table of appendices - Georgia Public Library Service

Transcription

TABLE OF APPENDICES
APPENDIX A
Maps of Georgia Library Systems
A Timeline of Important Events in Georgia Public Library History
Georgia Public Library System Directory
APPENDIX B
Requirements for Public Library Grant Funds
B-1
APPENDIX C
Georgia Library Law
C-1
APPENDIX D
About Georgia Public Library Service
By the Numbers
PINES: Georgia’s Statewide Library Card
Evergreen: Open-Source Software for Libraries
GOLD: Georgia Online Database
GPLS Children’s Services
GPLS Staff Directory
D-1
D-2
D-3
D-4
D-5
D-6
D-7
APPENDIX E
Social and Economic Benefits of Public Libraries
E-1
APPENDIX F
Georgia Public Library Standards
Introduction
Operating Service Standards
Primary Service Standards
F-1
F-2
F-4
APPENDIX G
Governing Board Member Job Descriptions
G-1
APPENDIX H
Sample Financial Statement with Balance Sheet
H-1
APPENDIX I
List of Suggested Library Policies
I-1
APPENDIX J
Intellectual Freedom Documents
Library Bill of Rights
Freedom to Read Statement
Freedom to View Statement
J-1
J-1
J-4
APPENDIX K
Library Service Responses
K-1
APPENDIX L
Requirements for Capital Outlay Grant Funds
L-1
APPENDIX M
Sample Director Evaluation Instruments
APPENDIX N
Other Relevant State Laws
Open Meetings Law
Open Records Law
Confidentiality of Patron Records
Certification of Librarians
A-1
A-3
A-13
M-1
N-1
N-4
N-14
N-15
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APPENDIX O
Relevant Federal Laws
Age Discrimination Act
Americans with Disabilities Act
Children’s Internet Protection Act
Copyright Law
Fair Labor Standards Act
Family and Medical Leave Act
Library Services and Technology Act
Privacy Act
USA PATRIOT Act
O-1
O-1
O-1
O-1
O-2
O-2
O-3
O-3
O-3
APPENDIX P
Ethics Statement for Public Library Trustees
P-1
APPENDIX Q
Model Constitution and Bylaws for Regional Library Systems
Constitution
Bylaws
Model Constitution and Bylaws for Counties Within Regional Library Systems
Constitution
Bylaws
Model Constitution and Bylaws for Single-County Library Systems
Constitution
Bylaws
Q-1
Q-4
Q-8
Q-10
Q-12
Q-15
APPENDIX R
Sample Library Board Agenda
R-1
APPENDIX S
Parliamentary Procedure at a Glance
S-1
APPENDIX T
Sample Committee Description and Interest Form
T-1
APPENDIX U
Library Board Assessment Instruments
Self Evaluation for Individuals
Board Evaluation
U-1
U-2
APPENDIX V
Board Profile Worksheet
V-1
APPENDIX W
Sample Memorandum of Agreement
Sample Memorandum of Understanding
APPENDIX X
Sample Board Orientation Checklist
X-1
APPENDIX Y
Sample Affidavit for Closed Session
Y-1
APPENDIX Z
Model Participating Agreement
Z-1
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x
W-1
W-4
RESOURCES FOR TRUSTEES
Associations and Continuing Education
Books
Articles
Other Trustee Manuals
Trustee Training Materials on the Web
xix
GLOSSARY OF LIBRARY TERMS
INDEX
xiii
xiv
xvi
xvii
xviii
by Peggy Chambliss
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This page left intentionally blank to preserve organization in future updates.
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APPENDIX A
Maps, Timeline and Directory of Georgia Libraries
Georgia’s Public Library Systems
A-1
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PINES System
(Public Information
Network for Electronic
Services)
Current
Waiting
Non-members
GLASS (Georgia
Library for Assisted
Services) and
Subregional
Talking Book
Centers
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A-2
GPLS and Georgia’s Public Libraries:
A Timeline of Important Events
in Georgia Public Library History
Compiled by the staff of Library Development & Reference Support
J. Elaine Hardy, Library Services Manager
Peggy Chambliss, Library Services Specialist
“It is declared to be the policy of the state, as a part of the provisions for public education, to promote the
establishment of public library service throughout the state.” (O.C.G.A. §20-5-1)
1809
Savannah Library Society opens a subscription library where members of the society
pay a fee for use of the library. The fees
collected go toward the operation and
maintenance of the library.
1837
Georgia State Library is established by the
General Assembly from the Georgia
Supreme Court collection.
1847
Savannah Library Society merges with the
Georgia Historical Society.
1848
Young Men’s Library Association of Augusta opens a subscription library.
1867
Young Men’s Library Association of Atlanta
opens a subscription library.
1874
Macon Public Library opens a subscription
library.
1876
Valdosta Library Association opens a
subscription library.
1878
Americus Library Association opens a
1882
Brooks (County) Library Association opens
a subscription library.
1889
Mary Willis Free Library, Washington,
opens. The first free public library in
Georgia; endowed by Dr. Francis T. Willis
and named for his only daughter.
18931917
Andrew Carnegie, through his library
program, donates funds to build free
public library buildings across the United
States. Georgia cities were also recipients
of these grants. Carnegie libraries were
built in many Georgia cities during this
time, including Atlanta, Albany, Columbus,
Dublin, Montezuma, Moultrie, Newnan,
Pelham, Savannah, Cordele, Americus,
Dawson and Fitzgerald.
1893
Andrew Carnegie offers $100,000 for the
construction of a public library building in
Atlanta, contingent on the city providing a
location and annual support money. Clarke
Library Association, Marietta, opens a
18971919
The General Assembly establishes the
Georgia Library Commission in 1897.
Georgia becomes the first Southern state
to act on their citizens’ need for free public
library service. The first five-member board
is appointed by Governor William Y.
Atkinson on July 27, 1897. The commission is charged by the General Assembly to
“give advice and counsel to all libraries in
A-3
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18971919
(cont.)
1897
1899
the State and to all communities which
may propose to establish them, as to the
best means of establishing and administering such libraries, the selection of books,
cataloguing and other details of library
management. The commission may also
send members to aid in organizing new
libraries or improving those already established” (Georgia State Library Commission
1907, 16). Although Georgia was forward
thinking in establishing the Library Commission, they lagged behind other states
by not appropriating monies for the
commission services or any member
expenses until 1919. Even without state
funding, the commission fulfils its charge
and provides “aid to practically every
Georgia library” (Wootten 1907, 162).
Work is carried on through the sponsorship of the Carnegie Library of Atlanta,
and the commission maintains offices in
the library until 1920.
sustain free public libraries. The law also
provides for the establishment of municipal
library boards to govern the city library
(O.C.G.A. §20-5-20).
1902
Carnegie Library of Atlanta opens, providing free public library service to the citizens
of the city of Atlanta. First Carnegie library
built in the state.
1903
Savannah Public Library opens with the
collection of the Georgia Historical Society
as its nucleus.
Mary Munford Memorial Library,
Cartersville, opens a free public library.
Founded and endowed by Mrs. L.S.
Munford in memory of her daughter, it is
an outgrowth of the Cherokee Club and
uses no publicly appropriated monies.
Georgia Library Club (later the Georgia
Library Association) forms. Their objectives
are to start a school to train professional
librarians, state funding of public libraries
and a special commission to “oversee the
library interests of the state” (Georgia
Library Association 2003).
1905
Southern Library School, Carnegie Library
of Atlanta, opens with a grant from the
Carnegie Library Program.
1906
Carnegie Library Program donates funds to
Atlanta for branch library buildings.
Free Public Library for Negroes, Savannah,
opens with a combination of city monies
and subscription fees.
1907
City council of Atlanta appropriates $5,000
for the maintenance of the Carnegie
Library. The Young Men’s Library Association agrees to merge with the library and
donate their book collection to it.
Seaboard Air Line Railroad traveling library
program is established under the organization of Mrs. Eugene Head.
Brunswick Library opens a subscription
library.
1900
1901
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Price Free Library, Macon, opens. First free
library in Macon, the Price Library is established expressly for the poor by S.B. Price
and Bridges Smith, both mayors of the city.
Nine free public libraries are operating in
Georgia: Price Free Library of Macon,
Savannah Public Library, Mary Willis Library
of Washington, Mary Munford Memorial
Library of Cartersville and Carnegie libraries
in Albany, Atlanta, Cordele, Dublin and
Newnan. A number of free traveling libraries also operate in the state. They include
the Seaboard Air Line Railroad library,
mobile libraries operated by the Atlanta
Woman’s Club and traveling libraries
operated by the Newton County Board of
Education for their school libraries.
Darien Free Reading Room opens.
1919
Municipal Library Law is enacted. Any city
can appropriate money to establish and
A-4
General Assembly appropriates first annual
funds for the Georgia Library Commission
($6,000).
1920
The Georgia Library Commission moves to
offices in the Capitol, hires a professional
librarian, purchases books and begins
lending to all libraries in Georgia.
1922
Southeastern Library Association forms.
Their goals are to adopt standards of and
objectives for library service tailored to the
needs of the region. Formation of regional
libraries is identified as the means to
provide library service to the poor, rural
areas of the South.
19241925
The commission conducts a Vacation
Reading Club for rural children from the
first grade through high school.
1924
Carnegie Library of Atlanta accredited by ALA.
1925
Southern Library School, Carnegie Library of
Atlanta, is transferred to Emory University.
1935
Library Commission becomes the circulation center for supplying the blind readers
of the state with reading matter. Books are
furnished by the Georgia Association for
Workers for the Blind, as the commission
has no funds for books of this kind.
County Library Law enacted. County
governments are permitted to appropriate
funds to establish and sustain free county
public libraries. The legislation also allows
counties to contract for library service
between existing libraries and unserved
areas within the county or with adjoining
counties. The push for the bill is organized
by the Parent Teacher Organization. It
passes both houses of the General Assembly unanimously. Fulton County is the first
in the state to act under the law, the
county commissioners making an initial
appropriation of $5,000 to the Carnegie
Library of Atlanta beginning July 1, 1935.
Free library service is available to residents
of Fulton County from the headquarters
building in Atlanta and all branches.
Georgia Library Association, following ALA
recommendations, establishes objectives
for library development in the state.
Fifty-three free public libraries are operating in 44 counties throughout Georgia.
19361943
1930s
Georgia Citizen’s Library Committee forms
to advance state aid for public libraries,
certification of librarians and the development of regional library systems to better
serve the rural, poor areas of the state.
1930
The University of Wisconsin holds a Rural
Library Extension Institute. Georgia’s field
librarians attend.
19311935
Recognizing the need for trained librarians,
Carnegie, working through the American
Library Association, funds professional
librarians to work as field agents. Miss
Tommie Dora Barker was the first Southern
regional field agent.
19331934
The first relief agency to provide employment during the Great Depression, the
Civil Works Administration (along with the
Georgia Emergency Relief Administration)
creates jobs in public and school libraries in
Georgia. Library programs are strengthened as a result.
A-5
The Works Progress Administration (later
the Works Projects Administration), or
WPA, begins library demonstration projects
as part of its relief efforts. The projects’
goals are to organize and run free public
libraries in communities with little or no
library service. During the program years,
WPA funds establish bookmobile service,
build library buildings, buy books and pay
librarian and staff salaries across Georgia.
The WPA also assists in the formation of
the first regional library systems in Georgia.
The Athens Regional and Cherokee Regional libraries are created under the
demonstration library program. The WPA
expends $1.3 million to libraries in Georgia
before it ends in 1943. Free public library
service was begun in 107 Georgia counties. Population without free library service
dropped from 71 percent to 36 percent
during the program years. The Library
Commission worked closely with the WPA
to facilitate and maintain their demonstration projects across the state.
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1937
State law for the certification for librarians
is enacted requiring the certification of
librarians in state-operated libraries (except
school and law libraries) and libraries
serving more than 5,000.
1938
First bookmobile service is inaugurated in
Thomas County as a WPA demonstration
project.
1940
Athens Regional Library, the first WPA
demonstration regional library in Georgia,
is organized.
1941
School of Library Service at Atlanta University opens.
1943
WPA ends - WPA support of libraries in rural
areas across the South creates a citizenry
unwilling to give up even the limited library
service they received through the demonstration projects. With the ending of the
program, people turn to local authorities to
provide monies to continue support of
public libraries in Georgia. Local funding,
while increased, is not enough for all public
libraries to function. Fifty-two libraries in 21
counties close. Other libraries curtail hours
and services.
ment of rural public library service in
Georgia. Acquiring state aid for public
libraries was a primary objective of the
State Library Commission/Library Extension
Service for 20 years. Several libraries closed
following the loss of WPA support are able
to reopen with state funding (Wheatcroft
1944).
1945
Six regional libraries serve 14 counties, and
41 additional counties give countywide
library service
19441946
Eight additional regional libraries form. Ten
regional libraries now provide service to 23
counties.
19451946
General Assembly appropriates additional
monies for library service. With this funding, local allotments are encouraged to
increase. Matching local funds are not
required to receive county allotments
(which are based on the number of teachers in a county). An additional allotment of
$2,000 is given to regional libraries of two
or more counties with a regional governing
board and a professional librarian as
director. Requirements for state aid include
an effective program of library service to
rural areas, libraries under the control of a
legally constituted board and library
directors certified by the State Board. Also,
local funds have to provide sufficient
support, and state funds are not made
available if the local budget decreased.
1947
Georgia Citizen’s Library Committee
adopts the slogan “Books in Reach of
Every Georgian.”
Statesboro Regional Library becomes the
third regional library system in Georgia.
Acting under calls from the Georgia Library
Association and the Citizen’s Library
Committee (an informal organization
made up of trustees and friends of libraries
across Georgia), the General Assembly
eliminates the Library Commission, transferring its services and functions to the
state Department of Education’s Division of
Textbooks and Libraries. It is renamed the
Library Extension Service.
School of Library Service at Atlanta University becomes first library school for AfricanAmericans accredited by ALA.
1944
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General Assembly appropriates $100,000
for library service as part of the Department of Education’s budget. First grant of
special funds for state aid for the develop-
State of Georgia Constitution is revised.
Provision is made for taxation by counties
for public libraries.
Southeastern States Cooperative Library
Survey conducted by the Southeastern
Library Association.
State aid to libraries equals .30 per capita
(National standard is $1.00 per capita).
1948
A-6
Report of the Georgia Library Survey
Committee.
1948
Twenty-eight bookmobiles are in operation, providing service in 25 counties.
1949
Minimum Foundation Program for Education (MFPE) is enacted by the General
Assembly. Includes provisions for funds for
public libraries and payment of state salary
for one public librarian per county.
1951
MFPE funding appropriates $500,000 for
public library materials, salaries and travel.
1956
Library Services Act (LSA). First federal
funding for libraries is signed into law by
Pres. Dwight D. Eisenhower. Appropriation
is for five years and is limited to library
service to rural areas. LSA provides monetary aid to the Library Extension Service’s
objectives and plans. Staff, materials and
bookmobiles are added.
1957
Survey of Georgia Public Library Service to
Negroes.
1958
Through either a county or regional library,
158 counties have free public library
service.
1961
Library Services Act is renewed for another
five years.
1964
LSA is amended to Library Services and
Construction Act (LSCA). LSCA includes
two titles: Title I provides money for both
rural and metropolitan areas and Title II
provides funds for construction. LSA
provides funds to build 49 public libraries.
1965
1966
1967
The Georgia Citizen’s Library Committee
officially becomes the Georgia Library
Trustees Association and a section of the
Georgia Library Association.
Two additional titles added to LSCA: Title
III, Interlibrary Cooperation, Title IV-A State
Institutional Library Service and Title IV-B
State Library Service to the Physically
Handicapped.
Thirty-five regional libraries serve 129
counties with countywide library service in
all of Georgia’s 159 counties.
1969
Georgia Library Information Network
(GLIN) is founded. Located at the Library
Extension Service offices, GLIN coordinated
interlibrary loans between public, academic and special libraries.
19701971
Library Extension Service is expanded
within the state Department of Education
to the Division of Public Library Services
(DPLS). The division continues its original
directive from 1897 to give counsel, advice
and aid on establishing and administration
of libraries to existing libraries and to those
communities wishing to establish them.
Additional functions added over the years
include: supervising all public libraries;
encouraging and assisting cooperative
library service inside and outside Georgia;
gathering and compiling public library
statistics; developing statewide plans
concerning libraries of all kinds, supervising state and federally funded programs;
facilitating programs for continuing education for librarians and staff; supplying
expertise in the form of consultants to
public libraries; supplementing regional
and county library service by providing
reference, bibliographic and interlibrary
loan services; and encouraging the network model to facilitate the provision of
library service and resources to all citizens
(Brown and Rawles 1975, 9).
1971
Handbook on Constitutions, By-Laws, and
Contracts for Georgia Public Libraries is
published.
1973
Georgia Library for the Blind is established.
Cessation of federal construction funds
under LSCA. The General Assembly provides funding for library construction in the
state.
1974
Adequate Program for Education in Georgia (APEG) is passed by the General Assembly, replacing the Minimum Foundation Program for Education Act.
1975
General Assembly appropriates funds to
implement APEG.
A-7
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1975
(cont.)
Georgia has 36 regional library systems
providing library service to 147 counties
and 11 single-county public libraries.
1984
Revision of library law accomplished.
Article 2 of Chapter 5 of Title 20 of the
OCGA is clarified on questions of creation
of trustee boards, whether library boards
could hold property, how a county system
moves from one regional library system to
another and on whether an individual is
required to return books borrowed. The
revisions also allow for the establishment
of a public library as a tax-exempt entity.
1985
Georgia Intellectual Freedom Manual is
first drafted at the Georgia Library Association Biennial Preconference.
Southeastern States Cooperative Library
Survey, released by Southeastern Library
Association, provides an assessment of
libraries in the Southeast in the 1970s.
Georgia Library Survey is completed,
delineating library resources, services and
funding.
The General Assembly provides funds for
Talking Book Centers, subregional libraries
for the blind and physically handicapped.
The Georgia Council of Public Libraries is
organized.
Federal LSCA Title II funds for library
construction are reauthorized.
1986
LSCA funds and local matching funds are
used to open a portable library kiosk in a
MARTA station. This kiosk is the first of its
kind in a rapid transit station in the United
States.
1988
Georgia OnLine Database (GOLD) is
developed to facilitate the interlibrary loan
process in Georgia among member libraries. GOLD goes online with a database of
over 6 million holdings. First GOLD membership conference is held.
DPLS becomes a member of Solinet
(Southeastern Library Network) and OCLC
(Online Computer Library Center).
1976
Materials grants for public libraries increase
from .16 per capita to not less than .35 per
capita under APEG.
1977
Governor’s Conference on Georgia Library
and Information Services, a state preconference for the White House Conference
on Library and Information Services.
1979
White House Conference on Library and
Information Services.
1980
Adoption of standardized statistical measures and definitions for collection of
library statistics in Georgia (Tope and
Forsee 1989).
1981
First Library Legislative Day is held under
Georgia Council of Public Libraries sponsorship to facilitate contact between library
supporters and legislative representatives.
1982
The General Assembly revises state formulas for aid to public libraries and Talking
Book Centers. The revision of the formulas
is the result of consultation between DPLS,
public library directors and the State Board
of Education.
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Emory University Division of Library and
Information Science issues its final Master
of Library Science degree.
1989
GLIN membership is closed to new members on July 1, 1989.
1995
GeorgiA LIbrary LEarning Online
(GALILEO), a virtual library of electronic
information resources for the citizens of
Georgia, goes online. DPLS is downsized as
part of the Department of Education’s
reorganization. Approximately half of all
the positions in the division are eliminated.
1996
Amendments to the state education laws
by the General Assembly transfer the
Division of Public Library Services to the
Department of Technical and Adult Education, designating it the Office of Public
Library Service (OPLS). Responsibilities of
A-8
1996
(cont.)
OPLS include administering federal and
state grant funds, coordinating cooperative
library activities, providing training, coordinating children’s summer programs,
promoting family literacy, supporting
technology and coordinating and promoting resource sharing among all types of
libraries.
Library Services and Technology Act (LSTA),
part of the Museum and Library Services
Act, replaces LSCA. LSTA funding emphasizes technology and infrastructure while
retaining focus on underserved areas for
library service. Funding under LSTA is
extended to all types of libraries. The
Institute of Museum and Library Services
(IMLS), which oversees LSTA funding, is
created by the act.
1999
Access to GALILEO becomes available on
all public library computers.
Gates Library Foundation awards Georgia’s
public libraries $7 million in equipment,
software and training.
Glascock County opens a public library
facility for the first time. All 159 counties in
the state now have a building housing a
public library.
2000
The Telecommunications Act of 1996
expands Universal Service to the Internet
and provides discounts to public libraries
and public and private schools for
telecommunications and Internet-related
technology.
1997
Standards for Georgia public libraries are
adopted.
Gates Library Foundation is created to
“bring computers and Internet access to
public libraries in low-income communities
in the United States and Canada” (Gates
Foundation 2008).
2001
Office of Public Library Service is renamed
the Georgia Public Library Service.
State Library for the Blind and Physically
Handicapped is renamed Georgia Library
for Accessible Services (GLASS).
PINES phase II inaugurates service in 110
additional facilities across 11 systems.
A telecommunication network for highspeed access for all public libraries is
established.
The required annual statistical report for
libraries is automated.
The A Plus Education Reform Act makes
OPLS a unit of the Board of Regents
(O.C.G.A. § 20-5-2).
Georgia libraries begin purchasing and
installing equipment and software purchased with Gates Foundation monies.
GOLD Advisory Committee and GALILEO
Users Group join to become GOLD/GALILEO
Users Group Advisory Committee.
1998
GPLS, in consultation with libraries across
the state, creates PINES (Public Information
Network for Electronic Services), a library
automation and lending network for
public libraries in Georgia. The first phase
consists of 96 service outlets across 26
systems.
Valdosta State University Master of Library
and Information Science program admits
first students.
2003
First Children’s Services Annual Conference
is held.
Commissioner’s External Advisory Committee and Commissioner’s Internal Advisory
Committeeare formed.
GPLS closes its Trinity Avenue facility. The
Georgia collection of books and materials
is moved to the Middle Georgia Regional
Library in Macon. The staff and professional collection are moved to the main
offices on Clairmont Avenue.
Friends of Georgia Libraries (FOGL) is
established.
A-9
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2003
(cont.)
The board of Clark Atlanta University
decides to close School of Library and
Information Studies, the only ALA-accredited library school in Georgia at the time.
Award from The National Federation of the
Blind (NFB) for assisting in the mission of
achieving equality, opportunity and security for the blind.
2004
PINES Evergreen Project begins. GPLS
initiates developing open source software
for an integrated library computer system
for its PINES network libraries.
2005
Clark Atlanta University School of Library
and Information Studies graduates final
class.
2006
PINES libraries debut the Evergreen software, revolutionizing library automation by
using open source software to run circulation, cataloging and the public library
catalog in an integrated library system
designed expressly for PINES policies and
needs. Prior to this debut, PINES contracted with vendor-developed software.
2007
GPLS wins Mellon Award for Technology
Collaboration for the development and
release of the Evergreen open source
library automation system.
GPLS inaugurates PINNACLE, the Public
Library Institute for New and Creative
Leadership Education, to ensure the future
of high-quality library leadership across the
state.
Valdosta State University Master of Library
and Information Science program is accredited by ALA.
2008
Bill & Melinda Gates Foundation’s Public
Access Computing Hardware Upgrade
Grant (PACHUG) program awards Georgia
public libraries $1.499 million.
Regents Public Library Advisory Committee
is formed.
Georgia currently has 59 library systems
serving all 159 counties with 385 service
outlets and 20 bookmobiles. There are 33
regional library systems providing library
service to 133 counties. There are 26
single-county library systems. Forty-eight
library systems with 275 service outlets are
part of the PINES network, providing a
borderless library for Georgians with a free
PINES library card.
Georgia Library for Accessible Services
(GLASS) receives a 2006 White Cane
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–––––––––––. 1918. Report of the Georgia State Library Commission. Atlanta, Ga.: The Commission.
–––––––––––. 1921. Second report of the Georgia State Library Commission. Atlanta, Ga.: Commission.
–––––––––––. 1922. Third report of the Georgia State Library Commission. Atlanta, Ga.: Commission.
–––––––––––. 1923. Fourth report of the Georgia State Library Commission. Atlanta, Ga.: Commission.
–––––––––––. 1924. Fifth report of the Georgia State Library Commission. Atlanta, Ga.: Commission.
–––––––––––. 1926. Biennial report of the Georgia State Library Commission following the fifth annual report of 1924. Atlanta,
Ga.: Commission.
–––––––––––. 1928. Seventh report of the Georgia State Library Commission. Atlanta, Ga.: Commission.
–––––––––––. 1930. Ten years of library progress in Georgia: Eighth report of the Georgia State Library Commission. Atlanta, Ga.:
Commission.
–––––––––––. 1942. Library progress in Georgia, 1931-1941: Ninth report of the Georgia State Library Commission. Atlanta, Ga.:
Commission.
Harris, Susie M. 1948. Regional library development in Georgia. Term paper, Peabody Library School.
Ploeg, Tom (acting director of the Office of Public Library Services, retired). Personal communication to authors, February 5, 2008.
Rankin, Julie T. 1908. Georgia Library Association. Library Journal. 33:192-193. http://books.google.com (accessed February 3,
2008).
Sessa, Frank B. 2003. Public Libraries, History. In Encyclopedia of Library and Information Science, 2nd Ed. ed. Miriam A. Drake,
2379-2392. New York: Marcel Dekker.
Singleton, David (Deputy State Librarian). Personal communication to the authors, February 5, 2008.
State of Georgia. 2007. Official Code of the State of Georgia. http://www.ga.gov/00/channel_title/0,2094,4802_5031,00.html
(accessed February 6, 2008).
Tope, Diana Ray and Joe B. Forsee. 1989. An informal history of Georgia public libraries: 1964-1989. Georgia Librarian. 28: 13-15.
University of Alabama. School of Library and Information Studies. 2006. Federal Legislation & Libraries. http://webapp.slis.ua.edu/
lsaprogram/ (accessed February 3, 2008).
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Walker, Robert Burke. 1983. Georgia’s Carnegie libraries: A study of their history, their existing conditions, and conservation.
Masters thesis, University of Georgia.
Wheatcroft, Beverly. August 18, 1944. Letter to public libraries from the State Department of Education, Library Extension Service.
Wootten, Katharine H. 1914. Library development in the South since 1907. Bulletin of the American Library Association 8: 158166. http://books.google.com (accessed February 3, 2008).
9/5/2008
A-12
Georgia Public Library System Directory
Library System:
Athens Regional Library System
2025 Baxter Street
Athens, GA 30606
Counties Served:
Clarke
Oconee
Franklin
Oglethorpe
Madison
Library Director:
Kathryn S. Ames
[email protected]
PINES Participating Library
Library System:
Atlanta-Fulton Public Library System
One Margaret Mitchell Square
Atlanta, GA 30303
Phone: 706-613-3650
Fax: 706-613-3660
Web: www.clarke.public.lib.ga.us
Special Needs Center of Northeast Georgia
County Served:
Fulton
Phone: 404-730-1700
Fax: 404-730-1990
Web: www.afplweb.com
Library Director:
John F. Szabo
[email protected]
Library System:
Bartow County Library System
429 West Main Street
Cartersville, GA 30120
County Served:
Bartow
Phone: 770-382-4203
Fax: 770-386-3056
Web: www.bartowlibraryonline.org
Library Director:
Carmen Sims
[email protected]
Library System:
Bartram Trail Regional Library
204 East Liberty Street
Washington, GA 30673
Counties Served:
Wilkes
McDuffie
Taliaferro
Library Director:
Lillie Crowe
[email protected]
A-13
Phone: 706-678-7736
Fax: 706-678-1615
Web: www.btrl.net
9/5/2008
Library System:
Brooks County Public Library
404 Barwick Road
Quitman, GA 31643
Library Director:
Laura Harrison
[email protected]
Library System:
Catoosa County Library
108 Catoosa Circle
Ringgold, GA 30701
Library Director (Interim):
Bridgid Broderick
[email protected]
Library System:
Chattahoochee Valley Libraries
3000 Macon Rd
Columbus, GA 31906-2201
Library Director:
Claudya Muller
[email protected]
Library System:
Chattooga County Library System
360 Farrar Drive
Summerville, GA 30747
Library Director:
Susan Stephens
[email protected]
Library System:
Cherokee Regional Library
305 South Duke Street
LaFayette, GA 30729
Library Director:
Lecia Eubanks
[email protected]
9/5/2008
County Served:
Brooks
Phone: 229-263-4412
Fax: 229-263-8002
Web: n/a
County Served:
Catoosa
Phone: 706-965-3600
Fax: 706-965-3608
Web:
www.catoosacountylibrary.org
Counties Served:
Muscogee
Chattahoochee
Marion
Stewart
Phone: 706-243-2670
Fax: 706-243-2710
Web: www.thecolumbuslibrary.org
Columbus Library for Accessible Services (CLASS)
County Served:
Chattooga
Phone: 706-857-2553
Fax: 706-857-7841
Web:
www.chattoogacountylibrary.org
Counties Served:
Walker
Dade
North Georgia Talking Book Center
A-14
Phone: 706-638-2992
Fax: 706-638-4028
Web: www.chrl.org
Library System:
Chestatee Regional Library System
342 Allen Street
Dawsonville, GA 30534
Library Director:
Claudia Gibson
[email protected]
Library System:
Clayton County Library System
865 Battle Creek Road
Jonesboro, GA 30236
Library Director:
Carol J. Stewart
[email protected]
Library System:
Coastal Plain Regional Library
2014 Chestnut Avenue
Tifton, GA 31794
Library Director:
Carrie Zeiger
[email protected]
Library System:
Cobb County Public Library System
266 Roswell Street
Marietta, GA 30060
Counties Served:
Dawson
Lumpkin
Phone: 706-344-3690
Fax: 706-344-3692
Web: www.chestateelibrary.org
County Served:
Clayton
Phone: 770-473-3850
Fax: 770-473-3858
Web: www.claytonpl.org
Counties Served:
Tift
Berrien
Cook
Irwin
Turner
Phone: 229-386-3400
Fax: 229-386-7007
Web: www.cprl.org
County Served:
Cobb
Phone: 770-528-2320
Fax: 770-528-2367
Web: www.cobbcat.org
Library Director:
Tamara George
[email protected]
Library System:
Conyers-Rockdale Library System
864 Green Street
Conyers, GA 30012
Library Director:
Deborah S. Manget
[email protected]
Counties Served:
Rockdale
Phone: 770-388-5040
Fax: 770-918-6687
Web:
www.conyersrockdalelibrary.org
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9/5/2008
Library System:
Coweta County Public Library
22 East Broad Street
Newnan, GA 30263
County Served:
Coweta
Phone: 770-683-2052
Fax: 770-254-2606
Web: www.coweta.ga.us/
Resources/libraries
Library Director:
Barbara Osborne-Harris
[email protected]
Library System:
DeKalb County Public Library
215 Sycamore Street
Decatur, GA 30030
County Served:
DeKalb
Phone: 404-370-3070
Fax: 404-370-3073
Web: www.dekalblibrary.org
Library Director:
Darro C. Willey
[email protected]
Library System:
DeSoto Trail Regional Library
Camilla, GA 31730
Library Director:
Lisa Rigsby
[email protected]
Library System:
Dougherty County Public Library
300 Pine Avenue
Albany, GA 31701
Counties Served:
Mitchell
Baker
Early
Worth (through 6/30/2008)
Fax: 229-336-9353
Web: www.georgialibraries.org/
~desoto/
County Served:
Dougherty
Phone: 229-420-3200
Fax: 229-420-3215
Web: www.docolib.org
Library Director:
Teresa Cole
[email protected]
Library System:
East Central Georgia Regional Library
902 Greene Street
Augusta, GA 30901
Counties Served:
Richmond
Lincoln
Burke
Warren
Columbia
Library Director:
Gary Swint
[email protected]
9/5/2008
Phone: 229-336-8372
Library for the Blind and Physically Handicapped
Augusta Talking Book Center
A-16
Phone: 706-821-2600
Fax: 706-724-6762
Web: www.ecgrl.org
Library System:
Elbert County Public Library
345 Heard Street
Elberton, GA 30635
Library Director:
Peggy Johnson
[email protected]
Library System:
Fitzgerald-Ben Hill County Library
123 North Main Street
Fitzgerald, GA 31750
County Served:
Elbert
Fax: 706-283-5456
Web: www.elbertcountypl.org
County Served:
Ben Hill
Phone: 229-426-5080
Fax: 229-426-5084
Web: n/a
Library Director:
Sandy Hester
[email protected]
Library System:
Flint River Regional Library
800 Memorial Drive
Griffin, GA 30223
Counties Served:
Spalding
Lamar
Butts
Monroe
Fayette
Pike
Library Director:
Walter H. Murphy
[email protected]
Library System:
Forsyth County Public Library
585 Dahlonega Road
Cumming, GA 30040
Phone: 706-283-5375
County Served:
Forsyth
Phone: 770-412-4770
Fax: 770-412-4773
Web: www.frrls.net
Phone: 770-781-9840
Fax: 770-781-8089
Web: www.forsythpl.org
Library Director:
Jon McDaniel
[email protected]
Library System:
Gwinnett County Public Library
1001 Lawrenceville Highway
Lawrenceville, GA 30045
County Served:
Gwinnett
Phone: 770-822-4522
Fax: 770-822-5379
Web: www.gwinnettpl.org
Nancy Stanbery-Kellam
[email protected]
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9/5/2008
Library System:
Hall County Library System
127 Main Street NW
Gainesville, GA, GA 30501
Library Director:
Adrian Mixson
[email protected]
Library System:
Hart County Library System
150 Benson Street
Hartwell, GA 30643
Library Director:
Richard Sanders
[email protected]
Library System:
Henry County Library System
1001 Florence McGarity Blvd.
McDonough, GA 30252
Library Director:
Carolyn Fuller
[email protected]
Library System:
Houston County Public Libraries
1201 Washington Avenue
Perry, GA 31069
Library Director:
Marsha Christy
[email protected]
Library System:
Jefferson County Library
Louisville, GA 30434
Library Director:
Patricia Edwards
[email protected]
9/5/2008
County Served:
Hall
Phone: 770-532-3311
Fax: 770-532-4305
Web: www.hallcountylibrary.org
East Hall Branch & Special Needs Library
County Served:
Hart
Phone: 706-376-4655
Fax: 706-376-1157
Web: www.hartcountylibrary.com
County Served:
Henry
Phone: 770-954-2806
Fax: 770-954-2808
Web: www.henry.public.lib.ga.us
County Served:
Houston
Phone: 478-987-3050
Fax: 478-987-4572
Web: www.houpl.org
County Served:
Jefferson
Phone: 478-625-3751
Fax: 478-625-7683
Web:
www.jefferson.public.lib.ga.us
A-18
Library System:
Kinchafoonee Regional Library System
913 Forrester Drive SE
Dawson, GA 39842
Library Director:
Norris Wootton
[email protected]
Counties Served:
Terrell
Calhoun
Clay
Quitman
Randolph
Webster
Phone: 229-995-6331
Fax: 229-995-3383
Web: www.krlibrary.org
Library System:
Lake Blackshear Regional Library System
320 Tripp Street (temporary)
Americus, GA 31709
Library Director:
Anne M. Isbell
[email protected]
Library System:
Lee County Public Library
245 Walnut Avenue, South
Leesburg, GA 31763
Counties Served:
Sumter
Crisp
Dooly
Schley
Phone: 229-924-8091
Fax: 229-928-4445
Web: www.lbrls.org
County Served:
Lee
Phone: 229-759-2369
Fax: 229-759-2326
Web: www.leecountylibrary.org
Library Director:
Claire Leavy
[email protected]
Library System:
Live Oak Public Libraries
2002 Bull Street
Savannah, GA 31401
Counties Served:
Chatham
Effingham
Liberty
Phone: 912-652-3600
Library System:
Middle Georgia Regional Library
1180 Washington Avenue
Macon, GA 31201
Counties Served:
Bibb
Macon
Crawford
Twiggs
Jones
Wilkinson
Phone: 478-744-0800
Library Director:
Thomas Jones
[email protected]
Fax: 912-652-3638
Web: www.liveoakpl.org
Library Director:
Christian Kruse
[email protected]
Fax: 478-742-3161
Web: www.co.bibb.ga.us/library
Middle Georgia Subregional Library
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9/5/2008
Library System:
Moultrie-Colquitt County Library
204 5th Street Southeast
Moultrie, GA 31768
County Served:
Colquitt
Library System:
Mountain Regional Library System
P.O. Box 159; 698 Miller Street
Young Harris, GA 30582
Counties Served:
Towns
Fannin
Union
Library Director:
Donna Howell
[email protected]
Library Director:
Greg Heid
[email protected]
Library System:
Northeast Georgia Regional Library
178 East Green Street
Clarkesville, GA 30523
Library Director:
Emerson Murphy
[email protected]
Library System:
Northwest Georgia Regional Library System
310 Cappes Street
Dalton, GA 30720
County Served:
Newton
Phone: 706-379-3732
Fax: 706-379-2047
Web:
www.mountainregionallibrary.org
Phone: 770-787-3231
Fax: 770-784-2092
Web: www.newtonlibrary.org
Counties Served:
Habersham
Rabun
Stephens
White
Phone: 706-754-4413
Fax: 706-754-3479
Web: n/a
Counties Served:
Whitfield
Catoosa
Gordon
Murray
Library Director:
Joe B. Forsee
[email protected]
9/5/2008
Fax: 229-985-0936
Web: ccweb.colquitt.k12.ga.us/
public_lib
Library Director:
Melody S. Jenkins
[email protected]
Library System:
Newton County Library System
7116 Floyd Street NE
Covington, GA 30014
Phone: 229-985-6540
A-20
Phone: 706-876-1360
Fax: 706-272-2977
Web: www.ngrl.org
Library System:
Ocmulgee Regional Library System
531 Second Avenue
Eastman, GA 31023
Counties Served:
Dodge
Telfair
Bleckley
Wheeler
Pulaski
Wilcox
Library Director:
Stephen Whigham
[email protected]
Library System:
Oconee Regional Library
801 Bellevue Avenue
Dublin, GA 31021
Counties Served:
Glascock
Treutlen
Laurens
Washington
Johnson
Library Director:
Leard Daughety
[email protected]
Dublin Talking Book Center
Library System:
Ohoopee Regional Library System
610 Jackson Street
Vidalia, GA 30474
Counties Served:
Toombs
Montgomery
Tattnall
Library Director:
Dusty Gres
[email protected]
Library System:
Okefenokee Regional Library System
401 Lee Avenue
Waycross, GA 31501
Library Director:
Lace Keaton
[email protected]
Library System:
Peach Public Libraries
315 Martin Luther King Jr. Drive
Fort Valley, GA 31030
Library Director:
Gilda Stanbery-Cotney
[email protected]
Phone: 478-374-4711
Fax: 478-374-5646
Web: www.orls.org
Phone: 478-272-5710
Fax: 478-275-5381
Web: www.ocrl.org
Counties Served:
Ware
Appling
Bacon
Clinch
Pierce
Phone: 912-537-9283
Fax: 912-537-3735
Web: www.ohoopeelibrary.org
Phone: 912-287-4978
Fax: 912-284-2533
Web: www.ware.public.lib.ga.us
County Served:
Peach
Phone: 478-825-1640
Fax: 478-825-2061
Web: www.peach.public.lib.ga.us
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9/5/2008
Library System:
Piedmont Regional Library
189 Bell View Street
Winder, GA 30680
Counties Served:
Barrow
Banks
Jackson
Library Director:
Alan Harkness
[email protected]
Library System:
Pine Mountain Regional Library System
218 Perry Street
Manchester, GA 31816
Library Director:
Charles Gee
[email protected]
Library System:
Roddenbery Memorial Library
320 North Broad Street
Cairo, GA 39828
Library Director:
Alan L. Kaye
[email protected]
Library System:
Sara Hightower Regional Library
205 Riverside Parkway NE
Rome, GA 30161
Counties Served:
Meriwether
Talbot
Taylor
Upson
Fax: 770-867-7483
Web: www.prlib.org
Phone: 706-846-2186
Fax: 706-846-8455
Web: www.pinemtnlibrary.org
County Served:
Grady
Phone: 229-377-3632
Fax: 229-377-7204
Web: www.rmlibrary.org
County Served:
Floyd
Polk
Library Director:
Susan Sexton-Cooley
[email protected]
Library System:
Satilla Regional Library
200 S. Madison Avenue, Suite D
Douglas, GA 31533
Counties Served:
Coffee
Atkinson
Jeff Davis
Library Director:
Mark Cole
[email protected]
9/5/2008
Phone: 770-867-2762
A-22
Phone: 706-236-4611
Fax: 706-236-4605
Web: www.romelibrary.org
Phone: 912-384-4667
Fax: 912-389-4365
Web: www.srlsys.org
Library System:
Screven-Jenkins Regional Library
106 South Community Drive
Sylvania, GA 30467
Counties Served:
Screven
Jenkins
Phone: 912-564-7526
Fax: 912-564-7580
Web: www.sjrls.org
Library Director:
Wendy Weinberger
[email protected]
Library System:
Sequoyah Regional Library
116 Brown Industrial Parkway
Canton, GA 30114
Counties Served:
Cherokee
Gilmer
Pickens
Phone: 770-479-3090
Library System:
South Georgia Regional Library
300 Woodrow Wilson Drive
Valdosta, GA 31602
Counties Served:
Lowndes
Echols
Lanier
Phone: 229-333-0086
Library Director:
Chuck Gibson
[email protected]
Library System:
Southwest Georgia Regional Library
301 South Monroe Street
Bainbridge, GA 39819
Counties Served:
Decatur
Miller
Seminole
Library Director:
Susan S. Whittle
[email protected]
Fax: 770-479-3069
Web:
www.sequoyahregionallibrary.org
Library Director:
Susan White
[email protected]
Library System:
Statesboro Regional Library
124 South Main Street
Statesboro, GA 30458
Lois Roberts
[email protected]
Fax: 229-333-7669
Web: www.sgrl.org
Valdosta Talking Book Center
Phone: 229-248-2665
Fax: 229-248-2935
Web: www.swgrl.org
Bainbridge Subregional Library
for the Blind and Physically Handicapped
Counties Served:
Bulloch
Bryan
Candler
Emanuel
Evans
Phone: 912-764-1341
Fax: 912-764-1348
Web: www.srls.public.lib.ga.us
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9/5/2008
Library System:
Thomas County Public Library System
201 North Madison Street
Thomasville, GA 31792
Library Director:
Nancy Tillinghast
[email protected]
Library System:
Three Rivers Regional Library System
208 Gloucester St
Brunswick, GA 31520
Library Director:
Joseph N. Shinnick
[email protected]
Library System:
Troup-Harris Regional Library
115 Alford Street
LaGrange, GA 30240
Library Director:
JoEllen Ostendorf
[email protected]
Library System:
Twin Lakes Library System
151 S. Jefferson Street
Milledgeville, GA 31061
County Served:
Thomas
Fax: 229-225-5258
Web: www.tcpls.org
Counties Served:
Glynn
Long
Brantley
McIntosh
Camden
Wayne
Charlton
Phone: 912-267-1212
Fax: 912-267-9597
Web: www.trrl.org
Three Rivers Talking Book Center
Counties Served:
Troup
Harris
Phone: 706-882-7784
Fax: 706-883-7342
Web: www.thclibrary.net
County Served:
Baldwin
Phone: 478-452-0677
Fax: 478-452-0680
Web:
www.twinlakeslibrarysystem.org
Barry Reese
[email protected]
Library System:
Uncle Remus Regional Library System
1131 East Avenue
Madison, GA 30650
Counties Served:
Morgan
Jasper
Greene
Putnam
Hancock
Walton
Library Director:
Jeff Tomlinson
[email protected]
9/5/2008
Phone: 229-225-5252
A-24
Phone: 706-342-4974
Fax: 706-342-4510
Web: www.uncleremus.org
Library System:
West Georgia Regional Library
710 Rome Street
Carrollton, GA 30117
Library Director:
James P. Cooper
[email protected]
Library System:
Worth County Library System
205 Pope Street
Sylvester, GA 31791
Library Director:
Leigh Wiley
[email protected]
Counties Served:
Carroll
Douglas
Haralson
Heard
Paulding
Phone: 770-836-6711
Fax: 770-836-4787
Web: www.wgrl.net
County Served:
Worth
Phone: 229-776-2096
Fax: 229-776-0079
Web: Coming soon
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A-25
9/5/2008
APPENDIX B
Requirements for Public Library Grant Funds
GEORGIA PUBLIC LIBRARY SERVICE
REGULATIONS/RULES FOR STATE AID
January 2003 (NOTE: New rules currently under review)
PLS-6-2-.01 REQUIREMENTS FOR PUBLIC LIBRARY STATE AID GRANT FUNDS
(1) DEFINITIONS
(a) Affiliated library – a library that is a member of a library system.
(b) Appropriated or levied taxes – taxes budgeted by action of the legal body of the local governmental
taxing agency (city council, county commission, school board).
(c) Current year – fiscal year for which the local governmental taxing agency plans and operates its budget.
(d) Deposit – sum of money given as security for the use of equipment or materials that is returned to the
patron when the equipment or materials are returned.
(e) Fee – fixed charge for a service.
(f)
Fine – charge for failing to return library materials when due.
(g) Headquarters – administrative office of the system.
(h) Library materials – books, periodicals, serials, pamphlets, videotapes, films, computer software,
microforms, records, audiotapes, compact discs, slides, maps and other items commonly found in library
collections.
(i)
Library System Board of Trustees – board that governs a county or regional library system.
(j) Local support – funding provided to library system boards of trustees by local governmental agencies
with taxing authority.
(k) Materials selection policy – written statement of the policies of the library system board of trustees for
developing and maintaining the library collection.
(l)
Plan for distribution of services – comprehensive description of services offered by the library system.
(m) Preceding year – preceding fiscal year for which the local governmental taxing agency planned and
operated its budget.
(n) Public library system – either a county public library consisting of one or more libraries in the county or
a regional public library consisting of libraries in two or more counties that have organized with a regional
administration.
(o) School buildings – buildings in which a public or private school is located.
(p) State aid – grants given by the department to public library system boards of trustees.
(2) REQUIREMENTS
(a) In order to receive any state aid funds, public library systems shall meet all requirements of Rule PLS-62-.01 (Requirements for Public Library State Aid Grant Funds).
(b) The library system board of trustees shall have the sole authority to apply for state funds.
(c) Library system boards of trustees shall annually submit for approval to the department a final report
and the application for renewal of state aid on forms available from the department.
B-1
9/5/2008
(d) A public library system shall use state aid grant funds only for the purposes as stated in the grant.
(e) The library system board of trustees shall submit the annual budget and any budget amendments to
the department for approval.
(f) Public library system boards of trustees shall be eligible for state aid funds if local governmental
agencies financially supporting the public library system annually appropriate and make available a
combined minimum local support of $100,000 for a population of 20,000 or less and an additional $1 per
capita for that portion of the population exceeding 20,000. All public library systems that qualified for
state aid on or before June 30, 1993, under the formula in effect at that time, shall remain eligible for
state aid, provided all other applicable rules are met.
1. Local support for the current year shall be equal to or more than the preceding year.
2. Funding agencies may designate funds provided for emergencies or special projects as one-time
expenditures that do not require continuation into the following year.
(g) Each public library system shall include in the calculation of required local support only those funds
provided by local governmental taxing agencies.
(h) The Library system board of trustees shall approve a materials selection policy to include the following:
1. Procedures.
2. Criteria for selection.
3. Collection maintenance and evaluation.
4. A procedure to handle requests to reconsider library materials in the collection.
(i) All libraries affiliated with the system shall be subject to the materials selection policy approved by the
library system board of trustees.
(j) The headquarters library in the public library system shall acquire, catalog, and process all library
materials for the region, including all gift materials meeting the board-approved materials selection policy
donated to any library in the system.
(k) The public library system shall submit to the department a plan for distribution of services through
such means as affiliated libraries, bookmobile service, deposit stations or home delivery systems.
(l)
All public libraries shall be in facilities located separately from school buildings.
(m) The library system board of trustees shall adopt policies on materials, basic services, fees and the use
of library facilities.
1. The library system board of trustees shall provide free basic library service to residents of the
system service area.
2. The library system board of trustees may choose to charge an annual nonresident fee for a
library card to those who reside outside the service area of the library system. Nonresident
cardholders shall be entitled to basic library services at no additional charge.
3. The library system board of trustees may choose to recover from patrons unique, identifiable
pass-through charges to defray costs incurred by the library from a third party in connection with
specific transactions requested by patrons which exceed basic library services.
4. The library system board of trustees shall not allow a rental or fee to be charged for the use of
library facilities, except that a maintenance fee to cover cleaning of the designated area and/or
utilities may be charged.
(n) Each library system board of trustees shall meet at least four times a year and shall maintain at the
headquarters the official minutes of the meetings.
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(o) Each public library system shall have a written personnel policy approved by the library system board
of trustees and submitted to the department.
Authority O.C.G.A. § 20-2-305; 20-5-2; 20-5-3; 20-5-4; 20-5-43; 20-5-46; 20-5-48
Adopted: May 13, 1993
Effective: June 9, 1993
Cross Ref.: Rule PLS-6-2-.05 (Public Library State Aid Grants)
PLS-6-2-.05 PUBLIC LIBRARY STATE AID GRANTS
(1) DEFINITIONS
(a) Professional Librarian – a person who holds a master’s degree in the field of librarianship from an
American Library Association - accredited library school.
(b) Subregional library for the blind and physically handicapped – a library recognized and contracted
with by the Board of Regents University System of Georgia (BOR) to provide specified library services in an
assigned geographic area to persons certified to receive library services under the requirements of the
Library of Congress’ National Library Service for the Blind and Physically Handicapped program.
(2) REQUIREMENTS
(a) Library system boards of trustees shall apply annually for state aid grants.
(b) State-Paid Public Library Position Grants.
1. Library system boards of trustees shall employ as state-paid librarians persons who hold at least
the Librarian’s Professional Graduate Certificate (Grade 5[b]) issued by the Georgia State Board for
the Certification of Librarians.
(i) Persons holding a Librarian’s Semiprofessional Certificate (Grade 2) and employed in a
state-paid librarian position July 1, 1985, and who have continuously been employed in that
position may continue to be employed as a state-paid librarian by the same library system.
(ii) If a person holding a Grade 2 certificate leaves a state-paid librarian position, he or she
may not be reemployed by the same or any other public library system in a state-paid librarian
position unless he or she obtains a Grade 5(b) Librarian’s Professional Graduate Certificate from
the Georgia State Board for the Certification of Librarians.
(c) Public Library Travel Grants.
1. Library system boards of trustees shall apply annually for travel grants for:
(i) Travel of employees holding state-paid positions.
(ii) Operation of library-owned vehicles staffed by a state-paid librarian.
2. Library system boards of trustees shall reimburse state-paid employees according to BOR.
(d) Public Library Maintenance and Operation Grants.
1. Library system boards of trustees shall apply annually for maintenance and operation grants.
The application shall include:
(i) Assurances that each county in the region will receive its per capita share of the funds or
services.
(ii) A description of services to be provided in each county using maintenance and operation
funds.
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(iii) A budget in which the specific expenditures for maintenance and operation funds are
described.
2. The library system board of trustees shall not use the state maintenance and operation grant
for land acquisition, for constructing a new library facility or for remodeling an existing facility.
(e) Public Library Materials Grants.
1. Library system boards of trustees shall apply annually for materials grants to be used only for
purchase of library materials in accordance with the board-approved materials selection policy.
(f)
Grants to Subregional Libraries for the Blind and Physically Handicapped.
1. Library system boards of trustees shall apply annually for subregional library grants to be used
for the operating expenses of the subregional library for the blind and physically handicapped. The
application shall include:
(i) A description of liaison services that will be provided to all counties within the assigned
service area.
(ii) A standard BOR contract which specifies service and operational requirements.
2. The Subregional Library for the Blind and Physically Handicapped shall have on file a signed
“Sublending Agency Services Agreement for Sound Reproducers and Other Reading Equipment”
designating them as a sublending agency by the Library of Congress National Library Service for
the Blind and Physically Handicapped.
Authority O.C.G.A. § 20-2-305; 20-5-1; 20-5-3; 20-5-43; 20-5-45; 20-5-46; 20-5-56; 43-24-4; 47-3-1.
Adopted: July 14, 1994
Effective: August 11, 1994
Cross Ref.: PLS-6-2-.01 (Requirements for Public Library State Aid Grant Funds); National Library
Service for the Blind and Physically Handicapped Network Manual; State of Georgia Travel
Regulations; State Board for the Certification of Librarians Laws and Rules.
PLS-6-2-.06
Administrative Definitions and Requirements
(1) ADMINISTRATION
(a) In the exercise of its management and fiscal responsibilities for public libraries and library
programs, the Board of Regents of the University System of Georgia (BOR) shall establish working
definitions for various types of libraries, levels of service, common procedural functions, and etc.
These definitions will be used to establish common benchmarks for measures of service, grant
eligibility, reporting functions, and accounting functions.
(2) DEFINITIONS
(a) Central Library or Administrative Headquarters
A Central Library or Administrative Headquarters is a single library, or a library which is the
operational center of a multiple-facility library, or an administrative office which is the operational
center of a multiple facility library. Usually, in a single library or a library that is the operational
center of a multiple facility library, all processing is centralized and other administrative services are
performed in these facilities. The principal collections are housed in these facilities. A single library
or a library which is the operational center of a multiple facility library is synonymous with main
library. Single outlet central libraries must meet or exceed branch requirements.
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(b) Branch Library
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A Branch Library is open 30 or more regularly scheduled hours weekly. It has paid library staff with
an organized collection of library materials accessible through on-site catalog. A branch library is in
separate quarters with defined space used solely for library purposes, with a minimum of 1000
gross square feet. A telephone must be on site and not shared. A Branch Library must have a
separate line for computer use and a computer dedicated to a patron use. Branch libraries do not
include administrative office buildings service outlets, bookmobiles, separate meeting/classroom
buildings, processing centers or warehouses.
(c) Library Service Outlet
A Library Service Outlet is open fewer than 30 hours weekly with paid library staff. It has an
organized collection of library materials accessible through on-site catalog. The Library Service
Outlet is in separate quarters with defined space used solely for library purposes, with fewer than
1000 gross square feet. A telephone must be on site and not shared. The Library Service Outlet
must have a separate line for computer use and a computer dedicated to patron use.
(d) Book Deposit
A Book Deposit has no set hours of operation and no paid library staff. A Book Deposit has a
rotating collection of materials and no on-site catalog. Also, it has no telecommunications or
limited/borrowed telecommunications access. A Book Deposit is located in a shared and/or
borrowed space. If any item stated in this definition except Book Deposit locations is met, the
facility is automatically classified as a Book Deposit.
Other types of facilities
Other types of facilities are processing centers, classroom buildings or warehouses.
(e) Circulation
Circulation measures the customer’s ability to use the library’s materials outside the facility. This
activity can be measured in several ways, including courier work load and reserves filled. It does
not reflect the use of materials in the building, measured by in-house use studies. Nor does it
reflect on the staff activity necessary to move items from place to place to get them to the
customer’s hands.
Circulation is defined as checking out the item to the customer for use outside the facility. Should
the customer wish to renew an item, which the library has chosen to be eligible for renewal, the
renewal will count as an additional circulation. Check-ins will not count in circulation.
For the purposes of this definition, deposit collections will count as one circulation per item, unless
there is a formal method in place to measure the circulation (check out of the materials to the
customers for use outside the location of the deposit collection). Then the actual circulation of the
materials will be counted, instead of one circulation/item.
(f) Reporting Requirements
Public Library Systems are required to account for their local, federal, and state funds using the
Standard Georgia Public Library Chart of Accounts. All Public Library reports shall be submitted to
the BOR in a standard format developed by BOR. These reports shall include the revised standard
chart of accounts and other standard reports and coding necessary to accomplish the day to day
operations and management of the public libraries.
Adopted: May 7, 1998
Effective: May 7, 1998
Authority O.C.G.A. § 20-2-305; 20-5
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APPENDIX C
Georgia Library Law
20-5-40.
(a) The governing authority of any county or municipality may establish a public library system. Any public
library established pursuant to this part shall be a tax-exempt institution.
(b) A public library may be established in the following manner:
(1) By resolution or act, at the discretion of the governing authority, of any county or municipality,
or any combination thereof;
(2) By approval of the voters of any county or municipality in a referendum election on the
question of the establishment of a public library as provided in this paragraph. Upon a written
petition containing 35 percent of the registered and qualified voters of a municipality or county
being filed with the appropriate governing authority, the governing authority shall be required to
hold and conduct a special referendum election for the purpose of submitting to the qualified
voters of the municipality or county the question of whether or not a public library, as provided for
in this part, shall be authorized. In the event a majority of the persons voting in the election vote in
favor of the public library, then the governing authority of the municipality or county shall establish
a public library as provided in this part. Otherwise, the governing authority shall have no authority
to do so. Following the expiration of two years after any election is held which results in
disapproval of a public library, as provided in this part, another election on this question shall be
held if another petition, as provided in this paragraph, is filed with the appropriate governing
authority; or
(3) By contractual agreement between the governing authorities of any county or municipality.
20-5-41.
Each library system shall be governed by a board of trustees. Each system shall have a governing board of
trustees but may have other affiliated boards of trustees for member libraries. The county board of library
trustees shall exercise authority in a county system. The regional board of library trustees shall exercise
authority in a multicounty system.
20-5-42.
(a) A county board of trustees shall consist of at least one appointee from each governmental agency
financially supporting the library on a regular basis. Appointments shall be made in writing pursuant to the
constitution and bylaws of the library system, shall be transmitted to the appointee and to the library, and
shall state the length of term and expiration date of the appointment.
(b) A regional board of library trustees shall consist of trustees serving on member county boards who are
appointed to the regional board by each county board for a term specified in writing pursuant to the
constitution and bylaws of the library system.
(c) Board members shall serve staggered terms for continuity of service.
(d) Board members shall be removed for cause or for failure to attend three consecutive meetings pursuant
to the library system’s constitution and bylaws or the local constitution and bylaws.
(e) Vacancies shall be filled in the same manner as appointments are made. If a vacancy occurs prior to the
expiration of a trustee’s term, the new appointee shall complete the unexpired term.
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(f) Members of the governing authority of any county, municipality, or governmental agency financially
supporting the library shall be eligible for appointment and service as members or as ex officio members of
the board of trustees of any library or library system. No such governing authority shall appoint a majority
of its members to the board of trustees of any library or library system nor shall a majority of the board of
trustees of any library or library system consist of members of the governing authority of any single county,
municipality, or governmental agency.
(g) Public library system boards of trustees may provide for ex officio board membership in the system
constitution and bylaws.
20-5-43.
The board of trustees shall have duties and responsibilities which include but are not limited to the
following:
(1) To employ a library director who meets state certification requirements and such other employees as
necessary upon the recommendation of the library system director; provided, however, that the board shall
be authorized to delegate employment of staff members to the library system director;
(2) To approve budgets prepared by the library system director and assume responsibility for the
presentation of the library’s fiscal needs to the supporting agencies;
(3) To attend board meetings;
(4) To establish policies governing library programs, including rules and regulations governing the use of
the library;
(5) To set policy for the administration of gifts of money and property;
(6) To present financial and progress reports to governing officials and to the public;
(7) To notify the appropriate authorities of a vacancy on the board so that a person may be appointed to
complete unexpired or full terms; and
(8) To notify the library system director, in advance, of all meetings of library boards and board
committees.
20-5-44.
Members of the board of trustees shall receive no compensation; provided, however, that such members
may be reimbursed for any reasonable and necessary expenses incurred in the performance of library
business or if stipulated in terms of any bequest or gift. Dues or fees for membership in local, state,
regional, and national library associations may be paid from operating funds in accordance with the
constitution and bylaws of the library system.
20-5-45.
Every public library system shall have a director. Any person appointed as director of a public library
system must hold at least a Grade 5(b) Librarian’s Professional Graduate Certificate, as defined by the State
Board for the Certification of Librarians; provided, however, that any person who was serving as acting
director of a public library system as of July 1, 1984, shall be authorized to continue to serve as director.
The director shall be appointed by the board of trustees and shall be the administrative head of the library
system under the direction and review of the board. The director of a library system shall have duties and
responsibilities which include but are not limited to the following:
(1) To recommend for employment or termination other staff members, as necessary, in compliance with
applicable laws and the availability of funds and to employ or terminate other staff members if so
authorized by the library board;
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(2) To attend all meetings called by the Office of Public Library Services of the Board of Regents of the
University System of Georgia or send a substitute authorized by the office director;
(3) To prepare any local, state, or federal annual budgets;
(4) To notify the board of trustees and the Office of Public Library Services of the Board of Regents of the
University System of Georgia of any failure to comply with:
(A) Policies of the board;
(B) Criteria for state aid;
(C) State and federal rules and regulations; and
(D) All applicable local, state, or federal laws;
(5) To administer the total library program, including all affiliated libraries, in accordance with policies
adopted by the system board of trustees; and
(6) To attend all meetings of the system board of trustees and affiliated boards of trustees or to designate
a person to attend in his or her place.
20-5-46.
The library system shall make such reports as deemed necessary by local and state funding agencies. In
every case at least an annual report of activities, income, and expenditures shall be filed with each funding
agency.
20-5-47.
(a) The board of trustees of each county and regional library shall have a written constitution and bylaws
stating policy which shall be approved by the board. Such constitution and bylaws shall be drafted in
accordance with the current edition of the Handbook on Constitutions, By-laws and Contracts for Georgia
Public Libraries.
(b) Policies stated in the constitution of the county board may not be in conflict with the policies of the
constitution of the regional board and state and federal laws and regulations. The constitution of the
regional board shall not be in conflict with state and federal laws and regulations.
(c) All current constitutions and bylaws must be on file in the Office of Public Library Services of the Board
of Regents of the University System of Georgia, and all amendments must be filed with the office
immediately upon adoption.
20-5-48.
(a) A clear title in fee simple to an approved site on which a library facility is to be located shall be held by
either the library board of trustees or the county or municipality. Title to property used for library purposes
shall be vested in the library board of trustees or in that local agency which makes the major financial
contribution toward construction costs. Notwithstanding any provision in this part to the contrary, any
facility, the title to which currently is held by a nonprofit organization and which is now being operated by
a public library board of trustees, may continue to be operated by that library board of trustees if the
operation of that facility by the board of trustees meets the standards of the Office of Public Library
Services of the Board of Regents of the University System of Georgia; and the title to that facility may
remain in the hands of that nonprofit organization. When the composition of a library system is changed
or when the library system is dissolved and the title is vested in the library board of trustees, the Office of
Public Library Services of the Board of Regents of the University System of Georgia shall serve as mediator
in determining ownership of property.
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(b) Other property including, but not limited to, equipment and materials that were purchased with state,
federal, or contract funds coming through the system budget shall be owned by the system board of
trustees and shall be placed or transferred where it is most useful. Upon dissolution or significant
structural change within the system, such property shall be divided on a pro rata basis according to the
proportion of financial costs of property borne by the involved parties. The library system board of
trustees shall furnish the financial and statistical information considered by the parties attempting to reach
agreement. If the parties are unable to reach a mutually agreeable solution, the final decision of property
ownership shall be made by the Office of Public Library Services of the Board of Regents of the University
System of Georgia or its designee.
20-5-49.
Library systems are authorized to make and enter into such contracts or agreements as are deemed
necessary and desirable. All such contracts or agreements entered into shall:
(1) Detail the specific nature of the services, programs, facilities, arrangements, or properties to
which such contracts or agreements are applicable;
(2) Provide for the allocation of costs and other financial responsibilities;
(3) Specify the respective rights, duties, obligations, and liabilities of the parties; and
(4) Set forth the terms and conditions for duration, renewal, termination, abrogation, disposal of
joint or common property, if any, and all other matters which may be appropriated to the proper
effectuation and performance of the agreement.
No public or private library agency shall enter into any agreement itself, or jointly with any other library
agency, to exercise any power or engage in any action prohibited by the Constitution or laws of this state.
20-5-50.
Each library board which handles finances must keep a current bond for an adequate amount determined
by the board of trustees and recorded in the minutes on the library director, the treasurer of the board of
trustees, or other officials and employees authorized to handle funds. Proof of the bond for each board
must be filed with the Renewal Application for State Aid.
20-5-51.
(a) A library system shall be dissolved by a reversal of procedures followed in its original organization. A
majority of the board members in a majority of the counties must agree to the dissolution of the system.
One county in a multicounty system may withdraw by a reversal of the procedure by which the county
became a member.
(b) If the local constitution and bylaws or participating agreement does not specify a notification period for
withdrawal, the proper notice shall be sent six months prior to the end of the state fiscal year. This notice
must include reasons for the withdrawal and the method by which the decision was reached and must be
sent to the chairman of the system board of trustees and the system library director. The Office of Public
Library Services of the Department of Technical and Adult Education must be notified of the receipt of this
letter of intent within five working days.
(c) Upon dissolution or withdrawal, no further state or federal grant funds shall be paid for or to the
dissolving or withdrawing unit or units until such time as the unit or units reestablish the library or libraries
pursuant to this part and meet eligibility requirements for such grant funds.
(d) A multicounty regional system may elect to expel a member county upon the following conditions:
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(1) Failure of the county to maintain the agreed level of support to the regional system as in the
most recent system-participating agreement; or
(2) Failure of the county to meet criteria which may jeopardize the system’s eligibility for state or
federal funds.
(e) If the system’s constitution and bylaws or participating agreement fails to describe a notice period for
expulsion, the proper notice shall be sent not less than six months prior to the end of the state fiscal year.
This notice must be sent to the chairperson of the county board of trustees, all funding agencies party to
the participating agreement, the system library director, and the Office of Public Library Services of the
Board of Regents of the University System of Georgia.
(f) Upon total dissolution of a library system, all property shall be disposed of as provided in this part.
20-5-52.
Any person who shall steal or unlawfully take or willfully or maliciously write upon, cut, tear, deface,
disfigure, soil, obliterate, break, or destroy or who shall sell or buy or receive, knowing it to have been
stolen, any book, pamphlet, document, newspaper, periodical, map, chart, picture, portrait, engraving,
statue, coin, medal, equipment, specimen, recording, video product, microform, computer software, film,
or other work of literature or object of art or the equipment necessary to its display or use belonging to or
in the care of a public library shall be guilty of a misdemeanor.
20-5-53.
Any person who borrows from any public library any book, newspaper, magazine, manuscript, pamphlet,
publication, recording, video product, microform, computer software, film, or other article or equipment
necessary to its display or use belonging to or in the care of such public library under any agreement to
return it and thereafter fails to return such book, newspaper, magazine, manuscript, pamphlet,
publication, recording, video product, microform, computer software, film, or other article or equipment
necessary to its display or use shall be given written notice, mailed to his last known address or delivered
in person, to return such article or equipment within 15 days after the date of such notification. Such
notice shall contain a copy of this Code section. If such person shall thereafter willfully and knowingly fail
to return such article or equipment within 15 days, such person shall be guilty of a misdemeanor and,
upon conviction thereof, shall be punished by a fine of not more than $500.00 or imprisonment for not
more than 30 days and shall be required to return such article or equipment or provide reimbursement for
the replacement cost of such article or equipment.
20-5-54.
Any person who, without authority and with the intention of depriving the public library of the ownership
of such property, willfully conceals a book or other public library property, while still on the premises of
such public library, or willfully or without authority removes any book or other property from any public
library shall be guilty of a misdemeanor; provided, however, that, if the replacement cost of the public
library property is less than $25.00, the punishment shall be a fine of not more than $250.00. Proof of
the willful concealment of any book or other public library property while still on the premises of such
public library shall be prima-facie evidence of intent to violate this Code section.
20-5-55.
An agent or employee of a public library or of any department or office of the state or local government
causing the arrest of any person pursuant to the provisions of this part shall not be held civilly liable for
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unlawful detention, slander, malicious prosecution, false imprisonment, false arrest, or assault and battery
of the person so arrested unless excessive or unreasonable force is used, whether such arrest takes place
on the premises by such agent or employee; provided, however, that, in causing the arrest of such person,
the public library or agent or employee of the public library had at the time of such arrest probable cause
to believe that the person committed willful theft or concealment of books or other library property.
20-5-56.
All persons holding professional positions with the title of librarian must be certified by the State Board for
the Certification of Librarians.
20-5-57.
Any failure to comply with the provisions of this part shall result in the forfeiture of all state and federal
library aid to the system.
20-5-58.
A library system existing prior to July 1, 1984, shall have until July 1, 1989, to comply fully with the
provisions of this part, and any provision to the contrary within Chapter 24 of Title 43, relating to libraries,
shall be superseded by the provisions of this part.
20-5-59.
This part shall not apply to any municipal public library.
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APPENDIX D
Georgia Public Library Service
MISSION STATEMENT
The Georgia Public Library Service: Empowering libraries to improve the lives of Georgians.
OVERALL VISION
Achieving excellence in library service for all Georgians.
SERVICES & PROGRAMS
Georgia Library Public Information Network
for Electronic Services (PINES)
PINES is the public library automation and lending
network for more than 275 public libraries and affiliated
service outlets in nearly 140 counties. PINES creates a
statewide “borderless library” that provides equal access
to information for all Georgians. Georgians with a PINES
library card have access to materials beyond what is
available on their local shelves and enjoy the benefits of
a shared collection of more than 9.6 million books,
tapes, CDs and videos that can be delivered to their
home library free of charge.
sharing, outreach support and long-term facilities
planning. The agency also offers a diverse menu of
training and continuing education courses for Georgia’s
library professionals, from grantwriting to integrating
technology into library services, to techniques for
attracting more teen readers.
Georgia Library Learning Online (GALILEO)
The Georgia Public Library Service ensures that all
Georgia public libraries and their patrons have access to
GALILEO. GALILEO is the state’s virtual library, providing
online access to thousands of periodicals, scholarly
journals, books, encyclopedias, business directories and
government publications. Citizens can access GALILEO at
any public library facility. Library users can also access
many of GALILEO’s resources at home through remote
password access.
Georgia Library for Accessible Services (GLASS)
GLASS is the library for blind, visually impaired and
physically disabled Georgians. GLASS loans specially
recorded books on tape, specialized tape playback
machines and Braille materials. GLASS serves residents in
16 metro Atlanta counties. Thirteen subregional Talking
Book Centers provide services for the rest of the state.
Library users who are not able to visit one of the 14
libraries in person may obtain talking books and other
materials through the mail free of charge.
Professional Consulting, Training
and Facilities Support
The Georgia Public Library Service supports Georgia’s
libraries by providing a broad range of consulting
services and technical assistance, such as resource
Grant Administration
The Georgia Public Library Service administers state and
federal grant funds totaling approximately $37.8 million
to Georgia’s public library systems and GLASS and for
the support of statewide activities. Grants support
salaries and travel for Georgia’s professional librarians,
the purchase of books and materials, the maintenance
and operation of services and the purchase and
development of technology systems for staff and library
users.
Child and Family Literacy
The Georgia Public Library Service coordinates the
annual statewide Vacation Reading Program that
encourages children and families to read for fun during
school vacations by hosting literacy-based activities such
as magic shows, arts and crafts and wildlife visits.
Children also receive rewards for achieving reading
goals. Annually, more than 400,000 children and families
participate in the Vacation Reading Program, checking
out almost 2 million books and attending more than
7,500 programs.
Computer Networking & Technical Support
The Georgia Public Library Service administers a
statewide network of high-speed Internet connections to
public libraries in the state, ensuring that citizens living
in any community in Georgia have access to the World
Wide Web. In addition to e-mail and Web hosting for
Georgia public libraries, the Georgia Public Library
Service also assists public libraries with technical support
for network, equipment and software technology issues.
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GPLS by the numbers:
General Information
State population — 9,098,140
Central libraries — 59
Branches and service outlets — 384
Bookmobiles — 20
Librarians — 718
Other paid staff — 2,240
Total staff — 3,018
PINES
PINES library cards in use — 1,806,642
Total PINES circulations — 14,860,844
Items (books and other materials) — 9,589,042
1 out of every 5 Georgians has a PINES card
1 out of every 2 Georgians is served by a PINES
library
Computers
Total number of public access Internet
computer work stations — 5,953
Total average number of users per week of
electronic resources — 256,937
Total annual number of users of electronic
resources — 13,360,702
Revenue & Expenditures
Revenue
Revenue from Local Government —
$165,601,072
Revenue from State Government —
$37,815,316
Revenue from Federal Government —
$1,937,297
Other revenue — $14,795,638
Total revenue — $220,149,323
Holdings
Books and serials — 15,663,520
Print subscriptions — 25,245
Audios — 614,164
DVDs and videos — 711,995
Expenditures
Expenditures for salaries and benefits —
$128,151,036
Expenditures for materials — $25,094,335
Other operating expenditures — $38,801,123
Total expenditures — $192,046,494
Activity
Total hours open — 896,848
Patron visits — 35,703,912
Reference questions answered — 8,275,923
Total circulation — 40,816,175
Children’s circulation — 16,706,382
Attendance at children’s programs —
1,477,126
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Source: Georgia Public Library Statistics Fiscal Year 2007 (July 1,
2006 through June 30, 2007) PINES cards and items represent
figures of 2/1/08.
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PINES: Georgia’s Statewide Library Card
relevant items, including books, periodicals, books in
What is PINES?
Spanish and CD-ROMs.
Georgia Library Public Information Network for
Electronic Services, or PINES, is Georgia’s public library
Another library user is a commuter who lives in an area
automation and lending network for more than 275
served by one PINES public library system, but works in
public libraries and affiliated service outlets in nearly 140
an area served by another. She may find visiting the
counties. PINES is an initiative of the Georgia Public
library near her office more convenient than visiting the
Library Service, a unit of the University System of
library near her home. Her PINES card allows her to use
Georgia. Fifty percent of Georgia’s population and more
both. Because they are both PINES libraries, she can even
than 80 percent of Georgia’s public library systems rely
check out library materials at one library and return
on the PINES network for their library service. PINES
them at the other with no penalty.
creates a statewide “borderless library” that eliminates
geographic and socio-economic barriers and provides
How do Georgia’s public libraries benefit from
equal access to information for all Georgians. PINES
PINES?
cardholders live in every county in the state. Georgians
PINES facilitates collection sharing for Georgia’s public
with PINES cards have access to materials beyond what is
libraries. This means local public libraries are free to use
available on their local shelves, and they
their limited resources to
enjoy the benefits of a
develop collections
PINES by the Numbers
shared collection of 9.6
tailored to the needs and
million books and
1.8 million PINES library cards in use
interests of their
materials that can be
communities. Rather
1
of
every
5
Georgians
has
a
PINES
card
delivered to their home
than purchasing books
library with no charge to
1 of every 2 Georgians is served by a PINES library
that are already available
them. Georgia public
through the PINES
9.6 million items (books, tapes, CDs, videos)
libraries depend on both
network, a local public
the infrastructure and
14.9 million circulations in FY 2007
library can choose to
cooperative spirit of PINES
purchase books about
to continue providing
the history of the local community or about industry and
services that contribute to a more educated Georgia
job opportunities in the area.
through lifelong learning.
In addition to avoiding duplication of collections, PINES
How do Georgia’s citizens benefit from PINES?
also prevents duplication of staff, equipment and
Any resident of Georgia may obtain a free PINES card by
maintenance. Georgia Public Library Service helps public
visiting any PINES library. In addition to browsing and
libraries leverage a tremendous economy of scale by
checking out books on the shelves of their local libraries, providing staff, equip-ment and centralized processing at
PINES allows library users to log on to
the state level, rather than individually at each public
www.gapines.org, browse or search the online catalog library system. If PINES were eliminated, the estimated
for books and other library materials and have their
replacement cost would be $15 million for the public
selections delivered to their local library. Anyone with a
library systems currently served by PINES to purchase and
PINES card can access the PINES catalog by using
install their own automation systems — nearly 10 times
computers at their local library or by using a PIN number
the annual cost of PINES. Separate automation systems
to log on from home.
would collectively cost an additional $5 million each year
in support and maintenance due to the duplication of
For example:
system administration and support personnel.
A library user in a small rural community in Georgia
needs information about resume writing. His local library With an annual budget of $1.6 million, the PINES
may have two or three relevant books. When he
program costs less than $1 for each cardholder! searches the PINES catalog however, he finds 673
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Evergreen: Open-Source Software for Libraries
GPLS developed the Evergreen Integrated Library System
software platform specifically for use in PINES libraries, a
statewide consortium comprised of more than 275 public
libraries and affiliated service outlets in nearly 140
counties. PINES offers Georgia citizens a shared catalog
of more than 9.6 million items, with a single library card
that is welcomed in all member libraries. Now boasting
more than 1.8 million registered cardholders, PINES is a
national leader in library cooperation and resourcesharing.
Work on the program began in June 2004. Evergreen
developers relied on input from the end-user community
to guide their design of the program. It is open-source
software, which means it is royalty-free, and its license
permits anyone to study, change and improve the
software and to distribute the software either as is or
after modifications have been made. The software offers
numerous advantages for library staff:
It was designed and implemented specifically to
meet the needs of Georgia’s PINES libraries.
It provides direct access to the software developers
for questions, troubleshooting or suggestions.
It ensures that suggested changes, improvements
and enhancements can occur quickly.
It enables the software development team to
implement quick bug fixes without red tape or
extended downtime.
It enhances resource-sharing and interlibrary
cooperation.
It allows PINES to set loan periods, fine levels and
rules for placing holds and sharing materials —
needs that are unique to such a statewide
consortium.
It allows librarians to quickly create linked lists for
patrons, allowing patrons to keep up with school
recommended reading lists, titles relating to
assigned school projects and annotated
bibliographies for suggested reading choosing .
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It will grow and evolve as needs change.
With Evergreen, library patrons enjoy a range of do-ityourself services from home or library workstations,
including:
the ability to securely change personal login name,
PIN and email addresses.
the ability to place, cancel and view holds on books
and other circulating items.
the ability to modify how they prefer to be alerted
of available holds.
the ability to view fines owed.
the ability to create and share, if desired, lists of
books already read, lists of books desired and other
recommended reading lists of their choosing — and
view and place holds directly from these lists.
the ability to change screen views and enlarge print
for easier viewing and improved readability.
The Evergreen-based public access catalog also offers
enhanced search features that allow users to:
place a single hold that can be filled with a copy
from multiple versions or formats of a work.
select specific material formats from the catalog’s
front page.
enjoy spell-checking and search suggestions similar
to those used by commercial search engines and
retailers like Google and Amazon.
Because Evergreen runs on the Linux operating system
and inexpensive commodity hardware as opposed to a
proprietary system, it can also save organizations — and
taxpayers — hundreds of thousands of dollars in
software maintenance costs, licensing fees and hardware
costs.
The Evergreen-powered Web-based PINES catalog is now
available at www.gapines.org.
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GOLD: Georgia Online Database
The Georgia Online Database (GOLD), Georgia’s Group
Access Capability, provides a quick, easy and affordable
way to process interlibrary loan requests. Libraries in
Georgia, even those that are not cataloging using OCLC,
can access and use the OCLC WorldCat Resource
Sharing interface to interact with more than 200
Georgia libraries. In addition, GOLD libraries may join
larger resource sharing groups, such as SOLINET and
LVIS, to further broaden the number of potential lenders
or submit requests through a referral agent to access
libraries internationally for materials outside of Georgia.
GOLD participants can search more than 98 million
master bibliographic records in OCLC WorldCat to
determine which libraries hold an item needed. They can
request the item from other GOLD members through
SOLINET, LVIS or through other OCLC members as
referral agents.
What do members need to get started?
To participate in WorldCat Resource Sharing, GOLD
members just need Internet access and an OCLC
authorization number and password. New users can
receive training through the Georgia Public Library
Service (GPLS) or SOLINET. Contact a GOLD or SOLINET
representative for more information about group
resource sharing.
Why use GOLD/OCLC ILL?
Improved library service. Group access gives library
users an interlibrary lending fill rate of 95 percent, with
most loans shipped within four business days.
Improved resource sharing. In addition to more than
98 million items in WorldCat, library users will also have
access to the resources of document suppliers, such as:
British Library Document Supply Center
Chemical Abstracts Service
with interlibrary lending. Using OCLC WorldCat
Resource Sharing in conjunction with statewide union
catalogs such as PINES and GIL or with an institution’s
local automation system allows libraries to streamline
interlibrary lending workflow.
Low cost. Costs for WorldCat Resource Sharing are
contained through a low annual subscription fee (for
unlimited access) that is customized to individual GOLD
participants’ needs. This prevents unanticipated extra
charges due to spikes in usage, restoring predictability to
institutions’ resource sharing budget. As a result, GOLD
participating libraries can honor their reciprocal
agreement to lend materials to other GOLD members at
no charge.
Who uses GOLD?
Libraries of all types, public and private, participate in
GOLD. GOLD participants are either:
OCLC members: Participants that contribute all current
cataloging to OCLC WorldCat via online cataloging
systems or attach holdings through batch services
Affiliate members: Participants that use OCLC for
selective services, such as OCLC WorldCat Resource
Sharing, CatExpress and FirstSearch, and also submit
holdings via batchload
GOLD Local Holdings Maintenance
Members of GOLD are required to union list serial
holdings using the OCLC Local Holdings Maintenance
(LHM) service. Detailed holding statements enhance the
value of local holdings viewed through OCLC WorldCat
Resource Sharing, FirstSearch and GeorgiaCat.
In addition, GOLD serial holdings entered in OCLC will
appear in the Georgia Libraries Journal List (GOLD), a
database available via GALILEO. GOLD offers many LHM
training workshops during the year.
ERIC Documentation Reproduction Service
Going for the GOLD
Information on Demand
GOLD’s membership roster includes more than 200
libraries across the state.
The Information Store
Institute for Scientific Information’s The Genuine
GOLD libraries have contributed more than 21 million
bibliographic records to OCLC WorldCat and
GeorgiaCat.
Article
National Technical Information Service
University Microfilms International
Improved productivity. By using the OCLC WorldCat
Resource Sharing interface, GOLD participants are
spared many of the time-consuming tasks associated
More than 750,000 serials holdings from Georgia
libraries are in WorldCat and GeorgiaCat.
Georgia libraries filled more than 159,000 interlibrary
loans through the OCLC ILL system during FY2007.
D-5
9/5/2008
GPLS Children’s Services
Children’s Services at Georgia Public Library Service
provides myriad services to help libraries improve the
quality of children’s and families’ lives. GPLS plans and
implements statewide family literacy programs like
summer reading and PRIME TIME Family Reading
Time™. The latest research in family and early literacy is
compiled and disseminated to libraries across the state.
The children’s services staff at libraries incorporate this
research into storytimes and other programming for all
ages. These programs help build a strong foundation for
lifelong learning.
discover new ways to reach parents and children. GPLS
helps to promote other training opportunities such as
children’s literature conferences, COMO/GLA
conferences and other training of interest to children’s
and teen services staff.
GPLS also hosts the Children’s Services listserv (CHLIB-l).
This electronic listserv posts messages to and from
people working in Georgia’s public libraries with
children, families and teens. Children’s services personnel
can pose questions (“What were the Caldecott honor
books in 1971?”) or spark a lively debate (“What is the
best way to encourage parent participation during
storytime?”) via the listserv and within moments, several
replies are posted. The support on CHLIB-l is instant and
generous.
Consulting, Training and Networking
GPLS acts as a consultant for systems developing new
children’s services initiatives or for systems continuing
service for parents and children. GPLS can also provide
specialized training at staff training events.
GPLS oversees several statewide training opportunities
each year. The Children’s Services Annual Conference
(CSAC) is the major training event. Celebrating its 10th
year in 2008, CSAC is a daylong training and
networking event that all 59 Georgia public library
systems and many media specialists from Georgia’s
public schools attend. CSAC provides information about
library trends in children’s services and the current
research on family and early literacy. Local presenters
offer training alongside nationally recognized experts on
varied topics such as storytelling, incorporating music
into storytimes, library service to children with special
needs, summer reading and emergent literacy.
Teen Services are highlighted during the annual Teen
Services Conference. This conference provides training
for library staff working with teens and young adults.
Previous sessions have included creating teen-friendly
spaces within libraries; connecting teens to books;
programming for Teen Read Week and Teen Tech
Week; and collection development for middle and high
school students.
Training opportunities are also offered twice annually at
the Spring and Fall Quadrant Meetings held at
convenient locations across the state on topics of
interest to staff working with children, teens and
families. Library staff have the opportunity to meet
colleagues, exchange information, discuss ideas and
9/5/2008
The Children’s Services Advisory Council
The Children’s Services Advisory Council (“the Quadrant
Council”) is another way GPLS considers the needs of
Georgia’s public library staff. The Quadrant Council is
composed of the director of Children’s Services for GPLS,
who acts as leader and convener, along with two
representatives from each of the four geographic areas
of the state. The council meets regularly as a group to
advise the director of Children’s Services and GPLS on
the needs of the library systems in the quadrant, to
discuss upcoming events and to assist with planning and
implementing training events. Serving on the Quadrant
Council provides children’s services personnel with
professional development opportunities and helps
develop leadership skills.
Children’s Services Make a Difference!
When public libraries provide services for children, the
benefits are numerous. From providing high-quality,
literature-based programs for children and families to
assisting teens with their informational needs, Children’s
Services staff at GPLS strive to help libraries develop
lifelong readers and learners. Through the services
offered across the state, GPLS helps create a community
of support and advocacy for library personnel working
with children, families and teens. Working in tandem,
GPLS and library systems provide parents and caregivers
with the best tools to help prepare their children for life
and introduce them to a lifelong love of reading.
D-6
GPLS Staff Directory
Main phone: 404-235-7200
Main fax: 404-235-7201
IT/PINES HelpDesk (toll-free): 1-877-475-7435
Dr. Lamar Veatch
Julie Walker
State Librarian
Phone: 404-235-7120
Fax: 404-235-7201
E-mail: [email protected]
Deputy State Librarian
Phone: 404-235-7140
Fax: 404-235-7201
Lyn Hopper
Vacant
Assistant State Librarian —
Library Development
Phone: 404-235-7134
Fax: 404-235-7201
Assistant State Librarian —
Support Services and Strategic Initiatives
Phone:
Fax:
E-mail:
Name: Ronnie Amey
Title: Library Assistant
Area: GLASS
Phone: 404-756-4619
Fax: 404-756-4618
Name: Richard Brock (part-time)
Title: E-Rate Program Director
Area: Information Technology Services & Support
Phone: 404-235-7142
Fax: 404-235-7201
Name: Pamela Arrington
Title: Business Manager — I
Area: Business Services
Phone: 404-235-7135
Fax: 404-235-7202
Name: Barbara Teague (part-time)
Area: GLASS
Phone: 404-756-4619
Fax: 404-756-4618
Name: David Baker
Title: Director, Communications
Area: Communications, Public Relations, Marketing
Phone: 404-235-7131
Fax: 404-235-7202
Name: Pat Carterette
Title: Director, Continuing Education
Area: GPLS Administration
Phone: 404-235-7200
Fax: 404-235-7201
Name: Elaine Black
Title: Director, Children’s Services
Area: Children, Parents & Family Literacy
Phone: 404-235-7127
Fax: 404-235-7201
Name: Lindsay Cloud
Title: Administrative Secretary
Phone: 404-235-7137
Fax: 404-235-7201
D-7
9/5/2008
Name: Stella Cone
Title: Director
Area: GLASS
Phone: 404-756-4476
Fax: 404-756-4618
Name: Katherine Gregory
Title: PINES Services Specialist
Area: PINES Services & Support
Phone: 404-235-7138
Fax: 404-235-7201
Name: Andrew Crane
Title: Information Technology Consultant
Phone: 404-235-7145
Fax: 404-235-7201
Name: Elaine Hardy
Title: Library Services Manager — Collections &
Reference
Area: Collection Development & Reference Support
Phone: 404-235-7128
Fax: 404-235-7201
Name: Tim Daniels
Title: PINES Program Manager
Phone: 404-235-7151
Fax: 404-235-7201
Name: Lyn Hopper
Title: Assistant State Librarian — Library Development
Phone: 404-235-7134
Fax: 404-235-7201
Name: Bill Erickson
Title: PINES Development Consultant
Phone: 404-235-7150
Fax: 404-235-7201
Name: Brad LaJeunesse
Title: Senior System Consultant
Phone: 404-235-7148
Fax: 404-235-7201
Name: Jason Etheridge
Title: System Support Consultant
Phone: 404-235-7147
Fax: 404-235-7201
Name: Nicol C. Lewis
Title: IT/PINES Helpdesk Manager
Area: Information Technology
Phone: 404-235-7130
Fax: 404-235-7201
Name: Christopher Evans
Title: Business Manager
Phone: 404-235-7126
Fax: 404-235-7201
Name: Bin Lin
Title: PINES Cataloging Coordinator
Phone: 404-235-7139
Fax: 404-235-7201
Name: Daphne Forbes
Title: Administrative Assistant
Phone: 404-235-7123
Fax: 404-235-7201
Name: Maggie Marshall
Title: Executive Administrative Specialist
Area: State Librarian’s Office
Phone: 404-235-7121
Fax: 404-235-7201
Name: Darin Givens
Title: Webmaster / Communications Specialist
Area: Communications, Public Relations, Marketing
Phone: 404-235-7154
Fax: 404-235-7202
9/5/2008
Name: Angela McCrary
Title: Coordinator, Educational Training & Events
Area: Research Training & Grants Management
Phone: 404-235-7132
Fax: 404-235-7201
D-8
Name: Elizabeth McKinney
Title: PINES Director
Phone: 404-235-7141
Fax: 404-235-7201
Name: Marlene Stephens
Title: Administrative Assistant — II
Phone: 404-235-7133
Fax: 404-235-7201
Name: Vanessa Meadows
Title: Library Assistant/Readers Advisor
Area: GLASS
Phone: 404-756-4619
Fax: 404-756-4618
Name: Teneka Taylor
Area: GLASS
Phone: 404-756-4619
Fax: 404-756-4618
Name: John Miller
Title: Interim Coordinator, Information Technology
Name: Barbara Teague (part-time)
Area: GLASS
Phone: 404-756-4619
Fax: 404-756-4618
Services
Phone: 404-235-7144
Fax: 404-235-7201
Name: Desta M. Tesfai
Area: GLASS
Phone: 404-756-4619
Fax: 404-756-4618
Name: Janice Porter (part-time)
Area: GLASS
Phone: 404-756-4619
Fax: 404-756-4618
Name: Dr. Lamar Veatch
Title: State Librarian
Phone: 404-235-7120
Fax: 404-235-7201
Name: Nathan C. Rall
Title: Director, Facilities & Construction
Area: Facilities
Phone: 404-235-7153
Fax: 404-235-7201
Name: Diana Very
Title: Director of LSTA, Statistics & Research
Phone: 404-235-7156
Fax: 404-235-7201
Name: Mike Rylander
Title: PINES Development Consultant
Phone: 404-235-7149
Fax: 404-235-7201
Name: Julie Walker
Title: Deputy State Librarian (Interim)
Phone: 404-235-7140
Fax: 404-235-7201
Name: Chris Sharp
Title: PINES System Administrator
Phone: 404-235-7147
Fax: 404-235-7201
Name: Beverly Williams
Title: Subregional Manager
Area: GLASS
Phone: 404-756-4619
Fax: 404-756-4618
Name: Diane Simms
Title: Library Assistant/Readers Advisor
Area: GLASS
Phone: 404-756-4619
Fax: 404-756-4618
D-9
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Name: Iva L. Wilson
Title: Administrative Assistant
Area: State Librarian’s Office
Phone: 404-235-7152
Fax: 404-235-7201
Name: Toni Zimmerman
Title: Director, Resource Sharing & Interlibrary Cooperation
Area: Resource Sharing
Phone: 404-235-7129
Fax: 404-235-7201
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D-10
APPENDIX E
Social and Economic Benefits of Public Libraries
I.
II.
Personal Growth and Development
Information Services for Personal Decisions
Lifelong Learning
earch for Employment
Use of Leisure Time
Reading Readiness for Preschool Children
Multicultural Services
Community Development
Social Interaction/Sense of Community
Satisfaction with the Community as a Place to Live
Community Awareness
III. Support to Community Agencies
Information Services
Other Services
Support for Individuals in the Education System
IV. Direct Economic Impact
V.
Employment
Purchase of Goods and Services
Support to Local Business/Investors
Information Services to Local Businesses
Information Services to Personal Investors
New Business Development
VI. Indirect Economic Impact
Industrial/Commercial Attraction
Support for the Retail Sector
Enhanced Property Value
Marketing and Promotional Information in Support of Local Business
Source: The Library’s Contribution to Your Community: A Resource Manual for Libraries to Document their Social and Economic
Contribution to the Local Community. Toronto: Southern Ontario Library Service, 1998.
E-1
9/5/2008
E-2
9/5/2008
APPENDIX F
Georgia Public Library Standards
Introduction
The mission of Georgia’s Public Libraries is to provide organized access to information and services for the
people of Georgia in order to meet their educational, informational, recreational and cultural needs. The
Georgia Public Library Service (GPLS) provides resources for public libraries to meet the mission of
providing excellence in library services to the citizens of Georgia.
Public library standards are specific criteria by which public libraries can be measured and evaluated. Such
standards represent objective, observable measures that indicate the parameters of optimal, full, or
essential library service.
Some qualities of library service are difficult to measure because many intangible elements are involved. To
be sure, not all the elements of library service are objective; and while their effects may be observable, the
actual evaluation of such elements would be very difficult and would be, ultimately, subjective. The
evaluation of such elements is left to the management of each library entity.
This document was based largely on the Standards document resulting from the work of the 2000
Planning and Evaluation Committee. The current document eliminates items which are required by law or
required by the Georgia Public Library Annual Report and the annual Application for State Aid. It includes,
insofar as possible, only objective, observable elements so that the process of applying standards can be as
fair as possible. Standards listed herein are to be applied at the Library System level.
The current Standards Committee met on March 31, 2005, June 6, 2005, August 23, 2005 and January 4,
2006 to develop this draft document. Expressed goals for a Standards document were:
An expression of goals that represent an increase in quality of services;
A tool to help increase funding, support and awareness;
A document that commands respect and compels compliance; and
A document that is readable for Trustees and funding authority(ies).
This document is presented in two sections. Operating Service Standards are meant as internal tools for
Library Directors and staff. Primary Service Standards are intended as a document to be shared with
legislators and other funding sources to highlight the standards that all libraries are striving to meet.
Georgia Public Library Standards are an essential tool for meaningful library evaluation and measurement.
They should be beneficial to all Georgia public libraries and the people they serve.
2005 GPLS Standards Committee
Dusty Gres, Ohoopee Regional Library System, co-chair
Gail Rogers, Cobb County Library System, co-chair
Judy Golden, Houston County Library System
Lyn Hopper, Chestatee Regional Library System
Claire Leavy, Lee County Library System
Claudya Muller, Chattahoochee Valley Regional Library System
Emerson Murphy, Northeast Georgia Regional Library System
F-1
Nancy Ray, Piedmont Regional Library System
Lisa Rigsby, DeSoto Trail Regional Library System
Richard Sanders, Hart County Library System
Emory Smith, Satilla Regional Library System
Darro Willey, DeKalb County Library System
Julie Walker, GPLS liaison
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Operating Service Standards
Administration
1. The library has a written plan.
The plan contains a mission statement which describes the library’s purposes in the community.
The plan shows goals to be achieved over a period not to exceed five years, and outlines specific
actions to achieve the goals.
The plan is reviewed, revised and updated annually by the Library Board and Library Director; an
evaluation of the library’s progress towards the plan’s goals, objectives, and timetable is included in
the review.
2. The library conducts a community study at least every five years as part of its planning efforts. (New
Planning for Results: A Streamlined Approach may be used as a resource.) Elements that should be
included are: degree of community awareness of library services; community information needs and
wants; demographic analysis; and provision for community input.
3. The Library Director provides financial and statistical reports for review at Library Board meetings and
communicates to Board members on matters that affect policy.
4. The Library Director and/or other Board members conduct an orientation program for each new Board
member.
5. A minimum operating contingency of 1/12 of the library’s annual budget should be kept in reserve by
the library or its funding agency(ies) at all times.
Staffing
6. The library has a permanent, paid Director who meets the State of Georgia certification requirements.
All librarians must meet State of Georgia certification requirements.
7. The library has adopted personnel policies outlining the conditions and requirements of employment of
library staff; these policies are consistent with state and federal regulations, are reviewed at least every
three years, and are made available to all staff members.
8. The library has a written personnel classification plan with salary ranges for each position and written
job descriptions listing the duties of each position, including any educational and experience requirements.
9. Employee performance is evaluated regularly based on the components in the job description.
10. The library provides opportunities for continuing education for its Director and staff in an amount
equivalent to specified percentages of gross payroll. Travel costs and library-sponsored staff development
programs are included in this measure.
Essential
.75%
Full
1%
Optimal
2%
Collection Development/Evaluation
11. The library has a written board-approved collection development policy, based on community needs,
that includes criteria for materials selection, requests for reconsideration of materials, collection specialties
and purchase priorities, evaluation, and weeding of the collection.
12. Allowing for local conditions consistent with library collection development policy, and excepting
special and research collections, a general guideline is that 3% or more of the library’s collection is
withdrawn each year to keep the collection current.
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F-2
Public Services and Circulation Services
13. The library provides without charge an initial library card to any resident of the service area.
14. Every library has a written circulation policy.
15. The library participates in regional and state-coordinated interlibrary loan and resource sharing for
circulation and reference services.
16. The library provides for return of materials to any affiliated library.
17. The library has a system for reserving/holding items that are not currently available in the branch.
18. The library provides reference and readers advisory service to all patrons.
19. Alternatives to walk-in service are offered and the effectiveness evaluated yearly. These can include but
are not limited to bookmobile, phone/e-mail reference, homebound delivery, deposit collections, and
remote access.
20. The library provides programming for children and adults appropriate to the mission of the library.
Technology Services
21. The library will expand accessibility to library programs for the sight and hearing impaired through the
provision of appropriately trained staff and assistive software or devices.
22. Each library facility will provide free public access to GALILEO and other resources of the Internet.
23. The library will provide public access computers as follows:
Essential
1/2000
population
Full
1/1500
population
Optimal
1/1000
population
24. The library system will employ, contract or have access to hardware and software technical support
equivalent to at least one FTE per 75 computers. Such support staff shall be proficient in such areas as
hardware and software support, network maintenance and support, and web design, as dictated by the
needs of the library system.
Access and Facilities
25. The Library Board adopts policies which strive to comply with the ideals of the profession and the First
Amendment of the United States Constitution.
26. Library service is offered at a geographic location requiring no more than 15 minutes travel time (one
way) in densely populated urban areas and 30 minutes (one way) elsewhere.
27. Library hours are fixed, posted, and include morning, afternoon, evening, and weekend hours based
on users’ and potential users’ disposable time. One library in the system must be open at least one evening
a week (until at least 8pm) to satisfy this measure. Minimum days and hours of service for a library system
are as follows, with consideration always given to weekend and evening hours. At least one library per
library system must be open:
Essential
40 hours
Full
55 hours
F-3
Optimal
72 hours
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Primary Service Standards
Governance
1. The library is established in accordance with the provisions in the Official Code of Georgia.
2. Each library system must have a governing board of trustees. There may be affiliated boards of trustees
for member libraries.
3. The county Library Board of Trustees exercises authority in a county system and includes at least one
appointed representative from each local governmental agency financially supporting the library.
4. The Regional Library Board of Trustees exercises final authority in a multi-county system. This board
consists of trustees serving on member-county library boards who are appointed by each county library
board of trustees according to the Constitution and Bylaws of the library system.
5. In a regional library system, county Boards of Trustees serve as an advisor to the regional library Board of
Trustees, suggesting policies and programs, preparing budget reports and requests and acting as
representatives to the local governing officials in cooperation with the regional Library Board of Trustees.
6. All Library Boards of Trustees must approve and review, at least every three years, a written local
Constitution and Bylaws document that outlines its purpose and Board operational procedures.
7. The Constitution and Bylaws must be on file at the Georgia Public Library Service and all amendments
must be filed immediately after adoption.
8. The Library Board with ultimate authority is responsible for setting policies under which the Director
administers the library. The study, development and evaluation of policies are the responsibility of the
Director and staff in conjunction with the Board. The policies are reviewed at least every three years.
9. The Library Board of Trustees with ultimate authority is legally responsible for policy-making in areas
such as budgets, personnel, and contracts as is specified by the Official Code of Georgia.
10. All Library Boards make annual and other reports to their funding agency (ies) and to the Board with
ultimate authority, which submits all required reports to the Georgia Public Library Service.
11. The library Board of Trustees with ultimate authority shall meet at least four times per year with the
Library Director or the Director’s representative in attendance.
12. All meetings should be conducted under the Georgia Public and Open Meetings law. (GA Code
Annotated, Title 50, Chapter 14).
13. The Library Director is responsible for personnel administration and all day-to-day operations of the
library system.
14. When filling all staff vacancies (including that of the Library Director), the Director, the staff, the
governing Board or a committee appointed by that governing Board conducts a legal and open search
process.
15. The Library Board, Director and staff comply with the Official Code of Georgia and all other state,
federal, or local laws and regulations which pertain to public libraries and their operations.
16. The Library Board reviews and adopts an annual budget, which has been developed by the Library
Director with input from the library staff.
17. The library receives financial support from its funding authority(ies) sufficient to achieve the essential
level of service in accordance with its plan and the standards in this document.
18. The public library is supported by funds from local governments on a permanent basis; special grants
and donations supplement, but do not supplant, the responsibility of the local funding authority to
support the library.
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F-4
19. The library system employs public service staff in proportion to population as detailed in the table
below. Population density per library system is considered in determining the appropriate standard. Staff
numbers refer to full-time equivalent (FTE) positions. Forty hours per week constitutes one FTE. Additional
staff may be required according to the service responses the library chooses. Libraries with specialized
collections and/or services, or those serving populations with unique needs, may also require additional
staff.
Staffing Standards
1000+ persons per sq mile
250 - 1000 persons per sq mile
50 - 250 persons per sq. mile
Under 50 persons per sq. mile
MLS to Support Staff Ratio
Under 100 persons per sq. mile
Essential
Level Staff
per 1000 pop.
.5
.45
.4
.35
Full
Level Staff
per 1000 pop.
.6
.55
.5
.45
Optimal
Level Staff
per 1000 pop.
.65
6
.55
.5
Essential
Level
1 to 4
Full
Level
1 to 3
Optimal
Level
1 to 2
20. The library spends a minimum of twelve percent (12%) of its total annual budget (as reported in the
Georgia Public Library Annual Report/Application for State Aid) on materials.
Essential
12%
Full
16%
Optimal
20%
21. The library maintains a current, thoroughly-weeded collection of materials appropriate to community
demand. The library strives to meet or exceed national averages for volumes per capita as reported the
Public Library Data Service, published by the Public Library Association.
22. The library maintains a collection of current periodicals appropriate to community demand.
Physical Facilities
**Standards developed by the Construction Committee will be inserted here.
The building is clean, safe, uncluttered and easy for all to use.
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Appendix G
Governing Board Member Job Description #1
Role
The role of a trustee is to contribute to defining the library’s mission and to focus on the development of
broad policies that govern the fulfillment of that mission. This role is separate and distinct from the role of
the library director to whom is delegated the responsibility of determining the means of implementation of
board policies.
Duties and Responsibilities
To employ and evaluate the Library System Director.
To help the Library System Director prepare the library system budget, approve the budget, and assume
responsibility for the presentation of the fiscal needs for library services to the supporting agencies.
To approve policies that govern library programs and operations in the library system, including
policies governing the use of the library and administration of gifts.
To present financial and progress reports to governing officials and to the public.
To notify the appropriate authorities of a vacancy on the board so that a person may be appointed.
To notify the Library System Director in a timely fashion in advance of all meetings of the Board of
Trustees or committees of the Board.
To regularly attend all meetings of the board, committees, and task forces on which one serves.
To come prepared to contribute to the discussion of issues and business to be addressed at scheduled
meetings, having read the agenda and all supporting background material.
To represent the library in a positive and supportive manner at all times and in all places.
To support in a positive manner all actions taken by the board of trustees even when in a minority
position on such actions.
To refrain from intruding in administrative issues that are the responsibility of management, except to
monitor the results and prohibit methods not in congruity with board policy.
To recognize conflicts of interest between the position as a board member and one’s personal and
professional life. If such a conflict does arise, to declare that conflict before the board and refrain from
voting on matters in which there is a conflict.
To observe the Open and Public Meetings Law of Georgia (Title 50, Chapter 14) and parliamentary
procedure outlined in the selected parliamentary authority, and to display courteous conduct in all board,
committee, and task force meetings.
To make every effort to learn the job of being a board member and seek methods to help oneself
function better as part of the board team.
To participate in the annual planning retreat and board development workshops, seminars and other
educational events that enhance skills as a board member.
If unable to carry out the above duties, to resign the position on the board of trustees.
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Governing Board Member Job Description #2
Title: Board member or Trustee
Job Summary: Through informed decision making about library services, planning, policies, finances,
facilities and legal issues, Board members ensure that the library system offers responsive, effective service
throughout the county. The member’s participation on the Board enables it to function effectively as a
Board of the whole. The Library Board is also responsible for employing and evaluating the Library
Director.
Essential Roles:
Establishes and maintains the mission of the library by participation in the development and adoption of
a strategic plan that outlines the library’s mission, direction, service priorities and goals
Guides library operations by adoption of policies that ensure responsive, equitable and effective library
service in support of the library’s strategic plan and long-term needs
Maintains the library’s financial stability by adoption of the annual budget and budget adjustments that
support the library’s strategic plan and long-term needs
Maintains the library’s operations by employing, supporting and advising the library director.
Supports the library’s future by adoption of facilities plans that support current and future needs
Assures the library’s success by advocating in the community and with elected officials
Responsibilities:
Employ and evaluate the library director
Attend all Board meetings, prepared for effective decision making by having a knowledge of the
library’s needs, operating structure and funding processes
Make decisions on legal issues based on review and clear understanding of advice by counsel
Act as a member of the Board of a whole, supporting Board actions after thoughtful discussion and
consensus building
Decide the final disposition of materials reconsideration requests when a customer requests a review of
the staff decision
Qualifications:
Knowledge of the diverse Gwinnett community, with an understanding of its many issues
Knowledge of the public library’s role in the community and the governmental process
Ability to work as member of a team
Willingness to volunteer personal expertise and experience without financial reward
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Appendix H
Sample Financial Statement with Balance Sheet
Financial Statement - Third Quarter FY2006
At March 31, 2006
Floyd County Schools
Floyd County Commissioners
Cave Spring
Rome City Schools
Fees, Fines, Interest Earned
Polk County Commissioners
Polk County Schools
Cedartown
Rockmart
State M&O Funds
State Travel/Salaries/Benefits
State Materials
State Library for Blind
State Gold Reimbursement
LSTA - Network Security Grant
Capital Improvement - Floyd
Total Income
Capital Funds Carryover
Total Available Funds
Budget
8,000
1,484,500
17,000
8,000
95,000
114,484
8,000
51,035
50,903
56,463
264,646
49,003
88,147
300
1,789
10,000
2,307,270
222,924
2,530,194
Actual
4,000
1,107,000
12,750
6,000
66,991
89,960
8,000
33,175
24,873
42,347
197,660
36,753
66,110
258
1,789
7,500
1,705,165
1,705,165
% of Budget To Date
50%
75%
75%
75%
71%
79%
100%
65%
49%
75%
75%
75%
75%
86%
100%
75%
74%
0%
67%
Salaries
Matching Salary Benefits
Professional Services
Water/Cleaning/Grounds
Vehicle Expense
Equipment Repairs
Maintenance Contracts
Insurance
Telecommunications
Postage
Inter-library loan
Travel/Local & State
Advertising
Books & Book Materials
Supplies
Publications & Printing
Utilities
Equipment Purchases/Software
Dues & Fees
LSTA - Network Security Grant
Capital Improvements
Total Expenses
Capital Funds Carryover
Total Available Funds
1,370,632
393,222
1,500
57,400
3,000
10,000
12,000
35,291
13,996
4,600
600
3,500
2,700
208,926
26,700
4,575
131,880
11,960
3,000
1,789
10,000
2,307,270
222,924
2,530,194
960,739
277,549
37
36,419
1,522
3,224
6,258
35,291
13,996
3,109
180
1,523
298
167,346
18,493
831
94,017
8,303
1,927
1,789
5,833
1,638,684
70%
71%
2%
63%
51%
32%
52%
100%
100%
68%
30%
44%
11%
80%
69%
18%
71%
69%
64%
100%
58%
71%
1,638,684
65%
Revenues-
1
Expenditures-
1
804,159
0
66,482
870,641
0
4,112
866,529
Fund Balance - 6/30/2005
Adjustment to Fund Balance
Revenues less Expenditures
Fund Balance - 03/31/2006
Accounts Payable - 03/31/2006
Accounts Receivable - 03/31/2006
Cash Balance - 03/31/2006
1
Fund Balance for Capital - $222,924.
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Financial Statement - Third Quarter FY2006
At March 31, 2006
Assets:
Cash in Bank - March 31, 2006
Cash on Hand
Accounts Receivable/All Funds
Designated Donation Funds
Total Assets:
866,169
360
4,112
126,867
997,508
Liabilities/Fund Equity:
Accounts Payable
Fund Equity - Regular Account
Fund Equity - Capital Improvement
Fund Equity - Donations
Excess Revenue over (under) Expenditures
Total Liabilities/Fund Equity:
682,636
121,523
97,707
95,642
997,508
Table 1 -Designated Donations
Library Channel
Book Materials
Indian Base/Other Items
Children/Summer Reading
TBC
H Smith Memorial Fund (Young Adult Department)
B Reed Memorial Fund
Totals
Beg. Balance
508
41,975
9,558
6,755
95
621
38,196
97,707
Revenue
34
21,592
14,479
2,513
306
38,924
Expenditures
8,029
27
1,209
500
9,764
Budget
51,000
25,500
14,000
2,000
2,200
300
YTD
32,512
17,452
13,852
1,995
886
294
% Budget
64%
68%
99%
100%
40%
98%
95,000
66,991
5
Table 2 - Fees, Fines and Interest Earned
Fines
Copiers
Bank Interest
Meeting Rooms
Laminating
ILL Fees
Total
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H-2
Cash in Bank
542
55,539
24,010
8,059
95
621
38,002
126,867
Appendix I
List of Suggested Library Policies
Service Policies
Collection Development
Scope of Collections
Exhibits and Displays
Bulletin Boards and Materials Distribution
Criteria for Selection
Patron Behavior
Responsibility for Selection
Unattended Children
Gifts and Donations
Copiers and Other Equipment Use
Evaluation, Weeding and Maintenance
Emergencies and Disasters
Access to Collections
Intellectual Freedom
Challenged Materials
Information or Reference Services
Materials Use and Circulation
Borrower Eligibility
Community Relations
Public Information and Publicity
Friends of the Library
Loan Periods and Renewals
Partnerships and Cooperative Agreements
Requests for Items Unavailable
Volunteers
Suggestions and Complaints
Holds on Items Owned
Requests for Purchase
PINES and Interlibrary loans
Computer Access and Use
Internet Safety Policy
Reserved Materials
Overdue Fines
Charges for Damaged and Lost Materials
Reference and Special Collections
Printing Charges
Facilities Use
Hours of Operation
Accessibility
Services Offered
Free
Building Security
Meeting Room Use
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Fee-based
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Internal Policies
Board of Trustees Policies
Authority
Personnel
Job Classifications and Descriptions
Constitutions and Bylaws
Salary Schedule and Benefits
Appointments
Employee Recruitment, Selection, Appointment
Roles and Job Descriptions
Equal Opportunity/Affirmative Action
Meetings
Working Conditions
Officers
Chain of Command
Risk Management
Evaluation, Discipline and Termination
Ethics
Separation
Grievances
Association Memberships, Workshops and Travel
Finance
Budget and Funding
Financial Reports
Purchasing
Property
Insurance
Contracts and Bidding
Gifts
Investments
Capital Assets
Audits
Inventory
Bonding
Surplus Property
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Appendix J
Intellectual Freedom Documents
Library Bill of Rights
The American Library Association affirms that all libraries are forums for information and ideas, and that
the following basic policies should guide their services.
I.
Books and other library resources should be provided for the interest, information, and
enlightenment of all people of the community the library serves. Materials should not be excluded
because of the origin, background, or views of those contributing to their creation.
II.
Libraries should provide materials and information presenting all points of view on current and
historical issues. Materials should not be proscribed or removed because of partisan or doctrinal
disapproval.
III. Libraries should challenge censorship in the fulfillment of their responsibility to provide information
and enlightenment.
IV. Libraries should cooperate with all persons and groups concerned with resisting abridgment of free
expression and free access to ideas.
V.
A person’s right to use a library should not be denied or abridged because of origin, age,
background, or views.
VI. Libraries which make exhibit spaces and meeting rooms available to the public they serve should
make such facilities available on an equitable basis, regardless of the beliefs or affiliations of
individuals or groups requesting their use.
Adopted June 18, 1948. Amended February 2, 1961, and January 23, 1980,
inclusion of “age” reaffirmed January 23, 1996, by the ALA Council.
SOURCE: American Library Association, at http://www.ala.org/ala/oif/statementspols/statementsif/librarybillrights.htm
Freedom to Read Statement
The freedom to read is essential to our democracy. It is continuously under attack. Private groups and
public authorities in various parts of the country are working to remove or limit access to reading
materials, to censor content in schools, to label “controversial” views, to distribute lists of “objectionable”
books or authors, and to purge libraries. These actions apparently rise from a view that our national
tradition of free expression is no longer valid; that censorship and suppression are needed to counter
threats to safety or national security, as well as to avoid the subversion of politics and the corruption of
morals. We, as individuals devoted to reading and as librarians and publishers responsible for
disseminating ideas, wish to assert the public interest in the preservation of the freedom to read.
Most attempts at suppression rest on a denial of the fundamental premise of democracy: that the ordinary
individual, by exercising critical judgment, will select the good and reject the bad. We trust Americans to
recognize propaganda and misinformation, and to make their own decisions about what they read and
believe. We do not believe they are prepared to sacrifice their heritage of a free press in order to be
“protected” against what others think may be bad for them. We believe they still favor free enterprise in
ideas and expression.
These efforts at suppression are related to a larger pattern of pressures being brought against education,
the press, art and images, films, broadcast media, and the Internet. The problem is not only one of actual
censorship. The shadow of fear cast by these pressures leads, we suspect, to an even larger voluntary
curtailment of expression by those who seek to avoid controversy or unwelcome scrutiny by government
officials.
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Such pressure toward conformity is perhaps natural to a time of accelerated change. And yet suppression is
never more dangerous than in such a time of social tension. Freedom has given the United States the
elasticity to endure strain. Freedom keeps open the path of novel and creative solutions, and enables
change to come by choice. Every silencing of a heresy, every enforcement of an orthodoxy, diminishes the
toughness and resilience of our society and leaves it the less able to deal with controversy and difference.
Now as always in our history, reading is among our greatest freedoms. The freedom to read and write is
almost the only means for making generally available ideas or manners of expression that can initially
command only a small audience. The written word is the natural medium for the new idea and the untried
voice from which come the original contributions to social growth. It is essential to the extended discussion
that serious thought requires, and to the accumulation of knowledge and ideas into organized collections.
We believe that free communication is essential to the preservation of a free society and a creative culture.
We believe that these pressures toward conformity present the danger of limiting the range and variety of
inquiry and expression on which our democracy and our culture depend. We believe that every American
community must jealously guard the freedom to publish and to circulate, in order to preserve its own
freedom to read. We believe that publishers and librarians have a profound responsibility to give validity to
that freedom to read by making it possible for the readers to choose freely from a variety of offerings.
The freedom to read is guaranteed by the Constitution. Those with faith in free people will stand firm on
these constitutional guarantees of essential rights and will exercise the responsibilities that accompany
these rights.
We therefore affirm these propositions:
1. It is in the public interest for publishers and librarians to make available the widest
diversity of views and expressions, including those that are unorthodox, unpopular, or
considered dangerous by the majority.
Creative thought is by definition new, and what is new is different. The bearer of every new thought is
a rebel until that idea is refined and tested. Totalitarian systems attempt to maintain themselves in
power by the ruthless suppression of any concept that challenges the established orthodoxy. The
power of a democratic system to adapt to change is vastly strengthened by the freedom of its citizens
to choose widely from among conflicting opinions offered freely to them. To stifle every nonconformist
idea at birth would mark the end of the democratic process. Furthermore, only through the constant
activity of weighing and selecting can the democratic mind attain the strength demanded by times like
these. We need to know not only what we believe but why we believe it.
2. Publishers, librarians, and booksellers do not need to endorse every idea or presentation
they make available. It would conflict with the public interest for them to establish their own
political, moral, or aesthetic views as a standard for determining what should be published or
circulated.
Publishers and librarians serve the educational process by helping to make available knowledge and
ideas required for the growth of the mind and the increase of learning. They do not foster education
by imposing as mentors the patterns of their own thought. The people should have the freedom to
read and consider a broader range of ideas than those that may be held by any single librarian or
publisher or government or church. It is wrong that what one can read should be confined to what
another thinks proper.
3. It is contrary to the public interest for publishers or librarians to bar access to writings on
the basis of the personal history or political affiliations of the author.
No art or literature can flourish if it is to be measured by the political views or private lives of its
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creators. No society of free people can flourish that draws up lists of writers to whom it will not listen,
whatever they may have to say.
4. There is no place in our society for efforts to coerce the taste of others, to confine adults to
the reading matter deemed suitable for adolescents, or to inhibit the efforts of writers to
achieve artistic expression.
To some, much of modern expression is shocking. But is not much of life itself shocking? We cut off
literature at the source if we prevent writers from dealing with the stuff of life. Parents and teachers
have a responsibility to prepare the young to meet the diversity of experiences in life to which they will
be exposed, as they have a responsibility to help them learn to think critically for themselves. These are
affirmative responsibilities, not to be discharged simply by preventing them from reading works for
which they are not yet prepared. In these matters values differ, and values cannot be legislated; nor can
machinery be devised that will suit the demands of one group without limiting the freedom of others.
5. It is not in the public interest to force a reader to accept the prejudgment of a label
characterizing any expression or its author as subversive or dangerous.
The ideal of labeling presupposes the existence of individuals or groups with wisdom to determine by
authority what is good or bad for others. It presupposes that individuals must be directed in making up
their minds about the ideas they examine. But Americans do not need others to do their thinking for
them.
6. It is the responsibility of publishers and librarians, as guardians of the people’s freedom to
read, to contest encroachments upon that freedom by individuals or groups seeking to
impose their own standards or tastes upon the community at large; and by the government
whenever it seeks to reduce or deny public access to public information.
It is inevitable in the give and take of the democratic process that the political, the moral, or the
aesthetic concepts of an individual or group will occasionally collide with those of another individual or
group. In a free society individuals are free to determine for themselves what they wish to read, and
each group is free to determine what it will recommend to its freely associated members. But no group
has the right to take the law into its own hands, and to impose its own concept of politics or morality
upon other members of a democratic society. Freedom is no freedom if it is accorded only to the
accepted and the inoffensive. Further, democratic societies are more safe, free, and creative when the
free flow of public information is not restricted by governmental prerogative or self-censorship.
7. It is the responsibility of publishers and librarians to give full meaning to the freedom to
read by providing books that enrich the quality and diversity of thought and expression. By
the exercise of this affirmative responsibility, they can demonstrate that the answer to a
“bad” book is a good one, the answer to a “bad” idea is a good one.
The freedom to read is of little consequence when the reader cannot obtain matter fit for that reader’s
purpose. What is needed is not only the absence of restraint, but the positive provision of opportunity
for the people to read the best that has been thought and said. Books are the major channel by which
the intellectual inheritance is handed down, and the principal means of its testing and growth. The
defense of the freedom to read requires of all publishers and librarians the utmost of their faculties,
and deserves of all Americans the fullest of their support.
We state these propositions neither lightly nor as easy generalizations. We here stake out a lofty claim for
the value of the written word. We do so because we believe that it is possessed of enormous variety and
usefulness, worthy of cherishing and keeping free. We realize that the application of these propositions
may mean the dissemination of ideas and manners of expression that are repugnant to many persons. We
do not state these propositions in the comfortable belief that what people read is unimportant. We believe
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9/5/2008
rather that what people read is deeply important; that ideas can be dangerous; but that the suppression of
ideas is fatal to a democratic society. Freedom itself is a dangerous way of life, but it is ours.
This statement was originally issued in May of 1953 by the Westchester Conference of the American
Library Association and the American Book Publishers Council, which in 1970 consolidated with the
American Educational Publishers Institute to become the Association of American Publishers.
Adopted June 25, 1953, by the ALA Council and the AAP Freedom to Read Committee; amended
January 28, 1972; January 16, 1991; July 12, 2000; June 30, 2004.
A Joint Statement by:
American Library Association
Association of American Publishers
Subsequently endorsed by:
American Booksellers Foundation for Free Expression
The Association of American University Presses, Inc.
The Children’s Book Council
Freedom to Read Foundation
National Association of College Stores
National Coalition Against Censorship
National Council of Teachers of English
The Thomas Jefferson Center for the Protection of Free Expression
SOURCE: American Library Association, at http://www.ala.org/ala/oif/statementspols/ftrstatement/freedomreadstatement.htm
Freedom to View Statement
The FREEDOM TO VIEW, along with the freedom to speak, to hear, and to read, is protected by the First
Amendment to the Constitution of the United States. In a free society, there is no place for censorship of
any medium of expression. Therefore these principles are affirmed:
1. To provide the broadest access to film, video, and other audiovisual materials because they are a means
for the communication of ideas. Liberty of circulation is essential to insure the constitutional guarantees of
freedom of expression.
2. To protect the confidentiality of all individuals and institutions using film, video, and other audiovisual
materials.
3. To provide film, video, and other audiovisual materials which represent a diversity of views and
expression. Selection of a work does not constitute or imply agreement with or approval of the content.
4. To provide a diversity of viewpoints without the constraint of labeling or prejudging film, video, or other
audiovisual materials on the basis of the moral, religious, or political beliefs of the producer or filmmaker
or on the basis of controversial content.
5. To contest vigorously, by all lawful means, every encroachment upon the public’s freedom to view.
This statement was originally drafted by the Freedom to View Committee of the American Film and Video
Association (formerly the Educational Film Library Association) and was adopted by the AFVA Board of
Directors in February 1979. This statement was updated and approved by the AFVA Board of Directors in
1989.
Endorsed by the ALA Council January 10, 1990.
SOURCE: American Library Association, at http://www.ala.org/ala/oif/statementspols/ftvstatement/freedomviewstatement.htm
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Appendix K
Library Service Responses
Be an Informed Citizen: Local, national, and world affairs. Residents will have the information they need
to support and promote democracy, to fulfill their civic responsibilities at the local, state, and
national levels, and to fully participate in community decision-making.
Build Successful Enterprises: Business and non-profit support. Business owners and non-profit
organization directors and their managers will have the resources they need to develop and maintain
strong, viable organizations.
Celebrate Diversity: Cultural awareness. Residents will have programs and services that promote
appreciation and understanding of their personal heritage and the heritage of others in the
community.
Connect to the Online World: Public Internet access. Residents will have high-speed access to the digital
world with no unnecessary restrictions or fees to ensure that everyone can take advantage of the
ever-growing resources and services available through the Internet.
Create Young Readers: Early literacy. Children from birth to age five will have programs and services
designed to ensure that they will enter school ready to learn to read, write, and listen.
Discover Your Roots: Genealogy and local history. Residents and visitors will have the resources they
need to connect the past with the present through their family histories and to understand the
history and traditions of the community.
Express Creativity: Create and share content. Residents will have the services and support they need to
express themselves by creating original print, video, audio, or visual content in a real-world or online
environment.
Get Facts Fast: Ready reference. Residents will have someone to answer their questions on a wide array
of topics of personal interest.
Know Your Community: Community resources and services. Residents will have a central source for
information about the wide variety of programs, services, and activities provided by community
agencies and organizations.
Learn to Read and Write: Adult, teen, and family literacy. Adults and teens will have the support they
need to improve their literacy skills in order to meet their personal goals and fulfill their
responsibilities as parents, citizens, and workers.
Make Career Choices: Job and career development. Adults and teens will have the skills and resources
they need to identify career opportunities that suit their individual strengths and interests.
Make Informed Decisions: Health, wealth, and other life choices. Residents will have the resources they
need to identify and analyze risks, benefits, and alternatives before making decisions that affect
their lives.
Satisfy Curiosity: Lifelong learning. Residents will have the resources they need to explore topics of
personal interest and continue to learn throughout their lives.
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Stimulate Imagination: Reading, viewing, and listening for pleasure. Residents will have materials and
programs that excite their imaginations and provide pleasurable reading, viewing, and listening
experiences.
Succeed in School: Homework help. Students will have the resources they need to succeed in school.
Understand How to Find, Evaluate, and Use Information: Information fluency. Residents will know
when they need information to resolve an issue or answer a question and will have the skills to
search for, locate, evaluate, and effectively use information to meet their needs.
Visit a Comfortable Place: Physical and virtual spaces. Residents will have safe and welcoming physical
places to meet and interact with others or to sit quietly and read and will have open and accessible
virtual spaces that support networking.
Welcome to the United States: New immigrants will have information on citizenship, English Language
Learning (ELL), employment, public schooling, health and safety, available social services, and any
other topics that they need to participate successfully in American life.
SOURCE: 2007 Public Library Service Responses by June Garcia and Sandra Nelson, for the Public Library Association, a division of the American
Library Association
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APPENDIX L
(Current)
PLS-6-2-.75 PUBLIC LIBRARY CAPITAL OUTLAY GRANTS: GENERAL ADMINISTRATION
(1) DEFINITIONS
(a) Certified bid tabulation – summary of each bid as read at a public bid opening and certified by the
person responsible for opening the bids as being an accurate record.
(b) Eligible construction project – project that meets one or more of the following criteria.
1. A new library facility.
2. An addition to an existing public library, with or without the renovation of the existing facility,
provided all space and program requirements are met.
3. A new multipurpose facility of which the public will be a part, provided that prior approval of the
department is obtained and provided that the total project funds to be applied toward the
construction of a multipurpose facility do not exceed the amount required to construct that portion of
the building designated as the library facility.
(c) Eligible library system – library system that fulfills all requirements for the receipt of state aid as
described in Rule PLS-6-2.01 (Requirements for Public Library State Aid Grant Funds).
(d) Existing public library – facility that has been occupied and used as a public or technical library service
outlet for at least 36 months prior to July 1 of the year in which the application is filed.
(e) The funding formulae for public library capital outlay grant projects are as follows:
1. For projects that do not exceed the minimum standard of the State Space Standards for Public
Library Buildings, the local matching funding formula shall be 10 percent of the first $500,000 of the
total project cost and 33 1/3 percent of the project cost above $500,000.
2. For projects that are above the minimum standard of the State Space Standards for Public Library
Buildings but below the medium standard, the local matching funding formula shall be 40 percent of
the total project cost.
3. For projects that are above medium standard of the State Space Standards for Public Library
Buildings but below the optimal standard, the local matching funding formula shall be 40 percent of
the total project cost.
4. Projects that are above the optimal standard of the State Space Standards for Public Library
Buildings shall not be eligible for public library capital outlay grants.
5. For projects that bridge two state space standard levels, the local matching funding shall be
calculated based upon the percentage of the square footage that falls within each state space
standard level.
(f) Matching funds for a state capital outlay grant – local funds required by the funding formulae for
public library capital outlay grant projects. Federal assistance grants from regional commissions may be
considered local matching funds.
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(g) State space standards for public library buildings:
POPULATION RANGE
0 to 24,999
25,000 to 49,999
50,000 to 149,999
150,000 to 299,999
300,000 to 499,999
500,000+
POPULATION RANGE
0 to 24,999
25,000 to 49,999
50,000 to 149,999
150,000 to 299,999
300,000 to 499,999
500,000+
POPULATION RANGE
0 to 24,999
25,000 to 49,999
50,000 to 149,999
150,000 to 299,999
300,000 to 499,999
500,000+
MINIMUM STANDARDS
.7 SF/Capita
17,500 SF or .6 SF/Capita*
MEDIUM STANDARDS
.9 SF/Capita
OPTIMAL STANDARDS
1.0 SF/Capita
*Whichever is greater
(2) REQUIREMENTS
(a) A library system board of trustees of an eligible library system that has matching funds shall submit
applications for eligible projects for capital outlay grants according to the annual capital outlay grant
schedule adopted by the department.
(b) An applicant library system board of trustees shall ensure that the proposed project either
1. Meets the minimum standard of the state space standards for public library buildings using the
Office of Planning and Budget (OPB) 10 year population projection for the service area, or
2. Is a part of a master facilities plan that will bring the county up to the minimum space standard
based on the OPB 10-year population projection.
(c) A library system board of trustees may apply for a maximum amount of $2,000,000 of public library
capital outlay grant funds during a single fiscal year.
(d) When applying for a public library capital outlay grant, a library system board of trustees shall indicate
the project’s priority as follows:
1. First priority shall be regional library system headquarters buildings.
2. Second priority shall be county library headquarters buildings in single county systems.
3. Third priority shall be county library headquarters buildings in counties that are participating units
of regional library systems.
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4. Fourth priority shall be branch library buildings in regional library systems or in county library
systems.
(e) The library system board of trustees shall be the contracting party for all contracts that will be a part
of the capital outlay project except that the library system board may contract with the Georgia State
Financing and Investment Commission for construction management services as provided by Georgia law.
(f) The library system board of trustees shall submit correspondence to the department and all
departmental forms bearing original signatures.
(g) The library system board of trustees shall execute contracts or purchase orders only when
departmental approval has been obtained.
(h) The library system board of trustees shall obtain approval from the department for all change orders
to contracts or purchase orders prior to obtaining signatures or issuing an order to proceed.
(i) The library system board of trustees shall submit copies of the following to the department within
three days of their receipt or preparation.
1. Signed contracts and purchase orders.
2. Certified bid tabulation forms.
3. Fully executed change orders.
Authority O.C.G.A. § 20-2-305; 20-5-3; 20-5-43; 20-5-45; 20-5-46; 20-5-48; 20-5-49
Adopted: December 12, 1990
Effective: January 3, 1991
Cross Ref.: Rule PLS-6-2-.76 (Public Library Capital Outlay Grants: Bidding); Rule PLS-6-2-.78 (Public
Library Capital Outlay Grants: Financial Commitments)
PLS-6-2-.76 PUBLIC LIBRARY CAPITAL OUTLAY GRANTS: BIDDING
(1) DEFINITION
(a) Contract documents – final set of construction working drawings and written specification manual for
construction or the furnishings and equipment specification manual and final floor plan for furnishings
and equipment. They are the basis of subsequent contracts or purchase orders.
(2) REQUIREMENTS
(a) Library system boards of trustees shall follow Georgia codes applicable to county public works
contracts when letting contracts for the construction or renovation of public libraries under this grant
program.
(b) Library system boards of trustees shall let contracts, purchase orders, letters of agreement or any other
form of purchase agreements for furnishings and equipment purchases that will exceed $5,000 to the
lowest responsible bidder following a publicly advertised competitive bidding procedure. For purchases
that will not exceed $5,000, library system boards shall follow local purchasing procedures.
(c) Bid security as provided in O.C.G.A. §13-10-1 shall be required for the following:
1. All construction contracts that exceed $20,000.
2. All furnishings and equipment contracts, purchase orders, letters of agreement or any other forms
of purchase agreement that exceed $5,000.
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(d) Performance bonds as provided in O.C.G.A §13-10-1 shall be required for the following:
1. All construction contracts which exceed $20,000.
2. All furnishings and equipment contracts, purchase orders, letters of agreement or any other form
of purchase agreement which exceed $10,000.
(e) Payment security as provided in O.C.G.A. §13-10-1 shall be required for the
following.
1. All construction contracts which exceed $20,000.
2. All furnishings and equipment contracts, purchase orders, letters of agreement or any other form
of purchase agreement that exceed $5,000.
(f) A library system board of trustees shall obtain in departmental approval of any contract documents
and all portions of the project prior to advertising them for bids or placing them on the market.
(g) Library system board of trustees shall submit to the department written verification that the
construction and the furnishings and equipment have been publicly bid according to prevailing Georgia
code and/or local laws within two weeks of the advertisement or prior to signing a contract or purchase
order, whichever comes first.
Authority O.C.G.A. § 20-2-305; 20-5-46; 20-5-49.
Cross Ref.: Rule PLS-6-2-.75 (Public Library Capital Outlay Grants: General Administration); Rule PLS-6-2.82 (Public Library Capital Outlay Grants: Architectural Plans Approval); Rule PLS-6-2-.85 (Public Library
Capital Outlay Grants: Furnishings and Equipment)
PLS-6-2-.77 PUBLIC LIBRARY CAPITAL OUTLAY GRANTS: FINANCIAL REPORTING
(1) DEFINITIONS
(a) Final Grant Application Agreement – official control document regarding financial information and
local commitments. It is the basis for the preparation of the Construction Grant Approval and Payment
Schedule by the department.
(b) Revised Project Budget – Form that is used to update the information submitted on the final Grant
Application Agreement. It may be obtained from the department.
(2) REQUIREMENTS
(a) The library system board of trustees shall submit to the department written verification of the capital
outlay project checking account to include the following:
1. The name and number of the account.
2. The name of the bank where the account is located.
3. The amount of funds deposited from the inception of the account.
4. A statement from the library system board of trustees indicating its control of the account.
(b) The library system board of trustees shall submit for departmental approval a Revised Project Budget
form:
1. With the construction contract.
2. With the furnishings and equipment bidding documents.
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3. When significant changes in the project budget are anticipated.
4. Upon request of the department.
Authority O.C.G.A. § 20-2-305; 20-5-2, 20-5-3, 20-5-43, 20-5-46.
Cross Ref.: Rule PLS-6-2-.75 (Public Library Capital Outlay Grants: General Administration); Rule PLS-62-.76 (Public Library Capital Outlay Grants: Bidding); Rule PLS-6-2-.85 (Public Library Capital Outlay
Grants: Furnishings and Equipment)
PLS-6-2-.78 PUBLIC LIBRARY CAPITAL OUTLAY GRANTS: FINANCIAL COMMITMENTS
(1) DEFINITIONS
(a) Allowable capital outlay expenditures – items listed on the Grant Application Agreement form.
(b) Certificate of Substantial Completion – document signed by all parties who signed the contract for
construction and that:
1. Indicates the date of substantial completion.
2. Indicates the date by which remaining items are to be completed.
3. Transfers responsibility for utilities and insurance from the construction contractor to the owner
and permits the owner to occupy the building.
4. Releases the retainage withheld from the construction contractor on all items that have been
completed.
(c) Local funding agency – governmental agencies that provide capital outlay matching funds and /or
maintenance and operating funds for a public library.
(d) Substantial completion – completion of all major construction and the installation of all major building
systems, including heating, ventilating and air conditioning; plumbing; electrical; fire detection and
security systems.
(e) Written verification – copy of official minutes or a letter on letterhead, signed by an authorized
official, verifying that an action has taken place.
(2) REQUIREMENTS
(a) The library system board of trustees shall obtain the signature of the head of each local funding
agency on the final Grant Application Agreement.
(b) The library system board of trustees shall submit the draft and final Grant Agreement Application
according to the capital outlay grant schedule adopted by the department. The final Grant Application
Agreement shall be accompanied by letters of financial commitment from each of the agencies providing
funding for the capital outlay project to include the following:
1. The official name of the construction project as listed on the final Grant Application Agreement.
2. The source of local funds, e.g., tax revenue, bonds, and the specific amount that will be made
available for the project by the agency. If the source of funding is to be a referendum, the letter shall
state that the referendum will occur no later that the end of the calendar year prior to the opening
session of the Georgia General Assembly which will consider appropriation for the project.
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3. A statement that local funds shall be available to the library system board of trustees for deposit to
the capital outlay project account prior to the date when the library system board of trustees shall be
ready to sign a construction contract.
4. The date when the funding agency voted to commit the funds for the project to the library system
board of trustees.
(c) If the composition of a funding agency changes due to elections prior to January 1, the library
system board of trustees shall obtain:
1. A reaffirmation of the local funding commitment.
2. A new letter of financial commitment, which shall be submitted to the department prior to the
opening session of the Georgia General Assembly.
(d) The library system board of trustees shall secure funds for the purchase of the site and the demolition
of existing structures on the site from sources outside the capital outlay grant program.
(e) If any part of the matching funds is to be obtained from private sources, the library system board of
trustees shall submit written verification that the private funds have been deposited in the capital outlay
project account prior to the deadline for submission of the Grant Application Agreement.
(f) The library system board of trustees shall submit written verification that all matching funds have been
deposited in the capital outlay project account prior to signing a construction contract.
(g) A library system board of trustees shall return to the original funding agencies on a pro rata basis
capital outlay funds that have not been expended at the end of two years following substantial
completion as documented by the certificate of Substantial Completion.
Authority O.C.G.A. § 20-2-305; 20-5-2, 20-5-46.
Cross Ref.: Rule PLS-6-2-.75 (Public Library Capital Outlay Grants: General Administration); Rule PLS-62-.77 (Public Library Capital Outlay Grants: Financial Reporting); Rule PLS-6-2-.80 (Public Library
Capital Outlay Grants: Site Approval)
PLS-6-2-.79 PUBLIC LIBRARY CAPITAL OUTLAY GRANTS: LIBRARY SYSTEM REQUESTS FOR GRANT
PAYMENTS
(1) DEFINITIONS
(a) Construction Grant Approval and Payment Schedule – record of the departmental approval of the grant.
(b) Punch list – listing of all items remaining to be completed on the library building based on the
contract documents and any subsequently executed change orders.
(2) REQUIREMENTS
(a) A library system board of trustees shall submit the following forms, or the equivalent GENESIS
accounting system report, each time a grant payment is requested:
1. A Library System Request for Grant Payment form.
2. An Audit form.
3. A Construction Account Summary form.
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(b) The public library system board of trustees shall submit the first payment request to the department
for the amount listed on the Construction Grant Approval and Payment Schedule with a copy of the
signed construction contract, copies of performance and payment bonds and a certified bid tabulation.
(c) The public library system board of trustees shall submit the second payment request for the amount
listed on the Construction Grant Approval and Payment Schedule when either.
1. Thirty percent of the total project budget has been expended, or
2. Thirty percent of the total project funds have not been expended, but the library board of trustees
is holding an invoice that exceeds the amount of funds available. In this case, the library system board
of trustees shall submit a letter with Library System Request for Grant Payment indicating the dollar
amount of the invoices held and the amount of cash available.
(d) The public library system board of trustees shall submit the third payment request for the amount
listed on the Construction Grant Approval and Payment Schedule when the following have been
completed:
1. A final inspection of the building has been completed by the owner, architect, and contractor.
2. Copies of the signed certificate of substantial completion, the final punch list and the occupancy
permit where required by local codes have been received by the department.
Authority O.C.G.A. § 20-2-305; 20-5-2, 20-5-3, 20-5-43, 20-5-46.
Cross Ref.: Rule PLS-6-2-.75 (Public Library Capital Outlay Grants: General Administration); Rule PLS-6-2.77 (Public Library Capital Outlay Grants: Financial Reporting); Rule PLS-6-2-.78 (Public Library Capital
Outlay Grants: Financial Commitments)
PLS-6-2-.80 PUBLIC LIBRARY CAPITAL OUTLAY GRANTS: SITE APPROVAL
(1) DEFINITIONS
(a) Capital outlay grant schedule – schedule distributed by the department for each fiscal year.
(b) Site Application form – form available from the department that contains criteria for site approval.
(2) REQUIREMENTS
(a) The library system board of trustees shall submit to the department:
1. A Site Application form for a capital outlay project, including an Attorney’s Certificate of Clear Title
in Fee Simple form, for approval according to the public library capital outlay grant schedule.
(i) The Site Application form shall show that the site is owned by the city, county or library board or
include an option to purchase which indicates the date by which the title will be transferred.
(ii) The Attorney’s Certificate of Clear Title in Fee Simple form
shall:
(I) Be submitted on the attorney’s letterhead.
(II) Indicate that no title restrictions exist.
2. A topographical survey and/or a soil engineering study in conjunction with the Site Application, if
requested by the department.
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3. A satisfactory agreement to the department indicating how site development will be implemented
to correct the problem if a determination from the Georgia Department of Natural Resources finds that
the proposed site is in the 100-year flood plain.
4. Evidence of the title transfer to the city, county or library board in time for the department to
submit the project for grant award at the final board meeting of the fiscal year from which the funds
were appropriated.
(b) The Site Application form, the Attorney’s Certificate of Clear Title in Fee Simple form, and the Public
Library Capital Outlay Grant Application Schedule are available from department.
Authority O.C.G.A § 20-2-305; 20-5-2; 20-5-43; 20-5-46; 20-5-48.
Cross Ref.: Rule PLS-6-2-.75 (Public Library Capital Outlay Grants: General Administration); Rule PLS-62-.78 (Public Library Capital Outlay Grants: Financial Commitments); Rule PLS-6-2-.82 (Public Library
Capital Outlay Grants: Architectural Plans Approval)
PLS-6-2-.81 PUBLIC LIBRARY CAPITAL OUTLAY GRANTS: BUILDING PROGRAM APPROVAL
(1) DEFINITION
(a) Written building program – the control document used in preparing and reviewing the architectural
plans and the furnishing and equipment specifications.
(2) REQUIREMENTS
(a) The library system board of trustees shall:
1. Submit to the department for approval the draft written building program according to the capital
outlay grant schedule adopted by the department, which is available from the department.
2. Submit to the department for approval the final written building program according to the capital
outlay grant schedule adopted by the department, which is available from the department.
3. Select an author for the written building program who holds a Master of Library Science degree
from a library school accredited by the American Library Association.
(b) The written building program shall include:
1. Table of Contents.
2. Overview and Introduction including:
(i) A brief summary of the project.
(ii) A statement of need for the project.
(iii) Proposed project schedule.
(iv) The relationship of the written building program to the architectural design solution.
(v) The building team members and the specific roles and responsibilities of each.
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3. Community Analysis that describes and analyzes factors that will potentially have an effect upon
the library’s plan of service and/or its ability to fund, maintain and operate the proposed facility. This
section shall include written explanations and/or charts of all relevant factors including:
(i) A listing of the members of governmental agencies who will have an influence on the planning
of the facility and their roles. This shall include names affiliations, and term expiration dates.
(ii) A listing of other individuals who will be involved in planning and funding the new facility,
including their affiliations and term expiration dates, if appropriate.
(iii) Project location giving general information regarding the location of the project within the
library system, the county and the community. Library system, city and county maps showing the
desired location of the project site shall be included.
(iv) Population, growth rate and demographic characteristics of the library service area including
socioeconomic levels, age groups, ethnic diversity, education levels and other relevant
demographic characteristics.
(v) Types of business, industry and trade and their anticipated growth rates.
4. Interpretation of Data that discusses the implications and conclusions of all data collected,
including its impact on the overall size of the facility, projected expansion of the facility, types and sizes
of collections and types and quantities of seating.
5. Site Analysis discussing the general site requirements including size, parking, setbacks, expansion
and the implications of elements listed in the Site Application if the site for the project has been
selected and approved by the department.
6. Institutional Analysis giving a description of the library and the library administration’s plans to
provide service for access to information of all kinds in all forms for the library service area. It shall
include:
(i) A brief history of the library.
(ii) The philosophy of service including roles, goals and objectives for providing library services to
the community.
(iii) The long-range plan of service including a description of service for the number of years for
which the library building is being planned (10 to 20 years), including any offered at the new
facility
(iv) Materials collections describing the following:
(I) The present collections.
(II) The types and sizes of collections required in the new facility, including rationale and growth
based on the community analysis.
(III) A table showing for each type of collection the types of shelving, the required number of
sections and the conversion factors used.
(v) A listing of current and proposed full-time and part-time staff positions.
(vi) The current and proposed public service hours.
(vii) The following budgets showing all income and disbursements by category.
(I) The current operating budget.
(II) The projected operating budget for the first year.
7. Space and Cost Estimate Analysis including:
(i) An estimate of the overall amount of square footage needed based upon the library service area
and state space standards.
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(ii) A capital improvement budget for the project showing anticipated disbursements and sources
of funds in the following categories:
(I) Disbursements.
I.
Construction contract.
II. Architectural fees.
III. Furnishings and equipment.
IV. Consultants’ fees.
V. Site engineering.
VI. Advertising bids.
VII. Miscellaneous.
VIII.Legal and audit fees.
IX. Site development.
X. Contingency.
(II) Sources of Funds.
I. State of Georgia – Department of Education.
II. State of Georgia – Other.
III. County.
IV. City.
V. Other local governmental agencies.
VI. Private.
VII. Federal – Library Services and Construction Act Title II.
VIII.Federal – other agencies.
8. Facility Space Requirements including:
(i) A spatial diagram and/or an interaction matrix showing spatial relationships of the areas of the
library.
(ii) A chart summarizing facility space requirements including each area in the proposed library
showing square footage, size and type of materials collections and type and number of seats for
staff and public.
(iii) A space description with architectural requirements, including a general narrative and a
description of each individual space, which addresses:
(I) Square footage.
(II) Occupancy by staff and public.
(III) Types and sizes of material collections.
(IV) Functional activity.
(V) Important spatial relationships to other areas.
(VI) Flexibility/expandability.
(VII) Staff efficiency.
(VIII) Energy efficiency.
(IX) Environmental conditions.
(X) Fenestration.
(XI) Building materials and finishes.
(XII) Handicapped accessibility.
(XIII) Acoustics.
(XIV) Vertical transportation.
(XV) Electrical needs.
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(XVI) Lighting needs.
(XVII) Computer/data communication needs.
(XVIII) Security.
(XIX) Visual supervision.
(XX) Signage and display.
(XXI) Audiovisual requirements.
(XXII) Listing of furnishings and equipment.
9. Furniture and Equipment Master list including all furniture and equipment required in all areas of
the facility
Authority O.C.G.A. § 20-2-305; 20-5-2; 20-5-43; 20-5-46.
Cross Ref.: Rule PLS-6-2-.75 (Public Library Capital Outlay Grants: General Administration); Rule PLS-62-.78 (Public Library Capital Outlay Grants: Financial Commitments); Rule PLS-6-2-.80 (Public Library
Capital Outlay Grants: Site Approval); Rule PLS-6-2-.85 (Public Library Capital Outlay Grants: Furnishings
and Equipment)
PLS-6-2-.82
PUBLIC LIBRARY CAPTIAL OUTLAY GRANTS: ARCHITECTURAL PLANS APPROVAL
(1) DEFINITIONS
(a) Contract documents:
1. For construction, the final set of working drawings and written specifications.
2. For furnishings and equipment, the specification manual, final floor plan and shop drawings, if
applicable.
(b) Design development plans – expansion of the schematic plans.
(c) Schematic plans – architect’s design interpretation that addresses requirements of the written building
program.
(d) Working drawings – complete drawings accompanied by detailed written specifications from which the
construction contractor builds the building.
(2) REQUIREMENTS
(a) The library system board of trustees shall obtain departmental approval of architectural plans at the
schematic, design development and working drawings phases before the architect is authorized to
proceed to the next phase.
(b) In order to obtain schematic design approval, the library system board of trustees shall submit to the
department for approval the following according to the capital outlay grant schedule adopted by the
department:
1. Architectural plans that include:
(i) A site plan showing building location and parking.
(ii) A floor plan showing the spatial arrangement with the complete furnishings and equipment
layout.
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(iii) Building elevations from all four directions showing the locations of openings, roof lines, etc.
2. A tabulation of the square footage for each area called for in the written building program
compared to the square footage shown in the architectural plans, identifying decreases and increases.
3. A tabulation of the number of each type of library material called for in the building program
compared to the number that can be housed in the square footage shown on the architectural plans.
4. Verification or modification of the master list of furnishings and equipment from the written
building program, including a cost estimate.
5. The architect’s preliminary construction cost estimate.
6. For addition/renovation projects, copies of the following studies as performed by a state-licensed
or certified firm/individual under the direction of the project architect:
(i) A structural engineering study.
(ii) An asbestos survey to determine the presence of all asbestos-containing materials in the
existing building and the total estimated cost for their removal.
(c) In order to obtain design development approval, the library system board of trustees shall submit to
the department for approval the following according to the capital outlay grant schedule adopted by the
department:
1. Architectural plans that include.
(i) A site plan describing
(I) Existing buildings.
(II) Access roads.
(III) Sidewalks.
(IV) Parking.
(V) Topography.
(VI) Survey control points.
(VII) Bench marks.
(VIII) Drainage.
(IX) Routing of sewer, water, gas and other utilities.
(ii) Floor plans showing
(I) Complete functional layout.
(II) Room designations.
(III) Major dimensions and critical dimensions.
(IV) Structural columns.
(V) Furnishings and equipment layout.
(iii) Lighting and electrical distribution systems using separate overlay prints on the approved
schematic furnishings and equipment plan that show:
(I) All sources of artificial illumination, with a legend that indicates type of light fixtures.
(iv) All electrical outlets, telephone jacks, computer/data, communications outlets and audiovisual
outlets.
(v) Building elevations from all four directions showing all openings, roof lines, type and extent of
building finishes and finish grade at building.
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(vi) Building cross sections showing the relationship of various levels, floor to ceiling heights,
construction systems and materials.
(vii) Preliminary finish schedule listing types of materials to be used on floors, ceilings and walls for
all interior spaces.
2. A tabulation of the square footage for each area called for in the building program compared to
the square footage shown on the architectural plans, identifying and justifying any changes since
approved schematic plans.
3. A topographical survey including:
(i) The date, seal, signature and state registration number of the surveyor.
(ii) The drawing scale.
(iii) Directional orientation.
(iv) Establishment of local benchmark.
(v) Ground elevations of site.
(vi) Water systems.
(vii) Sanitary sewer systems.
(viii) Storm drainage system.
(ix) Gas distribution.
(x) Overhead and underground power and telephone lines.
(xi) Adjacent roads, streets and driveways.
(xii) Location of all billboards, trees, steps, fire hydrants, signs, fences and meters lying between the
edge of paving and the right-of-way.
(xiii) Ground cover and structures within the boundaries.
(xiv) Railroads.
(xv) Easements.
4. A soil engineering study performed by a state licensed firm/individual under the direction of the
project architect including:
(i) General conditions.
(ii) Bearing strength of the soil.
(iii) The amount of required cut and fill.
(iv) Subsurface conditions such as underground water, bedrock, building foundations and
abandoned utilities.
(v) Recommendations.
5. A lump sum construction cost estimate by building system as submitted by the architect, including
a listing of alternates.
6. A preliminary furnishings and equipment cost estimate reflecting any changes that have taken
place as a result of architectural modifications.
(d) The library system board of trustees shall submit all documents required fordesign development
approval in time for the department to prepare the state board agenda item requesting grant award at the
final Board of Regents of the University System of Georgia meeting of the fiscal year from which the funds
were appropriated.
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(e) In order to obtain working drawing design approval, the library system board of trustees shall submit
to the department for approval the following according to the capital outlay grant schedule adopted by
the department:
1. A complete set of working drawings and specifications that are stamped and signed by the
architect, all consulting engineers and the state fire marshal or a written waiver of jurisdiction from the
state fire marshal.
2. Verification of the approval of the local fire/building official.
3. A copy of the Invitation to Bid giving the bid date, time and location of the bid opening.
4. A listing of the additive or deductive alternates in the order that they will be accepted as
determined by the library board of trustees.
5. A detailed construction cost estimate including individual line items for all quantities of materials
with unit cost, labor costs, total quantity costs and a listing of additive or deductive alternates. This
budget shall use the same categories as the cost estimate required in paragraph (c), subparagraph 5.
6. The final itemized furnishings and equipment cost estimate, including itemized additive or
deductive alternates, reflecting all changes that have taken place as a result of architectural plans
modifications.
7. A draft of the furnishings and equipment contract documents including:
(i) The invitation to bid, instructions to bidders and bid forms.
(ii) Item specifications and related drawings.
(iii) Dimensioned floor plan as approved by the department at the design development phase.
(f) The library system board of trustees shall obtain departmental approval of all addenda to the contract
documents prior to their release to potential bidders.
Authority O.C.G.A. § 20-2-305; 20-5-2; 20-5-43; 20-5-46.
Cross Ref.: Rule PLS-6-2-.75 (Public Library Capital Outlay Grants: General Administration); Rule PLS-62-.76 (Public Library Capital Outlay Grants: Bidding); Rule PLS-6-2-.81 (Public Library Capital Outlay
Grants: Building Program Approval); Rule PLS-6-2-.85 (Public Library Capital Outlay Grants: Furnishings
and Equipment)
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PLS-6-2-.83 PUBLIC LIBRARY CAPTIAL OUTLAY GRANTS: COMMENCEMENT OF CONSTRUCTION
(1) REQUIREMENTS
(a) The library system board of trustees shall ensure that construction begins within 180 days following
grant award by the board.
(b) In the event of unusual or extreme circumstances preventing the commencement of construction within
180 days, the library system board shall submit to the Assistant Vice Chancellor or designee a written
request for an extension of up to 360 days.
(1) Requests for extensions beyond this time period shall be made to the state board by the public
library system board in accordance with Rule PLS-1-3-.02 (Suspension of Rules (Waiver)).
Authority O.G.G.A. § 20-2-305; 20-5-2.
Adopted: July 9, 1992
Effective: August 6, 1992
PLS-6-2-.84 PUBLIC LIBRARY CAPITAL OUTLAY GRANTS: ACCEPTANCE OF THE BUILDING
(1) DEFINITION
(a) Final inspection – physical inspection of the building using a previously prepared punch list to
determine whether the building is substantially complete.
(2) REQUIREMENTS
(a) Library system board of trustees shall contact the department to schedule the final inspection when the
project architect has determined that the building is ready to be examined for substantial completion and
an occupancy permit has been obtained, where required by local codes.
(b) The library system board of trustees shall forward a copy of the certificate of substantial completion and
the final punch list to the department and retain the original for the project files.
Authority O.C.G.A. § 20-2-305; 20-5-2; 20-5-43; 20-5-45; 20-5-46.
Cross Ref.: Rule PLS-6-2-.78 (Public Library Capital Outlay Grants: Financial Commitments); Rule PLS-6-2.79 (Public Library Capital Outlay Grants: Library System Requests for Grant Payments)
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PLS-6-2-.85 PUBLIC LIBRARY CAPITAL OUTLAY GRANTS: FURNISHINGS AND EQUIPMENT
(1) DEFINITION
(a) Furnishings and equipment specifications manual – document that includes the Invitation to bid, bid
forms, instructions to bidders and individual product specifications.
(2) REQUIREMENTS
(a) Library system boards of trustees shall be authorized to purchase items contained on state contracts
without further biddings.
(b) The library system board of trustees shall submit the final furnishings and equipment specifications
manual and related floor plans and drawings to the department for approval prior to releasing the project
for bids.
(c) The library system board of trustees shall obtain departmental approval of all addenda to the contract
documents prior to their release to potential bidders.
(d) The library system board of trustees shall obtain the approval of the department before scheduling the
final inspection of the furnishings and equipment installation.
(e) The library system board of trustees shall forward a copy of the written final acceptance to the
department within seven calendar days of preparation or receipt, as appropriate.
Authority O.C.G.A. § 20-2-305; 20-5-2; 20-5-43; 20-5-46.
Cross Ref.: Rule PLS-6-2-.75 (Public Library Capital Outlay Grants: General Administration); Rule PLS-62-.77 (Public Library Capital Outlay Grants: Financial Reporting); Rule PLS-6-2-.78 (Public Library Capital
Outlay Grants: Financial Commitments); Rule PLS-6-2-.81 (Public Library Capital Outlay Grants: Building
Program Approval)
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Subject to approval by the Board of Regents
of the University System of Georgia
DEFINITIONS:
Allowable capital outlay expenditures – items listed on the Grant Application Agreement form.
Annual Operating Funds – Funding provided to the Library System for the general operation of a Library
System or appropriated and expended for Library System services by a local governmental agency
Funding by way of a direct appropriation (cash)
Payment of expenses (including payroll and all other budgetary line items) by a Local Governmental
Agency acting as the Library System’s fiscal agent. (On-behalf)
Auditable expenditures for library services included in a Local Governmental Agency’s line items
that include expenses other than those exclusively for library services. (On-behalf)
Board of Regents of the University System of Georgia (BOR) – The state agency within which the Georgia
Public Library Service is located.
Branch Library – A Branch Library is open 30 or more regularly scheduled hours weekly. It has a paid
library staff with an organized collection of Library Materials accessible through an on-site catalog. A
Branch Library is in separate quarters from other governmental agencies with defined space used solely for
library purposes, with a minimum of 1,000 gross square feet. A telephone must be on site and not
shared. A Branch Library must have a separate line for computer use and a computer dedicated to patron
use. Branch Libraries do not include administrative office buildings, Service Outlets, and Bookmobiles,
separate meeting or classroom buildings, processing centers or warehouses.
Budget – An itemized summary of estimated or intended expenditures for a given period that includes
proposals for financing them.
Capital Outlay Grant – A grant for the purposes of building a new Central Library or Member Library, for
the Addition and/or Renovation of a Central or Member Library, or for Major Repair and Rehabilitation
(MR&R) of such a facility.
Capital outlay grant schedule – schedule distributed by GPLS for each fiscal year.
Central Library or Headquarters Library – The single library or a library which houses the operational center
of a multiple-facility library or a separate facility that is the administrative office and/or operational center
of a multiple facility Library System. Single outlet headquarters libraries must meet or exceed branch
requirements.
Certificate of Substantial Completion – document signed by all parties who signed the contract for
construction and that:
Indicates the date of substantial completion.
Indicates the date by which remaining items are to be completed.
Transfers responsibility for utilities and insurance from the construction contractor to the owner
and allows the occupy the building.
Releases the retainage withheld from the construction contractor on all items that have been completed.
(This is contract specific, may not apply to all contracts.)
Certified bid tabulation – summary of each bid as read at a public bid opening and certified by the person
responsible for opening the bids as being an accurate record.
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Contract documents – Final set of construction working drawings, The written specification manual for
construction, The written specifications for furnishings and equipment, Final floor plan for furnishings and
equipment. These documents are the basis of subsequent contracts or purchase orders.
Contract documents – For construction, the final set of working drawings and written specifications.
For furnishings and equipment, the specification manual, final floor plan and shop drawings, if applicable.
Construction Grant Approval and state funding expenditure schedule – record of GPLS approval of the
grant.
Design development plans – expansion of the schematic plans, which include furnishings and equipment
layouts, and lighting overlays.
Eligible Construction Project – A project that meets one or more of the following criteria: (1) a new library
facility; (2) an addition to an existing public library, with or without the renovation of the existing facility,
provided all space and program requirements are met; (3) a renovation or functional retrofit of an existing
library facility; (4) a new multipurpose facility of which the public library will be a part, provided that prior
approval of the Georgia Public Library Service (GPLS) is obtained, and provided that the total project funds
to be applied toward the construction of a multiple purpose facility do not exceed the amount required to
construct that portion of the building designated as the library facility.
Eligible Library System – A library system that meets all Requirements for State Grants.
Expansion – The addition of square feet to an existing library facility.
Final Grant Application Agreement – official control document regarding financial information and local
commitments. It is the basis for the preparation of the Construction Grant Approval and payment
schedule by GPLS.
Final inspection – physical inspection of the building using a previously prepared punch list to determine
whether the building is substantially complete.
Fiscal Year – The fiscal year for which the state government operates its budget. (July 1 through June 30)
Furnishings and equipment specifications manual – document that includes the invitation to bid, bid
forms, instructions to bidders and individual product specifications.
Georgia Public Library Service (GPLS) – The State Library Agency that is responsible for the distribution of
state and federal library grant funds to Library Systems in Georgia. GPLS is a unit of the Board of Regents
of the University System of Georgia.
In-Kind – Unquantifiable support from a Local Governmental Authority provided to a library.
Kiosk – A Kiosk is a library facility that is maintained within another established business or agency that
provides access either virtually or in person to library services and resources. A Kiosk may be classified as a
Branch Library or as a Service Outlet if it meets the definition.
Library material – collection of items to include books, audiovisual materials, periodicals, microfilm, etc.
Library Materials – Informational resources in a variety of formats such as books, periodicals, serials,
pamphlets, video, audio and digital recordings, computer software, databases, electronic resources,
microforms and maps for use by the general public or by the Library System staff.
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Library System – A single library or a group of libraries from one or more counties that have been
established by the governing authorities of any county or municipality by resolution or act, by approval of
the voters or by contractual agreement among governing authorities to provide public library services to
the constituents in the jurisdictions of the governing authorities.
Library System Director – The individual hired by the Library System Board of Trustees to administer the
total library program as defined in OCGA § 20-5-45.
Library System Board of Trustees – The Board that has governing authority for a county or multi-county
Library System. (OCGA 20.5.41, 20.5.43, 20.5.47)
Local Funding Agency – governmental agencies that provide capital outlay matching funds and /or
maintenance and operating funds for a public library.
Local Governmental Support – The funding provided to Library System Boards of Trustees by a Local
Governmental Authority.
Local Governmental Authority – The governing body of any county, municipality or board of education.
Local Matching Funds – The funding available from local public or private funds that are dedicated to the
construction project.
Major Repair and Renovation (MRR) – The remediation of a substandard condition in a library facility due
to catastrophic damage, structural failures, or normal wear and tear.
Member Library – A library (Branch Library, Service Outlet, Bookmobile, Kiosk, or Book Deposit) that is a
member of a Library System.
New Construction – Construction of a new library facility, either in an area previously inadequately served
by a library facility or to replace an existing facility.
On-Behalf – Auditable funds, to which an object of expenditure can be assigned, spent by a Local
Governmental Authority in support of public library activities and services but not given in cash to the
Library System Board or any member Library or Library Board.
Other Grants – Grants that are administered by GPLS with the funding source being private or public
funding, e.g. Bill and Melinda Gates Foundation, National Endowment for the Humanities.
Plan for the Distribution of Services – A comprehensive description of services offered by the Library
System.
Policy on the Use of Library Facilities – A comprehensive policy for the use of all library facilities (Central
and all member Libraries).
Punch list – listing of all items remaining to be completed on the library building based on the contract
documents and any subsequently executed change orders.
Renovation – The refurbishing of a library, which may include such things as new furnishings, carpet, wall
coverings or construction to bring the facility up to a designated standard (e.g., building code,
accessibility).
Revised Project Budget – Form that is used to update the information submitted on the final Grant
Application Agreement. It may be obtained from GPLS.
Schematic plans – architect’s design interpretation that addresses requirements of the written building
program.
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Service Area – The geographical area within the county or counties of the Library System.
Service Outlet – A Service Outlet is open at least 18 hours weekly with a paid library staff. It has an
organized collection of library materials accessible through an on-site catalog. The Service Outlet is in
separate quarters with defined space used solely for library purposes. A telephone must be on-site and
not shared. The Service Outlet must have a separate line for computer use and a computer dedicated to
patron use.
Site Application form – form available from GPLS that contains criteria for site approval.
Special Funds – Funding that may be temporary and/or conditional including but not limited to grants and
matching funds, SPLOST and impact fees.
State Grants – Grants awarded by GPLS to Library System Boards of Trustees from state funds appropriated
through the Georgia General Assembly.
State Space Standards for Public Library Facilities – Minimum of 0.6 square feet per capita for the total of
all public library facilities in a county.
Substantial completion – completion of all major construction and the installation of all major building
systems, including heating, ventilating and air conditioning; plumbing; electrical; fire detection and
security systems. (This is contract specific, may not apply to all contracts.)
Subregional Library for the Blind and Physically Handicapped (SLBPH) – a contract service between a library
system and GPLS to provide specified library services in an assigned geographic area to persons certified to
receive library services under the requirements of the Library of Congress’ National Library Service for the
Blind and Physically Handicapped program.
Virtual Library – A library which exists solely in electronic form or on paper, with no physical facility.
Working drawings – complete drawings accompanied by detailed written specifications from which the
construction contractor builds the building.
Written building program – the control document used in preparing and reviewing the architectural plans
and the furnishing and equipment specifications.
Written verification – copy of official minutes or a letter on letterhead, signed by an authorized official,
verifying that an action has taken place.
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POLICIES:
Types of Grants
The following Capital Outlay Grants may be provided to Eligible Library Systems for the purpose of New
Construction, Renovation, or Expansion (Addition) of public library facilities:
New Construction
Renovation and/or Expansion (Addition)
Requirements
In order to receive any state, federal or private grant funds administered by GPLS and/or the benefits of
any state administered program or service, a Library System shall meet all of the Requirements for State
Grants.
The Library System Board of Trustees shall have the sole authority to apply for and receive any Grants
administered by GPLS.
Library System Boards of Trustees shall use GPLS-administered Grants only for stated purposes.
Funding Formulae
New Construction
To be eligible for a Capital Outlay Grant, a new library facility must have a minimum of 6000 square feet.
For all projects that do not exceed the State Space Standards for Public Library Facilities (0.6 square feet
per capita): (1) the Local Matching Funds shall be 10 per cent of the first $1,000,000 of the project cost;
(2) the Local Matching Funds shall be 50 per cent of the remaining project costs not to exceed
$3,000,000, and (3) zero per cent of the remaining project cost.
The State Grant will not exceed $3,000,000.
Renovation and/or Expansion
Expansion qualifies only if below .6 per capita standard for county
Renovation of a building not previously used for a library or …
Ranking Process
Central Libraries will have priority over Member Libraries.
Those projects in counties that are farthest below the minimum State Space Standards for Public Library
Facilities (0.6 square feet per capita) will receive the highest ranking.
Special consideration will be given to projects in which the Local Matching Funds must be used or
forfeited within a specific time frame.
Library projects that were included as part of the Board of Regents budget request in any given year, but
were not funded, will remain at the top of the priority list for the next year unless withdrawn by the
Library System.
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GENERAL ADMINISTRATION:
For all eligible construction projects that do not exceed the minimum standard of 6000 sq. ft. or the State
Space Standards for Public Library Buildings (whichever is greater), the local matching funding formula
shall be 10 percent of the first $1,000,000 of the total project cost.
For all projects that do not exceed the minimum standard of the State Space Standards for Public Library
Buildings, the local matching funding formula beyond the first $1,000,000 of the project cost shall be 50
percent of the total project cost.
For all projects that do not exceed the minimum standard of the State Space Standards for Public Library
Buildings, the local matching funding formula beyond the first $1,000,000 up to the state maximum of
$3,000,000 of the project cost shall be 100 percent of the remaining total project cost.
For all projects that are above the minimum State Space Standards for Public Library Buildings, the local
matching funding formula shall be 50% of the total project cost.
Projects that are less than the .6 sq.ft. per capita standard must build to the minimum 6000 sq. ft.
requirement.
A library system may apply for a maximum amount of $3,000,000, per library, of public library capital
outlay grant funds during a single fiscal year.
Matching funds for a state capital outlay grant – local funds required by the funding formulae for public
library capital outlay grant projects. Federal assistance grants from regional commissions may be
considered local matching funds.
Minimum State space standard for public library buildings applied to the county level is .6 sq. ft. per
capita. A 10 percent allowance for library systems headquarters building and additional space as needed
by Talking Book Centers or other special services may be approved by GPLS.
No grant shall be awarded for a project which does not meet .6 sq.ft. per capita standard, except as
provided for in a master facility plan for the library system which sets a goal for the .6 sq.ft. per capita and
which has been approved by the library system board.
REQUIREMENTS:
A library system board of trustees of an eligible library system that has matching funds shall submit
applications for eligible projects for capital outlay grants according to the annual capital outlay grant
schedule adopted by GPLS. All necessary forms and schedules will be made available on the GPLS website.
An applicant library system board of trustees shall ensure that the proposed project either:
Meets at least the minimum state space standards for public library buildings using the Office of Planning
and Budget (OPB) 10 year population projection for the service area, if available. If OPB 10 year
population projections are not available use of an approved GPLS source is acceptable.
The minimum square footage for any library facility receiving state funding shall be 6000 sq.ft.
When applying for a public library capital outlay grant, a library system board of trustees shall indicate the
project’s priority as follows:
First priority shall be new construction or expansion/renovation of a library system headquarters/
administration building in a single or multiple-county library system.
Second priority shall be new construction or expansion/renovation of a branch library building in
single or multiple-county library systems.
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Third priority shall be renovation or functional retrofit of existing libraries in single or multiplecounty library system that does not add square footage to the existing library facility.
The library system board of trustees shall be the contracting party (solely or in conjunction with a
governmental funding body) for all contracts that will be a part of the capital outlay project except that
the library system board may contract with the Georgia State Financing and Investment Commission for
construction management services as provided by Georgia law.
The library system board of trustees shall submit correspondence to GPLS and all departmental forms
bearing original signatures.
The library system board of trustees shall submit copies of the following to GPLS within three days of their
receipt or preparation.
Signed contracts and purchase orders.
Certified bid tabulation forms.
Fully executed change orders.
BIDDING
REQUIREMENTS:
Library system boards of trustees shall follow Georgia statutes and GSFIC regulations when letting
contracts for the construction and/or renovation of public libraries under this grant program.
Selection of design professionals, consultants, testing, surveyors, and other professional services must be
in accordance with Georgia statutes and GSFIC regulations, unless subcontracted by a selected design
professional or consultant.
Selection of furniture and equipment from vendors on Georgia’s State Contract allows library system
boards to forgo the formal bidding process for each item. All other items must be purchased in
accordance with Georgia statutes and GSFIC regulations, or local library board policies.
FINANCIAL REPORTING
REQUIREMENTS:
The library system board of trustees shall submit to GPLS written verification of the capital outlay project
checking account to include the following:
The name and number of the account.
The name of the bank where the account is located.
The amount of funds deposited from the inception of the account.
A statement from the library system board of trustees indicating its control of the account or a
memorandum of agreement that exists between the library system board of trustees and the local
governmental agency which allows the local government to serve as a fiscal agent in which case
the library system board must approve all expenditures from the controlled account.
The library system board of trustees shall submit for GPLS approval a Revised Project Budget form:
With the construction contract.
With the furnishings and equipment bidding documents.
When significant changes in the project budget are anticipated.
Upon request of GPLS.
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FINANCIAL COMMITMENTS
REQUIREMENTS:
The library system board of trustees shall obtain the signature of the head of each local funding agency on
the final Grant Application Agreement.
The library system board of trustees shall submit the draft and final Grant Agreement Application
according to the capital outlay grant schedule adopted by GPLS. The final Grant Application Agreement
shall be accompanied by letters of financial commitment from each of the agencies providing funding for
the capital outlay project to include the following:
The official name of the construction project as listed on the final Grant Application Agreement.
The source of local funds, e.g., tax revenue, bonds, and the specific amount that will be made
available for the project by the agency. If the source of funding is to be a referendum, the letter
shall state that the referendum will occur no later than the end of the calendar year prior to the
opening session of the Georgia General Assembly which will consider appropriation for the project.
A statement that local funds shall be available to the library system board of trustees for deposit to
the capital outlay project account prior to the date when the library system board of trustees shall
be ready to sign a construction contract.
The date when the funding agency voted to commit the funds for the project to the library system
board of trustees.
If the majority of the composition of a funding agency changes due to elections prior to January 1, the
library system board of trustees shall obtain:
A reaffirmation of the local funding commitment.
A new letter of financial commitment, which shall be submitted to GPLS prior to the opening
session of the Georgia General Assembly.
The library system board of trustees shall secure funds for the purchase of the site and the demolition of
existing structures on the site from sources outside the capital outlay grant program.
If any part of the matching funds is to be obtained from private sources, the library system board of
trustees shall submit written verification that the private funds have been deposited in the capital outlay
project account or otherwise committed to the Library Board, in writing, for the purpose of the project
prior to the deadline for submission of the financial application agreement.
The library system board of trustees shall submit written verification that all matching funds have been
deposited in the capital outlay project account or otherwise committed to the Library Board, in writing, for
the purpose of the project prior to signing a construction contract.
A library system board of trustees shall return to the original funding agencies on a pro rata basis capital
outlay funds that have not been expended at the end of two years following substantial completion as
documented by the certificate of Substantial Completion.
LIBRARY SYSTEM REQUESTS FOR GRANT PAYMENTS
REQUIREMENTS:
A library system board of trustees shall submit grant payment requests per GSFIC, Request for Payments
from General Obligation Bond Funds (to be posted on GPLS website.)
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SITE APPROVAL
REQUIREMENTS:
The library system board of trustees shall submit to GPLS:
A Site Application form for a capital outlay project, including an Attorney’s Certificate of Clear Title in Fee
Simple form, for approval according to the public library capital outlay grant schedule. The Site
Application is not required if there is no change in the property lines.
The Site Application form shall show that the site is owned by the city, county or library board or include
an option to purchase which indicates the date by which the title will be transferred.
The Attorney’s Certificate of Clear Title in Fee Simple form shall:
Be submitted on the attorney’s letterhead.
Indicate that no title restrictions exist which would interfere with the use of the project site for
library purposes.
Include a topographical survey and/or a soil engineering study in conjunction with the Final Site
Application, if requested by GPLS.
Include a satisfactory agreement to GPLS indicating how site development will be implemented to
correct the problem if a determination from the Georgia Department of Natural Resources finds
that the proposed site is in the 100-year flood plain.
Include evidence of the title transfer to the city, county or library board in time for GPLS to submit
the project for grant award at the final “Board of Regents” meeting of the fiscal year from which
the funds were appropriated.
The Site Application form, the Attorney’s Certificate of Clear Title in Fee Simple form, and the Public
Library Capital Outlay Grant Application Schedule are available from GPLS. The library system board shall
certify in writing that the project site shall be used for the purpose of a public library for not less than 20
years.
BUILDING PROGRAM APPROVAL
REQUIREMENTS:
The library system board of trustees shall:
Submit to GPLS for approval the draft written building program according to the capital outlay grant
schedule adopted by GPLS, which is available from GPLS.
Submit to GPLS for approval the final written building program according to the capital outlay grant
schedule adopted by GPLS, which is available from GPLS.
Select an author for the written building program who holds a Master of Library Science degree from a
library school accredited by the American Library Association, or an architect who works in close
association with a Master of Library Science degreed individual.
The building designed must mirror the building program document, except for variances approved by the
library system and GPLS.
The written building program shall include:
Table of Contents
Overview and Introduction which describes the project to also include:
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A brief summary of the project.
A statement of need for the project.
Proposed project schedule.
The building team members and the specific roles and responsibilities of each.
Community Analysis that describes and analyzes factors that will potentially have an effect upon
the library’s plan of service and/or its ability to fund, maintain and operate the proposed facility.
This section shall include written explanations and/or charts of all relevant factors including:
A listing of other individuals who will be involved in planning and funding the new facility,
including their affiliations and term expiration dates, if appropriate.
Project location giving general information regarding the location of the project within the library
system, the county and the community. Library system, city and county maps showing the desired
location of the project site shall be included.
Population, growth rate and demographic characteristics of the library service area including
socioeconomic levels, age groups, ethnic diversity, education levels and other relevant
demographic characteristics.
Types of business, industry and trade.
Interpretation of Data that discusses the implications and conclusions of all data collected,
including its impact on the overall size of the facility, projected expansion of the facility, types and
sizes of collections and types and quantities of seating.
Site Analysis discussing the general site requirements including size, parking, setbacks, expansion
and the implications of elements listed in the Site Application if the site for the project has been
selected and approved by GPLS.
Institutional Analysis giving a description of the library and the library administration’s plans to
provide service for access to information of all kinds in all forms for the library service area. It shall
include:
A brief history of the library.
The philosophy of service including roles, goals and objectives for providing library services to the
community.
The strategic plan of the library system including how the construction of the facility and the
building service plan or service responses relates to the overall strategic plan of the system as a
whole.
Materials collections describing the following:
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The present collections.
The types and sizes of collections in the new and/or renovated facility.
A table showing for each type of collection the types of shelving, the required number of
sections and the conversion factors used.
If replacing an existing facility or adding and renovating to an existing facility the table
must show the current collection size, the projected size of collection upon opening day of
the facility, and a projection of the collection 10 years from opening day.
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A listing of all proposed staff positions during the first year of operation.
Proposed public service hours during the first year of operation.
The projected operating budget for the first year.
Space and Cost Estimate Analysis including:
An estimate of the overall amount of square footage needed based upon the library service
area and state space standards.
A capital improvement budget for the project showing anticipated disbursements and
sources of funds in the following categories:
Disbursements
Construction contract
Architectural and site engineering fees
Furnishings and equipment
Consultants’ fees
Site engineering
Advertising bids
Miscellaneous
Legal and audit fees
Site development
Contingency
Sources of Funds
State of Georgia – Board of Regents
State of Georgia and Federal Funds
County Source of Funds
General Appropriation
SPLOST
Bonds
Impact Fees
City
Other local governmental agencies
Private
Facility Space Requirements including:
A spatial diagram and/or an interaction matrix showing spatial relationships of the areas of
the library.
A chart summarizing facility space requirements including each area in the proposed library
showing square footage, size and type of materials collections and type and number of
seats for staff and public.
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A space description with architectural requirements, including a general narrative and a
description of each individual space, which addresses:
Square footage
Occupancy by staff and public
Types and sizes of material collections
Functional activity
Important spatial relationships to other areas
Flexibility/expandability
Energy efficiency
Environmental conditions
Fenestration
Building materials and finishes
Handicapped accessibility
Acoustics
Vertical transportation
Electrical needs
Lighting needs
Computer/data communication needs
Security
Visual supervision
Signage and display
Audiovisual requirements
Listing of furnishings and equipment
Furniture and Equipment Master List including all furniture and equipment required in all areas of
the facility.
ARCHITECTURAL PLANS APPROVAL
REQUIREMENTS:
The library system board of trustees shall obtain GPLS approval of architectural plans at the schematic,
design development and working drawings phases before the architect is authorized to proceed to the
next phase.
In order to obtain schematic design approval, the library system board of trustees shall submit to GPLS for
approval the following according to the capital outlay grant schedule adopted by GPLS:
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Architectural plans that include:
A site plan showing building location, parking plan and a 10 year expansion plan.
A floor plan showing the spatial arrangement with the complete furnishings and
equipment layout including Americans with Disabilities Act (ADA) requirements.
Building elevations from all four directions showing the locations of openings, roof lines,
etc.
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A tabulation of the square footage for each area called for in the written building program
compared to the square footage shown in the architectural plans, identifying decreases and
increases.
A tabulation of the number of each type of library material called for in the building
program compared to the number that can be housed in the square footage shown on the
architectural plans.
Verification or modification of the master list of furnishings and equipment from the
written building program, including a cost estimate.
The architect’s preliminary construction cost estate.
For addition/renovation projects, copies of the following studies as performed by a statelicensed or certified firm/individual under the direction of the project architect:
A structural engineering study that verifies the structural integrity of the existing
facility and the feasibility of the proposed project.
An asbestos survey to determine the presence of all asbestos-containing buildingmaterials (ACBM) in the existing building and the total bonded estimated cost for
their removal.
Environmental air quality survey to determine the quality of the indoor air and
suggest and remediation if required.
Analysis of the needed changes for full Southern Building Code (or applicable
building code at the time of design development) compliance
In order to obtain design development approval, the library system board of trustees shall submit to GPLS
for approval the following according to the capital outlay grant schedule adopted by GPLS.
Architectural plans that include:
A site plan describing
Any soil contamination below ground structure
Topology
Soil Engineering Study
Area Plans
Square Foot Tabulation
Existing buildings.
Access roads.
Sidewalks.
Parking.
Survey control points.
Bench marks.
Drainage.
Routing of sewer, water, gas and other utilities.
Floor plans showing
Complete functional layout.
Room designations.
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Major dimensions and critical dimensions.
Structural columns.
Furnishings and equipment layout.
Lighting and electrical distribution systems using separate overlay prints on the approved
schematic furnishings and equipment plan that show:
All sources of artificial illumination, with a legend that indicates the type of light
fixtures.
All electrical outlets, telephone jacks, computer/data communications outlets and
audiovisual outlets.
Building elevations from all four directions showing all openings, roof lines, type and extent
of building finishes and finish grade at building.
Building cross sections showing the relationship of various levels, floor to ceiling heights,
construction systems and materials.
Preliminary finish schedule listing types of materials to be used on floors, ceilings and walls
for all interior spaces.
A tabulation of the square footage for each area called for in the building program
compared to the square footage shown on the architectural plans, identifying and
justifying any changes since approved schematic plans.
A topographical survey including:
The date, seal, signature and state registration number of the surveyor.
The drawing scale.
Directional orientation.
Establishment of local benchmark.
Ground elevations of site.
Water systems.
Sanitary sewer systems.
Storm drainage system.
Gas distribution.
Overhead and underground power and telephone lines.
Adjacent roads, streets and driveways.
Location of all billboards, trees, steps, fire hydrants, signs, fences and meters lying
between the edge of paving and the right-of-way.
Ground cover and structures within the boundaries.
Railroads.
Easements.
A soil engineering study performed by a state licensed firm/individual under the direction of the
project architect including:
General conditions.
Bearing strength of the soil.
The amount of required cut and fill.
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Subsurface conditions such as underground water, bedrock, building foundations and
abandoned utilities.
Recommendations.
A lump sum construction cost estimate by building system as submitted by the architect, including
a listing of alternates.
A preliminary furnishings and equipment cost estimate reflecting any changes that have taken
place as a result of architectural modifications.
NOTE: The library system board of trustees shall submit all documents required for design development
approval in time for GPLS to prepare the state board agenda item requesting grant award at the final
Board of Regents of the University System of Georgia meeting of the fiscal year from which the funds
were appropriated.
In order to obtain working drawing design approval, the library system board of trustees shall submit to
GPLS for approval the following according to the capital outlay grant schedule adopted by GPLS:
A complete set of working drawings and specifications that are stamped and signed by the
architect, all consulting engineers and the local fire marshal. Where a local jurisdiction does not
have a local fire marshal, drawings and specifications must be stamped by the state fire marshal.
Verification of the approval of the local fire/building official.
A copy of the Invitation to Bid giving the bid date, time and location of the bid opening which
includes a listing of the additive or deductive alternates in the order that they will be accepted as
determined by the library board of trustees.
A detailed construction cost estimate including individual line items for all quantities of materials
with unit cost, labor costs, total quantity costs and a listing of additive or deductive alternates.
This budget shall use the same categories as the cost estimate required in paragraph (c),
subparagraph 5.
The final itemized furnishings and equipment cost estimate, including itemized additive or
deductive alternates, reflecting all changes that have taken place as a result of architectural plans
modifications.
A draft of the furnishings and equipment contract documents including:
The invitation to bid, instructions to bidders, and bid forms.
Itemized specifications and related drawings.
Dimensioned floor plan as approved by GPLS at the design development
phase.
The library system board of trustees shall obtain GPLS approval of all addenda to the contract documents
prior to their release to potential bidders.
COMMENCEMENT OF CONSTRUCTION
REQUIREMENTS:
The library system board of trustees shall ensure that construction begins within 180 days following grant
award by the board.
At least 5% of the total cost of the construction project must be expended within 6 months of the sale of
the state bonds for the project.
Full expenditure of the state funds for the project must be completed within three years of the sale of the
state bonds for the project.
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In the event of unusual or extreme circumstances preventing the commencement of construction within
180 days, the library system board shall submit to the Assistant Vice Chancellor or designee a written
request for an extension of up to 360 days.
Requests for extensions beyond this time period shall be made to the state board by the public library
system board in accordance with Rule PLS-1-3-02 (Suspension of Rules (Waiver)).
ACCEPTANCE OF THE BUILDING
REQUIREMENTS:
The library system board shall contact GPLS, in advance, to advise of the final inspection date and time
when the project architect has determined that the building is ready to be examined for substantial
completion and an occupancy permit has been obtained, where required by local codes.
The library system board of trustees shall forward a copy of the certificate of substantial completion and
the final punch list to GPLS and retain the original for the project files.
At final completion the library system shall be provided a copy of final record (as-built) drawings, operation
and maintenance manuals, warranties, and a schedule for training on equipment provided in the contract.
At one-year of occupancy in new or renovated facility, library system shall provide to GPLS a postoccupancy report. Post-occupancy reporting guideline will be provided by GPLS.
FURNISHINGS AND EQUIPMENT
REQUIREMENTS:
The library system board of trustees shall submit the final furnishings and equipment specifications manual
and related floor plans and drawings to GPLS for approval prior to releasing the project for bids.
The library system board of trustees shall obtain GPLS approval of all addenda to the contract documents
prior to their release to potential bidders.
Library system boards of trustees shall be authorized to purchase items contained on state contracts
without further bidding.
Library system board of trustees shall notify the state library of any furnishings or equipment that must be
purchased as a sole source item because of demonstratable lack of vendors or compatibility issues with
already owned system equipment specifications.
The library system board of trustees shall forward a copy of the written final acceptance to GPLS within
seven calendar days of preparation or receipt, as appropriate.
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APPENDIX M
Sample Director Evaluation Instrument #1
Library Director Evaluation Form for Board Members
Far Below
Job
Standards
Below Job
Standards
Meets Job
Standards
Exceeds Job
Standards
Far Exceeds
Job
Standards
1. Planning
establishment of goals and objectives ; anticipation of
future developments; formulation of effective plans to
achieve desired results
2. Decision Making
ability to make sound, logical decisions under stress;
exercise of good judgment; ability to see problems
objectively
3. Effectiveness in Dealing With People
leadership ability; ability to develop employees;
cooperation with team; ability to present ideas and get
them accepted
4. Administration
execution of plans, staffing, organization, job
accomplishment, handling problems, development of
new and better methods, procedures, or ideas
5. Job Knowledge
amount of job knowledge necessary to perform assigned
duties and responsibilities and to accomplish stated
objectives; specialized training, experience
6. Communication Skills
quality of reports and correspondence; listening ability;
oral presentation; participation in discussions and
meetings; methods used for the flow of information
7. Initiative
drive; self-starting ability; capacity to act promptly; a
striving to attain goals; willingness to work beyond
ordinary requirements; independent action
8. Adaptability
reaction to new responsibilities; handling of special
projects; attitude; flexibility
9. Institutional Commitment
dedication to service; willingness to strive for superior
quality performance; sense of responsibility; concern for
welfare of total institution as well as specific
responsibilities; promotion of favorable public relations;
involvement in appropriate community activities
10. Professional Activity
membership and active participation in library-related
organizations at the local, state, and national levels
SOURCE: Chestatee Regional Library System; Dawsonville, GA. Created by Lyn Hopper.
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Sample Director Evaluation Instrument #2
EVALUATION OF LIBRARY DIRECTOR
Rome, Georgia 30161
Name of Library Director
Date
INSTRUCTIONS: To be completed by Regional Library Board members. Read each statement carefully.
To the Right of each statement, check the response that best expresses your agreement or disagreement
with the statement. Mark only one response for each statement, and respond to all statements.
5 = Strongly Agree
Strongly
Agree
Agree
Sometimes
Agree;
Sometimes
Disagree
Disagree
N/V (no value) = Don’t know; not applicable
5
4
3
2
1
N/V
Relationship with Regional Library Board: The Director….
5
4
3
2
1
N/V
4 = Agree
3 = Sometimes agree, sometimes disagree
Strongly No Value,
Disagree Don’t Know
or Not
Applicable
2 = Disagree
1 = Strongly Disagree
1. keeps me informed on local, state and national library
issues.
2. assists me with reports and other information in making
decisions I must make.
3. is accessible and returns my telephone calls or emails and
is always willing to discuss issues.
4. listens to my problems and resolves them promptly and to
the best of her ability.
5. treats me with dignity and respects my points of view.
6. presents matters requiring the board’s attention clearly,
and makes reasonable recommendations.
7. implements board policies promptly and effectively for
staff and for the public.
8. keeps me informed of board training opportunities and
provides local board training periodically.
Relationship with Affiliated Libraries: The Director….
9. is genuinely interested in the success of my local library.
10. meets local funding agency officials and talks to them
periodically about the library’s needs, and/or works with local
staff to communicate with officials.
11. keeps my local library board informed on local, state and
national library issues.
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M-2
5
EVALUATION OF LIBRARY DIRECTOR
4
3
2
1
N/V
12. provides my local library board with information about
the actions of the Regional Library.
13. treats my local library board members with dignity and
respects their points of view.
14. shows no favoritism to one local library over another.
Financial and Plant Management: The Director….
15. manages the financial resources of the regional library
system wisely.
16. presents budgets that are realistic and that meet the
needs of the local libraries and the public, within the limits of
the funds provided by the funding agencies.
17. stays abreast of other sources of funding and attempts to
find grants and other funds for the library.
18. budgets funds or requests funds from the appropriate
local funding agencies (owners of the buildings) for the
adequate maintenance of library buildings.
19. is cognizant of our growing communities and petitions
funding agencies for funds for responsive library growth.
Personnel Management: The Director…..
20. effectively allocates staff to carry out the mission of the
library system.
21. handles personnel problems before they become board
problems.
22. sets an example for the staff through professional
conduct, high principles such as honesty and integrity, and a
business-like approach.
23. encourages staff to develop their skills through
workshops and other training opportunities.
24. promotes an environment of workplace safety.
25. promotes the library system through the media and
through speaking engagements for himself or herself and
other staff members.
26. is involved in the community.
27. is involved in professional organizations.
28. keeps informed about local, state and national politics
and alerts the board to critical issues.
Long Range Planning and Innovation: The Director …..
29. has a sense of where the library system has been and
where it needs to go.
30. embraces change and innovation in order to move the
library system forward.
31. stays up to date about library law and related laws and
keeps the board informed.
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Comments:
The Library Director is recommended for:
__________ Retention
________ Probation
________ Dismissal
with the following salary adjustment:
__________ Increase
________ No Increase
Reviewer’s Signature: ________________________________
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M-4
Date __________
APPENDIX N
Other Relevant State Laws
For Library Law, see Appendix C.
Open Meetings Law
50-14-1.
(a) As used in this chapter, the term:
(1) “Agency” means:
(A) Every state department, agency, board, bureau, commission, public corporation, and authority;
(B) Every county, municipal corporation, school district, or other political subdivision of this state;
(C) Every department, agency, board, bureau, commission, authority, or similar body of each such
county, municipal corporation, or other political subdivision of the state;
(D) Every city, county, regional, or other authority established pursuant to the laws of this state; and
(E) Any nonprofit organization to which there is a direct allocation of tax funds made by the
governing authority of any agency as defined in this paragraph and which allocation constitutes
more than 33 1/3 percent of the funds from all sources of such organization; provided, however,
this subparagraph shall not include hospitals, nursing homes, dispensers of pharmaceutical
products, or any other type organization, person, or firm furnishing medical or health services to a
citizen for which they receive reimbursement from the state whether directly or indirectly; nor shall
this term include a subagency or affiliate of such a nonprofit organization from or through which
the allocation of tax funds is made.
(2) “Meeting” means the gathering of a quorum of the members of the governing body of an agency
or of any committee of its members created by such governing body, whether standing or special,
pursuant to schedule, call, or notice of or from such governing body or committee or an authorized
member, at a designated time and place at which any public matter, official business, or policy of the
agency is to be discussed or presented or at which official action is to be taken or, in the case of a
committee, recommendations on any public matter, official business, or policy to the governing body
are to be formulated, presented, or discussed. The assembling together of a quorum of the members
of a governing body or committee for the purpose of making inspections of physical facilities under
the jurisdiction of such agency or for the purposes of meeting with the governing bodies, officers,
agents, or employees of other agencies at places outside the geographical jurisdiction of an agency
and at which no final official action is to be taken shall not be deemed a “meeting.”
(b) Except as otherwise provided by law, all meetings as defined in subsection (a) of this Code section shall
be open to the public. Any resolution, rule, regulation, ordinance, or other official action of an agency
adopted, taken, or made at a meeting which is not open to the public as required by this chapter shall not
be binding. Any action contesting a resolution, rule, regulation, ordinance, or other formal action of an
agency based on an alleged violation of this provision must be commenced within 90 days of the date
such contested action was taken, provided that any action under this chapter contesting a zoning decision
of a local governing authority shall be commenced within the time allowed by law for appeal of such
zoning decision.
(c) The public at all times shall be afforded access to meetings declared open to the public pursuant to
subsection (b) of this Code section. Visual, sound, and visual and sound recording during open meetings
shall be permitted.
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(d) Every agency shall prescribe the time, place, and dates of regular meetings of the agency. Such
information shall be available to the general public and a notice containing such information shall be
posted and maintained in a conspicuous place available to the public at the regular meeting place of the
agency. Meetings shall be held in accordance with a regular schedule, but nothing in this subsection shall
preclude an agency from canceling or postponing any regularly scheduled meeting. Whenever any
meeting required to be open to the public is to be held at a time or place other than at the time and place
prescribed for regular meetings, the agency shall give due notice thereof. “Due notice” shall be the
posting of a written notice for at least 24 hours at the place of regular meetings and giving of written or
oral notice at least 24 hours in advance of the meeting to the legal organ in which notices of sheriff’s sales
are published in the county where regular meetings are held or at the option of the agency to a
newspaper having a general circulation in said county at least equal to that of the legal organ; provided,
however, that in counties where the legal organ is published less often than four times weekly “due
notice” shall be the posting of a written notice for at least 24 hours at the place of regular meetings and,
upon written request from any local broadcast or print media outlet whose place of business and physical
facilities are located in the county, notice by telephone or facsimile to that requesting media outlet at least
24 hours in advance of the called meeting. When special circumstances occur and are so declared by an
agency, that agency may hold a meeting with less than 24 hours’ notice upon giving such notice of the
meeting and subjects expected to be considered at the meeting as is reasonable under the circumstances
including notice to said county legal organ or a newspaper having a general circulation in the county at
least equal to that of the legal organ, in which event the reason for holding the meeting within 24 hours
and the nature of the notice shall be recorded in the minutes. Whenever notice is given to a legal organ
or other newspaper, that publication shall immediately make the information available upon inquiry to any
member of the public. Any oral notice required or permitted by this subsection may be given by
telephone.
(e)(1) Prior to any meeting, the agency holding such meeting shall make available an agenda of all matters
expected to come before the agency at such meeting. The agenda shall be available upon request and
shall be posted at the meeting site, as far in advance of the meeting as reasonably possible, but shall not
be required to be available more than two weeks prior to the meeting and shall be posted, at a minimum,
at some time during the two-week period immediately prior to the meeting. Failure to include on the
agenda an item which becomes necessary to address during the course of a meeting shall not preclude
considering and acting upon such item.
(2) A summary of the subjects acted on and those members present at a meeting of any agency shall be
written and made available to the public for inspection within two business days of the adjournment of a
meeting of any agency. The minutes of a meeting of any agency shall be promptly recorded and such
records shall be open to public inspection once approved as official by the agency, but in no case later
than immediately following the next regular meeting of the agency; provided, however, nothing contained
in this chapter shall prohibit the earlier release of minutes, whether approved by the agency or not. Said
minutes shall, as a minimum, include the names of the members present at the meeting, a description of
each motion or other proposal made, and a record of all votes. In the case of a roll-call vote the name of
each person voting for or against a proposal shall be recorded and in all other cases it shall be presumed
that the action taken was approved by each person in attendance unless the minutes reflect the name of
the persons voting against the proposal or abstaining.
(f) An agency with state-wide jurisdiction shall be authorized to conduct meetings by telecommunications
conference, provided that any such meeting is conducted in compliance with this chapter.
50-14-2.
This chapter shall not be construed so as to repeal in any way:
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(1) The attorney-client privilege recognized by state law to the extent that a meeting otherwise required to
be open to the public under this chapter may be closed in order to consult and meet with legal counsel
pertaining to pending or potential litigation, settlement, claims, administrative proceedings, or other
judicial actions brought or to be brought by or against the agency or any officer or employee or in which
the agency or any officer or employee may be directly involved; provided, however, the meeting may not
be closed for advice or consultation on whether to close a meeting; and
(2) Those tax matters which are otherwise made confidential by state law.
50-14-3.
This chapter shall not apply to the following:
(1) Staff meetings held for investigative purposes under duties or responsibilities imposed by law;
(2) The deliberations and voting of the State Board of Pardons and Paroles; and in addition said board may
close a meeting held for the purpose of receiving information or evidence for or against clemency or in
revocation proceedings if it determines that the receipt of such information or evidence in open meeting
would present a substantial risk of harm or injury to a witness;
(3) Meetings of the Georgia Bureau of Investigation or any other law enforcement agency in the state,
including grand jury meetings;
(4) Meetings when any agency is discussing the future acquisition of real estate, except that such meetings
shall be subject to the requirements of this chapter for the giving of the notice of such a meeting to the
public and preparing the minutes of such a meeting; provided, however, the disclosure of such portions of
the minutes as would identify real estate to be acquired may be delayed until such time as the acquisition
of the real estate has been completed, terminated, or abandoned or court proceedings with respect
thereto initiated;
(5) Meetings of the governing authority of a public hospital or any committee thereof when discussing the
granting, restriction, or revocation of staff privileges or the granting of abortions under state or federal
law;
(6) Meetings when discussing or deliberating upon the appointment, employment, compensation, hiring,
disciplinary action or dismissal, or periodic evaluation or rating of a public officer or employee but not
when receiving evidence or hearing argument on charges filed to determine disciplinary action or dismissal
of a public officer or employee. The vote on any matter covered by this paragraph shall be taken in public
and minutes of the meeting as provided in this chapter shall be made available. Meetings by an agency to
discuss or take action on the filling of a vacancy in the membership of the agency itself shall at all times be
open to the public as provided in this chapter;
(7) Adoptions and proceedings related thereto; and
(8) Meetings of the board of trustees or the investment committee of any public retirement system created
by Title 47 when such board or committee is discussing matters pertaining to investment securities trading
or investment portfolio positions and composition.
50-14-4.
(a) When any meeting of an agency is closed to the public pursuant to any provision of this chapter, the
specific reasons for such closure shall be entered upon the official minutes, the meeting shall not be closed
to the public except by a majority vote of a quorum present for the meeting, the minutes shall reflect the
names of the members present and the names of those voting for closure, and that part of the minutes
shall be made available to the public as any other minutes. Where a meeting of an agency is devoted in
part to matters within the exceptions provided by law, any portion of the meeting not subject to any such
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exception, privilege, or confidentiality shall be open to the public, and the minutes of such portions not
subject to any such exception shall be taken, recorded, and open to public inspection as provided in
subsection (e) of Code Section 50-14-1.
(b) When any meeting of an agency is closed to the public pursuant to subsection (a) of this Code section,
the chairperson or other person presiding over such meeting shall execute and file with the official
minutes of the meeting a notarized affidavit stating under oath that the subject matter of the meeting or
the closed portion thereof was devoted to matters within the exceptions provided by law and identifying
the specific relevant exception.
50-14-5.
(a) The superior courts of this state shall have jurisdiction to enforce compliance with the provisions of this
chapter, including the power to grant injunctions or other equitable relief. In addition to any action that
may be brought by any person, firm, corporation, or other entity, the Attorney General shall have
authority to bring enforcement actions, either civil or criminal, in his or her discretion as may be
appropriate to enforce compliance with this chapter.
(b) In any action brought to enforce the provisions of this chapter in which the court determines that an
agency acted without substantial justification in not complying with this chapter, the court shall, unless it
finds that special circumstances exist, assess in favor of the complaining party reasonable attorney’s fees
and other litigation costs reasonably incurred. Whether the position of the complaining party was
substantially justified shall be determined on the basis of the record as a whole which is made in the
proceeding for which fees and other expenses are sought.
(c) Any agency or person who provides access to information in good faith reliance on the requirements of
this chapter shall not be liable in any action on account of having provided access to such information.
50-14-6.
Any person knowingly and willfully conducting or participating in a meeting in violation of this chapter
shall be guilty of a misdemeanor and upon conviction shall be punished by a fine not to exceed $500.00.
Open Records Law
50-18-70.
(a) As used in this article, the term “public record” shall mean all documents, papers, letters, maps, books,
tapes, photographs, computer based or generated information, or similar material prepared and
maintained or received in the course of the operation of a public office or agency. “Public record” shall
also mean such items received or maintained by a private person or entity on behalf of a public office or
agency which are not otherwise subject to protection from disclosure; provided, however, this Code
section shall be construed to disallow an agency’s placing or causing such items to be placed in the hands
of a private person or entity for the purpose of avoiding disclosure. Records received or maintained by a
private person, firm, corporation, or other private entity in the performance of a service or function for or
on behalf of an agency, a public agency, or a public office shall be subject to disclosure to the same extent
that such records would be subject to disclosure if received or maintained by such agency, public agency,
or public office. As used in this article, the term “agency” or “public agency” or “public office” shall have
the same meaning and application as provided for in the definition of the term “agency” in paragraph (1)
of subsection (a) of Code Section 50-14-1 and shall additionally include any association, corporation, or
other similar organization which: (1) has a membership or ownership body composed primarily of
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counties, municipal corporations, or school districts of this state or their officers or any combination
thereof; and (2) derives a substantial portion of its general operating budget from payments from such
political subdivisions.
(b) All public records of an agency as defined in subsection (a) of this Code section, except those which by
order of a court of this state or by law are prohibited or specifically exempted from being open to
inspection by the general public, shall be open for a personal inspection by any citizen of this state at a
reasonable time and place; and those in charge of such records shall not refuse this privilege to any citizen.
(c) Any computerized index of a county real estate deed records shall be printed for purposes of public
inspection no less than every 30 days and any correction made on such index shall be made a part of the
printout and shall reflect the time and date that said index was corrected.
(d) No public officer or agency shall be required to prepare reports, summaries, or compilations not in
existence at the time of the request.
(e) In a pending proceeding under Chapter 13 of this title, the “Georgia Administrative Procedure Act,” or
under any other administrative proceeding authorized under Georgia law, a party may not access public
records pertaining to the subject of the proceeding pursuant to this article without the prior approval of
the presiding administrative law judge, who shall consider such open record request in the same manner
as any other request for information put forth by a party in such a proceeding. This subsection shall not
apply to any proceeding under Chapter 13 of this title, relating to the revocation, suspension, annulment,
withdrawal, or denial of a professional education certificate, as defined in Code Section 20-2-200, or any
personnel proceeding authorized under Part 7 and Part 11 of Article 17 and Article 25 of Chapter 2 of
Title 20.
(f) The individual in control of such public record or records shall have a reasonable amount of time to
determine whether or not the record or records requested are subject to access under this article and to
permit inspection and copying. In no event shall this time exceed three business days. Where responsive
records exist but are not available within three business days of the request, a written description of such
records, together with a timetable for their inspection and copying, shall be provided within that period;
provided, however, that records not subject to inspection under this article need not be made available for
inspection and copying or described other than as required by subsection (h) of Code Section 50-18-72,
and no records need be made available for inspection or copying if the public officer or agency in control
of such records shall have obtained, within that period of three business days, an order based on an
exception in this article of a superior court of this state staying or refusing the requested access to such
records.
(g) At the request of the person, firm, corporation, or other entity requesting such records, records
maintained by computer shall be made available where practicable by electronic means, including Internet
access, subject to reasonable security restrictions preventing access to nonrequested or nonavailable
records.
50-18-71.
(a) In all cases where an interested member of the public has a right to inspect or take extracts or make
copies from any public records, instruments, or documents, any such person shall have the right of access
to the records, documents, or instruments for the purpose of making photographs or reproductions of the
same while in the possession, custody, and control of the lawful custodian thereof, or his authorized
deputy. Such work shall be done under the supervision of the lawful custodian of the records, who shall
have the right to adopt and enforce reasonable rules governing the work. The work shall be done in the
room where the records, documents, or instruments are kept by law. While the work is in progress, the
custodian may charge the person making the photographs or reproductions of the records, documents, or
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instruments at a rate of compensation to be agreed upon by the person making the photographs and the
custodian for his services or the services of a deputy in supervising the work.
(b) Where fees for certified copies or other copies or records are specifically authorized or otherwise
prescribed by law, such specific fee shall apply.
(c) Where no fee is otherwise provided by law, the agency may charge and collect a uniform copying fee
not to exceed 25¢ per page.
(d) In addition, a reasonable charge may be collected for search, retrieval, and other direct administrative
costs for complying with a request under this Code section. The hourly charge shall not exceed the salary
of the lowest paid full-time employee who, in the discretion of the custodian of the records, has the
necessary skill and training to perform the request; provided, however, that no charge shall be made for
the first quarter hour.
(e) An agency shall utilize the most economical means available for providing copies of public records.
(f) Where information requested is maintained by computer, an agency may charge the public its actual
cost of a computer disk or tape onto which the information is transferred and may charge for the
administrative time involved as set forth in subsection (d) of this Code section.
(g) Whenever any person has requested one or more copies of a public record and such person does not
pay the copying charges and charges for search, retrieval, or other direct administrative costs in
accordance with the provisions of this Code section:
(1) A county or a department, agency, board, bureau, commission, authority, or similar body of a
county is authorized to collect such charges in any manner authorized by law for the collection of
taxes, fees, or assessments owed to the county;
(2) A municipal corporation or a department, agency, board, bureau, commission, authority, or similar
body of a municipal corporation is authorized to collect such charges in any manner authorized by law
for the collection of taxes, fees, or assessments owed to the municipal corporation;
(3) A consolidated government or a department, agency, board, bureau, commission, authority, or
similar body of a consolidated government is authorized to collect such charges in any manner
authorized by law for the collection of taxes, fees, or assessments owed to the consolidated
government;
(4) A county school board or a department, agency, board, bureau, commission, authority, or similar
body of a county school board is authorized to collect such charges in any manner authorized by law
for the collection of taxes, fees, or assessments owed to the county;
(5) An independent school board or a department, agency, board, bureau, commission, authority, or
similar body of an independent school board is authorized to collect such charges in any manner
authorized by law for the collection of taxes, fees, or assessments owed to the municipal corporation;
and
(6) A joint or regional authority or instrumentality which serves one or more counties and one or more
municipal corporations, two or more counties, or two or more municipal corporations is authorized to
collect such charges in any manner authorized by law for the collection of taxes, fees, or assessments
owed to the county if a county is involved with the authority or instrumentality or in any manner
authorized by law for the collection of taxes, fees, or assessments owed to the municipal corporation if
a municipal corporation is involved with the authority or instrumentality.
This subsection shall apply whether or not the person requesting the copies has appeared to receive the
copies.
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50-18-71.1.
(a) Notwithstanding any other provision of this article, an exhibit tendered to the court as evidence in a
criminal or civil trial shall not be open to public inspection without approval of the judge assigned to the
case or, if no judge has been assigned, approval of the chief judge or, if no judge has been designated
chief judge, approval of the judge most senior in length of service on the court.
(b) In the event inspection is not approved by the court, in lieu of inspection of such an exhibit, the
custodian of such an exhibit shall, upon request, provide one or more of the following representations of
the exhibit:
(1) A photograph;
(2) A photocopy;
(3) A facsimile; or
(4) Another reproduction.
(c) The provisions of subsections (b), (c), (d), and (e) of Code Section 50-18-71 shall apply to fees, costs,
and charges for providing a photocopy of such an exhibit. Fees for providing a photograph, facsimile, or
other reproduction of such an exhibit shall not exceed the cost of materials or supplies and a reasonable
charge for time spent producing the photograph, facsimile, or other reproduction, in accordance with
subsections (d) and (e) of Code Section 50-18-71.
50-18-71.2.
Any agency receiving a request for public records shall be required to notify the party making the request
of the estimated cost of the copying, search, retrieval, and other administrative fees authorized by Code
Section 50-18-71 as a condition of compliance with the provisions of this article prior to fulfilling the
request as a condition for the assessment of any fee; provided, however, that no new fees other than
those directly attributable to providing access shall be assessed where records are made available by
electronic means.
50-18-72.
(a) Public disclosure shall not be required for records that are:
(1) Specifically required by the federal government to be kept confidential;
(2) Medical or veterinary records and similar files, the disclosure of which would be an invasion of
personal privacy;
(3) Except as otherwise provided by law, records compiled for law enforcement or prosecution
purposes to the extent that production of such records would disclose the identity of a confidential
source, disclose confidential investigative or prosecution material which would endanger the life or
physical safety of any person or persons, or disclose the existence of a confidential surveillance or
investigation;
(4) Records of law enforcement, prosecution, or regulatory agencies in any pending investigation or
prosecution of criminal or unlawful activity, other than initial police arrest reports and initial incident
reports; provided, however, that an investigation or prosecution shall no longer be deemed to be
pending when all direct litigation involving said investigation and prosecution has become final or
otherwise terminated;
(4.1) Individual Georgia Uniform Motor Vehicle Accident Reports, except upon the submission of a
written statement of need by the requesting party, such statement to be provided to the custodian of
records and to set forth the need for the report pursuant to this Code section; provided, however, that
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any person or entity whose name or identifying information is contained in a Georgia Uniform Motor
Vehicle Accident Report shall be entitled, either personally or through a lawyer or other representative,
to receive a copy of such report; and provided, further, that Georgia Uniform Motor Vehicle Accident
Reports shall not be available in bulk for inspection or copying by any person absent a written
statement showing the need for each such report pursuant to the requirements of this Code section.
For the purposes of this subsection, the term “need” means that the natural person or legal entity
who is requesting in person or by representative to inspect or copy the Georgia Uniform Motor Vehicle
Accident Report:
(A) Has a personal, professional, or business connection with a party to the accident;
(B) Owns or leases an interest in property allegedly or actually damaged in the accident;
(C) Was allegedly or actually injured by the accident;
(D) Was a witness to the accident;
(E) Is the actual or alleged insurer of a party to the accident or of property actually or allegedly
damaged by the accident;
(F) Is a prosecutor or a publicly employed law enforcement officer;
(G) Is alleged to be liable to another party as a result of the accident;
(H) Is an attorney stating that he or she needs the requested reports as part of a criminal case, or
an investigation of a potential claim involving contentions that a roadway, railroad crossing, or
intersection is unsafe;
(I) Is gathering information as a representative of a news media organization; or
(J) Is conducting research in the public interest for such purposes as accident prevention,
prevention of injuries or damages in accidents, determination of fault in an accident or accidents,
or other similar purposes; provided, however, this subparagraph will apply only to accident reports
on accidents that occurred more than 30 days prior to the request and which shall have the name,
street address, telephone number and driver’s license number redacted;
(5) Records that consist of confidential evaluations submitted to, or examinations prepared by, a
governmental agency and prepared in connection with the appointment or hiring of a public officer or
employee; and records consisting of material obtained in investigations related to the suspension,
firing, or investigation of complaints against public officers or employees until ten days after the same
has been presented to the agency or an officer for action or the investigation is otherwise concluded
or terminated, provided that this paragraph shall not be interpreted to make such investigatory records
privileged;
(6)(A) Real estate appraisals, engineering or feasibility estimates, or other records made for or by the
state or a local agency relative to the acquisition of real property until such time as the property has
been acquired or the proposed transaction has been terminated or abandoned; and
(B) Engineers’ cost estimates and pending, rejected, or deferred bids or proposals until such time as the
final award of the contract is made, or the project is terminated or abandoned. The provisions of this
subparagraph shall apply whether the bid or proposal is received or prepared by the Department of
Transportation pursuant to Article 4 of Chapter 2 of Title 32, by a county pursuant to Article 3 of
Chapter 4 of Title 32, by a municipality pursuant to Article 4 of Chapter of Title 32, or by a
governmental entity pursuant to Article 2 of Chapter 91 of Title 36;
(7) Notwithstanding any other provision of this article, an agency shall not be required to release those
portions of records which would identify persons applying for or under consideration for employment
or appointment as executive head of an agency as that term is defined in paragraph (1) of subsection
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(a) of Code Section 50-14-1, or of a unit of the University System of Georgia; provided, however, that
at least 14 calendar days prior to the meeting at which final action or vote is to be taken on the
position, the agency shall release all documents which came into its possession with respect to as
many as three persons under consideration whom the agency has determined to be the best qualified
for the position and from among whom the agency intends to fill the position. Prior to the release of
these documents, an agency may allow such a person to decline being considered further for the
position rather than have documents pertaining to the person released. In that event, the agency shall
release the documents of the next most qualified person under consideration who does not decline
the position. If an agency has conducted its hiring or appointment process open to the public, it shall
not be required to delay 14 days to take final action on the position. The agency shall not be required
to release such records with respect to other applicants or persons under consideration, except at the
request of any such person. Upon request, the hiring agency shall furnish the number of applicants
and the composition of the list by such factors as race and sex. The agency shall not be allowed to
avoid the provisions of this paragraph by the employment of a private person or agency to assist with
the search or application process;
(8) Related to the provision of staff services to individual members of the General Assembly by the
Legislative and Congressional Reapportionment Office, the Senate Research Office, or the House
Research Office, provided that this exception shall not have any application with respect to records
related to the provision of staff services to any committee or subcommittee or to any records which are
or have been previously publicly disclosed by or pursuant to the direction of an individual member of
the General Assembly;
(9) Records that are of historical research value which are given or sold to public archival institutions,
public libraries, or libraries of a unit of the Board of Regents of the University System of Georgia when
the owner or donor of such records wishes to place restrictions on access to the records. No restriction
on access, however, may extend more than 75 years from the date of donation or sale. This
exemption shall not apply to any records prepared in the course of the operation of state or local
governments of the State of Georgia;
(10) Records that contain information from the Department of Natural Resources inventory and
register relating to the location and character of a historic property or of historic properties as those
terms are defined in Code Sections 12-3-50.1 and 12-3-50.2 if the Department of Natural Resources
through its Division of Historic Preservation determines that disclosure will create a substantial risk of
harm, theft, or destruction to the property or properties or the area or place where the property or
properties are located;
(11) Records that contain site specific information regarding the occurrence of rare species of plants or
animals or the location of sensitive natural habitats on public or private property if the Department of
Natural Resources determines that disclosure will create a substantial risk of harm, theft, or destruction
to the species or habitats or the area or place where the species or habitats are located; provided,
however, that the owner or owners of private property upon which rare species of plants or animals
occur or upon which sensitive natural habitats are located shall be entitled to such information
pursuant to this article;
(11.1) An individual’s social security number and insurance or medical information in personnel
records, which may be redacted from such records;
(11.2) Records that would reveal the names, home addresses, telephone numbers, security codes, or
any other data or information developed, collected, or received by counties or municipalities in
connection with the installation, servicing, maintaining, operating, selling, or leasing of burglar alarm
systems, fire alarm systems, or other electronic security systems; provided, however, that initial police
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reports and initial incident reports shall remain subject to disclosure pursuant to paragraph (4) of this
subsection;
(11.3)(A) An individual’s social security number, mother’s birth name, credit card information, debit
card information, bank account information, financial data or information, and insurance or medical
information in all records, and if technically feasible at reasonable cost, day and month of birth, which
shall be redacted prior to disclosure of any record requested pursuant to this article; provided,
however, that such information shall not be redacted from such records if the person or entity
requesting such records requests such information in a writing signed under oath by such person or a
person legally authorized to represent such entity which states that such person or entity is gathering
information as a representative of a news media organization for use in connection with news
gathering and reporting; and provided, further, that such access shall be limited to social security
numbers and day and month of birth; and provided, further, that this news media organization
exception for access to social security numbers and day and month of birth and the other protected
information set forth in this subparagraph shall not apply to teachers and employees of a public
school.
(B) This paragraph shall have no application to:
(i) The disclosure of information contained in the records or papers of any court or derived
therefrom including without limitation records maintained pursuant to Article 9 of Title 11;
(ii) The disclosure of information to a court, prosecutor, or publicly employed law enforcement
officer, or authorized agent thereof, seeking records in an official capacity;
(iii) The disclosure of information to a public employee of this state, its political subdivisions, or
the United States who is obtaining such information for administrative purposes, in which
case, subject to applicable laws of the United States, further access to such information shall
continue to be subject to the provisions of this paragraph;
(iv) The disclosure of information as authorized by the order of a court of competent
jurisdiction upon good cause shown to have access to any or all of such information upon such
conditions as may be set forth in such order;
(v) The disclosure of information to the individual in respect of whom such information is
maintained, with the authorization thereof, or to an authorized agent thereof; provided,
however, that the agency maintaining such information shall require proper identification of
such individual or such individual’s agent, or proof of authorization, as determined by such
agency;
(vi) The disclosure of the day and month of birth and mother’s birth name of a deceased
individual;
(vii) The disclosure by an agency of credit or payment information in connection with a request
by a consumer reporting agency as that term is defined under the federal Fair Credit Reporting
Act (15 U.S.C. 1681, et seq.);
(viii) The disclosure by an agency of information in its records in connection with the agency’s
discharging or fulfilling of its duties and responsibilities, including, but not limited to, the
collection of debts owed to the agency or individuals or entities whom the agency assists in the
collection of debts owed to the individual or entity; or
(ix) The disclosure of information necessary to comply with legal or regulatory requirements or
for legitimate law enforcement purposes.
(C) Records and information disseminated pursuant to this paragraph may be used only by the
authorized recipient and only for the authorized purpose. Any person who obtains records or
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information pursuant to the provisions of this paragraph and knowingly and willfully discloses,
distributes, or sells such records or information to an unauthorized recipient or for an unauthorized
purpose shall be guilty of a misdemeanor of a high and aggravated nature and upon conviction
thereof shall be punished as provided in Code Section 17-10-4. Any person injured thereby shall
have a cause of action for invasion of privacy. Any prosecution pursuant to this paragraph shall be
in accordance with the procedure in subsection (b) of Code Section 50-18-74.
(D) In the event that the custodian of public records protected by this paragraph has good faith
reason to believe that a pending request for such records has been made fraudulently, under false
pretenses, or by means of false swearing, such custodian shall apply to the superior court of the
county in which such records are maintained for a protective order limiting or prohibiting access to
such records.
(E) This paragraph shall supplement and shall not supplant, overrule, replace, or otherwise modify
or supersede any provision of statute, regulation, or law of the federal government or of this state
as now or hereafter amended or enacted requiring, restricting, or prohibiting access to the
information identified in subparagraph (A) of this paragraph and shall constitute only a regulation
of the methods of such access where not otherwise provided for, restricted, or prohibited;
(12) Public records containing information that would disclose or might lead to the disclosure of any
component in the process used to execute or adopt an electronic signature, if such disclosure would or
might cause the electronic signature to cease being under the sole control of the person using it. For
purposes of this paragraph, the term “electronic signature” has the same meaning as that term is
defined in Code Section 10-12-3;
(13) Records that would reveal the home address or telephone number, social security number, or
insurance or medical information of law enforcement officers, judges, scientists employed by the
Division of Forensic Sciences of the Georgia Bureau of Investigation, correctional employees, and
prosecutors or identification of immediate family members or dependents thereof;
(13.1) Records that reveal the home address, the home telephone number, or the social security
number of or insurance or medical information about teachers and employees of a public school. For
the purposes of this paragraph, the term “public school” means any school which is conducted within
this state and which is under the authority and supervision of a duly elected county or independent
board of education; or
(14) Acquired by an agency for the purpose of establishing or implementing, or assisting in the
establishment or implementation of, a carpooling or ridesharing program, to the extent such records
would reveal the name, home address, employment address, home telephone number, employment
telephone number, or hours of employment of any individual or would otherwise identify any
individual who is participating in, or who has expressed an interest in participating in, any such
program. As used in this paragraph, the term “carpooling or ridesharing program” means and
includes, but is not limited to, the formation of carpools, vanpools, or buspools, the provision of transit
routes, rideshare research, and the development of other demand management strategies such as
variable working hours and telecommuting.
(b) This article shall not be applicable to:
(1) Any trade secrets obtained from a person or business entity which are of a privileged or
confidential nature and required by law to be submitted to a government agency or to data, records,
or information of a proprietary nature, produced or collected by or for faculty or staff of state
institutions of higher learning, or other governmental agencies, in the conduct of or as a result of,
study or research on commercial, scientific, technical, or scholarly issues, whether sponsored by the
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institution alone or in conjunction with a governmental body or private concern, where such data,
records, or information has not been publicly released, published, copyrighted, or patented;
(2) Any data, records, or information developed, collected, or received by or on behalf of faculty, staff,
employees, or students of an institution of higher education or any public or private entity supporting
or participating in the activities of an institution of higher education in the conduct of, or as a result
of, study or research on medical, scientific, technical, scholarly, or artistic issues, whether sponsored by
the institution alone or in conjunction with a governmental body or private entity until such
information is published, patented, otherwise publicly disseminated, or released to an agency
whereupon the request must be made to the agency. This subsection applies to, but is not limited to,
information provided by participants in research, research notes and data, discoveries, research
projects, methodologies, protocols, and creative works; or
(3) Unless otherwise provided by law, contract, bid, or proposal, records consisting of questions,
scoring keys, and other materials, constituting a test that derives value from being unknown to the
test taker prior to administration, which is to be administered by the State Board of Education, the
Office of Education Accountability, or a local school system, if reasonable measures are taken by the
owner of the test to protect security and confidentiality; provided, however, that the State Board of
Education may establish procedures whereby a person may view, but not copy, such records if viewing
will not, in the judgment of the board, affect the result of administration of such test.
These limitations shall not be interpreted by any court of law to include or otherwise exempt from
inspection the records of any athletic association or other nonprofit entity promoting intercollegiate
athletics.
(c)(1) All public records of hospital authorities shall be subject to this article except for those otherwise
excepted by this article or any other provision of law.
(2) All state officers and employees shall have a privilege to refuse to disclose the identity or personally
identifiable information of any person participating in research on commercial, scientific, technical,
medical, scholarly, or artistic issues conducted by the Department of Human Resources or a state
institution of higher education whether sponsored by the institution alone or in conjunction with a
governmental body or private entity. Personally identifiable information shall mean any information
which if disclosed might reasonably reveal the identity of such person including but not limited to the
person’s name, address, and social security number. The identity of such informant shall not be
admissible in evidence in any court of the state unless the court finds that the identity of the informant
already has been disclosed otherwise.
(d) This article shall not be applicable to any application submitted to or any permanent records
maintained by a judge of the probate court pursuant to Code Section 16-11-129, relating to licenses to
carry pistols or revolvers, or pursuant to any other requirement for maintaining records relative to the
possession of firearms. This subsection shall not preclude law enforcement agencies from obtaining
records relating to licensing and possession of firearms as provided by law.
(e) This article shall not be construed to repeal:
(1) The attorney-client privilege recognized by state law to the extent that a record pertains to the
requesting or giving of legal advice or the disclosure of facts concerning or pertaining to pending or
potential litigation, settlement, claims, administrative proceedings, or other judicial actions brought or
to be brought by or against the agency or any officer or employee; provided, however, attorney-client
information may be obtained in a proceeding under Code Section 50-18-73 to prove justification or
lack thereof in refusing disclosure of documents under this Code section provided the judge of the
court in which said proceeding is pending shall first determine by an in camera examination that such
disclosure would be relevant on that issue;
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(2) The confidentiality of attorney work product; or
(3) State laws making certain tax matters confidential.
(f)(1) As used in this article, the term:
(A) “Computer program” means a set of instructions, statements, or related data that, in actual or
modified form, is capable of causing a computer or computer system to perform specified
functions.
(B) “Computer software” means one or more computer programs, existing in any form, or any
associated operational procedures, manuals, or other documentation.
(2) This article shall not be applicable to any computer program or computer software used or
maintained in the course of operation of a public office or agency.
(g) This Code section shall be interpreted narrowly so as to exclude from disclosure only that portion of a
public record to which an exclusion is directly applicable. It shall be the duty of the agency having custody
of a record to provide all other portions of a record for public inspection or copying.
(h) Within the three business days applicable to response to a request for access to records under this
article, the public officer or agency having control of such record or records, if access to such record or
records is denied in whole or in part, shall specify in writing the specific legal authority exempting such
record or records from disclosure, by Code section, subsection, and paragraph. No addition to or
amendment of such designation shall be permitted thereafter or in any proceeding to enforce the terms of
this article; provided, however, that such designation may be amended or supplemented one time within
five days of discovery of an error in such designation or within five days of the institution of an action to
enforce this article, whichever is sooner; provided, further, that the right to amend or supplement based
upon discovery of an error may be exercised on only one occasion. In the event that such designation
includes provisions not relevant to the subject matter of the request, costs and reasonable attorney’s fees
may be awarded pursuant to Code Section 50-18-73.
50-18-73.
(a) The superior courts of this state shall have jurisdiction in law and in equity to entertain actions against
persons or agencies having custody of records open to the public under this article to enforce compliance
with the provisions of this article. Such actions may be brought by any person, firm, corporation, or other
entity. In addition, the Attorney General shall have authority to bring such actions, either civil or criminal,
in his or her discretion as may be appropriate to enforce compliance with this article.
(b) In any action brought to enforce the provisions of this chapter in which the court determines that
either party acted without substantial justification either in not complying with this chapter or in
instituting the litigation, the court shall, unless it finds that special circumstances exist, assess in favor of
the complaining party reasonable attorney’s fees and other litigation costs reasonably incurred. Whether
the position of the complaining party was substantially justified shall be determined on the basis of the
record as a whole which is made in the proceeding for which fees and other expenses are sought.
(c) Any agency or person who provides access to information in good faith reliance on the requirements of
this chapter shall not be liable in any action on account of having provided access to such information.
50-18-74.
(a) Any person knowingly and willfully violating the provisions of this article by failing or refusing to
provide access to records not subject to exemption from this article or by failing or refusing to provide
access to such records within the time limits set forth in this article shall be guilty of a misdemeanor and
upon conviction shall be punished by a fine not to exceed $100.00.
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(b) A prosecution under this Code section may only be commenced by issuance of a citation in the same
manner as an arrest warrant for a peace officer pursuant to Code Section 17-4-40, which citation shall be
personally served upon the accused. The defendant shall not be arrested prior to the time of trial, except
that a defendant who fails to appear for arraignment or trial may thereafter be arrested pursuant to a
bench warrant and required to post a bond for his or her future appearance.
50-18-75.
Communications between the Office of Legislative Counsel and the following persons shall be privileged
and confidential: members of the General Assembly, the Lieutenant Governor, and persons acting on
behalf of such public officers; and such communications, and records and work product relating to such
communications, shall not be subject to inspection or disclosure under this article or any other law or
under judicial process; provided, however, that this privilege shall not apply where it is waived by the
affected public officer or officers. The privilege established under this Code section is in addition to any
other constitutional, statutory, or common law privilege.
50-18-76.
No form, document, or other written matter which is required by law or rule or regulation to be filed as a
vital record under the provisions of Chapter 10 of Title 31, which contains information which is exempt
from disclosure under Code Section 31-10-25, and which is temporarily kept or maintained in any file or
with any other documents in the office of the judge or clerk of any court prior to filing with the
Department of Human Resources shall be open to inspection by the general public, even though the other
papers or documents in such file may be open to inspection.
50-18-77.
The procedures and fees provided for in this article shall not apply to public records, including records that
are exempt from disclosure pursuant to Code Section 50-18-72, which are requested in writing by a state
or federal grand jury, taxing authority, law enforcement agency, or prosecuting attorney in conjunction
with an ongoing administrative, criminal, or tax investigation. The lawful custodian shall provide copies of
such records to the requesting agency unless such records are privileged or disclosure to such agencies is
specifically restricted by law.
24-9-46.
(a) Circulation and similar records of a library which identify the user of library materials shall not be public
records but shall be confidential and may not be disclosed except:
(1) To members of the library staff in the ordinary course of business;
(2) Upon written consent of the user of the library materials or the user’s parents or guardian if the
user is a minor or ward; or
(3) Upon appropriate court order or subpoena.
(b) Any disclosure authorized by subsection (a) of this Code section or any unauthorized disclosure of
materials made confidential by that subsection (a) shall not in any way destroy the confidential nature of
that material, except for the purpose for which an authorized disclosure is made. A person disclosing
material as authorized by subsection (a) of this Code section shall not be liable therefor.
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Certification of Librarians
43-24-1.
As used in this chapter, the term:
(1) “Board” means the State Board for the Certification of Librarians.
(2) “Librarian” means a person with specialized training as identified in this chapter and in the
administrative rules and regulations applicable to this chapter and possessing the necessary training and
qualifications to plan, organize, communicate, and administer successfully the use of the library’s materials
and services.
(3) “Library” means an organization providing services and informational materials in a variety of
formatting, including, but not limited to, books, films, tapes, microforms, and periodicals and having no
fewer than 3,000 items which have been selected, acquired, and organized for dissemination.
43-24-2.
(a) The State Board for the Certification of Librarians is created, to consist of six persons as follows:
(1) Three librarians certified under this chapter, including one public librarian, one special librarian, and
one other currently practicing librarian, and one person who shall be a trustee of a public library;
(2) A member to be appointed from the public at large who shall have no connection whatsoever with
the library profession; and
(3) The director of public library services of the Board of Regents of the University System of Georgia.
(b) The members referred to in paragraphs (1) and (2) of subsection (a) of this Code section shall be
appointed by the Governor and shall be confirmed by the Senate.
(c) The terms of the five members appointed pursuant to paragraphs (1) and (2) of subsection (a) of this
Code section shall be five years. The term of the director of public library services of the Board of Regents
of the University System of Georgia shall be coextensive with the term of office of this position.
(d) Members of the board shall be reimbursed as provided for in subsection (f) of Code Section 43-1-2.
(e) If there is a vacancy on the board, the Governor shall appoint a member to serve the unexpired term.
43-24-3.
The same jurisdiction, duties, powers, and authority which the division director has with reference to other
professional licensing boards is conferred upon that director with respect to the board.
43-24-4.
Any public library serving a political subdivision or subdivisions having a population of over 5,000
according to the United States decennial census of 1970 or any future such census and every library
operated by the state or its authority, including libraries of institutions of higher learning, shall not employ
in the position of librarian a person who does not hold a librarian’s certificate issued by the board. No
public funds shall be paid to any library failing to comply with this chapter, provided that nothing in this
chapter shall apply to law libraries of counties and municipalities, to libraries of public elementary and high
schools, or to libraries of the University System of Georgia.
43-24-5.
The board shall have authority to establish grades of certificates for librarians, to prescribe and hold
examinations, to require submission of credentials to establish the qualifications of those seeking
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certificates as librarians, and to issue certificates of librarianship to qualified persons in accordance with
such rules and regulations as it may prescribe.
43-24-6.
(a) All applicants for a librarian’s certificate shall file an application with the division director, accompanied
by a fee which shall be set by the board.
(b) Each certificate issued shall be renewable biennially.
(c) Any certified librarian requesting a duplicate certificate shall be charged a fee as shall be set by the
board.
43-24-7.
(a) The board shall be authorized to require persons holding a certificate under this chapter to complete
board approved continuing education of not less than ten hours biennially as a condition of certificate
renewal. The board shall be authorized to approve programs offered by professional associations,
educational institutions, government agencies, and bibliographic utilities, and others as it deems
appropriate.
(b) The board shall be authorized to waive the continuing education requirement in cases of hardship,
disability, or illness or under such other circumstances as the board deems appropriate.
(c) The board shall be authorized to promulgate rules and regulations to implement and ensure
compliance with the requirements of this Code section.
(d) The board shall have the authority to appoint a committee or committees composed of certified
librarians, as it deems appropriate, to administer, implement, and otherwise carry out the provisions of this
chapter relating to continuing education.
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APPENDIX O
Relevant Federal Laws
Age Discrimination Act
The Age Discrimination in Employment Act of 1967 (ADEA) protects individuals who are 40 years of age or
older from employment discrimination based on age. The ADEA’s protections apply to both employees and
job applicants. Under the ADEA, it is unlawful to discriminate against a person because of his/her age with
respect to any term, condition, or privilege of employment — including, but not limited to, hiring, firing,
promotion, layoff, compensation, benefits, job assignments, and training.
It is also unlawful to retaliate against an individual for opposing employment practices that discriminate
based on age or for filing an age discrimination charge, testifying, or participating in any way in an
investigation, proceeding, or litigation under the ADEA.
The ADEA applies to employers with 20 or more employees, including state and local governments. It also
applies to employment agencies and to labor organizations, as well as to the federal government.
For more information: http://www.eeoc.gov/types/age.html
Source: U. S. Equal Employment Opportunity Commission, at http://www.eeoc.gov/facts/age.html
Americans with Disabilities Act
The Americans with Disabilities Act gives civil rights protections to individuals with disabilities similar to
those provided to individuals on the basis of race, color, sex, national origin, age, and religion. It
guarantees equal opportunity for individuals with disabilities in public accommodations, employment,
transportation, State and local government services, and telecommunications.
The ADA prohibits discrimination in all employment practices, including job application procedures, hiring,
firing, advancement, compensation, training, and other terms, conditions, and privileges of employment. It
applies to recruitment, advertising, tenure, layoff, leave, fringe benefits, and all other employment-related
activities.
For more information: http://www.ada.gov
Children’s Internet Protection Act
The Children’s Internet Protection Act (CIPA) requires libraries and schools to install filters on their Internet
computers to retain federal funding and discounts for computers and computer access. All machines must
be filtered, including staff computers. Georgia libraries that are dependent on the state library agency for
federally-subsidized services (such as T-1 lines that provide Internet connectivity) must filter. Georgia Public
Library Service (GPLS) offers a statewide solution that library systems can use.
For more information: http://www.ala.org/ala/washoff/woissues/civilliberties/cipaweb/cipa.cfm
Copyright Law
Copyright, whose concepts were established in the Constitution, is a unique area of the law that is
concerned with both protecting an author’s creative efforts as they are fixed into expressions of all forms
and limiting this protection so that the creativity can be enjoyed, shared, and built upon by the public.
Maintaining the balance between the needs of both authors and users remains a core value of U.S.
copyright law. In the U.S., the competing interests of copyright holders and users of the creative material
are primarily governed by a copyright system consisting of the 1976 Copyright Act, amendments or
alterations to it and judicial interpretations of the Act.
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Libraries have certain rights under Sections 107, 108, and 109 of the copyright law. Section 109 is the
“first sale doctrine” which allows libraries to lend or resell items they have purchased. Section 107
discusses the “fair use” provisions that allow limited copying and distribution for nonprofit educational
purposes. Section 108 allows for copying for specific purposes. Library patrons must adhere to copyright
law when making copies or using library materials. A notice of the copyright law should appear at all
points where copies may be made, including photocopiers, scanners, fax machines, and computers.
On October 12, 1998, Congress passed the Digital Millennium Copyright Act (DMCA). The law became
effective in October 2000 and it has been incorporated into the Copyright Act (Title 17 of the U. S. Code).
This landmark legislation updated U.S. copyright law to meet the demands of the Digital Age and to
conform U.S. law to the requirements of the World Intellectual Property Organization (WIPO) and treaties
that the U.S. signed in 1996.
The DMCA tilts strongly in favor of copyright holders. In addition to creating new rules for digital
materials, the DMCA mandates several important studies and reports to be conducted by the U.S.
Copyright Office and sets the time frames for their completion.
For more information: American Library Association, at http://www.ala.org/ala/washoff/woissues/
copyrightb/copyright.cfm.
Fair Labor Standards Act
The Fair Labor Standards Act (FLSA) requires employers to pay covered employees who are not otherwise
exempt at least the federal minimum wage ($5.15 per hour) and overtime pay (at 1.5 times an employee’s
regular rate of pay) for all hours worked over 40 in a workweek. Covered employees must be paid for all
hours worked in a workweek. In general compensable hours worked include all time an employee is on
duty or at a prescribed place of work and any time that an employee is suffered or permitted to work. This
would generally include work performed at home, travel time, waiting time, training, and probationary
periods.
The FLSA also regulates the employment of youth, specifying jobs youth can perform at various ages and
hours that youth ages 14 and 15 can work.
For more information: http://www.dol.gov/esa/whd/flsa/
Source: U. S. Department of Labor, at http://www.dol.gov/esa/regs/compliance/whd/whd_fs.pdf
Family and Medical Leave Act
The Family Medical Leave Act (FMLA) applies to employers who employ 50 or more employees and public
agencies. Covered employers are required to provide eligible employees up to 12 weeks of unpaid leave
each year for:
The birth of a child
The placement of an adopted or foster child
To care for a child, spouse, or parent with a serious health condition
For the employee’s own serious health condition
The FMLA also requires covered employers to continue health benefit coverage during the leave. After
completion of the leave, the employee must be restored to the same or equivalent position.
For more information: http://www.dol.gov/esa/whd/fmla/
Source: U. S. Department of Labor, at http://www.dol.gov/esa/regs/compliance/whd/whd_fs.pdf
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Library Services and Technology Act
The Library Services and Technology Act (LSTA) of 1996, a section of the Museum and Library Services Act,
promotes access to learning and information resources of all types of libraries for individuals
of all ages. Through this federal legislation, the Institute for Museum & Library Services (IMLS) provides
funds to the Georgia Public Library Service and other state library agencies using a population-based
formula which may be used to support statewide initiatives and services. Funds may also be distributed
through competitive subgrant competitions or cooperative agreements to public, academic, research,
school, and special libraries in each state.
LSTA outlines two broad priorities for this funding. The first is for activities using technology for
information sharing between libraries and between libraries and other community services.
The second is for programs that make library resources more accessible to urban, rural, or low-income
residents, and others who have difficulty using library services.
Source: Georgia Public Library Service, at http://www.georgialibraries.org/lib/lsta/.
Privacy Act
The Privacy Act of 1974 provides safeguards against an invasion of privacy through the misuse of records
by Federal agencies. In general, the act allows a citizen to learn how records are collected, maintained,
used, and disseminated by the Federal Government. The act also permits an individual to gain access to
most personal information maintained by Federal agencies and to seek amendment of any inaccurate,
incomplete, untimely, or irrelevant information.
The Privacy Act applies to personal information maintained by agencies in the executive branch of the
Federal Government. The executive branch includes cabinet departments, military departments,
government corporations, government controlled corporations, independent regulatory agencies, and
other establishments in the executive branch. Agencies subject to the Freedom of Information Act are also
subject to the Privacy Act. The Privacy Act does not generally apply to records maintained by State and
local governments or private companies or organizations.
For more information: www.usdoj.gov/04foia/04_7_1.html.
USA PATRIOT Act
The Uniting and Strengthening America by Providing Appropriate Tools Required to Intercept and Obstruct
Terrorism Act of 2001 (“USA PATRIOT Act”) became law on October 26, 2001. The legislation originated
with Attorney General John Ashcroft, who asked Congress for additional powers that he claimed were
needed to fight terrorism in the wake of the events of September 11, 2001. Few amendments were made
to Ashcroft’s initial proposal to Congress, and the bill became law without any hearings or markup by a
Congressional committee.
The USA PATRIOT Act amended over 15 federal statutes, including the laws governing criminal procedure,
computer fraud and abuse, foreign intelligence, wiretapping, immigration, and the laws governing the
privacy of student records. These amendments expanded the authority of the Federal Bureau of
Investigation and law enforcement to gain access to business records, medical records, educational records
and library records, including stored electronic data and communications. It also expanded the laws
governing wiretaps and “trap and trace” phone devices to Internet and electronic communications. These
enhanced surveillance procedures pose the greatest challenge to privacy and confidentiality in the library.
Source: American Library Association, at http://www.ala.org/ala/oif/ifissues/usapatriotactlibrary.cfm
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APPENDIX P
Ethics Statement for Public Library Trustees
Trustees in the capacity of trust upon them, shall observe ethical standards with absolute truth, integrity
and honor.
Trustees must avoid situations in which personal interests might be served or financial benefits gained at
the expense of library users, colleagues, or the institution.
It is incumbent on any trustee to disqualify himself or herself immediately whenever the appearance of a
conflict of interest exists.
Trustees must distinguish clearly in their actions and statements between their personal philosophy and
attitudes and those of the institution, acknowledging the formal position of the Board even if they
personally disagree.
A trustee must respect the confidential nature of library business while being aware of and in compliance
with applicable laws governing freedom of information.
Trustees must be prepared to support to the fullest efforts of librarians in resisting censorship of library
materials by groups or individuals.
Trustees who accept library board responsibilities are expected to perform all of the functions of library
trustees.
Adopted by the Board of Directors of the American Library Trustee Association, July 1985; Adopted by the Board of Directors of the Public
Library Association, July 1985; Amended by the Board of Director of the American Library Trustee Association, July 1988; Approval of the
amendment by the Board of Directors of the Public Library Association, January 1989.
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APPENDIX Q
Model Constitution and Bylaws for Regional Library Systems
Constitution
CONSTITUTION FOR THE ___________ LIBRARY SYSTEM
ARTICLE I. NAME
The name of the system shall be the (name of library) Regional Library System.
ARTICLE II. HEADQUARTERS
The headquarters for the (name of library) Regional Library System shall be in the (name of library) in
(name of county) County.
ARTICLE III. PURPOSE
The purpose of the (name of library) Regional Library System shall be to furnish library service to the
people of the region under the regulations governing public libraries as set forth by the state of Georgia.
The (name of library) Regional Library System shall offer a full program of library service to all citizens of
the participating counties to meet their informational, educational and/or recreational needs in accordance
with a strategic plan; acquire and purchase library materials; circulate materials to the public through the
member libraries or by other appropriate means of library extension; develop existing libraries and
establish and develop member libraries, deposits, bookmobile and other services as appropriate to the
needs of the service area; build a reference collection adequate to provide current and reliable information
of a research nature as demanded by the needs of the communities comprising the area served; and
promote the use of library resources by means of instruction, library-centered programs, exhibits and other
public relations media.
ARTICLE IV. CONSTITUENCY
The (name of library) Regional Library System shall serve all citizens of (names of all counties served)
Counties, and such other counties or municipalities as may become part of the region, through the
headquarters library, branch libraries, bookmobile and other extension services. Membership in the (name
of library) Regional Library provides the citizens of (names of counties) Counties with reciprocal borrowing
privileges in all libraries in the system.
ARTICLE V. LEGAL AUTHORITY
The legal authority for public libraries and boards of trustees is described in Title 20, Chapter 5, Article 2
of the Official Code of Georgia Annotated, amended March 26, 1984.
ARTICLE VI. GOVERNING BODY
Section 1. The governing body of the (name of library) Regional Library shall consist of a board of library
trustees composed of trustees serving on member county library boards who are appointed to
the regional library board by each county library board as specified in the bylaws and the state
law. The operation of the regional library system is legally vested in this board under the
provisions of the Official Code of Georgia Annotated, Article 2, Chapter 5, Title 20.
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Section 2. The term of office shall be three years, with starting and ending dates corresponding to the
library’s fiscal year. No member may serve on this board for more than two successive threeyear terms of office (six years).
Section 3. Board members shall receive no compensation but may be reimbursed for any reasonable and
necessary expenses incurred in the performance of library business or if stipulated in the terms
of any bequest or gift. Membership dues or fees for individual membership of board members
in state, regional and national library associations may be paid from operating funds.
Section 4. Vacancies shall be filled in the same manner as appointments are made. If a vacancy occurs
prior to the expiration of a trustee’s term, the new appointee shall complete the unexpired
term.
Section 5. In the event a member of the regional board ceases, for any reason, to be a member of his
local library board, then his term on the regional board shall end at the same time, and the
local library board shall appoint a new representative to the regional board.
Section 6. Additional representatives may be added from any library system that may affiliate with the
(name of library) Regional Library in the future.
ARTICLE VII. OFFICERS
Section 1. The officers of the board of trustees shall be a chair, a vice chair, a secretary and a treasurer
elected from those serving on the board. [The treasurer or the secretary may be appointed.]
The treasurer shall be appointed or reappointed annually by the regional board, and there shall
be no limit to the number of terms he/she may serve in succession. These officers shall perform
the duties prescribed by the bylaws and by the parliamentary authority adopted by the board.
Section 2. Nominations shall be made by a committee of three board members appointed by the chair of
the board. The chair and/or the library director may serve as one of the three members of the
nominating committee.
Section 3. The officers shall be elected at the July meeting to serve for one year or until their successors
are elected, and their terms of office shall begin at the close of the meeting at which they are
elected. An officer is elected for a two-year term and may not succeed himself/herself.
Section 4. The treasurer, the director and any members of the staff authorized to handle library funds shall
be bonded for an amount commensurate with the amount of funds handled, determined by
the board and entered in the minutes, and a copy of the bond filed with the Georgia Public
Library Service.
Section 5. All federal, state and local funds used for the operation and improvement of the services and
facilities of the regional library system shall be received by the treasurer and shall be used in
accordance with the budget approved by the board.
ARTICLE VIII. EXECUTIVE COMMITTEE
Section 1. An executive committee, composed of the officers of the board, shall be entrusted to govern in
the name of the board of trustees between meetings of the board.
Section 2. In the event a member of the executive board ceases, for any reason, to be a member of his/
her local library board, then his/her term on the executive committee shall end at the same
time, and the local library board shall appoint a new representative to the executive board.
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ARTICLE IX. STANDING COMMITTEES
Standing committees shall be the Finance Committee, the Personnel Committee, the Building and
Grounds Committee and the Constitution and Bylaws Committee. Other special committees may be
appointed by the chair as needed.
ARTICLE X. INTERLIBRARY COOPERATION
The (name of library) Regional Library may enter into cooperative endeavors with other library systems for
the purpose of sharing personnel, materials and services by confederation or by merger as seen fit by
governing bodies of the library systems. Such cooperative endeavors must be within the limits of funds
available to the boards of trustees, conducive to mutual growth and development of library services, and
not in violation of state or federal laws, regulations or other agreements, contracts or library board
policies.
ARTICLE XI. CONTRACTS
The (name of library) Regional Library is authorized to make and enter into such contracts or agreements,
for all or any part of the regional library system, as are deemed necessary and desirable under the
provisions of Title 20, Chapter 5, Article 2 of the Official Code of Georgia Annotated.
ARTICLE XII. AMENDMENT OF CONSTITUTION
This constitution may be amended at any regular meeting of the board of trustees by a two-thirds vote of
the members present, provided that notice is made in writing at least two weeks prior to the meeting and
provided that a quorum is present. All amendments to the constitution will be filed with the Georgia
Public Library Service immediately upon adoption.
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Bylaws
BYLAWS OF THE ____________LIBRARY SYSTEM
ARTICLE I. DUTIES AND RESPONSIBILITIES OF BOARD MEMBERS
The regional board of trustees is the legal governing body of the (name of library) Regional Library
System. It shall be the duty and responsibility of members of the board of trustees:
a. To employ a director for the regional library system who meets state certification requirements
and such other employees as necessary upon the recommendation of the regional library
system director. Authority for the technical administration and supervision of the libraries in the
system shall be vested in the regional library system director.
b. To approve budgets prepared by the regional library system director and, together with the
local boards of trustees, assume responsibility for the presentation of the library system’s fiscal
needs to the supporting agencies.
c. To attend board meetings.
d. To establish policies governing library programs.
e. To set policy for the receipt and administration of gifts of money and property.
f.
To present financial and progress reports to governing officials and to the public.
g. To notify the regional library system director in advance of all meetings of the board or
committees.
ARTICLE II. DUTIES OF THE OFFICERS
Section 1. The chair shall preside at all regular or called board meetings. He/she shall appoint all
committees and shall be an ex officio member of all committees.
Section 2. The vice chair shall preside in the absence of the chair. All other duties of the vice chair shall
be assigned by the chair.
Section 3. The secretary shall record the official actions of the board, keep a record of attendance at
board meetings and have custody of the official books, which shall be housed in the
regional library headquarters. He/she shall notify the proper appointing local boards of
vacancies that occur on the regional library board. He/she shall report changes of
membership to the Georgia Public Library Service. The secretary shall send copies of the
minutes of all meetings to the participating agencies and the chairs of all local boards.
Section 4. The treasurer shall deposit all monies received in a bank or banks approved by the board of
trustees. He/she shall notify, in writing, any supporting agency whose appropriations are
not paid promptly and in full. He/she shall pay all bills that have been approved by the
director, who shall make all purchases and who shall countersign all checks. An account of
all receipts and expenditures must be kept, and a report made at each quarterly board
meeting. The accounts shall be audited at the direction of the board and according to
requirements for state grants and other state and/or federal laws or regulations. Official
copies of all financial reports and the treasurer’s books shall be kept in the regional library
headquarters at all times.
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ARTICLE III. DUTIES OF THE DIRECTOR
Section 1. The director of the regional library system must hold at least a grade 5(b) librarian’s professional
certificate as defined by the State Board for the Certification of Librarians.
Section 2. The director shall be the administrative head of the library system under the direction and
review of the board.
Section 3. It is the duty and responsibility of the director:
a. To employ and terminate other staff members, if so authorized by the regional board, or to
recommend for employment or termination other staff members as necessary, in compliance
with applicable laws and the availability of funds.
b. To attend all meetings called by the Georgia Public Library Service (GPLS) or send a substitute
authorized by the GPLS director.
c. To prepare any local, state or federal annual budgets.
d. To notify the board of trustees and the Georgia Public Library Service of any failure to
comply with:
1. Policies of the board
2. Requirements for state grants
3. State and federal rules and regulations
4. All applicable local, state or federal laws
5. To administer the total library program, including all member libraries, in accordance
with policies adopted by the board of trustees of the (name of library) Regional Library
System.
6. To attend all meetings of the boards of trustees of the regional library and of the local
libraries in the region or to designate a person to attend in his place.
ARTICLE IV. MEETINGS
Section1. The regional library board shall hold no less than four regular meetings during each fiscal year,
including no less than one each calendar quarter. Meetings shall be held on the (number) (day)
in the months of (month), (month), (month) and (month) at (place) or at some other
location as designated by the chair.
Section 2. Special meetings may be called by the chair or upon the written request of (number) board
members for the transaction of business as stated in the call for the meeting. No business
other than that for which the meeting was called may be discussed or conducted at a called
meeting.
Section 3. Prior to each regular or called meeting, the director of the regional library system shall notify
each member of the date, time and place of the regional library board meeting.
Section 4. Meetings of the executive committee may be called by the chair to transact any business
requiring attention between regular meetings of the full regional library board.
Section 5. Meetings are open to the public and the news media, in accordance with the Official Code of
Georgia Annotated 50-14-1 et seq. Executive (closed) sessions may be held according to the
provisions of the code.
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Section 6. The latest edition of Robert’s Rules of Order (Revised), when not in conflict with the
constitutions and bylaws, shall govern the proceedings of the board of trustees of the (name of
library) Regional Library System.
Section 7. Each member of the regional library board shall have one vote. The chair shall not vote except
in the case of a tie vote, at which time the chair shall vote to break the tie.
Section 8. (number) members of the board of trustees constitute a quorum. No official business may be
conducted without a quorum. Except as stated elsewhere in this document, a simple majority
affirmative vote of the members present and voting shall be necessary to approve any action
before the board.
ARTICLE V. REPORTS
The regional library shall submit all reports requested by the regional library system to provide the
information necessary to complete reports required by state, federal or local laws or regulations or to
enable the system to provide the information necessary to complete the regional library system records in
an efficient and business like manner.
ARTICLE VI. ATTENDANCE
Section 1. A board member shall be removed for cause and failure to attend three consecutive regularly
scheduled meetings.
Section 2. A letter reporting the removal and specifying the cause shall be sent by the secretary to the
affected board member and to the appointing authority responsible for his/her appointment. The local
appointing authority shall be asked to appoint another representative to fill that member’s unexpired term.
ARTICLE VII. PENALTIES
Employees or agents of the (name of library) Regional Library System may cause the arrest, fine and
imprisonment of persons who borrow and fail to return books and other property owned by the (name of
library) Regional Library; deface, damage, steal or otherwise improperly use and/or abuse library property;
or commit other violations as described in the Official Code of Georgia Annotated, Title 20, Chapter 5,
Article 20.
ARTICLE VIII. DISSOLUTION OF OR WITHDRAWAL FROM THE REGIONAL LIBRARY SYSTEM
Section 1. The regional library system may be dissolved by reversal of the procedures followed in its
original organization. A majority of the library board members in a majority of the counties
must agree to the dissolution of the system.
Section 2. One county may be withdrawn from the system if a majority of the board members vote to do
so. Notice of withdrawal must be sent to the chair of the regional board of trustees and the
regional library director at least six months prior to the end of the state fiscal year. This notice
must include reasons for the withdrawal and the method by which the decision was reached.
The Georgia Public Library Service must be notified of the receipt of this letter of intent within
five working days.
Section 3. The regional library system may elect to expel a member county upon the following conditions:
a. Failure of the county to maintain the agreed level of support to the regional system as in
the most recent system participating agreement; or
b. Failure of the county to meet requirements that may jeopardize the system’s eligibility for
state or federal funds
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Section 4. Notice of expulsion shall be sent not less than six months prior to the end of the state fiscal
year to the chair of the county board of trustees, all funding agencies party to the participating
agreement, the director of the regional library system and the Georgia Public Library Service.
Section 5. In the event of the withdrawal or expulsion of one county from a regional system, all
equipment and materials purchased with state or federal funds for use in the library or libraries
in that county shall remain in those libraries. After the notice of withdrawal has been received
by the regional library system, or the notice of expulsion has been given, there is no obligation
on the part of the regional library system to purchase books, equipment, supplies or other
items for the use of the library or libraries in the withdrawing county, other than the fair share
of items in the existing materials and the system services budgets for the current year.
ARTICLE IX. AMENDMENTS
These bylaws may be amended at any regular meeting of the board of trustees by a two-thirds vote of the
members present, provided the notice is made in writing at least two weeks prior to the meeting and
provided that a quorum is present. All amendments to these bylaws shall be filed with the Georgia Public
Library Service immediately upon adoption.
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MODEL CONSTITUTION FOR COUNTIES
WITHIN REGIONAL LIBRARY SYSTEMS
ARTICLE I. NAME
The name of the county unit shall be the (name of county) County Library.
ARTICLE II. PURPOSE
These constitution and bylaws are companion documents to the constitution and bylaws of the (name of
library) Regional Library System and are intended to clarify local practices and the relationship of the local
library to the regional system. There is to be no conflict between the provisions of these constitution and
bylaws and those of (name of library) Regional Library System. If inadvertent conflict occurs, the regional
constitution and bylaws shall govern.
The (name of county) County Library shall furnish library service to the people of the county as set forth in
the constitution and bylaws of the (name of library) Regional Library and under the regulations governing
public libraries as set forth by the state of Georgia. The county library or libraries shall offer a full program
of library service to all citizens of the county to meet their informational, educational and/or recreational
needs in accordance with a strategic plan.
ARTICLE III. CONSTITUENCY
The (name of county) County Library is a member of the (name of library) Regional Library System under
the terms of the participating agreement. Membership in the (name of library) Regional Library provides
the citizens of (name of county) County with reciprocal borrowing privileges in all libraries in the system.
Likewise, the (name of county) County Library lends materials to citizens of all other counties within the
regional library system.
ARTICLE IV. COUNTY LIBRARY BOARD OF TRUSTEES
Section 1. The (name of county) County Library board of trustees shall be composed of (number)
members appointed by the governmental agencies (cities, county, and/or school boards)
financially supporting the library on a regular basis. The county commissioners shall appoint
(number) members; the (name of city) City Council shall appoint (number) members; and the
(name of county) Board of Education shall appoint (number) members, as specified in the
bylaws and the state law.
Section 2. The term of office shall be (number) years, with starting and ending dates corresponding to the
state’s fiscal year. No member may serve on this board for more than (number) successive
(number)-year terms of office.
Section 3. Any person appointed to the (name of county) County Library board must be a resident of the
county that he/she represents. If he/she moves his/her legal residence outside of the county, he/
she shall be replaced on the board.
term.
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Section 6. The (name of county) County Library board shall appoint (number) of its members to represent
it as a member of the (name of library) Regional Library board. He/She/They shall be entrusted
with representing and interpreting the interests of the (name of county) County Library board
to the regional board.
ARTICLE V. OFFICERS
Section 1. The officers of the board of trustees shall be a chair, a vice chair and a secretary, elected from
those serving on the board. These officers shall perform the duties prescribed by the bylaws
and by the parliamentary authority adopted by the board.
Section 2. Nominations shall be made by a committee of (number) board members appointed by the chair
of the board. The chair and/or the director may serve as one of the members of the nominating
committee.
Section 3. The officers shall be elected at the July meeting to serve for (number) year or until their
successors are elected, and their terms of office shall begin at the close of the meeting at
which they are elected. An officer is elected for a (number)-year term and may not succeed
himself/herself.
Section 4. If the regional board delegates to the county board the activity of receiving gifts, the county
board must appoint a treasurer from among its members, who shall serve the same terms and
on the same conditions as other officers of the county board.
ARTICLE VI. EXECUTIVE COMMITTEE
An executive committee, composed of the officers of the board, shall be entrusted to govern in the name
of the board of trustees between meetings of the board.
ARTICLE VII. COMMITTEES
Standing committees or ad-hoc committees shall be appointed by the chair as needed.
ARTICLE VIII. AMENDMENT OF CONSTITUTION
the members present, provided that notice is made in writing at least (number) weeks prior to the meeting
and provided that a quorum is present. All amendments to the constitution will be filed with the director
of the (name of library) Regional Library and the Georgia Public Library Service immediately upon
adoption.
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MODEL BYLAWS FOR COUNTIES
WITHIN REGIONAL LIBRARY SYSTEMS
Section 1. The county library board of trustees is the group from which the (name of county) County
members of the (name of system) Regional Library System are drawn.
Section 2. The (name of county) County Library board of trustees shall set local policies and practices
when there is no regional library system policy governing that area of service or administration.
Section 3. The county library board of trustees shall discharge those duties delegated to it by the (name of
system) Regional Library board of trustees. All formal actions of the county library board of
trustees taken in discharging those duties shall be reported to the regional board of trustees
for its review, approval and recording at its next meeting.
Section 4. The county library board of trustees shall approve county library budgets prepared by regional
library system director and shall present the library’s fiscal needs to its supporting agencies.
Section 5. The regional library system director shall be notified in advance of all meetings of the board
and its committees.
Section 1. The chair shall preside at all regular or called board meetings. He/She shall appoint all
Section 2. The vice chair shall preside in the absence of the chair. All other duties of the vice chair shall be
assigned by the chair.
board meetings and have custody of the official books, which shall be housed in the county
library. He/She shall notify the proper appointing authorities of vacancies that occur on the
county library board. The secretary shall send copies of the minutes of all meetings to the
director of the (name of system) Regional Library System. He/She shall report changes of
membership to the director.
Section 4. If the regional library board delegates to the local library board the activity of receiving and
administering funds, the local library board must appoint a treasurer, who shall receive and
disburse funds in keeping with system board authorization and the budget balance. Checks
must bear the signatures of the board treasurer and the regional system director or his/her
designee.
A record of all receipts, deposits and expenditures shall be forwarded to the regional library
board for its review, approval and recording at its next meeting. Funds shall be audited
annually in accordance with requirements for state grants and other state regulations.
Section 5. The treasurer and any members of the staff authorized to handle library funds shall be bonded
for an amount commensurate with the amount of funds handled. The amount of the bond
shall be determined by the county library board and entered in the minutes, and a copy of the
bond filed with the regional headquarters office and the Georgia Public Library Service.
ARTICLE III. MEETINGS
Section 1. The county library board shall hold no less than four regular meetings during each fiscal year,
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including no less than one each calendar quarter. Meetings shall be held on the (number) (day)
in the months of (month), (month), and (month) at (place)
or at some other location
as designated by the chair.
meeting.
Section 3. Prior to each regular or called meeting, the director of the regional library system shall notify
each member of the date, time and place of the county library board meeting.
requiring attention between regular meetings of the full county library board.
constitutions and bylaws, shall govern the proceedings of the board of trustees of the (name of
county) County Library.
Section 7. Each member of the county library board shall have one vote. The chair shall not vote except in
the case of a tie vote, at which time the chair shall vote to break the tie.
before the board.
ARTICLE IV. REPORTS
The county library shall submit all reports requested by the regional library system to provide the
enable the regional library system to provide the information necessary to complete the regional library
system records in an efficient and businesslike manner.
ARTICLE V. ATTENDANCE
Section 1. A board member shall be removed for cause and for failure to attend three consecutive
regularly scheduled meetings.
affected board member and to the appointing authority responsible for his/her appointment.
The local appointing authority shall be asked to appoint another representative to fill that
member’s unexpired term.
ARTICLE VI. AMENDMENTS
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MODEL CONSTITUTION FOR SINGLE-COUNTY LIBRARY SYSTEMS
ARTICLE I. NAME
The name of the system shall be the (name of county) County Library System.
ARTICLE II. HEADQUARTERS
The headquarters for the (name of county) County Library System shall be in (name of city), Georgia.
ARTICLE III. PURPOSE
The purpose of the (name of county) County Library System shall be to furnish library service to the people
of the region under the regulations governing public libraries as set forth by the state of Georgia.
The (name of county) County Library System shall offer a full program of library service to all citizens of the
county to meet their informational, educational and/or recreational needs in accordance with a strategic
plan; acquire and purchase library materials; circulate materials to the public through the member libraries
or by other appropriate means of library extension; develop existing libraries and establish and develop
member libraries, deposits, bookmobile and other services as appropriate to the needs of the service area;
build a reference collection adequate to provide current and reliable information of a research nature as
demanded by the needs of the communities comprising the area served; and promote the use of library
resources by means of instruction, library-centered programs, exhibits and other public relations media.
ARTICLE IV. CONSTITUENCY
The (name of county) County Library System shall serve all citizens of the county through libraries located
in (list all locations), bookmobile and other extension services. Membership in the County Library System
provides the citizens of (name of county) County with reciprocal borrowing privileges in all libraries in the
system.
ARTICLE V. LEGAL AUTHORITY
The legal authority for public libraries and boards of trustees is described in Title 20, Chapter 5, Article 2
of the Official Code of Georgia Annotated, amended March 26, 1984.
ARTICLE VI. GOVERNING BODY
Section 1. The governing body of the (name of county) County Library System shall consist of a Board of
Library Trustees composed of trustees who are appointed to the county library boards by the
governmental agencies (cities, county, and/or school boards) financially supporting the library
on a regular basis, as specified in state law. The board of trustees shall be composed of
(number) members. The county commissioners shall appoint (number) members; the (name of
city) City Council shall appoint (number) members; the (name of school system) Board of
Education shall appoint (number) members. The operation of the county library system is
legally vested in this board under the provisions of the Official Code of Georgia Annotated,
Article 2, Chapter 5, Title 20.
Section 2. The term of office shall be (number) years, with starting and ending dates corresponding to the
library’s fiscal year. No member may serve on this board for more than (number) successive
(number)-year terms of office.
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Q-12
term.
Section 5. Additional representatives may be added from any library system that may affiliate with the
(name of county) County Library in the future.
ARTICLE VII. OFFICERS
Section 1. The officers of the board of trustees shall be a chair, a vice chair, a secretary and a treasurer
elected from those serving on the board. [The treasurer or the secretary may be appointed.]
The treasurer shall be appointed or reappointed annually by the regional board, and there shall
be no limit to the number of terms he/she may serve in succession. These officers shall perform
the duties prescribed by the bylaws and by the parliamentary authority adopted by the board.
Section 2. Nominations shall be made by a committee of (number) board members appointed by the chair
of the board. The chair and/or the director may serve as one of the members of the nominating
committee.
Section 3. The officers shall be elected at the July meeting to serve for (number) year(s) or until their
successors are elected, and their terms of office shall begin at the close of the meeting at
which they are elected. An officer is elected for a (number)-year term and may not succeed
himself/herself.
Section 4. The treasurer, the director and any members of the staff authorized to handle library funds shall
be bonded for an amount commensurate with the amount of funds handled, determined by
the board and entered in the minutes, and a copy of the bond filed with the Georgia Public
Library Service.
Section 5. All federal, state and local funds used for the operation and improvement of the services and
facilities of the county library system shall be received by the treasurer and shall be used in
accordance with the budget approved by the board.
ARTICLE VIII. EXECUTIVE COMMITTEE
An Executive Committee, composed of the officers of the board, shall be entrusted to govern in the name
of the board of trustees between meetings of the board.
ARTICLE IX. COMMITTEES
Standing committees or ad-hoc committees may be appointed by the chair as needed.
ARTICLE X. INTERLIBRARY COOPERATION
The (name of county) County Library may enter into cooperative endeavors with other library systems for
the purpose of sharing personnel, materials and services by confederation or by merger as seen fit by
governing bodies of the library systems. Such cooperative endeavors must be within the limits of funds
available to the boards of trustees, conducive to mutual growth and development of library services and
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not in violation of state or federal laws, regulations or other agreements; contracts; or library board
policies.
ARTICLE XI. CONTRACTS
The (name of county) County Library is authorized to make and enter into such contracts or agreements,
for all or any part of the county library system, as are deemed necessary and desirable under the provisions
of Title 20, Chapter 5, Article 2 of the Official Code of Georgia Annotated.
ARTICLE XII. AMENDMENT OF CONSTITUTION
the members present, provided that notice is made in writing at least two weeks prior to the meeting and
provided that a quorum is present. All amendments to the constitution will be filed with the Georgia
Public Library Service immediately upon adoption.
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MODEL BYLAWS FOR SINGLE-COUNTY LIBRARY SYSTEMS
The county board of trustees is the legal governing body of the (name of County) County Library System.
It shall be the duty and responsibility of members of the board of trustees:
a. To employ a director for the county library system who meets state certification requirements
and such other employees as necessary upon the recommendation of the county library system
director. Authority for the technical administration and supervision of the libraries in the system
shall be vested in the county library system director.
b. To approve budgets prepared by the county library system director and, together with the local
boards of trustees, assume responsibility for the presentation of the library system’s fiscal needs
to the supporting agencies.
c. To attend board meetings.
d. To establish policies governing library programs.
e. To set policy for the receipt and administration of gifts of money and property.
f. To present financial and progress reports to governing officials and to the public.
g. To notify the county library system director in advance of all meetings of the board or
committees.
Section 1. The chair shall preside at all regular or called board meetings. He/She shall appoint all
Section 2. The vice chair shall preside in the absence of the chair. All other duties of the vice chair shall be
assigned by the chair.
board meetings and have custody of the official books, which shall be housed in the county
library headquarters. He/She shall notify the proper appointing local boards of vacancies that
occur on the county library board. He/She shall report changes of membership to the Georgia
Public Library Service. The secretary shall send copies of the minutes of all meetings to the
participating agencies and the chairs of all local boards.
Section 4. The treasurer shall deposit all monies received in a bank or banks approved by the board of
trustees. He/She shall notify, in writing, any supporting agency whose appropriations are not
paid promptly and in full. He/She shall pay all bills that have been approved by the director,
who shall make all purchases and who shall countersign all checks. An account of all receipts
and expenditures must be kept, and a report made at each quarterly meeting. The accounts
shall be audited at the direction of the board and according to requirements for state grants
and other state and/or federal laws or regulations. Official copies of all financial reports and the
treasurer’s books shall be kept in the county library headquarters at all times.
ARTICLE III. DUTIES OF THE DIRECTOR
Section 1. The director of the county library system must hold at least a Grade 5(b) Librarian’s Professional
Graduate Certificate as defined by the State Board for the Certification of Librarians.
Section 2. The director shall be the administrative head of the library system under the direction and
review of the board.
Section 3. It is the duty and responsibility of the director:
a. To recommend for employment or termination other staff members, as necessary, in
compliance with applicable laws and the availability of funds and to employ and terminate
other staff members, if so authorized by the county board.
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b. To attend all meetings called by the Georgia Public Library Service or send a substitute
authorized by the division director.
c. To prepare any local, state or federal annual budgets.
d. To notify the board of trustees and the Georgia Public Library Service of any failure to comply
with:
1. Policies of the board
2. Criteria for state aid
3. State and federal rules and regulations
4. All applicable local, state or federal laws
5. To administer the total library program, including all affiliated libraries, in accordance with
policies adopted by the board of trustees of the (name of county) County Library System.
6. To attend all meetings of the boards of trustees of the county library and of the local
libraries in the region or to designate a person to attend in his/her place.
ARTICLE IV. MEETINGS
Section 1. The county library board shall hold no less than four regular meetings during each fiscal year,
[including no less than one each calendar quarter]. Meetings shall be held on the (number)
(day) in the months of
(month), (month), (month) and (month) at (place) or at some
other location as designated by the chair.
meeting.
Section 3. Prior to each regular or called meeting, the director of the county library system shall notify
each member of the date, time and place of the county library board meeting.
requiring attention between regular meetings of the full county library board.
constitution and bylaws, shall govern the proceedings of the board of trustees of the (name of
county) County Library System.
Section 7. Each member of the county library board shall have one vote. The chair shall not vote except in
the case of a tie vote, at which time the chair shall vote to break the tie.
before the board.
ARTICLE V. REPORTS
The county library shall submit all reports requested by the county library system to provide the
enable the county library system to provide the information necessary to complete the county library
system records in an efficient and business like manner.
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ARTICLE VI. ATTENDANCE
Section 1. A board member shall be removed for cause and failure to attend three consecutive regularly
scheduled meetings.
affected board member and to the appointing authority responsible for his/her appointment.
The local appointing authority shall be asked to appoint another representative to fill that
member’s unexpired term.
ARTICLE VII. PENALTIES
Employees or agents of the (name of County) County Library System may cause the arrest, fine and
imprisonment of persons who borrow and fail to return books and other property owned by the (name of
County) County Library; deface, damage, steal or otherwise improperly use and/or abuse library property;
or commit other violations as described in the Official Code of Georgia Annotated, Title 20, Chapter 5,
Article 20.
ARTICLE VIII. AMENDMENTS
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APPENDIX R
Sample Library Board Agenda
_______________________ Library System Board of Trustees
Date and Time ________________________________________
Location ______________________________________________
AGENDA
1)
Call to order-establish quorum
2)
Approve minutes of previous meeting
3)
Financial Report
4)
Reports
a. Director
b. Member Library Boards
c. Board Committees
5)
Unfinished Business
6)
Other Business
7)
Board Development
8)
Announcements
a. Next regularly scheduled _____________ Board meeting (date, time, location)
9)
Adjournment
(Reprint the library system mission statement here.)
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1
6
5
4
3
2
May interrupt speaker
May not interrupt speaker
“Point of privilege.”
“I move we table it.”
“I move the previous question.”
“I move we postpone this matter
until…”
“I move we refer this matter to a
committee.”
“I move that this motion be
amended by…”
“I move that…”
“Point of Order.”
Recess the meeting1
Complain about noise, room
temperature, etc.1
Suspend further consideration of
something1
End debate1
Postpone consideration of
something1
Have something studied further 1
Amend a motion1
Introduce business (a primary
motion)1
Object to a procedure or to a
personal affront2
“I call for a division of the house.”
“I object to consideration of this
question.”
“I move we take from the table…”
“I move we now (or later) reconsider our action relative to…”
“I move we suspend the rules and
consider…”
“I appeal the chair’s decision.”
Ask for vote by actual count to
verify voice vote2
Object to considering some
undiplomatic or improper
matter2
Take up a matter previously
tabled2
Reconsider something already
disposed of2
Consider something out of its
scheduled order2
Vote on a ruling by the chair2
Must be seconded
Must be seconded
Must be seconded
Must be seconded
No second needed
No second needed
No second needed
No second needed
Must be seconded
Must be seconded
Must be seconded
Must be seconded
Must be seconded
Must be seconded
No second needed
Must be seconded
Must be seconded
Must You Be
Seconded?
Debatable
No
Debatable if original
motion is debatable
No
No
No
No
No
Debatable
Debatable
Debatable
Debatable
Debatable
No
No
No
No
No
No
No
No
Amendable
Amendable
Amendable
Amendable
Amendable
No
No
No3
No
Amendable
No
Is the Motion
Amendable?
No
No
Is the Motion
Debatable?
Majority in negative
to reverse chair’s
decision
Two-thirds
Majority
Majority
Two-thirds
None, unless
someone objects6
None
None, chair decides
Majority
Majority
Majority
Two-thirds
Two-thirds
Majority
None4
Majority
Majority
What Vote is
Required?
Then majority vote is required.
But division must be called for before another motion is started.
Chair decides.
In this case, any resulting motion is debatable.
SOURCE: The Board Team Handbook: The Board Member’s Guide to Visionary Leadership. Hawarden, IA: Cain Consulting Group, Inc., 1999, p. 38-39. Reprinted with permission.
These motions points and proposals (10-17) have no established order or precedence. Any of them may be introduced at any time except when the meeting is considering one of the matters numbered 1-3 (motion to adjourn, motion to recess or point of privilege.
The motions or points above are listed in established order or precedence. When any one of them is pending, you may not introduce another that’s listed below it, but you may introduce another that’s listed above it.
If urgent, may interrupt
“Point of Information.”
Request information2
5
“I move that we adjourn.”
“I move that we recess until…”
Adjourn the meeting1
May You Interrupt
Speaker?
You Say This:
To Do This:
APPENDIX S: Parliamentary Procedure at a Glance
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APPENDIX T
Sample Committee Description and Interest Form
_____________________________________________________Library Board
Name__________________________________________Date_______________
All standing committee appointments are made by the Board Chair in July for the current fiscal year. Ad
hoc committees may be appointed by the Board Chair as needed.
Please indicate your areas of interest by ranking your top three choices 1 to 3:
____Board Development (System)
Works with the Director to assess need for and plan appropriate trustee training; conducts the annual
board self-assessment; analyzes county and regional board composition and determines recommendations
for new appointees to the boards; develops a slate of officers to be voted on by the Regional Board at the
fourth quarter (spring) meeting in even-numbered fiscal years (2006, 2008…); helps plan board retreats,
recognition of members, and social activities.
____Building and Grounds (County)
Advises the Director with regard to existing library buildings and grounds; works with architect, contractor,
county officials and others in construction of new buildings. Examines detail in construction projects, and
makes recommendations concerning major decisions to the full Board.
____Constitution & Bylaws (County and System)
Reviews these documents and proposes changes as needed to the full board.
____Finance (standing—County and System)
Reviews budget and financial reports in detail, recommends annual budget to full board, presents needs to
funding agencies. May advise on financial policy.
____Nominating (County)
Develops a slate of officers to be voted on by the full board at the fourth quarter (spring) meeting.
____Personnel (standing—System)
Conducts the director’s annual performance evaluation. May advise on salary and benefits, personnel
policies, changes in positions, and other human resource matters.
____Policy Review Committee (System)
Works with library staff to review policy and recommend for board approval. May meet between board
meetings, or may do business by e-mail. An attempt is made to review at least one library or board policy
each quarter.
SOURCE: Chestatee Regional Library System, Dawsonville, GA.
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APPENDIX U
Library Board Assessment Instruments
Self Evaluation for Individuals
Do you understand and respect the different roles and duties of the library director and trustee boards on
local, county and regional level?
YES
NO
Have you attended board meetings and appropriate committee meetings since becoming a trustee?
EVERY MEETING
MISSED SOME
OCCASIONALLY
SELDOM
Do you prepare and study the homework necessary to be a well- informed board participant?
ALWAYS
FREQUENTLY
OCCASIONALLY
SELDOM
Do you regularly read at least one library magazine and consult relevant books or pamphlets?
YES
NO
Do you strive to be aware of the implications of local, state, and national legislation? Do you actively lobby at
least on the local and state level?
YES
NO
NONE
How many library system, state/national meetings, or library workshops have you attended in the past year?
6 OR MORE
3 OR MORE
1 OR MORE
NONE
How many community events or meetings have you attended as a representative of the library in the last year?
6 OR MORE
3 OR MORE
1 OR MORE
NO VISITS
Do you accompany the director to budget hearings before governing officials and actively work to gain
funding from a variety of sources?
YES
NO
ONCE
NONE
Have you visited your local library and/or talked to the staff in the last 60 days?
3 OR MORE
TWICE
FEW
Have you toured every library facility in the library system?
ALL
SOME
Have you reviewed the library’s policy manual to make sure you understand the rationale for service and
needs for revision?
YES
NO
Have you reviewed the library’s goals, objectives, and plan in the past year?
YES
NO
When visiting other cities and other states, do you visit the local library?
YES
NO
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Do you evaluate the library director annually and discuss board expectations?
YES
NO
Have you read Georgia library laws and reviewed how they affect your responsibilities?
YES
NO
Are you a current member of a professional library association?
YES
NO
Board Evaluation
1. Does the board operate under a written set of bylaws and follow the laws that govern board
operations? Is there an effective committee structure that involves all members in board work?
2. Are board meetings run in a business-like manner with a minimum amount of time devoted to
unimportant matters?
3. Does the board meet at a regular time with an agenda and are relevant documents distributed in
advance? Are minutes compiled and mailed to members following the meetings?
4. Are arrangements made to make sure the library director attends board meetings and committee
meetings?
5. Is there a training or orientation program for new trustees jointly conducted by senior trustees and the
library director? Is a local trustee notebook maintained to supplement the state handbook?
6. Does the board work closely with county, municipal and school governing agencies who appoint
trustees? Are qualifications and duties clearly stated? Are terms of appointment limited? Does the board
represent the whole community?
7. Do board members and each library maintain an up-to-date policy manual?
8. Has the board adopted a written statement of goals and objectives which serve as the basis for services
and activities?
9. Is there a step-by-step plan for the future growth and development of the library?
10. Does the board work systematically to assure adequate current and future library funding?
11. Does the board systematically evaluate itself, the director, and library plan annually?
12. Does the board encourage and fund members and staff attendance at local, state, and national library
meetings?
13. Is there good communication between the library director, and the board, between the chairman and
the members, between the board and related public groups, among various board members?
SOURCE: Georgia Public Library Trustees Handbook. 2d ed. Public Library Services, Georgia Department of Education, 1995.
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APPENDIX V
Your Name______________________________________Date_________________
This tool is to help identify some desired characteristics and current gaps on the library board. Mark the
column for each characteristic that describes you. Note that each board member may represent several
attributes, qualities and skills. Return to ____________, Chair of the Board Development Committee. The
committee will compile the results and analyze gaps in board composition that need to be filled.
CATEGORIES TO CONSIDER IF RELEVANT:
Areas of Expertise/Professional Skills
Organizational and financial management
Government representative
Library experience or expertise
Grant writing
Administration
Law
Business/Corporate
Marketing
Finance—Accounting
Personnel
Finance—Banking and Trust
Physical Plant (architect, engineer)
Finance—Investments
Strategic or long-range planning
Fundraising (both professional fundraisers and
those with leverage in obtaining funds)
Public relations
Real estate
Government regulations
Other ________________________
Representatives of Library Users / Supporters
Friend of the Library
Parents of youth, PTA
Donor
Homeschool
Advocate
Family Connection
Served in advisory capacity to the library
Adult Literacy
Genealogical/historical society
Seniors
Arts community
Disabled
Other ________________________
Age
Under 35
From 35 to 50
From 51 to 65
Over 65
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Gender
Female
Male
Race/Ethnic Background
Asian/Pacific Islander
Black/African American
Hispanic/Latino
Native American
White/Caucasian
Other
Geographic Location
City
County - northeast quadrant
County - southeast quadrant
County - northwest quadrant
County - southeast quadrant
Board Committees
Executive
Finance
Policy Review
Building and Grounds
Personnel
Board Development
Other ________________________
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V-2
APPENDIX W
Sample Memorandum of Agreement
This sample is for a two-county regional library system with an umbrella organization (called the
Alliance) that has 501(c)(3) designation.
This Memorandum of Agreement (MOA) is among and between the following entities:
______________Regional Library Board of Trustees
______________ County Library Board of Trustees
______________ County Library Board of Trustees
Friends of the _______________ Library
Friends of the _______________ Library
________________ Library Foundation
________________ Library Foundation
________________________________ Alliance (name of umbrella organization)
The purpose of this MOA is to acknowledge that all entities are separate and distinct and all entities share
the common goal of supporting and enriching the library services provided within the ________________
Library System. No entity may speak or act on behalf of any other; however, all pledge a spirit of
cooperation in the pursuit of the best interests of the _____________ Library System as a whole, and all
hold the desire that public confidence be maintained to the highest levels. All are valuable resources
toward the common goals.
The ____________________ Alliance qualifies as a tax-exempt organization under Section 501(c)(3) of the
US Treasury Code of Regulations. The four subordinate organizations to the ____________________, i.e.,
the _______________ Friends, _______________ Friends, _______________ Library Foundation, and
_______________ Library Foundation, also qualify under the umbrella of the ___________________
Alliance. This will ensure that cash and in-kind donations to these organizations are tax deductible.
The Library Director and the staff are agents of the Regional Board. If the ______________ Alliance, the
Friends of the Library, or the Foundations need the assistance of any library staff for an event or project,
the group must have the approval of the Library Director or her/his designee. The Library Director will
provide from time to time the Friends and the Foundations with a prioritized list of proposed items or
projects to meet the needs of the library.
All entities agree that open communication with each other and the public is of great importance. In
recognition of the importance of the “sunshine laws,” which apply to the Library Boards of Trustees, the
_____________ Alliance, the Friends of the Library and the Foundations agree to publicize in advance
general and board meetings, to distribute all meeting minutes and financial reports to the Regional Library
Staff in a timely manner so that minutes and financial reports are available for public inspection. The
entities agree to maintain all records in a businesslike manner.
Each entity will adopt and abide by a constitution and/or by-laws to govern the structure and operation of
its organization and which will include, but not be limited to, the following: the time and procedure for
the election of officers; a rotation schedule and election procedure for Board members; encouragement of
active recruitment, orientation for new members and training for new Board members; the implementation of good cash controls in the accounting procedures which will include a periodic review of the original
records by other than the Treasurer and/or bookkeeper.
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Projects and programs of the ________________ Alliance, the Friends of the Library and the Library
Foundations should be determined in consultation with the Regional Board, the appropriate county Library
Board and the Library Director. These may be a joint venture between or among any of the entities or may
be the event or project of only one entity. The purpose and means by which projects and programs are
carried out should be a common decision. It is, therefore, advisable that a representative of each entity
attends pertinent meetings of the other entities in order to foster and maintain good communications and
cooperation. It also advisable that a library staff person attend all entity meetings.
The Regional Board and the County Boards acknowledge that they do not supervise the activities of the
other entities; however, they reserve the right not to participate in and/or to disavow any projects or
events believed not to serve the best interests of the Library.
Each entity understands that members are allowed inside the library building proper only when the library
is open to the public or the library staff is present.
All entity funds shall be maintained separately and not co-mingled nor integrated. The Regional Board
may accept gifts from the entities, whereupon those funds become solely the funds of the designated
library to be expended for the specific purpose for which they were made. In the event the Regional
Board becomes the custodian of entity funds, those funds shall be kept as separate funds for audit and
bookkeeping purposes.
Nothing in this Memorandum of Agreement shall be construed or interpreted to conflict with any
provision in the Articles of Incorporation, Constitution or By-laws of any entity. Any perceived conflict shall
be resolved by interpreting such provision so as not to conflict with it.
Any entity may propose changes, additions and/or deletions to this Memorandum of Agreement at any
time. Such changes, additions and/or deletions will be presented to the Library Director for inclusion on
the agenda at the next Regional Library Board of Trustees meeting. If the Regional Board approves the
proposed amendment to the MOA, said proposed amendment will be submitted to the other entities for
their approval.
This Memorandum of Agreement is agreed to on the dates signed by the authorized officials below and
will be effective as of the last date signed.
Signature Page Follows
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SIGNATURE PAGE
____________ Regional Library Board of Trustees
Authorized Signature and Date
____________ County Library Board of Trustees
____________ County Library Board of Trustees
____________ County Friends of the Library
____________ County Friends of the Library
____________ County Library Foundation
____________ County Library Foundation
____________ Regional Library Alliance
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Sample Memorandum of Understanding
Between Friends and Libraries
The following will constitute an operating agreement between the Friends of the Anytown Public Library
(Friends) and the Anytown Public Library (Library). It will stand until and unless it is modified by mutual
agreement of the Friends executive board and the Anytown library administration. The Friends mission is
to raise money and public awareness in the community to support the services and programs of the
Library. As a non-profit, 501c3 organization, however, it is a legally distinct entity and is not a part of the
Library.
The Library agrees to include the Friends in the long-term planning process to ensure that the Friends are
aware of the goals and direction of the library.
The Library agrees to share with the Friends the library’s strategic initiatives at the beginning of each
fiscal year and discuss with Friends how their resources and support might help forward these initiatives.
The Library agrees to supply the Friends with a “wishlist” each year that indicates the anticipated needs
for Friends support.
The Library agrees to provide the Friends with staff support to assist them with development of the
newsletter, mass mailings, meeting coordination, and Friends promotional materials.
The Library agrees to provide public space for Friends membership brochures and promotional materials.
The Library agrees to provide the Friends with space in the Library for book storage and sorting, book
sales, and office needs.
The Friends agree to publicly support the Library and its policies.
The Friends agree to include a member from the library’s administration as a non-voting presence at all
Friends’ meetings and to allow room on the agenda for a library report.
The Friends agree that any and all monies raised will be spent exclusively for library programs, services,
and other Library defined needs unless otherwise agreed to by both the Friends and the Library.
The Friends agree that the library administration has the final say in accepting or declining any and all
gifts made to the library.
The Friends agree to engage in advocacy efforts on behalf of the Library under the guidance of the
Library and the Library’s Board of Trustees.
The Friends agree that if they cease to actively fundraise and promote the Library, they will disband
allowing for a new Friends group to be established in the future.
SOURCE: Friends of Libraries U.S.A. (FOLUSA). Reprinted with permission.
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APPENDIX X
Sample Board Orientation Checklist
Items to be included in orientation packet:
Agenda for orientation session
Sample revenue/expense statement & balance
sheet
Board member job description
Latest library system annual report
Director’s job description
List of social & economic benefits of libraries
Schedule of board meetings
Miscellaneous handouts on being a good board
Article on open meetings law
member
General brochure about library services
Resource list for library trustees, friends and
Statistical information about library system
advocates
Library organization chart
Glossary of library terms
Current library action plan
Director’s résumé
Current library policies
Board orientation feedback survey
Library law
Tools for Trustees: The Georgia Public Library
Trustee Manual
Library system budget handout
Complete current budget
Topics to cover in board orientation:
Brief history of the library system
Planning and evaluation of library services
Current use of the library and trends in use
Current issues facing the library system (for
example, construction or funding cutbacks)
Board member’s role and responsibilities,
Professional issues (for example, intellectual
including board Chair’s expectations of trustees
freedom, changing role of libraries)
Director’s role and responsibilities
State library agency and reporting requirements
Board relationships with director, staff,
Library law and related laws, such as open
community
meetings
Funding and budget process
Resources and opportunities available for
Financial reporting and audits
continuing education
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APPENDIX Y
Sample Affidavit for Closed Session
Affidavit of _______________________________________________________________________________
(name of board chair)
______________________________________________ County, State of Georgia
Personally appeared before the undersigned attesting officer duly authorized to administer oaths,
_______________________________________, who, on oath, after being duly sworn, deposes and says:
-1My name is __________________________________________________________________ and I reside at
________________________________________________________________________________________.
-2I presided over a meeting of the _______________________________________________Board of Trustees,
which took place on _______________________________, 20____, at ____________________a.m./p.m. at
(date)
(time)
__________________________________________________________________________________________.
(location and address)
-3The closed portion of the meeting was devoted to matters covered within the specific exceptions to the
Open Meetings Act, as provided in O.C.G.A. 50-14-3.
-4Specifically, the matters attended to are covered by O.C.G.A. __________________________________ and
(section)
consisted of discussion of ____________________________________________________________________
___________________________________________________________________________________________.
Further Affiant sayeth not.
_________________________________
(signed)
_________________________________
(print name)
_________________________________ Library Board
Sworn to subscribed before me,
This________day of__________, 20__.
_________________________________
Notary Public
My Commission Expires: ____________
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APPENDIX Z
Model Participating Agreement
__________________________ Library System
Participating Agreement
This agreement made and entered into this __________ day of __________________, 20____, by and between
________________________________________ and _______________________________________, Georgia.
WITNESSETH:
WHEREAS, the participating agencies agree that they may secure better and more cost effective library service
through mutual cooperation in a regional library system;
WHEREAS, this contract supercedes all previous contracts; and
WHEREAS, the parties hereto have agreed to cooperate in the operation and maintenance of a regional library
system by means of which full public library service will be provided under the laws of Georgia for the full use of
all residents of the counties party to this agreement; and
WHEREAS, by the Official Code of Georgia Annotated, Title 20, Chapter 5, Sections 20-5-41, 20-5-42, 20-5-49
authority has been given for the formation of regional libraries; and
WHEREAS, the following participating agencies have agreed to cooperate in the establishment and
maintenance of a regional library system:
[list agencies here]
THEREFORE IT SHALL BE MUTUALLY AGREED THAT: The regional library formed by this participating agreement
shall be known as ________________________ Regional Library System.
GOVERNANCE: The governing authority of the ________________________ Regional Library System shall be a
regional board of trustees which shall have such powers and duties as are prescribed by law (for example, 20-543) and are granted to and imposed upon it by this participating agreement. As set forth in the regional library
constitution and bylaws, and in accordance with state law, the members of this regional library board of
trustees shall be elected from each county library board for terms of _____________ years:
[specify number of members from each county board]
The regional library board shall have a constitution and bylaws approved by that board setting out the general
policies by which the library system will operate.
ADMINISTRATION: A library director holding at least a Masters degree from an accredited library school, and
who is certified by the State Board for the Certification of Librarians shall be appointed by the regional board of
trustees and shall be the administrative head of the library system under the direction and review of the regional
library board.
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The headquarters shall be located at __________________________________________________[address] in
_________________________ [city], Georgia. The headquarters may be relocated by a 2/3 vote of the regional
library board.
SERVICES PROVIDED: The regional library shall be responsible for selecting, purchasing, processing, and
distributing all books and materials purchased with state, federal, local and donated funds. Library resources
shall be shared equitably among participating libraries. The regional library shall be responsible for providing the
best possible library services within the limits of the funds provided by local agencies, state and federal grants,
and private or other funds. It is the responsibility of the director to allocate professional expertise as needed.
FINANCIAL SUPPORT AND MANAGEMENT: The financial support for regional library administration and
operation shall be shared equitably by participating counties.
The regional library board is the governing authority having the responsibility for the financial well-being of the
regional library system. Local funding agencies shall provide funds to the regional board on a quarterly basis.
Each funding agency shall notify the regional library director in writing of the amount of the annual
appropriation at the beginning of the funding agency’s fiscal year. Local, state, federal, private and other funds
received by the regional library shall be disbursed by the director in accordance with budgets adopted by the
regional board of trustees.
DURATION OF AGREEMENT: This participating agreement will remain in force until any party or parties wishing
to withdraw shall provide official notice in writing to the chairman of the regional library board, the director, all
parties participating in the agreement and Georgia Public Library Service, a unit of the Board of Regents of the
University System of Georgia, at least six months prior to the end of the state fiscal year. A vote to withdraw by
a participating county library board must be ratified by the funding agencies in that county.
If one party to this agreement wishes to withdraw, all property and materials owned by that library as of the
date of this participating agreement shall remain the property of that library. Any property and materials
purchased for the withdrawing library with state, federal, or private funds prior to notice of withdrawal will
become the property of the library withdrawing from the system. If the withdrawal leaves a single county, the
property belonging to the regional library as a whole shall be divided between the separating counties equitably.
Dissolution of the library system, withdrawal of one of the parties, or expulsion of a county shall be in
accordance with state law (OCGA 20-5-51).
SIGNATURE OF PARTICIPATING COUNTIES: The participating agreement should be signed by the authorized
person for each participating funding agency and county board.
________________________________
[agency]
________________________________
[agency]
________________________________
[county library board]
________________________________
[county library board]
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RESOURCES FOR TRUSTEES
Associations, Continuing Education & Web Resources
American Library Association (ALA), 50 Huron Street, Chicago, IL 60611; 1-800-545-2433;
www.ala.org. ALA is the national professional association for librarians. See also Issues and Advocacy
Section, http://www.ala.org/ala/issues/issuesadvocacy.htm.
American Library Trustee Association (ALTA), a division of the American Library Association, 50 Huron
Street, Chicago, IL 60611; 1-800-545-2433; http://www.ala.org/ala/alta/alta.htm. Site offers publications
(some free online) and a discussion list. Programs oriented toward trustees regularly offered at the annual
American Library Association conference.
Board Café, http://compasspoint.org/boardcafe/index.php. Board Café is a free electronic newsletter
exclusively for members of nonprofit boards of directors. Short enough to read over a cup of coffee, Board
Café offers a menu of ideas, information, opinion, news, and resources to help board members give and
get the most out of board service.
BoardSource, http://www.ncnb.org/; 1828 L Street NW, Suite 900, Washington, DC 20036; 87789BOARD (877-892-6273). Formerly the National Center for Nonprofit Boards, offers practical
information, tools and best practices, training, and leadership development for board members of
nonprofit organizations worldwide. Especially helpful are the Frequently Asked Questions (FAQ) and the
free “ask our consultant” features.
Carl Vinson Institute of Government, http://www.cviog.uga.edu/; 201 North Milledge Avenue, Athens,
GA 30602-5482; 706-542-2736. Services aimed primarily at local elected officials, but also offers
publications, training, and more for community boards.
Friends of Georgia Libraries (FOGL), http://www.georgia-friends.org/; Join FOGL to get legislative alerts
and opportunities for advocacy at the state level, as well as support for developing Friends of the Library
groups.
Friends of Libraries U.S.A. (FOLUSA), http://folusa.org/. FOLUSA’s fact sheets, available free online,
provide information about starting and maintaining Friends of the Library groups.
Georgia Center for Nonprofits, http://www.gcn.org/, Hurt Plaza SE, Suite 845, Atlanta, GA 30303;
678-916-3000 / 800-959-5015 (outside Atlanta). Offers workshops for nonprofits and their boards.
Georgia General Assembly, http://www.legis.state.ga.us/. Gives information about state senators and
representatives as well as the current legislative session.
Georgia Library Association (GLA), http://gla.georgialibraries.org/; P. O. Box 793, Rex, GA 30273.
Holds an annual fall conference for librarians that often includes sessions for trustees.
Georgia Public Library Service (GPLS), http://www.georgialibraries.org/, 1800 Century Place, Suite 150,
Atlanta, GA 30345-4304; 404-982-3560. Training opportunities at http://www.georgialibraries.org/lib/
training.html.
Nonprofit Good Practice Guide, http://www.npgoodpractice.org/. Preferred practices and pitfalls,
glossaries, resources, trends and Web site profiles within ten topic areas.
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North Georgia Community Foundation, Nonprofit Network, http://ngcf.org; 615 F Oak Street,
Gainesville, GA 30501; 770-535-7880. Provides training for nonprofits and boards.
Official Code of Georgia Lookup, http://www.lexis-nexis.com/hottopics/gacode/default.asp. Find the
current Georgia law by citation or search term.
Public Library Association (PLA), http://www.pla.org/ala/pla/pla.htm; 50 Huron Street, Chicago, IL
60611; 1-800-545-2433 A division of the American Library Association, sponsors a biennial conference
for public librarians.
University of Georgia, Terry College of Business, Non-Profit Management and Community Service
Program; 706-542-3750; [email protected]. Excellent (and free!) one-day seminar for nonprofit
board members offered several times a year. Seminar information is at http://www.terry.uga.edu/
management/non_profit/.
Books
Your library may have some of these titles or be able to get them for you through PINES or interlibrary loan.
The Board Development Planner: A Calendar of Nonprofit Board Initiatives. Washington, DC: The
National Center for Nonprofit Boards, 2001. Strong, effective governance does not happen by chance.
This booklet provides a tool for incorporating board training and development throughout the year, and
includes a CD-ROM with checklists and calendars.
The Board Team Handbook: The Board Member’s Guide to Visionary Leadership. Hawarden, IA:
Cain Consulting Group, 1999. A workbook for board team-building.
The Board Team Planning Manual: A Complete Guide to Long-Range Planning for the Board
Team of the ‘90s. Hawarden, IA: Cain Consulting Group, 1997. An action-oriented, results-oriented,
step-by-step procedure manual to lead the board through a planning process, from preparing for the
planning retreat to measuring results.
Breighner, Mary, and William Payton; Managing Editor Jeanne M. Drewes. Risk and Insurance
Management Manual for Libraries. Chicago: American Library Association, 2005. Helps reader
understand the importance of risk management in preventing loss because of acts ranging from natural
disaster to terrorism. Includes sample policies and checklists.
Cole, Jack A. Selecting a Library Director: A Workbook for Members of a Selection Committee. St.
Paul, MN: Friends of the Office of Library Development and Services Library, 1996.
Corson-Finnerty, Adam, and Laura Blanchard. Fundraising and Friend-Raising on the Web. Chicago:
American Library Association, 1998. The science and the art of virtual fundraising. Includes CD-ROM with
web links to outstanding fundraising sites.
Detroit Suburban Librarians’ Round Table Succession Planning Committee. A Library Board’s Practical
Guide to Finding the Right Library Director. Chicago: Public Library Association, 2005.
Dietel, William M., and Linda R. Deitel. The Board Chair Handbook. Washington, DC: The National
Center for Nonprofit Boards, 2001. A 35-page booklet with diskette to help the board chair—or someone
considering whether to accept the job of chair—understand his or her job.
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Dolnick, Sandy, ed. Friends of Libraries Sourcebook. 3rd ed. Chicago: American Library Association,
1996. How-to information plus inspirational success stories foster Friends’ enthusiasm and give them tools
to excel.
Flynn, Outi. Meet Smarter: A Guide to Better Nonprofit Board Meetings. Washington, DC:
BoardSource, 2004. A comprehensive guide for achieving meeting success.
George, G. Worth. Fearless Fund-Raising For Nonprofit Boards. Washington, DC: The National Center
for Nonprofit Boards, 1996. A discussion of the board’s role in fund-raising and specific fund-raising
instruction for board members, including 42 concrete examples of opportunities.
Herman, Melanie L., and Leslie T. White. Leaving Nothing to Chance: Achieving Board Accountability
Through Risk Management. Washington, DC: The National Center for Nonprofit Boards, 1998. Risk
management doesn’t begin and end with the purchase of property or liability insurance. This booklet
offers 10 steps for exercising board accountability and risk management.
Herring, Mark Youngblood. Organizing Friends Groups: A How-To-Do-It Manual for Librarians. New
York: Neal-Schuman, 1993. Nuts and bolts of organizing a Friends of the Library group, including pitfalls,
finding leadership, and ensuring continuation.
Hirzy, Ellen Cochran. The Chair’s Role in Leading the Nonprofit Board. Washington, DC: The National
Center for Nonprofit Boards, 1998. This booklet identifies the personal characteristics, roles and
responsibilities of a good board chair.
Ihrig, Alice B. Decision Making for Public Libraries. Hamden, CT: Library Professional Publications, 1989.
Emphasizes the decision making role of library boards of trustees, and provides guidance for boards and
library administrators in making quality decisions and helping move the library forward.
Manley, Will. For Library Trustees Only: Living With Your Director/For Library Directors Only:
Talking About Trustees. Jefferson, NC: McFarland, 1993. Gets the important messages across with
liberal dose of humor, and includes cartoon illustrations.
Masaoka, Jan. The Best of the Board Café: Hands-On Solutions for Nonprofit Boards. St. Paul, MN:
Amherst H. Wilder Foundation, 2003. Gathers the most-requested articles from the e-newsletter and
includes a broad range of topics from board structure to fundraising.
Miller, Ellen G. and Patricia H. Fisher. Library Board Strategic Guide: Going to the Next Level. Lanham,
MD: Scarecrow Press, 2007. A strategic guide for trustees, covering important topics such as risk
management, local values and First Amendment rights, diverse funding sources, and community
leadership. A companion website offers downloadable forms and other resources.
Moore, Mary Y. The Successful Library Trustee Handbook. Chicago: American Library Association,
2005. If you can only read one book during your tenure as a library trustee, make it this one! This is a
succinct, practical guide to your job as a board member.
Nelson, Sandra. The New Planning for Results: A Streamlined Approach. Chicago: American Library
Association, 2001. A step-by-step approach to public library planning.
Reed, Sally Gardner, and Beth Nawalinski. Making Our Voices Heard: Citizens Speak Out for Libraries.
Philadelphia, PA: Friends of Libraries U.S.A., 2004.
Reed, Sally Gardner. Making the Case For Your Library: A How-To-Do-It Manual. New York: NealSchuman, 2001. Demonstrates how to help libraries not just survive, but thrive, by developing pervasive
public relations materials. Helps the reader communicate not just what the library is doing, but why it
matters.
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Rubin, Renee. Avoiding Liability Risk: An Attorney’s Advice to Library Trustees and Others.
Chicago: American Library Association, 1994. An excellent overview of liability and risk management,
including conflicts of interest, indemnification, employment, library meetings and records, and library
access.
Saulmon, Sharon A., ed. Sample Evaluations of Library Directors. Chicago: American Library
Association, 1997. Samples from 14 libraries, gathered from a survey of 210 public libraries by the
American Library Trustee Association Publications Committee.
Sparks, John D. Lobbying, Advocacy, and Nonprofit Boards. Washington, DC: The National Center for
Nonprofit Boards, 1997. Just the essentials in 15 pages, including preparing for advocacy, shaping the
message, how lobbying and advocacy differ, and other practical topics.
Steele, Victoria, and Stephen D. Elder. Becoming a Fundraiser: The Principles and Practices of Library
Development. 2d ed. Chicago: American Library Association, 2000. This award-winning resource helps
you bring your development and fundraising skills up to the level necessary to lead an effective campaign.
Swan, James. Working Together: A How-To-Do-It Manual for Trustees and Librarians. New York:
Neal-Schuman, 1992. This practical, easy to read, manual covers the basics and includes workforms and
sample documents.
Wade, Gordon S. Working with Library Boards: A How-To-Do-It Manual for Librarians. New York:
Neal-Schuman, 1991. Provides tips for effective working relationships with boards of trustees from a
public library director’s point of view.
Williams, Lorraine M. The Library Trustee and the Public Librarian: Partners in Service. Metuchen, NJ:
Scarecrow, 1993. A Canadian trustee’s perspective on building a successful partnership between librarian
and library board.
Young, Virginia G. The Library Trustee: A Practical Guidebook. 5th ed. Chicago: American Library
Association, 1995. The classic text on library trusteeship, with chapters on almost every topic of concern to
board members, and helpful appendices.
Articles
Biggs, Mary, and Glenna Kramer. “We Have Been There, Too: Library Board Essentials for Effectiveness.
Wilson Library Bulletin, May 1994, p. 32-35.
Cain, Dan. “Director Evaluation — A Communication Tool.” Indiana Libraries 1998, p. 30-32.
Helms, Cathy Harris. “Children’s Internet Protection Act (CIPA) and Public Libraries.” Georgia Library
Quarterly, Spring 2004, p. 21-26.
Helms, Cathy Harris. “Copyright Laws and Public Libraries.” Georgia Library Quarterly, Fall 2004, p. 1623.
Helms, Cathy Harris. “Georgia’s ‘Open Meetings’ Act and Public Libraries.” Georgia Library Quarterly,
Fall 2003, p. 7-10.
Helms, Cathy Harris. “Georgia’s ‘Open Records’ Act and Public Libraries.” Georgia Library Quarterly,
Winter 2004, p. 12-15.
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Helms, Cathy Harris. “Internet Safety Policy Guidelines.” Georgia Library Quarterly, Summer 2003, p.
19-23.
Helms, Cathy Harris. “Lessons Learned from the Gay Guardian Newspaper vs. Ohoopee Regional Library
System – Or, What You Need to Know About Your ‘Free to the Public’ Area.” Georgia Library Quarterly,
Summer 2004, p. 12-16.
Hilyard, Nann Blaine. “Our Trusty Trustees.” Public Libraries, July/August 2003, p. 220-223.
Howell, Donna W. “The Politics of Public Library Boards.” Rural Libraries, 2004, p. 15-24.
Miller, David. “The Board’s Role in Hiring, Disciplining and Firing Staff.” Rural Library Services
Newsletter, vol. 18, issue 2, p. 3. A State Library of Ohio Board member emphasizes that “board and
director need to be on the same page in how they view personnel management.”
Miller, David. “Tips for Hiring a New Director.” Rural Library Services Newsletter, vol. 15, issue 6, p. 3,
continued on 6. Miller enumerates critical considerations for hiring a new director and includes questions
that candidates might ask in the interviews.
Miller, Ellen G. “Advocacy ABCs for Trustees.” American Libraries, September 2001, p. 56-59.
Sager, Don. “Evolving Virtues: Library Administrative Skills.” Public Libraries, September/October, 2001,
p. 268-272. Tips from a library executive recruiter about significant new skills that employers are seeking
in candidates for library administrative positions.
Other Trustee Manuals
A growing number of trustee manuals and resources from other states are available online.
California: http://www.library.ca.gov/lds/docs/toolkit.pdf
Kentucky: http://www.kdla.ky.gov/organizations/KLTA/trusteemanual.pdf
Indiana: http://www.statelib.lib.in.us/www/isl/ldo/tm/TMCover.html
Iowa: http://www.statelibraryofiowa.org/ld/Trustees/trustee-handbook
Massachusetts: http://mblc.state.ma.us/advisory/trustees/trustees_handbook/index.php
Minnesota: http://education.state.mn.us/mdeprod/groups/Library/documents/Manual/003584.pdf
Montana: http://msl.state.mt.us/slr/trustee.pdf
Nebraska: http://www.nlc.state.ne.us/libdev/neboardmanual/NebraskaLibraryBoardManual.11.2006.pdf
Nevada: http://www.nevadaculture.org/ (choose state library, for libraries, especially for librarians)
New York: http://www.nysl.nysed.gov/libdev/pltrust/handbook/
Pennsylvania: http://www.statelibrary.state.pa.us/libraries/lib/libraries/sjs1_Trustee_Manual.pdf
Rhode Island: http://www.olis.ri.gov/pubs/trustees/trustee3rev.pdf
South Dakota: http://library.sd.gov/forlibrarians/development/SDPLTrusteesManual1994.pdf
Tennessee: http://www.tennessee.gov/tsla/lps/trustee%20manual.pdf
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Washington: http://www.secstate.wa.gov/library/libraries/libDev/publications.aspx
Wisconsin: http://dpi.wi.gov/pld/handbook.html (also available in pdf)
Trustee Training Materials on the Web
Detroit Suburban Librarians’ Roundtable Succession Planning Committee. A Library Board’s Practical Guide
to Finding the Right Library Director (Spring 2005), at http://www.owlsweb.info/L4L/trustees/
GuideToFindingTheRightLibraryDirector.pdf
North Suburban Library System, Wheeling, Illinois. “TrusteE-Training,” at http://www.nsls.info/ce/trustees
Pennsylvania training toolkit, including PowerPoint presentations, at http://www.statelibrary.state.pa.us/
libraries/cwp/view.asp?A=15&Q=114992
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GLOSSARY OF LIBRARY TERMS
A
Abstract: A summary of the main points of an article, as opposed to its full text.
Academic Library: Any library within a publicly or privately owned institution of higher learning.
Access Point: An entry point to a systematic arrangement of information, such as a search term.
Activities: The strategies or groupings of specific actions that the library will carry out to achieve its goals
and objectives.
ADA: See Americans with Disabilities Act.
Advocacy (for Libraries): Engaging in activities designed to influence others to support libraries or library
funding.
ALA: See American Library Association.
American Library Association (ALA): The national professional association for librarians and library
staff; at www.ala.org.
Americans with Disabilities Act (ADA): Federal legislation enacted in 1990 that made it illegal to
discriminate against people with physical, mental or emotional disabilities.
Annotation: A note that describes, explains, or evaluates; especially such a note added to an entry in a
bibliography, reading list, index or catalog.
Appropriation: The amount allocated for a purpose or for total purposes of a governing unit such as a
municipality or county in support of a budget of expenditures. Also, the amount voted by the
legislature in support of programs.
Asynchronous Transfer Mode (ATM): A high-speed way of sending voice, data, and video that uses
fixed-size cells.
ATM: See Asynchronous Transfer Mode.
B
Bandwidth: The size or capacity of a data line or system.
Broadband: Data transmission that can send multiple signals (voice, data, and video) over the same
bandwidth.
Bibliographic Citation: An entry that includes the title, author name, name of journal, year of
publication or other publication information and allows the researcher to locate the item.
Bibliographic Control: The systematic identification of recorded information and the mechanism for
gaining subsequent access to such information.
Bibliographic Database: A database which provides bibliographic citations as opposed to a full-text
database, e.g., the library catalog.
Bibliographic Record: The identifying information on a book or article, usually including the title, the
author, the publisher information, and the date of publication.
Bibliography: A list of publications (books, articles, reports, documents, etc.) that are selected and
organized around a particular theme. It may be either comprehensive or selective.
Book Review: Critical evaluation of a literary work, usually published in a periodical or newspaper.
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Browser: (1) A software program that translates information from the Internet for display; (2) A library
patron who engages in browsing.
Browsing: To inspect in a leisurely and casual way.
C
Call Number: A code used to locate an item on library shelves. Generally, the code is an alphanumeric
one which indicates an item’s subject content and/or authorship.
Cataloging: The process of preparing a catalog, or entries for a catalog.
Catalog: A systematic listing of the books and materials in a library with descriptive information about
each one—author, title, edition, publisher, date, physical appearance, subject matter, special features,
and location.
Chief Officers of State Library Agencies (COSLA): An independent organization of the chief officers
of state and territorial agencies designated as the state library administrative agency and responsible
for statewide library development; at www.cosla.org.
Children’s Internet Protection Act (CIPA): A law requiring schools and libraries that receive E-rate or
LSTA funds for Internet access to install filters on all their computers and to expand their Internet use
policies to include certain prohibitions for computer users; at www.ala.org/cipa.
CIPA: See Children’s Internet Protection Act.
Circulation: The activity of a library in lending books to borrowers and keeping records of the loans.
Citation: A note of reference to a work from which a passage is quoted or to some source authority for a
statement or proposition. Includes information useful in locating the sources, including the name of
the author, title, and publication date.
Classification: The systematic arrangement of objects, ideas, books, or other items which have like
characteristics into groups or classes.
Communications Protocol: In the field of telecommunications, the set of standard rules for data
representation, signaling, authentication, and error detection required to send information over a
communication channel.
COMO: See Council of Media Organizations.
Consortium: A group of libraries who use their collective buying power to achieve efficiency and
economy of scale.
Copyright: The right granted by a government to an author, composer or artist to control the publication,
sales and reproduction of a work. The U. S. Copyright Law also has restrictions on the use of
photocopying.
Corporate Author: The society, institution, government or business responsible for the organization or
writing of a work.
COSLA: See Chief Officers of State Library Agencies.
Council of Media Organizations (COMO): Four organizations—The Georgia Library Association (GLA),
Georgia Library Media Association (GLMA), Georgia Association of Instructional Technology (GAIT),
and Georgia Educational Publishers Association (GEPA)—that sponsor a joint annual conference.
Cumulated Volume: The volume of an index or other publication which combines entries from earlier
issues for a specified period (usually quarterly or annually).
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D
Data: A representation of facts, concepts, or instructions in a formalized manner (to which a meaning can
be assigned) which is suitable for communication, interpretation, and processing.
Data Line: A wire or fiber optic line used to transport data.
Database: A collection of data organized (usually electronically) for easy retrieval.
Dewey Decimal Classification: A system for classifying and shelving books and materials using a scheme
of 10 divisions, from 000 to 900. Each of the 10 divisions contains 10 subdivisions. Named after
Melville Dewey, pioneer in library science. See also Library of Congress Classification.
Dial-up Access: Internet access using a modem and a telephone line instead of a high-speed data line.
Digital Subscriber Line (DSL): A data line that allows high-speed access to the Internet.
Documentation: The systematic collection, classification, recording, storage, and dissemination of
specialized information, generally of a technical or scientific nature. Writers also document their work
by providing citations where required or useful.
DSL: See Digital Subscriber Line.
E
E-book (electronic book): A book published and available in electronic form.
E-book Reader: Any of several portable devices which can be loaded with electronic text. Often several
books can be loaded on a single device.
E-mail (electronic mail): A system whereby a computer user can exchange messages with other
computer users (or groups of users) via a communications network.
Entry: A record in a catalog, database, index or other information source.
E-Rate (Education Rate): A nickname for the Universal Service Fund.
ESL / ESOL: English as a Second Language / English for Speakers of Other Languages.
Evergreen: Open source integrated library software used by PINES libraries; developed by Georgia
Public Library Service PINES staff.
Ex Officio (because of an office): As applied to trustees and other officials; provides full membership
with a vote. Sometimes used incorrectly to mean without a vote.
F
Fields: A physical space on a data record which is reserved for one or more data elements.
File Transfer Protocol (FTP): A protocol which allows a user on one host to access, and transfer files to
and from, another host over a network. Also, FTP is usually the name of the program the user invokes
to execute the protocol.
Fiber Optics: A data line that uses pure strands of glass to carry light, as opposed to copper wire, which
carries electrical impulses. Though more expensive than copper wire, clean data transmission and
reduced maintenance costs are the result.
56K Line: A data line that carries information at 56 kilobytes a second or more.
Frame Relay: A high-speed method of sending data that uses packets of information.
FTE: See Full Time Equivalent.
FTP: See File Transfer Protocol.
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Full Text: Containing the whole text of an article, as opposed to the bibliographic citation or the abstract.
Full Time Equivalent (FTE): The total number of employees’ working hours divided by 40.
G
GAIT: See Georgia Association for Instructional Technology.
GALILEO (GeorgiA LIbrary LEarning Online): Georgia’s virtual library, providing online access to
thousands of periodicals, scholarly journals, books, encyclopedias, business directories and government
publications; at www.galileo.usg.edu.
GATES Foundation: The Bill & Melinda Gates Foundation, providing technology funds to libraries.
Georgia Association for Instructional Technology (GAIT): The Georgia affiliate of the National
Association for Educational Communication and Technology (AECT).
Georgia Library Association (GLA): The state professional association for librarians and library staff; at
gla.georgialibraries.org.
Georgia Library for Accessible Services: See GLASS.
Georgia Library Media Association (GLMA): State association serving school library media
professionals.
Georgia Public Library Service (GPLS): The state library agency of Georgia; a unit of the Board of
Regents of the University System of Georgia.
GLA: See Georgia Library Association.
GLASS (Georgia Library for Accessible Services): The library for blind, visually impaired and physically
disabled Georgians; in 14 locations throughout the state.
GLMA: See Georgia Library Media Association.
Goals: The outcomes that a community (or a target population within the community) will receive
because the library provides programs and services related to a specific service response.
GOLD (Georgia Online Database): A statewide interlibrary lending network, including more than 200
libraries of all types, for resource sharing through OCLC.
Government Document: A publication originating in or printed with the authority, or at the expense, of
any office of a legally organized government.
GPLS: See Georgia Public Library Service.
H
Holdings: The books, periodicals, and other materials owned by a library.
HTML: See Hypertext Markup Language.
HTTP: See Hypertext Transport Protocol.
Hypertext: Text for the Web that has been coded with HTML to enable linkages between documents.
Hypertext Markup Language (HTML): A way of coding text on the Internet so a browser can interpret
it correctly.
Hypertext Transport Protocol (HTTP): The system that enables HTML documents to be sent and
received on the Web.
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I
ILL: See Interlibrary Loan.
ILS: See Integrated Library System.
IMLS: See Institute for Museum and Library Services.
In Press (or Pre-publication): As yet unpublished; in the process of being printed.
In Print: Materials are “in print” when they are currently available for purchase from a publisher or distributor.
Index: Lists sources of information on topics, providing complete bibliographic information.
Information Technology (IT): Used to refer to technology staff, services or department.
Institute for Museum and Library Services (IMLS): The federal agency that administers Library
Services and Technology Act (LSTA) money to the states; at www.imls.gov.
Institutional Library: A library within a publicly or privately owned institution carrying out a health,
welfare, or correctional program.
Integrated Library System (ILS): A library automation system that typically includes catalog and
circulation modules and may include others, such as acquisitions and serials management.
Integrated Services Digital Network (ISDN): A high-bandwidth data line that can carry voice, video,
and data simultaneously.
Interlibrary Loan (ILL): A way to fill a request for a specific item from a library user by obtaining the
item, or a copy of the item, from another library.
Internet: A network of computer networks that enables seamless global information exchange.
Internet Protocol: See IP.
Internet Protocol Address: See IP Address.
Internet Service Provider (ISP): A vendor that provides access to the Internet and other services, such as
e-mail.
Intranet: A computer network that operates within the confines of a single organization.
IP (Internet Protocol): A data-oriented communication protocol used for communicating data across a
network.
IP Address (Internet Protocol Address): A unique number that devices such as computers, printers,
routers use in order to identify and communicate with each other on a network utilizing the Internet
Protocol standard, or IP.
ISDN: See Integrated Services Digital Network.
ISP: See Internet Service Provider.
Issue: A single numbered or dated issue of a series, a periodical or a serial publication.
IT: See Information Technology.
J
Joint Author: A person who collaborates with one or more associates to produce a work in which the
contribution of each is not separable from that of the other(s).
Journal: A regularly issued publication of a learned society or professional association which prints current
news and research reports in a particular field.
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K
L
LAN: See Local Area Network.
LATA: See Local Access Transport Area.
Library for the Blind and Physically Handicapped (LBPH): Sometimes used to refer to NLS, or the
National Library Service for the Blind and Physically Handicapped. In Georgia, GLASS provides
these services.
Library Services and Construction Act (LSCA): Federal legislation providing funds for libraries;
superseded by LSTA.
Library Services and Technology Act (LSTA): Federal legislation providing funds for public library
development subject to appropriation by Congress. Funds have been made available for services to
underserved populations and for library technology.
LBPH: See Library for the Blind and Physically Handicapped.
LC: See Library of Congress Classification.
LCSH: See Library of Congress Subject Headings.
Library of Congress: A library that was established as the research library for the U. S. Congress and acts
as the national library; at www.loc.gov.
Library of Congress Classification (LC): A system developed by the Library of Congress for organizing
and shelving materials based on the alphabet. Most libraries use either LC (Library of Congress) or
Dewey Decimal Classification Systems.
Library of Congress Subject Headings (LCSH): An authoritative listing of the subject headings
developed by the Library of Congress.
Listserv: An automated mailing list distribution system.
Literacy Volunteers of American (LVA): Now a part of ProLiteracy Worldwide; at
www.literacyvolunteers.org.
Local Access Transport Area (LATA): The geographic area in which phone calls are local calls.
Local Area Network (LAN): A group of servers, computers and printers linked by data lines, usually
serving a single building or a small area. See also WAN.
LSCA: See Library Services and Construction Act.
LSTA: See Library Services and Technology Act.
LVA: See Literacy Volunteers of America.
M
Machine Readable Cataloging: See MARC.
Main Entry: The most complete bibliographic identification of a work contained within a catalog. Usually,
the author entry is the main entry in a card catalog.
MARC (MAchine Readable Cataloging): A standard bibliographic format developed at the Library of
Congress for the exchange of machine readable information.
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xxiv
Media Center: A library functioning within an institution of public or private elementary and/or secondary
education; a school library.
Microforms: A term that includes microfilm, microfiche and micro-opaques, all forms on film that require
special equipment to read.
Mill Rate: The tax rate expressed in mills and applied to each dollar of assessed valuation of property. A
mill is one-tenth of a cent.
Mission Statement: A statement that informs the community about the library’s priorities in clear and
easily understood terms.
Monograph: A publication of 50 or more pages, i.e., a book, concerned with a single subject and written
for consecutive reading.
Multi-Type Library Network: A group of libraries of more than one type (academic, public, institutional,
school, special) engaged in cooperative activity.
N
National Library Service for the Blind and Physically Handicapped (NLS): A free program from the
Library of Congress circulating Braille and audio materials to eligible users in the United States by
postage-free mail; at http://www.loc.gov/nls/.
NetLibrary: An online database of electronic books and materials; at www.netlibrary.com; a division of
OCLC.
Network: A system for communication between computers or telecommunications devices, such as the
Internet. See also LAN and WAN.
NLS: See National Library Service for the Blind and Physically Handicapped.
NoveList: A database of novels available through GALILEO that assists readers in finding books by the
same author, or books similar to the book entered.
O
Objectives: The way the library will measure its progress toward reaching goals.
OCLC (Online Computer Library Center, Inc.): A not-for-profit computer library research organization
providing information systems for more than 53,000 libraries around the world. Supports major library
activities, including cataloging and interlibrary loan; at www.oclc.org.
Online Computer Library Center, Inc: See OCLC.
Online Database: A database located in a remote computer and accessed via data or telephone lines.
Open Meetings Law: “Sunshine” laws that provide public access to meetings of public bodies; Georgia
Code Title 50, Part 14.
Open Records Law: Law that provides the public access to records of a public agency; Georgia Code Title
50, Part 18.
Open Source Software: Software whose source code is published and made available to the public,
enabling anyone to copy, modify and redistribute the source code without paying royalties or fees.
Open source code evolves through community cooperation.
Out-of-Print: Materials are not obtainable through the regular market channels because the publishers
stock is exhausted. One may try to obtain out-of-print works through friends, used book dealers,
interlibrary loan, and advertisements.
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P
Pamphlet: A monograph (book) of less than 50 pages.
Patriot Act: See USA PATRIOT Act.
Per Capita: For each person in a designated population area (e.g., a municipality, county, or library service
area).
Periodical: Regularly issued magazine, journals or newspaper.
PINES (Public Information Network for Electronic Services): A program of Georgia Public Library
Service, PINES is the public library automation and lending network for 265 libraries and 46 systems,
serving more than 50% of the state’s population.
PLA: See Public Library Association.
POTS (Plain Old Telephone Service): Telephone industry name for no-frills, dial-up service, as opposed
to more sophisticated data lines.
Primary Source: Information which has not been interpreted by another person, i.e., original articulation
of an idea or concept.
Public Library: A publicly-funded library offering free services to all in a designated service area.
Public Library Association (PLA): A division of the American Library Association (ALA).
Publication Date: The year in which a book is published, or the day of the month on which a periodical is
issued.
Publisher: The person, firm or corporate body responsible for the issuing to the public of a book or other
printed material.
Q
R
Radio Frequency Identification: See RFID.
Reference Work: That material designed by its arrangement and treatment to be consulted in the library
for definitive, authoritative pieces of information rather than to be read consecutively. Also, a branch of
library services: the personal assistance given by the librarian to individual readers needing information.
Regional Library: A library serving more than one county as a result of cooperative agreement of local
governments.
RFID (Radio Frequency Identification): A method of storing and remotely retrieving data using devices
called RFID tags or transponders.
Router: A kind of switch used to direct traffic within a network, to or across the Internet.
S
Secondary Source: Information which has been reported, analyzed or interpreted by other persons.
Serial: A publication issued regularly — i.e., a journal, proceedings, or an annual.
Service Response: What a library does for, or offers to, the public in an effort to meet specific community
needs.
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SOLINET (SOutheastern LIbrary Network): The broker for OCLC services in the Southeast, providing
cooperative purchasing discounts and training.
Southeastern Library Network: See SOLINET.
Special Library: A library or information center of a business, an association, a government, hospital, or
other organization, that provides the organization with information, library materials and research
services.
Standards: Generally accepted criteria developed at state and national levels suggesting or requiring
certain minimums deemed essential for proper operation of libraries.
State Aid: Funds provided by the state for various library purposes.
T
T-1: A data line that carries information at 1.5 megabits a second. T-1 lines can be either frame relay or
ATM.
T-3: A data line that carries information at 45 megabits a second. T-3 lines can be either frame relay or
ATM.
TCP/IP (Transmission Control Protocol/Internet Protocol): A protocol suite, i.e., a set of
communications protocols, on which the Internet and most commercial networks run. Named
after the two most important protocols in it, which were also the first two defined.
Title Page: A page at the beginning of a book, giving the full title and usually the author’s name,
publisher, and publication date.
Transmission Control Protocol/Internet Protocol: See TCP/IP.
U
UCITA (Uniform Computer Information Transactions Act): A proposed state contract law developed to
strengthen the rights of software vendors and electronic publishers at the expense of libraries and
consumers; information at www.ala.org/ala/washoff/WOissues/copyrightb/ucita/ucita.htm
Uniform Computer Information Transactions Act: See UCITA.
Uniform Resource Locator: See URL.
Union Catalog (or Union List): A database of materials owned by more than one library, designed to
locate materials easily across institutions.
Universal Service Administrative Company: See USAC.
Universal Service Fund: A federal program of discounts to schools and libraries for telecommunications
costs, Internet access costs, and internal connections costs; popularly called the E-rate; at
www.sl.universalservice.org.
URL (Uniform Resource Locator): A system that provides a standard method for identifying addresses
for Internet resources. A URL looks like this: http://www.sccd.ctc.edu/~library
USAC (Universal Service Administrative Company): The organization that administers the Universal
Service Fund through the Schools and Libraries Division (SLD); at www.universalservice.org.
USA PATRIOT Act (The Uniting and Strengthening America by Providing Appropriate Tools
Required to Intercept and Obstruct Terrorism Act of 2001): This became law on October 26,
2001, and broadly expands law enforcement’s surveillance and investigative powers.
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V
Vacation Reading Program (VRP): The program coordinated by GPLS that encourages children to read
for fun during school vacations.
Virtual Library: Information resources located entirely online, with no need to visit a physical building.
Voice Over IP (VOIP): The routing of voice conversations over the Internet or any other IP-based network.
The voice data flows over a general-purpose packet-switched network, instead of a traditional
dedicated, circuit-switched voice transmission line.
VOIP: See Voice Over IP.
Volume: A book distinguished from other books by having within its binding a collection of separately
published periodical issues, or by being one in a sequence of serially produced publications, or being a
subdivision or a large work such as an encyclopedia.
VRP: See Vacation Reading Program.
W
WAN: See Wide Area Network.
Web (World Wide Web, or www): The part of the Internet that consists of hypertext documents.
Web Site: A server on the Internet that runs the HTTP protocol and where HTML documents reside.
WebJunction: An online community where library staff meet to share ideas, solve problems, and take
online courses; at www.webjunction.org.
Wide Area Network (WAN): A network of LANs in different physical locations.
XYZ
9/5/2008
xxviii
INDEX
by Peggy Chambliss
Advocacy 15-16; 21-23; 25
Constitution 18-19; Q-1-3, 8-9, 12-14
Age Discrimination Act O-1
Construction, library 13; L-1-32
Agenda, sample R-1
Copyright Law O-1-2
Americans with Disabilities Act O-1
County library systems see Library systems —
county
Appointments 6; 18
Assessment see Evaluation
Associations 25; xiii-xiv, following appendices
Directors
attendance at board meetings 19-20
evaluating 15; M-1-4
hiring 13-14
relationships 21
Audits, library 11
Duties see Job responsibilities
Benefits of public libraries 8-9; E-1
Ethical considerations 17; P-1
Board chair see Chair
Budgets, library 10-11; H-1-2
Evaluation
board 24; U-2
directors 15; M-1-4
individual board members 24; U-1-2
Bylaws 18-19; Q-4-7, 10-11,15-17
Evergreen Integrated Library System software D-4
Capital outlay grants L-1-32
Fair Labor Standards Act O-2
Certification, librarians N-15-16
Family and Medical Leave Act O-2-3
Chair 15-16; 19-20; 23-24
Federal laws see Laws — federal
Children’s Internet Protection Act O-1
Finances, library 10-11; H-1-2; I-2; L-1-32
Closed meetings N-3-4; Y-1
Foundations, library 22; W-1-3
Committees 20; T-1
Freedom to Read Statement J-1-4
Community relationships 21-23
Freedom to View Statement J-4
Confidentiality, patron 16; N-14
Friends of the Library groups 22; W-1-4
Board profile worksheet V-1-2
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Funding, library 6-7; 22-23; B-1-6; L-1-32
Legal considerations 16-17
GALILEO D-1
Liability 17
Georgia Library for Accessible Services A-2; D-1
Librarian, state 7
Georgia library law 7; 16; C-1-6; N-14-16
Library Bill of Rights J-1
Georgia Online Database D-5
Library Day 25
Georgia Open Meetings Law 16; N-1-4; Y-1
Library directory A-13-24
Georgia Open Records Law 16; N-4-14
Library law see Laws — library
Georgia Public Library Service
Children’s Services D-1, 6
Evergreen D-4
GALILEO D-1
Georgia Library for Accessible Services (GLASS) D-1
grants D-1
PINES D-1, 3-4
services and programs 7; D-1-6
staff directory D-7-10
Library Services and Technology Act O-3
Library systems
county 6-7; Q-8-17
directory A-13-24
map A-1-2
organization 6-7
regional 6-7; Q-1-11; Z-1-2
Media 23
Georgia Public Library Standards 13; F-1-5
GLASS see Georgia Library for Accessible Services
Meetings 16; 19-20; N-1-4; Q-5-6, 10-11, 16; R1; S-1; Y-1
Glossary of library terms xix-xxviii, following
appendices
Memorandum of understanding (agreement) 22;
W-1-4
GOLD see Georgia Online Database
Municipal libraries 7
Grants 6-7; B-1-6; D-1; L-1-32
Networking 25
Insurance see Liability
Officers 19-20
Intellectual freedom documents J-1-4
Open meetings 16; N-1-4
Job responsibilities 10-17; G-1-2 see also Chair
Open records 16; N-4-14
Jobs in Libraries 14
Orientation 24; X-1
Laws
federal 16-17; O-1-4
Georgia 7; 16; C-1-6; N-1-16
library 7; 16; C-1-6; O-1,3
Parliamentary procedures 20; S-1
9/5/2008
PATRIOT Act O-3-4
xxx
Personnel, library 13-15
Responsibilities see Job responsibilities
PINES A-2; D-1, 3-4
Selection see Appointments
Planning, library 12-13; K-1
Services, library 8-9; K-1-2
Policies, library 11-12; I-1-2
Spokesperson, library 23
Privacy Act O-3
Staff and volunteers, relationships with 21
Public libraries
history in Georgia A-3-12
importance to society 8-9; E-1
Standards, public library see Georgia Public
Library Standards
State aid grant funds B-1-6; D-1; L-1-32
Quorum 20
State laws see Laws — Georgia
Records, library 16; N-4-14
State librarian 7
Regional library systems see Library systems —
regional
State library law see Georgia library law
Relationships 21-23
Statutory authority, libraries 7; C-1-6
Resources xiii-xviii, following appendices
USA PATRIOT Act O-3-4
xxxi
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xxxii
9/5/2008

table of appendices - Georgia Public Library Service

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