Guidelines for the Preparation of Library Plans in 2001.

  Download the 2001 guidelines in Adobe *.pdf format (613 kb)

  Download the 2001 guidelines in Microsoft *.doc format (44 kb)

1.   Introduction
2.   Common Format
3.   Audience and Presentation
4.   Performance Indicators
5.   'Comprehensive, Efficient and Modern Public Libraries'
A1.  Appendix One - Annual Library Plans Guidelines 2001
A2.  Appendix Two - Timetable for rolling forward the overall plan
A3.  Appendix Three - Assessment against Public Library Standards   (373 kb)
A4.  Appendix Four - Cross cutting policy areas also to be considered by assessors

1. Introduction

1. These guidelines have been substantially developed from the experience gained during the planning process over the last three years. They take account of the publication of the English public library standards - "Comprehensive, Efficient and Modern Public Libraries - Standards and Assessment 2001"; as well as observations made by Local Authorities through the consultation process undertaken by the Department. They have been informed by the outcomes of the assessment of the Plans during the first planning cycle. From 2001 Annual Library Plans should be prepared in full each year.

2. The framework provides Government with a consistent structure for the intentions and achievements of all parties, working together towards national, but also local, objectives for the library service. The Guidelines have been revised to concentrate on policies and service delivery rather than descriptions of services.

3. The guidelines have been revised to outline the process by which library authorities are being asked to report their progress against the public library standards as well as their local targets.

4. In promulgating these guidelines the Department accepts that by definition guidance is not totally prescriptive. Authorities should adopt the structure, but use the described coverage to different degrees depending upon their own circumstances. The framework is promoted in the spirit of partnership where the Department wishes to support each authority in shaping its own library service to best meet the demands of the community it serves.

5. Authorities may choose to consult on the preparation of their Annual Library Plans, but this is not a requirement. The presence or absence of consultation will not be taken into account in the assessment.

6. Authorities are asked to summarise lengthy policy papers where appropriate rather than repeat them in full in the Plan.

7. The process of planning itself is an important aspect of the development of a service. Publication of the plan extends the knowledge of the objectives to a wider audience within the authority as well as nationally.

8. Plans should be produced each year in full. The descriptive aspects (chapters 1 to 3) should only require minor amendment each year. The amount of amendment will probably be dependent on the outcome of Best Value reviews. The rolling 3 year Medium Term Strategy (chapter 6) should be updated each year by the addition of a new year 3, while the performance appraisal, review of the previous plans, and action plan for the current and following 2 years (chapters 4 to 5 and 7) will require annual re-writing, based on the Medium Term Strategy.

9. Plans will be assessed in relation to the Guidelines and any additional guidance given by DCMS during the year. Appendix 4 details the overall policy areas Readers will be assessing.

10. Plans are to be submitted to DCMS by 30th September in each year. Following consultation it is clear that this provides a “best fit” to the corporate management and budget strategy processes of local authorities, and facilitates the production and incorporation of performance measures relating to each financial year. They may, of course, be prepared within the authority at whatever prior date is most convenient. This time-scale reflects the fact that, by the time of submission, the Plan is covering a year which is half way through and for which key budgetary decisions are already taken. It also provides the opportunity for planning data to be available for local budget setting purposes in preparation for the next year, and allows the opportunity for authorities to reflect prospective cost and service changes in overall national expenditure projections and grant negotiations.

11. Appendix 2 sets out a time frame for the years to be covered in each Plan over the next three years.

12. Primarily the plan is an expression of the authority’s own commitment to the development of the library service. However, it is also important to consider the use of the plans by the Department of Culture, Media and Sport, the Audit Commission and any research bodies who may have access to plans from all authorities and who will find analysis and comparison greatly facilitated by a common approach.

13. The guidelines are, therefore, structured in terms of a common format - with chapter and subject headings specified - and a general description of the content that might be expected to form part of each. (See Appendix 1).

2. Common Format

1. The format for the plan will be as follows:

   Chapter 1	-	Introduction
   Chapter 2	-	Statement of Objectives
   Chapter 3	-	Service Delivery and Resources
   Chapter 4	-	Performance appraisal, assessment against the standards in "Comprehensive, Efficient and Modern Public Libraries", and customer response
   Chapter 5	-	Review of the plan and progress for the previous financial year.
   Chapter 6	-	Rolling 3 Year medium term strategy
   Chapter 7	-	Rolling action plans and targets

3. Audience and Presentation

1. Council officers and elected members, Government Departments and external advisers will be the primary users of this strategic plan. It is appropriate, therefore, that it should mainly be framed in terms that are relevant from a managerial and professional standpoint. Some elements of the annual plan may be particularly appropriate for distribution to a wider audience such as users, staff and stakeholders, although a simplified presentation may be preferred.

2. Authorities may submit their plans solely in Adobe Acrobat format by email or on a standard floppy disc. Alternatively they may submit their plans as two hard copies accompanied by an electronic copy in a standard word processing format either on a floppy disc or by e-mail.

3. Library Plans must be submitted to the authority's full Council meeting. This will give the plan the appropriate status for a strategic document. [ See Statutory Instrument 2000 No. 2853: The Local Authorities (Functions and Responsibilities) (England) Regulations 2000. ] A foreword in the name of the Committee Chair, Cabinet member (or other appropriate member) can be used to add status and set the plan in context. The timing of full Council meetings may mean that some authorities will need to submit draft Plans by 30th September and then send final Plans after their next Council meeting. Where this is the case it would be helpful if the draft could be approved by the Council's Executive Committee (or similar) before it is submitted.

4. On the basis of experience, authorities are encouraged to keep Plans to between 70 and 100 pages, though smaller authorities may find a shorter document suffices. They should be expressed clearly for the benefit of the prospective readership. Readers of the Plan would find a contents page helpful, supported by pagination. Some cross-referencing of sections may be helpful, but overall coherence should be maintained. Appendices should be avoided to the greatest extent possible. Information should be presented in a summarised form where possible. If an authority decides to use a different arrangement than the one in these guidelines, it should provide a concordance showing in which section information requested in Appendix 1 is located.

4. Performance Indicators

1. A ‘Planning Profile’ will be circulated following the issue of this guidance which will set out various statistical indicators. These will provide a convenient summary of statistical measures, as defined by the Committee on Public Library Statistics, for the last five years.

2. The profile is meant to be an aid to the authority in considering the scope and scale of its services both in time and in contrast with other authorities. Its purpose is to add context although it is accepted that no statistical measures can effectively summarise performance on their own.

3. It is expected that the profile will help inform Chapter 4 of the Plan in particular. The profile will show the relevant distributions of data where possible. Indicators relevant to the standards will be provided as a separate proforma in the profile where these are available. Each authority is asked to add further information in their Plan.

5. 'Comprehensive, Efficient and Modern Public Libraries'

1. 'Comprehensive, Efficient and Modern Public Libraries' states that the specific objectives inherent in the standards are to:

   • ensure that libraries are located so as to provide convenient and suitable access for users;

   • ensure that opening hours of libraries are adequate for users;

   • develop electronic access for users;

   • ensure satisfactory services for the issuing and reserving of books;

   • encourage the use made of the library service;

   • provide choice in books and materials made available to users;

   • provide appropriate levels of qualified staff.

2. Library authorities are asked to state their local targets (i.e. performance measures to which they aspire in section 7.3) for services to children, socially excluded people, ethnic minority communities and people with disabilities. Authorities are also asked to comment on the impact of regional and cross border patterns of use.

3. Authorities are asked to comment on any variations between their performance, their local targets and the standards in "Comprehensive, Efficient and Modern Public Libraries". Authorities should consider how they intend to develop their Plan so that they meet the standards within a reasonable period. In the first instance, DCMS has asked authorities to meet the public library standards within three years.

A1. Appendix One - Annual Library Plans Guidelines 2001

A2. Appendix Two - Timetable for rolling forward the overall plan

A3. Appendix Three - Assessment against Public Library Standards  

A4. Appendix Four - Cross cutting policy areas also to be considered by assessors