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HomeMy WebLinkAbout7834 - Santiago Library System. a RESOLUTION NO, ?834 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NEWPORT BEACH APPROVING AMEND- MENTS TO THE PLAN OF SERVICE AND THE RULES AND PROCEDURES OF THE SANTIAGO LIBRARY SYSTEM WHEREAS, by provisions of Chapter 1.5, Division 20 of Part 4 of the Education Code, State of California, public libraries in the State of California are encouraged to form cooperative library systems by entering into written agree- ments to implement a plan of joint service for the agency so contracting; and WHEREAS, the City Council of the City of Newport Beach, in adopting Resolution No. 6960, dated April 7, 1969, authorized the Newport Beach Public Library to join the Orange County Cooperative Library System, sometimes called the Santiago Library System, and also adopted and agreed to be bound by the Joint Powers Agreement executed by the other members of said system; and WHEREAS, it is necessary to amend the Plan of Service and the Rules and Procedures for said system. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Newport Beach adopts and agrees to be bound by the amendments to the Rules and Procedures of the system which amendments consist of altering the meeting dates for said sys- tem from the first and third Thursdays of each month to the second and fourth Tuesdays, and also changing the name of the system from the Orange County Cooperative Library System to the Santiago Library System. BE IT FURTHER RESOLVED that this Council adopts and agrees to be bound by the amended Plan of Service of the San- tiago Library System, a copy of which amended Plan of Service is attached hereto and made a part hereof by reference as though set out in full herein. BE IT FURTHER RESOLVED that the Mayor and City Clerk of the City of Newport Beach be and are hereby empowered to -1- • execute any amendments to the Joint Powers Agreement on behalf of the City of Newport Beach and the Newport Beach Public Library which will be required in connection with the amend- ments referred to above. ADOPTED this 10th day of October , 1972, ATTEST: City Clerk C IED AS THEOM stt .- CITY CLERK of THE CITY F NEW D-94 CO T 1 3 1979 . -2- DRB dm 10/3/72 PLD 5 (Revised 9 -7Z) Public Library Services Act PLAN OF SERVICE A PLAN OF SERVICE, approved by the participating public agency or agencies, must accompany the application of a library or libraries for grants under the Public Library Services Act of 1963. The PLAN OF SERVICE must follow the outline below as to the sequence and numbering of topics and the scope of each. Items 1 through 13 must be completed by all systems. Items 14 through 16 must be completed by cooperative systems only. Name of System: SANTIAGO LIBRARY SYSTEM To Be Completed By All Systems 1. Selection of Materials Describe the manner in which selection of materials will be consolidated or coordinated throughout the system. Attach copies of the system's written book selection policy. It will be the policy of the system that each member library will continue to have sole responsibility for the materials which it selects and purchases for its own library collection. Staff members of.the system mamber libraries shall have access to all review copies for examination as do the librarians of the Orange County Library. At each meeting, consultation and decision.as to the purchase, duplication and location of the more expensive, scholarly and technical books, which are on the monthly list for ordering, will be the primary objective, with proper reporting to each Chief Librarian, as required. Cooperative use of specialists in the initial selection committees will be a part of the continuing pattern of book selection. Each participating library may have the use of a copy of the County Library's monthly available list, which will include both new and replacement titles to be selected for order. A substantial portion of the grant for the System will be spent cooperatively to strengthen the collections in areas where the study has shown need exists. Attached hereto is a copy of the System's written book selection policy. -2- PLD S (Revised 9 -72) 2. Acquisition of Materials Describe the manner in which the acquisition of materials will be consolidated or coordinated throughout the system. The Orange County Library is presently utilizing the County's centralized data processing equipment (IB1,1 360) for producing monthly annotated "approved for order" lists (up to 1800 titles, new and replacement), review of selections by title and branch, print -out of vendor orders and encumbrances, and update of summary financial reports throughout the year. Inclusion of all members of the Santiago Library System in these procedures will greatly help in review of selections and coordination of orders for wise distribution of expensive and technical materials to be purchased by -the System, as well as by the :.eparate libraries. 3. Organization and Physical Preparation of Materials Describe the manner in which the organization and.physical preparation of materials will be consolidated or coordinated throughout the system. If through a processing center, indicate the agency responsible. If processing is to be done by a public or private agency outside the system, indicate the contractural arrangements contemplated for each library in the system. Where two or more centers or outside agencies are involved, indicate the manner in which the work is to be divided. Cooperative efforts will be made to consolidate the lists of holdings of system member libraries in order to produce a simplified means of checking member libraries' collections. Member libraries may contract with the Orange County Library for inclusion in that library's computer assisted book catalog. Ongoing efforts will also include investigating the feasibility of all compatible forms of cooperative organization and physical preparation of both book and non -book library materials. 4. Lending of Materials Describe the lending policy which will obtain throughout the system and any uniform regulation which may apply to the entire system. Indicate whether a uniform borrowing card will be provided all residents of the area served by the system. Include a definite statement that materials borrowed from any one service outlet (main library, branch, station, bookmobile) may be returned without penalty to any other service outlet in the system. Library materials will be freely available to all residents of the area served by the System, subject always to the rules and regula- tions of the member libraries. Any member library may borrow materials from any other library of the System. A resident of the area served may borrow materials from any member library or service -3- PLD 5 (Revised 9 -72) outlet and may return them without penalty (except for fines and other penalties resulting from the misuse of materials) to any other service outlet in the System.. With the availability of the book catalog, including holdings and locations for all member libraries, it will be possible to direct requests promptly to the library listing that holding. Uniform regulations will be discussed and agreed upon as the need . becomes evident. No uniform borrower's card is planned at present because of the difference in charging methods. Continuing studies will be made as new systems become available at reasonable cost. Special attention is being given now by the Orange County Library to applications of E.D.P. systems that are being developed by IBM and other compatiable systems, with the hope of finding a means of centralized circulation control at reasonable cost. The sophis- tication of the Orange County Data Processing Center's hardware is such that investigation of feasible systems is warranted. S. Reference and Research Service Describe the reference and research service which will be avail - ble throughout the system, including any central reference facility which exists or may be planned. Indicate the policy and method by which reference questions which cannot be answered in any one service outlet will be referred to an outlet with greater or more appropriate resources. The system has two area libraries, Orange County Public Library's Garden Grove Branch and the Sana Ana Public Library. Both libraries' reference facilities are open to all staff patrons of all member libraries. Member libraries use area libraries for quick action telephone reference questions. More lengthy research questions are relayed via teletype to the Reference Center at the Santa Ana Public Library. There research is done or the question is refer- red to SCAN, INFO, the Sutro Library, The California State Library or other agencies via TWX. The Reference Center is also the central processing agency for all members' inter library loan requests. Those requests unanswered by other members via teletype, are relayed to the California State Library and other library systems and libraries via TWX. People are being encouraged to use their local libraries by means of a public information program, financed by grants, making them aware of the enriched collections and cooperative service developed through the System. 6. Interavailabilitv of Materials and INformation Describe the method whereby each participating library may ascertain specific holdings of all other participating libraries. Include a definite statement that material and information contained in any one service outlet will be available on the same basis to all library users in the area served by the system. Describe the method or methods by which - 4 PLD 5 (Revised 9_72) materials and information will be transferred from one service outlet to another. Materials and information contained in any one service outlet will - be available on the same basis to all library users in the area served by the System. Inquiries between libraries will be encouraged. Information from non - circulating materials will be copied at cost for all patrons. Users who cannot go to the library holding these materials will be served by mail. The System has established a scheduled delivery service, based on the County Library's delivery service, to deliver inter - library loans and material borrowed from one library and returned to another. Costs of initiating the service are beinv defrayed from grant funds, and continuing costs will be paid from said funds. 7. Equal Access Include here a definite statement that all of the services of each library in the system will be available on the same basis to all residents of the area served by the system. As stated in paragraphs 3 and 5 above, all of the services and materials of each member library in the System are available to all residents of the area served by the System, subject to the rules and regulations of each member library - except that non- resident fees may not be charged by a member library to a resident of another community which is a member of the System. 8. Extension Services Attach a statement of each participating library's standards for branches, stations or other extension of service beyond its headquarters building. It is the objective of all member libraries to meet all ALA standards and many are currently developing standards for books, deposit collections, delivery and bookmobile services. 9. Major Libraries List all public libraries containing 400,000 or more volumes which may exist within the surrounding area but are not included in this system. Describe any agreements whereby the resources of these libraries will be available to the system. There is no library in this area other than Orange County Public Library which contains over 400,000 volumes. -5- PLD 5 (Revised 4-72) Resources of major libraries in other areas are available primarily through traditional inter - library loan procedures. It may be possible in the future to work out reciprocal agreements with major libraries in the Los Angeles -Long Beach area after thorough study of the Lowell Martin report on the Regional Survey. The developing college and university libraries in the Orange County area, while not large at the present, offer an excellent possibility of some sort of reciprocal use, if no more than that • of the usual inter - library loan, and inter - library cooperation with many excellent industrial and technical libraries in the County is already a fact, on an informal basis. 10. Area -Wide Projects Describe any services which may be planned for the entire area or a larger portion of it than will be served by this system and in which this system will participate. Such pro- jects may include a processing center, deposit center, major reference center, bibliographic center,'etc. Area -wide projects of cooperation are already established among Orange County libraries, including public, college and university, and industrial and technical. These include: 1. Union list of periodicals. 2. Check -list of expensive reference and out -of -print items. 3. Cooperative central storage (public libraries only. There is no actual contractural agreement, but the governing boards approved cooperation under agreed guidelines of responsibility and selection). 4. Outreach - The Outreach Program will seek out and provide a comprehensive resource of library materials to that segment of the population which has in the past indicated little use for a library. 5. Physically Handicapped - Materials will include Optiscope enlargers for the visually handicapped; audio sets for the hard of hearing; Masterlens systems for students with visual problems; and Braille and talking books for the blind. These materials will be made available in each member library in an area easily accessible to those in wheel chairs, on crutches, or to those visually handicapped. Materials will be for use in the library, or arrangements will be made for use in the home. This program is designed to introduce a service to a group who have not been previously served; to bring to the handicapped an exciting new world; to broaden the horizon of those who are not able to partici- pate in a world of sight, sound, and action. • 9-72--) LI. Coordination of Systems Describe the manner 4 �n which e..-.'i7 S -7-C-f zNrstem will be coordinated wit-_, -,Dv' by oj.:.her systems. at- the present time, none has 'been cc--, in Cooperation with other systems, suc. as __ae Long Beach, L.A. County,.and L.A. City Systems which are in a contiguous area, will be "zxplored and may add a fruit' 12. Describe any of the following system-wide services wh--ch will t ' 1 be provided as,�he 4_-sult- of establishing ' -he system, and which are not describza elsevihe�e in ---11-4s plan. a. The Orange County Public Library has a depository collection of United,States Government publications. T'is collection will,be available under that library's usual rules. I .Ies. This,col`c­an existed prior to -he system. b. The Orange County Public Library has a depository collection of Ca'lifo2lnia State publicat-ic_-.s. This collection will`be av'alilabla under that librz.ry's usual rules. This collection existed prior to the system. c. Foreignlanguage,col ections will be expanded cooperL-_'-ive- lly to have more;, 1":__tl�s available., These would be in the areas oft"Spariish, French, German, Russian and Japanese. ';11 1: ti d. Special subject;jqollections, . such as business, music and art will b6l,6xpaAded. i e. A film collectio{ ha4lbeeni,4eveloped and is now in circulation to ;the public. i. Works of art, p�ig_in4is or�2'eproduction, will be pur- chased coopera�ively}if ft..-_�s are available. k. All member librariesipave pying equipment for patron use. 1. A microfilm program has be_�-' developed with ecual P-ocass by ali members, of tnel syst-ar,. n. Zt is planned t ; intensify in-service -�rain_ng ror the benefit of ;all - "mber libraries. Cooperative newspaper I public' concerning the system and its services. is done through the Orange County Public LibrarR,.i 3 i s. Posters, disp;layp,,a;nd exhibits planned and used cooperatively,'; by, merrier libraries. -7- PLO 5 (Revised 9 -72) - u. Story hours, summer reading programs and summer intern and children's programs are done on a Cooperative basis. F. Participation of the member libraries and local colleges and universities in adult education programs. • Items 14 -16 to be completed by cooperative systems only 16. Legal Structure Describe the legal structure within which the system will operate. Include copies of pertinent contracts. Describe the composition of the executive committee for the system. The System has been established under the Public Library Services Act of 1963 and as amended, 1966, Chapter 1.5 of Division 20 of the Education Code of the State of California. Agreements between the members are authorized under the Joint Exercise of Power Act, article 1, Chapter 5, Division 71 Title 1, of the California Government Code. With the consent of their respective governing bodies, all public library agencies within Orange County are eligible for membership. The Orange County Public Library is authorized by agreement to act as the contracting agency for the System with the State of California for the receipt, disbursement and accounting of such funds as may be allocated by the State for System use. An Executive Council, consisting of the head librarians of the member libraries or their designated representatives, acts as the governing agency of the System, drawing up rules and regula- tions for implementing the stated purposes of this system and its Operaticn, and authorizing expenditures from system funds. The COuticil appoints a Chief Fiscal Officer. 15. Staffing List all personnel who will be engaged in system activities for more than twenty -five percent of their working time. Indicate those on this list who will be engaged exclusively in system activities. ' Personnel may be employed by the System fqr the purpose of administrating and coordinating system -wide activities. The operations of the staff Of the .-ember libraries belonging to the System will not re.uuire any personnel devoting 25% or more of their time to System activities. 16. Ph•:sical Facilities If some or all of the system servicbs are to be housed in a building or buildings separate from those of the member -8- PLD 5 (Revised 9.72) _._.__ _ libraries, describe the proposed physical facilities. No sTch facilities are planned. • a r