Approved: May 2015
TABLE OF CONTENTS
SECTION 1: GENERAL INFORMATION
1.1 MISSION STATEMENT
1.2 VISION STATEMENT
1.3 PHILOSOPHY STATEMENT
1.4 TERMS USED IN THIS MANUAL
SECTION 2: LIBRARY OPERATIONS
2.1 HOURS OF OPERATION
2.2 SERVICES OF THE LIBRARY
2.3 POWERS AND DUTIES OF TRUSTEES
2.4 MONETARY POLICIES
2.4.1 TAX BASED FUNDING
2.4.2 GIFT AND DONATIONS
2.5 VOLUNTEERS AND FRIENDS
2.7 PUBLIC RELATIONS
2.8 BOARD MEETINGS/SUNSHINE LAW
2.9 ROOM USE
2.11 DISASTER PLAN
SECTION 3: EMPLOYMENT
3.1 POWERS AND DUTIES OF DIRECTOR
SECTION 4: CIRCULATION/PATRON SERVICES
4.3 LIBRARY BILL OF RIGHTS/CENSORSHIP
4.5 FINES AND FEES
SECTION 5: MATERIALS
5.1 MATERIALS SELECTION
5.3 CHALLENGES TO MATERIALS
SECTION 6: LIBRARY EQUIPMENT/TECHNOLOGY
6.1 FIXED ASSET RETIREMENT
6.2 INTERNET USE POLICY
6.3 TECHNOLOGY EQUIPMENT POLICY
6.4 COMPUTER USE POLICY (including wireless internet disclaimer)
6.5 PROVISION OF LIBRARY EQUIPMENT AND SUPPLIES FOR PUBLIC USE
SECTION 7: PATRONS
7.1 PATRON BEHAVIOR
7.2 UNATTENDED CHILDREN
7.3 CHILD ABUSE PREVENTION
SECTION 1: GENERAL INFORMATION
1.1 MISSION STATEMENT:
Southern Area Library provides a welcoming environment for our community to learn, play, and interact.
1.2 VISION STATEMENT:
Southern Area Library is charged with making positive change in our library and in our community.
Southern Area Library strives to create an environment where life-long education flourishes. The library works with patrons to encourage their economic and educational advancement and to enhance their quality of life.
Southern Area Library is an equal opportunity educational resource for self-directed learning as well as providing research assistance, guided instruction, classroom experiences, and life-enriching activities for the greater community.
1.4 TERMS USED IN THIS MANUAL:
SAL-Southern Area Library
WVLC-West Virginia Library Commission: The commission oversees all public libraries in WV. Southern Area Library was granted public library status in 1987 by WVLC.
CHPL-Clarksburg-Harrison Public Library: This library serves as Service Library for SAL. WVLC requires any public library whose director does not have an MLS degree to be designated an Affiliate Library with a corresponding Service Library.
NorLN-Northern Library Network: SAL is a member of NorLN. NorLN provides circulation and cataloguing software and guidelines for member libraries.
Southern Area Library By-Laws
Section 1: The Southern Area Library is an affiliate of the Clarksburg-Harrison Public Library.
Section 2: The long range goal is improved library services throughout the area.
Section 1: The annual meeting shall be held prior to the end of the fiscal year. Southern Area Library’s fiscal year end is June 30.
Section 2: The quarterly meetings shall be held at the library in August, November, February and May. All meetings are open to the public.
A quorum for the transaction of business shall consist of three members of the board.
Each member of the board shall be entitled to one vote. Members not attending the meeting may vote by proxy, printed or handwritten and duly signed.
Appointments, Terms and Compensation
Section 1: Any citizen at large possessing fitness for the office is eligible for appointment to the Board
Section 2: The board shall consist of five trustees, who shall be appointed by the Town Council.
Section 3: Trustees shall hold office for five years from the first day of July following their appointment, and until their successors are appointed and qualified. Provided, that upon their first appointment under these by-laws one member shall be appointed for one year, one for two years, one for three years, one for four years and one for five years; and there after all appointments shall be for terms of five years.
Section 4: Vacancies in the board shall be immediately reported by the board to the governing authorities and filled by appointment as prescribed in Section 2 of this article, and, if for an unexpired term, for the residue of the term only.
Section 5: A trustee may be removed for just cause by majority vote of the Board anytime it is considered in the best interest of the library.
Section 6: No compensation shall be paid to any trustee.
Section 1: Officers of the board shall be chosen at the annual meeting of the Board, and shall be as follows: president, treasurer and secretary. All officers shall hold office for one year and be eligible for re-election. In case of a vacancy of an office, the Board shall elect an officer at its first regular or special meeting to fill that office for the remainder of the year.
Section 2: The President of the Board shall preside at all meetings, appoint all committees, authorize calls for any special meeting, and general perform the duties of a presiding officer. In the absence of the President from a board meeting, the members present shall select a temporary chairman for the meeting.
Section 3: The Secretary of the Board shall keep an accurate account of all proceedings of the board meetings, and shall prepare all pertinent board correspondence.
Section 4: The Treasurer shall provide an annual report at the regular annual meeting on the state of the funds.
Section 1: The president shall be an ex officio member of all committees.
Section 2: Special committees for the investigation and study of special problems may be appointed by the president to serve until the completion of the work for which they were appointed.
The board shall have the power to accept gifts, donations and payments of money and real personal property in the name of the library and to hold title thereof in trust. The board shall have the power to make expenditures of money or give donations or gifts for any purpose devoted to furthering the progress or improving the position of the library.
The gift policy is detailed in the Statement of Policy for Southern Area Library.
The Librarian/Director shall be considered the executive officer of the board and shall have sole charge of the administration of the library under the direction and review of the board. The Librarian/Director shall be held responsible for the care of the buildings and equipment, for the employment and direction of the staff, for the efficiency of the library’s service to the public, and 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 normal order of business at the regular meetings shall be as follows:
Call to order
Approval of minutes
Approval of financial reports
Reports of committees
Report of Librarian/Director
Order of business using Consent Agenda:
Call to order
a. Treasurer’s report
b. Budget updates
Items that may be included in consent Agenda:
-Board meeting minutes
-Committee and staff reports
-Correspondence requiring no action
-Updates or background reports provided for information only
-Staff appointments requiring board confirmation
-Routine contracts that fall within policies and regulations
-Final approval of proposals or reports with familiar implications that Board has dealt previously
-Confirmation of documents which need no discussion, but approval is required by the bylaws
These by-laws may be amended at any meeting of the Board with a quorum present, by a two thirds majority vote of the members present. The amendment must be stated in the call for the meeting. These by-laws and the policy statement shall be reviewed by the policy committee on at least an annual basis.
SECTION 2: LIBRARY OPERATIONS
2.1 HOURS OF OPERATION:
Staff are expected to follow hours of operation as approved by the Southern Area
Library Trustee Board. The Board follows state guidelines to set hours.
Southern Area Library follows operational hours as required by the West Virginia
Library Commission (herein called WVLC). Currently this requirement states that
minimum hours are to be based on the service population as defined by the US
Census and confirmed by WVLC (as of 2010 this service population was defined as 496 for SAL). These minimum hours are as follows:
a. Fewer than 6000 service population – 25 hours
b. 6,000 – 15,000 – 30 hours
c. More than 15,000 - 40 hours
Southern Area Library falls under requirement a. The library meets this requirement.
According to commission rules, libraries must also be open a minimum of six hours
before 9 a.m., after 5 p.m., or on Saturdays and/or Sundays. The library meets this
requirement as well.
Staff who have been given keys for opening and closing should not give out these keys
without director or trustee permission. A paid staff member should always be on site
even if a volunteer is manning the desk. Late opening or early closing due to inclement
weather or other non-scheduled hours of operation changes have to be approved by
director or a trustee. If staff feels that road conditions are going to be dangerous, an
attempt to contact director or a trustee should be made to notify them of hour changes.
If director or trustee cannot be located, staff may use their best judgment for their
safety and the safety of patrons. Staff should also notify public of the change using
available means such as a sign on the door, posting on Facebook, etc. If the staff
member was not able to get pre-approval for time change, then staff must notify
director as soon as practical. Failure to notify director of change to operational hours
may result in a documented reprimand placed in the employee’s file.
2.2 SERVICES OF THE LIBRARY
In accordance with its mission, vision, and philosophy statements, goals both long-term contained in the current strategic plan (updated every five years), short-term goals updated yearly, and needs of its community, Southern Area Library provides the following services (though not limited to these services). The library may expand, delete, or otherwise change these services in the future as the community needs change, or library plans change considering time, space, staff, funds, or participation restraints.
-Provide a variety of materials for circulation
-Customer service including but limited to reference services
-Sponsor and implement programs, exhibits, displays, etc. for benefit of the community
-Cooperate with other community, county, public, private, and state agencies for the benefit of the community and the library
-Provide interlibrary loans per our ILL policy guidelines both for the benefit of our patrons and for other libraries’ patrons.
-Provide computers and internet access per our policies
2.3 POWERS AND DUTIES OF TRUSTEES:
The powers and duties of the Trustees shall be defined in the bylaws of the organization and by the West Virginia Code. Southern Area Library encourages each Library trustee to take advantage of training opportunities offered by the public library system or statewide agencies and organizations. Likewise, the Library encourages trustees to be active in the state library organization, and its efforts to inform the governor and legislature of the benefits and needs of public libraries.
(The following is reprinted from the West Virginia Code - Chapter 10: Libraries)
10-1-5. Board of library trustees--Qualifications; term of office; vacancies;
removal; no compensation.
Whenever a public library is established under this article the governing authority or
authorities, shall appoint a board of five directors, chosen from the citizens at large
of such governmental division or divisions, with reference to their fitness for such office,
except that in a regional library the board of directors shall consist of not less than five
nor more than ten members, with a minimum of one member for each county in the
region. The total number of directors and the appointment of directors by county to be
determined by joint action of the governing authorities concerned. In either case
directors shall hold office for five years from the first day of July following their
appointment, and until their successors are appointed and qualified. Provided,
that upon their first appointment under this article a proportionate number shall
be appointed for one year, for two years, for three years, for four years and for
five years; and thereafter all appointments shall be for terms of five years.
Vacancies in the board shall be immediately reported by the board to the
governing authority and filled by appointment in like manner, and if an un-expired
term, for the remainder of the term only. A trustee may be removed for just cause
in the manner provided by the bylaws of the library board. No compensation
shall be paid or allowed to any director.
10-1-6. Board of library trustees--powers and duties.
The board of directors of each public library established or maintained under this
a) Immediately after appointment, meet and organize by electing one member as
president and one as secretary, and such other officers as may be necessary.
All officers shall hold office for one year and shall be eligible for reelection.
b) Adopt such by-laws, rules and regulations as are necessary for its own
guidance and for administration, supervision and protection of the library
and all property belonging thereto as may not be inconsistent with the
provisions of this article.
c) Supervise the expenditure of all money credited to the library fund. All money
appropriated or collected for public library purposes shall be deposited in the
treasury of the governing authority to the credit of the library fund, to be paid out
on the certified requisition of the library board, in the manner provided by law for
the disbursement of the library board, in the manner provided by law for the
disbursement of other funds of such governing authority, or shall be deposited as the
library's board of directors shall direct and be disbursed by the officer designated by that
board, such officer before entering upon his duties to give bond payable to and in an
amount fixed by the board of directors of the library, conditioned for the faithful discharge
of his official fiscal duties. The cost of such bond shall be paid from the library fund.
The books, records and accounts of the library board shall be subject to audit and
examination by the
office of the State Tax Commissioner of
d) Lease or purchase and occupy suitable quarters, or erect upon ground secured
through gift or purchase, an appropriate building for the use of such library; and have
supervision, care, and custody of the grounds, rooms or building constructed, leased,
or set apart for library purposes.
e) Employ a head librarian, and upon his recommendation employ such other assistants
as may be necessary for the efficient operation of the library.
2.4 MONETARY POLICIES
2.4.1 Tax Based Funding:
As previously mentioned, SAL is an affiliate library. Like all public libraries, SAL receives
tax based funding. To alleviate payroll account management duties on SAL staff, CHPL
has agreed to provide payroll bookkeeping for SAL as part of their service/affiliate
CHPL receives tax based money from Harrison County Board of Education, Harrison County Commission, and WVLC on behalf of Southern Area Library. This money is
held at CHPL and used to pay Southern Area Library’s payroll expenses. Any monies
left in this account as of the end of the fiscal year (June 30) is sent to Southern Area
Library to be used as the library sees fit. If these monies do not cover the current year
payroll costs, then Southern Area Library must send a check for the balance due to
CHPL at the fiscal year end.
Other tax based funding comes from the town of Lost Creek. Lost Creek serves as SAL’s governing authority. WVLC requirements state that a library’s governing authority
must meet or exceeded funding at the level of WVLC state funding. This funding
from the town can be met with in-kind services as well as payments.
The town funding is paid directly to the library to use as needed.
2.4.2 Gift and Donations
The Southern Area Library encourages and appreciates gifts and donations.
The library appreciates donations of books and other materials from its patrons. To insure the integrity of its collection(s) and to maximize the utility of the storage area, not all donations can be accepted. The following guidelines will apply before accepting donations:
1) All fiction books donated must have a copyright date within five years.
2) All nonfiction books donated must have a copyright date within three years.
3) The library cannot accept Reader’s Digest Condensed books and other Reader Digest’s books, encyclopedias, textbooks, VCR tapes, or magazines, newspapers, or other periodicals unless it is the current issue.
4) No materials will be accepted with visible tears, marking, or mold.
5) Staff can accept donations following these guidelines; however no book will be catalogued or put into circulation until approved by the director.
6) Any donated book or material not needed for our collection will be sold or discarded per the discretion of the director.
7) These guidelines can be superseded by the decision of the director if donation fits a unique need for the library.
Memorial gifts of books or money are also accepted with suitable bookplates placed in the book. Specific memorial books can be ordered for the library on request of a patron if the request meets the selection criteria established by the Board. It is desirable for gifts of or for specific titles to be offered after consultations with the library director. Book selection will be made by the director if no specific book is requested.
By law, the library is not allowed to appraise the value of donated materials, though it can provide an acknowledgment of receipt of the items if requested by the donor.
There will be one regular checking account and one savings account kept for the library’s current operating use.
Monies not needed for the current year will either be put in CDs or other accounts as the trustees dictate.
The regular checking will require two signatures for all checks. One signature will be the director’s, the other signature will be trustees’ or other persons appointed by the trustees to act as second signatory for the account.
There is a debit card with this account to allow the director to purchase items online as well as other needed, budgeted purposes. These expenditures must be initialed as approved by one of the secondary signatures or by the treasurer of the board.
All electronic banking activity must follow guidelines set by the state library commission: Library’s required financial reports must include an itemized list of expenditures paid with online procedures; this list must be reviewed and signed/initialed by two individuals, at least one of whom is a Board member; and the list must be officially approved at the regular meetings of the board.
Monies from the savings account can only be transferred into the regular checking account. No monies can be taken directly from the savings without first being transferred to the checking account. Transfers for current, budgeted expenses can be made by discretion of the director. Extraordinary expenditures must be approved by the board.
The person who prepares the disbursements should not be one of the signatures on the check. The person who prepares the disbursement should note check number, date, amount, and their initials on the back-up documentation for the check. The director, or authorized surrogate, should also initial and date documentation when check is signed and disbursement prepared for delivery. Director, or other not preparing the disbursements, should enter payment information into the accounting software.
2.5 VOLUNTEERS AND FRIENDS
The Library Board encourages individuals and groups to volunteer their time and efforts in the service of the Southern Area Library.
Volunteers will be accepted at the discretion of the Director and their activities will be supervised by the Director and/or other staff. They will fill out a personal information sheet and agree to abide by the terms of the “Volunteer Policy document” (a copy may be found in the Standard Operating Policy Manual).
Volunteers who are trained to circulate will sign a confidentiality agreement and will not work alone for the first six months or 60 hours of work. During that time, they will be able to circulate only. They will not make new cards, nor edit existing cards except to update information as needed. Once the trial period is up they will perform the same work that our part-time staff does which means they can do all circulation duties except notices, Inter-Library Loans, and deletion of cards. Like employees, volunteers must sign a privacy statement.
The library welcomes members of the community serving as volunteers in the library. The services volunteers perform are varied and valuable.
Volunteering is a serious business. To the public, a volunteer is part of the Library’s staff and represents the Library. The Library makes an investment in the training and experiences of the volunteer so that the services offered meet the needs of the public.
Volunteers are viewed as valuable resources of the library by the staff, the Board and the patrons. Volunteers have the right to be given meaningful assignments, the right to be treated as equal co-workers, and the right to effective supervision. Volunteers have the right to full involvement and participation, and the right to recognition for work done. In return, volunteers shall agree to perform their duties to the best of their abilities. They will remain loyal to the goals of the library and operate according to all policies and procedures.
The following guidelines have been established to provide consistent information to volunteers and to assure that volunteers fully understand the commitment they are making:
1. A volunteer represents the Library to the community while actively serving as a volunteer.
2. A volunteer is expected to follow approved policies and procedures during the time of volunteering within the Library and at library events elsewhere.
3. A volunteer is oriented, trained, supervised, and evaluated on a continual basis concerning those policies and procedures necessary for the activities carried out.
4. Of special importance in carrying out volunteer activities is observance of the Library Bill of Rights, adopted by the Library Board of Directors. Under the Library Bill of Rights, the Library must protect the confidentiality of each library user; and assure equal access and the freedom to read and inquire of each user regardless of age, religion, or race, nation of origin, background and views.
In carrying out the requirements of the Library Bill of Rights, volunteers may not express their religious, political, social or other personal views to members of the public. They must protect the confidentiality of each library user. Violation of these special trusts, policies, or procedures is reason to discontinue the volunteer‘s services.
5. In light of the time and expense involved in training and supervising volunteers, the Library may decide to discontinue or change a volunteer’s service assignment to further the goals of the Library.
6. Volunteers will fill out an information form, which is used by the Library to assure that the volunteers are involved in activities appropriate to their skills, experience, and interests.
A library friends group is a formal association of people who unite to plan and execute, in conjunction with library goals and the needs of the Library Director, programs and events to benefit the library. In particular, a friends group is often heavily involved in fund-raising for the library and often oversees book sales. Friends groups always serve at the pleasure of the library board which is the only body with legal authority to set policy for the development of the library.
2.6 PROGRAMMING POLICY
A "program" is a planned interaction between the library staff and the program participants for the purpose of promoting library materials, facilities, or services, as well as offering the community an informational, entertaining, or cultural experience.
Programming includes such activities as story time, films and activities on no-school days, summer library program for children. speakers tor young adults, and book or author discussion groups for adults.
The director will establish a budget and goals for programming to facilitate the effective implementation of this service.
Programs may be on site at the library, or library staff and volunteers may present library programming off-site.
2.7 PUBLIC RELATIONS POLICY
A. Public relations goals of the Southern Area Library are:
-To promote understanding of the Library's objectives and services to government officials, civic leaders and the general public.
-To promote active participation in the varied services the library provides to people of all ages.
B. The Board recognizes that public relations involves every person who has connection with the library. The Board urges its own members and every staff member to realize that he or she represents the library in every public contact. Good service supports good public relations.
C. The director will be expected to make presentations and to participate in community activities to promote library services. A reasonable amount of library time will be allowed for preparation and speaking to community organizations. Materials to be used by press, radio, or television will be approved by the director.
D. The board will establish a promotions budget to cover costs related to printing, publication, supplies, and miscellaneous needs related to the public relations effort.
2.8 BOARD MEETINGS/SUNSHINE LAW
Board meetings are open to be public. Visitors are welcome.
“SUNSHINE LAW" IN WV CODE SECTION IV
6-9A-3. Proceedings to be open; public notice of meetings.
Except as expressly and specifically otherwise provided by law, whether heretofore or hereinafter enacted, and except as provided in section four [6-O-A-4] of this article, all meetings of any governing body shall be open to the public. Any governing body may make and enforce reasonable rules and regulations for attendance at any meeting where there is not room enough for all members of the public who wish to attend, and this article shall not be construed to prohibit the removal from a meeting of any member of the public who is disrupting the meeting to the extent the orderly conduct of the meeting is compromised
Each governing body shall promulgate rules by which the time and place of all regularly scheduled meetings and the time, place and purpose of all special meetings are made available, in advance, to the public and news media, except in the event of an emergency requiring immediate official action. (1975, c. 177; 1978, c. 85.)
2.9 ROOM USE POLICY
Use of library rooms for meetings, classes and by individuals is at the discretion of the library Director. The Director is responsible for keeping an updated schedule for room use. Rooms should be booked in advance in order to be certain of availability.
Upstairs rooms (tutoring room, Kitchen/Reading room, Boardroom) are not regularly supervised by library staff, so use of these rooms will be limited to trusted adult patrons and volunteers, with the approval of the Director. Children must be accompanied upstairs by trusted adult patrons or volunteers.
After hours room use is allowed provided that the Director, a staff member, or Trustee is present to open and close the building. The unattended children policy applies in after-hours situations as well.
The library uses the following guidelines when copying material for patron or library use.
Warning Concerning Copyright Restrictions
The copyright law of the United States (Title 17, United States 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 of these specific 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. This institution reserves the right to refuse to accept a copying order if, in its judgment, fulfillment of the order would involve violation of copyright law.
Periodical Articles Guidelines developed by the National Commission on New Technological Uses of Copyrighted Works (CONTU) specify that, during one calendar year, no more than five copies may be received from any one work whose publication date is within five years of the date of the patron's request.
Sections of Books Chapters or sections of books may be copied if the library does not receive more than five requests for copies from the same work from any individual library, during a calendar year.
Entire Works Libraries may copy an entire work if the library determines that another copy is not available or cannot be obtained at a fair price "Fair price" is not precisely defined. The copy of the work becomes the property of the user for private study, scholarship, or research only.
Retention of Request Forms CONTU Guidelines require libraries to retain the current calendar year's records of filled requests for copies or reproductions, plus the records of filled requests for the previous three calendar years. This requirement only applies to requests for copies or reproductions and not to loan requests.
Electronic Resource Licensing and Interlibrary Loan: Increasingly, copies are provided from electronic resources. Because many of these electronic products are licensed and not owned by the library, uses for interlibrary loan activity may be prohibited by the license agreement. Libraries should try to ensure that license agreements contain language that permits use for interlibrary loan.
2.11 DISASTER PLAN
Southern Area Library Disaster Plan
Administrator: Mary Stenger 304.745.3511(home)
Others to contact in event that director cannot be reached:
Wilma Bennett 304.672.5605 (cell)
Lisa Booth 304.745.3342 ext. 105 (work) 304.745.4187 (home)
In event of emergency that requires emergency personnel, dial 911.
Heating and Air Conditioning: 304.326.0553
Gas Company: Dominion emergency: 800.934.3187 customer inquiry: 800.688.4673
Power Company: First Energy 800.255.3443
Network, millennium, and other tech issues:
Computer issues, local tech: Anthony Dasher 304.669.7366
Computer issues, state level: WVLC 304.558.3577 (try local tech first)
Millennium issues: Tammy @ CHPL 304.627.2236 304.669.1176 (cell)
Main water shut-off: Downstairs in bathroom
Fire Extinguishers: Types-Dry Chemical Fires (2) Locations-Upstairs outside director’s office; downstairs-bottom of stairwell by back door
Keys: Key file in cabinet in director’s office.
Smoke and CO Detectors: Type- Smoke and CO Detector with voice (2) and stairwell smoke detector with light Locations-Upstairs-hallway; Stairway-top landing; Downstairs-children’s room
First Aid Kits: Director’s draw, bottom left desk draw downstairs. Also downstairs bathroom cabinet.
Trash bags, mops, and other cleaning supplies: Upstairs in storage room
Insurance Company: Dyer Insurance 347 Washington St., Clarksburg, WV 26301
Agent: Tim Dyer
Policy Number: CWP3527486
Contact Number: 304.624.5584
If emergency personnel are needed, dial 911.
Lost Creek Mayor’s Office: 304.745.3466
Lost Creek Fire Department: 304.745.4004
Harrison County Sheriff: 304.623.6655
State Police: 304.624.2300
You should call 911 in ALL emergencies
WHAT IS AN EMERGENCY?
An emergency is any immediate threat to life and/or property that requires immediate response
from police, fire or ambulance personnel. Your judgment often determines whether an incident
is an emergency. If you consider a situation to be an emergency, then it is an emergency and the
procedures in this booklet should be followed. If in doubt, err on the side of safety!
WHEN REPORTING AN EMERGENCY:
Stay on line with the dispatcher.
Provide the address, location and a description of the emergency.
Library address is Corner of Main and Church Circle Streets in Lost Creek
Provide the phone number at your location.
Phone Number is 304.745.4865
Provide a thorough description of the incident to ensure the appropriate resources are
DO NOT return to an evacuated building until advised by emergency personnel.
In cases of fire or other dangerous building situations: Direct all patrons and employees out of the building if needed. All occupants are evacuated via the nearest exit as the emergency services are called. If possible, do a search of the building to ensure everyone has left. Assist those in the building who may have mobility issues, liaison with the fire fighters, etc. Call director once everyone is safely out of building.
In a medical emergency attend to an unconscious person and after checking their airways and general condition, put them into a recover position whilst awaiting the paramedic. Call 911 for direction on correct handling of person needing assistance. Call director to provide an update on the situation.
For criminal situations, bomb threats, unruly dangerous patrons, call 911. Exit the building to remain safe, if possible. Employee and patron safely are most important. Call director to alert about the situation.
If non-emergency, call director for further information
Southern Area Library welcomes the opportunity to allow community groups and individuals to use the various display and exhibit areas in the building as part of its mission to provide a welcoming environment for our community to learn, play, and interact.
Space is provided for displays of an educational, cultural, intellectual, charitable or recreational nature, and for exhibiting works of area artists and craftspeople. Display areas may also be used for library services, collections, and activities.
Display/exhibit areas are available on an equitable basis regardless of the beliefs or affiliation of individuals or groups requesting use. The library endeavors to present a broad spectrum of opinion and viewpoints. The library does not endorse content nor imply agreement or disagreement with beliefs or viewpoints expressed in the exhibits/displays. The library does not accept responsibility for ensuring that la points of view are represented in any single display.
Southern Area Library reserves the right to determine at is sole discretion what materials will be displayed as well as scheduling, duration, and assignment of space. The library has the right to review materials in advance. The library’s decision on what will be displayed shall be final.
· All materials are displayed at the exhibitor’s own risk.
· The exhibitor is responsible for installing and labeling the exhibit.
· Displays should be appropriate in scale, material, form, and content for the library environment. The library has physical space constraints as well as age appropriate constraints as children have access to the entire building.
· If display proves to be a safety hazard the library has the right to remove it. Likewise if the display interferes with the public’s use of the library or the staff’s work areas, the display may be moved or removed.
· The exhibitor shall remove the exhibits promptly on the agreed upon date. All set ups and removals must be done at the convenience of the library staff with as little interference as possible to the daily operations of the library. Exhibit materials may be disposed of if not claimed within 30 days of removal date.
· No fees are charged for display spaces.
· Damages to the library, library equipment or library furnishings as a result of the exhibitor use will be charged to the individual or group responsible.
· Bulletin board space is available when not in use by library needs on a first come/first use basis. Items on the bulletin board will be remove by library staff as needed and disposed of appropriately. Do not put items on the bulletin board that need returned.
· The library maintains a public information display. Entities, small local businesses, agencies, etc. may put materials in this display case. Items in this case are removed by library staff as space needs dictate. Do not request to have items put in this case that need returned; these items are put in the garbage when removed.
SECTION 3: EMPLOYMENT
3.1 POWERS AND DUTIES OF DIRECTOR
1. To carry out the policies of the library as adopted by the Board and to recommend needed policies
2. To act as technical advisor to the Board and to recommend employment of all personnel and to supervise their work
3. To suggest and carry out plans for extending services of the library
4. To prepare regular reports detailing current progress and future needs of the library
5. To maintain an active program of public relations
6. To prepare annual budget for the library in consultation with the Board and to give a current report of actual expenditures against the budget at each meeting
7. To know local and state laws and to actively support library legislation in the state and nation
8. To select and order all books and other library materials according to library book selection policy
9. To attend all board meetings, except meeting on tenure and salary
10. To affiliate with state and professional organizations and to attend professional meetings and workshops
11. To make use of the services and consultants of the state Library Commission
12. To report regularly to the Library Board, to the officials of the local government and to the general public, as required.
3.2 PERSONNEL POLICY
Southern Area Library has an Employee Manual. The policy below supplements the information contained in the handbook. The Manual is presented to each employee and is held by them until the end of their employment with the library.
Education: The library director will complete at least (8) hours of continuing education per year. All other full time library support staff will complete at least three (3) hours of continuing education. Library staff will attend the annual staff development workshop sponsored by the Service Center.
Salary (Trustees): Trustees are not to be compensated for their duties, except for travel, and then only as allowed by law.
Salary (Library Employees): The Board of Trustees will attempt to meet the standards for wages, as outlined in the West Virginia Public Library Working Standards. Guidelines set forth by the West Virginia Library Association and the results of the Triennial salary survey (which is conducted by the West Virginia Library Commission) will also be utilized in determining base wages. Salaries will be reviewed at least every two years. Merit will be the predominate factor when determining raises.
Drugs and Alcohol: The use, possession, sale, distribution, or aiding or abetting in the use, sale, possession or distribution of illegal substances on library property will not be tolerated. Furthermore, reporting to work under the influence of an illegal substance or alcohol will not be tolerated Disciplinary action will be taken that may result in suspension without pay or termination.
Violence: (including sexual harassment in the workplace: The Library Board of trustees maintains a policy of "zero tolerance" regarding:
- Violence (physical and/or verbal)
- Threats / Intimidation
- Harassment (including sexual harassment)
Individuals exhibiting offensive (i.e. threatening or violent) behavior will be asked to refrain from that behavior or leave the premises. If the situation is deemed too volatile for intervention by library personnel, police assistance will be requested. Employees who demonstrate violent behavior in the workplace will be disciplined. Inappropriate behavior, as defined above, exhibited by an employee will not be tolerated. Discipline for such behavior may include termination.
Holidays: Holidays will be will be approved by the board at the annual meeting for the next fiscal year.
Annual Vacation: Vacation days are earned as specified by the board.
Sick Leave: Each full-time Librarian shall receive 5 days paid sick leave each year.
Illness in the Family: Any illness to a member of the immediate family that necessitates an employee to assist at home may be deemed legitimate use of sick leave. Such determination shall be made by the Trustees. If not approved, such time off may be charged against accrued vacation or taken as leave without pay.
Death in the Family/Death of a friend or staff member: Two days leave with pay is allowed permanent employees in case of death of a member of the immediate family (husband, wife, son, daughter, parent or person in loco parentis, grandparent, grandchild, brother, sister, mother-in-law) or person living in the staff member's household. Additional leave may be taken from annual or sick leave. In each case, the Library Director must be notified.
Up to four hours absence with pay to attend the funeral of a relative other than one defined above as a "close relative," a close friend, or a library staff member or former library staff member may be granted a permanent employee at the discretion of the immediate supervisor. The Library Director may grant additional time dependent upon the amount of travel time and the specific relationship of the staff member to the deceased.
Travel Expense and Mileage Reimbursement: Mileage will be paid for library related travel. Mileage will be calculated from the library and return. Reimbursement for travel must be pre-approved by the Director. Employees are to submit a request for reimbursement outlining the destination, mileage, and reason for travel. Expenses for conferences and meetings requiring overnight accommodations and meals will be reimbursed following the West Virginia Library Commission's guidelines. Travel for special programs and projects (for example the Literacy Program) will follow the guidelines of the grant. Employees are expected to car-pool when possible.
SECTION 4: CIRCULATION
4.1 ACCESS AND BORROWING PRIVILEGES
The library will serve all library patrons and the greater community area. Service will not be denied or abridged because of religious, racial, social, economic, or political status; or because of mental, emotional, or physical condition; age; or sexual orientation.
The use of the may be denied for due cause. Such cause may be failure to return library materials or to pay penalties, destruction of library property, disturbance of other patrons, or any other illegal, disruptive, or objectionable conduct on library premises.
Patrons may renew items one time as long as there is no hold on the item. Patron must call or come into the library to make the renewal.
After the first renewal, patron must get permission from the director to renew an item for a third time. Three times is the maximum amount of times an item may be renewed unless director agrees to allow a longer period. These exemptions to the three renewal policy are to be made on a case by case basis. After three renewals, the item will become overdue. At that time patron must return the item, wait for it to be shelved, and then they may check it out again.
Most library materials circulate for 14 days.
4.2 INTER-LIBRARY LOAN
Because of limited budget and space, the library cannot provide all materials that are requested. Therefore, interlibrary loan is used to obtain from other libraries those materials that are beyond the scope of the library's collection.
In return for utilizing interlibrary loan to satisfy the needs of our patrons, the Southern Area Library agrees to lend its materials to other libraries through the same interlibrary loan network, and to make an effort to have its current holdings listed in a tool that is accessible by other libraries throughout the state.
Patrons of Southern Area Library may have only one Inter-Library Loan book checked out at any time; this book must be returned to the library before another Inter-Library Loan (ILL) book may be checked out. Patrons requesting Inter-Library Loans must be members in good standing with no outstanding fines or overdue books. Patrons must also have a record of returning previous Inter-Library Loans in a timely manner. All Inter-Library Loan circulation decisions are to be made by the director who may refuse any patron if such refusal serves the best interest of the library. The director may override the one ILL limit on a case by case basis.
4.3 CENSORSHIP/LIBRARY BILL OF RIGHTS
The library Board has adopted the policy of intellectual freedom as outlined in the "Library Bill of Rights" listed here.
LIBRARY BILL OF RIGHTS
The Council of the American Library Association reaffirms its belief in the following basic policies which should govern the services of all libraries.
1. As a responsibility of library service, books and other library materials selected should be chosen for values of interest, information and enlightenment of all the people of the community. In no case should library materials be excluded because of the race or nationality or the social, political, or religious views of the authors.
2. Libraries should provide books and other materials presenting all points of view concerning the problems and issues of our times; no library materials should be proscribed or removed from the library because of partisan or doctrinal disapproval.
3. Censorship should be challenged by libraries in the maintenance of their responsibility to provide public information and enlightenment.
4. Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas.
5. The rights of an individual to the use of a library should not be denied or abridged because of his age, race, religion, national origins or social or political views.
6. As an institution of education for democratic living, the library should welcome the use of its meeting rooms for socially useful and cultural activities and discussion of current public questions. Such meeting places should be available on equal terms to all groups in the community regardless of the beliefs and affiliations of the members, provided that the meetings be open to the public.
By official action of the Council on February 3, 1951, the Library Bill of Rights shall be interpreted to apply to all materials and media of communication used or collected by libraries.
Reference service involves identifying a person’s information need and proceeding to fulfill it accurately, efficiently and pleasantly using library resources as well as referral to resource in other libraries, agencies, etc.
Southern Area Library regards every reference questions asked by any patron to be valid. All questions will be given equal consideration, and each will be answered as accurately and completely as possible within a reasonable time limit.
These standards are to be used when answering reference questions.
1. All information requests are to be handled. If information is available, it is to be provided to patrons without making a judgement on the validity of the question.
2. No effort will be made to determine whether library users are entitled to library cards before reference service is given except to decide whether or not materials may be checked out or ILL requested.
3. The needs of every patron will be taken seriously and treated with utmost respect and confidentiality. Discussion of any individual outside the professional context is strictly prohibited without the consent of the the patron.
4. While on desk duty, service to the public takes precedence over any other duties.
5. It is not sufficient for the staff to wait for a patron to request assistance It is the responsivity of staff to anticipate public need and offer service when it appears needed. Staff may be required to ask questions to determine the true need/question of the patron. Staff must make every effort to provide information needed.
6. Information given is always based on accurate sources from a reliable authority. The opinion, evaluation or interpretation of staff, even when requested, is not to be given as fact. Answers to reference questions should be given only after the answer has been verified.
7. Neither the patron’s nor the staff member’s personal opinions and beliefs should influence the quality of service given.
8. Staff shall NOT offer their personal opinions on social issues, politics, religion, etc. inside the library facility to patrons or even to the staff members if patrons are present.
9. It is noted that lengthy searches maybe beyond the library’s resources to perform. If needed, staff should consult with the director for guidance in determining if a reference request is too extensive or beyond library’s resources. The director will then determine what steps to follow to aid the patron’s requests including referring the patron to a larger reference library.
10. Questions asked via the telephone should be used for short, factual information questions which do not require extensive reading or evaluations on the staff’s part. If the caller has a more extensive question staff should either take their number to return the call once staff determines the answer or encourage the caller to come into the library for further assistance.
SECTION 5: MATERIALS
5.1 MATERIALS SELECTION/COLLECTION DEVELOPMENT
The purpose of Southern Area Library is to provide all individuals in the community with carefully selected books and other material to aid the individual in the pursuit of education, information, research, pleasure, and the creative use of leisure time. Because of the volume of publishing, as well as the limitations of budget and space, the library must have a selection policy with which to meet community interest and needs. The materials selection/collection development policy is used by the library staff in the selection of materials and also serves to acquaint the general public with the principles of selection.
B. Responsibility for Selection
The ultimate responsibility for selection of library materials rests with the library director who operates within the framework of the policies determined by the Southern Area Library Board of Trustees. This responsibility may be shared with other members of the library staff, however, because the director must be available to answer to the library board and the general public for actual selections made, the director has the authority to reject or select any item contrary to the recommendations of the staff.
When patron pays for lost or damaged book or other library items, it is at the director’s discretion whether or not to use the funds to replace the book.
C. Criteria for Selection
1. The main points considered in the selection of materials are:
a. individual merit of each item
b. popular appeal/demand
c. suitability of material for the clientele
d. existing library holdings
2. Reviews are a major source of information about new materials.
The lack of a review or an unfavorable review shall not be the
sole reason for rejecting a title which is in demand.
Consideration is, therefore, given to requests from library
patrons and books discussed on public media materials are judged
on the basis of the work as a whole, not on a part taken out of
An up-to-date, attractive and useful collection is maintained through a continual withdrawal and replacement process. Replacement of worn volumes is dependent upon current demand, usefulness, more recent acquisitions, and availability of newer editions. This ongoing process of weeding if the responsibility of the library director and is authorized by the Board of Trustees. Withdrawn materials will be handled in a similar manner and under the same authority as donated materials.
5.3 CHALLENGED MATERIALS
The Southern Area Library recognizes that some materials are controversial and that any given item may offend some patrons. Selection of materials will not be made on the basis of anticipated approval or disapproval, but solely on the basis of the principles stated in this policy.
Responsibility for the reading of children rests with their parents or legal guardians. Selection of library materials will not be inhibited by the possibility that materials may come into the possession of children.
Library materials will not be marked or identified to show approval or disapproval of their contents, and no library material will be sequestered except to protect it from damage or theft.
Patrons who wish to request reconsideration of library materials may fill out the “Request for Reconsideration of Library Material” form and turn it in to the Library Director. After review of the form the Director will make a decision on the disposition of the material. Should the patron not be satisfied with the Director’s decision, they may appeal to the Board of Trustees.
SECTION 6: NON-CIRCULATING ASSETS
6.1 FIXED ASSET RETIREMENT POLICY
Any library asset (excluding circulating materials which falls under another policy) which is older than 10 years old and has a value of less than $100 can be selected at the director’s discretion to be placed in an annual silent auction. If the item is not bid on during the silent auction, the item will be dispose of by director in manner selected by director. If the director deems item is not worthy of being in the auction, then item may be disposed of as determined by director. Items valued at more than $100 will be presented at board meeting for a decision on disposal/sale.
6.2 INTERNET USE POLICY
The Southern Area Library is providing access to the Internet as a means to enhance the information and learning opportunities for the citizens of the library's service area. The Board of Trustees has established the Internet use policy to ensure appropriate and effective use of this resource.
Access to the Internet is available to all patrons, adults and minors; however, this service may be restricted at any time for use not consistent with the guidelines. Parents of minor children must assume responsibility for their children's use of the library's Internet service. All users must sign the log-in chart prior to beginning their session.
Users should be aware that the inappropriate use of electronic information resources can be a violation of local, state, and federal laws and can lead to prosecution. The user will be held responsible for his/her actions using the Internet Users are expected to abide by the policies below which include generally accepted rules of network etiquette. Unacceptable uses of the service will result in the suspension or revocation of Internet use privileges.
The Internet is a decentralized unmediated global network; the Southern Area Library has no control over the content found there. The library will not censor access to material nor protect users from offensive information, and it is not responsible for the availability and accuracy of information found on the Internet
The library cannot assure that data or files downloaded by users are virus-free. The library is not responsible for damages to equipment or data on a user's personal computer from the use of data downloaded from the library's Internet service.
Because of the possibility of virus contamination, disks for downloading must be purchased from the library at a cost of $1.00 each. Patrons wishing to save a file for further work may purchase a disk from the library and leave it at the library where it will be stored in a file box. Once the disk leaves the library building, the patron cannot use the disk with library equipment again.
The use of the Internet and e-mail is not guaranteed to be private. Messages relating to or in support of illegal activities will be reported to the proper authorities.
Patrons and Staff may not use the Internet in the following situations: Illegal, unauthorized, unethical or commercial purposes.
Library equipment will not be used to access material that is illegal. Illegal is defined as that which is:
A. obscene as defined in Section 1640 of Title 18, United States Code
B. child pornography as defined in Section 2256 of Title 18, United States Code
C. harmful to minors (This provision means adults cannot access sites that
would be harmful to minors.)
Chat Rooms, while not expressly prohibited, may be an unsafe environment and can be dangerous to minors. Some users of them will misrepresent and conduct themselves in an inappropriate manner.
Manipulation of the internal hardware and/or software, including uploading of any software
Transmission or downloading of any material in violation of state or federal laws including the following:
Sending. receiving. or displaying text or graphics which may reasonably be construed as obscene, and other illegal materials as defined by law. (Downloading of software and files not in the public domain is a violation of copyright law and is expressly prohibited).
Hacking or accessing any site that needs authorization. This is prohibited by all patrons including minors.
Lawful use of electronic resources is the individual's responsibility and not that of the library.
Internet use is a privilege and should be treated as such by all users of the system. Library staff has the right to determine the appropriateness of use and can at any time require a patron to leave the computer. Prohibited uses will result in loss of workstation privileges. In accordance with the library's general policy, appeals of such should be addressed in writing to the library director. Perpetrators of malicious damage to the system will be prosecuted to the full extent of the law.
Users may use the Internet for research and the acquisition of information to address their educational, vocational, cultural and recreational needs.
Users may use the Internet for research and the acquisition of information to address their educational, vocational, cultural and recreational needs.
Users may use the Internet for the receipt and transmission of electronic mail (e-mail) as long as they use a free e-mail service which win establish and maintain an account for them; the library is unable to manage e-mail accounts for any organizations or individuals.
Internet use is offered in thirty (30) minute sessions on a first-come, first-served basis; each user is allowed one session; if there is no patron waiting for the service at the end of a session, the user can have another session, but once having had the service for 30 minutes the user must abandon use of the Internet if another patron requests use of the service.
Users will respect and uphold copyright laws and all other applicable laws and regulations; they will not use it for illegal purposes.
Users will respect the rights and privacy of others by not accessing private files.
Users agree not to incur any costs for the library through their use of the Internet service.
Users shall not create and/or distribute computer viruses over the Internet.
Users shall not deliberately or willfully cause damage to computer equipment, programs, or parameters
6.3 TECHNOLOGY EQUIPMENT USE POLICY
Library staff is available for general assistance in using the computer. However, the library staff is not expected to train patrons in the use of application programs. Tutorial manuals will be provided when available. Staff will assist if duties allow.
Equipment may be available to patrons for faxing, scanning, copying, printing, etc. Fees for these services are determined by director. A posted listing of fees will be maintained in the patron area. At times equipment may not be available due to use or malfunction, no guarantee of these services is made to patron. Notary service is also provided when available. Rates are determined by state law.
Copy machine users are advised that there are restrictions on copyrighted materials. Any violation of copyright is the responsibility of the copy machine user. See copyright law listed under Section 2: Library Operations in this manual.
6.4 COMPUTER USE
Patrons no longer need to sign in to use the computers. Staff will count users. Staff counts on the hour and half-hour. At that time patrons may have an additional time period if no other patron is waiting for a computer. That means patrons may have less than 30 minutes on a computer depending on when you arrive and how many users are waiting for a computer.
Patrons may not enter a thumb drive or a cd (unless it is a cd bought from the library and stored here) on the patron access computers. If you need something downloaded from a thumb drive or cd, staff will assist you on a staff computer. This is a safety issue for library computers, and the library hopes all patrons will respect this policy.
Wireless internet disclaimer:
By choosing to use this free service, user agrees to abide by the library’s “internet Use Policy”. The library wireless network IS NOT SECURE. Information sent to and from your device may be captured by anyone with a wireless device and certain software.
Southern Area Library staff cannot guarantee that user will be able to make a wireless connection. Staff will, if possible, verbally lead user through steps to attempt a connection. Staff cannot work on users’ devices.
Southern Area Library assumes no responsibility for the safety of equipment used on the library’s Wi-Fi network. The library is not responsible for any changes user makes to the device’s settings or configurations, security, or data files resulting from user’s connection to the wireless network.
6.5 PROVISION OF LIBRARY EQUIPMENT AND SUPPLIES FOR PUBLIC USE
Southern Area Library has certain equipment
and supplies available for public use.
The director decides which items may be available for
public use. The
safety of the public and staff and the protection of library
resources and facilities are criteria used to determine what
equipment and supplies are available for public use.
The director may add or remove items as necessary to
follow the criteria.
The library must outline clearly what equipment and supplies are
access to such equipment and supplies will be provided to all
Public available equipment and supplies may include items in the
library’s maker spaces, the public printer/scanner/fax machine,
etc. There may be
fees associated with the use of these items.
There may be deposits required for the use of some of
SECTION 7: PATRONS
7.1 PATRON BEHAVIOR
A. lndividuals displaying inappropriate behavior in the library (including, but not limited to: running, yelling, talking loudly, vandalizing, etc.) will be dealt with in the following manner.
First offense: The librarian or library clerk will verbally request that the individual refrain from the inappropriate behavior.
Second offense: A letter outlining problem behavior and possible sanction will be sent to the offending person. If the individual is a child, the parents will be called and a follow-up letter will be sent.
Third offense: The individual will forfeit library privileges for a period of time comparable to the offense.
B. Individuals exhibiting offensive (i.e. threatening or violent) behavior will be asked to refrain from that behavior or leave the premises. If the situation is deemed too volatile for intervention by library personnel, police assistance will be requested.
7.2 UNATTENDED CHILDREN
Parents are responsible for the conduct of minor children (under 18 years of age) in the library or on library grounds, regardless of whether they are with their children or not.
Southern Area Library encourages children to use its facilities and services. The library does its upmost to protect the safety and welfare of all its patrons. However, the library staff cannot function as caregivers or baby sitters. The library, unlike school, is a public place that does not restrict who may visit. Staff cannot monitor children in the library, or when they leave the facility. As in all public places, “stranger danger” is a real concern. Library staff cannot prevent children from interacting with or leaving the library with persons who are not the appropriate chaperone. Library staff cannot be expected to provide parental care such as basic needs for food, rest, parental supervisor or attention. If the Library is closing, at a regular time or in an emergency situation, our policy is to call the director or a trustee to determine whether the authorities need to be called and the child placed in their care if a parent or guardian is not on site or cannot be reached by phone to pick up the child. The Library staff may not take responsibility for the care of any age child.
The library is not responsible for children left unattended at closing time. Library hours are posted and it is the responsibility of parents to pick up their children by closing time.
Fifteen minutes after closing library staff will attempt to contact the parents/guardians of unattended children left in the library. If the staff is unable to contact the child’s parents/guardians the library director will be contacted and she/he will decide on an appropriate action including whether police assistance is required.
7.3 CHILD ABUSE / CHILD SEXUAL ABUSE POLICY
A number of laws require public library workers to report suspected child abuse observe while serving as public library workers. It is the policy of Southern Area Public Library that employees will fulfill these responsibilities and fully cooperated with local authorities to protect children.
Employees who see such abuse while in their official capacity must report their findings to the Library Director or his/her designated representative immediately. It is the responsibility of the Library Director and/or his/her designated representative to report these findings to the West Virginia Department of Health and Human Services and to local law enforcement officials or the West Virginia State Police within 48 hours of the initial report. The Library Director with the employee shall together make the report to the child protective agencies.