Library Commission Agenda Page 1 July 30, 2020

NOTICE OF MEETING OF THELIBRARY COMMISSION

OF BUDA, TX

6:00 PM - Thursday, July 30, 2020Via Video Conference

Buda, TX 78610

This notice is posted pursuant to the Texas Open Meetings Act. Notice is hereby given that a Special Meeting of theCity of Buda, TX, will be held at which time the following subjects will be discussed and may be acted upon.

VIDEO CONFERENCE Please register to attend the online Library Commission Meeting - July 30, 2020 at 6:00 PM CDT at:https://attendee.gotowebinar.com/register/3259085914094634767Webinar ID: 478-485-571- After registering, you will receive a confirmation email containing information about joining the meeting.- Attendees may call in to listen only. +1 (562) 247-8422ATTENDEE-muted622-866-826

OPPORTUNITY FOR PUBLIC COMMENT OR PUBLIC TESTIMONY: Public Comment and Public Testimony will berecognized upon the Chairperson’s announcement.

An attendee has three options:1) Access the webinar and use the "raise the hand" feature during the meeting.2) Complete the online form for Virtual Public Comment / Public Testimony.3) Use the email option at comments@ci.buda.tx.us. Please include the Council, or which Board/Commission name, and meeting date in subject line

A. CALL TO ORDER

B. ROLL CALL

C. PUBLIC COMMENT/PUBLIC TESTIMONY OPPORTUNITY FOR PUBLIC COMMENT OR PUBLIC TESTIMONY: Public Comment and Public Testimony will be

recognized upon the Chairperson’s announcement.An attendee has three options:1) Access the webinar and use the "raise the hand" feature during the meeting.2) Complete the online form for Virtual Public Comment / Public Testimony.3) Use the email option at comments@ci.buda.tx.us. Please include the Council, or which Board/Commission

name, and meeting date in subject line

D. REGULAR AGENDA

D.1. Discussion and possible action on the minutes of the Library Commission for the Regular Meeting dated February 13th, 2020 (Library Director Melinda Hodges)

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Library Commission Agenda Page 2 July 30, 2020

minutes 2.13.2020.pdf

D.2. Review of Policies VI -XII of the Buda Public Library and the proposed Americans with Disabilities ActPolicy (Library Director Melinda Hodges)

Buda Library ADA Policy 022120.pdfpolicies VI - XII.pdfvolunteer all docs.pdf

E. STAFF REPORTS

E.1. Staff report regarding general library operations in response to the COVID-19 pandemic (Library DirectorMelinda Hodges)

E.2. Information and updates (Library Director Melinda Hodges) Upcoming events: Budget Activity, Electronic Resources, Legislature Activity, Library Operations, Library Programs, Library Personnel, Library Technology, Long Range Planning, New library building and municipal complex, Special Projects.

F. REQUESTS FOR FUTURE AGENDA ITEMS No deliberation or discussion may take place by the Committee during this agenda item

G. ADJOURNMENT Requests for accommodations must be made 48 hours prior to the meeting. Please contact the Board Liaison

listed below at (512) 312-0084, or FAX (512) 312-1889 for information or assistance.

I, the undersigned authority, do hereby certify that the above Notice of Meeting of the Governing Body ofthe City of Buda, was posted on the bulletin board in front of Buda City Hall, which is readily accessible tothe public at all times, by 5:00 pm on July 27th, 2020.

/S/__________________________________ Liaison / Administrative Assistant

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Library Commission Agenda Page 3 July 30, 2020

Meetings scheduled in the Council Chambers are set up to publicly broadcast meetings. You may be audio and video recorded while in this facility.Meetings scheduled in other City Facilities are set up to publicly audio record meetings. You may be audio recorded in the other City Facilities.

In accordance with Article III, Section 3.10, of the Official Code of the City of Buda, the minutes of this meeting consist of the preceding MinuteRecord and the Supplemental Minute Record. Details on meetings may be obtained from the Board Liaison, or video of the entire meeting may bedownloaded from the website. (Portions of the Supplemental Minute Record video tape recording may be distorted due to equipment malfunctionor other uncontrollable factors.)

A Public Comment period will be provided to allow for members of the public to participate and speak to the Board/Commission on any topic thatis not on the meeting agenda. At this time, comments will be taken from the audience on non-agenda related topics. A Public Testimony periodwill be provided at each meeting of the Board/Commission to allow members of the public to participate and speak to the Board/Commission onany topic that is on the meeting agenda, prior to any vote on the matter up for consideration. During these periods, the presiding officer shallroutinely provide three (3) minutes to each person who desires to speak but may provide no less than one (1) minute and no more than five (5)minutes to each person addressing the Board/Commission. The amount of time provided to each person, if altered by the presiding officer, shallbe announced by the presiding officer prior to recognizing persons to speak and shall be objectively applied to all persons speaking during PublicComment or each Public Testimony period.

Attendance by Other Elected or Appointed Officials: It is anticipated that members of other governmental bodies, and/or city boards,commissions and/or committees may attend the meeting in numbers that may constitute a quorum of the body, board, commission and/orcommittee. Notice is hereby given that the meeting, to the extent required by law, is also noticed as a possible meeting of the other body, board,commission and/or committee, whose members may be in attendance, if such numbers constitute a quorum. The members of the boards,commissions and/or committees may be permitted to participate in discussions on the same items listed on the agenda, which occur at themeeting, but no action will be taken by such in attendance unless such item and action is specifically provided for on an agenda for that body,board, commission or committee subject to the Texas Open Meetings Act.

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Agenda Item #D.1.

Library Commission Agenda Item ReportDate: Thursday, July 30, 2020

Agenda Item No. 2020-426- #D.1Contact: Melinda Hodges

Subject: Discussion and possible action on the minutes of the Library Commission for the Regular Meeting dated February 13th, 2020 (Library Director Melinda Hodges)

1. Executive Summary

2. Background/History

3. Staff's review and analysis

4. Financial Impact

5. Summary/Conclusion

6. Pros and Cons

7. Alternatives

8. Recommendation

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Library Commission Minutes

Page 1

February 13, 2020

MINUTES OF THE LIBRARY COMMISSION

OF BUDA, TX

7:00 PM - Thursday, February 13, 2020

This notice is posted pursuant to the Texas Open Meetings Act. Notice is hereby given that a Regular Library Commission Meeting of the City of Buda, TX, will be held at which time the following subjects will be discussed and may be acted upon. A. CALL TO ORDER -Mr. Hunter called the meeting to order at 7:03 pm. B. PLEDGE OF ALLEGIANCE TO THE FLAGS OF THE UNITED STATES AND TEXAS C. ROLL CALL Commissioners present: Marc Hunter, Sue Bellows, Anna Lisa Montoya, Jennifer Porterfield, Clark Lyman, and Jaime

Lee Others present: Melinda Hodges D. PUBLIC COMMENTS/PUBLIC TESTIMONY Members of the public who wish to participate in Public Comment must complete a sign-in form and turn it into the

City Clerk before the period provided for Public Comment is called for consideration by the presiding officer. Members of the public who wish to participate during the Public Testimony period provided for any item on the agenda must complete a sign-in form and turn it into the City Clerk before the item they wish to participate in is called for consideration by the presiding officer.

E. REGULAR AGENDA

E.1. Discussion and possible action on the minutes of the Library Commission for the Regular Meeting dated January 9th, 2020 (Library Director Melinda Hodges)

Ms. Bellows made a motion to accept the minutes as written, which was seconded by Mr. Lyman. The motion passed.

E.2. Review of Policies I-V of the Buda Public Library Melinda presented the current policies and suggested changes and took suggestions and comments from

commissioners. Policy I – Ms. Bellows pointed out a repetition of the terminology “Buda community” which was changed in

another section. Policy II – Remove “Buda community” as Hays County is the determining geographic determination for a free

account. Policy III – no change Policy IV – General guidelines – removed the designation of “controversial” from “The presence of items in

the library collection should not be construed to mean that the library, its staff, or the Library Commission promotes a particular position on such an issue.” Added “Responsiveness to the interest of one individual or group is not restricted on the basis of dislike or objection of another individual or group.” Specific guidelines – Added “editor, illustrator, or producer” to “Authority and reputation of author”. Added “Timeliness, accuracy, and representation of various viewpoints“. Removed “Purpose or intent of book or other material; manner of presentation; Accuracy of information; Contemporary significance; Potential usefulness and general appeal” in an effort to consolidate the list. Mr. Hunter pointed out that publisher could be added to “Authority and reputation of author, editor, illustrator, or producer” and we could remove “Reputation and standing of the publisher”

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Library Commission Agenda

Page 2

February 13, 2020

Languages other than English – no change Interlibrary loan – no change Statement of Intellectual Freedom – no change Deselection of materials – no change Policy V – no change

F. INFORMATION AND UPDATES (LIBRARY DIRECTOR MELINDA HODGES) Upcoming events: Toddler Storytime - 10:30 am on Mondays and Tuesdays. Monday Mix-Up - 4:30 pm on Mondays. Dungeons and Dragons: The Adventure Continues: 2nd and 4th Mondays at 6:00 pm. Homeschool Experience – 1:30 pm on Tuesdays. Read to Samantha – 3:30 pm on Tuesdays Fiber Friends – yarn/crochet/thread club for adults; Tuesdays at 6:00 pm in the Teall Room. High School Equivalency Exam classes: Tuesdays and Thursdays at 6:00 pm, starting Jan. 14th. Preschool Storytime - 10:30 am on Wednesdays and Thursdays. Buda BLAST– 4:00 pm on Wednesdays. Spanish Storytime – 6:00 pm on Wednesdays starting Jan. 29th Buda Kids – 4:00 pm on Thursdays. Tiny Signers for 6 – 18 month olds; 1st and 3rd Fridays at 10:30 am and 1:30 pm through December. The Makers’ Lab Open Hours in February are on Saturday, February 1st and 15th from 1:30 pm to 4:30 pm. Picnic Under the Stars: Friday, February 14th at 6:30 pm in lobby Hays County Master Gardeners class –the Love of Roses: Saturday, February 15th at 10:30 in the Multipurpose Room Library Closed: February 17th Creating Vector Files to Laser Cut: Tuesday, February 18th at 6:00 pm in the Makers’ Lab Dungeons & Dragons – Creating Characters: Tuesday, February 18th at 6:00 pm in the Craft Room Writers’ Group: Tuesday, February 18th at 7:00 pm in the Classroom Be a Library Super User – Digital Magazines and Newspapers: Monday, February 24th at 6:30 pm in the Classroom Black History Month Community Celebration: Saturday, February 29th at 2:00 pm in the lobby. Learn American Sign Language: Saturdays in March at 10:45 in the Multipurpose Room Introduction to Machine Quilting: Saturday, March 7th at 1:00 pm in the Multipurpose Room Bilingual Chilean Concert with Richard Parra: Wednesday, March 11th at 7:00 pm in the Multipurpose Room Hays County Master Gardeners – Stunning Texas Superstars: Saturday, March 21st at 10:30 am; location to be

determined Personnel Changes: Jennifer Hansen has joined the library as a programming assistant and Marcos Rivera has

started as a circulation clerk. Building Update: Melinda explained the removal of the small steps down to the library; it is being changed to a

ramp. G. COMMISSION REQUESTS FOR FUTURE AGENDA ITEMS – none H. ADJOURNMENT Ms. Bellows made a motion to adjourn, seconded by Ms. Lee. The meeting adjourned at 7:38 pm.

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Agenda Item #D.2.

Library Commission Agenda Item ReportDate: Thursday, July 30, 2020

Agenda Item No. 2020-427- #D.2Contact: Melinda Hodges

Subject: Review of Policies VI -XII of the Buda Public Library and the proposedAmericans with Disabilities Act Policy (Library Director Melinda Hodges)

1. Executive SummaryThe Buda Public Library policies are to be reviewed and discussed regularly.

2. Background/Historyn/a

3. Staff's review and analysisPlease see the changed tracked in the attached document to see proposed changes to the policies.

4. Financial Impactn/a

5. Summary/Conclusionn/a

6. Pros and Consn/a

7. Alternativesn/a

8. RecommendationStaff requests that the Library Commission review proposed changes and propose changes asneeded.

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Americans with Disabilities Act Policy

A. General Guidelines - The Buda Public Library (the “Library”) complies with the American

with Disabilities Act of 1990, as amended (the “ADA”) and offers alternative reasonable

compliance to meet its requirements. Accordingly, the Library takes appropriate steps to ensure

that Library communications with applicants, employees and members of the public with ADA

disabilities are as effective as communications with others; makes reasonable accommodations in

Library policies, practices and procedures when necessary to avoid discrimination on the basis of

disability, unless a fundamental alteration in a Library program would be necessary or result; and

operates its services, programs and activities so that, when viewed in their entirety, they are

readily accessible to and usable by individuals with disabilities. The Library provides equal

access to persons with disabilities, including those individuals with service animals.

B. ADA Compliance Officer - The Human Resources Director for the City of Buda or his or her

designee is the Library’s ADA Compliance Officer. The ADA Compliance Officer may be

contacted vis telephone at 512) 523-1043 or via email at vfuchs@ci.buda.tx.us. Implementation

of this Policy is the responsibility of all Library staff.

C. Method of Notification - A copy of this Policy is integral to the Library’s Policies and is

posted on the Library’s website. If a person with visual impairment or other disability inquires

about this Policy or about the Library’s ADA services, staff will offer to read the Policy and to

provide appropriate ADA services.

D. Grievance Procedure - Any person who believes the Library has discriminated against that

person because of the person’s disability may file a written compliant with the ADA Compliance

Officer within sixty (60) calendar days of the alleged discrimination. The complaint must

contain information about the alleged discrimination, including the date, location, persons

involved, and other particulars. The complaint will include the name, address, and telephone

number of the person filing the claim. The complaint will include the complaining person’s

proposed resolution of the matter.

Within fifteen (15) calendar days after receipt of a complaint, the ADA Compliance Officer,

Director or other designated Library representative will meet with the person filing the

complaint, with the purpose of receiving additional information and seeking a mutually

acceptable resolution of the complaint.

Within fifteen (15) calendar days after the meeting, the ADA Compliance Officer, Director, or

other designated Library representative will respond to the person filing the complaint, in writing

or other appropriate format, stating the Library’s response to the complaint and proposed

resolution of the complaint.

Within fifteen (15) calendar days after receipt of the Library’s response, if the Library’s

proposed resolution is not acceptable to the person filing the complaint, that person may submit a

written appeal of the matter to the City Manager. The City Manager will meet with the person

filing the appeal within fifteen (15) business days, with the purpose of receiving any additional

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information and seeking a mutually acceptable resolution of the complaint. The City Manager’s

determination of the complaint is final and binding.

Individuals are protected from retaliation or coercion when pursuing their rights or

responsibilities under the ADA.

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VI. Physical Facilities

Use of the meeting spaces in the City of Buda Municipal Complex, including library spaces, are

governed by the City of Buda Facility Rental and Use Policy.

VII. Gifts Policy

Gift books and materials are evaluated using the same criteria used for selection of all other

materials.

• Books and other materials will be accepted on the condition that the Library Director has

the authority to make whatever disposition seems advisable.

• The library will acknowledge receipt of donated items but is unable to set fair-market or

appraisal values.

• Gifts of money, real property and/or stock will be accepted if conditions attached to them

are acceptable to the Library Commission and to the City Council.

• The library will not accept for deposit materials which are not out-right gifts.

• Gifts made to individual staff members will be governed by the City of Buda’s Gift and

Gratuities Policy.

VIII. Children's Services & Policies

• The library has four primary service goals for children:

o Provide guidance and assistance to children seeking information and reading

materials;

o Provide instruction in the use of the library and basic library resources, computers

and the Internet;

o Stimulate interest in reading and lifelong learning through programs, activities,

story times, special events, etc.;

o Create a positive relationship between the child and the library.

• As a subscriber to the Library Bill of Rights and the Freedom to Read Statement, the

library makes no attempt to supervise or restrict a child’s materials selection. Parents who

wish to guide their child’s materials selection are encouraged to do so. The library makes

available books and pamphlets discussingguidance regarding children’s literature and the

role parents can take in developing reading skills.

• The library is not responsible for unattended children. In order to further our service

goals to all library patrons and to ensure the safety of all, children under age 12 must be

supervised by an adult or other parental representative. Children of all ages must adhere

to the same standards of courteous behavior required of all patrons (see Section II BXI).

The Buda Police Department will be called in suspected cases of neglected, abused or

abandoned children.

IX. Computer & Related Materials Use Policy

• The library will provide public-use computers along with the related hardware and

software.

• The Library Director shall be responsible for the setting of time use limits, reservation

policies, and other day-to-day rules for use of the computers and related materials.

• Materials for use with the computer facilities will be chosen with the same criteria as

outlined in our materials’ selection guidelines in Section IV of this policy statement.

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• Consistent with the philosophy expressed in the Library Bill of Rights and the Freedom

to Read statements of the American Library Association, the library will not withdraw or

include materials except by the policies outlined in Section IV of this policy statement.

The library will not block or deny access to telecommunication services in keeping with

these principles and policies.

• Software and certain other computer related materials are to be used in the library only.

• The user or borrower assumes responsibility for determining the suitability or

appropriateness of materials sent to or acquired through the Internet or email.

• Consistent with our Children’s Services and Policies in Section VIIIX, the library makes

no attempt to supervise or restrict a child’s access to any services or network offered by

the library. Parents who wish to guide their children’s access to any service or network

are encouraged to do so.

• The library is not responsible or liable for any communications exchange, e-mail or other

electronic message to or from a computer to another computer, network, or service. The

library will not act as an agent for any borrower or user in the receipt of any personal

correspondence. Any communications or exchange received by or stored upon the public-

use computers will be considered to be not private in nature and may be deleted by the

library staff at any timeupon the completion of the computer use session.

X. Public Relations

• Some of the primary public relations goals of the library are:

o To aid governing officials, civic leaders, and the general public in understanding

the library’s objectives and services.

o To encourage people of all ages to become active participants in the varied

services offered by the library.

• In order to facilitate a consistent public perception of the library, materials to be used by

the press, radio or television will be facilitated by or approved by the Library Director

and the City of Buda’s Communications Director.

XI. Patron Conduct

• People entering the library are expected to respect the rights of other patrons to use the

library. We ask that all library users acknowledge that there are many different ways to

use the library and to be empathetic towards other users.

• People demonstrating disruptive behavior will be required to leave the library at library

staff’s discretion. Disruptive behavior includes, but is not limited to, unruly actions;

inappropriate behavior; misuse of library property; uncooperative attitude; or actions that

deliberately annoy others or prevent the legitimate use of the library and its resources.

• Abusive language and behavior or harassment of staff or other library users will not be

tolerated. Harassment is defined as persistent and unwelcome conduct or actions. Cell

phones should be turned off or switched to a non-audible signal and should be answered

outside the library.

• Violence or threats of violence will not be tolerated. If a patron is violent, makes violent

threats, or acts in a manner that makes others feel unsafe, library staff may call the local

police to evict the patron from the library. Depending on the severity of the issue, the

patron may not be permitted to return to the library. If necessary, the Library Director will

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request that the Buda Police Department issue a criminal trespass citation in order to enforce

the withdrawal of library privileges.

• The Buda Public Library strives to provide a clean and comfortable environment where

people can enjoy the materials and services provided by the library. Please take actions to

prevent any food or drink spills and immediately report any such occurrences to a staff

member to avoid damage to library property.

• People must stay properly attired in the library at all times, including a torso covering and

shoes. Restroom sinks are to be used for washing hands and faces, except when attending

to an infant.

• Smoking, vaping, tobacco, and illegal drug use is not permitted in the library.

XII. Volunteerism

The Buda Public Library welcomes and encourages members of the community to volunteer

their time and talents to enrich and expand library services. Volunteers are expected to conform

to all policies of the Buda Public Library and the rules outlined in the Volunteer Agreement.

They are selected and retained for as long as the library needs their services. Volunteers may be

used for special events, projects and activities, or on a regular basis to assist staff. Services

provided by volunteers will supplement, but not replace, regular services, and volunteers will not

be used in place of hiring full or part time staff.

Volunteers may apply for paid positions under the same conditions as other outside applicants.

The library will accept minors (13 to 18 years old, if still enrolled in high school) completing

school assigned restitution for non-violent offenses and court assigned restitution for a Class C

misdemeanor after being approved by either the Director, the Assistant Director, or a designee.

Volunteers (and parents, if the volunteer is under 18 years of age) must agree to and sign the

Volunteer Agreement and the City of Buda’s Volunteer Release Form.

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Buda Public Library

Volunteer Application

Name _____________________________________________________________

Address _________________________ City ____________ Zip Code _________

Phone number ____________________ Email ____________________________

Preferred Contact Method (circle): Phone Email

Emergency Contact:

Name: ________________________________ Phone: _____________________

Reason for volunteering:

Voluntary _____ School assigned _____ Court assigned (13-18 yrs. only) _____

Number of hours needed (optional): ________ Needed by (optional) __________

Areas of interest?

____ Shelving books/Shelf reading

____ Housekeeping

____ Plant care

____ Storytime Assistant & Library Programming Helper

____ Makers’ Lab Volunteer

____ Program Instructor (Prepare and present program)

____Other _________________________________________________________

Have you ever worked in a library as a staff member or as a volunteer? _________

Do you have any physical limitations? ___________________________________

_________________________________________ ________________

Signature Date

Staff Review:

Signed Agreements_______ Email/Phone Orientation Date ____ Orientation Completed ______

Scheduled _________ Court Documentation (13-18 yrs. only) _________

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Volunteer Agreement

Volunteers are recognized by the public as representatives of the library and

shall be guided by the same work and behavior codes as library employees.

This includes being respectful to all library staff and patrons, dressing

appropriately, and working diligently at assigned tasks.

Volunteers must be at least 13 years of age, unless approved by the Director

or Assistant Director.

Volunteers completing court or school-ordered restitution will be required to

provide a copy of their paperwork from the court or school detailing the

offense and community service hours required. This will be required for

each separate offense.

Library staff will schedule volunteers based on the library’s need for

volunteers, starting with up to a two (2) hour shift.

Once a volunteer is scheduled, library staff save the time slot and design

duties for that individual. If you are not able to come when scheduled, please

call the library at least an hour before your assigned time. Volunteers that

repeatedly do not come at their assigned times with no prior notice will not

be put on the schedule.

Volunteers will put their cell phones and all other personal belongings into a

volunteer locker before signing in. If there is a situation where a volunteer

needs to keep a phone on their person, it needs to be discussed with the

Director or Assistant Director before signing in.

I understand and agree to follow these guidelines. I understand that

infractions of these guidelines may result in not being permitted to volunteer

for the Buda Public Library in the future.

Volunteer

Parent (if volunteer is under 18 years of age)

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Agenda Item #E.1.

Library Commission Agenda Item ReportDate: Thursday, July 30, 2020

Agenda Item No. 2020-428- #E.1Contact: Melinda Hodges

Subject: Staff report regarding general library operations in response to the COVID-19pandemic (Library Director Melinda Hodges)

1. Executive Summary

2. Background/History

3. Staff's review and analysis

4. Financial Impact

5. Summary/Conclusion

6. Pros and Cons

7. Alternatives

8. Recommendation

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Agenda Item #E.2.

Library Commission Agenda Item ReportDate: Thursday, July 30, 2020

Agenda Item No. 2020-429- #E.2Contact: Melinda Hodges

Subject: Information and updates (Library Director Melinda Hodges)Upcoming events:Budget Activity,Electronic Resources,Legislature Activity,Library Operations,Library Programs,Library Personnel,Library Technology,Long Range Planning,New library building and municipal complex, Special Projects.

1. Executive Summary

2. Background/History

3. Staff's review and analysis

4. Financial Impact

5. Summary/Conclusion

6. Pros and Cons

7. Alternatives

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8. Recommendation

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