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S-1057 - 11/25/2003 - LIBRARY - Ordinances Supporting DocumentsG r COO DUNt`� DATE: SUBJECT: FROM: VILLAGE OF OAK BROOK Village Board Transmittal Memorandum November 18, 2003 An Ordinance Adopting the Reference Policy for the Village of Oak Brook Public Library Ruth A. Martin, Library Director RECOMMENDATION: That the Board of Trustees adopt this Ordinance 2003- LY- EX2 -S- _ which approves the Reference Policy approved and recommended by the Oak Brook Library Commission and approved by the Oak Brook Library Director. 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 attached ordinance recommends the adoption of this Reference Policy to supersede the two 1995 documents. The Library Director, Staff and Library Commission have worked through this policy and the recommended changes were approved by the Library Commission at its meeting on August 19, 2003. Both a redlined copy and a "clean" copy of the policy are attached to show changes and for convenient reading. Based upon the recommendation of the Library Commission and the Library Director, the Village Attorney has prepared this Ordinance approving the Revised Reference Policy for the Village of Oak Brook Public Library. 664 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 Korin, to approve Ordinance 2003 -LY -EXI -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 0 2 ORDINANCE 2003 -LY -EXI -S -1057 "AN ORDINANCE ADOPTING A REVISED REFERENCE POLICY FOR THE VILLAGE OF OAK BROOK PUBLIC LIBRARY" 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 ORD 03-LY- EXI -S- 1057 - REV REF POLICY - VOB LIB 1H 7. B. 2. The Library Director, Staff and Library Commission have worked through this policy and the recommended changes were approved by the Library Commission at its meeting on August 19, 2003. Based upon the recommendation of the Library Commission and the Library Director, the Village Attorney prepared an Ordinance approving the Revised Reference Policy for the Village of Oak Brook Public Library. Motion by Trustee Caleel, seconded by Trustee Konn, to approve Ordinance 2003- LY -EXI -S -1057, "An Ordinance Adopting a Revised Reference 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. C AWARD OF CONTRACTS: 1) CELL PHONES The Village's telephone consultant, Doug Johnson, prepared an analysis which showed the potential cost savings of switching all of the Village's phones to either Verizon or Nextel, and indicated pros and cons to each company's services The Village would save money with either the Verizon or Nextel options, when compared to current costs. Staff chose to recommend Verizon as the Village already holds a contract with the State of Illinois, and as such the Village may tag -along without issuing its own request for bids Venzon's coverage area and service reliability also appear to be better than from other competitors. Staff chose to recommend Nextel as a sole source because of its interoperability features with other Nextel users (a feature known as Direct Connect). Direct Connect allows the phone to operate like a standard communications radio — a user pushes a button to talk and doesn't need to dial a telephone number. Various surrounding fire departments presently use Nextel and, if Oak Brook were to follow suit, would be better able to communicate with the Village at mutual aid incidents and other times when cross - department communication is critical. VILLAGE OF OAK BROOK Minutes Page 6 of 9 November 25, 2003 AWARD CT CELL PHONES PURPOSE As Rreference service is a major role of the Oak Brook Public Library, it provides the link between patrons and library resources. The fnllewinn nnlin\/ is designed to en6uFe that the highest possible level� Service is provided by professionally trained individuals on an equitable basis to all Oak Brook residents, persons with Oak Brook library cards, or organizations with Oak Brook library courtesy cards. Limited reference service will be provided to individuals who do not hold Oak Brook Public Library cards a6 GUtliRed bele . SERVICE TO OAK BROOK PATRON SPRIORITI ES Availability of service Reference service will beis provided by tFaiRed staff to all patrons regardless of age during all hours that the Library is open. The entire collection wall -beis available for reference purposes te patFans of all ages. All requests for information will be handled impartially and with confidentiality. . Inquiries received in- person, by phone, fax, mail or email are answered as expeditiously as possible with priority give to patrons on site. Written or electronic requests from unidentified sources are not answered. Only a limited amount of directory, stock price, or statistical information is provided by telephone Odue to time constraints and the difficulty of accurately communicating verbally large amounts of data, , provided by . Individuals requesting large amounts of information by telephone will -beare asked to come to the Library. In general, if telephone transactions cannot be completed within five minutes, the patron will be called back with the desired information. Up to five pages of reference information may be mailed or faxed to -Oak BFGek patFORs at the discretion of a librarian. There is no set limit to the amount of time which may be spent on a reference question The librarian will decide when reasonable sources have been exhausted. When other patrons are waiting, staff may defer complex questions to a less busy time and contact the inquirer later. 11. SeFViGe pFieFities 111 peFGGR request-s will take preGedeRG8 eveF other requests. There 16 Rot a 6et limit to waiting, staff will geReFally defeF GE)rnplex que6tiGR6 te a less busy time PatFORS will be aC t Ilf. Sources and types of information provided Reference staff ruses all availa lemany sources of information to answer questions . This includes, but is not limited to books, periodicals, electronic databases, government agencies, associations, and individual authorities. LeRg- -dlstQ Ge telephGR8 Galls Fnay be made to aGGess the6e SGUFGes. A librarian's personal opinion will not be given as fact, nor will a librarian offer interpretation of information or legal, medical, or tax advice. Citations to sources of information will be given with responses to questions. Staff will guide people doing extensive research to appropriate sources. Post - secondary students will be directed to their college or university library for academic interlibrary loans or for reference assistance when the resources of this library are insufficient aRA for aGademiG le . If an Oak Brook patron requests a book which is not on the shelf or not in the Library's collection, staff will offer to reserve the book or request the book through an (interlibrary t=loan If a book is needed immediately, staff will try to locate it in another library and have it held for the patron to pick up. Every reasonable effort will be made to fill each request and answer each question fully and accurately. However, Refere^ ^e sta librarians will not research questions which are known to be part of a contest, er-game or school work, but will suggest possible search techniques. (-VIII. Fees Reference service will -beis provided free of charge except when charges are levied by an outside supplying agency. Such charges may beare passed on to the patron. Fees BROOKSERVICE TO NON-OAK PATRONS IV Service to Non -Oak Brook Patrons As time permit6i Limited reference service will -beis available to non -Oak Brook patrons. Non - residents who visit the Library wilf -beare guided in finding resources, but will -beare referred to their local libraries when the information sought is not readily available at the Oak Brook Public Library. teleGeMMURiGatieRG fees. PERIODIC REVIEW This policy will be reviewed and /or revised periodically by the reference staff, Library administration, and the Library Commission, although changes may be made as the need arises. This policy and all subsequent revisions are subject to approval by the Village of Oak Brook Board of Trustees. The quality of reference service will be evaluated periodically by Library staff. Adopted by the Village of Oak Brook Board of Trustees on , Ordinance