Wood Place Public Library
501 S. Oak Street
California, Mo 65018
Moniteau County
Policy and Procedure Manual
Adopted
August 1, 2000
Table of Contents
Mission
Philosophy
Library Bill of Rights
Freedom to Read
General Library
Objectives for the Facility/Librarian
Selection and
Acquisition Policy
Policy for Gifts
Collection
Maintenance/Weeding
Library Material Complaint Procedure
Services of the Library
Computer and
Internet Use
Personnel
Holidays
Grievance Procedure/Employee/Volunteer
Volunteers
Financial and Budget Information
Public Use of the Library
Displays and Exhibits
Cooperation or Networking with
Other Libraries
Public Relations
Over
Due/Lost/Damaged Books
Returned Checks
Patron Complaint Procedure
Concerning Library/Librarian
Adherence to Copyright Law
The Mission of the Wood Place Public Library is to assemble, preserve and administer books, non-print materials and technology; and to assist patrons in the use of these resources for the improvement of individuals and the community as a whole.
The purpose of Wood Place Public Library is: to provide a place to assemble, preserve, and administer books, non-print materials and technology to serve the community of which it is a part. The library will strive to provide materials, equipment, and assistance necessary to guide individuals in utilizing a wide variety of information sources to promote enlightened citizenship, enrich personal lives, and encourage continuous self-education for life in a rapidly changing society. Through books and related material, the library will serve the community as a center of reliable information where individuals may develop and nurture their own growth intellectually, socially, emotionally, and vocationally. The library will seek to identify community needs that, through the facility and resources available to the library, these needs might be addressed to the benefit of the community. The Wood Place Public Library is accessible to all individuals who pay a membership fee. [See: Appendix A]
The Wood Place Public Library supports the principles of the Library Bill of Rights (ALA) as stated below:
The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services.
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.
2. 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 and doctrinal disapproval.
3. Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment.
Libraries should cooperate with all persons and groups concerned with
resisting abridgment of free expression and free access to ideas.
A person’s right to use a library should not be denied or abridged because
of origin, age, background, or views.
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 of groups requesting their use.
Adopted June 18, 1948. Amended February 2, 1981 by the ALA Council.
In addition, Wood Place Public Library also supports the principles of the Freedom to Read Statement as stated below:
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 books from sale, to censor textbooks, to label "controversial" books, 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 avoid the subversion of politics and the corruption of morals. We, as citizens devoted to the use of books and as librarians and publishers responsible for disseminating them, wish to assert the public interest in the preservation of the freedom to read.
We are deeply concerned about these attempts at suppression. Most such attempts rest on a denial of the fundamental premise of democracy: that the ordinary citizen, by exercising his critical judgment, will accept the good and reject the bad. The censors, public and private, assume that they should determine what is good and what is bad for their fellow-citizens.
We trust Americans to recognize propaganda, and to reject it. We do not believe they need the help of censors to assist them in this task. 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.
We are aware, of course, that books are not alone in being subjected to efforts at suppression. We are aware that these efforts are related to a larger pattern of pressures being brought against education, the press, films, radio, and television. 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.
Such pressure toward conformity is perhaps natural to a time of uneasy change and pervading fear. Especially when so many of our apprehensions are directed against an ideology, the expression of a dissident idea becomes a thing feared in itself, and we tend to move against it as against a hostile deed, with suppression.
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 stress.
Now as always in our history, books are among our greatest instruments of freedom. They are almost the only means for making generally available ideas or manners of expression that can initially command only a small audience. They are the natural medium for the new idea and the untried voice from which come the original contributions to social growth. They are essential to the extended discussion which 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 towards 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 men will stand firm on these constitutional guarantees of essential rights and will exercise the responsibilities that accompany these rights.
We therefore affirm these propositions:
It is in the public interest for publishers and librarians to make available the widest diversity of views and expressions, including those which are unorthodox or unpopular with the majority.
Creative thought is by definition new, and what is new is different. The bearer of every new thought is a rebel until his idea is refined and tested. Totalitarian systems attempt to maintain themselves in power by the ruthless suppression of any concept which 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 wisely 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 contained in the books 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 books 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 man can read should be confined to what another thinks proper.
3. It is contrary to the public interest for publishers or librarians to determine the acceptability of a book on the basis of the personal history or political affiliations of the author.
A book should be judged as a book. No art or literature can flourish if it is to be measured by the political views or private lives of its creators. No society of free men can flourish which draws up lists of writers to whom it will not listen, whatever they may have to say.
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 literature 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, taste differs, and taste cannot be legislated; nor can machinery be devised which will suit the demands of one group without limiting the freedom of others.
It is not in the public interest to force a reader to accept with any book the prejudgment of a label characterizing the book or author as subversive or dangerous.
The idea of labeling presupposes the existence of individuals or groups with wisdom to determine by authority what is good or bad for the citizen. It presupposes that each individual must be directed in making up his mind about the ideas he examines. But Americans do not need others to do their thinking for them.
It is the responsibility of publishers and librarians, as guardians of the people’s freedom, to contest encroachments upon that freedom by individuals or groups seeking to impose their own standards or tastes upon the community at large.
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 each individual is free to determine for himself what he wishes 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.
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, bookmen 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 expended on the trivial; it is frustrated when the reader cannot obtain matter fit for his 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 their freedom and integrity, and the enlargement of their service to society, requires of all bookmen the utmost of their faculties, and deserves of all citizens 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 books. We do so because we believe that they are good, 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 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 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. Revised January 28, 1972 by the ALA Council.
General Library Objectives for the Facility/Librarian
The Wood Place Public Library and the librarian will strive to meet the following objectives.
The Wood Place Public Library and the librarian will:
provide both print and non-print media that will enrich and support and consider the varied interests, abilities, and maturity levels of the patrons served.
provide instruction and guidance in the use of the materials and technology in the library to the extent that the librarian and volunteers can properly do according to time available and their knowledge/skill limitations.
provide a variety of resources for leisure reading and self-directed study.
create an atmosphere and provide materials which encourage patrons to study and to read.
make available new and varied materials and technology which are useful and interesting to all patrons.
Selection and Acquisition Policy for Wood Place Public Library
Responsibility for Selection
Although the Wood Place Public Library Board is legally responsible for the operation of the library, the responsibility for the selection of library materials is delegated to the librarian.
Objectives of Selection
In order to assure that the library is a place where information, ideas and resources are available to all patrons the following selection objectives are adopted:
-To provide materials that will enrich and support the personal needs of the users, taking into consideration their varied interests, abilities, and learning styles;
-To provide materials that will stimulate growth in factual knowledge, literary appreciation, aesthetic values, and ethical standards in a pluralistic society;
-To provide a background of information which will enable patrons to make intelligent judgments in their daily lives;
-To provide materials on opposing sides of controversial issues so that no one viewpoint is unduly represented.
-To place principle above personal opinion and reason above prejudice in the selection of materials of the highest quality in order to assure a comprehensive media collection appropriate for the users.
Criteria for Selection
Selection of books or other library material shall be made on the basis of their value of interest, information, and enlightenment of all people of the community. No book or library material shall be excluded because of the race, nationality, or the political or social views of the author. The Board of Directors will uphold the principle that censorship is largely an individual matter and declares that while anyone is free to reject for oneself books which do not meet with the individual’s approval, one cannot exercise this right of censorship to restrict the freedom to read of others.
Guidelines for Evaluation and Selection of Library Resources
-Materials must be relevant to today’s world, reflecting problems, aspirations, attitudes, and ideals of society.
-Materials must be needed and of value to the collection.
-Materials must be representative of differing viewpoints on controversial subjects.
-Materials must be representative of artistic, historic, and literary qualities or significance of author or producer.
-Materials must be clear and accurate with the scope of text or audiovisual presentation appropriate to the needs of the users.
-Materials must be of quality format and value, commensurate with cost and/or need.
-Materials must provide a stimulus to creativity.
Procedure for Selection
In selecting materials, the librarian will:
1. Evaluate the existing collection;
2. Assess needs;
3. Examine materials;
4. Consult reputable, professionally prepared selection aids.
5. Solicit and consider recommendations for acquisitions from patrons.
6. Judge gift materials by the criteria listed in the "Policy on Gifts to Wood Place Public Library" accepting or rejecting them on the basis of those criteria.
7. Remove obsolete materials from the collection since selection is an ongoing process. [see "Selection Maintenance /Weeding Policy"]
Policy for Gifts To Wood Place Public Library
The Wood Place Public Library welcomes gifts of books, periodical subscriptions, works of art, media, other educational materials and equipment, and money for the purchase of library media materials and equipment or adding to the Library endowment.
Materials and equipment are accepted with the understanding that the item(s) meet(s) the standards in the library’s Selection and Acquisition Policy.
Gifts are irrevocable; those weeded from or not added to the collection may be disposed of as the librarian deems appropriate.
The Library Board or librarian reserves the right to determine appropriate use, housing, and maintenance of gifts.
The librarian will not appraise gifts. A donor may request a receipt for the number of items donated.
Wood Place Public Library hereby states it is currently in good standing with the Internal Revenue Service as a charitable organization under 501(c )(3) of the Internal Revenue Code and contributions to the Wood Place Public Library are deductible charitable contributions to the donor. We have also received sales tax exemption from the State of Missouri Department of Revenue.
Donors will be supplied with appropriate statement regarding any monitory donation which is tax deductible.
Collection Maintenance/ Weeding Policy for Wood Place Public Library
Both print and non-print materials should be reviewed and evaluated at regular intervals to determine if they are to remain in the current collection. This final step in the selection process ensures the library collection will contain materials that are factual and instructionally effective; useless materials are to be discarded. The librarian should consider space, budget, curriculum, and user needs when deciding how m uch and how often to weed. The librarian will decide how to best dispose of discarded materials.
Suggested Criteria for Weeding
Record of use- the item has not circulated for 3 years.
Currency- the subject matter is out-of date, factually inaccurate, or no longer relevant to current times; illustrations are outmoded or perpetuate gender, racial, or cultural stereotypes.
Technical Quality- non-print materials with poor visuals, faded or off color visuals; faulty or inferior sound reproductions.
Dispensability- duplicate copies or duplicates no longer needed in the collection.
Physical Condition- the item is torn, soiled, or worn; pages or parts are missing.
Poor Purchases- materials purchased that were not quality items and/or items not appropriate.
Reliability- non-fiction item which contains factual information inconsistent with other sources.
Short-lived Topics- the item is faddish and no longer of interest.
Subject Areas- the information is not timely.
Dewey Decimal Balance- the item is unneeded to balance the collection.
Some information should not be discarded even though it meets one or more of the criteria listed.
An item should NOT be discarded if
It is a work of historical significance in the field of literature.
It has unusual illustrations or the illustrations are by a well-known artist.
It is a work by a local author or illustrator.
It describes local history or personalities.
It is a memorial gift.
The Wood Place Public Library supports the principles of intellectual freedom inherent in the First Amendment of the Constitution of the United States and expressed in the Library Bill of Rights of the American Association of Librarians. In the event that materials are questioned, the principles of intellectual freedom, the right to access materials, and the integrity of the librarian must be defended rather than the materials.
If a complaint is made, the following procedures shall be followed:
Inform the complainant of the selection policies and the procedures for questioning materials.
Request that the complainant submit a formal complaint form [See: Appendix B]
Inform the Board of Directors and the library Review Committee.
Keep challenged materials on the shelves during the reconsideration process.
Upon receipt of the completed complaint form, the librarian will request a review of the challenged material by the review committee within fifteen working days, and notify the complainant that such review is being done.
The Review committee is appointed by the Board of Directors of Wood Place Public Library consisting of:
Board Member
Friend of the library
Librarian
Randomly chosen library member
The review committee takes the following steps after receiving the challenged materials:
reads, views, or listens to the material in its entirety;
checks general acceptance of the material by reading reviews and consulting recommended lists;
determines the extent to which the material supports the selection policy;
judges material for its strength and value as a whole and not in part;
review committee decision goes to the board
The librarian will inform the complainant in writing of the decision made by the review committee.
A written appeal may be made to the Board of Directors concerning the review committee’s recommendation.
Retain or withdraw challenged materials as mandated by the decision of the Library Board.
The Wood Place Public Library provides books and materials for information, entertainment, intellectual development, and enrichment of the people of the community. The library will endeavor to provide the following services and may expand or delete from the services in the future after considering time, space, funds, and participation.
Select, organize, and make available books and materials.
Provide guidance and assistance to borrowers.
Provision of special materials and services for the handicapped and homebound, and when required, free direct service to homes and institutions.
Cooperate with other community agencies and organizations to promote events, programs and activities that better the community and offer intellectual and/or entertaining ideas, though not at the expense or prejudice of any race, religion, gender or age.
Secure information beyond our own resources when requested, such as, using interlibrary loan to allow access to all available materials.
Lend to other libraries upon request.
Cooperate with, but not perform the functions of, school, or other institutional libraries.
Provide service during hours which best meet the needs of the community.
Provide general computer use and Internet access for members of the library. [See Library Computer/Internet Use Section for more details.]
Use publicity to effectively promote library services to all users and potential users.
Provide printer and copier services for a small charge.
Initiate programs, classes and exhibits.
Periodically review library services being offered.
To further meet the needs of the library patrons, Wood Place Library will endeavor to provide the following types of programs on a regular basis.
All programs are subject to change considering time, space, funds, and participation.
Story Time- A regularly scheduled program to serve children and parents of the community that features guest storytellers, and may include crafts, movies, and participation games.
Adult Reading Group or Book Discussion- A scheduled program to serve adult readers of the library that will feature small group format for discussion, book reviews in the library newsletter, and author readings.
Senior Citizen Book Service- Publish reading lists for the homebound that would be distributed on a periodic basis. Offer in-house program of interest to senior citizens twice a year.
Computer Class- Schedule basic and advance computer classes as demand and instructors will allow.
Summer Reading Program- During the summer months establish reading programs for young children and young adults that include reading lists, free reads, book reviews and prizes.
Name of Patron:_________________________________________________(print)
Computer and Internet Use at the Wood Place Public Library
The library offers computer use and Internet access for its members. The computers available have word-processing capabilities, and except for the children’s computer, Internet access. While the library is pleased to offer such technology to all its members, due to the expense of the equipment and the nature of the Internet, Wood Place has established guidelines for the use of such technology, and these guidelines must be agreed to by all those who wish to use it. Below is a copy of the Computer/Internet Agreement Policy. This agreement must be signed and dated by all computer users and for users 15 and under, a parent or legal guardian’s signature must accompany the patron’s signature.
Wood Place Public Library Computer and Internet Access Policy
Welcome to the Wood Place Public Library’s Computer and Internet Access. To maximize availability to this resource, and to insure fair accessibility for all, please familiarize yourself and/or your child with this policy, which includes procedures, rules and user agreement.
In response to advances in technology and the changing needs of the community, the Wood Place Public Library endeavors to develop collections, resources, and services that meet the cultural, informational, recreational, and educational needs of our community. It is within this context that the Wood Place Public Library offers computer and Internet access.
The Wood Place Public Library is not responsible for the information accessed through the Internet and cannot be held responsible for its content. The Internet is a worldwide community with a highly diverse user population and it is your responsibility to use this resource wisely.
Content: Internet resources accessible through the Library are provided equally to all library users. Parents or guardians, not the Library or its staff are responsible for the Internet information selected and/or accessed by their children. The computers are equipped with SOS Guardian filtering software but does guarantee 100% blocking capabilities. For children 15 and under a parent or guardian must provide written approval before they will be allowed to use the computers or have Internet access. Children who have not begun the 6th grade must have a parent or guardian with them at the library during computer use except if the child is using the children’s computer, which is equipped with games only.
To be more specific:
*The Wood Place Public Library cannot be responsible for monitoring or protecting you from material you may find offensive. The Internet is a global entity with sexually explicit material and other information resources, which you may personally find controversial or inappropriate. It is up to individuals and parents/guardians to ensure there is no access to information that has been decided upon in advance as inappropriate.
*Not all sources on the Internet provide accurate, complete, or current information. You need to be a good information consumer, questioning the validity of the information you find.
Staff Assistance: For many Library staff, computers and traveling the Internet are new experiences. Library staff cannot provide in-depth training concerning Internet computer jargon or personal computer use. We will assist to the best of our abilities and use whatever resources available to us to aid in your and our understanding.
Availability: The computers and Internet Access are normally available, subject to periodic maintenance, during regular library hours. Computers are checked out on first come, first serve basis for one hour. If no one is waiting you may continue longer than the hour. You may reserve a specific time, but reservations are canceled if terminal is not checked out within 10 minutes of the reserved starting time.
How to start: To use the computers, you must be a member of the library. To access the Internet, the library must have this user agreement form signed below on file for all users. Sign in your name and time for computer use and sign out when you are done. Signing in and out for the children’s computer is only necessary when there are children waiting.
The Rules: By using a public computer workstation, each patron agrees to the following rules and regulations and those already outlined above.
>User shall assume the full responsibility of learning to use the computers and software on their own.
>The user agrees to take proper care of all hardware, software, documentation and all equipment that are the property of the library. At no time will the user change software settings, Window setups, and move or delete icons or attempt access to the setup or configuration of any software or hardware. When there is any fault with any equipment or materials, the user will immediately report any difficulty or problem to a staff member and not try to "fix" any problem.
>The user agrees not to use these resources for unauthorized, illegal, or unethical purposes, which includes (but is not limited to) making unauthorized copies of copyrighted or licensed software or data.
>User agrees not to install software programs on the Library computers. You may only use the software applications provided by the library.
>User agrees not to save software or data on the library’s equipment. Diskettes for storing data may be purchased at the circulation desk for 50 cents. Users are not encouraged to download material from the Internet because most information is too "big" to save on an ordinary disk.
>User must respect the privacy of others by: not misrepresenting themselves as another user; not attempting to modify or gain access to files, passwords, or data belonging to others.
>User agrees to pay .10 a page for printed material and .25 a page for color printing.
>User agrees to refrain from sending, receiving, or displaying, text or graphics, which may be reasonably, construed as obscene.
>User agrees to be responsible for any hardware or software damage or Internet costs related to their actions.
>User may send and receive e-mail but no e-mail address will be provided.
The librarian conducts regular site checks.
Misuse or abuse of computer or Internet access will result in suspension of computer workstation and Internet access privileges.
Patron signature______________________ Age:_____
Print Name Here_____________________
Parent/Guardian signature (for users 15 and under)_________________________
The Computer and Internet Policy will be enforced by the staff and may be subject to change at the discretion of the Library Director and Library Board.
Personnel Policies and Procedures
General Principles
All persons working in and for the library are employees of the Board of Directors of the Wood Place Public Library. As such, they are directly responsible to said Board and subject to such rules, regulations, qualifications, remuneration and discipline as said Board shall, within their legal authority, set forth, establish or exercise.
The Wood Place Public Library Board is an equal opportunity employer. Selection of employees is based entirely on merit, with considerations given to personal education and physical qualifications as well as training and aptitudes for the position.
The Board of Directors shall appoint a head librarian who shall serve as Director of the Library. The Board, in consultation with the Librarian shall select other library employees after adherence to application and interviewing procedures established by the Board.
Duties of Wood Place Librarian
The Librarian is the chief operational officer of the Wood Place Public Library. The Board of Directors has delegated to the Librarian the full responsibility of operating the Library with broad guidelines, procedures and policies established and approved by the Board. The Librarian is directly responsible to the Board to carry out the following:
Recommend operational regulations and policies relating to the functioning of the library.
Recommend to the Board the library’s annual budget needs.
Administer the approved annual budget and make appropriate expenditures without further direction from the Board within limits as set out in the annual budget, which may include the selection and purchase of books and other reading materials, general library materials, equipment and supplies.
Report regularly to the board at each monthly meeting on the progress, programs and use of the library.
Manage and maintain library records, card catalog, staff and volunteers’ records and other records necessary to the operation of the library.
Publish a library newsletter and other materials that promote the use of the library.
Provide reading and other educational programs, which promote library use.
Maintain a clean inviting appearance of the library and arrange for repair/routine maintenance as needed.
Supervise and train staff/volunteers.
Recruit volunteers with assistance of the Friends of the Library.
Schedules the library to be open as per approved schedule and makes sure it is properly staffed.
Promote the library to the community through programs, presentations and speeches to groups and organizations.
The performance of the librarian will be subject to evaluation by the Board of Directors at the end of the first full year of employment and annually thereafter.
The evaluation will be based on the Board approved evaluation form. [See: Appendix C]
The description and duties of additional library employees will be added to the policy guidelines as needed.
Probation
All new employees will serve a 90-day probation period with an evaluation to be done at the end of the probation period.
If the probationary evaluation is positive the employee will be added as a permanent member of the library staff. Subsequent annual performance reviews will be conducted thereafter.
Duty Hours
To provide required patron services and meet its obligations to the public, the Wood Place Public Library operates during those hours required to conduct business and provide services.
Employees are expected to work the hours that are necessary to maintain services as determined by the librarian and the Board. As a full time employee, the librarian is scheduled to work 40 hours per week. Employees may be called upon, as a condition of employment, to work beyond a normal shift or a normal workweek.
Salary
The Board of Directors maintains salaries of all employees.
Employees will be paid once a month on the last working day of each month.
Salary increases will be in conjunction with the annual evaluation and determined by, but not limited to, the current ALA Survey of Librarian Salaries and other related resources available.
Leave Time
Leave Time is paid leave allowed all full time employees. Employees of 1 to 5 years will earn 1 and a quarter day of leave per month beginning the first day of employment. Employees of 6 to 10 years will earn 1 and one half day per month and employees of 11 years plus will earn 1 and three fourths day leave. Leave can be taken in increments of no less than one hour. Leave may be taken for sickness, personal needs/vacation etc. However, it is encouraged that personal/vacation leave does not exceed more than two consecutive weeks in any one period. Leave may be carried over to the following year, but is not to exceed 15 days. The Library Board President is to be advised at least 4 weeks prior to the librarian taking more than three consecutive days leave. Employees will be paid for accrued leave time when they resign or retire. Accrued leave may not be paid upon termination.
Compensatory Time
Any full time employee will receive on hour of compensatory time for each hour worked more than 40 hours. Compensatory time must be taken within the following two weeks of the work week that the comp time was earned and must be taken like any other leave time.
Miscellaneous leave with pay
Employees shall be granted one-day leave with pay for bereavement leave in the case of immediate family. Additional time would be leave without pay.
Maternity Leave
An employee who becomes pregnant may request a maternity leave. The employee shall make the decision as to when to begin maternity leave unless her physical condition is such that she is unable to perform her duties.
The normal period allowed for maternity leave is six weeks. Leave Time may be used at the option of the employee. Maternity leave shall be considered leave without pay if Leave Time is not applicable. The Board may extend maternity leave, subject to approval. Cases will be taken on individual bases.
Miscellaneous leave without pay
Employees needing a general leave of absence for purposes not included in this policy may be granted with appropriate Board approval.
The following are holidays on which the library is closed and for which employees will be paid:
New Year’s Day (Library closes 2:00 p.m. on New Year’s Eve Day)
Martin Luther King Day
President’s Day
Memorial Day
Independence Day
Labor Day
Veteran’s Day
Thanksgiving Day
Christmas Day (Library closes 2:00 p.m. on Christmas Eve Day)
The library will strive to make equitable adjustments of employees’/ volunteers’ grievances. An employee/volunteer is expected to present his grievance in writing in the following order:
Librarian
Board
The Librarian is then obligated to present the written grievance to the Board at the next meeting of the library board. After a reasonable time, should the situation not be corrected to the employee’s/ volunteer’s satisfaction, he/she may submit the grievance in writing to the library board.
Employee Discipline
It is the duty of every employee to attempt to correct any faults in his/her performance when called to his/her attention in writing. The written notice should point out the areas that need to be improved. Discipline shall be, whenever possible, of an increasingly progressive nature: verbal warning, written warning, suspension, and termination.
Resignation
The Librarian must give 30 days notice in writing to the Board in advance of resignation. Failure to do so may result in forfeiture of vacation pay accrued.
All other employees must give 2 weeks notice in advance of resignation in order to receive accrued vacation pay.
It shall be the policy of the Wood Place Public Library to utilize the services of volunteers in any areas where they can assist the library in meeting its objectives of public service. Volunteers shall be utilized to supplement the duties and activities of paid staff and are not considered a replacement for paid staff. Volunteers will be at least 16 years of age, unless otherwise approved by the librarian, and will complete a volunteer information form to be reviewed by the librarian. After review of the information the volunteer will be contacted concerning serving at the library. The librarian reserves the right to accept, deny, or terminate the position of a volunteer with the understanding that such a decision is in keeping with the established guidelines concerning personnel and practice set out in this manual.
Volunteers are a valuable resource for any public service organization. While the donation of their time and talents is greatly appreciated, each volunteer must recognize there is an obligation to provide service within the guidelines and policies of the Wood Place Public Library.
Financial and Budget Information
Wood Place Public Library is a privately funded library. The funds, which initially provided for the development and growth of the library, came from an endowment from the Elia B. Paegelow Trust. The trust includes a checking account and money market account. Other monetary gifts have been given to the library and invested in various money markets, bonds, and mutual funds. Proceeds from these investments pay for the operating expenses of the library. In addition, each patron pays a membership fee to the library for its services and this money is also used for the continuation and advancement of the library building and resources.
Primary management of the library’s investments is the responsibility of the Treasurer, Vice President, and President with additional input from the Board of Directors. Additional guidance on the investments is found in the library bylaws. The Board Treasurer prepares financial status reports for the monthly board meetings. In addition, the Treasurer, after consultation with the Librarian, will prepare an annual budget to be approved by the Board of Directors and the membership at the annual meeting. The financial year of the Library will be January 1 to December 31.
Primary management of the day to day expenditures, monthly billings, book ordering, and petty cash purchases, deposit of membership and copy money will be the responsibility of the librarian. The librarian will maintain organized records of all expenditures and deposits. Check writing may be done by the Librarian but must be signed by the Treasurer.
Public Use of the Wood Place Public Library
Meeting Policy
>Meetings may be scheduled on a first come first serve basis.
>Meetings must be scheduled two weeks in advance of the date of meeting.
>Library programs and meetings have first priority. Wood Place reserves the right to reschedule groups’ meetings to accommodate library use if necessary.
>Scheduling a meeting will be left to the discretion of the librarian, although an organization’s needs will be given every consideration.
>Organizations and groups using the library must be non-for-profit and open for public membership.
>Gatherings shall be kept to a number of 30 or under.
>Library will not provide janitor service. The organization utilizing the library will be responsible for any cleanup necessary to leave the library in the condition it was before the meeting. Specific details should be discussed with the librarian at the time of scheduling regarding moving furniture and trash.
>An organization is not at liberty to use any items belonging to the library without express permission of the librarian.
>Whether library personnel needs to be present at the time of the meeting will be left to the discretion of the librarian.
>An adult of at least 18 years of age must be present at all times the meeting is in progress.
>The librarian must approve any equipment or material placed in library. The equipment cannot interfere with group use of the building and the library will not be responsible for damages to equipment.
>No fee will be charged for the use of the library.
>Organizations are responsible for damages to the facilities occurring during their occupation.
>No smoking, tobacco chewing, alcoholic beverages or illegal substances allowed.
> The library will be notified of all cancellations at least 24 hours in advance.
>Library patrons will only be allowed food and drink in designated areas.
>The library reserves the right to deny meeting use privileges to any group.
>An adult representing the organization wishing to utilize the library must sign a contract agreeing to adhere to the guidelines set out above and to accept responsibility for any closing procedures set out by the librarian. [See: Appendix D]
>The above guidelines have been established for the utilization of the downstairs. If necessary, changes and/or additions will be made to accommodate the public use of the upstairs by the librarian at such a time, as the upstairs is ready for use.
The Library provides for the public such education and cultural exhibits as possible within the restricted space. Exhibits are organized in a manner consistent with the library’s Selection Guidelines. The library will try to protect material displayed but cannot be responsible for loss or damage to such material. Partisan politics and matters applying to only one faith, sect, or political viewpoint are strictly avoided in the exhibits.
Bulletin Boards- Unsolicited brochures and notices of meetings, sales, cultural activities and other events may be posted in the library, space permitting, with the following exceptions:
Non-historical political materials, (including campaign posters, pamphlets, notices of rallies for specific candidates or issues, materials for parties or other social gatherings intended to promote the candidacy of a particular person or persons or a political issue) will not be permitted.
Materials of profit-making groups advertising products or services for sale (except for posters used to promote the use of library materials) will not be permitted.
Items promoting a particular religion or cause will not be permitted. (Brochures, pamphlets and posters of church-sponsored cultural activities, vacation Bible school, revivals, Bible classes or community festivities ARE permitted.)
Materials, which have not been approved by the librarian, will not be permitted.
Cooperation or Networking with Other Libraries
The Wood Place Public Library recognizes the need for cooperation with libraries in the Missouri library system as well as out of state libraries with which a beneficial relationship may be established. Wood Place also recognizes the importance of affiliation with our State Library and the library development plans within that institution.
Wood Place will initiate and reciprocate relationships with libraries that may assist our library in our service to patrons. In turn, Wood Place will offer its resources and services to libraries that desire a reciprocating relationship, as it is feasible to do so and does not interfere with the service of our own patrons. Areas of cooperation will include, but are not limited to, interlibrary loan, program promotion, and program sharing and information exchange.
Wood Place Public Library will strive to inform the public of objectives, services, programs and changes through the press, radio, TV, mail etc. The library will acknowledge the support of the library by staff, volunteers, Friends, community contributors, and Board of Directors in public relations. Goals of public relations activities will include, but are not limited to, talks in the community, participation in community activities, events and relationships to encourage use of the library and obtain community support for library development.
Library Procedure: Over Dues, Lost/Damaged/Returned Checks
Library material may be checked out for a two-week period unless otherwise indicated by the librarian. Material should be returned on or before the indicated date due stamp unless otherwise arranged with the librarian. All material five days over due will receive a library courtesy card reminder for the return of item/s. A second reminder will be sent after an additional five days. If there is no response from the second reminder card, after three days, a letter will be sent informing the patron of their loss of library privileges until such a time as the over due material is returned to the library or replacements costs provided.
Fines for over due material will be .05 per item per day. The patron is responsible for paying this total at the time the book is returned or replaced. It will be left to the discretion of the librarian whether the over due fine may be waived.
A patron whose library material becomes damaged or lost will be responsible for the replacement cost of the item/s in addition to a $4.00 processing fee. The librarian will determine the amount owed according to the cost of replacing the item. Failure to pay the amount will result in loss of library privileges until such a time as the librarian determines the matter is resolved.
It is the practice of the of the Wood Place Public Library to accept checks for payment of membership, copies, fines etc. Should a check be returned to the library for insufficient funds, a ten-dollar service charge will be added to the original amount owed. Library privileges will be suspended until the check and service charges are paid.
Personnel
and Library Service Complaint Procedure
For a Patron
Criticisms of the library service, librarian, or the library staff, which are brought to the attention of the Board of Directors, shall be handled in the following manner:
Complainant will be asked to submit a formal complaint form to the Library Board of Directors. [See: Appendix E]
Complainant will mail the form to the Board President who will provide copies to the remaining Board of Directors.
Upon review of the complaint, the Board of Directors will determine whether a special meeting needs to be called or whether the matter may be handled at the next scheduled library board meeting.
The complainant will be informed within 15 days of the Board’s decision and whether further audience from the complainant will be necessary.
The complainant will be contacted within seven days of said meeting regarding the Board’s decision regarding the complaint.
Wood Place Public Library attempts to adhere to the United States copyright law and the doctrine of fair use as specified in the attached guidelines for use of:
Print materials
Non-print materials
Computer software
Database downloading
Software licenses
Facsimile transmissions (such as periodical articles).
Elements of Title 17, United States Code: The Copyright Law
Definition: Copyright is limited monopoly granted by federal law. It is the exclusive right that protects an author, composer, or programmer from having his or her work duplicated except by permission.
Purpose: The purpose of copyright is to encourage the development of new and original works and to stimulate their wide distribution by assuring that their creators will be fairly compensated for their contributions to society.
Length and Ownership: Copyright lasts for the life of the author plus fifty years.
Works included:
Works of authorship include, but are not limited to, the following categories:
Computer programs
Dramatic works, including any accompanying music
Literary works
Motion pictures and other audiovisual works
Musical works, including any accompanying words
Pantomimes and choreographic works
Sound recordings
The current American copyright law is embodied in Title 17 of the United States Code.
Doctrine of Fair Use
"Fair use" is the legal right to copy a limited amount of material under certain conditions without harm to the owner. Such copying is allowable without obtaining permission from the copyright owner.
The new copyright law stipulates that photocopying and other kinds of duplication and reproduction must abide by the criteria of "fair use." The fair use criteria must be applied to determine if intended copying is "fair."
The four criteria of fair use are specified by Section 107 of Title 17, listed as follows:
The purpose and character of the use. (Copying for commercial purposes or for profit is not allowed.)
The nature of the copyrighted work. (Consumable items may not be copied. Works which require royalty may not be copied. Reproduction of musical compositions, dramas, and audio-visual works is not authorized.)
The amount of substantiality of the portion being copied. (Unreasonable amounts or excessive quantities are not allowed.)
The effect on the potential market and on the value of the work. (If copying is done to avoid purchase, or if copying will adversely affect the sale of the item, it is not allowed.)
All four of these criteria need to apply in judging whether or not there may be an infringement. Meeting only one of the criteria is not enough. The copying must reflect appropriate use of all four criteria.
Guidelines and Restrictions for Use of Copyrighted Materials
General Guidelines
There are a few guidelines that apply to all types of materials. They will be listed here to avoid repetition. The fair use doctrine should always be followed when determining whether or not to copy any material.
Allowed
In general, when copying portions of a work, 10% is a reasonable guide for copying. It is also easier to calculate.
All works copyrighted before 1907 are in the public domain and may be copied without applying copyright guidelines.
Nearly all government documents may be copied in unlimited quantity, unless they are copyrighted.
Not Allowed
Copies may never be made to avoid purchase.
Illegal copying should not be done on direction from higher authority.
Copies should never be made without inclusion of the copyright symbol or notice, which appears, on work.
Warning of Copyright Restrictions
The copyright law of the United States governs the reproduction, distribution, adaptation, public performance, and public display of copyrighted material.
Under certain conditions specified in law, nonprofit libraries are authorized to lend, lease, or rent copies of computer programs to patrons on a nonprofit basis and for nonprofit purposes. Any person who makes an unauthorized copy or adaptation of the computer program or redistributes the loan copy or publicly performs or displays the computer program, except as permitted by Title 17 of the United States Code, may be liable for copyright infringement.
This institution reserves the right to refuse to fulfill a loan request if, in its judgment, fulfillment of the request would lead to violation of the copyright law.
Wood Place Public Library
Policy and Procedure Manual
Changes
If the Librarian and/or a Board of Director want to introduce an addition, deletion, or modification of some kind to the existing policy, a request will be presented at the next time of meeting between the Board of Directors. Should the request meet with the majority approval of the Board and a vote reflects this approval, the Librarian will implement the necessary change in the Policy and Procedure Manual.
Review
To insure that the Policy and Procedure Manual continues to best reflect the Library’s current interests, practices, and goals, a comprehensive review of the entire policy will be conducted every three years.
Appendices
Appendix A: Library Membership Form
Appendix B: Library Material Complaint Form
Appendix C: Librarian Evaluation Form
Appendix D: Public Use of Library Agreement
Form
Appendix E: Patron Complaint Form Concerning
Library/Librarian