R-1211-12-93RESOLUTION NO. 1211-12-93 (R)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ALLEN,
TEXAS, ADOPTING THE PLAN OF SERVICE, 1993-1998 FOR THE ALLEN
PUBLIC LIBRARY.
WHEREAS, the City of Allen wishes to provide its residents with quality library services; and,
WHEREAS, the City Council encourages all city departments to develop planning tools; and,
WHEREAS, the City council recognizes and supports the efforts of the Library Board and Library
Administration to develop a planning document for library services;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
ALLEN, COLLIN COUNTY, TEXAS, THAT:
SECTION 1: The City Council hereby adopts the planning document attached hereto as "Allen
Public Library Plan of Service, 1993-1998."
SECTION 2: The goals and objectives outlined in the above-cited planning document will be used
as general guidelines for the enhancement of library services.
SECTION 3: The Library Board and Library Administration will review the document annually
to determine levels of progress toward stated goals and will prepare a new planning document at the
end of the five-year period.
DULY PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF ALLEN,
COLLIN COUNTY, TEXAS, ON THIS THE 16th DAY OF DECEMBER , 1993.
ATTEST:
dy rrison, CMC, CITY SECRETARY
APPROVED:
J e Farmer, MAYOR
Resolution No. 1211-12-93(R)
AT-T.EN PTJELIC LIERARY
PIAN OF SERVICE
1993 — 1998
TABLE OF CONTENTS
EXECUTIVE SUMMARY . . . . . . . . . . . . .
. . . . . . . 1
THE PLANNING PROCESS . . . . . . . . . . . .
. . . . . . . 2
PRIMARY AND SECONDARY ROLES . . . . . .
. . . . . . . 3
ROLES NOT SELECTED . . . . . . . . . . . . .
. . . . . . . 4
MISSION STATEMENT . . . . . . . . . . . . . .
. . . . . . . 5
GOAL I6
GOAL 11
GOAL III
8
GOAL IV
9
GOAL
9
GOAL VI ...........................
10
GOAL VII
11
SUMMARY
11
EXECUTIVE SUMMARY
This long-range plan provides a framework for Allen Public Library to
respond to the needs of the people of Allen for library service as we move toward
the twenty-first century. It is written to give a vision of what library service
should provide and what focus the system will have. Following the planning
process described in Planning and Role Setting for Public Libraries • a Manual of
Options and Procedures, ,existing conditions and services were reviewed, roles
for the library were selected and a mission statement was written. Subsequently,
goals and objectives were chosen that relate to those roles and the mission.
It is the Planning Committee's belief that excellence must be defined locally
so that library services match community needs, interests and priorities. By
planning, measuring and evaluating, the Committee expects to achieve excellence
in library services. The plan projects for five years, but will be reviewed
annually to recognize and incorporate changing needs as well as achievements.
At the end of the five-year period, it is expected that the planning process will
again be utilized to determine if current roles and mission are still accurate and to
set new goals and objectives.
I
THE PLANNING PROCESS
In the summer of 1992, the Allen Public Library Board and library
administration, realizing that no single library has sufficient resources to be "all
things to all people," decided to embark upon a planning process in order to
provide a means to identify service priorities, to better allocate resources, to
demonstrate accountability, to accomplish stated objectives, and to achieve
excellence in service.
Two members of the Board and the Library Director attended a Northeast
Texas Library System workshop on long-range planning, and the entire Board
held a Saturday workshop with Dr. Lindsey Gunn, director of planning for PISD,
to familiarize themselves with the structure of the planning process.
Subsequently, the Board decided to use the American Library Association
publication Planning and Role Setting for Public Libraries as a guide for this
project.
The Board and library administration served as the Planning Committee
which determined that it would develop a five-year plan. During the fall
of 1992, staff gathered community data to provide background information
for the Planning Committee. That information included census and other
demographic data, statistics about the library, its use patterns and
resources, and projections about the community gathered from the City's
Community Development Department and the North Central Texas Council of
Governments. The Planning Committee identified the following significant
community characteristics to be considered in their planning:
* rapid population growth in the past decade
* a large proportion of youth in the city
2
* a highly -educated population involved in lifelong learning
* a population with a high median household income
* anticipated growth of the city's population and land area
* city emphasis on economic development
In the winter of 1992-93, the Planning Committee chose the desired roles
which they felt the Allen Public Library should fulfill in the community based on
the information gathered and studied.
PRIMARY ROLES:
Formal Education Support Center: The library assists students at elementary and
secondary levels in meeting educational objectives established during their formal
courses of study.
Reference Library: The library actively provides timely, accurate, and useful
information for community residents.
Preschoolers' Door to Learning: The library encourages young children to
develop an interest in reading and learning through services for children, and
for parents/caregivers and children together.
SECONDARY ROLES:
Independent Learning Center: The library supports individuals of all ages
pursuing a sustained program of learning independent of any educational
provider.
Popular Materials Center: The library features current high -demand, high -
interest materials in a variety of formats for persons of all ages.
3 Z.
OTHER ROLES CONSIDERED BUT NOT SELECTED:
Community Information Center: The library is a clearinghouse for current
information on community organizations, issues, and services.
Community Activities Center: The library is a central focus point for community
activities, meetings, and services.
Research Center: The library assists scholars and researchers to conduct in-
depth studies, investigate specific areas of knowledge, and create new
knowledge.
4
MISSION STATEMENT
The Library's Mission Statement was adopted by the Allen Public Library Board
on February 2, 1993. It reads as follows:
The Allem Public Library 1s dedicated to
improving the quality of life of its users
by supporting their lifelong learning and
information needs _
5 -
In the spring of 1993, the Library Board adopted Goals and Objectives for
1993-1998.
GOAL I
THE LIBRARY SHALL MEET THE LIFELONG LEARNING AND INFORMATION
NEEDS OF ITS USERS BY PROVIDING A SUFFICIENT NUMBER OF LIBRARY
RESOURCES BASED ON STATE AND NATIONAL STANDARDS AND USER
DEMANDS.
Objective A: To provide a minimum of 2.5 library resources per capita by 1998.
Methodology: Increase the collection by 6000 items per year (6400 less 400
average withdrawn rate) reaching the 2.5 capita by 1998.
— -,r.,._......... ...,.......,.�..._. ui,. .u.�c.A �.. vl�y Ul P%! CLL �.ununurllty uevelopment
Department's compound annual growth rate for Allen of 4% per year.)
PROJECTED BUDGETARY IMPACT -
D 1
T
O H
L o v
U
Ls
AA
N
R
S s
® CITY
® SHORTFALL"
TRUST FUND
99/94 -94/95 95/96 96/97 97/98
BUDGET YEAR
" will require additional fundraising, eg. grants, events
(Thle graph pre sencs an estimate of the funding required
to 4th,, e Goal I in the proposed tinctable)
6
..
OF:::::::::BI2:IALS:::
:PER:.CAVt—
1992/93
22,363
40P000+
1,7
1993/94
23,547
46,000
1.9
1994/95
24,605
52,000
?,07
1995/96
25,663
58,000
2.26
L1996/97
-1997/98
26 721
64,000
2.39
27,779
70,000
2.5
— -,r.,._......... ...,.......,.�..._. ui,. .u.�c.A �.. vl�y Ul P%! CLL �.ununurllty uevelopment
Department's compound annual growth rate for Allen of 4% per year.)
PROJECTED BUDGETARY IMPACT -
D 1
T
O H
L o v
U
Ls
AA
N
R
S s
® CITY
® SHORTFALL"
TRUST FUND
99/94 -94/95 95/96 96/97 97/98
BUDGET YEAR
" will require additional fundraising, eg. grants, events
(Thle graph pre sencs an estimate of the funding required
to 4th,, e Goal I in the proposed tinctable)
6
Objective B: To increase the number of users who have their requests for
specific information and/or resources fulfilled.
Methodology: Survey users four times annually regarding author, title, subject
fill rate.
GOAL II
THE LIBRARY SHALL PROVIDE AN AMPLE NUMBER OF WELL-TRAINED,
KNOWLEDGEABLE AND HELPFUL STAFF TO MAINTAIN EFFICIENT AND
EFFECTIVE CUSTOMER SERVICE DURING ALL LIBRARY HOURS.
Objective A: To increase the level of public services in 1993/94 by having all
public service desks adequately staffed during all hours of library operation.
Methodology: Provide additional reference staff hours and circulation staff hours
during 1993/94; measure and compare the number of reference transactions per
capita, registrations -as a percentage of population, and circulations per capita.
Objective B: To increase the hours of library service to the public by ten (10)
by 1998 to provide improved availability of materials and services.
Methodology: Add library service hours annually in increments proportional to
available staffing levels, then use the following measures to determine
effectiveness: registration as a percentage of population, circulations per
capita, in -library use per capita, library visits per capita and reference
transactions per capita.
Objective C: To make continuing education and staff development a priority by
budgeting funds and scheduling time for participation in workshops, seminars,
conferences and in-service days.
Methodology: Each librarian will attend at least one conference annually; all staff
will attend at least one externally provided training session annually; all staff will
attend two in-service days annually.
7
GOAL III
THE LIBRARY SHALL ASSIST SCHOOL -AGED YOUTH IN MEETING THE
EDUCATIONAL OBJECTIVES OF THEIR FORMAL COURSES OF STUDY BY
SUPPLEMENTING RESOURCES AVAILABLE FROM THEIR EDUCATIONAL
AGENCIES.
Objective -A: To increase the number of elementary and secondary students
visiting the library during the school term.
Methodology: Provide outreach information to AISD teachers during their in-
service and planning periods; prepare and present an information program to
home -schooling parents; measure library visits before and after.
Objective B: To increase the number of students who have their school -related
information needs fulfilled.
Methodology: Increase reference service hours; increase size and scope of
collection that is related to curriculum; survey students at beginning and end of
school year to determine reference fill rate.
GOAL IV
THE LIBRARY SHALL ENCOURAGE YOUNG CHILDREN TO DEVELOP AN
INTEREST IN READING AND LEARNING THROUGH SERVICES FOR CHILDREN,
AND FOR PARENTS/ CAREGIVERS AND CHILDREN TOGETHER.
Objective A: To stimulate library use by preschoolers and their
parents/caregivers by providing four (4) public story hours weekly during
eleven (11) months and daycare programs weekly during nine (9) months.
Methodology: Measure program attendance, library visits per capita, and
circulations per capita for preschool age groups.
Objective B: To stimulate library use by elementary children by providing
weekly programs during summer breaks and two additional school breaks.
Methodology: Measure program attendance, library visits per capita, and
circulations per capita for elementary age groups.
Objective C: To provide at least one child development related program for
parents/ caregivers .
GOAL V
THE LIBRARY SHALL PROVIDE AND MAINTAIN A TIMELY AND ACCURATE
COLLECTION OF REFERENCE MATERIALS.
Objective A: To increase the number of users who have their requests for
reference information fulfilled.
Methodology: Review and evaluate current standing order program; measure
reference fill rate.
Objective B: To increase the in -library use of materials per capita.
Methodology: Evaluate, weed and update entire reference collection; measure in -
library materials use per capita.
W
— -A -A
GOAL VI
THE LIBRARY SHALL DEVELOP AN EFFECTIVE COMMUNITY RELATIONS
PROGRAM WHICH WILL INFORM THE PUBLIC OF CURRENT LIBRARY SERVICES
AND MATERIALS AVAILABLE FOR THEIR USE.
Objective A: To provide at least four (4) outreach programs annually to local
community organizations.
Methodology: Place library staff on Chamber of Commerce Speakers Bureau list;
contact local community organizations to offer speaker services.
Objective B: To prepare and circulate written publicity through local print media
on a regular basis.
Methodology: Provide Allen American, Allen Image, Municipal Messenger
articles; produce in-house activities' calendars/ news sheets; communicate
newborns book dedication to parents by mail.
Objective C: To conduct tours and formal instruction in the use of the library
and library materials as requested.
Objective D: To publicize services and special programs on cable TV.
10
GOAL VII
THE LIBRARY SHALL MAKE APPROPRIATE USE OF TECHNOLOGY TO PROVIDE
ITS USERS WITH INCREASED ACCESS TO A VARIETY OF RESOURCES TO MEET
THEIR LEARNING AND INFORMATIONAL NEEDS.
Objective A: To broaden users access to the materials in the library by
increasing the number of public access catalog terminals during 1993/94.
Objective B: To evaluate six (6) new C -D ROM products during 1993/94 with
consideration to purchase based on users needs.
Objective C: To implement the Acquisitions module of Dynix software during
1993/94 to provide users with state-of-the-art information re "on -order" and "in -
process" items.
SUMMARY
This document is a culmination of information gathered and studied by the
library's Long -Range Planning Committee composed of the Library Board and
library staff. Several months of hard work and commitment by those interested in
achieving excellence in library service for the people of Allen are herein
reflected. The long-range plan attempts to establish the needs and priorities for
the library's future growth.
The long-range plan also complements and supplements the City of Allen's
Comprehensive Plan and Mission Statement. By developing the library system
based on this plan, resources can be allocated wisely and efficiently in order to
better serve the community.
GIFT DISTRIBUTIONS
VIOLA ROSE
$25,000.00
Allen Public Library
$10,000.00
Allen Parks and Recreation - Children's playgrounds
$5,000.00
City of Allen - Animal Shelter
$5,000.00
Rowlett Cemetery Association
$5,000.00
Allen Community Outreach -
$5,000.00
Samaritan Inn
$55,000.00
Samaritan Inn
($5,000.00 Allen Community Outreach - previously distributed)
MINNIE SHELTON
$10,000.00
Texas Scottish Rite Hospital in the name of Claude Shelton
$25,000.00
Allen Public Library
$10,000.00
Allen Parks and Recreation - Children's playgrounds
$5,000.00
City of Allen - Animal Shelter
$5,000.00
Rowlett Cemetery Association
$5,000.00
Allen Community Outreach -
$5,000.00
Samaritan Inn
$65,000.00
($5,000.00 Allen Community Outreach - previously distributed)