A. The mission of the Bekkum Memorial/Westby Public Library (hereafter referred to as the Library) is to provide quality materials and services that fulfill educational, informational, cultural, and recreational needs of the entire community in an atmosphere that is welcoming, respectful, and businesslike.
B. The goals of the Library shall be:
1. To serve all residents of the community and the surrounding region.
2. To acquire and make available to all residents of the above area such books, periodicals, pamphlets, and other services as will address their needs to:
a. become well informed.
b. locate answers to questions.
c. cultivate the imagination and creative expression.
d. develop skills for career and vocational advancement.
e. enjoy leisure by means of reading and other media services.
3. To maintain a program of service which locates information, guides reading, organizes material for people of various backgrounds, and stimulates thinking and intellectual development in individuals of any age.
4. To strive consistently to discover new methods and improvements for better service for the library’s customers.
5. To review regularly these goals of the Library and, if necessary, revise them in the light of new developments.
II. Who May Use the Library
A. The library will serve all residents of the community and the public library system area. Service will not be denied or abridged because of religious, racial, social, economic, or political status; or because of mental, emotional, or physical condition; age; or sexual orientation.
B. The use of the library may be denied for due cause. Such cause may be, but not limited to, failure to return library materials or to pay penalties, destruction of library property, disturbance of other patrons, or any other illegal, disruptive, or objectionable conduct on library premises.
III. Patron Responsibilities and Conduct
A. It is a patron’s responsibility to maintain necessary and proper standards of behavior to protect his/her individual rights and the rights and privileges of other patrons. If a patron creates a public nuisance, that patron may be restricted from the library and from the use of the library facilities. Those who are unwilling to leave or do not leave within a reasonable amount of time, after being instructed to do so by the staff, will be subject to the law.
B. Young children: The Library encourages visits by young children and it is our desire to make this important visit both memorable and enjoyable for the child. Library staff is not expected to assume responsibility for the care of unsupervised children in the library. Therefore, it is library policy that all children under age six must be accompanied by a parent or designated responsible person while in the library. Also, if the young child is attending a library program, we require the parent/ responsible person to remain in the library throughout the program.
C. Disruptive children: Children of all ages are encouraged to use the library for homework, recreational reading, and program attendance. The library staff realizes that the library will be noisier at busy times and that by nature can cause more commotion. However, children (whether with parents or not) who are being continually disruptive may be asked to leave the library. If the child is asked to leave the library and needs to contact a parent, they may do so.
D. Food and/or drinks: Food and/or drinks are not allowed in the library, except at designated times or in designated rooms.
E. Proper apparel: Shirts and shoes are required to enter the library.
F. No talking on cell phones: Permission maybe granted on a case by case basis. Cell phones for games, texting, internet, etc., are permitted.
G. Other Activities: The following activities are not allowed in the library, including but not limited to:
2. Creating a disturbance by making noise; talking loudly, or engaging in other disruptive conduct.
3. Interfering with another person’s right to use the library or with the library staff’s performance of their duties.
4. Threatening behavior, including, but not limited to violence, threats of violence, and possession of weapons.
5. Bringing animals into the library except service animals or animals used in programs.
6. Playing audio equipment so that others can hear it.
7. Misusing the rest rooms (i.e. using them as a laundry or washing facility).
8. Soliciting or canvassing of any kind.
9. Entering “staff only” areas without permission.
IV. Services of the Library
A. The library provides materials and resources for information, entertainment, intellectual development, and the enrichment of the people of the community. The library should endeavor to:
1. Select, organize, and make available necessary books and materials.
2. Provide guidance and assistance to patrons.
3. Sponsor and implement programs, exhibits, displays, book lists, etc., which would appeal to various age groups.
4. Cooperate with other community agencies and organizations.
5. Secure information beyond its own resources when requested. Using interlibrary loan and other resource sharing methods provided through the system and state.
6. Lend to other libraries upon request.
7. Develop and provide services to patrons with special needs.
8. Maintain a balance in its services to various age groups.
9. Cooperate with school or other institutional libraries.
10. Provide flexible open hours, including evening and weekend hours, as needed to best satisfy the needs of the community.
11. Regularly review library services being offered.
12. Use media and other public relations mechanisms to promote the full range of available library services.
V. Responsibilities and Authorities of the Library Board
A. Refer to Chapter 43 of the Wisconsin Statutes (particularly section 43.58), the Wisconsin Public Library Trustee Manual, and individual library bylaws to provide basis and framework for the responsibilities and authority of the library board and individual trustees. Duties include, but not limited to:
1. Legal responsibility for the operation of the Library is vested in the Board of Trustees. Subject to state and federal law, the Board has the power and duty to determine rules, policies and regulations governing library operations and services.
2. The board shall select, appoint and supervise a properly certified and competent library director, and determine the duties and compensation of all library employees.
3. The board shall approve the budget and make sure that adequate funds are provided to finance the approved budget.
4. The board shall have exclusive control of the expenditure of all moneys collected, donated or appropriated for the library fund and shall audit and approve all library expenditures.
5. The board shall supervise and maintain buildings and grounds, as well as regularly review various physical and building needs to see that they meet the requirements of the total library program.
6. The board shall study and support legislation that will cause the greatest good to the greatest number of library users.
7. The board shall cooperate with other public officials and boards and maintain vital public relations.
8. The board shall approve and submit the required annual report to the Division for Libraries, Technology, and Community Learning, and the Westby City Council and Vernon County Board.
B. The Library encourages each library trustee to take advantage of training opportunities for trustees offered by the public library system or statewide agencies and organizations. Likewise, the library encourages trustees to be active in the state library organization and its efforts to inform the governor and legislature of the benefits and needs of public libraries.
VI. Volunteers and Friends
A. The library board encourages individuals and groups to volunteer their time and effort in the service of the Library. In appreciation of volunteer services, the library acknowledges the need to organize volunteer activities and provide for appropriate recognition befitting the benefit to the library and the communities it serves.
B. Annual recognition will be given to volunteers.
C. A library friends group is a formal association of people who unite to plan and execute, in conjunction with library goals and the needs of the library director, programs and events to benefit the library. In particular, a friends group is often heavily involved in fundraising for the library and often oversees periodic book sales. Friends groups always serve in conjunction with the library board which is the legal authority to set policy for the development of the library.
1. Staff at the Library may collect membership dues or donations for the Friends of the Library.
VII. Personnel Policy
A. Management Policy: The duly appointed library board shall have all management rights, authorities, and responsibilities as stated in Wisconsin Statues, Chapter 43.
1. The library board shall select, appoint, and when necessary for valid reasons, dismiss the director of the library.
2. The board shall establish all other positions and all wage and benefit levels for all library staff. The library director will hire personnel for open positions.
3. The library board shall provide an effective orientation for new directors to assure that the director understands:
a. the policies and processes related to the daily operation of the library.
b. reporting and budgetary requirements that assure accountability and compliance with the law.
c. the expectations of the board in regard to administrative processes and protocol, particularly as they relate to conducting effective and efficient board meetings.
d. rules and requirements for state certification and any assistance which is provided by the library to acquire and maintain appropriate certification.
4. The library board shall conduct annual appraisals of the library director’s performance, at which time personal and management goals can be discussed and negotiated. Performance appraisal form – appendix I
B. Administrative Policy: The person appointed as library director shall be charged with the sole administration of the library.
1. The director shall be responsible to the library board in matters pertaining to and concerning the library; be present at board meetings, prepare and present reports and meeting documents as requested.
2. The director shall maintain financial records in an efficient manner; present periodic reports to the library board and to the municipal governing body; prepare the draft of the annual budget to be presented to the library board and assist trustees with presentation of the adopted request for appropriation to the municipal governing body.
3. The director shall hold meetings with staff and/or volunteers for training and interpreting board policy.
4. The director will be responsible for preparing annual performance assessments for library staff and volunteers.
5. The director shall have the responsibility for collection development for all material in the library; this includes selection, ordering, processing, weeding, and inventory of the collections according to the guidelines in the policy.
6. The director will recommend changes in, or additions to, library policies as needed.
7. The director will perform preparatory work to assist the board with regular library planning.
8. The director is to administrate the services of the library. (see IV)
C. Salaries: Salary is subject to review by the library board. Salary will by based upon experience, education, years of employment and performance of job description.
D. Vacation Policy: Director and Assistant Librarian
Years of Employment/ Vacation Time Accrued
0-12 months/ none
1 year/ 40 hours for Director — 33 hours for Assistant
2-9 years/ 80 hours for Director — 66 hours for Assistant
10-15 years/ 120 hours for Director — 99 hours for Assistant
For each year after 15 years of completed service, 8 additional hours up to a maximum of 75 additional hours.
1. Amount of Vacation time is based on the director being hired to work 40 hours per week and the assistant being hired to work 33 hours per week. If hours hired change for the director or assistant the amount of vacation time earned will also change.
2. Vacation time must be used in the calendar year earned. No vacation time can be carried over to the next year without prior board approval.
3. A summary of vacation time used must be available for review of the employee by board of directors.
4. Vacation time for the director and the assistant cannot be taken concurrently without prior board approval.
5. Employee request for Vacation form must be on file at library and kept with earned/used summary sheet.
6. At least 2 week notice must be given before vacation time is used. Vacation time may be used with a shorter notice time if hours can be covered.
7. Vacation time earned will be prorated after 1 year of employment until the beginning of the next calendar year.
8. Vacation and/or sick days may not be taken on top of, or in addition to, the total number of work hours allowed per week.
E. Leave of Absence: Leaves of absence without pay may be granted to library employees for maternity, adoption, illness, travel, or graduate or certification training. All leaves are considered on a case-by-case basis and must be approved by the director. A leave for the director must be approved by the library board.
1. Requests for leave should be submitted in writing well before the time when the leave is to begin. Written requests should indicate both a beginning and ending date for the leave. Vacation time must be used before an unpaid leave will be approved for reasons other than maternity, adoption, or military training.
2. When an employee is on unpaid leave he/she is responsible for all health insurance costs and other benefit premiums or deductions that may apply.
3. In some instances it may be necessary to deny requests for leaves of absence. Leaves are a privilege and can be granted only if the best interests of the library can be maintained
F. Jury Duty: In the event a library employee is called for jury duty, the library will release them and assure no loss of wages. If fees and expenses paid to jurors do not equal or exceed wages normally paid by the library, these fees can be turned in to the library board and the employee will be paid their wages as usual.
G. Work Schedule Policy: Major changes in the director’s schedule may not be made without approval of the library board. Requests for such shall be made in writing to the library board. Requests for changes in the work schedule of other staff or volunteers shall be made in writing to the library director. A schedule of all employees work hours including director must be posted two weeks in advance. No overtime (over 40 hours per week) pay is allowed without library board approval. Board approval must be given before the over time hours are worked.
H. Meetings, Conventions, and Workshops: The director, staff and trustees attending continuing education opportunities to aid the library shall be allowed expenses at the discretion of the library board according to the amount appropriated in budget for such. The director, staff and trustees are encouraged to attend and participate in continuing education activities.
1. The director and assistant director are eligible for paid bereavement leave if there is a death in the immediate family.
2. The director may take up to 18 hours and the assistant director may take up to 16 hours of consecutive working time of paid bereavement leave for the death of a father, mother, guardian, foster parent, stepfather, stepmother, father-in-law, mother-in-law, spouse, sister, brother, child, stepchild, grandchild or grandparents.
3. Time off for other funerals will be considered on an individual basis, with the rule that personal time will be used for this purpose.
4. If leave time is required beyond that specified in this section, such additional leave time may be allowed by the board of directors and deducted from the employee’s sick leave or taken as unpaid leave.
5. Pay for paid bereavement leave shall be computed at the regular hourly rate to a maximum of 6 hours for one day. Bereavement leave shall not be credited as time worked for the purpose of computing overtime.
J. Military Leave: The director and assistant director who are duly enrolled members of the National Guard, State Guard, or any other organized reserve component of the Armed Forces of the United States shall be allowed a military leave of absence which has been ordered. The leave, under normal circumstances, will not exceed 14 days excluding Sundays and legal holidays. A copy of the order requiring attendance at military training sites shall accompany all requests for a military leave.
K. Sick, Emergency, Personal Leave:
1. After satisfactory completion of their performance probationary period, the director and assistant director shall be credited with 8 hours (Director) 6 hours (Assistant Director) of SEP time for each month worked. Leave accumulation shall be limited to 288 hours. Accumulated leave can only be used as sick days.
2. In the event an employee suffers compensatory illness in the course of performing his/her duties and qualifies for worker’s compensation, said employee may use accumulated leave credits to bring the total compensation received (between the city on said leave and worker’s compensation) up to the employee’s regular base rate of pay for any given pay period. Sick leave may be used in this manner until all of the accrued sick leave has been paid. When worker’s compensation is paid, such monies shall be paid to the city, the city shall pay the employee his or her actual wages.
3. During their initial year of employment, the new director or assistant director shall be entitled to a prorated amount of leave based on the number of months of employment during that calendar year. New director or assistant director shall be ineligible to use paid leave during their initial probationary period; however, upon completion of the probationary period, they shall be credited with leave based upon their initial date of employment with the city.
4. Accumulated leave hours may be used for illness and family responsibilities. The use of accumulated leave for purposes other than illness and family responsibilities is an abuse of sick leave policy and grounds for termination.
5. The use of leave days shall not exceed two consecutive days without review and approval of the director (for assistant director) and library board (for director).
L. Holiday Pay: The following days shall be paid holidays for the director and assistant director.
They will be paid for 8 hours (Director) and 6 hours (Assistant Director) per holiday:
New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Christmas Eve Day and Christmas Day.
M. Equal Opportunity Employment Policy: It is the policy of the Library to provide an equal employment opportunity for all qualified and qualifiable persons. Equal employment opportunity shall be according to the provisions of State and Federal laws and regulations. Refer to City of Westby Personnel Policy for more information.
N. Drug-Free Workplace Policy: In compliance with the Drug-Free Workplace Act of 1988, the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited while performing work for the Library, whether that work is carried out in the workplace building or not. All employees shall abide, as a condition of employment, by the terms of this notice and shall notify the library director or board within 5 days of any criminal drug statute conviction for a violation occurring in the workplace.
Failure to comply with the above requirements shall be grounds for appropriate personnel action against such employee up to and including termination or such employee may be required to satisfactorily participate in a drug abuse assistance or rehabilitation program.
Refer to City of Westby Personnel Policy for more information.
O. Sexual Harassment Policy:
1. Harassment on the basis of sex is a violation of Title VII (federal law) and Statute 111.36 (b)(state law). Sexual harassment, either verbal or physical is an unlawful employment practice and will not be tolerated by the Library.
2.The Library accepts and adheres to all definitions and procedures outlined in the law as regards sexual harassment. Any employee who engages in sexual harassment will subject themselves to disciplinary action up to and including discharge.
3. Refer to City of Westby Personnel Policy for more information.
P. Licenses and Certifications: The employment contract and/or letter of appointment specify that as a condition of employment the director will obtain and maintain the appropriate certification. Library directors are required to participate in continuing education activities to maintain their certification.
Q. Performance Review: The library director’s performance will be evaluated yearly by assigned members of the board of directors. The library director will evaluate other staff performance on a yearly basis.
1. The performance review should be based on three factors:
a. The director’s performance as it relates to a written job description (see attached form in appendix I.)
b. A list of objectives for the preceding year jointly written and agreed upon by the director and the board.
c. The success of the library in carrying out service programs, as well as the director’s contribution to that success.
R. Hiring Employees Under Age 18:
1. Part-time or seasonal employees under eighteen (18) years of age must have a state-issued work permit, and the permit must be obtained before the employee is allowed to begin work as a Library employee. The prospective employee may obtain the application for a work permit from any public high school; the library director needs to provide the prospective employee with a letter stating the library’s intention to employ the minor and the nature of the duties he/she will perform as an employee of the City of Westby and the Library.
S. Maternity & Paternity/Adoption Leave:
Refer to City of Westby Personnel Policy
T. Use of Library Telephone, Mail, E-mail:
1. Employees are permitted to use library telephones or computers for personal reasons, but are to limit such use to instances of necessity. This is a privilege and not a right and may be withdrawn by the library board if abused through excessive use or interference with work duties.
2. Long-distance calls for personal reasons may be made at the employee’s expense.
3. Employees shall not use the address of the Library or city offices for receipt of personal mail and other deliveries, nor shall they use library or city postage machines or stationery for personal use.
U. Absenteeism and Tardiness:
1. Notice of Absence. When an employee is unable to report to work at the scheduled time, the employee shall notify the director within 60 minutes before the start of the scheduled workday. The director will be responsible for staffing the library. If the director is unavailable, the assistant director should be contacted by employees and then the assistant director will make staffing decisions. The director shall notify the assistant director if the director is unable to report to work at the scheduled time within 60 minutes before the start of the scheduled workday, and the director and assistant director will make staffing decisions.
2. Failure to Provide Proper Notification. An employee or the director who fails to provide the foregoing notification shall not be compensated for that day unless the employee can show that circumstances beyond his/her control affected his/her ability to provide the proper notification. The library board shall review such circumstances and determine if the circumstances were valid and unavoidable.
V. Disciplinary Policy: An employee of the Library may be dismissed for any action or behavior that causes the Library’s image or operation to be diminished. This includes but is not limited to: incompetence, misconduct, inattention to assigned duties, or unapproved absences from work.
1.Normally termination would be a final step which would follow:
a. a substandard performance appraisal
b. verbal and/or written warnings,
c. suspension, and/or
d. extended probation.
2. It is important that complete and clear records be maintained of all disciplinary processes for the protection of the employee and the library.
3. The Library wants each employee to be successful in his/her job and will work with employees to eliminate deficiencies.
4. While notice of intent to terminate can be expected, the Library reserves the right to dismiss an employee without notice in cases involving theft, drug or alcohol abuse, criminal activity, or in instances of significant misconduct.
W. Grievance procedure: It is the intent of the Library that every employee shall have the opportunity to express concerns relating to the physical surroundings in which the employee works, procedures and conditions of the specific position, relationships with fellow workers or supervisors, and library rules as they apply to staff. A concern or grievance should follow the procedure below:
1. Staff grievances are to be brought to the director’s attention. If the grievance is not resolved the concern or grievance should be discussed with the library board president and possibly be taken to the library board. The concern or grievance should be submitted in writing to the library board. The board president will in turn, present the concern, during closed session, to the full board at the next, or a special board meeting. In the case of the director having a concern, this should be discussed with the board president and a written grievance or concern may be taken to the library board during closed session at the next, or special board meeting.
2. If the director is part of the problem or if the board president is part of the director’s problem, the concern or grievance should be submitted in writing to the library board. The board president will, in turn, present the concern, during closed session, to the full board at the next, or a special board meeting.
3. The board’s representative will respond to the employee within 5 days of the board meeting at which the issue is discussed, providing a determination, solution, or a strategy for how the board will address the issue over time.
X. Resignation and Retirement Policy:
1. A library employee wishing to resign or retire from employment must notify the director or the library board as soon as practicable. The library requests a minimum notice of two weeks. For the library director a notice of at least one month is preferred.
2. The employee must submit a formal, written resignation statement giving the exact date that employment is to be terminated. Between the time of notice and the time when employment ends a final performance appraisal may be conducted.
Refer to City of Westby Personnel Policy for more information about computation of final paycheck.
VIII. Materials Selection/Collection Development Policy
1. The purpose of the Library is to provide all individuals in the community with carefully selected books and other materials to aid the individual in the pursuit of education, information, research, pleasure, and the creative use of leisure time.
2. Because of the volume of publishing, as well as the limitations of budget and space,the library must have a selection policy with which to meet community interests andneeds.
3. The materials selection or collection development policy is used by the library staff inthe selection of materials and also serves to acquaint the general public with theprinciples of selection.
4. The Library Board of Trustees endorses the “Freedom to Read” and “The Library Billof Rights” as published by the American Library Association. Found as Appendix IIand III.
B. Responsibility for Selection:
The ultimate responsibility for selection of library materials rests with the library directorwho operates within the framework of the policies determined by the Library Board ofTrustees. This responsibility may be shared with other members of the library staff; however, because the director must be available to answer to the library board and the general public for actual selections made, the director has the authority to reject or select any item contrary to the recommendations of the staff.
C. Criteria for Selection:
1. The main points considered in the selection of materials are:
a. individual merit of each item.
b. popular appeal/demand.
c. suitability of material for the clientele.
d. existing library holdings.
2. Reviews are a major source of information about new materials. Sources of such reviews are trade publications such as Booklist, New York Times Book Review, YALSA, as well as ALA and WLA reviews.
3. The lack of a review or an unfavorable review shall not be the sole reason for rejecting a title which is in demand. Consideration is, therefore, given to requests from library patrons and books discussed on public media. Materials are judged on the basis of the work as a whole, not on a part taken out of context.
1. An up-to-date, attractive and useful collection is maintained through a continual withdrawal and replacement process. Replacement of worn items is dependent upon current demand, usefulness, more recent acquisitions, and availability of newer editions. This ongoing process of weeding is the responsibility of the library director and is authorized by the library board. Withdrawn materials can be disposed of as the director sees fit.
2. Certain items which the director or board deems to no longer be worthwhile may be disposed.
E. Potential Problems or Challenges:
1. The Library recognizes that some materials are controversial and that any given item may offend some patrons. Selection of materials will not be made on the basis of anticipated approval or disapproval, but solely on the basis of the principles stated in this policy.
2. Responsibility for the reading of children rests with their parents or legal guardians. Selection of library materials will not be inhibited by the possibility that materials may come into the possession of children.
3. Library materials will not be marked or identified to show approval or disapproval of their contents, and no library material will be sequestered except to protect it from damage or theft.
4. Materials/items for which library no longer deemed to be worthwhile will be sold or discarded.
F. Challenged Materials:
1. Although materials are carefully selected, there can arise differences of opinion regarding suitable materials. Patrons requesting that material be withdrawn from or restricted within the collection will be presented with the “Request for Reconsideration of Library Resources” packet which is available at the Library. When the patron has completed the steps outlined in the packet, the inquiry will be placed on the agenda of the next regular meeting of the Library Board, and will be resolved by consensus in closed session if necessary. The material will continue to circulate until the matter is resolved.
a. Sample of the “Request for Reconsideration of the Library Resources” is found in Appendix IV.
G. Gifts and Donations:
1. The library accepts gifts of books and other materials with the understanding that they will be added to the collection only if appropriate and needed. If they are not needed because of duplication, condition, or dated information the director can dispose of them as he/she sees fit. The same criteria of selection which are applied to purchased materials are applied to gifts. Memorial gifts of books or money are also accepted with suitable bookplates placed in the book. Specific memorial books can be ordered for the library on request of a patron if the request meets the criteria established by the board. It is desirable for gifts of, or for specific titles, to be offered after consultation with the library director. Book selection will be made by the director if no specific book is requested. The Library encourages and appreciates gifts and donations.
2. By law, the library is not allowed to appraise the value of donated materials, though it can provide an acknowledgment of receipt of the items if requested by the donor.
3. If a gift is given that the Library Board does not deem appropriate, the gift may be declined and a suitable recommendation made to the donor.
4. Naming rights will be at the discretion of the library board. When a gift of $500 or more is given, a name plate will be added to the gift wall plaque.
5. Money given for the purchase of library materials and programing will be deposited in the library account with the city of Westby. The library director will expend these accounts and the library board will be informed of the donation. A thank-you note will be written by the director.
6. Monitory donations more than $500 given to the library will be placed in the library board controlled account. The donation will be used at the discretion of the library board. A thank-you note will be written.
H. Interlibrary Loans:
1. Because of limited budget and space, the library cannot provide all materials that are requested. Therefore, interlibrary loan is used to obtain from other libraries those materials that are beyond the scope of this library’s collection. In return for utilizing interlibrary loan to satisfy the needs of our patrons, the Library agrees to lend its materials to other libraries through the same interlibrary loan network, and to make an effort to have its current holdings listed in a tool that is accessible by other libraries throughout the state.
IX. Circulation Policy
1. All borrowers must be registered and must have a valid local or system patron card to borrow library materials.
2. Patrons must fill out an application form to register for a new library card. The following statement will be printed on the registration form for the patron’s information and acceptance:
I agree to be responsible for all items borrowed with the library card issued in the above
name, including items borrowed with it by others with or without my consent unless I have
previously reported the loss of my card. I promise to comply with all library rules and policies
both present and future, and to give prompt notice of change of address or loss of library card.
a. Identification is required. A driver’s license or student ID is preferred; however, any other official ID or recent non-personal piece of mail may be acceptable.
3. Applicants under 13 years of age must have a parent or guardian give their consent on the application form before a new card can be issued. This parental signature is not required for children who are renewing cards.
4. Materials cannot be checked out until a library card is issued.
5. Library cards may be issued to nonresidents of Wisconsin at the discretion of library staff. Out of state residents will only be able to use said library card to checkout materials that are currently on the shelves of the the Library.
B. Lost or Forgotten Cards:
1. If a patron loses his/her library card, that patron should notify the library as soon as possible and request replacement.
2. All patrons, adult and juvenile, are expected to bring their library cards with them if they intend to check out items.
C. Loan Periods:
1. Loan periods are 3 weeks for books, audio books and compact discs.
2. Generally, reference books do not circulate. Upon request, some reference materials may be checked out at the discretion of library staff.
3. Interlibrary loan books are three weeks and videos are one week, unless the loaning library requests its return sooner.
4. Loan periods for video materials and DVDs are 1 week.
5. Books and video materials may be renewed once if there is not a waiting list.
6. Periodicals may be checked out for three times.
a. The director may establish the loan period for special collections, materials which are temporarily in great demand, such as for student projects, or materials added to the collection which are in a new format, e.g., computer software.
b. There is no limit on the number of items a patron can borrow at one time, with the exception that two items on a subject is the limit for a known school assignment.
D. Reserves / Holds:
Library Patrons may reserve or request materials in person, over the phone or on the internet. Patrons will be notified when the requested materials become available. There is no charge to the patron for placing a request reserving materials. When materials become available, they will be placed on the “hold shelf” for up to seven days. If the materials have not been picked up by the end of seven days, items will be returned to the owning library, or sent to fill the next patron request. Individual patrons are allowed to have a maximum of 10 items on the “hold shelf” at any one time.
E. Fines and Charges:
Fines for the Library are as follows: All materials are subject to a 10¢ per day late fee. Fines will never exceed the cost of replacement and the $5 processing fee.
F. Damaged Materials:
Materials returned damaged or in unusable condition, the patron must pay the replacement cost. If reparable, the patron will be assessed the cost of the repair. A notice of these charges will be sent to the borrower. Lack of payment will result in the loss of library privileges.
G. Lost Materials:
After materials have been marked as lost, patron may still return the item any time within the next 365 days. If the material has not been replaced, the item may be returned and patron will be responsible for the maximum $5 fine. If the item has been replaced, patron is responsible for the replacement cost plus processing fee, and may keep the lost item. The librarian may replace the material at any point after it has been marked as lost.
1. As specified in Wisconsin Statutes 43.30, “records of any library which is in whole or in part supported by public funds, including the records of a public library system, indicating the identity of any individual who borrows or uses the library’s documents or other materials, resources or services may not be disclosed except by court order or to persons acting within the scope of their duties in the administration of the library or library system, to persons authorized by the individual to inspect such records, or to libraries authorized under subs. (2) and (3).”
2. The Library adheres strictly to all sections of this statute regarding the protection of the confidentiality of its users.
3. Library staff is aware of the requirement specified in Wisconsin Statutes 43.30 to disclose to a custodial parent or guardian of a child under age 16 any records relating to that child’s use of the library’s materials, resources or services. This may include any records of library activities which are maintained by the library, but only records for the particular individual specified in the request.
4. If there is a concern about the identity of the person making a request for records of a child under the age of 16, the form “Custodial Parent/Guardian Certification” found in Appendix V shall be filled out and signed before records will be made available.
5. A custodial parent/guardian request will be acted upon as soon as practicable.
6. Library staff must refer all requests for library records and all requests for information about particular library users to the library director or the library director’s designee. Procedures for staff to follow in case of law enforcement visits are found in Appendix VI.
7. The Library staff will not discuss the reading habits or movie tastes of patrons; will not reveal who has been issued a library card; and will not share information about use of library resources and services by identified library patrons except as necessary for the performance of their job duties and in accordance with law and procedures approved by the library director and/or board.
X. Reference Service Policy
A. Library staff will provide information in the form of short answers to specific questions and guidance in locating material for patrons who appear in person, telephone, or request information through correspondence.
B. Staff will assist patrons in the use of the library and teach basic research methodology, when appropriate (this includes providing help in developing a research strategy and advice on whether a trip to the library would be worthwhile for individuals who telephone).
C. Staff will provide bibliographic verification of items both in the library and not owned by the library and will assist patrons in obtaining materials through interlibrary loan, when appropriate.
D. Staff may refer library users to other agencies and libraries in pursuit of needed information.
E. Staff may use not only the library’s resources in printed form, but consult appropriate digital resources as well as the regional resource library and other agencies by telephone in pursuit of “ready reference” information.
XI. Programming Policy
A. A “program” is a planned interaction between the library staff and the program participants to promote library materials, facilities, or services, as well as offering the community an informational, entertaining, or cultural experience.
B. Programming includes but is not limited to such activities as story times, films, summer library program for children, speakers, and book or author discussion groups.
C. The board, in conjunction with the library director, will establish a budget and goals for programming to facilitate the effective implementation of this service.
XII. Public Relations Policy
A. Public relations goals of the Library are:
1.To promote a good understanding of the library’s objectives and services among governing officials, civic leaders, and the general public;
2. To promote active participation in the varied services and activities offered by the library to people of all ages.
B. The board recognizes that public relations involves every person who has connection with the library. The board urges its own members and every staff member to realize that he or she represents the library in every public contact. Good service supports good public relations.
C. The director will be expected to make presentations and to participate in community activities to promote library services. A reasonable amount of library time will be allowed for preparation and speaking. Materials to be used by press, radio, or television will be approved by the director.
D. Library staff will not sell tickets, buttons or be involved in fundraisers for private or community organizations, this includes benefit donations.
XIII. Displays and Exhibits Policy
A. As an educational and cultural institution, the Library welcomes exhibits and displays of interest, information, and enlightenment to the community. Displays of handiwork, historical material, nature study, or any other material deemed of general interest may be exhibited. The director shall accept or reject material offered for display based on its suitability and availability.
B. The library assumes no responsibility for the preservation or protection, and no liability for possible damage or theft of any item displayed or exhibited. All items placed in the library are there at the owner’s risk.
C. Areas available to the public for displays and exhibits are the glass exhibit case, the general bulletin board and on top of magazine shelves. A release must be signed by the exhibitor before any artifact can be placed in the library. An example of the release follows:
Library Display and Exhibit Release: I, the undersigned, hereby lend the
Following works of art or other material to the Library for exhibit purposes
only. In consideration of the privilege of exhibiting them in the Library,
I hereby release said Library from responsibility for loss, damage or
destruction while they are in the possession of the Library.
Exhibition to be held in the ________________________________________
Description of materials loaned_____________________________________
XIV. Public Notice Bulletin Board Policy
A. Bulletin board materials may be submitted for posting by nonprofit organizations for civic, educational, or cultural purposes. Such organizations may submit literature publicizing a specific event. Limited space generally allows only short-term notices. The director must approve all postings and may prohibit postings which do not meet library standards. Library staff will place and remove postings promptly.
XV. Meeting Room (Story Room) Usage Policy
A. Library programming will have first priority in room use.
B. The room is available to individuals or organized groups.
C. The fact that a group is permitted to meet at the library does not in any way constitute an endorsement of the group’s policies or beliefs by the library staff or board of directors.
D. The room may be reserved no more than 1 week in advance and use must take place during library hours.
E. There will be no charge for use of the meeting room.
F. No admission may be charged by the group or individual using the room.
G. No refreshments may be served and no smoking is allowed.
H. Only groups less than 12 people may use the meeting room.
I. The people using the room shall leave it in neat, clean, and orderly condition. If not, the group or individual will be denied access to the meeting room in the future.
J. The library is not responsible for any equipment, supplies, materials, clothing or other items brought to the library by any group or individual attending a meeting.
K. The library board and staff do not assume any liability for groups or individuals attending a meeting in the library.
XVI. Equipment/Material Use Policy
A. A computer is available to patrons on a first-come, first-served basis. To make the service available to as many patrons as possible, a time limit for usage has been imposed. Library staff is available for general assistance in using the computer, time allowing. However, staff is not expected to train patrons in the use of application programs.
1. Tutorial manuals will be provided when available.
B. A printer is available at a charge. Only paper from the library will be used.
C. A photocopy machine is available to patrons to copy materials at a charge. Only paper from the library will be used. Copy machine users are advised that there are restrictions on copyrighted materials. Any violation of copyright is the responsibility of the copy machine user.
D. Parents of minor children must assume responsibility for their children’s use of equipment.
E. Fax machine is for staff use only.
F. The library assumes no responsibility for damage or alleged damage to a borrower’s tape player, CD player, VCR, DVD player, MP3 player, computer or car stereo system, etc., by library materials.
XVII. Computer Use Policy
A. The Library is providing computers and access to the Internet as a means to enhance the information and learning opportunities for the public.
B. The library board, its staff, and volunteers have no control over the information on the Internet and are not responsible for the availability and accuracy of information found on the internet.
C. Computer and Internet use is offered in sessions on a first come-first serve basis. Exceptions may be made if deemed appropriate by the librarian.
D. Users should be aware that the inappropriate use of electronic information resources is a violation of local, state, and federal laws and can lead to prosecution. Users will respect and uphold copyright laws and all other applicable laws and regulations. Users shall not distribute computer viruses or cause damage to computer equipment or programs.
1. The user will be held responsible for their actions using the Internet.
E. Parents of minor children must assume responsibility for their children’s use of the Internet.
F. Children that are under 10 years old must have a parent/guardian present during their child’s use of the Internet.
G. Children under 10 may use the software installed on the computer without accessing the Internet under the librarian’s discretion.
H. Users may not access pornographic materials on the internet.
I. Absolutely no FOOD or DRINK while on a computer.
J. There is a cost for printing.
K. Patrons must logout when finished using the computer.
L. Laptop Policy:
1. All rules regarding the usage of stationary computers and the Internet use policy will apply to Library’s laptops for public use.
2. Users must be 16 years of age and leave a valid library card or driver’s license with the circulation staff while using the laptops
3. Laptop users are expected to exercise caution while using the laptops.
4. Circulation staff may revoke laptop privileges for rule infractions.
5. At the director’s discretion, staff may use the laptops outside the library if necessary to complete job duties.
M. Library fines over $10 prevent use of the Internet.
XVIII. Revision of Library Policies
A. The statements of Library’s policies shall be subject to review and required revisions at least every five years by the library board. Individual policies will be reviewed or added as needed.
XIX. Library Closings
A. Holiday Closings:
The Library shall be closed at the following times:
1. New Year’s Day. If New Year’s Day is on a Monday the Library will be closed on the previous Sunday. If New Year’s Day is on a Sunday, the Library will be closed the following Monday. If New Year’s Day is on a Saturday, the library will be closed the following Sunday.
3. Memorial Day and the preceding weekend.
4. Independence Day. If Independence Day falls on a Sunday then the library will be closed the following Monday.
5. Labor Day and the preceding weekend.
6. Thanksgiving and the preceding evening at 5 p.m.
7. Christmas Eve Day
8. Christmas Day. If Christmas Day is on a Sunday, then the library will be closed the following Monday. If Christmas Day is on Saturday, the library will be closed the following Sunday.
9. New Year’s Eve day (December 31) the library will close at 5 p.m. If New Year’s Eve day is on a Sunday, the library will be closed the entire day. If New Year’s Eve Day is on a Saturday, the library will close at its regular time, 4 p.m.
B. Emergency Closings:
1. When the Westby Area School District closes due to health reasons, the Library will also close to the public on those days.
2. Extreme Weather:
Person who is working will contact the library director for a decision about closing. If unable to reach library director, personnel will contact any other board member for a decision about closing.
XX. Social Networking Media
A. Library employees involved with social networking media will become familiar with the terms and conditions of each media being used by the library.
B. Library director will enforce certain restrictions to ensure consistency, safety and effective communications.
C. Library social networking media content and comments should not contain:
1. Comments not topically related to the particular content.
2. Profane language or tone.
3. Harassing language or tone
4. Content that promotes, fosters or perpetuates discrimination on the basis of race, creed, color, age, religion, gender, marital status, status regarding public assistance, national origin, physical or mental disability or sexual orientation.
5. Sexual content or links to sexual content.
6. Solicitations of commerce.
7. Conduct or encouragement of illegal activity.
8. Information that may tend to compromise the safety or security of the public or public system.
9. Content that violates an ownership interest of any other party.
10. Promotion or opposition of any person campaigning for election to a political office, or promoting or opposing any ballot proposition unless specifically authorized by the Library Board of Trustees.
11. Disclosure of information that the library and its employees must keep confidential by law or administrative rule.
12. Endorsement of political parties, candidates, or groups.
13. Potentially libelous statements.
14. Plagiarized or copy-written material.
15. Private, personal information published without consent.
16. Comments totally unrelated to the content of the discussion.
17. Hyperlinks to material that is not directly related to the discussion.
18. Photos or other images that fall in any of the above categories.