Item 4ECITY OF
SOUTH LAIN
MEMORANDUM
November 11, 2014
TO: Shana Yelverton, City Manager
4E-1
FROM: Candice Edmonson, Deputy Director of Community Services
SUBJECT: Approve Revised Library Collection Development Policy
Action Requested: City Council approval of the revised Collection Development Policy for
the Southlake Public Library.
Background
Information: The Library is proposing revisions to the current Collection
Development Policy to reflect updated withdrawal procedures required
for library materials. The current policy, which was approved by City
Council on July 17, 2001, states that withdrawn materials can be
placed in the trash, recycled, or transferred to the Friends of Southlake
Library (FOSL) for sale. FOSL currently manages the sale of items
donated to the Library and does not have the resources to process
withdrawn library materials also. Withdrawn materials have previously
been donated to a charity that would reuse the books, but that charity
is no longer in operation. Staff is proposing that the Library partner with
an organization that resells withdrawn library materials and provides a
commission back to the City for the items sold.
The Library has received a proposal from Better World Books (BWB)
for the purpose of reselling withdrawn library materials (see attached).
The proposal states that BWB will provide shipping supplies and free
shipping for withdrawn materials. The commission for the City is 15%
on each item sold, plus a 5% donation to one of BWB's non-profit
literacy partners listed below.
• Books for Africa (Sub -Saharan Africa) http://booksforafrica.org
• National Center for Families Learning (United States)
http://familieslearning.org
• Room to Read (South Asia, Africa and India)
http://roomtoread.org
• World Education & Development Fund (Latin America)
http://worldfund.org
The Library is recommending the 5% donation go to the National
Center for Families Learning, which supports literacy initiatives in
Texas. The City's 15% commission would be taken from the net profit
City of Southlake Values.
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Shana Yelverton, City Manager
City Council Date — November 18, 2014
Page 2 of 2
H =W
before the 5% donation. Commission checks would be received on a
monthly basis once the balance reaches $50 or more.
Staff is also proposing that some of the withdrawn library materials be
donated to local service agencies with an existing Service Agreement
with the City of Southlake. The recommended agencies are SafeHaven
and GRACE, who will use the donated materials to support their
service goals.
A redlined copy of the revised Collection Development Policy is
included in the packet. Note that some minor language revisions have
also been incorporated into the revised policy.
Financial
Considerations: The partnership between the Library and BWB will not require
additional funding. As noted above, the City will receive a 15% return
on items sold and a 5% donation to the selected literacy organization.
Currently, the City receives no proceeds on withdrawn materials.
Strategic Link: This item is linked to the City's Strategy Map related to the focus areas
of Partnerships and Volunteerism and Performance Management and
Service Delivery and meets the Corporate Objectives to Collaborate
with Select Partners to Implement Service Solutions.
Citizen Input/
Board Review: The Southlake Library Board discussed the revised policy at their
October 22, 2014 meeting and was in favor of the proposed revisions.
City Council consideration November 18, 2014
Legal Review: The revised Collection Development Policy has been reviewed by the
City Attorney.
Supporting
Documents: Supporting documents include:
• Revised Collection Development Policy
• Better World Books Proposal
• Better World Books Profit Proposal
• Better World Books Brochure
Staff
Recommendation: City Council approval of the revised Library Collection Development
Policy.
City of Southlake Values.
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4E - 3
Community Services Department
Southlake Public Library
Policies and Procedures Manual
Procedure:
Collection Development Policy
Source:
Library Board/City Council
Category:
Administrative
Effective Date:
TBD
Revised Date:
October 21, 2014
Statement of Purpose
The purpose of this policy is to provide consistent guidance for the Southlake Public Library staff in
terms of collection development.
Policy Statement
The Southlake Public Library provides materials and services to support the informational and
educational needs of the citizens of Southlake. The primary functional roles that support this mission
are kQ-. Popular Materials Library and k2l- Pfeseh� r�fto E€afning Early Childhood
Learning. Secondary roles are k1)- Independent Learning Center and t2)- Community Information
Center. These functional roles will be considered in the development of the collection and will
receive priority in the allocation of resources and funds.
Selection and purchase of library materials rests with the library administrator who may delegate
some responsibilities to other professional staff members. Staff will adhere to accepted professional
practices when making selection decisions. First, the recreational, educational, and informational
needs of the community will be considered in selecting materials.
Before the beginning of each budget year, the administrator will determine how funds will be
allocated among the major collection subdivisions (e.g., picture books, adult non-fiction, fiction,
youth collection, reference, periodicals, non -print). Circulation statistics and counts of in-house use
of materials will be maintained to assist in decision making. Average cost per item, as determined by
the previous year's purchases and reports in library and publishing journals, will also be considered in
allocating funds.
Materials will be selected based on positive reviews in professional journals or actual examination
and evaluation of materials. Instead of reviews, popular demand (bestsellers, school bibliographies,
and local interest) may be used as the criterion for selection of materials. Items that must be updated
every year may be placed on a standing order list to ensure timely delivery. Suggestions from the
community for items to be considered for purchase are strongly encouraged, but materials must meet
selection criteria.
Library Collection Development Policy
October 21, 2014 4E - 4
Page 2 of 2
The Southlake Public Library does not attempt to acquire textbooks. Multiple copies of popular
books, (eg. bestsellers, resume guides, t-a* college preparation) may be purchased to meet demand.
Paperback books will may be purchased when available to meet short-term demand. The library will
attempt to have information available in a variety of formats (books, non -beef, eBooks, audio, video,
magazines, etc.) when available and practical. Generally only one copy of materials i1 8+hef feffl ats
will be purchased unless high demand is
anticipated.
interests. Regardless of an item's popularity, the library may choose not to select it; if the library
administrator or designated staff determines that beeatise its format is not durable enough to
withstand reasonable library use; or if it would require excessive staff time to maintain.
Materials that no longer fit the stated service roles of the library will be withdrawn from the
collection. This may include materials that are damaged, include obsolete information, or are no
longer used. Decisions will be based on accepted professional practices, such as those described in
The CREW Method, and the professional judgment of the library administrator or designated staff.
When necessary, local specialists will be consulted to determine the continued relevance and
reliability of materials.
Items withdrawn from the collection will be disposed of in accordance with local law, which permits
discarding into the trash, recycling of paper, transfer to the Friends of Southlake Library for sale,
transfer to a local service organization with an existing Southlake Service Agreement, or transfer to a
library material resale organization as approved by the City Manager's Office. No items may be sold
ei gin directly by the Library or given to individuals or unapproved groups. Discarded magazines
and newspapers may be given to ether —area lyes et: seeial sefvtee-ageneies a local service
organization at the discretion of the library administrator.
The Southlake Public Library welcomes comments and suggestions regarding the continued
appropriateness of materials in the collection, especially concerning outdated materials. Suggestions
will be considered and utilized by the library in the ongoing process of collection development.
Individuals may take issue with library materials that do not support their tastes and views. Staff is
available to discuss concerns and identify alternative materials that may be available. If a patron's
concern is not satisfied through discussion with staff, a formal, written request for reconsideration of
materials may be submitted to the library administrator. Copies of this form are available at the
reference desk or from the administrator's office.
The Southlake Public Library is not a judicial body. Laws governing obscenity, subversive materials,
and other questionable matters are subject to interpretation by the courts. Therefore, no challenged
material will be removed solely for the complaint of obscenity or any other category covered by law
until after a local court of competent jurisdiction has ruled against the material. No materials will be
knowingly added to the library collection that haves been previously determined to be in non-
compliance with local laws.
Library Collection Development Policy
October 21, 2014
Page 2 of 2
4E - 5
For a request for reconsideration to be considered, the form must be completed in full, and the patron
submitting the request must hold a valid borrower's card. The administrator will respond, in writing
within 30 days of receipt, to the patron's request for reconsideration. The response will indicate the
action to be taken and reasons for or against the request. An item will only be evaluated for
reconsideration once in an eighteen -month period.
Cynthia Pfledderer
Subject: FW: Better World Books Library Discards & Donations Program
Thanks for your interest in our free program for your library's unwanted books. Below is an overview of the
program.
Better World Books is a social venture organization that collects new and used books and resells them online in
order to fund organizations and support non-profit literacy groups.
BWB started as a student service project that turned into a wonderful solution for unwanted books, processing
over half a million books per week and raising over $15 million dollars for Libraries and literacy since we
started just over 10 years ago. Our program is being used by libraries across the US, Canada and the UK; we are
currently working with over 3000 libraries.
In brief, we are here to help you free your shelf space from any unwanted books at no cost to you whatsoever.
We provide any materials you may need, and shipping is free. In addition we are easy to contact for any
questions or concerns, or to guide you through the process.
Friends groups use our program proactively by determining what to put in the booksale and sending us books
year round. This maximizes potential funds that can be raised while providing your community only the books
they want to buy. It also manages your booksale size so staff and labor time are reduced. After your booksale;
feel free to send us those too!
You are supplied with your own Client Portal to access features of the program. You will find shipping label
access, supplies and sales reports in your portal. Depending on your volume of unwanted books you will either
use UPS or Freight pickup free of cost. UPS requires a 6 carton minimum and there is a 40 carton minimum for
our freight program.
All shipments require following our general guidelines before boxing.
hLtp://www.betterworldbooks.com/go/librM-acceptance-guidelines
Your unwanted books sold online (on over 50 marketplaces) will fund the library by giving you commission on
each sold book. Your commission is paid out monthly when it accrues to $50 and over.
We also support global literacy initiatives (our Non -Profit Literacy Partners) with an additional 5% commission
per book. You can choose a Partner who also benefits by your donated books by selecting one of our Non -Profit
Literacy Partners to receive unrestricted funds from your sold books.
Books for Africa (Sub -Saharan Africa) http://booksforafrica.org
National Center for Families Learning (United States) htlp://familiesleaming.org
Room to Read (South Asia, Africa and India) htlp://roomtoread.org
World Education & Development Fund (Latin America) htlp://worldfund.org
Our Partners are well-known wonderful causes, and you can feel that you are contributing instead of just giving
them to an unknown company that will do `who knows what' with your books. We NEVER throw a book
away!
Please look over our program for more specific information:
hLtp://www.betterworldbooks.com/go/librafies
4E - 7
Thanks for your time; I look forward to hearing from you soon!
All the best,
Sandra
Our Literacy Impact:
htip://www.betterworldbooks.com/info.aspx?f=our impact
Meet Agnes:
hLtp://www.youtube.com/watch?v=4CghCb8c5hO
Better World Books Named Top eRetailer by Internet Retailer:
http://www.betterworldbooks. com/custom. aspx?f=pr-bwb-irc-2013 .xml
"Our lives begin to end the day we become silent about things that matter" - MLK Jr.
Sandra Studer
Account Executive, Better World Books
(888) 510-7103 ext. 5198 (Office)
(678) 646-5198 (Direct)
(678) 527-1580 (Fax)
sstuder(cr�,betterworldbooks. com
htlp://www.BetterWorldBooks.com
BWB Global Literacy Impact: http://www.betterworldbooks.com/ og /impact -world
Cynthia Pfledderer
Subject: P1N: Better World Books Library Discards & Donations Program
From: Sandra Studer[maiIto: sstuderCa�betterworldbooks. com]
Sent: Tuesday, July 15, 2014 11:12 AM
To: Jennifer Tucker
Cc: Cynthia Pfledderer
Subject: Re: Better World Books Library Discards & Donations Program
Yes our standard program is that your library would receive 15% of the net proceeds with an additional 5%
going to your choice of the global non profits we partner with. Your percentage is deducted from the net amount
first.
Thanks!
Sandra
4E-10
CALLING ALL BOOK CHAMPIONS
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Why market your library's discards
and donations to the world at no
cost to you? The answer is quite
simple: You get "more bang for
your book". On top of that, we
donate a percentage of each sale
to the non-profit literacy partner
of your choice. You will be part of
a network of over 3,000 libraries
(across the U.S., Canada, the U.K.
and Ireland) that have partnered
with us to give books a new home.
We sell your books for what they
are truly worth, thereby optimizing
the revenue potential for you and
a non-profit literacy partner. Leave
the book selling to us and you'll
have more time to spend around
the library, in the community or
at home.
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BetterWorldBooks.com now offers an Affiliate
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DONATION GUIDELINES
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• Ex -Library Copies
• College Textbooks
• Antiquarian, Rare, and Collectible Books or
No -ISBN books
• Dictionaries and Thesauruses
• Children's Books
• Hardcover Fiction and Non-fiction
• Monographs
• DVDs and Books on CD
• Paperbacks
• Travel Books
• Foreign Language Books
• Many, many others
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Thanks to our Library Discards and
Donations program, Better World
Books offers grants to libraries. There
are regular opportunities to apply.
Checkout past winners and open
applications on BetterWorldBooks.
com/LibraryGrants.
ANTIQUARIAN, RARE AND COLLECTABLE (ARC) BOOKS
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• Children's reference
• Time -dependent reference: that is, no almanacs,
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• Cookbooks printed after 1850
• Bibles, devotional texts, prayer books printed after 1700
• Self-help books
• Periodicals, bound or unbound, printed after 1900
• Law books (statute updates, etc.) printed after 1850
• National Union catalogs or chemical abstracts
• Books damaged by mold
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sell on multiple marketplaces, we are confident that if
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. BetterWo rid Books"
FpRTHE LOVE OF LITERACy
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• ' BOOKS
rvat�or,ai AFRICA IIIIII ul
Center
far Fa m I y Room m Read'
Literacy
This really cool company was started in 2003 by 3 college grads
from Notre Dame who realized the true value of a used book.
They started by selling textbooks online and ended up forming a
pioneering social enterprise with a mission to promote literacy.
Better World Books became one of the first certified B
Corporations which are companies that use the power of
business to solve social and environmental problems.
We believe that education and access to books are basic human
rights. That's why books sold on BetterWorldBooks.com are
matched with a donation to someone in need, Book for BookT'"
Each sale also helps fund high -impact literacy projects in the
United States and around the world.
2009 WASTEWISE GOLD AWARD FOR PAPER REDUCTION
2010 WASTEWISE GOLD AWARD FOR CLIMATE CHANGE
2011 WASTEWISE SMALL BUSINESS PARTNER