Massachusetts Public Library Trustees Handbook

Minimum planning requirements

Mission statement: The mission statement is a concise declaration of the purpose of an organization, specifying the fundamental reason for its existence and identifying its major service roles and the major user groups at which they are directed.

Needs statement: A needs statement is a description of the community and its population, and the needs of the community the library serves. It includes a gathering of information based on an analysis of the population, results of surveys, and a description of the library's existing services in relation to the community's needs. The plan must include a statement regarding the library's plan for technology. Under the Americans with Disabilities Act, every public library regardless of staff size must have completed a review of its facility for architectural accessibility and compliance with the ADA. The needs assessment component of the library's long range plan should include this subject and identify barriers, outline corrective action, and include a mechanism to involve community members to discuss the process of making the library fully accessible to all patrons.

Multiyear goals: Goals are broad statements describing desirable end results toward which the library will work over the long term, encompassing a vision of what services should be available. A goal is not measurable and may never be fully reached but will probably not change over a three to five year period. Together with objectives, goals define a course of action for meeting the needs of a community

Multiyear objectives: Objectives are specific, short range statements of results to be achieved to implement a goal. They define how a task will be done, who will do it, and when and under what conditions. Objectives are measurable, include time frames for completion of tasks, and may or may not change over a three to five year period depending upon progress made.

Annual action plan: Action plans outline the steps used to accomplish an objective, including specific tasks that will be done in a given year to achieve that objective. Action plans include specific timelines and/or other measures for determining when the activities will take place and how the objective will be accomplished. By October 1st of each year, the action plan should be reviewed and revised to reflect activities that will take place in the next fiscal year to achieve the long range plan's goals and objectives.

Brief description of plan's methodology: A description of the plan's methodology should include the identification of a specific planning process, such as the Planning for Results process, and any modifications to it. If a library has not used a particular process, include a description of who participated, to what extent, what data was gathered and how, and during what period the plan was developed.

Approval of governing board: As documented by complete signatures of all responsible parties, this approval provides assurance that the library's trustees or other governing unit as appropriate has reviewed the contents of the plan and voted to accept it.

What are Goals?

Goals are general statements with broad aims and final purposes to be achieved. Goals may never be fully attained, because successful fulfillment of objectives moves goals to even higher levels.

Example: To increase the public's awareness of the value and use of the library's resources and services by working closely with the media, developing relationships with community groups and improving communication with individual citizens.

What are Objectives?

Objectives are specific and detailed action plans to be completed within a definite time frame. They are measurable events or accomplishments that support broad purposes.

Example A: To develop a promotional campaign theme and print 10,000 brochures listing library services by September, 2002.

Example B: To increase the number of citizens who register for library cards by 3% in 2002.

Comprehensive Planning Components

Since planning is a continuous process based on evaluation and reassessment, a plan is a flexible document seasoned by specific local needs. However, most plans include the following essentials: