Loading...
HomeMy WebLinkAboutLibrary Board-Agenda Packets-8/11/2003 City of ~ Texas PUBLIC NOTICE COLLEYVILLE LIBRARY BOARD ANNUAL MEETING AGENDA AUGUST 11, 2003 7:00 P.M. COLLEYVILLE CENTER 5301 RIVERWALK I. Call to Order II. Approval of July 14, 2003 Minutes III. Approval of July 24,2003 Worksession Minutes IV. Review of Policies and Procedures a. Library Code of Conduct b. Unattended Children c. Donations d. Meeting Room e. Study Room f. Reference g. Program V. Discussion of fee structure(s) VI. Discussion of Voluntary Library Fund VII. Discussion of establishing a schedule for the purpose of developing the Internet Policy VIII. Friends of the Colleyville Public Library Report IX. Colleyville Public Library Foundation Report X. Suggested Items for Future Meetings XI. Adjournment I certify that this notice was posted on the bulletin boards at City Hall on Thursday, August 7, 2003, at 5:00 p.rp.- ~ I t! /r;z \f-.l (~' ~ r0 cl,thia Singleton, TRM City Secretary P.O. BOX 185 COLLEYVILLE, TEXAS 76034 (817) 577-7575 COLLEYVILLE LIBRARY BOARD MINUTES July 14,2003 I. CALL TO ORDER - The meeting of the Colleyville Library Board was called to order at 7:01 p.m. ROLL CALL - Members present: Chair Gary Taraba, Pat Jones, Carol Wollin, Mary Alice Rippe, Mary Ann Nicholson, Dick Roxburgh Dennis Healy, and Nancy Eytcheson Members absent: Susan Barzelay Ex-Officio Members absent: Mayor Joe Hocutt, Dr. Kevin Singer, Dr. Larry Darlage, Steve Jacobs, Steve Banta and Ret Stansberger Council Liaisons present: Mayor Pro Tem Ginny Tigue Staff present: Mary Rodne and Cindy Martin II. Election of Colleyville Public Library Board Chair - Chair Gary Taraba nominated Pat Jones to serve as Library Board Chair, seconded by Dick Roxburgh. The nomination was approved. III. Election of Colleyville Public Library Board Vice Chair - Mary Ann Nicholson nominated Dick Roxburgh to serve as Library Board Vice Chair. The nomination was approved. IV. Approval of the June 9, 2003 MINUTES - A motion was made by Nancy Eytcheson and seconded by Carol Wollin to approve the June 9, 2003 minutes, as amended. Motion approved. V. Review of Policies and Procedures a. Library Code of Conduct b. Unattended Children c. Exhibits and Displays d. Other Director Mary Rodne provided an overview of the Library Code of Conduct, Unattended Children and Exhibits and Displays, as amended. VI. Discussion of Donation Policy Director Mary Rodne provided an overview of the Library Donation Policy. VII. Discussion of Establishing a Schedule for the Purpose of Developing the Meeting Room(s) policies and Fee Structure(s) The Board set the following worksession dates to develop the meeting room policies and fee structure for the Colleyville Public Library. July 24, 2003 - 7:00 p.m. July 31, 2003 - 7:00 p.m. August 1, 2003 - 7:00 p.m. (if needed) VIII. Overview of the Proposed Colleyville Public Library Budget Staff provided an overview of the FY2004 proposed budget. IX. Appointment of the North Texas Regional Library System Assembly Representative and Alternate Nancy Eytcheson nominated Pat Jones, seconded by Gary Taraba, to serve as the Representative to the North Texas Regional Library System Assembly. The Board nominated Dick Roxburgh to serve as the alternate. Nominations approved. X. FRIENDS OF THE COLLEYVILLE PUBLIC LIBRARY REPORT Carol Wollin, President, gave an overview of the Friends of the Colleyville Public Library activities. XI. COLLEYVILLE PUBLIC LIBRARY FOUNDATION REPORT Mayor Pro Tem Ginny Tigue gave an overview of the Colleyville Public Library Foundation planned activities. XII. SUGGESTED ITEMS FOR FUTURE MEETINGS The Board requested that staff provide an update of the Opening Day activities and the Surpreme Court Ruling regarding Internet filtering. XIII. ADJOURN: A motion was made by Gary Taraba, seconded by Mary Alice Rippe to adjourn the meeting. Motion approved. The meeting of the Colleyville Library Board was adjourned at 8:26 p.m. COLLEYVILLE LIBRARY BOARD WORKSESSION MINUTES JULY 24, 2003 I. CALL TO ORDER - The worksession of the Colleyville Library Board was called to order at 7:07 p.m. ROLL CALL - Members present: Vice Chair Dick Roxburgh, Dennis Healy, and Nancy Eytcheson Members absent: Susan Barzelay, Gary Taraba, Mary Alice Rippe, Carol Wollin, Chair Pat Jones and Mary Ann Nicholson. Ex-Officio Members absent: Mayor Joe Hocutt, Dr. Kevin Singer, Dr. Larry Darlage, Steve Jacobs, Steve Banta and Ret Stansberger Council Liaisons present: Mayor Pro Tem Ginny Tigue Staff present: Mary Rodne, Dianne McWethy and Cindy Martin II. Discussion of Library Meeting Room Policies Director Mary Rodne gave an overview of the Library Meeting Room Policies. III. Discussion of the Library Meeting Room(s) Fee Structure Director Mary Rodne gave an overview of the Library Meeting Room(s) Fee Structure. IV. Discussion of Voluntary Library Fund Staff gave an overview of the structure of the Voluntary Library Fund. V. Next Meeting Date Based on the discussion, the Board decided to cancel the July 31, 2003 worksession. VI. ADJOURN: The worksession of the Colleyville Library Board was adjourned at 8:16 p.m. MEMORANDUM TO: Colleyville Public Library Board FROM: Mary E. Rodne, Library Director DATE: August 7,2003 SUBJECT: Revised Library Code of Conduct Attached is the Library Code of Conduct with the reVISions, in bold print, suggested at the July 14, 2003, Library Board meeting, with the exception of one, item 6 under the General Code of Conduct section. It was suggested to change: Consumption of food or beverages, except in the context of Library programming and events in meeting room; to read: Consumption of food or beverages, except in designated areas. Staff reviewed the suggested change and proposes that the original wording be considered for the following reasons: )>- That the original wording is more specific, as to what area and in what context, food and beverages will be allowed in the Library, making it easier for staff to enforce; )>- That the suggested revision wording is not as specific, as to where food and beverages will be allowed, which will make it harder for staff to enforce; )>- That it has not yet been determined if an area will be designated for food or beverages inside the library; )>- That the Library will have limited staff when it opens, and they will need to focus on setting up a new library and building services and programs; )>- That once the Library is open, it may be evaluated if coffee service would enhance the services of the Library; )>- And that if it is decided that the Library will provide coffee service, the Code of Conduct would be revised to include specific wording. Please review. If you would like additional changes, please note them and bring them up for discussion during the August 11, 2003, Library Board meeting. citY of (Qen~ Texas COLLEYVILLE PUBLIC LIBRARY CODE OF CONDUCT o GENERAL STATEMENT The City of Colleyville believes that library patrons have the right to use Library materials and services without being disturbed or impeded by other library users; that library patrons and employees have the right to an environment that is secure and comfortable; and, that library patrons and employees have a right to materials and facilities that are available and in good condition. Therefore, the Colleyville City Council has prescribed the following rules for conduct on the premises of the Colleyville Public Library. o STATEMENT OF PURPOSE The purpose of this policy is to provide consistent guidance for the Colleyville Public Library staff for Code of Conduct. o GENERAL CODE OF CONDUCT The following activities are prohibited: . Conduct that disturbs library patrons or staff, loud conversation, boisterous behavior, or any conduct that hinders others from using the library or library materials; . Conduct that is threatening to patrons, staff or Library property or otherwise in violation of any City ordinance or State law; . Use of personal electronic equipment at a volume that disturbs others, including, but not limited to, pagers, cellular telephones, electronic games, radios, televisions, and CD/tape players; . Allowing children, age 11 and under, to be left unattended by a parent or an adult caregiver at any time in the library; . Use of any tobacco material; . Consumption of food or beverages, except in the context of Library programming and events in meeting room; . Possessing or being under the influence of alcohol or illegal drugs; · Sleeping; . Bringing in personal modes of transportation, bicycles, rollerblades, skateboards, scooters, etc. into the Library or loggia; . Solicitation for the sale or purchase of goods or services; Code of Conduct . Draft 8/4/03 10f2 . Taking surveys, the distribution of leaflets, asking for signatures for petitions or similar activity other than for authorized library purposes; . Bringing in pets or animals into the Library, except those trained for services to the disabled or those allowed at a library-approved event; and . Removing materials from the Library without checking them out on a valid library card or through other standard library procedures such as interlibrary loan. In addition: . All library patrons must be fully clothed, including shirts and shoes or sandals. Swimming attire is not permitted; . Library patrons are responsible for their personal belongings, which are not to be left unattended in the library. The library is not responsible for the security of a patron's personal property; . Authorized library staff may inspect bags or briefcases of a patron leaving the library to prevent loss of library materials. Theft of or vandalism to library property is a crime in Texas, and the City will prosecute violators; and . The library staff may limit the number of patrons sitting together to prevent disruptive noise or conduct. Patrons must not rearrange furniture, and all chairs are to remain in place. o VIOLATION OF CODE OF CONDUCT Any person not abiding by these rules of the Library shall be warned and/or required to leave the Library premises. Library employees shall contact the Colleyville Police if deemed advisable. The Library Director and supervisory staff have the authority to carry out all powers of this policy. o REVISIONS The staff and Library Board of the Colleyville Public Library will review the Library Code of Conduct periodically, and reserve the right to recommend changes at any time. Code of Conduct Draft 8/4103 2of2 MEMORANDUM TO: Colleyville Public Library Board FROM: Mary E. Rodne, Library Director DATE: August 7,2003 SUBJECT: Revised Unattended Children Policy Attached is the Unattended Children Policy with the revisions suggested at the July 14, 2003, Library Board meeting and by staff upon further review. The revisions are in bold print. Please review. If you would like additional changes, please note them and bring them up for discussion during the August 11, 2003, Library Board meeting. citY of (Q~il(9 COLLEYVILLE ~ PUBLIC LIBRARY Texa~ UNATTENDED CHILDREN POLICY o GENERAL STATEMENT Service to children is a high priority of the Colleyville Public Library. Children of all ages are welcomed and encouraged to use the Library's materials, programs and services. The Colleyville Public Library staff is committed to helping children with activities related to the Library. Great effort is taken to make the Library a warm, pleasant and inviting building. However, the Library is an open, public facility and, as such, is not a safe place to leave a child unattended. The well-being and safety of children left alone or unattended is a serious concern for the City and the staff. Parents or adult caregivers (18 years of age or older) are responsible for the care of their children using this facility. Library staff cannot assume the responsibility for the supervision of unattended children in the Library. In order to provide for the general welfare of young patrons, this policy was developed. o STATEMENT OF PURPOSE The purpose of this policy is to provide consistent guidance for unattended children at the Colleyville Public Library. o CHILDREN, AGE 11 AND UNDER - UNATTENDED Children, age 11 and under, may not be left unattended by a parent or an adult caregiver at any time in any part of the Library. If left unattended, staff will attempt to locate the parent or adult caregiver. If the adult caregiver cannot be located in the Library or at home within 30 minutes, the Colleyville Police Department may be contacted. o CHILDREN, AGE 11 AND UNDER - PROGRAMS During story time or other programs that do not require parent or adult caregiver attendance, the adult caregiver must remain in the building and return to the program area by the end of the session. Unattended Children Policy Draft 8/4/03 . Page 1 of3 o CHILDREN, AGE 12 AND UP - UNATTENDED Children, age 12 and up, are welcome to use the Library, unsupervised, if their behavior is in accordance with the behavior policy. However, parents or adult caregivers should not view the Library as an alternative to daycare. Library staff cannot serve as babysitters, teachers or disciplinarians. For safety's sake, parents or adult caregivers should make sure their children are sufficiently mature before allowing them to visit the Library by themselves. o DISRUPTIVE BEHAVIOR Behavior that is disruptive to other patrons or staff is not allowed. Parents and adult caregivers should be advised that if children misbehave, staff will attempt to locate a parent or an adult caregiver to pick up the child. If a parent or an adult caregiver cannot be contacted within 30 minutes, staff members may call the Colleyville Police Department for assistance. Violations of this policy are grounds for suspension of Library privileges. Whenever advisable, the Library will notify the parent or guardian of incidents involving an unattended child. o CHILDREN UNATTENDED AT CLOSING Parents and caregivers should be aware of closing times, particularly on weekends. Announcements are made before closing to remind children to arrange for rides. If children are left unattended in the Library at closing, the staff will attempt to locate a parent or adult caregiver. No youth under the age of 16 shall be left without transportation. Two staff members will wait 15 minutes with children. If children do not have a ride within 15 minutes, staff members will call the Colleyville Police Department for assistance. Staff members are not to give children, left without transportation, a ride under any circumstances. Library Hours Monday & Wednesday 10:00 a.m. - 6:00 p.m. Tuesday & Thursdav 10:00 a.m. - 8:00 p.m. Friday 10:00 a.m. - 5:00 p.m. Saturday 10:00 a.m. - 3:00 p.m. Sunday Closed o REVISIONS The staff and Library Board of the Colleyville Public Library will review the unattended children policy periodically, and reserve the right to recommend changes at any time. Unattended Children Policy Page 2 of 3 Draft 8/4/03 city Of ccen0 Texas COLLEYVILLE PUBLIC LIBRARY PARENTAL NOTIFICATION LETTER Dear Recently, your child, was left unattended by you or a responsible caregiver at the Colleyville Public Library. A copy of the Library's policy on Unattended Children is enclosed for your attention. We ask that you review this policy and make every effort to follow it. We do not wish to suspend Library privileges for you or your family, but the safety of children, as well as, the proper operation of the Library is our first responsibility. If you have any questions regarding this policy or its enforcement, please contact the undersigned. Very Truly Yours, Library Director Unattended Children Policy Draft 8/4103 Page 3 of3 MEMORANDUM TO: Library Board FROM: Mary E. Rodne, Library Director DATE: August 7, 2003 SUBJECT: Revised Colleyville Public Library Donations Policy Attached is the Donations Policy with the revisions suggested at the July 14, 2003, Library Board meeting. The revisions are in bold print. Please review. If you would like additional changes, please note them and bring them up for discussion during the August 11, 2003, Library Board meeting. Library Donor Tree Update: During the July 14, 2003, Library Board meeting, recognition of substantial donations was discussed. The concept of a donor tree in the library was proposed. Staff consented to work with Brinkley Sargent Architects for a recommendation. Brinkley Sargent staff has proposed an approximate size and tree style. The tree proposed is 4' x 5' with 200 leaves and named The Growing Tree. (See attached) In order to prepare a recommendation, their staff needs a target number of "leaves". Currently, no funding has been allocated for the purchase of a donor tree. This would need to be a consideration if plans are made to proceed with the project. Based on the above, staff is presenting the proposed donor tree style, size and funding for review and consideration. If a decision is made to move forward with the project, a recommendation will need to be forwarded to the City Council for final approval. (Qen~ TexaS COLLEYVILLE PUBLIC LIBRARY DONATIONS POLICY o GENERAL STATEMENT The Colleyville Public Library welcomes gifts and donations in support of its collections, programs, services and facilities. The Library has been greatly enhanced by many fine donations which have enabled the Library to acquire many items that otherwise could not have been afforded. o STATEMENT OF PURPOSE The purpose of this policy is to provide consistent guidance of the consideration of donations to the Colleyville Public Library. o SPECIFIC DONATIONS · DONATIONS OF BOOKS, PERIODICALS, AND AUDIONISUAL MATERIALS Gifts of books and other library materials are gratefully accepted by the Library and will be considered for addition to the collection in accordance with the guidelines detailed in the Materials Selection Policy. · DONATIONS OF ART OBJECTS AND OTHER TYPES OF MA TERIALS Such donations are usually welcomed and valued. Donations of materials for exhibit may be accepted but will not be placed on permanent display to insure a variety of materials is exhibited. All donations, on loan, to the Colleyville Public Library will remain the property of the donor. The final decision for acceptance of art objects rests with the City of Colleyville. · DONATIONS - MONETARY AND OTHER Cash donations are welcomed. It is the policy of the Library to expend the cash on materials, equipment, or a project acceptable to the donor. Cash donations will be deposited into the Colleyville Public Library Donation Fund. Other donations Donation Policy Draft 8/6/2003 Page 1 of8 such as equipment, stocks, etc. may be accepted, but would be subject to recommendation of the Library Board and approval of the City of Colleyville. o DONATION GUIDELINES Any person or organization making a cash donation of $1,000 or less specifically for the purchase of materials in memorial to or in honor of named individuals may write a check to the Colleyville Public Library and submit it to the Library Director. These donations will be deposited in the Colleyville Public Library Donation Fund and are exempt from City Council approval. Any person or organization making a cash donation greater than $1000 or a donation of art objects or other types of materials to the Colleyville Public Library must complete a Donation Proposal Form (Attachment A) and submit it to the Library Director. The proposal must include a complete description of the donation, and to the extent applicable, pictures and/or detailed drawings, value of the donation and any stipulations concerning the donation. The Library Director will review the proposal, and forward it to the Library Board. The Library Board will discuss the donation proposal and make a recommendation, which will be forwarded to the City Council for final approval. The potential donor reserves the right to withdraw the proposed donation at any time during the approval process. The Friends of the Colleyville Public Library and the Colleyville Public Library Foundation may make donations directly to the Colleyville Public Library and are exempt from City Council approval. If a donation request is of an unusual nature, the Library Director and the Library Board may submit the request to the City Council for approval. o USE OF DONATIONS The City of Colleyville reserves the right to accept or reject any donation, and in accepting a donation, the City reserves the right to determine the manner in which it will be used. The City cannot accept donations with restrictions as to use, permanence or location. Once a donation is accepted, it becomes the property of the City of Colleyville under the governance of the City Council and its policies. The donor of any gift to the Library should understand that it might someday be sold or disposed of in the best interest of the Library. However, the donor should be assured that no donation shall be disposed of in a careless manner. Donation Policy Draft 8/6/2003 Page 2 of8 o RECOGNITION OF DONATIONS When an individual or organization gives a cash donation to the Library for the purchase of books, periodicals, or audio/visual materials, a bookplate naming the donor and/or an individual being honored will be placed on each item. In order that the Library can properly honor the generosity, a Donation Recognition Form (Attachment B) must be completed. A letter from the Library indicating receipt of the gift will be sent to the donor. Donations of fine arts, equipment, or items given as memorials will not be acknowledged by placing a plaque on the item. If a formal request is made by a donor for a permanent recognition, it will be forwarded to the City of Colleyville for consideration. A letter from the Library indicating receipt of the gift will be sent to the donor. The final decision as to how a gift of this type will be acknowledged rests with the City Council. Q RECEIPTS The Library shall make no attempt to place a monetary value on the donation. However, upon request, it will issue the donor a receipt or letter acknowledging the donation. (Attachment C) o ACCEPTANCE OF POLICY When accepting donations of greater value, the City of Colleyville may require the donor to sign an acceptance of policy form. o SOLICITATION OF GIFTS The Library will work with the Friends of the Colleyville Public Library and the Colleyville Public Library Foundation to develop appropriate methods for the solicitation of some gifts. Depending on the wishes of the donors, some donations may be referred to the Colleyville Public Library Foundation or the Friends of the Colleyville Public Library. [,J REVSIONS The staff and Library Board of the Colleyville Public Library will review the Donations Policy periodically, and reserve the right to recommend changes at any time. Donation Policy Draft 8/6/2003 Page 3 of8 C,ll;.: of (Q~~ T!'xa~ COLLEYVILLE PUBLIC LIBRARY DONATION PROPOSAL To: City of Colleyville Date: Attention: Library Director Name: Address: City: State: Zip Code: Telephone Numbers: Home: Work: I respectfully submit the following proposal for a donation to the Colleyville Public Library. I have read and understand the Donation Policy of the Colleyville Public Library. Further, I agree that the provisions are acceptable. Detailed description of Donation: Value of Donation: Donation Stipulations (if any): Pictures and/or detailed drawings: D Attached I I II Not None L--J Applicable Signature of Donor: Date: Received by: Date: Donation Policy Draft 8/6/2003 Page4of8 For office use only: DO NOT WRITE BELOW THIS BOX Reviewed By: Date: Library Director Recommendations/Comments: Reviewed By: Date: Library Board Recommendations/Comments: Approved By: Date: City of Colleyville Modifications, if any: Disapproved by: Date: City of Colleyville Reason for disapproval: ATTACHMENT A Donation Policy Draft 8/612003 Page 5 of8 ci.ty Of ((V~n~ ~~ T(.x~~ COLLEYVILLE PUBLIC LIBRARY DONATION RECOGNITION Date: Name: Address: City: Telephone Numbers: State: Zip Code: Home: Work: I/we have read and understand the Donation Policy of the Colleyville Public Library. Further, I/we agree that the provisions are acceptable and would like to contribute $ for material(s) to be placed in the library. As a Memorial for: Or In Honor of: On the occasion of a...: 0 Birthday 0 Wedding Anniversary 0 Graduation D Birth 0 Other (please specify): The subject matter we prefer for this material is (please specify): The format we ~fer is: D Book D Periodical D CD D DVD U Other (please specify): The Library will notify the following that this donation has been added to the Library's collection in memory of or honoring the above. In the space provided, please indicate the relationship between the honoree and the person(s) to be notified of the donation. Relationship: Name(s) of Person(s) to be notified: Donation Poli,y Draft 8/6/2003 Page 6 of8 Address(es) of Person(s) to be notified: Donor(s) Information Name of donor(s): Address(es) of donor(s): Signature of Donor: Date: Received by: The original of this form goes to the donor and the Colleyville Public Library will retain a duplicate. ATTACHMENT B Donation Poli,y Draft 8/6/2003 Page 7 of8 ~e' C\tvOf ,V. .--- ,nee ~ T{"x;;1.~ COLLEYVILLE PUBLIC LIBRARY DONATION OF MATERIALS Date Name: Address: City: State: Telephone Numbers: Home: Zip Code: Work: The above named has donated books and/or other Library materials to the Colleyville Public Library. This form will serve as a receipt for purposes of income tax deduction. This donation is made with the understanding that such materials may be added to the Library's collection if they meet the criteria of the collection development policy. Donated items will not be returned. Signature of donor: Signature of staff member: Number of items: Description of Items: The original of this form goes to the donor and the Colleyville Public Library will retain a duplicate. ATTACHMENT C Donation Policy Draft 8/6/2003 Page 8 of8 Trees of Life, Donor Walls & Donor Plaques Page 1 of3 Able Engraving Machines & Supplies To order call: 1-800-383-5185 Order Info I Contact Us To: Home/All Products: All Signage : Recognition & Donor Trees b] Trees of Life, Donor Walls & Donor Plaques Tree Accessones '7i'~_ '':'PJ;,~~ Tan ," i. _ _I.. .,'- -- -~ - .J ''''-:0.0 , ~.... -~.- ~... Y-, .rr...}... 'c \ r ._~' "".J.' ": .. :-'-;-: 1 0-... "'-~'. r ~'.....'" .. .. . .. 'p-'. v I _ .' ,., - ,..~.~,~-~'--,~ ..:....y.J -... - .~ ~;;ir. . --...- ".. '-'- " ,- . - ) r:;PS Oeo -... l;;;n la rger image 300 Leaves $4,BOO The Great Tree Tall and handsome with a cast-bronze antique-finished trunk, starts at 300 leaves and can grow to 750 leaves. With many accessories available, 8 levels of giving can be recognized. ",~ The Growing Tree larger image 3'x4' 100 Leaves $1,900 4'xS' 200 Leaves $3,100 S'x6' 300 Leaves $4,300 This classic design grows throughout a campaign as well as supporting ongoing contributions to the organization. The Growing Tree allows for a wide range of presentation shapes and accommodates a number of donor names. Individual leaves are grouped on plexiglass and mounted in clusters, as shown in this 300- leaf design. Tree Accessories This spectaCUlar 1 ,ODD-leaf design for TV-38 recognizes donors, with each name etched on a finely sculptured bronze leaf. The design also features a solid cast bronze trunk and six islands. n :JI& NiiiilY~ , ' TV-38 Tree Accessories larger image lS'x6' 1000 Leaves $9,400 12'x6' 750 Leaves $B,100 9'x6' 500 Leaves $6,BOO 3-D Tree http://www.able-engravers.comlp44 .html 8/5/2003 Page 1 of 1 .:fl~' http://www.able-engravers.comlimages/big_tree/lg_tree_oClife.jpg 8/5/2003 MEMORANDUM TO: Colleyville Public Library Board FROM: Mary E. Rodne, Library Director DATE: August 7,2003 SUBJECT: Colleyville Public Library Revised Meeting Room Space Policy Attached is the Meeting Room Space Policy and Regulations with the revisions suggested at the July 24, 2003, Library Board work session and by staff upon further review. The revisions are in bold print. Also, please note that several sections are not complete due to pending information. If you would like additional changes, please note them and bring them up for discussion during the August 11, 2003, Library Board meeting. During the work session on July 24, 2003, each section of the meeting policy was carefully reviewed and discussed. The following considerations were focused upon: )>- That Colleyville has the Colleyville Center, a beautiful facility designed for the purpose of providing meet room rental space; )>- That the Library meeting room space was designed to support programs of the Library and Library-related organizations and that the upper level, designed for future expansion, could be used for select programs; )>- That the Library will have limited staff when it opens, and they will need to focus on setting up a new library and building services and programs. cIty Of (Qe@ Texas COLLEYVILLE PUBLIC LIBRARY Meeting <Room Policy and Regulations o GENERALSTATEMENT The Colleyville Public Library is aware of the need for meeting space for local groups. Making available such accommodations to the public is an additional service, which the Library may render under conditions recommended by the Library Board and set by the City of Colleyville. Space, staff limitations and library schedules necessarily require regulatory measures, which affect the use of the meeting room space. These rules may be modified for official library and City functions when deemed appropriate. The City of Colleyville through its authorized Library representatives reserves the right to deny permission to use the meeting room space. o STATEMENT OF PURPOSE The purpose of this policy is to provide consistent guidance for the Colleyville Public Staff in Library meeting room space. o PERMISSIBLE MEETINGS Meeting room space in the Library is available primarily to meet the operational needs of the Library, Library - related organizations, and the City of Colleyville. When meeting room space is not in use by the Library or a City department, meeting room space is available as specified below. The use of the meeting room will be assigned by the Library Director in priority order to render use of the facility for the benefit of the greatest number of city residents. Priority for the use of the meeting room will be given in the following order: 1. Library sponsored meetings or programs. 2. Friends of the Colleyville Public Library/ Colleyville Public Library Foundation sponsored meetings or programs. 3. City of Colleyville sponsored meetings or programs. 4. Colleyville non-profit organizations engaged in educational, cultural, intellectual, civic, or charitable activities. The use of Library meeting room space for meetings, by organizations in Category #4, above, requires that the meetings must be open to the public and Page 1 of 8 Meeting Room Policy and Regulations Draft 81712003 that at least one or more members of the organization are residents of the City of Colleyville. Any such requested use must not be disruptive to library patrons. Standing reservations for Library meeting room space will not be accepted. Library meeting facilities may not be used as the primary meeting place for any organization. o EXCLUSIONS · Commercial groups · Social or private functions A meeting is defined as commercial if the group sponsoring or conducting the meeting has as the purpose of the meeting to advertise, promote, or sell a product or service; or to train and motivate its employees; or for any and all other business-related functions such as market research, interviewing applicants, etc. o ENDORSEMENT OR SPONSORSHIP Use of Library meeting room space by an organization does not constitute Library sponsorship or endorsement of the organization or its policies, beliefs or activities. Advertisements or announcements that either directly or indirectly imply otherwise shall not be permitted. Use of the name or address of the Library as the official address or headquarters of an organization is prohibited. o FACILITIES On the first level, the library has one (1) carpeted meeting room designed to meet general educational, cultural, intellectual, civic, or charitable purposes. On the second level, the Library has additional carpeted open space, designed for future Library expansion. When not in use by the Library or City, this space may be used by Colleyville non-profit organizations according to the guidelines detailed in this policy. Capacity for meeting room space is as follows: Meeting Room: Second Level: The meeting room has a kitchenette with a sink available for use. The second level has no kitchen facilities or sinks available. Please note that the meeting room kitchenette is designed to serve prepared food, not to prepare food. The second level is not designed to prepare food, but light refreshments may be served. Restrooms are located on the main level and the upper level. Page 2 of 8 Meeting Room Policy and Regulations Draft 81712003 o PARKING The Library/City Hall has a _ space parking lot that includes _ handicapped spaces. Overflow parking is permitted in the parking lot and on the street. o EQUIPMENT The Library meeting room has a built-in sound system. Audiovisual equipment, tables and chairs are available for public use for a fee established by City Council Ordinance. (See Attachment C) Equipment available for use is listed on Colleyville Public Library Meeting Room Set- up Request Form (Attachment B). The Library will not supply an equipment operator. If instruction in the use of the equipment is necessary, arrangements must be made with the Library Director at least seventy-two (72) hours in advance of meeting time. The upper level meeting room space does not have the use of library chairs, tables, or audio/visual equipment. Organizations using the upper level space are responsible for renting all equipment needed for meetings and events. o RESERVATIONS Reservations for the use of the meeting room must be made on the Colleyville Public Library Meeting Room Application and Agreement (attachment A). Groups will be booked in order of priority and then by date application is received with payment. Reservations may be made for no more than three months in advance or less than 72 hours in advance by a City of Colleyville resident. Library-related organizations and City of Colleyville meetings and programs are exempt from the advance reservation rule, but must complete an application to secure a room reservation. Page 3 of 8 Meeting Room Policy and Regulations Draft 8f? 12003 o HOURS Meetings may only be scheduled during times the Library is open. The present schedule for use of Library meeting room space is: 10:00 a.m. - 6:00 .m. 10:00 a.m. - 8:00 .m. 10:00 a.m. - 5:00 .m. 10:00 a.m. - 3:00 .m. Closed All members of an organization must be out of the building at designated closing times. Groups must allow time for clean up, etc., so the Library can be secured promptly at closing times specified above. Library, Library-related organizations and City of Colleyville meetings may be scheduled when the Library is closed. City staff will make arrangements in advance for securing the building at the conclusion of the meeting. o FEES Rental fees will be charged for use of Library meeting room space and equipment. Library-related organizations and the City of Colleyville are exempt from rental fees. Rental rates shall be the rates, which are in effect on the date of the event. Rental rates, fees and policy are established by City Council Ordinance and are subject to change. (See Attachment C) All fees must accompany the application when submitted to the Library Director for approval. If the application is denied, the fee will be returned. An application for meeting room use will include the name of the group, date and time of meeting, nature of meeting, name of group-contact person, number of people attending, and desired equipment needed. Refunds on meeting room space charges are made when the cancellation is received in writing two weeks prior to the meeting. If the reservation is cancelled less than two weeks prior to the meeting, refunds will be considered on an individual basis. The Library due to the booking of a major Library/City event, weather, natural disaster or national emergency may cancel a Library meeting room space reservation, though confirmed. A full refund will be made. Page 4 of 8 Meeting Room Policy and Regulations Draft 8/712003 o DAMAGE DEPOSIT An organization shall pay a damage deposit set by the City Council Ordinance. (See Attachment C) A damage deposit is to be paid, by check, separately at the time an application is submitted. The damage deposit will be refunded after a Library staff member has inspected the area and determines that no damage to the meeting room space has occurred. An additional charge for the cost of the actual damages will be billed to the organization if damages exceed the damage deposit. o MEETING ROOM SPACE REGULATIONS · Set-up and Clean-up The Library will provide meeting room set-ups for groups. Requests must be submitted on the Colleyville Public Library Meeting Room Set-up Request Form (Attachment B) a minimum of seventy-two (72) hours in advance of the meeting time. Organizations must provide their own support for additional set-up of the meeting room space they use. Library staff will not be made available to provide support services such as carrying equipment or materials into or around the Library, making coffee or photocopies. Organizations must leave the premises in as good condition in which it was found. Groups will be assessed for clean up of any areas which may have been overlooked. All decorations and organization belongings must be removed. . Food and Other Refreshments Light refreshments (equivalent to coffee and cookies) may be served in Library meeting room space. Red beverages may not be served. The Library Director must approve service of all refreshments in advance as part of the formal meeting room space reservation process. Groups must supply their own coffee, cream, sugar, and paper goods. The Library will not store food, beverages or supplies for groups. The Library and Library-related organizations such as the Friends of the Library, the Library Foundation and the City of Colleyville are exempt and may serve food and refreshments as deemed appropriate for meetings, programs and special events. Page 5 of 8 Meeting Room Policy and Regulations Draft 81712003 · Smoking Smoking is not permitted anywhere in the Library, including meeting room, lobbies, restrooms, etc. · Alcohol No alcoholic beverages may be used and/or in possession of on Library premises. Library-related organizations such as the Friends of the Library, and the Library Foundation may request an exemption subject to approval by an authorized representative of the City of Colleyville. · Decorations The Library must approve all decorations in advance. Decorations must be limited to those items which can stand on the floor or a table, and which conform to fire regulations. All open flames are prohibited. Decorations cannot be nailed, stapled, taped or otherwise attached to walls, ceilings, woodwork or furniture. Use of confetti and metallic glitter is prohibited. . Solicitations, Sales, and Promotions No admission, donations or fees to defray expenses are to be charged by any group using the meeting room space, with the exception of library- sponsored programs for which fees may be charged to defray expenses. No fees may be charged for products or product services. Gambling, lottery or bingo is not allowed in the Library meeting room space. The Library and Library-related organizations such as the Friends of the Library and the Library Foundation may have special sales or promotions in the Library. o VIOLATIONS If a group violates one or more of the above meeting room regulations, the group will receive a written Colleyville Public Library Meeting Room Violation Notification, and may be denied use of the Library facility in the future. Page 6 of 8 Meeting Room Policy and Regulations Draf! 81712003 o LOSS OR DAMAGE In the case of vandalism, theft, fire, flood or other natural disaster, the Library is not responsible for loss or damage to the organization's property within the building. However, each organization will promptly pay for any and all damage or injury to or loss of Library property, which may occur as a result of the use of the premises. o SECURITY The Library and City reserve the right to determine the need for police and/or fire security at an event and will provide the group a list of approved security personnel allowed in the Library. The group will be responsible for security expenses, which will be paid directly to the security personnel PRIOR TO THE START OF THE EVENT. If a group refuses to assume the cost for security, use of the Library meeting room space shall not be granted. o AMERICANS WITH DISABILITIES ACT (ADA) Activities held in the Library are subject to the requirements of the Americans with Disabilities Act (ADA). Organizations must comply with applicable ADA requirements when using Library meeting room space and are responsible for providing, and if necessary paying for, qualified interpreters or auxiliary aids requested in order to accommodate any person(s) in accordance with such requirements. o INDEMNIFICATION The organization shall agree to indemnify, save harmless and defend the City of Colleyville from and against any and all claims, demands, causes of action, and liabilities including all costs and reasonable attorney's fees in any manner caused by, arising from or incident to the organization's use of the Colleyville Public Library's meeting room and other facilities. o WAIVER OR VARIATION REQUESTS Requests for waiver or variation of any of the meeting room regulations may be made to the Library Board. Requests must be submitted in writing to the Library Director who will forward the request on to the Library Board. The Library Board will review the request and submit recommendations to the City Council for approval. Page 7 of 8 Meeting Room Policy and Regulations Draft 81712003 o APPEAL A person or group denied permission to use the meeting room may appeal such denial at the next regularly scheduled meeting of the Library Board. The appeal must be submitted in writing to the Library Director who will forward the request on to the Library Board. The Library Board will review the request and submit recommendations to the City Council for approval. o REVISIONS The staff and the Library Board of the Colleyville Public Library will review the meeting room policy and regulations periodically, and reserve the right to recommend changes at any time. Page 8 of 8 Meeting Room Policy and Regulations Draft 81712003 MEMORANDUM TO: Colleyville Public Library Board FROM: Mary E. Rodne, Library Director DATE: August 7, 2003 SUBJECT: Proposed Colleyville Public Library Study Room Policy In preparation of the Study Room Policy, staff reviewed comparable policies of libraries both locally and nationally. General basic guidelines included in most policies and items applicable to the Colleyville Public Library were incorporated into this policy. In addition, staff considered the feasibility of administrating the guidelines within staff resources. On the basis of the above, staff proposed the attached Study Room Policy for consideration. (Q~~ Texas COLLEYVILLE PUBLIC LIBRARY STUDY ROOM POLICY o GENERAL STATEMENT The Colleyville Public Library provides three study rooms for use by individuals or small groups, in order to offer quiet study space, as well as to contain the noise of small group meetings. The rooms shall be used in a consistent manner with the fundamental objective of providing a suitable environment for study, reading and research. These rules may be modified for official Library and City functions when deemed appropriate. The Library reserves the right to deny permission to use the study room space. o STATEMENT OF PURPOSE The purpose of this policy is to provide consistent guidance in the use of Colleyville Public Library study rooms. o PERMISSIBLE USAGE Individuals and small groups (two to six) engaged in educational, cultural, intellectual, civic, or charitable activities may use the study rooms. Individuals and groups may be limited in the number of reservations per week to insure a fair distribution of Library study room usage among all patrons. o PROHIBITED USAGE Library study rooms may not be used for buying, selling, advertising, or trading of products or services for cash or other consideration of any kind, including, paid tutoring services. Library study rooms may not be used as the primary meeting place or regularly scheduled meeting place of any organization or group. Donation Policy Draft 8/512003 Page 1 of3 c ROOM CAPACITIES Study Room A may be used by up to two persons at a time. Study room B may be used by up to four persons at a time, and Study Room C may be used by up to six persons at a time. Groups that exceed the stated capacity may not book library study rooms. Patrons may not move chairs from other areas of the Library, sit on floors or on counters, etc. to allow more persons than designated in the rooms at any time. o ROOM RESERVATION Booking of study rooms must be done at the Adult Services Reference desk. Generally, the study rooms will be available on a first-come, first-served basis. Patrons booking a room must leave a valid form of identification such as a library card, a drivers license, a student identification card, etc., with staff at the Adult Services Reference desk. Advance reservations are restricted to the same day of usage. Study rooms may be reserved on the same day, which they are going to be used. If a patron is late for a reserved time, study rooms will be held for ten (10) minutes beyond the reservation time, at which time the reservation will be cancelled. A waiting list will be kept if all three rooms are occupied. o ROOM ACCESS Library study rooms will be locked when not in use. Users must register and leave a form of identification at the Adult Services Reference desk to have a room unlocked. When a room is vacated, Adult Services Reference Desk staff must be notified to check and lock the room, at which time the patron's identification card will be returned. o TIME LIMITS Study rooms are available in two-hour increments during normal Library business hours. The length of these sessions may be extended if no other patrons are waiting to use the room, but not past the hours the library is open. Study rooms must be vacated ten minutes before the Library closes. Donation Policy Draft 8/512003 Page 2 00 D RULES OF BEHAVIOR Individuals and groups are expected to comply with all rules of behavior as set forth in the Colleyville Public Library Code of Conduct when using Library study rooms. Individuals or groups engaged in destructive or inappropriate behavior may be asked to leave and may be denied use of study rooms in the future. Food, drink, candy, and smoking are not allowed in the study rooms. Users will be held responsible for any damage to the room or its furnishings during the time period registered. Study rooms must be left in a clean and orderly condition. D LOST / DAMAGED PERSONAL ITEMS Individuals or groups should not leave belongings unattended in Library study rooms. The Library assumes no responsibility for lost or damaged personal property left in the rooms. o REVISION The staff and Library Board of the Colleyville Public Library will review the study room policy periodically, and reserve the right to recommend changes at any time. Donation Policy Draft 8/572003 Page 3 of3 MEMORANDUM TO: Colleyville Public Library Board FROM: Mary E. Rodne, Library Director DATE: August7,2003 SUBJECT: Proposed Colleyville Public Library Reference Policy In preparation of the Reference Policy, staff reviewed numerous comparable policies of libraries both locally and nationally. General basic guidelines included in most policies and items applicable to library service in this area were incorporated into this policy. On the basis of the above, staff proposed the attached Reference Policy for consideration. (Q.~ Texas COLLEYVILLE PUBLIC LIBRARY REFERENCE POLICY o GENERAL STATEMENT The Colleyville Public Library Reference staff is committed to assisting library users in successfully meeting their information needs in a courteous and timely manner, by consistently providing accurate, high quality service equally to all patrons. Service is provided to all persons on a non-discriminatory basis as required by state and federal law. o STATEMENT OF PURPOSE The purpose of this policy statement is to describe the reference services and resources that are offered by the Colleyville Public Library, and to provide standards that will ensure consistency of service to all patrons. o CONFIDENTIALITY State law and federal law protect the privacy of library users. The Library will protect each library user's right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired or transmitted. o PRIORITIES The Library is committed to excellence in public service. Service to the public receives priority over all other duties. The Library will schedule trained staff at reference desks with the primary purpose of assisting patrons with their information needs. Requests for assistance will be provided on a first-come, first-served basis. In-person requests for information will be given priority over requests made by telephone, fax, mail or e-mail. o GENERAL REFERENCE SERVICE GUIDELINES Reference service will be provided to patrons during all hours the Library is open. Reference service is provided to all forms of inquiry including in- person, telephone, fax, mail, and e-mail. General reference service and Reference Policy Draft 8/5/2003 Page 1 of5 access to the entire reference collection including electronic databases is provided to patrons of all ages. Services are free of charge except if the library incurs an expense such as genealogy microfilm, out-of-state interlibrary loan, etc; the charge will then be passed along to the patron. If the information required is beyond the holdings of the Colleyville Public Library, the patron will be referred to other community information resources. Non-residents are provided with in-house reference service, but are referred to their home library for materials, which must be acquired from another library. o IN-PERSON REFERENCE SERVICE Staff will respond to varied in-person information needs using the Library's collections and services to the fullest extent possible. For most requests, staff will conduct a reference interview to assess information, assistance or instruction appropriate to meet the individual requests. If several patrons are waiting for assistance, requests that are brief may be given priority over lengthy, complex questions that require more staff involvement to complete. Staff may set reasonable limits on the amount of time and level of response given to patron requests for information. o TELEPHONE REFERENCE SERVICE Telephone reference service is usually limited to supplying the kind of information that is readily available, does not require extensive searching, and which may be accurately communicated over the telephone. Reference staff will check a reasonable number of titles, addresses, indexes, etc. The caller may be invited to come to the Library if more extensive research is required that would require an unusual amount of time. Staff will cite the source title and publication date for all telephone reference requests. o FAX, E-MAIL, MAIL REFERENCE SERVICE The Library will respond in a timely manner to all reasonable reference inquiries received by fax, e-mail and mail. Service is usually limited to short, factual informational questions, which do not require extensive searching. If the question is too involved, the patron may be invited to visit the Library for further assistance. Reference Policy Draft 8/5/2003 Page 2 of 5 o COMPUTER REFERENCE SERVICE GUIDELINES The Adult Services computer area provides access to various software programs, the Internet, TexShare and other online research databases. The Youth Services computer area provides limited Internet access in addition to a variety of CD-ROM's and software programs, TexShare and other online research databases. Users must log on with a valid Colleyville Public Library card number. Non-residents must register for a user number. Staff assistance in the computer areas is available as time and expertise permit. Assistance is given on a best effort basis only. Research databases that offer a home access option by license agreement are available to Colleyville residents only. o NONCIRCULATING MATERIALS Reference materials do not circulate. Non-reference materials in high demand may be placed on in-library use only during school assignments to assure availability. o VERIFICATION OF SOURCES Staff will provide information available in a documented source when answering requests and will provide information, not advice. Staff will not provide personal viewpoints or interpretations of materials. o REFERRALS TO OTHER LIBRARIES Every effort will be made to answer the request for information using the resources available in the Library. In the event that a referral is made to another library, staff will telephone the library on behalf of the user and will verify that the material is available at the other library. o REQUESTS FOR SPECIALIZED INFORMATION . MEDICAL, FINANCIAL AND LEGAL QUESTIONS The reference staff provides medical, financial and legal information without advice or interpretation. Staff will not give personal referrals to patrons for particular medical, financial or legal professionals. Reference Policy Draft 8/5/2003 Page 3 of5 Reference Policy Draft 8/512003 . TAXES Information on taxes is provided from published materials, not from the personal experience of the reference staff. Tax advice is not given, but staff will direct patrons to tax guides and tax forms. . HOMEWORK If the information requested is part of a school assignment, reference staff will guide the student as to how to complete the work themselves. Requests involving extensive homework help cannot be answered by telephone. Students will be encouraged to visit the library for help in completing the assignment. In the event that a search has been unsuccessful due to lack of material, lack of suitable material or further clarification of the assignment a Teacher Notification Notice will be issued to the student documenting the effort. It is beyond the scope of library service to provide proofreading service or tutorial assistance. The Reference staff will not perform mathematical calculations. · VALUES AND APPRAISALS Values of art works, antiques, coins, stamps, etc., may be quoted from published materials. The date and source of the information will be cited. Staff will not provide personal appraisals or values. . GENEALOGICAL RESEARCH The Reference staff will assist patrons by suggesting materials and resources to research. Extensive genealogical research service is not available. . CONTEST QUESTIONS Contest questions are treated in the same manner as other reference questions, and will not be given any special priority. . CONSUMER INFORMATION Reference staff will direct patrons to objective product information, but will not interpret results of consumer research or offer personal recommendations. Page 4 of5 . COMPILATIONS AND EXTENSIVE RESEARCH The Library does not provide reference service for in-depth research. Patrons needing extensive research, compilations, bibliographies, lists, or statistics will be directed to the appropriate resources and offered as much assistance as staff time allows. o INTERLIBRARY LOAN SERVICE If the materials desired are not available at the Colleyville Public Library, Colleyville residents may request items to be loaned from other libraries. o PATRON COMPLAINTS AND CHALLENGES OF MATERIALS Patron complaints and challenges of materials are to be handled as outlined in the Material Selection Policy. o REVISIONS The staff and Library Board of the Colleyville Public Library will review the Reference Policy periodically, and reserve the right to recommend changes at any time. Reference Policy Draft 8/5/2003 Page 5 of5 MEMORANDUM TO: Colleyville Public Library Board FROM: Mary E. Rodne, Library Director DATE: August 7, 2003 SUBJECT: Proposed Colleyville Public Library Program Policy In preparation of the Program Policy, staff reviewed comparable policies of libraries both locally and nationally. General basic guidelines included in most policies and items applicable to the Colleyville Public Library were incorporated into this policy. In addition, staff incorporated the mission of the Colleyville Public Library and considered the feasibility of fulfilling the guidelines within staff resources. On the basis of the above, staff proposed the attached Program Policy for consideration. (Q.~ l'exaS COLLEYVILLE PUBLIC LIBRARY PROGRAM POLICY o GENERAL STATEMENT The Colleyville Public Library sponsors programs to promote usage of its collections, services and facilities. Programs are an extension of the mission and goals of the Library and provide users with additional opportunities for culture, education, information and recreation. The Library will strive to offer a variety of programs for all ages that reflect the broad range of community interests. o STATEMENT OF PURPOSE The purpose of this policy is to provide consistent guidance in programming for the Colleyville Public Library. o GENERAL PROGRAM GUIDELINES . The Library will sponsor a variety of programs for children and adults of all ages, with priority given to programs that promote reading and literacy, the dissemination of information, provide recreation and the appreciation of culture and the arts. . All Library programs will be scheduled by the Colleyville Public Library staff, who will determine the types of programs that are appropriate for presentation at the Library. Library staff oversees performers and presenters. . The Library may co-sponsor programs with the Friends of the Colleyville Public Library, the Colleyville Public Library Foundation, other City departments, and community organizations. . Library programs, generally, will be free and open to the public. The Library may charge for supplies and materials that participants will keep. . Library programs must be non-commercial in nature. A businessperson or other professional may present a program, but it must be an informational or educational program. The presenter may not solicit business, or recommend a product or service. . The sale of products at a Library program is not allowed, with the exception of the Friends of the Colleyville Public Library and the Colleyville Public Library Foundation sponsored programs for fund- raising purposes, at which products may be sold. . Library staff will handle registration for Library programs. Staff will report total registration numbers, but will not provide registration lists to presenters or performers. . Library staff will prepare flyers and press releases to promote Library programs. Presenters and performers may not advertise or promote Library sponsored programs without Library approval. . The Library may provide a bibliography or a display of Library related resources, if applicable, for presenters and performers to reference during their programs. . Performers or presenters, who do not comply with the guidelines outlined in the Program Policy of the Colleyville Public Library, may be denied permission to present future programs at the Library. o REVISIONS The staff and Library Board of the Colleyville Public Library will review the study room policy periodically, and reserve the right to recommend changes at any time. MEMORANDUM To: Library Board From: Mary Rodne, Library Director Date: August 7, 2002 Subject: Colleyville Public Library Meeting Room Fees/Other Fees Structure During the July 14, 2003, Library Board meeting, it was discussed that the Colleyville City Council will adopt all fees pertaining to the library for the FY2004 budget at the September 2 and September 16, 2003, City Council meetings. In order for the Library Board to be prepared to make a recommendation to the Council, consensus was to hold several work sessions if needed, to discuss and develop meeting room policies and meeting room fees for the Colleyville Public Library. In preparation for the work session on July 24, 2003, staff reviewed meeting room policies and meeting room fees of area libraries, and meeting room policies and fees of other City of Colleyville departments. After careful consideration of these policies, staff compiled a draft library meeting room policy and meeting room fee structure that was be distributed for discussion during the work session on July 24, 2003. After review and discussion, the attached meeting room fee structure was developed. In developing the proposed meeting room fee schedule, the rental fees of other City facilities were considered. In developing the fee structure for rental of audiovisual equipment, it was recommended that the Library adopt the same fees as the Colleyville Center. Also, the schedule includes other fees that will were not discussed during the meeting on July 24, 2003, but will need to be included in the formal recommendation to the Council. On the basis of the above, the attached fee schedule pertaining to the Library is attached for review and consideration. The formal recommendation to the Council will be voted on at the August 11, 2003, Library Board meeting. If you have any questions, please let me know. COLLEYVILLE PUBLIC LIBRARY MEEtlijE; ~oQ",~~~~~):ee"~CMeDlJ(E Meeting Room: Upper Level: Damage Deposit Schedule Meeting Room: $100.00 Upper Level: $250.00 Meeting Room Space Rental Fee First Two (2) Hours Each Additional Hour $35.00 $10.00 $300.00 $50.00 Minimum Two (2\ Hour Rental Equipment Rental Fee Schedule Data I Video LCD Projector Front Projection Screen DVD + VHS VCR Recorder CD/Tape Player Podium with Microphone Hourly Full Day $50.00 $400.00 $25.00 $35.00 $20.00 $35.00 Set-up Fees $.50 $2.00 Color Copies (per page) Black and White copies (per page) Fax -Incoming (per page) Fax - Outgoing (per page) Local Long Distance $1.00 $0.10 $1.00 $1.00 $2.00 MEMORANDUM To: Colleyville Public Library Board From: Mary Rodne, Library Director Date: August 7,2003 Subject: Colleyville Public Library Voluntary Library Fund During the July 24, 2003, Library Board Work Session, the Voluntary Library Fund was discussed. Attached is the packet of information that was distributed at the work session. Upon review and discussion, it was proposed that the Library Board would not recommend any changes to the Voluntary Library Fund at the present time and that the Voluntary Library Fund be placed on the August 11, 2003, Library Board agenda for further review and consideration. MEMORANDUM DATE: Colleyville Public Library Board / Dianne McWethy, Deputy City Manager~j July 23, 2003 ~ TO: FROM: SUBJECT: Voluntary Library Fund The Voluntary Park Fund was established in 1976. In 1992, the colleyville Friends of the Library and the Parks and Recreation Advisory Board made a joint recommendation to the City Council to increase the Voluntary Park Fund from $1.00 to $2.00 per month and to establish a Voluntary Library Fund with a donation level of $1.00 per month. The Voluntary Park and Library fees are listed on Colleyville resident's water bills. The Voluntary Park Fund, as reflected in Resolution R-96-1042, was established for the purpose of acquisition of park land and/or development and improvement of park land and facilities on City-owned and Grapevine Independent School District-owned property; and said fund can be used for approved parks and recreation programs; however, said fund will not be used for park maintenance. In consideration of the opening of the Colleyville Public Library, staff is presenting the Voluntary Library Fund to the Board for review and consideration. xx: Mary Rodne, Library Director Cindy Martin, Assistant to the City Manager Attachments: . Resolution R-92-779 . Resolution R-96-1181 Ii II 1 i 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 RESOLUTION R-92-779 A RESOLUTION APPROVING COUNCIL ACTION UNDER BUSINESS AT THE REGULAR COUNCIL KEETING OF KAY 5, 1992 WHEREAS, Council has taken action on certain items on the agenda under Business, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COLLEYVILLE, TEXAS: Sec. 1. THAT the agenda decisions approved by the Council action under Business this date and not otherwise adopted by Ordinance and/or separate Resolution, as follows are hereby adopted: 1. THAT the appointment of councilperson Ahlers as Mayor Pro Tem of the City is hereby approved. 2. THAT the appointment of Alan Linford to Place 4 of the Parks and Recreation Advisory Board is hereby approved. 3. THAT the $1.00 increase to the Voluntary Parks Donation and the implementation of $1.00 Voluntary Library Donation, being a $3.00 total, be shown on one line of the utility Billing, reading "Voluntary Parks/Library Fund" and that all donations be divided 2/3'S to the Park Fund and 1/3 to the Library Fund to begin in the June, 1992 utility Billing cycle is hereby approved. 4. THAT the improvement plan for the Oaks and Briarwood Subdivisions as suggested by Staff and instructions to staff to proceed with preparations of preliminary construction plans is hereby approved. AND IT IS SO RESOLVED. Passed by a vote of ....s.- to ....!:2...- on the sii day of Nb.\l 1992. 7 JJ~' ~ ;;:;::::E Richard Newton Mayor Harris, CMC Secretary 1 2 RBSOLUTIOB R-92-779 3 A RESOLUTION APPROVIBG COUIICIL ACTIOB tJIIDD BUSIBUS AT TIlE UGULAR COUIICIL IIBBTING 01' KAY 5, 1992 4 5 WHDBAS, council has taken action on certain items on the agenda under Business, 6 NOW, THDDORE, BB IT RBSOLVED BY TIlE CITY COUIICIL 01' THB CITY 01' COLLBYVILLB, TBIAS: 7 8 Sec. 1. THAT the agenda decisions approved by the Council action under Business this date and not otherwise adopted by Ordinance and/or separate Resolution, as follows are hereby adopted: 9 10 1. THAT the appointment of councilperson Ahlers as Mayor Pro Tem of the city is hereby approved. THAT the appointment of Alan Linford to Place 4 of the Parks and Recreation Advisory Board is hereby approved. THAT the $1.00 increase to the voluntary Parks Donation and the implementation of $1.00 voluntary Library Donation, being a $3.00 total, be shown on one line of the utility Billing, reading "Voluntary Parks/Library Fund" and that all donations be divided 2/3's to the Park Fund and 1/3 to the Library Fund to begin in the .June, 1992 Utility Billing cycle is hereby approved. THAT the improvement plan for the Oaks and Briarwood Subdivisions as suggested by Staff and instructions to staff to proceed with preparations of preliminary construction plans is hereby approved. 11 2. 12 13 3. 14 15 16 17 4. 18 19 20 AND IT IS 80 RBSOLVBD. Passed by a vote of 5- to ~ on the S~ day of All.. , 1992. ~ 21 22 tJ~. 1Ji ;;;::::::E Richard Newton Mayor 23 24 Harris, CMC secretary 25 26 MEMORANDUM To: Colleyville Public Library Board From: Mary Rodne, Library Director Date: August 7,2003 Subject: Colleyville Public Library Internet Policy In preparation for developing an Internet Policy for the Colleyville Public Library, staff has been reviewing comparable policies of libraries both locally and nationally. After careful consideration of these policies, staff will compile a draft Internet Policy that will be distributed to the Library Board for review and discussion. On the basis of the above, staff proposes a special Library Board work session (s), if needed, to discuss and develop the Internet Policy for the Colleyville Public Library, and proposes the following dates for a work session (s): August 20, 2003 August 25, 2003 August 28, 2003 7:00 p.m. 7:00 p.m. 7:00 p.m.