POLICIES OF THE WILMOT PUBLIC LIBRARY
Last comprehensive review: February 2020
Additions: Weeding Policy, Nov. 2019. Confidentiality Policy, January 2021.
The purpose and goal of the Wilmot Public Library shall be to serve the informational, educational, cultural and recreational needs of our growing community.
A. The Wilmot Public Library is open and available to all members of the community—resident and non-resident.
B. The Wilmot Public Library operates within the bounds of the budget.
C. The Wilmot Public Library subscribes to and supports the American Library Association Library Bill of Rights and the Freedom to Read Statement.
D. The Wilmot Public Library operates under the laws of the New Hampshire State Library.
I. THE GENERAL OBJECTIVES OF THE WILMOT PUBLIC LIBRARY SHALL BE:
A. To assemble, preserve and administer, in organized collections, books and related educational and recreational material, in order to promote, through guidance and stimulation the communication of ideas, and enlightened citizenship and enriched personal lives.
B. To serve the community as a source of reliable information.
C. To provide a place where inquiring minds may encounter the original, sometimes unorthodox and critical ideas so necessary as correctives and stimulants in a society that depends for its survival on free competition in ideas.
D. To support educational, civic, and cultural activities of groups and organizations.
E. To provide opportunity and encouragement for children, young people, men and women to educate themselves continuously.
F. To seek continually to identify community needs, to provide programs of service to meet such needs, and to cooperate with other organizations, agencies and institutions which can provide programs or services to meet community needs.
G. To provide opportunity for recreation, through the use of literature, music, films and other art forms.
II. WHO MAY USE THE LIBRARY
The library is available to all. Service will not be denied or abridged because of religious, racial, social, economic or political status.
A. Users are expected to return books and other library materials in satisfactory condition, on or before due date.
1. Circulation materials may be taken out for a one to three week period, depending on the material; and may be renewed for a second one to three week period. Materials are not to be loaned from one person to another.
2. Fines may be charged for all overdue materials.
3. In the case of lost or damaged books or other materials, the librarian will notify the user in writing or by phone giving the replacement cost of the item.
B. Use of the library or its services may be denied for due cause. Such cause may be failure to return books or other materials or to pay penalties, destruction of library property, disturbance of other patrons, or any other objectionable conduct on library premises.
C. Unaccompanied disruptive minors may be asked to leave the Library. Parents or guardians will be notified and responsible for picking disruptive minors up in a timely manner.
D. Library staff cannot provide food (outside of Library programs), transportation, or money to patrons.
E. Library staff cannot take legal responsibility for a patron in a medical emergency. A volunteer or director will call 911 if needed.
III. SERVICES OF THE LIBRARY
A. The library will select those books and materials which best meet the needs of the community and organize same for easy access.
B. The library staff will provide guidance and assistance for people to obtain the information they seek.
C. The library will cooperate with other community agencies and organizations in every possible way.
D. The library accepts responsibility for securing books and information on request from the State Library.
E. The library will endeavor to maintain a balance of its services to men, women, young people, and children. The library will cooperate with but cannot perform the function of school or other institutional libraries which are designed to meet curricular needs.
F. Because the library director and trustees of this library understand that no single library can provide all materials at all times, the library recognizes the benefits of sharing resources through library cooperatives such as LUV and the NH Inter-Library Loan (ILL). This library adheres to the rules, regulations and procedures set forth in the ILL Protocol Manual and out of fairness to our patrons, enacts the following rules:
1. The library reserves the right to defer an ILL request of a current publication.
2. The library will not place an ILL request for a publication that is on the best-seller list in this area. If such publication has not been considered for acquisition, the request will then be considered.
IV. LIBRARY MATERIALS
A. The library will provide materials which help to meet its objectives. Materials may include books, periodicals, pamphlets, maps, records and audio and video materials.
B. Materials acquired will meet the high standards of quality in content, expression and format.
C. The library will not attempt to furnish materials needed for formal courses of study offered by elementary and secondary schools and institutions of higher learning. The library will have materials for self-study but it is not primarily designed to furnish reading required for academic work.
D. All materials will be lent for home use under library regulations and procedures, except for a few valuable items.
V. MATERIALS SELECTION POLICY
A. Selection of materials shall implement the general objectives of this library.
B. Each book shall be judged on its own merit and its relation to the collection as a whole.
C. Final selection of materials is the responsibility of all members of the library board.
D. Criteria for selection include:
1. Permanence of timely value
5. Clearness of presentation and readability
6. Social significance
7. Presentation of all sides of controversial questions
8. Recreational as well as informational value.
E. As a responsibility of library service, books and other reading matter shall be chosen for values of interest, information and enlightenment of all people of the community. In no case should any book be excluded because of race, nationality, religious or political views of its author.
F. There should be the fullest practicable provision of materials that present all points of view concerning problems and issues of our times; international, national and local; and books or other reading matter of sound factual authority shall not be proscribed or removed from the library shelves because of doctrinal or partisan disapproval.
G. In order that the library’s collection will reflect the needs of this community, evaluation will be done on a continuous and on-going manner. All areas of the collection will be evaluated on a rotating basis during each year.
The following criteria will be used in the weeding process:
1. Material is obsolete or inaccurate.
2. No longer of patron interest
3. Condition or appearance shabby, soiled or beyond repair
4. Material no longer enhances library collection.
5. Periodicals will be retained or discarded at the discretion of the librarian.
VI. PHYSICAL FACILITIES
A. The Board of Trustees, with the cooperation of the Selectmen, will maintain the existing facilities and consider alterations or improvements if the situation warrants them and, with the Selectmen, determine the responsible party for such maintenance.
A. Within the provisions of state laws, the Board of Trustees adopts the following policies
1. Books and other reading materials will be accepted on the condition that the librarian and the Board have the authority to make whatever disposal of such gifts as they deem advisable.
2. Gifts of money, real property, and/or stock will be accepted if conditions attached thereto are acceptable to the Board.
3. Personal property, art objects, antiques, portraits, etc. will be accepted as gifts or on loan at the discretion of the Trustees and Librarian.
4. Letters of receipt for donations will be given to donors on request. Estimates for tax deductions are the responsibility of the donor.
5. This library will not accept the following:
a. Textbooks or condensed books
b. Books that are soiled, damaged, or in need of repair
c. Books obsolete in interest or accuracy
d. Any materials deemed inappropriate to the enhancement of the collection
6. All gifts, donations and memorial donations will be judged by the same criteria as books selected and purchased for inclusion in the library collection.
VIII. PUBLIC RELATIONS
The Board recognizes that public relations involve every person who has any connection with the library. The Board urges its own members, the Librarian, and our several volunteers to realize that he or she represents the library in every public contact. Good service supports good public relations.
Emergency Closing- The Library will be closed if the Kearsarge School District is closed because of weather conditions. If there is a two-hour delay for school opening, the Library will maintain its regular hours, including the Wednesday, 10:00 A.M. opening and the Monday, 10:00 A.M. Story Hour. If the school district cancels “after school activities” the Library may close early and any evening activities may be cancelled. Notification will be by the Wilmot Public Library Website and the Facebook page.
The Library may also be closed for the following reasons:
· Snow or Ice storm
· Power failure
· Mechanical equipment failure
· Personal emergency
The Library Director will make the decision, and notify the volunteers of the day by email and telephone, and post the closing on the Library Website and Facebook page. The Library will be closed on the following holidays only: New Year’s Day, Memorial Day, Fourth of July, Labor Day, Thanksgiving Day, Christmas (2 days).
In the event of a life threatening situation use the Panic Button or call 911.
Depending on the situation, patrons will be evacuated from the building or shelter in place.
Panic Buttons: One is on the underside of the Director’s desktop and one is at the Circulation Desk. When pushed it sends a silent alarm to police dispatch in New London.
Hold the button down for 2-3 seconds until a small red light goes on
Change batteries when needed
Test alarm by notifying Capitol Alarm ahead of time
These calls go to Capitol Alarm central station in Manchester – they will call library to verify emergency and then alert dispatch. The password for the Wilmot Public Library will be needed to verify caller.
The password is in the Volunteers' Policies and Procedures manual.
The security system panel by the inside front door can also be used for emergencies.
The button options are:
Fire – on top left, goes to fire dispatch
Medical – on middle left, goes to ambulance service
Police – on lower left, goes to New London dispatch
X. PERSONNEL POLICY
The Library Director shall be responsible to the Board of Trustees for the following, including but not limited to:
A. Provide and maintain library services:
• Manage the daily operation of the library, maintain scheduled hours
• Maintain working knowledge of all library policies and procedures
• Perform routine circulation desk functions when a volunteer is not available
• Provide reference assistance to patrons
• Supervise the maintenance of the library building and collection
• Acquire, organize, and process library materials, including cataloging and processing in a timely fashion
• Report statistics for town and state purposes
• Provide Interlibrary Loan services
• Monitor and order supplies for library operations
• Maintain schedule of meeting rooms
• Apply for Grants in cooperation with the Board of Trustees
B. Education - The Library Director shall have at least a Bachelor’s Degree and possess needed organizational, typing and computer skills. The Director must meet any minimum state requirements for public librarians.
C. Hours that the library is open are to be determined by the Trustees. The Director is responsible for filling open hours that are not covered by volunteers. The Director will work the majority of her 32 hours while the library is open.
1. The Library Director shall receive at least the minimum wage to start and receive an amount agreed upon by the Director and the Trustees thereafter. The hourly wage or salary will be determined by the Trustees.
2. Regarding a new hire, the first three months of employment will be a trial period, during which the director and the trustees will determine that this is as good a match as it seemed. At the end of this three month period, the Director and Trustees will meet to discuss going forward. At the end of the first year of employment, and annually after that, the Director and Trustees will meet to evaluate the Director’s performance and discuss a salary adjustment. If deemed important to the Board and/or Director, other evaluations may be scheduled.
E. Benefits – The following are to be determined by the Trustees and paid by the Library:
1. Social Security
2. Vacation – 2 weeks a year after the first year of employment and a successful annual evaluation. Vacation is to be approved in advance by the Trustees and must be used in the calendar year that it was earned.
3. Eight paid holidays, namely: New Year’s Day, Memorial Day, Fourth of July, Labor Day, Thanksgiving (2 days), and Christmas (2 days).
4. Worker’s compensation to be paid by the Town of Wilmot
5. Continuing education required by the State Library paid by the Library.
6. Costs of workshops, mileage.
7. Sick days-as needed.
8. Leave - by prearrangement with the Trustees. The Library Director is responsible for notifying the Trustees in advance. Coverage to maintain Library service is to be arranged by the Director in advance of leave, in mutual agreement with the Trustees.
9. Health Insurance benefits may be provided for the Director who works at least 32 hours per week, if considered appropriate by the Trustees. The Trustees will receive the monthly invoices and pay the insurance agent directly. These benefits will pertain to the Director only.
Revised Feb. 2020
XI. MEETING ROOM POLICY
A. Use of Library Meeting Room by the Public:
I. Permission for the use of the Library Meeting Room will be at the discretion of the Trustees and be based on the following criteria: informational, cultural, recreational and educational interests of the community.
2. A donation of $10 per month to cover utility costs will be requested.
3. User agrees to restore Meeting Room to its original condition; cleanliness and furnishings.
4. A representative of the library will be responsible for opening and closing the library building.
5. Advance notice is required to prevent scheduling conflicts; schedule kept by the Librarian.
6. The Board of Trustees and the Library Director have determined that use of the library meeting room will be available to groups only outside of regular library hours, with any exceptions to be made by the Director.
7. The Joyce Tawney Creativity Lab may be reserved with the Library Director, based on availability.
8. No alcohol may be brought into the library. The library is town property, and the town’s policy is that there will be no alcohol in town buildings.
XII. BILL PAYING POLICY
A. To ensure the accuracy of the Wilmot Public Library’s bill paying and processing, the library director and trustees will adhere to the following procedures:
1. The Library Director can verify and sign off on bills received at the library. The trustee treasurer will then pay them in a timely manner and enter all transactions in Quick Books or a similar computer bookkeeping program. The only invoice that the Library Director cannot sign off on is the monthly invoice from the town of Wilmot for the payroll reimbursement and accompanying propane bill. This will need the authorization of one trustee other than the treasurer.
2. In the event that the treasurer is not available to process bill payment, the trustee chair can substitute, following the same policies as outlined above. Only the treasurer may transfer funds from account to account.
3. The trustee treasurer will provide a monthly statement of the checkbook transactions and statements for each bank account for approval by the Board of Trustees at their monthly meeting.
XIII. INTERNET POLICY
A. The Wilmot Public Library aims to provide materials and programs supporting the educational, informational, and recreational needs of Wilmot residents and library patrons. Internet access informs and educates. The Library has no control over information on the Internet and does not provide barriers to user access.
B. All patrons must sign the sign-in sheet at the front desk to use the library computers.
C. No patron shall wait more than 15 minutes after requesting use of a computer.
D. Library patrons may not manipulate any library computer settings. This includes downloading software and storing files on the library hard drive. The first offense will result in two-week suspension of computer use. Malicious damage may result in criminal and/or monetary charges.
E. All patrons using library computers are expected to act in a responsible, ethical, and legal manner in accordance with the laws of the United States. They should understand that information may contain illegal, defamatory, inaccurate, or offensive material. Patrons have a right to expect that the Library will make a reasonable effort to protect privacy.
F. All computers are located in public areas and images on the screen may be visible to a wide audience. Internet users must respect the rights and sensitivities of others. Attempting to modify or gain access to files, passwords, or data belonging to others, attempting to gain unauthorized access to any computer system, damaging or altering software or hardware components of any network or database, and sending, receiving, or displaying text or graphics which may be construed by the library staff and volunteers as offensive to the public is prohibited
G. Staff and volunteers will assist patrons to the limit of individual ability and time
H. Patrons are welcome to use wireless laptops to access the Internet.
I. Printing charges are: $0.25/black&white $0.50/color. Homework-related printing is free.
XIV. UNACCOMPANIED MINORS POLICY & AGREEMENT
Wilmot Public Library welcomes children to use its facilities for customary library activities. Responsibility for children using the Library facilities rests with the parent/guardian. Parents need to be aware that the public library as an institution does not have legal “provision of care” responsibilities. For the protection and well-being of children enjoying the Library, the following policy shall apply:
A. Children ages 10 and older may use the Library or attend Library programs unaccompanied by a parent or guardian.
B. Children 9 years of age or younger must be accompanied and directly supervised by a parent, guardian, or caregiver. At the discretion of the Librarian, a child 5 years of age or older may be supervised by a sibling at least 10 years old. These exceptions must be approved by the Library Director.
C. At the discretion of the Library Director, in special situations such as library-sponsored programs, a child 5 years of age or older may attend a program unaccompanied, after the parent or guardian checks in with Library staff. However, responsible parties must remain in the building while a child younger than 5 is attending a program. Exceptions must be approved by the Library Director.
D. Unaccompanied disruptive minors may be asked to leave the Library. Parents or guardians will be notified and be responsible for picking disruptive minors up in a timely manner
E. Library staff cannot provide meals (outside of Library programs), transportation, or money to minors.
F. Library staff cannot take legal responsibility for a minor in a medical emergency. The volunteer on duty or the library director will call 911 if necessary and contact a parent.
G. If an unaccompanied minor is in the Library at closing time, the police may be contacted, if deemed necessary.
H. These policies will apply to any off-site programs sponsored by the Wilmot Public Library in addition to programs held in the Library building itself.
I. A copy of this policy page will be signed by the unaccompanied minor and the parent/guardian and kept on file. Signed by:
___________________________ (minor) ____________________________ (parent)
___________________________ (minor) ___________________________ (date)
___________________________ (minor) ____________________________ (phone number
Revised November, 2017
XV. Animal Policy
It is the Policy of the Wilmot Public Library to prohibit all animals from entering library facilities, with the exception of service animals, service animal trainees and animals featured in programs sponsored by the Wilmot Public Library.
"Service animals are animals that are individually trained to perform tasks for people with disabilities such as guiding people who are blind, alerting people who are deaf, pulling wheelchairs, alerting and protecting a person who is having a seizure, or performing other special tasks. Service animals are working animals, not pets."
If they meet this definition, animals are considered service animals under the ADA regardless of whether they have been licensed or certified by a state or local government.
The terminology used to label the specific types of work dogs perform for people with disabilities has not been standardized. Dogs trained to help a person walk might be referred to as a mobility dog, a walker dog or a support dog. Some animals are cross-trained to perform more than one category of work, such as a guide/mobility dog. Many individuals prefer to identify their service animal generically to avoid disclosing the nature of their disability. While most service animals are dogs, other service animals include cats, birds and miniature horses.
Assistance animal is a newer term being proposed to replace the term "service animals." It is similar to a service animal but instead of limiting the animal to assisting one person with a disability, an assistance animal works either with a specific person with a disability or a group of people with disabilities under the guidance of a trainer or owner. The animal's training is similar to that given service animals.
XVI. Open Access for all
It is the policy of the Wilmot Public Library to provide full access to all materials for all library users. To this end, most materials are arranged in open stacks and cabinets. In the event a library user is unable to reach materials directly the librarian will retrieve any and all materials for that user. The user requiring assistance is asked to request help from the librarian on duty.
There is one handicapped designated parking space. Entrance is through the Creativity Lab door and a door bell is there to call for unlocking the door. Bathrooms are accessible to all.
XVII. Bulletin Board and other display areas
Any displays are at the express permission of the Library Director.
Volunteers are important to the success of the Wilmot Public Library and to the delivery of its services to the citizens of Wilmot. The Wilmot Public Library values the time and commitment of citizens who volunteer. Volunteers help, under the direction of the staff, to provide support in implementing the mission and programs of the library.
To comply with New Hampshire Department of Labor laws, the Wilmot Public Library uses volunteers to supplement and compliment, but not to replace, the efforts of paid library staff. Library volunteers may help extend and enhance the work of paid staff but will not be utilized to displace any paid employees from their positions. Volunteers will not be placed in positions that could jeopardize the library’s ability to operate if a volunteer failed to report to work.
Projects that volunteers would typically help with but not limited to: weeding of collection, maintaining the circulation desk, organizing book sale books, inventory and maintain Creativity Lab supplies, post office window, lending kits upkeep, repair of materials, processing new books, book displays, dusting, program set up and clean up.
Prospective volunteers will be asked to fill out a Wilmot Public Library Volunteer Application/Agreement form. Before beginning ongoing volunteer assignments the volunteer must agree to a background check, to be paid for by the volunteer.
Youth volunteers (16-18 years of age) will be required to have the Parental Permission section signed by a parent or guardian on the Volunteer Agreement form.
XIX. Weeding policy
The Wilmot Library weeding policy should serve the library’s mission of providing access to the community to high-quality reading/audio/visual materials while being mindful of community resources. Therefore, books that no longer serve the community can be weeded and the collection updated as finances allow.
Books can be weeded from the collection:
When they are damaged, in poor condition, torn, stained, or fragile with age.
When the last date of check-out was over 4 years ago. (Nonfiction and history may go longer; science and medical information may go sooner if the info is out of date.)
When there are extra copies of the same book.
Weeded books will be sorted by the director or a designated volunteer with the following criteria:
1. Once popular (lots of checkouts) or canonical books will be checked against the NHAIS/ILL database. If the book is widely available through other libraries, it can be discarded.
2. Damaged books that have lots of checkouts will be re-ordered if possible.
3. Is the book shelved for the best patron access? For instance, a comprehensive volume of Grimm’s Fairy Tales might get more circulation if it were not shelved among picture books for children.
4. Weeded books will go to the back shelves for the book sale. If they are not sold in a reasonable period of time, they can be donated. Donations within the community are preferred.
Adopted by Wilmot Library Board of Trustees, November 14, 2019
XX. Confidentiality Policy
Confidentiality is essential to protect the exercise of First and Fourth Amendment rights. In accordance with First and Fourth Amendments of the U.S. Constitution, New Hampshire law and professional ethics, the Board of Trustees of the Wilmot Public Library respects the privacy of users and recognizes its responsibility to protect their privacy.
2019 New Hampshire Revised Statutes
Title XVI - Libraries
Chapter 201-D - Statewide Library Development System
Section 201-D:11 - Library User Records; Confidentiality.
Universal Citation: NH Rev Stat § 201-D:11 (2019)
201-D:11 Library User Records; Confidentiality. –
I. Library records which contain the names or other personal identifying information regarding the users of public or other than public libraries shall be confidential and shall not be disclosed except as provided in paragraph II. Such records include, but are not limited to, library, information system, and archival records related to the circulation and use of library materials or services, including records of materials that have been viewed or stored in electronic form.
II. Records described in paragraph I may be disclosed to the extent necessary for the proper operation of such libraries and shall be disclosed upon request by or consent of the user or pursuant to subpoena, court order, or where otherwise required by statute.
III. Nothing in this section shall be construed to prohibit any library from releasing statistical information and other data regarding the circulation or use of library materials provided, however, that the identity of the users of such library materials shall be considered confidential and shall not be disclosed to the general public except as provided in paragraph II.
Source. 1989, 184:3, eff. July 21, 1989. 2009, 273:1, eff. July 29, 2009.
The lawful custodian of the records is the Director of the Library. The Director is the designated respondent for all requests for access to library patron records.
REQUEST FOR RECONSIDERATION OF LIBRARY MATERIALSWilmot Public LibraryDate request submitted ____________________________Request initiated by _________________________________________________________Address __________________________________________________________________City ________________________ State ______ Zip ______________________________Telephone (home) _________________ (office) _________________________________-------------------------------------------------------------------------------------------------------------------------Author ___________________________________________________________________Title _____________________________________________________________________Publisher _____________________ Date of Publication ____________________________=======================================================================ON SEPARATE SHEETS, ANSWER EACH OF THE FOLLOWING QUESTIONS:Do you represent yourself or an organization (please specify the organization)?To what in the work do you object? (Please be specific. Cite the pages or sections.)Did you read, view, or hear the entire work? What parts?What do you believe is the theme of this work?What do you feel might be the result of exposure to this work?What are the judgments of this work by reviewers, critics, and experts in the field?In its place, what work would you recommend that would convey as valuable a picture and perspective of the subject treated?What would you like the Library to do about this work?======================================================================Please send this form to: Library Director, Wilmot Public Library, 11 North Rd., Wilmot, NH 03287