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PUBLIC NOTICE
COLLEYVILLE PUBLIC LIBRARY BOARD
AGENDA
JULY 18, 2005
7:00 P.M.
COLLEYVILLE PUBLIC LIBRARY
110 MAIN STREET
I. Call to Order
II. Election of the colleyville Public Library Chair
III. Election of the colleyville Public Library Board Vice Chair
IV. Approval of June 13, 2005 Minutes
V. Librarian's Report
A. Monthly Statistics
B. Donations
C. Programs
VI. Appointment of a North Texas Regional Library System Assembly Representative and Alternate
VII. Discussion and Consideration of Library Fee Structure
VIII. Policy review and discussion
A. Meeting Room Space Policy
IX. Library Long Range Planning Process Update
X. Friends of the colleyville Public Library Report
XI. Colleyville Public Library Foundation Report
XII. Suggested Items for Future Meetings
XIII. Citizen comments*
XIV. 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, July 14, 2005, at 5:00
p.m.
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Mary E. Rodne
Library Director
110 MAIN STREET cOLLEYVILLE, TEXAS 76034 (817) 503-1150
MEMORANDUM
TO:
Library Board
FROM:
Mary E, Rodne, Library Director
DATE:
July 14, 2005
SUBJECT:
Colleyville Public Library Board Chair and Vice Chair Elections
As per the Colleyville Public Library By-Laws, the Board elects a chair and a vice
chair at the annual meeting, which is the first meeting after the Colleyville City
Council appoints new members. The Colleyville City Council appointed new
members on June 21, 2005; therefore, the July 18 meeting is the Board's annual
meeting. In compliance with the by-laws, this item was placed on the agenda for
the purpose of electing officers. Please let me know if you need any additional
information,
COLLEYVILLE PUBLIC LIBRARY
BOARD MINUTES
June 13, 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 absent: Dennis Healy and Angie Guthrie-Madison
Ex-Officio Members Present: Susan Taylor and Ginny Tigue
Ex-Officio Members absent: Mayor Joe Hocutt, Dr. Larry Darlage, Ret
Stansburger, Steve Banta and John Eubanks.
Council Liaison Present: Tony Licata
Staff present: Mary Rodne and Paul Frederiksen
II. Approval of May 09, 2005 Minutes - A motion was made by Karen Birkes
and seconded by Bonnie Carroll to approve the May 9, 2005 minutes as
corrected. Motion approved unanimously,
III. LIBRARIAN'S REPORT
a. Monthly Statistics
Library Director Rodne distributed Colleyville Public Library May 2005
Usage Statistics, for review and discussion. Patrons had checked out a
total of 11,327 items, 145 Colleyville residents registered for library cards,
library patron visits totaled 6,361, attendance for programs totaled 678 and
volunteer hours totaled 89,66 hours. Rodne also noted that the total
circulation of library materials this year was 45% higher than the total
circulation of library materials last year at this time.
b. Donations
Director Mary Rodne reported that the Library had received a total of
$7,638.37 in donations in May, which included $4,506.37 from the Friends
of the Colleyville Public Library for shelving and a $3,132 Grant from the
Colleyville Woman's Club for the purchase of chairs.
c. Programs
Director Mary Rodne presented an overview of the Library's Summer
Reading Program, Superheroes, Powered By Books, which started on
June 6, 2005. She reported that the Opening Ceremony on June 6 had
gone well and that around 200 attended. Mayor David Kelly officially
opened the program and declared the Library as Colleyville's Reading
Headquarters for the summer. Director Rodne noted that the response
to the reading program had been great. To date, around 684 children and
87 adults, for a total of 771, had registered for the summer reading
program. Program registration and attendance at programs had also
been great. Around 120 had registered for the chess club, Attendance at
the first Thursday family program had been 154 and 62 had attended the
first movie on Friday.
Director Rodne reported that the Library staff visit to the Colleyville
Elementary School on May 16th to promote the summer reading program
had been very successful. Also, staff had delivered around 1000 summer
reading program flyers to five schools, Bransford Elementary, O.C. Taylor,
Glenhope Elementary, Heritage Middle, and Colleyville Middle. Rodne
also noted that the Library had recruited a number of volunteers to work at
the summer reading check-in station by setting up a display at the
National Charity League May 16th meeting.
To date, over 200 volunteers and volunteens had signed up to help with
various programs.
IV. POLICY REVIEW AND DISCUSSION
A. Non-Resident Patron Use Policy
Library Director Mary Rodne noted that the bolded proposed revisions to the
Colleyville Public Library Non-Resident Use Policy, had been approved at the
May 9,2005, Library Board Meeting, and that the Library Board had agreed to
discuss the fee structure for Non-Resident Patron Use at the June 13, 2005,
Library Board Meeting, Chair Pat Jones then opened the floor for discussion.
NON-RESIDENTS (Without Home Library)
The Board reviewed fee options and discussed proposed changes for this
non-resident patron type. Carol Wollin made a motion to recommend a fee of
$25.00 per card for Non-Residents not served by a Home Library. Pat Jones
seconded the motion. Motion approved unanimously.
NON-RESIDENTS (Non- T exShare, Non-Reciprocal Borrowing
Participating Home Library)
The Board reviewed fee options and discussed proposed changes for this
non-resident patron type, Carol Wollin made a motion to recommend a fee of
$25,00 per card for Non-Residents served by a Non-TexShare, Non-
Reciprocal Borrowing Participating Home Library. Bonnie Carroll seconded
the motion. Motion approved unanimously.
V. LIBRARY LONG RANGE PLANNING PROCESS UPDATE
Director Mary Rodne reported that Joan Cochran had completed about half of
The New Planning for Results online course, Rodne noted she would be
meeting with Joan Cochran in August to prepare a timeline for the planning
process.
VI. FRIENDS OF THE COLLEYVILLE PUBLIC LIBRARY REPORT
President Susan Taylor reported that the Friends of the Library would be
holding an Annual Meeting at the Library on June 28, 2005, at 7:00 p.m. in
the upper level of the library and that Library Director Mary Rodne would be
giving an overview of the Summer Reading Program and upcoming fall
events, Taylor also reported that the Friends had served refreshments
donated by Albertson's at the Library's Summer Reading Program Opening
Day Celebration on June 6, 2005 from 10 a.m. - 12 noon and that the event
had been very successful.
VII. COLLEYVILLE PUBLIC LIBRARY FOUNDATION REPORT
President Ginny Tigue noted the Library Foundation would be holding their
next meeting on June 20, 2005, in the Library. Tigue reported that the Library
Foundation was planning the annual book-themed dinner, scheduled to be
held in November, and the annual mailer.
VIII. SUGGESTED ITEMS FOR FUTURE MEETINGS
It was noted that the annual review of the Library fee schedule and the review
of the Library Meeting Room Space Policy would be agenda items at the next
meeting. It was also noted that the next Library Board meeting would be
held the third Monday, July 18, 2005.
IX. CITIZEN COMMENTS
None
X. ADJOURN: A motion was made by Bonnie Carroll and seconded by Susan
Potter to adjourn the meeting, Motion approved. The meeting of the
Colleyville Public Library Board was adjourned at 7:40 p.m.
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Colleyville
Public Library
June 2005 Web site Statistics
Page Hit Counts
Home:
New York Times Bestsellers:
Oprah's Book Club:
Independent Booksellers List:
Newbery Medal Winners:
Caldecott Medal Winners:
Pulitzer Prize:
Agatha Awards:
Anthony Awards:
Rebecca Caudill Awards:
British Crime Writers' Assoc.:
Edgar Awards:
World Fantasy Awards:
Hugo Awards:
National Book Critics Circle:
RITA Awards:
Spur Awards:
Bram Stoker Awards:
ALA Best Books for Young Adults:
ALA Notable Books for Children:
Horn Book Picture Book Awards:
National Science Teachers Association:
o
65
29
30
11
14
9
12
8
11
6
14
7
9
17
10
5
11
18
15
9
7
Scientific America Young Readers Book Awards: 10
Calendar: 511
Ready Reference: 108
Directory: 165
About: 219
COLLEYVILLE PUBLIC LIBRARY
VOLUNTEER HOURS
MONTH VOLUNTEERS VOLUNTEENS NCL SCHOOL TEEN COURT TOTAL
October 148.25 44.50 0.00 16.10 67.33 276.18
November 241 .70 35.00 4.00 16.00 12.50 309.20
December 128.75 12.00 0.00 4.50 26.00 171.25
Janua 162.25 0.00 0.00 19.50 50.95 232.70
Februa 146.25 2.00 0.00 0.00 46.05 194.30
March 145.25 0.00 0.00 0.00 25.00 170.25
April 82.50 0.00 0.00 33.26 42.00 157.76
Ma 58.50 0.00 0.00 15.16 16.00 89.66
June 91.50 226.45 458.50 0.00 20.00 796.45
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
September 0.00 0.00 0.00 0.00 0.00 0.00
FY Total 1,204.95 319.95 462.50 104.52 305.83 2,121.57
MEMORANDUM
TO:
Library Board
FROM:
Mary E. Rodne, Library Director
DATE:
July 14,2005
SUBJECT:
North Texas Regional Library System Representatives
As a member of the North Texas Regional Library System, we must appoint a
System Assembly Representative and an alternate. The System Assembly
Representative's role is to represent the library as a voting member at System
meetings. Also, the System Assembly Representative supports local library
interests and informs the library's governing body about System services and
matters that need local attention.
Attached is System Assembly Representative information for you to review. We
will need to appoint a representative and an alternate at this meeting. Pat Jones
is our current System Assembly Representative and Richard Roxbourgh is our
current Alternate System Assembly Representative.
'-
ofOUD ~0/.1 ~U1/Hd $M~ c!Y.fhn, Yne.
6320 Southwest Blvd., Suite 101
Fort Worth, Texas 76109
Phone: 817/377-4440
800/856-3050
Fax: 817/377-8020
800/856-8020
Memo
To: Member Library Directors
From: Samantha Edwards. Office coordinat~
Date: 4/8/2005
Re: System Assembly Representative Registrations
Terms of service for all NTRLS Assembly Representatives and their alternates
will expire 8/31/05.
According to the NTRLS Bylaws. Article X, Section 1, Paragraph (b),
"Representatives to the system assembly serve two-year terms which coincide
with the state fiscal year, with no limitation as to the number of terms. In case
of vacancy, the governing body making the original selection shall fill the
vacancy by appointment for the remainder of the unexpired term."
After your nominee( s) are elected or appointed, whichever the case, a member
of your library's governing body must notify the NTRLS office in writing of the
names, addresses, telephone, and if applicable, the email addresses and fax
number and of the person(s) elected,
Notification must be received via fax or mail by August 1, 2005. This will allow
time for the updated information to be included in the NTRLS notebook material
which will be distributed at the Fall System Assembly Meeting.
For your convenience, I have attached a System Assembly Representative
Registration form to be completed by a representative of your library governing
body. You may use this form or create your own as long as it includes the
above mentioned information,
A current System Assembly Representative Registration is required in order to
have voting privileges at System Assembly Meeting.
Please do not hesitate to call me at the system office, 817-377-4440 or 800-
856-3050, with questions or concerns.
Philip Herskowitz, Secretary
Irene Lambert
Board of Directors
Barbara L. Chayer, Chair
Bill Whiteside, Vice-Chair
Margaret/rby Nichols
Randolph B. Shaeffer, Treasurer
Ed Pennington
~.,. o-aR'M ~ ~~ ~sk~ ~
6320 Southwest Blvd., Suite 101
Fort Worth, Texas 76109
Phone: 817/377-4440
800/856-3050
Fax: 817/377-8020
800/856-8020
SYSTEM ASSEMBLY REPRESENTATIVE REGISTRATION FORM
LIBRARY:
SYSTEM ASSEMBL Y REPRESENTATIVE INFORM A TlON:
NAME:
ADDRESS:
PHONE:
FAX:
EMAIL:
Term ends 8-31-07
AL TERNA TE SYSTEM ASSEMBL Y REPRESENTATIVE INFORM A TlON:
NAME:
ADDRESS:
PHONE:
FAX:
EMAIL:
Term ends 8-31-07
AUTHORIZED BY:
SIGNATURE OF LIBRARY GOVERNING BODY REPRESENTATIVE
PRINTED NAME OF LIBRARY GOVERNING BODY REPRESENTATIVE
DATE
Philip Herskowitz, Secretary
Irene Lambert
Board of Directors
Barbara 1. Chayer, Chair
Bill Whiteside, Vice-Chair
Margaret Irby Nichols
Randolph B. Shaeffer, Treasurer
Ed Pennington
ABOUT SYSTEM ASSEMBLY REPRESENTATIVES
A System Assembly Representative (SAR) is a public library advocate
appointed by the same governing body that selects the local library director.
The SAR'S role is to represent the library as a voting member at System
meetings and as a supporter of local library interests. The SAR also acts to
inform the library's governing body about System services and matters that
need local attention.
SARs are important members of libraries' support teams. Being a good SAR
requires a definite sense of commitment to the job. A member library must
select a representative who not only supports libraries and communicates
this support, but who is willing to attend System meetings, serve on
committees, and actively participate in the planning process for the System.
Any person not on the paid staff of the library may be appointed as an SAR.
This can be, and often is, a member of the library board. The governing
body appoints a SAR to a term of two years, and there is no limit on the
number of terms served. The governing body should also appoint an
alternate SAR who is entitled to vote at System meetings in the absence of
the SAR. Only duly authorized SARs or authorized alternates are entitled
to vote. Once SARs are appointed, library directors must register their
names with the System office.
Member libraries lose an important voice in System decisions by not having
active SARs. Those libraries with SARs who regularly attend meetings,
participate by voting, and communicate local concerns and needs will be the
most likely to benefit from System membership.
Lay representative participation is also the means by which the Texas State
Library and Archives Commission obtains the views and needs of local library
users and involves them in the decisions and plans to improve public library
services at the System and State level.
Modified from a document written by Zina Worley, Alamo Area Library
System (AALS) Advisory Council Member and edited by Martha Knott, AALS
Coordinator, June 7, 1994
7/14/2005
C:\Documents and Settings\rodnem\Local Settings\Temporary Internet Files\OLKSB\About SARs.doc
NORTH TEXAS REGIONAL LIBRARY SYSTEM (NTRLS)
System Assembly Representative Job Description
Opportunities*
1, To improve library service!
2, To speak for libraries and their role in the lives of people.
3. To see ideas develop and to participate in the planning process.
4. To make a governmental unit work.
5, To bring about change and to provide the means for coping with change.
Responsiblities *
1. To become knowledgeable of the region represented,
2. To become knowledgeable of the library field.
3, To devote adequate time and attention to the job.
4. To be representative of many, rather than one's own library and community.
5. To work diligently with the group to be involved in the best possible decisions.
Powers
NTRLS Bylaws give the following powers to System Assembly Representatives:
1, Vote to recommend System budget for Board approval.
2. Vote to approve System long range plan,
3, Vote to approve bylaw amendments.
4. Serve on nominating committee to nominate regional Board candidate(s)
5, Vote to elect regional member to NTRLS Board of Directors,
Other Information
NTRLS holds three System Assembly Meetings a year and two meetings in each of the
seven reglOns per year.
,.,.'
Voting takes place at System Assembly Meetings,
System Assembly Representatives are invited to participate in NTRLS committees.
Please see document describing committee responsibilities and Committee Sign-Up
Form.
If you have questions, please contact Lynne Handy, Executive Director, NTRLS at
817-377-4440 or 800-856-3050, or email at lhandy@ntrls.org
* From Texas Library System Orientation Manual, 1999
NTRLS Meetings-
A Primer
Regional Meetings - These meetings are
held to facilitate group discussion on a variety of topics and to foster the
exchange of ideas, and are open to library directors, library staff, System
Assembly Representatives and their alternates, and NTRLS staff. Li-
brarians and/or library representatives are not restricted to the meetings
scheduled in their region but may attend any of the fourteen regional
meetings. Meetings are held in April and November of each year. Each
library must send a representative to at least one of the fiscal year's
fourteen regional meetings to receive 100 % of menu allocation funds
in the next fiscal year.
System Assembly Meetings - These system-wide assemblies are
held three times a fiscal year. In September, new System Assembly Rep-
resentatives receive an orientation and introduction to the System. In
January, System Assembly Representatives vote on the Plan of Service;
every other year, the Biennial Budget is also presented at the January
meeting for consideration and approval by the membership. In May, the
Awards Luncheon is held.
Directors Area Forums - These meetings, restricted to library di-
rectors only, are held in three locations twice a year. Less formally
structured than regional meetings, the purpose of these gatherings is to
provide information and communicate concerns to a member(s) of the
NTRLS Board of Directors. Libraries in Region 1 voted to combine
their Directors Area Forums with their regularly scheduled Regional
Meetings.
Friday, February 14,2003
SharedlNew Directors PacketIMeeting flyer
MEMORANDUM
To:
Library Board
From:
Mary Rodne, Library Director
Date:
July 14, 2005
Subject:
Colleyville Public Library Fee Structure
During the June 13, 2005, Library Board meeting, it was discussed that the
Colleyville City Council will adopt all fees pertaining to the library for the FY2006
budget at the September 6 and September 20, 2005, City Council meetings, In
order for the Library Board to be prepared to make a recommendation to the
Council, consensus was to review the Colleyville Public Library fee structure at
the July 18, 2005, Library Board meeting, The current fee schedules for the
Colleyville Public Library are attached for your reference,
Also, attached is a schedule of proposed new fees, At the June 13, 2005, Library
Board meeting, non-resident card fees were proposed and recommended. In
addition, staff proposes that a fee be charged for Interlibrary Loan Materials that
are ordered by patrons and never picked up. (see proposed new fee schedule
attached)
Please review the attachments, so that we can discuss current and proposed
fees at the meeting. If you have any questions, please let me know,
Attachments:
CPL Current Fee Schedule
CPL Circulating Materials Restrictions
CPL Replacement and Processing Fees Materials
CPL Proposed Fees Schedule
COLLEYVILLE
PUBLIC LIBRARY
SERVICE FEE
Meeting Room Damage Deposit $100.00
Upper Level Damage Deposit $250.00
Space Rental Fee
Meeting Room
First Two Hours $25.00
Each Additional Hour $10.00
Upper Level
First Two Hours $300.00
Each Additional Hour $50.00
Equipment Rental
DataNideo LCD Projector
Hourly $50.00
Full Day $400.00
Front Projection Screen $25.00
DVD+VHS VCR Recorder $35.00
CDrTape Player $20.00
Podium $35.00
Printing Fees
Print Card $0.50
Color Copies (per page) $1.00
Black and White Copies (per page) $0.10
Fax
Fax - Incoming (per page) $1.00
Fax - Outgoing (per page) $1.00
Fax - Long Distance (per page) $2.00
~--~~~~_.~-_.-...._-~~---'_.~
COLLEYVILLE
PUBLIC LIBRARY
MATERIALS LOAN PERIOD LI M ITS* 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
Maqazines 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 Holidav
* 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.
COLLEYVILLE
PUBLIC LIBRARY
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
COLLEYVILLE
PUBLIC LIBRARY
SERVICE FEE PER CARDIITEM
Non-Resident Per Card Fee:
Non-Resident ( Non- TexShare, Non-Reciprocal Borrowing Partic~ting Home Library) $25.00
Non-Resident ( Without Home Libr3!ll $25.00
Materials Not Pick Up Fee:
Interlibrary Loan $2.00
.
MEMORANDUM
To:
Library Board
From:
Mary Rodne, Library Director
Date:
July 14, 2005
Subject:
Colleyville Public Library Policy Review
During the June 13, 2005, Library Board meeting, it was suggested that the
Library Board review all existing library policies on an annual basis and that one
or two policies should be reviewed each month until all policies have been
reviewed. It was suggested that the Meeting Room Policy be reviewed and
discussed at the July meeting. The policy is attached for your reference. Please
review, so we can discuss this policy at the meeting.
ccen~
Texas
COLLEYVILLE
PUBLIC LIBRARY
o GENERAL STATEMENT
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.
Page 1 of 8
Meeting Room Space Policy
October 2003
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
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
organ ization.
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.
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 Space Policy
October 2003
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.
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 Space Policy
October 2003
o HOURS
Meetings may only be scheduled during times the Library is open.
The present schedule for use of Library meeting room space is:
Monda & Wednesda
Tuesda & Thursda
Frida
Saturda
Sunda
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
promptlv 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
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 Space Policy
October 2003
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.
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 Space Policy
October 2003
· 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 the City
Manager.
· 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 Space Policy
October 2003
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 Space Policy
October 2003
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 Space Policy
October 2003
ccence
TexaS
COLLEYVILLE
PUBLIC LIBRARY
MEETING ROOM SPACE
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.
. I Meeting Room ($100.00):
Damage Deposit Fee: I Upper Level ($250.00):
Room First Two Hours Per Additional Hour
Rental Fee: I Meeting Room $25.00 $10.00
I Upper Level $300.00 $50.00
Equipment Rental Fee Schedule:
(check needed materials following):
DataNideo LCD Projector
Front Projection Screen
DVD + VHS VCR Recorder
CDlTape Player
Podium
Hourly
Full Day
$50.00
$400.00
$25.00
$35.00
$20.00
$35.00
Total
ATTACHMENT A
10F2
Meeting Room Space Policy
October 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:
Library Director
Date
Date Application Received
Funds Received
ATTACHMENT A
20F2
Meeting Room Space Policy
October 2003
cce@
TexaS
COLLEYVILLE
PUBLIC LIBRARY
110 MAIN STREET
COLLEYVILLE, TEXAS 76034
817-503-1150
Group Name:
Group Set-up Contact:
Telephone Numbers: Home:
Work:
Meeting Date(s):
Meeting Time:
Number Attending:
Set-up I Additional Comments:
Please note that the Upper Level Meeting
Space does not have use of chairs, tables, or
audiolvisual equipment.
Meeting Room Space Policy
October 2003
ATTACHMENT B
1 OF 2
^ .._--"-~,~..~-~.....-_.~....~--,...._---_.."---
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 / Video LCD Projector
Front Projection Screen
DVD + VHS VCR Recorder
CDrrape Player
Podium
Hourly
Full Day
$50.00
$400.00
$25.00
$35.00
$20.00
$35.00
Meeting Room Space Policy
October 2003
ATTACHMENT B
20F2
CQ.~
TexaS
COLLEYVILLE
PUBLIC LIBRARY
MEETING ROOM
Date:
To:
(applicant's name)
Address:
Meeting room space of the Colleyville Public Library was scheduled by you for use on
by your group
(name of organization)
(date)
Checking the facility afterwards, we found:
Room not used, no cancellation notice received by Library
Spots on carpet
Evidence of smoking in a "No Smoking Building"
Tables and/or countertops not cleaned
Refuse not properly disposed of
Lights left on
Other:
We assume that the item(s) checked above were unintentional oversights. However, if
clarification of the regulations governing the use of the meeting room is needed, please let
me know.
Sincerely Yours,
Library Director
Meeting Room Space Policy
October 2003
ATTACHMENTC
1 OF 1