launched its 2007 campaign to solicit individual donations for SOLS’ Innovation Fund. The intent of this fund is to allow us to take advantage of new products and services that can be offered to our libraries. By the end of the calendar year over $14,000 had been donated. About half was designated for the Innovation Fund and half for greatest need. For the last three years, the Innovation Fund has been used to subsidize library participation in the COOL shared ebook and audiobook collection for First Nations libraries and libraries serving populations of less than 15,000.
 
SOLS is a registered charity and issues tax receipts for all donations. Donations may be made through Canada Helps by clicking “Support SOLS” on our website.
 
Linkage Development – SOLS Reception at OLA Conference - SOLS hosted a reception at the OLA conference again this year. Invitations were sent to client libraries, MPPs, donors, OLBA councilors, Ministry staff and partners. About 150 people attended including the new Deputy Minister Marg Rappolt who was our main speaker. Reza Moridi (MPP), Parliamentary Assistant for Training, Colleges and Universities and Patricia Else, Director of Grants at Ontario Trillium Foundation also attended.
 
Linkage Development – Ontario Small Urban Municipalities Conference - SOLS will be participating in the trade show at the OSUM conference in April/May. The purpose of our participation is to raise the profile of SOLS with municipal decision-makers and the MPPs who attend the conference.
 
Linkage Development – OLBA Council - SOLS was pleased to welcome several members of OLBA Council to the February meeting. The purpose of OLBA’s participation was to ensure that OLBA and SOLS programs complement each other and do not duplicate. Discussions focused on the services of particular interest to trustees that SOLS provides and on OLBA’s Leadership by Design program.
 
SOLS Board Recruitment and Orientation - Elections to the Board will be held at the spring Trustee Council meetings. The new Board will take office for a four year term at the June 13/14, 2008 Board meeting. Each Trustee Council elects two representatives (except Trustee Council 7 which, being smaller than the others, elects one). To be eligible to stand for election or cast a vote, individuals must be their library’s appointee to the Trustee Council. Interested candidates and those planning to vote in the elections, are asked to double check their status with their own library board or to contact Nancy McPherson at   in advance of the April Trustee Council meetings. Please note that candidates may nominate themselves for election to the SOLS Board, either in person or in absentia. If necessary, we can arrange for a seconder at the meeting.
 
Following the elections, new Board members will receive a comprehensive orientation including an information binder, an orientation session scheduled as part of the inaugural meeting (June 13/14), as well as a “buddy” – a fellow Board member with experience on SOLS’ Board to act as host.
 
The orientation session will be led by Caroline Oliver of Good to Govern Ltd. The session will begin with an introduction to the theory and practice of Policy Governance which will explore the fundamental principles of Policy Governance. Caroline will then facilitate the second part of the orientation which will include:

• Trustees discussing their work related to their four work areas i.e.:
  • Linkage development,
  •  Policy development,
  •  Assurance of performance, and
  •  funding development.
• Staff discussing their work to accomplish board Ends.
• An open forum to pull all the threads of the learning together and address any remaining questions or concerns.

The outgoing Board also prepares a self-evaluation report to assist the new Board. A Board self-evaluation is conducted annually and the reports for the entire Board term are included in the information binder for new members. For the final year of its term, this report includes advice and recommendations to the new Board to assist it during the transition process and help it set directions for its term.
 
Next Board Meeting - The next meeting of SOLS’ Board is scheduled for Friday, June 13 (6:00 p.m. to 9:30 p.m.) and Saturday, June 14 (9:00 a.m. to 4:00 p.m.), 2008 at SOLS’ office in Toronto. Subsequent meetings this fiscal year are October 17/18, 2008 and February 6/7, 2009.
 
Operations Plan Update - An update on SOLS’ services is available on SOLS website.

10. SOLS CEO LISTSERV
 
SOLS maintains a list of all the e-mail addresses for SOLS CEOs. It is this list that is used to distribute Signal. Several times through the month, you may also receive other messages from SOLS. This month, these messages were distributed through the SOLSCEO list:  

• On February 5^th, Brenda Lewis sent a message about a new CPA for Summer Reading products from Janway. More information is included earlier in this issue of Signal.
• On February 27^th, Sue Walls sent a message about the job search for a new CEO at Niagara on the Lake Public Library. The position requires a Masters in Library and Information Science and experience in strategic and operational planning; administrative, program, and budget responsibilities. More information is posted on the library’s website. The competition closes Monday, March 17, 2008. 

If you did not receive these messages, and would like further information, please contact the SOLS HelpDesk at 1-800-387-5765, extension 4, or by e-mail to