Supplementary Advice for the Preparation of Library Plans in 2001.

• Proforma for the return of data on the Public Library Standards:
   

  • Click here to download proforma in *.xls format for return.

• Click here to download in *.rtf format.

• Click here to download the proforma (in *.rtf format) for describing the status of the plan which should be returned at the time of making the submission (deadline 28th September 2001).

  Please note that all downloads have been "zipped" using WinZip.  An evaluation version can be downloaded from www.winzip.com .

Department for Culture, Media and Sport
Libraries, Information and Archives Division
2 - 4 Cockspur Street
London, SW1Y 5DH
 

10th August 2001

Dear Colleague,

Since I wrote to you, in May this year, with a copy of the statistical profile for your authority, more recent data have become available in response to returns to the CIPFA survey on Public Library Estimates for the current year, 2001/2002. As a result, it has been possible to compile the enclosed update to the statistical profile, which I hope you find useful in considering the development of your service priorities and in preparing your Annual Library Plan (ALP).

May I take this opportunity to provide you with further guidance on the administrative arrangements for submitting your ALP by 28th September, 2001. These arrangements and copies of the administrative documentation to be returned with the Plan are also set out on the new Annual Library Plans web-site, www.libplans.ws. I commend this site to you as a convenient source of information on matters relating to the preparation of Plans. From now on, it should be your first point of inquiry!

In submitting your Plan, please provide two hard copies plus an electronic version¹ with accompanying materials, and send a full set of each to:
 

I have also enclosed a pro-forma on which you can set out some basic information about the status of your Plan, the name and contact details of the lead member for public libraries in your authority, and other details to assist in the effective assessment of your submission and in mailing information back to you. I shall be grateful if you will send both myself and Louise a completed copy of this pro-forma at the same time as submitting your Plan.

You will notice that this form also asks whether or not your authority will be making an application for "Beacon" status under the "Libraries as a Community Resource" Year 3 theme and / or whether the library service will be the subject of a "Best Value" inspection in the year ahead. The reason for this is that we shall be directly passing on copies of the assessment of your Plan to DTLR in respect of Beacon applications and the Audit Commission in respect of Best Value Inspections. You will have seen the reference to ALPs/standards in the library selection criteria for the Beacon Council scheme. In addition, I have met with the unit in the Audit Commission responsible for undertaking inspections covering the public library service, and agreed to share as much information as possible to underline the worth of ALPs in supporting the Best Value approach. Other than in these two areas, the individual assessment of your Plan will remain confidential between you and DCMS.

At appendix 3 to the Guidelines circulated in April 2001, I set out a scheme for reporting the progress for meeting the performance targets defined in "Comprehensive, Efficient and Modern Public Libraries - Standards and Assessment". For your convenience, I enclose another copy of this scheme but it would assist the statistical analysis if you would make your return using an electronic version of the form available from the administrative web-site ( www.libplans.ws ). You can send a hard copy as well if you wish.

I am aware that there were some ambiguities in the definitions relating to these indicators when the standards were published but I hope that they were subsequently addressed in detail on pages 21 to 23 of appendix 3 to the Guidelines for the Preparation of Plans in 2001. In addition, there is a "Frequently Asked Questions" page on the administrative web-site to which further advice is being continuously posted.

You may wish to be aware that, in accordance with previous practice, I am making arrangements for the allocation of Plans to assessors to be made on a regional basis. As far as possible, the distribution will be by Government Office Regions in order to pick-up properly on wider networking activities and the scope for developing cooperation. I am also aware that it is important for adjacent authorities to cooperate in aiming to provide consistent standards of service to users in their area and the assessors will be examining Plans with a view to developing a national report on key standards.

I am sorry to write at such great length but I am anxious, as always, to ensure that the ALP/library standards process is as open as possible. I am also most grateful to you for your continuing assistance in undertaking this procedure for developing local service levels in support of national aspirations for a viable and important public service.

Yours sincerely

Peter Beauchamp
Chief Library Adviser

¹ Unless you are submitting your plan in Adobe Acrobat (*.pdf) format, in which case a single copy of the file submitted by e-mail to libplans@ipf.co.uk and copied to andrew.birleson@culture.gov.uk will suffice. Please also attach electronic versions of the administrative pro-formas in the same message.