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Item 5DCity of Southlake, Texas MEMORANDUM April 10, 2003 TO: Billy Campbell, City Manager FROM: John Eaglen, Assistant to the City Manager (481 -1433) SUBJECT: Revision of the Southlake Public Library's Borrower Privileges and Responsibilities Policy to establish requirements to obtain a Carroll Independent School District employee (free) library card Action Requested: City Council revision of the Southlake Public Library's Borrower Privileges and Responsibilities Policy to establish requirements to obtain a Carroll Independent School District employee (free) library card. Background Information: The Friends of the Southlake Library (FOSL) have been the leaders in raising community funds for the "Together We Grow: Library and Community in Partnership" campaign to complete the matching requirements ($15,000 from City Council, $15,000 from funds raised in the community) of a $30,000 grant from the Hudson Foundation located in Keller, Texas. There has been a lot of outreach to the schools (both to the employees and students) in conjunction with fundraising efforts in order to establish long -term partnerships that increase the utilization of the Southlake Public Library. A group of representatives from the Library Board, FOSL, and City Staff met with the CISD Librarians on February 10, 2003 in an effort to begin a dialogue about how we can all work together to enhance education in the community. One item noted in that discussion was that the CISD employees (example — librarians, teachers, etc.) are not referenced on the requirements to obtain a library card (if they are not a resident) and this potentially serves as a barrier to their utilization of the Library's services. This item had previously been brought to the Library Board for consideration in the past, but due to concerns of the Board, was not recommended to City Council. Some general issues to include in consideration of this policy are the following: 1. Financial Issues — Some scenarios developed to estimate to potential financial impact of this revision regarding fines and fees related to materials are provided below. 2. Collection Issues — In researching past discussions, this seemed to be the primary concern of previous Boards. In order to estimate the impact of this proposed revision, staff developed scenarios based upon estimates derived from data and certain assumptions, which are stated below: Assumptions — Scenario One, Estimated Impact in Busiest Month to Date: Billy Campbell, City Manager April 10, 2003 Page 2 of 5 • Busiest Month to date was July 2002. The number of cardholders at that time was 5,627. The number of items in the catalog at that time was 21,845. The number of materials checked out at that time was 10,329 items. • CISD has 1,000 employees. Assuming 15% of this demographic would obtain a library card, there would be 150 new cardholders. • Staff has attempted to standardize an estimate in order to evaluate the potential impact of these new cardholders based upon the actual totals for the month: ➢ In July 2002, on a cardholder basis, 1.83 items were checked out. With 150 new cardholders, the estimated impact on the collection during the busiest month to date is the following: ➢ Based on assumptions, CISD employees would have checked out 275 materials in July 2002, leaving 21,570 materials on hand in the collection. Assumptions — Scenario Two, Estimated Maximum Impact at One Time with Material Check -Out Limits set by policy, February 2003: • The number of cardholders at that time was 7,332. The number of items in the catalog at that time was 31,197. There were 6,548 materials checked out that month. • CISD has 1,000 employees. Assuming 15% of this demographic would obtain a library card, there would be 150 new cardholders. • Staff has attempted to standardize an estimate in order to evaluate the potential impact of these new cardholders based upon the six (6) items checkout limit established by Library Policies and Procedures. With 150 new cardholders, the estimated impact on the collection if each new cardholder were to maximize their use of the Library at one time is the following ➢ Based upon assumptions, CISD employees would have checked out 900 materials at any one particular time, leaving 30,297 materials on hand in the collection. Financial Considerations: Staff has developed a financial scenario to estimate the potential financial impact of revising the policy to establish procedures for CISD employees to obtain a free library card. The assumptions are stated below: Billy Campbell, City Manager April 10, 2003 Page 3 of 5 Assumptions —Scenario on potential financial impact ■ Staff has attempted to standardize a cost estimate in order to evaluate the potential financial impact based upon actual totals to date for damages, fines, and lost items from the total number of cardholders: ➢ Damages - $0.12 per card; ➢ Fines - $1.78 per card; ➢ Lost Items - $0.09 per card. ■ The assumptions relating to the demand from CISD employees is the same as provided above, 150 new cardholders. With 150 new cardholders, the estimated financial impact (up or down) relating to materials is the following ➢ Damages - $18.00 ➢ Fines - $237.00 ➢ Lost Items - $13.50 Citizen Input/ Board Review: The Library Board approved a recommendation to the City Council to revise the Borrower Privileges and Responsibilities Policy to establish requirements to obtain a Carroll Independent School District employee (free) library card at their March 26, 2003 meeting (5 -0). Legal Review: Not Applicable. Alternatives: Alternatives include the following items: ■ Input towards the discussion as desired. Supporting Documents: Supporting documents include the following items: ■ Copy of redline / strikethrough version of the Southlake Public Library's Borrower Privileges and Responsibilities Policy, highlighting the proposed policy revisions. Staff Recommendation: Place as an item on the April 15, 2003 City Council agenda to revise the Southlake Public Library's Borrower Privileges and Responsibilities Policy to establish requirements to obtain a Carroll Independent School District (free) library card. Southlake Public Library Board Policies and Procedures Manual Policy: Borrower Privileges and Responsibilities Source: City Council Category: Administrative Effective Date: January 2, 2001; Revised Date: Revised November 5, 2001; Revised L Statement of Purpose The purpose of this policy is to provide consistent guidance for the Southlake Public Library staff in borrower privileges and responsibilities. 11. Policy Statement The Southlake Public Library issues resident (free), city employee (free), Carroll Independent School District employees (free) and non- resident (fee) library cards. Requirement to obtain a resident (free) library card: A. Must be a resident of or a property owner in Southlake. B. Must present positive proof of residence (no P.O. Box) or property ownership, such as real or personal property tax statement. C. Must complete and sign the application card. This card expires three years from date of issue. D. Any minor, as defined by the state of Texas, must have the signature of a parent or legal guardian on the application signed in the presence of a library staff member. Requirement to obtain a city employee (free) library card: A. Must be an active and current employee of the City of Southlake. B. Must present a current City of Southlake employee ID card. C. Must complete and sign the application card. This card expires one year from the date of issue. The card is terminated upon employee resignation, retirement, or termination. Reauirement to obtain a Carroll Independent School District (free) library card A. Must be an active and current employee of the Carroll Independent School District. B. Must present a current and / or valid Carroll Independent School District employee ID card. C. Must complete and sign the application card. The term of the card is valid from September 1 (after the date of issue) through August 31 of the following year. The card is terminated upon employee resignation, retirement, or termination. Library Borrower Privileges and Responsibilities Policy Page 2 of 2 Requirement to obtain a non - resident (fee) library card: A. Must present positive proof of residence address (non P.O. Box). B. Must pay user fee as established by current City fee schedule. C. Must complete and sign the application card. This card expires one year from date of issue. D. Any minor, as identified by the State of Texas, must have the signature of a parent or legal guardian on the application signed in the presence of a library staff member. Borrowers must be registered and must have a library card to borrow library materials. In order to renew a library card, patrons must produce identification and must clear all outstanding fees. New borrowers are limited to three items on the first visit. Videocassette and DVD checkout will be limited to person's eighteen years and older. Patrons who borrow materials from the Southlake Public Library are responsible for returning them in a timely manner and in the same condition. Any person who holds materials more than one circulation overdue whose fees have accumulated to $5.00 or more will forfeit library privileges until materials are returned and fees are paid.