Policies


Table of Contents

  • Service Philosophy
    A. Mission Statement
    B. Governance
    C. Identification of Users
    D. Service Goals
  • General Operation of the Library
    A. Daily Operations
    B. Hours of Operation
    C. Community Service
    D. Use of Facilities
    E. Gifts and Friends of the Library
    F. Patron Responsibilities and Code of Conduct
    G. Care of Children
    H. Confidentiality
    I. Fines and Fees
    J. Cell Phones and Other Noise Producing Equipment
    K. Animals in the Library
    L. Materials Loan Periods and Access
    M. Trustee Responsibilities
    N. Relationships
    O. Personnel
  • Collection Development
    A. Library Bill of Rights
    B. Responsibility for Selection
    C. Gifts
    D. Disposal of Materials
    E. Challenged Materials
    F. Interlibrary Loan
    G. Memorial Gifts
  • Public Access to the Internet
    A. Philosophy
    B. Who May Use The Internet
    C. Minor’s Use of Computers
    D. Rules for Computer Use
  • Revision of Library Policies
    Policies will be reviewed at Quarterly Meetings as follows:
    I. Service – March
    II. General Operation – June
    III. Collection Development – September
    IV. Public Access to the Internet – December

Collection Development

A. The Royalton Memorial Library will adhere to the tenets as set forth in the Library Bill of Rights, Minor’s Bill of rights and the Freedom to Read Statement adopted by the American Library Association.  (See attached copies of the Bill of Rights)

B. Responsibility for selection:

  • The authority for the final choice on book selection and rejection rests with the Library Director, within the policies framework determined by the Board of Trustees. In his/her selections, the Librarian will utilize professional judgment and expertise, knowledge and understanding of the community’s needs and requests, familiarity with authors and publishers, professional reviewing media, standard book lists and recommendations from professional journals.
  • The Library welcomes suggestions and requests from its users.  All suggestions and requests will receive careful consideration in terms of overall objectives and the existing book collection.
  • The Library will attempt to include within the collection materials presenting differing points of view on current and historical issues with no exclusion due to the race, nationality, social, political, or religious views of the author.  It is understood that the Librarian, board of Trustees, and the Library staff need not endorse every idea or presentation contained in the materials that the Library makes available.

C. Gifts:

Books and other materials will be accepted on the condition that the library has the authority to make whatever disposition it deems advisable.  All materials so acquired must be designated as a gift and the library cannot be required to keep, store, or preserve these materials.

D. Disposal of materials:

  • The deliberate, measured, regular evaluation of books and materials in relation to the collection as a whole and community at large should be a part of the Library’s normal procedure
  • The same criteria used in selecting materials applies to the systematic removal or replacement of outdated, inaccurate, no longer useful, seldom used, or worn items.  Each withdrawal or replacement should be judged by standard library tools to determine its retention value as a “classic,” as part of the overall collection, or it’s current usefulness
  • The authority for the final withdrawal of materials rests with the Director
  • Materials no longer useful to the library may be given to other libraries, sold for the benefit of the library or discarded

E. Challenged Materials:

For a complaint concerning an item in the library collection the librarian will explain the presence of the material in light of the library’s selection procedures.  If the individual wishes further consideration he/she may complete a “Statement of Concern About Library Resources” form, which is available in the library. The inquiry will be placed on the agenda of the next regular meeting of the Royalton Memorial Library Board of Trustees.  The complainant will be notified in writing by the library director of the Board’s decision.

Responsibility for the reading choices 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.

F. Interlibrary Loan:

Interlibrary loan is used to obtain from other libraries those materials that are beyond the scope of this library’s collection.  In return the library agrees to lend materials to other libraries through the same loan network.

G. Memorial gifts:

Memorial gifts of books or money are accepted with suitable bookplates placed in the book.  Specific memorial books can be ordered for the library by request after consultation with the library director. Book selection will be made by the director if no specific book is requested.

General Operation of the Library

A. Daily operations:

The trustees hire a Library Director to carry out policy and the daily operation of the Library.  The Library Director is responsible for staffing and supervision of library activities.

B. Hours of operation:

The library is open as many hours as possible at times convenient to the community, including some evening and weekend hours. The following holidays will be observed:  New Years Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, the Friday after Thanksgiving, and Christmas Day.

C. Community Service:

The Librarian and the Board of Trustees shall cooperate with schools, community organizations and other libraries to strengthen the services and resources of the library.

D. Use of Facilities:

The library may be used by groups for non-profit activities.  The activities or programs conducted by the groups must be free and open to the public.  The library does not necessarily advocate or endorse the viewpoints of meetings.
A written application must be submitted to the Library Director and then reviewed by a member or members of the Board of Trustees for each scheduled meeting or series of meetings.
Because there is no separate meeting space, gatherings during regularly scheduled library hours are subject to refusal.
If a group is meeting during non-library hours, a person authorized by the Board of Trustees must be in attendance.  Because space is limited the present library building can not accommodate more than 20 people.  Smoking is NOT allowed anywhere in the building or on the grounds.
The library board and staff do not assume any liability for groups or individuals attending a meeting in the library.  Privileges can be revoked due to misuse of property or other problems that may arise.

E.  Gifts and Friends of the Library:

The board welcomes volunteers and interested people from the community to support many aspects, programs and special events of the library.  A Trustee or staff member will serve as a liaison between a “Friend’s of the Library Organization” and the Board of Trustees.

Gifts of money, real property and/or stock will be accepted if attached conditions are acceptable to the Board of Trustees.

The name of the Royalton Memorial Library may not be used to sponsor or approve of any program, activity, or donation, monetary or otherwise, implied or outright, to another organization without approval of the Director and the Trustees.

F.  Patron Responsibilities and Code of Conduct:

In order to ensure that library patrons and staff’s rights and safety are protected and to safeguard library materials, property and facilities, it is prohibited for any person to engage in behaviors that are disruptive or unsafe.

G.  Care of Children:

The Royalton Memorial Library encourages visits by young children and it is our desire to make these visits both memorable and enjoyable for the child. The library staff is not expected to assume responsibility for the care of unsupervised children in the library.  Children will be subject to the Code of Conduct.

H. Confidentiality:

The library’s circulation and registration records and any other

records identifying the names of library users are strictly confidential

Such records shall not be made available to any agency of state, federal, or local government except pursuant to such process order or subpoena as may be authorized under the authority of, and pursuant to, federal, state, or local law relating to civil, criminal or administrative discovery procedures of legislative investigative power.

I. Fines and Fees:

Fines are not charged for overdue materials.  A box on the circulation desk is for optional donations.  Borrowers shall be notified by telephone or mail, before being billed for unreturned materials.  Charges for unreturned or damaged items are based on the cost of a new copy purchased as a replacement.

J. Cell Phones and other noise producing equipment:

A notice is posted near the circulation desk requesting that patrons refrain from using their cell phones and other noise producing equipment inside the library building. For non-compliance the staff may request the individual to turn the device off or go outside of the building.

K. Animals in the Library:

Animals are not permitted in the Library except under one of the following conditions:

  • The animal is trained and used to assist a physically or mentally challenged patron
  • The animal is part of a Library program that has approval by the Director
  • Exceptions to this policy may be made by the Director

L. Book Loan Periods and Access:

Books, magazines, and videos are loaned for a two-week period. Handicapped, disabled patrons and senior citizens may request home delivery and pick-up. Renewals may be made in person or by telephone, if the item is not in demand.

M. Trustee Responsibilities:

The basic responsibilities of the Trustees include:

  • Creating and reviewing Bylaws
  • Setting and reviewing library policy
  • Hiring and evaluating the Director
  • Planning

Yearly planning in June should include goals and policy making for library services, collection development guidelines, publicity, community needs, and an evaluation of library performance for the past year.

Long range plans: The Trustees will plan for growth and improvement of library services facility and assess community needs to determine the library’s role in meeting them. Strategic plans should be reviewed regularly with the Director.

The Trustees are encouraged to attend conferences and workshops and to attend pertinent town meetings.  Trustees should be aware of current library thinking and keep pace with technological advances.

New Trustees will receive an orientation packet including bylaws, history, policies, a list of Trustees and staff, job descriptions of staff, and other pertinent information.

N. Relationships:

 

O. Personnel:

A. Management Policy:

1.The Royalton Memorial Library Board of Trustees shall select, appoint, and when necessary for valid reasons, dismiss the director of the library.

2.The board shall establish all other positions and all wage and benefit levels for all library staff.

3.The board of trustees shall provide an effective orientation for new directors to assure that the director understands: a) the policies and processes related to the daily operation of the library, b) reporting and budgetary requirements that assure accountability and compliance with the law, c) the expectations of the board in regard to administrative processes and protocol, particularly as they relate to participating in effective and efficient board meetings, and d) rules and requirements for state certification and any assistance which is provided by the Library to acquire and maintain appropriate certification.

4.The board of trustees shall conduct annual appraisals of the library director’s performance, at which time personal and management goals can be discussed and negotiated.

B. Administrative Policy:

The person appointed as library director shall be charged with the sole administration of the library.

  1. The director shall be responsible to the board of trustees in matters pertaining to and concerning the library; be present at monthly board meetings and prepare and present such reports and meeting documents as requested.
  2. The director shall maintain financial records in an efficient manner; present periodic reports to the board of trustees; prepare the draft of the annual budget to be presented to the library board of trustees and assist trustees with presentation of the adopted request for appropriation to the Royalton Selectboard.
  3. The director shall hold regular meetings with staff and/or volunteers for training and interpreting board policy.
  4. The director will be responsible for preparing annual performance assessments for library staff and volunteers.
  5. The director shall have the responsibility for collection development for all materials in the library; this includes selection, ordering, processing, weeding, and inventory of the collections according to the guidelines in the policy.
  6. The director will recommend changes in or additions to library policies as needed.
  7. The director will perform preparatory work to assist the board with regular library planning.

C. Salaries:

The salary for the Library Director and the pay scale of other RML staff will be determined on an individual basis.  Recognition will be given to educational background and past library experience.  Consideration will also be given to the local and area wages in libraries of a similar size.

D. Health Insurance Policy:

Contributions to a Health Insurance Policy for the Library Director will be determined at the time of new hiring.

E. Vacation Policy:

The Library Director will receive one week of annual paid vacation.

F. Holiday Policy:

The RML will be closed on the following holidays: New Years Day, Memorial Day, the Fourth of July, Labor Day, Thanksgiving Day, and Christmas.

G. Sick Leave:

The Library Director will receive one week of sick/personal time.

H. Leave of Absence:

Leaves of absence without pay may be granted to library employees for maternity, adoption, illness, travel, or graduate or certification training. All leaves are considered on a case-by-case basis and must be approved by the director. A leave for the director must be approved by the library board of trustees.

Requests for leave should be submitted in writing well in advance of the time when the leave is to begin. Written requests should indicate both a beginning and ending date for the leave. Vacation time must be used before an unpaid leave will be approved for reasons other than maternity, adoption, or military training.

When an employee is on unpaid leave he/she is responsible for all health insurance costs and other benefit premiums or deductions that may apply.

In some instances it may be necessary to deny requests for leaves of absence. Leaves are a privilege and can be granted only if the best interests of the library can be maintained.

I. Bereavement Leave:

Library employees are eligible for three (3) days bereavement leave without loss of pay or sick leave credit in the event of the death in the immediate family, defined as spouse, children, brother, sister, or parents of either the employee or the employee’s spouse and grandparents.

J. Military Leave:

Library employees who are duly enrolled members of the National Guard, State Guard, or any other organized reserve component of the Armed Forces of the United States shall be allowed a military leave of absence which has been ordered. The leave, under normal circumstances, will not exceed fourteen (14) days excluding Sundays and legal holidays. A copy of the order requiring attendance at military training sites shall accompany all requests for a military leave.

K. Jury Duty:

In the event a library employee is called for jury duty, the library will release them and assure no loss of wages. If fees and expenses paid to jurors do not equal or exceed wages normally paid by the library, these fees can be turned in to the library board of trustees and the employee will be paid their wages as usual.

L. Work Schedule Policy:

Major changes in the director’s schedule or other circumstances may not be made without approval of the library board of trustees. Requests for such shall be made in writing to the library board. Requests for changes in the work schedule of other staff or volunteers shall be made in writing to the library director.

M. Meetings, Conventions, and Workshops:

The director, staff and trustees attending continuing education opportunities to aid the library shall be allowed expenses at the discretion of the library board according to the amount appropriated in budget for such. The director, staff and trustees are encouraged to attend and participate in continuing education activities.

N. Disciplinary Policy:

An employee of the Royalton Memorial Library may be dismissed for any action or behavior that causes the Library’s image or operation to be diminished. This includes but is not limited to: incompetence, misconduct, inattention to assigned duties, or unapproved absences from work.

Normally termination would be a final step which would follow:

1.a substandard performance appraisal, 2. verbal and/or written warnings, 3. suspension, and/or extended probation.

It is important that complete and clear records be maintained of all disciplinary processes for the protection of the employee and the library.

The Library wants each employee to be successful in his/her job and will work with employees to eliminate deficiencies.

While notice of intent to terminate can be expected, the Royalton Memorial Library reserves the right to dismiss an employee without notice in cases involving theft, drug or alcohol abuse, criminal activity, or in instances of significant misconduct.

O. Resignation and Retirement Policy:

A library employee wishing to resign or retire from employment must notify the director or the board of trustees as soon as practicable. The library requests a minimum notice of two weeks. For the library director a notice of at least one  month is preferred.

The employee must submit a formal, written resignation statement giving the exact date that employment is to be terminated. Between the time of notice and the time when employment ends a final performance appraisal will be conducted.

If the employee is entitled to benefits (such as earned, unused vacation) a lump sum payment can be made to the employee.

P. Grievance Procedure:

It is the intent of the Royalton Memorial Library that every employee shall have the opportunity to express concerns relating to the physical surroundings in which the employee works, procedures and conditions of the specific position, relationships with fellow workers or supervisors, and library rules as they apply to staff. A concern or grievance should follow the procedure below:

  1. If possible, discuss the problem with the director. In the case of the director having a concern, this should be discussed with the board president.
  2. If the director is part of the problem, or if the board president is part of the director’s problem, the concern/grievance should be submitted in writing for the library board of trustees and be delivered to the director, who will deliver the statement to the board president. The board president will, in turn, present the concern, during closed session, to the full board at the next or a special board meeting.
  3. The board of trustees representative will respond to the employee within five (5) days of the board meeting at which the issue is discussed, either providing a determination, solution, or a strategy for how the board will address the issue over time.

Q. Equal Opportunity Employment Policy:

It is the policy of the Royalton Memorial Library to provide an equal employment opportunity for all qualified and qualifiable persons. Equal employment opportunity shall be according to the provisions of State and Federal laws and regulations.

R. Drug-Free Workplace Policy:

In compliance with the Drug-Free Workplace Act of 1988, the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited while performing work for the Royalton Memorial Library, whether that work is carried out in the workplace building or not. All employees shall abide, as a condition of employment, by the terms of this notice and shall notify the library director or board of trustees within five (5) days of any criminal drug statute conviction for a violation occurring in the workplace.

Failure to comply with the above requirements shall be grounds for appropriate personnel action against such employee up to and including termination, or such employee may be required to satisfactorily participate in a drug abuse assistance or rehabilitation program.

S. Sexual Harassment Policy:

Harassment on the basis of sex is a violation of Title VII (federal law) and Statute 111.36(b) (state law). Sexual harassment, either verbal or physical, is an unlawful employment practice and will not be tolerated by the Royalton Memorial Library.

The Royalton Memorial Library accepts and adheres to all definitions and procedures outlined in the law as regards sexual harassment. Any employee who engages in sexual harassment will subject themselves to disciplinary action up to and including discharge.

Public Access to the Internet

A. Philosophy:

The Royalton library provides the community with a link to the Internet.  The Internet is a resource for obtaining and transmitting information of all types.  However, the Internet is an un-regulated medium.  It also provides access to information that is inaccurate, illegal, or that some may find offensive or disturbing. The library assumes no responsibility for the accuracy or suitability of the information on the Internet.

B. Who may use the Internet:

The Library supports the Library Bill of Rights adopted by the American Library Association and will not restrict an individual, regardless of age, to have equal access to the Internet. An exception to this would be for possible length of time spent at a terminal, to ensure equal opportunity of access for everyone.

C. Minors’ Use of Computers:

Parents and guardians of children are responsible for the appropriate use of the Library computers. The library assumes no responsibility for supervising users who are minors.

D. Rules for Computer Use:

Users should review the Royalton Memorial Library computer use policy, which are posted at each computer workstation. It is the individual’s responsibility to respect any federal, state, or local law governing information access, including but not limited to copyright laws and licensing agreements. Patrons may use any software applications that are installed on the computers.  They may not upload or download information or executable programs on the hard drive of any library computer.  Any damage to the computers or computer related materials will be charged at replacement value to the patron responsible or to his/her parent or guardian in the case of a minor.

Revision of Library Policies

The preceding policies of the RML shall be subject to review and needed revision at least every three years by the Library Board. Individual policies will be reviewed or added as needed.

Service Philosophy

A. Mission Statement
The mission of the Royalton Memorial Library is to make its resources available and useful to our community and to sustain and preserve a universal collection of knowledge and creativity that assists patrons in the pursuit of education, information, research, and pleasure.

B. Governance
The Royalton Memorial Library is a self-governing organization (501-3-c) incorporated under the laws of the State of Vermont and meets the minimum standards for Vermont Public Libraries. The library is guided by a Board of Trustees with funding from the Town of Royalton, private donations, and grants.

C. Identification of Users

  • The Library is open to all residents of Royalton regardless of age, religion, race, gender, social, economic or political status, sexual orientation, gender identity, color or disability.
  • Borrowing privileges are extended to others outside of Royalton at the discretion of the Librarian.
  • The use of the library may be denied for due cause. Such cause may be but not limited to failure to return library materials or to pay penalties, destruction of library property, disturbance of other patrons, or any other illegal, disruptive, or objectionable conduct on library premises

D. Service Goals

  • To provide materials and information in a variety of formats which entertain, inform and enlighten members of the community.
  • To provide materials presenting current issues and problems of our times, representing opposing sides of controversial issues, in so far as possible, enabling citizens to make informed decisions.
  • To provide a wide spectrum of ideas, cultures, and philosophies which expose patrons to the larger world community without prejudice.
    To provide materials appropriate for all ages and reading levels in support of full literacy and foster a love of reading.
  • To protect, maintain, and preserve our community’s history.