NEW CARLISLE - OLIVE TOWNSHIP
Revised 01/20/04 – discipline section
Revised 11/2004 – Out of State Fee
Revised 10/2005 – Patron Behavior
Revised 10/2005 – Benefits for Part-Time Staff
Revised 01/2006 – Nepotism
Revised 01/2006 – Fee schedule
Revised 05/2009 – Fine and fee policies
Revised 06/2013 – Unattended Children Policy
A. Any resident of the town of New Carlisle or Olive Township shall be allowed the use of materials from this library. The library currently has reciprocal borrowing agreements with the LaPorte County Public Library and the Mishawaka Penn Harris Public Library, and the Michigan City Public Library. The St. Joseph County Public Library now allows residents of other townships within St. Joseph County to use that library as long as their township is served by a library. The New Carlisle Public Library does the same.
B. All patron records shall be exempt from disclosure for public inspection (public law 19)
C. Any patron in good standing with this library shall be allowed the use of services offered by the Indiana Cooperative Library Service Authority (INCOLSA) for inter-library loan.
D. A selection of books may be made available for loan for a period of up to six weeks to any business, class or other organization making prior arrangements with the Director.
E. The number of items checked out by an individual may be restricted by the Director, but there is no maximum amount of materials that a patron can check out.
F. Any materials not processed for circulation shall be loaned only at the discretion of the director.
G. Photocopies shall be made at a rate , see fee slip. Patrons may make their own photocopies at a special copier.
H. Material loan periods:
Books, magazines, audio books etc. 14 days
Videotapes/DVDs 7 days
II. SELECTION AND WITHDRAWAL OF MATERIALS:
A. Materials shall be chosen to foster respect for all people including minority groups, women and ethnic groups, and shall realistically represent our pluralistic society, along with the roles and lifestyles open to both men and women in today's world.
Materials shall have aesthetic, literary, or social value or be historically significant.
The selection of materials on controversial issues shall be directed toward maintaining a balanced collection representing various views. We shall strive to keep the collection current, unbiased and broad. Materials shall also be selected according to the expressed requests of the community served.
B. Anyone objecting to the materials in the library's collection will be given a copy of the selection and withdrawal policies to read and the Request for Reconsideration form to complete. This form is to be completed and submitted to the director within seven (7) days of the initial objection made by the complainant.
Since the selection of library materials is the responsibility of the director any complaints should be made directly to him or her. A written decision shall be made to the complainant from the director within 30 days of submission. If the decision of the director is not satisfactory, the complaint shall be presented to a committee of three (3) board members, also known as the Review Committee. The Review Committee shall have thirty (30) days in which to meet, consider the complaint, and transmit its finding to the library Board as a whole. The board in its turn will inform the complainant of its decision on the matter within thirty (30) days.
C. Materials which no longer meet the stated objectives of the New Carlisle - Olive Township Public Library will be discarded according to accepted professional practices described in the publication, The Crew Manual. Disposition of library materials so weeded will be at the discretion of the Library Director.
Discarded materials may be sold to the Friends of the New Carlisle Public Library for their annual booksale or sold directly to the public, whichever is the most practical at that point in time. If discarded materials are sold to the Friends, the price will be decided by the Board of Trustees of the New Carlisle - Olive Township Public Library.
A. Books, audio books, audio cd’s etc. will loan for a period of two (2) weeks. The fine will accumulate at a rate of five cents per day. The maximum fine will be equal to the value of the materials overdue.
A fine of $1.00 per item is charged for videotapes and DVDs that are returned late. No grace period is available for videotapes or DVDs
First notice will be made by telephone.
Second notice will be by mail – a $2.50 fee will be added to the patron’s card in addition to the daily fines.
Third notice will be by mail – a $5.00 fee will be added to your card in addition to daily fines, the item/s will be marked as lost resulting in replacement costs and the patron’s card will be made inactive until the account is cleared.
B. Any materials which are lost or damaged beyond repair will be charged to the patron at the replacement cost. Any overdue fines are in addition to the cost of the lost materials. The patron may be charged with committing a Class C infraction as stated in Indiana Code 35-43-4-3.5.
C. Any patron with overdue materials and/or unpaid fines will be suspended from use of library materials until the fines and/or damages are paid.
D. Patrons who refuse to return their materials can have further action brought against them with the assistance by the local Credit Bureau.
1. Materials must be at least 90 days overdue before the above action is to take place.
2. Director will send a final notice to the patron after the material/s is 60 days overdue. This notice will warn the patron about being reported to the Credit Bureau.
3. Patron must have been notified in writing no less than 3 times prior to the above action.
4. No letters of this type will be sent to children. If such a letter is necessary one will be sent to the parent or guardian of the child.
5. Only the Director can send requests to the Credit Bureau.
6. Patrons will be held responsible for the full replacement cost of the item and all fines due.
7. Every effort should be made to make sure the material is not in-house.
8. If patron claims that the material in question was returned in the bookdrop, that patron will still be held responsible.
9. Patrons are still responsible for the full payment of all fines after overdue materials are returned.
10. No materials will be lent to patrons having overdue materials or fines.
A. All items accepted by the library as gifts (i.e. books, records, manuscripts, maps, photographs, etc.) will be considered and treated as all other properties of the library. The procedure for donated materials is as follows:
1. Review for addition to the collection.
2. What cannot be used by the library will be referred to the New Prairie School Corporation libraries.
3. Remaining materials will be added to the library's annual book sale.
4. Anything not sold at the book sale will be given to the Goodwill or other charity.
B. A donor may be asked to sign a gift agreement at the time of the donation.
C. Identification will be limited to book plates, if requested, for all printed materials. Furniture or other equipment will be identified appropriately if requested by the donor. This will be a joint decision made by the director and the donor.
A. Hiring policies
1. It shall be the policy of this library to attempt to obtain the best qualified staff for the most efficient and professional maintenance of the library program.
2. Employees will be hired according to their qualifications for the position in question. No person shall be judged inadequate because of their sex, age, religion, or race.
3. The library will refrain from the hiring of immediate family members and/or step-family members of current employees. Family members in this section can include, but is not limited to immediate family members such as: husband, wife, father, son, mother, daughter and extended family members such as grandparents, nieces, nephews and in-laws.
The library will also refrain from hiring persons where an applicant is currently co-habitating with an existing employee. If a relative relationship is established after employment it will be up to the Library Director to determine an equitable solution for both parties.
In keeping with rules promulgated by the State of Indiana under Indiana code 35-44-1-3, the library will not hire immediate family members of Library Trustees.
B. Employee Status
1. Employees, whose job descriptions denote such, will be considered salaried personnel. Current salaried positions are: Director and Assistant Director and Children’s Coordinator.
2. An employee will be regarded as having full time status if total annual hours worked are thirty (30) hours per week or more. Policies affecting full-time employees will then become effective.
Current full-time positions are: Adult Program Coordinator and Technical Services.
3. An employee will be regarded as having part time status if total annual hours worked are less than (30) hours per week. Policies affecting part-time employees will then become effective.
All other positions unless covered above are considered part-time unless specified otherwise.
C. Probationary periods
1. After the initial date of employment there shall be a probationary period of eight (8) weeks. If during that time an employee is not able to learn his or her duties and/or execute them with some skill, the director may terminate the employee.
D. Jury Duty
1. For any employee serving on jury duty, their compensation shall be the difference between their total daily pay and rate paid by the court.
E. Change of employment status
1. With approval of the Director, any employee, full time or salaried, by written request, who chooses to work less than thirty (30) hours per week shall no longer receive full time or salaried benefits.
2. Accumulated benefits will not be withheld. Unused vacation leave will not carry-over into the following calendar year.
3. If an employee, with approval of the director, assumes an employment status where s/he is eligible for benefits, benefits shall be granted at a rate commensurate with the employment status of the employee.
F. Salaried Personnel
1. The following are salaried positions: Director and Assistant Director and Children’s Coordinator.
2. If a holiday falls on the employee's regular work day, the employee shall be paid his or her regular salary. If a holiday falls during the employee's vacation an additional day will be added to the vacation time.
3. If a workshop or meeting falls on the employee's regular work day, the employee shall be paid his or her regular salary. If a workshop or meeting falls on an employee's day off, an equitable adjustment in the employee's work schedule shall be made.
4. The expense of any workshop the employee is required to attend shall be paid by the library. Mileage reimbursement shall match that of the federal government and change when it changes.
5. Each salaried employee shall be granted a personal holiday for his or her birthday. This day must be taken during the month of the birthday.
6. Twelve (12) paid days per year shall be allowed for sick leave. The employee may accumulate up to thirty-six (36) days but no credit or compensation shall be given for sick days not taken. Leave due to extended illness or surgery beyond thirty-six (36) days may be granted but shall be without pay.
7. Up to five (5) consecutive calendar days of bereavement leave may be granted for death of an immediate family member (spouse, child, mother, father, sister, brother, grandparent, in-law, or other person living in the household). Additional time may be granted but shall be without pay.
8. After a salaried employee has completed one year of employment, s/he is entitled to earn two (2) hours of personal leave per month. This leave may be used for doctor's appointments, funerals, illnesses in the family, but is not limited to those reasons. Reasons for this leave need not be given. Leave will accumulate up to twenty-four (24) hours and may not be taken in conjunction with other leave.
9. The Director shall be granted five (5) weeks of vacation leave each calendar year after one (1) year of employment.
10. All other salaried personnel shall be granted one (1) week of vacation leave after the first year of employment and two (2) weeks after the second year. An extra day per year shall be added with a maximum of three (3) weeks total vacation leave per year until 15 years of service has been completed. After 15 years the employee is entitled to four (4) weeks of paid vacation per year.
11. Request for vacation leave will be made to the Director.
12. In the case of the Director, the Library Board of Trustees shall be notified in advance of any vacation extending beyond three (3) weeks.
13. Additional compensation will not be granted for unused vacation leave.
14. Vacations must be taken during the calendar year in which they are earned.
15. Unused vacation leave will not be carried over into the following year.
16. In the case of the Director, four (4) weeks written notice shall be given to the Board of Trustees if s/he were to resign.
G. FULL-TIME PERSONNEL
1. If a holiday falls on a full-time employee's regular work day, the employee shall be paid his or her regular daily wage. If a holiday falls during the employee's vacation, an additional day will be added to the vacation time.
2. If a workshop or meeting falls on the employee's regular work day, the employee shall be paid his or her regular rate. If a workshop or meeting occurs during an employee's day off, an equitable adjustment in the employee's work schedule shall be made.
3. The expense of any workshop the employee is required to attend shall be paid by the library. Mileage reimbursement shall match that of the federal government and change when it changes
4. Full-time employees shall be granted a personal holiday for his/her birthday. This day must be taken during the month of the birthday.
5. Full-time employees shall receive twelve (12) paid sick days per year. Full-time employees may accumulate up to thirty-six (36) days but no credit or compensation shall be given for sick days not taken. Leave due to extended illness or surgery beyond thirty-six (36) days may be granted, but shall be without pay.
6. Full-time employees may take up to five (5) consecutive calendar days of bereavement leave. This leave may be granted for the death of an immediate family member i.e., spouse, child, mother, father, sister, brother, grandparent, in-law, or other person living in the household. Additional time may be granted, but shall be without pay.
7. After a full-time employee has completed one year of employment, s/he is entitled to personal leave. This leave may be used for doctor's appointments, funerals, illnesses in the family, but is not limited to those reasons. Reasons for this leave need not be given. Full-time employees shall earn two (2) hours of personal leave per month and will accumulate up to twenty-four hours. This leave may not be taken in conjunction with other leave.
8. Vacation leave shall be granted to full-time personnel. One (1) week of paid vacation leave shall be granted after the employee has completed one full year of employment. After two full calendar years of employment the employee shall be granted two (2) weeks of paid vacation leave. An extra day per year shall be granted with a maximum of three (3) weeks total vacation leave per year.
Vacations must be taken during the calendar year in which they are earned. No vacation leave shall be carried over into the following year.
H. PART-TIME PERSONNEL
1. If a workshop or meeting falls on the employee's regular work day the employee shall be paid his or her regular hourly wage. If a workshop or meeting falls on an employee's day off, an equitable adjustment in the employee's work schedule shall be made.
2. The expense of any workshop the employee is required to attend shall be paid by the library. Mileage reimbursement shall match that of the federal government and change when it changes
3. Part-time employees working between twenty (20) and thirty (30) hours per week on a permanent basis shall receive six (6) paid sick days per year. Part-time employees may accumulate up to thirteen (13) days but no credit or compensation shall be given for sick days not taken
4. Part-time employees working between twenty (20) and thirty (30) hours per week on a permanent basis may take up to two and one half (2 1/2) consecutive calendar days of bereavement leave. This leave may be granted for the death of an immediate family member i.e., spouse, child, mother, father, sister, brother, grandparent, in-law, or other person living in the household. Additional time may be granted, but shall be without pay.
5. After a part-time employee has completed one year of employment, s/he is entitled to personal leave. This leave may be used for doctor's appointments, funerals, illnesses in the family, but is not limited to those reasons. Reasons for this leave need not be given. Part-time employees shall earn one (1) hour of personal leave per month and will accumulate up to twelve hours. This leave may not be taken in conjunction with other leave.
6. Vacation leave shall be granted to part-time personnel. Two and one half (2 ½) days of paid vacation leave shall be granted after the employee has completed one full year of employment. After two full calendar years of employment the employee shall be granted five (5) days of paid vacation leave. An extra one half (½) day per year shall be granted with a maximum of two (2) weeks total vacation leave per year.
Vacations must be taken during the calendar year in which they are earned. No vacation leave shall be carried over into the following year.
I. Disciplinary procedures
The violation of work rules will result in progressive disciplinary action. Discipline can range from an oral reprimand to immediate dismissial, depending opon the situation. Each situation will be handled on an individual basis.
Where necessary, the Library Director will take appropriate action and may not be specifically covered in this policy section. All disciplinary actions, formal and informal, are conducted in private, but may be conducted with a witness.
The Library Director will initally have a discussion with the employee regarding the problem. A note will be placed in the employee’s file for a minimum of six months. This record will include the time, date, description of the problem and direction given to the employee.
If the problem continues the Library Director will have a formal meeting with the staff member in question and issue a Director and Employee Conference Report and must be signed by both the Director and the Employee. This report will note the same details as above except that this warning will become part of the employee’s permanant record. A follow-up conference is required three (3) weeks after the initial conference for any additional assistance or direction for the employee.
A repeat offense results in a interview and second written warning being placed in the employee’s files; a third infraction is grounds for dismissal. When the employee is dismissed, the Library Director is to give written notification to the Library Board President regarding the situation.
The director may, for cause, suspend, with or without pay, an employee for a set period of time. A written statement specifically setting forth reasons for the suspension and duration of the suspension shall be furnished to the employee. Copies shall be placed in the employee’s personnel file.
Examples for discipline:
1. Consistently late to work without an acceptable excuse. Must make up time on the day the employee is late.
2. Failure to properly check in at the beginning of a work shift.
3. Failure to report personal injury or accident.
4. Inattentiveness to work: loafing, wasting time, failing to start work at designated time, quitting before the proper time, or leaving the job during working hours without supervisor’s permission.
5. Disregarding job duties by neglect of work, carrying on personal business, or reading for pleasure.
6. Unexcused absence on one or more scheduled days of work.
7. Excessive absenteeism.
8. Failure to observe precautions for personal safety, posted rules, signs or instructions. Contributing to or creating unsafe conditions.
9. Rude behavior toward patrons.
10 Smoking in unauthorized areas.
11. Use of library equipment, or library building for other than directed use.
12. Disrespectful conduct: use of insulting, abusive, threatening, or obscene language toward public, subordinate, fellow employees or supervisor.
13. Unauthorized use of library property for private work or performing private work on library time.
14. Threatening, intimidating, coercing or interfering with employees or supervision at any time.
15. Sexual harassment or discrimination against an employee or applicant because of race, religion, sex, national origin, sexual orientation, age or handicap, and any reprisal action against an employee for reporting such discrimination.
16. Falsifying attendance records for oneself or another employee.
17. Insubordination. Disobedience to constituted authorities or deliberate refusal to carry out any proper order from any supervisor having responsibility for the work of the employee.
The following are one-time grounds for immediate dismissal:
1. Fraud in securing employment.
2. Actual theft or attempted theft of library property or the property of others.
3. Willful misconduct or violation of library rules and regulations resulting in damage to public or private property or to any person.
4. Unprovoked physical assault on another person.
5. Involvement in the sale, delivery, receipt, or possession of any narcotic or alcoholic substance or committing any criminal or illegal act in connection with the library, either on the premises or off-site while engaged in library work.
6. Removal of library records or unauthorized release of confidential information or records about patrons or employees.
7. Falsifications, misstatement, exaggeration, or concealment of material facts in connection with the employment, promotion, and record investigation or other proper proceeding concerning an employee or applicant.
A. Trustees shall be reimbursed for the registration fees of any workshops or conferences offered by the Indiana Library Association/Indiana Library Trustee Association which they choose to attend. Mileage reimbursement shall match that of the federal government and change when it changes
VII. PUBLIC RECORDS
A. The following public records are excepted from the disclosure requirement, IC 5-14-3:
1. Personnel files of Library employees and files of applicants for employment except for:
a. The name, compensation, job title, business address, business telephone number, job descriptions, education and training background, previous work experience, or dates of first and last employment of present or former officers or employees of the library.
b. Information relating to the status of any formal charges against the employee; and,
c. Information concerning disciplinary actions in which final action has been taken and that resulted in the employee's being disciplined or discharged.
However, all personnel file information shall be made available to the affected employee or his representative. General personnel information on all employees or for groups of employees, without individual names, may not be excepted from disclosure.
2. Administrative or technical information that would jeopardize a record keeping or security system.
3. Computer programs, computer codes, computer filing systems, and other software that are owned by the public agency or entrusted to it.
4. Records specifically prepared for discussion or developed during discussion in an executive session under IC 5-14-1.5-6
5. The identity of the donor of a gift made to the public agency if the donor requests non-disclosure of his identity as a condition of making the gift.
6. Library records which can be used to identify any Library patron.
VIII. VIDEOTAPE AND DVD POLICIES
1. Patron must be a registered borrower of the New Carlisle Public Library
2. No R rated videotapes or DVDs will be lent to patrons under the age of 18.
3. Loan periods are for seven days
4. A fine of $1.00 will be charged if tapes are not returned on time.
5. Patrons will be held responsible for tapes checked out.
IX. Snowday policy
NEW CARLISLE PUBLIC LIBRARY
SNOW DAY POLICY
In the event that the library is unable to open due to weather conditions, employees are requested to follow these procedures.
1. The Director must confer with the Board President. If he/she agrees that the library should close, the Director is to contact the affected staff members.
2. If an employee (does not apply to salaried personnel) is able to come to work prior to the closing announcement, that employee will be paid for the time that she/he was at work prior to the announcement.
3. If the library has opened and an employee is scheduled to work, yet is unable to come to work, that employee will not be paid, (not applicable to salaried personnel)
X. New Carlisle - Olive Township Public Library Meeting Room Policy
1. Description of available rooms:
Main meeting room – capacity 127 theater style, 84 classroom style. Whiteboard, tack board, Internet hookups (must be pre-arranged), coatroom, variable lighting levels, projection screen. Kitchen facility is available
Children’s program room – currently not available to the general public
Board Room: – capacity 12. Whiteboard, tack board, Internet hookups (must be pre-arranged) variable light levels, projection screen.
Study rooms are available during library hours.
2. AV Equipment
All AV equipment should be scheduled when reserving the meeting room. New Carlisle - Olive Township Public Library is not responsible for the storage, loss and/or damage of any AV equipment belonging to any group or organization using the meeting rooms.
3. Liability Clause
Applicants are responsible for damages to facilities and equipment and for provision of clean up. Should an applicant damage the facilities and/or equipment of the New Carlisle - Olive Township Public Library, such applicant shall be responsible to pay the cost of repair or replacement and/or cost of clean up. Should an applicant fail to pay and the New Carlisle - Olive Township Public Library must resort to the court to collect any debt owed, the applicant shall be responsible for reasonable attorney fees and all court costs incurred.
Certain types of meetings will have scheduling priority over others as indicated below:
a. Library business or activities, such as Board meetings, staff meetings, story times, summer reading program activities, and seasonal parties.
b. Non-library groups will be scheduled on a first come, first serve basis.
5. Process of scheduling
a. Must be 18 years of age and hold a valid New Carlisle - Olive Township Public Library card to reserve a meeting room. Exceptions may be made at the discretion of the Director and may be made for representatives of U.S., Indiana, or County agencies and political subdivisions and for members of or candidates for U.S., Indiana or County executive, legislative, or judicial offices.
b. The room may be reserved as far in advance as possible up to one year, however the reservations are first come, first served. Reservations must be scheduled 2 days in advance, unless exception made by the Director.
c. Written application is required and must be on file with the Director. All approval of applications are at the discretion of the Director.
d. Donations are accepted for use of meeting rooms. See suggested donations on donation and fee schedule.
e. Cancellation requests should be made 24 hours in advance.
f. Main meeting room is available during library hours and up to two hours after library closing. The Board room will be available during library hours. Study rooms are available during library hours. A Library staff member must be on site for closing the building.
g. No provision can be made for storage of equipment of regulars users of the meeting rooms.
h. No group may assign its reservation to another group.
i. Library meeting room usage should not interfere with the daily operations and business of the library.
6. Non-endorsement policy
a. Publicity for a meeting of a non-library group must not be worded in a manner that would imply library sponsorship or endorsement of the group’s activities.
b. Groups may not use the Library’s address, phone number or FAX number as their own.
c. A copy of any press release, handbill, invitation, etc. referencing a library meeting facility must be placed on file with the New Carlisle Public Library.
d. Misrepresentation of these facts will result in the loss of use of the library meeting facilities for the offending group.
7. No smoking
a. Smoking is not permitted in the New Carlisle - Olive Township Public Library building.
8. No alcoholic beverages
a. The use of alcohol beverages is not permitted in the New Carlisle - Olive Township Public Library Building.
9. No open flame.
10. Approved Uses
a. Meeting rooms are not open for the use of religious services.
b. Meeting rooms are not open to groups which are exclusive on the basis or race, gender, color or creed.
c. No political and/or partisan groups, except as noted in 5a.
d. Signature is required on a liability statement at the time of reservation.
11. Responsibility of the Users
a. The Library does not assume responsibility for the security of personal items.
b. Individual groups are responsible for returning the meeting rooms to the state originally found.
b. Each group must furnish their own supplies and refreshments.
c. If the Community room is divided and 2 groups are meeting at the same time, each group is expected to respect the rights and comfort of the other.
d. Local use only of the telephone service. The telephone is restricted from long distance calls.
e. Costs incurred in the use of technology (i.e. long distance/teleconferencing). The reserving group shall pay all charges incurred for non-library events.
g. Security - If additional security is deemed necessary by the Library. It is the responsibility of the reserving group to pay for it.
h. The Library does not assume responsibility for personal injuries due to an act of God.
12. Free parking is available but not guaranteed.
XI: OUT OF STATE FEE
Statement of purpose:
As there have been out-of-state patrons wanting to use the resources of the New Carlisle and Olive Township Public Library, the Board of Trustees does deem it fair and necessary to charge a fee for such services to said patrons.
Persons not residing or owning property within the legal boundaries of LaPorte or St. Joseph counties in Indiana will be charged a yearly fee of $199.99 effective June 2009, to check-out materials belonging to this Library.
After having paid the fee, patrons may use the resources of the New Carlisle and Olive Township Public Library to its fullest degree, excluding only reciprocal borrowing.
All out-of-state patrons will abide by the general policies of the New Carlisle and Olive Township Public Library as set forth by the Board of Trustees of the New Carlisle and Olive Township Public Library.
It is hereby mentioned that anyone wishing to use materials "in-house" may do so at any time and at no charge.
XII: FREE STANDING EXHIBIT AND EXHIBIT CASE POLICY
The primary purposes of exhibits in the library are for the exhibition of materials of interest and quality and to attract the general public into the library as a means of promoting greater library usage. This is best accomplished by integrating the scheduling of the displays into the library's overall public relations program. The library welcomes display suggestions from the public. The staff of the library will not be responsible for the arrangement of the displays.
Owners of displays will be responsible for the setting and taking down of displays in accordance with arrangements determined by the library.
Since scheduling can be time consuming, parties setting and taking down displays must keep the schedule assigned them. A twenty-four notice should be given of any change in schedule.
Many displays featured in the library are quite valuable. Because of this, display cases will be locked and only responsible parties will be alowed access to cases during the month of the display.
The library is not insured for items on display. The New Carlisle - Olive Township Public Library and its Board of Trustees and staff will have no liability for losses of display items and displayers agree to assume and hold the library harmless from any and all losses of or to the display items.
Displays which have only a religious theme will not be exhibited.
Patrons wishing to set-up displays items must first complete an "Exhibit Application."
Displays, the contents of which, considered to be in poor taste by the Director will not be allowed. If the patron is not in agreement with the Director's decision concerning the display in question, the patron may appeal the Director's decision to the Board of Trustees.
XIII: LIBRARY BILL OF RIGHTS
The Council of the American Library Association reaffirms its belief in the following basic policies which should govern the services of all libraries.
1. As a responsibility of library service, books and other library materials selected should be chosen for values of interest, information, and enlightenment of all the people of the community. In no case should library materials be excluded because of the race or nationality or social, political, or religious views of the authors.
2. Libraries should provide books and other materials presenting all points of view concerning the problems and issues of our times; no library materials should be proscribed or removed from libraries because of partisan or doctrinal disapproval.
3. Censorship should be challenged by libraries in the maintenance of their responsibility to provide public information and enlightenment.
4. Libraries should cooperate with all persons and groups concerned with resisting abridgement of free expression and free access to ideas.
5. The rights of an individual to use of a library should not be denied or abridged because of his age, race, religion, national origins or social or political views.
6. As an institution of education for democratic living, the library should welcome the use of its meeting rooms for socially useful and cultural activities and discussion or current public questions. Such meeting places should be available on equal terms to all groups in the community regardless of the beliefs and affiliations of their members, provided that the meetings be open to the public.
XIV: DRUG FREE WORKPLACE POLICY
Drug Free Workplace
The New Carlisle - Olive Township Public Library is committed to providing and maintaining a drug-free workplace. It is, therefore, library policy that any employee found with the presence of alcohol or illegal drugs in his/her system, in possession of, using, manufacturing, trading, selling or offering for sale alcohol or illegal drugs on library property at any time will be subject to disciplinary action up to and including termination.
Prescription drugs prescribed by the employee’s physician may be taken during work hours. The employee should notify their supervisor if the use of properly prescribed prescription drugs will affect the employee’s work performance. Abuse of prescription drugs will not be tolerated.
Any employee convicted of violating a criminal drug statute in the work-place (property of the New Carlisle - Olive Township Public Library) must notify his/her employer within five days of such conviction.
Adherence to this policy is a condition of employment. Violations will result in disciplinary action up to and including dismissal. Employees may also be required, at their own expense, to participate in an approved drug or alcohol abuse rehabilitation program as a condition of continued employment.
Misunderstandings and problems arise from time to time in any situation. Work situations are more stressful than most. To provide the best possible working conditions for employees, an honest and open atmosphere in which any problem, complaint, suggestion, or question receives a timely, respectful response is required. Employees and management should have, and display, mutual respect for each other at all times.
A grievance is defined as any feeling of dissatisfaction or injustice in connection with one's employment situation, which is brought to the attention of a supervisor. If an employee disagrees with the established rules of conduct, policies, procedures, or practices; they can express this concern through the problem resolution procedure outlined herein. No employee will be penalized, formally or informally, for voicing a complaint with the New Carlisle Public Library in a reasonable, business-like manner, or for using the problem resolution procedure.
The grievance policy serves to provide an employee who believes she/he has a justifiable complaint with a procedure to follow to have the complaint heard by the Director and/or the Board.
This procedure is an open means of upward communication, so no forms or statements involved will be placed in the employee's personnel file. The grievance procedure is an important tool in maintaining staff morale. The library Director is the official representative between the library staff and Board of Trustees. S/He must remain accessible and ready to hear suggestions and complaints. The Director cannot act on any problem unless s/he is aware of it, so grievances must be aired as soon as possible.
Not every problem can be resolved to all parties’’ satisfaction, but only through understanding and discussion of mutual problems can employees and management develop confidence in each other. This confidence is important to the smooth, effective operation of the library.
Library management will strive to provide such an enriching and mutually beneficial atmosphere at all times for all employees. Employees are encouraged to offer positive and constructive criticism, and to take the following steps if they believe that a condition of employment or a decision affecting them is unjust or inequitable.
1. When a problem comes up, the grievant should discuss the matter with the Director or a supervisor rather than fellow employees. This should be done within 5 working days of the discovery of the problem.
2. The Director or supervisor will review the problem and any relating policies. If possible s/he will respond through discussion. If not, s/he will respond within 2 working days, after consulting with appropriate management. (This response may be no more than a promise to take the matter up with the next level of authority). The supervisor/Director should document this discussion, including any steps which are to be taken.
3. If no satisfactory solutions can be arrived at through this discussion, the grievant is to approach the Director with the problem a second time. This time it should be written out in duplicate, along with what the grievant sees as a satisfactory solution. Both copies will be signed by the Director and grievant, and each will keep a copy.
4. The Director will re-assess the problem and meet with the grievant again, in a timely manner, to further discuss the options for solutions.
5. If no satisfactory agreement (for both parties) can be reached, the grievant may petition for a private consultation with a committee of three Board members, grievant, and Director.
6. The request for this meeting will be written and will include documentation of the previous discussions held between the employee and Director, and the solutions proposed by each. It is to be delivered to the Board of Trustees President before the next scheduled Board meeting by the Director, so that the committee may be chosen to hear the grievance.
7. The committee will set a date and time to examine the evidence presented, hear the testimony of both the Director and grievant, and make a decision on a solution to the problem. The decision of the committee will provide the solution taken to the problem.
8. If the grievant is not satisfied with the final outcome of the committee s/he may appeal to the full Library Board of Trustees. Trustees will first hear comments from the Committee Chair regarding all relevant details of the situation. They will then in turn hear comments from the Library Director and finally the grievant. The Board of Trustees can then, if necessary, convene in Executive Session to fully discuss the details. The Board of Trustees will have no less than (60) days in which to respond to the grievant regarding their final decision. The determination of the full Board of Trustees is final.
XVI: PUBLIC COMMENTS DURING LIBRARY BOARD MEETINGS
Anyone wishing to address the Board on general topics are invited to do so. A time limit of five (5) minutes shall be enforced for persons wishing to speak or make a presentation during the Community Comments section of the agenda.
If requested individuals need to state their names and addresses at the beginning of such comments. Individuals are requested to speak only once during this section.
The presiding officer may exercise discretion as to the number of times a person may be heard, prohibiting repetitious comments, and may establish any other rules deemed necessary for the orderly conduct of business.
Board Members are encouraged to question as necessary any member of the general public until that Member feels that they completely understand the issue that is being presented. The President/presiding officer of the board must have the discretion to suspend lengthy dialogues in order to maintain business. If a special meeting or executive session needs to be called the President/presiding officer can see that one is scheduled.
All comments shall be directed to the presiding officer of the Board. Other persons present may speak only in response to an inquiry from the Board President (or presiding officer) or the Library Director for the purpose of providing additional information or clairifying the subject being discussed. The presiding officer may request a response from the Director and/or request the Director to provide a verbal/written response at a later date.
No individual may present orally or discuss at any meeting of the Board any charges or complaints against individual employees of the public library without first presenting such charges or complaints to the Board through the Director, in writing, signed and verified by the person or group making the charge or complaint. An Executive Session may be called to discuss such matters.
Remarks by any person addressing the Board which reflect adversely upon the character or motives of any other person or group are considered out of order and will not be tolerated.
XVII: ANNUAL POLICY REVIEW AND UPDATE
It will be the standing rule as supported by the New Carlisle - Olive Township Public Library Board of Trustees that policies shall be reviewed by the Library Director and will report required changes and updates to the Board of Trustees at the regular January business meeting.
XVIII. INTERNET ACCEPTABLE USE POLICY
The New Carlisle Public Library supports parents and guardians in their efforts to guide their own children's access to print, non-print, and on-line information. The library provides printed materials about the Internet and its resources. However, most current information about the Internet resides on the network itself.
The mission of the New Carlisle - Olive Township Public Library is to provide free, open and equal access to ideas and information to all members of the community.
1. The use of the Internet is a privilege and access is voluntary.
2. The New Carlisle Public Library believes that the Internet provides benefits of access to information resources and collaboration that outweigh potential disadvantages of access.
3. The New Carlisle Public Library seeks to preserve the minors' status as full members of the Internet community.
4. The New Carlisle Public Library cannot control the resources on the Internet. The Internet is not a static entity. The Internet changes each minute as new computers connect and existing computers add or delete information. Some sites accessible via the Internet may contain material that is inaccurate, defamatory, illegal, or potentially offensive to some people. While the New Carlisle Public Library can attempt to prevent direct access to materials that would not be generally acceptable in a public library, it is technically impossible to prevent access to all resources that might be objectionable to some people.
5. It is the responsibility of parents and guardians to determine whether to place restrictions on their own children in the use of the Internet.
6. Users of the Internet through the New Carlisle Public Library are expected to abide by the Acceptable Use Policy.
Users whose conduct with a Library account violates federal, state or local laws will be prosecuted to the full extent of the law. Evidence of illegal activity will be reported to the proper legal authorities. The New Carlisle Public Library will cooperate with the proper authorities in the investigation of illegal activities.
Users will refrain from inappropriate Internet conduct. Examples of inappropriate conduct include: use of the Internet for unlawful or malicious activities; misrepresentation of oneself or the New Carlisle Public Library; sending chain letters; using abusive or objectionable language in either public or private messages; engaging in harassing behavior such as sending or posting slanderous, libelous, obscene, or threatening messages; and other activities that could cause congestion and disruption of networks and systems.
Users should not expect that files stored on library-based computers will always be private.
The New Carlisle Public Library reserves the right to review any material stored in files to which all users have access, and will remove any material which, in its opinion, does not comply with this document.
Electronic communication carried on via the Internet connection should not be considered confidential. When necessary, such communication may be used as evidence in criminal investigations and/or prosecutions. The New Carlisle Public Library will disclose all messages on the system, to the extent required by law.
Patrons are requested to use the Internet terminal for no more than one hour at any one time. If there are no other patrons waiting to use the service, users may use the system for longer.
Patrons may reserve blocks of time to use the terminal.
Library staff are available to assist patrons in logging-in to the Internet.
Patrons are not allowed to download software onto the library's network or workstation hard drive. Downloading to a floppy is permitted.
Uses not permitted
a. to access, upload, download, or distribute pornographic, obscene, or sexually explicit material;
b.to transmit obscene, abusive, or sexually explicit language;
c.to violate any local, state or federal statute;
d.to vandalize, damage, or disable the property of another individual or organization.
e.to access another individual's private materials/files.
f.to violate copyright or otherwise use the intellectual property of another individual or organization without permission.
g.no use by patrons shall disrupt any of the Internet networks as a whole or any equipment or system forming part of the connection or the Internet system, or any services provided over the Connection.
h.the Library does not allow mass distribution (or other form of intrusive "broadcast") of any message over the Internet, including but not limited to advertising.
The New Carlisle Public Library makes no warranties, expressed or implied, that the functions or content of the system will meet any user's specific requirements, or that it will be error-free or trouble-free, current or uninterrupted: nor shall the New Carlisle Public Library be liable for any direct or indirect, incidental, or consequential damages (including lost data, information, or income) sustained or incurred in connection with the use operations, or inability to use the system.
In consideration for the privilege of using the system and for having access to the information contained on the system, users hereby release and hold harmless the staff and Board of Trustees of the New Carlisle Public Library .
Patron is to sign last page of this agreement then forward to Director.
Patron keeps the first pages
I have read the statements above and I agree to abide by them.
A parent or legal guardian must sign for minors under the age of 18.
XIX. Resolution allowing credit cards
Credit Card Resolution
It is the intent of the New Carlisle - Olive Township Public Library to follow accounting rules and procedures promulgated by the Indiana State Board of Accounts and hereby adopt the following policy regarding the use of credit cards by authorized staff members only.
1) The Library Director will search for a business type credit card that will best fit the organizations needs, yet have a competitive annual fee.
2) Only the Library Director and Assistant Director will be allowed access to the card/s.
3) Statements will be paid in a timely manor to avoid any interest, carrying charges, or penalties due to late payments.
4) Claims filed in connection with the use of the credit card/s must be itemized before being approved and paid.
5) Any interest or penalty that is incurred due to the late filing or furnishing of documentation by an employee will be the responsibility of the employee using the card.
6) Any and all charges incurred and charged with the credit must be business related and not personal in nature. A reasonable “tip” or gratuity is allowable where service has been provided. No personal charges will be allowed.
7) In the case of the card being lost or stolen the issuing credit card company must be notified immediately. Notes of this loss must also be presented to the Board of Trustees for inclusion in the monthly minutes for audit purposes.
XX. Purchasing Policy
This policy covers the purchase of all items for the library by staff members.
The Director is authorized to purchase any items necessary for library operations. If an item is over $600 the director is to use his/her best judgment regarding the purchase, though he/she is required to inform the Trustees of said purchase at the next regular business meeting. A signed purchase order detailing the quantity, date of purchase and price of all items purchased must be completed and given to the bookkeeper as soon as possible after the purchase.
The Assistant Director is authorized to purchase any items necessary for library operations pending the approval of the Director. A signed purchase order detailing the quantity, date of purchase and price of all items purchased must be completed and given to the bookkeeper as soon as possible after the purchase.
The Children’s Coordinator authorized to purchase any items necessary for library operations pending the approval of the Director. A signed purchase order detailing the quantity, date of purchase and price of all items purchased must be completed and given to the bookkeeper as soon as possible after the purchase.
All other staff members must have the consent of either the Director, Assistant Director or Children’s Coordinator prior to purchasing any items for the library. A signed purchase order detailing the quantity, date of purchase and price of all items purchased must be completed and given to the bookkeeper as soon as possible after the purchase.
Purchase orders must be present with all invoices presented for payment. Purchase orders will list all items ordered or purchased except books and other library circulation materials. Books and other library materials will still need a signed and dated purchase order except in the detail section there will be a simple notation stating the quantity of books or other items purchased e.g. 10 books, 4 cd-rom’s
If library materials are purchased on a standing order basis, no purchase order is required.
XXI. Resolution for Library Patron Behavior
1. Persons who visit the Library with a child or children who disturb or interfere with other Library users or who become disruptive by screaming, shouting or crying, climbing or playing on furniture, stairs or railings, or other similar conduct, or who abuse or misuse Library books and materials, computers, or other equipment will be asked to control the child or children. If the person fails or refuses to control the child or children, or is unable to do so, the person and the child or children will be required to leave the Library.
2. Unsupervised children who are disruptive or whose behavior interferes with other Library users could be required to leave the Library. The parent/guardian or assigned caregiver for the child or children will be required to remove the child or children from the Library.
3. The New Carlisle - Olive Township Public Library welcomes children to use its facilities and services. Responsibility, however, for the care and safety of the children using the Library rests with the parents/guardian or assigned caregiver, not with Library staff.
4. Young children (children 7 years or younger) may not be left unattended in the Library by parent/guardian or assigned caregiver. The parent/ guardian or assigned caregiver will be required to remove any unattended child or children from the Library. See Section XXIII regarding unattended children.
5. No child (12 years or younger who is in the library at closing time) shall be left alone outside the Library at closing time. The parent/guardian or assigned caregiver is responsible for picking up the child prior to or promptly at Library closing. Two Library staff members are required to stay with the child until the parent/guardian arrives. If the parent/guardian fails to arrive the Library staff will contact the New Carlisle Police Department.
Guideline: Two library staff members will remain at the library for thirty (30) minutes until the child is picked up. After 30 minutes the staff will contact the New Carlisle Police Department.
The staff members will get the child’s address, telephone number etc. This information will be given to the Director who will immediately send a certified letter to the parents about the library’s policy about children being left unattended at the library. If the problem occurs again (with the same family) the police will be notified immediately.
6. Persons who willfully follow (stalk) library patrons either in the library or on library property will be reported to the police.
7. Patrons who become disruptive or conduct themselves in a manner not in keeping with proper behavior in a public place, will be asked to leave the library. If a patron refuses to leave, the supervising staff member has the authority to call the police.
8. Willful disruption or threatening of another person anywhere on library property is strictly forbidden and could be punishable by law. Library staff members witnessing or having reported to them any threatening of one person by another are to request immediate police assistance.
9. No skateboarding or roller-blading on library property.
10. Use of celluar telephones should be limited to the front lobby. (maybe a sign on the front door requesting patrons silence the ringers on their phones)
11. Bathing, shaving, washing hair or changing clothes in the library restrooms is prohibited.
12. Including voices, Patrons are asked to maintain a minimal volume when using any personal electronic equipment including cellular telephones, radios, CD players, Ipods, etc. Patrons continuing to disturb others will be asked to leave the library.
13. Entering the library with bare feet or chest is prohibited.
14. No sleeping, lying down, dozing on the premises.
15. No panhandling, distribution, or selling of non-library approved materials.
16. Offensive or pervasive odor that constitutes a nuisance to library staff or patrons is not permitted. Persons with this condition will be requested to exit the library.
17. No sitting at the front steps. Benches are available at other area in-front-of the building.
18. No cursing, obscene or abusive language.
19. No smoking in the library building.
20. No using or bringing controlled substances or alcoholic beverages into the Library or on the grounds.
21. Patrons are not allowed onto Library property while intoxicated or under the influence of controlled substances.
22. Library management has the discretion to discard personal items left unattended on Library property in order to preserve a safe environment for Library patrons and staff.
23. Bicycles ridden to the library will be properly stored in the bicycle racks provided. Skateboards may be carried into the library and left behind the front desk.
24. Patrons caught stealing, damaging or altering any Library property will be punished to the fullest extent of the law.
25. No soliciting of donations, selling items or panhandling will be tolerated.
26. Without prior Library approval, patrons will not distribute or post printed materials.
XXII. RESOLUTION FOR COMPLIANCE WITH THE CHILDREN’S
INTERNET PROTECTION ACT
WHEREAS, New Carlisle-Olive Township Public Library is a library organized and existing under the provisions of IC 20-14; and
WHEREAS, The Board of Trustees of said library wishes to comply with rules and regulations promulgated by the Children’s Internet Protection Act (CIPA); and
WHEREAS, the Library has had Internet filtering software in full force with all updates since 1997; and
WHEREAS, the Library Board wishes to be in full compliance with CIPA and therefore be eligible for federal grants and USF discounts;
THEREFORE, BE IT RESOLVED by the Board of Trustees of the New Carlisle - Olive Township Public Library, New Carlisle, St. Joseph County, Indiana that on the 21st day of May, 2002 that the following existing and updated Internet Acceptable Use Policy be in full force and effect.
XXIII. Unattended Children
NEW CARLISLE - OLIVE TOWNSHIP PUBLIC LIBRARY
UNATTENDED CHILDREN POLICY
The New Carlisle-Olive Twp Public Library welcomes all children to the Library, but we are concerned about their welfare and safety when they are left unattended. Therefore, we have adopted the following policy:
All children, age 7 and younger, must be accompanied by a parent or caregiver, (caregiver/sitter must be 14 years of age or older). Parents and caregivers are ultimately responsible for ensuring the safety of and monitoring the activities and behavior of their children while the children are on library property.
Children age 8 to 12 years may use the Library for up to two hours without a parent or caregiver being present. Children of all age groups are subject to the Library rules and policies concerning behavior, conduct and demeanor. The Library Patron Behavior Policy specifies consequences for unacceptable behavior.
All children are encouraged to attend Library sponsored programs or programs geared toward children held at the Library. Parents do not need to be with the child during the program. [Example: Summer Reading Program, parent need not be on-site, but must be here immediately after the program is finished if the child is 7 or younger. Children aged 8 to 12 may use the Library for up to two hours after the program].
Library staff cannot monitor or control behaviors or whereabouts of people using the library and cannot assure the safety of an unattended child.
Adopted by the New Carlisle - Olive Township Board of Trustees
June 18, 2013
Additional guidelines for staff members regarding children who do not adhere to the above policy:
11. The Manager on Duty will attempt to call the parent/caregiver and inform them of the policy.
12. If the parent/caregiver cannot be located or does not pick up the child within 30 minutes, the child will be placed in the care of local law enforcement.
New Carlisle - Olive Township Public Library
Schedule of loan times, fees and fines
Updated: January 16, 2006
2 weeks, may be renewed by phone, max of three renewals, may be reserved
5 cents per day, no limit previously had a limit of $3.00
25 item limit total
dependent upon lending library
will be responsible to pay fines imposed by lending library
One week, may be reserved, Must be 18 to check out “R” rated materials
$1.00 per day, no limit, was previously $3.00 per day with a $15.00 limit
Books on cassette, Books on CD,
Same as books
Same as books
25 item limit total
Cost for missing or damaged cases for videotapes, DVDs and audio CDs
15 cents per received page, (was previously $1.00 per incoming page) $1.00 per page to send $2.00 for first page for long distance. For international faxes the cost is $5.00 for the first page then $1.00 thereafter
Photocopies, computer printouts, microfilm prints
b/w 15 cents per page, 20 cents for double sided, 25 cents for ledger, $1.00 each page for color
PLAC Card – fee changes annually
$50.00 per year
Out of state card – updated June 2009
$199.99 is commensurate with local tax rate
Free, but we ask 50 cents for postage
Damaged, overdue or lost materials
The replacement cost of the item will be charged if the item is lost or damaged beyond use, plus fines. After 120 days if the material isn’t returned the patrons account will be handed to the Credit Bureau for collection
Free to not-for-profit organizations, a $50.00 minimum donation is requested for all other groups
Reciprocal borrowing from LaPorte County Public Library, Mishawaka Penn Public Library and Michigan City Public Library
As prescribed by lending library
Users will be responsible for fees as prescribed by the lending library