Public Library Services in the context of a fast changing Metropolitan Landscape –

relevance, quality and quantity – an evolving journey

LIASA CiCD Winter Seminar: 29 June – 1 July 2009

Presented by: Ninnie Steyn, Director: Library & Information Services, City of Cape Town

Date: Wednesday, July 1, 2009

City of Cape Town: A few facts

Population (based on 1999 projections: medium case assumption)

2006: 3,5 million

2016: 3,9 million

2031: 4,2 million

Census 2001-

Age (0-12: 23%;13-17: 9%;18-34: 32%; 35-54:24%...)

Educational level of Adults (20+)

Grade 11 or less: 60%

Income earners: 83% earns R0 – R6 400

LIS, CoCT: A few factsAffiliated to the Provincial Library Service: W. Cape

104 Service Points currently:

98 Libraries (2 planned for 2010 & 2011, awaiting confirmation)

4 Satellite Services

Mobile Library Service (3 Buses)

Snr Service being phased out in its current format by October 2009

Budget 2008/9: OPEX (R227 million); CAPEX (R24 million – mostly external funding)

OPEX 2009/10: R311 million, incl. support services

Staff: 770 (incl. 97 part-time staff; 93 contract staff – Conditional Grant funding)

Collections: 3,3 million items

Membership: 751 406 (June 2008)

Circulation: 12, 47 million ,2007/8 (Highest: 893 466; Lowest: 3097)

Progammes: 11 469 (2007/8)

Background2000 – 2005:

Part of Social Development, incl. Arts & Culture (A&C) and Social Development Facilitation (SDF)

6 Administrations’ LIS’ continued operating within the City “as is”

2005 – 2007:

Branch within Social Development, consisting of LIS, Sport, Recreation & Amenities, SDF and A & C

“Ringfenced” Service

2007 - :

Department within Community Services, consisting of LIS, Sport, Recreation & Amenities and City Parks

Assessment: 2005

Resource constraints resulted in:

Facilities – aging; inappropriate; insufficient

Collections – aging; insufficient; formats

Staff – too few to manage existing service points with a view to ensuring a sustainable contribution to development

In terms of McKinsey’s model:

Strategy: no single strategy informing service delivery; no clearly defined positioning; lack/inappropriate national/provincial norms and standards

Structure: no single structure; different designations

Systems: fragmented business processes, operational systems (SAP; Library Management System), HR systems, etc.Style: Different cultures, leadershipShared values : no shared valuesStaff: Inadequate resourcing; low morale; inappropriate utilisation of staff (BUT – staff with institutional knowledge & competencies)Skills: Training and development fragmented

Source: http://www.mindtools.com/pages/article/newSTR_91.htm (29 June 2009)

Positioning

Department – Reporting Level 2

Better opportunity to directly influence decision making

Building improved relationships with internal partners (SCM, IS &T, Marketing & Communications)

Back to the Basics (Core functions)

Open doors & 2 staff members behind the counter ≠ library!

Linkage to the IDP in terms of core business

Integrated strategies within Community Services (e.g. minimum service levels; maintenance standards, etc.)

LIS – 3-tier strategy

Staff

Flat organisational structure (balance)

Empowerment

Span of control

Capacity/Competencies

Funding

Career pathing

Staff

Staff, cont.

Structure (min level service): Standardised designations

Librarian-in-Charge (City-Wide: Chief); (Regional: Principal); (Community: Senior)

Librarian, Assistant Librarian (Full- and part-time), Library Aid

Support sections at Head Office & District level (Finance, HR, Gnl Admin)

Communication/Interface

LMT, BMT, DMT, Libraries & Communication Sessions

Networking opportunities

Visibility

Example: SDBIP (planning versus execution)

Staff Manual

Staff, cont.Training & Development

WSP

individual needs assessments (core/dev)

focus groups

evaluation forms

Induction Programmes

Min qualifications

Scarce Skills

Interest/Working Groups

Aging workforce

Recruitment; KM initiatives

LIASA - participation

Internal staff newsletter

Service Recognition Awards

Fun Events (Networking; Identity; Marketing)

Community Chest Twilight Team Fun Run

Before and After:

Adherence to Corporate

Branding

CollectionsProvincial Budget (2008/9): R16,9 million (participation via Book Selection)

Duplicate processes (BookPlus & PALS)

City’s Budget (2008/9): R4,9 million (approximately 44 000 items procured, with 12,9% of the budget utilised for payment of annual/stock take accounts)

Tafelsig Library – Children’s Section

Collections – meeting the challenges…Collection Development Policy & Procedures

Sharing (JIT in stead of JIC)

Centralised buys (min standards; stock)

Buddy system

E-resources

Stronger relationship with SCM (unique business processes)

Vendor List

Deviations (e.g. Disposal: donating materials to Friends for resale in stead of only pulping and auctioning)

External funding (Carnegie: Procured 49 000+ items to date; Shuttleworth Foundation; Friends, etc.)

Community Profiling still to be addressed & mechanisms to allow improved alignment

Central Library : Music SectionYellow spine labels – stock procured with Carnegie Funding

Facilities & InfrastructureMobile Buses

Old, no CAPEX to replace

New Libraries

External Funding

CSIR investigation

Investment framework

Maintenance standards & schedule

Photocopiers – outsourced service

Claremont LibraryCentral Library

Facilities & Infrastructure, cont.

ICT

BookPlus & PALS

CTA Connectivity

Sharepoint (3rd system)

SmartCape

ADSL upgrades

Central (different solution)

Enabler (e-resources) – CDP

Line upgrades

Digitization ProjectCentral Library - SmartCape

PartnershipsVolunteers: 2007/8 – 200 assisting 36 libraries

Friends of the Libraries: 2007/8 - 24 (996 Friends)

External organisations, etc.

Shuttleworth FoundationR12 million (New Fisantekraal Library; Extended Durbanville Library)

R2 million (library materials)

Carnegie Corporation of New YorkCentral Library ($2 million; $2, 4 million: 2008/9 – 2010/11)

2 new libraries in Khayelitsha ($3 million: 2009/10 – 2011/12)

Masiphumelele CorporationR1,2 million – extension of library

Library Programmes (2008 Budget: $14 276); 990 programmes during 2007/8

Partners: City of Cape Town; Masiphumelele Corporation; Donors in other countries and locally; Volunteers; WorldTeach; Friends of the Fish Hoek Library; Exclusive Books; Wordworks; Rotary Club of Newlands; Biblionef

MarketingInternal & External

Awareness

Stakeholders

Increased usage

Website (July/August 2009)

Central Library : Brochure

Cape Town Book Fair

Libraries Map

Bookmark

ChallengesUnfunded mandate…..insufficient resources….yet an expectation to maintain and even expand service delivery

No CAPEX provision by Council

Inability to maintain current facilities

No new facilities to meet growing demands (need for external funding)

Migration (library automated management system)

LIS Profession: norms and standards

Focus on what can be done and do it well, whilst planning for the future

Advocate for greater support and resolution of unfunded mandate

Continue the journey

Conclusion

Let us work togetherfor a better city