Bell County (KY)
Public Library District

Library Policies

 

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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.

 

LIBRARY ORGANIZATION

 

Bell County Public Library District

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

This Board of Trustees is responsible for:

 

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

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

·         Hiring a District/County Librarian.

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

·         Making other legal contracts for the Library System.

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

·         Providing technical services for the library system.

 

OPEN RECORDS POLICY

In keeping with the principle that the Bell County Public Library District is a public agency, the records of the District will be available for public inspection at the times and places specified as follows:

Bell County Library District Records will be available the second Monday of each month from 11:00 a.m. to 4:00 p.m. in the Middlesborough Public Library and will include Annual Reports since the formation of the Library District, minutes of the meetings of the County Library Board, authorized payment vouchers, annual financial reports, audits and budgets.

Copies of any record may be obtained by any adult members of the public upon payment of the current posted fee for copier use, with a limit of a total of twenty-five copies on any single viewing day to avoid lengthy diversion of staff time from regularly assigned duties.


INVESTMENT POLICY  (As required by KRS 66.480)

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

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

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

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

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

 

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

 

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

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

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

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

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

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

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

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

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

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

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

ORDER OF BUSINESS:

 

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

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

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

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.

 

USE OF COMMUNITY ROOM

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

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

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

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

 

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

FOOD POLICY

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

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

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

 Alcoholic Beverages are prohibited.

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

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

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

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

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

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

 

 

COPYRIGHT

 

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

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

 

MATERIALS SELECTION POLICY

AUTHORITY

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

 

RESPONSIBILITY

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

 

COMMUNITY ANALYSIS

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

 

OBJECTIVES

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

 

CRITERIA (BASIC)

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

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

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

 

CONTROVERSIAL ISSUES

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

 

EXCLUSIONS

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

 

RELIGION

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


GIFTS

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

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

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


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

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

PERIODICALS

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

 

CHILDREN'S BOOKS

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

 

MATERIALS SELECTION AIDS

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

 

SPECIAL COLLECTIONS

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

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

 

MEMORIAL GIFTS

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

  

WEEDING

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

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

1. Materials which contain outdated or inaccurate information;

2. Superseded editions;

3. Worn or badly marked items;

4. Duplicate copies of seldom used titles.

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

 

 

MAINTENANCE

 

RECORDS RETENTION POLICY

 

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

 

RECORD RETENTION PERIOD DISPOSITION INSTRUCTIONS
Annual Reports
(state and federal)
Permanent Retain
Architectural Plans of Existing Building & Real Property Permanent Retain
Bank Statements
(Cancelled checks, check stubs, deposit tickets, vouchers)
4 Years Destroy
(After quadrennial audit completed)
Budget
(As approved by board)
Permanent Retain
Construction and/or Renovation Documentation Permanent Retain
Correspondence
(General)
Indefinite Destroy
(After two years if no longer needed)
Correspondence
(Official, Board or Business)
50 Years Destroy
Disposition or Surplus
Property Under $1,000.00
Indefinite Sell or Destroy (As needed)
Minutes of Board Meetings Permanent Retain
Staff Time Sheets 6 Years Destroy

 

BUILDING MAINTENANCE POLICY

 

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

 

INVENTORY POLICY


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

 

 

USE OF LIBRARY

GENERAL

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

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

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

 

PATRONS

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

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


CIRCULATION

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

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

Loan Periods:

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


LIMITATIONS

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

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

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



INTERLIBRARY LOAN POLICY

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

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

 

DISPLAYS

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

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

 

PETITIONS

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

 

PERSONNEL POLICIES

EMPLOYMENT PRACTICES

RECRUITMENT AND HIRING

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

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

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

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

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

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

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

EQUAL OPPORTUNITY

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

AMERICANS WITH DISABILITIES ACT

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

 

 WORK HOURS

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

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

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

 

EMPLOYMENT OF RELATIVES

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

 

CONFLICT OF INTEREST

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

 

PROBATIONARY PERIOD

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

 

PERFORMANCE REVIEW / STAFF DEVELOPMENT

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

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

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

PERFORMANCE IMPROVEMENT

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

DEMOTION

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

 

TERMINATION OF EMPLOYMENT

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

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

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

 

LAY-OFFS

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


BENEFITS AT TERMINATION

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

 

DISCIPLINARY ACTION

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

 

DISPUTE RESOLUTION / GRIEVANCE

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

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

 

CERTIFICATION

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

RELATIONS WITH THE PUBLIC

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

 

DRESS CODE

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

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

 

  •  Clothing that is tight or sloppy

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

  • Exercise apparel, sweat pants, jogging clothes

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

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

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

  • Extreme or poorly maintained hairstyles

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

  • Visible facial jewelry, torso body piercings, and tattoos

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

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

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

 

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