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G-99-08-26-9A1 - 8/26/1999ORDINANCE NO. l7 " 9- o - 4:Q10 t " AN ORDINANCE AMENDING CHAPTER 1, SECTION 1.1902, CODE OF ORDINANCES (1995 EDITION), CITY OF ROUND ROCK, TEXAS, BY AMENDING THE LIBRARY FEES; PROVIDING FOR A SAVINGS CLAUSE AND REPEALING CONFLICTING ORDINANCES OR RESOLUTIONS. BE IT ORDAINED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS, THAT: I. That Chapter 1, Section 1.1902(2), Code of Ordinances (1995 Edition), City of Round Rock is hereby amended to read as follows: (2) Library User Fees (a) No library user fee for the issuance of a library card shall be charged to a resident of the city or to a non-resident who owns real property within the city according to the records maintained by the city tax office, provided that the non-resident also has no delinquent property taxes due at the time the card is issued. (b) No library user fee for the issuance of a library card shall be charged to a non- resident full time employee of the City of Round Rock. (c) Reciprocal borrowing Georgetown non-resident: This user will pay to the Round Rock Public Library the difference between the Georgetown non-resident individual fee and the Round Rock Public Library's individual user fee. Georgetown resident: No additional fees are assessed. (d) All other non-residents shall be charged an annual non-refundable fee of twenty-five ($25.00) dollars per person or forty ($40.00) dollars per family for the issuance of a library card. (e) The City Manager or his designee shall have the authority to waive the library user fees for persons with economic hardships. II. That Chapter 1, Section 1.1902(5), Code of Ordinances (1995 Edition), City of Round Rock is hereby amended to read as follows: K:\WPDOCS\ORDINANC\090812A1.2WP/scg (5) Fees for Damaged or Lost Material (a) Fees for damaged library materials are as follows: - Torn page (repairable) - 50C per page - Scribbled page (repairable, readable) - 75C per page - Damaged spine (repairable in house) - $2.00 - Damaged spine (repairable by a vendor) - $6.00 - Damaged plastic cover - $1.00 - Damaged or missing book barcode - 75C - Missing or damaged pages (up to 5 pages, black and white image, if a photocopy can be located - $2.00 - Damaged or missing videotape cases - $1.30 - Damaged or missing audio cassette cases that hold: - 1 tape $2.99 - 2 tapes $3.49 - 3 tapes $3.79 - 4 tapes $5.49 - 6 tapes $5.79 - 8 tapes $5.99 - 12 tapes $6.00 - Damaged audio cassettes that have been used: - 1-15 times Full replacement cost - 16-25 times 1 of full replacement cost - 26 or more times No charge - Unabridged materials: $5.00 per damaged or missing cassette plus $2.00 processing per tape - Damaged videotapes that have been used: - 1-20 times Full replacement cost - 21-51 times 1 of full replacement cost - 51 or more times No charge - Damaged frame (art print) - Current and reasonable cost of new frame - Damaged print (art print) - Current and reasonable cost of new print - The borrower will be charged full replacement cost to replace library materials damaged by the following types of damage (see exceptions above for damaged audio cassettes and videotapes). Water damage. - Damaged spine (irreparable in house or by a vendor). - Missing or damaged page and the item cannot be found or its replacement is a colored page. - More than 5 pages of an item that are missing or damaged (even if photocopies can be made to replace them). (b) If an item is lost, the borrower will be charged the replacement cost (including any special binding or storage units), plus a $2.00 handling fee and any other fees incurred for that item. A receipt will be issued to the borrower indicating the cost of the item, the handling fee, any other fees, and if applicable, the cost of any special binding or storage units. If the item is found by the borrower after the item and related charges have been paid, the borrower will not receive a refund. The item paid for will then become the property of the borrower. However, if the item is found in the library by the library staff, all previously paid charges will be refunded 2 to the borrower. If the exact replacement of a lost item cannot be found, the replacement cost is established as follows: - Adult fiction Hardcover Paperback $24.95 $ 6.95 - Adult non-fiction (base fee, additional fee is dependent on subject matter) Hardcover $27.95 Paperback $21.95 - Juvenile fiction Hardcover $16.95 Paperback $ 6.95 - Juvenile non-fiction $16.95 (base fee, additional fee is dependent on subject matter) - Vertical file $ 5.00 - Easy -level material: Easy Readers (ER) $12.95 Non-fiction (ENF) $15.95 (base fee, additional fee is dependent on subject matter) Picture books (E) (16.95) Board books (BB) $ 6.95 - Audio cassettes $15.95 - Videotapes $30.00 - Audio/video kits Replacement cost for similar type of material. - CD-ROMS (audio) $18.95 (for single unit). - Reference materials Replacement cost for similar type of reference source. - Software Replacement cost for similar type of software. - Interlibrary loan Replacement cost determined by the materials library which sent the materials. III. That Chapter 1, Section 1.1902(6), Code of Ordinances (1995 Edition), City of Round Rock is hereby amended to read as follows: (6) Equipment and Building Use Fees (a) The following library equipment fees shall be charged: - Filmstrip projector (available to civic groups; available to city staff at no charge; 24 hour checkout period): $25.00 refundable deposit $ 1.00 bulb use fee $ 5.00 per day overdue fee $ 5.00 per hour in house use if room not reserved (separate fees apply) - Slide projector (available to civic groups; available to city staff at no charge; 24 hour checkout period): 3 $25.00 refundable deposit $ 1.00 bulb use fee $ 5.00 per day overdue fee $ 5.00 per hour in house use if room Projection screen (in-house use): $ 5.00 per hour in house use if room Cable television (in-house use): $ 5.00 per hour in house use if room Public access computers (in-house use): 100 per page printed, even if paper Paper - 5 sheets for 100 Overhead projector (in-house use): $ 5.00 per hour in house use if room Photocopies (in-house use): 100 per page, black and white $1.00 per page, color (b) Meeting Room Use Fees LARGE MEETING ROOM A OR B not reserved (separate fees apply) not reserved (separate fees apply) not reserved (separate fees apply) is supplied by user not reserved (separate fees apply) Group type Rate Length of Time Additional Fees Notes Resident - Non-profit $10.00 2 hour maximum $10.00 per hour, added onto the 2 hour May be used at this rate only 1 time per month. Additional use is $10.00 per hour with a $80.00 daily maximum. Non-resident - Non-profit $12.00 2 hour maximum $12.00 per hour, added onto the 2 hour May be used at this rate only 1 time per month. Additional use is $12.00 per hour with a $96.00 daily maximum. Resident - Private individuals, organizations, businesses $40.00 2 hour minimum $15.00 per hour thereafter Non -Resident - Private individuals, organizations, businesses $50.00 2 hour minimum $19.00 per hour thereafter Additional Fees Kitchen Use $10.00 Hourly rate, maximum $40.00 per day. Non-refundable. Food Use $10.00 Daily rate. Non-refundable. Not charged if kitchen is used and related rates paid Security Deposit $100.00 Not refunded if cancellation made within 7 days of the date of the event. Not refunded if the room is not left in the condition in which it was borrowed. Equipment $10.00 ea. Movie projector, overhead projector, VCR/TV set up. 4 COMBINED MEETING ROOM A AND B Group type Rate Length of Time Additional Fees Notes Resident - Non-profit $16.00 2 hour maximum $16.00 per hour, added onto the 2 hour May be used at this rate only 1 time per month. Additional use is $16.00 per hour with a $128.00 daily maximum. Non-resident - Non-profit $20.00 2 hour maximum $20.00 per hour, added onto the 2 hour May be used at this rate only 1 time per month. Additional use is $19.00 per hour with a $152.00 daily maximum. Resident - Private individuals, organizations, businesses $64.00 2 hour minimum $24.00 per hour thereafter Non -Resident - Private individuals, organizations, businesses $80.00 2 hour minimum $30.00 per hour thereafter Additional Fees Kitchen Use $16.00 Hourly rate, maximum $64.00 per day. Non-refundable. Food Use $20.00 Daily rate. Non-refundable. Security Deposit $160.00 Not refunded if cancellation made within 14 days of the date of the event. Not refunded if the room is not left in the condition in which it was borrowed. Equipment $10.00 ea Movie projector, overhead projector, VCR/TV set up. CHILDREN'S AREA ROOM Group type Rate Length of Time Additional Fees Notes Resident - Non-profit $5.00 2 hour maximum $10.00 per hour, added onto the 2 hour May be used at this rate only 1 time per month. Additional use is $10.00 per hour with a $80.00 daily maximum. Non-resident - Non-profit $7.00 2 hour maximum $12.00 per hour, added onto the 2 hour May be used at this rate only 1 time per month. Additional use is $12.00 per hour with a $96.00 daily maximum. Resident - Private individuals, organizations, businesses $10.00 2 hour minimum $15.00 per hour thereafter 5 Non -Resident - Private individuals, organizations, businesses $12.00 2 hour minimum $19.00 per hour thereafter School projects, Literacy Additional Fees Food Use $5.00 Daily rate. Non-refundable. Security Deposit $50.00 Not refunded if cancellation made within 7 days of the date of the event. Not refunded if the room is not left in the condition in which it was borrowed. Equipment $10.00 ea Movie projector, overhead projector, VCR/TV set up. 20 PERSON ROOM, 2ND FLOOR MEETING ROOM Group type Rate Length of Time Notes School projects, Literacy NC 2 hour maximum May continue use if not reserved or no one is waiting. Resident - Non-profit $2.00 Hourly rate, 2 hour maximum May continue use if not reserved or no one is waiting. Non-resident - Non-profit $3.00 Hourly rate, 2 hour maximum May continue use if not reserved or no one is waiting. Resident - Private individuals, organizations, businesses $4.00 Hourly rate, 2 hour maximum May continue use if not reserved or no one is waiting. Non -Resident, Private individuals, organizations, businesses $5.00 Hourly rate, 2 hour maximum May continue use if not reserved or no one is waiting. Additional Fees Food Use N/A Food is not allowed. Security Deposit N/A N/A. However, reservations are encouraged and accepted up to one month before event. Note: Amplified sound is not allowed in this meeting room. III. A. All ordinances, parts of ordinances, or resolutions in conflict herewith are expressly repealed. B. The invalidity of any section or provision of this 6 ordinance shall not invalidate other sections or provisions thereof. C. The City Council hereby finds and declares that written notice of the date, hour, place and subject of the meeting at which this Ordinance was adopted was posted and that such meeting was open to the public as required by law at all times during which this Ordinance and the subject matter hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act, Chapter 551, Texas Government Code, as amended, and the Act. Alternative 1. By motion duly made, seconded and passed with an affirmative vote of all the Council members present, the requirement for reading this ordinance on two separate days was dispensed with. READ, PASSED, and ADOPTED on first reading this day of , 1999. Alternative 2. READ and APPROVED on first reading this the I day of , 1999. READ, APPROVED and ADOPTED on second reading this the Go t& day o ATTEST: , 1999. E LAND, City Secretary 7 7104r.( ROB .. • . STLUKA, JR .g Mayor xas City of Round Rock, MEETING ROOM FEES Meeting room fees are set to be similar to those found in the Round Rock Parks and Recreation Department. They include a base rate, and then additional fees for food use, which tend to be the most expensive service to provide in terms of janitorial requirements, sanitation, and electrical use. Therefore, those who use the rooms the most intensively will pay accordingly. We also wish to discourage weekly use by any one organization in order to provide access to as many organizations as possible. There are many costs in administering a meeting room program. They are not only custodial, but also staff to make reservations and log in cancellations, refund deposits (involves the Finance Department as well), and enforce policies. Equipment needs to replaced and upgraded as time goes on. The electricity for the refrigerator, stove top, and microwave need to be considered. And, there is always repainting. Library room fees in area libraries. Library Rate Room size Notes Georgetown $10.00 50-75 people Non -profits only. Austin Free Varies. Non-profit use only. No rooms as large as our 250 seat area. All meetings must be open to the general public No religious services or social functions allowed. No fees may be charged by sponsoring agency. Pflugerville Free 30-50 people Non-profit use only San Antonio $100/hr 150 people $200.00 minimum, $800.00 maximum $20/hr 12 people $40.00 minimum, $150 maximum $10/hr 6-10 people $20.00 minimum, $80.00 maximum Cedar Park One room for 75-90 people. All rates a 2 hour fee min. 20% more for non-resident $10.00 for youth groups $50 civic n.on-profit $100 for-profit/private Equipment rental at $20.00 for each piece Ea. additional hour at 1/2 the 2 hour rate. 75% of the meeting use time available is taken up by city department/administrative use. Limited general public access. Meeting room costs The estimate below assumes someone borrows the Targe meeting room (2800 square feet) and 200 people are attending. The room can accommodate 250 people. See other notes below. Cost Item Comments $5.00 Staff time for reservation To make, change, cancel reservations, make room ready, keep records -1/2 hour time w/ benefits $1.24 Electricity for 2 hours (8.88 /hour entire building (40,000 sq ft). 2800 sq ft = $.62 / hour) $2.56 Facilities replacement and repair 10 years, 2 hour use New carpet $13,000, $12000 over 10 years in carpet maintenance, $4000 repaint, $3000 appliance replacement=$32,000. $32,000/25,000=1.28/hour or 2.56 for 2 hours $2.14 Equipment replacement and repair Tables and chairs. Take 25000 hours of use in 10 years (staff would use at least 10,000 hours), divided into the $26644 to replace them in 10 years= $1.07 x 2 = $2.14 $2.00 Bathroom use Water, paper, soaps, extra cleanup not otherwise experienced if meeting did not occur, assuming 1/4 of attendees would use the facility, or 50 people if 200 attending $10.26 Debt related costs, translated to facility use $897,998 (2800 sq. ft debt cost over 20 years at 6% compound), divided by 175200 hours that exist in 20years = $5.13 per hour or 10.26 for 2 hours 23.20 Subtotal 2.30 G&A "Overhead", e.g., legal, finance, purchasing, library admin, 10% rate 25.50 TOTAL ESTIMATE, 2 hour use of large meeting room Notes on figures used: 1. Amoritization reflects an estimated $3,000,000 in construction and related costs just for the new portion. Excludes renovation and other costs associated with the entire building. 2. It is estimated that the public will use the space at the rate of 1500 hours per year (30 hours per week x 50 weeks = 1500). Staff would use the space at a rate of 1000 per year. Total estimate is 25000 hours of meeting room use over 10years. The use by both groups is used to develop an hourly share of the costs to replace items over 10 years (carpet, paint, appliances, chairs & tables). 3. Electricity for each meeting room is controlled separately. Electrical costs assume use while the library is open. Electrical costs will be greater when the library is closed as the restroom and foyer areas are controlled by a thermostat in the library itself. $1.24 for a 2 hour use is minimum cost). 4. Excludes costs for PA system, screen, repair costs on sliding doors, extra wear and tear on foyer carpet, walls, etc. 5. Custodial costs are not included. As we would be using this room anyway, custodial care would be provided whether or not meetings are held by the public. And, the security deposit is in place to cover any extraordinary damage which may occur. 6. Costs for serving food, using the kitchen, using equipment is beyond the base rate and will be charged when such activities take place. MEETING ROOM USE FEE Large meeting room A or B. Either size holds 125 people, sitting classroom style Group type Rate Length of time Additional fees Notes Non-profit/ $10.00 Resident Non-profit/ non- resident Resident Private individuals, organizations, businesses $12.00 $40.00 Non -Resident $50.00 Private individuals, organizations, businesses Additional fees Kitchen use 2 hour maximum 2 hour maximum 2 hour minimum 2 hour minimum $10.00 Food use Security deposit $10.00 $10.00 per hour, added onto the 2 hour $12.00 per hour, added onto the 2 hour $15.00 per hour thereafter $19.00 per hour thereafter May be used at this rate only 1 time per month. Additional use is $10.00 per hour with a $80.00 daily max. May be used at this rate only 1 day per month. Additional use is $12.00 per hour with a $96.00 daily max. Hourly rate, maximum $40.00 per day. Non-refundable Daily rate. Non-refundable. Not charged if kitchen is used and related rates paid. $100.00 Not refunded if cancellation not made within 7 days of the date of the event Not refunded if the room is not left in the condition in which was borrowed. Equipment $10.00 ea Movie projector, overhead projector, VCR/TV set up Combined meeting room A AND B. Holds 250 people sitting classroom style. Group type Resident Non-profit Non-resident Non-profit Resident Private individuals, organizations, businesses Non -Resident Private individuals, organizations, businesses Rate Length of time $16.00 2 hour maximum Additional fees Notes $16.00 per hour, added onto the 2 hour $20.00 2 hour maximum $20.00 per hour, added onto the 2 hour $64.00 2 hour minimum $24.00 per hour thereafter $80.00 2 hour minimum $30.00 per hour thereafter May be used at this rate only 1 time per month. Additional use is $16.00 per hour with a $128.00 daily max. May be used at this rate only 1 day per month. Additional use is $19.00 per hour with a $152.00 daily max. Additional fees Kitchen use $16.00 Hourly, maximum $64.00 per day. Non-refundable Food use $20.00 Security deposit $160.00 Daily rate. Non-refundable. Not charged if kitchen is used and related rates paid. Not refunded if cancellation not made within 14 days of the date of the event. Not refunded if the room is not left in the condition in which was borrowed. Equipment $10.00 ea Movie projector, overhead projector, VCR/TV set up Children's area room. Holds 40 sitting classroom style Group type Rate Resident Non-profit Non-resident Non-profit Resident Private individuals, organizations, businesses ._......._ _.__._.... ........ Non -Resident Private individuals, organizations, businesses $5.00 Length of time 2 hour maximum Additional fees Notes $10.00 per hour, added onto the 2 hour May be used at this rate only 1 time per month. Additional use is $10.00 per hour with a $80.00 daily max. $7.00 $10.00 $12.00 2 hour maximum 2 hour minimum 2 hour minimum $12.00 per hour, added onto the 2 hour $15.00 per hour thereafter $19.00 per hour thereafter May be used at this rate only 1 day per month. Additional use is $12.00 per hour with a $96.00 daily max. Additional fees Food use Security deposit Equipment $5.00 Daily rate. Non-refundable. $50.00 Not refunded if cancellation not made within 7 days of the date of the event Not refunded if the room is not left in the condition in which was borrowed. $10.00 ea Movie projector, overhead projector, VCR/TV set up 20 person room, 21' floor meeting room Group type Rate School projects NC Literacy Resident Non-profit $2.00 Length of time Maximum of 2 hours use Hourly rate, maximum of 2 hours Non-resident Non- $3.00 profit Resident $4.00 Private individuals, organizations, businesses Non -Resident $5.00 Private individuals, organizations, businesses Additional fees Food use Security deposit Hourly rate, maximum of 2 hours Hourly rate, maximum of 2 hours Hourly rate, maximum of 2 hours Notes May continue use is waiting. May continue use is waiting. May continue use is waiting. May continue use is waiting. if not reserved or no one if not reserved or no one if not reserved or no one if not reserved or no one May continue use if not reserved or no one is waiting. N/A N/A Food is not allowed N/A. However, reservations are encouraged and accepted up to one month before event. Note: Amplified sound is not allowed in this meeting room. OTHER FEES Damaged or lost material Lost and damaged/non-reparable material will be increased to 1999 book costs when similar titles need to be purchased. Increase usually runs $1.00-$2.00. For example, a non-fiction book in the sciences in 1995 may have run, on the average, $34.95. Today the same material may run $36.95. No other related processing fees are being changed. Equipment fees Equipment Type Fees Photocopiers color $1.00 per page-- NEW SERVICE Photocopiers b&w 10¢ per page DECREASE from 15¢ Typewriter use fee Eliminate REVENUE GENERATED BY THE LIBRARY The library collects funds for the items listed below. All income goes into the city's general fund. The entire library budget will exceed $1.1 million in the FY 99-00 budget. Source of funds FY 97-98 Actual FY 98-99 Estimate FY 99-00 Estimate* Non-resident fees $29,945 $32,000 $43,000* Photocopying $10,226 $10,564 $12,000 Fines $35,483 $37,200 $40,000 Lost book charges $4,126 $5,400 $6,210* Miscellaneous $1,084 $1,158 $1,200 Meeting room use 0 0 $15,000* TOTAL INCOME $80,864 $86,322 $117,410 ssumes requested fee adjustments go into effect. DATE: August 18, 1999 SUBJECT: City Council Meeting — August 26, 1999 ITEM: 9.A.1. Consider an ordinance amending Library card and other fees. (Second Reading) With the increase cost of running the Library, and the availability of new services, the Library is recommending the increase of various fees. The first reading of the ordinance was approved on August 12, 1999. Staff Resource Person: Dale Ricklefs, Library Director. NON-RESIDENT FEES There are two ways one can calculate the cost of running the library: Per capita: $22.00 operating cost + $8.00 retiring bond debt=$30.00 Or what is becoming more common, the cost to provide the service to those who actually use it: $1,170,000 divided by 26056 registered users = $44.05 Area fees include: Library non-resident fees City Austin Cedar Park Round Rock (current) Georgetown Single $48.00 $30.00 $15.00 $15.00 Family none none $35.00 $25.00 Notes unlimited circulation max of 35 items out at one time limit of 10 checked / individual; 40 / family unlimited circulation Note: CP & Austin also have semi-annual and quarterly fees, respectively, of $15.00 Recommendation From $15.00 to $25.00 single card. Retain limit of 10 books out at one time From $35.00 to $40.00 family card. Maximum of 30 books checked out, not 40 (an alternative is to increase the family rate to $55.00 and maintain a 40 book check out limit) --this would more closely parallel the existing fee structure.