“Collection Building
for
Special, Public and Zero
Budget Libraries".
MILAGROS SANTOS-ONG
Director
Supreme Court of the Philippines Library
“Seminar on Collection Development in Financially Challenged Library”
Hotel Supreme, Baguio City, May 9, 2008
INTRODUCTION
DEFINITION
SPECIAL LIBRARY
a library that is neither an academic or
school library, or a public library.
Special libraries may include law
libraries, news libraries, corporate
libraries, museum libraries, and
medical libraries. Special libraries are
also sometimes known as "information
centers."
Special libraries often have a
more specific clientele than
libraries in traditional educational
or public settings, and deal with
only a specialized or particular
type of information.
Wikipedia, the Free Encyclopedia
SPECIAL LIBRARIES
- Majority have the mission providing
services to a specialized clientle or
an organization
- Distinguished from other libraries by
the emphasis on the information
function- may encompass use for
education, recreation or scholarly
research
-
Distinguished from other libraries
where they are found – large
organization (private business
or industrial organization )
- Distinguished by the kinds or
groups of people who use them
or are served by them –trade or
professional association
- Distinguished by limitation in subject
scope-law, medical, etc.
- Distinguished by Predominant
Characteristic of “smallness”
- Distinguished by the presence of a
professional librarian –subject
specialization
Christianson, Elin B. Special Libraries; A Guide for Management.
3rd ed. Washington, D.C., 1991
Public Libraries
PUBLIC LIBRARIES
Libraries accessible by the public, generally
funded from public service and operated by
civil servants (government or public officials
and employees). Mandate are to service the
public information’s needs. Their focus are
on popular materials such as popular fiction
or best sellers, educational and non-fiction
materials
Wikipedia, the Free Encyclopedia
• In the United States, public libraries
may be classified according to the
taxing bodies as municipal, district
covering several municipalities,
county, state, or federal level.
• In the Philippines, public libraries
may be municipal, provincial,
congressional. Silent provision may
be the word “taxing bodies”
Zero Budget Libraries
ZERO BUDGET LIBRARIES
•
NO REGULAR BUDGET
•
NO REGULAR BUDGET –
Collection Building
•
NO INCREASE IN BUDGET
ZERO BASED BUDGET
•
•
•
•
One of the four known budget
design.
a. Line-item budget
b. Program & Performance
Budget
c. Operating Budget,
Performance Budget Format
ZERO BASED BUDGET
• Became popular during the Carter
Administration wherein Librarians
and Library Administrators were
expected to justify their value of all
old and new programs annually.
• A Library is assumed to start with a blank
or zero slate each year. Start from zero
or what we call start from ”scratch”
• ALL the programs old and new are
ranked according to the order of
importance based on a cost/benefit
analysis
• Depending on the available funds, the
lowest is discarded first.
Gertzog, A. Administration of Public Library
ZERO-BASED BUDGETING
- the
process of preparing an operating
plan or budget that starts with no
authorized funds. In a zero-based
budget, each activity to be funded
must be justified every time a new
budget is prepared.
• The 'Lectric Law Library's Lexicon On Zero-Based
Budgeting *
Zero-Based Budgeting is a technique of
planning and decision-making which reverses
the working process of traditional budgeting. In
Traditional incremental budgeting, departmental
managers justify only increases over the
previous year budget and what has been
already spent is automatically sanctioned. No
reference is made to the previous level of
expenditure. By contrast, in zero-based
budgeting, every department function is
reviewed comprehensively and all expenditures
must be approved, rather than only increases.
ZBB requires the budget request justified in
complete detail by each division manager
starting from the Zero-base. The Zero-base is
indifferent to whether the total budget is
increasing or decreasing.
"Zero-Based Budgeting" is sometimes
used in personal finance to describe
the practice of budgeting every
dollar of income that you receive,
and then adjusting some part of the
budget downward for every other
part that needs to be adjusted
upward. It would be more technically
correct to refer to this practice as
"Active Balanced Budgeting"
Batarla, Rob. Playbook: Add Value to Your Budgeting Process.
Parks & Recreation, , Sep 2005, Vol. 40, Issue 9)
• "With zero-based processing one
can forget about last year, pretend
that the program is brand-new, and
see if one can provide a detail of
expenses for what one would need
to fully accomplish the program.
This technique will help one to
develop a complete picture of what
the program actually needs to cost
and not just what it has been
costing."
• (Batarla, Rob. Playbook: Add Value to Your Budgeting
Process. Parks & Recreation, 00312215, Sep 2005, Vol. 40,
Issue 9)
• Zero-based Budgets
– Start with no authorized funds
– Each item must be justified every
time a budget is prepared
• Annual/Fiscal
– Benefit: helps to understand what it
costs to provide a specific program
function
BUDGETING
BUDGETING
Stages/Types
Long Range/Short Range Planning
Decision Making Process
Priority Setting
Factors Governing Budget/Decisions
Approval Cycle
No Growth Environment
PUBLIC LIBRARIES
• Funding problems
• In the United States, and other countries, libraries
in financially-strapped communities compete with
other public institutions such as police,
firefighters, and schools.
• In various cost-benefit studies libraries continue to
provide an exceptional return on the dollar. [5]
• Many communities are closing down or reducing
the capability of their library systems, at the same
time balancing their budgets. Jackson County,
Oregon (US), closed its entire 15-branch library
system for six months in 2007, reopening with a
reduced schedule. This example of a funding
problem followed the failure to pass of a bond
measure and cessation of federal funding for
counties with dwindling timber revenue, in a state
with no sales tax[10][11]. In December 2004,
Salinas, California almost became the first city in
the United States to completely close down its
entire library system. A tax increase passed by the
voters in November 2005 allowed the libraries to
open, but hours remain limited.[2]The American
Library Association says media reports it has
compiled in 2004 showed some $162 million in
funding cuts to libraries nationwide.[3].
• Survey data suggests the public values free
public libraries. A survey in 2006 reported
84 percent of the public said maintaining
free library services should be a top priority
for their local library. But the survey also
found the public was mostly unaware of
financial difficulties facing their libraries.
The survey did not ask those surveyed
whether they valued free library services
more than other specific services, such as
firefighting.[4
SPECIAL LIBRARIES
• Funding problems
• In an instution or organization, funds for
the Library is one of the last priority
• When cost reduction is planned, the library
staff are the first to be retrenched or given
more work to justify the cost of salary
• Salaries of librarians in an organization are
on the middle or lower level
DIFFERENCE
NO FUNDS
• PUBLIC LIBRARIES – Have to close
down
• - US – Volunteers to man the library
•
PHIL - PROPERTY ACCOUNTABILITY ISSUE
• SPECIAL LIBRARIES -
SOURCES OF INCOME
REGULAR INCOME (Budgetary allotment)
INCOME GENERATION
a. Political/government
b. International Organizations/
Institutions
c. Library Service & product strategies
such as fees from:
- Documents Delivery
- Electronic Services: online
searching and multimedia
OTHER SOURCES OF INCOME
Rent such as library space
Seminars, short courses and training
Retailing and Merchandizing
Investments
Book Sale and Exhibits
Consultancy
Publishing, reading lists and
bibliographies
Librarian
Librarian
EXPENSES
• A. STAFF
• B. BUILDING AND ITS RELATED
EXPENSES such as electric, water,
telephone etc.
• C. . MAINTENANCE AND OTHER
OPERATING EXPENSES supplies, paper,
cds, ink etc.
D. EQUIPMENT – Book Shelves, Computers,etc
• E. COLLECTION DEVELOPMENT
REGULAR BUDGET
A.STAFF EXPENSES – Salaries- Public & Special
B. BUILDING AND ITS RELATED
EXPENSES such as electric, water,
telephone etc. - Public
C. MAINTENANCE AND OTHER OPERATING
EXPENSES supplies,
paper, cds, ink, etc
D. EQUIPMENT – Book Shelves, Computers,etc
Public & Special
E. COLLECTION DEVELOPMENT
INCOME GENERATION
& OTHER SOURCES OF
INCOME
• PUBLIC & SPECIAL LIBRARIES
•
PROGRAMS AND ACTIVITES
– COLLECTION DEVELOPEMNT
Wisconsin Department of public
Instruction- Sample Format of a Minimal
Library Budget
COLLECTION BUILDING
(DEVELOPMENT)
POLICIES – Written or Unwritten
• Serve as tools to translates collecting
priorities into concrete form
• Serves guide in collection development
plan for each type of library
• Provides record of Library funds for
collection development
• Provides library’s sense of priorities
COLLECTION BUILDING
(DEVELOPMENT) POLICIES
. I. INFORMATION NEEDS
• The mission and goals of the library
• The goals of the parent agency/public
• The priorities of that particular year
• Priorities for the long term collection
II. BUDGET
SOURCES OF COLLECTION
BUILDING
AVAILABLE BUT LIMITED FUNDS
ZERO-BASED BUDGETING
• PUBLIC LIBRARIES (GOVT – COA –
ACCOUNTABILITY)
• DIFFICULTY OR HARD TO APPLY IN THE PHIL.
SPECIALLY
• Start with a blank or zero slate each year. Start from
zero
• ALL the programs old and new are ranked according
to the order of importance based on a cost/benefit
analysis
• Depending on the available funds, the lowest is
discarded first.
ZERO-BASED BUDGETING
• SPECIAL LIBRARIES
• Private organizations and Institutions can
use this mode in collection building
•
GOVERNMENT (COA-Accountability)
– DIFFICULTY OR HARD TO APPLY IN
THE PHIL. SPECIALLY
–Zero Budget Libraries
- NO REGULAR BUDGET
1. Public Libraries – Can cause its closure
2. Special Libraries = Can be retained or cause its
•
•
•
•
•
- NO REGULAR BUDGET –Collection Building
1. Public Library – No new Acquisition except
possible donations etc,
2. Special Library – Publication of the corporaton,
– institution or parent organization
- NO INCREASE IN BUDGET
COLLECTION BUILDING
• BOOKS
• PERIODICALS
•
Local /Foreign
• NON-PRINT
ONLINE – WEB – COST – Dial Up or Web
CDs
MICROFILM/FICHE – COST - Maintenence
SOURCES FOR COLLECTION
BUILDING
1. NETWORKING AND PARTNERHIP INCLUDING ONLINE –
Phil. E-Library and SC E-Library
2. CONSORTIA – Mendiola, Ortigas and Intramuros
3. DONATIONS
LOCAL
INTERNATIONAL – Asia Foundation, Books
Across the Sea, US (Fe)
GOVERNMENT – Local or International
- GIFTS AND BEQUEST
- GRANTS FROM CORPORATIONS, FOUNDATIONS, ETC.
INFORMATION NEEDS
Mission & goals of parent agency/public
BUILDING SYNERGIES
Criteria considered:
• NETWORKING OR PARTNERSHIPS
•
Special Libraries – Law, Medicine
•
•
•
•
•
•
PRINT - Books and Materials Acquired by each Library in
relation to the information need of example the
legal community
NON- PRINT - On-line – 2 E-Library
Public – With the Community & National Library –NON-PRINT ???
CONSORTIA
– Now existing are by Location
GOVERNMENT – PROPERTY ACCOUNTABILITY APPROVAL
DONATIONS
LOCAL – Public - members of the
community here & abroad
such as Sn Fdo, La Union
Special – same by people who
example appreciated the
“good service” given
GOVERNMENT – Local or International Their publications but they have
limitations such as the number of
copies, target recipients – example
SC publications
DONATIONS
INTERNATIONAL – Asia Foundation, Books
Across the Sea, US (Fe)
Some international provide specific
recipients (ARMM) with the specific
books requirements
- GIFTS AND BEQUEST – US are
specified in the will
- GRANTS FROM CORPORATIONS,
FOUNDATIONS, ETC.
San Miguel – Tagalog-English
Dictionary by Fr. English
BIBLIOGRAPHY
• Better World Books. Library Discards &
Donations Program
• Christianson, Elin. Special Libraries: A Guide
for Management 3rd Ed. Washington,
D.C: Special Libraries Association (1991)
• Dossett, Judith C. Budgets and Financial
Management
in Special Libraries.
Libraries Unlimited Inc.
(2002)
• Evans, G. Edward. Developing Library and
Information Centers Collections. 4th ed.
Colorado: Libraries Unlimited, Inc. (2000)
• Gertzog, Alice. Administration of the Public
Library.
• Johnson, Doug. Zero-sum Budgets and
Technology (2006)
• Kennedy, T. Budgeting For The New OnePerson
Librarian. Australian Library and
Information
Association (2001)
• The Library Materials Budget. WMRLES Basic
Library Technique Series: Materials
Selection
and Collection Development
(2007)
• Oder, Norman. Saugus, MA Library Closes,
Possibly For Good. Library Journal (2007)
• Peggy, Johnson. Fundamentals of Collection
Development and Management. Chicago,
•
ALA,2004
• Perkins, David. Guides for Collection
Development. ALA, 1979
• Prentice, Ann E.. Financial Planning for
Libraries. N.J.: Scarecrow Press, 1983
• Roberts, Stephen A. Financial and Cost
Management for Libraries and Information
Services. 2d ed. London: Bowker, 1998
• Ross, Richard S. Georgetown University
Library. Collection Development Policy
(2000)
• Thompson, Lora. Zero-based Print
Collection Development in a
Community Teaching Hospital.
Journal of Medical Library
Association, vol. 93(4) 2005
• University of Michigan Library.
Federal Documents Collection
Development Policy (2002)