PURPOSE OF LIBRARY

GENERAL PURPOSE

The library aims to provide the highest quality user-oriented public library service which will effectively contribute to the development of our area through the utilization of the broad range of contemporary media and technology, and thus serve the information and recreational reading needs of all people of the community, regardless of race, religion, sex, creed, or age.

 

SPECIFIC OBJECTIVES

Emphasize service to those library users whose needs are not the primary responsibility of other institutions in the area.

Identify the informational and material needs the library can fulfill, and, when appropriate, provide referral services to other agencies.

Participate in cooperative informational services, networks, and systems in local, state, regional, and national bases in order to develop maximum, efficient, and economic library services.

Determine the public library’s responsibility to students enrolled in educational institutions at all levels in our area as the public library is the logical center for independent self-learning.

Develop a diversified public relations program which will generate increased library usage, support all facets of library service, and result in increased understanding and good will.

Continue to extend public library activities within our service area through a system of mobile units and individual and group related services and programs.

Cooperate with the staffs of community agencies in order to inform them about library services and materials useful to them and the people they serve.

Select and organize print and non-print materials significant to the people of this area.

Give guidance in the use of library materials and resources toward meeting the needs of people individually and in groups, and of organizations.

Cooperate with groups and agencies in stimulating and supporting educational, cultural, and social awareness activities in the community, and to provide leadership in the search for solutions to area problems.

LIBRARY ORGANIZATION

 

Bell County Public Library District

The Public Library System of Bell County is established according to KRS 173.450-173-650, which provides for the establishment of an independent taxing district for the purpose of funding a public library system. The Bell County Public Library District is composed of a five-person Board of Trustees, each appointed by the County Judge Executive to a term of four years, the terms not to run concurrently.

This Board of Trustees is responsible for:

·         The distribution of the tax monies collected by the County Sheriff and/or the County Court Clerk, and of financial grants sent by the State of Kentucky.

·         Determine that library service is provided to the citizens of Bell County and that it is provided efficiently and economically.

·         Hiring a District/County Librarian.

·         Entering into contracts with the Kentucky Department for Library and Archives for aid and assistance.

·         Making other legal contracts for the Library System.

·         Providing library service in the form of a bookmobile in Bell County.

·         Providing technical services for the library system.

INVESTMENT POLICY  (As required by KRS 66.480)

The Board of Trustees of the Bell County Public Library District has the primary responsibility for the management of any investment portfolio and operating funds.  The Board of Trustees is authorized to delegate from time to time to either the Director of the library or the Treasurer certain investment and fund management functions and responsibilities at its discretion.  Within the limitations of this policy statement, the investment portfolio will be managed to provide essential liquidity for the operation of the Bell County Public Library District and safety of the monies investment.  The status of the investment portfolio and the operating cash accounts will be reported to the Board of Trustees monthly.

 The following rules will govern the management of the Bell County Public Library District investment portfolio and operating funds:

• All deposits in financial institutions should be insured by either the Federal Deposit Insurance Corporation or the Federal Savings and Loan Insurance Corporation.  Any funds held in a financial institution in excess of the amount insured by one of these two agencies will be collateralized by securities which meet the standards of collateralization for the Commonwealth of Kentucky as stated in KRS 42.500.  Funds necessary to cover six (6) months operating expenses should be invested in local financial institutions.  Excess funds may be invested in non-local financial institutions if the rate on these deposits is in excess of ½% of the rate for comparable deposits in local institutions.

• Investments can be made in direct obligations of the United States government.  Duration of the investments will be recommended by the Library Director or the Treasurer and be approved by the full Board of Trustees.

 This policy may be changed, as time may require, by majority vote of the full Board of Trustees.

BANK DEPOSITS  (adopted 1-11-12)

Bank deposits for the District will be made on a regular basis.  Checks received from the Bell County Sheriff’s office and Bell County Clerk’s office will be made within 48 hours of receipt.  Other monies will be deposited on a weekly basis.  Monies from Pineville library will be picked up on Tuesday and deposited on Wednesday along with monies from Middlesboro library.  Each library will keep a maximum of $40.00 in the cash drawer daily.  Branch managers may keep a maximum of $150 in a secure place for miscellaneous expenses, reimbursements, etc.

OPEN RECORDS POLICY

Pursuant to KRS 61.870 to 61.884, the public is notified that, as provided herein, public records of the Bell County Public Library are open for inspection by any person upon written application to Beverly Greene, Director, the official custodian of the public records of the library district.

 Application may be sent to the address below:

                                    Bell County Public Library District
                                    P.O. Box 1677
                                    126 S. 20th Street
                                    Middlesboro, Ky 40965-3677

 or hand delivered from 9:00 a.m.  to 6:00 p.m.,  Monday through Friday, from 10:00 a.m. to 4:00 p.m. Saturday, except holidays. Application forms for the inspection of the public records of this library will be furnished on request to any person by an employee if this library district. Assistance in completing the application form will be provided by an employee on request.

 The use of the official form is not required, but its use is suggested so we may better identify the requested records and fill your request.

 Applicants for the inspection of public records shall be advised of the availability of the records requested for inspection, and shall be notified in writing not later than three (3) working days after receipt of an application for inspection of any reason the records requested are not available for public inspection.

 Copies of written material in the public records of this agency shall be furnished to any person requesting them on payment of a fee of ten (10) cents a page; copies of non-written records (photographs, maps, material stored in computer files or libraries, etc.) shall be furnished on request, on payment of a charge equal to the actual cost of producing copies of such records by the most economic process not likely to damage or alter the record.

 Certain records, such as registration and circulation records, and other records exempted by statute or Attorney General Opinion, shall not be made available for examination.

 (Adopted this day of March 11, 2009, the Bell County Public Library District Board of Trustees)

 BY-LAWS OF THE BELL CO. PUBLIC LIBRARY BOARDS OF TRUSTEES

TRUSTEES:  The Board of Trustees of the Bell County Public Library District shall consist of five members who are appointed by the County Judge Executive and the Fiscal Court.   Each member shall serve a term of four years.  These regulations are dictated by state law.   Trustees may serve up to two concurrent terms.     When a vacancy occurs on the Board of Trustees, it shall be the practice of the Board to solicit viable candidates for the vacancy, keeping in mind the proper geographic, professional and philosophical balance required of such a Board, and present said candidates to the appointing body for them to select from.

 DUTIES:  The Board of Trustees shall have all the powers granted to it by the laws of the Commonwealth of Kentucky, and shall establish, in accordance with said law, the basic policies of the Library with respect to 1) the appropriation and budgeting of funds; 2) the establishment and maintenance of Library agencies and Library services; 3) the acquisition, maintenance, insurance, use and disposition of properties; 4) the practices appertaining to hiring, compensation and responsibilities of, and practices concerning all employees;  and 5)the practices appertaining to the collection, lending and disposition of all Library materials; and 6) the acceptance of gifts.

The Director shall maintain a file of all Board Policies for appropriate consultation and distribution as directed by the Board and required by law.

 The Board of Trustees shall be responsible for the hiring of the Library Director, and for ensuring that said Director carries out all of the policies of the Library in an efficient manner, consistent with the laws of the Commonwealth of Kentucky.

 The Board shall demand regular reports from the Library Director, the Treasurer and sundry other employees as needed to assure itself that the library is being operated as required by law, and according to guidelines, such as long–range plans, which the Board may devise.

 The Board shall, in a manner of its own choosing, conduct yearly performance appraisals of the Library Director, seeking input from the Library staff; and shall in like manner conduct a Board self–evaluation at least every other year.  The Board may sanction no action which is contrary to law.

MEETINGS: The regular monthly meeting of the Bell Co. Public Library Board of Trustees shall be held on the second Wednesday of each month, at noon, and rotating between the libraries except when meeting at a particular branch takes precedence.    Notices of all meetings shall be issued by the Secretary to all members at least five days before the meeting.   The August meeting annually will be the annual meeting, at which time officers are elected, policies and bylaws are reviewed, etc.

 OFFICERS: Officers of the board shall be chosen at the regular annual meeting of the board), and shall be as follows: President, Vice-President, Secretary, Treasurer, and Member. The President of the board shall preside at all meetings, appoint all committees, certify all bills approved by the board, authorize calls for any special meetings, and generally perform the duties of a presiding officer. In the absence of the President from a board meeting, the Vice-President shall preside. The Secretary of the board shall keep a true and accurate account of all proceedings of the board meetings; shall notify all members of all regular meetings, and on the authorization of the President, of all special meetings; shall have custody of the minutes and other records of the board; shall notify the appointing body of any vacancies on the board. The Treasurer shall have charge of the library funds and income; shall sign checks on the account on the authorization of the board, and shall report at each meeting the state of the funds.

 COMMITTEES: Special committees for the study and investigation of special problems may be appointed by the President; such committees to serve until the completion of this work for which they are appointed.

 QUORUM: A quorum for the transaction of business shall consist of three members of the board.

 LIBRARIAN: The Librarian shall be considered the executive officers of the board and shall have sole charge of the administration of the library under the direction and review of the board. The Librarian shall be held responsible for the care of the buildings and equipment, for the direction of the staff, for the efficiency of the library’s service to the public, for the operation of the library under the financial conditions set forth in the annual budget. The Librarian shall attend all board meetings except those at which his/her appointment or salary is to be discussed or decided.

ORDER OF BUSINESS:

The order of business at the regular meetings shall be as follows:

• Call to order
• Approval of minutes (Either read or previously received)
• Approval of Treasurer’s report
• Report of Librarian
• Report of Committees
• Approval of bills
• Communications
• Unfinished business
• New business
• Adjournment

AMENDMENTS: These by-laws may be amended at any regular meeting of the board with a quorum present, by a unanimous vote of the members present, provided the amendment was stated in the call for meeting.

OPEN MEETINGS POLICY
Adopted March 11, 2009

 While members of the public have the statutory right to attend all public meetings and to observe with their eyes and ears what transpires at those meetings, the Open Meetings Act does not grant those persons the right to participate in the meeting and address during the meeting the members of the public agency. 

As noted earlier it is up to each public agency to adopt procedural rules relative to conducting their meetings and it is hoped that such rules will include procedures permitting members of the public to address the public agency.

 It is the decision of the Attorney General that the provisions of the Open Meetings Act do not guarantee a person attending a public meeting the right to address the public agency during the course of the meeting. Whether the public agency followed its own rules relative to public participation at a public meeting is not a matter which can be resolved by the Attorney General during the course of an appeal under the Open Meetings Act.

The Bell County Public Library District Board of Trustees abides by the opening meeting laws of the Commonwealth of Kentucky. The Open Meetings Act provides members of the public the statutory right to attend all public meetings and to observe and listen to what transpires at those meeting. It does not grant those persons the right to participate in the meeting nor address the members of the Board during the meeting.

 The Bell County Public Library District Board of Trustees will allow one to address the Board with two provisions.

                        1. The person must notify the Library Director in advance to be included on the Agenda.
                        2. The person must limit their address to five minutes. 

 PRIVACY OF LIBRARY CIRCULATION RECORDS POLICY

The Bell County Public Library District is committed to protecting your privacy to the greatest extent possible, subject to provisions of state and federal law. The Library believes privacy is an essential element of intellectual and academic freedom and subscribes to the Code of Ethics of the American Library Association (see appendix) which states: "We protect each library user's right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired or transmitted."

In keeping with the American Library Association's Policy on Confidentiality of Library Records and Policy Concerning Confidentiality of Personally Identifiable Information About Library Users, library staff will not respond to any informal request by a third party for personally identifiable information about any library user. Such information includes database search records, reference interviews, email requests for information, circulation records, interlibrary loan records, and other personally identifiable uses of library materials, facilities, or services.

Personally identifiable information may be released only to a law enforcement agency after presentation of an order by a court of competent jurisdiction issued in proper form (a court issued subpoena or search warrant) and/or under the provisions of the USA Patriot Act:

“The Uniting and Strengthening America by Providing Appropriate Tools Required to Intercept and Obstruct Terrorism Act (USA PATRIOT Act) became law on Oct. 26, 2001. Under provisions of the act, the Federal Bureau of Investigation (FBI) and law enforcement officials may seek court orders for Library records for investigations relevant to national security or terrorism. Libraries or librarians served with these search warrants may not disclose, under penalty of law, the existence of the warrants or the fact that records were produced as a result of the warrants. Patrons cannot be told their records were given to law enforcement agencies or that they were the subjects of FBI investigations.”

 

Bell County Public Library District will collect only the information needed to contact library users, such as mailing address, email address, phone number, etc., in order to ensure the proper notification, lending, and return of library materials and the collection of fines. Records will be retained for the shortest length of time necessary to facilitate library operations.   Individuals may choose to submit their names, email addresses, postal addresses or telephone numbers in order to receive library services, such as registering for library cards, ordering materials, receiving personal responses to questions, receiving library promotional materials, or being added to specific mailing lists. The library does not sell, rent or otherwise distribute information to outside companies or organizations. However, library records may be subject to disclosure to law enforcement officials under provisions of the USA PATRIOT Act Uniting and Strengthening America by Providing Appropriate Tools Required to Intercept and Obstruct Terrorism Act (USA PATRIOT Act) and under some circumstances librarians may be forbidden to disclose that certain records have been requested or obtained.

However, there should be no assumption of privacy when using library public equipment such as computers and fax machines.

Friends of the Library
adopted 6-18-08

The Board of Library Trustees of the Bell County Public Library District looks upon the establishment of the Friends of the Middlesborough-Bell County Public Library as a worthwhile community endeavor which will benefit the library.

             Complete advance information regarding all Friends of the Library projects shall be provided to the Library Director and the Board of Library Trustees of the Bell County Public Library District. The Board of Library Trustees acknowledges that it does not supervise the activities of the Friends of the Library, but the Board reserves the right not to participate in any Friends projects in which the Board does not believe the best interest of the Library is being served.

             The Board of Library Trustees acknowledges that the Friends of the Library is an organization separate and apart from the Middlesborough-Bell County Public Library, and that the Friends of the Library has its own Board and its own goals and purposes.

             Friends of the Middlesborough-Bell County Public Library is distinct and separate from the Library, and neither the Friends of the Library as an organization nor any member or participant thereof may assume any liability or take or authorize any act on behalf of the Middlesborough-Bell County Public Library.

             Because Friends of the Middlesborough-Bell County Public Library is an organization comprised solely of volunteers distinct and separate from Library personnel, no Library personnel shall perform any duty or take any act on behalf of the Friends of the Library, except Library staff members may act in an advisory capacity for Friends activities.

             Operating expenses of the Middlesborough-Bell County Public Library are provided through allocation of tax monies which are audited by an independent auditor. Friends funds and Library funds shall not be commingled or integrated, except that gifts from Friends may be accepted by the Library, whereupon said gifts shall become solely the funds of the Library but shall be expended for the specific purpose for which the gift or donation has been made by the Friends. In the event the Bell County Public Library District becomes the custodian of any Friends funds, those funds shall be kept as separate “funds” for audit and bookkeeping purposes.

             Complete advance information regarding all Friends of the Middlesborough-Bell County Public Library public relations programs on behalf of the Middlesborough-Bell County Public Library shall be provided to the Library Director and the Board of Library Trustees of the Bell County Public Library District. The Board of Library Trustees acknowledges that it does not supervise the public relations programs of the Friends of the Library, but the Board reserves the right not to participate in any public relations project or program in which the Board does not believe the best interest of the Library is being served. Public relations programs adopted by Friends shall not be part of the budget of or funded by the Bell County Public Library District.

USE OF COMMUNITY ROOM

While it is recognized that the public library is a public institution and should be used by all individuals in the community; the care, maintenance, and security of the building and its contents is the responsibility of the Board of Trustees and the Library Staff.

             The Community Room as a meeting room is a service provided free of charge to the citizens of Bell County.  Generally, only organized not-for-profit groups may use the community room.  No activity that would damage the building or furnishings, such as dancing, karate, or other movement exercises will be allowed.  The community room may not be used for partisan political or religious activities on a regular basis.  Alcoholic beverages and firearms may not be brought into or used in the community room or on library property.  The community room may not be reserved for regular, consecutive meetings, unless the activity of the group is open to the public, is educational in nature, and is sanctioned by the Library Board of Trustees.    

            Those individuals requesting the room for commercial purposes, such as Avon, Weight Watchers, or health workshops may reserve the room, if available and with Board approval, by making a deposit of $50.00 in advance.  If the room is left in good order, clean, and nothing damaged,  $25.00 of the deposit will be refunded.  Any individual renting or using the community room must be over 21 years of age and state the purpose of the meeting.  The Community Room may not be scheduled for showers, birthday parties, etc.  

The organization member requesting use of the community room must complete a User Permission Form prior to booking the room.  Upon approval by the Library Board, the person reserving the room must check out a key and list any AV equipment needed, and sign a form promising to be responsible for the condition of the room, and agreeing to return it to the state in which they found it, and assuming responsibility for any lost or damaged equipment, furniture, or any other damage to the library. All meetings must end and the building vacated by 11 p.m.

1. Community room key must be picked up during regular library business hours.
2. Groups or individuals are liable for damage to building and contents.
3. Users are requested to leave the community room in the same condition in which it was found.
4. Floor must be swept and all spills cleaned up.  All tables must be wiped clean.  As with other library areas, no smoking is allowed in the community room.
5. Garbage should be bagged and taken by those using the room and disposed of properly, not left in the library.  Garbage bags are furnished by the library.
6. All doors must be checked to make sure they are locked and secure.
7. The stove must be checked to make sure it is not left on.
8. The keys must be returned to the librarian during regular library hours. .
9. Request help from the library staff in learning to turn the lights on and off and securing the doors.
10. Federal law requires that this building be smoke free.  No smoking is permitted anywhere in the library.
11. All who use the community room must sign a form after reading the community room rules and policies when picking up the keys.  Failure to comply with the community room policies may result in the loss of the privilege of using the community room. 
12. All who use the community room must sign a form stating the date and time of the meeting and the name of the group using the room.   Failure to comply with the community room policies may result in the loss of the privilege of using the community room. 

FOOD POLICY

Groups sponsoring events are totally responsible for liability of the participants, both active participants and the audience, in any program on library property.

 The Library Board of Trustees reserve the right to require users of the Community Room to arrange at their own expense to obtain a Temporary Food Vendors permit from the local health department and present proof of such license.   

All groups using the Community Rooms are required to follow the meeting room guidelines regarding cleanup in the Community Room and kitchen areas. 

 Alcoholic Beverages are prohibited.

 Foods prepared by a business licensed by the health department to prepare food (a licensed caterer, a delicatessen, a restaurant, etc.) are permitted, including fundraising events.

 For catered events, the caterer must have a food prep license.  The caterer shall not leave equipment, linen or cleaning to a later date, nor shall any equipment, linens, flowers, food, or other items brought for the event be left for pick-up on another day after the event, and the preceding must be removed within 2 hours of end of event.  The caterer must remove all trash and garbage from the library no later than the evening of the event.  The library is not responsible or liable for any loss, damage or disposal of, but not limited to, any above mentioned items.

 Bake sales (fundraising event) with homemade items are permitted.  Bakes sales are not covered by the regulations of the Food Safety section of the Kentucky Cabinet for Health & Human Services so long as they are infrequent.  Health department personnel explain that persons buying items at a bake sale which they are then taking home to consume “are aware of what they are buying: and they accept the responsibility thereof.

 Organizations whose meetings are open to the general public and free of charge may serve simple refreshments (cookies, candies, cakes, cupcakes, breads, coffee, tea, fruit drinks and soft drinks) which may include homemade and pre-packaged foods.

 Groups or organizations, which meet conditions for use of the Community Rooms, and are not open to the general public (and are free of charge) are permitted to serve meals which include homemade food.

 Library sponsored programs may serve pre-packaged foods or food prepared by a business licensed by the health department to prepare food.  It is best if purchased foods are served so that food packages listing ingredients can be displayed beside the foods.  Homemade food is not prohibited by the local health department as long as the program is free and the food is not prepared in the library.  However, homemade food should include a listing of ingredients and by whom it was prepared.  The library director and Board of Trustees reserve the right to prohibit homemade foods being served at library programs or functions.

COPYRIGHT

U.S. copyright law (Title 17, U.S. Code) prohibits the unauthorized reproduction or distribution of copyrighted materials, except as permitted by the principles of “fair use.” Users may not copy or distribute electronic materials (including email, text, images, programs, or data) without the explicit permission of the copyright holder. Any responsibility for any consequences of copyright infringement lies with the user; the Bell County Public Library District expressly disclaims any liability or responsibility resulting from such use.

             The Copyright Law of the U.S. (Title 17 U.S. Code) governs the making of photocopies or other reproduction of copyrighted material. Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One if these specified conditions is that the photocopy or reproduction is not to be “used for any purpose other than private study, scholarship, or research.” If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excess of “fair use,” that user may be liable for copyright infringement. Responsibility for possible copyright infringement lies solely with the user and the Bell County Public Library District disclaims any responsibility or liability resulting there from. The person using this equipment is liable for any infringement.

CREDIT CARD ISSUANCE AND USE POLICY
Adopted December 16, 2009

 The issuance and use of a Library credit card shall comply with the following:  

     The Director shall be responsible issuing, accounting for, monitoring and retrieving Library cred cards and generally overseeing compliance with the Board’s credit card policy.

     The Director shall only issue Library credit cards to persons that the Board designates as eligible to use credit cards.

      Library credit cards may be used only by an employee of the Library for the purchase of operating supplies for the library.  No personal use of the credit card will be allowed.

      Library employees who use a library credit card shall, within 3 days, submit a copy of the vendor’s credit card slip to the Director.  If no credit card slip is obtained that describes the transaction, the employee making the transaction shall submit a signed voucher that shows the name of the vendor or entity from which goods were purchased, the date and the amount of the transaction and the official business the required the transaction.

      An employee who is issued a library credit card is responsible for its protection and custody.  If a library credit card is lost or stolen, the Director shall be immediately notified.  The entity issuing the lost or stolen credit card shall then be immediately notified to cancel the card.

      An employee issued a library credit card shall return the credit card to the Director upon termination of his or her employment with the library.

      The Director shall review each credit card statement as soon as possible to ensure that transactions comply with this policy.  Any transactions that appear on the statements that are not documented with a credit card slip or a signed voucher will be immediately investigated.  Transactions that do not comply with this policy shall be reported to the Board.

      The Director shall not approve payment to the entity which issued the library credit card until all transactions have been verified.

      The balance due on the credit card shall be paid within the balance period indicated on the credit card statement.  

     The employee using the credit card must notify the vendor or merchant that the credit card transaction should be tax exempt for goods or services purchased in the state of Kentucky.  A tax exempt certificate should be presented to the vendor if requested.

     Employees who use a library credit card in a manner contrary to this policy shall be subject to the disciplinary action consistent with the law, and as deemed appropriate by the Board.

      The Board acknowledges that the total combined authorized limit of all library credit cards shall not exceed 2% of the total expenditure budget of the library for the current fiscal year.

MATERIALS SELECTION POLICY

AUTHORITY

Final authority for the determination of policy in the selection and acquisition of materials is vested in the Board of Trustees.

RESPONSIBILITY

Ultimate responsibility for materials selection, as for all library activity, rests with the Library Director, who operates within the framework of policies determined by the Board of Trustees. A Book Selection Committee composed of the Library Director, the Assistant Librarians and the Interlibrary Loan Officers shall meet once a month to select materials.

 

COMMUNITY ANALYSIS

Formulation of selection policies necessarily begins with the assessment of the community, of the organization and existing collection of the library, and of the services which the library is expected to perform. Flexibility and constant awareness of the changing needs of many different kinds of people the library serves are essential in book selection.

OBJECTIVES

The materials selection policy is intended to implement the general objectives of the public library. The purpose of the selection process is to obtain expertly selected books and other materials to further the library program of giving information, reference assistance, and help to those engaged in educational pursuits, as well as to provide general home reading.

CRITERIA (BASIC)

In general, the library's policy has been to purchase the best materials which satisfy the clientele of the library within budget limitations, with no obligations to provide research materials, though frequently doing so incidentally. The established criteria for all fields include:

1. Permanent or timely value.
2. Accurate information.
3. Authoritativeness.
4. Clear presentation and readability.
5. Social significance.
6. Avoid the unimportant, the cheap and trivial, the deliberately distorted, sensational or offensive, particularly in the fields of religion, sex hygiene, racial prejudice, political ideologies and fiction.
7. Present both sides of controversial issues.
8. Balance special group interests with general demand, e.g. religious books with a denomination viewpoint.
9. Include materials of doubtful value occasionally for their timeliness, such as campaign biographies, or a work of fiction about which curiosity has reached significant proportions such as those by Stephen King or Anne Rice.

10. Representative books, such as Mein Kampf and The Communist Manifesto are included where they have historical significance and provide information about those ideologies which differ from our democracy. A primary obligation of the library is to uphold the doctrine of freedom of speech and of the press. We subscribe to the American Library Association Bill of Rights which says in part that censorship of books "That would establish a coercive concept of Americanism must be challenged...in maintenance of (the library's) responsibility to provide public information and enlightenment through the printed word." In administering this policy the library tries to keep a true balance between its duty to make available honest presentation of both sides of every public question, and its determination not to allow itself to be used as a propaganda agency by special interest groups.
11. Textbooks are not bought as textbooks.
12. Collector's items as such are not purchased.
13. Format may be a deciding factor. Possibility of rebinding is considered, as well as type and legibility.

CONTROVERSIAL ISSUES

The public library asserts its right and duty to keep on its shelves a representative selection of materials on all subjects of interest to its readers and not prohibited by law, including those on all sides of controversial questions. Materials on any subject, if published by reputable and well-known publishers and sold without restriction in bookstores, are properly admitted to the public library. The public library has no right to emphasize one subject at the expense of another, or one side of a subject without regard to the other side. It must carry important materials on all sides and all subjects.

EXCLUSIONS

If materials are not chosen for the library's collection, they have been excluded because they do not measure up to the criteria above; because the library already has adequate coverage on the subject; or because of budget limitations.   As a policy the library does not purchase materials written to trade on a taste for sensationalism or which are purely pornographic. On the other hand, serious works which present honest aspects of some problems, or of life, are not necessarily excluded because of coarse language or frankness.

RELIGION

The public library strives to maintain an impartial recognition of all religions while specializing in none.   In the literature of religion, more perhaps than in any other class, library selection must be broad, tolerant, without partisanship or propaganda, yet consistently directed toward the choice of the best materials as regards authority, timeliness, and good literary quality.

GIFTS

As a rule the library accepts gifts without commitment as to final disposition. Generally, collections of materials will not be accepted with restrictions which necessitate special housing or which prevent integration of the gift into the general library collection.

In determining whether a gift item is to be added to the library's collection, the same standards are applied with respect to a gift as are used in the selection of an item for purchase. The library might decide not to add a volume because it is a duplicate of a title already in the library, or is out of date, or is in such poor physical condition that adding it to the collection would be of no value. If the material presented to the library is useful but not needed, it may be offered to another library or governmental agency, or it may be sold.

The library shall not affix a value for income tax purposes to any gift accepted.  This is the responsibility of the donor.  The library will acknowledge the gift by letter.  It is the donor’s responsibility to maintain all personal records pertaining to a gift for which he/she is claiming as a tax deduction. Because of limited storage space, a library may place limits on the number of gift items that may be taken at any one time.

Gift items to be accepted:  Paperback or hardback books in good condition; DVDs in good condition with original packaging (sleeves, etc.), recent issues of popular magazines.

Gift items that cannot be accepted:  Old textbooks, worn or dirty items, outdated books and magazines, and items with mold or mildew.

PERIODICALS

Denominational periodicals, corporation house publications, and other special interest group publications are not purchased from tax funds, but maybe be received as gifts, and stamped with such comment as "This is a gift." Because of a lack of storage space, this material may not be archived.

 

CHILDREN'S BOOKS

The basic policy of book selection for children is to choose the best new books and replace and duplicate the older titles which have proved their worth. The selection includes books for recreation, books of lasting value, and books of information covering a wide range of knowledge that will satisfy the child's natural curiosity and widen his interests.   Each book is judged on its own merits. It is considered also in relation to the collection as a whole and in relation to the children for whom it is intended.

 

MATERIALS SELECTION AIDS

Ideally, every material added to the library should be viewed before purchase by a librarian with trained judgment, knowledge of the library's present resources, and acquaintance with the requirements of local readers. Where circumstances make such perusal impossible or unnecessary the staff makes skilled use of selection aids, such as basic general lists, current general materials, and material reviewing journals. While reviews are a major source of information about new materials, they are not followed blindly. No one publication is relied upon exclusively; furthermore, the critical opinions of reviewers are checked against each other.

SPECIAL COLLECTIONS

Special collections may be established if deemed necessary for the carrying out of a particular objective established by the Library Board.  One example is the libraries’ genealogy collections.

The library attempts to acquire genealogical materials that will be of interest to the community while at the same time not replicating the resources held by other libraries in the region. Material selection is the sole responsibility of the director, though suggestions from local genealogists will be considered. All care will be taken in the case of weeding the genealogy collection; however, physical condition may warrant selective weeding. No genealogical materials from the reference genealogy collection may be checked out. Genealogy materials seldom may be borrowed through Interlibrary Loan, but library staff will make the effort when desired.

MEMORIAL GIFTS

The Library accepts donations toward the purchase of memorial or commemorative books. Library staff will select the title in accordance with the donor's wishes regarding the subject specified. The Library may accept a donation for a specific title if the title meets collection needs and selection policy standards. An identifying book plate shall be placed inside the front cover of each memorial or commemorative book.

WEEDING

Weeding is the systematic evaluation of the library's collection with an eye to the withdrawal of damaged or obsolete materials from the collection. This process is an integral part of collection development and maintenance.

In general, the same criteria apply to weeding as are used in the selection of new materials. Materials that fall into the following categories should be withdrawn:

1. Materials which contain outdated or inaccurate information;

2. Superseded editions;

3. Worn or badly marked items;

4. Duplicate copies of seldom used titles.

The Library Director is responsible for deciding which materials should be discarded.

MAINTENANCE

RECORDS RETENTION POLICY

            The Bell County Public Library District will retain the following records for the corresponding lengths of time:

BUILDING MAINTENANCE POLICY

 

In order to avoid the deterioration of library facilities that could result from undetected wear and/or incipient defects, the Library Board of Trustees will secure the services of consulting personnel competent to undertake an annual inspection of the structure and a semi-annual inspection of all mechanical systems.

INVENTORY POLICY

A complete inventory of the library's resources will be taken at least every five years.

 

USE OF LIBRARY

GENERAL

The library buildings and bookmobiles are public facilities to be used by all people for the purposes for which they were established. Any activity which does not meet the criteria of these purposes is prohibited.

Smoking is not permitted in the library buildings and food and drink are permitted only in the community rooms, staff break rooms, and other designated areas.

While absolute silence in the library is rarely necessary, we ask our patrons and staff members to be conscious of others using the library, and avoid interfering with their study or recreation.

 

PATRONS

Anyone living at a specified address or owning real estate within Bell County may obtain a library card without charge. Out-of-county residents are charged $20.00 per year for a library card which may be used at both libraries and on the bookmobile. Adult cards are issued to patrons over the age of fourteen. Children's cards are issued to patrons between the ages of five and fourteen, provided a parent or guardian signs the card application and assumes responsibility for the return of the child's library materials.

Overdue materials are treated the same throughout the Bell County Public Library System. Overdue fines are charged on total number of materials regardless of where the materials were obtained. Fines paid at one library result in the removal of charges at all other locations.

CIRCULATION

The basic circulation period for most materials is three weeks. Most materials may be renewed for one additional three-week period, unless there is a waiting list for the item. The library will accept telephoned requests for renewals, provided that material has not been previously requested by another patron.  Renewals may also be requested online via the libraries’ PAC. 

Library cards must be presented at the circulation desk when checking out materials.

Loan Periods:

• New books may be checked out for 14 days only and may not be renewed.
• Older books (after books have been in circulation for 4 months) may be checked out for 21 days and may be renewed one time.
• Videotapes and DVDs may be checked out for 7 days and may not be renewed.
• Talking books may be checked out for 14 days and may be renewed one time.
• Magazines (other than the newest issue of any title) may be checked out for 21 days and may be renewed one time.
•  Reference and Historical Room materials, specific magazines, oral history tapes, and microfilm must be used only in the library.

LIMITATIONS

There are certain limits on items that may be borrowed on any one library card: 25 books, 10 large print books, 10 paperbacks, 4 audiocassettes, 3 videotapes / DVDs, 3 new books,
3 magazines, 3 books by a single author, and 3 books on a specific subject.

Each new library customer will be restricted to one hardback book for the first visit. The number of books which can be circulated at one time on certain subjects may be further limited by the librarian because of constant demand or class assignments. Also, some items, due to limited availability and short-term, high-interest need, may be placed on reserve, which means they must be used in the library and may not be checked out.

The library director may set other limits when a customer has flagrantly disregarded library policies or has a record of damaging library materials. In these instances, the director or his/her agent will explain to the customer what is required for the restoration of full privileges.

INTERLIBRARY LOAN POLICY

Anyone with a current library card in good standing may order books through the Interlibrary Loan network. No person with overdue materials at either library or bookmobile may use this service until the overdue materials have been returned or paid for. Each library will adhere to the International Library Loan Code and the rules and regulations of the lending library will be followed. A charge of $2.00 per book for postage will be charged by this library when the books come from outside Kentucky and all other charges made by the lending library will be passed on to the patron requesting the book. If ordering magazine articles, any charges for photocopies or fax charges made by the lending library will be passed on to the patron requesting the article.

While most libraries will not lend media, the Kentucky Dept. for Libraries and Archives maintains a DVD collection of films with public performance rights.   These items may be used by nonprofit organizations.  Persons wishing to book use of these items should contact an Interlibrary Loan librarian for more information.

DISPLAYS

The library welcomes displays for local artisans, craftsmen and collectors. The stipulations on these displays are: 

• Items on display cannot be sold in the library nor will the library staff promote the sale of display items.
• The library assumes no responsibility for lost, stolen or damaged items as there is no library or city insurance coverage for materials on display.

PETITIONS

Persons soliciting signatures on petitions may not do so inside the library nor leave a petition at any place within the library except a public bulletin board.

PERSONNEL POLICIES

EMPLOYMENT PRACTICES

RECRUITMENT AND HIRING

The library director is appointed by and responsible to the library board. The director hires all other employees.

The library strives to employ the most qualified person for each position; therefore, employment decisions are based on merit, qualifications, and abilities. To obtain a diverse pool of qualified applicants, the library recruits internally and externally by posting all positions in the library, advertising all positions, and also advertising professional positions on library employment websites including, but not limited to the KDLA website. The following process applies to all vacancies except that of library director.

All applications for employment must be made on forms provided by the library. Resumes are accepted as a supplement to the application form. (See Appendix for Application Form)

The Board of Trustees and Director constitute the search committee for all openings. The search committee screens the applications based on the requirements outlined in the vacancy announcement, which is based on the position description. A minimum of three applications chosen in this initial screening are invited to participate in an interview and other job assessments. As stated in the job announcement, only applicants selected in the initial screening are notified.   The search committee conducts interviews and assessments, and checks references for applicants who successfully complete both the interview and the assessment. Before recommending that the director make a conditional job offer, the search committee obtains at least two positive reference checks, ideally from previous employers.

The director will make the job offer contingent upon completion of a criminal background check [for all prospective employees age 18 and older; see form in appendix], and verification of education, employment, or other general background, as deemed necessary. The offer letter includes the start date, salary, and other conditions of employment. (See Appendix for Offer Letter).

Applicants who were interviewed but not recommended for the position are notified in writing. Application materials for all non-successful candidates are destroyed, unless the applicant was notified that his/her application will be kept on file in the event another opening for the same position occurs in the near future. For positions not requiring a master’s degree, every effort is made to complete the selection process within two weeks of the application due date. Outside agencies may be used to recruit employees at the discretion of the director.

If the successful candidate is an existing employee, the original date of hire is used for the purpose of benefits. However, salary and performance review are based on the new position anniversary date, rather than the hire date.
 

EQUAL OPPORTUNITY

All employment decisions and personnel actions are administered with the purpose of promoting and ensuring equal opportunity for all persons without regard to race, color, sex, age, disability, or national origin. All hiring and promotional decisions are made on the basis of valid, written job requirements set forth in the appropriate vacancy announcement or job description.
 

AMERICANS WITH DISABILITIES ACT

To offer equal opportunity to all, the library adheres to all applicable federal and state laws, regulations, and guidelines with respect to providing reasonable accommodation to people with known disabilities as required, i.e., where accommodations do not cause an undue burden on the library.

 WORK HOURS

Employees of the library district shall be either full-time, or part-time. 

Full-time employees are defined as those who work at least 35 hours per week, and as salaried employees, will be paid only for those hours scheduled.   Overtime hours may only be worked by prior signed permission of the director, and hours worked beyond the scheduled hours shall otherwise be non-compensated hours. 

Part-time employees are defined as those who work less than 100 hours per month.  Work beyond that scheduled for their shift is uncompensated. 

 

EMPLOYMENT OF RELATIVES

The employment of relatives may cause conflicts and problems, real or perceived. Therefore, board members and members of their immediate families are not employed by the library, in compliance with KRS 173.740. Members of the immediate family of library employees are generally not employed by the library, and may not be employed without approval of the board. The library defines “immediate family” as the employee’s parent, child, brother/sister, or the spouse of any of them, or any person related by blood or affinity with a similar close association.

CONFLICT OF INTEREST

Employees shall act with integrity and good judgment and shall not engage in activities that create a conflict of interest between their assigned duties and any other interests or obligations. Employees may not make or participate in making decisions if there is a conflict of interest. Employees may not accept personal gifts or gratuities from customers or from those doing business or seeking to do business with the library as doing so gives rise to legitimate concerns about favoritism. Employment outside the library presents a conflict of interest if it has an adverse impact on the library. Library employees may not be given priority access to de-accessioned library equipment and property that is offered for sale.

PROBATIONARY PERIOD

The probationary period for all new library employees is six months from the first day of work. Some library benefits may not be available to employees until they have successfully completed the provisional period.

PERFORMANCE REVIEW / STAFF DEVELOPMENT

The intent of the library’s performance review process is to assess employee performance, recognize accomplishments, create a positive motivational climate, enhance the supervisor/employee relationship, communicate expectations, assist in employee growth and development, and provide an objective means for implementing the library’s pay plan.  (See Appendix for Performance Review / Staff Development Form)

One month prior to the position anniversary date, the supervisor provides the employee with a copy of the performance review form, which they complete separately. Three weeks prior to the position anniversary date, the supervisor and employee meet to discuss what they have written. This discussion is intended to stimulate constructive dialogue. Based upon this discussion, two weeks prior to the position anniversary date the supervisor completes the final review document and insures that it is signed by the employee, supervisor, and director. If the review includes a change in salary, the director brings that information to the attention of the Board of Trustees.

The initial [provisional period] performance review must be completed by the new employee’s six month anniversary date.
 

PERFORMANCE IMPROVEMENT

At the discretion of the supervisor and in conjunction with the library’s performance review process, a Performance Improvement Plan is implemented when it becomes necessary to help an employee improve his or her performance. The plan is designed to facilitate constructive discussion between an employee and his/her supervisor and to clarify the work performance that requires improvement.    With input from the employee, the supervisor develops a plan whose purpose is to help the employee to attain the desired level of performance. The plan should enable the supervisor and employee to communicate with a high degree of clarity about specific concerns and expectations. The required content of the plan is outlined in the Performance Improvement Plan Form. (See Appendix for Performance Improvement Plan Form).  The supervisor must document feedback sessions in writing, including but not limited to meeting dates, meeting results, and final disposition of the matter.   In general, employees who perform their jobs effectively and meet expectations will not need to participate in a Performance Improvement Plan.
 

DEMOTION

The director may demote an employee to a lower classification or to a lower step in the same classification if the employee fails to meet the requirements of the classification or at the request of the employee.

TERMINATION OF EMPLOYMENT

Employment with the library is voluntarily entered into, and an employee is free to resign at any time, with or without cause. Similarly, the library may terminate the employment relationship at any time, with or without notice or cause, as long as there is no violation of applicable federal and state law.   That being said, causes for termination generally relate to incompetence; negligence; inefficient performance of duties; violation of rules and regulations including those related to health and safety; violation of personnel policies; failure to follow reasonable direction given by the supervisor or director; insubordination; misuse of library funds or property; a pattern of absenteeism or tardiness, conviction of a felony; conviction of any offense involving drugs or controlled substances; flagrant violation of library policies, or other similar cause. Written notice specifying the reason for dismissal is given by the director. The library follows the tenants of due process when initiating the proceedings.

If an employee's position is eliminated because of budgetary cuts or reorganization of the library program, the employee with at least 1 year's service will be notified by the Library Board at least one month prior to dismissal or given one additional month's pay in lieu of such notice. The employee will also be given preferential treatment in consideration for other library jobs for which he/she is qualified. Employees with less than one year of service will be given two weeks notice.

All citations for unsatisfactory work performance will be made in writing by the Library Director. They will include a description of the unsatisfactory performance and suggestions and/or directions as to the means of improving performance. The citation will be the subject of a conference between the Library Director and the employee. The employee will sign the citation at the end of the conference and will receive a copy. The employee will have the right to respond in writing to the citation and the response will be included with the citation in his/her personnel file. The first such citation will be considered simply as a warning. The second such citation and all succeeding citations require notification of the Library Board and will include a suspension without pay up to a maximum of 3 days. The third such citation may, upon recommendation of the Library Director, result in termination of employment by the Library Board. If termination is not recommended, a suspension without pay for 5 working days will be imposed. The fourth such citation includes an automatic termination of employment notice to the Library Board.

LAY-OFFS

The Library is an “at will” employer.    Employees may be involuntarily terminated from employment with the library for budgetary reasons.  Financial restrictions, changes in Library service, realignment of functions or adoption of new methods may require the elimination of positions.  Should a reduction in force prove necessary, such employees will receive a two-week notice or two weeks termination pay as conditions warrants. For six months thereafter, a list will be kept of the names of those laid off to be notified in writing, of subsequent job openings with the library. Upon indications of interest in any openings, the laid-off employee will be considered and interviewed for any positions for which he/she meets the qualifications.    The needs of the Library dictate all decisions regarding assignment of personnel, retention of personnel and staffing of branches.    

BENEFITS AT TERMINATION

All library workers, regardless of status, will receive pay for all accrued vacation days and regular overtime accumulated hours. No pay will be given for accrued sick leave days.   Professional and supervisory employees who choose to resign or to retire should give at least four weeks written notice. All other employees should give at least two weeks written notice. The effective date of termination shall be the last day worked.

DISCIPLINARY ACTION

The procedure for disciplinary action that may end in termination of employment is: verbal counseling, written warning, written termination notice.   

DISPUTE RESOLUTION / GRIEVANCE

Dissatisfaction with alleged discrimination, unfair treatment, work schedules and assignments, library policies and procedures, or working conditions should be brought to the attention of the supervisor. Employees can raise concerns without fear of reprisal. Informal resolution of disputes is encouraged. However if a matter is deemed important, the following steps may be taken.

• Step One: To encourage informal resolution, within one week after the occurrence of the event, an employee shall orally discuss the dispute with the supervisor. They will discuss it and agree upon a plan to resolve it.
• Step Two: If informal resolution is not successful or if the dispute is with the employee’s supervisor, a written statement of the dispute shall be submitted to the director. He/she will meet with the employees involved in the dispute and they will agree upon a plan to resolve it. This step should be initiated no more than two weeks after the occurrence of the event.
• Step Three: If the employee is still not satisfied or if the supervisor is the director, the employee may appeal the decision in writing to the library board for consideration at their next regularly scheduled meeting. The written request must be submitted via the director and must be received at least one week prior to the meeting. A hearing before the board will be granted. Within two weeks of the meeting, the library board shall communicate its decision in writing to the employees involved, including the director.

CERTIFICATION

Kentucky state law requires that its public libraries be administered and staffed by appropriate certified personnel. Certification is administrated by the Kentucky State Board for Certification of Libraries and is required for all employees who are covered by the Board for Certification. Certificates are valid for five years. Upon expiration, staff must qualify for renewal. The Certification fee is paid by the library as is the cost of classes and workshops required to achieve and maintain certification.

RELATIONS WITH THE PUBLIC

The single most important function of the library is to serve the public. This requires, on the part of the library employee, a commitment to meeting the informational needs of library users. Respect, courtesy, patience, tact and a diligence in the use of the library's resources are necessary attributes of the library employee's relations with the public. Offensive language (such as swearing, obscenities, shouting, ethnic slurs, etc.) on library property will not be tolerated.

DRESS CODE

The Library enjoys an excellent reputation among the citizens of Bell County. While there are many reasons for this reputation, one of the ways to help maintain it is for all staff to present a professional image to the public. It is important that the public have confidence in the staff and the staff members have confidence / pride in themselves when transacting business. To help present this image and foster public confidence, staff members must dress appropriately for their work assignment. Supervisors will discuss inappropriate dress with individual staff members.

Staff will wear clean and well-maintained attire appropriate to the type of work they do. Shoes are required and must also be well-maintained. Good grooming is required.   The following are never appropriate:

•  Clothing that is tight or sloppy

• Jeans that are worn, faded, torn, frayed, stained, hip-hugging, or the like

• Exercise apparel, sweat pants, jogging clothes

• Above-the-knee garments, including shorts/culottes and mini-skirts

• Clothing that reveals midriff, cleavage, or shoulders – including low-rise pants, crop and tube tops, and tops with low/open necklines or spaghetti straps

•  Shoes that are inappropriate for a public service environment, including flip-flops, mules, and stilettos, as well as shoes that are dirty or in poor repair

• Extreme or poorly maintained hairstyles

• Hats, caps, jewelry, and accessories that are inappropriate or excessive for a business/professional environment

• Visible facial jewelry, torso body piercings, and tattoos

• Offensive body odor, poor personal hygiene, strong perfumes/scents

• Clothing/accessories with slogans or advertising that is inappropriate for a library setting

It is impossible to cover all contingencies of dress, so questionable attire should be cleared in advance with the supervisor or director. Employees who dress inappropriately will be asked by their supervisor to leave the workplace until properly dressed/groomed. This is unpaid time.

CELL PHONE POLICY
Adopted on November 11, 2009

 Bell County Public Library District provides cell phones to the director and the bookmobile/outreach librarian.  These cell phones are for business use only.  Any excessive personal phone calls, data/ringtone or other non-business charges are subject to be billed to the employee.

 Furthermore, please note the following: 

• Cell phones are intended for business use; however, the library’s land-line should be used when possible, rather than using the cell phone.
• Lost, damaged or stolen cell phones should be reported to the director as soon as possible.
• Please limit incoming calls to the cell phone as much as possible.

Additionally, the following rules apply to use of the cell phone by the bookmobile/outreach librarian:

• Cell phone is primarily for emergency use, and should not be used in excess of the allotted number of minutes per month.  Allotted number of minutes is to be determined by the director.
• Cell phone use while driving the bookmobile/outreach vehicle is prohibited. 
• While the cell phone can and should be used to notify patrons when the bookmobile/outreach librarian will be delayed by more than an hour or will not be able to visit, please limit the duration of these calls.

BUSINESS TRAVEL EXPENSE
Adopted November 11, 2009

The Library will reimburse employees for reasonable business travel expenses incurred while on assignment away from the normal work location or attending a library conference/meeting.  The Library Director must approve all business travel in advance.

When approved, the Library will reimburse the actual costs of travel, car rentals, meals, lodging, and other expenses incurred by the library employee that are directly related to accomplishing business travel objectives.  Employees renting a vehicle while traveling on business shall purchase any optional insurance the rental company may offer.

Employees who are involved in an accident while traveling on business must promptly report the incident to the Library Director.  Vehicles owned, leased, or rented by Bell County Public Library District may not be used for personal use.

Cash advances to cover reasonable anticipated expenses may be made to employees, after travel has been approved.  Employees should submit a written request to the Library Director when travel advances are needed.  All receipts and remaining cash must be returned to the Library Director the first work day after employee returns.

Mileage Reimbursement

Use of a personal vehicle for Library business will be reimbursed at the current federal mileage reimbursement rate per mile.  Mileage accrued between libraries or to programming sites within Bell County will not be reimbursed.

COMPENSATION

HOURS

All salaried fulltime employees are expected to work from 9:00 to 5:00 p.m.; 10:00 to 6:00 p.m.; or from 11:00 to 7:00 p.m. Monday through Friday, and from 10:00 to 4:00 or Noon to 4:00 on Saturday, with one hour (unpaid) off for lunch.  In Kentucky, an employee whose shift is at least 4 hours in duration must be given a 10 minute break, and an employee whose shift is at least 5 hours in duration must be offered a lunch break of at least 30 minutes, which must be taken between the 3^rd and 5^th hour.  A worker scheduled to work on Saturday will have the preceding Friday or Monday off.   Time sheets are posted to record each worker's arrival to and departure from work.

Staff persons who arrive at work late or leave early have two options. If arriving late, they may make up those minutes by working a portion of their lunch hour, or by working late an equal amount of time. If leaving work early, that time may be made up the following day during the lunch hour or by staying late an equal amount of time. Vacation hours may also be used to replace this time off.   For example, a staff person earns seven hours of vacation time per month. If he/she arrives to work thirty minutes late, and is not able to make that time up during the lunch hour or at the end of the day, thirty minutes of vacation time may be used.

Hours not made up within a 24-hour period or subtracted from accumulated vacation hours will be docked from that person's pay.

Arriving late on a Saturday may not be made up. If a staff person is less than 30 minutes late, that time will automatically be taken from vacation hours. If more than 30 minutes late, that time may be taken from vacation time or docked from the paycheck.

 

OVERTIME

Overtime hours, being anything over 35 hours a week, may be accumulated by staff who receive approval in advance for overtime work. The Overtime Permission Form must be submitted to the Library Director stating what work will be done and when the overtime hours will be worked.  The director will approve the request for overtime and sign the Permission Form. No more than seven overtime hours may be accumulated during any month. Payment at the normal hourly wage for that employee are paid for hours more than 35, up to 40 hours, after which payment of 1 ½ times the normal hourly wage will be made.   

Time spent in quarterly staff meetings does not qualify as overtime hours for pay.

Staff should not sign in earlier or sign out later than their scheduled work time unless that time is previously approved by the Library Director as paid overtime hours.  Work done before or after hours without prior approval is uncompensated time.  Hourly staff are not to work more hours than scheduled for their shift.  Should they choose to stay late to finish a task, that time is uncompensated.

Bookmobile staff, by the nature of their duties, will need to follow a different system. A three-week schedule of 105 hours (an average of 35 hours per week) will be followed. Hours over this amount may not automatically be worked, but must be approved in advance. If bookmobile staff see that they will work more than 105 hours within a 3-week period, they must arrange to arrive at work later or leave earlier in order to meet their limit. If less that the 105 hours are worked, those hours will be taken off vacation time or docked from the employee's paycheck.

The bookmobile may not be on the road after 7:00 p.m.

RECORD KEEPING

 Federal and state laws require the library to keep an accurate record of time worked – as well as paid vacation leave, sick leave, and holidays. Record keeping is the responsibility of the employee, supervisor, and director. This information is used to calculate pay. Time worked is defined as all the time actually spent on the job performing assigned duties. Other paid time off is addressed elsewhere in this handbook.

 Altering, falsifying, tampering with time records or recording time on another employee’s time record may result in disciplinary action, up to and including termination of employment.

 
ABSENTEEISM & TARDINESS

 Employees are expected to be at their work place prepared to work at the scheduled time. Regardless of the reason, absenteeism and tardiness are subject to disciplinary action. Absenteeism is defined as failure to report for work without prior approval of the supervisor or the director.   Tardiness is defined as arriving late for work or returning late from breaks/meals, or early departure from work.

• Step One: At the first and second instance of unscheduled absence or tardiness, the employee member receives verbal counseling.

•  Step Two: When an employee accumulates three unscheduled absences or tardies in a three month period, the employee receives a written warning informing them that any additional occurrences will result in further disciplinary action.

•  Step Three: Any two additional occurrences in the next three months will result in a one day suspension without pay.

• Step Four: Any two additional occurrences in the next three months may result in termination.

FLEX TIME FOR EXEMPT, SALARIED EMPLOYEES
Adopted November 11, 2009

It is the policy of Bell County Public Library District to allow exempt, salaried employees some scheduling flexibility in which they may adjust their normal work day hours or take time off at certain infrequent times.  This benefit is due to the number of weekly works hours expected of exempt, salaried employees doing programming.  This scheduling flexibility must be approved in advance by the Library Director or Branch Manager. 

PAYDAYS

Each employee will be paid on the 15th and the 30th of each month. The Library Director may elect to be paid monthly on the 30th. In case of dire emergency, an employee may receive a paycheck early but never before the 10th or the 25th of the month.

Payment for approved overtime hours will be made at the end of each month.

EMERGENCY CLOSING

The decision to close the library due to an emergency is made by the director or his/her designate. An employee who decides not to come to work, is delayed in arriving, or leaves early due to inclement weather must inform the director or his/her designate. To make up the missed work time, the employee may use vacation time or may make up the hours during the pay period, so long as the library’s overtime policy is not violated.

 Up to three “calamity days” are granted staff who cannot come to work due to inclement weather or other emergencies.    Calamity days are totaled for a calendar year rather than a fiscal year.

If the library is closed due to an emergency, including but not limited to inclement weather, employees are paid for the hours they were scheduled to work unless they previously decided not to come to work, to arrive late, or to leave early, or were on vacation or sick leave.

SALARY INCREASES

Salary increases will be made on an annual basis depending upon the revenue of the Library District. Merit increases may also be awarded by the Board.

 

STARTING SALARIES

Beginning salaries for salaried employees will be set by the Library Board annually. Hourly employees will be paid according to the Federal Minimum Wage law.

 

BENEFITS ELIGIBILITY

All salaried fulltime employees of the library are eligible for full employment benefits. Fulltime employment is defined at a minimum of 35 hours per week.  Hourly employees are eligible for certain employment benefits as specified below.

 

BENEFITS

INSURANCE

All employees of the library are covered by Worker's Compensation for personal injury on the job.      If a full-time salaried employee so desires, the Library Board will carry Anthem-Blue Cross/Blue Shield medical insurance on him/her. Additional family members may be covered if the employee wishes the added cost deducted from his/her salary.   Unemployment insurance is paid on all salaried and hourly employees.

HOLIDAYS

Paid holidays for all employees are as follows:

• New Year's Day
• Martin Luther King's Birthday
• President's Day
• Memorial Day
• Independence Day
• Labor Day
• Thanksgiving Day
• Christmas Eve & Christmas Day
• New Year’s Eve
• Employee’s birthday

If a holiday occurs on a Sunday, the library will observe the following Monday as that holiday. If Christmas Day falls on Friday, the library will also close on the 26th and New Year's Eve will not be observed as a holiday. If Christmas Day falls on Wednesday, the library will also close on the 23rd and New Year's Eve will not be observed as a holiday. In both instances when the library is open on New Year's Eve, the library will close at 6:00 P.M.

Extra time off is granted those employees whose weekly day off falls upon Martin Luther King's Birthday, President's Day, Memorial Day, Labor Day or Thanksgiving Day as these holidays always fall on a specific day of the week.   Extra time off is not granted those employees whose weekly day off falls on one New Year’s Day, Independence Day, Christmas Eve, Christmas Day, or New Year’s Eve.  

 

CALAMITY DAYS

Three days a year will be granted to all employees who are unable to get to work when the library is open because of inclement weather such as floods, snow or icy roads.

 

RETIREMENT

 The library and its full-time employees are required to pay into the County Employees Retirement System [CERS] as administered by the Kentucky Retirement System. Eligible employees have successfully completed the 180 day provisional period and work an average of at least 100 hours per month.

 The library matches employee contributions to the Social Security System as prescribed under the Federal Insurance Contributions Act [FICA].

 VACATION OR ANNUAL LEAVE

All full-time salaried employees of the Library shall be allowed one vacation day of seven hours for every month of service except those employees who have been employed for 10 or more years. Such employees shall be allowed 15 vacation days a year. All part-time salaried employees shall have vacation hours at the same ratio of work per week as full-time salaried employees (e.g., an employee working 3 days or 21 hours per week will receive 50 1/2 vacation hours per year.) These hours may be taken as an annual vacation of 12 working days a year, or singularly for business or emergency purposes. All hourly employees shall have vacation hours at the same ratio of work per week as full-time salaried employees after the hourly employee has been with the library for six months. Therefore, the hourly employee will receive 6 of their working days as vacation the first year and 12 each succeeding year of their employment. Thus, if an employee is hired to work 3 hours a day, he/she may take a vacation of 3 hours. All annual vacation must be approved by the Library Director.   

Vacation hours may not accumulate to more than an equivalent of 30 work days.  Subsequent accumulated hours may be lost.

An employee who terminates library employment is compensated at his/her current rate of pay for unused vacation leave earned up to the date of termination, provided he/she has given at least two weeks written notice to the director. Termination vacation leave shall be added to the employees final payroll check. The effective date of termination shall be the last day actually worked.

SICK LEAVE

Sick Leave With Pay

 

Sick leave shall not be considered as a right that an employee uses at his/her discretion, but as a benefit to protect eligible employees against loss of income while absent in the case of actual illness or as utilized according to the provisions of this policy.

All full-time salaried employees of the library shall be allowed up to 84 hours a year with pay--7 hours for each month of service--for personal illness or illness of a member of his/her immediate family (spouse, children, parents, spouses' parents, brothers, sisters, grandparents, grand-children). All part-time salaried employees shall have sick leave hours at the same ratio of work per week as full-time salaried employees. (See example under Vacation Leave)

All hourly employees shall also have sick leave hours at the same ratio of work per week as full-time salaried employees. Thus, if an hourly employee works 3 hours a day, he/she will receive as sick leave 3 hours for each month of employment. Sick leave may accumulate indefinitely. All employees must submit a doctor's statement for reason of absence from work due to illness when absent for more than three consecutive work days. Persons recovering from pregnancy, acute illness, surgery, broken bones, or other serious illness must submit to their Library Director a statement from a physician attesting to the physical ability of the person wishing to return to work prior to their actual return.

Intent to use sick leave must be reported at least one hour before an employee is scheduled to work. For extended sick leave, the employee may also be required to provide a physician’s statement at two week intervals from the time sick leave begins.

 In cases of absence due to illness or injury for which Workers’ Compensation benefits are received, accumulated sick leave may be used in order to maintain regular salary. If paid sick leave is used, Workers’ Compensation pay benefits shall be assigned back to the library for whatever period of time an employee received paid sick leave. The employee’s sick leave shall be immediately reinstated to the extent that Workers’ Compensation Benefits were assigned.

 Upon termination, the library does not pay for unused sick leave.

Leave taken due to pregnancy is commonly known as maternity leave. It should be noted that this agency does not require a doctor's statement for maternity leave unless the leave is in excess of six (6) weeks.   Within this agency, paternity leave is permissible under this clause. Leave of this type is limited to five (5) working days or a reasonable extension at the appointing authority's discretion. The appointing authority may require a doctor's statement supporting the need for care.

At the termination of sick leave with pay not exceeding six (6) months, the appointing authority shall return the employee to his/her former position. When sick leave with pay exceeds six (6) months, the appointing authority shall return the employee to a position for which he/she is qualified, and which resembles his/her former position as closely as circumstances permit.

Sick Leave Without Pay

An appointing authority shall grant sick leave without pay for so long as an employee is disabled by sickness, illness, or pregnancy, so long as total continuous leave does not exceed one (1) year. The appointing authority may require periodic doctor's statements attesting to the continued inability to perform his/her duties. In the case of maternity leave, this agency does not require a doctor's statement unless the leave is in excess of six (6) weeks.

An employee granted sick leave without pay may request that up to ten (10) days of his/her accumulated sick leave be retained.

Eligible employees may request medical leave only after having completed 365 calendar days of service.

Before an employee may be placed on leave of absence without pay in excess of thirty (30) working days, he/she must have used or have been paid for any accumulated annual leave unless he/she has requested to retain up to ten (10) days of accumulated annual leave.

It should be noted that a vacancy created by an employee on sick leave without pay can be filled immediately; however, once the employee notifies the appointing authority that he/she can resume his/her duties, the appointing authority shall return the employee to a position for which he is qualified and which resembles his/her former position as closely as circumstances permit; if there is no such position available, the rules pertaining to lay-off apply. Employees who are unable to return to work at the end of one (1) year of sick leave without pay, after being requested to return to work at least ten (10) days prior to the expiration of such leave, shall be dismissed by the appointing authority.

Supporting Evidence

An appointing authority may require an employee to supply supporting evidence in order to receive sick leave. A supervisor's or employee certificate may be accepted, but a medical certificate may be required, signed by a licensed practitioner and certifying to the incapacity, examination, or treatment. An appointing authority shall grant sick leave when the application is supported by acceptable evidence. 

An appointing authority may place on sick leave an employee whose health might be jeopardized by job duties, whose health might jeopardize others, or whose health prevents performance of duties and responsibilities, and who, on request, fails to produce a satisfactory medical certificate.

FAMILY MEDICAL LEAVE ACT
Adopted November 11, 2009

 Family and Medical Leave Act Leave

 The Library provides leave of absence as covered by the Family and Medical Leave Act to eligible employees who are temporarily unable to work due to: 

• A serious health condition of their own or of an immediate family member.
• For the birth of a child or to care for a newborn child.
• For the placement of an adopted/foster care child with the employee.

 Serious health conditions are defined for this policy as those which meet one of the following criteria: 

• Continue beyond three consecutive calendar days that are being treated two or more times by a physician or other health care professional.
• Include (but are not limited to) inpatient care in a hospital, hospice or residential medical care facility.
• Involve continuing treatment by a health care provider due to a chronic or episodic (asthma, epilepsy, etc) condition or other condition that requires multiple treatments (restorative surgery, physical therapy, dialysis, etc).
• Correspond with disabilities associated with pregnancy, childbirth or related medical conditions.
• Require the extended supervision, but not necessarily the active treatment, of a physician or health care professional due to an incapacity created by a medical condition (Alzheimer’s, severe stroke, etc).

 FMLA Leave is unpaid leave.  Employees may use accrued Vacation or Sick Leave concurrent to the use of FMLA Leave.

Immediate family

 Immediate family is defined as a spouse, child, parent, sibling, grandparent, grandchild, or immediate in-laws.  Other relationships may also be approved on a case-by-case basis by the Director without precedent being set.

Eligibility

 All employees who have been employed by the Library for twelve months and who have worked at least 1250 hours in the twelve months prior to the leave are eligible for FMLA Leave.

 When FMLA Leave is requested for a condition involving a family member, certification from the health care provider must indicate the necessity of the employee’s presence during treatment or care.

 Use of FMLA Leave is based on a “rolling” twelve month calendar.

Continuation of benefits

 For the duration of FMLA Leave, the Library will maintain the employee’s health insurance coverage and restore the employee to the original or equivalent position (including equivalent pay and benefits) upon return to work.  The employee may continue coverage of family members at their own expense through the Library’s insurance providers if desired.  The employee is responsible for reimbursing the Library for all covered insurance benefits if the employee fails to return to work at the approved date.  Exceptions may be made for employees whose medical condition would entitle them to continuing leave, employees who end their employment, or if circumstances beyond the control of the employee prohibit the employee returning to work.

 Regular types of leave will continue to accumulate while the employee is on FMLA Leave.  Employees on FMLA Leave will not be paid for Holidays or other days that the Library is closed.

 Requesting FMLA leave 

Employees should make a written request for FMLA Leave to their supervisor as far in advance as possible.  A 30 day notice is required for “foreseeable” use of FMLA Leave.  “Foreseeable” requests for FMLA Leave must be made so as not to unduly disrupt library operations.  “Foreseeable” events include (but are not limited to): 

• Expected childbirth.
• Placement of an adopted/foster child.
• Planned medical treatments or procedures.
• Care of an immediate family member.

 Determination of eligibility for FMLA Leave will be made by the Director.  Notification of such determination will be given to the employee using the US Department of Labor Employer Response to Employee Form (WH-381).

 Certification of health care provider

 The employee’s health care provider must complete a US Department of Labor Certification of Health Care Provider Form (WH-380) which is available from the employee’s supervisor.  This certification must be renewed every thirty days that the employee is on FMLA Leave.  Changes in certification must be reported to the library immediately.  Other periodic reports may also be required by the library.  The Library also may require a second or third medical opinion before granting FMLA Leave or to continue such leave once it has begun.

 Length of leave

 FMLA Leave may not exceed twelve weeks during any twelve month period. The twelve month period will begin on the first occurrence of FMLA Leave.  FMLA Leave may be taken continuously or intermittently as required by the condition. 

FMLA Leave taken for childbirth, foster care, or adoption may not be taken intermittently.  FMLA Leave taken for these purposes must occur within the first twelve months of the birth or placement.

 The employee will use all available accrued leave concurrently with the FMLA Leave.  When all accrued leave is exhausted, the remaining FMLA Leave will be counted as unpaid time.

 Return to work 

Employees should notify their supervisors as soon as possible of the date they will be able to return to work.  Employees returning from FMLA must submit a health care provider’s verification of fitness to return to work if applicable. 

Employees who elect not to return to work will be offered the continuation of health benefits under COBRA.

 Falsification of documentation

 Falsification of documentation associated with FMLA Leave will result in disciplinary action up to and including termination.

FMLA Leave is granted solely for the purposes set forth in this policy.  Use of family or medical leave for other purposes is prohibited and could result in disciplinary action up to and including termination.

VOTING LEAVE

 The library encourages employees to fulfill their civic responsibilities by participating in elections. Generally, employees are able to find time to vote either before or after their regular work schedule. If employees are unable to vote in an election during their non-working hours, the library will grant up to 1 hour of paid time off to vote. To facilitate scheduling, employees must request time off from the director at least two working days prior to the Election Day. This benefit is available only to employees who are scheduled to work while the polls are open.

 JURY LEAVE

 An employee is entitled to leave of absence from duties without loss of time or pay for that amount of time necessary to comply with subpoenas by any court to serve as a juror or witness. This leave includes necessary travel time. If relieved from duty as a juror or witness during normal working hours, the employee must return to work.

MILITARY LEAVE

A permanent employee who is a member of the National Guard or of a reserve unit of the Armed Forces of the United States shall be granted military leave provided notice is given at least one week in advance, except in the case of military necessity. In granting the leave, the library may require verification of an employee’s military orders.

 A permanent employee who is required to participate in military training shall be granted a leave of absence with full pay less compensation earned in the performing of such training. If a permanent employee is called to active duty, an indefinite military leave of absence without pay shall be granted. The employee shall be reinstated in the original or a similar or comparable position provided the library is notified 60 days prior to discharge. If such a position is not available, the employee shall be offered the next available position.

BEREAVEMENT LEAVE
Adopted August 20, 2009 @ 7:05 p.m.

A maximum of three (3) days bereavement leave with pay will be given to all employees in the event of the death of a member of the immediate family.  Immediate family is defined as spouse, children, brother, sister, mother, father, grandparent, or member of household.  If an employee is on vacation during this time, the bereavement days will be paid instead of vacation. 

SICK LEAVE SHARING PROGRAM

The sick leave sharing program was established to prevent the economic and social harm that may affect employees and their families when the employee is faced with a medical emergency and lacks sufficient accumulated leave to maintain income and medical insurance during the period of absence from work.

KENTUCKY REVISED STATUTES

KRS 18A.196 Definitions for KRS 18A.197

As used in KRS 18A.197 unless the context requires otherwise:

1. "Employee" means any employee of the Bell County Library System who is entitled to accrue sick leave and for whom accurate leave records are maintained

2. "Agency" means any Library Board of the Bell County Library System.

KRS 18A.197 Sick Leave Sharing Program

The Commonwealth of Kentucky leave sharing program is hereby used by the Bell County Library System. An employee who has accrued a sick leave balance of more than seventy-five (75) hours may request that the appointing authority of the agency for which the employee works make available for transfer a specified amount of his sick leave balance to another named employee authorized to receive leave under subsection (2) of this section. The employee may not request a transfer of an amount of leave that would result in reducing his/her sick leave balance to less than seventy-five (75) hours.

The Library Director, with the approval of the appointing authority, may permit an employee of the agency to receive leave under this section if:

(a) The employee or a member of his immediate family suffers from a medically certified illness, injury, impairment, or physical or mental condition which has caused, or is likely to cause, the employee to go on leave for at least ten (10) consecutive working days:

(b) The employee's need for absence and use of leave are certified by a licensed practicing physician:

(c ) The employee has exhausted his accumulated sick leave, annual leave, and compensatory leave balances, and:

            (d) The employee has complied with administrative regulations governing the use of sick

             leave.

The Assistant Librarians, with the approval of the Library Director, shall determine the amount of leave, if any, which an employee within his agency may receive under subsection (2) of this section. Transfers of leave shall not exceed the amount requested by the recipient.  The Assistant Librarians as Personnel Officers shall maintain records of leave transferred between employees and the utilization of transferred leave.

While an employee is on leave transferred under this section, he/she shall be deemed a Library employee and shall receive the same treatment with respect to salary, wages and employee benefits.  All salary and wage payments made to an employee while on leave transferred under this section shall be made by the agency employing the person receiving the leave.

Any leave transferred under this section which remains unused shall be returned to the employees who transferred the leave when the appointing authority finds that the leave is no longer needed and will not be needed at a future time in connection with the illness or injury for which the leave was transferred to an employee in his agency.

No employee shall directly or indirectly intimidate, threaten, or coerce, or attempt to intimidate, threaten, or coerce any other employee for the purpose of interfering with the employee's right to voluntarily contribute leave when authorized under this section. For the purpose of this subsection, "intimidate, threaten, or coerce" shall include, without being limited to, the promise to confer or the conferring of any benefit or effecting or threatening to effect any reprisal.

The Library Director shall promulgate procedural administrative regulations to implement the provisions of this section.

EMPLOYEE DEVELOPMENT

EDUCATION

The Library Board strongly supports the idea of continuing education. Any employee wishing to take advantage of further educational opportunities may be granted time off from work to take college classes or workshops if, in the opinion of the Board, these classes will benefit the employee in his/her work.

The library pays approved costs of required education, including tuition, registration and other fees, course materials, and necessary travel. All textbooks must be donated back to the library and the original receipt of payment submitted to the Director for textbook cost reimbursement. If the employee opts to keep textbooks, he/she must reimburse the Library for the textbook cost within 60 days of the last day of the course.

 In the event that the employee chooses voluntarily (not due to extended personal illness or medical emergency within the employee's immediate household members) to drop a class, the employee is responsible for reimbursing the library in full for any fees within the 12 consecutive months following the decision to drop the course.    In the event that the employee fails such a course, the employee will reimburse the library for any and all fees and materials.

 Time spent at educational events is considered work time as defined by library policy, but the library is not required to provide work time to complete homework assignments. Library computer equipment may be used to complete coursework.

Workshops offered through the Department for Libraries and Archives will be required for employees on occasion. All expenses will be paid by the Library Board and time off from regular duties will be authorized.

Time off and payment of expenses will be authorized by the Library Board for the attendance at Kentucky Library Association meetings and any other library conference by the Library Director, and the two Assistant Librarians. Other library staff may also be permitted to attend (with compensation of expenses) the Public Library Section spring conference if funds are available and work schedules permit.

Agreement of an employee with these policies will be confirmed by filling out the Employee Professional Development and Certification Contract (see appendix).

THE LIBRARY ENVIRONMENT

General Policy Statement

The library buildings and bookmobile are public facilities to be used by all people for the purpose for which they were established. Any activity, which does not meet the criteria of these purposes, is prohibited.    While absolute silence is rarely necessary, we ask our patrons and staff to cooperate in providing an atmosphere respectful of the needs of others.

Though it is important that the staff realize that the library is a democratic institution whose resources are available to all residents of Bell County (and via Interlibrary Loan, NonResident Cards, etc., to persons residing outside the county), and also that staff be tolerant of patrons who behave in an unusual manner, it is equally important not to ignore someone whose behavior endangers the public or drives them away from the library.

Among the behaviors which will not be condoned are:

·         Smoking, Drinking or Eating

·         Loitering

·         Campaigning or Soliciting Signatures on Petitions

·         Soliciting

·         Sleeping

·         Bringing Pets into the Library

·         Harassing Patrons or Staff

·         Public Drunkenness, Disorderly or Disruptive Conduct (including being in a Hazardous or Offensive Condition)

·         Lewdness

·         Leaving Pre-School Children Unattended

·         Theft or Destruction of Property, Trespassing

·         Being Under the Influence of or Using Drugs.

Staff are directed to explain these policies to offenders, and, when deemed necessary, to ask the offender to leave the premises. Failure to leave when asked will constitute "Unlawful Remaining" and the police will be called.

SUBSTANCE ABUSE

 The manufacture, possession, distribution, dispensation, sale or use of alcohol, drugs, or other controlled substances while on the job or on library property is prohibited. If an employee is taking prescription drugs that could interfere with work performance, he/she must notify the director.     If the library has probable suspicion to believe that an employee is using or is under the influence of controlled substances or alcohol, the employee must submit to testing. Refusal to consent and cooperate in the drug testing will be grounds for immediate termination. Law enforcement officials will be notified whenever illegal drugs are found in the workplace, and the library will fully assist in any resulting investigation and prosecution. Violation of this policy will lead to termination.

 
SMOKING

  Smoking and the use of tobacco in prohibited within the library in compliance with the Pro Children Act of 1994.

SEXUAL HARASSMENT

Sexual harassment undermines the integrity of the work environment and will not be tolerated. Sexual harassment may include words as well as acts, sexual advances, offensive touching, and offensive or derogatory sexual comments, whether made by co-workers, customers, or other individuals. All such conduct is forbidden particularly when:

• submission to such conduct is explicitly or implicitly made a condition of employment

• submission to or rejection of such conduct by an individual is used as a basis of employment decisions affecting the individual

• ·such conduct has the purpose or effect of substantially interfering with an individual’s work performance, or creating an intimidating, hostile, or offensive work environment.

 Instances of sexual harassment must be brought to the director’s attention immediately.

EMPLOYEE PRIVACY – PERSONNEL RECORDS

 An employee's personnel records shall contain only necessary and relevant information including: current contact information, person to notify in case of emergency, application and references, criminal background check, letter of offer of employment and acceptance, forms or notices of each change in salary or classification of job responsibilities, performance reviews, continuing education documentation, honors/awards, documentation of leaves, documentation of disciplinary issues and actions, records of disputes [grievances] and appeals, letters of resignation or termination. The employee receives his/her own personal copy of all transaction records and official employment documents.

 Employees may request an opportunity to review their own personnel files periodically to assure that the records are current and complete. Review shall take place in the presence of the director or his/her agent. Nothing may be added to or removed from the file without the director’s permission. A separate file shall contain insurance and medical information, including reports of on-the-job accidents or disability. All records shall be maintained with accuracy, timeliness, and completeness. Appropriate and reasonable safeguards shall be established to ensure security and confidentiality.

EMPLOYEE PRIVACY – WORK PLACE 

 The library site and facility, as well as all workspaces and equipment are library property and are subject to search if necessary. Employees do not have a personal privacy right in any matter created, sent, received, or stored in the library computer system. That is, all such material remains the property and responsibility of the library.

 While e-mail is generally treated with confidentiality, library administration reserves the right to monitor, review, intercept, access, and disclose all messages created, received, or sent over the system for any purpose and with or without notification. While it is generally not acceptable for one employee to access the e-mail or personal data files of another employee without permission, administration has the right to access these files as detailed above, or when the information is needed for library purposes and the employee in unavailable. Employees are required to provide their passwords to the director.    Because e-mail and data files may be subject to public record laws and discovery in litigation, it is important to fully understand and accept the privacy limitations of electronic communications.

USE OF FACILITY, EQUIPMENT, AND PROPERTY

 Unauthorized use of phones, computers, the mail system, or other library-owned equipment is prohibited. Children and friends of library employees may not access staff computers for any reason. Theft or inappropriate removal or possession of library property is strictly prohibited as is negligence or improper conduct leading to damage of library-owned or customer-owned property.

 Library equipment may be used outside the facility only for library purposes and only with permission of the director. Employees may use library equipment in the library to produce personal documents during non-work hours, so long as they do not violate the library’s computer/Internet/e-mail use policy.  Except for the occasional single copy or printout, employees pay for all personal photocopies and printouts, as well as faxes.

Employees may be in the facility outside of regular library hours only at the request or with the permission of the director. No one may enter the library with an employee after hours, except with the director’s permission. Giving any unauthorized person a key or physical access to the library building or to library databases will result in termination.

 Employees should be model library customers. Therefore, they are subject to the same library policies as all customers, including lending limits, due dates, renewals, and fines/fees.

INTERNET, E-MAIL, AND COMPUTER USAGE POLICY

 Policy Statement

 The use of Bell County Public Library District (BCPLD) automation systems, including computers, fax machines, and all forms of Internet/Intranet access, is for company business and for authorized purposes only.  Brief and occasional personal use of the electronic mail system or the Internet is acceptable as long as it is not excessive or inappropriate, occurs during personal time (lunch or other breaks) and does not result in expense to the BCPLD.   Employees should use Yahoo, Hotmail, or similar e-mail account for personal communication.  

Use is defined as “excessive” if it interferes with normal job functions, responsiveness, or the ability to perform daily job activities.  Electronic communication should not be used to solicit or sell products or services that are unrelated to the Company’s business; distract, intimidate, or harass coworkers or third parties; or disrupt the workplace.

 E-mail communication on behalf of the library should represent the library well. Therefore, it must use business language, good grammar and spelling, and be free of graphics that detract from a professional image. Messages from library-provided e-mail accounts should include an auto signature with the following information: employee name and title; library name, address, phone and FAX numbers, and the library’s URL.     As a precaution against computer viruses, employees should not open unsolicited or unexpected e-mails or attachments. Because computer files can take up undue amounts of computer resources, employees are expected to refrain from downloading media files and to regularly delete outdated documents and e-mails unless they must be retained under public records laws.

 Use of BCPLD computers, networks, and Internet access is a privilege granted by management and may be revoked at any time for inappropriate conduct carried out on such systems, including by not limited to:

• Sending chain letters or participating in any way in the creation or transmission of unsolicited commercial e-mail (“spam”) that is unrelated to legitimate BCPLD purposes;
• Engaging in private or personal business activities, including excessive use of instant messaging and chat rooms (see below);
• Misrepresenting oneself or the BCPLD;
• Violating the laws and regulations of the United States or any other nation or any state, city, province, or other local jurisdiction in any way;
• Engaging in unlawful or malicious activities;
• Deliberately propagating any virus, worm, Trojan horse, trap-door program code, or other code or file designed to disrupt, disable, impair, or otherwise harm either BCPLD’s networks or systems or those of any other individual or entity;
• Using abusive, profane, threatening, racist, sexist, or otherwise objectionable language in either public or private messages;
• Sending, receiving, or accessing pornographic materials;
• Becoming involved in partisan politics;
• Causing congestion, disruption, disablement, alteration, or impairment of BCPLD networks or systems;
• Maintaining, organizing, or participating in non-work-related Web logs (“Blogs”), Web journals, “chat rooms,” or private/personal messaging;
• Failing to log off any secure, controlled-access computer or other form of electronic data system to which you are assigned, if you leave such computer or system unattended;
• Using recreational games; and/or
• Defeating or attempting to defeat security restrictions on company systems and applications.

Using BCPLD automation systems to access, create, view, transmit, or receive racist, sexist, threatening, or otherwise objectionable or illegal material is strictly prohibited.  “Material” is defined as any visual, textual, or auditory entity.  Such material violates the BCPLD’s anti-harassment policies and is subject to disciplinary action.  The BCPLD’s electronic mail system, Internet access, and computer systems must not be used to violate the laws and regulations of the United States or any other nation or any state, city, province, or local jurisdiction in any way.  Use of company resources for illegal activity can lead to disciplinary action, up to and including dismissal and criminal prosecution.  The BCPLD will comply with reasonable requests from law enforcement and regulatory agencies for logs, diaries, archives, or files on individual Internet activities, e-mail use, and/or computer use.

 Unless specifically granted in this policy, any non-business use of the BCPLD’s automation systems is expressly forbidden.

 If you violate these policies, you could be subject to disciplinary action, up to and including dismissal.

Ownership and Access of Electronic Mail, Internet Access, and Computer Files

 The BCPLD owns the rights to all data and files in any computer, network, or other information system used in the BCPLD.  The BCPLD also reserves the right to monitor electronic mail messages (including personal/private/instant messaging systems) and their content, as well as  any and all use of the Internet and of computer equipment used to create, view, or access e-mail and Internet content.  Employees must be aware that the electronic mail messages sent and received using BCPLD equipment are not private and are subject to viewing, downloading, inspection, release and archiving by BCPLD officials at all times.   The BCPLD has the right to inspect any and all files stored in private areas of the network or on individual computers or storage media in order to assure compliance with policy and state and federal laws.  No employee may access another employee’s computer files, or electronic mail messages without prior authorization from either the employee or an appropriate BCPLD official.

 The BCPLD has licensed the use of certain commercial software application programs for business purposes.  Third parties retain the ownership and distribution rights to such software.  No employee may create, use, or distribute copies of such software that are not in compliance with the license agreements for the software.  Violation of this policy can lead to disciplinary action, up to and including dismissal.

 Confidentiality of Electronic Mail

 As noted above, electronic mail is subject at all times to monitoring, and the release of specific information is subject to applicable state and federal laws and BCPLD rules, policies, and procedures on confidentiality.  Existing rules, policies, and procedures governing the sharing of confidential information also apply to the sharing of information via commercial software.  Since there is the possibility that any message could be shared with or without your permission of knowledge, the best rule to follow in the use of electronic mail for non-work-related information is to decide if you would post the information on the office bulletin board with your signature.

 It is a violation of BCPLD policy for any employee, including system administrators and supervisors, to access electronic mail and computer files to satisfy curiosity about the affairs of others.  Employees found to have engaged in such activities will be subject to disciplinary action.

Electronic Mail Tampering

 Electronic mail messages received should not be altered without the sender’s permission, nor should electronic mail be altered and forwarded to another user and/or unauthorized attachments be placed on another’s electronic mail message.

Blog / Website

 An employee who maintains, makes entries to, or uses a blog or website for library purposes is required to clear all content with the director before publishing it.  

An employee who maintains, makes entries to, or uses a blog or website for personal purposes must use library computers and equipment only on non-work time, abide by non-disclosure policies, and comply with other relevant library policies. Employees must make clear that the views in their blog or website are their own and not those of the library.

 Employees are prohibited from making discriminatory, defamatory, libelous, or slanderous comments when discussing the library, its board and employees, and its customers in a personal or workplace blog or website. The library logo or other branding to identify the library may only be used with the director’s permission.

Policy Statement for Internet/Intranet Browser(s)

 The Internet is to be used to further the BCPLD’s mission, to provide effect service of the highest quality to the BCPLD’s customers and staff, and to support other direct job-related purposes.  Supervisors should work with employees to determine the appropriateness of using the Internet for professional activities and career development.  The various modes of Internet/Intranet access are BCPLD resources and are provided as business tools to employees who may use them for research, professional development, and work-related communications.  Limited personal use of Internet resources is a special exception to the general prohibition against the personal use of computer equipment and software.

 Employees are individually liable for any and all damages incurred as a result of violating BCPLD security policy, copyright, and licensing agreements.

All BCPLD policies and procedures apply to employees’ conduct on the Internet, especially, but not exclusively, relating to: intellectual property, confidentiality, company information dissemination, standards of conduct, misuse of company resources, anti-harassment, and information and data security.

Personal Electronic Equipment

 The BCPLD prohibits the use or possession in the workplace of any type of camera phone, cell phone camera, digital camera, video camera, or other form of image-recording device without the express permission of the BCPLD and of each person whose image is recorded (see Photo Release Form in appendix).  Employees with such devices should leave them at home unless expressly permitted by the BCPLD to do otherwise.   The provision does not apply to designated BCPLD personnel who must use such devices in connection with their positions of employment.  

Employees should not bring personal computers to the workplace or connect them to BCPLD electronic systems unless expressly permitted to do so by the BCPLD.  Any employee bringing a personal computing device or image recording device onto BCPLD premises thereby gives permission to the BCPLD to inspect the personal computer or image recording device at any time with personnel of BCPLD’s choosing and to analyze any files, other data, or data storage media that may be within or connectable to the personal computer or image recording device in question.  Employees who do not wish such inspections to be done on their personal computers or imaging devices should not bring such items to work at all.

 Violation of this policy, or failure to permit an inspection of any device covered by this policy, shall result in disciplinary action, up to and possibly including immediate termination of employment.  In addition, the employee may face both civil and criminal liability from the BCPLD or from individuals whose rights are harmed by the violation.

WORKPLACE VIOLENCE

 The library is committed to a safe, healthy, secure, and respectful work environment. Therefore, the library workplace must be free from violence, threats of violence, harassment, intimidation, and other disruptive behavior whether carried out by co-workers, customers, former employees or other individuals.    Violence or threatening behavior can include physical acts of violence, gestures, intimidating presence, oral or written statements, sexual assaults, and weapons possessions. Also prohibited are behaviors that create a hostile work environment, including but are not limited to rudeness or discourtesy, malicious gossip, false allegations or providing false information about an employee, or refusal to communicate.

 Employees must not only comply with this policy, but also contribute to a respectful atmosphere, work to prevent workplace violence, and treat all threats seriously. Employees are required to be familiar with and follow the procedures for promptly responding to and reporting incidents of violence. No action shall be taken against an individual for making a complaint, unless the complaint is made maliciously.

 The procedure for handling workplace violence, whether on-site or work-related, is:

• Initial response. Employees exposed to potential or actual situations of violence in the workplace should take one or all of the following actions, depending on the severity and location of the situation: tell the offender that their behavior is unacceptable; leave the area immediately; call a co-worker, supervisor, or the director for assistance, call 911.

• Reporting. Employees should report incidents of workplace violence as soon as possible to their supervisor or the director. All employees are required to cooperate in investigations conducted in response to reports or acts of workplace violence. In addition to verbally reporting workplace violence issues to supervisors as soon as possible after the incident, employees are required to report incidents in writing on the an “Accident, Disturbance, Vandalism Report.”   Documentation should be submitted to the supervisor or director as soon as possible after the incident. The supervisor will ensure that the director is notified of all instances of violence in the workplace that directly involve an employee.

• Investigation. The library will initiate appropriate action in response to reports of such incidences, which may include but not be limited to immediate removal from the library property, suspension, termination, and/or referral for criminal prosecution. Incidents will be investigated in an objective and timely manner. Investigation will include interviewing victims and witnesses. Reports of incidents of violence will be kept confidential.

• Victim support. The library will ensure that employees are advised to consult with a health professional of their choice for treatment or referral, if they have a physical injury or adverse symptoms resulting from a workplace violence incident, or are exposed to workplace violence. Employees should seek appropriate assistance. Local law enforcement may also be called if there is a concern for the safety of an employee.

WEAPONS

 The library prohibits the possession, sale or use of any weapon by any person or employee while on library property and/or while conducting library business. This policy applies even to individuals who have a legal permit to carry a weapon.

GAMBLING

 Gambling for personal or monetary gain is not permitted on library property or while conducting library business.

WORKPLACE MAINTENANCE

 All employee work stations in the public area should appear to be well maintained so as to project a professional image for the library. All employees are responsible for cleaning up after themselves at all times in the library.

PERSONAL READING

  Personal reading is not to be done during work time. Professional reading must never interfere with helping customers, and should be kept to a minimum when at a public service desk.

PERSONAL CONVERSATIONS / VISITS

  While employees may find social interaction to be an important part of their work experience, personal conversations with other employees and with customers should be kept to a minimum in the public area. A customer should never be kept waiting while a personal conversation is finished, nor should a conversation be carried on with someone else while serving a customer. Employees also must be sensitive to the fact that voices carry in this open building.

 Personal visits should be limited to break or meal time. Friends, family, and customers are not allowed behind the public service desk or staff workstations. They may enter the workroom or employee lounge only when they are escorted by an employee.

 An employee’s school-age children may be at the library while the parent is working. However, during scheduled work time the employee's first priority must be his/her job. Children must stay in library’s public areas and must abide by rules governing all other customers. They should be "invisible" to other customers, meaning that no one would recognize that they are an employee's children. Employees may not bring a preschool child, or any older child with the needs normally associated with a preschooler, to the library with the intent that the employee will mind the child during work time.

PHONE CALLS

 Phones should be answered as quickly as possible. When public service desk employees or phones are busy, other employees must answer the calls. Customers in the library take precedence over customers on the phone. When busy, employees take the person's name and number and call back as soon as possible.

 Before allowing a customer to use a library phone, explain that the phones are for library business – but that a brief local or emergency call will be permitted. Ask for and dial the phone number and then give the handset to the customer.

 Library phones are provided for business purposes. Personal calls should be placed only during break or meal times. Incoming personal calls should be avoided unless there is an immediate family concern, and should be kept as short as possible. Personal calls should always be taken away from the public area.

 Employees are expected to stow their personal cell phones in their lockers and to use them only during break or meals. Cell phone ringers should be turned off or to a very low volume.

RADIOS / MUSIC / HEADPHONES

 Radio, TV, CDs, and tapes are permitted in the employee lounge during breaks/lunch. Employees may listen to the radio or music in the workroom so long as it does not interfere with anyone’s ability to work effectively. Headphones may be necessary in the workroom; they are not permitted in the public area.

DEMEANOR / ATTITUDE

An employee’s demeanor is the most important facet of his/her presentation of library service to the public. Therefore, personal problems and feelings, including disputes between employees, must not be evident to the public. Employees must be courteous, tactful, and pleasant at all times. At the same time, no employee is expected to take abuse from customers or other employees. Refer such problems to the director or a supervisor.

STAFF MEETINGS 

Meetings are held at least quarterly at the discretion of the director and when requested by two or more employees. Attendance is mandatory for all full-time employees.

NON-DISCLOSURE

Protection of confidential information is vital to the interests and success of the library. Employees who improperly use or disclose confidential information will be subject to disciplinary action – up to and including termination of employment, and possible legal action – even if they do not actually benefit from the disclosure of information.  However, customers should not make the assumption of confidentiality when using computers or other library equipment.

 Such information includes, but is not limited to information about termination of an employee; library customer information including borrowing records, names, addresses, phone numbers; or other information about library users except under specific court order.

 Only the director or his/her designate may acknowledge employee dates of employment, position, and salary/wage information for purposes of credit checks, and so on. Only the director or his/her designate is authorized to answer requests for professional references or to respond to court orders.

WEATHER EMERGENCY

Libraries have learned, through difficult and often disastrous personal experience, that they are not immune from disasters and other emergency situations.  Emergencies are unforeseen circumstances calling for immediate action, such as fire alarms or severe weather which may cause damage to people and facilities.   Any preparation or planning conducted prior to an emergency or disaster will lessen its effects.  

During an officially declared weather emergency, the director of the library will be responsible for closing the library. If there is an official emergency declared before scheduled hours, the library will not open until the emergency declaration is removed.  Information concerning closings, reduced service, or delays will be provided to local media in order to announce the closings.

Snow/Ice--- When heavy snow, freezing rain, and/or severe wind chills are in effect, the director may determine that library service will be reduced or that there will be a delayed opening until conditions improve.  

 
Fire--- Preparedness and preparation for fire emergencies is almost entirely contingent upon regular, routine and as needed maintenance to the library's fire protection system.  An integral component of fire preparedness is a current and functional evacuation plan. The plan is in conspicuous locations, included in the library and procedures manuals and it should be evaluated annually.  Library staff members should be trained in general evacuation procedures and should understand their specific roles during an evacuation.   Furthermore, staff members should be trained to use fire extinguishers and know when it is appropriate to do so.

Tornado--- Severe thunderstorms can produce lightning, hailstones and tornadoes. 

At the discretion of the director or his/her designee, the following safety rules will be followed:

1. Immediately turn off or disconnect all electrical or electronic equipment.  
2. Unplug all telephone lines and do not use the telephone unless there is an emergency.  
3. Stay away from windows and doors.

A tornado watch is issued when tornadoes and severe thunderstorms are possible. A tornado warning is issued when a tornado has actually been sighted somewhere in the warning area. If a tornado approaches:

1. Move to the interior of the lowest floor of the building.  
2. Get as far away from doors and windows as possible.  Avoid large, open areas.  
3. Take shelter underneath a desk or other heavy furniture.  
4. Assume a curled position to protect your head and eyes.

RECYCLING

Adopted on April 13, 2011

I.                    Policy

·         As part of ongoing sustainability efforts, Bell County Public Library District will work to the extent possible to recycle all paper, bottles, and cans.  Our goal is to recycle 75 percent of business waste from being landfilled.

·         Businesses generate much of the landfill waste, most of which can be reduced through the use of reusable products, the implementation of recycling programs, and waste prevention practices.

·         Bell County Public Library District (BCPLD) management and staff want to do business with companies that show sustainable stewardship through recycling, waste prevention, purchasing recycled content products and energy and water conservation.  When possible, BCPLD will place a preference on doing business with companies that show excellence in sustainable waste prevention efforts.

II.                  Purpose

·         The purpose of this recycling policy is to provide guidelines and goals for implementing a successful recycling system.  BCPLD intends to set up and maintain a recycling system that is easy to use and involves, when necessary, management, staff, the recycling and garbage companies, and janitorial staff.  We also commit to maintaining successful waste prevention efforts.

PROBLEM PATRONS

Definitons

Abandonment of Minor: KRS 530.040 / A person is guilty of abandonment of a minor when, as a parent, guardian, or other person legally charged with the care or custody of a minor, he deserts the minor in any place under circumstances endangering his life or health and with intent to abandon him.

Assault: Intentional or by reckless conduct causes injury to another person

Criminal Mischief: Intentionally damages the property of another

Disorderly Conduct: KRS 525.060 / A person is guilty of disorderly conduct when in a public place and with intent to cause public inconvenience, annoyance, or alarm, or wantonly creating a risk thereof, he:

a.      Engages in fighting or in violent, tumultuous or threatening behavior, or

b.      Makes unreasonable noise, or

c.      Refuses to obey an official order to disperse issued to maintain public safety in dangerous proximity to a fire, hazard, or other emergency, or

d.      Creates a hazardous or physically offensive condition by any act that serves no legitimate purpose.

Harassment: KRS 525.070 / A person is guilty of harassment when with the intent to harass, annoy or alarm another person, he:

Strikes, shoves, kicks or otherwise subjects him to physical contact or attempts or threatens to do the same; or

In a public place, makes an offensively coarse utterance, gesture or display, or addresses abusive language to any person present; or

Follows a person in or about a public place or places; or

Engages in a course of conduct or repeatedly commits acts which alarm or seriously annoy such other person and which serve no legitimate purpose.

Indecent Exposure: KRS 510.150 / A person is guilty of indecent exposure when he intentionally exposes his genitals under circumstances in which he knows or should know his conduct is likely to cause affront or alarm.

Jostling: Places a hand in the proximity of a person’s pocket or handbag.

Larceny: Wrongfully takes, obtains, or withholds the property of another.

Loitering: KRS 525.090 / A person is guilty of loitering when he:

a.      Loiters or remains in a public place for the purpose of gambling with cards, dice, or other gambling paraphernalia, except that the provisions of this section shall not apply if the person is participating in activity defined by KRS 528.010;or

b.      Loiters or remains in a public place for the purpose of unlawfully using a controlled substance.

Menacing: Intentionally places another in fear of imminent physical injury.

Public Intoxication: KRS 525.100 / A person is guilty of public intoxication when he appears in a public place manifestly under the influence of alcohol, or a controlled substance, or other intoxicating substance, not therapeutically administered, to the degree that he may endanger himself or other persons or property, or unreasonably annoy persons in his vicinity.

Public Lewdness: Intentionally exposes the private or intimate parts of the body in a lewd manner in a public place.

Trespass: Knowingly enters or remains unlawfully (see) in or upon premises.

Unlawfully Remains: A person who, regardless of his intent, enters or remains in or upon premises, which are at the time, open to the public does so with license and privilege UNLESS HE DEFIES A LAWFUL ORDER NOT TO ENTER OR REMAIN, PERSONALLY COMMUNICATED TO HIM BY THE OWNER ON SUCH PREMISES OR OTHER AUTHORIZED PERSON.

 

Complaints:

Regarding Personnel---

The single most important function of the library is to serve the public. This requires, on the part of the library employee, a commitment to meeting the informational needs of library users. Respect, courtesy, patience, tact and a diligence in the use of the library’s resources are necessary attributes of the library employee’s relations with the public. Offensive language, such as swearing, obscenities, shouting, ethnic slurs, etc., on library property will not be tolerated.

If a patron wishes to lodge a complaint against a library employee, that patron should be directed to the Library Director. In the Director’s absence, the patron may be asked if he/she would like to contact the Director later or speak with the Assistant Librarian. If the complaint is against the Director, the patron should be given the name of the President of the Board of Trustees.

 

Regarding Policies---

All library users have a right to question general library procedures and policies. If a patron wishes to challenge or discuss a particular library policy, he/she should be shown the policy as written in the Policies and Procedures Manual of the Bell County Public Library System, and invited to discuss the matter further, if need be, with the Director.

 

Regarding Selection of Materials---

All library users have a right to question general library procedures and policies. If a patron wishes to complain about a book, video, or other library material, the librarian on duty should remain calm and be receptive and nonjudgmental, offer to show the patron the policy on book selection in the Policies Manual of the Bell County Public Library System, and give him/her a copy of the Citizen’s Request for Reconsideration of an Item form (see appendix). Point out that the complaint form must be completely filled out and signed to be considered. Give the completed form to the Director.

 

 Procedures For Dealing With Problem Patrons

Angry Patrons

Remain calm. Do not appear either combative or fearful.

Listen attentively in order to gather all the information about the complaint. (For complaints about policies, personnel, or materials selection, see appropriate sections in this manual.)

Respond slowly, and in a low voice.

Empathize with the patron, and repeat his/her complaint by paraphrasing and solicit his/her verification that you have paraphrased correctly.

When you understand the problem, take immediate action. If the complaint is legitimate (problem with overdues, requested item, etc.), take steps to rectify the situation. If the complaint is illegitimate (contrary to policy, etc.), explain the policy and, if the patron is still angry, invite him/her to write down the complaint and mail it to the Director.

If the patron’s language is abusive, remain calm. You do not have to listen to obscene language. Tell the patron "Your language is not appropriate in a public library and you are causing a disturbance. You must either stop or come back when you have calmed yourself." If the patron does not stop, say "You will have to leave the library or I will call the police." If the patron refuses to leave ("unlawfully remaining"), call the police.

Fill out an “Accident, Disturbance, Vandalism Report” (see appendix) and file it with the Director.

Chatty Patrons

Chatty patrons are sometimes lonely people, and the staff should be tolerant of their behavior.

Be polite, but discourage long, irrelevant conversations with patrons.

If necessary, the staff person should politely explain that it is necessary to return to and help another person.

Other staff should be aware of such situations and intervene, if necessary.

Disruptive Children

1. Groups of children who become loud should be told in a firm but nice way that such behavior is inappropriate in the library and disturbing to others.

2. If the noise continues, the staff person should issue a second reminder in a stricter tone of voice.

3. If the noise still continues, the third warning should state that the children will be required to leave the library in lieu of a fourth warning.

4. Children running and playing throughout the library are hazardous and should be stopped at once.

5. Children should not be allowed to play with microfilm reader/printers, photocopiers, etc.

6. If parents have accompanied children who become disruptive, but have made no effort to correct the child’s behavior, the staff person should speak first to the child. If there is no improvement, then the staff person should tell the parent that the child is disturbing others.

7. If the child is unaccompanied, and repeatedly fails to correct his/her behavior, attempt to contact a parent or allow the child to contact a parent, and explain that the child must leave the library due to continued disruptive behavior. Explain to the parent that, due to this behavior problem, a parent should accompany the child to the library in the future.

8. The use of the library as a temporary babysitting service by parents should be discouraged. Librarians should tell parents that the library does not offer such a service and cannot accept responsibility for their children.

 

Children, Unattended

Children separated from or left unattended by their parents are often frightened and should be comforted by the staff.

The staff person should try to locate the parents or responsible adult, and explain that the library's policy is that children under the age of six should not be left alone.

If the library is closing, the librarian should try to call or otherwise contact the parents, and if necessary, wait 15 minutes after closing to see if the parents return for the child.

If, after 15 minutes, parents have not come, the staff person should contact the police, explain the situation, and leave a notice on both entrances of the library stating that the unattended child has been taken by the police to the police station.

Under no circumstances should a staff person take a child from the library or drive the child anywhere in an automobile.

Consuming Food and Drink in the Library

Consuming food and drink in the library is generally not allowed, and notices to that effect are posted at the entrances to the library.

Persons with food or beverages should be directed to discard them in appropriate trash receptacles or leave the premises until finished eating or drinking.

Drugs or Drug Users

It is not always obvious whether a person who is acting strangely is under the influence of drugs or suffering from a more permanent psychological problem. The staff person should not make the person feel threatened, as this will only make the situation worse.

If the behavior is unacceptable (see list of unacceptable behaviors) and the patron appears to be under the influence of a drug, contact the police.

A staff person who witnesses the use or sale of illegal drugs should notify the Director, and the police. Complete an “Accident, Disturbance, Vandalism Report” any time police are called.

Anyone openly carrying a bottle of beer, wine or liquor in the library (including the restrooms) or drinking from it should be considered a problem patron.

Judgment needs to be exercised in the case of people who smell of alcohol. If the patron's behavior is not otherwise offensive, then there is no problem. If, on the other hand, the patron is noticeably intoxicated, loud, obnoxious or if other patrons are complaining, the staff person needs to take action.

Drunks are potentially very dangerous and should be approached with caution. Although they may appear calm, any words or actions from a staff person could turn them violent.

Staff should ask the individual to leave because "drinking is inappropriate in the library." If the patron refuses, contact the police and fill out an “Accident, Disturbance, Vandalism Report”   Staff should not jeopardize themselves by physically touching or assisting the drunk. Wait for the police.

Emotionally Disturbed Patron

A patron who is acting or talking irrationally may be suffering from an emotional/mental illness. If the behavior is not disturbing to others, ignore it. If, however, the unusual behavior is disruptive, staff should take action.

In a firm, consistent manner, explain the library's regulations and inform the patron that his/her behavior is disturbing to others and inappropriate in the public library.

Do not corner or touch an individual. Allow space so that the individual can leave the building in case he feels threatened.

Do not argue a patron out of hallucinations or delusions. Sometimes a firm stand forces the emotionally disturbed person to face reality.

If a disturbance continues and staff cannot handle the situation, the staff person in charge should contact the police and file an  “Accident, Disturbance, Vandalism Report.”     

Internet

The library system does not censor your access to materials or protect you from information you might find offensive. There is sexually explicit material and other information resources which you may personally find controversial or inappropriate. Parents are expected to monitor and supervise their children's use of the Internet. The library will not be held responsible for its content. The Internet is a global entity with a highly diverse user population and library patrons use it at their own risk. However, displaying sexually explicit material in public constitutes sexual harassment, and violators will lose privileges to access the Internet and may be subject to prosecution.    Also, customers should not make the assumption of privacy when using computers or other public machines in the library.

 

When staff observes a customer misusing the Internet, a warning is given.  Further nonobservance of Internet rules may result in loss of Internet privileges.

Loiterers

Loitering (remaining or wandering in a public place without an apparent legitimate reason) is not permitted on library premises.

A suspected loiterer should be asked by a staff person if assistance is needed, or by communicating that the staff would prefer that the library be used for the purpose for which it was intended.

If the individual is loitering regularly, the staff person should explain the library's regulation against loitering.

If the person continues to loiter (or "unlawfully remains"), contact the police, and fill out an “Accident, Disturbance, Vandalism Report.”

Sexual Predators

If someone is suspiciously watching or following a patron or staff person, note a general description (height, weight, hair color, clothing, etc.)

Offensive behavior is illegal; the individual should be warned that the police may be called.

If a staff person is "flashed" (an individual has displayed his/her sexual organs in a lewd manner) or fondled, remain calm and do not exhibit shock or alarm. Try to remember as thorough a description as possible, alert other staff, and call the police. The staff person witnessing the event should file a complaint.

If a patron is "flashed" or fondled, the staff person should help the patron calm down, and obtain a general description of the offender. The police should be called and the patron should be encouraged to file a complaint. If the patron is a child, contact his/her parents.

Fill out an “Accident, Disturbance, Vandalism Report”

Smokers

 In compliance with the Pro-Children Act of 1994 (Federal Regulation 20 U.S.C. 6081), smoking is not permitted in public libraries. Staff should explain this policy to a patron who unknowingly enters the library with a cigarette, cigar or pipe and ask that the patron finish smoking outside the building before returning to the library, or that s/he extinguish the tobacco.

Solicitors / Panhandlers

Panhandling or soliciting are strictly prohibited on library premises.

Staff who witness a violation of this regulation should politely explain the policy and tell the individual to stop.

If the individual refuses and/or refuses when asked to leave the premises, the police should be called and an “Accident, Disturbance, Vandalism Report” should be filled out.

Theft / Vandalism

Unauthorized removal, or attempted removal of library materials, or materials belonging to other individuals is, in legal terms, larceny. If a staff person can establish: (1) the taking away and current possession of property of value by the subject, and (2) the intent to steal, then the apprehension, detention, and arrest of the individual are appropriate responses.

In case an individual is accidentally leaving the library with property not belonging to him/her, the staff person should tactfully and pleasantly attempt to correct the situation. However, attempting to or successfully concealing an item is the usual proof of intent to steal. (Legally, the item must be concealed in a place where such an item would not normally be placed.)

If it is determined that a patron has willfully tried to violate the law, the staff person should tell the suspect that, unless s/he surrenders the item, the police will be called. If the item is not handed over, have a coworker call the police. If the suspect tries to leave, the staff person should not risk personal injury by attempting to restrain the individual.

Destroying or defacing library materials (including the slicing of pages from books, periodicals and newspapers, defacing walls or furniture, or damaging facilities--such as restrooms--breaking windows, etc.) is against the law. If a staff person observes or receives a report that someone is defacing or destroying library property, and the patron seems harmless, the staff member should tell the individual to stop at once, and the Director should set up a method of restitution.

If the patron is maliciously destroying library property or the property of others, and clearly is not approachable, the police may be called. Keep in mind, however, that an arrest is only possible when the vandalism has been observed and is committed in the presence of the person signing the citation or making the arrest.

File an  “Accident, Disturbance, Vandalism Report”

Illness or Accident

If a patron is injured or becomes ill and requires medical attention, the staff person in charge should call 911and request an ambulance be sent to the library immediately.  The staff person must NEVER offer to drive the ill or injured party anywhere for medical assistance.

In all injuries of a serious nature, such as falls, broken limbs, shock, unconsciousness, epileptic attacks, etc., the injured should not be moved. Wait for medical professionals. Meanwhile, make the injured patron as comfortable as possible.

Inform the patron that help is coming.

The staff person in charge who witnessed the incident must complete an “Accident, Disturbance, Vandalism Report.”    Be sure to obtain the name of the injured party and any witnesses in case legal action is taken.