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S-1056 - 11/25/2003 - LIBRARY - Ordinances Supporting Documents� M ► F O A,4, VILLAGE OF OAK BROOK cr� - 4 o Village Board Transmittal Memorandum A 2 DATE: November 20, 2003 SUBJECT: An Ordinance Adopting the Collection Management Policy for the Village of Oak Brook Public Library FROM: Ruth A. Martin, Library Director RECOMMENDATION: That the Board of Trustees adopt this Ordinance 2003- LY- EX2 -S -_ which approves the Collection Management Policy recommended by the Oak Brook Library Commission and approved by the Oak Brook Library Director. The revised Collection Management Policy was approved by the Library Commission and recommended for approval by the Village Board at the Library Commission meeting held on November 18, 2003. As there are many changes, both a redlined copy and a "clean" copy of the policy are attached to show changes and for convenient reading. State law and Illinois Library System membership standards require that public library collection management policies be reviewed every two years. While this requirement is not stated in the Village Library Act (75 ILCS 40) which governs Oak Brook Public Library (OBPL), OBPL is a member of the DuPage Library System which requires that this standard be met for membership. Additionally, Serving Our Public, the public library benchmarking tool for Illinois, recommends conformance to this timetable. Reviewing and when necessary, revising the Collection Management Policy is a valuable exercise in determining that the library is cognizant of library users' needs and in managing collections professionally. This revision is extensive and requires some explanation As libraries become increasingly dependent upon electronic communication and information tools, the Illinois State Library recommends that policies be examined for what actually needs to be in policy as opposed to procedure. The intent is to shorten policies to a more "user- friendly" length. Additionally, information dispersal is increasingly "24/7" in nature. It is helpful for library users to be able to access policies through a library's website. OBPL is working toward that goal. This policy eliminates the procedural aspects of collection management with the intent to post the policy on the Library website when it is redesigned in 2004. The procedures removed from the policy still exist as guidelines for professional collection managers, but they are superfluous reading for most library users who generally want to know what criteria is used at OBPL to select or remove collection materials. The entire "Subject Areas" section (pages 5 - 10) on the redlined copy remains in effect for selectors and can be viewed in the Library by the public It defines procedural guidelines rather than policy. The redlined "Definitions" section refers to terms 03 -11 -20 Collection Management Policy &2 used in the "Subject Areas" section and is no longer necessary in the shortened Collection Management Policy. Based upon the recommendation of the Library Commission and the Library Director, the Village Attorney has prepared this Ordinance approving the Revised Collection Management Policy for the Village of Oak Brook Public Library. 03 -11 -20 Collection Management Policy ^a -%` 7 ACTIVE AGENDA (Items for Final Action) ACTIVE AGENDA A. CONFIRMATION OF APPOINTMENTS CNFRM APPTS 1) POLICE PENSION BOARD POLICE PENS BD President Quinlan recommended to extend the appointment of Alan J Feldman to the Oak Brook Police Pension Fund Board, with his term to expire May 11, 2005 according to Illinois State Statute, 40 ILCS 5/3- 128 Motion by Trustee Caleel, seconded by Trustee Konn, to confirm the recommendation of President Quinlan to extend the appointment of Alan J Feldman to the Police Pension Fund Board, with his term to expire May 11, 2005. VOICE VOTE: Motion carried. 2) FIRE CHIEF FIRE CHIEF President Quinlan recommended the appointment of Battalion Chief Robert Cronholm as Fire Chief for the Oak Brook Fire Department. Motion by Trustee Caleel, seconded by Trustee Craig, to confirm the appointment of Robert Cronholm as Fire Chief to the Fire Department in the Village of Oak Brook VOICE VOTE. Motion carried President Quinlan announced the swearing in ceremony of Fire Chief Cronholm will occur on Monday, December 1St at 9.00 a.m in the Samuel Dean Board Room. B. ORDINANCES & RESOLUTIONS ORDiRES JkDINANCE 2003- LY -EXI -S -1056, "AN ORDINANCE ADOPTING ORD 03- LY- EXl -S- 1056 — COLL A REVISED COLLECTION MANAGEMENT POLICY FOR THE MNGMNT POLICY — VILLAGE OF OAK BROOK PUBLIC LIBRARY " VOB LIB The revised Collection Management Policy was approved by the Library Commission and recommended for approval by the Village Board at the Library Commission meeting held on November 18, 2003. State law and Illinois Library System membership standards require that public library collection management policies be reviewed every two years While this requirement is not stated in the Village Library Act (75 ILCS 40) which governs Oak Brook Public Library (OBPL), OBPL is a member of the DuPage Library System which requires that this standard be met for membership Additionally, Serving Our Public, the public library benchmarking tool for Illinois, recommends conformance to this timetable. VILLAGE OF OAK BROOK Minutes Page 4 of 9 November 25, 2003 S' m 7 B 1) Reviewing and when necessary, revising the Collection Management Policy is a valuable exercise in determining that the library is cognizant of library users' needs and in managing collections professionally. As libraries become increasingly dependent upon electronic communication and information tools, the Illinois State Library recommends that policies be examined for what actually needs to be in policy as opposed to procedure. The intent is to shorten policies to a more "user- friendly" length Additionally, information dispersal is increasingly "24/7" in nature It is helpful for library users to be able to access policies through a library's website OBPL is working toward that goal. This policy eliminates the procedural aspects of collection management with the intent to post the policy on the Library website when it is redesigned in 2004. The procedures removed from the policy still exist as guidelines for professional collection managers, but they are superfluous reading for most library users who generally want to know what criteria is used at OBPL to select or remove collection materials Based upon the recommendation of the Library Commission and the Library Director, the Village Attorney prepared an Ordinance approving the Revised Collection Management Policy for the Village of Oak Brook Public Library Motion by Trustee Caleel, seconded by Trustee Konn, to approve Ordinance 2003- LY -EXl -S -1056, An Ordinance Adopting a Revised Collection Management Policy for the Village of Oak Brook Public Library." ROLL CALL VOTE- Ayes 5 - Trustees Caleel, Craig, Konn, Miologos and Yusuf. Nays- 0 - None. Absent: 1 - Trustee Aktipis. Motion carried. 2) ORDINANCE 2003- LY -EXI -S -1057 "AN ORDINANCE ADOPTING ORD 03 -LY -EX 1 -S- A REVISED REFERENCE POLICY FOR THE VILLAGE OF OAK 1057 - REV REF BROOK PUBLIC LIBRARY" POLICY - VOB LIB The Reference Policy and the Youth Services Policy were approved by the Library Commission and subsequently recommended to and adopted by the Village Board in 1995 This Reference Policy sets forth service guidelines applicable to any inquirer regardless of age. Therefore, a separate Youth Services policy is no longer needed The ordinance recommends the adoption of this Reference Policy to supersede the two 1995 documents VILLAGE OF OAK BROOK Minutes Page 5 of 9 November 25, 2003 OAK BROOK FREE PUBLIC LIBRARY COLLECTION MANAGEMENT POLICY I. Statement of Purpose This Collection Management Policy is adepted-by exam 1RatiGR. provides guidance to the Library Director and collection managers at Oak Brook Public Library and informs the public about the principles upon which selection and retention of collection materials are based This policy states goals and indicates boundaries that assist librarians in selecting and withdrawing materials. II. Oefini#+ortsCriteria for Selection The Oak Brook Public Library seeks to select, organize, preserve and make available those materials, print and nonprint, which satisfy the informational, educational, recreational, social, cultural and personal needs of its community. As more materials are published /produced annually than can be economically or practically added to the library's collections, collection managers at the Oak 13Feek PublIG Library must be selective and strive toward excellence in collection management. Favorable reviews from reputable sources are used by selectors to support the purchase of materials for addition to the Library collections. (See Appendix o SG FGe list) Additionally, the following factors will be taken into account when selecting materials: Expressed or anticipated needs within the community; Individual merit of the work, based on the following criteria 1. The authority and reputation of the author /performer /producer of the work; 2 The scope of the work, its purpose and intended audience, timeliness, accuracy, coverage and date of publication, 3. The work's significance relative to other works on the subject and to other materials in the collection, 4 The quality and suitability of the format for library use, 5. Popular demand, and 6. Price • As a member of the DuPage Library System, the Library recognizes its membership obligation to serve as the primary public library for Oak Brook residents and nonresident Oak Brook card holders and to develop and manage its collection in a manner suitable to the reciprocity agreement with other libraries in the Illinois Library System network • Special attempts shall be made to acquire materials listed in standard bibliographies, indexes and in the Illinois public library benchmarking tool, Serving Our Public (Appendix 5 2 Basic Reference Materials) and the SLS Core Collection Lists. (N • Needs and interests of civic groups, business and cultural organizations and cooperative programs in the community are considered in the selection of materials. • Attempts are made to include materials which represent various religious, political and social points of view • Selection consideration will be given to the work as a whole. No work shall be excluded because of specific passages or pieces taken out of context. Will. Responsibility for Selection Ultimate responsibility for the selection of library materials and management of the Oak Brook Library collections rests with the Library Director The Library Director operates the Library under the direction of the Village Manager and by the authority and within the 2 policies adopted by the Village of Oak Brook Board of Trustees as recommended by the Library Commission . Collection management responsibility is shared in its execution by professional staff as assigned by the Library Director. The Library Director is accountable to the Village Manager, the Board and the public for actual selections made by the staff, and therefore, has the right to reject or recommend any materials contrary to the recommendations of the staff. IV. Collection Management A. Formats In 2091 -2003 the Oak Brook Public Library (OBPL) holds information and /or recreational literature in the following formats Books (hardcover and paperback monographs), serials (books, periodicals, newspapers, microforms), audiocassettes, CDs, electronically- accessed sources including Internet and other online services, videocassettes and DVDs, and vertical file materials (In ^' ding seleGte 0 , feat„ro films and nhilrlron'c videes VeFtiiGal Ciln B. New Formats geReFal GoveFage level, i I will be able te seek er Fequest FeseaFGh level ,nferrnatinn thre gh ether fermatc (e.9. 'R«0tetG.) New formats are added to OBPL's collection when. 1. They have developed to the point of proven value for information delivery, 2. OBPL can afford them; 3. OBPL has the hardware to access them, and 4. OBPL has the professionally- trained staff necessary to assist users adequately •, GGRGidered dUpliGative Bestsellers, plays and Revels used freqUeRtly 1R Feading gmups mks- (geReFally, IGGal do-a-urneant-S); and 4. The title iS Still IR PFIRt and readily available. The Library staff dees-Ret attempt to IGGate 064-E)f PFIRt materials through dealers er SeaFGh r o r,� i i�-vTVC.cr. C. -Gifts The Library Director reserves the right to accept or decline gifts of materials. Responsibility for appraisals and evaluations of donated materials belongs to the donor. Oak Brook Public Library will supply only an acknowledgment that a gift was accepted Once accepted, gift materials become the sole property of the Library The addition or disposition of the materials shall be made according to the criteria set forth in this Collection Management Policy. €D. Weeding-Withdrawal of materials Weeding the Gel!eGtiGR Removal of materials is essential to establishing and maintaining the quality of the collection. Materials are 4 withdrawn when they are out -of -date, no longer of interest, duplicated, worn or mutilated. GE. Collection Evaluation and Maintenance The OBPL collection is organized according to the Dewey Decimal Classification system and alpha - numeric codes for easy access Collection evaluation and maintenance Fequ Fes the FemeVal Gf materials still useful te the Gel!eGt'GR, the LlbFaFy plaGes these mateF„u s IR Fiey ble s+e.ge is based on 1) the material's usefulness to the community; 2) frequency of use; 3) availability of more up -to -date materials and 4) keeping the collection size appropriate to the size of the facility Librarians are responsible for weeding the areas of the collection for which they select Weeding takes time, skill and a thorough knowledge of the materials and their possible future value 5 • . . . ► - . - r . . - . - . • • . . . ... r - •• -. r .. •. �. ... �.. •.. •. .. . . . o. 1 .. Tm .. . ... H IWA TWO . T. -.77G. I m 7M.Tal •• - - I a ! - . - - •• - . . - . . • - . .- •- .. . . . . .. .• -• .•. 1997 and .. every Disposal of Materials Rerneval . f limited _SefUIRess ... . • - . .. . - . . - . . • - . . . - - . • . - 10 Iicnncn of the materials. OBPL is governed by the Village Library Act (75 ILCS 40). This statute does not address disposal of materials. For the purpose of providing an expeditious and responsible procedure for the disposal of library collection materials the Village of Oak Brook Board of Trustees adopted 75 ILCS 5/4 -16 "Sale or disposition of real or personal property" from the Local Library Act (75 ILCS 5) in the Illinois Compiled Statutes. This statute states: "Personal property having a unit value of $1,000 or less may be disposed of as the board may determine." Books and other collection materials are personal property almost always with a unit value of less than $1,000. As adopted by the Village of Oak Brook Board of Trustees, the disposal procedure for library collection materials falling into this category is 1. The Library Director or his /her designees determine by condition and content if an item may be sold or donated. 2. Discard items unfit for sale or donation. 3. Donate selected items through DuPage Library System recycling program or other library recycling avenues when possible. 4 Offer withdrawn materials to the public at the Library 4- 5.Give the Friends of the Oak Brook Library (the Friends) title to the remaining materials for their annual used book sale Proceeds from those sales are used for materials or equipment for the Oak Brook Public Library. �-6.The Friends will donate remaining materials to other not - for - profit or charitable organizations. 67.Discard any remaining materials. 7-.8.Include the number of withdrawals in each Library statistical report presented to the Board of Trustees. Equipment and furnishings continue to be disposed of through the process that applies to all other departments of Village government. Vf. Intellectual Freedom, Censorship and Request for Reconsideration of a Work Ideas and knowledge are among the most powerful of human forces and are essential for continual improvement for the individual and for society as a whole They may be learned and developed through various media and genre The Oak Brook Public Library seeks to serve all people in its service area by making access to ideas and knowledge equally and impartially available to the best of its ability through print and nonprint media Toward this end, the Library seeks to purchase and retain the best and most useful material to fulfill its goals The addition of material to the Library collection does not indicate an endorsement of any idea, theory or policy contained therein The Oak Brook Public Library subscribes to the Library Bill of Rights, the Freedom to Read statement and the Freedom to View statement (attached as Appendixes BA, G-B and 9C) as presented by the American Library Association 11 The Oak Brook Public Library recognizes that individuals may at times have complaints regarding materials added to the collection or lacking from the collection Individuals having complaints regarding materials in the collection may complete the "Request for Reconsideration of Library Materials" form (Appendix ED) and give it to a Library staff person The Library Director will provide reviews and selection logic used to support the criteria for selection along with the "Request for Reconsideration" for the examination of the Library Commission The Director and Commissioners will discuss the reconsideration request at the next regularly scheduled Commission meeting The requester will be invited to this meeting and offered time to present his /her objections. The Library Commission will determine the disposition of the challenged material by a majority vote of members present. No challenged item will be removed from the collection before the Library Commission takes action on the request The Village Manager and the Village Board of Trustees will be informed of any "Request for Reconsideration" and may participate in the Commission discussion An anonymous "Request for Reconsideration" will cause no action. Request for purchase may be made at any service desk. A request does not constitute an order to buy an item, but alerts the selector for that area of the user's interest. The selector will seek reviews and make a purchasing decision based on the Oak Brook Public Library's criteria for selection set forth in this policy Anonymous requests for purchases will not be considered. A Library user's requests and borrowing record will be kept confidential in accordance with the Library Records Confidentiality Act (75 ILCS 70). VIL Review of Collection Management Policy This policy will be reviewed and /or revised biennially in consultation with the Library Commission. This policy and all subsequent revisions are subject to approval by the Village of Oak Brook Board of Trustees. `K 13 Appendix BA American Library Association Library Bill of Rights The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic polices should guide their services 1 Books and other library resources should be provided for the interest, information and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation. 2. Libraries should provide materials and information presenting all points of view on current and historical issues Materials should not be proscribed or removed because of partisan or doctrinal disapproval. 3 Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment. 4. Libraries should cooperate with all persons and groups concerned with resisting abridgement of free expression and free access to ideas 5. A person's right to use a library should not be denied or abridged because of origin, age, background, or views. 6. Libraries which make exhibit space and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use. Adopted June 18, 1948 Amended February 2, 1961 and January 23, 1980, Inclusion of "age" reaffirmed January 23, 1996 by the ALA Council. 14 Appendix GB American Library Association Freedom to Read Statement 1. It is in the public interest for publishers and librarians to make available the widest diversity of views and expressions, including those that are unorthodox or unpopular with the majority 2 Publishers, librarians and booksellers do not need to endorse every idea or presentation contained in the books they make available. It would conflict with the public interest for them to establish their own political, moral, or aesthetic views as a standard for determining what books should be published or circulated. 3. It is contrary to the public interest for publishers or librarians to bar access to writings on the basis of the personal history or political affiliations of the author 4 There is no place in our society for efforts to coerce the taste of others, to confine adults to the reading matter deemed suitable for adolescents, or to inhibit the efforts of writers to achieve artistic expression. 5 It is not in the public interest to force a reader to accept with any expression the prejudgment of a label characterizing it or its author as subversive or dangerous. 6. It is the responsibility of publishers and librarians, as guardians of the people's freedom to read, to contest encroachments upon that freedom by individuals or groups seeking to impose their own standards or tastes upon the community at large 7. It is the responsibility of publishers and librarians to give full meaning to the freedom to read by providing books that enrich the quality and diversity of thought and expression. By the exercise of this affirmative responsibility, they can demonstrate that the answer to a "bad" book is a good one, the answer to a "bad" idea is a good one. Adopted June 25, 1953 Revised January 23, 1972, January 16, 1991 and July 12, 2000 by the ALA Council and the AAP Freedom to Read Committee 15 Appendix DC American Library Association Freedom to View Statement The Freedom to View, along with the freedom to speak, to hear, and to read, is protected by the First Amendment to the Constitution of the United States In a free society, there is no place for censorship of any medium of expression Therefore these principles are affirmed: To provide the broadest access to film, video, and other audiovisual materials because they are a means for the communication of ideas Liberty of circulation is essential to insure the constitutional guarantee of freedom of expression 2. To protect the confidentiality of all individuals and institutions using film, video, and other audiovisual materials. 3 To provide film, video, and other audiovisual materials which represent a diversity of views and expression Selection of a work does not constitute or imply agreement with or approval of content 4 To provide a diversity of viewpoints without the constraint of labeling or prejudging film, video, and other audiovisual materials on the basis or the moral, religious, or political beliefs of the producer or filmmaker or on the basis of controversial content. 5 To contest vigorously, by all lawful means, every encroachment upon the public's freedom to view. This statement was originally drafted by the Freedom to View Committee of the American Film and Video Association (formerly the Educational Film Library Association). Endorsed by the ALA Council January 10, 1990. 16 17 e ' 0 Collection Management Policy Bibliography Cassell, Kay Ann and Elizabeth Futas. Developing public library collections, policies, and procedures : A how- to -do -it manual for small and medium -sized public libranes. New York: Neal- Schuman, 1991. The How- to -do -it manual for small libranes, edited by William A. Katz. New York: Neal - Schuman, 1988 Katz, William A. Collection development : The selection of materials for libraries. New York: Holt, Rinehart and Winston, 1980 Library acquisition policies and procedures, edited by Elizabeth Futas. Phoenix, AZ. Oryx, 1977. Segal, Joseph R. Evaluating and weeding collections in small and medium -sized public libranes - The crew manual Chicago- American Library Association, 1980. Slote, Stanley J Weeding library collections - library weeding methods, 3d ed. Englewood, CO: Libraries Unlimited, 1989. Weingand, Darlene E Administration of the small public library, 3d ed. Chicago - American Library Association, 1992 Local Documents Oak Brook Free Public Library : General policy Adopted by the Village of Oak Brook Board of Trustees, August 9, 1994. Bensenville Community Public Library : Materials selection policy Approved by the Bensenville Library Board of Trustees, June 16, 1987. Glenside Public Library District - Collection Development Policy. Amended and approved by the Glenside Public Library District Board of Trustees, November 17, 1993. St. Charles Public Library District Policies Various sections including selection, weeding, gifts, nonprint with section revisions between 1980 and 1992. Adopted by the Village of Oak Brook Board of Trustees on-,'- .^e 26, 2004 Ordinance 18 i i � s i Appendix ED REQUEST FOR RECONSIDERATION OF LIBRARY MATERIAL Type of Material Book Periodical Audiocassette Music CD Other Title Author /Performer Publisher Request initiated by Name Address Street Address Village State Telephone You are making this request on behalf of Yourself An organization (name) Other group (name) 1 To what in the work do you object? (Please be specific Cite pages /sections ) 2 Did you read /listen to /view the entire work? If no, which parts? 3 Are there good features about this material? What are they? 4 What do you believe is the theme of this work? 5 What do you feel might be the result of reading /listening /viewing this work? 6 7 8 For what age group would you-recommend this material ?_ Are you aware of judgments of this work by literary critics? What would you like your library to do about this work ?_ 9 Is there a specific title of equal literary or artistic quality you recommend that would convey as valuable a picture and perspective of the subject treated? Signature of Requestor Date 17 r