Item C03 � C.3
� � �, BOARD OF COUNTY COMMISSIONERS
County of Monroe � ��r�i
�r � s�� Mayor Heather Carruthers,District 3
The Florida.Keys � � � ������]�j Mayor Pro Tem Michelle Coldiron,District 2
Craig Cates,District 1
^_,
David Rice,District 4
Sylvia J.Murphy,District 5
County Commission Meeting
May 20, 2020
Agenda Item Number: C.3
Agenda Item Summary #6677
BULK ITEM: Yes DEPARTMENT: Public Libraries
TIME APPROXIMATE: STAFF CONTACT: Norma Kula (305) 853-7349
N/A
AGENDA ITEM WORDING: Approval of revisions to 1) Library Policy 2.03A Obtaining a
Library Card and Borrowing Materials to update current procedures for distributing library cards to
qualified Monroe County residents who have difficulty providing documentation of permanent
address with the addition of the availability of an Easy Access library card; adding retired military to
the list of eligible free card-holders; and 2) Library Policy 2.04A Schedule of fines/fees completely
reworking the schedules of fines and fees for overdue circulating materials.
ITEM BACKGROUND: 2.03A This revision is needed to update our procedures for distributing
library cards to qualified Monroe County residents who lack address verification.
2.04 This policy revision is a complete reworking of the schedules of fines and fees for overdue
circulating materials.
PREVIOUS RELEVANT BOCC ACTION: Various parts of the Library Policy have been
reviewed, revised, and approved since the 1990 BOCC resolution instituting the official operating
policies of the Monroe County Public Library.
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
Policy Revision 203 A
Policy Revision 204
FINANCIAL IMPACT:
Effective Date:
Expiration Date:
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C.3
Total Dollar Value of Contract:
Total Cost to County:
Current Year Portion:
Budgeted:
Source of Funds:
CPI:
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: If yes, amount:
Grant:
County Match:
Insurance Required:
Additional Details:
REVIEWED BY:
Norma Kula Completed 03/02/2020 4:44 PM
Pedro Mercado Completed 03/04/2020 9:27 AM
Budget and Finance Completed 03/04/2020 10:35 AM
Maria Slavik Completed 03/04/2020 11:25 AM
Kathy Peters Completed 03/04/2020 11:36 AM
Board of County Commissioners Completed 03/18/2020 9:00 AM
Board of County Commissioners Pending 05/20/2020 9:00 AM
Packet,Pg. 79
C.3.a
Revision to Library Policy 2.03A
Current language:
2.03 OBTAINING A LIBRARY CARD AND BORROWING MATERIALS
A. LIBRARY CARDS
1. ADULT CARDS. Library cards are free of charge to residents of the Library
taxing district and to persons who pay property taxes or license a business in
Monroe County but reside elsewhere. Military personnel and family on active
duty in Monroe County are also eligible for a free resident card.
To receive a free library card, applicants typically provide a valid Florida Driver's
License or Florida ID card displaying their current Monroe County address. If
these forms of identification are not available, or if the address is not current or
local, an applicant may provide a valid, government-issued photo ID card with
one of the following: 0.
• Monroe County Property Tax Receipt or Business License
• Pay stub, IRS return or printed bank checks showing applicant's name
and local address
• A current residential lease of at least 6 months
• Monroe County School or Employer ID
• Current Monroe County Utility Bills
• Monroe County Voter's Registration Card
• Current Monroe County Vehicle or Vessel Registration
N
Library card holders agree to be responsible for materials borrowed and for all
overdue fines and fees incurred for lost or damaged materials. Library
registration and circulation records identifying individual readers are considered
confidential, as described in Florida Statute 257.261 (See Statement of
Confidentiality, Appendix F.)
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2. RECIPROCITY AGREEMENT: The Monroe County Public
Library System has an agreement with the Florida Keys Community
College for reciprocal use of library cards and the ensuing
borrowing privileges.
3. CHILDREN'S CARDS: Children who reside in Monroe County, as
evidenced by parental address given at the time of registration, may apply
for a library card as soon as they can print their name. If the child is under
fourteen (14) years of age, the application must be signed by a parent or
guardian, who will be held responsible for library materials borrowed, as
well as for any fines or fees accrued on that card. The adult also accepts
all responsibility for the selection of materials made by the child. The
Monroe County Public Library System does not act in loco parentis, i.e., in
the place of a parent. Any restrictions placed on a child's use of the Library
arethe responsibility of the child's parent or guardian, and the Library is
Packet Pg. 80
C.3.a
not responsible for enforcing such restrictions. All library circulating
materials, regardless of format, may be checked out to children upon
compliance with required registration procedures.
4. INSTITUTIONAL CARDS: Institutions located in Monroe County which offer
services to persons who cannot take advantage of
library service through the regular channels are eligible to register
as Institutional Patrons. To do so, proof of the legal name and address of
the institution is required. Such proof consists of a letter placed on file with
the Branch Manager, on the institution's letterhead, signed by the director or
other authorized person, requesting institutional patron status, and stating
that the institution will be responsible for all activities associated with card
use (damages, losses, penalties, fines, etc.)
5. NON-RESIDENTS: Individuals who do not possess appropriate Monroe
County identification may pay a $ 30.00 annual non-refundable fee for a
library card which entitles them to borrowing privileges at all Monroe County
0.
Library branches.
6. EXPIRATION OF LIBRARY CARDS: All library cards must be renewed
annually, including Institutional Patron cards, which require a new letter of
request to be placed on file. There is no charge for card renewal upon its
expiration. �-
7. LOST LIBRARY CARDS: Lost or stolen library cards should be reported '✓
immediately. Timely reporting of the loss prevents the library patron from
being held responsible for materials checked out on his/her lost or stolen
card. Some proof of identity must be presented when applying for a library
card replacement. If there are any charges against the patron's record, over
the set threshold (see SEC. 2.04.C), they must be cleared before a
replacement card can be issued.
0
8. LOSS OF PRIVILEGES: All rightful fines and fees must be paid to
maintain borrowing privileges. Unpaid fines, failure to pay for lost/damaged
materials, or a failure to return library materials may result in the loss of the
patron's library borrowing privileges. (See thresholds for blocks on borrowing
privileges in SEC. 2.04.C.) It is the Library's practice to provide notification of
and to bill for overdue materials, but failure to receive notification or
overdues or of fines and fees accrued does not abrogate the patron's
obligation to return such materials and/or to pay such rightful fines and fees.
Packet Pg. 81
C.3.a
Proposed language:
2.03 OBTAINING A LIBRARY CARD AND BORROWING MATERIALS
A. LIBRARY CARDS
1. ADULT CARDS. Library cards are free of charge to residents of the Library
taxing district and to persons who pay property taxes or license a business in
Monroe County but reside elsewhere. Military personnel and family on active duty
or retired in Monroe County are also eligible for a free resident card.
To receive a free library card, applicants typically provide a valid Florida Driver's
License or Florida ID card displaying their current Monroe County address. If these
forms of identification are not available, or if the address is not current or local, an
applicant may provide a valid, government-issued photo ID card with one of the
following:
• Monroe County Property Tax Receipt or Business License 2
• Pay stub, IRS return or printed bank checks showing applicant's name .
and local address
• A current residential lease of at least 6 months
• Monroe County School or Employer ID
• Current Monroe County Utility Bills
• Monroe County Voter's Registration Card
• Current Monroe County Vehicle or Vessel Registration <
Library card holders agree to be responsible for materials borrowed and for all .�
overdue fines and fees incurred for lost or damaged materials. Library registration
and circulation records identifying individual readers are considered confidential, as
described in Florida Statute 257.261 (See Statement of Confidentiality, Appendix
F.) .2
2. RECIPROCITY AGREEMENT: The Monroe County Public
Library System has an agreement with the Florida Keys Community 2
College for reciprocal use of library cards and the ensuing borrowing
privileges.
3. CHILDREN'S CARDS: Children who reside in Monroe County, as evidenced
by parental address given at the time of registration, may apply for a library
card as soon as they can print their name. If the child is under fourteen (14)
years of age, the application must be signed by a parent or guardian, who will
be held responsible for library materials borrowed, as well as for any fines or
fees accrued on that card. The adult also accepts all responsibility for the
selection of materials made by the child. The Monroe County Public Library
System does not act in loco parentis, i.e., in the place of a parent. Any
restrictions placed on a child's use of the Library are
the responsibility of the child's parent or guardian, and the Library is
not responsible for enforcing such restrictions. All library circulating materials,
regardless of format, may be checked out to children upon compliance with
required registration procedures.
Packet,Pg. 82
C.3.a
4. EASY ACCESS CARD: An Easy Access Library card is available to Monroe
residents who have picture I D but cannot provide address verification. Patrons with
this type of card may use library Internet computers and have full access to all
online databases and services. Easy Access cards also allow for the checkout of up
to three physical items. Up to three holds may be placed with Easy Access cards.
Easy Access cards may be renewed in accordance with library circulation
procedures.
5. INSTITUTIONAL CARDS: Institutions located in Monroe County which offer
services to persons who cannot take advantage of library service through the
regular channels are eligible to register as Institutional Patrons. To do so, proof
of the legal name and address of the institution is required. Such proof
consists of a letter placed on file with the Branch Manager, on the institution's
letterhead, signed by the director or other authorized person, requesting
institutional patron status, and stating that the institution will be responsible for
all activities associated with card use (damages, losses, penalties, fines, etc.)
6. NON-RESIDENTS: Individuals who are not Monroe County residents may 0.
pay a $30.00 annual non-refundable fee for a library card which entitles them
to borrowing privileges at all Monroe County Library branches.
7. EXPIRATION OF LIBRARY CARDS: All library cards must be renewed
annually, including Institutional Patron cards, which require a new letter of
request to be placed on file. There is no charge for card renewal upon its <
expiration. --
8. LOST LIBRARY CARDS: Lost or stolen library cards should be reported
immediately. Timely reporting of the loss prevents the library patron from being
held responsible for materials checked out on his/her lost or stolen card. Some
proof of identity must be presented when applying for a library card
replacement. If there are any charges against the patron's record, over the set
threshold (see SEC. 2.04.C), they must be cleared before a replacement card .
can be issued.
9. LOSS OF PRIVILEGES: All rightful fees must be paid to maintain borrowing E
privileges. Failure to pay for lost/damaged materials, or a failure to return library
materials may result in the loss of the patron's library borrowing privileges. (See
thresholds for blocks on borrowing privileges in SEC. 2.04.C.) It is the Library's
practice to provide notification of and to bill for overdue materials, but failure to
receive notification or overdues or of fees accrued does not abrogate the
patron's obligation to return such materials and/or to pay such rightful fees.
Justification:
An Easy Access library card will be added to remove barrier to library access for community
members who have difficulty providing documentation of permanent address. Retired military
added to list of eligible free card-holders.
Packet,Pg. 83
C.3.b
Revision to Library Policy 2.04
Current language:
2.04 SCHEDULE OF FINES/FEES
A. FINES: The fine schedule for adult materials is ten cents ($.10) per day per item with
a maximum of five dollars ($5.00) per item. For children's materials the fine schedule is
five cents ($.05) per day per item, with a maximum fine of three dollars ($3.00) per item.
Audio and video materials are treated the same as book materials. Fines will never
exceed the replacement cost of the item.
No fines shall accrue for any days when the library is closed. There shall be an initial
grace period of five (5) days for overdue materials, during which no fine shall be levied.
When the grace period has expired, the fine shall accrue from the first day that the
material is overdue.
0
0.
Fines may be waived at the discretion of the Branch Manager and his/her designee
when appropriate. Various circumstances for waiving of fines might include death,
hospitalization, unusual hardship for the patron, or error on the part of the library system.
B. AMNESTY PERIOD: An "Amnesty Period" may be held annually at the discretion of
the Director of Libraries, during which certain penalty fines and fees may be abrogated.
0
C. THRESHOLDS: No material may be checked out nor library cards renewed
for library patrons who have reached any of the following system thresholds:
• Library materials 30 days or more overdue; 2
• Reserves or inter-library loans from outside the Monroe County
Library System one week or more overdue;
• Fines totaling over $ 30.00; E
• Total number of overdue items: 50
• Maximum lost, unpaid items: one
Proposed language:
Overdue materials are not charged a daily fine. Following a 10-day grace period past due date, the
patron's account is blocked from further renewals, checkouts, and access to certain online resources.
After 28 days past due date, overdue items are considered lost and the patron is billed for replacement
value. When overdue items are returned, replaced, or paid, all blocks are resolved and lost item fees
waived.
Packet,Pg. 84
C.3.b
Justification:
Joining Miami-Dade, Palm Beach and Hillsborough county libraries,this policy revision increases access
to the library, decreases negative interactions with customers, and reduces administrative time
collecting and reconciling miniscule coin transactions.
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