HomeMy WebLinkAboutAGENDA REPORT 2008 0116 CC REG ITEM 09C°l. C.
CITY OF MOORPARK, e:As_trORi,'_;
City Council Meeting
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MOORPARK CITY COUNCI
AGENDA REPORT BY: c�,
TO: The Honorable City Council
FROM: Jennifer Mellon, Senior Management AnalysQ,,—
DATE: November 30, 2007 (Meeting of January 16, 2008)
SUBJECT: Consider Revised Moorpark City Library Material Selection and
Circulation Policies and Consider Adopting a Revised Library Fine
and Fee Schedule Resolution and Rescinding Resolution No. 2007-
2593
EXECUTIVE SUMMARY
The City Council is being asked to consider and approve changes to the Moorpark City
Library Materials Section Policy, Council Policy 37, and Library Circulation Policy,
Council Policy 39. In addition to cleaning up language, the changes address the sale,
donation and discard of weeded books and materials as well as authorize minors
between the ages of 14 and 17 to obtain library cards with restrictive privileges. Council
is also being asked to consider and adopt a revised Moorpark City Library fine and fee
resolution which is being amended to adjust fines and borrowing limits.
DISCUSSION
On December 20, 2006 Council approved and adopted the Moorpark City Library
Circulation Policy and the Moorpark City Library Materials Selection Policy.
Subsequently, Council approved and adopted a revised City Council Policies Resolution
No. 2007 -2636 on October 3, 2007, that incorporated Library policies, and adopted a
Library fine and fee schedule resolution on May 16, 2007. The two Library policies that
are proposed to be amended are attached with changes shown in legislative format as
Exhibits A and B. The proposed amendments to the fine and fee schedule are shown
with legislative format in attached Exhibit C. These policies are also posted on the
Moorpark City Library website.
Materials Selection Policy — City Council Policy 37
The Materials Selection Policy explains how material is selected for the library and the
parameters followed to ensure a well rounded collection that fills the cultural,
SACommunity Services\ADMINISTRATIVE \CC Reports \2008 \1 -16 -08 (Library Policy and Fine -Fee Revisions).doc ' el 0 a ���
Honorable City Council
January 16, 2008
Page 2
educational, and recreational needs of the community. The revisions to this policy are
minor and address the weeding and /or discarding of library material in order for library
staff to efficiently and effectively make decisions about surplus and damaged materials.
The proposed changes clarify that weeded materials determined to have re -sale value
will be offered to the Moorpark Friends of the Library with all proceeds from their sale
benefiting the Moorpark City Library. Any materials the Friends wish to discard remain
their responsibility. If the Friends decline the City's weeded materials, the City may hold
a public sale, sell the materials to a profit party, or donate them to a non - profit,
charitable organization. If the books are determined to have no value, the City may
dispose of them in an appropriate manner.
Circulation Policy — City Council Policy 39
The Circulation Policy governs the terms by which materials may be borrowed from the
library and outlines requirements to obtain a library card. Currently, minors under the
age of 18 must obtain the signature of a parent or legal guardian before they can be
issued a library card.
The Moorpark Library staff has received a number of requests for cards from teenagers,
particularly high school students, wishing to check out books. In an effort to support a
teen's interest in reading, staff is recommending that teens between the ages of 14 and
17, be issued a one -time temporary library card prior to obtaining the signature of their
parent or legal guardian. Just as an adult, teenagers would have to provide a photo ID
and something that shows their current address to receive the temporary card which
would allow the teen a one -time check -out of up to two books only. The books would be
due in three weeks and a letter sent home with the teenager explaining the temporary
card policy. The letter states that in order to make the card permanent which would
allow continued check -out of books, use of the public computers, and /or the ability to
check out DVD's and CD's, teens are required to obtain the signature of a parent or
guardian. Allowing a teenager the ability to check out a book, prior to securing the
signature of a parent of guardian, affirms the mission of the library to encourage and
support reading.
Other revisions to the Circulation Policy recommended by staff involve the collection of
fines /fees. Language has been added to refer the collection of overdue fines to the
City's Finance Department and is consistent with Council Policy 26. The maximum fine
threshold triggering suspension of borrowing privileges has also been proposed to
increase from $5.00 to $20.00 with the ability for the City Librarian to work with patrons
who have financial hardships; providing alternate payment options and noting such
agreements on the patron record.
Moorpark City Library Fine and Fee Schedule
Staff recommends changes to the fine /fee schedule that include a maximum limit of 30
items to be borrowed per library card; a decrease in the number of books that can be
Honorable City Council
January 16, 2008
Page 3
borrowed for specific topic areas; decreases in the daily fine of audio books and
maximum fine amounts for audio books, CDs, Videos, and DVDs; an increase in the
replacement costs of audio book cases; and the addition of inter library loan fines.
STAFF RECOMMENDATIONS (Roll Call Vote for Resolution)
1) Approve and adopt the revised Moorpark City Library Materials Selection Policy 37
and Circulation Policy 39 and authorize the City Clerk to incorporate said changes in the
next scheduled update of the City Council Policies Resolution; and 2) Adopt Resolution
No. 2008- , revising the Fine and Fee Schedule.
Exhibit A — Revised Moorpark City Library Materials Selection Policy 37 in legislative
format
Exhibit B — Revised Moorpark City Library Circulation Policy 39 in legislative format
Attachment A: Resolution
Exhibit A
SECTION 37. POLICY 37 - MOORPARK CITY LIBRARY MATERIALS
SELECTION
1. Mission
The Moorpark City Library provides information, lifelong learning, inspiration and
enjoyment to people of all ages through reading and technology. This Materials
Selection Policy sets guidelines used by the Library for the selection of books and
other print and electronic materials.
2. General Governing Factors
The selection of materials for the Library is governed by four factors:
A. The needs of the individual and of the community.
B. The individual merit of each work.
C. The existing collection, budget and services of the Library.
D. The Library adheres to the Library Bill of Rights and The Intellectual
Freedom Statement (copy is available at the Moorpark Library Circulation
Desk and at the City Clerk's office).
3. Principles of Selection
A. The Library aims to obtain and make readily accessible materials that fill the
cultural, educational and leisure needs of City residents.
B. Materials are selected from a number of sources. The basic consideration for
the selection of any item is whether it is of proven or potential interest to the
community served.
C. Additional criteria include:
• Availability and cost of the material
• The amount of similar material already in the collection
• The availability of the material elsewhere in the community
• The physical makeup of the material
• Opinions expressed by critics or reviewers
• Local interest or demand
D. In Selecting Materials to reflect the diversity of the needs and interests of the
residents of Moorpark, it should be recognized that some materials chosen
may be offensive or trivial to some persons while being meaningful
or significant to others. The Library does not endorse or agree with all
opinions expressed in the materials in the collection.
E. Materials shall be made as accessible as possible to the public. The Library
does not serve as censor of the reading of any person. The Library
recognizes the importance in an open and democratic society of allowing
individuals to form their own opinions on issues and, therefore, acquires
materials that may be of a controversial nature.
F. Responsibility for the use of Library materials by minors rests with their
parents or guardians. The selection of materials for the Library will not be
governed by the possibility that these materials may come into the
possessions of minors. The Library cannot be expected to act in loco
parentis.
4. Responsibility for Selection
A. The initial responsibility for materials selection lies with the professional staff
working within the area of service to children, young adults, and adults. The
general public may recommend material for consideration.
B. In making selections, Library staff shall do so in a manner based on principle
rather than personal opinion, reason rather than prejudice, and judgment
rather than censorship. The spirit of selection should be inclusive rather than
exclusive. Variety and balance of opinion are sought whenever possible.
C. The Moorpark City Representative shall be the City Manager or his /her
designee, who shall be responsible for overseeing the development of the
Library collection according to the principles set forth in this policy.
5. Placement of Materials in the Library
A. The Public has free access to all Library materials consistent with this policy.
B. Placement of materials within the Library is a professional decision. Criteria
include:
• Assigned Classification
• Format
• Susceptibility to loss or damage
• Rarity or cost
C. The Library labels materials for placement only, not to predispose the user
for or against any materials.
6. Bindery
Only those materials of local significance, of long -term importance to the collections,
or heavily used items will be bound or rebound as needed.
7. Gifts
Donations of materials or funds to enrich the collection are welcome. Gift materials
must meet the same selection criteria as purchased materials. The Library reserves
the right to make the final decision on use or disposition of gifts.
8. Withdrawal of Materials
Damaged, worn, obsolete, superseded, or unused items may be withdrawn from the
Library upon the recommendation of the City Librarian or Library Director a-ad -with
the approval of the Moorpark City Representative.
Weeding and /or disposal of Library Materials shall be at the discretion of the
Moorpark City Representative. Recommendation regarding resale, donation, or
disposal of weeded material will be made by the City Librarian and approved by the
City Representative prior to undertaking the following procedural options:
1. Materials determined worthy of re -sale or donation n4ay -will be released
offered to the Friends of the Moorpark City Library for the purpose of sale
with all proceeds belonging toto benefit the
this —' ffib ar 'Moorpark City Library. Items that remain unsold are the
responsibility of the Moorpark Friends of the Library who will dispose of the
material.
2. If the Friends of the Moorpark Library do not accept the discards worthy of
re -sale or donation, the City will hold book sales or donate the material to
non- profit, charitable organizations.
3. Books determined not worthy of re -sale or donation will be appropriately
disposed of by the City as determined by the Moorpark City representative.
Any material that can be recycled will be recycled.
9. Reconsideration of Materials
Persons objecting to the content of materials in the Library shall be invited to state
their objection in writing. Any request for reconsideration will be reviewed by the
Library Director in consultation with the City Representative. The decision of the
Library Director shall be final.
Y is
Exhibit B
SECTION 39. POLICY 39 — MOORPARK CITY LIBRARY CIRCULATION POLICY
The following policy governs the terms by which materials may be borrowed from the
Moorpark City Library.
Library Card Registration
Any person residing in California may borrow materials free of charge from the Moorpark
City Library. Borrowers are responsible for all material checked out on threir card.
Library Cards for Adults. Any person 18 years of age or older applying for a Moorpark City
Library card must show proof of identity and residence. Post office boxes are acceptable
as mailing addresses; however, proof of residence is required to obtain a card. Acceptable
identification may be any of the following:
A. California driver's license
B. California identification card
C. Check imprinted with name and address
D. Official mail (postmarked with current address)
E. Current bill imprinted with name and address
F. Current monthly rent receipt
G. Tax payment receipt.
Restricted Temporary Library Cards for Teenagers Without Parental Signature Patrons 14
years of age through 17 years of age are classified as teenagers. Teenagers do not need
a parent's or legal guardian's signature to get a restricted temporary one -time use card
without the signature of a parent or guardian; however, teenagers must obtain a parental
signature to get a permanent card which allows continued checkout of material use of the
public computers, and the ability to check out videos or DVD's In order to obtain a
temporary, one -time use card the teenager must be a Moorpark resident and present a
photo ID verifying their home address. If the photo ID does not show a current address
the teenager may present a grade report or other official document that shows the home
address. The temporary one -time use card allows teenagers to check out two written
material items only. Library staff will provide the teenager with a letter for their parent or
guardian which explains the temporary card. If the teenager is not a Moorpark resident
their parent or guardian must be present and sign the application for the teenager to
receive a permanent card.
Library Cards for Children. Children are eligible for a library card as soon as they can print
both their first and last names on the applicant signature line. In the event a child is unable
to print, and at least 5 -years of age, parental signature will be accepted. The minor's date
of birth is required on the application. The signature of a parent or legal guardian in
person at the Library, is required on applications of children under 14 years of age A
paFent er legal guaFdian must assume resPORSibility for materials beFrowed by a person
URder the age of 18; therefore, the adult's ideRtifiGatiOR and S gnature required fof
fegistFtat'i944-Gf -a-_ 4iP, -3f. The I ihFaPyL issue based- 6fl4#2
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Once the library card application is signed, the user agrees to follow the rules and
regulations of the Library. New borrowers are limited to borrowing two items on the day the
card is issued. When those items are returned, the borrower may borrow with full
privileges if in good standing.
2. Confidentiality of Library Records
California State law (Government Code, Title I, Division 7, Chapter 3.5, Sections 6254 (j)
and 6267) protects the confidentiality of library patrons. Library staff will always operate in
a manner that conforms to the requirements of the law in the handling of patron records
and accounts. According to this statute, library staff may not release information to any
other party regarding any item borrowed by any other person, including information
released to a parent or legal guardian regarding what items their child has checked out.
As permitted by the above -cited statute, library staff may release information on a
borrower's account to a third party if the borrower has provided a written notice allowing the
third party access to the borrower's account information. A borrower may authorize another
party to pick up and check out materials by sending his or her library card along with the
written request or notice with the third party.
Demographic information may be gathered in order to plan Moorpark City Library services.
This information is used anonymously and is not disclosed in any way that would identify
the person registering. All information provided on the registration form is protected by the
statute cited above.
3. Non - Resident Borrowers
Persons residing outside of the State of California may obtain a Moorpark City Library card
by paying a non - resident fee as determined by resolution of the City Council. Payment of
this fee will entitle the borrower to the same borrowing privileges enjoyed by all other
Library card holders.
4. Loan Periods
Reference the Moorpark City Council Resolution adopting a Library Fine and Fee Schedule
(a copy of the current Schedule will be available at the Library Circulation Desk) for detail
regarding loan periods. All items, except DVDs and new bestsellers can be renewed once,
for a full loan period, unless the item is on hold for another borrower. Loan periods for
inter - library loaned materials will be determined by the lending institution and are generaliv
non - renewable.
Certain new and high- demand books and other library materials in the Library's collection
will be included in the Library's "Het off the Pry new bestseller book collection at the
discretion of Library staff. "Hot off the Press "New bestseller items will be available for a
one -week check -out period with no renewals and will not be available for holds. "Hot 0
the ° —,-Fe New bestseller items will be clearly labeled and shelved separate from other
materials.
Reference materials and microforms must be used in the Library and are not available for
checkout. These materials may be loaned to other libraries for in- library use only.
5. Renewals
All items, with the exception of DVDs and "Hot off the Press" books can be renewed once
for the standard loan period for the item unless the item is on hold for another borrower.
Patrons may renew overdue items provided they pay any outstanding fines the fiRe in t
before renewing.
Cataloged materials may be renewed at the Moorpark City Library Circulation Desk, from
any Library computer, via the Internet, or by phone.
6. Number of Items per Library Card
Reference the Moorpark City Library Fine and Fee Schedule for details regarding
borrowing limitations for specific material.
7. Parental Control of Minors' Access to Video and DVD Materials
The Library will honor written requests by a parent or legal guardian that their minor
children not be permitted to borrow any DVD or video item.
8. Reserves and Interlibrary Loan
Holds may be placed to reserve items (excluding "Hot off the Press" books) by completing
a hold request form on the online catalog. Users will be notified via e -mail or by phone
when items are available. Items will be held for one week from the date of notification of
the users.
Items not owned by the Moorpark City Library may be requested from other libraries by
filling out an "Interlibrary Loan Request" form on the online library catalog. Library users
are also welcome to fill in a "Suggestion for Purchase" form available at the library, for
items not currently in the collection. A librarian will review each of these suggestions
9. Overdue, Lost, and Damaged Material
Library users assume full responsibility for the return of materials, in good condition, on or
before the due date noted on the receipt. Fines will be charged for each day the Library is
open. Fines vary by item type.
Media materials may not be returned in the book drop A charge per item (reference the
Moorpark City Library Fine and Fee Schedule) will be assessed if any audio /video
materials are returned in the book drop.
GO 0 `, ,i
Library users assume full responsibility for loss or damage to materials they check out.
Damage includes, but is not limited to, torn covers or pages, writing in or on materials,
water damage, missing pages, missing pieces, scratched discs, and dirty or damaged
cases or damaged parts. Charges for materials lost or damaged beyond repair will be the
price shown in the Library's automated catalog, either the actual cost or a default cost for
the type of item plus a processing fee (reference the Moorpark City Library Fine and Fee
Schedule), and accrued fines (if applicable). In the cases of unusual circumstances, it will
be left to the Library Director under discretion of the City to assess charges for lost or
damaged materials other than as specified by the Moorpark City Library Fine and Fee
Schedule.
In lieu of paying for a lost item, a patron may replace the lost material with like material of
equal or greater quality. The Library Director has final authority to determine the
acceptability of the substitute item. The borrower is still responsible for the processing fee
and any fines accrued. Charges for damaged materials that can be' repaired will be
determined on a case -by -case basis by the Library Director under the discretion of the City.
For materials borrowed for a Moorpark patron from another library (interlibrary loan
materials), the replacement cost is determined by the lending library. The borrower is still
responsible for the processing fee and any fines accrued.
The Library will make every attempt to notify patrons when items become overdue.
Overdue notification is made by e -mail or voice notification when items reach 7 and 21
days overdue. Overdue items are considered lost 30 days after the due date and at that
time the patron account will be referred to the City of Moorpark Finance Department to be
handled in accordance with the Accounts Receivable Collection Policy. Aaccounts with
balances of $100.00 or more will also be referred to the City of Moorpark Finance
Department. Patrons are responsible for all late fines and fees whether or not they receive
a noticewall be referrer) tG a GGIIeGtie ageRGY Patrons aFe resr+onsibla�fer_a4 ate -fees
User accounts with fines and fees totaling $520.00 or more will be blocked from further use
until all fines are paid. In financial hardship cases, the City Librarian may work with the
patron to provide an alternate payment plan and will note such arrangements on the patron
record for tracking purposes and will report such payment arrangements to City Staff.
G, ell 014_,�11�J9
RESOLUTION NO. 2008-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, ADOPTING REVISED
MOORPARK CITY LIBRARY FINE AND FEE SCHEDULE
AND RESCINDING RESOLUTION NO. 2007 -2593
WHEREAS, it is appropriate for the City to establish a fine and fee schedule for
the Moorpark City Library; and
WHEREAS, the City Council has determined that Resolution No. 2007 -2593
should be rescinded and a revised Moorpark City Library Fine and Fee resolution
should be adopted to incorporate amendments as described in the agenda report for the
January 16, 2008 regular City Council meeting.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK
DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. The Moorpark City Library Fine and Fee Schedule shall be
reviewed annually by the Parks, Recreation and Community Services Director to ensure
that such fees and charges are current and are related to actual cost.
SECTION 2. The City Council hereby approves the Moorpark City Library
Fine and Fee Schedule attached as Exhibit A.
SECTION 3. Resolution No. 2007 -2593 is hereby rescinded.
SECTION 3. The City Clerk shall certify to the adoption of this resolution and
shall cause a certified resolution to be filed in the book of original resolutions.
PASSED AND ADOPTED this 16th day of January, 2008.
Patrick Hunter
Mayor
ATTEST:
Deborah S. Traffenstedt
City Clerk
ATTACHMENT: EXHIBIT A— Moorpark City Library Fine and Fee Schedule
Resolution No. 2008 -
Page 2
EXHIBIT A
Moorpark City Library Fine and Fee Schedule
FINES
Description
Loan
Borrowing
$1.00 each
Maximum
Item /Material
Period
Limit
Fine
Fine
Prints - Color (8 Y2" x 11 ")_ _
50¢/ per page
30 items
$1.00 each
USB (universal serial bus) Flash Drive 1G (gigabyte)*
Maximum items per card
Varies
maximum
Varies
Varies by item
_
.......
........_
......._
ne30 titles
,, $510.00 each
Broken Replacement Jewel Cases ReplaGemen+ or
Fiction
3 weeks
maximum
20¢ /day
$6.00 per item
5-3 per
Non - Fiction
3 weeks
subject
20¢ /day
$6.00 per item
Magazines (excluding most
current issue)
3 weeks
10
20¢ /day
$6.00 per item
gun+ n The procc" Best Seller iess
11- 1
New Adult Books
1 week
None
20¢ /day
$6.00 per item
Holiday Books,.
3 weeks
.......
5 titles
...
20¢ /day
$6.00 per item
Assignment Books (subject
specific, vary throughout the year)
3 weeks
5 titles
20¢ /day
$6.00 per item
Science Fair / Project Books
3 weeks
5 titles
20¢ /day
$6.00 per item
1.11 ......
......._.
30.00 per
Inter Library Loan Material
Varies
5 titlesy
$1.00/day
item
$2812.00 per
Audio Books
3 weeks
5 titles
$a- 9.40 &ay
item
_
...........
_
$2012.00 per
Compact Discs
1 week
_
5 titles
_ _
20¢ /day
item
$2812.00 per
Videos / DVD's
1 week
5 titles
200/day
item
FEES
Description
Fee
Replacement Library Card
$1.00 each
Non California Resident Library Card
$25.00 annually
Copies -Black & White (8Y2" x 11 ") _
10¢/ Per page
Prints - Black & White (8 Y2" x 11 ")
10¢/ per page
Prints - Color (8 Y2" x 11 ")_ _
50¢/ per page
JCD -RW (compact disk- rewritable)* __
$1.00 each
USB (universal serial bus) Flash Drive 1G (gigabyte)*
$15.00 each
Placement of Media Materials in Book drop
$2.00 per item
Processing Fee for Lost/Damaged Material
$6.00 per item
BrokeR Replacement Audio Book (book on
Cases ReplaGements ( excluding jewel races)
,, $510.00 each
Broken Replacement Jewel Cases ReplaGemen+ or
DVD Cases
$1.00 each
Missing Barcodes
$1 00 _each 1 . i _
Resolution No. 2008 -
Page 3
Inter Library Loan Fee
...........
Returned Checks
;t AGGOunt Collerathe
*Availability Not Guaranteed
7
� Varies based on lending library fee
.1 ............ - ...........
$25.00 each occurrence
afra4 $10.00 eaGh OGGUFFe
9