ACRL News Issue (B) of College & Research Libraries 3 2 / C&RL News ACRL’s 1990 budget B y J o A n S . S e g a l A C R L Executive Director Last year's performance and this year’s projection. This is the ACRL budget for the current JBL fiscal year, together with last year’s finan­ cial report. The report follows the ACRL Strategic Plan, which drives the program of the Association and is supported by its financial structure. The M issio n of ACRL is to foster the profession of academic and research librarianship and to enhance the ability of academic and research li­ braries to serve effectively the needs of current and potential library users. Its G o a ls are: • to contribute to the total professional devel­ opm ent of academic and research librarians; • to enhance the capability of academic and research libraries to serve the needs of users; • to prom ote and speak for the interests of academic and research librarianship; • to prom ote study, research, and publication relevant to academic and research librarianship. The 1988-89 year moved the Association along in carrying out these goals, following the annual operating plan that laid out the year’s activities in term s of the long-range plan. Work on the ACRL Financial Plan was finished in 1989 and the ACRL Planning Com m ittee (Mike Kathman, Chair) and the Budget and Finance Comm ittee (Linda Piele, ACRL programs (including Choice, 1990 budget January 1990 / 33 34 / C&RL News R E V E N U E S o u r c e s o f r e v e n u e 1 9 8 9 B u d g e t 1 9 8 9 A ctu a l 1 9 9 0 B u d g e t M em bership dues $252,030 $240,623 $308,000 O ther — $1,287 $500 Advisory — $492 $500 Awards $6,120 $17,559 $8,730 Jobline $3,000 $2,505 $3,500 Subtotal $261,150 $262,466 $321,230 Publications Choice $1,373,270 $1,433,607 $1,453,960 C&RL $101,950 $115,973 $115,080 C&RL News $198,045 $243,023 $227,760 R BM L $17,420 $19,868 $19,590 Fast Job Listing Service $3,780 $3,088 $3,900 Section newsletters $180 $138 $180 Nonperiodical pubs. $50,230 $92,851 $68,700 Books f o r College Libraries, 3d ed. $30,380 $23,088 $16,860 Chapter Topics — — — Subtotal $1,775,255 $1,931,636 $1,906,030 Conferences and workshops Continuing education $54,270 $36,387 $20,870 National Conferences (’86, ’89) $283,740 $413,143 $2,000 Pre- and Postconferences $17,760 $9,940 $30,650 WESS Florence Conference — — — Teleconferences — $7,500 $3,000 RBMS Cam bridge Conference — — — Planning workshops — — $35,650 Subtotal $355,770 $466,970 $92,170 F unded projects N E H Project A $22,960 $18,946 — HBCU Mellon Project — $187 — N E H /H B C U Project $36,980 $32,990 — O utput Measures Manual — — — Planning workshops $30,590 — — Subtotal $90,530 $52,123 — Total revenue $2,482,705 $2,713,195 $2,319,430 Choice revenue $1,373,270 $1,433,607 $1,453,960 Total revenue w ithout Choice $1,109,435 $1,279,588 $865,470 Adjustments — $115 — Adjusted total $1,109,435 $1,279,703 $865,470 Chair) created the first Annual O perating Plan and Budget, which incorporates the activities o f ACRL planned for the year, together with the resources needed to carry out the plan, thus showing how the Strategic Plan and the Financial Plan provide a basis for running the Association. (Copies of the Annual Operating Plan and Budget or of the Finan­ cial Plan are available on request from ACRL.) Sources o f revenue In comparing actual perform ance for 1989 with the budget, we can see that revenues (without Choice) were $170,000 over budget. Revenue from the Cincinnati C onference exceeded budget by $130,000, and nonperiodical publications revenue was $42,000 over budget. C&RL and C&RL News January 1990 / 35 also exceeded revenue expectations, by $14,000 and $45,000 respectively. R evenue from m em b er­ ship dues and miscellaneous fees was at th e bu d g ­ eted level; m em bership increased by 6.3% in this conference year. Revenue from conferences and workshops was significantly below budget, as we subsidized one preconference (for HBCUs) and had a sm aller than usual, one-day RBMS P recon­ ference. O ur funded projects also cam e in below budget, as revenues m atched red u ced expenses. Choice revenues w ere $60,000, or 4%, above the budget. Objects o f expense Total expenses w ithout Choice exceeded budget by less than $20,000, while Choice underexpended by about $70,000. Expenses for sections, chapters, and com m ittees d ro p p ed below expectations. Sec­ tion new sletters, however, were subsidized at a level above th a t budgeted. C om bined, th e sections and section new sletters cost about $68,000, up $7,000 from last year, b u t about $4,000 below budget. Advisory services expenses w ere slightly lower than budgeted. M em bership expenses ex­ ceed ed budget as staff p rep ared for th e m em b er­ ship survey carried out in th e fall. Statistics gather­ ing has becom e a sm ooth and efficient operation; red u ced staff tim e is reflected in greatly reduced expense. However, increased efforts to publicize awards, new awards, and endow m ent m anagem ent greatly added to staff tim e and expense in the area o f awards. F o r th e first tim e in many years, a subsidy was n eed ed to support C & R L News. T he n et result o f all these d ues-supported activities was th a t expenses w ere exactly at th e bu d g eted level, b u t w ere $50,000 m ore than dues and m iscellane­ ous revenue, from which they are supposed to be funded. T he dues increase is expected to rem edy th a t condition over th e next few years. Two projects w ere b u d g eted from th e “fund balance.” These were: 1) th e O u tp u t M easures M anual, w here expenses for staff tim e exceeded budget, and 2) Special Grants F und, w here two p ro jects— th e Iow a C h a p te r program and th e M em bership Survey—w ere carried over to 1990, resulting in under-expenditure o f b u d g eted funds. As m entioned previously, Choice u n d ersp en t its budget. C & R L was about on target, b u t C & R L News req u ired a subsidy o f $18,806. Although some price increases by suppliers and contractors w ere beyond our control, staff is working to reduce costs in 1990 in an effort to make th e News self-sup­ porting again. C o n fe re n c e s an d w orkshops w ere far over budget, b u t th e overage is largely attributable to in creased costs o f th e C incinnati C onference. F u n d e d projects w ere u n d e r budget. Funds incor­ rectly d eferred in 1988 w ere cred ited in 1989 from th e H B C U Mellon project. All expenses, including staff costs and a share o f ACRL general expenses w ere allocated to p ro ­ grams. End-of-year financial picture W ith revenues greatly exceeding budget and expenses only slightly above th e bu d g eted figure, th e Association en d ed th e year with a n et gain of about $150,000. A dded to the previous fund bal­ ance, this leaves ACRL with a fund o f $573,000. T h e m a n d a te d fu n d b a la n c e at th is tim e is $466,000. At this point in th e three-year cycle of ACRL finances, we are on th e correct course. Plans for 1989/1990 Top priority for th e Association in 1990 is liaison activity. President Bill M offett’s them e focuses on identifying a clear and co h eren t role for academic and research librarians in th e higher education com munity. New association liaisons will be estab­ lished and ACRL’s activities in th e area will be carefully exam ined to discover how our history might yield insights to enhance and give new direc­ tion to these efforts. A m em bership survey will be com pleted and will form th e basis for fu rth er plan­ ning for th e association; m em bership retention efforts will be enhanced. T he 1990 O perating Plan includes these activi­ ties: • P ro fessio n al d e v e lo p m e n t: RBM S C a m ­ bridge C onference; local presentations; courses preceding th e Chicago Conference; and an RBMS Preconference. A College Library Planning Activ­ ity is proposed. Some 15 program s are p lanned for Chicago this sum m er. • E nhancing library service capability: th e H is­ torically Black College and University Planning Project will include a statistics collection activity. T he new University Library Standards will be broadly dissem inated. T he M anual o f Perform ance M easures will be published. • Liaison: T he Board and Presidents Boissé and M offett selected as th e th em e for 1989 and 1990 th e strengthening o f relations betw een academic librarians and academ ic adm inistrators. T he non- ARL university library statistics will be collected. • Publishing: T he A ccreditation M anual for Academic Libraries and th e 1989 Non-ARL U ni­ versity Library Statistics will be published. The Research volume in th e Publications in Librarian- ship series will appear. T he Research C om m ittee will propose several actions to encourage and sup­ p o rt research. Also in FY 1990, th e first set o f Special Grants im plem ented u n d e r th e process set up last year for allocating unanticipated n e t revenue will be com- 3 6 / C&RL News E X P E N S E S O b je c ts o f e x p e n s e 1 9 8 9 B u d g e t 1 9 8 9 A ctu al 1 9 9 0 B u d g e t M embership activities M embership services $22,090 $40,093 $30,340 Executive Comm. & Board $44,080 $1,287 $500 Statistics $16,270 $6,932 $12,340 Advisory $27,330 $22,227 $32,060 Standards $7,070 $3,446 $8,480 Discussion Groups $1,870 $3,191 $2,090 Awards $11,150 $24,171 $20,150 Chapters $50,030 $41,873 $51,250 Committees $54,810 $35,325 $61,710 Sections $45,650 $37,616 $50,620 Jobline $1,510 $3,791 $2,490 Section newsletters $25,990 $30,496 $24,460 Chapter Topics $3,170 $701 $3,490 C&RL News subsidy — $18,806 $28,900 Subtotal $311,020 $311,082 $383,850 Special projects, internal funding O utput Measures Manual $24,790 $29,633 $25,790 Special grants fund $19,500 $7,734 — Subtotal $44,290 $37,367 $25,790 Publications Choice $1,353,560 $1,280,121 $1,469,793 C &R L $107,790 $105,820 $113,680 C& RL News $205,070 $243,023 $227,760 RBM L $18,370 $16,552 $20,000 Fast Job Listing Service $4,140 $7,218 $5,380 Nonperiodical pubs. $28,100 $2,810 $44,560 Books f o r College Libraries, 3d ed. $5,280 $873 $1,320 Subtotal $1,722,310 $1,656,417 $1,882,493 Conferences and workshops Continuing education $50,770 $43,835 $45,780 National Conference (’89) $207,070 $280,577 $5,090 Pre- and Postconferences $21,900 $15,135 $29,760 WESS Florence Conference — — — Teleconferences — —- — RBMS Cambridge Conference $19,040 $23,796 $20,180 Planning workshops — — — Subtotal $298,780 $363,343 $100,810 F unded projects N E H Project A $22,960 $18,945 — HBCU Mellon Project — ($6,367) — N E H /H B C U Project $36,980 $32,990 — Planning workshops $30,590 — — Subtotal $90,530 $45,568 — Unallocated _— ($3,475) __ Choice/AC R L allocation ($2,000) — — Total expenses $2,420,640 $2,410,302 $2,392,943 Total expenses without Choice $1,067,080 $1,130,181 $923,150 Net $42,355 $149,522 ($57,680) January 19901 37 pleted. E ach y ear w h ere th e fu n d b alance exceeds the m a n d ated reserve, th e B udget an d F in an ce C om m ittee will m ake a reco m m en d atio n about im ­ plem enting a Special G rants F u n d . In 1989, th e re was no distrib u tio n o f such funds, since p e rfo rm ­ ance did n o t exceed th e b u d g e t an d th e B oard had already d e c id e d to fu n d th e O u tp u t M easures Manual from th e fu n d balance. At th e M idw inter M eeting, 1990, th e B udget & F in an ce C o m m ittee will discuss funding for 1991. In com paring th e 1989/90 b u d g e t w ith th a t for last year, it can b e seen th a t Choice co n tin u es to b e the single largest p a rt o f th e overall b u d g et, ac­ counting for 62.6% o f total A C R L revenues and 61.4% o f expenses. T h e p ie charts o f rev en u e and expense w ith o u t Choice show d u es at 35.6% o f revenues. Basic m e m b ersh ip activities, w hich are in th e o ry su p p o rte d by dues, account for 41.6% o f expenses and still exceed dues an d m iscellaneous revenue by $60,000. H ow ever, th e full im pact o f th e dues increase will n o t b e realized until next year. P u b licatio n s are 52.2% o f re v e n u e s an d 44.7% o f expenses. 39.6% o f revenues are from C & R L an d C & R L News; 37% o f expenses are for these two periodicals. T h e re are no fu n d e d projects b u d g eted . C o n feren ce and w orkshop revenues are 10.6% o f rev en u e an d 10.9% o f expenses. Fund balances U n d e r th e accrual system b eg u n S e p te m b e r 1, 1987, th e A C R L and Choice fu n d balances are as follows: 8/31/89 8/31/90(est.) A CRL $572,948 $515,268 Choice $682,513 $666,680 T h e A C R L B oard has set as a goal for A C R L and for Choice th e m ain ten an ce o f a reserve fu n d equal to 50% o f th e average o p eratin g expenses over th e p re ced in g th re e years. T h ese reserves are re q u ire d for em erg en cy expenses for e ith e r th e division o r th e m agazine. In th e case o f th e division, th e am o u n t is only slightly g re a te r th a n th e cost o f a national conference. ALA is considering req u irin g divisions to have in reserve an am o u n t equal to th e cost o f activities such as national conferences, to avoid draw ing on ALA g eneral funds in advance o f th e activity. In th e case o f Choice, it is good b u si­ ness p ractice to m aintain a reserve fu n d o f at least 6 m o n th s’ expenses. T h e B udget an d F in an c e C o m m ittee took ex­ trao rd in ary pains to p re p a re a b alan ced b u d g e t for 1990 an d to h u sb an d th e excess rev en u e from C incinnati to carry us th ro u g h th e tw o n o n -C o n fer- en ce years, w hile m aintaining th e d esired fu n d balance. K eeping th e annual b u d g e t in balance has FOOD FOR T For H a ta O ste o U f w h G at's c H o o k T in g in s o c io lo g y , a p p lie d s o c ia l s c i­ e n ce s, a n d lin g u is tic s , d ip in to s o c io lo g ic a l a b s tra c ts (s a ), So­ cial Planning/Policy & Develop­ m ent A b s tra c ts (S O P O D A ) o r Linguistics and Language Behav­ ior Abstracts (LLBA). s a , S O P O D A , and LLBA tra n s ­ c e n d lin g u is t ic b o u n d a r ie s to b rin g you in-depth abstracts from 1,800 core and a n c illa ry journals published w o rld w id e . sa and S O P O D A are a v a ila b le in three em inently p a la ta b le f o r ­ m ats: o n lin e fro m BRS, D ia lo g , D a ta -S ta r, a n d D IM D I; in p rin t; a n d now , to g e th e r f o r the fir s t tim e , on the sociofile c o m p a c t d is c . LLBA can be accessed o n lin e via BRS and D ia lo g , and ap p e a rs in p rin t quarterly. A va rie ty o f user aids including user's m anuals and the s a Thes­ aurus of Sociological Indexing Terms (2nd Edition, 1989) w ill add special fla v o r to yo u r searches. sociological abstracts, inc. P.O. Box 22206 San Diego, CA 92122-0206 (619) 695-8803 FAX: (619) 695-0416 3 8 / C&RL News becom e increasingly difficult. We hope the dues increase and recom mendations from the Financial D evelopm ent Task Force (Betsy Baker, Chair) will help with this situation. In fiscal 1991, the new Operating Agreement betw een ALA and its divisions will go into effect. It will have a profound impact on ACRL. A Special Com m ittee to Im plem ent the O perating Agree­ m ent, chaired by Liz Salzer, will recom m end steps for assuring a smooth transition. We will use our planning process and our financial planning prin­ ciples: financial stability; growth in revenue, m em ­ bership and programs; and p ru d en t management, to guide us in developing and supporting an out­ standing program for academic and research li­ brarians. ■ ■ ALA challenges the FBI Angered by the withholding of pages, excerpts and in some cases, entire docum ents, the American Library Association has filed an appeal with the U.S. D epartm ent of Justice for “maximum possible disclosure” o f FBI records pertaining to what is known as the “FBI Library Awareness Program.” In its appeal, ALA calls the d epartm ent’s initial review of the records “inadequate and charges that the F B I misused exemptions citing national secu­ rity, privacy, and law enforcem ent concerns to avoid disclosing inform ation th a t could prove embarrassing to the bureau. “W e feel we have been grossly misled by the FBI and lied to about the nature, scope and continu­ ation o f the FBI Library Awareness Program ,” said ALA executive director Linda Crismond. “And, we feel librarians and the public have a right to learn the full scope of this most disturbing ‘investiga­ tion.’ ” The appeal, filed by Crismond with assistant attorney general Stephen Markman, seeks the re ­ lease of information that would: • reveal the num ber and identities of libraries the FB I visited under the program; • reveal inform ation about 266 FB I back­ ground checks on librarians who refused to comply with and/or criticized federal agents’ requests for confidential library use information; • expose possible “library awareness” investiga­ tions by FBI offices other than the New York Field Office, which the bureau has reported as the office of origin for all such investigations; • explain the F B I’s contentions that several li­ brarians have been targeted for agent developm ent by Soviet intelligence agents and that background investigations on eight librarians revealed informa­ tion “of some significance”; • reveal other information excluded or obliter­ ated for which a legitimate case for exemption cannot be made, or for which the “strong public interest for its disclosure” outweighs the reasons for exemption. It was first revealed in 1987 that during the 1960s the FBI began a program to determ ine if Soviet spies were using libraries to obtain technical and scientific data. D ocum ents released by the FBI later revealed background checks on librarians who refused to supply federal agents with specific infor­ mation about library users and records. Since 1970, ALA has had a policy on “Confiden­ tiality of Library Records.” Forty-two states and the District of Columbia now have statutes protecting the privacy of library records. ■ ■ National Library Week, April 2 2 -2 8 ,1 9 9 0 The them e for National Library W eek this year, “Reach for a star: Ask a librarian,” marks the second tim e that the week has been spe­ cially dedicated to librarians. The 1990 National Library W eek Poster Kit, available from ALA Graphics, contains four them e posters, 200 bookmarks, and one public­ ity book for $25.00. The 1990 National Library W eek Campaign Kit includes a Poster Kit, a star mobile, a radio public service announcem ent, and an “Information Smart” banner for $42.00. F or information on other National Library W eek promotional items (including t-shirts and self-stick notes), contact ALA Graphics, 50 E. H uron St., Chicago, IL 60611; (800) 545-2433; in Illinois, (800) 545-2444; in Canada, (800) 545-2455. To receive materials in tim e for National Library Week, order by March 9.