HomeMy WebLinkAboutReso - CC - 074-1969RESOLUTION NO. 74_69
DECLARING INTENTION TO PARTICIPATE IN
FORMING,A COOPERATIVE LIBRARY SYSTEM
RESOLVED, by the City Council of the City of Burlingame, California,
that:
WHEREAS, by the establishment of a cooperative library system formed of
the various existing, independent library systems in the County of San Mateo,
the needs of the public will be more fully satisfied and library services improved for
the benefit of the people of Burlingame, library patrons residing within its service
area, and the participating cities; and
WHEREAS, by the establishment of such a cooperative system, savings can be
effectuated in the cost of performing certain operations and providing certain services
without loss of local control and jurisdiction over material and services within the
Burlingame Library System.
NOW, THEREFORE, IT IS HEREBY DETERMINED AND ORDERED that:
1. The public interest and convenience will be served by participating
in a cooperative library system and this Council does hereby declare its intent
to enter intoa Joint Exercise of Powers Agreement, pursuant to Sections 6500 et seq.
of the Government Code, for the establishment of a.cooperative library system, subject
to the following conditions:
(a) The terms of any agreement shall be subject to full and complete review
by this Council and this resolution shall not be construed to obligate the City of
Burlingame to execute such agreement.
(b) Any agreement prepared shall expressly provide that the City of
Burlingame shall retain full, complete and exclusive control over any and all
materials selected for its libraries and over the personnel of the .library staff.
(c) The agreement shall provide that the City of Burlingame shall incur
no financial obligations and that the expense of establishing the, cooperative system
shall be borne by the establishment and/or per capita grants from the State of
.California.
(d) The agreement shall be for a trial period not exceed two (2)
years and shall provide that the City of Burlingame may withdraw from the system
at the end of one year on a 90-day notice.
(e) The agreement shall provide that each library participating is
responsible to the lending library for any books issued to its card holders.
2. The City Librarian be, and he is hereby ordered, to proceed with
the nego5iation of the agreement with other independent library systems in the
County of San Mateo, and to make such applications and prepare such statements
of eligibility and a Plan of Service as may be necessary to secure a grant from
the State of California pursuant to Sections 27144 at seq, of the Education.
Code.
mayor
I, HERBERT K. WHITE, City Clerk of the City of Burlingame, do hereby
certify that the foregoing resolution was, introduced at a regular meeting of the
City Council held on the 1 tth day of _September 1969, and
adopted thereafter by the followingvotes
AYES: Councilmen: Amstrup—Crosby-George—Johnson—Martin.
NOES: Councilmen: None.
Absent, Counci lmen: None.
City Clerk
RESOLUTION NO. 74-69
that:
DECLARING INTENTION TO PARTICIPATE IN
FORMING A COOPERATIVE LIBRARY SYSTEM
RESOLVED, by the City Council of the City of Burlingame, California,
WHEREAS, by the establishment of a cooperative library system formed of
the various existing, independent library systems in the County of San Mateo,
the needs of the public will be more fully satisfied and library services improved for
the benefit of the people of Burlingame, library patrons residing within its service
area, and the participating cities; and
WHEREAS, by the establishment of such a cooperative system, savings can be
effectuated in the cost of performing certain operations and providing certain services
without loss of local control and jurisdiction over material and services within the
Burlingame Library System.
NOW, THEREFORE, IT IS HEREBY DETERMINED AND ORDERED that:
1. The public interest and convenience will be served by participating
in a cooperative library system and this Council does hereby declare its intent
to enter into a Joint Exercise of Powers Agreement, pursuant to Sections 6500 et seq.
of the Government Code, for the establishment of a cooperative library system, subject
to the following conditions:
(a) The terms of any agreement shall be subject to full and complete review
by this Council and this resolution shall not be construed to obligate the City of
Burlingame to execute such agreement.
(b) Any agreement prepared shall expressly provide that the City of
Burlingame shall retain full, complete and exclusive control over any and all
materials selected for its libraries and over the personnel of the .library staff.
(c) The agreement shall provide that the City of Burlingame shall incur
no financial obligations and that the expense of establishing the, cooperative system
shall be borne by the establishment and/or per capita grants from the State of
California.
(d) The agreement shall be for a trial period not exceed two (2)
years and shall provide that the City of Burlingame may withdraw from the system
at the end of one year on a 90-day notice.
(e) The agreement shall provide that each library participating is
responsible to the lending library for any books issued to its card holders.
2. The City Librarian be, and he is hereby ordered, to proceed with
the negotiation of the agreement with other independent library systems in the
County of San Mateo, and to make such applications and prepare such statements
of eligibility and a Plan of Service as may be necessary to secure'a grant from
the State of California pursuant to Sections 27144 et seq, of the Education
Code.
Mayor
I, HERBERT K. WHITE, City Clerk of the City of Burlingame, do hereby
certify that the foregoing resolution was,introduced at a regular meeting of the
City Council held on the 15th day of September , 1969, and
adopted thereafter by the following vote:
AYES: Councilmen: Amstrup—Crosby—George—John son —Mart in.
NOES: Councilmen: None.
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Absent Councilmen: None.
City Clerk
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1. PROPOSED SYSTEM BUDGET
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Item f•
First2
Second'
Year
Year
Public -Information Service Ptomotion
$
t,
.3,000
$ 3,000
Delivery "
3 000
,
3;000
Teletype Installation
'
350
4' --
Teletype Rental
3 800
39800.,
Teletype Line Charge
3,000
3000
Reader Subject Centers'
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During the 1st year the system will '.conduct a survey
< to determine the location and number'of Readers Sub
ject Centers
`20 000
,
15,000
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Bibliographic Center
To provide for recording the acquisitions and discards
Of all member libraries.,15,000
15,000
Film Service
2 system memberships in an•existing film circuit
5 000
A'
,
3,000
J
Collectian,Development
10,650
8 000 o
Last -Copy Warehouse
89000
'Extension Services
60 200
8,200
Of
TOTAL ;' $
700000
$ ao,000. '
Per Capita Funds,'will be spent.for E'Sccenafon Services and
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Collection Developments
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PENINSULA LIBRARY SYSTEM
August 26, 1969
I. All Burlingame residents cas! part
of the system would have full access
to all member libraries of ,the
Peninsula System.
Imbalance
Cost of imbalance can be
compensated by exchange of
services.
San Mateo Public Library
has an excellent business col-
lection which would be
accessable to al➢ our patrons
Any imbalance of our collection:
may be balanced by the use of
the business collection by our ,
patrons.
II. Eligibility for establishment
grant -- $10,000 for two years per
capita grant thereafter (probability
.03 per capita grant will depend on
state funding).
III. System could fund additional
Purchases for special materials --
films, microfilm.
IV. Eligible for LSCA Title II 'funds
for construction of libraries..
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I. All Peninsula System card holders
would have free access to Burlingame
Public Library.
Imbalance
We have 301 Hillsborough
resident card holders. As
Hillsborough does not belong
to any library they would
continue to pay.
We would loose 113 non-resident
paying card holders--18 of whom
are students at a cost of
$1,456.00. However, we have 248
non-resident card holders who have
free access to the library because
they own property, operate business,.
or work in Burlingame. Those
non-residents would have to get
a card in their own libraries and
would create an imbalance of
service in our favor considerably
greater than the 113 paying non-
resident card holders we would
lose. In other words, there would
be 316 using our library and if
$10.00 per person was allowed in
services, it would amount to
$3,16o, or $1,604 gain over the
lost paying non-residents.
II. There is no guarantee of per capita
grant. The library should be prepared
to support program.
III. Present funding does not seem
large enough to implement these
services.
IV. U.S. Senate has not yet approved the
House of Representative restoring of
funds. Priorities are for new libraries.
There is the possibility of receiving
a grant of 25% of the additions cost, but
it seems remote,
PENINSULA LIBRARY SYSTEM CONTINUED
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V. Better reference services --free
access to union catalog files at the
county to the business section of
San Mateo Public Library. Existing
subject specialization would be
intensified.
VI. Funds can be used for additional
staff after the first year.
VIIi.All services of each library will
be available to all residents served
by member libraries.
VIII.Twx communication between state
Library Bibliographical Center.for
faster service. Each library would be -
linked to the other library, thus the
residents of any one city would have -.
access to the total book collections- .
of the system on a more efficient'
basis than ,is now the case.
IX. Establishment of lost copy
warehouse during second year. We
would not have to dispose of the '-
out -of -print books.
CON
7resiMent
Burlingame patrons already use
ess section as there is no
restrictions for use within the
City Library building.
VI.Increased work load would be a
.burden to our present staff (meetings,
regulations, files, records, overdues,etc.)
VII. Newer books would be in more demand.
We have largest stock of new books on
hand at one time --would possibly be
depleted by non-resident use.
VIII.Expensive operations --Can library
afford services if state funds are
withdrawn?
IX. With addition, we will be able to
retain useful materials.
X- The use of state funds can not help
but weaken local autonomy.
XI. We might be overrulled by system
minded members.'
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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.
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Items 14 through 16 must be completed by cooperative systems only,
Name of,system:
Peninsula Library System
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a l To/be completed by all systems
>.1,) Selection of Materials
p ;-Describe th manner in which selection of materials will be consolidated
�//7- or coordinated throughout the system. Attach copies of the system°s
i.written boo selection policy.
Regularly scheduled book selection meetings are held by the
members of the San Mateo County Processing Center to choose
both adult and children`s books. Member libraries of the
system may send representatives to participate in these meet-
ings which will assist them in coordinating their book purchases.
B. Members will be responsible for their own book selection. Now -
ever, the system will offer guidelines and suggest subject
specialities and procedures so the needs of all the libraries
can be met: Presently most of the libraries have written book
selection policies which subscribe to the general principles promulgated by the American Library Association and the California'
Library Association. .
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C. IL is intended that the system broaden and deepen the scope
of.existing voluntary subject specializations.
2- Acgoisi.tion of Materials
gals
Describe the manner in which the acquisition of materials will be
consolidated or coordinated throughout the system.
A. The present methods of acquisition of materials of each
member library will be continued and strengthened. The
procedures of individual libraries for ordering and pur-
chasing may be changed and modified when necessary to se-
cure the greatest efficiency and economy.
B. Payment for the books selected by a member library will be
made directly to the dealer by the member library; not
through the system.
L Oreanization 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 contractual arrangements contemplated for each library in the
system. Where two or more centers or outside agencies are involved, indi-,
sate the manner in which the work is to be divided.
A. All member libraries will carefully consider all possibilities
of central cataloging and preparation of materials. Members
who use the existing processing center located at the San Mateo
County Library will be urged to continue to do so. Presently
the members of the Processing Center are the San Mateo County
Library, and the city libraries in Redwood City, San Mateo, San .
Bruno, and Menlo Park.
B. The Processing Center prepares catalog cards in two ways de-
pending upon thenumber of copies per title:
(ly Multiple copies in excess of 4 per title:
a. Xerox reproduction of Library of Congress
proof slips onto a multilith master, multi-
lith reproduction of catalog cards, shelf
lists, Station cards, book cards, book pockets
and union file cards.
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(2) Less.than 4 copies per title:
a. Production of all cards by use of IBM MTS
typewriter. This is a magnetic tape type-
writer with dual tape and semi -automatic
reproduction of all cards from typing of
main entry as initial in -puts.
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
borrowed from any one service outlet (main library, branch, station, book-
mobile) may be returned without penalty to any other service outlet in the
system.
A. The member libraries will extend borrowing privileges to anyone
who lives in, owns property, attends school or works within the
areas served by the member libraries within the system.
B. Books may be returned to any outlet maintained by a library that
is a member of the system.
C. In each transaction the borrower shall be subject to the rules
and regulations of the lending library. Each library will be
responsible for the borrowing delinquencies of its own registered
borrowers. To avoid confusion, an effort, will be made to make
regulations as uniform as possible.
5. Reference and Research Service
Describe the reference and research service which will be available through-
out 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 member libraries of the system will develop a program for system -wide
reference and research services along the following lines:
A. Develop reader subject centers, as described in the Martin -Bowler
Report, to provide the resources and services that readers cannot
find in their immediate community libraries.
During the first year, the system will conduct a survey to deter-
mine those libraries in which readers subject centers should be
located. The librarians believe the reader subject centers should
be placed -in libraries that now have or will have the facilities . for a center and an adequate collection in depth.
B. Reference questions that cannot be answered by a member library
will be referred to a reader subject center or another member
library.by teletype and 'telephone.
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Provide bibliographic service for materials held by member libraries
by maintaining a bibliographic center that will include union files
of the holdings of the member libraries. This bibliographic
center will be located at the San Mateo County Library.
Due to the extremely crowded conditions in the various public
libraries, the system will plan to establish a last copy center
during the second year, thus providing lessexpensive housing
for the less frequently used materials.
6, Int_er6vailability of Materials and Information
Describe the method whereby each participating librarymay ascertain
specific holdings of all other participating libraries. include a
definite statement that material and information containin any one
contained
service outlet will be available on the same basis to al1.1ibrary 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,
The System will expand the Union File which is located in the
Headquarters of the San Mateo County Library System so that
each participating library may ascertain the specificholdings
of other member libraries. This tool contains a record of the
acquisitions since .1962 of four of the city 'libraries, as well
as the San Mateo County Library and serves as a basis for
requesting intra-system loan of materials. The file will be
expanded to i.nclude a record of current acquisitions of Daly City.
and Burlingame. Procedures for incorporation of records of
retrospective holdings will be developed and.implemented..
B. Teletypes will'be installed in each member library to facilitate
rapid exchange of information. Materials will be transferred
between member libraries on a regularly scheduled basis.
C. To promote an interchange of bibliographic information, 'each
library will send its regularly issued booklists. as well as any
special lists to all other members of the system;
D. Methods of issuing system -wide booklists on, particular subjects
will be developed by the system;,
7. Equal Access
Include here a definite;statement that all of the ser'vices,of each A'ibrary
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in the system will be available on the same basis to all. residents of.
the area served by the system. _
The services of each library will be available on the same basis to all
residents served by the member libraries.
These services include'
but are not limited to, the points described in
items 1-6. Additional services include the following:
A. Use of public service equipment such as phonograph listening
equipment, microfilm readers, etc.
B. Readers advisory services and assistance in the use of.indexes,
catalogs, and other bibliographic tools.
C. Use of non -circulating materials within the library where they
are housed. Such items include collections of local history,
periodicals, newspapers, reference materials, etc.
8, Extension Services
Attach a statement ofieach participating library's standards for branches,
stations or other extension of service beyond its headquarters building.
(Extension statements from each library must be attached. we need state-
ments from San Bruno,. South San Francisco, and Menlo Park.)
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.thi
Describe any agreements whereby the resources os system.
f these libraries will
be available to the system.
Contra Costa County
722
Oakland Public.Librar 715,073
San Francisco Public y 711,149
Santa Clara County 1,637,788
637,788
(Data from News Notes, winter 1969)
The resources of these libraries are. now available on interlibrary loan
basis. The development of systems in Santa Clara and Alameda -Contra Costa
Counties has resulted in improved communications systems riesl thus speeding up inter -library loan procedures. among all Libra-
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ID. Area -Wide Proiects
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 projects may include a processing center, deposit
center, major reference center, bibliographic center, etc.
We believe that the following should be developed as area -wide projects
serving'all public libraries within the Standard Metropolitan Area.
A. Major Reference Center: Such a center is essential to provide
high quality library service in the Bay Area. San Francisco is
the logical place for the development for such.a reference center;
the members of the San Mateo Peninsula Library System will support
.plans for such development,
B. Deposit Center and Bibliographic Center:
il) 'Studies should be made to determine the optimum
geographic area which a deposit center can serve so
member libraries may have prompt access to 'stored
materials.
(2) We believe any Bibliographic center that is developed
" should be able to provide information on the resources
of all libraries within the metropolitan area as well
as information on State Library holdings and the State
Library Union 'Catalog. The Bibliographic Clearing House
to be established for the Peninsula Library System should
therefore be regarded as a potential future fink with a '
larger Bay Area Bibliographic Center.
C. Meanwhile the San Mateo County Library could add to its processing,
center those members of the 'system who are interested in central
processing.
11. Coordination of Systems
Describe the manner in which any services provided by this system will be
coordinated with simiiar,services provided by other systems.
The member libraries agree that this system will cooperate with. existing .
systems or future systems in the San Francisco Bay Area.
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The Peninsula Library System will seek to coordinate public library,
resources and services in San Mateo County with those of the San Mateo
Community College System.
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.
When the system is formed the items checked below will be available to the'
citizens served by the libraries of, the six cities and the San Mateo;County
Free Library.
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The Librarians of the San Mateo County Library and the six city
libraries plan to increase each of these services for the benefit
of the patrons of all the member libraries.
Depository collection of United States Government publications.
Depository collection of California State publications.
Foreign language collections.
Special subject collections. Existing specialties will be
continued and expanded.
Film collection or circuit. Two film circuit membershipswill be
added to increase films available to public.
Copying equipment. Service available in each library.
Microphotography and microreproduction equipment.
,Other special equipment.
In-service training program.
j. Research projects. A survey will be made to evaluate existing
facilities and collections, to determine the location of reader
subject centers, and to provide guidelines'for.sub;ject
specialization.
k. Newspaper publicity.
I. 'Posters, displays,. exhibits.
m. 'Story hours and other chiidren°s programs.
n. Adult education programs,
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(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.
1. Q new book titles
2. titles acquired in last ten years
3. Q reference book titles
4. Q periodical titles
5. /77 percentage of periodicals in back files or on microform
6. /—% financial; name(s) of provisional member(s):
Describe how the system plans to meet full eligibility requirements within a
period of four completed fiscal years. Indicate how much progress towards
meeting the standards,it is anticipated will be achieved each year:
let year (Fiscal Year 19 69 / 1970 );
To meet full eligibility requirement of retention of 75% of 700 periodical titles in
10-year back files wiII require the addition of 158 titles in such back files; or
39-40 titles per year. (Determination of priority for selection of titles to be
added In such back files will be based on the following factors:
1. Titles Indexed in indices available within the system.
2.' Availability of back files elsewhere in the area: e.g. College of San Mateo,
San Francisco Public Library, San Mateo County Curriculum Library, Special
Libraries within the County (e.g. Stanford Research Institute, U.S. Geological
Survey), Stanford University and Library Systems In Santa Clara County.
3. Needs related to special Iocal.interests and concerns.
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2nd year (Fiscal Year 19 70 / 71 );
See statement under "First Year"; system will have attained 50% of goal
of adding periodical back files to achieve 75% back file.
3rd year (Fiscal Year 19_ZL / 72_)_
See statement under "First Year"; system will hav6 attained 75% of goal of
adding periodical back files to achieve 75% back file.
4th year (Fiscal Year 19 72 / 73 )o
See statement under "First Year"; requisite back file of periodlcals will
have been attained by completion of 4th year.
PLO 13
13. Percentage of periodical titles held in back tiles or microform for ten
years prior to fiscal year in which application is made.
Analysis of "Peninsula Library Union 'List of Periodicals" for holdings
of Burlingame, Daly City, Redwood City, San Bruno, Menlo Park, San
Mateo Public Libraries and San Mateo County Library;
Individual periodical titles
Number of titles NOT held 10 years; retention policy short term
or cessation of publication
Held by only I library Y28
Held by more than l library 24
Number of periodicals with'a potential of 10-Year Backfile
Current and non current titles
Number of periodicals with backfiles 10 years
Number of periodicals/current/w/backfiles 327 ,
Number of periodicals/not current/w/back files 40
Number of titles held by one library only
Breakdown by library: B 52
DC I
MP P4
RC 122
SB 11
SM 195
SMCO. 229
367
634
PERCENTAGE OF PERIODICALS IN BACK FILES 10 YEARS OR LONGER:
0 36% of Total with ten-year
Number of Titles (367) s' back file potentlal.(1009)
s 52 Oof 700 required
1,261
252
1,009
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14. Legal Structure
Describe the legal structure within which the system will operate.
Include copies of portinent contracts. Describe the composition
Of the executive committee for the system.
Under the joint exercise of any common power, under Article I,
Chapter 50 Division 7, Title I of the Government Code of California;
and with the consent of their governing bodies, the member libraries
will form the Peninsula Library System. A member library will be
designated to serve as the fiscal agent.
The system would be controlled by a Board of Directors comprised of
an equal number of representatives appointed by each member, entitled
to a single vote. Each member would also be permitted to appoint an
alternate representative.
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 donating 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 Iibrarles, describe '
the proposed physical facilities.
All the system services, as presently envisaged, are to be housed in
the buildings of the member libraries.