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Home My WebLink AboutLibrary Board-Agenda Packets-2/14/2005 cc.~ TexaS COLLEYVILLE PUBLIC LIBRARY .lnterlibrary.Lo.an Policy o OVERVIEW STATEMENT The Colleyville Public Library endorses the Texas State Library and Archives Commission Requirement that requires a public library to offer to borrow materials via the interlibrary loan resource sharing service for persons residing in the library's designated service area; and that a library shall also participate in the interlibrary loan resource sharing service by lending its materials to other libraries, as requested. o GENERAL STATEMENT It is the goal of the Colleyville Public Library to provide access to print and non-print material to satisfy the diverse informational, educational, and recreational interests of the residents of the City of Colleyville. Interlibrary Loan Service is offered to patrons to supplement the collection of the Colleyville Public Library, which provides access to material that the library does not own. The Colleyville Public Library opens its collections to other users as a statement of good will, demonstrating the plan that all libraries work together to provide resources. o STATEMENT OF PURPOSE The purpose of this policy is to provide consistent guidance for the Colleyville Public Library staff in providing Interlibrary Loan Service. o BORROWING MATERIAL · WHO MAY REQUEST ITEMS All Colleyville Public Library cardholders in good standing may request library materials through the Interlibrary Loan Service. Non-resident library cardholders must initiate interlibrary loan requests through their home library. Interlibrary Loan Polity February 2005 Page I of4 · FEES The Colleyville Public Library does not charge for the Interlibrary Loan Service; however, the patron is responsible for fines or fees imposed by the lending library. If a patron does not wish to borrow materials if charges are imposed, this must be stipulated when the request is made. · TYPES OF MATERIAL BORROWED Print materials, audiovisual materials, and photocopies may be requested. The Colleyville Public library will not request any item through interlibrary loan that the library owns, except for items that are missing or long overdue. Interlibrary loans will not be used as an alternative to purchasing an item. · REQUESTS Patrons can request interlibrary loan materials in person, by mail, fax, e-mail or telephone. A patron can request up to ten (10) items at one time. · LOAN PERIODS The loan period is set by the lending library. The Colleyville Public Library staff will set a due date of one week prior to lending library's due date to ensure the item is returned in a timely manner. · LOST, DAMAGED, AND OVERDUE CHARGES Lost, damaged, or stolen interlibrary loan materials are subject to the lending library's rules and regulations. Upon notice that an interlibrary loan cannot be returned, the Colleyville Public Library staff will contact the lending library as to the charge of said material. Charges for lost or damaged materials, as well as overdue charges for interlibrary loan, are the responsibility of the borrowing patron. Items not returned by the due date set by the Colleyville Public Library will accrue a $0.25 per day overdue fee. Interlibrary Loan Polity February 2005 Page 2 of 4 · RENEWALS The lending library will establish renewal restrictions. If no renewal restrictions have been placed on an item, patrons must give one-week notice if wishing to renew the interlibrary loan material. No renewals can be made unless the owning library has been given proper notice. o LENDING MATERIAL · WHO MAY REQUEST ITEMS The Colleyville Public Library will loan materials to all libraries. Non-resident patrons desiring to borrow materials through Interlibrary Loan Service from the Colleyville Public Library collection must initiate requests through their home library. · FEES The Colleyville Public Library does not charge for lending materials through Interlibrary Loan Service. · TYPES OF MATERIAL LOANED Print materials, audiovisual materials, and photocopies, within copyright limits, may be requested. The Colleyville Public library will not loan reference materials and current popular materials, less than six months old. The Colleyville Public Library reserves the right to refuse to lend specific materials and will notify the borrowing library when requests cannot be filled. · REQUESTS Libraries may request interlibrary loan materials by mail, fax, telephone or e-mail. · LOAN PERIODS The Colleyville Public Library will loan materials for four weeks. If materials are not on reserve for another patron, the materials may be renewed for one additional loan period. Interlibrary Loan Polity February 2005 Page 3 of 4 · LOST, DAMAGED, AND OVERDUE CHARGES The borrowing library is liable for the replacement cost of any library material lost, damaged or not returned. The charge for replacement shall be the cost of the material as noted in the item record of the Colleyville Public Library Online Catalog. A current processing charge per City Ordinance will be added to all items. The Colleyville Public Library will not assess the borrowing library a late fee for overdue materials. o REVISION The staff and Library Board of the Colleyville Public Library will review the Interlibrary Loan Policy periodically, and reserve the right to recommend changes at any time. Interlibrary Loan Polity February 2005 Page 4 of 4 city Of Texas PUBLIC NOTICE COLLEYVILLE PUBLIC LIBRARY BOARD AGENDA FEBRUARY 14, 2005 7:00 P.M. COLLEYVILLE PUBLIC LIBRARY 110 MAIN STREET I. Call to Order II. Approval of January 10, 2005 Minutes III. Librarian's Report a. Monthly Statistics b. Donations c. Programs IV. NTRLS System Assembly Meeting Report V. Policy Review a. Circulation Policy b. Interlibrary Loan Policy VI. Presentation of Library Long Range Planning Process Joan Cochran VII. Discussion of Library Long Range Planning Process VIII. Friends of the Colleyville Public Library Report IX. Colleyville Public Library Foundation Report X. Suggested Items for Future Meetings XI. Citizen Comments* XII. Adjournment *(This time is allocated for citizens to informally address the Board on matters on the agenda that require no formal action. Each presentation will be limited to a maximum of five (5) minutes. Board members may not respond to citizens who speak regarding matters not on the agenda.) I certify that this notice was posted on the bulletin boards at City Hall on Thursday, February 10, 2005, at 5:00 p.m. '~-n~ .-e" ~~ Mary E. Rodne Library Director 110 MAIN STREET COLLEYVILLE, TEXAS 76034 (817) 503-1150 COLLEYVILLE PUBLIC LIBRARY BOARD MINUTES January 10, 2005 I. CALL TO ORDER - Chair Pat Jones called the meeting of the Colleyville Public Library Board to order at 7:00 p.m. ROLL CALL - Members present: Pat Jones, Karen Birkes, Nancy Eytcheson, Susan Potter, Richard Roxburgh, Bonnie Carroll and Carol Wollin Alternates present: Dennis Healy and Angie Guthrie-Madison Ex-Officio Members Present: John Eubanks and Ginny Tigue Ex-Officio Members absent: Mayor Joe Hocutt, Dr. Larry Darlage, Ret Stansburger and Steve Banta Council Liaison Absent: Jon Ayers Staff present: Mary Rodne and Paul Frederiksen II. Approval of December 13, 2004 Minutes - A motion was made by Nancy Eytcheson and seconded by Susan Potter to approve the December 13, 2004 minutes. Motion approved unanimously. III. LIBRARIAN'S REPORT a. Monthly Statistics Library Director Rodne distributed Colleyville Public Library December 2004 Usage Statistics, for review and discussion. Patrons had checked out a total of 7,889 items, 119 Colleyville residents registered for Library cards, library patron visits totaled 4,851 and attendance for programs totaled 126. Rodne noted that the Library had been closed four days during December for City observed holidays and that the usage statistics would reflect the closings. Volunteer statistics were also distributed. It was noted that, to date, volunteer hours total 459.95 hours. b. Donations Director Rodne reported that the Library had received donations in the amount of $4,264; $4,239.00 from the Friends of the Library and $25.00 from Cynthia Perkins. c. Programs Director Rodne reported that the winter session of Youth Services programs were starting the week of January 19th. Registration for the programs had started on January 10th. IV. Discussion of Long Range Planning Director Rodne gave an update on the Library planning process activities and presented options for selecting a planning committee facilitator. Two options were discussed: to appoint a qualified community representative as a chair or to hire a trained facilitator. It was noted that Joan Cochran, a retired Verizon facilitator, was very interested in the process and had offered her services as a volunteer. Discussion ensued. Consensus was to pursue options with Joan Cochran. Director Rodne agreed to schedule a meeting with her to discuss the planning process and possible online training available through the Public Library Association V. FRIENDS OF THE COLLEYVILLE PUBLIC LIBRARY REPORT Carol Wollin presented an overview of the Friends of the Library activities. She reported that the 5th annual Millionaire event had been scheduled on April 8, 2005, at the Colleyville Center. Wollin also noted that a Youth Services Wish List of items for story time program materials had been approved for purchase at the January Friends Board meeting. VI. COLLEYVILLE PUBLIC LIBRARY FOUNDATION REPORT President Ginny Tigue presented an update of Foundation activities. Tigue reported that the two recent Foundation fundraisers, the mailer and the Book Theme Party, had been very successful. Monies received from the mailer plus the $15,000 grant from the Hudson Foundation would be presented to the Library in February. Tigue also reported that the Foundation currently had $80,000 in a fund for the development of the upper level of the Library VII. SUGGESTED ITEMS FOR FUTURE MEETINGS VIII. CITIZEN COMMENTS None IX. ADJOURN: A motion was made by Karen Birkes and seconded by Bonnie Carroll to adjourn the meeting. Motion approved. 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CJ1 CXl OJ N N -.J 0 0 " UI ~ 0 N - ~ 0) CJ1 0) 0) !!. 0 0 0 0 0 0 0 0 ~ N W 0) -< 0) CXl 0 N N N 0 C - =r COLLEYVILLE PUBLIC LIBRARY VOLUNTEER HOURS FISCAL YEAR 2004/2005 MONTH VOLUNTEERS VOLUNTEENS NCL SCHOOL TEEN COURT TOTAL October 148.25 44.50 0.00 16.10 67.33 276.18 November 240.95 35.00 4.00 16.00 12.50 308.45 Decem ber 109.00 12.00 0.00 4.50 26.00 151.50 Janua 145.75 0.00 0.00 19.50 50.95 216.20 Februa 0.00 0.00 0.00 0.00 0.00 0.00 March 0.00 0.00 0.00 0.00 0.00 0.00 April 0.00 0.00 0.00 0.00 0.00 0.00 Ma 0.00 0.00 0.00 0.00 0.00 0.00 June 0.00 0.00 0.00 0.00 0.00 0.00 Jul 0.00 0.00 0.00 0.00 0.00 0.00 Au ust 0.00 0.00 0.00 0.00 0.00 0.00 Se tember 0.00 0.00 0.00 0.00 0.00 0.00 FY Total 643.95 91.50 4.00 56.10 156.78 676.15 MEMORANDUM TO: Library Board FROM: Mary E. Rodne, Library Director DATE: February 14, 2005 SUBJECT: Revised Library Circulation Policy Attached is the Library Circulation Policy with suggested reVISions regarding overdue materials. The revisions are in bold. The changes regarding loan periods approved at the December 13, 2004, Library Board Meeting are also in bold. If you have suggestions, please note them and bring them up for discussion during the February 14, 2005, Library Board meeting. cc.~ Texas COLLEYVILLE PUBLIC LIBRARY CIRCULATION POLICY GENERAL STATEMENT It is a goal of the Colleyville Public Library to provide access to print and non-print material to satisfy the diverse informational, educational and recreational interests of the residents of the City of Colleyville. To insure the greatest degree of access to the greatest number of the library's registered borrowers (and others who may use the library's collection and resources as a condition of the library's participation in cooperative regional and state library networks), while providing the greatest degree of control over the library's resources, these rules and policies for the use of the library's collections and resources are established. D STATEMENT OF PURPOSE The purpose of this policy is to provide consistent guidance for the Colleyville Public Library staff in circulation of Library materials. D BORROWING PRIVILEGES · ELIGIBILITY TO BORROW Individuals presenting valid Colleyville Public Library cards are eligible to borrow materials from the Colleyville Public Library when the following conditions are met: 1. No materials which are more than one circulation period overdue on their card. 2. No outstanding fines in excess of the set threshold (Appendix A). The library staff may not waive these regulations without the specific permission of the Library Director or his/her designee; however, the patron may request and receive a 24-hour hold on the item(s) he or she wishes to check out to allow the patron to correct the situation, which has resulted in loss of eligibility to borrow. Waiver of these regulations will be granted only if proof of mitigating circumstances and proof of attempts to correct the situation are presented to the Library Director or his/her designee. Revised Circulation Policy February 2005 Page 1 of6 o LOAN PERIODS The library's basic loan period is 21 days. Materials excepted from the basic loan period may have loan periods of 7, or 14 days (Appendix A). Upon a patron's request, extended loan periods for vacations may be made at the discretion of a circulation staff member. Materials secured for a patron on Interlibrary Loan are governed by the circulation policies of the lending library and must be returned to the home library on time. o LIMITS ON BORROWING The library reserves the right to limit the number of items in anyone subject area of anyone medium that may be checked out to an individual patron, on the basis of perceived demand for materials on that particular subject or in that particular medium (Appendix A). Access to adult feature films may be restricted for juvenile patrons (under the age of 17) at the request of a parent or legal guardian. o RENEWALS Most materials may be renewed, in person, by calling the Circulation Department or online by using the patron's library card number and Personal Identification Number (PIN). Library materials not reserved by another patron may be renewed for an additional loan period (Appendix B). Materials that are on reserve for another patron may not be renewed. Overdue materials will not be renewed without payment of any overdue fines. Interlibrary Loan materials that are overdue cannot be renewed. o DRIVE - UP WINDOW SERVICE The library has a drive-up window through which materials may be picked up during library operational hours. For this service, patrons need to call ahead and request staff to retrieve materials for window pick-up. o MATERIAL RETURNS The library has walk-up material returns inside the library and drive-up material returns outside the library. Patrons will be credited with the return of the item on the day it is put in the return. Items returned on a day the library is closed will be checked in the next day that the library is open. Revised Circulation Policy February 2005 Page 2 of6 D OVERDUES Materials returned after their due date will be assessed an overdue fine (Appendix A) for each day the library was open between the due date and date of return. A fine will not exceed the replacement cost of an overdue item. Overdue notices will be sent out on the following schedule: 1 st notice: 2nd notice: 3rd notice: after materials are 7 days overdue. after materials are 14 days overdue. after materials are 21 days overdue. If the materials are not returned one week after the 3rd notice is mailed, the patron will receive a letter revoking their borrowing privileges when the cost of the materials is $25.00 or less. If the materials have an accumulative value of more than $25.00, the patron's account will be sent to a collection service. D DELINQUENT PATRONS All borrowing privileges will be suspended if a patron accumulates fines in excess of the Library's threshold (Appendix A), or has unreturned materials for a period exceeding 21 days. Borrowing privileges shall be reinstated upon return of the materials and payment of the accumulated fees, or the payment of the replacement cost of the material and the accumulated fees. D LOST AND DAMAGED MATERIAL Borrowers are liable for the replacement cost of any library material lost, damaged or not returned. The charge for replacement shall be the cost of the material as noted in the item record of the Colleyville Public Library Online Catalog. A processing charge (Appendix B) will be added to all items. Borrowers who replace lost or damaged material with an exact copy will be charged a re-cataloging fee (Appendix B). Library staff will determine if the replaced material is an acceptable match. When material is returned with parts missing, the patron is responsible for the cost of the part (Appendix B). If the part is unavailable, the patron is liable for the replacement cost of the original material, plus a processing fee. Failure to pay for damaged materials in accordance with this policy may be a basis for revoking borrowing privileges. Revised Circulation Policy February 2005 Page 3 of6 o LOST AND PAID If a patron recovers library material that has been lost and paid for within one (1) month, the library will refund the cost of the material minus the processing fee. The returned material and the dated receipt of payment must be presented at the time of refund. o REVISIONS The staff and Library Board of the Colleyville Public Library will review the Circulation Policy periodically, and reserve the right to recommend changes at any time. Revised Circulation Policy February 2005 Page 4 of 6 APPENDIX A COLLEYVILLE PUBLIC LIBRARY CIRCULATING MATERIALS RESTRICTIONS MATERIALS LOAN PERIOD L1MITS* FEES/FINES** RENEWAL L1MITS*** Fiction Books 21 days No Limit .25 per day 1 Non-Fiction Books 21 days No Limit .25 per day 1 Best Sellers 7 or 14 days No Limit .25 per day 1 Magazines 7 days No Limit .25 per day 1 Pamphlets 7 days No Limit .25 per day 1 Feature Length 7 days 5 $1.00 per day fine 1 DVDs (60 min+) Educational /DVDs 7 days 5 .25 per day 1 Children's DVDs 7 days 5 .25 per day 1 (under 60 min.) Compact Discs 7 days 5 .25 per day 1 J Kits 21 days 5 .25 per day 1 Books on Compact 21 days No Limit .25 per day 1 Disc J Holiday books 7 days varies by .25 per day o during Holiday Holiday * No limit until a maximum of 30 items is reached. A total of 30 items per card. **Overdue fines threshold is $5.00. *** Renewals are allowed when materials are not on reserve for another patron. Revised Circulation Policy February 2005 Page 5 of6 APPENDIX B COLLEYVILLE PUBLIC LIBRARY REPLACEMENT AND PROCESSING FEES MATERIALS ITEM COST PROCESSING FEE* Library Card $2.00 $0.00 Book Cost of item $5.00 Trade paperback book Cost of item $5.00 Paperback book Cost of item $2.00 Magazine Cost of item $2.00 Compact Disc Cost of item $5.00 Lost Insert Cost of item $1.00 Book on CD Cost of item $5.00 Lost/damaged CD Cost of single CD $1.00 DVD Current cost of item $5.00 Audio-visual material containers Current cost of item $5.00 Bar Codes/RFID tags $1.00 $0.00 *If a replacement is purchased by the patron, the processing cost is $10.00 Revised Circulation Policy February 2005 Page 60f6