Collection Building for Special Public and Zero Budget

“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. 3 rd 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 – 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

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 3 rd Ed. Washington, D. C: Special Libraries Association (1991) • Dossett, Judith C. Budgets and Financial Management in Special Libraries Unlimited Inc. (2002) • Evans, G. Edward. Developing Library and Information Centers Collections. 4 th 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 One. Person 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. 2 d 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)