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Item 5ECity of Southlake, Texas MEMORANDUM July 28, 2003 TO: Billy Campbell, City Manager FROM: John Eaglen, Assistant to the City Manager (481 -1433) SUBJECT: Resolution No. 03 -047, Approval of Revisions to the Southlake Public Library's Borrower Privileges and Responsibilities Policy to establish minimum age requirements for obtaining a library card and establishing requirements to obtain a Carroll Independent School District student, non- resident (free) library card Action Requested: Approval of Resolution No. 03 -047, revising the Southlake Public Library's Borrower Privileges and Responsibilities Policy to establish minimum age requirements for obtaining a library card and establishing requirements to obtain a Carroll Independent School District student, non- resident (free) Library Card. Background Information: Establishinz minimum aze requirements to obtain a library card - In October 2002, The Friends of the Southlake Library (FOSL) took the lead in raising $15,000 in community funds for the "Together We Grow: Library and Community in Partnership" campaign to complete the matching requirements of a $30,000 grant from the Hudson Foundation located in Keller, Texas. The City Council approved $15,000 in funds in the Fiscal Year 2002 -03 Annual Operating Budget to complete this matching requirement. During the fundraising effort, one item noted in discussions with the public was that the schools should be more of a strategic partner for the Library. Concerns were raised that high school students, while a targeted demographic, currently have barriers to obtaining a library card, potentially limiting the use of the library's services. The regulating authority, the Borrower Privileges and Responsibilities Policy, was adopted in January 2001 and revised in November 2001 and April 2003. The policy sets forth this guideline for obtaining a library card in the resident and non - resident categories: "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." Billy Campbell, City Manager July 28, 2003 Page 2 of 7 The proposed revision lowers the minimum age for obtaining a library card from eighteen (18) years of age to sixteen (16) years of age. This proposal does not amend the current minimum age of eighteen (18) years of age for the checkout of videocassettes and DVD's. The proposed revision also amends the requirement that parents have to sign consent for their child to obtain a library card in the presence of a staff member. The proposed revision allows an authorized representative of the Library to meet that requirement. The purpose of this revision would be to allow flexibility so that library volunteers or groups like the Friends of the Library could go to school events and register students for a library card. Establishinz requirements to obtain a Carroll Independent School District student, non - resident (free) library card - In February 2003, members of the Library Board, FOSL, and City staff hosted the CISD Librarians monthly staff meeting and discussed ways to further increase coordination between the City library and the schools. The school librarians on the east side of town that have students that live in Southlake and Grapevine expressed concerns about increasing promotion of the Southlake Public Library if there were a significant number of students that would have to pay for a non - resident card to utilize the facility. The City Council approved revision of this policy to establish a library card category for CISD employees on April 15, 2003. The goal of this revision is to increase the school district's use of the Library as a tool to help in achieving their mission, in turn helping further achievement of the Library's mission. This proposed revision is based on the same goal. Below is an estimate on the impact on the collection, with stated assumptions: Scenario Assumptions - Estimated Impact in Busiest Month to Date • Busiest Month to date was June 2003. The number of cardholders at that time was 8,099. The number of items in the catalog at that time was 38,499. The number of materials checked out at that time was 11,320 items. • CISD has 200 students living in Grapevine. Assuming 15% of this demographic would obtain a library card, there would be 30 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: o In June 2003, on a cardholder basis, 1.4 items were checked out per cardholder. Billy Campbell, City Manager July 28, 2003 Page 3 of 7 With 30 new cardholders, the estimated impact on the collection during the busiest month to date is the following: y Based on assumptions, CISD students that are non- residents would have checked out 42 materials in June 2003. Financial Considerations, / Impact: Staff has developed scenarios in order to estimate the potential financial impact (relating to fines, damages, and fees for materials only) of these proposed revisions. Reduction of the Minimum Ake to Obtain a Library Card Scenario Assumptions - Estimated Cost Per Cardholder ■ 2000 Census data provides there are 1,761 Southlake residents between the ages of 15 — 19. ■ Assuming 15% of this demographic would obtain a library card, there would be 264 new cardholders. ■ Staff has attempted to standardize a cost estimate in order to evaluate the potential financial impact based on the actual totals to date for damages, fines, and lost items from the total number of cardholders: • Damages - $0.03 per card; • Fines - $0.88 per card; • Lost Items - $0.09 per card; With 264 new cardholders, the estimated financial impact is the following • Damages - $7.92 • Fines - $232.32 • Lost Items - $23.76 Establishink repuirenaents for Carroll LSD Student, Non - Resident Card With 30 new cardholders (based on previous assumptions stated), the estimated financial impact is the following: • Damages - $0.09 per card; • Fines - $26.40 per card; Billy Campbell, City Manager July 28, 2003 Page 4 of 7 ■ Lost Items - $2.70 per card. Citizen Input / Board Review: The Library Board approved a recommendation to revise the Borrower Privileges and Responsibilities Policy to lower the minimum age for obtaining a library card at their April 23, 2003 meeting (4 -0). The Library Board approved a recommendation to revise the Borrower Privileges and Responsibilities Policy to establish requirements for CISD students to obtain a Carroll Independent School District (free) Library Card at their May 28, 2003 meeting (6 -0). Legal Review: These policy revisions were discussed with the City Attorney to assess the level of risk associated with the proposed revisions. Alternatives: Alternatives include the following: ■ Revision of the Borrower Privileges and Responsibilities Policy at a desired scope; ■ Tabling Resolution No. 03 -047 pending further information and / or discussion; ■ Denial of Resolution No. 03 -047 and staying with the current Borrower Privileges and Responsibilities Policy. Supporting Documents: Supporting documents include the following items: ■ Copy of Resolution No. 03 -047, revising the Borrower Privileges and Responsibilities Policy; ■ 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 August 5, 2003 City Council meeting agenda to approve Resolution No. 03 -047, revising the Southlake Public Library's Borrower Privileges and Responsibilities Policy to establish minimum age requirements for obtaining a library card and establishing requirements to obtain a Carroll Independent School District student, non - resident (free) library card. RESOLUTION NO. 03 -047 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS, ADOPTING REVISIONS TO THE SOUTHLAKE PUBLIC LIBRARY'S BORROWER PRIVILEGES AND RESPONSIBILITIES POLICY TO ESTABLISH MINIMUM AGE REQUIREMENTS FOR OBTAINING A LIBRARY CARD AND ESTABLISHING REQUIREMENTS TO OBTAIN A CARROLL INDEPENDENT SCHOOL DISTRICT STUDENT, NON - RESIDENT (FREE) LIBRARY CARD. 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 the importance that student use of the Libraiy and the seivices provided plays in achieving the mission of the Library, and WHEREAS, the City recognizes that there is potential benefit in lowering the minimum age to obtain a library card from eighteen (18) years of age to sixteen (16) years of age in order to increase student access to the Library; and WHEREAS, the City recognizes that the Carroll Independent School District (the "CISD ") is a strategic partner in the development of the Library; and WHEREAS, the City has recently established requirements for obtaining a CISD employee, non - resident (free) library card to allow school district employees to utilize the Library and the services provided; and WHEREAS, the CISD has communicated to the City that their use of the Library and the services provided would increase if free library cards were accessible to all students in the CISD, including non - resident students, and WHEREAS, the City recognizes that there is potential benefit in establishing requirements to obtain a CISD student, non - resident (free) library card; and WHEREAS, The City desires to establish these revisions in the current Borrower Privileges and Responsibility Policy to provide systematic and consistent guidance in the administration of these desired policy goals; 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 revisions to the Library's Borrower Privileges and Responsibilities Policy, 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 2003. Andy Wambsganss, Mayor Lori A. Farwell, City Secretary 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 April 15, 2003; Revised August 5, 2003 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. II. Policy Statement. The Southlake Public Library issues resident (free), city employee (free), Carroll Independent School District employees and students (free), and non - resident (fee for service library cards. Requirement to obtain a resident (free) library card: A. Must be a resident of or a property owner in Southlake. B. Must be at least sixteen (16) vears of age, and able to provide positive proof of residence address (no P.O. Box). C. Must present positive proof of residence address (no P.O. Box) or property ownership, such as a real or personal property tax statement. D. Must complete and sign the application card. This card expires three years from the date of issue. E. Anyone minor, as defined by the State of Texas, under the age of sixteen (16) must have the signature of a parent or legal guardian on the application signed in the presence of a library staff membe an authorized representative of the library 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. Requirement to obtain a Carroll Independent School District (free) library card: A. Must be an active and current employee or student of the Carroll Independent School District. B. Must present a current and /-ems valid Carroll Independent School District employee ID card or proof of employment / enrollment 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. For Southlake Public Library Board Policies and Procedures Manual C.LS.D. students, the card is terminated upon transfer to another school district or upon graduation D. Anyone under the age of sixteen (16) must have the signature of a parent or legal guardian on the application signed in the presence of an authorized representative of the library Requirement to obtain a non - resident (fee for service library card: A. Must present positive proof of residence address (no 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 the date of issue. D. A ny minor, as identified by the State of Tex Anyone under the age of sixteen 16 must have the signature of a parent or legal guardian on the application signed in the presence of an library staff membe authorized representative of the library 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 (18) 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.