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Home My WebLink AboutLibrary Board-Agenda Packets-8/8/2005 city Of Texas PUBLIC NOTICE COLLEYVILLE PUBLIC LIBRARY BOARD AGENDA AUGUST 8, 2005 7:00 P.M. COLLEYVILLE PUBLIC LIBRARY 110 MAIN STREET I. Call to Order II. Approval of July 18, 2005 Minutes III. Librarian's Report A. Monthly Statistics B. Donations C. Programs IV. Policy review and discussion A. Meeting Room Space Policy B. Study Room Policy V. Library Long Range Planning Process Update VI. Friends of the Colleyville Public Library Report VII. Colleyville Public Library Foundation Report VIII. Suggested Items for Future Meetings IX. Citizen Comments* X. 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, August 4, 2005, at 5:00 p.m. ~l'YI c~ G.. ~er&IIL....., ~ Mary E. Rodne Library Director 110 MAl N STREET COLLEYVI LLE, TEXAS 76034 (817) 503-1150 COLLEYVILLE PUBLIC LIBRARY BOARD MINUTES July 18, 2005 I. CALL TO ORDER - Chair Pat Jones called the meeting of the Colleyville Public Library Board to order at 7: 03 p.m. ROLL CALL - Members present: Pat Jones, Karen Birkes, Nancy Eytcheson, Richard Roxburgh, and Carol Wollin Members absent: Susan Potter and Bonnie Carroll Alternates absent: Dennis Healy and Angie Guthrie-Madison Ex-Officio Members Present: Mayor David Kelly, Ginny Tigue and Ret Stansburger Ex-Officio Members absent: Steve Banta, Nancy Coplen, Dr. Larry Darlage, and Susan Taylor. Council Liaison Present: Tony Licata Staff present: Mary Rodne II. Election of the Colleyville Public Library Board Chair Chair Pat Jones opened the floor for nominations for Library Board Chair. A motion was made by Pat Jones and seconded by Richard Roxburgh to nominate Nancy Eytcheson. Motion approved unanimously. III. Election of the Colleyville Public Library Board Vice Chair Chair Nancy Eytcheson asked for nominations for Library Board Vice Chair. A motion was made by Karen Birkes to nominate Carol Wollin. Nancy Eytcheson made motion to nominate Pat Jones. Motion approved 3 to 2 in favor of Pat Jones as Vice Chair. IV. Approval of June 13, 2005 Minutes - A motion was made by Karen Birkes and seconded by Carol Wollin to approve the June 13, 2005 minutes as corrected. Motion approved unanimously. V. LIBRARIAN'S REPORT a. Monthly Statistics Library Director Rodne distributed Colleyville Public Library June 2005 Usage Statistics, for review and discussion. Patrons had checked out a total of 20,637 items, 275 Colleyville residents registered for library cards, library patron visits totaled 12,410, attendance for programs totaled 1,265 and volunteer hours totaled 796.45 hours. Rodne also noted that the total circulation of library materials this year was 34% 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 $14,684.50 in donations from the Friends in June, which included $6,000 for Books for Babies kits with bibs, $5,968.50 for books on CD and $2,716 for the purchase of a 3-M Security Application System. c. Programs Director Mary Rodne presented an update on the Library's Summer Reading Program, Superheroes, Powered By Books, which started on June 6, 2005. Director Rodne noted that the response to the reading program continued to be very favorable. To date, around 881 children and 107 adults, for a total of 988, had registered for the summer reading program. Programs continued to be well attended. Rodne reported that Chess Club had been going very well. Around 130 had registered for the program and that a chess tournament was going to be held on July 20th, Everyone was also invited to attend the Library's Summer Reading Finale that was going to be held on July 28, 2005, from 6:00 PM - 9:00 PM on Main Street in front of the Library and City Hall. VI. Appointment of the North Texas Regional Library System Assembly Representative and Alternate Pat Jones nominated Susan Potter to serve as the North Texas Regional Library System Assembly Representative and Nancy Eytcheson nominated Carol Wollin to serve as the alternate. Richard Roxburgh seconded both nominations. Nominations approved unanimously. VII. DISCUSSION AND CONSIDERATION OF LIBRARY FEE STRUCTURE Director Rodne reported that the City Council would be amending the City's Fee Ordinance in September, and that recommended changes to the Library Fee Structure would have to be submitted to the City Manager's Office by the end of August. Rodne distributed the current Library Fee Schedule and suggested a new fee for Interlibrary Loan materials not picked up for discussion and consideration. Discussion ensued. Pat Jones made a motion to recommend a fee of $2.00 per item and Karen Birkes seconded the motion. Motion approved unanimously. VIII. POLICY REVIEW AND DISCUSSION A. Meeting Room Space Policy Director Mary Rodne presented the Meeting Room Space Policy for review and discussion. It was noted that the Library now had tables and chairs on the upper level which would be available for groups to use and that the policy needed to be updated to reflect this change. Discussion ensued. After a review of the Meeting Room Space Policy, consensus of the Library Board was that this was the only change needed at this time. Karen Birkes made a motion to approve the policy with changes as discussed and Pat Jones seconded the motion. Motion approved unanimously. IX. LIBRARY LONG RANGE PLANNING PROCESS UPDATE No report. X. FRIENDS OF THE COLLEYVILLE PUBLIC LIBRARY REPORT Carol Wollin reported for President Susan Taylor. Wollin noted that the Friends of the Library had held their Annual Meeting at the Library on June 28, 2005, at 7:00 p.m, and that new officers had been elected. They included: President, Susan Taylor; Vice-President, Mary Alice Rippe; Secretary, Kay Newton and Abby Sherck, Treasurer. She also noted that Library Director Mary Rodne had given an overview of the Summer Reading Program and upcoming fall events and that the Friends had approved the purchase of a 3M Tattle-Tape Strip application system for the Library. XI. COLLEYVILLE PUBLIC LIBRARY FOUNDATION REPORT President Ginny Tigue reported that the Library Foundation was working on the annual book-themed dinner, scheduled to be held in November, the annual mailer and a display book to honor donors in the Library. XII. SUGGESTED ITEMS FOR FUTURE MEETINGS It was noted that the Study Room Policy would be reviewed in August. XIII. 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Q) :J a. ~ ili t5 > () I: .0 ..... .\: C OJ C'Cl - 0 Q) ro Q) ro 0.. ro :J ""5 :J Q) CI) 0 ~ 0 z 0 """') LL ::2: <( ::2: """') """') <( CJ) >-1- ~ ~ U5 c: .Q 1.0 -0 .!!10 :::IN u- .: :::t ()0Cl o N ("'") 00 N LO en co ...- ...- o N LO ...- ...- co en "<t co ...- LO Colleyville Public Library July 2005 Web site Statistics I Page Hit Counts I IHome: I~ I New York Times Bestsellers: I~ I Oprah's Book Club: 10 I Independent Booksellers List: I~ I Newbery Medal Winners: I~ I Caldecott Medal Winners: I~ I Pulitzer Prize: ICE] I Agatha Awards: I~ I Anthony Awards: I~ I Rebecca Caudill Awards: I~ I British Crime Writers' Assoc.: I~ I Edgar Awards: I~ I World Fantasy Awards: I~ I Hugo Awards: I~ I National Book Critics Circle: I~ I RITA Awards: 10 I Spur A wards: I~ I Bram Stoker Awards: I~ I ALA Best Books for Young Adults: I~ I ALA Notable Books for Children: I~ I Horn Book Picture Book Awards: I~ National Science Teachers Association: ~ Scientific America Young Readers Book Awards: 0 ICalendar: I~ IReady Reference: I~ I Directory: I~ IAbout: I~ I " I COLLEYVILLE PUBLIC LIBRARY VOLUNTEER HOURS FISCAL YEAR 2004/2005 MONTH VOLUNTEERS VOLUNTEENS NCL SCHOOL TEEN COURT TOTAL October 148.25 44.50 1.00 16.10 67.33 277.18 November 241 .70 35.00 8.00 16.00 12.50 313.20 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 0.00 115.76 Ma 58.50 0.00 0.00 15.16 0.00 73.66 June 91.50 228.45 466.50 0.00 0.00 786.45 Jul 44.00 217.50 287.00 0.00 0.00 548.50 August 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 1,248.95 539.45 762.50 104.52 227.83 2,606.07 POWEiReO.SY. 8061<$ , Colleyville Public Library 2005 Summer Reading Program OVERVIEW Program Enrollment: 987 Children: 884 Adults: 103 Completed Program: 571 Children: 528 Adults: 43 Program Attendance: 2,832 people attended 50 library-sponsored programs Materials Checkouts: Library Visits: Library Cards Issued: Residents: Non-Residents: Community Served: 37,353 22,326 562 470 92 19,636 Colleyville Public Library I 10 Main Street Colleyville, TX 76034 817.503.1150 ~n ~-~ W~ Colleyville Public Library Inaugural Summer Reading Program: Elect to READ! June 7, 2004 - July 24, 2004 June-July Highlights Program Enrollment: 1277 Children: 1101 Adults: 176 Completed Program: 632 Children: 583 Adults: 49 Program Attendance: 2,899 people attended the 13 Library sponsored programs. Checkouts: 39,549 items Library Visitors: 25,059 Total Library Cards Registered: 1225 Residents: 1096 Non-Residents: 129 Community Served: 19,636 110 Main St. Colleyville, TX 76034 Phone: 817.503.1150 Fax: 817.503.1159 MEMORANDUM To: From: Library Board Mary E. Rodne, Library Director "lW(. 9-. Date: August 4,2005 Subject: Revised Colleyville Public Library Meeting Room Space Policy During the July 18, 2005, Library Board meeting, the Meeting Room Space policy was reviewed and discussed. Consensus of the Board was that at this time the only change needed was to include availability of tables and chairs for groups using the upper level. Attached is the revised policy for your reference. Please review, so we can discuss this policy at the meeting. ccence 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 Reviewed/Revised July 2005 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 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. 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 Reviewed/Revised July 2005 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 have use of library chairs and tables, but not audio/visual equipment. Organizations using the upper level space are responsible for renting all audio/visual 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 Reviewed/Revised July 2005 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 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 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 Reviewed/Revised July 2005 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 Reviewed/Revised July 2005 · 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 Reviewed/Revised July 2005 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 Reviewed/Revised July 2005 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 Reviewed/Revised July 2005 c\ty of ccen~ 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 Reviewed/Revised 2005 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 Reviewed/Revised 2005 CD.~ Texas COLLEYVILLE PUBLIC LIBRARY 110 MAIN STREET COLLEYVILLE, TEXAS 76034 817-503-1150 Group Name: Group Set-up Contact: Work: Telephone Numbers: Home: Meeting Date(s): Meeting Time: Number Attending: Set-up / Additional Comments: 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 Space Policy October 2003 Reviewed/Revised 2005 ATTACHMENT B 10F2 Meeting Room Capabilities Square Classroom Theatre Room Size Feet Capacity Capacity Conference 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 I Tables and Chairs (Please indicate quantity needed) Fifteen (15) 6' x 18" tables Twenty (20) 8' x 30" tables Chairs wI arms (338) Chairs w/o arms (65) Equipment Rental Fee Schedule Check Needed Materials Data / Video LCD Projector Front Projection Screen DVD + VHS VCR Recorder CD/Tape Player Podium Hourly Full Day $50.00 $400.00 $25.00 $35.00 $20.00 $35.00 Meeting Room Space Policy October 2003 Reviewed/Revised 2005 ATTACHMENT B 20F2 citY Of cce~ 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 Reviewed/Revised 2005 ATTACHMENT C 1 OF 1 MEMORANDUM To: From: Library Board 12--- Mary E. Rodne, Library Director -# Date: August 4, 2005 Subject: Colleyville Public Library Study Room Policy - First Review Attached is the Study Room policy for your reference, Please review and note any suggested changes, so we can discuss this policy at the meeting. citY Of CQe~ Texas COLLEYVILLE PUBLIC LIBRARY STUDY ROOM POLICY o GENERALSTATEMENT The Colleyville Public Library provides three study rooms for use by individuals or small groups, in order to offer quiet study space, as well as to contain the noise of small group meetings. The rooms shall be used in a consistent manner with the fundamental objective of providing a suitable environment for study, reading and research. These rules may be modified for official Library and City functions when deemed appropriate. The Library reserves the right to deny permission to use the study room space. o STATEMENT OF PURPOSE The purpose of this policy is to provide consistent guidance in the use of Colleyville Public Library study rooms. o PERMISSIBLE USAGE Individuals and small groups (one to four) engaged in educational, cultural, intellectual, civic, or charitable activities may use the study rooms. Individuals and groups may be limited in the number of reservations per week to insure a fair distribution of Library study room usage among all patrons. o PROHIBITED USAGE Library study rooms may not be used for buying, selling, advertising, or trading of products or services for cash or other consideration of any kind, including, paid tutoring services. Library study rooms may not be used as the primary meeting place or regularly scheduled meeting place of any organization or group. Study Room Policy October 2003 Page 1 of 3 D ROOM CAPACITIES Study Room A may be used by one person at a time. Study room B may be used by up to two persons at a time, and Study Room C may be used by up to four persons at a time. Groups that exceed the stated capacity may not book library study rooms. Patrons may not move chairs from other areas of the Library, sit on floors or on counters, etc. to allow more persons than designated in the rooms at any time. o ROOM RESERVATION Booking of study rooms must be done at the Adult Services Reference desk. Generally, the study rooms will be available on a first-come, first-served basis. Patrons booking a room must leave a valid form of identification such as a library card, a drivers license, a student identification card, etc., with staff at the Adult Services Reference desk. Advance reservations are restricted to the same day of usage. Study rooms may be reserved on the same day, which they are going to be used. If a patron is late for a reserved time, study rooms will be held for ten (10) minutes beyond the reservation time, at which time the reservation will be cancelled. A waiting list will be kept if all three rooms are occupied. o ROOM ACCESS Library study rooms will be locked when not in use. Users must register and leave a form of identification at the Adult Services Reference desk to have a room unlocked. When a room is vacated, Adult Services Reference Desk staff must be notified to check and lock the room, at which time the patron's identification card will be returned. o TIME LIMITS Study rooms are available in two-hour increments during normal Library business hours. The length of these sessions may be extended if no other patrons are waiting to use the room, but not past the hours the library is open. Study rooms must be vacated ten minutes before the Library closes. Study Room Policy October 2003 Page 2 of3 D RULES OF BEHAVIOR Individuals and groups are expected to comply with all rules of behavior as set forth in the Colleyville Public Library Code of Conduct when using Library study rooms. Individuals or groups engaged in destructive or inappropriate behavior may be asked to leave and may be denied use of study rooms in the future. Food, drink, candy, and smoking are not allowed in the study rooms. Users will be held responsible for any damage to the room or its furnishings during the time period registered. Study rooms must be left in a clean and orderly condition. D LOST I DAMAGED PERSONAL ITEMS Individuals or groups should not leave belongings unattended in Library study rooms. The Library assumes no responsibility for lost or damaged personal property left in the rooms. o REVISION The staff and Library Board of the Colleyville Public Library will review the Study Room Policy periodically, and reserve the right to recommend changes at any time. Study Room Policy October 2003 Page 3 of 3