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PURPOSE OF LIBRARY
OBJECTIVES
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.
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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:
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Call to order
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Approval of minutes (Either read or
previously received)
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Approval of Treasurer’s report
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Report of Librarian
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Report of Committees
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Approval of bills
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Communications
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Unfinished business
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New business
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Adjournment
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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
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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.
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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.
- Community
room key must be picked up during regular library business hours.
- Groups or
individuals are liable for damage to building and contents.
- Users are
requested to leave the community room in the same condition in which it
was found.
- 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.
- 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.
- All doors
must be checked to make sure they are locked and secure.
- The stove
must be checked to make sure it is not left on.
- The keys must
be returned to the librarian during regular library hours. .
- Request help
from the library staff in learning to turn the lights on and off and
securing the doors.
- Federal law
requires that this building be smoke free. No smoking is permitted
anywhere in the library.
- 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.
- 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.
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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.
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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.
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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.
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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.
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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:
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Clothing
that is tight or sloppy
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Jeans that are worn, faded, torn,
frayed, stained, hip-hugging, or the like
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Exercise apparel, sweat pants,
jogging clothes
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Above-the-knee garments, including
shorts/culottes and mini-skirts
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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
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Hats, caps, jewelry, and
accessories that are inappropriate or excessive for a
business/professional environment
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Visible facial jewelry, torso body
piercings, and tattoos
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Offensive body odor, poor personal
hygiene, strong perfumes/scents
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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.
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 3rd and 5th hour. A worker scheduled to
work on Saturday w |