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HomeMy WebLinkAboutLibrary Board-Agenda Packets-9/10/2003 city of ~ Texas PUBLIC NOTICE COLLEYVILLE LIBRARY BOARD MEETING AGENDA SEPTEMBER 10, 2003 7:00 P.M. COLLEYVILLE CENTER 5301 RIVERWALK I. Call to Order II. Approval of August 11, 2003 Minutes III. Approval of August 20,2003 Work Session Minutes IV. Distribution of updated Library Board Roster V. Review of Policies and Procedures a. Meeting Room b. Internet c. Computer Usage VI. Discussion of amending Resolution R-92-779 regarding Voluntary Library Fund VII. Opening Day Ceremony, Activities and Volunteer Opportunities Update VIII. Friends of the Colleyville Public Library Report IX. Colleyville Public Library Foundation Report X. Suggested Items for Future Meetings XI. Adjournment I celiify that this notice was posted on the bulletin boards at City Hall on Friday, September 5, 2003, at 4:30 p.m. %~ . Cynthia Singleton, T City Secretary P.O. BOX 185 cOLLEYVILLE, TEXAS 76034 (817) 577-7575 COLLEYVILLE PUBLIC LIBRARY BOARD MINUTES August 11, 2003 I. CALL TO ORDER - The Colleyville Public Library Board meeting was called to order at 7:05 p.m. ROLL CALL - Members present: Chair Pat Jones, Gary Taraba, Carol Wollin, Mary Ann Nicholson, Dennis Healy, Mary Alice Rippe and Nancy Eytheson. Members absent: Susan Barzelay and Dick Roxburgh. Ex-Official Members present: Ret Stansberger. Ex-Officio Members absent: Mayor Joe Hocutt, Dr. Kevin Singer, Dr. Larry Darlage, Steve Jacobs and Steve Banta. Council Liaisons present: Mayor Pro Tem Ginny Tigue Staff present: Mary Rodne and Dianne McWethy. II. Approval of July 14, 2003 Minutes Gary Taraba moved to approve the minutes, seconded by Nancy Eytheson. Motion approved. III. Approval of July 24, 2003 Worksession Minutes Nancy Eytheson moved to approve the minutes, seconded by Dennis Healy. Motion approved. 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 ;. Director Mary Rodne gave an overview of the above policies. V. Discussion of the Library Meeting Room(s) Fee Structure Director Mary Rodne gave an overview of the Library Meeting Room(s) Fee Structure. VI. Discussion of fee structure(s) Director Mary Rodne gave an overview of the proposed fee structure. VII. Discussion of Voluntary Library Fund Deputy City Manager Dianne McWethy reviewed the Voluntary Library Fund resolution. Following discussion, the Board requested that staff amend the resolution related to the use of the funds and a recommendation being provided by the Library Board to the City Council for consideration. Staff will amend this resolution for consideration at the September meeting. VIII. Discussion of establishing a schedule for the purpose of developing the Internet Policy The Board will meet on August 20,2003 at 7:00 p.m. to discuss the development of an Internet Policy for the library. IX. Friends of the Colleyville Public Library Report Chair Carol Wollin presented a check in the amount of $25,000 from the Friends of the Library for the Verizon grant. X. Colleyville Public Library Foundation Report President Ginny Tigue provided an update on the planned fund raising project and the planned opening gala. XI. Suggested Items for Future Meetings The regularly scheduled meeting in September will be scheduled for the 9 or 10, depending upon the majority of the member's schedules. Mary Ann Nicholson requested that the Opening Day Ceremony and Activities be placed on the next agenda for discussion. Communications Manager Dixie Cawthorne will be requested to attend this meeting. XII. ADJOURN: The meeting of the Colleyville Public Library Board was adjourned at 8:35 p.m. f.'. COLLEYVILLE PUBLIC LIBRARY BOARD WORK SESSION MINUTES August 20, 2003 I. CALL TO ORDER - The work session of the Colleyville Public Library Board was called to order at 7:08 p.m. ROLL CALL - Members present: Chair Pat Jones, Dennis Healy, Mary Alice Rippe, Carol Wollin, Susan Barzelay, Mary Ann Nicholson and Nancy Eytcheson Members absent: Gary Taraba and Dick Roxburgh. Ex-Officio Members absent: Mayor Joe Hocutt, Dr. Kevin Singer, Dr. Larry Darlage, Steve Jacobs, Steve Banta and Ret Stansberger Council Liaisons absent: Mayor Pro Tem Ginny Tigue Staff present: Mary Rodne and Cindy Martin II. Discussion of Library Internet Policies Director Mary Rodne gave an overview of the Library Internet Policies. III. Next Meeting Date The next Colleyville Public Library Board Meeting will be held on September 10, 2003 at 7:00 p.m. IV. ADJOURN: The work session of the Colleyville Public Library Board was adjourned at 8:02 p.m. f'. MEMORANDUM TO: Library Board FROM: Mary E. Rodne, Library Director ~ iL DATE: September 5,2003 SUBJECT: Revised Library Meeting Room Policy and Regulations Attached is the Library Meeting Room Space Policy and Regulations with the revisions suggested at the August 11, 2003, Library Board meeting. The revisions are in bold Italics. Staff is still working on capacity numbers for meeting room space. Please review. If you would like additional changes, please note them and bring them up for discussion during the September 10, 2003, Library Board meeting. ~. " (Q.~ l'e x a S COLLEYVILLE PUBLIC LIBRARY 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 of8 Meeting Room Policy and Regulations Draft 9/512003 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 9/512003 o PARKING The Library/City Hall has a sixty-two (62) space parking lot that includes three (3) handicapped spaces. A thirty-six (36) space overflow parking lot is also available. o EQUIPMENT · Audiovisual The Library meeting room has a built-in sound system. Audiovisual equipment is available for public use for a fee established by City Council Ordinance. (See Attachment A) 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. · Tables/Chairs The Library meeting room has tables and chairs available for public use at no additional charge. Tables and chairs available for use are listed on Colleyville Public Library Meeting Room Set-up Request Form (Attachment B). · Upper Level 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. ~;. Page 3 of 8 Meeting Room Policy and Regulations Oraft 91512003 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. 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 A) 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 h less than two weeks prior to the meeting, refunds will be considered on an individual basis. Page 4 of 8 Meeting Room Policy and Regulations Draft 91512003 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. o DAMAGE DEPOSIT An organization shall pay a damage deposit set by the City Council Ordinance. (See Attachment A) 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. t". The Library and Library-related organizations such as the Friends of the Library, the Library Foundation and the City of Colleyville are exempt and Page 5 of 8 Meeting Room Policy and RegUlations Draft 91512003 may serve food and refreshments as deemed appropriate for meetings, programs and special events. . Smoking Smoking is not permitted anywhere in the Library, including meeting room, lobbies, restrooms, etc. · Drugs No drugs or contraband may be used and/or in possession of on Library premises. · 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. h Page 6 of 8 Meeting Room Policy and Regulations Draft 91512003 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. 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. +.'. Page 7 of 8 Meeting Room Policy and Regulations Draft 9/512003 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. 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 91512003 (Qen~ TexaS COLLEYVILLE PUBLIC LIBRARY MEETING ROOM SPACE Application and Agreement TO: City of Colleyville Date: ATTENTION: Library Director As of the (Officer or Authorized Representative) (Organization) I respectfully request permission to use the library meeting room space on the following date, or dates, at the time indicated: (specify starting and ending times) DATE TIME DATE TIME Number expected to attend meeting/meetings: Permission is requested to serve refreshments: Yes No If yes, please list refreshments to be served (be specific; please be aware that red beverages are not permitted): Area Selection Meeting Room: D Upper Level: D Setup: Please complete Meeting Room Set-up Request form. D D't F . I Meeting Room ($100.00): amage eposl ee. Upper Level ($250.00): Room First Two Hours Per Additional Hour Rental Fee: Meeting Room $25.00 $10.00 Upper Level $300.00 $50.00 Equipment Rental Fee Schedule: (check needed materials following): Hourly Full Day $50.00 $400.00 $25.00 $35.00 $20.00 $35.00 DataNideo LCD Projector Front Projection Screen .cDVD + VHS VCR Recorder CDlTape Player Podium with Microphone Total Attachment A Meeting Room Policy and Regulations 915/2003 We hereby acknowledge that prior to our use of Library Meeting Room space, we will have, or we already have, reviewed the Colleyville Public Library policies, rules and regulations governing the use of the room. We, individually and on behalf of the Organization, agree to abide by all such policies, rules and regulations regarding our use of the space. Further, the Organization will undertake its best efforts to cause all others in the room during our use thereof to abide by the policies, rules and regulations. We do hereby further agree to indemnify and hold harmless the Colleyville Public Library and the City of Colleyville, from any and all claims, demands, causes of action and any and all other expense, including attorney's fees, should any be incurred arising from or during the course of our use of the room pursuant to this Application. We shall also be responsible for any and all damage caused to the library building, the premises, and the library equipment and other personal property, whether said damage is negligently or willfully caused as a result of our use of the meeting room. Payment of the fee for each date requested must be made at time of application. Refund will be made if meeting room is previously booked. ORGANIZATION REPRESENTATIVE'S SIGNATURE PRINTED NAME AND TITLE ADDRESS TELEPHONE NUMBERS: Home Work DO NOT WRITE BELOW THIS LINE USE OF MEETING ROOM Approved: Modifications or restrictions, if any: Disapproved: Reason for disapproval, modifications or restrictions: Date Library Director ~., Date Application Received Funds Received Attachment A Meeting Room Policy and Regulations 91512003 (Qen~ Texa.s COLLEYVILLE PUBLIC LIBRARY 110 MAIN STREET COLLEYVILLE, TEXAS 76034 817-503-1150 Meeting Room Set-up Request Form Group Name: Group Set-up Contact: Telephone Numbers: Home: Work: Meeting Date(s): Meeting Time: Number Attending: Set-up / Additional Comments: jo", Library Upper Level Meeting Space Please note that the Upper Level Meeting Space does not have use of chairs, tables, or audio/visual equipment. Meeting Room Request 9/5/2003 ATTACHMENT B Meeting Room Capabilities Square Classroom Theatre Conference Room Size Feet Capacity Capacity Capacity Lower Level Multi- 24' by 33.5' 804 s.f. 45 63 30 Purpose Room Upper Level Open 10,275 s.f. Area Set-up Style Classroom D Theatre D Square D "U" Shape D Tables and Chairs (Please indicate quantity needed) Fifteen (15) 6' x 18" tables Chairs (maximum 65) Equipment Rental Fee Schedule Check Needed Materials Data I Video LCD Projector Front Projection Screen DVD + VHS VCR Recorder CDlTape Player Podium with Microphone Hourly Full Day $50.00 $400.00 $25.00 $35.00 $20.00 $35.00 ~., Meeting Room Request 91512003 ATTACHMENT B MEMORANDUM From: Colleyville Public Library Board Mary Rodne, Library Director ~ L To: Date: September 5, 2003 Subject: Revised Colleyville Public Library Internet Policy Attached is the Internet Policy with the revisions suggested at the August 20, 2003, Library Board work session and staff upon further review. The revisions were minor, adding several commas. The bolded section on copyright was added. Please review. If you would like additional changes, please note them and bring them up for discussion during the September 10, 2003, Library Board meeting. cIty of ~ COLLEYVILLE (Q~n~ PUBLIC LIBRARY TexaS INTERNET POUCY o GENERALSTATEMENT In accordance with the mission of the Colleyville Public Library, access to the Internet is provided for users to support the cultural, educational, intellectual, and recreational needs of the community. The objectives of this service are to provide access to the Internet's rich and vast array of resources, to link the Library with other organizations and institutions in providing a community information network, and to provide direct access to a variety of subscribed databases. Because the nature of the Internet and technology in the public library is ever changing, guidelines and procedures are developed and modified when necessary, using the principles outlined in this policy to assure equitable access to Internet resources. Internet resources accessible through the Library are provided to library cardholders, non-residents, adults and minors as described in this document. o STATEMENT OF PURPOSE The purpose of this policy statement is to describe the Internet services that are offered by the Colleyville Public Library, and to provide standards that will ensure consistency of Internet service to all patrons. o DISCLAIMER ".'. . The Colleyville Public Library cannot control the content of resources available on the Internet and cannot be held responsible for its content. The Internet offers open access to information, ideas and commentary from around the world in an unregulated medium. As such, it offers access to a wealth of material that is personally, professionally, and culturally enriching to individuals of all ages, but also enables access to some material that some may find offensive, disturbing and/or illegal, inaccurate or incomplete. Internet Policy Draft 915/2003 10f5 . The availability of information does not constitute endorsement of the content by the Colleyville Public Library. . The Internet, as an information resource, enables the Library to provide information beyond the confines of its own collection. Library users use it at their own risk. Use of Internet resources carries with it a responsibility to evaluate the quality of the information accessed. Access, use, or dissemination of information via the Internet in the Library is the responsibility of the user. In the case of minors, it is a joint responsibility of the user and the parent, guardian or caregiver. o PRIVACY . The Colleyville Public Library seeks to protect the First Amendment rights of its customers and their individual right to privacy. However, Internet users must be sensitive to the fact that workstations are in public areas and, therefore, images on the screen are subject to view by a wide audience. Users are urged to respect the sensibilities of others when accessing information that may reasonably be offensive to someone else. . Users are cautioned that the Internet is not a secure environment. Personal information included in all transactions, files and communications may be subject to unauthorized access by third parties. . The Colleyville Public Library respects the confidentiality of those using its electronic resources and will only release library records as required by law or for the Library's operations. o ACCEPTABLE USE . Internet access computers may be used to access a variety of electronic communication resources. The Library does not provide electronic mail accounts or access to chat rooms. Although the Library does not provide email accounts to users, Internet access computers may be used to access free email accounts available from a variety of sources. . The Library's Internet access computers may not be used by ANY user to access inappropriate or illegal materials, including, but not limited to, material of an obscene nature or child pornography. In addition, minors are prohibited from accessing materials considered to be "harmful to minors". (Illegal materials include, but are not limited to, obscenity and child pornography as defined in U.S. Code Title 18 and State Penal Code Chapters 42 and 43.) . The Library's Internet access computers may be used to access information, except as otherwise specified as unacceptable, from a variety Internet Policy Draft 9/5/2003 20f5 of sources such as educational or commercial. The user is the selector of the material accessed and is therefore the responsible party. The user is responsible for complying with all restrictions governing access to specific sites. o INTERNET CONTENTS The Colleyville Public Library utilizes software that blocks sources on the Internet that are inconsistent with the Library's mission statement. The filtering software product (which is not under the control of the Library) may restrict access to sites that could be deemed objectionable, but may also limit access to sites that have legitimate research value. Adult users (age 18 or older) doing bona fide research may request staff to bypass the filter. No filtering system is completely effective or efficient. Users are warned that objectionable and/or illegal materials may still be accessible through the filtering software. o CHILDREN'S ACCESS TO THE INTERNET . The Colleyville Public Library supports the right of all library users to access information and will not deny access to the Internet based solely on age. . The Library recognizes that the electronic information networks, such as the Internet may contain material that is inappropriate for children. Parents, guardians or caregivers are responsible for their minor children's use of the Library's resources and facilities. The Library offers two levels of Internet access. Parents, guardians or caregivers will have to determine which level of access is appropriate for their children. . Parents, guardians or caregivers who believe that their minor children cannot responsibly use the Library's Internet access are requested to monitor their children's Internet use. . Parents, guardians or caregivers are encouraged to discuss with their children issues of appropriate use and Internet safety. o CONDITIONS GOVERNING INTERNET USE h . When registering for a Library card or an access number, an adult patron must sign a Colleyville Public Library Adult Internet Use Agreement, indicating that he or she read the Library's Internet Use Policy and agrees to abide by it and future versions of the policy as a condition of using the Library's Internet Access. . When registering a minor for a Library card or an access number, a minor patron's parent or legal guardian must sign a Colleyville Public Library Internet Policy Draft 9/512003 30f5 Minor Internet Use Agreement, indicating that both the parent, guardian or caregiver and the minor patron, if of reading age, have read the Library's Internet Use Policy, agree that the minor may use the Library's Internet Access Service, and that the minor patron will abide by it and future versions of the policy as a condition of the minor patron using the Library's Internet Access Service and elect the minor patron's level of Internet access. A signed agreement without an election is not a valid agreement and the minor patron will not be allowed to use the Library's Internet Access Service. o USAGE GUIDELINES . Users will not make any attempt to misuse the computer hardware and software, while using the Internet. Misuse includes, but is not limited to, hacking into the library computer system or any other computer system; damaging or attempting to damage computer equipment or software; interfering with systems operations, integrity or security; gaining unauthorized access to another person's files; sending harassing messages to other computer users; and altering or attempting to alter the library computer's settings. . Installation, downloading, or modification of software is prohibited. . Users will respect copyright laws and licensing agreements. Materials obtained or copied on the Internet may be subject to laws that govern making reproductions of copyrighted works. A work protected by copyright may not be copied without permission of the copyright owner unless the proposed use falls within the definition of "Fair Use." Patrons are responsible for compliance with all international, national and state laws governing copyrighted materials. . Any fees, printing or other, are the responsibility of the user, not the Library. In the case of minors, fees are the fiscal responsibility of the parent, guardian or caregiver. . Users must log on to use the Internet on a next-available-computer basis using a Colleyville Public Library card number. Non-residents will need to register for an access number. Users may reserve computers in the Library and remotely. Remote reservation access is available to Colleyville Public Library residents only. . Access sessions will be limited to sixty (60) minutes. If no one is waiting, usage time may be extended. . Users will end their session and leave the computer when asked to do so by authorized Library staff, even if they have not completed their access session. Internet Policy Draft 915/2003 4of5 . Users will respect the privacy of other library users, and will refrain from attempting to view or read material being used by others. Users are prohibited from the unauthorized disclosure, use, or dissemination of personal information of others. Users are prohibited from misrepresenting oneself to others. . By mutual agreement, two or more persons may share one access session as long as their behavior or conversation does not disturb other users or Library staff. o TERMINATION OR PROHIBITION OF USER ACCESS When Library employees believe that the user has failed to comply with the Internet Safety Policy, they are authorized to terminate any user's access session or to prohibit a user from subsequent access sessions. Users are advised that due process will be used to handle violations of an illegal nature, including criminal prosecution, if necessary. o REVISIONS The staff and Library Board of the Colleyville Public Library will review the Internet Policy periodically, and reserve the right to recommend changes at any time. t. ~ Internet Policy Draft 91512003 50f5 MEMORANDUM To: Colleyville Public Library Board From: Mary Rodne, Library Director ~ L- Date: September 5, 2003 Subject: Colleyville Public Library Computer Usage Policy In preparation for developing a Computer Usage Policy for the Colleyville Public Library, 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 preparing the policy, staff considered the proposed computer services described below. The Library will have twenty public access computers in three areas. The youth services area will have six computers and the adult services area will have fourteen computers. The computers in the Youth Services area will have limited Internet access to sites such as Yahooligans and the American Library Association Best Sites for Children. The computers will also have learning game software such as Reader Rabbit, etc. and access to the TexShare databases and Library databases. The adult computers will have access to most Internet sites, TexShare databases, Library databases, software such a Excel, Word, Publisher, etc. The Library will have print, time, and access management software programs. This will allow the Library to set time usage limits and access levels. On the basis of the above, staff proposed the attached Computer Usage Policy for consideration at the September 10, 2003, Library Board meeting. " city Of ~ COLLEYVILLE (Q~n~ PUBLIC LIBRARY TexaS COMPUTER UsAGE POUCy.. D GENERALSTATEMENT The Colleyville Public Library is committed to providing the best in library service to Colleyville residents to meet their informational, educational, cultural, and recreational needs. To achieve this goal, the Colleyville Public Library offers various resource formats and services to meet the community's needs, including public access to computer equipment, programs, information databases, the Internet and the World Wide Web. Computer resources accessible through the Library are provided to library cardholders, non-residents, adults and minors as described in this document. All users must agree to abide by this policy in order to use the computers. D STATEMENT OF PURPOSE The purpose of this policy statement is to describe the Computer services that are offered by the Colleyville Public Library, and to provide standards that will ensure consistency of Computer services to all patrons. D DISCLAIMER Users access the library computer hardware, software and documentation at their own risk. The Colleyville Public Library is not responsible for equipment malfunction, loss of data, any damages to the user's disks, data etc. or electronic transactions of any type, which are related to the public use of library computer resources. h Computer Use Policy Draft 9/512003 10f4 o COMPUTER RESOURCES The Colleyville Public Library has twenty (20) public access computers that have the Windows XP operating system, CD drives, 3.5" floppy disk drives and 17" flat panel monitors. The locations of the computers are as follows: · Youth Services Six (6) computers with Microsoft Office XP software, learning games, databases and limited Internet access · Adult Services Fourteen (14) computers with Microsoft Office XP software, and access to databases and most Internet sites o COMPUTER USE GUIDELINES Sign-In Library patrons desiring to use the Library's computers must sign in using the Library's automated computer sign-in system. The Library has installed self- service PC reservation software that allows users to sign up for a computer on a next-available-computer basis. All users must have a valid library card to sign on to the computer. Visitors should see the librarian for more information. Reservations Colleyville residents may reserve computers in advance in the Library or via the Internet. The Library's time management software allows users to make reservations for a specific computer, day, and / or time. Users may reserve up to two hours per day. Reservations may be made up to 24 hours in advance. Reservations will be held for up to 10 minutes after reserved time before being given to another patron. Time Limits To ensure equal access time for all patrons, the Library has installed time access management software on all computers to manage user time limits. Usage sessions will be limited to sixty (60) minutes. If no one is waiting, usage time may be extended. Users should remain at the computer during use. Users will end their session and leave the computer when asked to do so by authorized Library staff, even if they have not completed their access session. Hours of use All computers in the Library are accessible during regular library hours. Computers will be turned off 15 minutes before closing. Computer Use Policy Orafl 9/512003 20f4 Printing Two laser printers, one color and one black and white, are available for public use. The Library has installed print vending software that allows users to print black and white copies or color copies. The Library charges $0.10 per page for black and white copies and $1.00 per page for color copies. The charge applies whether the user brings paper or uses library paper. Printing from library computers requires a library debit card. The Colleyville Public Library is not responsible for loss of data that may occur when printing. Saving Files and Documents The Colleyville Public Library computers do not allow the user to save documents or personal files to the hard drive. All documents that are saved must be saved to a disk belonging to the user. The Colleyville Public Library is not responsible for loss of data that may occur when saving documents. Software/Hardware Library software is copyrighted and users may not illegally copy commercial software. Users may not load their own or any other software on Library computers. This includes, but is not limited to, disks in books that may be checked out, and disks in reference materials that must remain in the library. Users are not permitted to store any software or other data on the hard drives of the library's computers. Computer Misuse Users will not make any attempt to misuse the computer hardware and software. Misuse includes, but is not limited to, hacking into the library computer system or any other computer system; damaging or attempting to damage computer equipment or software; interfering with systems operations, integrity or security; gaining unauthorized access to another person's files; and altering or attempting to alter the library computer's settings. Users are financially responsible for any damage to the Library's computer hardware and software. Privacy Users will respect the privacy of other computer users, and will refrain from attempting to view or read material of other others. Users are prohibited from the unauthorized disclosure, use, or dissemination of personal information of others. h Computer Use Policy Oraft 915/2003 30f4 Computer Work Stations Computer workstations are designed for use by one person at a time. By mutual agreement, two or more persons may share one access session as long as their behavior or conversation does not disturb other users or library staff. o TERMINATION OR PROHIBITION OF USER ACCESS When Library employees believe that the user has failed to comply with the Computer Usage Policy, they are authorized to terminate any user's access session or to prohibit a user from subsequent access sessions. Users are advised that due process will be used to handle violations of an illegal nature, including criminal prosecution, if necessary. o REVISIONS The staff and Library Board of the Colleyville Public Library will review the Computer Usage Policy periodically, and reserve the right to recommend changes at any time. t\ Computer Use Policy Draft 91512003 40f4 MEMORANDUM DATE: Colleyville Public Library Board / Dianne McWethy, Deputy City Manage~ September 4, 2003 TO: FROM: SUBJECT: Voluntary Library Fund 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 the Colleyville resident's water bills. In consideration of the opening of the Colleyville Public Library, the Colleyville Public Library Board reviewed the established fee and use of the Voluntary Library Fund. Upon completion of this review, the Board proposed no change to the current donation level of $1.00 per month; however, the Board desires to clarify the allowed uses of the Voluntary Library Fund. The attached "draft" resolution provides that the Voluntary Library Fund may be used for approved library programs and services and capital items, including collection development (books and materials); however the fund will not be used to provide for ongoing maintenance and operations of the library. The allowed uses of the Voluntary Park Fund are comparable to the established uses of the Voluntary Park Fund. (See attached). The Colleyville Library Board will review the "draft" resolution establishing the allowed uses of the Voluntary Library Fund and provide a recommendation to the City Council for consideration. Attachments . "Draft" Resolution R-03-XXXX . Resolution R-96-1181 RESOLUTION R-03-XXXX A RESOLUTION ESTABLISHING THE ALLOWED USES OF THE VOLUNTARY LIBRARY FUND WHEREAS, the mission of the Colleyville Public Library is to provide cultural, educational, intellectual and recreational resources in an inviting environment to enhance the quality of life for all ages; and WHEREAS, the City of Colleyville can anticipate continued growth in the demand for library programs and services; and WHEREAS, it is the opinion of the City Council that the best interest of the citizens of Colleyville will be served by providing for a voluntary library fund; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COLLEYVILLE, TEXAS: Sec. 1. THAT a voluntary library fund has been established for the purpose of the development and improvement of library programs and services; and said fund can be used for approved library programs and capital items, including collection development (books and materials); however, said fund will not be used to provide for ongoing library maintenance and operations. Sec. 2. THAT the voluntary library fund is funded through a voluntary donation of one ($1) per month from the citizens of Colleyville. Sec. 3. THAT this fee is listed with the Library Donation Fund as a separate entry on the Colleyville residents' water bills and is in all ways strictly voluntary. AND SO IT IS RESOLVED. PASSED BY A VOTE OF _AYES, _NAYS AND _ABSTENTIONS ON THIS THE _DAY OF 2003. Resolution R-03-XXXX Page 2 of 2 ATTEST: CITY OF COLLEYVILLE Cynthia Singleton, TRMC City Secretary Joe Hocutt Mayor RESOLUTION R-96-1181 A RESOLUTION RESCINDING RESOLUTION R-94-1042 AND ESTABLISHING THE ALLOWED USES FOR THE VOLUNTARY PARK FUND WHEREAS, the City of Colleyville can anticipate continued growth in the demand for parks and recreation facilities and services; and WHEREAS, it is the opinion of the City Council that the best interest of the citizens of Colleyville will be served by providing for a voluntary park fund; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COLLEYVILLE, TEXAS: Sec. 1 Sec. 2 Sec. 3 Sec. 4 Sec.S THAT Resolution R-94-1042 is hereby rescinded. THAT a voluntary park fund has been established for the purpose of acquisition of park land and/or the development and improvement of park land and facilities on City-owned and Grapevine-Colleyville 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. THAT the park fund is funded through a voluntary donation of two dollars ($2) per month from the citizens of Colleyville. THAT this fee is listed with the Library Donation Fund as a separate entry on Colleyville residents' water bills and is in all ways strictly voluntary. THAT the non-resident user fees will be deposited in the general fund. AND IT IS SO RESOLVED. passed@,~:o:;r .5" ayes, day of , 1996. ST: o nays, and 0 abstentions on this 20~ w~ CITY OF COLLEYVlLLE ~AL Ed Baker Mayor J n Harris, TRMC, CMC City Secretary __n.'."_ --r--'--- .----.,...- .....-- ------.