06/11/1998 - Packet AGENDA
TIGARD LIBRARY BOARD
THURSDAY, JUNE 119 1998 - 7:00 P.M.
TIGARD PUBLIC LIBRARY-PUETT ROOM
13125 SW HALL BLVD.
TIGARD, OREGON
1. CALL TO ORDER Beck
2. ROLL CALL: BECK_ CHAPMAN_ GUSTIN_ HARPER_
HOKLINIRWINKASSON
3. Approve Minutes for May 1998. Beck
4. Agenda Additions&Deletions Beck
5. Call to the Public Beck
6. Introduction of New Library Board Member,David Chapman Sisson
7. Monthly Report for May 1998. Sisson
8. Friends of the Library Report. Burgess
9. Cooperative Library Advisory Board Report. Sisson
10. Library Trusteeship 102 Report. Sisson
11. Other Business.
12. Adjournment.
TO ENSURE A QUORUM TO CONDUCT BUSINESS,PLEASE CALL AND LEAVE
A MESSAGE AT THE LIBRARY(684-5886),IF YOU ARE UNABLE TO ATTEND.
Agenda items for future meetings:'
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hAdocs\connie\lib-a
TIGARD LIBRARY BOARD
May 14, 1998
MINUTES
Call to Order: 7:05 p.m., by Chair Larry Beck.
Roll Call: Larry Beck, Pat Harper, Lonn Hoklin, Nancy Irwin, and Sue Kasson. Staff:
Melinda Sisson.
Minutes: Hoklin moved to approve minutes for April, seconded by Kasson. Motion
passed unanimously.
Reports: April Monthly Report: Circulation Manager, Paula Walker, is in the process of
interviewing to fill three vacancies. A National recruitment is underway to fill
the Youth Services Specialist position that will be vacated by Gary Lark as of
June 30th. We had 185 people check out 566 items on "Check Yourself Out
Day," which worked out to be 26.8 percent of all items checked out that day,
compared to our average of 13 percent per day. Unfortunately, we were not
chosen for the drawing to receive money to purchase new materials. Library
staff will be relocating the self checkout machine to the current line-up area to
make it more convenient. The library recognized 20 volunteers on April 20th
for their hours and years of service. The City recognized its volunteers with
the annual Volunteer Dinner held on April 23rd. The library also celebrated
National Library Week with special programs. Paula Walker, Diana
Lauterbach, and Kate Miller presented the 4th Annual Mystery Adult Book
Night. Along with book talks, food and fun, a festive atmosphere was
experienced by all who attended.
Friends of the Tigard Library: President, George Burgess, gave an update on
several projects the Friends are involved in. They have purchased two
benches for the Debbie Cockes Memorial that will be placed in the courtyard.
The Friends will sell pins at the balloon festival for $5 each. The Friends also
donated funds to sell T-shirts for the Summer Reading Program. Letters will
be sent to local businesses to see if there is interest in becoming members. A
sale for used books by the bag or box is in progress. Library staff have
requested the Friends sponsor a grant in the amount of $4,000 for youth
programs. Between Chapters coffee service is doing fairly well; they are up to
$100 per day. Kathy Lyle will advertise to solicit for more people to purchase
coffee. The Friends are not spending a lot of money right now in anticipation
of needs for the new library.
CLAB: Director discussed the Implementation schedule for Polaris. WCCLS
hired Barbara Kesel as Head of Automation. Director distributed a sample
newsletter that targets the Summer Reading Program. There is discussion
whether they would like to have a quarterly newsletter highlighting library
activities. Hillsboro Public Library applied for a grant to open a station for
people to obtain new materials at the new rail station to be called "Books by
Rail" to open in September. The County will be making available to every
library Spanish language display units to assist Spanish-speaking people in
understanding library services
Visioning Update: The librarians met with the School District librarians and
have created a listserve on the Internet to assist each other and share
materials.
Polaris: Still confirming dates, more information to come. Training for staff will
be conducted in June and July. Some areas of services may not be available
by hook-up date.
Library Trusteeship 101 Report:
Director, Melinda Sisson, and Chair, Larry Beck, attended the Library Trustee workshop
sponsored by the Oregon Library Association. Beck mentioned the speakers were
informative and that there was time for the audience to ask questions. The three main
keys presented to improving the success of library services in communities is: 1) Know
your options under Oregon law for providing appropriate leadership and resources for
your library, 2) Know your role in preserving the constitutional rights of citizens to access
information in your library, and 3) Know how to advocate effectively for your library and
establish productive relationships with library staff and local officials. Beck felt it was a
good time spent on acquiring different perspectives on what other boards and libraries do.
Board discussed what their limitations are in campaigning for the library.
Update on Memorial Benches:
The two benches purchased for the memorial for Debbie Cockes will be installed in the
City courtyard between the library and City Hall very soon.
Board Vacancy Update:
Director presented Hoklin as being re-appointed for a second term. Three candidates
were interviewed for the vacancy left by Angus McKay. The idea was presented to
consider increasing the size of the Board. Director reviewed with the Board the size of
the boards for the other 12 participating libraries in WCCLS. The Board discussed pros
and cons. It was moved by Hoklin that if City Council feels it's advisable to increase the
size of the Tigard Library Board to nine members, the Board would be in full support,
seconded by Irwin. Motion passed unanimously.
Library Budget Presentation to Budget Committee:
Director was invited to attend the first Budget Committee meeting. Director is scheduled
to give the library budget presentation to the Budget Committee on May 21st. Library is
requesting two FTE equivalent positions in 1998/99 budget year.
Other Business:
• Hoklin noted that he has seen a raccoon hanging around the back door of the library.
Director indicated Public Works/Parks staff is addressing the situation by having the
raccoon relocated and by placing a "do not feed the animals" sign in the area.
• Director passed out a report received by City Council on the telephone survey
conducted by Davis & Hibbitts, Inc., for the expansion/new construction bond
measure. It will be important to get information out to the voters so they can become
more informed when it shows up on the ballot in November. Beck indicated that the
Space Committee discussed adding the additions up and out, but as a quick fix only,
and would like to be able to construct new buildings which could accommodate needs
up to 20 years.
Adjournment: It was moved by Irwin, and seconded by Harper to adjourn the meeting at
8:33 p.m. Motion passed unanimously.
h:\docs\connie\board\brdmin.doc
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M E M O R A N D U M
DATE: June 10, 1998
TO: Bill Monahan, City Manager
FROM: Melinda Sisson, Director of Library Services
RE: Monthly Report, May 1998
• Personnel: Circulation Services has hired three part-time employees. Rebecca
Choruby, Melanie Fraser and Ann Hunter joined the staff and are quickly learning
the procedures and policies of the Library. Ramona Fitzpatrick has taken a three-
month leave of absence; Elizabeth James will work Ramona's shift this summer.
Donna Crane and Angela Cedillo have completed their temporary assignments and
will be placed on the on-call list. Reader's Services has added Jenny McKenzie and
Anne Seaman to the on-call librarians list. Interviews will be held in July for the
Youth Services Librarian position that Gary Lark will vacate as of June 30.
• Inventory: Paula reported that "The Charge of the Barcode Brigade was a
galloping success. In a month's time, staff and volunteers inventoried over 80,000
items. Over half of them were inventoried on Fri., May 15 and Sat., May 16. Staff
fixed 2,900 items with problems and found 158 trace items and 9 lost items. Scouts,
dragoons, pony soldiers, the dragoon lady and quartermistresses performed
admirably, prodded by a kazoo choir. On May 15 and 16, a total of 44 staff and
volunteers pitched in to get the job done. We are indebted to Susan Koepping for
not only supervising volunteers while we participated in the staff development
program, but also for rolling up her sleeves and shelving along with the group."
• Staff Development Day: Sarah Stebbins, Organizational Development
Consultant/Trainer from Swift Current Consulting, facilitated a three-hour session on
how to deal with change in the workplace. Staff identified the changes that are
having the most immediate impact on them, talked about how they react to change,
and identified ways they can support each other during continuous change.
Reviews have been positive and the staff have already begun to try some of the
techniques suggested.
• Circulation: May's circulation rang in at 52,399 cires, an 11.8% increase over May
'97. Not surprisingly, our highest circ was the day after Memorial Day (2,808). The
self-check cires totaled 14% of total circulation this month edging toward the 15%
goal in our FY99 budget.
• Polaris: Preparations for training and publicity for the new WILI (Polaris) system
have begun. The Library publicity committee has developed,a promotional schedule
for displays, literature and information sessions regarding the new WILI. The first
"tease" appeared in the May Cityscape. We have also written an article for the
Volunteer Newsletter and are planning an overview session for volunteers on
June 23. The July 9 CIT meeting will include a presentation on the new WILI during
the general session.
• Programming_ The next adult book night, "Writin' In the Rain" is scheduled for
Tuesday, July 21 and will spotlight NW authors. Kate, Paula and Melinda will
discuss books written by Washington, Oregon, Montana and Idaho authors. Subject
matter is expected to be as diverse as the Northwest Geography.
• May Day Breakfast: The Library hosted the annual May Day Breakfast for City
employees. Over 100 employees came with hearty appetites, wiping out the
smoked salmon, bagels and fruit by 8:30 a.m. Latecomers found slim pickings.
Library staff commented on the number of first-timers at the Breakfast!
• Friends of the Library: The Friends are developing their annual fund raising letter
asking for monetary donations from local businesses to support the Library.
Membership brochures and information about the Library's Summer Reading
Program will be available from the booth at the Balloon Festival. The Friends will
also sell a specially designed Balloon Festival pin. The Buy-the-Foot Book Sale is
scheduled for July 10-12 in the Courtyard outside the Library/City Hall.
• Volunteers: Jean organized 17 volunteers to assist with the Library inventory
project. June Young, a long-time Library volunteer of 27 years passed ,away on
May 20, 1998. A number of employees attended the services representing the
Library.
• Technical Services: 1,372 items were received in May and nearly 1,100 items
were cataloged for WILL WCCLS upgraded the communications equipment in
anticipation to moving to Polaris.
• Training: A number of staff have attended Internet Explorer, MS Excel, MS Project
and Access computer software training sessions throughout the month.
• Volunteers:
Volunteer Type Number Hours
Adult 99 861.25
Young Adult 24 108.00
Local/Oral History 2 27.50
Adopt-a-Shelf 2 3.00
Library Board 5 6.50
Community Service 0 0.00
Friendly Visitors 5 14.50
Total 137 1,020.75 = 5.89 FTE
r
WORK INDICATORS MAY 1998 MAY 199 MAY 1996
Circulation
Adult Materials 24,629 22,646 24,187
Juvenile Materials 27,770 24,217 21,223
Total 52,399 46,863 45,410
Days of Service 26.5 28 28
Average
Daily Circulation 1,977 . 1,674 1,622
Hours of Service 260 275 279
Materials
Circulated per Hour 202 170 163
Increase in Circulation 11.8% 3.2% 13.5%
Materials
Added 1,093 1,248 1,322
Withdrawn 1,329 409 404
Borrowers Registered 313 270 327
Adult Programs 94 N/A N/A
(Number of sessions) (16)
Story Time 143 422 594
(Number of Sessions) (6) (11) (18)
Toddler Time 111 116 206
(Number of Sessions) (6) (6) (8)
Special Programs 3,981* 6,000* 2,134*
(Number of Sessions) (17) (1) (4)
Internet Users 908 0 87
Visitors
(Gate count divided by 2) 20,688 14,868 17,845
Increase in Visitors 30% -.17% 5.5%
Fines/Fees Collected $5,274.80 $4,954.57 $4,395.81
Gifts Received $ 0 $2.70 $12.80
* These numbers include classroom visits promoting the Summer Reading Program.
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Cooperative Library Advisory Board
6/3/98
New WILI System Implementation Update
Central Site Hardware
• Training server shipping from Syracuse at the end of this week.
• Computer room is being prepared.
• Setup,installation and hardware testing to be completed by WCCLS staff week of June'8.
PCs
• PCs arriving at many libraries
• PC bids for the OPAC PCs will be opened Friday,June 5.
Training
• Gaylord on site for 2 sessions of cataloging training June 23-26
• Gaylord on site for 2 sessions of OPAC training June 30,July 1.
• Aloha conference room will serve as a training facility for the Cooperative.
• Gaylord trained library staff will become core trainers and use the Aloha facility to train other
staff throughout the Cooperative.
• Cooperative staff taking classes in web design and will begin NT administration in June.
Software
• Polaris version 1.0 released. - i vx ose. %v�- PA
• Polaris version 1.1 expected mid-July.
• Version 1.1 to contain critical routing and overdue processing functions.
• Patron services and acquisitions training to be conducted on v.1.1 in late July.
• Live date scheduled for mid August.
Telecommunications
• Bridges upgraded in May,increased bandwidth to 10mg.
• Staff to install ethernet networks at West Slope, Sherwood,Banks,Cornelius,Garden Home,
Tuality,and OCAC in late June through early July.
1
Public Library enditures in Washington Wnty - FY96-97
s
FY96-97 Local Cooperative %from the
Expenditures Funds Funds Cooperative
Public Libraries:
Banks " $40,303 $4,003 $36,300 90.07%
Beaverton $3,156,262 $929,818 $2,226,444 70.54%
Cedar Mill* $1,105,897 $5,260 @ $1,100,637 99.52%
Cornelius $77,996 $27,472 $50,524 64.78%
Forest Grove $506,315 $108,289 $398,026 78.61%
Garden Home $51,193 $1,969 $49,224 96.15%
Hillsboro & Tanasbourne* $2,377,827 $503,426 $1,874,401 78.83%
Suerwood $212,052 $134,116 $77,936 36.75%
Tigard $1,316,700 $379,031 $937,669 71.21%
Tualatin* $811,641 $418,721 ** $392,920 48.41%
West Slope $244,053 ($34,271) ^ $278,324 114.04%
Wilsonville (for taxes collected in their city) $34,871
Total- all libraries $9,900,239 $2,477,834 $7,457,276 75.32%
*Some libraries have expenditures that are significant to their budgets and yet not common to all.•
Cedar Mill-$65,000 rent;Tanasbourne-$71,405 rent.,Tualatin-$158,082 city cost allocation
**Local funds for Tualatin include some funds from Clackamas County library levy
@Additional local support from Cedar Mill Library Association goes into a Capital Improvements Fund which is not reflected here.
^West Slope carried forward some funds for the building addition in FY97-98.
Other Cooperative funded Services & Activities:
Administration $367,307
Automation (actual-passthrough revenue) $550,617
Courier $106,735
Metropolitan Interlibrary Exchange (AUX) net cost $48,211
($60,000+ 31,954 paymt to Mult.; $43,743 revenue from Clackamas)
Outreach $285,130
Reference ($50,484 telephone ref included with Beaverton $133,600
& $60,000 MIX ref. included with MIX costs)
Youth Services $61,383
Total- all other Cooperative funded Servicesc&Activities $1,552,983
Total Local Funds (and percentage) $2,477,834 21.57%
Total Cooperative Funds $9,010,259
TOTAL SPENT ON PUBLIC LIBRARY SERVICE FY96-97 $11,488,093
F:\Coop Statistics\96-97 PL Expend
6/2/98
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Washington County
SkIbUlkyekVte s000pekatNe
TO: Dave Maertens, Senior Deputy County Administrator
FROM: Eva Calcagno, Cooperative Library Services Manage
RE: End-of-Year Budget Review
DATE: June 2, 1998
The Cooperative's end-of-year budget review shows projections of increased revenue and
decreased expenditures from the adopted budget. Expenditures are expected to be less
than the amount appropriated by $977,938, not including the operating contingency. Of
this amount, I am asking that$440,831 be carried forward to next fiscal year as
Encumbrance Adjustments. This is to accommodate expenses related to the delayed
implementation of the new WILI computer system. The other savings can be attributed
to reduced personnel costs due to changes in three management positions, reduced Extra
Help staff and lower M& S purchases. Revenue is projected to be higher by $32,246
because the Cooperative received more tax revenue this year than anticipated due to the
legal interpretation of Measure 50's implementation.
Significant changes are noted below by Program Number:
1191 Reference--Expenditures are estimated to be less than budgeted by $77,165 due
primarily to a lengthy vacancy in the Senior Librarian position, lower Extra Help costs
and lower M& S expenses. Our payment to Multnomah County Library for participation
in the MIX Reference Agreement was reduced by $20,000 this year due to last year's
reduced hours at Multnomah Central Library. Revenue is lower by$4910 due to a
reduction in our share of the state's funding to support second-level library reference
services.
1193 Administration--Expenditures are estimated to be less than budgeted by $87,930
(not counting operating contingency)due to several factors: the turnover in the Manager
position; not having to pay for a capital construction levy; deferring major maintenance
expenses because we will move out of this building in the next few years; and selecting a
less expensive replacement telephone service. Revenue is lower by $132,741 due to the
small reduction from Measures 47/50.
1194 West Slone—Expenditures may equal the Appropriated amount this year. The
building addition is nearly completed and staff was able to make some purchases of
furniture and fixtures in May/June rather than deferring them to next fiscal year.
Revenue is higher than estimated due to greater payment of fees and fines by library
Mail: PO Box 5129, Aloha, OR 97006 0 Location: 17880 SW Blanton St.,Aloha,OR 9 (503)642-1544, Fox 591-0445,TDD# 690-7755
users. The $80,000 in Transfer Funds in the Cooperative's budget reflect the cost for
purchase and build-out for West Slope's modular building addition.
1195 Automation-- Expenditures are estimated to be less than budgeted by $789,080
due to: lengthy vacancy in the Automation Program Specialist position, and lower capital
expenditures for the purchase of the new WILI system. $440,831 of this saving will need
to be carried forward as an encumbrance for next fiscal year to complete payments on
contract milestones and accommodate extra maintenance charges incurred because of
lengthy contract negotiations. Revenue is expected to be lower by $68,159 due to the
purchase of fewer pieces of peripheral equipment by member libraries(for which the
Cooperative is reimbursed).
1196 Outreach — Expenditures are estimated to be less than budgeted by $67,457. This
includes personnel reductions of$46,365 because we have chosen to eliminate the 0.8
Senior Library Assistant position, have reduced a Library Assistant by 0.1 FTE and
reduced Extra Help staff. Outreach has additional savings in M& S due to lower
expenses for book purchases, catalog production and outreach to the Hispanic
community. Revenue is lower by $1350. We increased the mailing fee for our Library
Express mail-order service by 50% last July to cover increased postage costs.
Consequently, usage of the service has decreased.
1197 Courier--Expenditures will be lower by $4447 due to savings in Extra Help.
Courier Service Revenue comes from fees for delivering Central Services mail to the
Extension Office and the Justice Court and will be$2400 as expected.
1199 Youth Services --Expenditures are estimated to be less than budgeted by $30,153.
This includes lower personnel costs of$13,088 due to delayed hiring and reduced Extra
Help staff. M& S expenditures are down $17,455 because we did not purchase reward
books for summer reading and we reduced our expenses for Professional Services that
assist with project coordination. Revenue is higher by $9708 due to a 50%increase is
the state's Ready to Read Grant appropriation at the end of the 1997 legislative session.
The Ending Fund Balance is estimated to be $7,743,307.
Year-End Review Worksheet
By Organization Unit
SPECIAL FUND
Organization Unit Name Cooperative Library Services No. 119
Fund Name: Cooperative Library Services No. 120
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Resources:
Beg. Fund balance 7-1-97 $7,023,768 $7,251,966 $228,198 3.2%
Revenues FY 1997-98 $10,626,654 $10,430,702 ($195,952) -1.8%
Total Resources FY 1997-98 $17,650,422 $17,682,668 $32,246 0.2%
Expenditures:
Personal Services $1,169,211 $988,361 ($180,850) -15.5%
Materials and Supplies $8,701,985 $8,568,010 ($133,975) -1.5%
Capital Outlay $867,565 $202,048 ($665,517) -76.7%
Other Expenses $5,231,983 $0 ($5,231,983) -100.0%
Transfer to other Funds $80,000 $80,000 $0 0.0%
Interfund Expenses $98,538 $100,942 $2,404 2.4%
Total Expenditures 1997-98 $16,149,282 $9,939,361 ($6,209,921) -38.5%
LESS Contingency $5,231,983 $0 ($5,231,983) -100.0%
Net Expenditures 1997-1998 $10,917,299 $9,939,361 ($977,938) -9.0%
Ending Fund Balance 6-30-98* $7,743,307
*Ending Fund Balance @ 6-30-98 is calculated by taking Total Resources minus Net Expenditures.
Explanation(s):
Please attach documentation explaining estimated budget overruns, under collection of revenues, or any
other budget issues that need highlighting.
Adftk
NNW
CITY OF TIGARD
OREGON
Dear Parent or Guardian, t
t
Your child has recently received a Library Card at the Tigard Public Library. This card
allows FREE access to thousands of books, magazines, videos and other resources at
eleven libraries in Washington County. The following information is provided to help you
guide your child's responsible use of library materials and services.
Young people of all ages are welcome in the library. Because of safety concerns,
children under 10 cannot be left unattended.
A public library contains information and materials representing a full spectrum of
philosophies, values and levels of interest. We encourage parents to become
involved with their children's library use. It is both the right and the resppnsibility of
each parent to guide his or her child in making reading and viewing choices.
To help your children develop good study skills, encourage them to take the lead
in researching information for school reports. Librarians have found that if they
speak directly with your children, they can, better help them locate the information
they need.
Library materials can be very expensive. Show your child how to treat them with
care. There will be charges for lost or damaged items. Even if the damage is
done by a child's friend (or dog) it will be charged to the account of the child who
checked the item out—and ultimately to the child's parent or guardian.
For reasons of confidentiality, parents need to have the child's card with them
to access information connected with that card.
Overdues: Videotapes: $1.00 per video per day.
Other material: $.10 per item per day.
Materials other than videos may be renewed twice.
We are always pleased to see families using the library. If you have questions regarding
any aspect of your child's library use, or if there is any way we may help your family feel
more at home, please let us know. For information, call 684-6537.
Children's Librarian, Young Adult Librarian,
Gary L. Lark J. Marin YoynZr
13125 SW Hall Blvd., Tigard, OR 97223 (503)639-4171 TDD (503)684-2772
• • I
Policy for Juvenile and Young Adult Use of the Internet Resource Room
Internet access at Tigard Public Library is open to patrons of all ages, with the
proviso that children 10 years or younger must be accompanied by a parent or
guardian. Young adults may work with a parent but may also access the
Internet on their own. Tigard Public Library wishes to provide a warm and
supportive environment in which patrons can be introduced to the Internet.
Tigard Public Library does not monitor the Internet and has no control over
information accessed thrqugh the Internet, and cannot be held responsible for
its content. As with all other library materials, parents are responsible for
their child's or young adult's access to the Internet. Any restriction of a
child's or young adult's access to the Internet is the responsibility of the
parent or guardian.
•
RESOURCES FOR PARENTS
IN GUIDING THEIR CHILDREN'S USE OF THE INTERNET
BOOKS
The Future of the Internet
Children and the Internet: a Zen Guide for Parents & Educators
Childproof Internet: a Parent's Guide to Safe and Secure Online Access
Net Learning: Why Teachers Use the Internet
Internet for Kids!: a Beginner's Guide to Surfing the Net
MAGAZINES
Technology&Learning
VIDEO
Cybersafe: A Parent's Guide to the Internet
Internet Rules
To enable the largest number of people to obtain the maximum benefit
from these facilities, certain rules are in effect:
1. Internet users are expected to have a basic knowledge of how to operate
a computer. Library staff can only provide limited assistance.
2. You must sign up to use the Internet. Sign-up is for one hour per day,
one day in advance. Sign up sheets are kept next to the workstations.
erminal D is reserved for short-time use only.
3. Due to high demand and limited resources, the library provides Internet
access for informational purposes only. We do not provide access to e-mail,
chat-lines, games, and other non-informational services. .
4. Patrons are expected to respect the staff, rules and Internet equipment.
The settings on each computer are fixed for general use. Please do not
attempt to alter any computer settings.
5. Internet access is open to patrons of all ages. The Library cannot control
the Internet and cannot be held responsible for its content. As with all other
library materials, parents are responsible for their child's access to the
Internet. Any restriction of a child's access to the Internet is the
responsibility of the parent or guardian. There is a filter on one computer
that blocks out certain internet sites. This computer has the following sign:
"this internet station is equipped with software that screens content
that is potentially inappropriate for children."
6. These rules are subject to change as necessary. Rule changes will be
posted.
7. Those who violate these rules will be subject to loss of internet access.
V L
C