REPORT TO BOARD OF LIBRARY TRUSTEES
SUBJECT
Title
Action on Revised Collection Development Policy, Community Room Use Agreements, Audiovisual and Camera Equipment Use Policy, and Policy Governing the Use of Library Grounds
Report
COUNCIL PILLAR
Enhance Community Engagement and Transparency
BACKGROUND
In coordination with the City Attorney’s Office, the Library has conducted a review of Library policies and identified those which would benefit from updates to better reflect contemporary service standards, improve transparency, and better meet community needs. Review and revision of four policies have been completed, informed by professional best practices and coordinated with the City Attorney’s Office for compliance with legal principles such as the First Amendment. The reviewed and revised policies include:
1. Santa Clara City Library Collection Development Policy
2. Santa Clara City Library Community Room Use Agreements
a. Margie Edinger Community Room Use Agreement
b. Redwood Community Room Use Agreement
c. Mission Community Room Use Agreement
d. Northside Community Room Use Agreement
3. Santa Clara Library Audiovisual and Camera Equipment Use Policy
4. Santa Clara City Library Policy Governing the Use of Library Grounds
DISCUSSION
Policy Revision Highlights
Collection Development Policy
The Santa Clara City Library Collection Development Policy was last updated in 2022. The proposed revision includes the following changes:
• Improved clarity around the request for reconsideration of library materials process for challenged books, clarifying the process, including appeals, and providing greater overall process transparency.
• More information about the deselection process, commonly called “weeding,” in which outdated or heavily worn materials are removed to make room for more current sources or newer versions of materials while maintaining overall collection balance. This improves transparency for the public of the methods used by librarians for maintaining the library collection.
The Board will review and approve the draft Collection Development Policy (Attachment 1).
Community Room Use Agreements
The Santa Clara City Library Community Room Use Agreement drafts are four documents customized to the capacity and layout of the four large community rooms available at the library: the Margie Edinger Community Room and Redwood Community Room at Central Park Library, the Community Room at Mission Branch Library, and the Community Room at Northside Branch Library. The proposed revision includes the following changes:
• Improved description about capacity and room layout options, including illustrations showing different room set-ups.
• Revision of terms and conditions to better match city standard language.
The Board will review and approve the Community Room Use Agreements (Attachments 3-6).
Audiovisual and Camera Equipment Use Policy
The Santa Clara City Library Audiovisual and Camera Equipment Use Policy was last revised and approved in 2011. There have been significant changes to the prevalence and use of audiovisual and camera use, particularly with cellphone functionality, in the thirteen years since this policy was last revised. The proposed revision includes the following changes:
• The current policy requires anyone using audiovisual equipment or cameras including cell phone cameras to obtain prior written permission from the City Librarian. The policy was written in a context when casual filming was less widespread. Given the widespread use of cameras today, the current policy presents enforceability challenges.
• Under the proposed revised policy casual and journalistic filming will be permitted in public areas of the library without prior permission of library staff while commercial or professional media will be required to obtain prior permission. The revised policy requires commercial and professional photographers to obtain prior permission because such photography may require the use of larger equipment or could disrupt library operations.
• The revised policy restricts filming of library customers using computers given the privacy interest involved.
• The intent of the revisions are to (1) permit the current commonplace usage of causal amateur and journalistic photography and filming in areas open to the public in accordance with Free Speech principles and (2) consider the privacy concerns of citizens using library computer services.
The Board will review and provide input on the draft revised policy (Attachment 8). The City is currently drafting an Audiovisual and Camera Equipment Use Policy that will apply to the entire City. The Board’s feedback on the draft policy will help with the drafting and implementation of the City’s overall filming policy.
Policy Governing the Use of Library Grounds
The Santa Clara City Library Policy Governing the Use of Library Grounds was last revised and approved in 2012. The proposed revisions include the following changes:
• The revised policy removes the requirement that members of the public obtain prior approval in writing from the City Librarian to conduct public, noncommercial activity such as speaking or distributing petitions or surveys outside the library. However, such activities must be carried out at least 20 feet away from any library entrance.
• The policy includes certain time, place, and manner regulations on expressive activity on library grounds such as prohibiting harassment of others, impeding travel to or from the library, and use of tables or chairs.
The Board will review and provide input on the Policy Governing the Use of Library Grounds (Attachment 10). With the rise of the use of public property for expressive activities, the City is looking to draft a policy that addresses expressive activities on public property. The Board’s input and feedback will help with the drafting and implementation of the City’s overall policy addressing expressive activity.
Library staff will review with the Board the updated policies, the specific revisions made and the issues and needs that informed these revisions. The Board may comment and suggest changes to the proposed policy revisions.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.
FISCAL IMPACT
There is no fiscal impact other than staff time.
COORDINATION
This report was prepared in coordination with the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Board agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Review and approve:
a. the draft Santa Clara City Library Collection Development Policy (Attachment 1); and
b. the draft Santa Clara City Library Community Room Use Agreements (Attachment 3-6).
2. Review and provide input on:
a. the draft Santa Clara Audiovisual and Camera Equipment Use Policy (Attachment 8); and
b. the draft Santa Clara City Library Policy Governing the use of Library Grounds (Attachment 10).
Staff
Reviewed by: Sami James, Management Analyst
Approved by: Patty Wong, City Librarian
ATTACHMENTS
1. Collection Development Policy - Draft
2. Collection Development Policy - Redline
3. Margie Edinger Community Room Use Agreement
4. Redwood Community Room Use Agreement
5. Mission Community Room Use Agreement
6. Northside Community Room Use Agreement
7. Community Room Term and Conditions Redline
8. Audiovisual and Camera Equipment Use Policy - Draft
9. Audiovisual and Camera Equipment Use Policy - Redline
10. Policy Governing the Use of Library Grounds - Draft
11. Policy Governing Use of Library Grounds - Redline