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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 The current policy, which was approved by City Council on July 17, 2001, states that withdrawn materials can be placed in the trash, recycled, or transferred to the Friends of Southlake Library (FOSL) for sale. FOSL currently manages the sale of items donated to the Library and does not have the resources to process withdrawn library materials also. Withdrawn materials have previously been donated to a charity that would reuse the books, but that charity is no longer in operation. Staff is proposing that the Library partner with an organization that resells withdrawn library materials and provides a commission back to the City for the items sold. The Library has received a proposal from Better World Books (BWB) for the purpose of reselling withdrawn library materials (see attached). The proposal states that BWB will provide shipping supplies and free shipping for withdrawn materials.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 Staff is also proposing that some of the withdrawn library materials be donated to local service agencies with an existing Service Agreement with the City of Southlake.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! 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Books currently sells on 54 on and offiine marketplaces. ,b!beejgpo!Lp!Bn b{po/dpn -!Brjasjt/dpn 41 brgdpn !boe! f Cbz/dpn -!cppl t!bsf !rjfiLf e!po!Cf of sX psaCppl t/dpn x i f sf !zpv!dbo!Woe!rjrof sbdz-!dbsf !g)s!d f !f ovgspon f oul boe!hf L1b!d)js!gsjdf !po!d f !cppl t!zpv!x bou/ lbbdl !Tubut!polZpvsQpsubm Created specifically for you, we have developed a web gpsLbrid bUx jreMMm !zpv!r.p!hf of sbLf !qsf gbje!VQT! rbcf rh!tdi f evrfn!gjdl vgt!boe!svo!sf gpsLt/!Ebjrzisf gpsr.t! r.sbdl U f !ovn cf s!p jcppl t !jo!jovd oLpsz-!ovn cf s! pgcppl t!tprer!r.pq!tbrfit-!n bsl f ugrbdf !dpn n jttjpo-! dpn n jttjpo!gbzbcrfn!boe!vbsjpvt!f ovgspon f oLbrlm f LNdt/ Join Our Affiliate Program ,b!gbsuDf sti jq!xjd !Dpn n jttjpo!Kvodgpo-! 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Because what matters to zpv!n buf st!r.p!vtfl.Jjzpv!bsf !jorf sf tr.f e!jo!cfjoh!b!gbsLI p jpvs!X i bdN buf st !g)s!Mcsbsjf t !hspvq-!grfibtf !rf db! sf qsf t f odbgvAf !I opx / Cf of SIX psre!Cppl t !x pd t !x jd !b!x jef ! sbohf !pdrjasbsz!LEgf t arbshf Iboe!t n breh tvd !bt!bdbef n jdagvco.tgf djbnh dpsgpsbJ !boe!L. 23A.M LIvt!I opx !i px x f !dbo!i f rq!zpv/ �=111115 Ell DONATION GUIDELINES X f !bsf !dpn n jurf e!Lp!n bl joh!d f !epobypo!gspdf tt!bt!tjn grfi!bt!gpttjcrfi!g)s!zpv/! CAW !cpy!boe!tf oe!tvsgry !n bLf sjbrtid bu!zpvs!rjasbsz!dbo!op!rpaohf s!gvu!Lp!vtf / Cppl t !0!N buf sj brfi!X f !Bddf qu • 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 Bt !zpvs!#sbsz!jt !bcrfi-!grfibtf !sf dzdrfi!u f tf ! n buf sjbrfi!rpdbrm-I Cppl t !jo!gpps!dpoejypo!evf !Lp!x W s. ebn bhf -!n pre!ps! ejsu-!ps!n jttjoh!dpvd st !ps!gbhf t VW T!Lbgf t-!bvejp!dbttf of t-!NUSf dpset Fodzdrpgf ejbt-!Kpvsobrf0Qf sjpejdbrh Lby!boe!Hpud son f oLlEpdvn f at ► :11 OWN :4 11 111 1 111!_ 1 U f 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 M 0 9 iLij Cf uLf s!X psra!Cppl t!x f rdpn f t !Boyr vt4bo-!Sbsf-!boe!DpmWLbcrfn!)BSDIcppl t/! Pvs!Lf bn !pgBSD!tgf djbrjfiut!x jrdgspgf s2ljef oyg:-!dbsf !gDs!boe!n bsl f u!u f tf ! cppl t lLplf otvsf U f js!vbr if !jt !n byjn j{f e!boe!u f z!doe!u f js!x bz!Lp!i bggz!i pn f t/ Dbo!JCpy!N z!Sbsf !N buf sj briX j u !N z! Ejt dbset !boe!E poby pot @ Yes! Our sorting system is designed specifically to vodpvd s!borjr vbsjbo-!sbsf !boe!dprft0crfn!n bLf sjbriboe! tf gbsbLf !g)s!pvs!tgf djbrjfiLt!Lp!f vbrmbLf !boe!gsjdf / E pf t !Cf of s!X psre!Cppl tilBSDIEf gbsun f ou! Bddf qulFy. Njcsbsz!Cppl t @ P jdpvst f AX i jrfi!x f N f rdppn f !f y. rjasbszhApmn f t-!x f bt I U bLJ asbsz!uff bun f opt !bsf !opUsf n p\Af e!boe!u buy boz!ttbn gt!bsf !grbdf e!ejtdsf f urtjo!b!tjohrfi!rpdbypo!o of si bqt !po!u f !rj¢sbszit !cppl grbr.f !ps!rjufi!gbhf / X jMU of s!X psre!Cppl t!Bddf gdGpsfjho! 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BetterWo rid Books" FpRTHE LOVE OF LITERACy Cppl t!(?ps!Bgjdb! X psreg✓oe cppl tg)sbgjdb/psh x psayoe/psh Cppl t !gs!Bgjdb!)CCB*!jt !b!tjn grh!obn f !gs!b!tjn qrh! X psrreyoeit !vojr of !n jttjpo!jt !Lp!t vggpsUi jhi . r vboz! pshboj{Wpo!x jd !b!tjn grh!n jttjpo/!CCB!dprftLt-!t pat-! boe!sf t vrd. esj\Af off evdNpo!jo!IbbLjo!Bn f sjdb!o ! t i jqt !boe!ejt Lsjcvd t !cppl t !Lp!di jrresf o!jo!Bgjdb/lU f ! Li f !I f z!Lp!Lsbot Tsn joh!of t !boe!sf evdjoh!gp\Af sLO. hpbrAp!f oe!d f !cppl !gbn jof !jo!BgNdb/1Tjodf !2: 99-! U spvhi !Li fjs!jo\Af t Ln f oUjo!tdi pprh!hjg f eft Lwef od CGM bt!ti jqqf e!n psf !Li bo!35!n jnjpo!cppl t/!U f z!bsf ! gsphsbn t!boe!tvqf sjps!d bdi f s!Lsbjojoh-!Li f z!i b\Af ! po!podf. . f n gLe!gcsbsz!ti f rvtt-!jo!drbttsppn t!jo!sysbrh ejsf durtjn gbdLf e!43-1 11 !jn gp\Af jti f e!tLwef oLt! t di pprtiboe!jo!d f !b boet !pgdi jrresf o!x i p!i b\nf !of \Af s! jo!Bshf oL ob-!CsbflnDb jrf-!Dpnm cjb-!FrYTbrarbeps! i f re!b!cppl !cf gsf A HvbLf n brinr!N f yjdp-!Ojdbsbhvb-!Qf sv!boe!VYof {vf rb fl. • ' 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