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Home My WebLink AboutLibrary Board-Agenda Packets-3/13/2006 city Of Texas PUBLIC NOTICE COLLEYVILLE PUBLIC LIBRARY BOARD AGENDA MARCH 13, 2006 7:00 P.M. COLLEYVILLE PUBLIC LIBRARY 110 MAIN STREET I. Call to Order II. Approval of February 13, 2006 Minutes III. Librarian's Report A. Monthly Statistics B. Donations C. Programs IV. Policy review and discussion A. Reference 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, March 9, 2006, at 5:00 p.m. ""YY)~ [,.~ Mary E. Rodne Library Director 110 MAIN STREET COLLEYVILLE, TEXAS 76034 (817) 503-1150 COLLEYVILLE PUBLIC LIBRARY BOARD MINUTES February 13, 2006 I. CALL TO ORDER - Chair Nancy Eytcheson called the meeting of the Colleyville Public Library Board to order at 7:04 p.m. ROLL CALL - Members present: Karen Birkes, Nancy Eytcheson, Susan Potter, Richard Roxburgh and Carol Wollin Members absent: Pat Jones Alternates present: Dennis Healy Alternates absent: Angie Guthrie-Madison Ex-Officio Members present: Nancy Coplen and Susan Taylor Ex-Officio Members absent: Steve Banta, Dr. Larry Darlage, Ginny Tigue, Ret Stansberger and Mayor David Kelly Council Liaison Present: Tony Licata Staff present: Mary Rodne II. Approval of January 9, 2006 Minutes - A motion was made by Carol Wollin and seconded by Bonnie Carroll to approve the January 9, 2006 minutes as amended. Motion approved unanimously. III. LIBRARIAN'S REPORT a. Monthly Statistics Library Director Rodne distributed Colleyville Public Library January 2006 Usage Statistics, for review and discussion. Patrons had checked out a total of 12,317 items, 114 Colleyville residents registered for library cards, library patron visits totaled 6,297, attendance for programs totaled 203 and volunteer hours totaled 143.25 hours. Rodne also noted that the total circulation of library materials this year was 22% higher than the total circulation of library materials last year at this time. b. Donations Director Rodne reported that the Library had received a total of $1,040.00, $500.00 from the Mobil Retiree Matching Grant for volunteer hours of Rosemary Fitch, $500.00 from the Colleyville Lions Club for the purchase of large print books and $40.00 from Kimberly Massey for books in honor of Terry W. Parish, in donations in January. c. Programs Director Rodne reported that the Youth Services Winter/Spring 2006 programs had started the week of January 24, 2006 and that most of the programs were almost filled. The new offerings, especially the Snacks and Stories program for school age children, had been well received. Rodne noted that Valentine's Parties had been held in all the story times the week of February 6th, and that the Friends of the Library had distributed Valentine cookies during the parties. It was also noted that a monthly Teen Book Club would be starting on February 23,2006. Director Mary Rodne announced that the Library now provided wireless public access to the Internet and that the City of Colleyville was implementing credit card payment options, which would allow Library patrons to pay for overdue materials with a credit card. Director Rodne presented an update on the first North East Tarrant Reads event, and noted that the committee would be meeting on February 15, 2006 to select a book. IV. NORTH TEXAS REGIONAL LIBRARY SYSTEM, INC. (NTRLS) SYSTEM ASSEMBLY MEETING REPORT Susan Potter, Colleyville Library Board System Assembly Representative, reported that she and Library Director Mary Rodne had attended a NTRLS System Assembly Meeting in Saginaw on January 26, 2006. Potter noted that the major agenda items included approving proposed System Bylaws Amendments and the proposed NTRLS Plan of Service for 2007, which included a proposed NTRLS Budget for FY 2007. V. BOARD, COMMISSION AND COMMITTEE INFORMATIONAL MEETING Library Director Rodne reminded the Board that the City of Colleyville was sponsoring a Board, Commission and Committee Informational Meeting on Tuesday, February 28, 2006, from 6:30 p.m. - 8:00 p.m. at the Colleyville Center. Rodne noted that the Library would be setting up a display to provide information about serving on the Library Board, and that Library Board Chair, Nancy Eytcheson, would be joining her at the Library's table. VI. OPEN MEETINGS ACT AND THE PUBLIC INFORMATION ACT TRAINING Library Director Rodne presented the agenda for the Open Meetings Act and The Public Information Act Training for review and encouraged everyone to attend the training. VII. POLICY REVIEW AND DISCUSSION A. Posting and Distribution of Materials Policy Director Mary Rodne presented the Posting and Distribution of Materials Policy for review and discussion. Susan Potter made a motion to approve the policy as presented and Bonnie Carroll seconded the motion. Motion approved unanimously. B. Program Policy Director Mary Rodne presented the Program Policy for review and discussion. Bonnie Carroll made a motion to approve the policy as presented and Karen Birkes seconded the motion. Motion approved unanimously. VIII. LIBRARY LONG- RANGE PLANNING UPDATE Chair Nancy Eytcheson reported that the Planning Committee had held three meetings and that the planning meetings had gone very well. The committee had completed their work in less time than expected. Director Rodne noted that Library staff would be meeting in March to review and discuss the preliminary services responses selected by the committee. IX. FRIENDS OF THE COLLEYVILLE PUBLIC LIBRARY REPORT President Susan Taylor gave an update of activities planned for the Friends of the Library. Taylor noted that the Friends would be having a general meeting on April 6, 2006, in the Library meeting room and announced the itinerary for the evening, which included a new member Chamber of Commerce ribbon cutting ceremony for the Friends of the Library at 5:00 p.m., refreshments, a general meeting at 6:00 p.m. and a featured speaker, local author Margot Fusser Blewett who has written a book called Feet in the Fire. Taylor also reported that the Library had received the computers purchased with the Friends Verizon Foundation Grant and that one would be displayed at the April meeting. X. COLLEYVILLE PUBLIC LIBRARY FOUNDATION REPORT Director Mary Rodne presented an update for President Ginny Tigue. Rodne reported that the Foundation would be meeting on February 20, 2006, and that the Foundation planned to present a donation to the Library at the City Council Meeting scheduled on February 21,2006. XI. SUGGESTED ITEMS FOR FUTURE MEETINGS It was noted that the Reference Policy would be reviewed in March. XII. CITIZEN COMMENTS None XIII. 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 7:45 p.m. 0 <0 '<t I'- 0'> 0 0 0 0 0 0 0 <0 CXl '<t 0 T"" (") 0 0 0 0 0 0 0 CXl iU ..t C".i <Xi Lri N ci ci ci ci ci ci ci C".i 0'> CXl N II) 0 <h <h <h <h <h <h <h <0 .... 1'-. II). 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'~ c CI) 0 0 Q) ro Q) ro :J :J :J Q) ..: 0 m I- 0 Z 0 """') u. ~ <C ~ """') """') <C CJ) >-1- .gj 1ii ~ Ui c: g~ .!!10 :>N u-- cJ~ COLLEYVILLE PUBLIC LIBRARY VOLUNTEER HOURS FISCAL YEAR 2005/2006 MONTH VOLUNTEERS VOLUNTEENS NCL SCHOOL TEEN COURT TOTAL October 95,50 17,00 0.00 21.75 2,50 136,75 November 134.50 24,80 4.00 16.10 8,00 187.40 December 63.25 16,00 0,00 6.50 4.00 89,75 Januar 88.00 18.00 0,00 7,25 30,00 143.25 Februa 87,75 27,35 0,00 28.00 23.00 166,10 March 0,00 April 0.00 Ma 0.00 June 0.00 Jul 0.00 Au ust 0,00 September 0,00 FY Total 469.00 103.15 4.00 79.60 67.50 723.25 Colleyville Public Library February 2006 Website Statistics Page Hit Counts Home: [Q: New York Times Bestsellers: ~ Oprah's Book Club: ~ Independent Booksellers List: ~ Newbery Medal Winners: ~ Caldecott Medal Winners: ITI Pulitzer Prize: ~ Agatha Awards: ~ Anthony Awards: [E: Rebecca Caudill Awards: [E British Crime Writers' Assoc.: [E: Edgar Awards: ITI World Fantasy Awards: ~ Hugo Awards: [E: National Book Critics Circle: ~ RITA Awards: [!I Spur Awards: ~ Bram Stoker A wards: [E: ALA Best Books for Young Adults: ~ ALA Notable Books for Children: ~ Horn Book Picture Book Awards: ~ National Science Teachers Association: ~ Scientific America Young Readers Book A wards: ~ Calendar: 1637 Ready Reference: 1118 Directory: 1219 About: 1192 MEMORANDUM To: Library Board From: Mary E, Rodne, Library Director Date: March 13, 2006 Subject: Colleyville Public Library Reference Policy - First Review Attached is the Colleyville Public Library Reference Policy for your reference. Please review and note any suggested changes, so we can discuss this policy at the meeting. CHY Of cc~nC1l COLLEYVILLE ~ PUBLIC LIBRARY Texas o GENERALSTATEMENT The Colleyville Public Library Reference staff is committed to assisting library users in successfully meeting their information needs in a courteous and timely manner, by consistently providing accurate, high quality service equally to all patrons, Service is provided to all persons on a non-discriminatory basis as required by state and federal law. o STATEMENT OF PURPOSE The purpose of this policy statement is to describe the reference services and resources that are offered by the Colleyville Public Library, and to provide standards that will ensure consistency of service to all patrons. o CONFIDENTIALITY State law and federal law protect the privacy of library users. The Library will protect each library user's right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired or transmitted, o PRIORITIES The Library is committed to excellence in public service. Service to the public receives priority over all other duties. The Library will schedule trained staff at reference desks with the primary purpose of assisting patrons with their information needs. Requests for assistance will be provided on a first-come, first-served basis. In-person requests for information will be given priority over requests made by telephone, fax, mail or e-mail. o GENERAL REFERENCE SERVICE GUIDELINES Reference service will be provided to patrons during all hours the Library is open. Reference service is provided to all forms of inquiry including in- person, telephone, fax, mail, and e-mail. General reference service and Reference Policy October 2003 Page 1 of5 access to the entire reference collection including electronic databases is provided to patrons of all ages. Services are free of charge except if the library incurs an expense such as genealogy microfilm, out-of-state interlibrary loan, etc; the charge will then be passed along to the patron. If the information required is beyond the holdings of the Colleyville Public Library, the patron will be referred to other community information resources. Non-residents are provided with in-house reference service, but are referred to their home library for materials, which must be acquired from another library. o IN-PERSON REFERENCE SERVICE Staff will respond to varied in-person information needs using the Library's collections and services to the fullest extent possible. For most requests, staff will conduct a reference interview to assess information, assistance or instruction appropriate to meet the individual requests. If several patrons are waiting for assistance, requests that are brief may be given priority over lengthy, complex questions that require more staff involvement to complete. Staff may set reasonable limits on the amount of time and level of response given to patron requests for information. o TELEPHONE REFERENCE SERVICE Telephone reference service is usually limited to supplying the kind of information that is readily available, does not require extensive searching, and which may be accurately communicated over the telephone. Reference staff will check a reasonable number of titles, addresses, indexes, etc. The caller may be invited to come to the Library if more extensive research is required that would require an unusual amount of time. Staff will cite the source title and publication date for all telephone reference requests. o FAX, E-MAIL, MAIL REFERENCE SERVICE The Library will respond in a timely manner to all reasonable reference inquiries received by fax, e-mail and mail. Service is usually limited to short, factual informational questions, which do not require extensive searching. If the question is too involved, the patron may be invited to visit the Library for further assistance. Reference Policy October 2003 Page 2 of5 o COMPUTER REFERENCE SERVICE GUIDELINES The Adult Services computer area provides access to various software programs, the Internet, TexShare and other online research databases. The Youth Services computer area provides limited Internet access in addition to a variety of CD-ROM's and software programs, TexShare and other online research databases. Users must log on with a valid Colleyville Public Library card number. Non-residents must register for a user number. Staff assistance in the computer areas is available as time and expertise permit. Assistance is given on a best effort basis only, Research databases that offer a home access option by license agreement are available to Colleyville residents only. o NONCIRCULA TING MATERIALS Reference materials do not circulate. Non-reference materials in high demand may be placed on in-library use only during school assignments to assure availability. o VERIFICATION OF SOURCES Staff will provide information available in a documented source when answering requests and will provide information, not advice. Staff will not provide personal viewpoints or interpretations of materials. o REFERRALS TO OTHER LIBRARIES Every effort will be made to answer the request for information using the resources available in the Library. In the event that a referral is made to another library, staff will telephone the library on behalf of the user and will verify that the material is available at the other library. o REQUESTS FOR SPECIALIZED INFORMATION . MEDICAL, FINANCIAL AND LEGAL QUESTIONS The reference staff provides medical, financial and legal information without advice or interpretation. Staff will not give personal referrals to patrons for particular medical, financial or legal professionals. Reference Policy October 2003 Page 3 of5 Reference Policy October 2003 · TAXES Information on taxes is provided from published materials, not from the personal experience of the reference staff. Tax advice is not given, but staff will direct patrons to tax guides and tax forms. · HOMEWORK If the information requested is part of a school assignment, reference staff will guide the student as to how to complete the work themselves. Requests involving extensive homework help cannot be answered by telephone. Students will be encouraged to visit the library for help in completing the assignment. In the event that a search has been unsuccessful due to lack of material, lack of suitable material or further clarification of the assignment a Teacher Notification Notice will be issued to the student documenting the effort, It is beyond the scope of library service to provide proofreading service or tutorial assistance. The Reference staff will not perform mathematical calculations, · VALUES AND APPRAISALS Values of art works, antiques, coins, stamps, etc., may be quoted from published materials. The date and source of the information will be cited. Staff will not provide personal appraisals or values. . GENEALOGICAL RESEARCH The Reference staff will assist patrons by suggesting materials and resources to research. Extensive genealogical research service is not available. . CONTEST QUESTIONS Contest questions are treated in the same manner as other reference questions, and will not be given any special priority. . CONSUMER INFORMATION Reference staff will direct patrons to objective product information, but will not interpret results of consumer research or offer personal recommendations. Page 4 of 5 . COMPILATIONS AND EXTENSIVE RESEARCH The Library does not provide reference service for in-depth research. Patrons needing extensive research, compilations, bibliographies, lists, or statistics will be directed to the appropriate resources and offered as much assistance as staff time allows. o INTERLIBRARY LOAN SERVICE If the materials desired are not available at the Colleyville Public Library, Colleyville residents may request items to be loaned from other libraries. o PATRON COMPLAINTS AND CHALLENGES OF MATERIALS Patron complaints and challenges of materials are to be handled as outlined in the Material Selection Policy. o REVISIONS The staff and Library Board of the Colleyville Public Library will review the Reference Policy periodically, and reserve the right to recommend changes at any time. Reference Policy October 2003 Page 5 of5