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PUBLIC NOTICE
COLLEYVILLE PUBLIC LIBRARY BOARD
AGENDA
SEPTEMBER 12, 2005
7:00 P.M.
COLLEYVILLE PUBLIC LIBRARY
110 MAIN STREET
I. Call to Order
II. Approval of August 8, 2005 Minutes
III. Librarian's Report
A. Monthly Statistics
B. Donations
C. Fall Programs
D. City of Colleyville Hurricane Relief Efforts
IV. Library Long Range Planning Process Update
Joan Cochran
V. Policy review and discussion
A. Meeting Room Space Policy
B. Study Room Policy
C. Unattended Children Policy
VI. Review and discussion of Colleyville Public Library FY 2005 Budget
VII. Approval of the use of the Voluntary Library Fund for the purchase of library materials, materials
processing supplies and library programs
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, September 8, 2005, at
5:00 p.m.
~ CLJ.u, to. ~
Mary E. Rodne
Library Director
110 MAIN STREET COLLEYVILLE, TEXAS 76034 (817) 503-1150
COLLEYVILLE PUBLIC LIBRARY
BOARD MINUTES
August 8, 2005
I. CALL TO ORDER - Chair Nancy Eytcheson called the meeting of the
Colleyville Public Library Board to order at 7:03 p.m.
ROLL CALL - Members present: Pat Jones, Nancy Eytcheson, Susan Potter,
Richard Roxburgh, Bonnie Carroll and Carol Wollin
Members absent: Karen Birkes
Alternates present: Dennis Healy
Alternates absent: Angie Guthrie-Madison
Ex-Officio Members present: Mayor David Kelly and Ginny Tigue
Ex-Officio Members absent: Steve Banta, Nancy Coplen, Dr. Larry Darlage,
Ret Stansberger and Susan Taylor.
Council Liaison Present: Tony Licata
Staff present: Mary Rodne
II. Approval of July 18, 2005 Minutes - A motion was made by Carol Wollin
and seconded by Susan Potter to approve the July 18, 2005 minutes.
Motion approved unanimously.
III. LIBRARIAN'S REPORT
a. Monthly Statistics
Library Director Rodne distributed Colleyville Public Library July 2005
Usage Statistics, for review and discussion. Patrons had checked out a
total of 16,716 items, 195 Colleyville residents registered for library cards,
library patron visits totaled 9,916, attendance for programs totaled 1,480
and volunteer hours totaled 548.50 hours. Rodne also noted that the total
circulation of library materials this year was 28% 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 $500
in donations during the month of August, $500 from Mobil Retiree
Matching Grant for volunteer hours of Rosemary Fitch.
c. Programs
Director Rodne reported that the Summer Reading Program had ended
on July 23, and that a summer reading program finale was held on July
28. Around 600 had attended the final program. Rodne distributed a
flyer, which gave a summary of the summer reading program statistics
and reported on the overall success of the program. A total of 987, 884
children and 103 adults, had participated in the summer reading program.
Around 2,832 had attended programs. Rodne noted that the Chess Club
had been a very popular program again this summer and that a Chess
Club tournament had been held on August 24th. Mayor David Kelly had
been present to hand out trophies to the winners. The Board reviewed the
statistics and discussed the outstanding community response to the
program.
Rodne also updated the Board on the Library's very successful summer
volunteer program and distributed a flyer, which gave volunteer statistics.
Director Rodne reported that volunteer hours in June and July totaled
1,335 hours and that all the community volunteers had contributed to the
overall success of the Summer Reading Program.
IV. POLICY REVIEW AND DISCUSSION
A. Meeting Room Space Policy
Director Mary Rodne presented the the revised Meeting Room Space Policy
for review and discussion. A suggestion to change the wording from smoking
to tobacco products was proposed and discussed. Pat Jones made a motion
to approve the policy with changes as presented and Bonnie Carroll
seconded the motion. Motion approved unanimously.
B. Study Room Policy
Director Mary Rodne presented the Study Room Space Policy for review and
discussion. Permissible and prohibited usages of the study rooms were
discussed and consensus of the Board was to make no changes to these
sections of the policy. Suggestions to change the wording from smoking to
tobacco products and to change the wording for identification requirements
were proposed and discussed. Bonnie Carroll made a motion to approve the
policy with changes as presented and Pat Jones seconded the motion.
Motion approved unanimously
V. LIBRARY LONG RANGE PLANNING PROCESS UPDATE
Director Rodne reported that she continued to work on the course and that
she would be meeting with Joan Cochran and Nancy Eytcheson in
September to develop a planning timeline.
VI. FRIENDS OF THE COLLEYVILLE PUBLIC LIBRARY REPORT
Carol Wollin reported for President Susan Taylor that the Friends were on a
summer hiatus and that she had sent out publicity to recruit more volunteers
for the Library to help with shelving on an ongoing basis.
VII. COLLEYVILLE PUBLIC LIBRARY FOUNDATION REPORT
President Ginny Tigue reported that the Library Foundation was meeting on
Monday, August 15, 2005, and that work would be continued 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.
VIII. SUGGESTED ITEMS FOR FUTURE MEETINGS
It was noted that the Unattended Children Policy would be reviewed in
September.
IX. CITIZEN COMMENTS
None
X. ADJOURN: A motion was made by Bonnie Carroll and seconded by Carol
Wollin to adjourn the meeting. Motion approved. The meeting of the
Colleyville Public Library Board was adjourned at 7:25 p.m.
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Colleyville
Public Library
August 2005 Web site Statistics
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IHome:
I New York Times Bestsellers:
I Oprah's Book Club:
[ Independent Booksellers List:
I Newbery Medal Winners:
I Caldecott Medal Winners:
I Pulitzer Prize:
I Agatha Awards:
I Anthony Awards:
I Rebecca Caudill Awards:
I British Crime Writers' Assoc.:
I Edgar Awards:
I World Fantasy Awards:
I Hugo Awards:
I National Book Critics Circle:
I RITA Awards:
I Spur Awards:
I Bram Stoker Awards:
I ALA Best Books for Young Adults:
I ALA Notable Books for Children:
I Horn Book Picture Book Awards:
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Page Hit Counts
COLLEYVILLE PUBLIC LIBRARY
VOLUNTEER HOURS
FISCAL YEAR 2004/2005
MONTH VOLUNTEERS VOLUNTEENS NCL SCHOOL TEEN COURT TOTAL
October 148.25 44.50 1.00 18.10 67.33 279.18
November 241 .70 35.00 8.00 19.00 12.50 316.20
December 128.75 12.00 0.00 9.30 33.50 183.55
Janua 162.25 0.00 0.00 16.50 57.95 236.70
Februa 146.25 2.00 0.00 29.25 46.05 223.55
March 145.25 0.00 0.00 24.00 27.00 196.25
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 91.50 228.45 466.50 0.00 20.00 806.45
Jul 44.00 217.50 287.00 0.00 22.00 570.50
August 104.50 0.00 0.00 4.00 7.00 115.50
September 0.00 0.00 0.00 0.00 0.00 0.00
FY Total 1 ,353.45 539.45 762.50 168.57 351.33 2,896.12
MEMORANDUM
From:
Library Board
Mary E. Rodne, Library Director ~ Q.....
To:
Date:
September 9, 2005
Subject:
Colleyville Public Library Meeting Room Space Policy - Third
Review
During the August 8, 2005, Library Board meeting, the Meeting Room Space
policy was reviewed again and one additional change was proposed. Attached
is the revised policy for your reference. Please review, so we can discuss this
policy at the meeting.
citY Of
CQe~
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 Libraryl 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
· Tobacco Materials
Use of tobacco materials 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
city Of
CQe~
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
Eauipment Rental Fee Schedule:
(check needed materials following):
DataNideo 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
Total
ATTACHMENT A
1 OF 2
Meeting Room Space Policy
October 2003
Reviewed/Revised July 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 prev iously 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 July 2005
CQ&~
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:
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 July 2005
ATTACHMENT B
1 OF 2
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
Hourly
Full Day
$50.00
$400.00
$25.00
$35.00
$20.00
$35.00
Data I Video LCD Projector
Front Projection Screen
DVD + VHS VCR Recorder
CDlTape Player
Podium
Meeting Room Space Policy
October 2003
Reviewed/Revised July 2005
ATTACHMENT B
20F2
city Of
CQe1ll~
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
(date)
(name of organization)
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 July 2005
ATTACHMENT C
1 OF 1
MEMORANDUM
From:
Library Board
Mary E. Rodne, Library Director ~ J..-.
To:
Date:
September 8, 2005
Subject:
Colleyville Public Library Study Room Policy - Second Review
Attached is the Study Room policy with changes proposed at the August 8, 2005,
Library Board Meeting. Please review and note any additional suggested
changes, so we can discuss at the meeting.
CQ.~
TexaS
COLLEYVILLE
PUBLIC LIBRARY
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
ReviewedlRevised August 2005
Page 1 of3
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 may be asked
to leave a valid form of identification such as a library card, a driver's
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 at the Adult Services Reference desk to have a room
unlocked, Users may be asked to leave a form of identification.
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, if on file, 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
ReviewedlRevised August2005
Page 2 00
D RULES OF BEHAVIOR
Individuals and groups are expected to comply with all rules of
behavior as set forth in the Colleyville Public Library Code of Conduct
when using Library study rooms, Individuals or groups engaged in
destructive or inappropriate behavior may be asked to leave and may
be denied use of study rooms in the future.
Food, drink and candy are not allowed in the study rooms,
Use of tobacco products is prohibited in the study rooms,
Users will be held responsible for any damage to the room or its
furnishings during the time period registered. Study rooms must be
left in a clean and orderly condition,
D LOST / DAMAGED PERSONAL ITEMS
Individuals or groups should not leave belongings unattended in
Library study rooms. The Library assumes no responsibility for lost or
damaged personal property left in the rooms.
o REVISION
The staff and Library Board of the Colleyville Public Library will review
the Study Room Policy periodically, and reserve the right to
recommend changes at any time.
Study Room Policy
October 2003
ReviewedlRevised August2005
Page 3 of3
MEMORANDUM
From:
Library Board
Mary E. Rodne, Library Director jtL ~
To:
Date:
September 8, 2005
Subject:
Colleyville Public Library Unattended Children Policy - First Review
Attached is the Unattended Children policy for your reference. Please review
and note any suggested changes, so we can discuss this policy at the meeting.
citY of
CQ~n~ COLLEYVILLE
~ PUBLIC LIBRARY
Texas
o GENERALSTATEMENT
Service to children is a high priority of the Colleyville Public Library.
Children of all ages are welcomed and encouraged to use the Library's
materials, programs and services. The Colleyville Public Library staff is
committed to helping children with activities related to the Library, Great
effort is taken to make the Library a warm, pleasant and inviting building.
However, the Library is an open, public facility and, as such, is not a safe
place to leave a child unattended, The well-being and safety of children
left alone or unattended is a serious concern for the City and the Library
staff. Parents or adult caregivers (18 years of age or older) are
responsible for the care of their children using this facility. Library staff
cannot assume the responsibility for the supervision of unattended
children in the Library, In order to provide for the general welfare of young
patrons, this policy was developed,
o STATEMENT OF PURPOSE
The purpose of this policy is to provide consistent guidance for unattended
children at the Colleyville Public Library.
o CHILDREN, AGE 11 AND UNDER - UNATTENDED
Children, age 11 and under, may not be left unattended by a parent or an
adult caregiver at any time in any part of the Library, If left unattended,
staff will attempt to locate the parent or adult caregiver, If the adult
caregiver cannot be located in the Library or at home within 30 minutes,
the Colleyville Police Department may be contacted.
o CHILDREN, AGE 11 AND UNDER - PROGRAMS
During story time or other programs that do not require parent or adult
caregiver attendance, the adult caregiver must remain in the building and
return to the program area by the end of the session,
Unattended Children Policy
October 2003
Reviewed September 2005
Page 1 00
o CHILDREN, AGE 12 AND UP - UNATTENDED
Children, age 12 and up, are welcome to use the Library, unsupervised, if
their behavior is in accordance with the behavior policy, However, parents
or adult caregivers should not view the Library as an alternative to
daycare, Library staff cannot serve as babysitters, teachers or
disciplinarians. For safety's sake, parents or adult caregivers should make
sure their children are sufficiently mature before allowing them to visit the
Library by themselves.
o DISRUPTIVE BEHAVIOR
Behavior that is disruptive to other patrons or staff is not allowed. Parents
and adult caregivers should be advised that if children misbehave, staff
will attempt to locate a parent or an adult caregiver to pick up the child. If
a parent or an adult caregiver cannot be contacted within 30 minutes, staff
members may call the Colleyville Police Department for assistance.
Violations of this policy are grounds for suspension of Library privileges.
Whenever advisable, the Library will notify the parent or guardian of
incidents involving an unattended child.
o CHILDREN UNATTENDED AT CLOSING
Parents and caregivers should be aware of closing times, particularly on
weekends. Announcements are made before closing to remind children to
arrange for rides, If children are left unattended in the Library at closing,
the staff will attempt to locate a parent or adult caregiver. No youth under
the age of 16 shall be left without transportation. Two staff members will
wait 15 minutes with children. If children do not have a ride within 15
minutes, staff members will call the Colleyville Police Department for
assistance.
Staff members are not to give children, left without transportation, a ride
under any circumstances,
Library Hours
Monda & Wednesda 10:00 a.m. - 6:00 ,m.
Tuesda & Thursda 10:00 a.m. - 8:00 .m.
Frida 10:00 a.m. - 5:00 .m.
Saturda 10:00 a,m. - 3:00 .m.
Sunda Closed
o REVISIONS
The staff and Library Board of the Colleyville Public Library will review the
Unattended Children Policy periodically, and reserve the right to
recommend changes at any time,
Unattended Children Policy
October 2003
Reviewed September 2005
Page 2 of3
city Of
caen~
Texas
COLLEYVILLE
PUBLIC LIBRARY
Dear
Recently, your child,
was left unattended by you or a responsible caregiver at the Colleyville
Public Library, A copy of the Library's policy on Unattended Children is
enclosed for your attention. We ask that you review this policy and make
every effort to follow it. We do not wish to suspend Library privileges for
you or your family, but the safety of children, as well as, the proper
operation of the Library is our first responsibility.
If you have any questions regarding this policy or its enforcement, please
contact the undersigned,
Very Truly Yours,
Library Director
Unattended Children Policy
October 2003
Reviewed September ZOO5
Page3 00
MEMORANDUM
DATE:
Colleyville Public Library Board
Mary E. Rodne, Library Director ~ ~
September 8,2005
Colleyville Public Library Proposed FY 2006 Budget
TO:
FROM:
SUBJECT:
At the September 20, 2005, City Council Meeting, the attached proposed FY
2006 Library Budget will be approved, In preparing the FY 2006 Colleyville
Public Library budget, there were discussions with the Board supporting the use
of the Voluntary Library Fund monies for the purchase of collection materials,
materials processing supplies and programs. During the discussions, additional
funding sources, bond monies, private donations and grants, available for
collection development, programs and public awareness were discussed, The
proposed budget reflects these discussions.
Attachment
Proposed Fiscal Year 2005-2006 Library Budget
City of Colleyville, Texas
FY2006 General Fund Budget
Departmental Expense Summary
Department: Acct:
Library 001-17
CM Proposed
vs. Dept.
Request
PERSONNEL
6101 SALARIES 74.559 231,778 281.885 191,483 281.885 289,890 8,005
6102 TEMP HELP 0 4,759 0 8.517 4.977 3,987 (990)
6141 FICA EXPENSES 5,483 17,779 21,583 14.549 21.564 23,603 2,039
6142 GROUP HEALTH INS 3.711 13,728 33,924 13,431 35,886 36,756 870
6143 WORKER'S COMP 583 741 874 533 873 961 88
6145 UNEMP COMP 147 1,578 1,350 825 1,350 1,350 0
6146 RETIREMENT 7.553 25,063 26,354 18,977 26.323 25,095 (1,228)
6148 LONGEVITY PAY 0 180 240 0 170 170 0
SUBTOTAL 92,037 295,607 366,210 248,315 373,028 381,812 8,784
CONTRACTUAL SERVICES
6203 INSURANCE SHARE 0 6,809 8,044 5,351 8,044 8.044 0
6204 TRAVEL 855 0 1 ,400 0 3,700 1,400 (2,300)
6206 TRAINING 0 0 1,300 0 1,300 650 (650)
6207 PRE-EMPLOYMENT 2,262 228 0 469 0 0 0
6208 ORG DEVELOPMENT 135 682 777 387 777 1,102 325
6209 DUES & SUBSCRIPTIONS 20 480 970 695 985 985 0
6225 COMPUTER SERVICES 0 14,302 14.345 12.801 13,993 13,993 0
6226 MISC CONTRACTUAL SVCS 0 928 9.954 7,898 10,314 10.314 0
6231 LEGAL ADS 550 0 0 0 0 0 0
6238 UTILITIES 257 35,722 38.640 22,080 38,639 39,736 1,097
6240 CELL PHONES 0 0 100 0 100 0 (100)
6241 TELEPHONE 2,572 4,200 2.232 2,877 2.232 3,696 1,464
6246 OFFICE EQUIP MAINT 0 1,083 3,421 1.397 2.349 1,649 (700)
SUBTOTAL 6,650 64,435 81,183 53,955 82,433 81,569 (864)
SUPPLIES
6301 OFFICE SUPPLIES 3,415 3,828 5.000 3.568 5.000 4.000 (1,000)
6302 POSTAGE 411 1,111 2.782 426 5.167 2,782 (2,385)
6303 OPERATING SUPPLIES 19,843 14,526 5.601 3.944 6.120 5,601 (519)
6308 PRINTING 53 65 2.100 112 3.100 2,100 (1,000)
6312 COMPUTER SUPPLIES 3,169 992 12.594 2,334 9,474 9,474 0
SUBTOTAL 26,890 20,522 28,077 10,384 28,861 23,957 (4,904)
CAPITAL OUTLAY
6630 OFFICE EQUIP/FURNITURE 0 0 0 0 0 0 0
SUBTOTAL 0 0 0 0 0 0 0
TOTAL 125,577 380,564 475,470 312,653 484,322 487,338 3,016
9/7/2005
MEMORANDUM
From:
Colleyville Public Library Board
Mary Rodne, Library Director ~ 0.-
To:
Date:
September 8, 2005
Subject:
Colleyville Public Library Voluntary Library Fund
In preparing the FY2006 Colleyville Public Library budget, there were discussions
with the Board supporting the use of the Voluntary Library Fund monies for the
purchase of collection materials, materials processing supplies and programs.
As per Resolution R-03-2237, the Voluntary Library Fund may be used for the
purpose of the development and improvement of library programs and services
and for approved library programs and capital items, including collection
development (books and other materials); therefore, the FY2006 proposed
budget states that these monies will be used for collection development and
library programs.
This item provides for the Colleyville Library Board to make a recommendation to
the City Council to proceed with the expenditure of these funds, in the amount of
$102,370, for the FY2006 budget.
Attachments
Resolution R-03-2237
Voluntary Library Fund Report
RESOLUTION R-03-2237
A RESOLUTION ESTA8USHI~G THE ALLOWED USES OF THE
VOLUNTARY LIBRARY FUND
WHEREAS, the mission of the Colleyville Public Library is to provide cultural,
,educational, intellectual and recreational resources in an invlting
environment to enhance the quality of life for all ages; and
WHEREAS, the City of Colleyville can anticipate continued growth in the demand for
library programs and services; and
WHEREAS, It Is the opinion of the City Council that the best interest of the citizens of
Colleyvllle will be served by providing for a voluntary library fund; and
WHEREAS, the City Council has established the Colleyville Public Library Board and
this Board shall serve as a recommending body to the City Council for
the use of the Voluntary Ubrary Fund.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
COLLEYVILLE, TEXAS:
Sec. 1.
THAT a voluntary library fund has been established for the purpose of
the development and Improvement of library programs and services; and
said fund can be used for approved library programs and capital items,
including collection development (books and materials) and other items
as desired by the City Council; however, said fund will not be used to
provide for ongoing library maintenance and operations.
Sec. 2.
THAT the voluntary library fund is funded through a voluntary donation of
one ($1) per month from the citizens of Colleyville.
THAT this fee Is listed with the Library Donation Fund as a separate
entry on the Colleyville residents' water bills and is in all ways strictly
voluntary.
Sec. 3.
AND SO IT IS RESOLVED.
PASSED BY A VOTE OF r AYES, ~NAYS AND -'LABSTENTIONS ON THIS
THE~DAYOF L)~ 2003.
Resolution R-03-2237
Page 2 of 2
ArreST:
41~9/f:J~
~thia Singleton, TRMC
Ity Secretary
FINANCIAL STATUS OF VOLUNTARY LIBRARY FUND AT 8-31-2005
FUND BALANCE AT 9-30-2003: $312,086
FY 2005 REVENUE
Donations: PROJECTED ACTUAL
October $5,243 $5,243
November $5,498 $5,498
December $4,803 $4,803
January $6,269 $6,269
February $5,225 $5,225
March $5,576 $5,576
April $5,310 $5,310
May $5,649 $5,649
June $5,545 $5,545
July $5,489 $5,489
August $5,470 $5,731
September $5,485 $0
Total Donations $65,562 $60,338
Interest income Received $5,413 $5,413
TOTAL $70,975 $65,751
FY 2005 EXPENDITURES
RECOMMENDED
(BOARD)
APPROVED
(COUNCIL)
EXPENDED
-------
-------
-------
-------
-------
-------
BOOKS AND PROCESSING MATERIALS
FY 04 BALANCE OF AUTHORIZATION
FY 05 AUTHORIZATION
$17,423
$46,750
$17,423
$46,750
$17,423
$29,670
-------
-------
-------
-------
-------
-------
TOTAL
$64,173
$64,173
$47,093
UNENCUMBERED FUND BALANCE AT 8-31-2005 (COUNCIL APPROVED)
$313,664
PROJECTED FUND BALANCE AT 9-30-2005
$318,888