Hopkins District Library

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Policy Manual

Hopkins Public Library Policy Manual:

Table of Contents:

1.      Library Mission Statement and Objectives

2.      Library Materials and Services Policies

a.       Freedom to Read

b.      Freedom to View

c.       Library Bill of Rights

d.      Collection Development Policy

                                                              i.      Selection Policy

                                                            ii.      Interlibrary Loan

                                                          iii.      Request for reconsideration of materials

e.       Circulation Policy

                                                              i.      Services

                                                            ii.      Audio/Visual Material

                                                          iii.      Fines

                                                          iv.      Record Privacy Policy

f.       Reference Service Policy

g.      Programming Policy

h.      Archive Policy

i.        Copyright Policy

j.        Internet Usage Policy

k.      Copying/Printing/Fax Policy

l.        Public Use of Telephone Policy

m.    Surplus Equipment Policy

3.      Patron Policies

a.       Patron Rights and Responsibilities

                                                              i.      Confidentiality Law and Policy

                                                            ii.      Library Card Policy

                                                          iii.      FOIA Policy

b.      Patron Expectation Policy

c.       Unattended Children Policy

d.      Sexual Abuse and Molestation Prevention Policy

e.       Complaints Concerning Library Staff Policy

4.      Personnel Policies

a.       Job Descriptions

                                                              i.      Director

                                                            ii.      Children’s Librarian

                                                          iii.      Library Clerk

                                                          iv.      Library Substitute

                                                            v.      Shelver

b.      Time-off/Leave Policy

                                                              i.      Time off

                                                            ii.      Holidays

                                                          iii.      Jury Duty

                                                          iv.      Leave

c.       Staff Rights Policy

                                                              i.      Hiring

                                                            ii.      Termination

                                                          iii.      Drug Free Work Place

                                                          iv.      Social Security Numbers

                                                            v.      Harassment

d.      Salary Policy

e.       Employee Acknowledgement Form

5.      Library Board

a.       Bylaws

6.      Library Building Policies

a.       Hours

b.      Petitions and Solicitations

c.       Postings/Notices/Bulletin Boards

d.      Use of Public Meeting Areas Policy

e.       Competitive Bidding Policy

7.      Financial Policies

a.       Budget Policy

b.      Fund Balance Policy

c.       Credit Card Policy

d.      Petty Cash Policy

e.       Investment Policy

f.       Record Retention Policy

g.      Check Policy

8.      Emergency Preparedness Policies

a.       In case of Weather Emergency

                                                              i.      Tornado

                                                            ii.      Fire

                                                          iii.      Flood

                                                          iv.      Blizzard

b.      In case of Health Emergency

c.       In case of Power-outage

d.      In case of Bomb Threat

e.       In case of Terrorist Threat

9.      Volunteer Policy

10.  Friends of the Library Policy

11.  Gift/Donation/Memorial Acceptance Policy


1.    Library Mission and Objectives

The Hopkins District Library’s mission statement is: Reading, Learning, and Teaching.  This statement reflects our commitment to expanding knowledge, in our community and in ourselves. 

To provide materials and services to help our community meet their personal, educational, cultural and professional needs. Special emphasis is placed on supporting students at all academic levels and on stimulating young children’s interest as well as instilling appreciation for reading and learning. The library serves as a learning and educational center for all residents of the community.

Our objectives will give us a road map to meet our mission statement and provide for our community.

The Hopkins District Library will be a multi-media facility providing as varied a selection of materials and information as financing permits for residents within the designated patron area. These services will also be available to patrons of libraries with which the library has reciprocal agreements and Michicard holders. Contracted service areas will be provided services; however, those services may vary from the non-contracted patron areas.

The task of the staff and board is to provide for the literary tastes of the citizenry, to make reference and research materials available, to aid in the enrichment the personal lives of its patrons, and to make other programs of interest available.

The library shall make every attempt to encourage children in their pursuit of knowledge and in gaining rewarding experiences through books and other media.

The principles of intellectual freedom shall be respected by the library in accordance with the Freedom to Read Statement as revised on January 16, 1991 by the American Library Assoc. Council and in the Library Bill of Rights as amended January 23, 1980 by the American Library Assoc. Council. In adhering to these principles the following items must be considered:

-        The freedom of individuals to learn about controversial issues and arrive at their own decisions.

-        It is not a proper function of the library to promote particular beliefs and views to censor the interest of its patrons.

-        Promoting particular beliefs and views or censoring the interests of patrons is not the proper function of the Library.

The Director and Board shall periodically review the policies and objectives of the library to provide any needed changes.

2.    Library Materials and Services Policies

a.     Freedom to Read

-       It is in the public interest for publishers and librarians to make available the widest diversity of views and expressions, including those which are unorthodox or unpopular with the majority.

-       Publishers, librarians and book sellers do not need to endorse every idea or presentation contained in the books they make available. It would conflict with the public interest for them to establish their own political, moral or aesthetic views as a standard for determining what books should be published or circulated.

-       It is contrary to the public interest for publishers or librarians to determine the acceptability of a book on the basis of the personal history or political affiliations of the author.

-       There is no place in our society for efforts to coerce the taste of others, to confine adults to the reading matter deemed suitable for adolescents or to inhibit the efforts of writers to achieve artistic expression.

-       It is not in the public interest to force a reader to accept with any book the prejudgment of a label characterizing the book or author as subversive or dangerous.

-       It is the responsibility of publishers and librarians, as guardians of the people's freedom to read, to contest encroachments upon that freedom by individuals or groups seeking to impose their own standards or tastes upon the community at large.

-       It is the responsibility of publishers and librarians to give full meaning to the freedom to read by providing books that enrich the quality and diversity of thought and expression. By the exercise of this affirmative responsibility, bookmen can demonstrate that the answer to a bad book is a good one, the answer to a bad idea is a good one.
NOTE: "Books" as used in this statement include all kinds of materials acquired for library use.

-       Issued May 1953 by the ALA and the Association of American Publishers
Adopted by the ALA Council June 25, 1953; revised January 28, 1972

b.    Freedom to View

-       The following statement was adopted by the Intellectual Freedom Committee, American Library Association, June 1979.

-       The Freedom to View, along with the freedom to speak, to hear, and to read, is protected by the First Amendment to the Constitution of the United States. In a free society, there is no place for censorship of any medium of expression. Therefore, we affirm these principles:

o   It is in the public interest to provide the broadest possible access to films and other audiovisual materials because they have proven to be among the most effective means for the communication of ideas. Liberty of circulation is essential to ensure the constitutional guarantee of freedom of expression.

o   It is in the public interest to provide for our audiences films and other audiovisual materials which represent a diversity of views and expression. Selection of a work does not constitute or imply agreement with or approval of the content.

o   It is our professional responsibility to resist the constraint of labeling or pre-judging a film on the basis of the moral, religious, or political beliefs of the producer or filmmaker or on the basis of controversial content.

o   It is our professional responsibility to contest vigorously, by all lawful means, every encroachment upon the public's freedom to view.

c.      Library Bill of Rights

-       The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services.

-       Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation.

-       Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval.

-       Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment.

-       Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas.

-       A person’s right to use a library should not be denied or abridged because of origin, age, background, or views.

-       Libraries that make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.

-       Adopted June 19, 1939, by the ALA Council; amended October 14, 1944; June 18, 1948; February 2, 1961; June 27, 1967; January 23, 1980; inclusion of “age” reaffirmed January 23, 1996.

d.    Collection Development Policy

                                                                          i.      Selection Policy

-       The selection policy of the Hopkins District library supports the general mission of the Library, the Library Bill of Rights* and the Freedom to Read Statement*.

-       All acquisitions, before being purchased or accepted as gifts, are evaluated in terms of the following criteria and in the context of economic and space considerations. An item will not necessarily be judged against all criteria, but against those appropriate and applicable to it. These same standards determine the replacement, duplication, and withdrawal of materials.

-       The Library will:

o   Provide a collection that anticipates the needs and numbers of potential users.  Consider public demand, both specific and general, as expressed through requests, suggestions, and use to develop the collection.  Consider the availability of the same, or similar, materials in other libraries or agencies.  Consider the need for all subjects covered and viewpoints expressed.  Consider the effect that subjects and viewpoints selected have on developing a balanced collection.  Consider the appropriateness to scope of the collection as it is developed.

-       Selectors will consider these characteristics when selecting:

o   Literary or stylistic quality.  Reputations, qualifications, and significance of author, producer, or publisher.  Accuracy, currency, timeliness, and validity.  Importance and uniqueness.  Physical quality and effectiveness of format.  Appropriateness of format to subject.  Cost, as measured against competing materials on the same subject.  Suitability for intended audience.

-       *As adopted by the Council of the American Library Association

                                                                        ii.      Interlibrary loan

-       Interlibrary Loan (ILL) services at the Hopkins District Library assist card holders in obtaining library materials which are not available in the library’s own collection.

-       The ILL resources of the Hopkins District Library include Lakeland Library Cooperative arrangements and an extensive national network of public, academic and special libraries available through MeLCat. Access to this service will be provided in the most convenient manner possible for customers.

-       Costs and Fees:  Interlibrary Loan Services are provided as a service to cardholders of the Hopkins District Library.  Overdue fines on ILL materials are in accordance with the Library's Circulation Department policy.  Replacement costs for unreturned and damaged ILL materials are determined by the lending institutions

                                                                      iii.      Request for reconsideration of materials

-       The Hopkins District Library will support the Library Bill of Rights and the Freedom to Read.  Should any patron of the Hopkins District Library raise a question about any materials provided by the Library being in anyway objectionable, the complainant must file a written complaint with the Library Director on a form provided for this purpose.  The complainant must be properly identified before the request is considered.  No action will be taken before the complaint is brought before the Library Board.  The Board shall: consider the specific objections to the material voiced by the complainant, weigh the values and faults of the material as a whole, and issue a written report within ninety days to the Director containing its recommendations concerning the complaint.

Request for Reconsideration – Hopkins District Library

Please complete this form and return it to a staff member.

Date_________________________________

Name______________________________Phone#_____________________________________

Address_______________________________________________________________________

City/State/Zip__________________________________________________________________

Library Card Number_______________________________________________________________________

Do you represent: yourself an organization? (check one)

What type of material or service are you commenting on?

Book Magazine Library Program Movie Music CD Display/Exhibit Newspaper Audio recording Slide Internet Resource/Site Other (brief description)

If commenting on an item, what is the title and author/performer/producer?

                Title:___________________________________________________________________

Author:_________________________________________________________________

If commenting on a program/display/exhibit what it the title and the date?

Title:___________________________________________________________________

                Date:___________________________________________________________________

What item/program/display/exhibit are you commenting on?

                ________________________________________________________________________

________________________________________________________________________________

How did this title/event/display/program/exhibit come to your attention?  (Recommended by staff member, review, friend’s recommendation, found on shelf, visited library, library calendar announcement, publicity announcement, etc.)

                ________________________________________________________________________

Did you read or listen to the entire work, stay for the entire program, view the entire display? If not, which selection or part did you read or view?

                ______________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

What is it that you find objectionable? Please be specific; cite pages, excerpts, or scenes whenever possible. _____________________________________________________________________________________________

_____________________________________________________________________________________________

Thank you for your comments. A member of our Administrative Staff will contact you regarding your concerns.

Please use the back of this page for further comments if necessary.

e.      Circulation Policy

                                                                          i.      Services

-       Hopkins District Library employees assist patrons in getting a library card, renewing and updating their library card, or understanding fines/fee/or other notations on their cards.  Patrons are allowed one replacement card for free each year.  Additional replacement cards will be $1.00 each.  Lost or stolen cards must be reported as soon as the loss is noticed.  Any fines incurred on that card prior to the report will be the responsibility of the patron to whom the card belongs.

-       Juvenile (under age 18) registrations must be signed by a parent or guardian. Signatures indicate an acceptance of responsibility for:

o   supervision of the child/ward’s choice of material,

o   use of all library resources including access to the Internet,

o   return of all materials when due, and

o   all losses and damages to materials and equipment borrowed.  

-       Hopkins District Library participates in the Michicard statewide library card program for the circulation of print materials and recorded books to Michicard holders.

-       Seasonal or long-term vacation residents (staying for at least one month) within Hopkins District Library’s service boundaries are eligible for Kent District Library cards while they reside in the area.

-       The Hopkins District Library will assist patrons in finding materials that are available for loan when those materials are not available in the building.  As a member of the Lakeland Library Cooperative, Hopkins District Library patrons have borrowing privileges at any other member library.  However, materials borrowed and not inter-library loaned must be returned to the library they were borrowed from. 

                                                                        ii.      Audio/Visual Material

-       As the Hopkins District Library’s VHS collection has been entirely donated, the lending period for these items is 3 weeks.  Audio books (CD and Tape) and story books (CD and Tape) will lend for 3 weeks.  DVDs will lend for 1 week at a $1.00 check out fee. 

                                                                      iii.      Fines

1.      Late fines (per day)

Books

.15

Magazines

.15

VHS

.15

DVD

1.00

Audio Books/Story Books

1.00

2.      Damaged Material fines

Book/Magazines

Water damage

$1 – cost of book

Animal damage

$1 – cost of book

Cut/torn pages

$.50 – cost of book

Writing/highlighting

$.50 – cost of book

Lost barcode

$1

CDs/DVDs

Scratched (but plays)

$1 - $5

Scratched (does not play)

Replacement cost

Broken case/bag

$1 - $3

Lost barcode

$1

VHS/Audio Tape

Does not play

Forgiven

Lost Barcode

$1

Broken case/bag

$1

                                                                      iv.      Records Privacy Policy

-       The Hopkins District Library is bound by the Michigan Library Privacy Act (PA 455 of 1982) in which a “library record” is defined as a document, record, or other method of storing information retained by the library that personally identifies a library patron including the patron’s name, address, or telephone number, or that identifies a person as having requested or obtained specific materials from a library. The Library Privacy Act provides that a “library record” is not subject to disclosure under the Freedom of Information Act and may not be released or disclosed to any person without the written consent of the person identified in the record unless ordered by a court. Accordingly, the Hopkins District Library will not release nor disclose a “library record” except as provided by the Library Privacy Act or as otherwise required by state or federal law. The Library, however, may use the “library record” for the purpose of retrieving overdue materials, collecting fines, and other library business permitted by law.

f.      Reference Service Policy

-       The Hopkins District Library shall collect or provide access to informational resources appropriate to its mission and reflecting the interests of the full spectrum of the population it serves. These informational resources shall satisfy, through content, current format, organization, and quantity a diversity of user needs.

-       Staff shall direct the user to possible sources, both in and out of the library, where the information the user requires may be provided. These materials might include books, pamphlets, journals, Internet and electronic sources, service agencies, and professionals in the appropriate field.

-       Users of all ages and circumstances are to be treated with equal attention to particular needs. All requests for public information are legitimate. Staff may only provide information, not opinions. Questions should not be answered on the basis of personal experience. It is the staff’s responsibility to provide information in an impartial and businesslike manner even when contrary to personal beliefs.

-       Medical, Legal, Financial and Tax Questions

o   The Library does not provide advice in the areas of medicine, law, finance or taxes. Under no circumstances will a staff member offer advice in medical, legal, financial or tax areas, no matter how commonplace the question seems to be.

o   Brief definitions and descriptions from authoritative sources will be provided. These sources will be quoted verbatim with no personal interpretation. The patron will be informed of the sources from which the information is taken. Every effort will be made to use authoritative, current online sources when using the Internet.

o   Specific tax forms and publications will not be suggested. Patrons must know the numbers or titles of the forms they need. If more information is required, the patron will be encouraged to examine the library’s collections or be referred to another source.

-       Children’s Reference Service

o   The Library provides reference service to children and adults working with children in order to promote a more literate public. To fulfill this goal, the Library develops a collection of materials that meets children’s interests and information needs, stimulates their curiosity, and challenges them to greater achievement. The Library also strives to create a pleasant, stimulating atmosphere at the Library, including knowledgeable staff that makes children feel their requests are significant and their presence is welcome. The Library also offers programs and tours that encourage children and their families to come to the Library. Library staff will cooperate with individuals and groups with similar goals by extending library services into the community and emphasizing contact with children who are in need of literacy support.

o   Except where limited by law, children are entitled to borrowing privileges and open and ready access to materials and facilities provided by the Library. Parents and legal guardians are responsible for monitoring and limiting the use of library materials by their children.

-       School Assignments

o   Questions related to school assignments are handled in the same manner as any other reference question. With complex school assignment questions, librarians should make tactful suggestions to telephone callers or to parents of students, that the students come into the Library for personal assistance and do their own in-depth research.

-       Patron Priorities

o   Staff is expected to exercise good judgment in determining patron priorities. Generally, the public is served on a-first come, first-served basis. Patrons calling the Library are helped in sequence. Callers will be asked if they would like to wait, to call back, or to be called back before being put on hold. Patrons approaching the desk will be informed that they will be helped as soon as possible. If a patron has a time-consuming request, it may be necessary to get him/her started and make sure a follow-up is done to continue the patron in the process.

g.     Programming Policy

-       The Library supports its mission of connecting people with the world of ideas and information by developing and presenting programs that provide additional opportunities for information, learning, and entertainment. Programming is an integral component of library service that:

o   Expands the Library’s role as a community resource.  Introduces patrons and non-users to Library resources.  Provides entertainment.  Provides opportunities for lifelong learning.  Expands the visibility of the library.

-       Ultimate responsibility for programming at the Library rests with the Director, who administers under the authority of the Board of Trustees. The Director utilizes Library staff expertise, collections, services and facilities in developing and delivering programming. The Library’s staff use the following criteria in making decisions about program topics, speakers, and accompanying resources:

o   Community needs and interests.  Availability of program space.  Treatment of content for intended audience.  Presentation quality.  Presenter background/qualifications in content area.  Budget.  Relevance to community interests and issues.  Historical or educational significance.  Connection to other community programs, exhibitions or events.  Relation to Library collections, resources, exhibits and programs.

-       In addition, the Library draws upon other community resources in developing programs and actively partners with other community agencies, organizations, educational and cultural institutions, or individuals to develop and present co-sponsored public programs. Professional performers and presenters that reflect specialized or unique expertise may be hired for Library programs; performers and presenters will not be excluded from consideration because of their origin, background, or views, or because of possible controversy. Library staff who present programs do so as part of their regular job and are not hired as outside contractors for programming.

-       All Library programs are open to the public. A fee may be charged for certain types of Library programs. The Library’s philosophy of open access to information and ideas extends to Library programming, and the library does not knowingly discriminate through its programming. Library sponsorship of a program does not constitute an endorsement of the content of the program or the views expressed by participants, and program topics, speakers and resources are not excluded from programs because of possible controversy.

-       Registration may be required for planning purposes or when space is limited. Programs may be held on site at the Library, or off site. Any sales of products at Library programs must be approved by the Library and benefit the Library. Programs are not used for commercial, religious, or partisan purposes or the solicitation of business.

-       External organizations or individuals partnering with the Library on programs must coordinate marketing efforts with the Library’s Director.

-       The Library welcomes expressions of opinion from customers concerning programming. If a customer questions a library program, he/she should address the concern with a Library staff member.

h.    Archive Policy

-       All items belonging to the Library with potential historical value will be professionally appraised before the item is discarded.  The Hopkins District Library does not maintain an archive.  However, Hopkins District Library does maintain local historical sources in our collection. 

i.       Copyright Policy

-       It is the intent of the Hopkins District Library to comply with Title 17 of the United States Code, titled “Copyrights”, and other federal legislation related to the duplication, retention and use of copyrighted materials. A notice of copyright will be prominently placed on the library’s photocopiers. Library staff will refuse to duplicate any materials if doing so would violate copyright law. Library patrons copying any materials on library machines are solely and fully responsible for using the materials in compliance with relevant copyright law.  Unless otherwise labeled, audiovisual materials are for personal and home use only.  Library staff will follow copyright law in selecting and using materials for public performance. Original or copyright-free art will be used to produce library publicity items or for creating displays and decorations

j.       Internet Usage Policy

-       The Hopkins District Library provides access to the Internet as an information and recreation resource. The Library provides this access via computers located in the library as well as a wireless network for patrons to use with their own computer equipment that they bring into the library. This policy applies to all Internet activity in the Library, regardless of the method of access.  Internet resources change rapidly and unpredictably. Not all sources on the Internet provide information that is accurate, complete, current or legal. The Library is unable to monitor or control the content of Internet resources. The Library and its Trustees shall not be liable for any damages (direct or consequential) from any information obtained or provided on the Internet. Users are hereby notified that they are responsible for the choice of sites that they visit.

-       Acceptable Use:  The Library network and/or workstations are intended primarily for research, communication and personal data management activities and may be used only for legal and ethical purposes. The following activities are strictly prohibited:

o   Accessing obscene matter or sexually explicit material that is harmful to minors.   Displaying images which other library users may find offensive.  Harassing other users.   Destroying of or damaging equipment, software, or data belonging to the Library or other users.  Unauthorized monitoring or disruption of electronic communications.  Violating U.S. copyright laws and all other applicable laws.  Commercial activity or distributing advertisements

-       Library staff has the authority to interpret and enforce this policy. Staff shall actively monitor all patrons’ network use during and after sessions. Patrons who violate the guidelines once will be warned by Library staff. Continued failure to follow the guidelines may result in the loss of the right to use the network and/or workstations.  The Library Director is able to suspend internet privileges for a set time or permanently.  Patrons may appeal this decision in writing to the Library Board within three days of the suspension or ban.  The Library Board will hear the matter and respond at its next regularly scheduled meeting.

-       Michigan Public Act 212 Compliance:  Michigan Public Act 212 requires that libraries offering public access to computer network resources “utilize a system or method that is designed to prevent a minor from viewing obscene matter or sexually explicit matter that is harmful to minors”. The Library complies with this requirement through the active monitoring of network use and strict enforcement of acceptable use standards.  General Procedures:

o    Persons wishing to use the workstations shall sign in at the circulation desk. Use of the workstations will be limited to one hour if others are waiting. Library staff has the authority to extend or decrease time limits as necessary, depending on demand

k.    Copying/Printing/Fax Policy

-       It is the policy of the Hopkins District Library that copying, printing and faxing will be made available to patrons at the library.  Faxes are $1.00 for each page received and/or sent.  The following schedule will be used to calculate the cost of printing and copying services:

Black/White

Color

8.5X11

Single sided

$.25

Single sided

$.50

Double sided

$.30

8.5X14

Single sided

$.30

Single sided

$.75

Double sided

$.35

11X17

Single sided

$.50

Singe sided

$1.00

Double sided

$.55

l.       Public Use of Telephone Policy

-       It is the policy of the Hopkins District Library that the telephones in the building will only be used by staff members to place local and long distance calls.  No overseas calls will be made from library phones.  In case of emergency, patrons may use the Library telephones.

m.  Surplus Equipment Policy

-       It is the policy of Hopkins District Library to dispose of library materials, furniture and equipment that is no longer functional or useful. The Director shall be responsible for the sale or disposal of all library furniture and equipment that is no longer of any use to the Library. When an item no longer has value to the Library, it will be removed from inventory and disposed of in the following manner:

o   Books and other materials no longer deemed appropriate for the collection will be sold in the book sales or donated to the Friends of the Hopkins District Library for sale in their books sales.

o   Computer equipment, no longer of use to the Library, may be donated to local organizations or recycled by a qualified recycler.

o   Furniture, no longer of use to the Library, the value of which is less than $100, may be donated by the Library to a local organization.

o   Items not covered by the above will be sold through publicly advertised sale, with any proceeds from such sale being deposited to the General Fund of the Library. Prior to such sale, the Director will prepare a list of those items to be included in the sale for approval by the Board of Trustees.

o   If any item is determined by the Director to have marginal or no resale value, it does not sell through a publicly advertised sale; it may be sold or discarded in the best interest of the Library.

-       In an instance where an item of surplus inventory is determined by the Director to have unusual, historic or artistic value, it may be referred to the Board of Trustees for a determination of its value. This may necessitate the services of a professional appraiser or outside expert opinion.

3.    Patron Policies

a.     Patron Rights and Responsibilities

                                                                          i.      Confidentiality Law and Policy

-       See the Circulation Policy: Records Privacy Policy. 

                                                                        ii.      Library Card Policy

-       See the Circulation Policy: Services

                                                                      iii.      FOIA Policy

-       Library documents and records (other than borrowers records covered by the Michigan Library Privacy Act [PA 455 of 1982]) shall be available to the public in accordance with the Michigan Freedom of Information Act (PA 442 of 1976) upon a request which precisely describes the exact library public records desired. The Library need not create new public records to satisfy a request, nor must the Library make a compilation, summary or report of information. Costs associated with responding to a request will be charged to the requester.

-       The Hopkins District Library Board of Trustees authorizes the Library Director to serve as the FOIA Coordinator and to accept and process requests for public records. The Director shall report action taken on FOIA requests at the next regularly scheduled Hopkins District Library Board of Trustees meeting.

-       Upon providing Hopkins District Library’s FOIA Coordinator with a written request that describes a public record sufficiently to enable the Hopkins District Library to find the public record, a person has a right to inspect, copy, or receive copies of the requested public record.

-       A Hopkins District Library employee who receives a request for a public record shall promptly forward that request to the Director.

-       Hopkins District Library may charge a fee for a public record search, the necessary copying of a public record for inspection, or for providing a copy of a public record. The Library may also require a good faith deposit from the person requesting the public record or series of public records, if the fee exceeds $50. The deposit shall not exceed half of the total.

-       For information on the Hopkins District Library’s FOIA policy for borrower’s records, please see the Records Privacy Policy.

b.    Patron Expectations Policy

-      The following activities are prohibited in the library:

o   Loud or distracting noises (patrons will be warned by the library staff)

o   Harassing, intimidating, or using hurtful language as determined by library staff

o   Damaging library property

o   Bringing animals into the library (except service animals)

o   Drug use, smoking and drinking alcohol

o   Inappropriate or inadequate attire (shoes and shirts required) as determined by library staff

-      Failure to follow these rules could result in a suspension from the library by the Director.  Patrons have the right to appeal any suspensions in written form to the Library Board within three days of the suspension.   The Library Board will hear the matter at the next regularly scheduled meeting and issue a decision. 

c.      Unattended Children Policy

-       Children, age 6 and younger, must be accompanied by a parent, guardian, or assigned chaperone (age 16 years or older) at all times. Children, age 7 and older, are welcome to use the library independently.  However, responsibility for minors using the library or attending library programs rests with the parent/guardian. The Library is not responsible for children left alone without proper supervision.

-       If a child (age 6 and younger) is left unattended at any time, or if a child (age 14 or younger) is left in the library at closing time, staff will attempt to contact the parent or guardian. If staff is unable to contact the parent/guardian within a reasonable amount of time, the local police will be contacted. A staff member shall stay with the child until the parent/guardian or proper authorities arrive. Staff members are not to transport the child to another location.

d.    Sexual Abuse and Molestation Prevention Policy

-       The Hopkins District Library does not permit or allow sexual abuse or molestation to occur in the workplace or at any activity sponsored by or related to it.  In order to make this “zero-tolerance” policy clear to all employees, volunteers and staff members, we have adopted mandatory procedures that employees, volunteers, family members, board members, individuals and victims must follow when they learn of or witness sexual abuse or molestation.

-       Sexual abuse takes the form of inappropriate sexual contact or interaction for the gratification of the actor who is functioning as a caregiver and is responsible for the patient’s or child’s care.  Sexual abuse includes sexual assault, exploitation, molestation or injury.  It does not include sexual harassment, which is another form of behavior which is prohibited by the Hopkins District Library. 

-       Reporting Procedures: All staff members who learn of sexual abuse being committed must immediately report it to the Library Director or Library Board.  If the victim is an adult, the abuse will be reported by this designee to the local or state Adult Protective Services (APS) Agency and the police.  If a child is the victim, the designee will report it to the local or state Child Abuse Agency and the police.  Appropriate family members of the victim must be notified immediately of suspected child abuse.

-       Investigation and Follow Up: We take allegations of sexual abuse seriously.  Once the allegation is reported we will promptly, thoroughly and impartially initiate an investigation to determine whether there is a reasonable basis to believe that sexual abuse has been committed. Our investigation may be undertaken by either an internal team or we may hire an independent third party.  We will cooperate fully with any investigation conducted by law enforcement or regulatory agencies and we may refer the complaint and the result of our investigation to those agencies.  We reserve the right to place the subject of the investigation on an involuntary leave of absence or reassigning that person to responsibilities that do not involve personal contact with individuals or students.  To the fullest extent possible, but consistent with our legal obligation to report suspected abuse to appropriate authorities, we will endeavor to keep the identities of the alleged victims and investigation subject confidential.  If the investigation substantiates the allegation, our policy provides for disciplinary penalties, including but not limited to termination of the actor’s relationship with the Hopkins District Library. 

-       There are a number of ‘red flags’ that suggest someone is being sexually abused.  They take the form of physical or behavioral evidence.  Physical evidence of sexual abuse includes, but is not limited to:

o   Sexually transmitted diseases;

o   Difficulty walking or ambulating normally;

o   Stained, bloody or torn undergarments;

o   Genital pain or itching; and

o   Physical injuries involving the external genitalia.

-       Behavioral signals suggestive of sexual abuse include, but are not limited to:

o   Fear or reluctance about being left in the care of a particular person;

o   Recoiling from being touched;

o   Bundling oneself in excessive clothing, especially night clothes;

o   Discomfort or apprehension when sex is referred to or discussed; and

o   Nightmares or fear of night and/or darkness.

-       Retaliation Prohibited: We prohibit any retaliation against anyone, including an employee, volunteer, board member, student, or individual, who in good faith reports sexual abuse, alleges that it is being committed or participates in the investigation.  Intentionally false or malicious accusations of sexual abuse are prohibited. Anyone who improperly retaliates against someone who has made a good faith allegation of sexual abuse, or intentionally provides false information to that effect, will be subject to discipline, up to and including termination.

ACKNOWLEDGEMENT OF RECEIPT OF SEXUAL ABUSE POLICY

I, _______________________________________, acknowledge that I have received and read the sexual abuse policy immediately preceding my signature below.  I understand that I am bound to follow the policy and understand the consequences in the event that I fail to do so. 

__________________                                    ______________________________

Date                                                                Signature

                                                                        ______________________________

                                                                        Printed Name of Employee/Volunteer

Date(s) of Annual Review(s) (employee/volunteer to write date in his/her own handwriting)(Add additional sheets if necessary).

1._____/______/_______4._____/_____/______7.______/______/______

2._____/______/_______5._____/_____/______8.______/______/______

3._____/______/_______6._____/_____/______9.______/______/______

e.      Complaints Concerning Library Staff Policy

-       Patrons who wish to make a complaint concerning a Library staff member may do so via the following process:

o   The patron must submit a written complaint detailing the reason for the complaint, name of the staff member, date, and contact details including: patron name, phone number, and address for follow up.

o   The Director will contact the patron and make every effort to resolve the situation.

o   If the patron does not feel that a satisfactory resolution was reached, he or she may request that the complaint be forwarded to the Board of Trustees.

o   The Board of Trustees will review the complaint and determine whether a special meeting needs to be called, or whether the matter may be handled at the next scheduled Board meeting.

o   The patron will be notified within fifteen (15) days when the meeting will be held.

o   The patron is welcome to attend the meeting or the Board may request the person’s attendance.

o   The patron will be contacted within seven (7) days of said meeting regarding the Board’s decision on the complaint.

1.    Library Building Policies

a.     Hours

-       The Hopkins District Library will be open during the following hours (excluding holiday closures, emergencies, and other scheduled closures): Monday from 10am – 8pm, Tuesday from 10am – 5pm, Wednesday from 10am – 8pm, Friday from 10am – 5pm, and Saturday from 10am – 1pm.  The Library will be closed Thursdays and Sundays.  For special events the Library may be open additional hours. 

b.    Petitions and Solicitations

-       Petitions and solicitations are not permitted except for the following:

o   Fundraising projects conducted by the Friends of the Hopkins District Library

c.      Postings/Notices/Bulletin Boards

-       The Library bulletin board is to be used for posting or notices:

o   Library business or activities

o   Public service items of educational or cultural interest to the community.

-       All notices intended for posting on the Library bulletin board must contain the following:

o   Name of organization or person requesting the posting.

o   Address and telephone number of organization or authorized representative.

-       Notices may be removed after two weeks, when no longer timely or when space is required for more current notices.

-       Notice size can be restricted if deemed necessary to maximize available space.

-       The Library does not necessarily advocate or endorse the viewpoints of organizations permitted to post notices on the Library bulletin board. The Library accepts no responsibility for loss or damage to any item accepted for postings.

-       Postings and notices maybe removed or denied by the Library Director based on the above criteria. Removals may be appealed to the Library Board within three days of the removal or denial.  The Library Board will hear the matter and make a decision at the next regularly scheduled meeting.

d.    Use of Public Meeting Areas Policy

-       The Library as a community center encourages community use of its meeting room. The Library does not charge a fee for the use of this room.  If any group fails to abide by this policy, they may forfeit their right to use the library meeting room again.  The Library reserves the right to refuse the use of meeting room if such use would disrupt or interfere with library activities or quiet use and enjoyment of library by patrons.

-       Eligible groups:  The meeting room may be reserved for use by educational, civic, cultural, community, professional, religious, political or government groups, or other non-profit groups for non commercial groups.

o   In accordance with the Michigan Public Accommodations Act, these tax-supported facilities may be used only by those groups whose membership is open to all without restriction based on race, sex, religion, etc.

§  Commercial or profit making organizations may not use the room except when sponsoring educational programs of a non-profit nature which are open and free to the general public. Reservations for such groups will be referred to the Library Director for approval.

-       Reservations:  Either the Library Director or Library Staff must approve all reservations to the meeting room.  Denials are subject to written appeal to the Library Board within three days of the denial.  The Library Board will hear the matter and make its decision at the next regularly scheduled meeting.  Meeting room is only available during regular library hours.  No more than twenty (20) people may use the meeting area at one time.  Library functions have priority over all outside groups.  Reservations are on a first-come, first-served basis.    Reservations may be made in person, by phone, or via e-mail.  Rooms may be reserved for continued regular meetings at the discretion of the Director.

-       Use of the meeting room/area:  Those who reserve the room promise to provide adequate supervision of the group and any attendee’s children. · Groups must converse quietly, so to not disturb others in the Library. Children who disrupt others in the Library proper must remain with their parents in the meeting room.  Rooms and any library equipment must be left clean and the furniture and chairs returned to their original placement.  Material on the shelves is for display only and should not be handled.   The cost for replacement or repair of Library property will be the responsibility of the using group.   Light refreshments are permitted.  Smoking or use of alcoholic beverages is not allowed.  No fund raising or admittance fees are allowed unless pre-approved by the Library Board for sponsored activities of the Library and participating municipalities in the District Library.

e.      Competitive Bidding Policy

-       The Hopkins District Library will seek competitive bids for all projects/purchases/services anticipated to cost over $2500.   Purchases of standard library materials and services including books, media, periodicals, software, office supplies, architects, auditor, and attorney are exempt from this policy.

-       Advertising:  Requests for bids shall be advertised in two general circulation newspapers located within the service area of the library.   Bid advertisements must appear at least two weeks in advance of the bid deadline.  Advertisements will include a brief statement of the project, submission deadline, instructions to obtain full specifications at the library, notification of public bid opening, and staff contact information.

-       Bid Submissions and Opening: All bids must be sealed and delivered to the library by the posted deadline. Any bids that arrive after the posted deadline will not be considered.  Bids must include proof of appropriate business license and appropriate insurance coverage.  Bids will be publicly opened by the Library Director and/or a Trustee. Any bidder may attend the opening.

-       Awarding of Contracts: The Board of Trustees will discuss the qualifying bids at the next scheduled meeting of the board following the bid opening.   The Board of Trustees reserves the right to reject all bids and/or cancel a proposed project if costs are too high.   When costs, qualifications, and other considerations are comparable the Board of Trustees reserves the right to give preference to bidders located within the Library’s service area.

1.    Emergency Preparedness Policies

a.     In case of Weather Emergency

                                                                          i.      Tornado

-       If there is time, evacuate the building and advise patrons to find shelter, lock the doors and make sure the windows are shut. 

-       If there is no time, move patrons into either the bathroom or the backroom. 

-       Call the library director so that any damage can be assessed.  

                                                                        ii.      Fire

-       Do not panic, but do not under-estimate the potential danger to customers or staff represented by a fire. At the first indication of smoke or flame, investigate the situation to determine location and extent of the fire. If the fire can obviously be contained and extinguished quickly and safely by staff, proceed to do so. However, if there is any doubt about whether the fire can be controlled, immediately call 911 or the fire department and then clear the building. The time to think about fires is before they happen. Familiarize yourself with the type, location, and application of the fire extinguisher(s) in the building. Orient all staff and volunteers to this information. If you share a building with another agency and it occasionally initiates fire drills, library staff should respect those training exercises and respond as they would in the case of a real fire.

                                                                      iii.      Flood

-       Make sure that the water main/pump is shut off. 

-       If there is a leak, call a plumber and the library director.  If there is a leak in the ceiling move library materials away from the damaged area.

-       If there is an outside flood which threatens the library building, sand bag the building (time permitting), keep the doors closed, move materials off the floor, and unplug all electronics and shut off the breakers.   

                                                                      iv.      Blizzard/Snow Storms

-       Closing will be at the discretion of the Library Director or an employee designated by the director.

b.    In case of Health Emergency

-       Staff members should exercise caution when administering first aid of even a minor nature because of the safety of the injured individual and the potential liability of the staff member. Without specialized training it is not advisable for staff to undertake more than keeping the sick or injured patron comfortable and protected from needless disturbance until medical help can be obtained. Since each case is unique, staff members should use their own judgment to do what is prudent and reasonable. The Rescue Squad/Police (911 if available) should be called immediately in the event of any serious problem. No medication, including aspirin, should ever be dispensed to the public

c.      In case of Power-outage

-       Close the Library to the public. Assist patrons in evacuating the building. Check all bathrooms to make sure that patrons are not trapped inside without light.

-       There are flashlights in the back room.

-       An AM/FM radio, which will operate on both electricity as well as batteries, is located in the back room.

-       If possible, do not run any water as the well pump will not be operating.

-       Call Consumers Energy to report the power outage at the Library: 1–800–477–5050 Consumers Energy Account # 1000-2165-1854

-       If the Library Director is not in the building, call the Director to advise the situation.

d.    In case of Bomb Threat

-       Keep the caller on the line as long as possible. Ask the caller to repeat the message and try to write down every word spoken by the person. If the caller does not indicate the location of the bomb or the time of possible detonation, ASK FOR THIS INFORMATION. Pay particular attention to peculiar background noises such as motors running, background music and any other sounds, which may indicate where the location from which the call is originating. Listen closely to the voice (male, female), voice quality (calm, excited), accents and speech impediments. Immediately after the caller hangs up, call the police. Clear the building. The police will handle the actual bomb search.

e.      In case of Terrorist Threat

-       Stay calm.  Pay as much attention to the details as in the case of a bomb threat. 

-       If possible escort the threatening individual out of the building and call 911.   Try to clear the patrons and staff away from the area of the individual and wait for police response. 

-       If you cannot escort the individual out of the building or call 911, stay calm and comply with the individual’s demands as much as possible. 

2.    Volunteer Policy

-       The Hopkins District Library welcomes members of the community serving as volunteers. The services volunteers perform are valued and valuable. Volunteer activities are governed by the following guidelines:

o   A volunteer represents the Library to the community while actively serving as a volunteer.

o   A volunteer is expected to follow approved policies and procedures of the Library during the time of volunteering within the Library building and at library events elsewhere.

o   The Library may decide to discontinue or change a volunteer’s service assignment if it is determined that the assignment is no longer beneficial.

o   The Library cannot guarantee any specific amount of hours for individual volunteers.

o   Preference for most volunteer activities is given to local students who must fulfill school requirements.

o   The Library will not accept any court-ordered volunteers who have committed crimes involving theft, assault, or danger to children or other felonies.

-       The Hopkins District Library welcomes volunteers, but will not provide any compensation besides a letter of acknowledgement of service.  Volunteers will be asked to check in before beginning work so that hours can be accurately logged. 

3.    Friends of the Library Policy

-        The Hopkins District Library views the ‘Friends of the Library’ as an extremely worthwhile not for profit organization whose aim is to benefit the Hopkins District Library.

-       The Library Board acknowledges that the Friends of the Library is an organization separate and apart from the Hopkins District Library, and that the Friends of the Library has its own Board and its own goals and purposes. In order to maintain open communication between the Library Board and the Friends group a liaison (the Library Director or other staff member) will attend both Library Board and Friends of the Library meetings.

-       The Friends of the Library is distinct and separate from the Hopkins District Library, and neither the Friends of the Library as an organization nor any member or participant thereof may assume any liability or take or authorize any act on behalf of the Hopkins District Library. Library trustees or staff acting within their capacities are exempted.

-       Because Friends of the Library is an organization comprised solely of volunteers distinct and separate from Library personnel, no Library personnel shall be required to perform any duty or take any act on behalf of the Friends of the Library, except that Library staff members may act in an advisory capacity for Friends activities.

-       Operating expenses of the Hopkins District Library are provided through allocation of tax monies which are audited by an independent auditor. Friends’ funds and Library funds shall not be commingled or integrated, except that gifts from Friends may be accepted by the Library, whereupon said gifts shall become solely the funds of the Library but shall be subject to the Gift/Donation/Memorial Acceptance Policy below (although donations for specific items will be honored unless deemed unnecessary by the Library Board).

o   Complete advance information regarding all Friends of the Library projects and public relations programs on behalf of the Hopkins Public Library will be provided to the Library Director and the Library Board of the Hopkins District Library. The Library Board acknowledges that it does not supervise the public relations programs of the Friends of the Library, but the Board reserves the right not to participate in any public relations project or program in which the Board does not believe the best interest of the Library is being served. Projects and public relations programs adopted by the Friends shall not be part of the budget of or funded by the Hopkins District Library.

4.    Gift/Donation/Memorial Acceptance Policy

-       The Library is pleased to accept donations of cash and goods that will assist the Library to fulfill its mission and support Library programs as well as special projects.  Any donation that comes with a stipulation must have written approval of the Library Board. Any donation that needs or might need more than minor maintenance or upkeep or would incur an expense must have written approval of the Library Board.  In all cases, the final disposition of any donation is wholly in the purview of the Director or Library Board. The Library Board makes no warranty that any donated item will be displayed, added to the collection or kept permanently in the Library.

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