The Governance of different types of Public Library

1. Governance of Public Library
Discussant:
Angelou C. Manlapaz &
Mary Rose V. Navarro

2. Learning Objectives:
1. Explain the importance of public libraries in the community.
2. Define and explain the different categories of public library.
3. Understand the purpose of the public library in different aspects.
5. Explain the Services that the Public Library offers.
4. Identify and understand the governance of the Philippine Public Libraries.
6. Give the list of public libraries in Bicol region
7. Understand the financial framework of the public library

3. Topic:
•Governance of Public Libraries
•Provincial
•Municipal
•City
•Barangay

4. Lesson outline:
1. Introduction
2. Lesson Proper
3. Evaluation
4. References

5. •The public library, is the local gateway to knowledge,
provides a basic condition for lifelong learning, independent
decision- making and cultural development of the individual
and social groups. (UNESCO Public Library Manifesto).
•A public library is established and maintained by the
barangay, municipality, city, province, or congressional
district as the case may be and serves or caters primarily to
their respective constituents. This chapter is a general
statement on the role and purpose of the public library.

6. Public Library
It provides services to people who live¸
work or educated in the same area with
the aim of serving the information needs
to all members of the community.

7. Objectives:
Recreational- reading¸ listening¸ viewing.
Informational- helping people in their day to day living.
Vocational- source of information for vocational and continuing
education.
Educational- a source of material for peoples life-long learning.
Advisory- information about community¸ local¸ regional¸ state and
commonwealth activities.
Referral- suggesting the best source of information if the library cannot
supply it.

8. Municipal or local- established by local
government and maintained and funded by
the local government.
Regional- are established by agreement
among the different local government in the
region.
Joint- use libraries- established by different
groups of users usually involving public and
private schools.

9. Purpose of a Public Library
o To provide resources and services in a
variety of media to meet the needs of
individuals and groups for education,
information and personal development
including recreation and leisure. They
have an important role in the
development and maintenance of a
democratic society by giving the
individual access to a wide and varied
range of knowledge, ideas and opinions.

10. EDUCATION
o Supporting both individual and self conducted education as well as
formal education at all levels.
INFORMATION
o The public library is the local center of information making all
kinds of knowledge and information readily available to its users.
o As a public service open to all, the public library has a key role in
collecting, organizing and exploiting information, as well as
providing access to a wide range of information sources.
PERSONAL DEVELOPMENT
Providing opportunities for personal creative development.’
CHILDREN AND YOUNG PEOPLE
o Creating and strengthening reading habits in children from an early age.

11. PUBLIC LIBRARIES AND CULTURAL DEVELOPMENT
o An important role of the public library is providing a focus for cultural and
artistic development in the community and helping to shape and support
the cultural identity of the community.
o The library’s contribution should reflect the variety of cultures represented
in the community. It should provide materials in the languages spoken and
read in the local community, and support cultural traditions.
o The public library has an important role as a public space and meeting place.
It is sometimes called ‘the drawing room of the community’.
THE SOCIAL ROLE OF THE PUBLIC LIBRARY

12. AN AGENCY FOR CHANGE
o Public library is acting as an agency for social and personal development and
can be a positive agency for change in the community.
o It contributes to the creation and maintenance of a well–informed and
democratic society and helps to empower people in the enrichment and
development of their lives and that of the community in which they live.
ACCESS FOR ALL
o A fundamental principle of the public library is that its services must be
available to all and not directed to one group in the community to the
exclusion of others.

13. LOCAL NEEDS
o Public libraries are locally based services for the benefit of the local
community and should provide community information services.
o The services and collections they provide should be based on local needs,
which should be assessed regularly.
o The public library should be a key agency in the local community for the
collection, preservation and promotion of local culture in all its diversity.
LOCAL CULTURE

14. RESOURCES
o Public library must have adequate resources, not just when it is
established but also on a continuing basis, to enable it to sustain and
develop services that meet the needs of the local community.
o It should provide materials in all formats, up-dated regularly to meet the
changing needs of groups and individuals, including newly-published
and replacement materials.
o It should also provide adequate levels of staff with appropriate training
and sufficient funds to support whatever methods of service delivery are
needed for it to meet its vital role in the community.

15. THE ROLE OF THE NATIONAL LIBRARY
o The NLP allocate every year, books and other forms of library materials to
functional public libraries. To be entitled with the allocation, the LGU has to
signify through the official communication its intention to register of
affiliate its public library with the NLP.
TECHNICAL SUPERVISION
o Aside from allocating books to affiliated libraries the NLP through the
public libraries division conducts training to newly appointed or designated
librarians and also organize seminars¸ workshops¸ conferences to update
public librarians on the trends of the profession.

16. ADMINISTRATIVE SUPERVISION
o Public libraries are administratively under their respective LGUs even
before the enactment of the Local Government Code or RA 7160.
o The Sanggunian Panlalawigan¸ Panglunsod or Bayan¸ as the case may be
while many of the provincial and city librarians are licensed professional
librarians although their staff may be designated on contractual basis by
their local government officials.
o Of the more than thousand public libraries in the country¸ only about
50% of them are functional libraries.
o Monitoring of these libraries is done by the Public Libraries Division
through a requirement of submitting monthly report activities and
accomplishments. Also expected of them by the NLP are: Annual
Inventory Report of collections and annual report of activities

17. PUBLIC LIBRARY AND LEGISLATION
o Public libraries should be based on legislation, which assures their
continuance and their place in the government structure.
o It can be simple, allowing the establishment of public libraries but
leaving standards of service to the level of government directly
responsible for the library, or more complex, with specific detail on
what services should be provided and to what standard.

18. AN ACT PROVIDING FOR THE ESTABLISHMENT OF
CONGRESSIONAL, CITY AND MUNICIPAL LIBRARIES
AND BARANGAY READING CENTERS THROUGHOUT
THE PHILIPPINES, APPROPRIATING THE NECESSARY
FUNDS THEREFOR AND FOR OTHER PURPOSES.

19. Pursuant to Sections 2, 5 and 9 of R.A. 7743. An Act
providing for the Establishment of Congressional, City,
Municipal Libraries and Barangay Reading Centers
throughout the Philippines, and with the view of
implementing effectively the provisions of said Act, the
following rules and regulations are hereby adopted.

20. ARTICLE I: Definition of
Terms
ARTICLE II: Establishment of Public Libraries and Reading
Centers
ARTICLE III: Library Staff
ARTICLE IV: Role and Responsibilities of the National
Library
ARTICLE V: Role and Responsibilities of Local Government
Units
ARTICLE VI: Role and Responsibilities of the Department of Interior and Local
Government (DILG)
ARTICLE VII: Role and Responsibilities of the Philippine Information
Agency (PIA)
ARTICLE VIII: Appropriation

21. ARTICLE IX: Memorandum of Agreement
ARTICLE X: Library Board and Friends of the
Library
ARTICLE XI: Inter-Agency Committee
ARTICLE XII: Effectivity

22. FUNDING
o Adequate levels of funding are crucial to
the success of a public library in fulfilling
its roles.
o Funding is required not only
when a public library is
established, but should also be
sustained on an assured and
regular basis.

23. SOURCES OF FUNDING
Primary Sources
Secondary Sources
 Taxation at local¸ regional¸ or central
level
 Blok grants from central¸ regional or
local level.
 Donations from funding bodies or private
individuals
 Revenue from commercial activities¸
 Revenue from user’s fees.
 Revenue from charges to users for
individual series¸
 Sponsorship from eternal organization
 Lottery funds for specific initiatives

24. GOVERNANCE OF THE PUBLIC LIBRARY
o Public libraries should be governed by a properly established body made up
largely of representatives of the local community including those elected
either to the local council or to the library board.
o Library committees and boards should have rules of procedure and their
preceding should be open to the general public. They should meet on a regular
basis and publish agenda¸ minutes¸ annual reports and financial statement.
o The governing body will be responsible for matters of policy rather than the
day-to-day operation of the library. In all cases the chief librarian should have
direct access to the meetings of the governing body of the library and work
loosely with it.

25. GOVERNANCE OF THE PUBLIC LIBRARY (contd)
o Policy documents should be made available to the public and¸ where possible¸
steps should be taken to involve local citizens in the development of the public
library.
Public librarians must be fully accountable both their governing bodies and local
citizens for their actions by providing reports¸ holding public meetings and
through consultation. They must also maintain the highest professional standards
in carrying out their duties and in advising the governing body.

26. ADMINISTRATION OF THE PUBLIC LIBRARY
The administration of a public library should
be directed towards improving the quality of series to
the users and not as an end in itself. It should be
efficient and accountable.

27. Ten Principles guiding effective Library Governance
1. Build a solid governance framework that includes bylaws and policy and an
achievable plan that is based on why you exist: your mission.
2. When you’ve build it make sure it works and keep in shape.
3. Know who you are there to represent and how to connect with them.
5. Know that it is that you need to achieve.
6. Access what you have accomplished and report progress regularly.
4. Make good decision on their behalf.

28. 7. Know what information you need and where and how to get in order to manage
risk.
8. Know who you need on the board and who you need to run the library.
9. Know where and how to get resources you need.
10. Remember, you are not there to manage- you are there to govern.

29. Important elements in delivering an effective public library service:
People at all ages and at all stages of
life:
— children
— young adults
— adults.
Individuals and groups of people with special needs:
— people from different cultures and ethnic
groups including indigenous people
— people with disabilities
— housebound people
— institutionally confined people
Institutions within the wider community
network:
— educational, cultural and voluntary organizations and
groups in the community
— the business community
— the governing body of the parent organization
1. Identifying potential users

30. 2. Analyzing users’ needs
3. Developing services to groups and individuals
a. Service provision
 loan of books and other media
 provision of books and other materials for use in the
library
 information services using print and electronic media
 readers’ advisory services including reservation services
 community information services
 user education including support for literacy
programmes
 programming and events

31.  Public libraries have a special responsibility to support the process of
learning to read, and to promote books and other media for children.
 Provide special events for children, such as storytelling and activities
related to the library’s services and resources.
 public libraries provide an opportunity for children to experience the
enjoyment of reading and the excitement of discovering knowledge
and works of the imagination.
b. Services to children
c. Services for young adults

32. o the image projected by all libraries must be neutral and objective.
d. Services for adults
o lifelong learning
o leisure time interests
o information needs
o community & cultural activities
o recreational reading
4. Introducing customer care policies
Elements in a Costumer care Policy
o all staff should receive basic awareness training on how to deal with
people with disabilities or from ethnic minorities.
o staff should be courteous, friendly, respectful and helpful at all times
there should be a regular programme of staff training in customer
care.

33. Elements in a Costumer care Policy
o jargon should be avoided in all forms of communication, verbal and
written.
o the design of the library should be as convenient and inviting as
possible.
o staff should have a friendly and informative telephone manner
methods of communication with the users must be provided, e.g.,
billboards, bulletins, website.
o opening hours should be convenient for the users.
o staff should have a friendly and informative telephone manner
methods of communication with the users must be provided, e.g.,
billboards, bulletins, website.
o open public access catalogues should be available on the Internet so
that the user can access services from home and outside opening
hours.

34. Elements in a Costumer care Policy
o there should be efficient renewal and reservation services
o equipment should be provided to make library use convenient
o users should receive a response in the shortest possible time; letters
and other forms of communication should be answered promptly
and courteously
o services should be delivered beyond the library building when users’
needs require it
o all printed information about services should be available in
appropriate alternative formats

35. 5. Promoting user education
o public library should help its users develop skills that
will enable them to make the most effective use of the
library’s resources and services.
o Library staff must act as information navigators to help
users of all ages to make the most effective use of
information and communications technology, and
programmes of user education should be developed.

36. 6. Co-operating and sharing resources
7. Developing electronic networks
8. Ensuring access to services
• the function of the library
• the size of the library
• designated spaces
• design features
• accessible shelving
• sign-posting
• the ambience of the library
• electronic and audiovisual equipment
• Safety
• Parking
9. Providing library buildings.

37. 1. Library services shall be provided with the highest degree of efficiency and
integrity in keeping in mind that the public library is a service agency of the
government for the people.
2. The library shall reflect the needs of the community which shall include books,
pamphlets, ephemeral materials, non-print materials, classified and cataloged
according to the standards for easy access and retrieva
3. Open shelves system shall be promoted to give the users free access to all
materials.
4. The library shall maintain local historical and cultural materials for preservation
and conservation.
5. The library shall provide materials for wholesome development of the
community regardless of age, creed, religion and cultural affiliations
SERVICES AND UTILIZATION

38. 6. The library shall observe library hours for maximum benefit of the community
7. The library shall initiate the organization of groups or volunteers to handle fund
raising to financially support the library and handle activities.
8. For library promotion activities, the following services shall be encouraged:
a. Reference and
research service
b. Circulation and books for
home use
c. Organization and maintenance of
children’s section
e. Reading guidelines for children
and out of school youth
d. Outreach programs and services
especially to depressed areas of the
community
f. Organization of Friends Group to
act as support to the library

39. COLLECTION DEVELOPMENT
 The collection shall include books, multi-media and other non-book
materials such as those in the state-of-the-art technologies, maps,
periodicals, pamphlets, and other AV materials.
 The library shall maintain the local history collection.
 The size of the library collection is dependent on the allocation from
the National Library and from the budget finds provided by the local
government unit in the annual appropriations.
 A minimum of initial collection of 3000 volumes of books is deemed
appropriate for public libraries in the regions, provinces, cities and first
class municipalities regardless of their population.

40.  For libraries in municipalities lower than the first class, an initial book
collection of 2000 is recommended as starting collection while for
barangay reading centers, 500 volumes is recommended.
 Selection and acquisition of books and other library materials shall rest
on the librarian with the assistance of their professional staff. Materials
for acquisition recommendations of library clientele shall be
considered.
 A provision for at least 10% annual increase of the collection must be
provided each of any library categories.
COLLECTION DEVELOPMENT (con’t)

41. Collections
Public libraries have separate sections for children¸ young adults and
adults or the sections maybe combined. The holdings include a range of
materials in scope¸ readership¸ subject matter and format.
Public libraries collections are influenced by the location of the library.
Public libraries usually use the DDC to classify their collections.
Public relations are important to public libraries.

43. SKILLS OF LIBRARY STAFF
 the ability to communicate
positively with people
 the ability to understand the needs of users
 the ability to co-operate
with individuals and groups
in the community
 knowledge and understanding of cultural
diversity
 knowledge of the material that forms the library’s
collection and how to access it an understanding of and
sympathy with the principles of public service
 readiness to change methods of
working to meet new situations
 the ability to work with others in
providing an effective library service
 organizational skills, with the flexibility to
identify and implement changes
 imagination, vision and openness
to new ideas and practice
 knowledge of information and
communications technology

44. ORGANIZATIONAL STRUCTURE
 Under an LGU, each
public library is
headed by a chief
librarian with the
grade depending on
the class of the
province, city or
municipality.
 The number of staff of
public libraries
depends upon the
positions created by
their respective local
government units.

45. LIBRARIANS ROLE
Formulates policies and programs in line with the Literacy
Program of the government; establishes linkages with Non-
government and Government Organization for programs and
projects related to library.

46. ADINISTRATIVE ROLE
1. Receives/ releases and records incoming/ outgoing communications.
2. Encodes communications in the system, sorts and files documents.
3. Prepares and controls office budget.
4. Generates/ updates regular, back pay, special payrolls and vouchers.
5. Receives, records, controls office supplies and materials used.
6. Prepares supplemental and amendatory supplies procurement plan.
7. Monitors the daily attendance of the staff.
8. Computes and submits MRA (Monthly Report of Attendance)
9. Prepares and submits reports require by Government Officials/ Offices.
10. Maintains the cleanliness and orderliness of the whole library.

47. TECHNICAL SERVICES
1. Receives and controls books.
2. Accessions newly acquired books.
3. Catalogs and classifies books.
4. Maintains the Library Automation (On-line Public Access Catalog).
5. Files card catalog and periodical index.
6. Does mechanical preparation of the library collection.
7. Discards obsolete library materials.
8. Preserves library materials through plastic covering, repair, bindery, reprinting.
9. Does inventory of library materials.
10. Pull-out index cards of condemned books.
11. Assists in the retrieval of loaned –out and borrowed books.

48. READER’S SERVICES
1. Directs researchers to appropriate book and other sources of
information.
2. Loans out library materials to clients.
3. Conducts library orientation to clients applying for borrower’s card.
4. Process library/ borrowers card.
5. Handles library tours and library awareness through lectures upon
request.
6. Entertains queries on the phone.

49. READER’S SERVICES (con’t)
1. Does tutoring and storytelling to elementary pupils.
2. Updates clippings and indexes significant articles including history
materials.
3. Organizes information in the vertical files to make it readily
available to the users.
4. Maintains thematic arrangement of books.
5. Gives assistance on the use of the Net, OPAC.
6. Posts monthly exhibits and bulletin boards displays.
7. Post new titles added to the library collection.

50. ISSUES FACED BY THE PUBLIC LIBRARY
1. Keeping up with technological developments
3. Maintaining free core services
4. Coping with staffing and financial constraints
5. Censorship issues
6. The apathy of the local populations
7. Competitions from the new technologies
8. Rationalization and competitive tendering of service
2. Meeting a wide range of needs and expectations