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Item 9CCity of Southlake, Texas MEMORANDUM TO: Billy Campbell, City Manager FROM: Kerry McGeath, Library Administrator, (481 8378) SUBJECT: Resolution No. 04 -011, Revising the Southlake Public Library's Loan Lengths Policy increasing the maximum limit of items on a per cardholder basis, and removing the restriction on renewing new books and Books on Tape_ Action Requested: City Council approval of Resolution No. 04 -011, Revising the Southlake Public Library's Loan Lengths Policy and the maximum limit of items on a per cardholder basis, and removing the restriction on renewing new books and Books on Tape. Background Information: The original Policy was set at 6 items per checkout and was used at the outset because of the limited number of items in the library collection. The library now has a collection of close to 40,000 volumes and the low limit of materials that can be checked out is not longer needed. It has also become a customer service issue. As we develop the expectations of the consumer it will be necessary for them to be able to checkout more materials so we can more effectively satisfy consumer demand. The increase is from 6 items to 18 per card. We will maintain the restrictions on DVD, Video and Music CDs to allow only 3 of each type to be checked out at one time. It has become clear to staff that the current policy is stifling the Library's potential for growth and relevance. We would also like to remove the restriction on no renewals for new books and Books on Tape. Our materials reservation system now works to sufficiently allow us to determine demand for an item. If there appears to be limited demand we think it right and reasonable for us to renew new books and Books on Tape for an individual borrower. Financial Considerations: Not Applicable Financial Impact: None as the policy stands and none are suggested. Citizen Input/ Board Review: The Library Board discussed this issue at their December 3, 2003 meeting, and Board approved a recommendation to the City Council to revise the Loan Lengths Policy and the maximum limit of items on a per cardholder basis, and removing the restriction on renewing new books and Books on Tape. Legal Review: Not Applicable. Alternatives: Alternatives include the following: Revision of the Loan Lengths Policy at a desired scope; Billy Campbell, City Manager 1/28/2004 Page 2 of 4 Tabling Resolution No. 04 -011 pending further information and /or discussion; Denial of Resolution No. 04 -011 and staying with the current Loan Lengths Policy Supporting Documents: Supporting Documents include the following items: Copy of Resolution 04 -011, revising the Loan Lengths Policy; Draft Revision to the Loan Lengths Policy with proposed change Staff Recommendation: City Council approval of Resolution No. 04 -011, Revising the Southlake Public Library's Loan Lengths Policy and the maximum limit of items on a per cardholder basis, and removing the restriction on renewing new books and Books on Tape. Southlake Public Library Board Policies and Procedures Manual Draft Revision Policy: Loan Lengths for Review Source: City Council Category: Administration Effective Date: January 2, 2001, Revised November 5, 2001 Statement of Purpose The purpose of this policy is to provide consistent guidance for the Southlake Public Library staff in loan lengths. Policy Statement Books 14 days New Books /Books on Tape 14 days (no renewal) Audiocassettes 7 days Videocassettes /CD -ROM 7 days Periodicals Do not circulate Reference Books Do not circulate A maximum limit of six items per cardholder will be imposed. Proposed change for January 28, 2004 Remove the language "no renewal "Rona New Books and Books on Tape. Billy Campbell, City Manager 1/28/2004 Page 4 of 4 Proposed Change from December 03, 2003: A maximum limit of 18 items per cardholder which may include up to three items per cardholder in each of the following categories Video, DVD, Music CD or Tape. NA\Library Services \Library\Policies\Approved Loan Lengths (revised).doc