DOCUMENT RESUME

ED 104 433 IR 001 837

AUTHOR Morgan, Candace, Ed.TITLE Local Documents. (A Workshop, Chicago, December 13,

1974).INSTITUTION Illinois State Library, Springfield.PUB DATE Apr 75NOTE 63p.JOURNAL CIT Illinois Libraries; V57 n4 p247-304 Apr 1975

EDRS PRICE NF -10.76 BC-83.32 PLUS POSTAGEDESCRIPTORS Bibliographies; Depository Libraries; *Government

Publications; Library Acquisition; *LibraryCollections; Library Cooperation; Library ReferenceServices; *Library Surveys; *Local Government; *LocalHistory; Public Libraries; Questionnaires; StateLibraries

IDENTIFIERS Freedom of Information; *Illinois

ABSTRACTThe papers presented at a workshop on local documents

sponsored by the Illinois State Library and the Illinois LibraryAssociation are published in this issue of "Illinois Libraries". Thelocal documents under consideration are the publications of localgovernmental agencies and their subunits and any other itemsappropriate to a local history collection. The papers discuss thereasons for collecting such documents; the need for freedom ofinformation at the local level; interlibrary cooperation withreference to local documents; and the locatione acquisition,processing, and use of the documents within a library. The results ofa questionnaire study of local documents in Illinois libraries alepresented in tabular form. A 15-item bibliography and a directory ofmunicipal reference libraries and state and federal depositorylibraries in Illinois are included. (PF)

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April 1975 soringfield, Illinois vol. 57 no.4

111 's librariesCITY OF CHICAGO

CALUMET SKYWAY TOLL BRIDGE

MONTHLY REPORT ON OPERATIONS

jiaL.:7v

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local documents

michael j. howlett, secretary of state and state librarianalphonse f. trezza, director, Illinois state library (on leave)mrs kathryn gesterfield, acting director, Illinois state librarymrs irma bostian, editor

Illinois State Library Advisory Committee

NameJulius R. Chitwood, Director

Rockford Public LibraryDr. Alex Ladenson, Director

The Chicago Public LibraryRobert Wagenknecht, Director

Lincoln Library, SpringfieldAlice E. McKinley

Du Page Library SystemRobert McClarren, Director

North Suburban Library SystemLester L. Stoffel, Executive Director

Suburban Library SystemThomas M. Brown, Chairman

LibraryAV DepartmentNew Trier High School West

Mrs. Margaret DeesUrbana School District 116

Melvin George, DirectorNortheastern University Library

Dr. Lucien W. White, LibrarianUniversity of Illinois

Sister Laurette McCuskerDean, Graduate School of

Library ScienceRosary College

Ira PhillipsExecutive Secretary, Health and

Rehabilitative Library ServicesDivision American Library Association

Joseph Benson, LibrarianChicago Transit Authority Library

Robert H. GoldmanMrs. Alice IhrigLouis A. LernerJohn S. Rob lingMrs. Dorothy ShelleyMrs. William S. White*

Ex Officio MembersMrs. Alice lhng

Area SpecializationPublic Libraries

Public Libraries

Public Libraries

Public Library Systems

Public Library Systems

Public Library Systems

School Libraries

School Libraries

Academic Libraries

Academic Libraries

Library Education

Institutional Libraries

Special Libraries

Citizen RepresentativeCitizen-RepresentativeCitizen-TrusteeCitizen-RepresentativeCitizen-TrusteeCitizen-Trustee

*Representing the interests and concerns of urbanpeople who are culturally and economicallydisadvantaged

U S DEPARTMENT OF HEALTH.EDUCATION S.NATIONAL INSTITUTE OF

EDUCATIONTHIS DOCUMENT HAS BEEN REPRODUCED EXACTLY AS RECEIVED FROMTHE PERSON OR ORGANIZATION ORIGINATING IT POINTS OF VIEW OR OPINIONSSTATED DO NOT NECESSARILY REPRESENT OFFICIAL NATIONAL I NSTITUTE OFEDUCATION POSITION OR POLICY

TermExpires

1977

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197719761977

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As President of the Illinois Library Association

PERMISSION IT) REPRODUCE THIS COPY-RIGHTED MATERIAL HAS BEEN GRANTED BY

211;ha:3 L:brtbrrs7fMa 3eas4:8.), G d .To ERIC AND ORGANIZATION& OPERATINGUNOER AGREEMENTS WITH THE NATIONAL IN-STITUTE Of EDUCATION FURTHER REPRO-DUCTION OUTSIDE THE ERIC SYSTEM RE-QUIRES PERMISSION OF THE COPYRIGHTOWNER"

U S DEPARTMENT OF HEALTH,EDUCATION A WELFARENATIONAL INSTITUTE OF

EDUCATIONTHIS DOCUMENT HAS BEEN REPROOUCEO EXACTLY AS RECEIVED FROMTHE PERSON OR ORGANIZATION ORIGIN*TING IT POINTS OF VIEW OR OPINIONSSTATED 00 NOT NECESSARILY REPRESENT OFFICIAL NATIONAL INSTITUTE OFEDUCATION POSITION OR POLICY

Illinoislibraries

VOLUME 57 NUMBER 4 * SPRINGFIELD, ILLINOIS * APRIL 1975

contents

special guest editor, candace morgan

What is a Local Document? Why Should Libraries Collect Them? Mary Radmacher 248

The Structure of Local Government in Illinois Mrs. Alice B. Ihrig 251

Local Documents in Illinois Libraries: Results of Questionnaire Mrs. Yuri Nakata 256

The State of the Art: Bibliographic Control and Organization

of Local Documents Mrs. Mary Jane Hilburger 269

Freedom of Information at the Local Level J. Terrence Brunner 271

The Acquisition of Local Documents Ruth W. Gregory 278

Information/Reference Service from Local Documents:

A Case Study Mrs. Ann Waidelich 280

Interlibrary Cooperation to Provide Access to Local Documents in

Illinois: A Statewide View William DeJohn 286

Interlibrary Cooperation to Provide Access to Local Documents in

Illinois: A System View Beth Mueller 288

Pot Pourri: Final Questions and Comments Joyce Homey 289

Selected Bibliography on Local Documents Mrs. Mary Jane Hilburger 291

Urban Documents as Reference Tools Cheryl Winter Lewy 292

Municipal Reference Libraries 297

Depository Libraries in Illinois for the Publications of MajorInternational Organizations 299

Federal Depository Libraries in the Library Systems in Illinois 299

Illinois Depository Libraries in the Library Systemsin Illinois 301

Illinois Libraries!: published by the Illinois State Library, Springfield, Illinois 62756, and is issued monthly except in July and August.

Opinions expressed in signed articles are not necessarily those of the editors or the Illinois State Library.

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published bythe Illinois state libraryspringfield, illinois 62756

second-class postage paid at springfield, illinois

1 4(Printed by authority of the state of illinois)

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prefaceThis issue contains the papers presented at a Workshop on Local Documents sponsored by the Illinois State

Library and the Illinois Library Association on December 13, 1974 in Chicago. The planning committee for theworkshop consisted of Beth Hamilton, Illinois Regional Library Council; Mary Jane Hilburger, Chicago

Municipal Reference Library; Joyce Johnson, Peoria Public Library; Yuri Nakata, University of Illinois atChicago Circle and Candy Morgan, Illinois State Library.

The purpose of the workshop was to provide a general introduction to local documents and to encouragelocal libraries to take the responsibility for collecting and servicing them. In an attempt to determine which

libraries do collect local documents a questionnaire was prepared and sent out. The results of thequestionnaire were presented as part of the program by Yuri Nakata and are included in this issue.

For use with the questionnaire and in the planning of the workshop the committee considered localdocuments to be the publications of local governmental agencies and their subunits. Local governments

were defined to include municipalities, counties, townships, villages, special districts, etc. At this point wewere not expecting to include local history. However, when several of the speeches were received in advance

and comments were collected from questionnaires it became apparent that many librarians in Illinois feelthat a local document collection is a local history collection. The papers presented by Ruth Gregory andMary Radmacher illustrate this point of view. Because of the obvious interest which many people have inlocal history, the committee made no attempt to alter the course of events. We felt that collection of localdocuments as we defined it and the collection of local history need not be mutually exclusive. In fact we

hoped that as a result of the workshop libraries which have already established local history collections willsee the value of developing a collection of local government documents and vice versa.

The program was organized as follows. Morning speakers were Mary Radmacher, Alice Ihrig, Yuri Nakata,and Mary Jane Hilburger. J. Terrance Brunner was the luncheon speaker. Afternoon speakers were Ruth

Gregory, Ann Waidelich, Bill De John, and Beth Mueller. Finally, all of the speakers, including Bill Hood, arepresentative from the Better Government Association, formed a panel for discussion of some of the points

which had been raised during the day and to answer questions. The discussion and questions and answersare summarized.

This issue also includes a directory of federal and state document depositories in Illinois by system and a listof depositories for international publications in Illinois.

Candace MorganChairperson

Local Documents WorkshopPlanning Committee

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what is a local document? why should libraries collectthem?man, radmacherlibrarianskokie public libraryskokie, illinois

Plans for observing our nation's bicentennialanniversary in 1976 will surely generate enthusiasmfor expanding public library local history collections.What more appropriate time or what greater impetuscould we find than this 200th anniversary to stimulatean awareness in the general public of librarians' con-stant concern for gathering such material.

What is a local document? For our purposes to-day, let us define this as any printed material: books,pamphlets, serial publications (reports, minutes,budgets, ordinances, proceedings, etc., statisticaland/or narrative) for and about a specific locale andby and about the residents of this locale. Maps,broadsides, and manuscripts are also included. Theterm "local" can be defined as any municipality (city,village, town, township, or county) and/or state. Localdocuments, then, are the nucleus of the local historycollection.

Is there anyone in this audience who is not con-vinced that a iiprary should collect local documents?Your presence at this workshop would indicate to meyour acceptance of the importance of such a collec-ticn and since I feel so strongly the necessity of ac-quiring every conceivable local document, I will try tosupport this premise.

Professional literature abounds with referencesto such collections with an apparent assumption of aprevious determination to amass such materials. Adetermination of the library's objectives is the mostimportant fundamental in the materials selectionprocess. Wisdom and judgment exercised on thislevel will influence and decide what the collection willcontain in the future.

Historical references to collecting local historyas mentioned by Mary Duncan Carter and WallaceBonk include such statements as:

Buy, or better, beg all books or pamphlets relat-ing to your town or written by townspeople. Se-cure church and town reports, club programs,etc. Build up a little local history collection nomatter how small your library. Said by CorinneBacon in an article she wrote in the October 1907New York Libraries.

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In 1920 John Cotton Dana in A Library Primersaid: "Local interest should be fostered by buy-ing freely books on local history and books bylocal authors."

Francis K. W. Drury in his Book Selection pub-lished in 1930 said, "Develop the local historycollection; the items will be sought for in thelibrary if r.-/where in the world."

More recently, 1950, Helen Haines in her LivingWith Books said: "Make your collection of localhistory as extensive and useful as possible.'"

These statements are broad and general, but in asense they all say the same thing; and all are made byrecognized authorities in our profession, one as farback as 1907.

In addition to the recommendation from the pre-ceding quotations which makes it expedient for li-braries to collect local documents, the law states thatgovernment papers should be public property. Sincelibrarians have the know-how to organize printed ma-terials and since the public library is the cultural andeducational center in the community, doesn't it fol-low that libraries are the natural setting forthe collec-tion! And, too, the library is the place where anyonenot attending school can go for information. Li-braries must lead in collecting local history print mate-rials as differentiated from the non-print museumtype items: guns, pottery, uniforms, etc. A collectionof local history helps build community identity.

Now that we have assumed the inclusion of localdocuments is an integral part of any public library'sbasic collection, let us consider what to select.

Whenever selection of materials is discussed,criteria for their selection must be considered. Someauthorities will tell you to collect everything available.This is certainly true for all records, annual reports,budgets, etc., for each and every municipal agency,and for annual reports and histories of churches andsynagogues, within your community, and for certainmunicipal government agencies surrounding your

1 Mary Duncan Darter and Wallace John Bonk Building Library Collections 3ded Metuchen. NJ. Scarecrow Prise, ct969, pp 37, 39

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community, as well as for manuscripts or publica-tions of local authors.

Other criteria include availability of other exist-ing collections (historical societies, etc.) within theimmediate vicinity, reliability of work, and to someextent scholarship. Get everything that your city orvillage publishes but be selective on documents out-side your area you can't buy everything neithercan you house it.

Where and how do you begin to collect to geteverything your municipal government has or pub-

lishes? First of all, establish a rapport with the com-munity officials sometimes by letter or sometimesby a personal visit then, perhaps a telephone callwill suffice to place a specific order. In all probabilitythe documents will not be forthcoming automaticallybut will require the constant and repeated request forthem as they are published. Such publications, re-ports, etc., are frequently in short supply so it maybecome necessary to borrow a copy and photocopyit.

Even though the cost to purchase such items isless than for almost any other category of printedmaterials, the cost to catalog (often original catalog-ing will be necessary) and to process may well exceedthe cost to catalog and process most other librarymaterials. Municipal documents are a priority item inlocal history collections, so the obligation to collectmust outweigh the cost consideration. You will bewell repaid for your continued efforts.

A list of desiderata on a specific locale, especiallyout-of-print items, checked against the Newberry Li-brary holdings, may reveal their availability and en-able a library to secure photocopies of them. Thesecan then be bound, cataloged, and classified.

A few points In regards to processing should bementioned.

(1) In spite of the importance of adhering tostandard cataloging practices for all librarymaterials, some additional detailed indexingor analyzing done within the local historydepartment ray prove to be useful and timesaving.

(2) A cataloged, pamphlet-bound piece is usu-ally more quickly retrieved than a subjectclassified pamphlet filed alphabetically inthe vertical file.

(3) An identifying symbol used as a prefix to theclassification number (Dewey or Library ofCongress) simplifies shelving in keeping thelocal history as a separate collection.

In order to provide really excellent service, a

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broad range o( materials must be included. Primaryresources will be limited, so secondary worksselected for their reliability and authenticity will com-prise the bulk of the public library's local history col-lection. An important factor in the acquisition pro-cess is to make known to those having available ma-terials your library's interest in and need to obtainthem.

Keep your local documents as a collectiondesignate one place for local history materials. If youhave a branch library system keep your local historycollection in the main library. A large branch systemmay have duplication of some materials in certainbranches. In order to preserve the local history col-lection it should be treated as a reference collection(for use within the library). However, certain docu-ments need to be circulated, so should be duplicatedin the library's other collections and processed ac-cordingly. Local interest in reading reports of studiescommissioned by municipal agencies creates thedemand for the library to make copies available forcirculation in addition to its responsibility for preser-vation of the material.

It is indeed enlightening but most disconcertingto read Mike Shannon's article on local history rec-ords in a 1972 issue of R Q. He quotes from the NewYork Mayor's Task Force on Municipal Archives in1967 stating that early seventeenth and eighteenthcentury records have already been destroyed andthat "apathy and imprudent retention practices haveresulted in the destruction or loss of the greater bulkof records of the nineteenth century . . . the TaskForce pointed out that it is already almost impossibleto do a comprehensive study of crime patterns onnineteenth century New York because the City'sPolice Department has a policy of destroying mostrecords more than fifty years old."2

Could we have had the great cultural historiesknown to us today without the ability of those histo-rians to rely on the locally kept manuscripts? VictorHicken tells us: ". . . that the writer of Americansocial and cultural history is merely placing localevents and personalities into a larger pattern. With-out local history that is, well researched local his-torythe larger pattern could never be completed."3

A good example is the case of William Herndon,Lincoln's law partner and later biographer.Herndon's mission in life was to preserve Lincoln forposterity and immediately after the President's deathHerndon covered the area Lincoln had traveled, col-

2 Mike Shannon Local Historical Records Out of Chaos Comes Order R O.12 44 Fall 1972

3 Victor Hicken The Continuing Significance of Local History. Library Trends13 154 October 1964

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lecting reminiscences from those who had knownLincoln personally. Herndon's biography of Lincolndid not appear until many years after his death butHerndon shared much of the material he hadgathered (considered to be some of the best on Lin-coln's boyhood) with other Lincoln biographers.

Hubert Howe Bancroft bookseller, publisher, his-torian, and editor opened his own publishing firm inSan Francisco in 1858. With the aid of numerousassistants he gathered important materials on theWest and wrote many volumes covering the wholePacific coast area. Future historians relied heavily onthese sources. Frederick Jackson Turner's influentialstudies of the advancing frontier may never havebeen possible without Bancroft's documents.

There has been so much dependence and inter-dependence on recording American's past. Our co-lonial heritage has been partially preserved by Cap-tain John Smith, William Bradford, and CottonMather. In the mid-nineteenth century New Englandgave birth to William Hick ling Prescott and FrancisParkman, notable for the grace and imagination oftheir style and for well researched and documentedhistories. Locally, we are familiar with C. W. Alvord'sand Theodore C. Pease's scholarly efforts in re-searching and compiling history of Illinois.

The Civil War had a great impact on local history.Some factors contributing to this impact were localpride in the patriotism and/or success of the volun-teers and of the regiments; emotional tensions withinand among families in addition to the tensionscreated by the national conflict; and the state of de-velopment at that time of the newspapers and smallpresses. Biographies of leaders, reminiscences, andregimental histories were published profusely. Aswould be expected from this deluge of print somewas more inspired than accurate, though some re-mains extremely valuable to historians and novelists.

Another popular and profitable publishing ven-ture was the publication of local histories frequentlyknown as "mug books." While their literary merit maybe questioned their value to local history collections,specifically to public libraries, can not be. They in-clude introductory chapters on the history and geog-raphy of the county (and in some cases early de-velopment of the state) and photographs and bio-

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graphical sketches of locally prominent personalitiesand early settlers of the region. Every family, suffi-ciently affluent, owned one of these ponderous andpretentious volumes. Despite their large size andsturdy binding many have disappeared, but the re-maining volumes continue to h ? "e value and are stillused by historians, attorneys, writers, and students.

We have nothing comparable to this today. How-ever, the emergence of bicentennial commissionsthroughout the nation is likely to revitalize an aware-ness of the current state of neglect of recording muchof the twentieth century history and culture. True,taping and microfilming are playing an important rolein preservation, but it is constantly incumbent uponlibrarians to collect all available printed recordswhich add to information on sociological and culturalaspects of their communities.

Fortunately some libraries are making a con-certed effort to amass World War II records. Recordsof the Civil Rights movement need to be preserved. Itwill be history some day. Documents on current is-sues are perhaps fewer in number because of othermeans of communication. Possibly radio and televi-sion have stifled the publication of some modernhistorical records. Historical records are a pricelessheritage that must be preserved for future genera-tions. Librarians need cooperation and assistancefrom all Americans in fulfilling this obligation to passon our national heritage. The bicentennial is an op-portunity to promote this.

During a question and answer period MissRadmacher made the following points:

1. Skokie Public Library catalogs andclassifies all of their local materials. They aremuch easier to retrieve this way. Pamphletswhich are too small to stand on the shelf aloneare bound. An identifying symbol of Ill is usedon all materials of local interest.

2. Materials in the local history collection arefor reference use only. Any duplicate copies gointo the circulating collection.

3. They index the obituary sections from localnewspapers.

the structure of local government in Illinois

How one desLI gybes the structure of local gov-ernment in Illinois depends on the vantage point.Most citizens have vague recall of a course in "civics"or "social studies" or "political science" required inelementary and secondary school. The amount ofrecall depends upon the calibre of the teacher's per-formance, the student's need to pass the course andthe presence or absence of activities, at home or atschool, where the information was useful. Most of 'iswill admit that such required studies were of littleinterest to us for many reasons not the least ourteen-age evaluation of what was interesting. Fewamong us count that academic exposure as a con-tribution to our later concern for governmental af-fairs. (And if this sounds like a plea for better teachingof the subject, it is.)

Having largely missed the opportunity to intereststudents in forms of government, society compelsparticipation through a series of encounters: thehome buyer settles a tax bill; the voter registers; thePTA joiner learns about bond issues; the home im-prover finds out about fence permits; the parent maybe called by the police; the irate resident with asnow-blocked drive encounters bureaucracy. Butfew of these incidents blossom into any serious studyof government, and the election process itself in-hibits the discussion of issues with its emphasis onpersonality.

The general outcome is a race of voters who aresupposed to make good decisions but who lack themotivation and often the opportunity to becomeknowledgeable about the structures of governmenton which action, progress, and the course of historydepend.

But some of us ought to understand government,and information specialists like you are top candi-dates to be among the few citizens with knowledge ofhow government works and, more importantly, how itcan be made to work.

So we begin today by recognizing that under-standing basic government structure is importantto you as having a role in government, to library userswho may not know enough to prevent what they donot want, to youth with its potential for significant

mrs. alice b. ihrigpresident

illinois library association

change if unhampered by the closed doors and rockypaths so often set by those "in-the-know" who like itthat way.

Studying structure of government is not the mostglamorous job you could select. But it becomes moreexciting as you recognize that what fits into ached onpaper may be the farthest from its true location in thereal scheme of things. Obscure offices have all kindsof hidden influence; prominent positions may bemere facades.

I am trying to warn you that the facts do notalways add up, that structure builds, collapses, andsways according to the strength of the persons whohold office and the pressures applied by politics, bus-iness, voting blocks, special interest groups, and thepassage of time.

What is good in Illinois is that the structure oflocal government has had a recent review whichstruck at some of its deficiencies and altered its ca-pacity to function effectively. That review was theIllinois Constitutional Convention of 1970, and themajor alteration was a shift to home rule. Thischange, on which I will touch at several points, hasthe potential for much improvement in local govern-ment and a potential for mischief in the wrong hands.

Briefly, local government in Illinois and moststates has been the creature of the state legislature.The legislature determined what communities werepermitted to do, and these assigned functions andpowers could be pulled back at any moment.

The general effect was to crowd legislativecalendars with essentially local matters, keep upstartcommunities with ideas from straying too far from theconventional mold and inhibit the development ofstrong, competent, and innovative local governmentsin our counties and municipalities.

I doubt that the Illinois General Assembly wouldever have conferred home rule through legislation; ittook the general revision of the Illinois Constitution toaccomplish this reform.

Let us begin, then, with the Constitutional provi-sions for local government in Illinois. (And it is in-teresting to remember that until the Constitution of1970, there was no local government article in the

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Illinois Constitution.)The 1970 Constitution distinguishes between

municipalities (cities, villages, and incorporatedtowns) and units of local government (counties,municipalities, townships, special districts, and unitsexercising limited governmental powers, but not in-cluding school districts). This permits municipalities,generally regarded as the closest thing to local gov-ernment, to be treated separately as desired

Delegates to the Constitutional Convention weregenerally more willing to give home rule tomunicipalities than to the broader units, feeling thatthe government which can be watched most easilyand influenced by local vote can handle the respon-sibility of home rule. This point is, !think, debatable inview of the miserable performance of a number ofmunicipalities, but the principle is a sound one: closeto home we should be more concerned and morewilling to participate.

The omission of school districts from the list oflocal governmental units was deliberate, and theConstitution has a separate article on educationwhich clearly holds the state responsible for a largeshare of the responsibility for an efficient system ofhigh quality' public educational institutions and ser-vices."

As librarians, you cannot regard school districtsas outside of local government, and they are andshould be working partners with you in developmentof libraries and in the special effort to preserve localdocuments which we discuss today.

But let us look first at the other entities of localgovernment in Illinois.

Counties are the basic geographical local gov-ernment in Illinois. They arc not the strongest. Theydeveloped as copycat units of government, broughtto Illinois from the East with the settlers who hadfound them generally useful in the days of rural lifeand few people. In the Northern portions of the state,counties were fragmented with townships copied,though distorted, from the New England structure; inSouthern Illinois most counties had no townships.The weakness of counties lies in two factors: wheresettlement was light they had little to do, and wheresettlement became heavy, villages and cities could doit better. To this day Illinois counties struggle forrecognition and do not have the strength and func-tions assigned to them in newer states; for example,in California.

Even Cook County, with marveious opportunitiesfor leadership in coping with area-wide problems,has never been regarded as the strong leader amonggovernments.

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However, all counties do elect members ofcounty boards, and new laws mandate one-man,one-vote election methods which are changing thesource of representation on thesc boards. To date, nocounty has elected to become a home rule county,and only Cook County has this status automatically. Itis the hope of many students of government thatcounties will come alive and become the area-wideservice agencies which are much needed in manyareas of the state.

In township counties, part of the weakness of thecounty can be ascribed to the more local level pro-vided by townships. In counties where much of theterritory is incorporated into municipalities, town-ships suffer from overlap and a diminishing list offunctions exclusively theirs. The General Assemblyhas been urging small population townships tomerge or at least cooperate where required functionscannot be adequately supported from the financialbase available.

You are all most familiar with the municipalitya city, a village, or an incorporated town. And if youcame to Illinois from elsewhere, you probably won-dered why a "city" like Oak Park should be called avillage, while tiny "towns" were cities. These wordswere conveniences to describe forms of governmentpermitted by the General Assembly. Over the years,communities wishing to incorporate could do so bymeeting certain criteria as to size, for example, andopted for a style of government labeled by law ratherthan traditional terms. Along with the label went thestructure of government: a strong mayor system, amanager system, commission form, and so on.

The only way to find out why your community is avillage or a city is to research the history of its organi-zation, something you are surely planning as one stepin the acquisition and preservation of documents.Suffice it is to say that choices were limited at a givenmoment, and communities made that choice withlittle regard or anticipation for future growth.

This is one area in which home rule is of greatbenefit. It is no longer necessary for a home rulecommunity to abide by the structure under which itwas incorporated or to stick with any of the require-ments in effect then. Home rule municipalities can, byreferendum, alter their form of government andcreate a totally new form. It is true that there may belegal considerations, but it is generally agreed thatthe innovative community wishing to restructure it-self may do so and in so doing select structure andfunctions for itself. The state, through the GeneralAssembly, retains certain controls over munici-palities, and most of pre-1970 Constitution existing

law on the subject of local government is beingobserved by our cities and villages. But the legis-lature must now determine when it passes a law re-lating to local government whether it wants that lawto be binding on home rule units, in which case itmust say that it is "preempting" and muster a 3/5 voteto do so.

I commend to you a reading of Section 6 of Arti-cle VII of the 1970 Constitution. This is the section onhome rule and the basis for a modest amount oflitigation to date testing the power of home rule unitsto do their own thing. The state does not lose control,but it would be greatly hampered by this sectionshould it try to dictate too much to home rule units.The effect of the section is to say to municipalitiesand counties which are home rule units, "You are freeto experiment, to deviate, to innovate and to create inyour area of responsibility with the state and courtsserving as a watchdog but not a roadblock."

I assume that, in common with most people, youknow least about the county, little about the town-ship, and something about the municipality. I alsoassume that you wish to be more knowledgeableabout all three. And I also assume that you are willingto complicate the picture by looking at other units ofgovernment not so preserved in the Constitution. Idirect you first to your own property tax bill, whereyou will find listed all the taxing bodies with a claimon your property. There will be the school districts(elementary, secondary, community college); parks,mosquito abatement; sanitary districts; street light-ing or other special districts; fire protection andother. Each will count on you for support, and eachwill be supporting some kind of service under somekind of board, not always elected. I warn you to leavetil last the more obscure of such districts; some willhave been started before your time and continue tocollect and pay off bonds for long-forgotten pur-poses. I have long wanted some library to take my taxbill and create a display tracking down the headquar-ters and services of each unit to which I remit.

Do not, however, neglect these units in your col-lection of documents. Their minutes are rich sourcesof humor and abound with names of the early moversand shakers of your area. You can trace the politicalcareers and influence of whole families through thespecial districts which were formed to put insidewalks where city fathers would not, or light asubdivision, or provide equipment for volunteer fire-men.

Your primary emphasis on a day-to-day basis isapt to be upon the municipality first, township sec-ond, and county last. Let us look at these units briefly.

The city or village will be responsible for most ofthe physical services in the community and for mostof the election interest. Municipalities spend far lessthan schools in terms of real estate taxes but gener-ate most of the heat, perhaps because schools are notconsidered truly political in many places. A munici-pality will have an elected board of some title with amayor or a president as figurehead or chief adminis-trator, depending on whether there is a manager.Concentrated in the municipality will be such ser-vices as water supply, sewer system, garbage collec-tion, street construction and repair, police and fireprotection, and sometimes recreational services. Theboard will meet, generally with a limited audience ofinterested citizens, make policy, determine how pol-icy is to be carried out through departments andemployees and deal with the public which is unhappyor astute enough to find its way through the bureauc-racy. There is enormous discretionary power in thatboard, and a good many communities are not asdemanding as they should be in choosing officials todeal with the local problems. For that reason alone,you may wish to build a good file of election materi-als. The campaign promises will be interesting read-ing some years hence when the same problems resur-face, as they-inevitably will.

Your job is to understand the structure of yourmunicipality, for it is guaranteed to be different fromits neighbors and even from the statutory provisions.You would do well to attend board meetings and evento make use of oral history and your own notes tomake historical sense of what goes on. You will notfind the total truth in any report, press release, ornewspaper account. It is the nature of both profes-sional and amateur reporters to record the excite-ment rather than stubborn, slow progress. News-paper files are excellent sources of various distortedviews of what local government does when it meets.

The truth is that all municipalities have enjoyed ameasure of self-given home rule for many years asthey have toyed with the state law, created deficientordinances, and made questionable decisions. Areading of the state Municipal Code may tell you whatshould have happened; it will not be a useful refer-ence on what really happened. If local municipalitiesare to be useful units of government, they shouldindeed deal with .unique local problems withcourageous and innovative answers. The library maybe the only place if you collect your documentswell where decisions and events can be traced.

I said earlier that structure of local governmentdepends on va. :age point. The textbook approachmay be legally correct, but it does not report how

0%,

253

structure works, and the observer's vantage point isone that marvels that it works at all!

If you can get over the moderate shock of recog-nizing that the city or village does a lot of question-able things, you may move on to the township. This is alevel of government being attacked from many sides,and it is responding in many ways. Townships onceobscure are now growing in functions, and it may beat that level that you will find the resource your publicis seeking. The township may have the free dentalservice, the mental health counseling, the pu'health and welfare facilities most municipalitie .

not have and which are so hard to locate at the countylevel. Further, in dealing with the township, you en-counter a unit defensive and therefore receptive toideas.

Of course the county is not really as remote as Ihave indicated, but it has generally been largely invis-ible to the public. You will need to know what thecounty does and find where before you can help yourusers relate to the county level. In Cook County, thereis a trend to decentralization with area offices, but it istoo early to tell if this will result in closer local rela-tions with agencies like libraries which try to putpeople in touch with services.

Briefly, you should count on the county for in-formation on welfare, sheriff's services, vital statis-tics, election supervision, marriage licenses, hospitalservices, forest preserves, highway services, thecourts, the state's attorney, environmental controls,assessor, collector and a host of other serviceswhich often overlap or duplicate so that finding theright source is a reverence librarian's nightmare.

No one has ever called government efficient!Let's say that you have gathered information

which places in its appropriate niche each serviceavailable through government. Your job then is tofigure out how to get to the service, and this is whereunderstanding comes in. Don't try to make charts;they will only confuse. Do latch on to that knowledge-able person who seems to know the answers whenyou call.

If we have drifted away from discussing structureit is because I do not want you to rely on what thebooks say. I want you to venture into the streets andalleys of municipal government to see how it worksand to meet the people who work it. You can faithfullydescribe your city's government as a policy-makingboard setting tasks and directions for a hired staff,which fields the requests and complaints of the pub-lic. Than you must recognize that the complaintsoften go to the top of the elective pile because that iswhere the clout is. And recognize that emotion is asoften the base for decision-making as facts. And that

254

consistency is a rare commodity in any form of gov-errqrant

As you embark upon becoming custodians oflocal history through the collection of documents,and accurate bearers of current information, you willneed to become involved at some level in order toserve your users well. You will need to be an Interpre-ter of the written words, able to explain and providebackground, if the, minutes and records you acquire^re to be useful.

ortify yourself with all the rational descriptiG, 1of government available to you and then take themwith a grain of salt. For nowhere does local govern-ment work as it is supposed to, and nowhere wouldyou want a local government that pursues the bookand makes no adaptations. The structures are indeedskeletal, and thus designed to be hidden in thefleshing-out that is applied by the people in the pro-cess of learning the art of self-government.

Contemporary librarians should be a part of theknowledge level in the community, alert to subtle aswell as substantive changes, and avoiding the fixedresponse that, "You'll 1. ,d it in that book."

But I will not leave you without guidelines to tstructure of local government in Illinois:

(1) Local government has a constitutional basethat insulates it from complete dominationby the state and protects the people fromdomination by the local government.

(2) It is more important to know the safeguardsthe right to ask questions and be shown

records than to pin down each and everyaction to its legal foundation.

(3) Someone has to know a great deal aboutlocal government and it should be thelibrarians, who outlast even the elected offi-cials.

(4) Structure is often hidden in action and theaction may be far removed from the struc-ture. You'll never know what happened un-less you have observed over a period of time.

(b) Local government was not designed for effi-ciency and may not work very hard towardthat goal. It was designed for involvement,and there are many cracks to invade tosatisfy you and the community that effi-ciency unachieved is a reasonable price topay for progress.

(6) Local government has many duplicationsand unnecessary units End costly opera-tions, all of which should be carefullystudied before elimination. People don't al-ways enjoy perfection.

- . ...f....; 1

(7) Local government, with all its dellciencies,still offers the best hope of responsive gov-ernment.

I have not given you a conventional run-down onthe nuts and bolts of local government in Illinois.There are books and films and pamphlets and paperson this subject. I have tried to say that it is a goodthing that the books and films and pamphlets andpapers are often wrong not in their scholarship butin their failure to observe. I want you to be the observ-ers and trackers of local government and its adapta-tions to problems. I want you to color the scholarshipwith experiences. I want you to know your own com-munity and share your knowledge. I want you to care

about local government because it is still a tender,growing thing in many communities and thus has thepotential to set us right in our thinking about ourinstitutions.

The point of acquiring and sharing this know-ledge and preserving it as well is not to supply theresearchers of the future but to lend perspective tothe users of this day.

You are government and so am I. We are bitsand pieces of the method we have developed to makeself-government possible. We all need to work harderat our share of the solution to the problems self-government brings so that we can enjoy more and notless of the potential in our system.

Prior to the delivery of her paper and during a question and answer session Mrs. Ihrig made the followingpoints:1. All Illinois libraries should get the following publications:

Illinois Secretary of State. Handbook of Illinois Government. Free.Kenney, David. Basic Illinois Government; A Systematic Explanation Revised ed. Carbondale: South-ern Illinois University Press, 1974. $8.95.Assembly on Home Rule in Illinois. Home Rule in Illinois: Final Report . . . Urbana: Institute ofGovernment and Public Affairs, University of Illinois, 1973.Home Rule Newsletter (Institute of Government and Public Affairs; University of Illinois). 1972-.Irregular. Free.

2. The University of Illinois Institute of Government and Public Affairs is publishing a series of booksentitled Studies in Illinois Constitution making. These can be very helpful to someone wanting tounderstand the outcome of the convention. Titles in this series are available from the University ofIllinois Press.Titles published so far are:Burman, Ian D. Lobbying at the Illinois Constitutional Convention. 973. $3.45.Cohn, Rubin Goodman. To Judge with Justice: History and Politics or Illinois Judicial Reform. 1973.$3.45.Corneluis, Janet. Constitution Making in Illinois, 1818-1970. Rev. Ed., 1972. $3.45.Fishbane, Joyce D. Politics of the Purse: Revenue and Finance in the Sixth Illinois ConstitutionalConvention. 1974. $3.45.Gertz, Elmer. For the First House of Tomorrow: The New Illinois Bill of Rights. 1972. $3.45.Gratch, Alzm S. Ballots for Change: New Suffrage and Amending Articles for Illinois. 1974, c. 1973.$3.45.

3. Library staffs are limited and there are usually a large number of governmental bodies in each localarea. Your priorities have to depend on your purposes for collecting publications. Whatever you arecollecting them for, I hope it is for current use more than anything else. If I had to assign a priority Iwould say municipal government first because of its impact and influence on the community. Schoolswould come second and from then nn you pick and choose. However, if you are setting up acoordinated approach to this I would hope that you and your staff members could make an occasionalvisit to each board, commission, and other governmental body if for no other reason then to pick upthe scrap paper that you see and put it in your files.

4. There is no comprehensive list of local documents similar to the Monthly Catalog which is publishedby the United States Superintendent of Documents. The collection of local documents is best done inperson. You really have to go over and get to know department heads and the people who areinvolved.

5. If you do a good job of collecting contemporary documents for current use you will inevitably have agood historical collection. hi terms of priority the immediate needs of your users may be moreimportant but both historical and current collections are important functions of the library.

255

local documents in Illinois libraries: results ofquestionnairemrs. yuri nakatadocuments librarianuniversity of illinois at chicago circlechicago

Among the supporting studies on informationneeds of users conducted for the National Commis-sion on Libraries was one concerned particularly withinformation and society. Dr. Edwin Parker of theStanford University Institute for CommunicationsResearch was asked "to examine the trends ineconomics, social behavior and technology and toextrapolate from those trends the types of informa-tion service that will be needed in the next decade."'

One of the five conclusions reached by Dr. Parkerwas stated as follows:

"Consideration should be given to improving ac-cess for each citizen to public information aboutgovernment services and government deci-sion-making at all levels. Minutes and support-ing documents of all local government boardsand committees could be made accessiblethrough local libraries."2 And he went on to saythat federal government information could bemade available to local libraries via computertime-sharing and information retrieval tech-niques.

The reality of the latter may be a few years awaybut certainly minutes and supporting documents oflocal government boards and committees could bemade available through local libraries.

My report deals with what Illinois libraries aredoing about local documents.

It is always with a certain sense of reluctance thata committee decides to send out yet another ques-tionnaire to libraries. So I convey the gratitude of theplanning committee to those of you who respondedso willingly. A questionnaire is one way we canevaluate literary services.

We defined local documents to include onlythose materials issued by local governmental agen-cies and their subunits. Perhaps this was too narrow a

'US National Commission on Libraries and Information Science Annual Reports tothe President and the Congress, 1972.1973 1974 p 24

z/bid

256

definition because many of the respondents indi-cated collections of local history, certainly an impor-tant area of activity for local libraries. Miss Gregorywill speak on this subject later in the program.

Out of a total of some 800 questionnaires mailed,we received about 300 replies. On the question, "Doyou collect local documents?" the public libiarieswere divided squally between "yes" and "no." Twiceas many academic libraries, however, said "no" than"yes." Of the libraries responding affirmatively, 74have collections numbering less than 100; 33, be-tween 100 and 500 items; 45 have collections num-bering 500 - 1,000; and 4 have collections of morethan 1,000 items. As the tabulation shows, the answerto the question "Year your collection was initiated"?ranges from the late 1800s to the present. I wouldventure to guess that many of the collections werebegun with the establishment of the library.

Municipal codes, building codes, zoning ordi-nances, and comprehensive planning documents aretypes of material collected by the most number oflibraries. On organization of the collection, thenumber of those who incorporated documents withthe total collection was equal to the number whoseparated them, with a small percentage of librariesusing both incorporated and separate methods oforganization. Most separate collections were or-ganized in vertical files or pamphlet files with noaccess through the main card catalog.

The replies to the question of interlibrary loanwere as follows:

59 public libraries replied "no" to the question"Do you permit local documents to circulate oninterlibrary loan"?

35 responded "yes" and one "Yes, with somerestrictions."

Of the academic libraries, 5 responded "no" and14 said "yes, or Yes, with some restrictions."

My analysis of this response is that since most of

the local documents fall into the area of reference-type materials, there is somo reluctance to offer thesematerials on interlibrary loan. Academic libraries aremore likely than public libraries to have duplicatecopies of materials which can be circulated. Almostwithout exception, however, the libraries were willingto photoduplicate materials.

Of the libraries who replied that they do not col-lect local documents, 60 percent said they lackedstaff to maintain a collection of local documents and32 percent replied that patrons can be referred tonearby collections. Other reasons given for not col-lecting included:

Library is too smallNew library

Doubtful of patron usage; no demandLimited spaceCity hall uncooperative (Where have we

heard that be-fore?)

Do not know how to collect

Through your responses to the questionnaireswe have pinpointed those libraries which have collec-tions of local documents and have learned somethingof the scope and organization of these materials.More importantly, we found that many of you areconcerned about local documents as a resource. Thedata you supplied will be important in any follow-upconducted at a later date for purposes of comparison.

local documents in Illinois librariesThis report represents a tabulation of replies to selected questions on the questionnaires sent to a number oflibraries in Illinois in October. The purpose of the questionnaire was to determine which libraries were activelycollecting local documents.

Questionnaire on Local Documents*

Library AddressCircle: 1. Public 2. Academic 3. School 4. Special 5. Other6. If you belong to a library system, identify.7. Do you acquire, maintain, and service a collection of local documents?

Yes _ No _ (If answer is No, skip to question 17)8. Do you collect.

a local area documents only; name of local areab other, please list by name of area

9. Indicate year your collection was initiated10. Total number of documents in collection (indicate items, titles or volumes, or other statistical unit):

a. Less than 100 _b. 100-150 _c. 500-1,000 _d. If more, approximate number

11. Types of materials collected, please check:a _Municipal code (if you collect those of areas other than your own local area, please listarea)

b __Building codec __Zoning ordinanced __Annual reports of agenciese __Administrative rules and regulationsf. _Financial reports (budget and comptroller information)g _Capital improvement plansh. __Proceedings of the city councili __Comprehensive plans and documents from planning agenciesj _News releasesk. List other major types of local documents in your collection:

'For purposes of this questionnaire the term local documents refers to those materials liquod by local governmental agencies and their subunits Local governments include

municipalities. counties. townships. ,Ilages. special districts. etc

257

12. How are these materials organized?a Incorporated into total collection b. _ Maintained separately

13. If maintained separately, do you provide access through a catalog? Please explain.

14. Do you provide reference service on local documents? Yes _ NoIf yes, a. __ Only to registered borrowers

b _ No restrictions15. Do you permit local documents to circulate on interlibrary loan?

Yes _ NoIf yes, a _ Without any restrictions

b With some restrictions (explain)

16. Do you provide photoduplication service? Yes _ No17. Do you maintain a newspaper clipping file of events related to local government?18. If you do not collect local documents, is it because:.

a. __You do not have enough staff to maintain a collectionb You an refer patrons to nearby collections. Indicate sources.

c __Other reasons, please explain.

19. The committee will welcome questions on local documents which you would like discussed at theworkshop to be held at the Sheraton-Chicago, December 13. Please list on reverse side or attach sheet.

PLEASE RETURN THIS QUESTIONNAIRE BY October 15 TO:

Mrs. Yuri NakataDocuments SectionUniversity of Illinois LibraryChicago Circle Box 8198Chicago, Illinois 60680

258

Place'Library

Library2system

No. of3docs. Since

Types of4documents

Interlibrary loanYes w. restric. No

Addison (09)Addison P.L. DLS a 1968 b, c, f, h, i x

Alsip (08)Alsip-MerrionettePark P.L. Dist. SLS a 1974 a,h x

Alton (10)Hayner P.L. L&C a a,b,c,f,i x x

Arlington Hts. (11)Memorial L. NSLS b 1969 a,b,c,d,f,

g,h x

Augusta (02)Tri-Co.P.L. GRLS b 1970 x x

Barrington (07)Barrington P.L. NSLS a 1972 a,b,c,i x

Batavia (07)Batavia P.L. DLS a a x

Bellwood (09)Bellwood P.L. SLS b 1932 a,b,c,d,f,

i,j x

Bensenville (08)Bensenville P.L. DLS a 1967 a,b,c,f,h,

i

Bloomington (10)III. Wesleyan U. CBLS b d,f,g,h,i x xWithers P.L. CBLS c late a,b,c,d,f,F1 x

1800s

Breese (06)Breese P.L. KLS a 1973 a x

Brookfield (09)Brookfield P.L. SLS c 1970 a,b,c,f x

Burbank (10)So. Stickney P.L.Dist.

SLS a 1974 a,b,c,f,h,i,j x

'Place size (1970 census) (00) under 200, (01)200.499. (02)500-999. (03)1.000-1.499. (04)1.500-1.99945)2.000-2,499. (06)2.500-4.999. (07)5.000-9.999. (08)10.000-19.999. (09)20.000-24.999. (10) 25.000-49.999. 111) 50,000-99,999, (12) 100,000-249.999. (13) 250.000-499,999. (14) 500.000-999,999, (15) 1.000.000 or more

iLibrary systems BO. Bur Oak. C. Chicago, CB, Corn Belt. 1313uPage, OR. Great River. IV, Illinois Valley, K.Kaskaskia L4C. Lewis and Clark. LT. Lincoln Trail, NI. NorthamIllinois, NS. North Suburban. RB. River Bend. RP. Roiling Prairie, Sh. Shawnee. SR. Starved Rock. S. Suburban. WI. Western Illinois

No of documents a less than 100. b 100-500. c 500-1.000*Types of documents a municipal code b building code. c zoning ordinance. d knnual reports of agencies e administrative RAIL I (inane'sl reports. g capital

improvement plans. h proceedings of the city council. i comprehensive plans. 1 news releases

259

Place Library No. of Types of Interlibrary loanLibrary system docs. Since documents Yes w. restric. No

Calumet City (10)Calumet City P.L. SLS b 1958 f,h

Carbondale (09)Carbondale P.L. ShLS b ca.1960 a,b,c,d,f,

g,i

Southern III. U. b a,b,c,d,e,f,g,i x x

Carterville (06)John A. LoganCollege c 1968 d,i,j x

Cary (06)Cary P.L. NILS a a,b,c,i x x

Chicago (15)Chicago MunicipalReference Library 10,500 1900 a,b,c,d,e,

f,g,h,i,j x x

Chicago P.L. CLS 5000 a,b,c,d,e,f,g,h,i,j x x

Kennedy-KingCollege CLS b a,d x x

Kirkland & EllisLibrary CLS b 1960 a,b,c,e,h,i x

Loyola U. CLS b 1968 a,b,c,d,f,g,h,i x x

Mayfair College CLS a 1959 a,d,f,j x

Mayor's Office forSenior Citizens a d,f,h,i x

North Park College CLS a 1958 d,f,g,i

Northeastern III.U. CLS b 1969 a,d,g x

Roosevelt U. CLS c d,f,g,j x

University ofIll. Chicago over a,b,c,d,e,f,Circle 5,000* 1969 g,h,i x x

*includes sizeable local planning documents HUD701

260

x

x

PlaceLibrary

Librarysystem

No. ofdocs. Since

Types ofdocuments

Interlibrary loanYes w. restric. No

Health Sciences

Chicago Heights (10)Prairie State

d,e,f,i x

College SLS b 1965 x

Chillicothe (07)ChillicotheTwp.P.L. IVLS a 1923 j x

Clinton (07)VespasianWarner P.L. RPLS a d,f,j x

Collinsville (08)Memorial P.L. a 1963 a,f,i x

Columbia (06)Columbia P.L. KLS a a,b,c,j x

Cordova (02)Cordova Twp.P.L. RBLS a b,c,e,g,i x x

Country Club Hills (07)Public Library SLS a 1969 a,b,c,d,e,

f,g,h,ix

Crave Coeur (07)Public Library IVLS b 1950 a,b,c,g,

h,j x

Cuba (04)Putman Twp.P.L. WILS x

Danville (10)Danville P.L. LTLS a 1960 a,b,d,f,g,

h,i,j x

Decatur (11)Decatur P.L. RPLS a a,b,d,f,g,

i x

De Kalb (10)De Kalb P.L. NI LS a,b,c,d,f,i x

Deerfield (08)Deerfield P.L. NSLS a 1969 b,c,i x

Des Plaines (11)Des Plaines P.L. NSLS a 1950 a,b,c,d,e,f,

g,h,i x

261

PlaceLibrary

Librarysystem

No. ofdocs. Since

Types ofdocuments

Interlibrary loanYes w. restric. No

Downers Grove (10)Public Library SLS a,b,c,d,e,

f,g,h,i,j x x

Dundee (06)Dundee Twp. L. NSLS a 1969 a,b,i x x

East Peoria (08)Fondulac Dist. L. IVLS b 1955 a,b,c,d,

f,g,h,i,j x x

East St. Louis (11)East St. Louis P.L. KLS c 1889 a,b,c,d,f,

g,i x

Edwardsville (08)Southern III. U. 1500 b,c,g,i,j x x

Effingham (07)Helen Matthes P.L. RPLS a c,d,f,h,i x

Ei Paso (05)El Paso P.L. CBLS a 1868 a,b,c,d,j x

Elgin (11)Gait Borden P.L. NSLS c 1800s a,b,c,f,h,; x x

Elk Grove Village (09)Elk Grove VillageP.L. NSLS a a,b,c,e,f x

Elmhurst (11)Elmhurst P.L. SLS c 1924 a,b,c,d,g,

h,i x

Evanston (11)Evanston P.L.Northwestern U.

NSLS c2500

1873 a,c,d,f,h,ia,b,c,d,e,f,g,h,i,j

x

x

x

x

Flossmoor (07)Flossmoor P.L. SLS a current a,b,c x x

Forest Park (08)Public Library SLS a 1940 a,b,c,f x

Fox River Grove (05)Grove P.L. NILS a a,b,c,h,i x

Frankfort (05)Frankfort P.L. SLS a i x

262

PlaceLibrary

Librarysystem

No. ofdocs. Since

Types ofdocuments

Interlibrary loanYes w. restric. No

Franklin Park (09)Franklin Park P.L. DLS b 1970 a,d,f,h,i x x

Fulton (06)Schmaling Mem.P.L. RPLS a a,i

Galena (06)Galena P.L. NILS b b,c,e,f,h,

i x x

Galesburg (10)Galesburg P.L. WILS b 1958 a,b,c x x

Galva (06)Galva P.L. IVLS a l x

Geneseo (07)Geneseo Twp. P.L. WILS a 1971 a,b,c,e x

Geneva (07)Geneva Twp. P.L. DLS a a,b,d,i x

Gibson City (06)Wm. Moyer L. LTLS a a,c x

Girard (04)Girard Twp. L. L&C a 1952 c,d,h x

Glencoe (08)Glencoe P.L. NSLS a 1929 a,c,d,e,f,

i x

Glendale Hts. (08)Public Library DLS a 1966 b,c,j x

Glen Ellyn (09)Glen Ellyn P.L. DLS a 1930 a,b,c,d,g,

h,i x

Glenview (09)Glenview P.L. NSLS c 1962 a,b,c,d,f,

h, i x

Harvey (10)Harvey P.L. SLS b 1969 a,b,c,e,i,j x

Heyworth (03)Randolph Twp.L. CBLS a b,c,d,f,j x

263

Place Library No. of Types of Interlibrary loanLibrary system docs. Since documents Yes w. restric. No

Homewood (08)Homewood P.L. SLS a 1967 a,c,f,g

Kankakee (10)Kankakee P.L. BOLS a current a,b,c,i

Kewanee (08)Kewanee P.L. IVLS b 1970 a,b,c,d,e,f,

g,i x x

La Grange (08)La Grange P.L. SLS a 1969 a, b,c,d ,f,g,

h,i

Lake Bluff (06)Public Library -ISLS a a, b,c,f,i

Lake Forest (08)Lake Forest College NSLS b 1973 a,c,d,f,iPublic Library b a,b,c,d,f,

g,h,i,j

Lexington (04)Public Library CBLS a a,b,c,e,h

x xno

policy

Libertyville (08)Cook MemorialP.L. Dist. NSLS a 1924 a,b,c,e,f

h,i x x

Lisle (07)III. BenedictineCollege SLS a 1973 d,f,i,j x x

Lombard (10)Public Library DLS b a,b,c,d,f,

g,h,i x x

McHenry (07)McHenry P.L. NILS a 1965 a,b,c,e,j x

Malta (02)Kishwaukee College b 1968 e,fMalta Twp. L. NILS a i

Manhattan (04)Manhattan Twp. L. b

264

a,b,c,d,e,f,h,j

xno

requestsrec.

x

PlaceLibrary

Librarysystem

No. ofdocs. Since

Types ofdocuments

Interlibrary loanYes w. restric. No

Metamora (05)III. Prairie Dist.P.L. IVLS c 1859 a,b,c,d,e,f,

g,h,i xMorton Grove (10)

Oakton Com. Co Op NSLS a 1971 b x

Mount Carroll (05)Mt. Carroll P.L. NILS a 1974 a x

Mount Prospect (10)Public Library NSLS b 1953 a,b,d,f,g,

i x x

Naperville (09)Nichols P.L. OLS b 1960s a,b,c,d,f,

h,i x x

Nashville (06)Nashville P.L. KLS b 1970 a,b,c,d,e,

f,g,i,j x

Neponset (02)Neponset P.L. IVLS b 1938 c,h,j x x

Niles (10)Niles P.L. NSLS a 1962 c,b,c x

Normal (10)Illinois State U. CBLS b late a,b,c,f,g,

1800 h,i x x

Northbrook (10)Northbrook P.L. NSLS a a,b,c,f,i

Oak Lawn (11)Oak Lawn P.L. SLS a 1960 a,f,h,i x

Oak Park (11)Oak Park P.L. SLS c 1930s a,b,c,f,h,

i,j x

Orion (04)Western Twp. P.L. RBLS a 1972 a,b,c,i x

Palatine (10)Palatine P.L. Dist. NSLS a 1972 a,c,h,j x

Park Ridge (10)Public Library NSLS a a,b,c,d,f x

265

PlaceLibrary

Librarysystem

No. ofdocs. Since

Types ofdocuments

Interlibrary loanYes w. restric. No

Peoria (12)Public Library IVLS c a,b,c,d,e,

f,g,h,i,j x

Pittsfield (06)Public Library GRLS 1200 1974 a,j x x

Plainfield (06)Plainfield P.L. BOLS b a (collec.

sporadic)

Pontiac (07)Pontiac P.L. CBLS a a, b,c,e, i x x

Princeton (07)Matson P.L. SRLS a 1955 a,c,e,f,i x

Quincy (10)Quincy P.L. GRLS b a,b,c,d,h,j x

River Forest (08)Rosary College SLS c 1973 a,d,f,h,i x x

River Grove (08)Public Library SLS a a,j x

Rock Island (11)Augustana College c 1910 d,e,f,g,iPublic Library RBLS a a,b,c,h,i x

Rockford (12)Public Library NILS b a,b,c,g,h,

i x x

Rolling Meadows (08)Public Library NSLS a 1968 a,b,c,f x

Romeoville (08)Fountaindale P.L. BOLS a 1971 e,i,j x

St. Charles (08)St. Charles P.L. DLS a a,b,c,i x x

Sandwich (07)Sandwich Twp. SRLS b a,b,c,f,

g,h,i x

Schaumburg (08)Schaumburg Twp. NSLS b 1972 a,b,c,d,i,

j x x

266

Place Library No. of Types of Interlibrary loanLibrary system 'macs. Since documents Yes w. restric. No

Schiller Park (08)Public Library SLS b 1964 a,b,c,d,f

Seneca (04)Public Library SRLS a 1960 b,c,g,i

Skokie (11)Public Library NSLS 5000 a,b,c,d,e,

f,h,i

South Beloit (06)South Beloit P.L. NILS a 1972 a,i

Springfield (11)Concordia Seminary RPLS 5000 1967 d,e,f,g,j xIllinois State L. b a,d,f,g,h, x

i x

(Peoria, Rockford, and Cook County on loicrofiche)

Lincoln Library RPLS a,c,d,f,g,

Stickney (07)Stickney-ForestView L. Dist. SLS b 1960 a,b,c,d,e,

f,i,j

Streamwood (08)Poplar Creek P.L. DLS 100 1970 a,b,c

x

Sugar Grove (03)Sugar Grove P.L. DLS b 1962 a,b,c,d,e,f,

g,h,i,j x x

Summit (08)Summit-Argo P.L. SLS a a,i

Tuscola (06)Tuscola P.L. LTLS a b,c

Urbana (10)Urbana Free L. LTLS b a,b,c,f,g,

h,i

Villa Park (10)Villa Park P.L. DLS a 1970 c

Walnut (03)Walnut Twp. Mem. SRLS b 1960 a,b,c,d,e,f,

i,j x x

267

Place Library No. of Types of Interlibrary loanLibrary system docs. Since documents Yes w. restric. No

Watseka (07)Watseka P.L. LTLS a,b,c x

Western Springs (08)Thomas Ford Mem. SLS a 1973 a,b,c,h x

Wheaton (10)Wheaton P.L. DLS b a,b,c,d,f,g,

i,j x x

Wilmette (10)Wilmette P.L. NSLS b 1800s a,b,c,f,h,i x x

Winnetka (08)Winnetka LibraryDist. NSLS b Pre- a,b,c,d,f,h,

1945 i,j x

Wood Dale (07)Wood Dale Dst. L. DLS b 1962 a,b,c,f,h,i,

j,k Norequests

rec.

Woodstock (08)Woodstock P.L. NILS a,b,c,f x

Worth (08)Worth P.L. Dist. SLS a 1974 No

requestsrec.

268

11'9, .

the state of the art: bibliographic control andorganization of local documents

One of the consistently. cited problems in theliterature written about documents in the UnitedStates and Canada is the lack of bibliographic controlof them. A great number of articles urge establish-ment of a nationwide publication that would listdocuments produced on the local level. Attemptingcontrol of local documents is complicated by thegreat number of governments involved. Chicagoalone has seven taxing bodies that are independentof each other. They all produce documents. This istrue of every municipality in Illinois. Each may have aseparate elementary and high school district, a sani-tary district, a park district not to mention their villageor city government and their county government.

In order to provide some bibliographic controlfor Chicago documents, the Chicago Municipal Ref-erence Library began to issue quarterly a Checklist ofPublications Issued by the City of Chicago in 1936. Bylaw each department within the city of Chicago isrequired to place four copies of everything they pub-lish in the library. Often this law is overlooked and itbecomes necessary for the library to request docu-ments. Within the other governments in CookCounty, there is no law requiring deposit of publica-tions in any library. All the Municipal Reference Li-brary can do is request material as we become awareof it. The Checklist is simply a list of all those publica-tions received in the library, published by the city ofChicago. A listing of those documents produced byother governments in Cook County appears at theend. Those regularly represented include depart-ments within the Cook County government, theChicago Board of Education, the Chicago HousingAuthority, the Chicago City Colleges, the ChicagoPark District, the Metropolitan Sanitary District ofGreater Chicago, the Chicago Transit Authori.g, andthe Chicago Area Transportation Study. TheChecklist, by listing these publications, can serve asan acquisition tool and also provides some biblio-graphic control of local documents in tt e Chicagoarea. Other libraries in major cities publish similarlistings that serve the same purpose.

mrs. mar)/ lane hilburgerreference librarian

chicago municipal reference library

There was no publication that gathered togetherall such listings throughout the United States andCanada until 1972. Greenwood Press then began topublish the Index to Current Urban Documents.' It isof such reference value for librarians interested inlocal documents that a detailed analysis is necessary.It "represents an effort to identify and provide biblio-graphic control of the official publications of thelargest cities and counties in the United States andCanada. To help complete the picture with respect tothe activities of other local governments operatingwithin these cities and counties, an effort Le alsomade to include the official publications of speciaidistricts, local authorities, regional councils andother regional agencies as well as quasi-public andcitizens' groups." In Illinois it covers the area gov-ern:-.,ants in Chicago, Cook County, Peoria, andRockford. It excludes state and federal publicationsin all issues but the first. It is published quarterly witha final cumulative issue in bound form appearing inMay. Subscriptions are $125 annually.

It consists of a geographic index and a subjectindex. The geographic index is arranged in alphabet-ical order by city or county and lists first city depart-ments and agencies; county departments publishingmaterial pertaining to the city; regional organiza-tions, special districts or authorities; and quasi-public organizations.

The subject index deserves criticism. The editorssay that up to nine terms can be used for one docu-ment. Although it has considerably improved sincethe first issue, there are still major problems with themost recent (October 1974). Some subject headingseffectively bury items. There is an entry for OfficialCity Maps, Socially Handicapped Children, andStreet Littering. In each case respectively no refer-ence from Maps or City Maps; Handicapped Chil-dren or Juveniles; or Litter exist. These are poorlydesigned subject headings under which the userwould never logically look.

Furthermore the use of see or see also references'Index to Current Urban Documents. Vol 3 4' p v (October 1974)

269

is not consistent. The entry Blighted Areas has a seealso reference to Slums and to Urban Renewal, hOw-ever no entry from Slums or from Urban Renewal toBlighted Areas. There is no see reference from Stadiato Arenas, Stadia. The user who might not think tolook under Arenas, Stadia, would overlook informa-tion. There are headings for Disaster Preparedness.Civil Defens: Warning Signals, and Earthquakes, allof which seem related, yet no cross references con-nect them. Earthquakes would seem an example ofthe ultimate need for Disaster Preparedness, CivilDefense, and Warning Signals.

The Subject Index is really a "combined subjectand author category index which in effect obviatesthe need for separate indexes or aiphabets."2 Thereare headings for Consultants, and for Personal Au-thors and within those a listing by name of city andthen by person or organization. In reality not everypersonal author or consultant is listed. AldermanDick S. Simpson submitted Amendmerts to CityCouncil Rules . . . to the Chicago City Council, yet hedoes not appear under Personal Authors in the Oc-tober 1974 index. The need for such headings is notclear and easily could be excluded completely.

In conjunction with the Index, Greenwood Pressis also producing the Urban Documents MicroficheCollection. It makes available for purchase some ofthe documents in microfiche cited in the index. Thosethat are available receive an order number in theGeographic Index. This part of Greenwood's pro-gram is invaluable and provides a real service to li-braries. The index itself could be improved by furtherrefining the subject headings and using referencesand cross references logically. However for the firsttime there is a bibliography of local documents thatconsiderably eases the problem of collecting mate-rial on this level.

Once material has been collected, the problem ofhow to arrange it becomes crucial. Within the litera-ture nere are a number of articles about a specificlibrary's collection. Very few of them discuss theirmethod of treatment of their documents. The prob-lem of organization of local documents can be dealtwith in a number of ways. The same alternatives thatlibraries face with federal and state documents alsoapply to local documents. They can be cataloged andclassified in the general collection or they can beseparated out into a documents collection. This deci-sion must be based on an analysis of the type of usethey will receive and the kinds of control that thelibrary would like to maintain.

A separate documents collection arranged by the

'ibid p vi

270

governmental body allows control of the documentbut can sacrifice subject access to it. It couldminimize the cost of maintaining the collection byreducing processing and cataloging costs. Some sortof bibliography is necessary to locate the publica-tions. However the user must know that he is lookingfor a document in order to find anything.

Integration of documents into the general collec-tion by subject category gives greater access to thepublic however, loses control by issuing body. It isonly possible to locate all documents by a particularagency through the catalog. Users of local docu-ments tend to categorize their demands by broadcategory. They may wish to examine material on sani-tation, regardless of issuing body, which necessitateslooking at material published by the local sewer de-partment or, construction and maintenance of sew-ers, the sanitary district or the processing of sewage,and the garbage collection department or solidwaste. Often not one agency has total responsibilityfor a particular function.

An example of one library's organization of itscollection seems in order. The Chicago MunicipalReference Library catalogs all its documents. How-ever we have separated out all Chicago, CookCounty, and State of Illinois publications and placedthem together by their jurisdiction. Thus all Chicagopublications are together on the shelves. All CookCounty documents are together. All Illinois docu-ments are together. Within these broad jurisdictions,there are further departmental break downs. All pub-lications by the Chicago Department of Developmentand Planning are arranged by date published. Thusit is possible to find all monographs published ina particularyear together on the shelf. Serial holdingsare arranged at the end of this classification.

However this organization makes it impossible togo to the shelf and find all material in the library on aspecific subject. In a library with open stacks thismight prove to be a deterrent. If the user goes to theshelf in a subject area, he will automatically excludeall publications by the above governmental bodies.In order to provide the subject access that this or-ganization precludes, access through a subjectcatalog is necessary, Entries under personal andcorporate author, title and in a separate dividedcatalog, subject entries, exist. If the patron uses thecatalog, he will find everything on a given subjectregardless of its position on the shelf.

The Municipal Reference Library does receivelocal documents from other governmental bodies inIllinois and the United States. These documents aresimply included in the general subject classification.

Thus it is possible to find gathered together zoningordinances for Du Page County, New York City, andOak Park, Illinois. In another area of the collection,budgets from various cities are shelved together. Inthis case the only way it is possible to find all publica-tions of a particular government is through the authorentries in the public catalog.

To summarize the Chicago Municipal ReferenceLibrary organizes its document collection both by

subject classification and shelf arrangement with ac-cess to either available through the public catalog.Access to local documents would be extremely lim-ited without their inclusion in the public catalog. Inconclusion any treatment of local documents musttake the problem of access into consideration. Inclu-sion in the public catalog does increase catalogingand processing costs, but without such treatment,use of the local documents is curtailed.

freedom of information at the local level

The year 1974 was a bad one for American poli-tics. We read stories daily of political corruption, re-lating in sordid detail how another politician sold outhis public trust.

The litany seems endless:The President resigns to avoid impeachment

for obstructing justice.The Vice-President is convicted on a felony tax

charge stemming from his acceptance of bribes fromMaryland contractors.

A former Attorney General, Richard Kliendiestpleads guilty to lying to a Senate Cc, mmittee. Hispredecessor has been found guilty of obstructingjustice.

Top White House advisors Haldeman, Er-lichman, Magruder, Dean, Colson, Port, Krogh thelist seems endless are convicted.

In Illinois, Otto Kerner, a Federal AppealsCourt Judge and former Governor, is convicted ontax charges.

State legislators are indicted and convicted.The Cook County Clerk, Edward Barrett,

meets the same fate.Top Daley strategist, Matt Danaher, dies while

awaiting trial on bribery charges; while the Mayor'sfloor leader, Tom Keane, has already been convictedalong with Paul Wigoda, number two man in the CityCouncil.

Suburban Republicans and Cook CountyBoard members are current targets of the FederalGrand Jury.

j. terrence brunnerexecutive director

better government associationchicago

Unfortunately, these are not newspaper allega-tions, but facts.

Out of this morass a few things are clear. Politicalcorruption is a bipartisan game. Neither is the corrup-tion unique to the top or the bottom of the gov-ernmental pyramid. Why does it happen?

A large part of the emerging answer is a lack ofaccountability. Many politicians act on the assump-tion that people just don't care. The founding fathersthought that accountability was built into our politicalsystem. After all, don't our elected representativesperiodically place themselves for judgement beforetheir constituents to answer for their conduct in of-ficE- Somehow, the system broke down . . . ger-rymandering, the high cost of campaigning, andother assorted deals, have led to almost life-longsinecures for many incumbents. As a result, manyelected officials no longer need to take seriously thethreat of defeat at the polls.

And we have a burgeoning bureaucracy thatnever has to stand for election.

We've also discovered that secrecy has becomethe prevailing modus operandi for gove:nment. Se-crecy is at the heart of the problem of accountability.

Secrecy involves not only the kind of calculatedhigh-level lying described by David Halberstam in TheBest and the Brightest, but the general lack of acces-sible, relevant information about government at alllevels. The latter has many aspects, but the obviousresult of lying and a general lack of information is thatthe ordinary citizen knows very little of the real inner

JO

271

workings of his government.The men who wrote the Constitution didn't plan it

this way. They realized that representative democ-racy was merely an expedient, since it was impracti-cai even at that time to have everyone appear person-ally in the legislative body. But they assumed that ourelected representatives would be our agents thatwe'd watch their conduct closely, and if They per-formed poorly, we'd get new representatives. As JohnAdams said,

Rulers ars no more than attorneys, agents, andtrustees, for the people, and if the cause, theinterest and trust, is insidiously betrayed, or wan-tonly trifled away, the people have a right to re-voke the authority that they themselves have de-puted, and to constitute abler and better agents,attorneys, and trustees.

The necessary ingredient in this equation is cur-rent, accurate information about how our agents areperforming.

A free flow of information to citizens about gov-ernment is essential to the formation of citizen opin-ion on their representative's performance. As Profes-sor Emerson notes,

freedom of expression is essential to provide forparticipation in decision making by all membersof society. This is particularly significant for polit-ical decisions. Once one accepts the premise ofthe Declaration of Independence that gov-ernments' derive their just powers from the con-sent of the governed it follows that the gov-erned must, in order to exercise their right toconsent, have full freedom of expression bothin forming individual judgements and in formingthe common judgement.

This freedom of expression applies not only tothe citizens ability to speak out about politics, butalso to hear what others are saying and doing. Speci-fically, the right to all the information he desiresabout politics and government. The right to knowwhat's going on, or more simply, the right to know.

As Justice Brennan, speaking in Garrison vLouisiana, 379 US 64 (1964) stated,

Speech concerning public aftairs is more thanself-expression; it is the essence of self-government. The first and fourteenth amend-ments embody our profound national commit-ment to the principle that debate on public issuesshould be uninhibited, robust, and wide open,and that it may well include vehement, caustic,and sometimes unpleasantly sharp attacks on

272

government and public officials.

The system sounds fine in theory. But in 1974 inChicago, there are a few problems. A number of fac-tors have combined to turn that free flow of informa-tion about public affairs into a trickle.

The first of these is sheer size. Contrary to reportsin national news magazines, Cnicago's city govern-ment does not consist solely of Mayor Daley. Thereare actually over 40,000 employees at a cost in excessof a billion dollars. Cook County's budget seemssmall at $265 million. The size of these institutionsmakes it almost impossible for any citizen or group to.really comprehend their full scope, much less meas-ure their performance.

Second, these giant governmental institutionsdeal with a wide-range of problems in a complex andsophisticated way. The net result is that ordinary citi-zens possesses neither the time nor the skills neededto analyze their government's performance. In fact,most know almost nothing about it. Take a moment toread the depressing statistics on national politicalname identification. Senator Mondale noted recentlythat his name identification was so bad in Californiathat many people thought he was a Los Angeles sub-

re.We not only know very little about our govern-

ment, but the little we know is usually the result ofcareful spoon-feeding by public relations expertsworking for the politicians we're supposed to bewatching. Not too strangely, they generally tell usonly the good news.

The politicians we elect to be our watch dogsoften know little more than we. Witness our city'sfinance committee approving our Fire Department'sshaky 80 million dollar budget in twenty minutes lateone Friday night. Our county board members regu-lary greet monetary requests by elected officials withblank slack-jawed stares.

Consequently, our only real sources of indepen-dent information about government are the mediaand citizens groups, such as the League of WomenVoters. The reason for this is obvious, money. Onlythe media or citizens banded together can pay skilledpeople the resources necessary to accurately analyzegovernment performance.

The Better Government Association is a combi-nation of these two institutions.

The BGA is an Illinois citizens' watchdog organi-zation. With a full-time staff of 12 persons, we haveoffices in both Chicago and Springfield. We are sup-ported by tax-deductible contributions from approx-imately 2,700 individuals and corporations across thestate. BGA investigators work with members of the

news media on an exclusive basis as we do investiga-tions of waste, corruption, and inefficiency at alllevels of government.

Our cooperation with the news media allows usto gain maximum impact for our findings. In the pasttwelve months we have worked on separate storieswith every major Chicago newspaper, all Chicago TVstations, several radio newsmen, suburban news-paper chains, the Illinois Associated Press, and ahalf-dozen downstate newspapers.

In addition to our work with the media, we turnover our findings to proper prosecutorial authoritieswhenever that is called for. In the past three years,that has happened often. A goodly number of publicofficials have been convicted on information whichstarted with a BGA investigation. An outstanding cur-rent example is Alderman Thomas Keane, MayorDaley's floor leader and the second most powerfulman in Chicago for many years before he was con-victed of mail fraud this fall.

During the past year we have added a legalcounsel to our staff. Our counsel, working with inves-tigators and law students, is preparing the legalgroundwork for several public interest lawsuits.These may include taxpayer remedies against offi-cials who have defrauded the public and access toinformation suits.

In addition to the law students previously men-tioned, the BGA has two college intern programs, onein Chicago and one in Springfield. The students whowork in them work for the BGA full time for anacademic quarter or semester under the supervisionof investigators. This has the dual benefit of expand-ing our manpower while at the same time exposingstudents to the true inner workings of local govern-ment.

Finally, the BGA maintains its own library of in-formation on governmental agencies, leaders, andproble...is and, from time-to-time we issue white pa-pers following an investigation. These are dissemi-nated to colleges and libraries which have expressedan interest in them.

Even with the type of resources we possess, find-ing out the truth about governmental performance isno easy task. We are constantly confronted with ac-tive deception by governmental officials, as wei' asmore sophisticated methods of concealing schemesto sell out the public trust for monetary gain.

Politicians, such as Tom Keane, have developedobfuscation and secrecy to a science.

In many ways, however, the days of open briberyand direct conflict of interest are ending. New andsubtle ways of using government power for personalenrichment have appeared. The "New Way" often

'0',4A',0

involves governmental favors granted or withheldfrom a closely regulated industry. In Illinois the selec-tive granting of race dates to certain tracks is anexcellent example. Another example of the newermethods is the discretionary granting of no-bid con-tracts for technical and professional services.

It doesn't always help to merely tighten up bid-ding regulations just because contractors and en-gineers have been caught bribing public officials.The "New Way" is to win a bid honestly and thenmake a big profit through cost overruns and changedstandards during performance of the contract. Suchcontract changes are administrative decisions, andthe records of them are often not available to thepublic.

The executive and administrative branches ofgovernment are not the only ones to profit from thissystem. Eight present or former Illinois legislatorswere indicted just last week for conspiring to passlegislation to allow heavier cement trucks to run overstate roads.

At this point it is germane to discuss just whatrecords are available from the state and from localgovernments in Illinois. The broadest answer is thatmany records are open for inspection, but a greatnumber of important ones are not. To list all recordsthat are and are not available would keep us all hereuntil the cows come home. Instead, I will concentrateon broad categories of records and discuss someexamples as I go along.

It is the BGA's position that the public doesn'thave an adequate right of access to information inour state. The 1970 Illinois Constitution contains onegeneral clause which relates to a citizen's right toknow. That clause provides open access only to fi-nancial records. I will quote the clause because it isso short and leaves out so much. The clause statesthat "reports and records of the obligation, receiptand use of public funds of the state, units of localgovernment and school districts are public recordsavailable for inspection by the public according tolaw." There are a few additional Constitutional provi-sions and several statutory sections dealing with ac-cess to specific records. The most important statutesin this area, however, are the State Records Act andthe Local Records Act. These two acts can be viewedas the legislative implementation of the Constitu-tional right of access to the financial records of stateand local governments.

The State Records Act defines the word "record"in very broad terms. It restates the Constitutionalright of access to financial records and provides aright to either copy those records or to obtain copies.It also directs the Secretary of State and other off i-

273

cials to preserve and store a wide variety of records. Iteven commands economical and efficient manage-ment and dispo3al of public records. The State Ar-chives Division was established under this act to pre-serve an ever expanding list of records. The LocalRecords Act is similar to the State Records Act, par-ticularly in its restatement of the Constitutional rightof access to financial records and in its creation of asystem for the preservation of records which mighthave historical value.

Despite these Constitutional and statutory provi-sions defining a right of access to the financial rec-ords of state and local governments, the BGA hasfound that obtaining access to even these records isfrequently a difficult task. Some governmental units,such as the City of Chicago, require requests forinformation to be so specific that one would almosthave to see the desired documents to be able torequest them the perfect Catch 22. Chic;:go offi-cials have also shown themselves to be experts atstonewalling; they make those characters inWashington look like amateurs. It has often takenfrom four to eight Neeks before we were allowed tosee written contracts involving Chicago agencies.Chicago is not unique in this respect, however..

The BGA has had problems with units of localgovernment at all levels. A year ago teams of BGAinvestigators looked at records and interviewedtownship officials in 56 of Illinois' 102 counties. Somecounty officials were also investigated. We were seek-ing records of financial expenditures to specificcompanies.

Local officials were often grudging in their re-lease of information. Most of them had never beenasked to show their records. Many kept records thatwere, frankly, incomplete and difficult to use. Someofficials didn't believe the photocopy of the state laweach investigator carried which stated the open rec-ords provisions. One pair of investigators wasthrown out of an official's house, which is where hekept his records. In Macoupin County, a townshipofficial told the BGA chief investigator that hecouldn't seethe public records because he wasn't thepublic, he was from Chicago.

Getting back to our home turf, the city of Chicagohas created a new legal privilege to shield consul-tant's reports from public view. Along with thepriest-penitent and lawyer-client privileges we nowhave the consultant-client privilege. How can thepublic even determine if the consulting work was everperformed i. taxpayers are forever barred from seeingany work product?

The City Building Department has added newbarriers to public viewing of documents in its posses-

274

sion over the past several years. At one time, in-terested citizens or BGA investigators could see theinspection reports on any building in the city simplyby making a verbal request. These microfilmed rec-ords are of great importance. How else are we toknow if one property owner is not receiving favoredtreatment? Today, only certain reporters and personswith an interest and this does not mean curiosityin the property can see records for a specific address.

Northwestern University's Law Review devotedan entire issue last year to the subject of freedom ofinformation in Illinois. The issue contained traditionallegal analyses of specific agency policies, such asthose of the Secretary of State and the Cook CountyStates Attorney, as well as a summary of the currentstate of Illinois access law. In addition to these com-prehensive studies, law review staff members workedwith graduate sociology students to construct amassive field experiment of access problems in ourstate.

Students began by specially creating and incor-porating five not-for-profit corporations. Thesegroups were given names which would suggest citi-zens groups of various political persuasions. One ofthe ideas being tested was how well responses forinformation from right-wing and left-wing groupswould be answered. The group names were interest-ing in themselves Patriotic Action Committee, Im-patient Society, Society to Oppose Permissiveness,Campaign Against Government Abuses, and oneneutral sounding, the Illinois Citizens Association.

Letters from each of the five groups requestinginformation were sent to 26 state and local agencies.Each letter asked for different information. Variable.;in the system included: the relative ease or difficultyto the agency of obtaining the information, and theimpact of the information sought on the agency im-age, whether positive. neutral, or negative. Forexample, some requests were easy to fill but mightcast an unfavorable light on the agency. Other re-quests were more arduous to complete but, whendone, would cast a favorable impression of theagency.

Requests were mailed on a random basis. Stu-dents representing the various organizations visitedthose agencies which had failed to respond after areasonable period of time.

Essentially, the results of this complex and ex-tensive experiment were frustrating. Many interest-ing bits of data were gathered. But, the most signifi-cant result was that a majority of the requests werenot answered to all. The whim of the person answer-ing requests seems to have made more differencethan any other factor. Of 111 requests, only 50 replies

j7i

came back. Twenty of those 50 replies were for in-nocuous materials such as annual reports requestedby the Illinois Citizens Association.

The staff concluded that local government agen-cies were just as likely to release unfavorable infor-mation that was easy to compile as to put some effortinto disseminating favorable information. Nor couldthe staff find any favoritism between left-wing andright-wing group requests, partially because so fewanswers were forthcoming even after personai visitsfrom the students.

One conclusion that we can draw from all this isthat access to information in Illinois is often arbitraryand capricious. In obtaining records, timeliness isessential. Delays are effective because redressthrough the judicial system saps energy and re-sources. A citizen might get a judicial order compel-ling release of certain documents, but that is hardlysufficient to assure compliance of a reasonable re-quest the next time.

Modern technology confronts us with anotherright-to-know problem. A great many types of infor-mation are now stored on computer tapes, on mi-crofiche, or in other data processing machines. Pub-lic officials skilled in artfully dodging requests forrecords point to this electronically stored and oftencoded material and claim that it simply falls outsidethe current access laws reach. They may even becorrect.

New access laws must and can defeat thoseclaims of secrecy. A current example is an ordinancedrafted by Chicago Alderman Leon Despres. Alreadyconsigned to a long and probably fatal examinationby a City Council Committee, Despres' ordinanceclearly includes all electronically stored informationin its definition of the term "public record."

This proposed ordinance would also restore tocitizens a right which has been arbitrarily denied bylocal public agencies over the years that is the rightto photocopy records. The right to copy records orpurchase copies is available in all state offices and, bylaw, should be available with local records. It gener-ally takes a victorious court challenge to preservethat right in Chicago, however. Even aldermen arerelegated to copying needed information by hand.

In 1973, the Independent Voters of Illinois had tosue then Board of Election Commissioners ChairmanStanley Kusper for the right to photograph votersregistration cards. This was in the wake of a votefraud and petition-forging scandal.

Several years ago a mild-mannered neighbor-hood newspaper reporter beat the city at its owngame. The reporter asked to hand-copy names of cityworkers on federally funded payrolls. He further

asked for one desk for himself and an associate towork at. The city granted the request and assignedone day for the task though there were over 10,000names to copy. Early on the appointed day the report-er arrived with five temporary secretaries and fiverented portable typewriters. Crowding themselvesaround the desk, the typists managed to copy over8,000 names before the officials threw them out inmidafternoon. More than 30 convictions under theFederal Hatch Act resulted from this effort.

From the foregoing examples, you can see agovernmental policy developing to stall, halt orscreen the release of information. You could call this"legitimizing secrecy." Thus we have highly paidpublic relations officers who feed the public an end-less line of their version of the truth: we have phan-tom consultant reports which give who knows whatadvice: we find information changed into unde-cipherable codes and stored on electronic tapes; wefind off-limits personnel information mingled withperfectly relevant facts so that neither can be seen bythe public; and finally, citizens are stalled and harass-ed at every turn to slow down the release of data.

It is a sad day for our democracy when publicofficials are either unaware of their legal respon-sibilities or simply don't care enough to act as the lawdirects. The BGA has only two weapons which it canuse in the fight for enforcement of the existing statu-tory right of access: publicity and litigation. We fullyintend to make use of both of these weapons, wher-ever appropriate to help vindicate the public's rightto know.

Even if the present statutes were fully enforced,however, the public would still be totally in the dark asto a wide variety of governmental functions in Illinois.The New Way" of ripping off the public often in-volves the abuse of these areas of governmental se-crecy. Zoning variances, for example, are granted ordenied without the public ever knowing why. Publicaccess to the reasons for the discretionary acts ofadministrators at all levels should be the rule ratherthan the exception.

The reasons for this seem obvious. In a democ-racy it is of the utmost importance that citizens knowhow their government functions. Thus we havenumerous Constitutional safeguards guaranteeingevery citizen's right to participate in the electoralprocess and to make their opinions known. The rightto speak out, assemble, and publish one's ideas isembodied in the First Amendment to our Constitu-tion.

It seems self-evident that the right to know whatour government is doing for us, and to us, is as impor-tant as our right to free speech. To safeguard their

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rights citizens must have access to information aboutall the workings of their government. Yet this right ofaccess is not clearly set forth in our constitutional orstatutory literature. Of course, the governmentalstructure in the time of our founding fathers wasmuch simpler than that of the present time. it may wellhave been that no explicit right of access was createdsimply because that right was implicit in the entiresystem. Today, however, we find a wall of secrecyaround the heart of government local, state, andnational. Too often our elected and appointed repre-sentatives ignore the will of the very people who putthem in office. Too often reasonable citizen requestsare treated with skepticism, inaction, delay, frustra-tion, refusal, and contempt.

An examination of legal decisions resulting fromcitizen attempts to obtain information shows that of-ficials adopt one of three characteristic approachesto the situation. The first one might be called the"restrictive" approach. This system is adopted bymany local government officials. For instance, offi-cials in Chicago often take the restrictive position.They question the motives and interest of anyonewho seeks access. They seek to uphold governmentalprivacy and convenience at every turn. Their attitudeis that an inquirer must show a "proper" purpose inseeking the records. Some courts in other states haveactually upheld refusals to see records because thecourt felt the seeker had impure motives, though therecords sought were obviously public in nature.

Illinois has had few court decisions in this area.The second approach might be called "balanc-

ing." This approach weighs the public's right to knowwith the governmental interest to be served by se-crecy. In this way competing public policies are bal-anced in each case. The obvious problem with thisapproach is the long delay which is often necessaryto reach a final decision. The balancing approach canalso be used to disguise the real basis of the decision,which may well be merely the prejudices of the par-ticular decision maker.

The third theory, and the one the BGA thinks ismost proper, might be called the "informed citizen"approach. An honest government has nothing to fearfrom openness. On the other hand a dishonest gov-ernment can be exposed only through complete citi-zen access. This theory presupposes that public off i-cials are merely trustees of public records and thatcitizens have a right to know how their tax dollars arespent. They also should have a right to know how thepublic policies under which they live are formulated.Under the informed citizen approach inconvenienceto the government officials is not an effective defenseagainst a request for records.

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Of course, the BGA recognizes that there shouldbe some checks against possible abuses of the pub-lic's right to know. One example is the right to pri-vacy, guaranteed to every person in Illinois under ourState Constitution. Any general Right of Access stat-ute should contain a provision designed to guaran-tee this right to privacy, as do the State and LocalRecords Acts.

Without presuming to be exhaustive, here aresome records which should probably not be open topublic scrutiny: juvenile court reports; personal in-formation kept on students, welfare clients, patientsin public institutions, prisoners, and parolees; per-sonal information on public employees; informationfurnished by a taxpayer; specific law enforcementinvestigative information; the names of persons whofile complaints with public authorities; test questionsand answers; privately held business secrets whichhave been revealed to a government agency; prelimi-nary notes, drafts, recommendations, and intra-agency memoranda in which opinions are expressedor policies recommended; and, records which wouldnot be available under the rules of pretrial discovery,were an agency involved in a lawsuit.

We at the BGA urge the Illinois General Assemblyto pass a general Right of Access statute during thenext biennial session. Our legislators might start byexamining the Federal Freedom of Information Act.That act requires the keeping of certain forms ofrecords in addition to providing a right of access. Thisis a very important feature, especially when put in thecontext of the "New Way" of political corruption: if norecords need be kept, then an abstract right of accessis totally meaningless. We urge enactment of a stat-ute that would apply to state and local governments.

The Freedom of Information Act was passed byCongress in 1966. This comprehensive law substi-tuted a policy favoring public release of governmen-tal information for the practice of nondisclosure fol-lowed under earlier acts. The act specified nine nar-row areas of exemption. Some exemptions, like na-tional defense and intra-agency memoranda, havebeen further defined and narrowed in court deci-sions.

The policy of the Department of Housing andUrban Development provides a concise example ofhow the act works. HUD has a stated policy of fulldisclosure. Rules relating to that disclosure policycan be found posted in every HUD office. Once arequest has been made, there are no delays or re-views. An official is free to give out the requestedinformation without approval from higher officials.Only when a denial is given must a local HUD officerobtain permission.

A denial of a request sparks an immediate andrelatively uncomplicated appeal procedure whichcan even go to the HUD Secretary. Should a denialstill be the answer at the hiohest level, there are estab-lished legal procedures to follow.

HUD and all other agencies have officers ap-pointed to handle requests when they reach a certainstage. These institutionalized roles are designed tobe sensitive to the public's need to know. Any de-partment can also consult with the Justice Depart-ment Freedom of Information Committee.

All is not perfect within this system, bureauc-ratized as it is. Even with a policy of promptness andsimplicity, HUD still takes 21 days to deny a requestand 36 days to respond to an appeal and these areone-third shorter time periods than the averageamong all federal agencies. This is still far too long,but the situation is much better than the total denialsof years past.

The United States Congress has just tightenedup the Freedom of Information Act to ensure morefaithful agency compliance with the law. Witnesses atthe 1973 Congressional hearings testified that manybureaucrats were busy turning the law into a freedom

from information act and that the curtains of secrecywere still too often tightly drawn around the businessof government. Among the important changes madewas the setting of time limits for agency responses torequests for documents, set at ten working days, andfor agency response to appeals of denials, set attwenty days. The changes indicate that Congress isserious about making this law serve the purpose ofstrengthening the flow of information about govern-ment to the publ an attitude which Illinois legis-lators would do well to adopt.

What is needed, then, is both the full enforcementof the existing right of access and a major expansionof the scope of that right. These changes are vital tothe very existence of our democracy. In the words ofJames Madison:

A popular Government, without popular informa-tion, or the means of acquiring it, is but a Pro-logue to a Farce or a Tragedy; or perhaps both.Knowledge will forever govern ignorance: And apeople who mean to be their own Governors,must arm themselves with the power whichknowledge gives.

Candace Morgan and Yuri Nakata

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the acquisition of local documents

ruth w. gregorylibrarianwaukegan public librarywaukegan, illinois

It is generally agreed by the aficionados that oneof the most fascinating aspects of the public library'sresponsibility in providing access to the historicalheritage of a nation is the search for local documentsand an evaluation of their usefulness.

The experience of the Waukegan Public Libraryin the gathering and utilization of local records istypical of many libraries across the country. Con-sequently, a review of these activities will be pre-sented here simply as a case history.

Waukegan is a community in the far northeasterncorner of the state of Illinois. It celebrated the cen-tennial of its establishment as a village in 1935, andthe centennial of its incorporation as a city in 1959. Itthus does not have a long hist, try, but the availabilityof records of 137 plus years are of growing concern tothe citizenry and researchers in many fields.

Interestingly enough, Waukegan does have aclaim to one reference in the documented history ofearly North America. Rare but extant records showthat Waukegan was the site of a seventeenth centurytrading post established around 1695. A 1783 mapindicates the existence of only two settlements on thewestern shore of Lake Michigan: Chicago and LittleFort, the original settlement whose name was usedduring the first eight years of Waukegan's corporatelife. The citizens then decided they did not like theword 'little' and consequently chose the Indian equiv-alent for Little Fort as a permanent name.

Printed records are scarce from the period thatLittle Fort was noted on the maps by the eighteenthcentury cartographers until the publication of a cen-tennial edition of the Waukegan News-Sun on June26, 1935. The centennial edition of the local paperwas reverenced as a kind of biblical handbook offacts. Most copies were worn to shreds and the edi-tion was saved from extinction by the library's mi-crofilming of the Waukegan newspapers project.

In 1940 the Waukegan Public Library began itsfirst purposeful program in the field of local history.Prior to that time, the library staff could answer mostquestions from their own family backgrounds or theirknowledge of the availability of records in private

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ownership. By 1940, there were staff changes, theneeds of library users were more sophisticated, andon-site sources became important.

The 1940 plan is still basic and ongoing. It con-sists of four major activities: (1) acquisition of printedmaterial on the community and the county; (2) compi-lation by the library of local historical data; (3) promo-tion of the writing of memoirs or phases of history byindividual citizens or representatives of organiza-tions; and, (4) cooperation with area libraries andcounty and local historical societies.

These four basic elements listed on paper imply atop priority in time and effort. The fact is that a publiclibrary's current commitments preclude a favoredposition for the local history function. Nevertheless,local history has a constant priority value and is con-sidered as essential as any other acquisition and ser-vice program.

The importance of the acquisition of printed ma-terials it the field of local and regional history iswell-known and needs little comment. The Wau-kegan Public Library has been assisted in the fundingof acquisitions by the Friends organization, a fi-nancial support program that is to be found in manyparts of the country. These special funds provide thelibrary with the advantage, outside the. limits of atax-revenue budget, of being able to purchase theexpensive rare item when it becomes available. Thisall too often is a one-time opportunity. As so many ofthe reminiscences of the rare book people point out,any regrets about the purchase of unique but costlymaterials linger solely around the memories of booksthe collector did not or could not buy.

The Waukegan Public Library has participated inthe compilation and publication of local history. In1957 a small book called "Waukegan, Illinois: Its Past,Its Present" was compiled and published. It was re-vised in 1959 and expanded into an enlarged thirdedition in 1967. The librarian was the editor and thesleuth for historical facts for all three editions. Taskforces from ole League of Women Voters were re-sponsible for the gathering of current information foreach volume. These booklets are now out-of-print,

but available copies in the library remain a majorsource for the answers to questions that are a part ofschool assignments and for meeting the needs ofnonresident graduate students and authors in-terested in medium-sized city government and socialchange. The librarian now serves as a consultant tothe Waukegan Plan Commission which has a long-range plan for a comparable publication of historicaland current information.

The library has a leadership role to play in en-couraging local citizens to write their memoirs on avanishing aspect of community life or to record thehistory of national or ethnic groups before the detailsare forgotten. It also has a responsibility to encour-age the writing of the histories of local churches,synagogues, organizations, and institutions byknowledgeable people who have access to nonpublicor closed records. This is usually a labor of love on thepart of both the librarian and the volunteer author.The results, however, usually are real contributions tothe overall account of the community, its mixture ofpeople, and its changing interests. The library, inci-dentally, should not forget its own history. It is truethat brief histories of many public libraries in the statewere published in Illinois Libraries in 1968 and 1969.No library, however, stood still after those dates ofpublication. In case you are wondering who mightuse a history of a local library the answer is thegraduate library school student.

Cooperation between libraries provides greatopportunities for the identification and reproductionof manuscripts and reports for all local historical col-lections. Some years ago the North Suburban LibrarySystem initiated a proposal to establish a reprint pro-gram to make available to all types of libraries theout-of-print, the last or single copy pamphlets ordocuments dealing with neglected or little knownfacts about the North Shore and the counties servedby the system.

A most interesting publication resulted from theNSLS sponsorship of the reprint idea and through thecooperation of the Waukegan Public Library and theWarren-Newport Public Library District. Joint effortcentered on the preparation for publication of a verywell preserved manuscript. It was judged to be anunusually good example of a memoir with descriptivedetail that is representative of the background of agood part of northern Illinois. The text was written bythe late Edward S. Lawson, a native of Gurnee. It waspublished in August of 1974 under the title "A Historyof Warren Township (Lake County, Illinois)."

The Lawson book may serve as a model forcooperative library publication projects throughoutthe state. It is packed with details of the once prevail-

ing flora and fauna of the township, the use of theland, the development of roads, and the occupationsand activities of the early settlers. It even provides afresh view of the interpretation of happenings in thearea. For example, there is an intriguing explanationof the origin of the name of Half Day, a communitynear both Gurnee and Waukegan. The common ex-planation of the origin of the community's name isthat it took a half day to get there by horse and buggyfrom Chicago. Mr. Lawson states, on the basis ofcommunity lore: "The name of Half Day is a monu-ment to the stupidity of a clerk in the Post OfficeDepartment in Washington, . . . the residents of thevillage petitioned for a post office, and suggested thename Hafda which was the name of the chief of theIndian village; . . . the clerk assumed that the peti-tioners were so ignorant that they could not spellHalf Day, so he corrected the name for them." Andso Hafda, according to Mr. Lawson, has been HalfDay ever since.

The Lawson book is available from the Warren-Newport Public Library District in Gurnee, Illinois.

An important phase of a local library's activitiesin the local history field is cooperation with local,county, and regional historical societies. Some haveat least a minimum of tax support. Others are fundedby membership dues and special money raising proj-ects. Their programs are sometimes administered byprofessionals. In other cases, the work is done byvolunteers. Their libraries, as in the case of theWaukegan Historical Society, may have been or-ganized initially by retired public library catalogers. Instill other localities the cataloging of a historical so-ciety library is done by volunteers from the staffs oflocal libraries. The organizational pattern is not thesignificant element. Who owns what is not important.The interchange of knowledge of holdings is the keyto a productive use of the materials housed in eitherthe society library or the public library. Cooperation inpreparing exhibits, booklists, and in sharing thecommunication channels is all in the public interestand of value to both the library and the historicalsociety.

In summary: the Waukegan Public Library hascarried on for three decades a program of acquisitionof printed materials. The compilation of local histori-cal facts, the encouragement of the writing of histori-cal contributions by citizens, and of cooperation be-tween libraries and historical societies to build upresources of local, regional, and Illinois history. Inaddition, the Waukegan Public Library also workedinto its specifications for a new building space to beset aside for a concentration of Waukegan and LakeCounty materials. Opened on December 27, 1965, the

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new Waukegan Public Library includes in its refer-ence area a semi-enclosed section, known as theWaukegan Room, which now houses not only localhistory but also the books and pamphlets written byWaukegan and Lake County authors. The major gapin the program is oral history.

The curiosity of citizens, the focus on local his-tory in school curricula, the impetus of centennialsand bicentennials, and the requests for informationfrom researchers from all parts of the nation mandatea local history program in the local library. The pro-gram becomes a professional contribution. It is also ahighly satisfactory intellectual and cultural pursuit.

information /reference service from local documents: acase study

mrs. ann waidelichmunicipal reference librarymad ison, wisconsin

To begin, I would like to describe the MunicipalReference Service of the Madison, Wisconsin PublicLibrary. The service began on atrial basis in 1972 witha two-yt ar federal operating grant. Having proved itsusefulness, it has been incorporated into the city andcounty budgets on a 50/50 basis.

The Municipal Reference Service is operated as abranch of the Madison Public Library and is housedin the City-County Building, where most of the cityand county offices are located. The purpose of theMunicipal Reference Service is to serve the referenceand information needs of both city and county em-ployees. It also helps the general public obtain infor-mation about Madison and Dane County govern-ments. In doing this, it performs most of the servicesof a special library.

Because the University of Wisconsin and thestate government are both located in Madison, andboth maintain excellent library collections, theMunicipal Reference Service is not involved in collec-tion building. Instead, the emphasis is on referenceservice which is done to a large extent through bor-rowing and photocopying what is needed for otherlibraries in the area. This is an alternative to a munici-pal reference library. You don't need to build a iibraryand a separate collection. You need a person to dothe work and a couple of shelves of ready referencetools. I operate as an interlibrary loan service and yet Ifeel very strongly that I am a special librarian. I have aspecial clientele which I must serve with special

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techniques. I cannot say "oh well, somebody elseought to have that, why don't you try calling them?" Ihave to go out and get it period ! They rely on me toget it for them. We operate with two part-time librari-ans and one part-time library assistant and we do agreat deal of leg work. We get on the bus and go toother libraries, check the materials out and bringthem back to the office. We also act as a liaisonbetween city and county agencies and the public. Wehope that by being friendly, helpful and cooperativewith city officials that we can help the public getinformation from city and county government. We tryto point them in the right direction, introduce themto the right people and make the initial inquiries forthem.

Now, I am going to contradict myself and say thatwe are collecting in two areas. One is periodicals andperiodical indexes. All city and county departmentssubscribe to periodicals unique to their particularfunctions, many of which are not found in local publicor university libraries. A union list of these titles hasbeen compiled, and departments have been encour-aged to deposit back files with the Municipal Ref-erence Service. We are subscribing to several specialindexing services which help us use the periodicalsin our reference work. (See Appendix I.)

The other is local government documents. Asyou already know and as has been pointed out heretoday, the bibliographic control of city and countydocuments is almost nonexistent. Therefore, it was

felt that along with reference work the Municipal Ref-erence Service should take responsibility for provid-ing bibliographic control of Madison and Dane Coun-ty's government publications.

Working as a reference librarian for the MadisonPublic Library prior to 1972, I had found that one ofthe first questions people had about their local gov-ernment was "What can we read that will tell us whatthe city or county has already planned or done in thisarea?" Therefore, the first project that the MunicipalReference Service undertook was the creation of abibliography of everything ever written about or bythe city of Madison and Dane County.

We began this task by inventorying all city andcounty department collections and all the libraries inthe Madison area that had document collections. Wediscovered that we had citations to about 1,500 items.These were arranged into subject categories (seeAppendix II) and published in the fall of 1973 as ABibliography of Government Publications by andabout Madison, Dane County, and other cities andtowns in Dane County, Wisconsin. Since thenadditional old documents have been discovered, er-rors have been found in the original citations, andmany new documents have been published. All thishas been brought together and published in the firstsupplement to the Bibliography.

In order to keep other librarians in the Madisonarea aware of what documents have recently beenpublished, I write an annotated column for the Madi-son Area Library Council monthly newsletter and dis-tribute copies of documents to libraries that requestthem. The Municipal Reference Service collectscopies of all of Madison's and Dane County's docu-ments. They are arranged on the shelf in the orderthat they appear in the Bibliography, and the Bibliog-raphy and its index serve as the catalog to the collec-tion.

It seems to me that the only way librarians aregoing to be able to give good reference service tolocal government documents is to have a thoroughknowledge of what-has been and is being published.

But having a list of document titles is not suffi-cient; you must also know the content of the docu-ments. A great deal of historical and statistical data ishidden in those pages. You must take the time to readthrough them and make an index to their contents.

I also want to emphasize that there is a wealth ofunpublished data maintained by city and county de-

partments. Real estate records is one example. As-sessments, taxes, ownership, mortgages, lot sizes,and other information can be obtained for any prop-erty in the area. Genealogy buffs should be madeaware of birth, death, and marriage records in theHealth Department or Register of Deeds Office.

Have you ever b3en asked to locate a street nameand been unable to find it on the map? The city en-gineer or county surveyor keeps a record of all thenew subdivisions and their street names. Detailedvoting statistics and the minutes of committee,board, and commission meetings will be in the city orcounty clerk's office. The list is endless.

The way to find what information is available andwhere it is kept is to visit the city hall or county court-house. Introduce yourself to municipal and countydepartment and division heads and, almost more im-portant, their secretaries. Ask them what they do,what reports they have written and are writing, whatrecords they keep, and especially how and when youcan refer the general public to them. Use the recordsyourself so that you can help others to use them moreeffectively. Look up your own property, your birth ormarriage certificates. Tell department heads that themore you know about what they do and the morecopies you have of their reports the less they will be"bothered" by the public. Also emphasize that theyshould refer people to the library for copies of theirreports. It will save them printing costs and thenecessity of keeping track of who borrowed what andhasn't returned it yet.

In closing let me mention the Index to CurrentUrban Documents. This index, begun in 1973, is anattempt to give national bibliographic control to localgovernment documents. It is published quarterly withannual cumulations by Greenwood Press.

The publisher has asked public libraries in 153cities of 100,000 population or more and 25 countiesof 1,000,000 population or more to send them copiesof local government documents which they thencatalog in their Index. They also microfiche thedocuments, which can be bought in entirety or by cityor subject categories. The Index to Current UrbanDocuments is a valuable reference tool for large pub-lic libraries and college libraries with urban studiesprograms. It is also an aid to borrowing documentson interlibrary loan and to identifying fields of activityin other cities and counties.

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APPENDIX I

MUNICIPAL GOVERNMENTSOME SOURCES OF INFORMATION

I. PERIODICALSAmerican City. monthly, Buttenheim Publishing Corp.Nation's Cities. monthly, National League of Cities.City. bimonthly, City, Inc.The Mayor. semimonthly, W.S. Conference of Mayors.National Civic Review. monthly, except August, National Municipal League.Public Administration Review. bimonthly, American Society for Public Administration.Public Management. monthly, International City Management Association.Midwest Review of Public Administration. semiannually, Central States Conference on Public Adminis-

tration.Mayor & Manager. bimonthly, Jefferson Publication Inc.Urban Affairs Quarterly. quarterly, Sage Publication Inc.Municipality. monthly, League of Wisconsin Municipalities.County News. weekiy, National Association of Counties.American County. monthly supplement to County News, National Association of Counties.Wisconsin Counties. monthly, Wisconsin County Boards Association.

II. INDEXESUrban Affairs Abstracts, weekly, National League of Cities-U.S. Conference of Mayors.Index to Municipal League Publications, monthly, NLC-USCM.Recent Publications on Governmental Problems, bimonthly, Joint Reference Library, Center for Public

Administration, Chicago, Ill.Housing & Planning References, monthly, U.S. H.U.D. Library.Index to Current Urban Documents, quarterly, Greenwood Press.Public Affairs Information Service, quarterly, New York Public Library.

III. BOOKSMunicipal Yearbook, annual, International City Management Association.Municipal Index, annual, Buttenheim Publishing Co.GAR Directory, annual, Governmental Research Association, Inc.Municipal Management Series, 15 titles prepared for the Institute for Training in Municipal Administra-

tion sponsored by the International City Management Association.Metropolitan Communities; a bibliography, 5 volumes, sponsored by the Institute of Governmental

Studies, University of California, Berkeley, published by Public Administration Service, Chicago, Ill.Governing Urban America, by Charles R. Adrian and Charles Press, 4th ed. 1972, McGraw-Hill.Local Government System of Wisconsin, by James R. Donoghue, 1968, U.W. Institute of Governmental

Affairs, reprinted from the 1968 Wisconsin Blue Book.American County Government with an annotated bibliography, by John C. Bollens, 1969, Sage Publica-

tions.County Government in America, by H. S. Duncombe, 1966, NACORE.Profile of County Government, 1971, U.S. Advisory Commission on Intergovernmental Relations.

IV. ASSOCIATIONS (Encyclooedia of Associations)International City Management AssociationNational League of Cities-U.S. Conference of MayorsNational Association of CountiesNational Municipal LeagueAmerican Society for Public AdministrationNational Urban CoalitionAmerican Society of Planning OfficialsCouncil of Planning Libreria, .s

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APPENDIX II

TABLE OF CONTENTS

Purpose and Scope iiiLocation Symbols iv

I. DANE COUNTYA. General Reports 1

B. Cities and Towns 3Madison 8

II. CODES AND ORDINANCES (including Zoning) 19

III. COMMERCEA. General Reports 23B. Business Districts.

a. Central Cr Square 25b. State Street .. 26c. Truax Industrial Park 27d. Atwood Avenue 28

IV. EDUCATIONA. Elementary, Secondary, and

and Special Education 29B. Higher Education 32C. Libraries 34

V. ENVIRONMENTA. General ReportsB. Air PollutionC. Lakes and Lake PollutionD. Solid WasteE. Water ResourcesF. Natural Features and Phenomenon

373940434547

VI. HEALTH 49

VII. HOUSING 53

VIII. LABOR FORCEA. General Reports 57B. Government Employees 58

IX. LAND USE 63

X. NEIGHBORHOOD PLANNINGA. General Reports 65B. East Side 66C. South Side 67D. West Side 69

Triangle 71

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XI. POLITICS AND GOVERNMENTAL ORGANIZATIONA. General Reports 73

B. City 74C. County 78

XII. POPULATION 79

XIII. PUBLIC FINANCEA. General Reports 81

B. Capital Improvement Program 83C. Budget Dane County 87D. Budget Madison 88F Audit Reports 92F. Taxes and Assessments 93G. Workable Program 94

XIV. PUBLIC SERVICESA. General Reports 95B. Cable Television 98C. Police and Fire Departments 99D. Sewage 101

E. Water 103

XV RECREATION AND PARKSA. General Reports 105B. Auditorium Issue 109C. Zoo 112

XVI. TRANSPORTATIONA. General Reports 113B. Mass Transportation 116C. Airport 118D. Madison Area Transportation Studies 121

Technical Reports 122

Special Reports 123E. Traffic and Parking 124F. Bicycles 127

XVII. URBAN ECONOMICS 129

XVIII. URBAN RENEWAL, REDEVELOPMENT,AND RELOCATION 131

XIX. URBAN SOCIOLOGYA. General Reports 133B. Aged 137C. Minorities 138D. Drugs and Alcoholism 139E. Law and Criminology 141

F. Youth 143G. Neighborhood Houses 146

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APPENDIXES

I. Dimensions and Dividends 147II. Planning Profiles 149

III. Bond Prospectus 151

IV. Sources of Statistical DataAbout Madison and Dane Cc unty 153

V. Neighborhood Location Map 155Madison Area Plan Districts 156

VI. Map of Election Districts 157Table of Census Statistics 158

INDEX 159

'OP

At the end of her paper and during questions and answers, Mrs. Waidelich made the following points:

1. The library should urge committees, boards, etc., to tape record meetings and make copiesavailable to the library.

2. A report worth looking at is:Leland, Robert C. "Secondary School Education and Local Governments," Management InformationReports 6: 1-17 (July 1974). (Available on subscription only.) This report advocates that local governmentofficials assume a major role in improving the teaching of local government in the schools. It includesguidelines, case studies and a bibliography.

3. An ordinance requiring the deposit of a specified number of copies of documents in the library isan excellent idea and she is working on one for Madison. However, it would not replace personal work toacquire documents.

4. She checkso ut books to students and the general public as well as to city and county employees.As long as this privilege is not abused she plans to continue the practice.

'cl-0.

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interlibrary cooperation to provide access to localdocuments in Illinois: a statewide view

william dejohnconsultant, library cooperationillinois state libraryspringfield

The Network in Illinois is now being called IL-LINET Illinois Library and Information Network. Itconsists of the 18 library systems in Illinois and thefour Research and Reference Centers ChicagoPublic Library, the University of Illinois at Cham-paign, the Illinois State Library, and Southern IllinoisUniversity at Carbondale. The Network also consistsof the 539 local public libraries belonging to the sys-tems, 113 academic libraries, and 93 special libraries.In addition we have added a special resource libraryof last resort John Crerar Library in the areas ofscience, technology, and medicine. We hope to an-nounce after the first of the year that the University ofChicago will be another special resource library oflast resort in the area of nonfiction. ILLINET exists tohelp local libraries in serving the needs of their ciien-teles.

In 1960s we witnessed a development of long-range significance. A new attitude in virtually all typesof libraries concerning the users right to informationand the libraries responsibility to deal with that right.This attitude reverses the traditional philosophy thatevery library should be internally self-sufficient andthat its responsibility ended when the user wasbrought together with information in its own collec-tion. Librarians are now taking the attitude that theyhave the responsibility to assist the user and go be-yond the immediate collection if necessary to wherethe information can be located. ILLINET has concen-trated on opening up large resource collections tothe citizens of Illinois. However, there is a wealth ofinformation and material at the local level that wereally have not been able to obtain. I think this iswhere the local libraries can come into the picture.That, of course, is in me area of local documents andinformation.

I want to second what has been said today aboutlocal history being extremely important. However, Iam not going to mention it very much at this timebecause it has already been adequately covered.

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I am interested this afternoon in discussing theprovision of information to the governmental officialswho need it, in the here and now, and also in thecollection of those documents so that they can beused to provide information, not only to various gov-ernment officials but to citizens in various com-munities. I think that this is an extremely importantprogram, and I believe that we probably have thestructure of libraries and commitment of librarians inIllinois to really move into this area in a much greaterway than we have in the past.

As Ann indicated earlier, when you are talking toyour governmental officials about obtaining localdocuments, this is an excellent time to explain tothem what the library has available, not only in itscollection, but available from other libraries becauseof interlibrary cooperation, because of having accessto systems, and because of having access to largelibrary resource collections. As you know many ofyour local officials, appointed and elected, belong tovarious statewide associations. This is an excellentway to meet people with information needs. Librari-ans should attend these meetings and rub elbowswith officials. Sit down to dinner and ask them wherethey get their information, have they tried their locallibrary? It is an interesting fact, however, and I amsure many of you know it, that very few local govern-ment officials as a rule think of the local library toobtain needed information. There was a study in1969, sampling city governments from the large met-ropolitan areas down to below 20,000 population.The library ranked somewhere around 38 in terms of asource where the official would go for information.

We might try as a state agency to be involved withvarious associations at the state level and carry thelibrary story to them, in their particular meetings.Hopefully, this will reinforce what you are doing at thelocal level. This may be one way we can help you. Indoing this, it may also help the citizens to get thiscurrent information that I feel that they do need,

especially as they try to understand local governmentand try to improve it.

Now I come to the page where I made all mymarks this morning as Alice was talking, and I can'temphasize enough my agreement with many of thethings that she said. It does take a special person or atleast an assigned person to go out to the communityto meet with government officials. You have to get outof the reference departments. Directors must releasethe reference staff to go to local agency officials andmeet with them. It has to be on a one to one basis.

When we began our service to the legislature inMissouri, our librarians had to work with secretariesof legislators until they achieved credibility with thelegislators. That was achieved in a very short time,and we had Iiecretaries saying, "He will want to talk toyou, please have a seat." I think when you get to thatpoint, when you are going to talk to the pr-son whowants the information, it will give you an opportunityto bring up other things.

One of the interesting things about service togovernment officials is that when you are talking withthem about information needs, you also can worktoward obtaining local documents from the agenciesor the city councils. I think that since they will knowwho you are, will know your directors in the smallercommunities, you can begin to get the local docu-ments from them and have them in your library in anorganized fashion so that they are retrievable toeveryone. Someone has to take the initiative, why notlibrarians?

It is absolutely amazing when you talk to localgovernment officials and ask them where they getinformation and they tell you they write Washington,D.C., or they call up another city of the same size, etc.They don't realize in many cases that the library prob-ably has the census information that they need (e.g.,to fill out forms for the federal government), or couldeasily get it, and I think that it is a tragedy that manygovernment officials under various deadlines by thestate or by the federal government do not use theirlocal library because they don't realize what the locallibrary has. I think the citizens who do not want to goto city government and ask for information becausethey may be planning something, should know whatyou have in your library and it should not be locatedjust in the local histor/ area. When you are collectinglocal history and local documents that are of interesttoday, to the citizens, there should be some way thatyou can let them know that this information is thereand that your staff knows where it is when they comein asking for it, so that they don't get turned away by"no, we don't have that." It is a matter of staff training

in terms of availability of information.If you begin serving city government and local

government officials for any specialized clientele,take the business community, they are going to beasking for information and they are going to want itright now, as Ann indicated. The structure of thenetwork is not in the law, the various channels we areusing now were set up and can be changed at anytime that we find out that they are not working. If youbegin serving local government needs, your refer-ence department is going to have to act fast. I thinkthis is where the systems and ILLINET should be ableto help you out, by helping you to be more aware ofwhere information is, so that when the questioncomes when you need an answer fast you will knowwhere to call and hopefully if they don't have th^inthrmation, they will know where-to go to get it.

We do have an information aspect to the iirit arynetwork as you probably know or should know weare not only borrowing books throughout all of theseresources, we also are answering reference subjectand information questions at the R & R Centers. TheState Library receives probably 80 to 85 percent of therequests that are not filled at the syst ;m level, usingdocuments and the various special collections in theState Library to fill them. If we cannot fill it at the StateLibrary, we send it to the University of Illinois/Urbanaor Southern Illinois University/Carbondale.

Back to local documents. The network is set upto retrieve these items if only we know who was col-lecting them. If we know that each library was makinga conscientious effort to collect local governmentdocuments or seeing that these documents wereavailable, we would be able confidently to referpeople to the local library. Better yet, in some in-stances, we would be able to call and ask for interli-brary loan through the network. Through the surveyrecently completed, we are beginning to have an ideaof where items are being collected. The network canonly work well if the local library correctly interpretsthe user's needs. Likewise, if the local library as-sumes the responsibility of collecting local docu-ments or seeing that they are available, such materi-als can be accessed locally or through the networkfor users throughout the state who have various andoften specific needs.

Collection of local documents along with serviceto local government officials can only strengthen thelocal library in its community and make more infor-mation available to citizens wherever they might be.

Thank you for your attention. If I can be of anyassistance to you, please do not hesitate to contactme at the State Library.

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interlibrary cooperation to provide access to localdocuments in Illinois: a system view

beth muelleradministrative services librariansuburban library systemhinsdale, illinois

Library systems are, as you know, part of theIllinois library network. There are eighteen of themand they can play a variety of roles in this local docu-ments picture. I see the systems role as mainly that ofa catalyst. We may do some collecting and we may dosome distribution, but since there is a limit to what wecan do in these areas, our prime role must be that of acatalyst. We ought to be able to identify what localdocuments are available in our member libraries,'providing access to them for the rest of the statenetwork and also gaining access to local documentsoutside of the system for a member library upon re-quest. There are all kinds of ways of going about this.One of the things the Suburban Library System hasdone is to obtain representation on the boards ofseveral regional planning agencies, including POW,the Palos, Orland, Worth Planning Council, andWI LLCO, which includes approximately a dozen sub-urbs in the Park Forest area. They publish materialswhich we distribute to libraries within the appropriatearea. In addition the system has a paid membership inNIPC, Northeastern Illinois Planning Commission.Our experience with these groups bears out what hasbeen said earlier about the advantage of the librarypresence at meetings. At first they said "that is thelibrary lady." But now when they have a problemabout libraries, even if it has nothing to do with thesystem, they know who we are, they call us and wecan refer them to the local library which is involved.NIPC, for example, was holding open hearings on TVchannel 11 about the Regional Transit Authority. Oneweek before the hearings were to be televised theycalled the Suburban Library System and said theywould like to have the document in local libraries in

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six different systems. They provided us with over 250copies and we had them delivered with the help ofNEIDS (Northeastern Ill encis Delivery-System). They-were happy because they had made about fifteentelephone calls and we were the first people whocould help them. It was good for us because we wereable to avoid the situation of having the newspapersay the document is in a local public library when itisn't.

Oral history is another area in which a system canact as a catalyst. The Suburban Library System hasabout eight libraries in one region which are workingon an oral history project. The system is offeringmoral support, encouraging them to continue theendeavor. Hopefully the collection will eventually behoused in one of the community colleges in the area.

Systems can also sponsor local documentsworkshops like this one on a regional level. Manysystems are computerizing. It is mainly for circulationnow but perhaps in the future it could be used to storea catalog of local documents.

Systems can publish titles about local history.Public libraries are now writing local histories for thebicentennial. Suburban Library System has its ownprinting service. By providing printing without laborcosts we are doing a small bit toward helping developlocal history in the system area.

Finally systems can help by collecting regionaland multiregional documents. The personal contactis important for this as it has been mentioned severaltimes today. You can be collecting documents at thesame time as you are attending meetings to representthe system.

-Y7

pot pourri: final questions and comments

To conclude the program of the local documentsworkshop, all of the speakers assembled for a discus-sion and audience-participation session on the day'stopic. The questions and comments fell into threemain areas: problems and techniques of acquiringlocal documents,-ideas fororganizing and preservingthis material, and suggestions for publicizing itsavailability and increasing its use.

The panelists agreed that the first step towardacquiring material fora local documents collection isto let local government officials know that the librarywants their publications Several participants com-mented that these officers are often most helpful andcooperative, especially when reminded that the li-brary can save them time and space by becoming thelocation where school children writing term papers,service organizations, pressure groups, and othercitizens can consult council minutes, local ordi-nances, zoning maps, or budget documents. Oftenthe library is open more hours, or more convenienthours, than government offices. By nature it is equip-ped to give suitable storage space to older minutes,reports, maps, and other items that should be pre-served for historical reasons.

But some public officials are noncooperative orhostile about making their documents available tothe library, and several questions and commentsdealt with this problem. One suggestion was to re-mind them of the various open meeting andfreedom-of-information laws. Another was to offerhelp in organizing the material in exchange for ac-cess. Mrs. Ihrig suggested that a competent volunteermight be found among the library's supporters whowould index council minutes. All the panelists agreedon the absolute necessity for personal contacts withpublic officials if the collection is to be kept at allcomplete and up-to date. Panel members andChicago area librarians in the audience discussed thenecessity, for instance, of being physically present inCity Hall in orderto obtain canvass sheets for electionresults. Local census figures also present problems.

Legislation requiring the deposit of local docu-ments in the library, similar to the state and federal

joyce homeyhead, circulation and special

services branchillinois state library

springfield

depository laws, was another suggested solution.There was agreement that such an ordinance wouldhelp; State Library staff and Mrs. Hilburger of theChicago Municipal Reference Library warned, how-ever, that such laws usually lack "teeth," so personalfollow-up is still needed. Discussion of what level ofgovernment or jurisdiction should be encouraged toenact such legislation led to a concensus that a statelaw requiring deposit in local libraries might be mostuseful. However, the multiplicity and overlap ofmunicipal governments in Illinois made it difficult todecide just how such a depository program wouldwork. Ms. Mueller suggested that coordination ofsuch a project would be a suitable function for thelibrary systems of ILLINET.

Mrs. Ihrig urged librarians not to shy away fromthe "friend-in-the-village-hall" special influencetechnique when other methods fail. She stressed thatan influential member of the library board or a publicofficial belonging to the Friends of the Library can bea powerful ally, and librarians should not hesitate topressure such friends to aid in promoting the library'sinterests by forcing the release of controversialdocuments or overcoming the reluctance of somelazy city hall employee who refuses to retrieve mate-rials from basement storage!

Mrs. Nakata reminded librarians that most librar-ies holding certain documents will photocopy or lendthese materials for photocopying, so this is anotherway of building a local collection.

Mrs. Waidelich and Ms. Morgan both told of suc-cesses in obtaining municipal documents from thepersonal holdings of public officials. United Statespresidents have set an example by donating theirpapers to libraries, and frequently outgoing munici-pal officers are most willing to consign the boxes ofmaterial accumulated during their terms of office totheir libraries instead of their attics or garages!

Money to carry out a program of acquiring andmaintaining a local documents collection is a prob-lem for most libraries. Again, such organizations asthe Friends of the Library were suggested as sourcesof financial swoon. Although the procedures for ob-

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taining bicentennial funds are not clear in all com-munities, this was suggested as a likely source offunds, particularly for the initiation or organization ofan historical collection.

Ideas for preserving local documents and or-ganizing them for public use ranged from microformto finding lists. Legislative Directory and Governmentof the City of Chicago were the only identified lists ofmunicipal agencies which might assist catalogers inorganizing materials. Some states publish manualsthat might have possibilities for adaptation to localstructures. Michele Strange and Yuri Nakata, of theUniversity of Chicago, have developed a classifica-tion system for state documents which they describeas possibly adaptable to local use.

Mrs. lhrig suggested that frequently officials ofsmall municipalities are amenable to suggestionsabout- how they prciduce their boduments,-and thatexplanations about the desirability of wide margins,good quality paper, or manageable size often fall onreceptive ears. She stressed the importance of bind-ing council or board minutes, both as a means ofphysical preservation and as a deterrent to theft orloss.

A number of participants felt that if the results ofthe survey of municipal document activity in Illinoislibraries reported earlier in the day were arranged bysize of community, librarians in other communities ofsimilar size might find this feature of the report use-ful. Mrs. Nakata agreed to work on such a format.

Anthony Miele, head of Technical Services at theState Library, commented, in response to a questionin microfiche as a format for preservation of munici-pal documents, that with paper becoming not onlyexpensive but scarce, microfilming is becoming veryimportant. He strongly advised the use of a goodprofessional service agency if there is one in the area.A more difficult way is for the library to do its ownmicroform production. He mentioned there are mi-crofiche cameras available within the means of mostvillages, and that staff training should not be toodifficult. It was suggested that a Friends group mightwant to purchase such a camera for the library. Thismight also be a way systems could promote andcoordinate local documents activity in their areas.

Promoting the use of municipal documents anddeveloping good public relations for the library canbe complementary activities. Mrs. lhrig suggestedseveral ways of using documents as one would useany other special type of library material in pressreleases, TV programs, contacts with communitygroups, and displays. A local newscast might includethe information that maps showing the area of the

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zoning controversy just discussed are available at thelocal library, or that the library can supply a copy ofthe public hearings on a current pollution problem.Displays of documents could be arranged in the vil-lage hall or on a downtown mall as well as in thelibrary. Social studies teachers might be advised thatsource materials, such as board minutes and en-gineering studies, are available for students doingterm papers on local government problems. Serviceand political action groups could be notified thatbackground documents on local current events areavailable at the library.

Following is a list of some of the materials andsources mentioned in the discussion:

Better Government Association316 N. Michigan Avenuechicago,Illinois 68601 .

Various publications available to libraries onthe results of their investigations.

Chicago Municipal Reference LibraryRoom 1004City HallChicago, Illinois 60602

1. The Government of the city of Chicago; aguide to its structure and function with a direc-tory of officers. 1973. 24p.

Covers city government only; 254(ISL call number 352.008 CHIC 2)

2. Checklist of publications issued by the city ofChicago.3. Recent ad I itions.4. Recer t additions to the Police Branch.

These three periodical frequency titles areavailable free; ask to be placed on the mail-ing list.

Chicago Association of Commerce and Industry130 South Michigan AvenueChicago, Illinois 60603

Legislative directory. Annual.Covers governments of Cook County andsurrounding area as well as city of Chicago.1973/74 edition priced $5.

Cook County ClerkCounty BuildingChicago, Illinois 60602

Directory of officers. 1974Includes both Chicago and Cook County.Free.

Council of State GovernmentsIron Works PikeLexington, Kentucky 40505

Has a collection of organization manualsfrom all states which may help in developingan organization plan for documents. Availa-ble on interlibrary loan from Barbara Nelson,librarian.

Illinois State LibraryState Documents UnitCentennial BuildingSpringfield, Illinois 62756

Directory of selected Illinois state agencies.1974. 54p.

Free: ISL call number is 1353.9773 129d.

Strange, Michele, and Nakata, YuriThe classification system for state documentsdeveloped by these authors will be published by

the University of Illinois Graduate School of Li-brary Science. Request from:

Occasional Papers SeriesPublications Office, 215 Armory BuildingGraduate School of Library ScienceUniversity of IllinoisChampaign, Illinois 61820

Tips from CLIPCooperative Library Information ProgramBox 1437Madison, Wisconsin 53701

Occasional newsletter on library publicity andpromotion.1974 price: $5 per y r.

selected bibliography on local documents

Benson, Joseph, "Municipal Reference Library ofChicago," Illinois Libraries 41:540 - 2 (Sep-tember 1959).

A description of the Chicago Municipal Ref-erence Library.

Bockman, Eugene J., "The Exchange of Local Gov-ernment Documents," Municipal Reference Li-brary Notes (New York Public Library) 34:333- 36(September 1960).

The need for an exchange agreement be-tween large cities' municipal referencelibraries is urged.

Bockman, Eugene J., "Municipal Reference Librar-ies," Library Journal 87:1545 -47 (April 15,1962).

The laws authorizing the creation and defin-ing the scope of the Municipal Refer-ence Libraries of New York, St. Louis,Milwaukee, Cleveland, Cincinnati,Chicago, Baltimore, San Diego, Detroit,and Honolulu are discussed.

Hall, David, "Milwaukee's Municipal Reference Li-brary; at the Call of City Hall," Wisconsin LibraryBulletin 65:93 - 4 (March 1969).

A description of the Milwaukee MunicipalReference Library's collection. Theduties of the librarian are discussed.

mrs. mary Jane hilburgerchicago municipal reference library

chicago

Hernon, Peter, "Municipal Publications: Their Col-lection and Use in Reference Service," SpecialLibraries 64:29 - 33 (January 1973).

The problems in bibliographic control oflocal documents and the resulting diffi-culty in use is discussed. Sources of in-formation on their acquisition are cited.

Lewy, Cheryl Winter, "Urban Documents as Refer-ence Tools," Government Publications Review1:269 - 275 (Spring 1974).

Difficulties of control of and access to localdocuments are discussed. Major typesof documents are listed, defined, anddescribed: proceedings, ordinances,annual report's, statistical reports, fi-nance publications, rules and regula-tions, bulletins, and news releases.

"Municipal Reference Libraries," Municipal Refer-ence Library Notes (New York Public Library)34:125 - 8 (April 1959).

The trends leading to the establishment ofmunicipal reference libraries in the earlytwentieth century are discussed. Exam-ples of successful operations are cited.

"New York City Municipal Reference Library, 50thAnniversary, 1913 1963," Municipal Reference

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Library Notes (New York Public Library) 37:58 -78 (March 1963).

Excerpts of the dedication ceremony of theNew York Municipal Reference Libraryin 1913 and a chronology of significantevents, and projects on which the libraryworked.

Pinkney, Gertrude, "So you Want to Start a MunicipalReference Library," Special Libraries 64:378- 80(September 1973).

Detroit Municipal Reference Library's or-ganization, operation, and area of sub-ject strength is described.

Powell, William S., "Local Material for ReferenceTheir Acquisition and Administration," South-eastern Librarian 11:293 - 6+ (Winter 1961).

The importance of collecting-materials onthe local level is stressed. Sources andmethods of obtaining information aresuggested. Cataloging and indexing ofthe material by knowledgeable person-nel is then discussed.

"Public Access to Information; Research Study,"Northwestern University Law Review, 69: entireissue (May-June 1973).

Study of public access to state and localdocuments in Illinois and Chicago. As aframe of reference, a study of availabilityof information at the federal level be-gins, followed by a summary and in-terpretation of laws for public agencieswithin the state of Illinois and the city ofChicago.

Case studies utilizing written and in person

requests for information from Illinois,Cook County, and Chicago agencies re-late the level of success in obtaining therequested mete: ial. The volume con-cludes with a study of the effects ofcomputers on public access to govern-ment held information.

Shannon, Michael 0., "For the Control of MunicipalDocuments," Special Libraries 61:127 - 30(March 1970).

A history of the progress toward biblio-graphic control of local documents isdiscussed. Sources of listings for stateand local documents are cited. The au-thor urges a survey of the needs of localdocument collection and bibliographiccontrol toward the goal of a nationwide _listing of municipal publications.

Tripp, Pat, "On the Tracks of Municipal GovernmentPublications in Canada," Canadian LibraryJournal 28:464- 67 (November - December 1971).

The difficulties involved in bibliographiccontrol of the many types of local docu-ments in Canada are discussed. Existingsources of control in Canada are de-scribed and recommendations forgreater bibliographic control aresuggested.

Watson, Joyce N., "A New Municipal Reference Li-brary for Metropolitan Toronto," Ontario LibraryReview 49:123 - 4 (August 1965).

A description of the newly established To-ronto Municipal Reference Library andthe types of materials that are collected.

urban documents as reference toolscheryl winter lewymunicipal reference libraryChicago

ABSTRACT

The author's thesis is that the key tousing municipal documents as a valuablereference tool lies in knowing the statisticaland substantive information which they con-tain. This paper points out the problems of

Reprinted from 40vern mem Publications Review Vol 1. pp 20-275 (1974) PerpernonPress Printed in U S A

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access, availability, and bibliographic con-trol. It reviews the municipal documentswhich contain the most useful information,i.e., annual reports, statistical reports, pro-ceedings, minutes, news releases, bulletins,budgets and appropriation ordinances,rules and regulations, and ordinances. Con-

cludes that the potential worth of municipaldocuments as reference tools will be in-creased through the use and knowledge ofthe indexes published with the documentsthemselves which provide internal biblio-graphic control and subject access.

Municipal documents can be a valuable sourceof otherwise unobtainable information. Businessmencan find in urban documents the marketing data anddemographic studies necessary to develop success-ful sales campaigns. Builders and others involved inthe construction industry can find in urban docu-ments easily accessible compilations of the housing,electrical, and plumbing codes with which they mustwork everyday. Lawyers must use municical codesand ordinances to determine what the law is todayand use council proceedings to Nip guess-what thelaw will be tomorrow. To teachers and students,municipal documents comprise the primary refer-ence sources in learning about the structure and op-eration of the government, and to consultants andplanners urban documents provide the essentialbackground upon which their recommendations forthe future must be based.

But, despite the unique value of urban docu-ments as reference tools, there have been substantialimpediments to their widespread use. First, the po-tential user has been confronted with insufficient de-vices to enable him to determine what documentshave been produced. The existence of specific urbandocuments could be derived only from checklists oracquisitions lists issued by just a small number ofcities, and therefore the process of determining whatdocuments exist had a haphazard and unsystematicquality. second problem plaguing the potential userhas arisen from the limited availability of many of thedocuments. Most cities do not have a central depos-itory or a single distributor for their documents andoften insufficient copies of a particular document areproduced. The trend toward the establishment ofcentral depositories might help alleviate the latterproblem. (A partial list of municipal reference librar-ies is included as an appendix to this paper.)

In addition to the difficulties of access to andavailability of urban documents, steps have not yetbeen taken to reduce the confusion that any laymanmust experience in attempting to use those docu-menta. The confusion stems from three principalcauses: (a) the emphasis on form rather than sub-stance in most attempts to list and index the availablematerial, (b) the large number of municipal docu-ments that appear in more than one source, and (c)the practice of publishing documents relating to a

given legislative action at various stages of the ac-tion's development.

The first of these three practices limits the utilityof the documents since the type and form of theinformation contained in the documents is not alwaysapparent from their bibliographic citations or theirentries in subject indexes. Bibliographic descriptionsinclude author, title, publisher, date, and pages, butdo not usually include a contents note. An annualreport would be bibliographically described as such,without revealing that it contains numerous othertypes of information. In addition, subject entries instandard tools generally classify a publication underthe broadest subject heading to which it belongs,such as transportation, fire, environmental protec-tion, etc. This practice hinders the fullest use of apublication because the classifier is often forcedto dmir the more-specific categories ot liformaticinwithin the publication, which in the case of docu-ments, might constitute their most significant con-tribution. The Index to Current Urban Documents haspartially alleviated this problem by entering, forexample, the Boston, Massachusetts, Fire Depart-ment Annual Report, under the following subjectheadings: fire-statistics, fire departments, firelosses-statistics, fire prevention-statistics. However,these entries only indicate the subject content of thereports. The fact that an annual report also containsan organization chart, illustrations, the commission-ers' annual message, etc., are not indicated eitherbibliographically or through subject entries.

The second source of confusion is created by theissuance of the same publication in two or more"contemporaneous" series. For example, the AnnualMessage of the Mayor of Chicago, for the year 1900was printed simultaneously in three separate publica-tions, (1) in the Journal of the Proceedings of the CityCouncil, for the years 1866 to 1931; (2) in the Depart-ment of Public Works Annual Report, for the years1889 to 1914; (3) in the Annual Message of the Mayorand Annual Reports of the Various Officers and De-partments. . . . Each report is a duplication ofthe same text. Also, the duplicate publications oftenpresent variations in pagination and citations whichcan be very confusing to the user. The Annual Mes-sage of the Mayor was subsequently published as hisAnnual Report, which was issued from 1960-1970, asan illustrated magazine supplement to the Chicagonewspapers. In 1973, the Mayor, Richard J. Daley,presented his Annual Report during a televisedbroadcast, without issuing a published version of thereport.

Another example of the same publication beingissued in two or more contemporaneous series per-

293

tains to the Chicago Board of Education's Proceed-ings. For example, their Proceedings of 1969/70 con-tain some reports which were also issued as separatepublications in a separate series, such as the AnnualSchool Budget and the Annual Financial Report.

Third, completed actions of the legislature or theexecutive not only find their way into more than onedocument, but occasionally they may be publishedprior to completion. These earlier versions of adocument may possibly be confused with sub-sequent publications of the document which are pro-duced at later stages of the action's development.Therefore, a user might mistakenly use urban docu-ments interchangeably, which should not be substi-tuted for one another. The classic example is thebudgetary process. A budget is first proposed, thenamended, then enacted into law, and finally carriedout as an appropriation ordinance. At each of theiefour stages, the budget is published, sometimes ac-companied by a message from the executive. If a useris not aware that the sums entered in one budget maybe changed at each step, he may utilize the docu-ments' figures erroneously thereby invalidating theworth of the tool.

The remainder of this paper will attempt to allevi-ate some of the potential confusion to users resultingfrom the practices discussed above by indicating themajor types of municipal documents and briefly indi-cating what kinds of information can be found ineach.

PROCEEDINGS OR MINUTES

Proceedings or minutes are either verbatim orrevised accounts of the meetings of the administra-tive or legislative bodies of cities, authorities, specialdistricts, regional councils, etc. The proceedings ac-tually contain more information than just the actionsof the body. It is a common practice to reprint in theirpublished proceedings, entire reports which haveueen submitted to the various governmental bodies.These reports might include annual reports, annualbudgets, statistical reports, consultant reports, direc-tories of officials, monographic reports, rules andregulations, new ordinances, legislative histories,etc. These reports may or may not have been issuedas separate prints as well. It is also possible that theproceedings or minutes are the only availablesources for some consultant's reports, departmentreports, or legislative histories.

Proceedings and minutes are arrangedchronologically in their bound form by meeting date.One to two years of meetings are generally boundtogether depending on a body's session or fiscal

294

year. There are two ways a user can gain access intomost proceedings or minutes, (1) by knowing thedateof the meeting, the minutes of which contain theinformation that he needs, (2) by using the com-prehensive index to the proceedings or minuteswhich is sometimes provided by the governmentalbody or commercial publisher. These indexes vary inquality, completeness, standardization of entries,and types of approaches (i.e., author, subject, date,title, etc.). Despite the difficulty in using them, pro-ceedings and minutes can often be the single mostvaluable resource tool in the area of urban docu-ments.

ORDINANCES AND MUNICIPAL CODES

Ordina:,ces are the texts of the laws and are pub-lished chronologically by legislative year or session.This chioriologic-al form of publication creates a need-for some means of subject access. Municipal codesprovide a compilation of the laws in force arranged bybroad subject topics. Each subject topic is given adescriptive title and divided into numbered sections.The printing of complete municipal codes is usuallycarried out by commercial publishers. Statutory orordinance compilations must be updated to maintaintheir usefulness. This is usually done through pocketparts located in the back of bound volumes, throughlooseleaf additions, or through revised editions. Thepublication of local laws and ordinances is not alwaysconsistent or complete. As a reference tool, munici-pal ordinances contain the answers to most ques-tions regarding the functions of government such as:city charters, seals; emblems; zoning, building, elec-trical, plumbing codes; health and sanitation provi-sions; licensing powers; and public safety provisions.

ANNUAL REPORTS AND MESSAGES

An annual report or annual message is a report ofoperations during the past year. These reports areusually issued by bureaus, departments, and/or theirrespective administrators. Until recently, urbanagencies have not had a uniform plan for issuingthese reports, thereby causing a lack of generalavail'bility. Often the reports are published in mimeo-graphed or typewritten form which tended to makethem ephemeral and harder to keep under biblio-graphic control. In an effort to rectify this situation, acurrent trend among city agencies is for the issuanceof a single comprehensive consolidated annual re-port. For example, the City of Honolulu began issuinga consolidated report in 1968/69. The Honolulu con-solidated report replaced approximately twenty-fiveindividual department and agency reports. Whenusing annual reports as reference tools, the user will

'J ')

generally find that the reports of the subordinatebureaus within larger departments are the most de-tailed and complete. The annual reports are generallya good source for illustrations, detailed operationalstatistics, progress reports, commissioners reports,and organizational charts.

STATISTICAL REPORTS

Statistical reports are usually composed ofcharts and tables reflecting the activities of anagency. Statistical reports are often planned as asupplement to the regular annual report. Also, statis-tical reports may be specifically designed to permitsimilar agencies in other cities to use them for refer-ence and comparative purposes. Pertinent types ofinformation which might be found in statistical re-ports include financial statements, personnel statis-tics, operational data, staff activities, lists of depart-ment merit awards, organizational charts, etc.

FINANCE PUBLICATIONS

As mentioned above, the budgetary process iscomplex and varies slightly in procedure dependingon the format followed by cities, special districts,regional councils and authorities. Most of the bodieswho have the authority to levy taxes and make ap-propriations carry out the budgetary process as it isset forth in the laws under which they operate. Forexample, the City of Chicago carries out the financialsteps required by the Illinois Revised Statutes. Thefinancial publications which usually emanate fromgovernment bodies are budgets, executive mes-sages, comptrollers' reports, and appropriation ordi-nances.

Comptrollers' Reports

The comptroller or an official designated for asimilar purpose is usually responsible for the receipt,collection, and disbursement of the corporate au-thority's revenue. Prior to the budget being preparedby the corporate authority, the comptroller submits areport of his estimate of the amount of money whichhe deems necessary to defray the expenses of thecorporate body for the next fiscal year. The comptrol-ler usually compiles this estimate on the basis ofstatements of current and proposed expenses whichare submitted by the officers of each department. Inhis report, he classifies the different objects and pur-poses of expenditure, shows the aggregate income ofthe preceding fiscal year, and gives any other infor-mation which he feels will be needed to prepare thebudget.

Budget

The budget document may be known as thebudget, executive budget, or proposed budget. Thebudget document is often accompanied by a mes-sage from the administrative officer which isexplanatory in nature and may be published sepa-rately. The budget document sets forth the amount ofassets available for expenditures, taking unpaidcharges and estimates of taxes into consideration.The budget document then specifies the objects andpurposes for which appropriations are to be madeand the amount proposed to be appropriated for eachobject and purpose, covering expenditures such asoperating costs, accrued interest payments, corpo-rate fund payments, liabilities, uncollectable taxes,etc. The budget document is then submitted by theadministrative_ officer for _legislative_ review_ andenactment.

The budget document as submitted by the ad-ministrative officer is usually available for public in-spection and recommendations for change. Prior toany final action taken on the passage of the docu-ment, and subsequent to the public hearing, the cor-porate authorities may revise, alter, increase, or de-crease items contained in the budget document.

Appropriation Ordinance

Once the budget has been made public and allthe necessary changes made, the corporate au-thorities enact the final budget which may be knownby many names, among them appropriation ordi-nance, final budget, etc. Detailed schedules support-ing and supplementing the appropriation ordinancemay be published simultaneously. Depending uponthe jurisdiction, they may or may not be consideredpart of the appropriation ordinance itself. The finalappropriation ordinance is then published and madepublic.

As reference tools, the financial publicationssometimes contain supplementary types of informa-tion such as personnel pay schedules, municipal debtstatements, corporate fund statements, annuity andretirement fund statements which might be helpful tothe user.

RULES AND REGULATIONSRules and regulations are ine product of at-

tempts by administrative agencies to interpret lawsand ordinances and administer programs under theircharge. Agencies which have regulatory powers usu-ally issue rulings and regulations as separate pam-phlets or in a series of publications. This type of urbandocument serves as a useful reference tool in answer-

295

ing questions pertaining to administrative guidelines,enforcement mechanisms, eligibility requirements,etc.

BULLETINS

Bulletins are usually issued by various bureausand departments. They are serial publications whichserve the same purpose as current periodicals in pre-senting events, new developments, human intereststories, and other pertinent info .matron to interestedreaders and other governmentE I agencies.

NEWS RELEASES

New .ses are similar in nature to newspaperarticles. However, they are official documen', issuedby an executive or agency which provide the mostcurrent info! mation concerning new developments.As a reference resource, news releases are difficult touse because t , a.3 rarely controlled bibliograph-ically. They ,o not :.ways have distinctive titles and,as a resu! .ey are generally not included in bibliog-raphies or indexes.

Some municipal documents provide their ownbibliographic control and subject access through in-dexes prepared for and published with the docu-ments (usually in their bound form). The indexes pro-vide the various standard approaches such as author,subject, title, etc. The potential worth of municipaldocuments will never be fully realized until the exist-ence of the documents' own indexes are widelyknown and their use increased. It is unfortunate that 11.currently no resource tool indicates which urbandocuments provide their own indexes.

1313 East 60th StreetChicago Illinois 60637

5. Mrs. Gertrude PinckneyMunicipal Reference LibraryCity-County Building, Room 1006Detroit, Michigan 48226

6. Mr. Eugene BockmanMunicipal Reference Library2230 Municipal BuildingNew York, New York 10007

7. Municipal Reference LibraryRoom 13, City HallSt. Louis, Missouri 64503

8. Mr. Gerald P. Caffrey, DirectorLegislative Reference BureauCity Hall, Room 404200 East WellsMilwaukee, Wisconsin 53202

9. Mr. Leon A. Rubenstein, Dire , :.r

Dept. of Leg. ReferenceCity Hall, Room 312Baltimore, Maryland 21202

10. Miss Jeanee MahlerFree Library of PhiladelphiaPublic Documents DivisionPhiladelphia, Pennsylvania 19107

APPENDIr.Partial List of Municipal Reference Libraries

1. Mr. Aaron L. Fessler, Director..,rban Documents ProgramGreenwood Press, Inc.51 Riverside AvenueWestport, Connecticut 06880

2. Documents UnitIllinois State LibraryCentennial BuildingSpringfield, Illinois 62756

Social Science Dept.Chicago Public Library78 E. Washington StreetChicago, Illinois 60602

4. Mr. Joseph Benson, LibrarianJoint Reference Library

296

Mr. Lee WachtelMunicipal Reference LibraryCity Hall 1Lakeside AvenueCleveland, Ohio 44114

12. Exchange and Gift DivisionThe Library of CongressWashington, D.C. 20025(Mr. Jennings Wood, Chief)

13. Wilma J. Dewey, Principal LibrarianMunicipal Reference LibraryRoom 1003, City HallLos Angeles, California 90012

14. Miss Shirley StewartMunicipal Reference Library550 Erie StreetToledo, Ohio 43624

15. Mr. Lawrence J. O'Toole, DirectorBureau of Municipal ResearchRoom 215, City HallSyracuse, New York 13202

16. Mr. Harold WilsonMunicipal Reference Library307 Municipal BuildingSeattle, Washington 98104

17. Governmental Reference Library602 County Admin. CenterSan Diego, California 62101

18. Miss Dorothy DrakeSacramento City LibraryBusiness and Municipal Dept.9th and I StreetsSacramento, California 95814

19. Municipal Reference LibraryRoom 224, City HallCincinnati, Ohio 45202

20. Dallas Public LibraryCommunity Living Dept.Municipal Reference SectionDallas, Texas 75202

21. Mr. Wm. SmithNatl. League of Cities &

U.S. Conference of Mayors Library1620 Eye St., N.W.Washington, D.C. 20006

22. Mr. James H. BurghardtSocial Science and Science Dept.Portland Public Library801 S.W. 10th AvenuePortland, Oregon 91205

23. Mrs. Oi-Yung CilowMunicipal Reference Library

Municipal Reference LibraryBox 1293 City HallAlbuquerque, New Mexico 87103

Municipal Reference LibraryAuckland City CouncilPrivate BagAuckland, New Zealand

Department of Legislative ReferenceCity Hall, Room 312Baltimore, Maryland 21202

Joint Reference Library1313 East 60th StreetChicago, Illinois 60637

318 Municipal BuildingHonolulu, Hawaii 96813

24. MiSs A. H. SmithCity Librarian, Public LibraryMarket SquareJohannesburg, South Africa

25. Miss Margaret R. GriggMunicipal Reference LibraryAuckland City CouncilPrivate BagAuckland, New Zealand

26. Miss Joyce MaldenMunicipal Reference LibraryRoom 1004, City HallChicago, Illinois 60602

Directories of Special Libraries

1. Special Library Association. Social Science Divi-sion. Planning, Building and Housing Section.Directory Planning, Building & Housing LibrariesU.S. & Canada. First edition, 1969. 36 p.

2. Special Library Association. Social Science Divi-sion. Directory of Special Interest Groups. Pre-liminary ed. March 1971. Prepared by Dorothy E.Christiansen.

3. Council of Planning Librarians. "MembershipList," 1972/73. Aug. 1973. 13 p.

4. Council of Planning Librarians. Directory of Li-braries. Feb. 1969.

municipal reference libraries

Municipal Reference LibraryRoom 1005, City HallChicago, Illinois 60602

Cincinnati Municipal Reference LibraryRoom 224, City HallCincinnati, Ohio 45202

Municipal Reference LibraryCity Hall Building601 Lakeside NortheastCleveland, Ohio 44114

Dallas Public LibraryCommunity Living Department

297

Municipal Reference SectionDallas, Texas 75202

Municipal Reference Library1004 City County Building2 Woodward AvenueDetroit, Michigan 48226

Municipal Reference LibraryRoom 403Fort Worth Public LibraryNorth & Throckmorton StreetsFort Worth, Texas 76102

Municipal Reference LibraryCity and County HonoluluRoom 305, City HallHonolulu, Hawaii 96813

Jackson Municipal Library301 North States StreetJackson, Mississippi 39201

City Librarian/Public LibraryMarket SquareJohannesburg, South Africa

Municipal Reference LibraryRoom 1003Los Angeles, California 90012

Municipal Library ServiceRoom 401, City-County Building210 Monona AvenueMadison, Wisconsin 53703

Municipal Reference LibraryCity Hall200 East Wells StreetMilwaukee, Wisconsin 53202

Municipal Archives Reference Library275 Notre Dame Street EMontreal, Quebec, Canada 127

Municipal Reference andResearch Center Library

Room 2230, Municipal BuildingNew York, New York 10007

Free Library of PhiladelphiaPublic Documents DivisionPhiladelphia, Pennsylvania 19107

298

Social Science & Science DepartmentPortland Public Library801 South West 10th AvenuePortland, Oregon 97205

Montgomery County MunicipalReference Library AN

999 South Perry StreetRockville, Maryland 20850

Sacramento City LibraryBusiness & Municipal Department9th and I StreetsSacramento, California 95814

Municipal Reference Library410 City Hall1206 Market StreetSt. Louis, Missouri 63103

Council Investigation &Research Center

706 City HallSt. Paul, Minnesvta 55104

Municipal Reference LibraryP.O. Box 2842, City HallSt. Petersburg, Florida 33731

Governmental Reference Library602 County Administration CenterSan Diego, California 62101

Research LibrarianCity of SavannahP.O. Box 1027Savannah, Georgia

Municipal Reference Library307 Municipal BuildingSeattle, Washington 98104

City of Toledo Municipal Reference LibraryPublicity & Efficiency Commission550 North Erie StreetToledo, Ohio 43624

Municipal Reference LibraryCity Hall BranchNathan Phillips SquareToronto, Ontario, Canada 1

National League of CitiesAnd United States Conference of Mayors1620 Eye Street, N.W.Washington, D.C. 20006

t -v.,s...a 4

depository libraries in illinois for thepublications of major international organizations

City System LibraryI. United Nations Publications Library of International Relations

Chicago Chicago LS University of ChicagoEvanston Northwestern UniversityUrbana Lincoln Trail LS University of Illinois

II. UNESCO (United Nations Educational, Scientific and Cultural Organization) PublicationsChicago Chicago LS University of Chicago

III. FAO (Food and Agriculture Organization) PublicationsCarbondale Shawnee LS Southern Illinois University

Chicago Library of International Relations

IV. European Communities Publications and European Documentation CentersChampaign Lincoln Trail LS University of Illinois, College of Law,

Foreign Law LibraryChicago Library of International Relations

Chicago LS University of Chicago LibraryEvanston Northwestern University

(English, French, S, Spanish)

V. GATT (General Agreement on Tarriffs and Trade) PublicationsChicago Library of International Relations

EvanstonUrbana

Chicago LS

Lincoln Trail LS

University of ChicagoNorthwestern UniversityUniversity of Illinois

federal depository libraries in the library systemsin Illinois

Bur Oak Library SystemLockport Lewis College of Science and Technology Library (1952)Kankakee Olivet Nazarene College Memorial Library (1946)

Chicago Library System

Chicago Chicago Public Library (1876)Chicago State University Library (1954)Field Museum of Natural History Library (1963)John Crerar Library (1900)Loyola University of Chicago, E.M. Cudahy Memorial Library (1966)Newberry Library (1890)Northeastern Illinois University Library (1961)University of Chicago Law Library (1964)University of Chicago Library (1897)University of Illinois, Chicago Circle Campus Library (1957)

Corn Belt Library System

Bloomington Illinois Wesleyan University Libraries (1964)Normal Milner Library, Illinois State University (1877)

299

Cumberland Trail Library System

None

Du Page Library System

Wheaton Wheaton College Library (1964)

Great River Library System

Jacksonville Mac Murray College, Henry Pfeiffer library (1929)

Illinois Valley Library System

Peoria Bradley University, Cullom Davis Library (1963)Peoria Put;lic Library (1883)

Kaskaskia Library System

Lebanon McKendree College, Holman Library (1968)

Lewis & Clark Library System

Edwardsville Southern Illinois University, Lovejoy Library (1959)Carlinville Blackburn College, Lumpkin Library (1954)Elsah Principia College, Marshall Brooks Library (1957)

Lincoln Trail Library System

Champaign University of Illinois Law Library, College of Law (1965)Urbana University of Illinois Library (1907)Charleston Eastern Illinois University, Booth Library (1962)

North Suburban Library System

Evanston Northwestern University Library (1876)Lake Forest Lake Forest College, Donnelley Library (1962)De Kalb Northern Illinois University, Swen Franklin Parson Library (1960)

Northern Illinois Library System

Freeport Freeport Public Library (1905)Rockford Rockford Public Library (unknown)Woodstock Woodstock Public Library (1963)

River Bend Library System

Moline Black Hawk College, Learning Resources Center (1970)

Rolling Prairie Library System

Decatur Decatur Public Library (1954)Springfield Illinois State Library (Regional; unknown)

300

Shawnee Library System

Carbondale Southern Illinois University, Morris Library (1932)Carterville Shawnee Library System (1971)

Starved Rock Library System

None

Suburban Library System

Lisle Illinois Benedictine College, Theodore, R. Lownik Library (1911)Oak Park Oak Park Public Library (1963)Palos Hills Moraine Valley Community College Library (1972)River Forest Rosary College Library (1966)Park Forest South Governors State University Library (1974)

Western Illinois Library System

Macomb Western Illinois University Library (1962)Monmouth Monmouth College Library (1860)Galesburg Galesburg Public Library (1896)

Illinois depository libraries in the library systin illin

Bur Oak Library System

Lockport Lewis University Library

Chicago

Chicago Library System

Chicago Public LibraryChicago State University, Paul and Emily Douglas LibraryCenter for Research LibrariesLoyola University, E.M. Cudahy Memorial LibraryNortheastern Illinois University LibraryUniversity of Illinois Library, Chicago Circle

Corn Belt Library System

Normal Illinois State University, Milner Library

None

None

Cumberland Trail Library System

Du Page Library System

4.1',1

Msois

301

None

None

None

Great River Library System

Illinois Valley Library System

Kaskaskia Library System

Lewis and Clark Library System

Edwardsville Southern Illinois University, Lovejoy Library

Liaicoln Trail Library System

Champaign University of Illinois, Law LibraryUrbana University of Illinois t_ ibraryUrbana Institute of Government and Public Affairs, University of IllinoisCharleston Eastern Illinois University, Booth Library

Morton GroveEvanston

De KalbRockford

SpringfieldSpringfield

North Suburban Library System

North Suburban Library SystemNorthwestern University Library

Northern Illinois Library System

Northern Illinois University, Swen Franklin Parson LibraryNorthern Illinois Library System

None

River Bend Library System

Rolling Prairie Library System

Illinois State LibrarySangamon State University

Shawnee Library System

Carbondale Southern Illinois University, Morris Library

302

None

Starved Rock Library System

Suburban Library System

Hinsdale Suburban Library System

Western Illinois Library System

Macomb Western Illinois University Library

303

directoryillinois state library

area code 217Trezza, Alphonse F. . ....Director (on leave) 782-2994

Acting Director 782-2994

Associate Director for Library Development 782-7848

Associate Director for Library Operations 782-5524

Legislative Liaison, Office of Secretary of State 782-7948

Information Consultant 782-5430

Bostian, Irma Editor, Illinois Libraries 782-5870

Cook, Garnetta Head, Audiovisual Section 782-6683

De John, William .... .....Senior Consultant, Library Cooperation 782-7848

Ens ley, Robert Senior Consultant, Services to Institutions andPhysically Handicapped 782-7848

Fein, Pauline Head, Binding Section 782-4887

Field, Mary Kate Government Reference Librarian 782-5430

Groninger, Margaret L. ....General Reference Librarian 782-7596

Halcli, Albert Assistant Director for Public Services 782-5013

Harris, Walter Manager, Administrative Services 782-7845

Henderson, Christine Senior General Reference Librarian 782-7597

Herman, Margaret Head, Collection Development Branch 782-7791

Horney, Joyce Head, Circulation and Special Services Branch 782-5823

Hunn, Esther Head, Library Materials Processing Branch 782-7612

Lamont, Bridget L.782-7848

Lyons, Janet 782-5185

Miele, Anth., ,/ 782-5012

Morgan, Candace782-5430

Quint, Mary D. Senior Consultant, Library Manpower 782-7848

Redmond, Mary Legislative Research Librarian 782-5430

Rike, Galen Specialist, Research & Statistics 782-7848

Rummel, Kathleen Public Information and Publications Officer 782-7845

Schwartz, Arlene Head, Serials Section 782-5506

Stimson, Andrew Senior Consultant for Public Library Services 782.7848

Tyer, Travis Senior Consultant, Professional Development 782.7848

Van Zanten, Frank .. .....Senior Consultant for Public Libraries and System Services 782.7848

Vrooman, Hugh Manager, Systems Analysis & Management 782-3553

Gesterfield, Kathryn J

Beasley, James

Kirk, Sherwood

Billington, Norman W

Adams, Stanley

Consultant, Services to Childrenand Young Adults

Head, Government Documents Branch

Assistant Director for Technical Services

Head, Legislative and General Referenceand Information Branch

304