Loading...
HomeMy WebLinkAboutLibrary Board-Agenda Packets-3/11/2013 (25) City of Ca_■... 1 Texas PUBLIC NOTICE COLLEYVILLE LIBRARY BOARD ANNUAL MEETING AGENDA JULY 14, 2003 7:00 P.M. COLLEYVILLE CENTER 5301 RIVERWALK I. Call to Order II. Election of Colleyville Public Library Board Chair III. Election of Colleyville Public Library Board Vice Chair IV. Approval of June 9, 2003 Minutes V. Review of Policies and Procedures a. Library Code of Conduct b. Unattended Children c. Exhibits and Displays d. Materials Selection Policy e. Posting and Distributions of Materials Policy VI. Discussion of Donations Policy VII. Discussion of establishing a schedule for the purpose of developing the Meeting Room(s) policies and fee structure(s) VIII. Overview of the proposed Colleyville Public Library budget IX. Appointment of a North Texas Regional Library System Assembly Representative and Alternate X. Friends of the Colleyville Public Library Report XI. Colleyville Public Library Foundation Report XII. Suggested Items for Future Meetings XIII. Adjournment P.O. BOX 185 COLLEYVILLE, TEXAS 76034 (817) 577-7575 Colleyville Library Board Meeting Agenda Page 2 of 2 I certify that this notice was posted on the bulletin boards at City Hall on Thursday, July 10, 2003 at 4:30 p.m. ey7k_ Lt-c2/541"LJ Cynthia Singleton, TR C City Secretary MEMORANDUM To: Dianne McWethy, Deputy City Manager From: Mary Rodne, Library Director Date: July 10, 2003 Subject: Colleyville Public Library Board Chair and Vice Chair Elections As per the Colleyville Public Library Board by-laws, the Board elects a chair and a vice chair at the annual meeting, which is the first meeting after the Colleyville City Council appoints new members. The Colleyville City Council appointed new members on June 17, 2003; therefore, the July 10 meeting is the Board's annual meeting. In compliance with the by-laws, this item was placed on the agenda for the purpose of electing officers. Please let me know if you need any additional information. COLLEYVILLE LIBRARY BOARD MINUTES June 9, 2003 I. CALL TO ORDER - The meeting of the Colleyville Library Board was called to order at 7:05 p.m. ROLL CALL - Members present: Chair Gary Taraba, Pat Jones, Carol Wollin, Susan Barzelay, Mary Ann Nicholson, Dick Roxburgh and Nancy Eytcheson Members absent: Mary Alice Rippe Ex-Officio Members absent: Mayor Donna Arp, Dr. Kevin Singer, Dr. Larry Darlage, Steve Jacobs, Steve Banta and Ret Stansberger Council Liaisons present: Mayor Pro Tern Ginny Tigue Staff present: Dianne McWethy and Mary Rodne II. Approval of the May 12, 2003 MINUTES - A motion was made to approve the May 12, 2003 minutes, as amended. III. Review of Policies and Procedures a. Library Code of Conduct b. Unattended Children c. Exhibits and Displays d. Other Director Mary Rodne provided an overview of the Library Code of Conduct, Unattended Children and Exhibits and Displays, as amended. IV. Overview of the Friends of the Colleyville Public Library "Wish List" Library Director Mary Rodne distributed a copy of the Colleyville Public Library "Wish List" and informed the Board that this list would be presented to the Friends of the Library for approval in June. Discussion ensued. It was suggested that the Library add a laminator to the "Wish List." Director Mary Rodne agreed to add this to the list before it was submitted. V. FRIENDS OF THE COLLEYVILLE PUBLIC LIBRARY REPORT Carol Wollin, President, reviewed actions of the 78th Legislature regarding cuts to the Telecommunications Infrastructure Fund (TIF), which was created in the mid-1990's as an annual assessment on telecommunications utilities. Revenues from this assessment were used for grants to schools and city libraries. The Friends of the Library calendar was distributed to the Board. VI. COLLEYVILLE PUBLIC LIBRARY FOUNDATION REPORT Mayor Pro Tern Ginny Tigue gave an overview of the Colleyville Public Library Foundation planned activities. The Foundation is currently working on the planned fundraiser to provide monies to the library for periodical subscriptions, encyclopedias, music CDs and DVD's and the opening day celebration. The Foundation will be conducting an educational campaign this summer to promote their fundraiser. She also noted the $25,000 from Betty and Hardy Sanders and the $5,000 from the Glaser family donations for the library. The Foundation has also developed a logo. A roster of the Foundation was provided to members of the Board. VII. SUGGESTED ITEMS FOR FUTURE MEETINGS The Board requested that staff provide an update on the FY2004 budget projections. VIII. ADJOURN: A motion was made by Mary Ann Nicholson, seconded by Dick Roxburgh to adjourn the meeting. Motion approved. The meeting of the Colleyville Library Board was adjourned at 8:26 p.m. MEMORANDUM TO: Library Board FROM: Mary E. Rodne, Library Director DATE: July 10, 2003 SUBJECT: Revised Library Code of Conduct Attached is the Library Code of Conduct with the revisions suggested at the June 9, 2003, Library Board meeting. The revisions are in bold print. Please review. If you would like additional changes, please note them and bring them up for discussion during the July 14, 2003, Library Board meeting. COLLEYVILLE PUBLIC LIBRARY CODE OF CONDUCT ❑ GENERAL STATEMENT The City of Colleyville believes that library patrons have the right to use Library materials and services without being disturbed or impeded by other library users; that library patrons and employees have the right to an environment that is secure and comfortable; and, that library patrons and employees have a right to materials and facilities that are available and in good condition. Therefore, the Colleyville City Council has prescribed the following rules for conduct on the premises of the Colleyville Public Library. ❑ STATEMENT OF PURPOSE The purpose of this policy is to provide consistent guidance for the Colleyville Public Library staff for Code of Conduct. ❑ GENERAL CODE OF CONDUCT The following activities are prohibited: • Conduct that disturbs library patrons or staff, loud conversation, boisterous behavior, or any conduct that hinders others from using the library or library materials; • Conduct that is threatening to patrons, staff or Library property or otherwise in violation of any City ordinance or State law; • Use of personal electronic equipment at a volume that disturbs others, including, but not limited to, pagers, cellular telephones, electronic games, radios, televisions, and CD/tape players; • Allowing children, age 11 and under, to be unattended (under the direct supervision of a parent, guardian or other authorized adult) in the library; • Use of any tobacco material; • Consumption of food or beverages, except in the context of Library programming and events in meeting room; • Possessing or being under the influence of alcohol or illegal drugs; • Sleeping; • Bringing in personal modes of transportation, bicycles, rollerblades, skateboards, scooters, etc. into the Library or loggia; • Solicitation for the sale or purchase of goods or services; Code of Conduct 1 of 2 Draft 7/9/03 • Taking surveys, the distribution of leaflets, asking for signatures for petitions or similar activity other than for authorized library purposes; • Bringing in pets or animals into the Library, except those trained for services to the disabled or those allowed at a library-approved event; and • Removing materials from the Library without checking them out on a valid library card or through other standard library procedures such as interlibrary loan. In addition: • All library patrons must be fully clothed, including shirts and shoes or sandals. Swimming attire is not permitted; • Library patrons are responsible for their personal belongings, which are not to be left unattended in the library. The library is not responsible for the security of a patron's personal property; • Authorized library staff may inspect bags or briefcases of a patron leaving the library to prevent loss of library materials. Theft of or vandalism to library property is a crime in Texas, and the City will prosecute violators; and • The library staff may limit the number of patrons sitting together to prevent disruptive noise or conduct. Patrons must not rearrange furniture, and all chairs are to remain in place. ❑ VIOLATION OF CODE OF CONDUCT Any person not abiding by these rules of the Library shall be warned and/or required to leave the Library premises. Library employees shall contact the Colleyville Police if deemed advisable. The Library Director and supervisory staff have the authority to carry out all powers of this policy. The Library Board of the Colleyville Public Library will review the Library Code of Conduct periodically, and reserves the right to amend them at any time. Code of Conduct 2 of 2 Draft 7/9/03 MEMORANDUM TO: Library Board FROM: Mary E. Rodne, Library Director DATE: July 10, 2003 SUBJECT: Revised Unattended Children Policy Attached is the Unattended Children Policy with the revision suggested at the June 9, 2003, Library Board meeting. The revision is in bold print. Please review. If you would like additional changes, please note them and bring them up for discussion during the July 14, 2003, Library Board meeting. COLLEYVILLE PUBLIC LIBRARY UNATTENDED CHILDREN POLICY '. ❑ GENERAL STATEMENT Service to children is a high priority of the Colleyville Public Library. Children of all ages are welcomed and ehcouraged 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 staff and Library Board. 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. ❑ STATEMENT OF PURPOSE The purpose of this policy is to provide consistent guidance for unattended children at the Colleyville Public Library. ❑ 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 will be contacted. ❑ 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 Page 1 of 3 Draft 7/9/03 ❑ 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. ❑ 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 will 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. ❑ 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: Monday & Wednesday 10:00 a.m. - 6:00 p.m. Tuesday & Thursday 10:00 a.m. - 8:00 p.m. Friday 10:00 a.m.- 5:00 p.m. Saturday 10:00 a.m.- 3:00 p.m. Sunday Closed Library Board of the Colleyville Public Library will review the unattended children policy periodically, and reserves the right to amend it at any time. Unattended Children Policy Page 2 of 3 Draft 7/9/03 COLLEYVILLE PUBLIC LIBRARY PARENTAL NOTIFICATION LETTER 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 Page 3 of 3 Draft 7/9/03 MEMORANDUM TO: Library Board FROM: Mary E. Rodne, Library Director DATE: July 10, 2003 SUBJECT: Exhibit Policy and Regulations Attached is the Exhibit Policy and Regulations. It was distributed at the June 9, 2003, Library Board meeting for discussion at the July 14, 2003, Library Board meeting. Staff reviewed and made minor changes. Please review and note any additional changes for discussion. Attached also, for your information, are exhibit space and bulletin board guidelines for developing policies from the State Library. COLLEYVILLE PUBLIC LIBRARY EXHIBIT POLICY AND REGULATIONS ❑ GENERAL STATEMENT Exhibits of different forms are welcome at the Colleyville Public Library. Exhibits stimulate interest in a variety of library materials, provide information, develop aesthetic appreciation, and furnish an opportunity for individuals and groups to display artistic and educational materials. ❑ STATEMENT OF PURPOSE The purpose of this policy is to provide consistent guidance for the Colleyville Public Library staff in the use of exhibits and display areas. ❑ PRIORITIES FOR EXHIBITS Exhibits will be accepted based on the following criteria and will be given priority in use in the following order: • Library sponsored programs and materials • Friends of the Colleyville Public Library/Colleyville Public Library Foundation • City of Colleyville • Other Colleyville non-profit organizations or individuals based on: o Appropriateness to Library services and collections o General community interest o Timeliness of topic o Suitability to space available The fact that a group is permitted to exhibit in the Colleyville Public Library does not constitute an endorsement by the Library of the group's beliefs, policies, or programs. The groups will issue no publicity indicating Library sponsorship and the Library reserves the right to post disclaimers with the exhibited material. The Library Director may deny or terminate the use of exhibit facilities by any group that is in willful violation of these regulations. Exhibit Policy&Regulations Page 1 of 5 Draft 7/10/2003 ❑ EXHIBIT AREAS The Library has several exhibit areas, which include: (To be completed later) ❑ GUIDELINES • Prior to display, the Library must approve all exhibits. Library staff will be responsible for the scheduling and organization of exhibits. The final authority for approving all exhibits is the Library Director. If Library staff deems an exhibit may be enhanced by inclusion of non-library materials, the Library may choose to include those items in its exhibits. • Colleyville Public Library staff will work with lenders in setting up exhibits. The Library reserves the right to make the final decision on how all of its exhibits are arranged. • No lender may change, add to, or remove any items in an exhibit during its scheduled time. Authorized Library personnel may only make changes. • Lenders will be asked to supply background information, on the items lent to exhibits, at least four weeks in advance of the exhibit opening to insure adequate lead time in developing signage and writing news releases for the media. • Exhibits will stay up no less than one week and no more than four weeks. • The Library may accompany its exhibits with complementing brochures, bookmarks or other related items related to the exhibit's theme. • All exhibits shall be set-up and removed on the dates determined by the Library. The Library has limited storage space. As a result, it is imperative that materials lent to exhibits be dropped off and picked up at designated times. • All persons loaning items for exhibits in the Library, must complete and sign the "Request for Use of Exhibit Space" agreement. The agreement must be signed before any loaned items are placed on exhibit. A separate agreement is required for each exhibit. The lender will be given a copy of the signed agreement. • All exhibits must conform to the space restrictions of the display areas. Exhibits to be hung on the walls or display panels shall be done so securely and under the guidelines of the Library. Exhibit Policy&Regulations Page 2 of 5 Draft 7/10/2003 • Artworks created by individuals depicting landscapes, seascapes, pastoral scenes, or scenes of the City of Colleyville and works of craftspeople that have practical or decorative uses in a home environment may be exhibited. • Artworks and crafts that an individual creates and offers for sale may be exhibited. Such items may not be removed from the exhibit if sold while on display. Artists and craftspeople may attach a business card to displayed items. Prices may not be attached to articles displayed. • Exhibits in the meeting room shall be available to the general public only when no meeting is in session. No meeting shall be interrupted to set-up, remove, or to view any exhibit. • Display reservations are not transferable to another person. • Anyone, who wishes to make the Library aware of resources available for possible inclusion in a Library exhibit, should fill out an "Exhibit Resource" form. This should be submitted to the Library Director. ❑ RESPONSIBILITY FOR LOSS OR DAMAGE • The Library will take reasonable care to ensure the safety and security of items exhibited. However, the City of Colleyville and the Colleyville Public Library have no insurance to cover exhibit items and assume no responsibility in the event of loss, theft, or damage. Exhibitors are encouraged to insure items of value and will be required to sign a form that releases the City of Colleyville and the Library from responsibility for loss, damage, or destruction. • Each exhibitor agrees to hold harmless the Colleyville Public Library and the City of Colleyville, from any and all claims, demands, and liabilities, which may arise out of the exhibitor's use of the Library's, exhibit areas, and shall indemnify the City of Colleyville and the Colleyville Public Library of any and all costs, expenditures, and damages relating thereto. ❑ CANCELLATION OF EXHIBITS The Library reserves the right to cancel any exhibit should conditions or situations, such as a unique exhibit opportunity or unforeseen need, warrant such action. If an exhibit is canceled, the exhibitor will have the right to display again, at the earliest convenience of the exhibitor and the Library. The Library Board of the Colleyville Public Library will review the Exhibit Policy and Regulations periodically, and reserves the right to amend it at any time. Exhibit Policy&Regulations Page 3 of 5 Draft 7/10/2003 COLLEYVILLE PUBLIC LIBRARY "REQUEST,FOR USE OF EXHIBIT SPACE Name of Organization/Individual: Contact Person: Address: Phone Number: E-mail Address: Proposed Exhibit Dates: Description of Exhibit: Nature and number of pieces: (Attach a separate sheet if necessary) Value of materials: I understand that by submitting this form I indicate that I have read the Exhibit Policy and Regulations and will comply with its terms if my request is approved. I understand that the Library assumes no responsibility for loss of or damage to exhibited items. Name Date For Office Use Only Referred to: Approved: Disapproved: Date: Exhibit Policy&Regulations Page 4 of 5 Draft 7/10/2003 COLLEYVILLE PUBLIC LIBRARY EXHIBIT RESOURCE FORM Date: Exhibit: Name: Address: Phone Number: E-mail Address: Description of Exhibit: Referred By: Name: Address: Phone Number: E-mail Address: For Office Use Only Date Received: By: Referred to: Date: Exhibit Policy&Regulations Page 5 of 5 Draft 7/10/2003 Public Library Advisory Board Handbook Exhibit Space- Texas State Library Page 1 of 2 TEXAS STATE LIBRARY & ARCHIVES CoMMISSIO', 10'1E8 SITE Texas State Library and Archives Commission Making information Work for All Texans Services to Librarians> Resources for Librarians Main EXHIBIT SPACE AND BULLETIN BOARDS Introduction Chapter 1 An Interpretation of the Library Bill of Rights Chapter 2 Libraries often provide exhibit spaces and bulletin boards. The Chapter uses made of these spaces should conform to the Library Bill of 3 Rights: Article I states, "Materials should not be excluded Chapter because of the origin, background, or views of those contributing 4 Chapter to their creation."Article II state, "Materials should not be 5 proscribed or removed because of partisan or doctrinal Chapter disapproval."Article VI maintains that exhibit space should be a made available"on an equitable basis, regardless of the beliefs or Chapter affiliations of individuals or groups requesting their use." 7 Chapter 8 In developing library exhibits, staff members should endeavor to Chapter present a broad spectrum of opinion and a variety of viewpoints. 9 Libraries should not shrink from developing exhibits because of Chapter controversial content or because of the beliefs or affiliations of 19 those whose work is represented. Just as libraries do not endorse the viewpoints of those whose works are represented in their App.A collections, libraries also do not endorse the beliefs or viewpoints App. B of topics which may be the subject of library exhibits. App.C Exhibit areas often are made available for use by community groups. Libraries should formulate a written policy for the use of these exhibit areas to assure that space is provided on an equitable basis to all groups which request it. Written policies for exhibit space use should be stated in inclusive rather than exclusive terms. For example, a policy that the library's exhibit space is open "to organizations engaged in educational, cultural, intellectual, or charitable activities" is an inclusive statement of the limited uses of the exhibit space. This defined limitation would permit religious groups to use the exhibit space because they engage in intellectual activities, but would exclude most commercial uses of the exhibit space. A publicly supported library may limit use of its exhibit space to strictly"library-related" activities, provided that the limitation is clearly circumscribed and is viewpoint neutral. Libraries may include in this policy rules regarding the time, place, and manner of use of the exhibit space, so long as the rules are content-neutral and are applied in the same manner to all groups wishing to use the space. A library may wish to limit access to exhibit space to groups within the community served by the library. This practice is acceptable provided that the same rules http://www.tsl.state.tx.us/ld/pubs/plant/exhibitspace.html 7/8/2003 MEMORANDUM TO: Library Board FROM: Mary E. Rodne, Library Director DATE: July 10, 2003 SUBJECT: Materials Selection Policy The Materials Selection Policy was included on the agenda because staff had planned to move the donation of materials section to the Donations Policy. After consideration, staff decided to leave donation of materials in the Materials Selection Policy and reference this policy in the Donations policy. As a result, the Materials Selection Policy wasn't revised and didn't need to be included in the packet. MEMORANDUM TO: Library Board FROM: Mary E. Rodne, Library Director DATE: July 10, 2003 SUBJECT: Posting and Distributions of Materials Policy Attached is the Posting and Distributions of Materials Policy. It was distributed at the June 9, 2003, Library Board meeting for discussion at the July 14, 2003, Library Board meeting. Staff reviewed and made minor changes. Please review and note any additional changes for discussion. COLLEYVILLE PUBLIC LIBRARY POST NG. NU_'DISTRIBUTIONS OF MATERIALS POLICY ❑ GENERAL STATEMENT The Library uses bulletin boards and other display areas primarily to promote its services and activities. As an extension of its mission to provide access to information, the Library has a designated area that may be used for the posting or distribution of community information on a space available basis at the discretion of the Library Administration. In accepting material for display, the Library does not endorse the content of the material or the organization submitting the material. It is the policy of the Library not to advertise commercial endeavors unless the project is specifically related to the goals of the Library. ❑ STATEMENT OF PURPOSE The purpose of this policy is to provide consistent guidance for the Colleyville Public Library staff in the posting and distribution of materials. ❑ GUIDELINES Items announcing and promoting Library, Friends of the Library, Library Foundation and City of Colleyville programs will take precedence over other community information. All requests to post or distribute materials must be submitted for approval to the Library Director during Library hours. The Library Director must approve all items. Items posted or distributed without the approval of the Library will be removed without notification. Each item will be approved or disapproved on a case-by case basis; approved items will be stamped approved, dated and initialed. Community Information Policy Page 1 of 3 Draft 7/9/03 Materials accepted for distribution: • The Library may accept, for display or distribution, announcements of community events and flyers, newsletters and pamphlets produced by local non-profit community organizations engaged in educational, cultural, intellectual, and charitable activities. Public announcements by other government entities and materials relating to governmental services (Social Security, Postal Service, etc.) may also be accepted. The Library will not accept for posting or distribution: • Materials from an individual or a for-profit group, company, or organization. • Campaign posters or literature for candidates or issues appearing on the election ballot. • Materials that seek to persuade politically or religiously. • Fund-raising materials for any groups outside Colleyville, which do not include City residents among their members. • Items of a personal nature such as notices about lost property, sale of personal property or solicitations for work. ❑ IMPLEMENTATION The size, appearance and quantity of materials to be distributed will be taken into account in determining whether they can be posted or otherwise made available. Limitations may include size, duration of the time for posting, and/or the frequency with which material may be posted or distributed by the same group. Notices being posted and literature being distributed will clearly identify the person or organization responsible for the contents. The Library assumes no responsibility for the preservation or protection of any item posted or distributed. The saving of posters for later distribution to individual patrons is not permitted. Community Information Policy Page 2 of 3 Draft 7/9/03 The Library Director is responsible for the administration of this policy, for establishing administrative procedures for its implementation and for making it available to the public. Because space is limited, it may not always be possible to distribute or post all materials that are acceptable under the above guidelines. The Library Board of the Colleyville Public Library will review the community information policy and regulations periodically, and reserves the right to amend them at any time. Community Information Policy Page 3 of 3 Draft 7/9/03 MEMORANDUM TO: Library Board FROM: Mary E. Rodne, Library Director DATE: July 10, 2003 SUBJECT: Proposed Colleyville Public Library Donations Policy In preparation of the Donations Policy, staff reviewed numerous comparable policies of libraries. General basic guidelines included in most policies and items applicable to the Colleyville Public Library were incorporated into this policy. On the basis of the above, staff proposed the attached Donations Policy for consideration. Please review. If you would like changes, please note them and bring them up for discussion during the July 14, 2003, Library Board meeting. COLLEYVILLE PUBLIC LIBRARY DONATIONS POLICY ❑ GENERAL STATEMENT The Colleyville Public Library welcomes gifts and donations in support of its collections, programs, services and facilities. The Library has been greatly enhanced by many fine donations which have enabled the Library to acquire many items that otherwise could not have been afforded. ❑ STATEMENT OF PURPOSE The purpose of this policy is to provide consistent guidance of the consideration of donations to the Colleyville Public Library. ❑ SPECIFIC DONATIONS • DONATIONS OF BOOKS, PERIODICALS, AND AUDIONISUAL MATERIALS Gifts of books and other library materials are gratefully accepted by the Library and will be considered for addition to the collection in accordance with the guidelines detailed in the Materials Selection Policy. • DONATIONS OF ART OBJECTS AND OTHER TYPES OF MATERIALS Such donations are usually welcomed and valued. Donations of materials for exhibit may be accepted but will not be placed on permanent display to insure a variety of materials are exhibited. All donations, on loan, to the Colleyville Public Library will remain the property of the donor. The final decision for acceptance of art objects rests with the City of Colleyville. • DONATIONS - MONETARY AND OTHER Cash donations are welcomed. It is the policy of the Library to expend the cash on materials, equipment, or a project acceptable to the donor. Cash donations will be deposited into the Colleyville Public Library Donation Fund. Other donations Donation Policy Page 1 of 3 Draft 7/10/2003 such as equipment, stocks, etc. may be accepted, but would be subject to recommendation of the Library Board and approval of the City of Colleyville. ❑ DONATION GUIDELINES Any person or organization making a cash donation of $1,000 or less specifically for materials purchases in memorial to or in honor of named individuals may write a check to the Colleyville Public Library and submit it to the Library Director. These donations will be deposited in the Colleyville Public Library Donation Fund and are exempt from City Council approval. Any person or organization making a cash donation greater than $1000 or a donation of art objects or other types of materials to the Colleyville Public Library must complete a Donation Proposal Form (Attachment A) and submit it to the Library Director. The proposal must include a complete description of the donation, and to the extent applicable, pictures and/or detailed drawings, value of the donation and any stipulations concerning the donation. The Library Director will review the proposal, and forward it to the Library Board. The Library Board will discuss the donation proposal and make a recommendation, which will be forwarded the City Council for final approval. The potential donor reserves the right to withdraw the proposed donation at any time during the approval process. The Friends of the Colleyville Public Library and the Colleyville Public Library Foundation may make donations directly to the Colleyville Public Library and are exempt from City Council approval. If a donation request is of an unusual nature, the Library Director and the Library Board may submit the request to the City Council for approval. ❑ USE OF DONATIONS The City of Colleyville reserves the right to accept or reject any donation, and in accepting a donation, the City reserves the right to determine the manner in which it will be used. The City cannot accept donations with restrictions as to use, permanence or location. Once a donation is accepted, it becomes the property of the City of Colleyville under the governance of the City Council and its policies. The donor of any gift to .the Library should understand that it might someday be sold or disposed of in the best interest of the Library. However, the donor should be assured that no donation shall be disposed of in a careless manner. Donation Policy Page 2 of 3 Draft 7/10/2003 ❑ RECOGNITION OF DONATIONS When an individual or organization gives a cash donation to the Library for the purchase of books, periodicals, or audio/visual materials, a bookplate naming the donor and/or an individual being honored will be placed on each item. In order that the Library can properly honor the generosity, a Donation Recognition Form (Attachment B) must be completed. A letter from the Library indicating receipt of the gift will be sent to the donor. Donations of fine arts, equipment, or items given as memorials will not be acknowledged with placing a plaque on the item. If a formal request is made is made by a donor for a permanent recognition, it will be forwarded to the City of Colleyville for consideration. A letter from the Library indicating receipt of the gift will be sent to the donor. The final decision as to how a gift of this type will be acknowledged rests with the City Council. ❑ RECEIPTS The Library shall make no attempt to place a monetary value on the donation. However, upon request, it will issue the donor a receipt or letter acknowledging the donation. (Attachment C) ❑ ACCEPTANCE OF POLICY When accepting donations of greater value, the City of Colleyville may require the donor to sign an acceptance of policy form. ❑ SOLICITATION OF GIFTS The Library will work with the Friends of the Colleyville Public Library and the Colleyville Public Library Foundation to develop appropriate methods for the solicitation of some gifts. Depending on the wishes of the donors, some donations may be referred to the Colleyville Public Library Foundation or the Friends of the Colleyville Public Library. The Library Board of the Colleyville Public Library will review the Donations Policy periodically, and reserves the right to amend them at any time. Donation Policy Page 3 of 3 Draft 7/10/2003 COLLEYVILLE PUBLIC LIBRARY DONATION PROPOSAL To: Library Board Date: Attention: Library Director Name: Address: City, State, Zip Code: Telephone Numbers: Home: Work: I respectfully submit the following proposal for a donation to the Colleyville Public Library. I have read and understand the Donation Policy of the Colleyville Public Library. Further, I agree that the provisions are acceptable. Detailed description of Donation: Value of Donation: Donation Stipulations: Donation Policy Page 1 of 5 Draft 7/10/2003 Pictures and/or detailed drawings: ❑ Attached ❑ None ❑ Not Applicable Signature of donor: Date: Received by: Date: For office use only: DO NOT WRITE BELOW THIS BOX Reviewed By: Date: Library Director Recommendations/comments: Reviewed By: Date: Library Board Recommendation/comments: Approved by: Date: City of Colleyville Modifications, if any: Disapproved by: Date: City of Colleyville Reason for disapproval: ATTACHMENT A Donation Policy Page 2 of 5 Draft 7/10/2003 COLLEYVILLE PUBLIC LIBRARY DONATION RECOGNITION Date: Name: Address: City,State,ZipCode: Telephone Numbers: Home: Work: I/we have read and understand the Donation Policy of the Colleyville Public Library. Further, I/we agree that the provisions are acceptable and would like to contribute $ for material (s) to be placed in the library. As a memorial for: or In honor of: On the occasion of a birthday , wedding anniversary graduation , birth , or other (please specify) The subject matter we prefer for this book is (please specify): • The format we prefer is (please specify): book , periodical CD , DVD , or other The Library will notify the following that this donation has been added to the Library's collection in memory of or honoring the above. In the space provided, please indicate the relationship between the honoree and the person (s) to be notified of the donation. Relationship: Name(s) of Person (s) to be notified: Donation Policy Page 3 of 5 Draft 7/10/2003 Address(es) of Person (s) to be notified: Donor(s) Information Name of donor (s): Address(es) of donor (s) Signature of donor: Date: Received by: Date: The original of this form goes to the donor and the Colleyville Public Library will retain a duplicate. ATTACHMENT B Donation Policy Page 4 of 5 Draft 7/10/2003 COLLEYVILLE PUBLIC LIBRARY PUBLIC LIBRARY DONATION OF MATERIALS Date: Name: Address: City, State, Zip Code: The above named has donated books and/or other Library materials to the Colleyville Public Library. This form will serve as a receipt for purposes of income tax deduction. This donation is made with the understanding that such materials may be added to the Library's collection if they meet the criteria of the collection development policy. Donated items will not be returned. Signature of donor: Signature of staff member: Number of items: Description of items: The original of this form goes to the donor and the Colleyville Public Library will retain a duplicate. ATTACHMENT C Donation Policy Page 5 of 5 Draft 7/10/2003 MEMORANDUM To: Dianne McWethy, Deputy City Manager From: Mary Rodne, Library Director Date: July 10, 2003 Subject: Colleyville Public Library Fee Structure Meeting The Colleyville City Council will adopt all fees pertaining to the library for the FY2004 budget at the September 2 and September 16, 2003, City Council meetings. For the Library Board to be prepared to make a recommendation to the Council, staff proposes the following dates for special work sessions to discuss and develop fees for the Colleyville Public Library: July 24, 2003 July 31, 2003 August 1, 2003 (if needed) The formal recommendation to the Council will be voted on at the August 10, 2003, Library Board Meeting. If you have any questions, please let me know. MEMORANDUM TO: Library Board FROM: Mary E. Rodne, Library Director DATE: July 10, 2003 SUBJECT: North Texas Regional Library System Representatives September 1, 2003, the Colleyville Public Library will become an official member of the North Texas Regional Library System. As a member, we must appoint a System Assembly Representative and an alternate. The System Assembly Representative's role is to represent the library as a voting member at System meetings. Also, the System Assembly Representative supports local library interests and informs the library's governing body about System services and matters that need local attention. Attached is a packet of System Assembly Representative information. Please review. We will need to appoint a representative and an alternate at this meeting, as the System needs to be notified of the appointments by August 8, 2003. North Texas Regional Library System 6320 Southwest Blvd. Suite 101 Fort Worth,Texas 76109 Phone: 817/377 4440 Fax: 817/377-8020 800/856-3050 800/856-8020 NTRLS Memo To: Member Library Directors From: Samantha Edwards,Office Coordinator Date: 6/3/2003 Re: System Assembly Representative Registrations Terms of service for all NTRLS Assembly Representatives and their alternates will expire 8/31/03. According to the NTRLS Bylaws,Article X,Section 1,Paragraph(b),"Representatives to the system assembly serve two-year terms which coincide with the state fiscal year, with no limitation as to the number of terms. In case of vacancy,the governing body making the original selection shall fill the vacancy by appointment for the remainder of the unexpired term." After your nominee(s) are elected or appointed,whichever the case, a member of your library's governing body must notify the NTRLS office in writing of the names, addresses,telephone, and if applicable,the email addresses and fax number and of the person(s) elected. Notification must be received via fax or mail by August 8, 2003. This will allow time for the updated information to be included in the NTRLS notebook material which will be distributed at the Fall System Meeting. For your convenience,I have attached a System Assembly Representative Registration form to be completed by a representative of your library governing body. You may use this form or create your own as long as it includes the above mentioned information. A current System Assembly Representative Registration is required in order to have voting privileges at the Fall System Meeting. Please do not hesitate to call me at the system office, 817-377-4440 or 800-856-3050, with questions or concerns. 0 North Texas Regional Library System 6320 Southwest Blvd. Suite 101 Fort Worth,Texas 76109 Phone: 817/377-4440 Fax: 817/377-8020 800/856-3050 800/856-8020 SYSTEM ASSEMBLY REPRESENTATIVE REGISTRATION FORM LIBRARY: SYSTEM ASSEMBLY REPRESENTATIVE INFORMATION: NAME: ADDRESS: PHONE: FAX: EMAIL: Terms end 8-31-05 ALTERNATE SYSTEM ASSEMBLY REPRESENTATIVE INFORMATION: NAME: ADDRESS: PHONE: FAX: EMAIL: Terms end 8-31-05 AUTHORIZED BY: SIGNATURE OF LIBRARY GOVERNING BODY REPRESENTATIVE PRINTED NAME OF LIBRARY GOVERNING BODY REPRESENTATIVE DATE NORTH TEXAS REGIONAL LIBRARY SYSTEM (NTRLS) System Assembly Representative Job Description Opportunities* 1. To improve library service! 2. To speak for libraries and their role in the lives of people. 3. To see ideas develop and to participate in the planning process. 4. To make a governmental unit work. 5. To bring about change and to provide the means for coping with change. Responsiblities* 1. To become knowledgeable of the region represented. 2. To become knowledgeable of the library field. 3. To devote adequate time and attention to the job. 4. To be representative of many, rather than one's own library and community. 5. To work diligently with the group to be involved in the best possible decisions. Powers NTRLS Bylaws give the following powers to System Assembly Representatives: 1. Vote to recommend System budget for Board approval. 2. Vote to approve System long range plan. 3. Vote to approve bylaw amendments. 4. Serve on nominating committee to nominate regional Board candidate(s) 5. Vote to elect regional member to NTRLS Board of Directors. Other Information NTRLS holds three System Assembly Meetings a year and two meetings in each of the seven regions per year. Voting takes place at System Assembly Meetings. System Assembly Representatives are invited to participate in NTRLS committees. Please see document describing committee responsibilities and Committee Sign-Up Form. If you have questions, please contact Lynne Handy, Executive Director,NTRLS at 817-377-4440 or 800-856-3050, or email at lhandy(a�ntrls.org * From Texas Library System Orientation Manual, 1999 North Texas Regional Library System Committee Sign-Up Sheet for FY 2004 (Please return to the System office by 5:00 p.m. on July 25,2003) The System thrives on participation from members and there's no better place to serve than on a committee. Program committee members evaluate current services and help plan new programs. Their work goes to the Services Planning Committee,whose job it is to formulate and submit plans to the membership and to the Board of Directors. The System needs your expertise. With the exception of the Services Planning Committee, which is a Board committee, all committees are standing committees and are comprised of library directors, library staff, System assembly representatives, alternate System assembly representatives, and other library supporters. The Services Planning Committee is comprised of the NTRLS Board Vice-Chair, three at-large library supporters and seven library directors or assistant directors--each from one of the seven regions. The Bylaws Review Committee is an ad hoc committee, convened when bylaws amendments must be brought before the System Assembly. Please indicate the committee(s) on which you would like to serve. Committees will meet primarily in October/November and sometimes in the spring. At the August, 2003 Board Meeting, the Chair of the NTRLS Board will appoint, with the approval of the Board, all committee members and chairs. The Services Planning Committee must meet at least six times a year, according to the NTRLS bylaws. If you do not feel that you can make a majority of Services Planning Committee meetings, please sign up for the other committees. If you are already serving on a committee and wish to continue,please fill out this form. Please mail this sign-up sheet to Lynne Handy,Executive Director, NTRLS, 6320 Southwest Blvd., Suite 101,Fort Worth, Texas 76109 or fax it to 817/377- 8020 or 800/856-8020 by 5:00 July 25,2003 if you wish to serve on a committee. Please call Lynne at 817/377-4440 or 800/856-3050 if you have any questions. Name: Library: Address: Telephone number: Fax number: Email: I am interested in serving on the following committees: (Please rank in order of preference) A. Awards Committee E. Regional Boundary Committee B. Collection Development Committee F. Services Planning Committee C. Continuing Education Committee G. Technology Committee D. Menu Allocation Formula Committee H. Youth Services Committee I. ad hoc Bylaws Review Committee 5/30/03 North Texas Regional Library System COMMITTEES FY 2004 Awards Committee This committee creates guidelines,reviews nominations and selects recipients for System awards. The award ceremony is held at the Spring System Assembly Meeting. Staff liaison is the NTRLS Executive Director. Collection Development Committee This committee evaluates current services and determines how the System can help member libraries with collection development issues. The committee seeks vendor discounts and helps with policies and plans. Staff liaison is the NTRLS Manager of Services. Continuing Education This committee's responsibilities include selecting CE workshop topics that are relevant to member libraries. Staff liaison is the NTRLS Manager of Services. Menu Allocation Formula Committee This committee reviews the menu allocation formula and makes recommendations to the Board regarding the equitable distribution of menu allocation resources to member libraries. Staff liaison is the NTRLS Executive Director. Regional Boundary Committee This committee reviews the regions to recommend any geographical boundary changes necessary to ensure opportunities for member participation in System business and effectiveness in delivery of System services. Services Planning Committee The main responsibility of the Services Planning Committee is to determine the needs of member libraries, and to formulate and submit plans and recommendations to the Board for achieving goals and meeting these needs. Staff liaison is the NTRLS Executive Director. Technology Committee This committee evaluates the status and trends of technology applicable to System and member library operations, and develops recommendations on technology issues to be incorporated into the System planning process. Staff liaison is the NTRLS Technology Consultant. Youth Services Committee This committee evaluates current services and determines which youth services and collections best serve our member libraries. Staff liaison is the NTRLS Manager of Services. ad hoc Bylaws Review Committee This committee's function is to form the correct language for proposed bylaws amendments. It meets only when Bylaws amendments need to be brought before the System Assembly. 5/30/03 The North Texas Regional Library System Page 1 of 2 x -Sn YNFr .'V'. A __ disk v :'. d R tie J kex o w ' "E ..- ) x .t.; .��� A� � ...GAF..,. '.w..x _ -bl-, North Texas Regional Library System f r M# Rra p tnRor ai10 System Assembly NTf2L3 y ly Representative Information Responsibilities and Opportunities: C Omni Ideas As a representative from your library to the North Texas Regional Library System, you will • represent your library's ideas and interests in System planning and decision-making. You Minutes&Agendas will also need to learn about the System—its governance, mission, long range plans, ' projects, services,committees and staff. You will be expected to attend System assembly Programs-aarvices meetings,which are held twice a year and to vote on bylaws revisions. If you cannot attend, you should notify the alternate system assembly representative from your library to ensure representation. To keep current with trends and information,you should attend Calendar at Events board meetings and regional meetings. Board meeting minutes are available on this site. 1111111111111=1111111111111111ff IT' At your request, you can be added to the System newsletter mailing list. System staff Help Desk invite you to visit the NTRLS office at 1111 Foch Street, Suite 100, Fort Worth,TX 76107. fir Membership Terms: System assembly representatives serve two-year terms and are usually appointed by the f,. official governing body of the library, usually the City Council or the County Contact NTRLS Commissioners. (current assembly rep terms will expire 8/31/00) 111118""4 board of Dlractars The ommomminarr The North Texas Regional Library System serves seventy-one public libraries in twenty North Texas counties, all of which have met membership criteria as required in the Texas Links Library Systems Act and Rules for Administering the Library Systems Acts. TT Counties comprising the System are Archer, Baylor, Clay,Cottle, Denton, Erath, Foard, Forum Hardeman, Hood,Jack,Johnson, Montague, Palo Pinto, Parker, Somervell,Tarrant, aimimmartr- Wilbarger,Wichita, Wise, and Young. The System geographic area covers 16,489 square Acrobat Reader RI miles. The total population served by the seventy-one public libraries is 2,008,671. -, There are ten regional library systems in the State of Texas. Nine are headquartered in , j Major Resource Centers(libraries of significant size, i.e., Houston Public Library, San Antonio Public Library, etc.)and are part of the cities in which they are located. The North - , I Texas Regional Library System became a non-profit regional library system in September of 1994. Texas State Library staff members call NTRLS"the pathfinder,"expressing belief 'i'SL U I i that other regional library systems may wish to become non-profit systems in the future. ,�sitot% 1 .K4 The System is presently funded through state and federal grants. 6 pi m � Region_ The North Texas Regional Library System's geographic area is divided into seven regions This project is by population. Fort Worth,with its population of nearly 500,000 persons, constitutes a made possible region; as does Arlington,with a population of over 300,000 persons. The remaining by a grant from areas are as follows: the Institute of East Region (population served: 213,543): Alvarado,Aubrey, Euless, Grapevine, Museum and Kennedale, Lewisville, Pilot Point,The Colony. Library Services North Central Region (population served: 274,296): Denton, Flower Mound, Justin, through the Keller, Krum, Little Elm, North Richland Hills, Ponder, Richland Hills, Roanoke, Sanger, Texas State Watauga. Library g and South Central Region (population served: 252,430): Bedford, Burleson, Cleburne, Archives Commission. Crowley, Everman, Grandview, Haltom City, Hurst, Joshua, Lake Cities, Mansfield,Venus. West Region (population served: 212,267): Archer City, Bowie, Burkburnett, Crowell, Electra, Graham, Henrietta, Iowa Park,Jacksboro, Mineral Wells, Nncona, Olney, Paducah, Quanah, Seymour, Vernon, Wichita Falls. West Central Region (population served: 257,838): Aledo,Alvord,Azle, Benbrook, Blue Mound, Boyd, Bridgeport, Chico, Decatur, Dublin, Glen Rose, Granbury, Lake Worth, Newark, River Oaks, Saginaw, Springtown, Stephenville,Weatherford,White Settlement. http://www.ntrls.org/membership_sysassemly.htm 7/8/03 The North Texas Regional Library System Page 2 of 2 Regional Meetings: The East, North Central, South Central,West, and West Central regions hold meetings twice a year. The date,time, and location of each meeting is mailed in advance to all Board members, system assembly representatives, and library directors. Topics of discussion at these meetings include budgets,trends, new services, etc. People may attend any of the meetings;they do not have to attend their own regional meeting. To receive 100% of fiscal year 2002 funds,libraries must send a representative(librarian, staff,system assembly representative, alternate system representative, or other library supporter)to at least one of the regional meetings held in fiscal year 2001. Board of Directors (FY 2001) Committees: Currently,the North Texas Regional Library System has several standing committees,the Planning Committee,the Collection Development Committee, the Continuing Education Committee, the Youth Services Committee,the Technology Committee, and the Menu Allocation Formula Committee. The Board of Directors charge and appoint ad hoc committees when and if the need arises. 02106,,1-4410g04 http://www.ntrls.org/membership_sys_assemly.htm 7/8/03 t, .4 NTRLS Meetings - A Primer ,. a -�r. , , t Regional Meetings - These meetings are held to facilitate group discussion on a variety of topics and to foster the exchange of ideas, and are open to library directors, library staff, System Assembly Representatives and their alternates, and NTRLS staff. Li- brarians and/or library representatives are not restricted to the meetings scheduled in their region but may attend any of the fourteen regional meetings. Meetings are held in April and November of each year. Each library must send a representative to at least one of the fiscal year's fourteen regional meetings to receive 100% of menu allocation funds in the next fiscal year. System Assembly Meetings - These system-wide assemblies are held three times a fiscal year. In September, new System Assembly Rep- resentatives receive an orientation and introduction to the System. In January, System Assembly Representatives vote on the Plan of Service; every other year, the Biennial Budget is also presented at the January meeting for consideration and approval by the membership. In May, the Awards Luncheon is held. Directors Area Forums - These meetings, restricted to library di- rectors only, are held in three locations twice a year. Less formally structured than regional meetings, the purpose of these gatherings is to provide information and communicate concerns to a member(s) of the I NTRLS Board of Directors. Libraries in Region 1 voted to combine their Directors Area Forums with their regularly scheduled Regional Meetings. Friday,February 14,2003 Shared/New Directors Packet/Meeting flyer