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Item 5ICity of Southlake, Texas MEMORANDUM TO: Shana Yelverton, City Manager FROM: Kerry McGeath, Library Administrator, (748 -8384) SUBJECT: Resolution No. 06 -053, limiting the requirement to adopt library operating policies by resolution Action Requested: City Council approval of Resolution No. 06 -053, Consider limiting the requirement to adopt library operating policies by resolution. Background Prior to the Library opening, and immediately after its opening the vast Information: majority of policies were passed by City Council Resolution. We are proposing that most of those policies are operational in nature and therefore would be more efficiently handled under the purview of the City Manager's office, and thus would not require City Council Resolutions to adjust or revise those policies. Since they were passed by resolution it is necessary to pass a resolution so changes in those policies can be made without requiring resolutions in the future. Policies such as meeting room use, signage, and handouts, as an example, fall under existing City and Townhall policies. Policy changes that do not occur as a result of City Council resolution in the future would continue to be recommended by the Library Board and made available to Council for review and comment. Financial Considerations: Not Applicable. Financial Impact: None are suggested. Citizen Input/ Board Review: The Library Board discussed this issue at their April 19th, 2006 meeting, and The Board approved a recommendation to the City Council limiting the requirement to adopt library operating policies by resolution. Legal Review: Review completed with revisions per Attorney comments. Alternatives: Alternatives include the following: Passing Resolution No. 06 -053 limiting the requirement to adopt library operating policies by resolution; Tabling Resolution No. 06 -053 pending further information and /or discussion; Denial of Resolution No. 06 -053 and maintaining the current process. Supporting Documents: Supporting Documents include the following items: Resolution 06 -053, limiting the requirement to adopt library operating policies by resolution; Review of Policies requiring and not requiring future resolutions; Copy of Library Policies available upon request. Staff Recommendation: City Council approval of Resolution No.06 -053, limiting the requirement to adopt library operating policies by resolution. RESOLUTION NO. 06 -053 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS, LIMITING THE REQUIREMENT TO ADOPT LIBRARY OPERATING POLICIES BY RESOLUTION; PROVIDING AN EFFECTIVE DATE. WHEREAS, the City of Southlake (the "City ") strives to achieve the maximum efficiency and effectiveness in the delivery of services to its residents; and WHEREAS, the City Council established policies for the Southlake Public Library (the "Library ") prior to the opening of the facility in order to provide systematic and consistent guidance in the administration of providing library services; and WHEREAS, The City recognizes that the majority of the Library policies are operational in nature, and would be more efficiently handled under the purview of the City Manager's office, and WHEREAS, the City recognizes that since the majority of Library policies are operational in nature it would not require further resolution for indicated policies; and WHEREAS, The City recognizes that particular Library policies will continue to require City Council resolution to revise said policies, and those include in their entirety: Borrower Privileges and Responsibility, Fines and Extended Fees, Computer Use Policy, Confidentiality considerations, and the relationship of the library to the Friends Group (FOSL), Foundation and other Municipal Libraries; and WHEREAS, the City recognizes that Policies of an operational nature not requiring further resolutions include in their entirety: Collection Development, Handouts and Bulletin Boards, Loan Periods, Meeting and Study Room Use, Internet Access, Exhibits and Display Cases, Library Programs, Hours of Operation, Interlibrary Loan, Holds and Reserves, Lost or Damaged Materials, Recovery of Overdue Materials, Code of Conduct, Unattended Children, Proctoring Exams, Business Relationships, Signage, Grants and Donations, Information Services; and WHEREAS, The City recognizes that a number of the Library polices fall under current City policy or procedure, and those include, Handouts and Bulletin Boards, Meeting and Study Room Use, Exhibits and Display Cases, Internet Access, Signage, Grants and Donations; and WHEREAS, The City recognizes that the revision of Library policies no longer requiring a City Council resolution will require the acceptance of the City Manager and/or designated staff and a recommendation from the Library Advisory Board. Policy revisions will also be brought to Council for review and comment. Library Administrator will be responsible for interpreting and implementing any and all Library policies, and developing effective procedures with the acceptance of the City Manager and/or designated staff; and WHEREAS, The City desires to limit the requirement to adopt library operating policies by resolution; NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, THAT: Section 1: The City of Southlake hereby adopts the proposed resolution limiting the requirement to adopt library operating policies by resolution, a copy of which is attached hereto as Exhibit "A" and which is incorporated by reference herein. Section 2: This resolution shall become effective after its passage and adoption by the City Council. PASSED AND APPROVED THIS DAY OF .2006. Andy Wambsganss, Mayor Lori A. Farwell, City Secretary Exhibit A Proposed Library Policies requiring and not requiring resolutions: Requiring further resolutions Borrower Privileges ad Responsibilities - Who can be a borrower and their responsibilities. IL Fees and Extended Fees — Set as part of the City Fee schedule. Includes non- resident fees and fines. III. Computer Use Policy — Policy for use of Public Access Computers. IV. Confidentiality — Indicates that use of library materials and services are confidential and are excepted from required disclosure under the Texas Open Records Act. V. FOSL — Guidelines for cooperative interaction between SPL and FOSL. VI. Library Foundation — Same as FOSL but for the Library Foundation. VIL Interlocal Agreements — Any agreements with area libraries for resource sharing. Not requiring further resolutions L Collection Development Policy — Policy for adding, re- considering and weeding materials. IL Handouts and Bulletin Boards — Policy related to what handouts we can make available and what can be posted on bulletin boards. Defer to Townhall and City Policies. III. Loan Periods — Length of time items can be checked out. IV. Meeting and Study room use — Who can use the meeting and study rooms. Defer to Townhall and City Policies. V. Internet Access — Limits of Internet Access for public use computers. VI. Exhibits and Display Cases — What can be displayed in our display cases and what exhibits can we make available. Defer to Townhall and City Policies. VII. Library Programs — Types of programs the library can provide. VIII. Hours of Operation — Hours the Library is open. IX. Interlibrary Loan Policy — Policy for borrowing books from other libraries using interlibrary loan system. X. Holds and Reserves — How and who can place holds and reserves and how long can they be reserved. XI. Lost or Damaged materials - How we handle items that are lost or damaged. XII. Recovery of Overdue materials — What steps will be taken to recover. XIIL Code of Conduct — Acceptable behavior in the library. XIV. Unattended Children — what is considered unattended and what do we do if a child is unattended. XV. Proctoring Exams — Policy for providing Proctored exams by library staff. XVL Business Relationships — (Sponsorships) Defer to City conduct & ethics policy. XVII. Signage- Defer to Townhall and City Policies. XVIII. Grants and Donations — What grants can be applied for and how they are to be administered. XIX. Information Services Policy — limits and explanation of reference and information services provided.