Item C22
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
MEETING DATE:
July 14, 2004
DIVISION: COMMUNITY SERVICES
BULK ITEM:
Yes
DEPARTMENT:
LIBRARY
AGENDA ITEM WORDING: Approval of revised Library Policy Sections 2.03 and 2.04, pertaining to obtaining a library
card, borrowing materials, and the schedule of fines and fees.
ITEM BACKGROUND: This is the first such revision since the Library automation system was instituted, and
represents an updating of Library policy to better reflect advances in technologies, practices and procedures. This
revision was approved by the Monroe County Library Advisory Board at their-meeting of June 22,2004.
PREVIOUS RELEVANT BOCC ACTION: On April 14, 1999, the BOCC approved the first major revision of the
Library Policy since the 1990 resolution instituting the official policies of the Monroe County Public Library. Various parts
of the policy have been reviewed, revised and approved in that time span, as circumstances decreed.
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval
TOTAL COST: N/A
COST TO COUNTY: NJA
REVENUE PRODUCING: N/A
BUDGETED: N/A
SOURCE OF FUNDS: N/A
AMOUNT PER MONTH /YEAR: NJA
APPROVED BY: County Attomey
DIVISION DIRECTOR APPROVAL
OMB/Purchasing
Risk Management
i Ivr~J:.
S E. MALLOCH, Division Director
DOCUMENTATION: Included
To Follow
Not Required
AGENDA ITEM # (~~ ~
DISPOSITION:
2.03 OBTAINING A UBRARY CARD AND BORROWING MATERIALS
A. LIBRARY CARDS
1. ADULT CARDS: Ubrary cards, which may be used at all County
libraries, are available at no cost to all persons who are residents of
the Monroe County Ubrary taxing district. An individual wishing to
. detennine eligibility for a free card should inquire at the library's
circulation desk. Identification must be presented which indudes
the individual's current Monroe County address. The necessary
procedures and library rules will be explained by library staff. When
the patron receives the library card, he/she is agreeing to be
responsible for materials borrowed with this card and for all
fineslfees incurred as well as loss and/or damage of materials
charged upon it, and to abide by the library lending rules and all
policies and regulations. All library registration and circulation
records, except~~!~t~~~_ ~_ ~!~1iQ!1.~~ct_~~~ti_9.f1_,..
shall be confidential infonnation, as described in Aorida Statute
257.261. (See STATEMENT OF CONFIDEN11AUTY, APPENDIX
F.)
2. RECIPROCITY AGREEMENT: The Monroe County Public
Ubrary 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 LJbrary 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 fonnat, 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,
( DeIdId: _
1
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 aU 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 $ 15.00 annual non-
refundable fee for a library card which entitles them to borrowing
privileges at all Monroe County Ubrary branches.
6. EXPIRATION OF LIBRARY CARDS: Allllb~ry 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. Tamely reporting of the loss prevents the
Iibnlry patron from being held responsible for materials checked out
on hislher lost or stolen car("J~~~_~_~_~~_r:t:I_~~_~___m___ j'
presented when applying for a library card replacementJf~~~~t'llt_
any Pt_~_~ aaainst the oatron's record,J?~f_~~______________________ '
set threshold (see SEC. 2.04.C), they must be cleared before a
replacement card can be issued.
~:,.~Q~:Qf:~RjYIU;G~~;_Af{iV~:~~:~:~~~:~:~ij:,'"
to" maintain borrowing privileges. Unpaid fines, falure to pay for
lostIdamaged materials, or a failure to return Ibrary 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 Ubrary's practice toJ>rovide ~~~!l_~_~~_~~_~~_~f_~~_~
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.
B. BORROWING LIBRARY MATERIALS
1. CARD USAGE: The person borrowing library materials must
present hislher own library card. No one may present another
patronls library card for the purpose of borrowing library materials,
unless the cardholder has given written pennission to that effect. If
1MIeIIllI:. The replIIcement fee for a
IoIt C8Id is 1
S 1.00 for IWl adult and S .50 for.
jweniIe. TheIe Is no charge for
repIIcement d a stolen card
........:. If thefe _ no I1IIIIeriIIa or
m. ctwged 8Q1Iin8t the patron's
record, a ~lIent wit be i88u8d
DeItDII: lIUCtl
DeIeIIIlI: 8. RE-ISSUtNG OF
CAR08: TheIe Is no charge for the
nH8aue d a IibnIry card in order to
change the name or Iltatus. 1
[ DeIeIiId: 9
- { ........: eend
2
a cardholder chooses to allow other persons to use hislher card,
the cardholder remains responsible for all Items checked out on
that card, as well as for any fees or fines that may accrue as a
result of that use. (Exception: a parent who has signed as being
responsible for a juvenile's card, may use that card for the purpose
of borrowing library materials, since that parent has already
accepted responsibility for materials checked out on that card.)
2. READERS' RIGHT TO PRIVACY: Reafflnnlng the Library's
concem.for readers' rights of privacy, the Ubrary will not disclose to
anyone the names of, or other Infonnatlon regarding, readers, and
will not identify materials called for or examined by them. (See
APPENDIX F: STATEMENT OF CONFIDENTIALITY.)
3. RESERVING MATERIALS: If a patron wishes to obtain a book
or nonbook Item(s) not currenUy on the library's shelves but listed in
the library catalog, he/she may place a reselVe request for the
Item(s). As the requested material becomes available, the patron
will be notified. Materials not picked up by the given date will be
made available to the next person on the reselVe list, or retumed to
the library shelves. All nonnally circulating materials at all branches
are loanable throughout the system, regardless of the length of time
the Item has been In the lending library's possession. The
requesting agency Is responsible for detennlnlng if demand
necessitates purchasing an additional copy of the requested title.
4. INTER-LIBRARY LOANS: Every effort Is made, through an
Inter-llbrary loan network, to obtain materials which are needed, but
are not available in the Monroe County Ubrary System.
5. MATERIALS AVAILABLE FOR LOAN: A valid library card
entities the patron to the full range of circulating library materials
throughout the system's collection. These Include, but are not
limited to: books, periodicals, vertical file material, audio cassettes,
.VIDEO MA TERIAL~,-~~ _~p_~~_~~~~ _~~_ ()tllny_a,,~II_a_ble__
materials within the library building does not require a library card.
6. BORROWING LIMITS: Generally there are no limits on the
number of library materials which may be checked out at anyone
time. There are, however, some materials that are limited to use in
the library exclusively, such as reference materials. Additional limits
may.be set bv a partiCUlar branch deoendina on availabilitv of __
materials. Temporary limits may be piaced on materials In high
demand at a particular time, e.g., holiday materials or materials
needed for school reports by a number of patrons at one time.
\
{ DeIet8d: ~deo caaett;;n_-
DeIet8d: Include: two (2) books from
the MW book Iec:tion; three (3) non-
fiction books In one IUbjecl area;
three (3) fiction books by the same
author; Iix (6) magazines; two (2)
video ClI8Mlte tiles; and six (6) audio
ClI8Mlte ...
3
7. STANDARD LOAN PERIOD: The Ubrary reserves the right to
manage loan periods to meet urgent demands on the collection. It
Is the Ubrary's right to recall materials after the first basic loan
period. The standard loan periods are as follows:
a. BOOKS, MAGAZINES, AUDIO CASSETTES: Two (2)
weeks with five renewals If no other patron has requested
tt)ese materials. A block will be placed on requested
materials and their loan period cannot be renewed. Available
materials may be renewed by telephone and/or by,theon-
line public access catalog.
b. REFERENCE MATERIALS: In-Ilbrary use only.
Exceptions may be taken under consideration by the
Reference Ubrarian or the Branch Manager. .under ttlE!..
reciprocal agreement with the Aorida Keys Community
College, a longer circulation period may be arranged by
pennission of the Reference Ubrarlan or the Branch
. Manager.
2:_VIP~9.}/fA TERIALS ~_~R9WlN~~~I_~Y_:_.., _..
a. FREEDOM TO VIEW: The Monroe County Public Library
supports the American Library Association interpretation of
the Bill of RIghts, which afflnns that librarians have a
responsibility to ensure access for all, including children and
young people, to videotapes and other nonprint fonnats, and
to all materials and services that reflect diversity sufficient to
meet their needs. As with books and other materials, the
Library cannot act In loco parentis, but does acknowledge
and support the exercise by parents of their responsibility to
guide their own children's reading and vlewlng. (See
APPENDIX C: FREE ACCESS TO UBRARIES FOR
MINORS, and APPENDIX D: ACCESS FOR CHILDREN
AND YOUNG PEOPLE TO VIDEOTAPES AND OTHER
NONPRINT FORMATS.)
b. ELIGIBILITY: Jt~--':I~~~~~~_~~~ ~_o~JlJ!E!S_ '#II1i9J1 _.. __.. _,
govem the bon'owlng of all other library materials, also apply
to video ~~~_~_I~:____ _ _ __ _ ___ _ _ _ ___ _ _ _. _ _ _ _ _ _ _ _ ___
c. CIRCULATION OF .VIDEO MATERIAL~:__VI(jE!~p1a_te_rial~
shall circulate for one (1) week, with one renewal allowed.
Renewal may be made by telephone and/or bv the online
\
( Deleted: OPAC,
Deleted: If an exception is made, the
item may circulate for a single 24-
hour period only, and mUBt be
returned to the lending source, An
approprillte caeh deposit may be
required, In
- ----.,,---.--.
{=:~E ..__nu
Deleted: A video borra.ver mUBt be
the hokler of a current, valid Monroe
County library card and in good
manding.
DeIetiM: C8lI8ette
Deleted: VIDEO CASSETTE
Deleted: C8lI8ette
4
public access cataroo . VJCIeoll:l~~~~!~m_i[lYJ)~UEt~IYec:fJ
following the same procedures as with other reserve
materials (See Sec. 2.03.B.3). '-- __ __ _ __ _ _ __ _ __ __ __ __ ___
d. RETURNING.VIDEO MATERIAl~:__.VIDEO MATERIAls__
may not be retumed to the library via the book drop. The
borrower Is responsible for any and all damages inCUrred as
a result of using #I~J~~~~_t;l.I:QP_~r. ~~ _~~~~ I~ _i[l_t;l_t;l-'t!~r1La
patron who uses the book drop for video retum may forfeit
.VIDEO MATERIAL J:~~~~~gJ~~M_I~Et~.__ __ _ __
". - ~ - - ~ - - - -- - ~ - - - - - -- ~ - - -. -- - ~ - - -- - - -- -. - - -. -- - - - - - - - - - - - - - - - - - - - - - - - - --
~._.VIDE9 MATERIALS ~~R9wr;_R_~_~~9N~I~I~rrY:,
I. DAMAGES: Borrowers are held responsible for the
safe retum of video ~~tjt_l:ti[lJ~Hm~H9.0J:l_tjt__~ _()f
repair or replacement, should the materials be lost or
damaged. Evidence of tampering wIth.VIDEO _
MATERIAL will result In the forfeiture of video
borrowing privileges.
II. COPYRIGHT LAW: All of the. VIDEO MATERIALs_
Jr1-~~J'~rt~._~~!i[I_fjN_~I-'~9.~__i[l_~ pr.~_te_ct~ _ 1:))'_
the copyright laws of the United States, which must
be strictly observed. The.l1laterials ~~_~\laJ'IJJ:)Itt_f()r
private home use only, unless otherwise Indicated.
III. RESTRICTIONS ON VIDEO USAGE: Admission
fees are not permitted at any film. filmstrip. video. or
DVD showino. nor may these materials be used for
fundraisina purooses.
~-~NP~P_~9~~_~~R!9p~__~~r1~_~i[ly_~_g~f1ttt~_tt~te~(j~_
loan periods for special need, or to cover times when they will be
.out of town. The Individual library, at the discretion of the Branch
Manager, will detennlne which books or materials It will lend for
extended loans. '(For example, books In heavy demand may be
excluded.)
10. RETURNING MATERIALS: Regular circulating materials may
be retumed to any branch In the system. Book drops may be used
for book materials, but due to the likelihood of damage to the
material, not for any audio-vIsual Items. Including, but not limited to,
audio cassettes.,yIDEO MATERIA~,Jm~tgp'~_._~u_~lT1lJterilJls
must be retumed Inside the library during the open hours.
\
{ DeIetIllI: ClI8IIette
DeIeIIelI: A maximum of _ two (2)
video ClI8IIette tiles may be borrowed
on anyone library card at one time,
DeIetIllI: VIDEO CASSETTE
DeIebId: VIdeo cassette
[ DeIeW:_
[ DeIetIllI: video cassette
DeIetIllI: e. ANES: Fines for
O\IertIue video cassette materials will
be _eeseed at $1,00 per day per
title. with a maximum of $ 10,00 ,per
title. I ndivlduals refusing to pay fines
will brfelt all library borrowing
prMlegee
DeIetIllI: f
D.......: VIDEOCASSETTE
DeIeIIelI: cassette
DeIeIIelI: a video cassette
{=::::~u=u
{ D.......: _
DeIeW: C8lI8ettes
, . ( DeIetIllI!.9
{ DeIetIllI: video ~;-
5
11. USE OF STATE AUDIO-VISUAL MATERIALS: The patron's
library card pennlts use of the State of Florida film and video
coReclion, available to Individuals and to groups. A catalog of State
materials Is available at each branch. The circulation staff will
explain regulations and procedures for obtaining and using these
materials.
'f _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ ~ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _. _ _
&__t._l).P_19~t1~I)~__~ql).!~M~NI;_-'~_~_~~~_~~_~~~m_a~~rj~!~.. .
described above, the Ubrary has various audiovisual equipment,
such as film projectors, VCR's, TV's, overhead projectors and other
types of equipment. These Items do not circulate, but are available
for use within the library for library-sponsored programs or for
programs presented by groups who are registered to use the
meeting! conference room and have a signed designee to accept
responsibility for their use. In-library use of these items is also
available to individuals, at the discretion of the Branch Manager.
2.04 SCHEDULE OF FINES/FEES
A. FINES: The fine schedule for adult[ll.~~~_I:i~~_I_~J~~_~I)_tsJ~_.1())p~r
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 ofthree doRars ($3.00) per Item. Audlo.and video_
materials are treated the same as book materials. B~~~ _~!II_I1~~r_ ~)(c:eed.
the reDlacement cost of the Item.
No fines shall accrue for any days when the library is closed. There shall
I be an Initial grace period offlve (5) days for overdue.,_~~~~~'__~_lI_ri~g.u
which no fine shall be levied. When the grace period has expired, the fine
I shall accrue from the first day that the material Is overdue..
Fines may be waived at the discretion of the Branch Manager and his/her
desianee when~wr:9p~_~_._Vljl_r:l_~~_~_~~~~_f~r~ljI_Mng_o!fi~.,~.migm,
Include p._~~,J~~~'~~F1,_ iJ~~_~'_~~lp ~r~_I:I~_ ~~F1,_ ~r ~1TC)r:oF1 t~e .
partpf ~~_~~m~__________ _ __ __ ____ _ _________________________________ _ ___________ _____
B. AMNESTY PERIOD: An -Amnesty Period.~_~yJ~(~_~~ld__ljI_nnlJlilly__atthe
discretion of the Director of Libraries,_(jlJ!irnt~!~_~r:ta,~_ptt~lIltyfll1~sand fees
maybe ~~~~~~____. ___ ___ ______ __ __ __ ____ __ __ ___ ________ __ __ __ __ ___
,
Deleted: 12_ RESTRICTIONS ON
VIDEO USAGE: AdmiMion fees are
not permtlted litany film, filmstrip, or
video Ihowlng, nor may thelle
materia. be UIed I:lr fundraising
purpoeea. All copyright '- must ,
be strictly obselved.
DeJ.W: 13
I Deleted: book
Deleted: ClIlIMlttlll
DeIetIed:, The video ca&&ette fine is
one dollar ($UIO) per day per tille,
with a maximum line of ten dollars
($10.00) per video ClIlIlIette ttle,
1 Deleted: book and
. . . audiOCllM8tte
. [ Deleted: .There is no grllCl! ~ClCl r;;
video catI.ettes,
l=:~
Deleted. .
I Deleted: ,
[Deleted: not to eJC:eed two _eks
, . _ duration,
--.-----..-......--
------------ ---
Deleted: Senior Library
- _ Adminilltrator
DeIetIed: _ _
6
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 da'(s ~r.~~~J?Y~~~~~_hUUU_____u_
· Reserves..m:.!~~~r~~~'Y J~~~~J~ _~~_~!~~ _~~ _~g_n_ro_e qo~~ty_ _
Ubrary SystelT\_~~_~_~~~_~rm_~_",__~~~~~;_ U _ _ _ _ _ U __
· Rnes totaling over $~~@_;u_____m_____u____m____m___
· .Total number of overdue items: 50 _hmu_m__m_ 4
e Maximum lost. unpaid items: one
D. REPLACEMENT FEES: A -replacement fee- Is charged when library
materials are lost or damaged to the extent that they can no longer be
used. This fee covers the current purchase price of the same or a similar
iteR\.. _. _. _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Alternative replacement of lost or damaged material is
acceptable, at the discretion of the Branch Manage!;.__
.Jhe f~~~_~~.~__~~rg~J~_!~_~f~~~g~~ _~_~~_ri_a_l~ _~~ __
determined as follows:
BOOKS: The cost of replacement of a work of fiction or non-fiction,
whether adult or juvenile, Is to be taken from.a current ()~~!il1g_
source, catalog, listing, etc. If the exact edition Is no longer
avaUable In print, the cost of a comparable edition is charged, I.e., a
hardcover book Is to be replaced only by a hardcover, and a
paperback only by a paperback. If the book Is no longer .available in,
any comparable edition, a flat fee system will be used, based on
the most recent pricing Infonnatlon available .c~xr~~t -'I at_ fe~~ _ a~:
CHILDREN'S BOOKS (Hardcover)
CHILDREN'S BOOKS (paperback)
YOUNG ADULT FICTION (Hardcover)
YOUNG ADULT FICTION (paperback)
YOUNG ADULT NON--FICTION (Hardcover)
YOUNG ADULT NON--FICTION (paperback)
ADULT FICTION (Hardcover)
ADULT FICTION (paperback)
ADULT NON-FICTION (Hardcover)
ADULT NON-FICTION (paperback)
15.50
4.50
16.00
4.50
21.00'
7.00
23.50
6.50
30.00
21.00
,,---------------------------
\
DeIeIied: 8ook:s or audio cllSlletles
four WHIcs
- '- DeIeIied:.
, - - ,- DeIeW:, or video caeeetles
-, DeInMI: 20
DeInMI: 4>F_ for k* or
damaged materials that have
continued for two . months or more,'
FormMbId: Bulets and Numbering
DeIeW: , and is In addition to the
"Pf'llC-.ing fee" of ftve OOllal1l ($
5,00) per . - item, which COVt!I1Ithe
COlt d Hbrary proceesing of the lem.
DeIeIied: . and under the follO'Ning
conditione:'
The material is an exact replacement
of the lost or damaged item;'
The replacement item is in new
condltion;'f
The replacement is made in a timely
manner (within 30 days of the
- _ date due).
DeIeIied: BesidelI the five dollal1l ($
5.00) IItnry proc:essjng fee charged
for.oo .em. the
DeIeIied: the current "8ook:s in Print,'
or equivalent
DeIeIied: in print
DeIeIied: from the RR Bowker
Compeny'. Weekly Record, updated
on an annual basill, 811 Plt/llided by
Ubrary Administration br U8e
throughout the system,
DeIetIM:
DeIebId: PERIODICALS:
Replacement 008t ill the COYer C06t
plus two doHal1l ,
($ 2.00) replacement fee,
7
29.95h{ =::=0 CASSETTE
. .'.. { DeIetIeiI: VIDEO CASSETTE
, { DeIebId: tape
NON-BOOK MATERIALS: Replacement cost Is to be taken from a
current ordering source, catalog, listing. etc. If the material Is no longer
. available, and nothing compa~b1e Is found for a price estimate, the
following flat fees are used:
AUDIO CASSETTES (Single tape)
AUDIO CASSETTES (Multiple tape set)
Fee for each tape In set (unless a
replacement can be found for the
1I)dlvlduallost or damaged tape)
The whole set must be paid for even If only a
part Is lost or damaged, unless that part can
be replaced Individually.
_VIDEO MA TERIAL~___(~!ngl_~_.!!Oll)___h_____ _m_ h h___ _ ___
~VIDEO MATERIAL~_._<M~~p'~,Mnit ~~L_mhhm____m_
Fee for each tape In set (unless a
replacement can be found for the
Individual lost or damaged tape)
The whole set must be paid for even If only a
part IS lost or damaged, unless that part can
be replaced Individually.
The total replacement cost for multiple sets Is not to exceed the
actual total value of the set.
12.95
12.95
29.95
COMPACT DISCS
14.95
Other material Is priced at CURRENT REPLACEMENT COST.
't: _ _ _ _ _. _ _ _ ~ _ _ _ _ _ _ _, . _ _ _ _ _ ~. _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ ~ _ _ _ _ _ _. _ _ _ _ _ _ _ _ _ _ . _ _ _ _ _ _ . _
I .g~----.--f~-~~Q.fQB-A_~Q~_~~IP~NT__~_lJn~~!IY1_
15.00
-------------
~._---------------
,
DeIebId: E. . MISCElLANEOUS
FEES:1
,
Replacement br a Io6t library card:t
. ADULT . __ _.. _ 1-.00t
. JUVENilE. _ .. _.. ,50
DeIebId: F
Deleted: ,
,
,
,
,
,
,
8