Agenda 03/24/2020 Item #16D 1 (Library Computer Usage Fee)03/24/2020
EXECUTIVE SUMMARY
Recommendation to authorize Collier County Public Library to suspend the five-dollar fee for
Computer Usage without a Collier County Public Library Card during the 2020 First Digital
Census.
OBJECTIVE: Collier County Public Library (CCPL) would like to provide the public free access to
complete the 2020 First Digital Census on our public computers located at each of our ten (10) library
locations, beginning March 12, 2020, through an anticipated completion date of August 31, 2020, for the
2020 Census Bureau online survey.
CONSIDERATIONS: For the first time, the Census Bureau will promote online responses as the
preferred method of survey. Accurate and complete data from the U.S. Census Bureau is the basis for
drawing districts for federal, state, and local offices. It determines the allocation of hundreds of billions of
dollars in federal funding to states and localities. Collier County is committed to helping our communities
achieve a complete count.
CCPL recommends temporarily suspending the five-dollar ($5) Computer Usage Fee. Currently, free
computer usage for the Census does not fall under the waiver or reduction in Fines and Fees that can be
made on a limited basis at the discretion of Library Administration.
CCPL provides free access and services to Collier County residents who may need some type of
assistance to complete the short online survey. Our buildings are open to the public and free access can
help ensure that our community is accurately surveyed and represented.
FISCAL IMPACT: Suspending the five-dollar ($5) computer usage fee is anticipated to have a minimal
fiscal impact and can be absorbed with existing funding.
LEGAL CONSIDERATIONS: This Item has been reviewed by the County Attorney, is a pure policy
decision and requires majority vote for approval. -JAK
GROWTH MANAGEMENT IMPACT: None
RECOMMENDATION: To approve a temporary suspension of fees for Computer Usage without a
library card to coincide with 2020 Census dates.
Prepared By: Catherine Cowser, Assistant Director, Library Division
ATTACHMENT(S)
1. ES 2015 waive fines and fees (PDF)
2. Exhibit A_Fines Fees Schedule (PDF)
3. Library Fines and Fee Policy (PDF)
4. Ordinance #93-86 (PDF)
16.D.1
Packet Pg. 579
03/24/2020
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.D.1
Doc ID: 11810
Item Summary: Recommendation to authorize Collier County Public Library to suspend the five-
dollar fee for Computer Usage without a Collier County Public Library Card during the 2020 First Digital
Census.
Meeting Date: 03/24/2020
Prepared by:
Title: Administrative Assistant – Library
Name: Karen Tibbetts
02/25/2020 1:27 PM
Submitted by:
Title: Assistant Division Director - Library – Library
Name: Tanya Williams
02/25/2020 1:27 PM
Approved By:
Review:
Library Tanya Williams Additional Reviewer Completed 02/28/2020 3:56 PM
Operations & Veteran Services Kimberley Grant Level 1 Reviewer Completed 03/02/2020 3:25 PM
Public Services Department Todd Henry Level 1 Division Reviewer Completed 03/02/2020 3:49 PM
Public Services Department Steve Carnell Level 2 Division Administrator Review Completed 03/12/2020 1:26 PM
Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 03/12/2020 1:29 PM
Budget and Management Office Ed Finn Additional Reviewer Completed 03/16/2020 9:51 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 03/17/2020 9:45 AM
County Manager's Office Sean Callahan Level 4 County Manager Review Completed 03/17/2020 10:29 AM
Board of County Commissioners MaryJo Brock Meeting Pending 03/24/2020 9:00 AM
16.D.1
Packet Pg. 580
EXECUTIVE SUMMARY
Recommendation to authorize the Collier County Public Library Staff to waive fines and
fees under specific circumstances and Board approved guidelines.
OBJECTIVE: To formally authorize Library Staff to waive overdue fines and fees within
specific circumstances and in accordance with Board approved guidelines.
CONSIDERATIONS: The Library has surveyed several other Library systems within the state
and has found that it is common practice for library staff to waive patron fines for overdue
materials, often without formal criteria. Collier County has followed a similar, informal policy,
and has waived fines when appropriate.
The County’s Internal Auditor (“IA”) noted in a recent audit evaluation that the Board has not
authorized the Library to waive any fines or fees. The IA recommended that ‘The Department
should have a written policy to provide guidance to employees for waiving fees, fines, or revenue
that is approved by the BCC.”
Staff concurs with this recommendation and has developed the proposed attached policy.
Waivers or reductions in fines or fees may be made on a very limited basis at the discretion of
the Library Director, Assistant Director, building manager, or circulation manager in the event of
certain extenuating circumstances, which include:
• Natural disasters
• Family/medical emergency
• Library error
Each circumstance will be considered on a case-by-case basis to determine whether a waiver
should apply. The waiving of fines and fees is an unusual circumstance. Patrons who have had
fines or fees waived or reduced, either as a single act, or over a period of time, may be denied
further circulation and computer use services until fines and fees are paid
A building or circulation manager may authorize the waiving of fines or fees up to $5. A waiver
of fines or fees in excess of $5 may be authorized by the Library Director, Assistant Director,
Regional /Branch Manager, or supervisor on duty in the extraordinary circumstances, as
described above. Waivers shall not exceed $50.
Our library system has historically experienced a high rate of returned materials. Between Fiscal
Years 2007 and 2013 (seven years), 98.4% of materials checked out were returned.
FISCAL IMPACT: Approval of the proposed Waiver Policy should have limited fiscal impact
on the Library budget, since it has been the informal practice since Library Fines and Fees were
established.
LEGAL CONSIDERATIONS: This item has been approved as to form and legality and
requires a majority vote for Board approval. - CMG
GROWTH MANAGEMENT IMPACT: None.
RECOMMENDATION: That the Board of County Commissioners approves the Library’s
Fines and Fees Waiver Policy.
16.D.1.a
Packet Pg. 581 Attachment: ES 2015 waive fines and fees (11810 : Recommendation to suspend $5 fee for Library computer usage during Census)
Prepared By: Marilyn Matthes, Library Director
Attachment: Library Fines and Fees Waiver Policy, Ordinance 93-86
16.D.1.a
Packet Pg. 582 Attachment: ES 2015 waive fines and fees (11810 : Recommendation to suspend $5 fee for Library computer usage during Census)
EXHIBIT “A”
FINES AND FEES SCHEDULE
Collier County Public Library
LOAN AND COMPUTER USAGE RULES AND FINES:
ITEM
LOAN
PERIOD
FINE
PER
DAY
MAXIMUM
FINE REPLACEMENT COST LIMIT RESERVE RENEW
Adult Books 3 weeks 25¢ $10.00 Actual or $20 default No limit Yes 8
Children’s Books 3 weeks 25¢ $10.00 Actual or $20 default No limit Yes 8
Best Sellers & High
Demand
1 week 25¢ $10.00 Actual or $20 default No limit Yes 8
Adult Paperbacks 3 weeks 25¢ $10.00 Actual or $3 default No limit Yes 8
Young Adult &
Children’s Paperbacks
3 weeks 25¢ $10.00 Actual or $3 default No limit Yes 8
Adult Audio Books 3 weeks 25¢ $10.00 Actual or $10 default No limit Yes 8
Adult CDs 1 week 25¢ $10.00 Actual or $5 default No limit Yes 8
Children’s Audio Books 3 weeks 25¢ $10.00 Actual or $10 default No limit Yes 8
Children’s CDs 1 week 25¢ $10.00 Actual or $10 default No limit Yes 8
DVDs 1 week $1.00 $10.00 Actual or $20 default 10 items Yes 8
Adult Periodicals, Non-
current (Select locations
only)
3 weeks 25¢ $10.00 Cover price 10 items No 8
Young Adult &
Children’s Periodicals,
non-current
(Select locations only)
3 weeks 10¢ $10.00 Cover price 10 items No 8
FEES:
Computer Usage without Library Card $5.00 for up to 2 hours
Laser Printer or Photocopies (black and white) $0.15 per page
Laser Printer or Photocopies (color)
Maximum Fine before Library Service is denied
$.65 per page
$10.00
Microfilm Printouts $0.15 per page
Non-Resident Library Card $10.00 per month
$50.00 per 6 months
$100.00 per 12 months
Repair and/or replacement of damaged media boxes, bags, or book covers $1.00
Replacement cost of lost or damaged materials Retail cost or default listed under Fines
Replacement of a lost or damaged library card $1.00
Replacement Processing fee for lost or damaged items $5.00 per item
16.D.1.b
Packet Pg. 583 Attachment: Exhibit A_Fines Fees Schedule (11810 : Recommendation to suspend $5 fee for Library computer usage during Census)
EXHIBIT “A”
MEETING ROOM FEES:
Facility
Category I.
Non-Profit
Organizations
Rate Per Hour
Category II.
All Others,
including For
Profit
CONFERENCE AND SMALL GROUP ROOMS:
Naples Regional – Conference Room $10.00 $20.00
Golden Gate – Conference Room $10.00 $20.00
Marco Island – Conference Room $10.00 $20.00
Estates Branch – Conference Room $10.00 $20.00
South Regional – Small Group Study Room $10.00 $20.00
SMALL MEETING ROOMS, NO ELECTRONICS
East Naples – Meeting Room $15.00 $25.00
Estates Branch – Large Meeting Room $15.00 $25.00
Immokalee – Meeting Room Parts A & B $15.00 $25.00
Immokalee – Meeting Room Part A or Part B $10.00 $20.00
LARGE MEETING ROOMS/AREAS, WITH ELECTRONICS
HQ Library – Sugden Theater (incl. speakers/microphone) $75.00 $125.00
HQ Library – Courtyard $75.00 $125.00
Naples Regional – Rees Meeting Room (incl. speakers/microphone) $25.00 $50.00
Marco Island – Rose Hall 1. $40.00 $75.00
South Regional – Meeting Rooms A & B (incl. speakers/microphone) $75.00 $125.00
South Regional – Meeting Room A or B (incl. speakers/microphone) $40.00 $75.00
SMALL STUDY ROOMS
Golden Gate – Small Study Rooms $5.00 $10.00
Immokalee – Small Study Room $5.00 $10.00
South Regional – Individual Study Rooms $5.00 $10.00
COMPUTER LABS
Estates Branch – Computer Lab $50.00 $100.00
Immokalee – Computer lab $50.00 $100.00
Added Charges: (per reservation, not per hour)
Projector and/or Internet connection (if available) $25 $50
Food Service $20 $50
HQ Courtyard Chairs $1 each $1 each
HQ Courtyard Stage Lighting $25 $50
HQ Courtyard Speakers/microphone $25 $50
South Regional ‘after hours use’ 2. $31 $31
Small group rooms for volunteer literacy tutors or individuals needing a quiet
study space.
No charge N/A
Computer Software other than MS Office/Internet Connection - Must have
legal right to install requested software. Two weeks’ notice for installation required.) $25.00 $25.00
1. Marco Island Rose Hall: Use of Rose Hall by non-profit organizations based on Marco Island is free of charge. The Marco Island Community raised
funds to build the facility. For-profit groups do pay the ‘Category II’ fee listed.
2. South Regional ‘after hours use’ must start before Library closes and can continue until 10 p.m. Fee is hourly fee charged by County Facilities
Management for Security Officer. After hours use applies only to the Meeting Rooms A and B. Security Guard will ensure building is locked after use. If
Guard is used primarily to lock facility and ensure participants have left it in good condition, fee will be charged for only 1 hour.
1. All rates are charged in one (1) hour increments.
2. Category I Organizations that are not tax-exempt are required to pay sales tax.
3. Category II Organizations are required to pay sales tax.
4. Verification of non-profit tax-exempt status will be required.
5. All libraries shall remain open to the public for normal library activities and hours when facilities are used by outside groups.
16.D.1.b
Packet Pg. 584 Attachment: Exhibit A_Fines Fees Schedule (11810 : Recommendation to suspend $5 fee for Library computer usage during Census)
Library Fines and Fees:
Library fines and fees are not to be waived except in the most extraordinary circumstances.
Waivers or reductions in fines or fees may be made on a very limited basis at the discretion of
the Library Director, Assistant Director, building manager, or circulation manager in the event of
certain extenuating circumstances, which include:
• Natural disasters
• Family/medical emergency
• Library error
Each circumstance will be considered on a case-by-case basis to determine whether a waiver
should apply. The waiving of fines and fees is an unusual circumstance. Patrons who have had
fines or fees waived or reduced, either as a single act, or over a period of time, may be denied
further circulation and computer use services until fines and fees are paid
A building or circulation manager may authorize the waiving of fines or fees up to $5. A waiver
of fines or fees in excess of $5 may be authorized by the Library Director, Assistant Director,
Regional /Branch Manager, or supervisor on duty in the extraordinary circumstances, as
described above. Waivers shall not exceed $50.
If any fines or fees are waived, the waiver must occur before the fines or fees are paid. No
refunds of fines or fees will be given, except as described below.
The accrual and collection of Library Fines and Fees may be suspended during and after
unexpected library closings, caused by both natural and man-made disasters. This will be
applied to all accounts.
Library Administration will evaluate outstanding fines, fees, and loans annually in September.
Materials due three years prior to this date will be considered unrecoverable and will be
removed from the Library databases. Any fees associated with these items will be written off as
non-collectable. Library will follow procedures established by the Board of County
Commissioners to write-off unrecoverable debt.
Library Administration will consider sending any long-term overdue materials or debt to a
collection agency.
Material Refunds:
If an item that has been lost and paid is returned, a refund may be issued if the payment receipt
is retained. Refunds must be requested within 60 days of the payment, and the patron must
present the payment receipt.
Cash refunds are not given. Credit card charge refunds will be paid via a credit to the same
credit or debit card. Payments for lost materials made either in cash or by check will be
reimbursed by the Finance Department, Clerk of Courts, with a check issued within 60 days of
request for a refund.
Materials lost in excess of two years will not be accepted into the Library collection, and the
value must be reimbursed to the Library.
16.D.1.c
Packet Pg. 585 Attachment: Library Fines and Fee Policy (11810 : Recommendation to suspend $5 fee for Library computer usage during Census)
16.D.1.d
Packet Pg. 586 Attachment: Ordinance #93-86 (11810 : Recommendation to suspend $5 fee for Library computer usage during Census)
16.D.1.d
Packet Pg. 587 Attachment: Ordinance #93-86 (11810 : Recommendation to suspend $5 fee for Library computer usage during Census)
16.D.1.d
Packet Pg. 588 Attachment: Ordinance #93-86 (11810 : Recommendation to suspend $5 fee for Library computer usage during Census)
16.D.1.d
Packet Pg. 589 Attachment: Ordinance #93-86 (11810 : Recommendation to suspend $5 fee for Library computer usage during Census)
16.D.1.d
Packet Pg. 590 Attachment: Ordinance #93-86 (11810 : Recommendation to suspend $5 fee for Library computer usage during Census)
16.D.1.d
Packet Pg. 591 Attachment: Ordinance #93-86 (11810 : Recommendation to suspend $5 fee for Library computer usage during Census)