HomeMy WebLinkAbout02/15/2011 - Regular Agenda Packet - Bryan College Station Library System Advisory Board (2) AGENDA
BRYAN 4- COLLEGE STATION LIBRARY SYSTEM
ADVISORY BOARD MEETING
TUESDAY, ` R A 'S 5,2011
5:15 p.m.
CARNEGIE HISTORY CENTER
111 S. MAIN
BRYAN,TEXAS 77803
1. CALL TO ORDER
2. ROLL CALL OF MEMBERS
3. RECOGNITION OF VISITORS
4. PREVIOUS MINUTES—JANUARY 2011
5. MONTHLY H Y STA "`IST CS—JANUARY 2011
6. OLD BUSINESS"M"
A. MOUNCE LIBRARY REMODELING PLAN
B. RINGER EXPANSION PLAN
7. NEW BUSINESS
A. 5 YEAR ..SAN
B. ILL POLICY
C. CHC PHOTO REPRODUCTION POLICY
8. LIBRARIAN'S REPORT ON LIBRARY ACTIVITIES
9. REQUEST FOR AGENDA ITEMS FOR MARCH 22,2011 MEETING AT THE CARNEGIE
HISTORY CENTER
10. ADJOURN
Please rotithe Adm. Asst, Laura mills 209-561_fy_______ fou are unable to attenctim r r
Members should also cora i l to the absence r .uest form and submit to the office of the Collele Station
City Secretary one week prior to meeting date.
FOR INFORMATION ON SIGN LANGUAGE INTERPRETATION, TDD OR OTHER
TRANSLATION OR ACCESSIBILITY INFORMATION, PLEASE CONTACT THE I A Y
SYSTEM IRECT , LARRY KOENINGER AT 209-5611. PLEASE TRY TO CONTACT THE
ABOVE PERSON AT LEAST 48 HOURS BEFORE THE SCHEDULED TIME OF THE MEETING SO
THAT YOUR REQUEST MAY BE ACCOMMODATED.
MINUTES OF A REGULAR MEETING
BRYAN COLLEGE STATION PUBLIC LIBRARY SYSTEM ADVISORY BOA
January 18, 2011
On the 1.8th day of January 2011,the Bryan College Station Public Library System Advisory
Board of the cities of Bryan and College Station,Texas, met in a regular meeting at the Clara B.
Mounce Public Library, 201 E. 26th Street, Bryan,Texas,
1. Larry Ringer, President, called the meeting to order at 5:20 p.m.and the following were present:
2. ATTENDANCE
Name Present/ #of meetings #of meetings
Absent held since attended since
appointment appointment
Larry Ringer, President P
Sonia G ngotena A 24
vacant
Helen Kunz, Vice President P19 11111=111111
Carroll Johnson A 36 11.1111M1111
Dorothy Hagen P
Charles Smith P18 18
Mary Fran Troy P29 111.11131.111
3. Other attendees were Larry Koeninger, Library System Director; David Gerling, City of College
Station; and Laura Mills,Administrative Assistant. Dorothy Hagen was introduced as the new
Board Member from Bryan.
4. The minutes of the meeting for November 16, 2010, 2010 were approved as distributed.
5. The monthly stats for November and December 2010 were discussed. Dr. Koeninger stated the
wireless Internet stats were invalid due to glitch that counted all wireless usage in the City of Bryan
for that period. Parking availability has decreased further in Bryan and may have contributed to
the decline in stats for December.
6. A. In old business, Dr. Koeninger reported the Inter-Governmental Contract has been signed by
both cities and is in effect.
B. Dr. Koeninger made a presentation to the Bryan City Council on January 11, 2011 about the
Library System. He showed a power point presentation about the Mounce remodeling project and
the plans for the second floor renovation. Several Council members supported the project; final
approval will be sought from Kean Register, acting City Manager.With the AARP tax help starting
February 1st in the meeting room, class visits in May, Reading program events in the summer,the
earliest the project could start is August 2011.
7. A. In new business, Dr. Koeninger informed the Board that the Brazos County Commissioner's
Court will no longer provide the legal database Lexis-Nexis subscription for the library.
B. Dr. Koeninger showed the Board the rendering for the library park bench to be sponsored by a
donor and the Arts Council of Braos Valley. The Board agreed the design mightbe suitable for
another location other than the library.
C. In the election of officers, Mr. Ringer called for nominations for President. Mary Fran Troy
nominated Larry Ringer and made a motion that he be elected as President; seconded by Charles
Smith,the motion carried. Charles Smith nominated Helen Kunz and made a motion that she be
elected as Vice President; seconded by Mary Fran Troy,the motion carried.
D. Mr. Ringer welcomed Dorothy Hagen earlier in the meeting as the new Library Board member
from Bryan.
8. Librarians report: See attached report from Dr. Koeninger
. The next meeting is scheduled for February 15, 2011 at the Carnegie History Center,
10. Meeting adjourned at 6:20 . .
Approved by:
Larry Ringer, President Larry Kir, Library System Director
Library Advisory Board
January 18,2011
1. BTOP
a. $ .6 million dollargrant
b. 70 sites including 37 in the Brazos Valley
c, Replace all Internet computers in the System
d. Access to a trainer until 2012
, Reader Printers
a. Mounce
I. Approximately$9,000
H. Use Restricted Gifts Account
b. CHC
i. Approximately$15,000
ii. Use $2,700 in donations plus Madeley Estate funds
Meetings
a. CMS Annual Meeting
i. January 28
ii, Belton
b. TLA Legislative Day
i. February 16
4. Mounce Remodel
a. City Council presentation 1/11/11
5. YS Position at Mounce
a. Interviews
B. eAudiobook Breakdown by Month
Month Downloads
Feb2010
Mar 2010 196
Apr 2010 309
May 2010 408
Jun 2010 459
Jul 2010 622
Aug 2010 423
Sep 2010 361
Oct 2010 374
Nov 2010 330
Dec2010 413
Bryan College Station Public Library System
Long Range Plan
2011-2016
Mission Statement
The Bryan College Station Public Library System provides equal opportunity access to
information, high quality books and multimedia materials, programs, exhibits, and online
resources to meet the needs of a diverse community for lifelong learning, cultural
enrichment, and intellectual stimulation.
To fulfill its mission the Library stem employs a knowledgeable, well-trained staff
committed to excellent service. It is also supported by the Library Advisory Board and
the Friends of the Library.
Collection Development
The Bryan College Station Public Library System provides free library service to
all citizens of Brazos County. The Library System provides access to library
materials in a wide range of formats and reading levels. Collection Development
provides a framework for selecting, cataloging, and weeding all materials in the
Library System's collections.
IL it is the function of librarians to select and to discard library materials. Working
within the limitations of space and budget librarians must develop library
collections that meet the educational, informational and recreational needs of all
citizens of Brazos County.
III, Library materials must meet the needs of wide range of library users whose
reading levels vary greatly. Materials must be made available in a wide range of
formats to meet the needs of person who may have handicapping conditions.
IV. Librarians select books, periodicals, electronic recordings, and online services on
the basis of published reviews from general mass-media publications and from
specialized library review sources. Materials may also be selected based on patron
recommendations. When published reviews are not available materials may be
pre-viewed by librarians before final selection. DVD and CD recordings are
selected using reviews and recommendations from the public.
V. Factors used in determining the acquisition of materials include:
a. Authority
b. Sources used
c. Reputation in the field of the publisher or producer
d. Current interest in the subject
e. Relative value in the field covered by the material and the value of the
material in relation to the existing collection
f. Format
g. Use of illustrations
h. Availability of funds
i. Holdings in other libraries in the Library System
VI. Librarians and Library System administrators must constantly watch for new
formats. Public demand may be the driving force behind the acquisition of
materials in new formats or languages.
VII. BCSPLS maintains a policy for challenges to library materials. The "Request for
Reconsideration Policy" establishes processes and procedures to address
challenges to library materials.
VIII. BCSPLS will participate in the Texas State Library and Archives Commission
Interlibrary Loan program.
IX. BCSFES will continue to monitor the feasibility of rovidin ebooks.
X. BCSPLS will continue to monitor the development of other ewreso .rces.
Technology
Technology Mission Statement
The Bryan College Station Public Library System is dedicated to excellence in
service for the residents of ryan and College Station. It provides information,
technology, and recreational materials for a diverse population in a welcoming
environment. BCSPLS provides convenient access to electronic information
sources through proven technology and telecommunications. Patrons are assisted
as needed by a trained, knowledgeable staff that can help them make the best use
of both new and traditional information resources. The staff is supported by up-to-
date technology to ensure quality services that are efficient and cost-effective.
IL Goals and Strategies
The goal of the Technology Plan is to insure smooth integration of new
technologies into the library system's services and operations and to guarantee
efficient maintenance and administration of the library's automated systems.
A. BCSPLS will provide timely, accurate and useful information and
materials in a variety of formats to meet personal,job related, and
school related informational needs.
B. BCSPLS will provide current, high-demand materials in a variety of
formats for patrons of all ages.
C. BCSPLS will provide expanded use of automation atio for patrons and
staff and will explore future uses of automation.
D. BCSPLS will:
a. Provide free public access to Internet information sources.
l Continue implementation of Polaris
2) Upgrade public computers and software for Internet
access and applications as needed.
3) Develop a replacement plan for library computers.
b. Provide information to the community in electronic
formats.
1) Continue to participate in the TexShare database
program.
2) Continue e to provide other databases such as
Chilton, Footnotes and Legal Forms. Evaluate
possible additions to the list of databases offered.
c. Provide remote access to electronic resources to library
patrons.
1) Maintain the library web page.
2) Continue to promote the library web page including
the online catalog to the public.
d. Allow wider access to the libraries' resources through
electronic formats.
I Continue to promote the availability of online
databases through home access.
2) Monitor changes in availability of emerging
formats.
e. Provide improved customer service by improving the
efficiency of the library's circulation system.
1) Monitor Polaris automation system, including
requesting additional staff training as needed.
f. Provide LAN.
1) Monitor the LAN and provide necessary upgrades
to hardware or software.
Continue to work closely with the IT Departments of Bryan
and College Station to maintain interconnectivity
and to implement improvements to the LAN.
Provide additional -content
1) Explore participating in area consortia to provide
access to downloadable audio and video.
2) Explore alternative funding sources for additional e-
content.
M. Assessment of Current Status
A. Telecommunications Assessment
1. BCSPLS currently works closely with the City of Bryan IT
Department to provide staff email, the BCSPLS website,
connectivity between the Larry J. Ringer Library and the
Bryan libraries, and Polaris.
2. BCSPLS works closely with the City of College Station IT
Department to provide and maintain hardware and software
at the Larry J. Ringer Library.
4. BCSPLS provides public access to the Internet with over
50 computers dedicated to online searching and access to
the PAC.
B. Hardware & Software Assessment
1. BCSPLS uses two Dell Poweredge servers for its ILS and
Telephony systems. Both servers run Windows 2008 bit
operating systems.
2. BCSPLS uses Polaris Library Systems 1 S for circulation
and OPAC.
3. BCSPLS utilizes two custom built servers running
Windows 2003 server. One houses En i s o ware's PC
Reservation system and the second is a backup/training
server for the main 1LS.
4. BCSPLS uses a backup power system to insure the safety
of library records.
5. All ILS databases are backed up nightly to an offsite SAN
to maintain integrity of .11 data.
6. CSS provides access to Ancestry Library Edition,
Chilton Library, Legal Forms, Footnotes and Ne. ibrary
databases.
7. BCSPLS has over 50 computers for public access to the
Internet. These computers were acquired through a grant
from the Bill and Melinda Gates Foundation in 200 5-2006.
These computers run Windows XP.
8. BCSPLS has approximately 20 AC computers for
patron access to the online catalog.
9. Public printing is provided through isionware's
LPTOne print management system. Color printing is
available at the Clara B. Mounce Public Library.
10. BCSPLS has two 3M Self Check systems that allow print
materials to be checked out. Non-print materials must still
be checked out at the circulation desk.
I. BCSPLS uses visio ware's PC Reservation system to
manage computer usage.
12. BCSPLS offers wireless Internet access at all branches.
Patrons must authenticate using their library cards and pin
number to gain access. Procedures have been established
for use of library computers by non-cardholders.
IV Staff Development
A. Formal technology training for staff will be provided as needed.
1. Library staff will participate in COB training, including the online
TTN training program.
2. Library staff will participate in training for library systems such as
Polaris and Envisionware.
B. Instructions for staff and patrons will be prepared as needed for any
new resources or equipment.
C. Technology information will be shared during staff meetings.
D. Individual hands-on training will be provided for all new employees.
V. Budget
A. BCSPLS will continue to be funded by the cities of rya and College
Station. The Intergovernmental Contract between the cities will be
reviewed and approved annually by the Bryan and College Station
City Councils,
B. BCSPLS will continue to provide programs for adults, children and
teens with funding provided by the Friends of the Library
C. BCSPLS will continue to solicit donations of materials and funds
through private donations.
D. BCSPLS will continue to solicit funds from the Doak Estate Trust and
other private and corporate sponsors.
VI. Plan Evaluation
The success of this plan will be judged on the library system's ability to
meet the objectives and time lines set forth in this document. The library
system's technology plan will be reassessed annually. An evaluation of
the library system's progress and any modifications of objectives will be
made at that time.
Carnegie History Center
Reproduction Policies and Procedures
The Carnegie History Center (CHC) makes its pictorial material widely available while carefully
maintaining the physical and intellectual integrity of the historic materials. Your interests and the
preservation of the materials will be assured by the observance of these policies and procedures. All
photographic and digital copies of materials in the CHC collections must be produced under the auspices
of the CHC. All negatives are the property of the CHC. Slides, transparencies, prints, digitized images,
and videos may not be copied or duplicated by the customer. Requests to videotape photographs must
be approved by the Carnegie Branch Librarian,
1. The customer accepts all responsibility for possible copyright infringement arising from the use
of reproductions from the CHC collection.
2. Neither the City of Bryan nor the CHC grants or transfers any copyright or other intellectual
property rights in any materials to the customer. If the CHC grants the customer's request for
use of the photo reproduction, permission will be granted to the customer for orae-time use
only. Subsequent use of the material requires the written permission of the Carnegie Branch
Librarian. All other rights, including those of further publications or editions, are reserved in full
by the CHC.
3. The customer agrees to comply with the following requirements for a CHC credit line on
published or displayed reproductions of CHC materials. All published or displayed reproductions
of CHC materials require credit to the Carnegie History Center to include the CHC identification
number, and to appear next to the image.The credit line for published and displayed images
should read, for example "BHC ### #, Carnegie History Center." If the item is does not have a
unique identification number, list it by title or designated description. Please confirm the
appropriate credit line with CHC prior to publication or display.
4. It is the customer's responsibility to obtain and provide to the CHC written permission from the
donor, photographer, or copyright holder to use restricted items from the CHC collection and to
submit the credit line to the Carnegie Branch Librarian for approval.This permission is required
prior to being granted CHC permission to use the restricted item. Restricted items in the CHC
collection include copyrighted or donated manuscripts, books, photographs, film and video.
5. Possession of a CHC image does not constitute permission for use. Permission to publish or
publicly display reproductions must be obtained from the CHC, publisher and/or source of the
materials.
6. Alterations, including cropping of the original image, are not allowed. The credit line for
cropped images should read, for example, "Detail from RHC , Carnegie History Center."The
CHC reserves the right to require a publication proof prior to final use approval.
7. The customer shall send a copy of any publication containing reproductions of CHC materials to
the CHC without charge.The customer shall provide the CHC with the Internet address
(Universal Resource Locator) for reproductions appearing on websites.
8. The CHC reserves the right to deny copy order requests, limit the number of photographic and
digital copies; restrict the use or reproduction of collection materials including rare, valuable or
fragile items; ensure that material is reproduced with integrity; and charge special reproduction
fees on items involving unusual difficulty in copying or that must be taken offsite to reproduce.
, Requests for copies of photographic items intended for commercial use may be subject to a
special contractual procedure and agreement with the CHC.These requests, as well as any
requests not specifically mentioned within the above policies,should be submitted in writing.
10. Customer orders are held for pick-up for one month.
11, The CHC charges a fee for customer photographic requests. Please see the Carnegie History
Center, "Fees for Publication or Display of Carnegie History Center Images." Special requests or
requests for materials not already scanned are subject to approval by the Carnegie Branch
Manager. Fees will be assessed in accordance with the approved fee schedule and an additional
fee that covers the time, staff and materials necessary to fulfill the request. Rare and fragile
materials will not be scanned without approval by the Carnegie Branch Manager and unless
materials will not be damaged in the process.
12. The customer shall defend, indemnify, and hold harmless the City of Bryan and the CHC, its
officers, employees, and agents against all liabilities, damages,expenses, including attorneys'
fees, resulting from any claims and other proceedings by any third party for copyright
infringement or any other legal or regulatory cause of action arising from the customer's use of
CHC collection materials.
13, It is the patron's responsibility to comply with copyright law, other applicable law, and donor
restrictions that may be involved in the use of CHC collection materials.
Carnegie History Center
Photo Ordering
To order reproductions of any of our photographs:
1. Full payment in the form of a check or money order number MUST accompany all orders.
2. Digital reproductions may be downloaded to a flash drive, emailed or mailed on a CD.
3. Please add shipping fee of$5.00 if the order will be mailed.
4. Photo orders will generally be completed within 2 to 3 weeks. A rush service, with approval from
the Carnegie Branch Librarian, is available for an additional fee. This type of request will incur
additional fees,
Please use the documents below:
1. Request for Scanned Copies— Before you access this pdf file you will be asked to read and
accept our reproduction policies and procedures.
2. Fees for Publication or Display of CHC materials—Please review and include this fee if you plan
to publish or display. See document for exemptions.
ptions.
3. Reproduction Policies and Procedures
Fees for Publication or Display of
Carnegie History Center images
Complete the worksheet below to determine the fee for your order. All charges include a 5%
preservation fee. Fees are set by the City of Bryan City Council.
Customers in the following categories are exempt from use fee charges:
• NonProfit Organization. You must provide documentation of your 501 (0(3) status.
• Governmental Entities.This includes local, state and federal governments.
• Local News Media. Bryan College Station television news stations and publications that are
published and distributed solely in Brazos County area are considered local news media.
• Private Individuals using images for personal use or for display in a non-public area.
Publication Cost Per Image X Number o Total Use Fee
Images
Books $1000
Serials $10.00
Web Page or Presentation Use $15.00
Advertising Use 1
$15.00
Posters, Postcards,or Brochures ' $10.00
For promotional purposes only,
not for commercial re-sale
1 �
Non-publication Use $2,00 with CD, flash,
or email
$8.00 otherwise
E ' TFOR SCAR COPIES
FROM
CARNEGIE HISTORY CENTER
DATE QU #,NAME: —
ADDRESS:
TELEPHONE NUMBER:
EMAIL:
REASON FOR REQUEST:
CARNEGIE ITEM TO BE SCANNED (List each item separately by folder name and image nar .
USE TO BE MADE OF SCANNED IMAGE/INFORMATION:
NOTICE; ALL SCANNED IMAGES MUST BE CREDITED TO THE"CARNEGIE HISTORY 1 Y CENTER.
LIBRARIAN RECEIVING REQUEST:
DATE:
DATE MATERIALS SC NIII :
MATERIALS SCANNED BY:
MATERIALS SENT FF PICKED UP ON:
LOCATION F ORIGINAL FILE:
DATE ORIGINAL COPIED FOR CARNEGIE:
CARNEGIE TITLE/FILING DETAILS:
1 Bryan 4-College Station Public Library System
Policy:INTERLIBRARY LOAN
The Bryan 4—College Station Public Library System participates in the Texas State Library and
Archives Commission Interlibrary Loan program(ILL).This service constitutes a partnership between the
library-.system and others libraries across the nation to loan and/or receive library materials
c-eti tien-s,t at are not locally held,This means that if a specific book or�� p ri d-i lis
not listed in our library catalog,a patron ale_to request the material through
ILL„The library system will only accept requests for books and t- riodic l articles.We
The librar s stern de-Re-does not request movies,music CDs,audio books,et or other non-print
media.
In order to request an item through iLL,a patron's account must be current and in good
standing.No items will be ordered or released if the account is not clear. Patrons who have an item
listed as"Claimed Return"will be allowed to re.uest materials throu.h lLL.Patrons must be at least 18
years of age t request ILL materials.lf,for any reason,there is a problem with the account,a librarian
can assist the patron in resolving the problem.
A patron is asked to provide as much information as possible,which includes name,valid library
card, -mail address and telephone number.For books,supply the author,title,and any publication
information that will assist library staff in ordering the book.If only a certain section of the book is
desired,i.e.,a ser-taspecific chapter or page range,indicate this information on the form.For articles,
supply the author,.-an article title,aficf-the title of the- w. - 1.. .-- -- periodical,the volume and
issue number,or the date of the issue,and the page numbers of the articles.The SILL staff will
notify the patron if the requested item cannot be ordered,if the form is missing pertinent inforration,
or if the lending library charges a fee for the requested item,The library automation system will notify
the.bor;ro +rr if the library receives the item7 or if the item is overdue.
Normally,this service is free;however,some libraries request a nonrefundable fee to lend
certain titles,If this is the case,the Ill raria ILL staff will contact the patron about the cost of the
item.If the patron does not want to pay the fee,then the request will be cancelled and the patron may
request another item.If the patron decides to pay the given amount,the library will re-request the item
and a statement will be sent with the mater€al.This adds to the amount of time needed to deliver the
item,When invoiced,the patron will pay the amount to the lending library with a check or money order
----------- - --- -and the ILL ILL,staff-rstaffrwill send the invoice and payment to the lending institution. -- (Formatted trikethrough . j
Materials must have been published at least 6 months prior-, ,t -r q t.8 Que t for
materials that have apublication date that is less than 6 tnt.hs gill not acct ,
A library patron may have up to four active ILL requests at one time.Once a patron returns a
book or picks up a requested article,another request can be made.Note that it may take anywhere
from two weeks to two months or more to receive the requested item;it will depend on the location of
the lending library and the number of copies available.If the item is needed by a certain date,provide
this date on the"Date Needed By"blank.
Books received throu„h the ILL •ro.ram will be assn:ned a ter .orar barcode.A tem.orar
MARCrecord will be created in the library automation system.The ILL staff will be responsible for
processing the booksandcreating,the t r . ,?r r _MARC record.AftertI item , r i , t C IT,
bp placed at t ,.IRiTF_ irIatin desk.The tron will be notified by the Iirarutrntiorisystem
that the book is available.When the book is checked out to the Patr n the ircul tion Clerk will assi,n
the due date for the item in the librar automation s stem.Due dates are determined by the lending
librar and are not sub'ect to the Librar S stem's control.Patrons ma retuest an extension of the due
date b cont in* ILL staff.The lendin• librar makes the final determination on ernin•the .rantin:of
a r cltor,xtension,
Patrons are i-FistRteted-requiredto return the items on or before the due date posted on the
due-date slip located on the front cover of the book and noted in the library automation system.
theyrk el fir,*r_,^Fw:vt.t-
e4e-e- -_ILIrtril should brturnIto the library from which it is was
borrowed.If the book was Echecked out from the afya-R--Clara B.Mounce.Public Library return it to the
Bvya-n-Clara MouncePublic Library ,fr r nce Circulation desk.Or if-if it-the item was checked out at
Larry J.Ringer Library,return it to the Circulation desk there.The ILL staff will Op.re5ponsible for
returning-the -book-to theI r d n library.
If ILL materials are returned dam :ed the lendin; librar ma assess fees fines.The patron will
b _r po i le fg_r_p_ayjng those fines.Checks r money ordersni4y[be rade put to the lendin ,fibra y
and-given tothe ILL staff.The JLL sst ffwill.b r. on i l fors ndj , -,the check or rlo 9 r to She
!PRO lig.iik..Prat.
Overdue fines of$100 per dwill be assessed on all Interlibrary Loan materials..The age.ofthe Formatted:Indent:First line: 0,5"
patron borrowing the matrial will not be afactor in ssin!the fine.A notation will be made on the
patron's library account when materials are returned late.A patron's ILL borrowin_g_privilege_s_rnAy.bp
revoked after 3 items have been returned late.
........Ratrons who fail pay for lost ordamgged ILL materials or who are habituall late in r turnin:
ILL materials to the libr y.syr t t gy be denied future 11..1borroykting b s cLon th dis r io f t !Liz
fl nc t irr y . n Cror: