Culbertson Public Library

Culbertson Public Library Policies

CULBERTSON PUBLIC LIBRARY GENERAL AND CONFIDENTIALITY LIBRARY POLICIES

Confidentiality:

A. In a Library, user privacy is the right to open inquiry without having the subject of one’s interest examined or scrutinized by others.

B. Confidentiality exists when a library is in possession of personally identifiable information.

C. Privacy is essential to the exercise of free speech, free thought, and free association. The courts have upheld the right to privacy based on the Bill of Rights of the U. S. Constitution.

D. The Culbertson Public Library Protects each library user’s right to privacy and confidentiality with respect to information sought or received and resources consulted, borrow, acquired or transmitted.

E. The Culbertson Public Library maintains user information as part of its circulation system. It does contain personal information such as user’s name, address, phone and cell numbers, and library card number. The Culbertson Public Library contains no records of books or other materials borrowed and returned. The Culbertson Public Library contains limited information about computer sign up and all data on computers is purged at closing of each business day.

F. The Culbertson Public Library and it’s staff do not disclose any user/patron information except as required by law or user permission. This includes disclosure or distribution of information upon request by parent or guardian for a child’s records.

G. User information may be compiled for required statistical reporting to federal, state local and private funding bodies.

General Policy

A. Within the library, the use of every collection is free to all. Service will not be denied or abridged because of gender or age; because of religious, racial, social, economic, or political status; because of mental, emotional, or physical condition; or because of sexual orientation. Responsibility for the reading of minors rests with their parents or legal guardians. The library staff will not with-hold library materials from any patrons because of age.

B. Staff will provide information as best they can (research time is 30 minutes or less) to specific questions for Village of Culbertson users who appear in person, call on the telephone, or request information through mail or electronic means.

C. If tax forms are received from the IRS or the Nebraska Department of Revenue, they will be made available to the public for free. If photocopies of forms or publications are requested, the patron must pay the current charge per copy, 10 cents black and white, 35 cents color. Printable forms are also available via the Internet at the current charge per page printed.

D. Free Internet access is available to everyone, all other library guidelines, including copy charges, apply. Personal devices may directly access the library’s Internet connection only if current requirements for technology protection measures are satisfied. Free wireless access is also available.

E. Copies may be made by the public at the current fee. Current copyright guidelines apply to all copies or printouts made in the library.

F. A typewriter is available, at no cost, for in library use only.

G. Public restroom facilities are available.

H. Currently FAX service is NOT available at the library.

I. No animals, other than service animals as defined by federal and state law, shall be allowed in the library building.

J. Hours

1. The library will be open to the public a minimum of 16 hours per week.

2. The decision to close the library for special events will be made by the Library Director and the President of the Board.

3. The Library Director may close the library because of storms or other problems and report the occasion at the next board meeting.

4. The library will be closed on the holidays which are observed by the Village of Culbertson and other days designated by the Library Board. If December 24 and December 31 fall on weekdays, the library will close at the time(s) specified by the Village Board.

J. These policies may be amended at any regular or special meeting of the Library Board provided that written notice was given to each member at least two days prior to the meeting and the meeting was posted in accordance with the Nebraska Open Meetings Act. In the case of conflicting policies, the policy most recently amended shall supersede all other policies.

Revised Status August 6, 2012

CULBERTSON PUBLIC LIBRARY COLLECTION DEVELOPMENT POLICY

The Culbertson Public Library is a public institution established and funded by the Village of Culbertson to fill the informational needs of this community. Patrons of the library include not only citizens of Culbertson but also of the surrounding area as well as students in Hitchcock County. Library patrons come from diverse educational, cultural and economic backgrounds and display a wide variety of interests, needs, values, and viewpoints; to remain relevant the library collection must do the same.

A. The library gathers materials, both print and non-print, on subjects of interest to the community. In collecting these materials, the library adheres to the principles embodied in the Library Bill of Rights and this policy statement.

1. The library maintains a vigorous program on behalf of intellectual freedom.

2. Care will be taken so that no one patron or group unduly influences the selection or withdrawal of library materials.

B. The library collection is kept relevant by adding purchased or donated items that enhance existing resources.

1. Priorities of the Culbertson Public Library collection take into account the interests of the community as well as the accessibility of information from other community resources.

a. Items of local significance are added to the collection whenever possible and are generally not discarded or circulated if deemed irreplaceable.

b. Popular fiction and nonfiction titles for all ages constitute a major emphasis of the library’s collection. Titles with lasting value will be added to the library’s permanent collection as resources allow.

c. A paperback trade collection of donated books will be maintained. Any individual is welcome to take out as many of these paperbacks as are brought in. No checkout is involved, so no library card is required.

d. Periodical titles owned include those covering current issues, popular culture, hobbies, and regional news. Scholarly journals are not a standard part of the library’s collection.

2. Selection of materials to be added, whether purchased or donated, follows standard guidelines.

a. The final responsibility for selection of library materials rests with the Library Director who operates within the framework of policies set by the Culbertson Public Library Board.

b. At least one of the following criteria will be used in material selection: needs and interests of the library’s users and anticipated users, accuracy and responsibility of the author, effective expression, significance of the subject, or the item’s relationship to the rest of the collection.

c. Selection criteria for audiovisual and other non-print materials include such factors as artistic and technical standards in addition to content related values.

d. Standard selection tools such as, but not limited to, book reviews from professional journals, best seller lists, and other professional library publications are used to determine usefulness of all print and non-print materials.

e. Patron requests are considered when it is felt the material suggested will be of use in the collection.

3. Additions to the library’s collection are dependent to some extent upon available funds.

a. The library secures the best discount possible.

b. Acquisition records show what is on order, what has been received, and current budget expenditures, balances and encumbrance.

c. Orders for library materials are placed at intervals throughout the year to insure a regular flow of acquisitions.

C. Because the Culbertson Public Library cannot purchase all materials that are requested by patrons, interlibrary loan is used to provide patrons with access to materials beyond the scope of the local collection. Use of the interlibrary loan service is dependent on the good standing of the patron (see the circulation policy).

D. Weeding is an important part of collection development.

1. The collection is systematically weeded to make the library’s holdings more attractive and easier to use and to allow space for new purchases.

2. Weeding criteria includes: obsolete, inaccurate, or outdated information, little or no circulation, damaged or dirty condition, duplicates no longer needed.

3. Weeded material is offered to the public.

E. Method for handling complaints:

1. If, at any time, a patron of the Culbertson Public Library believes that material is inappropriate for the collection, he/she may file a written Request for the Reconsideration of Materials. If the patron feels there is a problem with or violation of a Library Board policy, the patron may file a written Request for Policy Review.

2. “On order” materials will be reviewed by the Board if at least three written complaints are received before the receipt of the item.

3. The Library Director will consider the Request for the Reconsideration of Materials or the Request for Policy Review and will respond in writing to the complainant within seven working days.

4. If the response of the Library Director does not satisfy the patron, he/she may schedule a time to appear before the Library Board concerning the complaint. Scheduling must be done by the Library Director at least one week before the board meeting to be put on the posted agenda.

Revised Status August 6, 2012

Culbertson Public Library Public Internet and Computer Acceptable Use Policy

All Internet resources accessible through the Library are, within legal limits including the Children’s Internet Protection Act (CIPA), provided equally to all users, with the understanding that it is the individual user’s responsibility to demonstrate judgment, respect for others, and appropriate conduct while using Culbertson Public Library resources and facilities.

A. Responsibility of the Library

The Culbertson Public Library does not monitor and has no control over the information accessed through the Internet and cannot be held responsible for its content. The Internet is a global entity with a highly diverse user population and Library patrons use it at their own risk.

Patrons may access the library’s Internet connection via library owned or personal devices only if current requirements for technology protection measures are satisfied.

The Culbertson Public Library, in compliance with CIPA, installed a technology protection measure (TPM or filtering software) on all library computers that have Internet access. Access to the library’s Internet connection by patrons using wired personal devices is regulated similar to patron use of library computers. Patrons who access the Internet using personal devices with wireless connectivity must still abide by all other library guidelines. Compliance with CIPA mandates measures to restrict access by any patron of visual depictions of child pornography or other sites that are defined as obscene, and to restrict access to sites deemed harmful to all patrons under age 17. CIPA defines harmful to minors as any picture, graphic image file or other visual depiction that: a) taken as a whole, appeals to a prurient interest in nudity, sex, or excretion; b) depicts, describes, or represents, in a patently offensive way, an actual or simulated sexual act or sexual contact, actual or simulated normal or perverted sexual acts, or a lewd exhibition of the genitals; and c) taken as whole, lacks serious literary, artistic, political, or scientific value. Because no TPM can currently evaluate and block images, the least restrictive software blocking categories that by their definitions appear to include prohibited visual depictions will be used. In accordance with the Supreme Court ruling of June 23, 2003 in relation to CIPA, library staff will disable the filtering device to provide patrons, age 17 and above, access to sites needed for bona fide research or other lawful purposes. These patrons must provide proof of birth date to the staff, upon request, when they request the filter to be disabled. To assure that patrons of all ages are able to access Internet sites that have been mistakenly blocked, the library will provide a method by which patrons can request that such sites be unblocked and staff will address the request in a timely manner. The library, having installed and enforced the operation of a TPM in compliance with CIPA, will have no liability for damages related to the operation of, or failure of, the filtering software, or for its circumvention by users.

The Culbertson Public Library upholds the right of confidentiality and privacy for all library users. In order to protect the privacy of the user and the interests of other library patrons, the Library will manage access to the Internet by the use of privacy screens, judicious placement of the terminals, or other appropriate means.

Library staff cannot be responsible for providing in depth training on the Internet or other computer functions. However, authorized staff will do its best to introduce to the computer users the basics of the Internet or other in house computer programs and they may be able to answer simple questions. Because of library staff schedules, computer or Internet trained staff may not always be available.

C. Responsibilities of Computer Users

Library computers and/or the Internet may not be used by anyone, including minors (defined as under 17 by CIPA), for illegal activity, or to access illegal materials. Library customers who encounter behavior from others that violates library policy should report it to library staff. Library employees are authorized to take prompt and appropriate actions to enforce the Rules of Conduct, and/or to prohibit use by persons who fail to comply with the Internet Acceptable Use Policy as stated or implied herein.

Parents (including legal guardians), not the Library or its staff, are responsible for the Internet information selected and/or accessed by their children. Parents and only parents may restrict their children, and only their children, from access to Internet resources available through the Library. Parents, if they have concerns about what is accessible on the Internet, are encouraged to supervise in person their child’s Internet sessions. Parents may choose to deny their child’s access to the Internet, by not signing the internet agreement form. or may choose to do nothing which places the responsibility for Internet choices with their child. The Library staff will not supervise Internet sessions of any patron, regardless of age. Patrons must exercise caution when using the Internet to avoid unauthorized disclosure, use, and dissemination of personal identification information. Parents should caution their minor children against sharing personal facts on the Internet. Internet users should remember to be good online consumers. As with print information, consider the source, date, and accuracy of online information. Although the Internet provides users with a wide array of excellent information, it also contains information that may be inaccurate, outdated, or personally offensive. Use information found on the Internet only after evaluating its quality. Patrons who are 17 and older are responsible for determining their need to have the TPM disabled and to make such request of staff. When finished with their session, these patrons must restart their computers to insure filters are enabled for the next patron. Failure to do this may result in permanent loss of computer privileges. CIPA requires that everyone age 16 and under use computers with the TPM enabled; parents may not authorize that they be disabled for their children. Users should be aware of the limitations of Internet filtering devices. While designed to restrict access to Internet content that could be deemed inappropriate, these systems are no substitute for individual judgment and/or parental involvement and oversight. Filters may block sites which have legitimate research value, as well as allowing some content through which some may find objectionable.

D. Rules of Conduct

1. When current requirements for technology protection measures are satisfied, patrons with library accounts in good standing may request access to library computers or the library’s Internet connection. Visitors may be granted access to library computers or Internet connection using a temporary guest pass.

2. The library’s computers and/or Internet connection may not be used for illegal activity, or to access illegal materials.

3. Library owned software will be handled by library staff only.

4. Users will respect copyright laws and licensing agreements.

5. Users will not make any attempt to gain unauthorized access to local or remote restricted files or networks, or to damage or modify computer equipment or software. Deliberate attempts to circumvent data protection, TPM or filtering software or other security measures are not allowed. Users must restart their machines at the end of every session.

6. Prompt payment is required when charges for printing (from Internet, word processing document, or any other source) or other fees are incurred. Charges for black ink copies are 10 cents a page and for color copies are 35 cents a page.

7. Users must sign up to use public computers and are allotted a 30 minutes. If a patron is waiting and the present user has been on 30 minutes or more. Users must end their session and leave the terminal or port when asked to do so by authorized Library staff, even if they have not completed their session.

9. Reasons for termination of session include, but are not limited to, behavior disturbing library patrons or staff, misuse of computer, improper disabling of TPM or filtering software, damaging library property, illegal activity, etc.

10. Users will respect the privacy of other users, and will refrain from attempting to view or read material being used by others.

11. Library staff may limit the number of users at any station based on the disruption the users cause to normal library service (examples of unacceptable action listed in number 9).

12. All library policies relating to behavior in the library apply to computer users. Computer users must comply with all applicable Village, state, and federal laws. Examples of laws that may apply include libel, privacy, copyright, trademark, computer fraud, spamming, and child pornography. This list of examples is not exhaustive, but is intended to illustrate the kinds of laws that may apply to computer users in the Culbertson Public Library.

E. Termination or Prohibition of User Access

If a Library employee believes a user has failed to comply with the “Internet Acceptable Use Policy” and/or the “Rules of Conduct,” the computer user may be barred from the current or subsequent sessions for up to two weeks from the date of informing the user of that action. After presentation of the user’s actions to the Library Board, a patron may be required to pay for repair costs due to actions of vandalism, or may be permanently barred from further computer access at the Library. Internet users whose access has been terminated or prohibited may protest the action and/or request that computer access privileges be reinstated using the regular complaint form and procedure in place.

F. Acceptance

The Culbertson Public Library considers use of any public access computer in its facilities to constitute an acceptance of its Internet Use Policy, including the Rules of Conduct as posted in the computer area.

Revised Status August 6, 2012

Culbertson Public Library Board, Personnel and Volunteer Policy

All library staff members are considered employees of the Village of Culbertson and thus fall under the regulations set forth in the Village of Culbertson, Nebraska Personnel Manual. This manual should be referred to for most personnel issues and takes precedence if anything in this policy is contradictory.

The Village Board shall have supervisory authority over all employees of the library, including the Library Director.

A. Library Board

1. Library Board members are selected by the Village of Culbertson Board, often with input of the Library Director, and approved by the Library Board.

2. The Library Board operates under the approved Bylaws of the group and in accordance with all applicable laws.

3. The Library Board shall achieve and maintain certification overseen by the Nebraska Library Commission.

a. The library encourages all board members to attend appropriate professional meetings, conferences, and conventions.

b. Board members must, as a group, participate in 20 hours of approved continuing education events over a three year period to maintain their state certification.

c. As per Village policy, library funds may be available for travel, registration and other allowed expenses for board members who attend approved library meetings, conferences, or conventions.

B. Library Staff

1. Library Director

a. The Village Board, working closely with the Library Board, advertises for, interviews, and recommends to the Library Board the best candidate(s) for the Library Director position. In order to maintain state library accreditation, every effort should be made to hire a state certified or certifiable person.

b. Official evaluation of the Library Director is the responsibility of the Village Board, who supervises the performance management target system for all Village department heads, though the Library Board may choose to conduct informal evaluations from time to time.

2. Other Library Staff

a. The Library Director, working closely with the Village Board, advertises for, interviews, and recommends to the Library Board the best candidate(s) for library employment

b. Evaluation of library staff is the responsibility of the Library Director, who oversees the performance

3. Job Descriptions

a. Job descriptions outlining accountability duties, responsibilities, skills, abilities, experience and education are available.

b. To keep them current and relevant, job descriptions should be reviewed annually

by the appropriate staff members and the Library Director.

4. Work Schedules

a. Staff schedules are generally created once a year: October 1, to September 31. Every effort is made to accommodate staff requests, but ultimately the schedule is determined by the Library Director.

b. If a staff member requires time off and a substitute is needed, that staff member shall be responsible for contacting others to cover the necessary hours. The Library Director is only contacted if no substitute can be identified. All changes to the staff schedule must be recorded following standard procedures.

c. Requests for vacation time may be considered on a first come first served basis and may not be granted when too many employees are scheduled to be gone, or during busy times of the year.

5. Staff Development

a. Professional Events

1) Library staff members who are state certified must participate in approved continuing education events to maintain their certification. This currently requires that 45 hours of continuing education be earned every three years.

2) The library encourages the attendance of all staff at professional meetings, conferences, and conventions.

3) As per Village policy, library funds may be available for travel, registration and other allowed expenses for staff who attend approved library meetings, conferences, or conventions.

b. Dues

2) The Library Director may join regional and national professional associations with dues paid from the library budget.

c. Tuition Reimbursement

1) Under current Library Board policy library staff may request reimbursement for expenses of applicable college classes.

2) Requests for reimbursement should be submitted to the Library Director at least one week prior to the Library Board meeting for inclusion in the budget request for the following year.

d. Staff Meetings

1) Regular staff meetings are held once month.

2) Library employees are encouraged, but not required, to attend each staff meeting.

3) Minutes of staff meetings are kept for review by those unable to attend and to document procedural decisions made.

C. Library Volunteers

1. Culbertson Public Library recognizes the valuable role volunteers play as they support, enrich and enhance the library experience.

a. Volunteers supplement, but do not replace, paid staff. Volunteers are not considered employees of the library and do not receive any compensation or benefits for time worked at the library.

b. Volunteers are recruited and accepted year round, as needed.

c. Volunteers may be asked to perform a variety of duties, including, but not limited to office work, book covering and mending, shelf reading and light cleaning, etc. Unsupervised interaction with patrons of any age will not be allowed.

e. Court mandated community service volunteers are currently accepted at the library with supervision of director.

2. Requirements

a. Volunteers ages 10-16 are limited to one hour per day, if tasks exist that they can perform.

b. Adult volunteers should schedule their time at the library to avoid busy program and after school times if possible.

c. Library volunteers are recognized by the public as library representatives, thus all are subject to the same policies and procedures as library staff.

d. The library shall have the right to terminate the volunteer’s association with the library at any time, for any reason, with or without cause.

Revised Status August 6, 2012

CULBERTSON PUBLIC LIBRARY PROGRAM POLICY

The Culbertson Public Library Board considers programming to be an integral part of library operation that furthers the mission of the library by highlighting the collection and/or services offered.

A. Children’s programs, including summer story hour are open free of charge to all children.

B. There will be no solicitation or proselytizing outside of the Library.

G. Offsite

Programs led by library staff may be offered as local interest as staff availability warrants. Programs may be provided for civic or nonprofit groups, at educational or religious facilities, and to citizen groups, including residents at long term care facilities (nonprofit or commercial).

Revised Status August 6, 2012

CULBERTSON PUBLIC LIBRARY BOARD BYLAWS

Article I:

The Library Board shall consist of five members, residents of the Village of Culbertson, appointed by the Village of Culbertson Nebraska Board, who shall hold the title of Trustees. The terms of Trustees are four years. Three Trustees shall constitute a quorum. Trustees who are absent for six consecutive meetings in any 12 month period may be dropped from membership. The President of the Board will request a replacement Trustee from the appropriate authority, said Trustee to begin immediately to complete the term of office of the Trustee he or she replaces.

Article II:
The Trustees, at their first meeting in October of each year, shall organize by electing one of the number Chair, one Vice-Chair, and one Secretary. Duties of each position shall be reviewed before the election.

Article III:
Regular monthly meetings of the Library Board shall be held at the Library Building on the first Monday in each calendar month at 6:00 p. m. time posted. Special meetings may be called by the Chair or upon request of a majority of the members. The Library Director shall prepare the agenda for each meeting.

Article IV:
The Chair shall preside at all meetings, appoint all committees, authorize calls for special meetings, and perform all other duties of presiding officer. The Vice-Chair shall assume these duties if the chair is unable to serve. The Secretary shall keep a true and accurate minute record of all proceedings of the Library Board, and these minutes should be available for public inspection within 10 working days. The City Clerk shall have custody of the records of the Village Board.

Article V:
Special Committees for study and investigation of special problems and interests may be appointed by the Chair with the approval of the Board, from among members of the Board or patrons of the Library, or both, which committees shall serve until the completion of the work for which they were appointed, or until dissolved by action of the Board.

Article VI:
The Library Director shall be considered the executive officer of the Library Board and shall have sole charge of the administration of the library under the direction and review of the Library Board. The Library Director shall be responsible for: purchase of books and library materials consistent with the policy determined by the Board, supervision of programs and services, personnel selection and management, financial records and presentation of a financial summary at each Library Board meeting, and attendance at all Library Board meetings.

Article VII:
The order of business at the regular meeting shall be as follows:

CALL TO ORDER
LIBRARY DIRECTOR’S REPORT
- Operations
- Statistics
OTHER ITEMS OF BUSINESS
CONSENT ITEMS
- Minutes
- Claims
- Monthly Budget Reports
ADJOURNMENT

Article VIII:
At a regular library board meeting in June of each year, the Library Board shall prepare a budget for the fiscal year commencing the first day of October to be presented to the Culbertson Nebraska Village immediately thereafter.

Article IX:
These By-Laws may be amended at any regular meeting of the Library Board by a three-fifths vote of the total membership, provided that written notice was given to each member at least two days prior to the meeting. These By-Laws may be amended at any time by the unanimous vote of the Library Board without prior notice.

Article X:
These By-Laws shall amend and supersede all By-Laws at anytime heretofore adopted by the Library Board, all of which prior By-Laws are hereby repealed.

The above and foregoing By-Laws were duly amended and adopted by the Culbertson Public Library Board this 6th day of August, 2012

Revised Status August 6, 2012.

Culbertson Public Library Emergency and Safety Policy

The Culbertson Public Library attempts to provide a safe environment for all who use our facility as well as a safe repository for library materials of all types. Despite our best efforts, situations may arise of an emergency nature. These guidelines for foreseeable but unplanned emergencies which may occur in the library are designed to reduce risk to life and materials. In the event of a major disaster involving a wider section of our community, the library will adhere to the Village of Culbertson’s Standard Operating Procedure for Disaster

Response

.

I. Weather Emergencies

A. Tornado or Violent Storm

1. When warranted, staff will monitor weather conditions using television, radio, and/or the Internet. When Hitchcock County is in a watch or a warning, staff will follow the appropriate library procedures established for the situation. These procedures are reviewed by staff at least annually and are updated as needed.

2. If time allows, patrons must either leave the building or take shelter in the library’s lower level when notified by staff that a tornado warning is in effect. After the main level of the library is evacuated, Access to the lower level will remain open to the public throughout the warning period.

3. If the tornado strikes with little or no warning and there is no time to evacuate to the lower level, patrons and staff should take shelter away from windows and exterior walls, hiding under furniture if they cannot get to an interior room. Everyone should protect their heads as much as possible. The open stacks area should be avoided.

B. Snow storms

1. The library may open late or close early when winter weather conditions present a danger to staff and patrons. The library will follow the actions of the Village of Culbertson during normal business hours and the Library Director shall be authorized to close the library during other times.

2. Maximum effort will be made to maintain regular library operating hours. However, if the library is closed due to bad weather, we will post notices on all entrances and record an announcement on the library answering machine. The Library Director will notify the Board President of the closing as soon as reasonable.

3. Programs for all ages will be cancelled whenever the Culbertson School District calls off school because of inclement weather, whether or not the library closes.

II. Facility Emergencies

A. Fire

1. At the first indication of smoke or flame or if the fire alarm is pulled by a patron, staff should investigate the situation to determine location and extent. If the problem can be easily contained staff should proceed to do so. If there is any doubt about controlling the fire, staff should immediately call 911 and then evacuate the building, pulling the closest alarm to notify all patrons.

2. Staff should familiarize themselves with alarm locations and with the location and operation of fire extinguishers in the building. Annual review of the process of turning off the fire alarms in case of mistaken warnings will be scheduled.

3. Library staff should await emergency personnel at both entrances to notify them of the location of the fire and then gather as a group at the front entrance of Village Hall.

B. Loss of utilities

1. If electrical power is lost for at least two hours or if the loss makes the temperature or the lighting in the library difficult for working, the library may close until the problem is resolved. Annual checks of emergency lighting should be done by the Village’s Electrical Department.

2. If water is shut off to the library all restrooms should be closed immediately. Staff may be able to use facilities at Village Hall or neighboring businesses.

3. If the natural gas supply to the library is interrupted during winter months, the backup boiler will not be available to supplement the heat provided by our heat pump system. If the temperature drops enough to make working in or using the library uncomfortable, the library should close until problem is resolved.

C. Hazardous materials

1. If carbon monoxide detectors warn of danger or if other chemical fumes are noticeable, staff should immediately evacuate the building and call 911 for assistance.

2. If a traffic accident in the vicinity of the library involves hazardous waste materials of any type, library staff should follow the directives of Village Hall and the Hitchcock County Sheriff’s Department or other emergency personnel.

D. Plumbing problems or water leaks

1. If a plumbing problem is limited to a single area, staff will close off the affected facility and call for professional assistance if they are unable to resolve the problem.

2. If a plumbing problem or water leak affects major parts of the library, the Library Director may close the library if deemed necessary. Village crews can be called upon for immediate assistance and professional help should be found as soon as possible.

E. Bomb threat

1. Staff receiving a bomb threat call will try to keep the caller on the line as long as possible, noting every detail about the caller’s voice, background noises, and so forth. If the caller doesn’t mention the location and detonation time of the bomb this information should be requested.

2. When the caller hangs up the phone or when a bomb threat is received in other ways besides the phone, police should be called immediately to let them know the situation as well as the location of the library staff person in charge after evacuation of the building. If a personal cell phone is available, police should be called when the threat is being made. Other staff should get everyone out and away from the building.

3. When questioned by police, staff will provide them with the information taken on the phone. Staff may be excused from work at that point, making sure the Library Director has their contact information for calls to return to work after the building has been cleared.

4. If a bomb threat has been received at a nearby facility, evacuation of the library will be based on the judgment of emergency personnel. Library staff should again make sure the Library Director has their contact information so they can be called back to work when the building is cleared.

III. Personal Safety

A. Health Emergencies or Accidents

1. Staff should exercise caution when assisting anyone with a health complaint. Make the affected person comfortable and call for emergency personnel immediately in the event of a serious problem. Staff should not attempt to provide first aid unless certified.

2. At no time should staff ever dispense medication, including aspirin, to the public.

3. Following the incident, staff should complete the Village’s Accident Report form and submit it to the Library Director, Library and/or Village Board.

B. Patron Unruliness or Violence

1. Library patrons are expected to conduct themselves in a manner which shows respect to other patrons and to staff. Disruptive behavior which disturbs others or destroys property will not be tolerated.

Disruptive behavior includes but is not limited to any violation of the Rules for Patron Behavior or the Public Internet and Computer Acceptable Use Policy.

2. Parents/Guardians are responsible for the behavior of their children while in the library. Children who are being disruptive and do not respond to a staff request to stop will be asked to leave the building and if necessary the parent will be called to pick the child up from the library. If a parent is unavailable after one hour, the Hitchcock County Sheriff’s Department will be contacted.

3. Staff members may handle patron situations directly if they feel comfortable doing so. Or, they may report the problem patron to the Library Director or approach the patron with other staff members. If the situation escalates or if the patron refuses to listen to staff, the sheriff shall be called immediately.

4. Staff members may dismiss the offender for the rest of the day or for up to two weeks depending on the severity of the offense. Repeat offenders or those who commit an extremely serious offense may be permanently barred from the library facility by the Library Director. Appeals of the dismissal must be submitted in writing one week prior to regular Library Board meetings and will be reviewed by the Library Director and members of the Library Board at the regular meeting following receipt of the appeal.

5. Patrons who remain on library premises after being asked to leave, or patrons who enter the library during the time period in which they have been banned from the library, will be subject to arrest and prosecution for trespassing.

6. Staff members will use standard internal communication tools to make others aware of patrons who are temporarily or permanently barred from the library. Within two working days of any incident regarding dismissals extending beyond the same day, staff members will record in writing their version of the situation.

IV. Reporting emergencies

A. All emergency situations should be reported to the Library Director as soon as possible. The Library Director will contact the President of the Library Board and the Village Board as appropriate. The full Library Board will be informed of the emergency at the next regular board meeting.

B. Because timely and accurate reporting of emergencies is crucial, library staff should refer to the Crisis Communication Plan of the Village of Culbertson, Nebraska before information regarding emergencies is made public.

Information about nonemergency situations that may affect the public should be approved by the Library Director before being released.

Revised Status August 6, 2012

CULBERTSON PUBLIC LIBRARY GIFTS, BEQUESTS, MEMORIALS FINANCE POLICY

Community support is vital to the Culbertson Public Library. Gifts and donations to the library are always encouraged. Monetary Gifts, Donations, Bequests and Memorials may be made to the Culbertson Public Library, or to the Culbertson Community Foundation in C/O Connie Barger, 1303 Arizona Street, Culbertson, NE. 69024 501(c)(3) an organization that exist to expand the Culbertson Public Library.

A. Donations to the Collection

1. The library accepts gifts of books, pamphlets, periodicals, audiovisual materials, and the like with the understanding that they will be added to the library collections when needed.

2. The library will not affix a value for tax purposes to such gifts; this is the responsibility of the donor. However, the library will, upon request, acknowledge the gift with a receipt or letter specifying the type, quantity, and condition of the gift for the donor’s records.

3. The same principles of selection which are applied to purchases are applied to gifts. Some gifts may not be used in the collection for these reasons:

a. May be an item of which the library already has a sufficient number.

b. May not be of sufficient present reference or circulation value to the library.

c. May be in poor condition.

B. Major Gifts

1. Unrestricted gifts of money will be gratefully accepted by the Library Board, Library Director and Culbertson Community Foundation.

2. Other donations, such as restricted cash gifts, land, property, etc., will be reviewed by the Library Director, Village and Library Board before acceptance.

3. The Village of Culbertson issues letters of receipt for all major gifts received by the library.

C. Memorial Gifts

All memorial and gift books added to the collection will include, upon request, an appropriate book plate identifying donor and purpose of donation.

D. Acknowledgement

The Library Director shall notify the Library Board monthly of gifts received. Gifts may be acknowledged in the Hitchcock County News, Culbertson Public Library Web Page or by other appropriate means.

Revised Status August 6, 2012

CULBERTSON PUBLIC LIBRARY PATRON RESPONSIBILITY POLICY

Guidelines for Patron Behavior

The Library Board of the Culbertson Public Library has approved these rules/guidelines in an effort to set a standard of acceptable behavior conducive to appropriate public library use. Acceptable standards of behavior include but are not limited to this list.

1. Library users shall respect the rights of staff and other patrons and shall not behave in any manner that can reasonably be expected to disturb other persons. Patrons shall not interfere with the right of others to use the library or with the employees’ performance of duties. Examples of prohibited behavior include but are not limited to: noisy or boisterous activities, staring at or following another person, singing or talking loudly to self or others, making threats of any kind, destroying property.

2. Speaking should be kept to normal conversational levels. Audio equipment shall not be audible to other people. Cell phone ringers should be off and use of cell phones should be quiet and not disturbing other patrons.

3. Children who are age seven and younger must be supervised by a person age 13 or older.

4. Sleeping in the library is not allowed.

5. Weapons of any type are not allowed.

6. Use of tobacco, alcohol, or illegal drugs is prohibited. Patrons showing signs of drunkenness or drug abuse will be asked to leave the premises.

7. Consumption of food or beverages, with the exception of water, is not allowed except in designated areas (see Physical Facilities Policy).

8. Persons six years of age and older must wear shirts and shoes in the library.

9. Pets are prohibited; service animals are welcome.

10. Persons whose bodily hygiene or odor is so offensive as to constitute a nuisance to other patrons and/or library staff shall be required to leave the building.

11. Compliance with the Public Internet and Computer Acceptable Use Policy is mandatory.

12. Any person not complying with these rules or with local or state law shall be asked to leave the library premises and may receive a temporary or permanent ban from future library use.

13. Patrons temporarily or permanently banned from the library may appeal this decision by contacting the Library Director at least one week before the next regular meeting of the Culbertson Public Library Board. The patron making the appeal should attend the Library Board meeting when the matter is on the agenda.

Unattended Patron Policy

The Culbertson Public Library is a community information resource center. People come to the library to get information, to read, to use the library’s resource materials, and to study. It belongs to the whole community and not to any specific person or group of persons. The library is not a playground, recreation center, or day care facility. Noisy or physically active behavior appropriate in such facilities is not appropriate in the library.

Section 51212 of the Nebraska Statutes specifically gives public libraries the power to regulate the use of the library and to exclude from the library persons who violate or refuse to comply with the library’s rules and regulations. In order to prevent undue disruption of normal library activities, to provide for the general welfare of all persons using the library and to provide for the general safety of anyone using the Culbertson Public Library the following policies are adopted:

1. All children seven years or younger shall, at all times, be attended and adequately supervised by an individual 13 years of age or older who is responsible for the care of the children. Patrons eight years of age and older who are unable to care for themselves should at all times be adequately supervised by a caregiver.

2. Children may be left unattended at scheduled library programs if seven years of age or older. The responsible person should plan to be at the library when the program concludes. Children with special needs related to physical or mental ability shall be attended at all times.

3. The Culbertson Public Library assumes no responsibility for children left unattended on library premises.

4. When a patron appears to be lost or left unattended, the staff of the library will immediately try to locate the responsible person and will stay with the patron until that person is found. If the responsible person cannot be found in one hour’s time or if the library is closing, the staff will contact the sheriff’s department for assistance. The staff will under no circumstance take the patron out of the building.

Abuse of Library Policy and Restriction of Privileges

1. The use of the library and its services may be denied temporarily for due cause. Such cause may include failure to return materials or to pay penalties, destruction of library property, or any other illegal, disruptive, or objectionable disturbance on library premises.

2. Library accounts will be restricted for fines of $5 and over or for material overdue more than 8 weeks.

3. Patrons who refuse to abide by library policies may be restricted from the library. Those who are unwilling to leave or do not leave within a reasonable amount of time, after being instructed to do so by staff, will be subject to the prevailing laws.

4. Denial of computer use may occur because of any unacceptable use (see Public Internet and Computer Acceptable Use Policy).

Revised Status August 6, 2012

CULBERTSON PUBLIC LIBRARY PHYSICAL FACILITIES POLICY

A. General Statement

1. To support excellence in library service, the Board of Trustees accepts the responsibility to see that facilities are provided and maintained to adequately meet the physical requirements of a public library. Such facilities should offer to the community a compelling invitation to enter, read, look, listen and learn.

B. Appropriate Use

1. In order to maintain a clean environment and to protect library materials, food and drink will only be allowed in designated areas unless with prior permission. Water will be allowed throughout the library except for the computer lab.

2. No skateboards or roller blades, rollerskates or other footwear of this type will be allowed in the Culbertson Public Library.

3. Smoking is not allowed anywhere in the Culbertson Public Library building, including the lobbies.

4. Patrons are not allowed in the staff work areas without permission. Loitering in the lobbies is discouraged.

5. Use of the library phone by members of the public is acceptable with permission, except for emergencies as determined by the staff, who will dial the necessary number to insure long distance calls are recorded appropriately. Cell phone ringers must be disabled in the library and quiet use of cell phones is allowed if not disturbing to others.

6. Patron use of commercial media at the library is governed by prevailing copyright laws. Use of the library facility does not imply that the Culbertson Public Library, the Board of Trustees or the Village of Culbertson endorses the viewpoints presented. Events or meetings will not be publicized in a manner which suggests library sponsorship or affiliation without permission from the Library Director.

2. Fee: Currently the Library accepts donations for use of facilities.

3. Eligibility: Groups authorized to use library rooms must not discriminate against persons in regard to race, age, color, national origin, gender or physical challenges and are responsible for meeting ADA requirements. All meetings or programs must be open to the public and may not be restricted through tuition or admission fees without prior consent from the Library Director or Board President.

a. Culbertson Public Library sponsored and cosponsored programs take highest priority in scheduling. The Library may, on rare occasion, “bump” a previously scheduled program with at least three weeks’ notice

b. All local groups must designate an individual who will be responsible for the room (see Reservations). Regional or state library groups must work through the Library Director.

c. There will be no solicitation or proselytizing outside of Library.

d. Personal or family activities may not be held in the Library.

e. Political campaigning on library property will not be allowed, though rooms may be used for general political purposes including information sharing, organizational meetings, or community forums.

f. No meeting which interferes with the operations and purposes of the library is allowed.

g. Youth groups must be accompanied by a responsible adult at all times.

h. All children under the age of 8 accompanying an adult to a program or meeting must remain with the adult at all times the library is not responsible for these children unless otherwise noted.

All groups agree to abide by the regulations of the library and accept responsibility for all damages caused to the building and/or equipment beyond normal wear.

j. Use of tobacco products is not allowed anywhere in the library.

k. No illegal activities may be conducted on library property. No hazardous materials or weapons may be brought onto library property; neither shall open flames or candles be allowed.

l. All groups are required to clean up after their meetings and to leave the room in the condition in which it was found. Trash should be placed in the exterior trash container if food or drink has been served.

m. Library staff is not responsible for arranging room furniture and the group using the facility is responsible for returning the room to its previous condition.

n. Nothing may be affixed or mounted in any way to the walls or furniture of any room.

o. Groups must vacate rooms by the originally scheduled time to

allow for use by other groups.

p. Rooms are available for use between the hours of 6:00 a.m. and 10:00 p.m. any day of the week except as designated by the Library Board (i.e. city holidays may not be available).

q. Groups using the rooms during nonpublic hours are responsible for opening, closing and locking the library. Keys may be checked out up to 24 hours in advance of the scheduled event only by the authorized contact person during regular library hours and must be returned in person or in the book drop within 24 hours of the meeting’s conclusion. Any group responsible for losing a library key will be charged the entire cost for rekeying the entire library. This may be several hundred dollars.

6. Services:

a. Subject to availability, some audio/visual equipment may be used by outside groups.

b. Wireless Internet is available for use.

c. Library staff is not available to assist in carrying in supplies or materials for meetings.

d. The library will not receive nonemergency calls or take messages for individuals attending events in the library.

7. Rights and Exclusions:

a. The library retains the right to deny space to any user whose planned use of the space does not comply with this policy or whose past use has violated the rules listed herein. Those parties who do not comply with this policy may be immediately removed from the room and/or library property.

b. The Library Director is responsible for the administration of this policy.

c. The library is not responsible for theft of or damage to items brought onto library property.

d. The library shall bear no responsibility whatsoever for personal injury to any member, affiliated person, guest, invitee, or licensee of any organization using library facilities.

e. The library will not provide storage for any purpose or group other than its own without advance permission of the Library Director or Library Board.

f. This policy may be updated at any regular or special Library Board meeting.

g. Any group or individual that has been denied permission to use library facilities may appeal in writing to the Library Board of Trustees. The library reserves the right to cancel room reservations for operational purposes including, but not limited to, weather closings, power outages, or other unforeseen events.

h. In the event circumstances arise which are not covered by the document above, the decisions of the Library Director or other appropriate staff are binding.

i. Library staff may attend or observe any meeting or program at any time.

j. Copies at the photocopy machine must be paid for at the circulation desk at the conclusion of the patron’s use

E. Exhibits and displays

1. No poster, display, exhibit, pamphlet, brochure, leaflet, booklet, etc., shall be exhibited, displayed, or placed in the library for distribution without permission. Staff will be responsible for placement of any article left in the library for display purposes. Criteria for acceptance for display include:

a. Nonprofit sponsor, communitywide audience, local relevance, and physical suitability.

b. Political materials must be impartial in nature.

2. The library assumes no responsibility for the preservation, protection or possible damage or theft of any item displayed or exhibited. All items placed in the library are done so at the owner’s risk.

3. Whenever possible, displays or exhibits utilizing the display areas shall incorporate books or materials from the library’s collection which have a relationship to the subject or collection.

4. Displays, posters, or exhibits which are dated may only be placed in the library within 30 days prior to the event. All undated material may be removed 30 days after posting.

Revised Status August 6, 2012

CULBERTSON PUBLIC LIBRARY CIRCULATION POLICY

Culbertson Public Library. Patrons are welcome to use materials in the library, and those who are interested and agree to the policies listed here may borrow the resources of the library for use outside of the library.

A. Card Types

1. Borrowing privileges are free to all residents of the Village of Culbertson Nebraska, upon full completion of the appropriate Board approved application.

2. Library cards are issued free of charge to residents of the Village of Culbertson. Information is updated once a year.

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3. Any nonresident of the Village of Culbertson in Hitchcock County or outside of Hitchcock County may support the library by purchasing a membership for $5.00 per year.

a. Membership includes borrowing privileges for immediate family members living in one household.

b. Membership is not transferable outside the immediate family.

c. Membership fee is not refundable.

d. Nonresidents who own property within the Village limits of Culbertson, Nebraska may, upon completion of the appropriate form, receive a free library card issued for a two year period which may be renewed after staff insures that property within city limits is still owned.

4. Courtesy (free) library cards may be issued in special circumstances.

a. Courtesy cards may be issued at no cost to county businesses or organizations that act on behalf of patrons who are generally unable to access library resources for themselves. Examples include but are not limited to schools, residential or retirement centers, group homes, and extended care facilities.

1) Each applicant must sign an agreement promising restitution in the case of lost or damaged items and must provide to the library a current list of employees who have approval to use the card.

2) Courtesy cards may not be used by staff members for personal use.

3) All library policies, including circulation periods, fines, etc., apply.

4. Applications for library cards require patrons to share their name, mailing address (and residence if different), phone, and email if applicable. A signature indicates that the patron agrees to abide by the rules and regulations of the Culbertson Public Library.

B. Loans and Reserves

1. Procedures

a. To check out material, all borrowers must display a current library card.

b. All loan periods shall be established by the Library Director with approval of the Board. The current loan period is two weeks with no grace period. If an item has no one waiting for it, it can be renewed for two more weeks.

c. Items which are not circulated because of frequent in house use the inability to be replaced include: reference materials, genealogical materials, newspapers or the newest issues of periodicals or periodicals more than ten years old, or other items as determined by the Library Director.

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d. No patron may have more than 5 items checked out at any one time unless they have received special permission from the Library Director.

e. Reserves may be placed on items currently not available because they are in circulation or are not yet published or received.

f. Patrons may place reserves on items that are on the shelf. However, consistent overuse of this feature (10 per day or more may result in limitations being placed on that individual library users account. In addition, pulling these items for patrons will be done only as staff time allows. If another patron in the library desires to check out the reserved item before staff can pull it from the shelf, the reserve is deferred.

2. Fines

a. Generally, fines for overdue material will be levied at the rate of 10 cents per item per day excluding days the library is closed for Holidays or Sundays. Interlibrary loan books and other staff identified materials shall have a fine of $1 per day with no maximum.

b. Patrons who owe $3.00 or more in fines shall be restricted from checking material out until the fine is paid.

c. Individuals whose family card has been restricted may not receive an individual card until the family card is unrestricted. Individuals who are restricted may not use a family card until the individual card is unrestricted.

d. Borrowing privileges will be restricted and the patron’s name may be turned over to the City Attorney after material has been delinquent for a period of 60 days. In addition, a $15 collection fee will be charged to the delinquent account. Prior to any legal action, every attempt will be made to recover overdue materials directly from the patron.

e. Fine automatically stops on a lost item when the loss is reported.

C. Replacement of Lost/Damaged Materials

1. Replacement of damaged material is the responsibility of the patron who last had the item checked out. Patrons may either replace the lost or damaged item with the same title in the same format, or pay for the replacement of the item using the cost entered on the item’s catalog record. Payments for lost items will be credited to the appropriate budget line to allow for a new purchase to be made.

2. Books and DVD materials are valued at full cover price, which may be found on the item’s catalog record. If this is not available then the full cover cost from the replacement’s vendor will be substituted.

3. Magazine issues are valued at $5 each.

4. Cases for DVD materials and other accessories are valued at $1 each.

5. Replacement of lost material is the same as for damaged material. However, if the patron feels the item(s) may turn up they should be renewed until the maximum is reached, then moved to lost as per the procedures manual. The patron will then have 3 months before restitution is required.

6. No return of donated material or money will be made, even if the original item is found.

D. Interlibrary Loan

1. Borrowing Items

a. The Culbertson Public Library will use the most efficient means of interlibrary loan available for its patrons to insure speedy delivery of requested titles.

b. Patrons are required to pay for the return postage (rounded to the nearest quarter) of the items received, whether or not they check the items out. In addition, the patron must pay for any assessed costs of obtaining an item through interlibrary loan (rental, copies, fees, etc.) which go beyond budgeted staff and online time.

c. Because of the potentially high costs of replacing interlibrary loan items, patrons are limited to having no more than five ILL items out at any given time. Up to five additional ILL items may be ordered and held at the library to be available to patrons upon the return of the first items.

d. Patrons who lose materials received through ILL will be required to pay the fine or replace the item according to the policies of the lending library.

e. Patrons using the ILL service at the Culbertson Public Library must have a Culbertson Public Library card in good standing.

2. Lending Items

a. Request can be taken over the phone if person making request is in good standing with the Culbertson Public Library.

b. The circulation period will be 2 weeks, with one renewal allowed when the item is not on reserve.

c. Borrowing libraries will be expected to reimburse the full cost of the item if it is not returned within 2 months of the due date.

d. Fines shall not be assessed.

e. All other circulation policies apply to ILL.

F. Confidentiality of Library Records

1. State law stipulates confidentiality of library records, i.e. Law 84712.05, “Records which may be withheld from the public”, states that “The following records, unless publicly disclosed in an open court, open administrative proceeding or open meeting or disclosed by a public entity pursuant to its duties, may be withheld from the public by the lawful custodian of the records : . . .(10) Records or portions of records kept by a publicly funded library which, when examined with or without other records, revealed the identity of any library patron using the library’s materials or services.”

2. It is the policy of the Culbertson Public Library to maintain complete confidentiality of all library circulation records.

Revised Status August 6, 2012