PUBLIC LIBRARIES AND READING GROUPS.

In early 1999 Pine Rivers Shire Library Service received funding through a Library Board of Queensland innovations grant to investigate methods for public libraries to support reading groups. The project resulted in administration procedures and information kits that may be adapted by other public library services. The challenges met during the libraries reading groups project are discussed, and the viability of future cooperative ventures between library services addressed. The project report, kits and procedure manual are available at <www.prsc.qld.gov.au/home/lkibraries/ReadingGroups.asp>

A successful Library Board of Queensland innovations grant application enabled the Pine Rivers Shire Library Service to investigate ways of streamlining its services to reading groups. The objectives of the project Libraries reading groups: organisation and management were primarily focused upon the creation of administration procedures to better manage the needs of reading groups. Avenues for exchanging multicopy sets of rifles (hereafter called book group kits) with other library services were also investigated.

Issues for libraries

It is a valid pursuit for public libraries, but how to meet the demand for services to reading groups poses a number of problems

* provision of multiple copies of a single title

* packaging, transit and storage of book group kits

* administration of new service with existing resources

* allocating and reserving book group kits

* providing support and assistance to new and existing reading groups

* responsibility for lost or damaged books

* providing a venue for group meetings

* training staff

A key to resolving many of these issues was consultation with existing reading groups linked to the Pine Rivers Shire Library Service. These groups were asked to comment on proposed changes and provided input to the information kits created to assist new reading groups. Library staff also attended meetings of the groups to learn how they functioned and how the library could best help them. Reading groups also gained an appreciation of the challenges faced by the library service.

Provision of multiple copies of a single title

Libraries have implemented different systems to meet the need of reading groups to access of multiple copies of a single title. Individual reading group members may be required to reserve a copy of the rifles being discussed themselves. Other library services recall multiple copies of a title from all their branches and issue them as a bulk loan to the reading group.

Pine Rivers Shire Library Service determined that the needs of reading groups were best met by the creation of book kits containing multiple copies of titles. The advantages of this approach are that

* members of the reading group can each obtain a copy of the title in good time for the discussion

* other library clients are not disadvantaged by the removal of all copies from general circulation

* reading group members need not hope that the required title is returned in time for their discussion

Initially the Pine Rivers Shire Library book kits contained 8 copies. This was extended to 12 copies as some existing groups had 14 members. It was determined that the optimum size for book discussion groups was 8 to 15 members. The larger kit size also allowed for smaller reading groups to grow.

Paperback editions were preferred, as they were generally cheaper and lighter than hardback copies.

Packaging, transit and storage of book group kits

Processing of the book group sets posed some problems, primarily how best to package the 12 copies of a book for handling and storage. Initially the books were stored in plastic kit bags. These were found to be difficult to store and handle. Books were also being damaged during transit. Subsequently sturdy cardboard archive boxes were used. These provide greater protection and are more easily stored on standard shelving.

A labeling system, cataloguing template and processing procedures were devised.

Administration of new service with existing resources

Libraries are constantly battling to expand and improve their services and collections with limited funding. The Library Board of Queensland innovation grant enabled the library service to investigate ways to manage and organise reading groups. All procedures and kits produced during the project are freely available to public libraries. Once the project was completed, the Pine Rivers Shire Library Service had to be able to continue its service to reading groups within its annual budget allocation.

Early discussions with other library services supporting reading groups highlighted the need to create a system with minimal demands upon library staff. Systems for reserving and administering book kits can become too complex. The design of a simple system was therefore pivotal to the ongoing success of the project. Decisions to decentralise the allocation of book kits and utilise the existing library administration system to circulate materials were based on this objective.

Although a trial reading group database was created, it was preferable to utilise the existing library administration system. This avoided duplication of records and required less training than would be associated with the introduction of a duplicate system. The database was not sufficiently developed to implement throughout the library service. It was decided that the potential advantages were not sufficient to warrant the expense of obtaining Microsoft Access licenses and providing relevant training at each of the library branches.

To ensure the smooth operation of services to reading groups, it was important to clearly define the role of all participants--the library service, reading groups and group members. A pamphlet was designed and distributed to all staff, members and potential members of reading groups.

Allocating and reserving book group kits

With groups meeting at different times each month and a limited number of book kits, library staff had difficulty ensuring that a book kit would always be available to reading groups in time for their next meeting.

Reading group coordinators needed to collect the book kit in time to distribute at the first meeting, and would not collect them from members until the next meeting. The monthly meeting schedule meant that the standard loan period of four weeks was insufficient for reading groups.

Reading groups also wished to request specific rifles to be available for certain dates. The library's operating system does not allow for reservation dates to be specified. It is only capable of reserving the title for the next person on the list as each copy becomes available. Although staff liaise with reading groups to meet this need as much as possible, often it is not feasible.

Selections of kits were therefore made available at each branch to be shared amongst the reading groups sponsored by that branch. The selection of kits is rotated between branches twice a year.

A simple spreadsheet was used to help plan the availability of book kits within each branch, and where possible, to meet the preferences of reading groups. Now that Pine Rivers Shire has acquired additional book kits, staff generally do not use this reservation system.

Due to the limited number of book kits owned by the library service, reading groups eventually must read all the rifles or make alternative arrangements for obtaining additional titles. As the reading groups have accepted that their choice is limited to those rifles available at each branch, they are happy to select off the shelf each month from the available book kits.

Providing support and assistance to new and existing reading groups

The library service can play a role in ensuring the stability and continuity of the reading groups. Help sheets have been created and packaged as a reading group kit that is distributed to all reading groups using the resources of the library service. As part of the project, the library service organised interest meetings to establish new reading groups. The new reading groups expressed a desire for the project manager to attend their first discussion meeting. After an initial meeting, it is expected that the group will be largely self managed. Although it would be advantageous to run leadership training programs similar to those offered by the New York Public Library,[1] the reading groups established during the project continue to remain stable, with some growth.

Responsibility for lost or damaged books

As book kits are loaned to a group membership it was therefore necessary to ensure that the responsibility for care and return of the books was clearly allocated. The library service drew up membership and administration forms for use by reading groups that met this need. These documents allow the library service to pursue missing or damaged books that comprise part of a book kit.

Providing a venue for group meetings

Reading groups meet in a range of places, but new groups preferred to meet at the library. The library provides a common ground that people are familiar with and in which they feel safe. Although the library service was able to accommodate most of its reading groups, not all branches have meeting room facilities. In these situations it is important to offer assistance in locating alternative facilities.

Training staff

The training associated with the introduction of new systems was considered during the planning stages, and influenced decisions. The need for staff training was recognised at two levels

* a general orientation program was designed to familiarise all library circulation staff with the operation of the reading group service

* a more detailed training session was designed for the staff member at each branch designated to liaise with the reading groups

Future: cooperative ventures

All library services supporting reading groups discover that keeping up with their voracity can be quite costly. Sharing of reading group resource would allow libraries to offer a wider range of rifles to reading clubs and reduce the need to commit financial resources to multiple copies of the same titles. Exchange of multicopy sets of rifles between Queensland authorities has been occurring for some time, both on a single set ad hoc basis and as organised bulk loans.

It is more cost effective to undertake exchanges as bulk loans, rather than individual sets. This requires less administrative time and transport costs overall. Borrowing single book group kits via interlibrary loan is only viable for library services that support only one or two reading groups.

It is proposed that library services share their book group kit resources through cooperative ventures. A cooperative venture for library reading group materials would need to be negotiated between the authorities involved. Possible structures for such a venture are outlined in the libraries reading groups procedure manual.

Participation

Before a library service can participate as an equal partner in a cooperative venture, it must own sufficient number of book group kits to exchange. Larger authorities that possess a surplus of book group kits that have been read by the majority of its reading groups, may be able to assist smaller library services that have insufficient book group kits to exchange.

Issues

During the libraries reading groups project, a number of issues facing potential partners were identified

* number of book group kits to be exchanged

* duration of exchange

* number of authorities participating in cooperative venture

* lost or damaged items

* number of copies of titles in book group kits may vary between library services

* reduce duplication of resources between cooperating library services

Agreement on these issues would need to be gained before a cooperative venture could take place. A list of Queensland library services interested in participating in cooperative ventures has been created, although no formal agreements have been entered into at this stage.

Conclusion

The libraries reading groups project has generated procedures and materials that support services to reading groups as an ongoing activity of the Pine Rivers Shire Library Service.

The final project report, kits and procedure manual are freely available from the Pine Rivers Shire Library Service web page.[2]

Libraries are welcome to adopt or adapt this model to establish reading groups within their library service. It is hoped that by sharing reading group resources, public libraries will be able to offer a wider range of rifles to reading clubs and reduce the associated financial commitment.

References

[1] Saal, R The New York Public Library guide to reading groups New York, Crown Trade Paperbacks 1995 p48-9

[2] <www.prsc.qld.gov.au/home/libraries/ ReadingGroups.asp>

Other resources

Jacobsohn, R The reading group handbook: everything you need to know to start your own book club NY, Hyperion 1998

Slezak, E ed The book group book NY, Chicago Review Press 1995

Sheryl Bolin Projects Librarian Pine Rivers Shire Library Service Old Received February 2000

Sheryl Bolin BA MIT(LIS) AALIA is Projects Librarian, Pine Rivers Shire Library Service, Queensland. Her role is to investigate the provision of services to special community groups and provide internet training sessions for the community. Sheryl was project manager of the libraries reading groups project undertaken by the service in 1999. Until May 2000 she is on secondment to the Public Libraries Division, State Library of Queensland, assisting with training initiatives under the online public access in libraries (Opal) project. Address: Pine Rivers Shire Library Service PO Box 5070 Strathpine Qld 4500 tel [phone] [e-mail]