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Home My WebLink About08/20/2014 - Regular Agenda Packet - Bryan College Station Library System Advisory Board BRYAN COLLEGE STATION LIBRARY SYSTEM ADVISORY BOARD MEETING 1111 WEDNESDAY,AUGUST 20,2014 5:15 PM Clara B.Mounce Public Library 201 E.26th Street Bryan,TX 77803 1. CALL TO ORDER 2. ROLL CALL OF MEMBERS 3. RECOGNITION OF VISITORS 4. PREVIOUS MINUTES—MAY 2014 5. MONTHLY STATISTICS—MAY,JUNE,AND JULY 2014 6. OLD BUSINESS A. RINGER EXPANSION—DAVID SCHMITZ B. REVISION LIBRARY POLICY ON FINES AND FEES 7. NEW BUSINESS MEETING ROOM POLICY REVISIONS 8. LIBRARIAN'S REPORT-DR.LARRY KOENINGER,LIBRARY SYSTEM DIRECTOR 9. REQUEST FOR AGENDA ITEMS FOR SEPTEMBER 17TH MEETING AT THE CARNEGIE HISTORY CENTER 10. ADJOURN Please notify the Adm.Asst Laura Mills.209-5614 if you are unable to attend. College Station Board Members should also complete the absence request form and submit to the office of the College Station City Secretary one week prior to the meeting date. FOR INFORMATION ON SIGN LANGUAGE INTERPRETATION,TDD,OR OTHER TRANSLATION OR ACCESSIBILTIY INFORMATION,PLEASE CONTACT THE LIBRARY SYSTEM DIRECTOR,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 MEETING DATES FOR 2014—ALL MEETINGS ARE ON WEDNESDAYS JANUARY 15,2014 Mounce Public Library MARCH 19,2014 Carnegie History Center MAY 21,2014 Ringer Library JULY 16, 2014 Mounce Public Library • SEPTEMBER 17, 2014 Carnegie History Center NOVEMBER 19, 2014 Ringer Library • BCS Lii.System • Online Stats 2013-2014 2013-2014 Oct Nov Dec Jan Feb Mar Apr May hJun Jul Aug Sep TOTAL eAudiobooks (RB) 458 435 420 425 413 576 504 5291 577 596 4,933 TexShare 674 621 485 861 714 2,256 704 1,093 610 635 8,653 Ancestry 1,350 951 222 774 605 989 592 695 271 298 6,747 Fold3 16 8 24 7 4 4 4 0 0 0 67 Legal Forms 39 33 17 17 44 34 28 46 36 47 341 Overdrive 1,001 979 988 1,293 1,122 1,313 1,219 1,369 1,500 1,610 12,394 Project Gutenberg 14 6 7 23 7 37 13 5 47 9 168 0 TOTAL 3,552 3,033 2,163 3,400 2,909 5,209 3,064 3,737 3,041 3,195 0 0 33,303 2012-2013 Oct Nov Dec Jan Feb Mar Apr May hJun Jul Aug Sep TOTAL eAudiobooks (RB) 291 392 291 325 400 371 340 359 472 484 372 359 4,456 TexShare 991 1,347 1,869 1,105 952 774 1,877 129 233 891 1,106 1,402 12,676 Ancestry 678 529 358 324 1,353 603 1,341 1,522 1,098 1,505 656 9,967 Fold3 12 0 2 4 11 7 5 12 5 14 14 12 98 Legal Forms 25 22 15 14 37 20 53 36 47 68 28 37 402 Overdrive 478 472 695 787 612 729 627 850 983 1,156 1,114 1,058 9,561 Project Gutenberg 8 21 45 34 27 75 37 55 40 31 5 14 392 I 0 TOTAL 2,483 2,783 3,275 2,593 3,392 2,579 4,280 2,9631 2,878 4,149 3,295 2,882 37,552 I CLARA B.MOUNCE PUBLIC LIBRARY REPORT FOR: May,2014 This Year Last Year SERVICES: Hours Open 240 238 Meeting Room Usage 16 20 0 Patrons Registered 2301 299 Total Patrons Active or Expired<2 Years 15,3571 16,022 Overdue Notices 1,308 1,494 Holds Filled 1,535 1,666 #of People Visiting Library 15,2951 15,287 #of Checkouts 21,0391 24,562 #of Checkins 19,111 22,884 In House Use 3,381 4,084 'CHILDREN'S REFERENCE/INFORMATION/READER'S ADVISORY: 1 1 Story Hour/Attendance 0/01 0/0 Teen Program/Attendance 1/121/10 Class Visits&Tours/Attendance 2/1971 4/115 Special Programs/Attendance 17/97721 15/8000 Reference Transactions 666 485 Summer Reading Club Registered this month 381 500 Summer Reading Club Total Registration/Total Completion 381/0 500/0 ADULT REFERENCE/INFORMATION/READER'S ADVISORY: 1 Adult Programs/Attendance 5/2891 2/205 Interlibrary Loan Received 221 23 Interlibrary Loan Sent 17 0 Reference Transactions 1,032 502 Class Visits&Tours/Attendance 0/0 0/0 Technology Classes/Attendance 3/12 0/0 IIVolunteer Hours 235.75 (COLLECTION DEVELOPMENT(Items Added): I Adult Books 488 327 1 Juvenile Books 129 166 Adult Media 23 1 18 I Juvenile Media 5 Videos 65 23 Microforms CIRCULATION I THIS YEAR I LAST YEAR Adult Juvenile 'Other Adult Juvenile Other 1TCILL 1,8811 2,160 Books 6,826 8,9221 7,656 9,970 Periodicals 280 401 241 421 Paperbacks 67111 833 Media 851 307 1 848 347 DVDs 3,1081 4,498 Videos 7 15 Online Services 1,8691 1 Internet Computers 3,415 4,265 ILL 39 23 Reference 6 131 371 6 TOTAL 1 10,5031 9,2821 8,450 8,7821 10,365 11,784 •IGRAND TOTAL 1 28,235 30,931 Prepared by Approved by 1 CLARA B.MOUNCE PUBLIC LIBRARY REPORT FOR: June,2014 This Year Last Year SERVICES: Hours Open 237 236 Meeting Room Usage 17 30 •1 Patrons Registered 406 619 Total Patrons Active or Expired<2 Years 15,327 16,100 Overdue Notices 1,121 1,458 Holds Filled 164 1,720 #of People Visiting Library 20,610 22,410 #of Checkouts 26,7911 31,087 #of Checkins 24,4621 28,571 In House Use 5,583 6,674 CHILDREN'S REFERENCE/INFORMATION/READER'S ADVISORY: Story Hour/Attendance 7/3671 8/575 Teen Program/Attendance 5/531 7/126 Class Visits&Tours/Attendance 0/01 0/0 Special Programs/Attendance 5/11081 6/2675 Reference Transactions1388 � 1195 Summer Reading Club Registered this month 10701 1405 Summer Reading Club Total Registration/Total Completion 1070/65 1 1405/56 ADULT REFERENCE/INFORMATION/READER'S ADVISORY: Adult Programs/Attendance 8/175 6/19 Interlibrary Loan Received 101 27 Interlibrary Loan Sent 17 I Reference Transactions 1283 615 Class Visits&Tours/Attendance 0/0 0/0 Technology Classes/Attendance 3/101 0/0 Volunteer Hours 290 51 COLLECTION DEVELOPMENT(Items Added): Adult Books 4881 249 Juvenile Books 1291 201 Adult Media 23' 38 Juvenile Media 11 Videos 654 5 Microforms 'CIRCULATION I THIS YEAR I LAST YEAR I1Adult 'Juvenile Other Adult Juvenile Other ITCILL1 1,9931 2,243 Books 8,0421 12,951 1 8,797 15,621 Periodicals 185 591 282 62 Paperbacks 713 725 'Media 761 450 1 861 4591 DVDs 3,606 4,270 Videos 8 Online Services 1,520 1 'Internet Computers 3,750 4,642 ILL 271 28 Reference 12 131 111 61 TOTAL 11,260 13,4731 9,3491 9,9511 16,1481 11,916 01GRAND TOTAL 34,082 1 38,015 Prepared by Approved by I CLARA B.MOUNCE PUBLIC LIBRARY REPORT FOR: July 2014 This Year Last Year (SERVICES: Hours Open 251 242 Meeting Room Usage 17 22 wPatrons Registered 402 447 I Total Patrons Active or Expired<2 Years 15,310 16,064 Overdue Notices 1,475 1,738 Holds Filled 1,717 1,924 #of People Visiting Library 21,548 23,427 #of Checkouts 27,949 31,049 #of Checkins 27,553 33,034 In House Use 4,860 5,989 CHILDREN'S REFERENCE/INFORMATION/READER'S ADVISORY: Story Hour/Attendance 10/351 6/345 Teen Program/Attendance 7/107 7/128 Class Visits&Tours/Attendance 1/9 0/0 Special Programs/Attendance 14/1334 16/2621 Reference Transactions 1424 1048 Summer Reading Club Registered this month 268 343 Summer Reading Club Total Registration/Total Completion 1338/474 1902/438 ADULT REFERENCE/INFORMATION/READER'S ADVISORY: Adult Programs/Attendance 4/76 4/100 Interlibrary Loan Received 15 33 Interlibrary Loan Sent 6 0 Reference Transactions 1,156 596 Class Visits&Tours/Attendance 0/0 0/0 Technology Classes/Attendance 5/24 3/1 411101 Volunteer Hours 236 COLLECTION DEVELOPMENT(Items Added): Adult Books 438 341 1 Juvenile Books 163 225 Adult Media 28 26 Juvenile Media . Videos 65 88 Microforms CIRCULATION THIS YEAR LAST YEAR Adult Juvenile Other Adult Juvenile Other TCILL 2,242 2,335 Books 8,596 13,369 9,507 13,939 Periodicals 292 2641 59 Paperbacks 632 9161 Media 821 392 9401 448 DVDs 3,762 1 4,927 Videos 1 10 Online Services 1,547 I I Internet Computers 1 4,161 I 4,940 ILL 21 33 Reference 13 10 22 15 TOTAL 11,901 13,7711 10,186 11,6491 14,461 12,245 1 *GRAND TOTAL 35,858 38,355 Prepared by Approved by LARRY J.RINGER PUBLIC LIBRARY REPORT FOR: MAY 2014 This Year Last Year SERVICES: Hours Open 2901 278 Meeting Room Usage 361 22 • Patrons Registered 298 270 Total Patrons Active or Expired<2 Years 14,894 15,139 Overdue Notices 1,148 1,610 1 Holds Filled 3,150 3,142 #of People Visiting Library 16,282 16,012 #of Checkouts 27,850 1 28,681 #of Checkins 25,925 28,189 In House Use 3,579 3,443 I _ CHILDREN'S REFERENCE/INFORMATION/READER'S ADVISORY: Story Hour/Attendance 0/0 0/0 Teen Program/Attendance 2/8 2/16 Class Visits&Tours/Attendance 4/2751 2/130 I Special Programs/Attendance 3/3341 3/167 Reference Transactions 7371 288 Summer Reading Club Registered this month 701/01 450 Summer Reading Club Total Registration/Total Completion tion 701/0 0/0 1ADULT REFERENCE/INFORMATION/READER'S ADVISORY: I Adult Programs/Attendance j 11/26 Interlibrary Loan Received 15 16 Interlibrary Loan Sent 141 I Reference Transactions 13201 1309 Class Visits&Tours/Attendance 0/0' 0/0 ITechnology Classes/Attendance 4/9 3/19 0 I Volunteer Hours 163.25 COLLECTION DEVELOPMENT(Items Added): Adult Books j 2481 275 I Juvenile Books 1341 85 1 Adult Media 181 3 Juvenile Media 7 I Videos 31 20 1 Microforms I CIRCULATION THIS YEAR LAST YEAR Adult Juvenile Other Adult Juvenile Other TCILL 803 724 (Books 8,944 13,256 9,240 13,204 Periodicals 171 89 173 64J jIPaperbacks 769 I 712 Media 884 373 758 475 1DVDs 2,303 3,933 Videos 441 87 jOnline Services 1,868 Internet Computers 2,265 1 _ 2,246 ILL 29 35 Reference 101 1 20 TOTAL I 12,6461 13,7181 5,444 10,1911 13,743 7,737 •IGRANDTOTAL 31,808 I 31,671 \\:// Prepared by Approved by 1 LARRY J.RINGER PUBLIC LIBRARY REPORT FOR: June,2014 This Year Last Year SERVICES: Hours Open 294 268 Meeting Room Usage 55 13 • Patrons Registered 530 535 Total Patrons Active or Expired<2 Years 15,021 15,229 Overdue Notices 1,029 1,435 Holds Filled 3,204 3,460 #of People Visiting Library 22,924 22,071 #of Checkouts 37,391 36,578 #of Checkins 34,748 34,023 In House Use 5,650 6,156 CHILDREN'S REFERENCE/INFORMATION/READER'S ADVISORY: Story Hour/Attendance 30/1031 8/581 Teen Program/Attendance 16/254 16/259 Class Visits&Tours/Attendance 0/0 0 Special Programs/Attendance 8/3265 20/4054 Reference Transactions 715 534 Summer Reading Club Registered this month 1116 957 Summer Reading Club Total Registration/Total Completion 1817/83 1407/69 ADULT REFERENCE/INFORMATION/READER'S ADVISORY: Adult Programs/Attendance 10/88 15/113 Interlibrary Loan Received 12 14 Interlibrary Loan Sent 8 0 Reference Transactions 1636 1288 Class Visits&Tours/Attendance 0/0 0 • Technology Classes/Attendance 3/16 3/19 Volunteer Hours 611.5 COLLECTION DEVELOPMENT(Items Added): Adult Books 248 201 Juvenile Books 134 137 Adult Media 18 2 Juvenile Media 7 8 Videos 31 5 Microforms CIRCULATION THIS YEAR LAST YEAR Adult Juvenile 'Other Adult Juvenile Other TCILL I 780 857 Books 10,362 19,857 10,733 19,006 Periodicals 324 124 273 96 Paperbacks 781 I 551 Media 991 6371 702 640 DVDs 4,302 4,311 Videos 85 Online Services 1,521 Internet Computers 2,272 2,490 1 ILL 19 ) 25 Reference 18 11 TOTAL 13,997 20,6181 7,373 11,719 19,742 8,319 • GRAND TOTAL 41,988 39,780 Prepared by Approved by I I LARRY J.RINGER PUBLIC LIBRARY REPORT FOR: July,2014 This Year Last Year I SERVICES: Hours Open280 266 Meeting Room Usage 10 9 0Patrons Registered 369 401 Total Patrons Active or Expired<2 Years 14,958 15,202 Overdue Notices 1,506 1,796 Holds Filled 3,4271 3,580 #of People Visiting Library 20,6351 21,020 I ##of Checkouts - 34,977 36,381 #of Checkins 35,600 37,934 In House Use 4,6541 654 5,589 1 CHILDREN'S REFERENCE/INFORMATION/READER'S ADVISORY: 1 Story Hour/Attendance 34/1034 8/433 I Teen Program/Attendance 13/239 13/272 Class Visits&Tours/Attendance 0/0 0/0 Special Programs/Attendance 10/1032 17/918 Reference Transactions 700 493 Summer Reading Club Registered this month 141 189/348 Summer Reading Club Total Registration/Total Completion 1558/430 1596/417 ADULT REFERENCE/INFORMATION/READER'S ADVISORY: Adult Programs/Attendance 10/85 15/54 I Interlibrary Loan Received 18 5 IInterlibrary Loan Sent - 0 0 Reference Transactions 1341 1384 Class Visits&Tours/Attendance 0/0 0/0 Technology Classes/Attendance 3/10 5/12 Volunteer Hours 43 COLLECTION DEVELOPMENT(Items Added): Adult Books 281 242 Juvenile Books 149 41 Adult Media 201 42 Juvenile Media 81 5 Videos 841 24 Microforms I I I CIRCULATION THIS YEAR LAST YEAR Adult Juvenile 'Other Adult Juvenile Other TCILL 1 863 920 Books 10,644 17,1911 11,097 17,8811 (Periodicals 261 148 281 601 IPaperbacks 804 734 IMedia 1,030 5801 896 694 IDVDs 4,300 4,578 Videos 149 Online Services 1,548 Internet Computers 2,292 2,510 IILL 18 20 I Reference 0 12 TOTAL 14,287 17,9191 7,4731 13,020 18,635 8,177 •GRAND TOTAL 39,679 39,832 Prepared by Approved by CARNEGIE CENTER OF BRAZOS VALLEY HISTORY THIS LAST REPORT FOR: May, 2014 YEAR YEAR 11111 SERVICES: Hours Open 141 157 Patrons Registered 0 Total Active Patrons 1 # of People Visiting Library 979 1,011 # of Checkouts (Internet PCs plus renewals) 0 # of Checkins 0 REFERENCE/GENEALOGY INFORMATION: Interlibrary Loan Received 1 3 Reference Transactions 53 71 Visits &Tours/Attendance 0 82 Special Programs/Attendance 3 of 25 3 of 42 Outside Programs/Attendance COLLECTION DEVELOPMENT: Adult Books 13 Juvenile Books Adult Media • Microforms Periodicals IIN HOUSE USE/CIRCULATION Internet Computers 10 46 CD-rom Computers Books 310 211 Rare Books 10 31 History Books - 13 44 Files 15 Photo Files 5 4 Microfilm 24 23 ILL 3 13 History Lab 4 Maps 6 3 Microform Machine Use 15 21 Periodical Use 13 4 1 CD's Not in Database New Scans 11 2 Photo Collection Use 5 4 Ill Wireless Internet TOTAL In House Use 440 410 Prepared by Reviewed by CARNEGIE CENTER OF BRAZOS VALLEY HISTORY THIS LAST REPORT FOR: June, 2014 YEAR YEAR • SERVICES: Hours Open 128 135 Patrons Registered 0 Total Active Patrons 1 1 # of People Visiting Library 907 961 #of Checkouts (Internet PCs plus renewals) 0 #of Checkins 0 REFERENCE/GENEALOGY INFORMATION: Interlibrary Loan Received 0 5 Reference Transactions 23 35 Visits &Tours/Attendance 2 of 19 69 Special Programs/Attendance 2 of 5 each 1 of 5 Outside Programs/Attendance 1 of 42; 1 of 8 COLLECTION DEVELOPMENT: Adult Books 20 1 Juvenile Books I Adult Media • Microforms Periodicals IN HOUSE USE/CIRCULATION I Internet Computers 11 25 I CD-rom Computers Books 145 309 Rare Books 12 1 History Books 18 Files 33 8 Photo Files Microfilm 21 30 ILL 3 13 History Lab Maps 6 8 Microform Machine Use 17 31 Periodical Use 3 23 CD's Not in Database New Scans 8 8 I Photo Collection Use 4 2 • I Wireless Internet ITOTAL In House Use 281 458 Prepared by Reviewed by CARNEGIE CENTER OF BRAZOS VALLEY HISTORY THIS LAST REPORT FOR: July 2014 YEAR YEAR SERVICES: Hours Open 146 135 Patrons Registered 0 Total Active Patrons 1 1 # of People Visiting Library 947 907 # of Checkouts (Internet PCs plus renewals) 0 # of Checkins 0 REFERENCE/GENEALOGY INFORMATION: Interlibrary Loan Received 1 2 Reference Transactions 30 40 Visits &Tours/Attendance 69 88 Special Programs/Attendance 5 of 25 Outside Programs/Attendance 1 of 5 COLLECTION DEVELOPMENT: Adult Books 3 Juvenile Books Adult Media • Microforms Periodicals IN HOUSE USE/CIRCULATION Internet Computers 16 48 CD-rom Computers Books 119 175 Rare Books 4 9 History Books 1 33 Files 8 Photo Files 51 4 Microfilm 20 31 ILL 1 7 History Lab Maps 2 Microform Machine Use 15 23 Periodical Use 6 6 CD's Not in Database New Scans 40 14 Photo Collection Use 3 Wireless Internet TOTAL In House Use 273 363 Prepared by Reviewed by p. 0 BCS Libreystem IIII Online Stats 2013-2014 2013-2014 Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep TOTAL eAudiobooks (RB) ,458 435 420 425 413 576 504 529 577 596 4,933 TexShare 674 621 485 861 714 2,256 704 1,093 610 635 8,653 Ancestry 1,350 951 222 774 605 989 592 695 271 298 6,747 Fold3 16 8 24 7 4 4 4 0 0 0 67 Legal Forms 39 33 17 17 44 34 28 46 36 294 Overdrive 1,001 979 988 1,293 1,122 1,313 1,219 1,369 1,500 1,610 12,394 Project Gutenberg 14 6 7 23 7 37 13 5 47 9 168 0 TOTAL 3,552 3,033 2,163 3,400 2,909 5,209 3,064 3,737 3,041 3,148 0 0 33,256 2012-2013 Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep TOTAL eAudiobooks(RB) 291 392 291 325 400 371 340 359 472 484 372 359 4,456 TexShare 991 1,347 1,869 1,105 952 774 1,877 129 233 891 1,106 1,402 12,676 Ancestry 678 529 358 324 1,353 603 1,341 1,522 1,098 1,505 656 9,967 Fold3 12 0 2 4 11 7 5 12 5 14 14 12 98 Legal Forms 25 22 15 14 37 20 53 36 47 68 28 37 402 Overdrive 478 472 695 787 612 729 627 850 983 1,156 1,114 1,058 9,561 Project Gutenberg 8 21 45 34 27 75 37 55 40 31 5 14 392 0 TOTAL 2,483 2,783 3,275 2,593 3,392 2,579 4,280 2,963 2,878 4,149 3,295 2,882 37,552 ORDINANCE NO. 1647 AN ORDINANCE RESCINDING ORDINANCE NO. 490, ESTABLISHING FINES, FEES AND CHARGES TO BE CHARGED AND COLLECTED BY THE BRYAN + COLLEGE STATION PUBLIC LIBRARY SYSTEM; REPEALING ALL ORDINANCES OR PARTS OF ORDINANCES IN CONFLICT HEREWITH; PROVIDING A SAVINGS CLAUSE; FINDING AND DETERMINING THAT THE MEETINGS AT WHICH THE ORDINANCE IS PASSED ARE OPEN TO THE PUBLIC AS REQUIRED BY LAW; AND PROVIDING AN EFFECTIVE DATE BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF BRYAN, TEXAS: That this ordinance shall be entitled the Bryan+College Station Public Library System Fine, Fee and Charge Ordinance. 1. That the fines,fees and charges to be charged and collected shall be as follows: A. FINES Books: $0.25 per day with a maximum being the replacement cost of the book. Audiobooks: $0.25 per day with a maximum being the replacement cost of the audiobook. • DVDs and Blu-rays: $1.00 per day with a maximum being the replacement cost of the materials. Periodicals: $0.25 per day with a maximum being the replacement cost of the periodical. There shall be a 5-day grace period for books. There is no grace period for audiobooks, DVDs,Blu-rays, periodicals or non-print items. Fines will not be charged to library cardholders who are 65 years of age or older. B. CHARGES Lost materials: Charges for lost items include the replacement cost of the item plus a $5.00 non-refundable service charge. Damaged materials: Charges for irreparably damaged items include the replacement cost of the item plus a $5.00 non-refundable service charge. Charges for partially damaged items are determined by the technical services department of the Library System, based on amount of time spent and/or materials used in repairing the item. Returned check: Charge for returned checks is $15.00. Use of the library system will be restricted until charges are paid. Charges must be paid in cash or a money order. A check will not be accepted. • C. FEES Replacement Borrower's Card: The initial card for Brazos county residents is free of • charge. A$3.00 fee will be charged to replace a lost card. Non-Resident Library Cards: Library cards will be issued to out-of-county residents for an annual fee of$24.00 valid for one year from the date of purchase. 2. That all ordinances or parts of ordinances in conflict with the provisions of this ordinance are hereby repealed. 3. Should anysection, paragraph, sentence clause, phrase or word of this ordinance be declared unconstitutional or invalid for any purpose,the remainder of this ordinance shall not be affected thereby. 4. It is hereby found and determined that the meetings at which this ordinance was passed were open to the public as required by Section 551.001 et seq., Texas Government Code, and that advance public notice of time, place and purpose of said meetings was given. 5. That this ordinance shall go into effect thirty(30)days from and after its final passage. • ATTEST: CITY OF BRYAN: Mary Lynne Stratta, City Secretary Jason Bienski,Mayor APPROVED AS TO FORM: Janice Hampton, City Attorney Bryan+College Station Public Library System Meeting Room Policy 4. I. General Policy Terms A. The library meeting rooms are designed primarily for library programs and functions which further the goals of the library. 1. Library needs may preempt any other scheduled event. a) The library reserves the right to make special accommodations for other city departments. B. Meeting rooms are available for use by community groups or 501(c)3 not for profit organizations based in Brazos County 1. Meeting rooms are not available for businesses or for the profit of private individuals. 2. State or federal agencies wishing to hold a meeting locally must have a local member of the group reserve the room. C. Meeting rooms are available to meet general informational, educational, cultural, and civic needs including activities such as meetings, discussion groups,panels, lectures, conferences, seminars, and exhibits. D. There is no charge for meeting room use. 1. Groups using the meeting rooms are not permitted to charge registration fees. 2. Solicitation, money-raisingactivities, or sales are not allowed. 3. Voluntary incidental donations, such as coffee money or the recovery of photocopy cost may be collected. E. Meetings should include at least-five (5) individuals. Mounce Conference Room should include at least two (2) individuals. F. All activities held in the library's meeting rooms must be open to the public. G. Use of the library's meeting rooms does not constitute library or city endorsement of viewpoints expressed by participants in the program. Advertisements or announcements implying such endorsement are not permitted. 1. Any announcements or notices to publicize an activity should not be posted or distributed at the library without prior approval from the librarian in charge. H. Permission to use the library meeting rooms may be withheld from groups failing to comply with the Meeting Room Policy and from any group that damages the room, carpet, equipment, furniture, or causes a disturbance. • 1 --- II. Reservation Scheduling Policies n • A. A person must be 18 years of ag o reserve a meeting room. 1. Groups of young people under eighteen years of age must have the meeting room application signed by a sponsoring adult who must also be present at the meeting. B. The person making the reservation must have a valid library card. C. Groups are allowed to meet only once a month and can be scheduled up to three months in advance. 1. Regular, once per month meeting times are not guaranteed. 2. Exceptions to this policy, such as a series of weekly or daily programs, may be scheduled at the discretion of the Library Director or Branch Manager. D. A completed and signed application form must be submitted to the appropriate desk. 1. The meeting rooms will not be considered scheduled until a signed application is on file. 2. Reservations are accepted on a first come, first served basis pending a signed application on file. E. Meeting rooms must be completely vacated fifteen minute prior to closing except as prearranged. • 1. The design of the Larry J. Ringer meeting room allows meetings to continue past library closing time. If groups wish to take advantage of this feature they must make a special request on the reservation form. F. The individual making the reservation will be held responsible for any and all damages that may occur as a result of the use of the facilities. IP III. Care and Use of Meeting Rooms • A. Meeting rooms need to be left as they were found. 1. If the furniture is rearranged, it should be returned to the original state at the end of the meeting. B. Personal furniture or equipment may be provided by a group with prior approval. 1. Arrangements for the use of any personal furniture or equipment needs to be made at the time of scheduling. 2. The librarian in charge should be notified when the furniture or equipment is brought into the building. 3. Personal furniture, equipment, or supplies cannot be stored or left in the library meeting rooms before or after use. C. All exits must remain unlocked at all times. 1. Open aisles must be maintained within the seating arrangement to provide clear access to exits. D. Items may not be taped to the wall or woodwork. E. Lighted candles are not allowed. • F. All trash must be in trash bins and/or removed. G. Refreshments may be served but kitchen facilities or equipment will not be provided by the library. 1. Smoking and alcoholic beverages are not allowed. IV. Larry J.Ringer Study Rooms A. Study rooms may be reserved for two hours at a time. B. May be used by individuals. C. Available to patrons with a valid library card, including those under 18 years old subject to the conditions and rules stated in the library's safe child policy. D. Due to limited space, study rooms may be reserved no more than three times per week by the same group. E. Reservations may be made one month in advance. F. No food or drink allowed. • • Library Advisory Board Called Meeting Directors Report August 20, 2014 1. New Ringer Branch Manager—Jessica Jones 2. Intergovernmental Agreement a. End date of current contract? b. Changes incorporated from the Ringer Performance Audit 3. Summer Reading Program Registrations a. Kids —2803 b. Teens— 896 c. Adults — 608 4. Union Pacific Grant • a. $5,000 for Mounce Children's furniture b. .:. •of .,.,a._ • _ { „,i„.. i .q„ ` y. c. Ile v, 0