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HomeMy WebLinkAboutCity Council - 2582 RESOLUTION NO. 2582 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTINGTON BEACH AUTHORIZING THE APPLICATION FOR THE ESTABLISHMENT AND IMPROVEMENT OF LIBRARY SERVICES FROM THE STATE AND APPROVAL OF A PLAN OF SERVICES THEREUNDER WHEREAS, Chapter 1.5, Division 20, Part 4 of the Education Code beginning with Section 27111 provides for State aid on application of qualifying public agencies in order to assist them in establishing, improving and extend- ing library services and to encourage them to establish library systems where such cooperation would so facilitate such improved services; and. WHEREAS, the City of Huntington Beach desires to make application for an establishment grant pursuant to the above cited statute; and WHEREAS, it is desired to approve a system plan of services which would be implemented if said grant be made and which will make possible said improved. services through establishment of an Orange County Cooperative Library System composed of the Orange County Free Library, the Placentia Library District and the Yorba Linda Library District . NOW, THEREFORE, BE IT RESOLVED that said applica- tion for an establishment grant is hereby approved and Walter Johnson, Librarian, Huntington Beach Public Library, is hereby authorized to execute such application. BE IT FURTHER RESOLVED that the aforesaid plan of - 1 - services, a copy of which is hereby incorporated by reference as though fully set forth herein, is hereby approved. PASSED AND ADOPTED by the City Council of the City of Huntington Beach, California, this 19th day of June , 1967 . yor ATTEST: c2z ri� City Clerk APPROVED AS TO FORM: ity Attorney 2 - PLD 5 (Revised 8-66) 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: ORANGE COUNTY COOPERATIVE 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 Yorba Linda and Placentia District Libraries and Huntington Beach City Library may attend the monthly book selection meetings of the Orange County Free Library, and will 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 will have the use of a copy of the County Library' s monthly, approved-for-order list, which will include both new and replacement titles to be selected for order. 2 - PLD 5 (Revised 8-66) The examination of the extent and quality of the individual library collections, now under way as part of the planning study, will result in practical guidelines for the cooperative selection. A substantial portion of the establishment grants for the System will be spent cooperatively to strengthen the collections in areas where the planning study has shown need exists . Attached hereto is a copy of the System' s written book selection policy. 2. Acquisition of Materials Describe the manner in which the acquisition of materials will be consolidated or coordinated throughout the system. Studies for the consolidation and/or coordination of the acquisi- tion of materials will be started immediately, in order to extend and improve discounts as well as advanced technical procedures to all members of the System. The Orange County Library is presently utilizing the County' s centralized data processing equipment (IBM 360) for producing monthly annotated "approved for order" lists (up to 1,800 titles, new and replacement) , review of selec- tions by title and branch, print-out of vendor orders and encum- brances, and update of summary financial reports throughout the year. Inclusion of the Placentia and Yorba Linda District libraries and Huntington Beach City Library 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 separate libraries. The study will include books, periodicals, microfilms, serials, selected documents and films . Implementation is expected within a year. 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, ind- cate 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. Since one of the most useful and informative tools of any System is its catalog of holdings, every effort will be made to plan and implement the inclusion of listings of the Yorba Linda, Placentia and Huntington Beach collections in the proposed book catalog of the Orange County Library. This will constitute a Union Catalog, and may be operative within the next two years . The catalog of the Orange County Library has already been converted to book catalog format, with L.C. numbers used as computer identification. Frequent consultations on author entry, subject headings, etc . , will be held to assure uniform listings and avoid discrepancies . 3 - PLD 5 (Revised 8-66) Until such time as the other member libraries desire to accept the book catalog as their only catalog, they will continue to prepare their own catalog cards, and contract for processing and for cataloging in the most efficient manner possible. The Orange County Library will eventually become the Cataloging and Processing Center for the System, but until the effect of the total conversion to the book catalog under the centralized County E.D.P. system is clear, it would be unwise to predict any timing, or formulate procedures . 4. Lending of Materials . Describe the lending policy which will obtain throughout the system, and any uniform regulations 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 bor- rowed 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 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 patrons and/or 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 compatible 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. 5. Reference and Research Service Describe the reference and research service which will be available throughout the system, including any central reference facility which exists or may be planned. Indicate the policy and method by which reference questions which - 4 - PLD 5 (Revised 8-66) cannot be answered in any one service outlet will be referred to an outlet with greater or more appropriate resources . The Orange Count Free Library will be the reference center for the g Y Y System. The Adult Reference Center at 431 South Manchester, Orange, will be open to all adults from the member libraries, and high school students referred there under the required referral procedure of the County Library. The Reference Center has its own telephone line (as well as the County Library' s) . Telephone requests for information will be accepted freely, and written requests handled under agreed procedural arrangements . Study will be made of use of and need for direct telephone and/or teletype communications, and recommendations made to the Executive Committee. Cost of such installations would be defrayed from the per capita grants . People will be encouraged to use their local libraries by means of a public information program, financed by establishment grants, making them aware of the enriched collections and cooperative service developed through the System. 6. Interavailability 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 materials and information will be transferred from one service outlet to another. 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. Telephone 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 will establish 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 will be defrayed from Development Grant Funds, and continuing costs will be paid from per capita funds . �I 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 _ 5 _ pL1D5 (Revised 8-66) 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. Placentia and Yorba Linda District Libraries have no service out- lets other than their main libraries . Copies of the Orange County 'Standards for Branches and Stations ' are attached. It also has two Bookmobiles - Gerstenslager Model P-2800. 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 Library which contains over 400,000 volumes . Resources of major libraries in other areas are available primarily � p Y 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, 6 - PLD 5 (Revised 8-66) 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) . 11. Coordination of Systems Describe the manner in which any services provided by this system will be coordinated with similar services provided by other systems . At the present time, none has been contemplated in Orange County. Cooperation with other systems, such as the Whittier-Los Cerritos System which is a contiguous area, will be explored and may add a fruitful dimension. 12. Describe any of the following system-wide services which will be provided as the result of establishing the system, and which are not described elsewhere in this plan: a. The Orange County Library has a depository collection of United States Government publications . This collec- tion will be available under that library' s usual rules. b. The Orange County Library has a depository collection of California State publications . These will be avail- able under that library ' s usual rules . c . Foreign language collections will be expanded coopera- tively to have more titles available . These would be chiefly in the areas of Spanish, French, German, Russian and Japanese. d. Special subject collections, such as business, music and art will be expanded. e . A study will be made of a film collection or circuit with all member libraries participating. i. Works of art, originals or reproduction, will be pur- chased cooperatively if funds are available . 1. A microfilm program will be developed with equal access by all members of the System. - 7 .. PLD 5 Revised 8-66) n. It is planned to intensify in-service training for the benefit of all member libraries . p. Cooperative newspaper publicity concerning the System and its services . S . Posters, displays, and exhibits planned and used cooperatively by the member libraries. U. Story hours, summer reading programs and other children' s programs on a system-wide basis . V. Participation of the member libraries in adult educa- tion programs . These would be held in the auditorium of the County Library. 8 - PLD 5 (Revised 8-66) 13 . PROVISIONAL ELIGIBILITY OF SYSTEM (Use only if system does not meet eligibility standards) The Library System is eligible on a provisional basis only, because it does not meet standards in the following areas : (Education Code 27131) Check those which apply. Not applicable 1. new book titles 2i titles acquired in last ten years 3 . reference book titles 4. periodical titles 5. percentage of periodicals in back files or on microfilm 6. financial; name(s) of provisional members : Describe how the system plans to meet full eligibility require- ments within a period of four completed fiscal years . Indicate how much progress towards meeting the standards it is antidipAted will be achieved each year: lst year (Fiscal Year 19 / ) : PLD 5 (Revised 8-66) - 9 - 2nd year (Fiscal Year 3rd year (Fiscal Year 19__/ } : 4th year (Fiscal Year PLD 5 10 - (Revised 8-66) Items 14 - 16 To be completed by cooperative systems only 14. 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 will be 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 Powers Act, Article 1, Chapter 5, Division 7, Title 1 of the California Government Code. With the consent of their respective governing bodies, the member libraries will form the Orange County Cooperative Library System. The member libraries are: Orange County Free Library, Placentia Library District, Yorba Linda Library District and Huntington Beach City Library. The Orange County Free Library will be 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 Committee, consisting of the head librarians of the member libraries or their designated representatives, will act as the governing agency of the System, drawing up rules and regula- tions for implementing the stated purposes of this system and its operation, and authorizing expenditures from system funds . 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 . It is not anticipated that the operations of the System will require any personnel devoting 25% or more of their time to System activities . 16. Physical Facilities If some or all of the system services are to be housed in a building or buildings separate from those of the member libraries, describe the proposed physical facilities . No such facilities are planned. Res. No. 258 STATE OF CALIFORNIA ) COUNTY OF ORANGE ) ss CITY OF HUNTINGTON BEACH ) I , PAUL C. JONES , the duly elected, qualified and acting City Clerk of the City of Huntington Beach, and ex- officio Clerk of the City Council of said City, do hereby certify that the whole number of members of the City Council of the City of Huntington Beach is seven; that the foregoing resolution was passed and adopted by the affirmative vote of more than a majority of all the members of said City Council at a regular meeting thereof held on the 19bh day of June 1967 , by the following vote: AYES: Councilmen: Coen, Bartlett, Gisler, Kaufman, Green, Shipley NOES: Councilmen: None ABSENT: Councilmen: Stewart GL City Clerk an -officio Clerk of the City Council of the City of Huntington Beach, California