STAFF VERSION High Plains Library District Policy and Procedure Documents 2011 Update
TYPES OF DOCUMENTS INCLUDED IN THIS COMPENDIUM Basis Documents – These documents clarify our role and priorities for service (most are for both public and staff) Policies – Are brief explanations of Library Expectations and Assumptions (public and staff) Guidelines – Further explanation of what was stated in the Policy (directed towards public) Procedures – Provide guidance for staff to the actions needed to be taken (staff only) Definitions – Clarification of HPLD meaning – mostly used as we define our services (directed towards staff) Rules – Set instructions for public use and behavior (directed towards public)
DIFFERENCES BETWEEN THE STAFF MANUAL AND THE PUBLIC MANUAL Document Numbers – the Procedure Manual includes items that might not be visible to the public. For this reason, alphabetization rules are followed first and then the document number is added. As a result, alphabetically correct entries will take priority over numbering. . Documents included – Staff see all levels of documentation. The public only sees Basis Documents, Policies, Guidelines, and Rules.
Table of Contents Note: Click (or CTRL+click) on the page number to go directly to the page needed BASIS DOCUMENTS
High Plains Library District Introduction The High Plains Library District (originally established as the Weld Library District) is a special taxing district that was voted into place by the Weld County Residents in 1986 to improve library service to residents within the boundaries of the District through the sharing of books, staff, and tax revenue. The District serves over 217,000 residents of Weld County and parts of neighboring counties, and covers a geographic area of almost 4,000 square miles. Areas not included in the District are the areas in the Clearview (formerly the Windsor-Severance) Library District and the town of Dacono.
In July 2008, as part of a re-branding project, the Library Board of Trustees approved the recommendation to rename the Library District to the High Plains Library District.
The High Plains Library District is comprised of a branch library system, bookmobile services, public computer centers, and six autonomous member libraries. The branch library system and member libraries are each governed by their own separate boards of trustees.
The policies and provisions in this manual are the policies of the branch library system under the governance of the High Plains Library District Board of Trustees. Member libraries have their own unique policies.
In conducting its services and programs, the Library will maintain non-partisanship and objectivity to support the individuality of the residents and will provide its service in an atmosphere of warmth and welcome. The facilities and grounds will provide an environment that is welcoming, physically comfortable, clean, safe and ADA-compliant.
The High Plains Library District will seek to understand the information needs and wants of all residents and use every practical means to satisfy them in accordance with guidelines adopted by the Board and included in the following statements of the American Library Association: Library Bill of Rights, Freedom to Read, Freedom to View (included in the appendices).
The High Plains Library District Policy Manual is reviewed annually. Revisions, additions and deletions are approved by the High Plains Library District Board of Trustees.
Document Review Dates Basis Document Name: High Plains Library District Introduction
Effective Date: February 2007 Revised: February 2008 Revision Date: March 2011 Reviewed By: Executive Director Reference Documents 1. Link to Colorado State Library Page – Method of Establishment Quick Guide 2. Link to Colorado State Library Page - Library Law 3. Link to Colorado Department of Local Affairs – Special Districts Page Mission Statement Connecting communities to information, inspiration and entertainment for life. Welcome to the High Plains Library District!
Document Review Dates Basis Document Name: MISSION STATEMENT
Effective Date: February 2007 Revised: July 2008 Reviewed By: Executive Director; Board of Trustees Replaces: 1999 Mission Statement
Vision Statement To build a solid reputation, increase overall participation and unite residents by being so connected to our communities that the library:
Becomes everyone’s first and best choice for life long learning. Is seen as a necessary and important community asset. Is a community destination and gathering place.
Document Review Dates Basis Document Name: VISION STATEMENT
Effective Date: February 2007 Revised: July 2008 Reviewed By: Executive Director; Board of Trustees Replaces: 1999 Vision Statement
Values and Principles Statement These values help clarify the principles that guide the High Plains Library District. As trustees, administration, and staff of the High Plains Library District, we are committed to fulfilling our mission and vision while upholding the following values.
Our Customers: Are treated with dignity, respect, and consideration. Receive an exceptional level of personal customer service. Are provided with a variety of library materials that reflect the communities’ interests and values. Have access to up-to-date technology and receive assistance in using that technology. Enjoy a variety of quality programming for all ages. Have a positive library experience every time they visit.
Our Facilities: Are modern, clean, and well-maintained. Provide and utilize up-to-date technology. Are open and available to all people regardless of age, gender, sexual orientation, or physical limitations. Are inviting, comfortable and friendly. Serve as a local gathering place.
Our Staff: Uphold the principles of the First Amendment to the Constitution of the United States of America- the freedom to read, view, speak and hear. Is committed to instilling a love of reading. Are professional and reliable information catalysts. Will make every effort to be available to you whenever and wherever you need us. Seeks solutions to problems in a positive, productive manner. Works as a team to provide an exceptional level of service to all customers. Continues to learn and grow professionally in an effort to better serve you by taking advantage of classes, workshops, and seminars offered by the High Plains Library District, State/National Library Associations, and other agencies. Sees the High Plains Library District as an employer of choice; one that provides fair compensation, competitive benefits, and a flexible schedule that leads to a healthy work / life balance.
Our Community: Benefits from partnerships between High Plains Library District and other local agencies that support reading, education, and literacy. Enjoys the talents, abilities and contributions of High Plains Library staff at community- related activities. Is aware of and appreciates the programs and services offered by the High Plains Library District. Supports the High Plains Library District by contributing to its Foundation. Feels enriched by the presence of the High Plains Library District.
Document Review Dates Basis Document Name: Values and Principles Statement
Effective Date: February 2007 Revised: July 2008 Reviewed By: Executive Director; Board of Trustees Replaces: 1999 Values and Principles
Service Delivery Statement The High Plains Library District is committed to providing comprehensive, effective, efficient and easy access to library services to all residents of the District.
Basic Services include but are not limited to: Resource materials such as books, music, movies, audiobooks, etc. Knowledgeable staff available to answer questions Access to the Internet/technology Entertainment Special programs Book clubs, story hours Education, lifelong learning opportunities
Limited Additional Services include but are not limited to: Limited Notary services as staffing allows Limited Proctoring services as staffing allows
Services are provided through: High Plains Library District Facilities where staff and services are governed by the policies of the District. High Plains Library District Virtual Access which includes but is not necessarily limited to telephone and Internet access. High Plains Library District presence on social networks High Plains Library District Outreach Services which includes but is not necessarily limited to bookmobile stops, deposit collections and homebound services. Member Library Services which are libraries that may participate in centralized services made available by the High Plains Library District but have a local board – separate from the High Plains Library District Board – to determine services and programs.
Document Review Dates Basis Document Name: Service Delivery Statement
Effective Date: February 2007 Revision Date: March 2011 Reviewed By: Executive Director Operational Category: Facilities; Services Replaces: Delivering Library Services Document Services Delivery Policy Reference Documents 1. Link to 2004-2014 Facilities Master Plan, pgs 4, 35 for Site Selection 2. Link to 2004-2014 Facilities Master Plan, pgs 4, 37 for Co-Location of Library Facilities 3. Jump to District Service Area Definitions 4. Jump to Outreach Definitions 5. Jump to Establishment of District Facilities Procedures
Operating Principles for Staff The staff of the High Plains Library District uses the following principles to direct our decisions.
1. On a daily basis, the Library anticipates and meets community needs. 2. No High Plains Library District community goes unserved. 3. High Plains Library District service delivery aligns with individual patron’s preferences. 4. High Plains Library District patrons find what they need at first contact. 5. We continuously innovate. 6. We never say no.
Each of the operating principles was developed by considering the potential gains and losses we may see if we use these as our primary tool for directing our decisions. Operating Principles increase their value through ongoing dialog, review, and potential revision to best meet the needs of our community and organization.
Document Review Dates Basis Document Name: Operating Principles Effective Date: February 2009 Revised: Reviewed By: Executive Director
Patron Rights and Responsibilities Statement The Library is for everyone’s enjoyment. The High Plains Library District supports the rights of all individuals to: Use the library without discrimination Receive friendly, courteous and respectful service Have free and equal access to information Have a clean, comfortable and pleasant environment Use the library undisturbed without threat of harm, invasion of property, or interference
In order to protect the patron’s right of access, ensure the safety of public and staff, and protect library resources and facilities, the High Plains Library District restricts certain activities that in the judgment of management constitute unacceptable use of the library, as described below.
If, after being informed of acceptable behavior and use of the library, a patron continues to engage in any of the following actions, suspension from the library, loss of library privileges, removal from the library and/or criminal prosecution or other legal action may result. Unacceptable use of the High Plains Library District includes but is not limited to:
Illegal activities, including use of the Library District’s electronic resources for illegal or criminal purposes. Activities that present health or security risks. Interference with the use or enjoyment of the library by others. Disruption of the normal flow of library operations. Damage or alteration of library property, including but not limited to books and other library materials; the physical building; software or hardware components of a local or remote computer or computing systems; and/or use of programs that infiltrate a computer or computing systems. Violation of the legal protection provided by copyright laws and licenses for print resources and electronic programs and data. Assuming the identity of another person without the explicit authorization of the other person, including but not limited to seeking information on, obtaining copies of, or modifying files, data or passwords belonging to other users of the High Plains Library District’s electronic resources.
To ensure that children have a safe, productive and fun library visit: Parents/guardians/caregivers, not library staff, are responsible for the safety and behavior of their children at all times while using the library. Children 12 years of age and younger should not be left unattended in any area of the library At the discretion of a parent/guardian/caregiver, children older than 12 may use the library, unaccompanied, for a reasonable period of time. Library appropriate behavior is expected.
Document Review Dates Basis Document Name: Patron Rights and Responsibilities Statement Effective Date: February 2007 Revision Date: Reviewed By: Executive Director; Board of Trustees
Collection Development Statement Collection development at the High Plains Library District is founded on the principles of intellectual freedom and equal access for all. The library strives to provide a collection that balances viewpoints across a broad spectrum of opinion and subject matter in formats suitable to a variety of learning and recreational interests and skills. Using selection practices that are flexible and responsive to the changing needs of the community, the library builds and maintains collections for the general public while recognizing the needs of special population groups in the community.
Three basic supporting documents used to achieve these principles are the American Library Association’s Freedom to Read Statement, the Freedom to View Statement, and the Library Bill of Rights.
Intellectual Freedom The library makes available a wide diversity of ideas and viewpoints in support of an informed citizenry and a democratic society. The library supports the individual choice and judgment of its users in seeking information, and upholds the freedom of library users to read, view and listen.
Decisions to select or retain an item are based on the merits of each work or information source as it relates to the goals and coverage of the collection. The library considers the value of each item in its entirety and within the context of the collection, not on specific passages or sections in the item itself. Materials are not marked, labeled, or sequestered to show approval, disapproval, or judgment as to suitability of content for particular audiences. Materials are not excluded, removed, proscribed, or suppressed because of their creator’s origin, background, or views, or because they represent a particular aspect of life, frankness of expression, or controversial subject matter. Inclusion of an item does not constitute endorsement of its content. Selection of materials for adults is not constrained by possible exposure to children or young adults. Responsibility for children’s use of library collections rests with parents, guardians, or caregivers.
Access The library makes its collections available to all. However, not all library materials can be made immediately accessible at all locations within the High Plains Library District. Selectors decide how many copies to buy and where to locate them by considering anticipated demand, the interests of local library users, physical space limitations, and available budgets.
High Plains Library District is committed to the expeditious delivery of materials and information to its users. Some library materials, however, may be subject to use limitations and storage due to considerations of rarity, exceptional levels of demand, cost, physical condition, and permanent value of their information content. Efforts will be made to provide access to materials and information beyond the immediate premises of a library agency, or beyond the holdings of its collection, by means of requests placed through the online catalog, interlibrary loans, photocopying and faxing service, provision of licensed electronic resources, and access to the Internet. In all of these efforts, High Plains Library District will operate within the provisions of the United States copyright laws.
The proliferation of electronic and Internet information resources pose challenges as well as opportunities for the future of library collections and the information needs of the public. Many materials once available in print are now also being produced in electronic format. Some are now available solely through the Internet or proprietary database products. Providing access to electronic resources is an integral part of the library’s collection development efforts. Document Review Dates Basis Document Name: Collection Development Statement
Effective Date: February 2007 Revision Date: February 2009 Reviewed By: Collection Resources Manager; Executive Director; Board of Trustees Replaces: Collection Development Principles Statement Reference Documents 1. Link to American Library Association’s Freedom to Read Statement 2. Link to American Library Association’s Freedom to View Statement 3. Link to American Library Association’s Library Bill of Rights 4. Jump to Mission Statement 5. Jump to Collection Selection Statement 6. Jump to Collection Development Policy
Collection Selection Statement How do you decide whether to buy an item for the library? There are several questions we ask ourselves when deciding to purchase a title. 1. Does it fit within the general framework of our collection? We buy materials that support the general interest and information needs of the community. Scholarly or academic works that are more suited to a college library are usually not purchased for our collection. Instead, we’ll try to borrow the item for you from another library. 2. Is it timely? If the work has a copyright date that’s within the last 2 or 3 years, we usually consider it for purchase. If it’s older and we can identify it as a “classic,” we’ll probably buy it. Older titles may be dated or out-of-print so we will probably borrow it for you from another library. 3. Did the item receive a favorable review in the library journals or popular media?
How do you decide whether to purchase an item for the library or borrow it from another library (Interlibrary loan)? In addition to the General Selection Criteria we use for selecting library materials, there are several criteria we use to make a decision. 1. There are more than 2 requests for an item and it is still available for purchase. 2. A title is not available for lending anywhere but is still available for purchase. 3. The item is under a year old and it is deemed that it would circulate well.
I can’t find the title I am looking for in the HPLD catalog. Will you purchase it for the collection? Please go to the Don’t See It link on our website to Suggest New Titles for Purchase or request it through InterLibrary Loan.
The High Plains Library District encourages input from the community concerning the library collection. All suggestions for purchase are subject to the same selection criteria as other materials and are not automatically added to the collection.
If the title you are requesting fits with our selection criteria and is available for purchase, we’ll buy a copy for the collection and place a hold for you. If we are unable to purchase the title, we will submit a request for InterLibrary Loan so that we can borrow the title from another library for you.
The district will notify patrons of any title that we are unable to purchase or obtain via InterLibrary Loan.
How long will it take for me to obtain my request? Depending on the circumstances, it can take anywhere from a couple of weeks to several months to obtain the item. If the item is in print and available it takes less time.
How will I know the item is available for me to pick up? Depending on the preference set in your library account, you will either receive an email or phone call when the item is ready for pick up.
Document Review Dates Basis Document Name: Collection Selection Criteria Statement
Effective Date: February 2010 Revision Date: Reviewed By: Collection Resources Manager; Executive Director; Board of Trustees Reference Documents 1. Link to American Library Association’s Freedom to Read Statement 2. Link to American Library Association’s Freedom to View Statement 3. Link to American Library Association’s Library Bill of Rights 4. Jump to Mission Statement 5. Jump to Collection Development Statement 6. Jump to Collection Development Policy
Governance Statement The Library District derives its authority from the Colorado Library Law, Sections 24-90-101-107 et.seq, included in the Colorado Revised Statutes.
The Library Board of Trustees is a vital link between the High Plains Library District and its residents.
Document Review Dates Basis Document Name: Governance Statement
Effective Date: February 2007 Revision Date: Reviewed By: Executive Director; Board of Trustees
High Plains Library District Foundation Establishment The High Plains Library District Foundation was incorporated on October 25, 2000 as a non-profit 501(c) (3) corporation. The mission of the High Plains Library District Foundation is to generate funding to enhance the programs and resources of the High Plains Library District. All funds raised by the Foundation are used to support the mission of the District.
Partnerships with private and public agencies should increase exposure in the community, achieve the mission and strategic goals of the Library, be of mutual benefit to both parties or enhance the Library’s revenues. Only organizations deemed appropriate and compatible with the mission, goals, and policies of HPLD will be considered for a potential partnership.
Volunteers are a valuable resource, providing extra hours and talents, which cannot be covered by budget. Volunteers are held to the same principles and standards as library employees. Volunteer positions will not replace an authorized position. Document Review Dates Basis Document Name: High Plains Library District Foundation Development
Effective Date: February 2007 Revision Date: Reviewed By: Development Coordinator; Executive Director Operational Category: Affiliations Reference Documents 1. Jump to High Plains Library District Foundation Role Policy 2. Jump to High Plains Library District Foundation Role Procedure 3. Jump to High Plains Library District Foundation and Library Relationship Procedure AFFILIATIONS
1.1.0 Affiliation with Other Libraries – Colorado - Policy The Library recognizes the importance of the Colorado State Library and the Colorado Library Consortium (CLiC) as coordinating agencies among libraries in the state and region and endorses the multi-type library system concept. The High Plains Library District will, when appropriate, cooperate with all types of libraries to make the best use of public monies and provide optimum service.
Document Review Dates Policy Name: Affiliation with Other Libraries – CO – Policy
Effective Date: February 2007 Revision Date: Reviewed By: Executive Director Operational Affiliations Category: Reference Documents 1. Jump to Circulation Policy 2. Jump to Circulation Procedure 3. Jump to Colorado Library Card (CLC) Procedure
1.2.0 High Plains Library District Foundation Role - Policy The High Plains Library District (HPLD) Foundation serves to raise funds to financially support the enhancement of the programs and resources of the High Plains Library District.
The HPLD Foundation works closely with the High Plains Library District Board of Trustees and Executive Director to identify the needs and priorities of the Library for fundraising purposes.
Document Review Dates Policy Name: High Plains Library District Foundation Role Policy
Effective Date: November 2007 Revision Date: Reviewed By: Development Coordinator; Executive Director Operational Affiliations Category: Reference Documents 1. Jump to High Plains Library District Foundation Establishment 2. Jump to High Plains Library District Foundation and Library Relationship Procedure 3. Jump to High Plains Library District Foundation Role Procedure
1.2.0.1 High Plains Library District Foundation and Library Relationship Procedure To insure the priorities and interest of the High Plains Library District and the High Plains Library District Foundation (the “Foundation”) are matching, a close relationship with the High Plains Library District Board of Trustees and Executive Director will be maintained.
The relationship is supported by: 1. Adherence to the Foundation bylaws. 2. The appointment of two members from the Library Board of Trustees who will serve as voting members of the Foundation Board and report back to the Board of Trustees as appropriate. 3. The Executive Director or designee will attend Foundation meetings as a non-voting participant. 4. The Executive Director will meet regularly with the District Development Coordinator to review matters of mutual interest.
Document Review Dates Procedure Name: High Plains Library District Foundation and Library Relationship Procedure Effective Date: November 2007 Revision Date: Reviewed By: Development Coordinator; Executive Director Operational Affiliations Category: Reference Documents 1. Jump to High Plains Library District Foundation Role Policy 2. Jump to High Plains Library District Foundation Establishment 3. Jump to High Plains Library District Foundation Role Procedure
1.2. 0.2 High Plains Library District Foundation Role Procedure In conjunction with the High Plains Library District Board of Trustees and the Executive Director, the High Plains Library District Foundation (the “Foundation”) works to financially support the needs and priorities of the Library for fundraising purposes. The Foundation serves this role through providing:
1. Support for All Libraries within the High Plains Library District Endowment accounts will be established and managed by the Library Foundation in order to fund projects that will benefit the entire High Plains Library District. To this end, all locations – including Member Libraries – will encourage patron contributions.
2. Support for High Plains Library District The High Plains Library District Foundation will fund special projects and efforts that are not supported by the High Plains Library District budget. Services include, but are not necessarily limited to: Pursuing corporate sponsorships for facilities, services and programs. Pursuing grant opportunities for facilities, services and programs. Leading fundraising efforts through direct mailing campaigns, selling items, and hosting/sponsoring annual special events. Serving as a pass-through organization for donations received by and for library locations. Donations accepted include, but are not limited to, general donations, restricted donations and memorial gifts. Funding special projects through revenues generated from used book sales.
3. Support for Member Libraries The High Plains Library District Foundation will support the fund raising efforts of Member Libraries by assisting with grant writing efforts. Provide grant writing for facilities, services and programs. Make the High Plains Library District Development Coordinator available to work on grants with Member Libraries. Allow Member Libraries to utilize the 501 (c)(3) status of the Foundation for grant writing purposes. Document Review Dates Procedure Name: High Plains Library District Role Procedure
Effective Date: November 2007 Revision Date: Reviewed By: Development Coordinator; Executive Director Operational Affiliations Category: Reference Documents 1. Jump to High Plains Library District Foundation Role Policy 2. Jump to High Plains Library District Foundation Establishment 3. Jump to High Plains Library District Foundation and Library Relationship Procedure 4. Jump to Member Project Funding Policy CONFIDENTIALITY
2.1.0 Confidentiality Policy The High Plains Library District Board of Trustees recognizes that all members of the public are entitled to unrestricted private use of the Library and its informational resources in order to make full and effective use of library resources without being constrained by others potentially learning of their usage.
Document Review Dates Policy Name: CONFIDENTIALITY
Effective Date: February 2007 Revision Date: Reviewed By: Executive Director Operational Service Category: Reference Documents 1. Link to Colorado State Library Quick Guide for CRS 24-90-119 2. Link to US Patriot Act 3. Jump to 2.1.1 Confidentiality Guideline 4. Jump to Confidentiality Procedure 5. Jump to Public Information Policy 6. Jump to Photo Release Procedure 7. Jump to Publicity Procedure 8. Link to Photo Release Form
2.1.1 Confidentiality Guideline It is the responsibility of the Library, its staff and the volunteers working on its behalf to make every reasonable effort to see that information about the patrons and their library activities and choices remain confidential while accomplishing the work of the Library.
During Library promotional activities, efforts will be made to warn patrons of the activities and to gain permission of patrons before publishing names or pictures.
Confidentiality of Library usage is not protected if there is misuse of the Library or its resources; if the Library is presented with a court-ordered subpoena; or if information is requested under section 215 of the United States Patriot Act.
Document Review Dates Guideline Name: Confidentiality Guideline
Effective Date: February 2007 Revision Date: Reviewed By: Executive Director Operational Service Category: Reference Documents 1. Link to Colorado State Library Quick Guide for CRS 24-90-119 2. Link to US Patriot Act 3. Jump to Confidentiality Policy 4. Jump to Confidentiality Procedure 5. Jump to Public Information Policy 6. Jump to Photo Release Procedure 7. Jump to Publicity Procedure 8. Link to Photo Release Form
2.1.1.1 Confidentiality Procedure The Library District, its staff and the volunteers working on its behalf will make every reasonable effort to see that information about the patrons and their library activities and choices remain confidential.
Therefore, the Board of Trustees of the High Plains Library District has endorsed the following guidelines concerning the disclosure of information about library patrons of any age.
No information will be disclosed regarding or including: A patron's name (or whether an individual is a registered borrower or has been a patron) A patron's address A patron's telephone number, fax number, or e-mail address A patron's borrowing record and its contents The number or character of questions asked by a patron The frequency or content of a patron's lawful visits to the library The information supplied to a patron The library's circulation records and their contents will not be released without presentation of a court order or subpoena unless the cardholder provides written consent to library personnel (CRS 24-90-119).
Information may be disclosed when: The financially responsible party for a cardholder may request and receive information concerning that record without written consent of the cardholder when the materials are overdue, as necessary for the smooth operation of the library. The library receives a court order, a National Security Letter (NSL), or subpoena. The card holder provides written consent to share the information. The person signs a photo release form for Library promotional efforts The person uses the Library during a time that publicity announcements are posted and does not inform a photographer that his/her image cannot be used. In situations as described in section CRS 24-90-119 subsection 2: o When necessary for the reasonable operation of the library; o Upon written consent of the user; o Pursuant to subpoena, upon court order, or where otherwise required by law. o To a custodial parent or legal guardian who has access to a minor’s library card or its authorization number for the purpose of accessing by electronic means library records of the minor.
Document Review Dates Procedure Name: Confidentiality Procedure
Effective Date: February 2007 Revision Date: Reviewed By: Executive Director Operational Service Category: Reference Documents 1. Link to Colorado State Library Quick Guide for CRS 24-90-119 2. Link to US Patriot Act 3. Jump to Confidentiality Policy 4. Jump to Confidentiality Guideline 5. Jump to Public Information Policy 6. Jump to Photo Release Procedure 7. Jump to Publicity Procedure 8. Link to Photo Release Form
2.2.0 Identity Theft Policy The High Plains Library District takes reasonable steps to protect library users from Identity Theft.
Document Review Dates Policy Name: IDENTITY THEFT
Effective Date: February 2010 Revision Date: Reviewed By: Finance Manager Operational Confidentiality Category: Reference Documents 1. Link to Federal Trade Commission Red Flag Rules 2. Jump to Circulation Policy 3. Jump to Confidentiality Policy 4. Jump to Confidentiality Guideline
2.2.1 Identity Theft Guideline The High Plains Library District realizes that library users expect protections put in place to protect against identity theft to be balanced with ways that provide easy access to Library resources. To this end, the High Plains Library District works under the assumption of strict interpretation of Colorado Library Law’s confidentiality statement with options for customers to adjust the levels of protection offered.
Library staff may remove a card from active status if there is concern of potential abuse due to irregularities noted with computer usage and/or sudden changes in borrowing habits. The card holder will be contacted to confirm the activities before the card is returned to regular status.
To protect the identity of library users, the High Plains Library District requires: 1. Photo ID with current residence be presented to get a High Plains Library District card. a. If the Photo ID has a past residence listed, a secondary form of residence verification is required. 2. That those borrowing materials have their library card present. 3. Those picking-up held items have the card under which the item was held or express permission from the person who requested the hold to pick it up in their absence. 4. Upon report of a missing, lost, or stolen card, the Library will immediately remove the record from active status. Options available to meet ease-of-use demands: 1. Customers, who do not have a card with them, can use a photo ID with current address to verify their identity to borrow materials and/or purchase a replacement card. 2. Customers may identify people who may check out items in place of the customer. 3. Customers may give their card to another person to use for borrowing privileges; recognizing that the card owner has ultimate responsibility for paying for any late, lost, or damaged materials.
Document Review Dates Guideline Name: IDENTITY THEFT
Effective Date: February 2010 Revision Date: March 2011 Reviewed By: Finance Director Operational Confidentiality Category: Reference Documents 1. Link to Federal Trade Commission Red Flag Rules 2. Jump to Circulation Policy 3. Jump to Circulation Guideline 4. Jump to Confidentiality Policy
2.2.1.1 Identity Theft Procedure In order to minimize potential for identity theft situations, HPLD staff are expected to: 1. Follow circulation procedures. 2. Err toward more robust verification of a person’s identity if unsure of the person.
HPLD as an organization shall: 1. Annually review processes for possible identity theft security issues. 2. Minimize any time that HPLD computers may hold credit card information. 3. Retain a PCI-DSS compliant status as necessary.
Document Review Dates Procedure Name: IDENTITY THEFT
Effective Date: February 2010 Revision Date: Reviewed By: Finance Director Operational Confidentiality Category: Reference Documents 1. Link to Federal Trade Commission Red Flag Rules 2. Jump to Confidentiality Policy 3. Jump to Confidentiality Guideline FACILITIES
3.1.0 Alcohol at Events Policy Consumption of alcoholic beverages on High Plains Library District property must have the approval of the Library Board of Trustees or Executive Director.
Document Review Dates Policy Name: Alcohol at Events Policy
Effective Date: December 2007 Revision Date: Reviewed By: Executive Director Operational Facilities Category: Reference Documents 1. Jump to Alcohol at Events Procedure 2. Jump to Meeting Room and Computer Lab Policy 3. Jump to Meeting Room and Computer Lab Guideline 4. Jump to Meeting Room and Computer Lab Procedure 5. Jump to Meeting Room and Computer Lab Rules 6. Link to Employee Handbook – Drugs and Alcohol
3.1.0.1 Alcohol at Events Procedure The Executive Director may grant approval for the consumption of alcoholic beverages on library property subject to the following conditions:
1. Consumption will occur at a time when the library is closed to the public.
2. The Executive Director must be reasonably satisfied that the service and consumption will comply with all legal requirements.
3. No library funds will be used to purchase alcohol.
Document Review Dates Procedure Name: Alcohol at Events Procedure
Effective Date: December 2007 Revision Date: Reviewed By: Executive Director Operational Facilities Category: Reference Documents 1. Jump to Alcohol at Events Policy 2. Jump to Meeting Room and Computer Lab Policy 3. Jump to Meeting Room and Computer Lab Procedure 4. Link to Employee Handbook – Drugs and Alcohol 3.12.0.1 Animals in Facilities Procedure The High Plains Library District provides a safe and comfortable space for its community. As such, a District Location can make the decision about whether patrons can bring non-service animals into the facility. The location manager will lead the decision-making process and final decision for the location.
Locations will hold patrons responsible for insuring that any animals brought into the facility (both service and non-service animals) will behave in a way that does not cause disruption or undo-health risk.
If an uninvited animal is in the building: Pests, such as insects or small rodents should be reported to Facilities staff. If there is a current effort in place to eradicate such animals, report the update the PIC for further action. Larger animals should be approached with caution. If in doubt about handling the animal and if no owner is visible, contact the police or animal control services. o Evacuate the building if people are at risk.
Document Review Dates Procedure Name: Animals in Facilities
Effective Date: March 2011 Review/Revision NEW Date: Reviewed By: Public Services Associate Director Operational Service Category: Reference Documents 1. Jump to Values and Principles Statement 2. Jump to Patron Rights and Responsibilities Statement 3. Link to Safety Manual
3.2.0 Art Policy The High Plains Library District creates library environments which are comfortable, functional and aesthetically pleasing in the district’s locations. The District also supports and encourages local artists. To achieve both priorities, works of art are added through donations and purchases.
Document Review Dates Policy Name: Art Policy
Effective Date: December 2007 Revision Date: March 2011 Reviewed By: Associate Director of Public Services Operational Facilities Category: Reference Documents 1. Jump to Gift and Donations Policy 2. Jump to Art Guideline 3. Jump to Art Accession and Deaccession Procedure 4. Link to Art Accession Form 5. Link to Art Deaccession/Transfer Form 6. Link to Art Exhibit Application
3.2.1 Art Guideline Art works accepted through either donation or purchase will not necessarily be displayed in the same location on a permanent basis.
Art is defined by CRS 24-80.5-101 as “all forms of original creations of visual art including, but not limited to: sculpture; painting (portable or not); photographs; crafts made from clay, fiber, wood, metal, plastics, glass, or any combination thereof; calligraphy; murals; cartography; media composed of any combination of forms or media; unique architectural styling or embellishments, including architectural crafts; environmental landscaping; restoration or renovation of existing works of art of historical significance.”
Accessioning Art objects, portraits, antiques, or other museum objects will be purchased or accepted as a donation based on their suitability to the High Plains Library District’s mission, décor, and availability of space for display as determined by the Executive Director. Such items will be formally added to the Library’s holdings of owned art.
Landscaping items and Exterior Ornamentation will be accepted based upon the appropriateness of the gifts to the landscaping plan for the building as determined by the Library District Executive Director.
Insurance Items purchased or accepted as donations will be covered by the Library’s insurance.
Deaccessioning Items may be removed from the library location based on condition and/or how the item fits with the library’s environment.
Document Review Dates Guideline Name: Art Guideline
Effective Date: December 2007 Revision Date: February 2010 Reviewed By: Associate Director of Public Services Operational Facilities Category: Reference Documents 1. Jump to Art Policy 2. Jump to Gift and Donations Policy 3. Jump to Art Accession and Deaccession Procedure 4. Link to Art Accession Form 5. Link to Art Deaccession/Transfer Form 6. Link to Art Exhibit Application
3.2.1.1 Art Accession and Deaccession Procedure The High Plains Library District creates library environments which are comfortable, functional and aesthetically pleasing in the district’s locations. To that end, works of art are added through donations and purchases. Art that is added through purchase or donation may be transferred, temporarily removed, or permanently removed from the collection.
Accessioning Purchase or acceptance of the donation of art objects, landscaping items and exterior ornamentation will be done utilizing an acquisition form which will note: o Total amount paid o Assessed valuation (if done by the Library) o Description of piece o Photograph of piece o Any additional information such as the purchase of copyright
Deaccessioning Deaccessioning of owned art objects, landscaping items and exterior ornamentation will be done by the Library Manager, the Executive Director and designee(s) as identified. Decisions to remove items will be based on the condition of the item and how the item fits with the library’s environment. Documentation for the selected Deaccessioning method will be completed.
Options for an item’s removal include o Offering the item to another non-profit organization o Sale of item through approved processes o Disposal if no other options are viable
Transfers Decisions to transfer owned art objects, landscaping items and exterior ornamentation will be done by the Library Manager, the Executive Director and designee(s) as identified. Decisions will be based on how the item fits with the library’s environment.
Document Review Dates Procedure Name: Art Accession and Deaccession Procedure
Effective Date: December 2007 Revision Date: March 2011 Reviewed By: Associate Director of Public Services Operational Facilities Category: Reference Documents 1. Jump to Gift and Donations Policy 2. Jump to Art Policy 3. Jump to Art Guideline 4. Link to Art Accession Form 5. Link to Art Deaccession/Transfer Form 6. Link to Art Exhibit Application
3.3.0 Displays and Exhibits Policy Displays and exhibits are encouraged and shall be placed in the Library at the discretion of the Executive Director, Associate Director, Library Manager, or the Board of Trustees.
Document Review Dates Policy Name: Displays and Exhibits Policy Effective Date: February 2007 Revision Date: March 2011 Reviewed By: Public Information Manager Operational Publicity Category: Reference Documents 1. Jump to Displays and Exhibits Guideline 2. Jump to Displays and Exhibits Procedure 3. Jump to Art Policy 4. Jump to Art Guideline 5. Jump to Art Accession and Deaccession Procedure 6. Link to Art Exhibit Application
3.3.1 Displays and Exhibits Guideline District Owned Art Art works accepted through either donation or purchase will not necessarily be displayed in the same location on a permanent basis.
Loaned Art and/or Collectibles Each High Plains Library District (HPLD) branch location has space for local artists and collectors to display their talents and interests. Such items will be considered as “on loan” to the library location and will neither be added to the District’s holdings nor transferred to another location.
Individuals loaning items for exhibits at any branch of the High Plains Library District must complete and sign the “Art Exhibit Application Form.” The Agreement must be signed before any loaned items are placed on exhibit. The lender will be given a copy of the signed agreement.
Art objects, collectibles, portraits, antiques or other museum objects can be accepted as loans for a set period of time as determined by a Library Location’s Manager or designee.
If the artist/collector is interested in selling art works, the prices may be posted along with contact information. Those selling their items are asked to donate 15% of the monies earned to the High Plains Library Foundation.
Items with a value that is less than $25,000 that are damaged or stolen while on display will be covered by the District’s insurance. The owner of the art piece(s) is strongly encouraged to provide his or her own insurance and is solely responsible for any damage while the art is in their care.
The display may be dismantled and stored by HPLD staff if the artist/collector fails to remove the display at the agreed-upon time or if the Location’s Manager or designee determines a need to remove the display earlier than planned and cannot contact the artist/collector.
Document Review Dates Guideline Name: Displays and Exhibits Guideline
Effective Date: February 2007 Revision Date: March 2011 Reviewed By: Public Information Manager Operational Publicity Category: Reference Documents 1. Jump to Displays and Exhibits Policy 2. Jump to Displays and Exhibits Procedure 3. Jump to Art Policy 4. Jump to Art Guideline 5. Jump to Art Accession and Deaccession Procedure 6. Link to Art Exhibit Application
3.3.1.1 Displays and Exhibits Procedure Displays and exhibits meeting the following guidelines may be accepted for display in a Library location by the Executive Director, Library Manager or location’s designee:
Process: 1. Displays should be of broad public interest. 2. Displays may not solicit funds beyond providing price and contact information for art display pieces. 3. Displays should encourage library use. 4. Displays are left at the individual’s or organization's risk. 5. Exhibitors will check with the location representative concerning: a. date for beginning and end of display; b. subject of display; c. whether the items will be advertised to be for sale; d. phone number and address of person responsible for display; e. waiver of liability for loss. 6. Displays must be set up and taken down during normal business hours.
Acceptance of the loan of art objects or exterior ornamentation will be done utilizing the Lender’s Agreement which must be signed before any loaned items are placed on exhibit. This agreement includes: Loaning party’s acceptance of risk to the loaned items Listing of pieces loaned Length of time of the loan Whether the loaning party wants to post prices and contact information to sell items (acknowledging that 15% of monies made be donated to the Library’s Foundation).
Document Review Dates Procedure Name: Displays and Exhibits Procedure
Effective Date: February 2007 Revision Date: March 2011 Reviewed By: Public Information Manager Operational Publicity Category: Reference Documents 1. Jump to Displays and Exhibits Policy 2. Jump to Displays and Exhibits Guideline 3. Jump to Art Policy 4. Jump to Art Guideline 5. Jump to Art Accession and Deaccession Procedure 6. Link to Art Exhibit Application Form
3.4.0 Gift and Donation Policy The High Plains Library District encourages community support by accepting gifts of money, time and talent that enhance the programs of the Library District. Document Review Dates Policy Name: Gift and Donation Policy
Effective Date: December 2007 Revision Date: Reviewed By: Executive Director Operational Facilities Category: Reference Documents 1. Jump to Gift and Donation Guideline 2. Jump to Gift and Donation Procedure 3. Jump to Art Policy 4. Jump to Art Accession and Deaccession Procedure 5. Link to Art Accession Form 6. Link to Art Deaccession/Transfer Form 7. Link to Art Exhibit Application Form
3.4.1 Gift and Donation Guideline Donations to the High Plains Library District may be tax deductible. The valuation of gifts of tangible personal property and gifts-in-kind shall be the responsibility of the donor.
Document Review Dates Guideline Name: Gift and Donation Guideline
Effective Date: December 2007 Revision Date: Reviewed By: Executive Director Operational Facilities Category: Reference Documents 1. Jump to Gift and Donation Policy 2. Jump to Gift and Donation Procedure 3. Jump to Art Policy 4. Jump to Art Accession and Deaccession Procedure 5. Link to Art Accession Form 6. Link to Art Deaccession/Transfer Form 7. Link to Art Exhibit Application Form 3.4.1.1 Gift and Donation Procedure The High Plains Library District utilizes the following procedures when accepting gifts of money, time and talent that enhance the programs of the Library District.
The High Plains Library District does not provide valuation of gifts of tangible personal property and gifts- in-kind.
Books, pamphlets, periodicals, audiovisual materials The same principals of selection applied to materials purchased by the Library District shall apply to donated library materials. The District will keep materials only if they can be of active value to the collection.
Gift materials purchased in memory or in honor of an individual shall not be housed in special collections. However, individuals may designate gift materials to a specific library location.
The High Plains Library District reserves the right to offer materials to other public libraries in the District or other publicly funded agencies, sell them at its book sale, or otherwise discard them.
Gifts and monetary donations Donors may indicate preferences for the types of materials to be purchased. However, the library staff is ultimately responsible for the selection of gift materials and will base their decisions on the guidelines set forth in the collection development policy and the mission and goals of the High Plains Library District.
Art objects, portraits, antiques, or other museum objects may be accepted based on their suitability to the High Plains Library District’s mission, décor, and availability of space for display. The donor must understand that the Executive Director has the authority to make whatever disposition is deemed advisable, which may include transfer to another location, sale or transfer to another agency.
Landscaping items and exterior ornamentation will be accepted based upon the appropriateness of the gifts to the landscaping plan for the building as determined by the Executive Director.
The High Plains Library District encourages potential donors to make monetary gifts through the High Plains Library District Foundation. These gifts will be used to enhance the programs and resources of the High Plains Library District.
Donor Recognition The High Plains Library District Board of Trustees affirms that the institution of the public library serves everyone and that naming portions of the library after individuals or organizations serves to strengthen community ties.
Non-monetary Recognition - The Board may choose to name a portion or portions of a library in honor and recognition of an individual whose time, talents, and spirit embodies the philosophies of public library service.
Monetary Recognition - Naming may occur within the library in exchange for donor gifts. Donations will be recognized by posting the names of the donor within the library under the following categories: o $25,000+ - platinum o $10,000 - $24,999 – gold o $1,000 - $9,999 – silver Extraordinary gifts may be recognized through extraordinary means.
Although it is the Board’s intention that donor names be visible, the board cannot guarantee the names will be posted in perpetuity.
Document Review Dates Procedure Name: Gift and Donation Procedure
Effective Date: December 2007 Revision Date: Reviewed By: Executive Director Operational Facilities Category: Reference Documents 1. Jump to Gift and Donation Policy 2. Jump to Gift and Donation Guideline 3. Jump to Art Policy 4. Jump to Art Accession and Deaccession Procedure 5. Link to Art Accession Form 6. Link to Art Deaccession/Transfer Form 7. Link to Art Exhibit Application Form
3.5.0 Meeting Room, Study Room, and Computer Lab Policy The primary purpose of the High Plains Library District Meeting Room and Computer Lab spaces are to support District programs and services. Both Meeting Rooms and Computer Labs may be made available as community meeting places for the presentation and exchange of information.
All meetings and programs held in library meeting rooms are open to the general public. Permission to use and subsequent scheduling of these rooms does not constitute sponsorship or endorsement by the Library of the group’s policies, views or beliefs. The Library reserves the right to cancel or refuse use of the rooms at any time.
Study Rooms are made available for small groups to meet or for individuals to use for quiet spaces.
Document Review Dates Policy Name: Meeting Room , Study Room, and Computer Lab Policy
Effective Date: February 2009 Revision Date: March 2011 Reviewed By: Associate Director of Public Services Operational Facilities Category: Replaces: Meeting Room Policy Reference Documents 1. Jump to Meeting Room and Computer Lab Guideline 2. Jump to Meeting Room and Computer Lab Procedure 3. Jump to Alcohol at Events Policy 4. Jump to Alcohol at Events Procedure 5. Jump to Soliciting Policy 6. Jump to Meeting Room and Computer Lab Rules 7. Link to Library Locations 8. Link to Meeting Room Reservation Form
3.5.1 Meeting Room and Computer Lab Guideline Library promoted meetings and programs held in library meeting rooms and computer labs are open to the general public.
The District will deny use of the rooms to groups that, in the judgment of the District representative, have as their purpose to: a. Advance any doctrine or theory subversive to the Constitution or laws of the United States or State of Colorado b. Advocate social or political change by force or violence.
Room reservations are not guaranteed beyond 30 minutes into the reserved time if the group has not yet arrived.
If fees are collected for a function, the organization is asked to donate 15% of the monies earned to the High Plains Library Foundation.
Permission to use and subsequent scheduling of meeting rooms does not constitute sponsorship or endorsement by the Library of the group’s policies, views or beliefs. The Library reserves the right to cancel or refuse use of the meeting rooms at any time.
A security/damage deposit is required for room usage. Additional deposit monies may be required to use Library resources and equipment.
Room use fees are assessed for locations where over 50% of room requests are from commercial organizations and/or for multiday use that is not open to the general public.
Computer Lab Specific Information Computer software and hardware is to be used in its current state. No add-ons are allowed.
Document Review Dates Guideline Name: Meeting Room and Computer Lab Guideline
Effective Date: March 2009 Revision Date: March 2011 Reviewed By: Associate Director of Public Services Operational Facilities Category: Replaces: Meeting Room Guidelines Reference Documents 1. Jump to Meeting Room and Computer Lab Policy 2. Jump to Alcohol at Events Policy 3. Jump to Soliciting Policy 4. Jump to Alcohol at Events Procedure 5. Jump to Soliciting Policy 6. Jump to Meeting Room and Computer Lab Rules 7. Link to Library Locations 3.5.1.1 Meeting Room and Computer Lab (Fee) Procedure As of June 1, 2011; a $25 per hour fee may be assessed for meeting rooms and computer labs in locations where over 50% of room requests are from commercial organizations and/or for multiday use that is not open to the general public. NOTE: At this time, only the DSS Meeting Room meets this criteria.
The Room Fee is assessed when: The program is not sponsored by HPLD staff. The program/event is only for an organization’s select group.
Staff working with groups wanting to reserve the Meeting Room needs to make sure that the group understands the rules and expectations.
Meeting Room Booking Library programs, classes, events are top priority for the rooms. Reserving the room for other programs and events are first come, first serve. o Rooms can be booked for programs not open to the general public. o We ask that a 15% donation be given to the Foundation if a program/event requires a fee from participants. Rooms are booked during normal hours. Nomad software and hardware is to be used in its current state. No add-ons are allowed. o Using a flash drive (or other software holding devices) are fine. As the District Representative, you can deny use of the meeting rooms to groups that, if in your judgment, have as their purpose to: o Advance any doctrine or theory subversive to the Constitution or laws of the United States or State of Colorado o Advocate social or political change by force or violence.
Additional Costs Security deposits are required. The deposit will be returned if the room is left clean and in its original condition. Damages in excess of the deposit will be charged to the group. For Meeting Room: $50 security/damage deposit. An additional $250 deposit is required for use of the NOMAD presentation station.
Document Review Dates Procedure Name: Meeting Room and Computer Lab (Fee) Procedure
Effective Date: March 2011 Revision Date: NEW Reviewed By: Human Resources Manager; Facilities Manager Operational Facilities Category: Reference Documents 1. Jump to Meeting Room and Computer Lab Policy 2. Jump to Meeting Room Guideline 3. Jump to Alcohol at Events Policy 4. Jump to Alcohol at Events Procedure 5. Jump to Soliciting Policy 6. Link to Meeting Room Reservation Form 3.5.1.2 Meeting Room and Computer Lab (No Fee) Procedure Staff working with groups wanting to reserve the Meeting Room or Computer Lab need to make sure that the group understands the rules and expectations for using the rooms.
Meeting Rooms and Computer Labs Booking Library programs, classes, events are top priority for the rooms. Reserving the room for other programs and events are first come, first serve. o Rooms can be booked for programs not open to the general public. o We ask that a 15% donation be given to the Foundation if a program/event requires a fee from participants. Rooms are not scheduled for on-going, regularly scheduled meetings/events. o Community Partners may be the exception of this upon approval of the Library Manager. Rooms are booked during normal library hours. Computer Lab and Nomad software and hardware is to be used in its current state. No add- ons are allowed. o Using a flash drive (or other software holding devices) are fine. As the District Representative, you can deny use of the meeting rooms to groups that, if in your judgment, have as their purpose to: o Advance any doctrine or theory subversive to the Constitution or laws of the United States or State of Colorado o Advocate social or political change by force or violence.
What Programs/Events Could Have Library Promotion Library promoted meetings/events must be free and open to the public. Library promoted programs may have an optional charge for materials provided.
Costs There is no charge to use Meeting Rooms and Computer Labs where over 50% of room requests are from community organizations; single-time use; and or events that are open to the general public. Security deposits are required. The deposit will be returned if the room is left clean and in its original condition. Damages in excess of the deposit will be charged to the group. For Meeting Room: $50 security/damage deposit. An additional $250 deposit is required for use of the NOMAD presentation station. For Computer Lab: $300 security/damage deposit.
Reserving the Computer Lab 1. A security/damage deposit of $300 is required. 2. Computer software and hardware is to be used in its current state. No add-ons are allowed. 3. Any damages in excess of $300 will be charged to the organization. 4. The deposit(s) will be returned if there are no damages and the room is left clean and in its original condition.
Document Review Dates Procedure Name: Meeting Room and Computer Lab (No Fee) Procedure
Effective Date: February 2009 Revision Date: March 2011 Reviewed By: Associate Director of Public Services Operational Facilities Category: Replaces: Meeting Room Procedure Reference Documents 1. Jump to Meeting Room and Computer Lab Policy 2. Jump to Meeting Room Guideline 3. Jump to Alcohol at Events Policy 4. Jump to Alcohol at Events Procedure 5. Jump to Soliciting Policy 6. Link to Meeting Room Reservation Form
3.5.1.1.1 Meeting Room and Computer Lab Rules The High Plains Library District meeting rooms and computer labs are available to community groups during normal library hours, provided the rooms are not scheduled for library events.
The rules listed below refer to both the Meeting Rooms and Computer Labs unless otherwise stated.
1. Rooms may not be scheduled for any on-going, regularly scheduled meetings/events. Exception: The Administration & District Support Building Meeting Room.
2. Library promoted meetings/events must be free and open to the public. Optional charges may be made for materials provided.
3. If fees are collected to attend an event held at a Library location, we ask that a donation of 15% of the monies collected be donated to the Library Foundation. Exception: The Administration & District Support Building Meeting Room has a $25 per hour fee.
4. All groups shall use the application form provided by the library. The individual reserving a room must have a library card. A damage deposit is required.
5. A security/damage deposit of $50 is required to use the Meeting Room. An additional $250 deposit is required for use of the NOMAD presentation station. Use of the Computer Lab requires a $300 security deposit. The deposit(s) will be returned if there are no damages and the room is left clean and in its original condition.
6. Any damages in excess of $50 will be charged to the organization; any damages to the NOMAD Presentation Station in excess of $250 will be charged to the organization. Any damage to the Computer Lab and/or the equipment in excess of $300 will be charged to the organization.
7. Computer software and hardware is to be used in its current state. No add-ons are allowed.
8. No smoking or illegal drugs/activities will be allowed on the premises.
9. Alcoholic beverages may be allowed if pre-approved by the Executive Director.
10.The District will deny use of the rooms to groups that, in the judgment of the District representative, have as their purpose to: a. Advance any doctrine or theory subversive to the Constitution or laws of the United States or State of Colorado b. Advocate social or political change by force or violence. 11.Room reservations are not guaranteed beyond 30 minutes into the reserved time if the group has not yet arrived.
12.Youth groups must have an adult sponsor.
13.The Library is not responsible for setting up furniture for groups reserving a room.
14.Each library has a select list of equipment and staff support that may be provided.
15.Any publicity concerning the event/meeting should include the name of the sponsoring organization and a contact person. Doing so will direct any questions concerning the meeting/event to the organization which is best suited to answer any inquiries that may arise about the meeting/event.
Document Review Dates Rule Name: Meeting Room and Computer Lab Rules
Effective Date: March 2009 Revision Date: March 2011 Reviewed By: Associate Director of Public Services Operational Facilities Category: Reference Documents 1. Jump to Meeting Room and Computer Lab Policy 2. Jump to Alcohol at Events Policy 3. Jump to Soliciting Policy 4. Jump to Meeting Room and Computer Lab Guideline
3.5.2 Study Room Guideline Most locations have Study Rooms available for groups of 6 or less people as well as for individual use.
Study Rooms are available on a first come – first serve basis during regular library hours. Rooms must be vacated no later than15 minutes before the library closes. Room use is for a maximum of 2 hours. However, if nobody is waiting to use it, the time can be extended.
Document Review Dates Guideline Name: Study Room Guideline
Effective Date: March 2011 Revision Date: NEW Reviewed By: Associate Director of Public Services Operational Facilities Category: Replaces: Meeting Room Guideline Reference Documents 1. Jump to 3.5.0 Meeting Room, Study Room, and Computer Lab Policy 2. Jump to 3.5.1 Meeting Room and Computer Lab Guideline 3. Jump to 3.5.1.1.1 Meeting Room and Computer Lab Rules 4. Link to Library Locations 3.6.0 Posting and Distribution Policy The High Plains Library District actively supports the Freedom to Read and the Freedom to View statements. In keeping with these statements, the library will accept materials from individuals or groups who wish to disseminate information to the library's patrons within limitations of District procedures.
USE OF LIBRARY FACILITIES, INCLUDING GROUNDS, DOES NOT CONSTITUTE ENDORSEMENT OF THE MATERIALS OR AN EVENT BY THE HIGH PLAINS LIBRARY DISTRICT.
Document Review Dates Policy Name: Posting and Distribution Policy
Effective Date: February 2007 Revision Date: Reviewed By: Associate Director of Public Services Operational Facilities Category: Reference Documents 1. Link to American Library Association’s Freedom to Read Statement 2. Link to American Library Association’s Freedom to View Statement 3. Jump to Posting and Distribution Procedure
3.6.0.1 Posting and Distribution Procedure High Plains Library District utilizes the following procedures for posting and distributing non-Library materials within library facilities:
Posting Procedures: The Library Manager or designee will receive all materials for review and decision as to whether to post the item. A single copy of the notice, handbill or announcement may be posted. Postings will be done on a first-come, first-serve basis. The items will be marked with the date on which it was posted. Items will be removed either after an event occurs or no later than one month after posting. Priority will be given to local events, non-profit organizations, and local service offerings.
Distribution Procedures: The Library Manager or designee will receive all materials for review and decision as to whether to make them available based on their community’s needs and interests. The Library Manager or designee may contact organizations or companies about the provision of free materials for distribution based on their community’s needs and interests. Distribution items will be made available only from Library designated distribution rack(s) and/or table(s). Organizations or companies that install racks and/or materials without working with the Library may be contacted to remove the items. If the call is ignored for over 1 week, the Library may discard the items. Materials may be removed and discarded after one month based on timeliness and public interest in the information. Document Review Dates Procedure Name: Posting and Distribution Procedure
Effective Date: February 2007 Revision Date: Reviewed By: Associate Director of Public Services Operational Facilities Category: Reference Documents 1. Jump to Posting and Distribution Policy 2. Link to American Library Association’s Freedom to Read Statement 3. Link to American Library Association’s Freedom to View Statement
3.7.0 Recycling Policy The High Plains Library District is committed to recycling as many materials as possible.
Document Review Dates Policy Name: On-Site Recycling Policy
Effective Date: April 2007 Revision Date: Reviewed By: Maintenance Supervisor Operational Facilities Category: Reference Documents 1. Jump to 3.7.0.1 On-Site Recycling Procedure 2. Jump to 2.1.0 Confidentiality Policy
3.7.0.1 On-Site Recycling Procedure Building Maintenance will ensure all libraries have access to recycling bins for the recycling of paper, glass, plastics, cardboard/OCC, metals, and batteries. Recognizing that recycling programs tend to be more successful when participants are well instructed, the High Plains Library District will distribute materials explaining what can be recycled where and list contact information for further questions. The District will also ensure janitorial staff are properly trained for their roles in the recycling program.
Beyond the recyclables listed above, the District also encourages using two-sided copying and printing, drinking from reusable cups, and purchasing paper products that contain high amounts of recycled material.
Documents containing information about individuals or confidential information shall be shredded or otherwise modified to insure confidentiality as appropriate.
Document Review Dates Procedure Name: On-Site Recycling Procedure
Effective Date: April 2007 Revision Date: March 2011 Reviewed By: Maintenance Supervisor Operational Facilities Category: Reference Documents 1. Jump to Recycling Policy 2. Jump to 2.1.0 Confidentiality Policy
3.8.0.1 Establishment of District Facilities Procedure District libraries are established according to Services Delivery Guidelines as detailed below as well as Colorado Public Library Standards. Operations are governed by the High Plains Library District Board of Trustees. Facilities are the property, by ownership or contract, of the High Plains Library District. The High Plains Library District adheres to an annual budget approved by the HPLD Board of Trustees.
Library Facilities I. Stipulations A. The District will operate branch libraries of four types: Regional Library, Large Library, Small Library, and Mini Library. B. The number of service hours per week, holdings available, number of computers available for public use, and the number of hours of programming per week will vary based on the population of the service area. A Service/Facility Matrix (Attachment A) illustrates these variations. C. The Board reserves the right to offer service at an expanded or contracted level than that shown in the Service/Facility Matrix whenever local conditions or available funding make variations desirable or necessary. D. New libraries will be located a minimum of five miles from one another. E. In urban and suburban areas, libraries should be located so that most residents of the service area can drive to the library in 15 - 20 minutes. In rural areas, libraries should be located so that most residents of the area can drive to the location in 30 minutes. F. The services offered at libraries will vary depending on the type of facility and the community served. Regional and large libraries will offer a greater variety of services and larger collections than those available at the small and mini-libraries. G. Regional and large libraries may contain specialized spaces such as a computer lab, story room, study rooms, conference rooms, or a café. H. Libraries constructed by the District will be a minimum of 6,000 SF and serve a population of at least 5,000 people. I. The District may provide library service in leased or donated space. J. The District may provide library service from co-located facilities. Refer to the policy entitled Co- location of Library Facilities for information on this topic. K. The District may provide library service via outreach services.
Site Selection I. Expectations A. The use of a library is significantly impacted by its location. B. The Board of Trustees is committed to constructing branch libraries at locations where community residents frequently and willingly go. II. Stipulations A. The following criteria, listed in alphabetical order, will be used by the Board of Trustees to determine sites for branch libraries: 1. Accessibility: The site will be easily accessible by car, bicycle, public transportation, and on- foot. The site will provide for a high degree of personal safety for people entering and leaving the building, especially at night. Natural or man-made barriers should not impede access to the site. 2. Acquisition cost: The cost of the site will be within the District’s budget, and the price to be paid for the site should not exceed the fair market value of the site. 3. Adjacent uses: The current and anticipated use of the surrounding land will complement library use in terms of function, peak use times, and traffic patterns. 4. Availability: The site is currently available for acquisition. The time required to acquire the site will not negatively impact the proposed project timeline. 5. Community opinion: The site will be one that will be acceptable to the majority of the residents in the projected service area of the proposed branch library. 6. Construction/Site development cost: The site will enable the District to construct a branch without incurring significant additional costs to prepare the site for construction or to construct the branch library. 7. Convenience: The site will be close to the geographic and/or traffic center of the area to be served. 8. Environmental issues: The site will enable the District to construct a library without incurring significant additional costs to mitigate prior soil contamination or other pre-existing environmental conditions such as poor drainage or unstable land formation. The site will not be located in a flood plain or on protected lands. 9. Legal Matters: The site will enable the District to acquire the property and construct the library without incurring significant additional legal costs. 10.Parking: The site will allow for adequate onsite parking for library users and library staff. 11.Size and shape of the property: The site will allow for the construction of an efficiently designed library. The site will allow for landscaping and required setbacks. The site will allow for expansion of the building and expansion of the parking lot. 12.Visibility: The site and the library will be visible from major streets.
B. In the event that two or more potential sites are considered to be almost equal when the twelve (12) criteria above are considered, then the following criteria, listed in alphabetical order, will be considered to be of higher priority when determining which site should be selected. 1. Adjacent uses 2. Community opinion 3. Size and shape of property 4. Total project cost
C. Prior to the selection of a site for a library, the Board of Trustees will provide an opportunity for public comment about the proposed site.
Co-Location of Library Facilities I. Expectations A. The High Plains Library District will actively pursue co-location when such an opportunity is the most efficient and effective way to provide library service to a currently underserved area of the district. B Co-location occurs when library service is provided from a space in a facility in which other entities also have their own designated space. II. Stipulations A. The criteria identified in the Siting Library Facilities policy will be used by the Board of Trustees when assessing sites on which a new facility containing a co-located library might be constructed. The District prefers to own the property and the facility that will be used for the co-located library, rather than being a tenant in a facility owned by another party.
B. The following criteria, listed in alphabetical order, will be used by the Board of Trustees to assess an existing facility as a potential site for co-located library: 1. Accessibility: The site will be easily accessible by car, bicycle, public transportation, and on- foot. The site will strive to provide for a high degree of safety for people entering and leaving the building, especially at night. Natural or man-made barriers should not impede access to the site. 2. Acquisition cost or lease price cost: The cost to purchase or lease the site will be within the District’s budget, and the price to be paid should not exceed the fair market value of the space. 3. Adjacent uses: The current and anticipated use of other spaces in the building within which the library is co-located and the surrounding properties will complement each other in terms of function, peak use times, and traffic patterns. 4. Availability: The time required to acquire, and renovate the space if necessary, will not negatively impact the proposed project timeline. 5. Community opinion: The co-location space will be one that will be acceptable to the majority of the residents in the projected service area of the proposed library. 6. Convenience: The co-location space will be close to the geographic and/or traffic center of the area to be served. 7. Legal Matters: The District will be able to negotiate a co-location agreement without incurring significant legal costs. 8. Parking: The location will allow for adequate onsite parking for library users and library staff. 9. Renovation cost: The District will be able to remodel and/or renovate the space as a library without incurring significant additional costs. 10.Size and shape of the library space: The space will allow for the creation and operation of an efficiently designed library. 11.Visibility: The site will be visible from major streets, and the library will be visible within the shared facility.
C. In the event that two or more existing facilities are considered to be almost equal when the eleven (11) criteria above are considered, then the following criteria, listed in alphabetical order, will be considered to be of higher priority when determining which site should be selected. 1. Adjacent uses 2. Community opinion 3. Size and shape of the library space 4. Total cost to operate the library location 5. Total cost to renovate or remodel the existing space.
D. Co-location opportunities will be considered with retail outlets, community services, and organizations such as: community center, recreation center, senior center, health clinic, retail center, supermarket or other locations where all segments of the community will frequently and willingly go.
E. Prior to the decision to enter into a co-location agreement for the establishment of a library, the Board of Trustees will provide an opportunity for public comment about the proposed location.
Document Review Dates Procedure Name: Establishment of District Facilities Procedure
Effective Date: February 2007 Revision Date: Reviewed By: Maintenance Supervisor; Executive Director Operational Facilities Category: Replaces: Delivering Library Services Document Reference Documents 1. Link to Facilities Master Plan 2. Jump to Service Delivery Statement 3. Jump to District Service Area Definitions 4. Jump to Outreach Definitions 3.8.0.0.1 Service Area Definitions Service Areas encompassed by the High Plains Library District include: 1. District Library locations and programs governed by the High Plains Library District Board of Trustees.
2. Member Library locations and programs which are governed by local Library Boards and are not under the governance of the High Plains Library District Board of Trustees.
3. Outreach Services offered through the District Library
HIGH PLAINS LIBRARY DISTRICT OVERVIEW The High Plains Library District was formed in 1986 to provide improved public library services with increased funding throughout the following school districts:
St. Vrain Valley Re-1J Erie, Firestone, Frederick, Mead Weld Re-7 Platte Valley Weld Re-1 Gilcrest Weld Re-8 Fort Lupton Weld Re-2 Eaton Weld Re-9 Ault-Highland Weld Re-3 Keenesburg Weld Re-10 Briggsdale Weld Re-5J Johnstown-Milliken Weld Re-11 Prairie Weld 6 Greeley-Evans Weld Re-12 Pawnee
1. DISTRICT LIBRARY LOCATIONS District libraries are established according to Establishment of District Facilities Procedures as well as Colorado Public Library Standards. Operations are governed by the High Plains Library District Board of Trustees. Facilities are the property, by ownership or contract, of the High Plains Library District. The High Plains Library District adheres to an annual budget approved by the HPLD Board of Trustees.
District Libraries offer a full array of materials, services and programs for people of all ages. Staff is employed by the District, participates in benefits and is governed by the policies of the District.
2. MEMBER LIBRARIES Member Libraries were established according to the Colorado Library Law and have joined with other governmental units within High Plains County for the purpose of creating the High Plains Library District. The Member Library receives a designated portion of the tax levy for local library service. The governing authority of the Member Library receives funds according to a formula established at the time of the agreement to create the District. The governing authority budgets and accounts for these funds. A portion of the tax generated from the service area is retained by the District for the purpose of district- wide services.
Member Libraries have: A local governing authority responsible for the Library’s operations. Facilities that are owned and maintained by the local authority. Services and programs that are determined by the local board. The library may participate in centralized services made available by the District. Staff that is hired by the local board. Payroll, insurance and benefits are the responsibility of the local authority. A Service Area that was established in the Intergovernmental Agreement that formed the District. Hours of operation that are defined by the local authority.
3. OUTREACH SERVICES The role of Outreach Services is to extend library services into communities, neighborhoods and to individuals using a variety of methods to provide access to those who experience barriers to using traditional library facilities and virtual resources.
Outreach staff works with a variety of organizations ranging from day care centers, preschools, and K-12 schools to recreational centers, senior centers and other organizations that serve as a community meeting places, in order to provide library materials, programs and resources to areas where economic, geographic, linguistic, physical or other barriers hinder access.
Efforts include – but are not limited to – providing rotating and deposit collections, making bookmobile stops, partnering with local service organizations and serving with organizations pursuing venues for getting information and materials to the community.
The Library District will continually monitor the changing needs of the High Plains Library District residents and modify services to best reach the most people in a cost effective manner.
Document Review Dates Document Name: Service Area Definitions
Effective Date: February 2008 Revision Date: Reviewed By: Executive Director Operational Facilities; Services Category: Replaces: Delivering Library Services Document Reference Documents 1. Jump to Service Delivery Statement 2. Jump to Establishment of District Facilities Procedures 3. Jump to Outreach Definitions
3.8.0.0.2 Outreach Definitions Outreach Services extends library services into communities, neighborhoods and to individuals using a variety of methods to provide access to those who experience barriers to using traditional library facilities and virtual resources.
Efforts include – but are not limited to – providing rotating and deposit collections, making bookmobile stops, partnering with local service organizations and serving with organizations pursuing venues for getting information and materials to the community.
I. BOOKMOBILE STOPS Bookmobiles may be scheduled to stop at locations that are beyond a reasonable travel distance from a library building location. Stops will be at community gathering locations. Schools are often an ideal location since they serve as a population center. Service will be provided on an individual basis rather than to a group, i.e., classroom. The most frequently requested books will be carried. Staff will fill special requests promptly using ILL when appropriate. Bookmobile visits will be scheduled at intervals no less than 3 weeks and of sufficient length to offer professional advisory service.
II. DEPOSIT (Station) The facility is not the property of the District. Maintenance and insurance are the responsibility of the group or agency providing the facility. Deposits may be located in a community where there is no bookmobile service or where a supplement to a bookmobile stop is needed. Basic collection of books will be provided by the District as a long-term loan. The size of this collection will be determined by the number of users and the size of the facility. Deposits providing study facilities will be provided basic reference books. Short-term rotating collections may be provided to maintain vitality in the collection at the deposit. Selection of the materials will be made by the District staff taking into consideration those requests of the local volunteer staff. Insurance covering the materials placed in the deposit is the responsibility of the District. Locations with volunteers: Volunteers will be trained and assistance given by the District staff in maintaining the operation of the deposit. Hours Open: Available no less than 15 hours per week. These hours should be provided some part of 5 days per week and selected on the basis of community need. Evening and weekend hours should be considered. Operation of the deposit will be supervised by the District Staff. Evaluation by the High Plains Library District Board and the Library Director in consultation with representatives from the community will determine the continuation of a deposit. An agreement between the High Plains Library District Board and a receiving entity will be signed establishing a deposit.
III. HOMEBOUND DELIVERY Delivery of library materials shall be provided to those who are: (1) Physically unable to travel to a local library (2) Unable to carry materials to and from home (3) Prevented from using the library facilities while caring for the above mentioned disabled. Delivery service may be provided by volunteers, courier, or mail, whichever is determined by the District as the most appropriate to meet the needs of the individual and is feasible for the District.
Document Review Dates Document Name: Outreach Definitions
Effective Date: February 2008 Revision Date: Reviewed By: Outreach Manager; Associate Director Operational Services Category: Replaces: Establishing Service Outlets Reference Documents 1. Jump to Service Delivery Statement 2. Jump to Service Area Definitions 3. Jump to Establishment of District Facilities Procedures
3.9.0 Safety & Security Policy The High Plains Library District takes measures in insure the safety of customers, staff, and materials in District facilities.
Document Review Dates Policy Name: Security Policy Effective Date: February 2010 Revision Date: March 2011 Reviewed By: Human Resources Manager Operational Facilities Category: Reference Documents 1. Jump to Safety & Security Guideline
3.9.1 Safety & Security Guideline High Plains Library District will take necessary measures to insure the safety of customers, staff, and materials in District facilities. Measure include, but are not limited to:
Requesting adjustment to behaviors to meet reasonable expectations of staff and community norms. Removing persons from facilities due to causing a disturbance to others. Using monitoring devices in locations experiencing ongoing theft or disturbance problems. Working with local law enforcement to handle situations as deemed necessary.
The library is not a place of refuge from law enforcement after being accused of committing an illegal act. Library staff will contact the police if this seems to be the situation.
Document Review Dates Guideline Name: Security Guideline
Effective Date: February 2010 Revision Date: March 2011 Reviewed By: Human Resources Manager Operational Facilities Category: Reference Documents 1. Jump to Safety & Security Policy
3.10.0 Smoking Policy Smoking is not permitted within any High Plains Library District facility or within 25 feet of any major entryway in order to eliminate the health affects associated with smoking inside or near the exterior of the building.
Document Review Dates Policy Name: Smoking Policy
Effective Date: April 2007 Revision Date: February 2010 Reviewed By: Executive Director Operational Facilities Category: Reference Documents 1. Link to Employee Handbook – Smoking 3.11.0 Soliciting, Petitioning and Fundraising Policy Solicitation, petitioning, peddling and other interactions in pursuit of selling goods or services or, entreating library patrons or staff are prohibited in the Library.
Free speech activities are permitted outside of library buildings as long as they do not impede safe pedestrian flow or block access to library entries or exits. Examples of appropriate free speech activities include, but are not necessarily limited to: Petitioning Distributing leaflets Campaigning
Vending, peddling or product sampling is not allowed on High Plains Library District property.
Fundraising is limited to efforts conducted under the auspices/permission of the High Plains Library District Foundation. Ideas and suggestions should be sent to the Development Coordinator.
Document Review Dates Policy Name: Soliciting, Petitioning and Fundraising Policy
Effective Date: February 2007 Revision Date: Reviewed By: Associate Director of Public Services; Development Coordinator Operational Facilities Category: Reference Documents 1. Jump to Meeting Room and Computer Lab Policy 2. Jump to Posting and Distribution Policy 3. Jump to Posting and Distribution Procedure FINANCIAL
4.1.0 Contracted Services Policy The High Plains Library District uses due diligence in assessing and retaining contracted services.
Document Review Dates Policy Name: Expenditure Policy
Effective Date: March 2011 Revision Date: NEW Reviewed By: Finance Director; Executive Director Operational Category: Financial Replaces: Finance Department Policies and Procedures Reference Documents 1. Jump to Contract Service Renewal Procedure
4.1.0.1 Contract Service Renewal Procedure The High Plains Library District reviews all contracts annually. Contracts for services will go out for bid through a Request for Proposal (RFP) process every five years.
Document Review Dates Procedure Name: Contract Service Renewal Procedure
Effective Date: March 2011 Review/Revision NEW Date: Reviewed By: Finance Director; Executive Director Operational Finance Category: Reference Documents 1. Jump to Contracted Services Policy
4.2.0 Expenditure Policy By law, the High Plains Library District Board of Trustees is responsible for establishing spending priorities and adopting the operating budgets for the District each year to be administered by the Executive Director. Upon adoption of the budgets, the Library Board of Trustees authorizes the Executive Director to administer the financial affairs of the District by delegating the Finance Department to account for the disbursement of monies and the collection of revenue due the District.
Document Review Dates Policy Name: Expenditure Policy
Effective Date: October 2007 Revision Date: Reviewed By: Finance Director; Executive Director Operational Financial Category: Replaces: Finance Department Policies and Procedures Reference Documents 1. Jump to Accounts Payable Procedure 2. Jump to Signature Authority Procedure
4.2.1.1 Accounts Payable Procedure The High Plains Library District Finance Department is responsible for all payments for goods and services. As such, the following controls must be followed before payment is authorized and made on a budgeted expense item:
Invoices received through the postal mail are opened and distributed to the appropriate manager for their review and approval; Invoices received from Acquisitions are checked against their purchase order entered in the Horizon system and coded with the appropriate budget string, then forwarded to Finance The Finance Department codes invoices for utility charges (gas, electric, water) with the appropriate budget string and processes for payment without any manager’s approval; Communication and Internet invoices are forwarded to the IT manager for review and approval; Facility related invoices are forwarded to the Facilities Supervisor for review and approval; Professional Services invoices are forwarded to the Executive Director for review and approval; Human Resource or Employee benefit invoices are forwarded to the Human Resources manager for review and approval; Printing and Advertising invoices are forwarded to the Public Information manager for review and approval; Shipping invoices are forwarded to the appropriate manager for review and approval; Invoices related to special projects are forwarded to the project manager for review and approval; Request for office supplies are approved by the applicable manager before a purchase order number is assigned and a budget string is recorded. Upon receipt of the supplies the approving manager forwards the invoices to the finance department for payment.
Upon receipt of approved and coded invoices, the Accounting Technician reviews for reasonableness and if necessary returns document(s) to the originating department if incomplete (i.e. missing budget string or manager’s signature).
Unbudgeted expenditures will be reviewed by the Finance Director and if necessary include a direct discussion with the appropriate manager. The manager’s budget will be reviewed to determine if this expenditure can be absorbed within the approved budget. The Finance Director will alert the Executive Director of any pending expenditures that are not in the approved budget. Proposed expenditures that can not be absorbed within the approved budget will be discussed with the Executive Director for resolution or directed to the HPLD Board of Trustee’s Finance Committee for guidance and direction.
Document Review Dates Procedure Name: Accounts Payable Procedure
Effective Date: October 2007 Revision Date: Reviewed By: Finance Director Operational Financial Category: Replaces: Finance Department Policies and Procedures Reference Documents 1. Link to Procurement Card Manual 2. Jump to Expenditure Policy 3. Jump to Signature Authority Procedure
4.2.1.2 Signature Authority Procedure The authority to sign for the expenditure of funds are delineated by the dollar amounts involved.
Checks. The President of the High Plains Library District Board of Trustees has check signing privileges. Other members of the HPLD Board of Trustees may have check signing privileges. In addition, the Executive Director of the High Plains Library District has the authority to sign checks on behalf of the District up to $250,000 for budgeted and approved operating expense payments.
Checks for approved items that exceed $250,000 and checks that are drawn for unbudgeted expenditures must be approved by the Board of Trustees and have two signatures: The signature of the Executive Director, and The signature of the President of the High Plains Library District Board of Trustees or an authorized member of the Board
Contracts. The Executive Director may approve contracts up to $50,000. Contracts that exceed $50,000 must be approved by the Board of Trustees and signed by the President of the High Plains Library District Board of Trustees or an authorized member of the Board.
Document Review Dates Procedure Name: Signature Authority Procedure
Effective Date: October 2007 Revision Date: Reviewed By: Finance Director; Executive Director Operational Financial Category: Replaces: Finance Department Policies and Procedures Reference Documents 1. Jump to Expenditure Policy 2. Jump to Accounts Payable Procedure
4.3.0 Investment Policy The High Plains Library District Board of Trustees authorizes the Executive Director to maximize the District’s financial assets while conforming to all applicable District policies, State statutes and Federal regulations. Preserve capital and protect the investment principal. Maintain sufficient liquidity to meet anticipated cash flows. Attain market value rate of return. Diversify to avoid incurring unreasonable market risks.
Document Review Dates Policy Name: Investment Policy
Effective Date: October 2006 Revision Date: Reviewed By: Finance Director; Executive Director Operational Financial Category: Reference Documents 1. Jump to Investment Policy 2. Link to Colorado Department of Regulatory Agencies citation of CRS 11-10.5-101, Public Deposit Protection Act 3. Link to Colorado Department of Regulatory Agencies Savings and Loan Statutes 4. Link to Colorado Department of Legal Affairs Legal Investments Document page 5 for CRS 15-1-304, Standard for Investments 5. Link to Colorado Department of Legal Affairs Legal Investments Document for CRS 24- 75 statutes on investments 6. Link to Investment Company Act of 1940 7. Link to Securities and Exchange Commission Rule 15c3-1, Uniform Net Capital Rule
4.3.0.1 Investment Procedure The Executive Director authorizes the Finance Director to be responsible for the day-to-day operational management of the High Plains Library District’s investment portfolio. The District conforms to all applicable District policies, State statutes and Federal regulations.
The Finance Director utilizes the 2009 Investment Policy document which is formatted utilizing financial institution norms.
Document Review Dates Procedure Name: Investment Procedure
Effective Date: October 2006 Revision Date: Reviewed By: Finance Director; Executive Director Operational Financial Category: Reference Documents 1. Link to Colorado Department of Regulatory Agencies citation of CRS 11-10.5-101, Public Deposit Protection Act 2. Link to Colorado Department of Regulatory Agencies Savings and Loan Statutes 3. Link to Colorado Department of Legal Affairs Legal Investments Document page 5 for CRS 15-1-304, Standard for Investments 4. Link to Colorado Department of Legal Affairs Legal Investments Document for CRS 24- 75 statutes on investments 5. Link to Investment Company Act of 1940 6. Link to Securities and Exchange Commission Rule 15c3-1, Uniform Net Capital Rule 7. Jump to Investment Policy 8. Link to 2009 Investment Policy document 4.4.0 Member Project Funding Policy The High Plains Library District actively supports the provision of library services throughout the district boundaries. Monies may be made available by the Board of Trustees to support service projects initiated by Library District municipalities meeting set criteria.
Document Review Dates Policy Name: Member Project Funding Policy
Effective Date: February 2009 Revision Date: Reviewed By: Finance Director; Executive Director Operational Financial Category: Reference Documents 1. Jump to Member Project Funding Guideline 2. Jump to Expenditure Policy
4.4.1 Member Project Funding Guideline Member Libraries of the High Plains Library District (HPLD) meeting the following criteria are eligible to receive funding to support service project efforts: The Member Library has the current Intergovernmental Agreement (IGA) with HPLD The project has local financial support. The project aligns the Member Library’s services and programs with those of the High Plains Library District. The Member Library works in partnership with the HPLD in managing the project.
A Scope Statement and/or Proposal along with a request for funding should also include information on: Specific goals and objectives of the project. Information on how the project will improve services. Estimated schedule for the project. Measures being used to evaluate success. Next steps to be taken if the project does not succeed as anticipated.
The Library Board of Trustees will consider all requests individually based on available funds, past performance and goals for the project.
Document Review Dates Procedure Name: Member Project Funding Procedure
Effective Date: March 2009 Revision Date: Reviewed By: Finance Director; Executive Director Operational Financial Category: Reference Documents 1. Link to Colorado Public Library Standards 2. Jump to Member Project Funding Policy 3. Jump to Expenditure Policy GOVERNANCE
5.1.0 Board Member Selection Policy The High Plains Library District Board of Trustees serves as a governing board which determines library polices based on District community needs. Trustees are expected to be interested in and dedicated to the role that the public library plays in the Library District communities.
Document Review Dates Policy Name: Board Member Selection Policy
Effective Date: February 2008 Revision Date: Reviewed By: Board of Trustees; Executive Director Operational Governance Category: Reference Documents 1. Link to Colorado State Library Quick Guide on CRS 24-90-108, 109 2. Jump to Board Member Selection Guideline 3. Jump to Nominating Procedure
5.1.1 Board Member Selection Guideline The role of a trustee on the High Plains Library District (HPLD) Board is to serve on the governing board to participate in determining library polices based on District community needs. The Board works within bylaws developed to meet Federal, State and local requirements to insure that proper standards of operations and financing be maintained.
As such, the potential board members must: Represent an area of the community served by the Library District Be able to actively participate in the work of the Board Be able to attend scheduled meeting and work sessions Be able to commit to promoting effective library service Be able to uphold the Library Bill of Rights, the Freedom to View and Right to Read policies Be able to serve as an officer of the board and chair such committees as capital expenditures, finance, public relations, programs and projects. Be able to participate in planning and continuing education activities by attending workshops for trustees Not be currently employed by the High Plains Library District
The HPLD Board of Trustees will have a nominating committee to identify new Board Members. This committee is to be convened by the Board Vice President. If the Board Vice President is unable to perform this duty, the Board President will select another HPLD Trustee to lead the nominating committee. In addition to the Board Vice President, members of the nominating committee will include: One (1) additional HPLD Board of Trustee Member as selected by the Board President One (1) representative from each of the seven Governmental Agencies in the District for a maximum of seven (7) additional committee members. The Governmental Agencies will decide whether they wish to appoint an individual to participate in the process. Final approval of the selected member is based on the support shown by the District government agencies.
Document Review Dates Guideline Name: BOARD MEMBER SELECTION
Effective Date: February 2008 Revision Date: February 2009 Reviewed By: Board of Trustees; Executive Director Operational Governance Category: Reference Documents 1. Link to Colorado State Library Quick Guide on CRS 24-90-108, 109 2. Jump to Board Member Selection Policy 3. Jump to Nominating Procedure
5.1.1.1 Nominating Procedure The process to nominate new members to the High Plains Library District (HPLD) Board of Trustees will be done through a designated Nominating Committee. This committee is responsible for evaluating candidates in order to make a final recommendation for new members to the High Plains Library District Board of Trustees.
The HPLD Board Vice-President will serve as the Chair of the Nominating Committee. In addition, the Board President may designate a second Board member to sit on the committee.
Potential members must: Represent a service area that is either currently not represented or that will lose representation when a member leaves the Board. Not be current employees of the High Plains Library District.
The following schedule will be followed to locate and select potential candidates: August/September 1. The High Plains Library District Executive Assistant will submit a “Request for Nominating Committee Members” to the following a. Mayor of Eaton b. Mayor of Fort Lupton c. Mayor of Hudson d. Mayor of Ault e. Superintendent of Weld County School District RE-8 f. Mayor of Greeley g. Chairman of the Weld County Board of Commissioners Each leader will identify one (1) person to serve on the Nominating Committee.
2. Information packets sent to the government agencies listed above will include: a. A letter requesting that one (1) person is appointed to serve on the Library Board Nominating Committee and designating from which service area representation is needed b. A letter explaining the role of the Library Board Trustee and guidelines to potential candidates c. An application to serve on the Library Board of Trustees 3. The High Plains Library District Executive Assistant will prepare, update and submit a press release about the vacancy and opportunity to apply to: a. The Greeley Tribune b. Newspapers that serve the area where the vacancy is located c. The Chamber of Commerce that serves the area where the vacancy is located
4. The High Plains Library District Executive Assistant will set a date for the Nominating Committee to meet.
October/November 1. The committee members will be informed of the meeting date by the High Plains Library District Executive Assistant.
2. The High Plains Library District Executive Assistant will send a letter to applicants informing them of the pending meeting of the Nominating Committee.
3. In general, the meeting is held at least one hour before the regularly scheduled Board meeting. An announcement of the selected appointee may be made at the Board Meeting.
4. The High Plains Library District Executive Assistant will send a letter and a draft resolution in support of the appointee to the participating government agencies with a request that the resolution be signed and a copy returned to the Library District.
November/December 1. The appointee will be considered as a future Board member as of the first January meeting unless a majority of participating government agencies actively reject the appointment.
2. Received resolutions and silence are considered consent to the selected appointee.
3. If a minority number of agencies reject the appointment and/or express concern, the Executive Director and/or Board President will strive to respond to specific issues voiced.
Document Review Dates Procedure Name: Nominating Procedure
Effective Date: February 2008 Revision Date: February 2009 Reviewed By: Board of Trustees; Executive Director Operational Governance Category: Reference Documents 1. Link to CRS 24-90-108 – Board of trustees of public libraries 2. Jump to Board Member Selection Policy 3. Jump to Board Member Selection Guideline PUBLICITY
6.1.0 Public Information Policy The High Plains Library District will utilize a public information department to provide the community with consistent and accurate information about library policies, procedures, programs and services, and to ensure that the best possible image of the High Plains Library District is presented to the public.
Document Review Dates Policy Name: Public Information Policy
Effective Date: February 2007 Revision Date: February 2010 Reviewed By: Public Information Manager Operational Publicity Category: Reference Documents 1. Jump to Confidentiality Policy 2. Jump to Publicity Procedure 3. Jump to Photo Release Procedure 4. Link to Photo Release Form
6.1.0.1 Photo Release Procedure Each library has at least two laminated PHOTO RELEASE posters with the following verbiage: Your presence at this event or program permits the High Plains Library District to use your likeness for its publication and marketing purposes, including media advertisements. Please see a staff member if this presents any problems.
One poster needs to be placed at the entrance to any program/event and one poster needs to be placed in a prominent location inside the program/event. As a courtesy to our patrons it would be nice of staff to make mention of the poster at events and programs.
These posters should NOT remain posted in any location in the library. (By leaving your poster up people might think that because they have entered the library we going to take their picture. We still want to respect our patron’s privacy.)
If you or media representatives are taking individual pictures, a signed photo release form is still required. Remember, when it comes to minors, getting written consent protects the District the most. However, if you are unable to get written consent, you can receive verbal consent. If you receive verbal consent, please indicate it as follows on the consent form: Parent or caregiver’s name, minor’s name, your name and the date. (Example: Sally Torez, verbal consent for Betty Torez, Kelli Johnson, 10-17-05).
Here are a few scenarios which should help you determine whether the posters are sufficient or if you need written consent.
During any storytime - properly placed posters are sufficient. A reporter comes in to take a picture of a teen in the TRC - a staff person will need to get written/verbal consent from the parent/caregiver to use that minor’s picture. Your library hosts a Halloween Haunting - properly placed posters at the entrance of the event are sufficient. You are creating a flyer and you want to use a picture of a single child - you must have written/verbal consent.
Please send all Photo Release forms back to the Public Information Office with the: name, date and time of the program/event for which the release was given.
If you have any questions, please contact the Public Information Office, 506-8560.
Document Review Dates Procedure Name: Photo Release Procedure
Effective Date: February 2007 Revision Date: Reviewed By: Public Information Coordinator Operational Confidentiality Category: Reference Documents 1. Jump to Public Information Policy 2. Jump to Confidentiality Policy 3. Jump to Publicity Procedure 4. Link to Photo Release Form
6.1.0.2 Publicity Procedure The Public Information Office will use a variety of resources to share Library information with the public. Communication processes include:
Media Contact All contact with the media regarding the High Plains Library District will be arranged through the Public Information Office. Contacts made by the media with the High Plains Library District Branch System will be directed to the Public Information Office. Letters to the editor designed to speak officially for the library will not be submitted by library staff without prior review and approval of the Public Information Office.
Speaking Engagements Speaking engagements made by library staff on behalf of the library will be coordinated through the Public Information Office prior to the presentation so the appropriate staff can be selected to carry a professional and consistent message.
Library Promotional Materials All library promotional and informational materials (handouts, brochures, etc.) designed to be disseminated to the public must meet standards of quality established by the High Plains Library District. Library managers will be responsible to see that such promotional and informational pieces of material that are produced by or for their respective departments meet library standards of quality and are approved by the Public Information Office.
Emergency Situations In an emergency situation, official statements to the public and media will be made by the Executive Director, the Associate Director, the Public Information Manager or a Library Manager of the High Plains Library District. If it is necessary for library staff to provide the public with information about a specific issue, library administration will inform staff what is to be said and generally provide a script or bullet points to help in answering questions.
In the event that any or all of the library locations must be closed due to weather or an emergency situation, the Public Information Office will contact designated media outlets after hearing from the Executive Director.
Document Review Dates Procedure Name: Publicity Procedure
Effective Date: February 2007 Revision Date: Reviewed By: Public Information Manager Operational Publicity Category: Reference Documents 1. Jump to Public Information Policy 2. Jump to Confidentiality Policy 3. Jump to Photo Release Procedure 4. Link to Photo Release Form
6.2.0 Sponsorship Policy The High Plains Library District considers sponsorship opportunities. Priority is given to opportunities that support District interests.
Document Review Dates Policy Name: Sponsorship Policy
Effective Date: February 2010 Revision Date: Reviewed By: Public Information Manager Operational Publicity Category: Reference Documents 1. Jump to Public Information Policy 2. Jump to Programming Policy 3. Jump to Programming Guideline
6.2.0.1 Sponsorship Procedure The High Plains Library District will consider sponsorship opportunities within the Library District. As a tax-based organization, the District is careful to identify programs that match District priorities.
While any staff member may take a request for District sponsorship of an event, all requests must be forwarded to: 1. the Public Information Manager, 2. the Associate Director of Public Services, and 3. the Executive Director The staff member will stay involved with the process to share information and help make a final decision.
Criteria Used to Assess a Proposed Sponsorship Opportunity: Is the event free to the public? Does the event support literacy or promotion of community resources efforts? Is the event supporting a community of particular priority to the Library at the time? Does the organizing entity have a mission that complements the District’s mission? What are the sponsorship costs? What direct benefit does the District see as a result of providing sponsorship?
All requests for sponsorship will be considered individually. Ongoing events will be reviewed for continued sponsorship annually.
If Sponsorship is Not Supported As appropriate, the District may offer to support the event in other forms such as providing a “prize” packet, providing promotional support, or purchase booth space to both support the effort and promote the Library.
Document Review Dates Procedure Name: Sponsorship Procedure
Effective Date: February 2010 Revision Date: Reviewed By: Public Information Coordinator Operational Community Relations Category: Reference Documents 1. Jump to Sponsorship Policy SERVICES
7.1.0. Circulation Policy The High Plains Library District provides access to a wide range of resources to both residents and non- residents of the District. Residents and non-residents who pay taxes for Colorado library services may obtain a library card at any District location.
Document Review Dates Policy Name: Circulation Policy
Effective Date: February 2007 Revision Date: February 2010 Reviewed By: Associate Director of Public Services Operational Service Category: Reference Documents 1. Jump to Circulation Guidelines 2. Jump to Circulation Procedure 3. Jump to Colorado Library Card (CLC) Procedure 4. Jump to Affiliation with Other Libraries – Colorado Policy 5. Jump to Borrowing Procedure
7.1.1 Circulation Guideline The High Plains Library District provides library cards with varying levels of access depending on a person’s residency.
Residents of the High Plains Library District may obtain a library card with full access to all services at no charge.
Non-residents of the District who pay taxes for Colorado library services may obtain a library card with limited access to services at no charge.
Non-residents of the District who do not pay taxes for Colorado library services may obtain a temporary card in order to access Internet access within a District location at no charge.
A replacement fee will be charged for a lost or damaged card.
Document Review Dates Guideline Name: Circulation Guideline
Effective Date: February 2007 Revision Date: February 2010 Reviewed By: Associate Director of Public Services Operational Service Category: Reference Documents 1. Jump to Circulation Policy 2. Jump to Borrowing Procedure 3. Jump to Circulation Procedure 4. Jump to Colorado Library Card (CLC) Procedure 5. Jump to Affiliation with Other Libraries – Colorado Policy
7.1.1.1 Borrowing Procedure Loan Schedule In general, materials check out for three (3) weeks with no grace period, with the following exceptions:
Bookmobile: 14 days Express Books: 14 days, no holds or renewals. Videos: 7 days, no renewals. Fast Forward DVD collection: 3 days, no renewals. **These are high-demand titles that have long request lists. They check out for 3 days and are held for 3 days before going to the next borrower on the request list. Once demand decreases they revert to video checkout rules** Reference materials: Do not circulate
Limits Fines and Fees: Individuals who have a “lost item” billing on their record, or owe $5.00 or more in fees (printing fees, Internet copies, overdue fines, etc.) may not check out items until the “lost” item is resolved and/or fines are less than $5.00. Items Checked Out 50 items per card 5 audiobooks 5 music items 5 videos/DVDs per card Other materials may have a limit during high demand times.
Renewals are allowed on most materials if they are not on hold for another library patron can be made by calling the library can be made online from any computer with Internet access
Requests for Materials/Holds Materials that are not currently available may be requested by a patron; the patron will be notified when the material is available. Holds may be placed on items to be purchased by the District or on items owned at other library locations (an Interlibrary Loan (ILL)).
Document Review Dates Procedure Name: Borrowing Procedure
Effective Date: February 2007 Revision Date: February 2010 Reviewed By: Associate Director of Public Services Operational Service Category: Reference Documents 1. Jump to Circulation Policy 2. Jump to Circulation Guideline 3. Jump to Circulation Procedure 4. Jump to Interlibrary Loan (ILL) Procedure 5. Jump to Affiliation with Other Libraries – Colorado Policy
7.1.1.2 Circulation Procedure Patron registration Residents of the High Plains Library District and non-residents who pay Colorado library taxes can get a library card. Library cards are free of charge. A replacement fee will be charged for lost or damaged cards.
Verification Two valid forms of identification showing a current address within the High Plains Library District boundaries are required for a card. One must be a photo identification, and the other must show proof of current address. Acceptable forms of picture I.D. include: Driver’s license Consulate card Passport Military I.D. State I.D. School I.D. Permanent resident card
Acceptable forms for proof of address include: Mortgage papers Phone bill Printed checks with current address Utility bill Voter registration card The identification is closely examined to ensure that the picture matches the person and that the second form of identification matches the name, address and/or the signature.
Non-residents Paying for Colorado Library services The HPLD participates in the Colorado Library Card (CLC) program, so a person who resides outside the HPLD, but in an area served by another library system, may receive a library card from HPLD following the CLC Procedure.
Unverified users If an individual does not have two forms of identification, or is a temporary resident with no forwarding address, he may get a card with unverified status, which allows a user to check out one item at a time.
Juvenile cards Parents or legal guardians should be present when children (15 years and younger) apply for a card. The parent or legal guardian’s identification then serves as proof of address for the child. If the parent or guardian cannot come with the child, an unverified card may be issued. An application for a library card may then be given to the child to take home. Once the application is returned with a signature and proof of address, the card can then be changed to verified status.
College students College students should show proof of current local address.
Temporary status Temporary cards are issued to people who will be in the area for a short period of time and have a forwarding address. Cards are valid for 3 months and can be renewed. Temporary cards have a 5-item checkout limit. Temporary status can be granted to seasonal residents and residents of shelters and treatment centers.
Homebound status The High Plains Library District offers homebound library service. Library staff schedules deliveries to homebound patrons, and patron cards are kept at the library. Eligible patrons must show that they are homebound due to physical or other handicap, either temporarily or permanently.
Organizational Cards Organizations willing to assume financial responsibility for staff who wishes to check out library materials for use in their organization may be issued an organizational card. Organizational cards require a special application form, available at circulation desks.
Document Review Dates Procedure Name: Circulation Procedure
Effective Date: February 2007 Revision Date: February 2010 Reviewed By: Associate Director of Public Services Operational Service Category: Reference Documents 1. Jump to Circulation Policy 2. Jump to Circulation Guideline 3. Jump to Borrowing Procedure 4. Jump to Colorado Library Card (CLC) Procedure 5. Jump to Affiliation with Other Libraries – Colorado Policy
7.1.0.1 Colorado Library Card (CLC) Procedure The High Plains Library District offers reciprocal borrowing privileges to non-district residents who are Colorado Libraries Collaborate (CLC) program participants.
CLC Borrowers are anyone residing in the state of Colorado paying local taxes or fees for library service. This can be either publicly or through higher education. Residents who do not pay local taxes or fees are not eligible.
Rules/Regulations: CLC Borrowers must have a picture I.D., proof of address and their home library card to obtain a High Plains Library District card. o Acceptable forms of picture I.D.: driver’s license, passport, school I.D., or any other government-issued document showing a photo and borrower’s name. o Acceptable forms for proof of address may include: driver’s license, mortgage or lease agreement, or any “official” document with borrower’s name and current address. It is the CLC borrower’s responsibility to be in good standing at his/her home library. Cardholders not in good standing may not be eligible to borrow materials from the High Plains Library District. CLC borrowers will be informed about High Plains Library District rules and policies and are responsible for understanding and abiding by them. CLC borrowers are responsible for all materials checked out on their cards. Any materials borrowed by a CLC borrower are subject to the High Plains Library District’s loan policies and due dates. CLC borrowers may not request items via Interlibrary Loan (ILL). CLC borrowers may check out 10 items at a time. CLC borrowers may not have remote access to the databases that the High Plains Library District subscribes to, per licensing agreements with the database providers. Any borrower may use the databases within the library.
Document Review Dates Procedure Name: Colorado Library Card (CLC) Procedure
Effective Date: February 2007 Revision Date: Reviewed By: Associate Director of Public Services Operational Service Category: Reference Documents 1. Jump to Affiliation with Other Libraries – Colorado Policy 2. Jump to Circulation Policy 3. Jump to Circulation Guideline 4. Jump to Borrowing Procedure 5. Jump to Circulation Procedure
7.2.0 Collection Development Policy The High Plains Library District collects a variety of materials to support its mission to offer free access to information to all residents of the District.
Document Review Dates Policy Name: Collection Development Policy
Effective Date: February 2007 Revision Date: February 2010 Reviewed By: Collection Resources Manager Operational Service Category: Reference Documents 1. Link to American Library Association’s Freedom to Read Statement 2. Link to American Library Association’s Freedom to View Statement 3. Link to American Library Association’s Library Bill of Rights 4. Jump to Mission Statement 5. Jump to Collection Development Statement 6. Jump to Collection Selection Statement 7. Jump to Collection Development Guideline 8. Jump to Collection Development Procedure 7.2.1 Collection Development Guideline The High Plains Library District collects a variety of materials to support its mission to offer free access to information to all residents of the District. To support the High Plains Library District’s mission to provide information to all District residents, the District will:
Utilize a trained staff to make decisions about the selection, deselection, and management of library materials. Utilize a trained staff to make budget decisions to fund the purchase of materials and resources. Inform the public of the principles that govern the District’s collection development processes. Constitute a public declaration of the library’s commitment to the principles of free access to ideas and information, and to providing collections that reflect a variety of viewpoints.
Document Review Dates Guideline Name: Collection Development Guideline
Effective Date: February 2007 Revision Date: February 2010 Reviewed By: Collection Resources Manager Operational Service Category: Reference Documents 1. Link to American Library Association’s Freedom to Read Statement 2. Link to American Library Association’s Freedom to View Statement 3. Link to American Library Association’s Library Bill of Rights 4. Jump to Mission Statement 5. Jump to Collection Development Statement 6. Jump to Collection Selection Statement 7. Jump to Collection Development Policy 8. Jump to Collection Development Procedure
7.2.1.1 Collection Development Procedure The selection and retention of library materials is a process guided through all its stages by the expertise and judgment of librarians. Ultimate responsibility for the direction, purpose, and scope of collection development rests with the Executive Director. The day-to-day administration of this policy is delegated to the Library Managers. Authority for collection development activities and administration of the materials budget resides with the Collection Resources Manager and department.
Sources Library materials are generally purchased from library distributors and publishers. Sources for selection decisions are standard library reviewing media and professional journals that include, but are not limited to: published reviews; publisher or vendor catalogs; requests or recommendations; and advertisements. Gifts and purchases are selected using the same criteria, listed below (not in priority order). An item need not meet all criteria to be selected.
General Selection Criteria The collection meets the needs of the Library District’s diverse community which consists of individuals of various ages, races, faiths, levels of education, incomes, sexual orientations, ethnic backgrounds, and languages spoken. Books and other library materials will be provided to connect the community to information, inspiration and entertainment for life. HPLD selects and supports access to materials and resources on all subjects that meet, as closely as possible, the needs, interests, and abilities of all persons in the community the library serves. Within reason, the library strives to provide a balanced collection representing diverse viewpoints. Materials will not be excluded because of origin, background, or views of those contributing to their creation. Cost relative to the value the item contributes to the collection. Space required relative to the value the item contributes to the collection. The extent to which the item supplements, expands on, or supports the existing collection, rather than duplicates it. Textbooks or other curriculum-related materials will be acquired only in subject areas where there is little or no material in any other format or where they substantially add to the collection. Each item considered for purchase or de-selection will be also be evaluated with respect to its: 1. Popular interest, whether expressed or anticipated by patron request 2. Contemporary significance, i.e. positive attention of critics, reviews and the public 3. Quality of content, including accuracy, timeliness, literary or artistic merit 4. Reputation and qualifications of the author, creator, or publisher of the work 5. Local significance of the author, subject or creator of the work 6. Suitability of format or physical form for library use 7. Cost in relation to use and/or enhancement to the collection
Gifts and Donations Gifts and purchases are selected using the same criteria, listed above (not in priority order). The High Plains Library District reserves the right to offer materials to other public libraries in the District or other publicly funded agencies, sell them at its book sale, or otherwise discard them. All donations become the property of the High Plains Library District. Donors may indicate preferences for the types of materials to be purchased. However, the library staff is ultimately responsible for the selection of gift materials and will base their decisions on the guidelines set forth in the collection development policy, mission statement and goals of the High Plains Library District. Gift materials purchased in memory or in honor of an individual shall not be housed in special collections; however, individuals may designate gift materials to a specific branch. Donations to the High Plains Library District may be tax deductible. The valuation of gifts of tangible personal property and gifts-in-kind shall be the sole responsibility of the donor.
AUDIOVISUAL SELECTION CRITERIA DVDs, music CDs, audio books, juvenile computer software and downloadable media are an important extension of the print materials collection. The library selects audiovisual materials to serve the recreational, informational, and educational needs of the community. Selection decisions for audiovisual materials are the same for all types of materials. Consideration will be given to legitimate suggestions for purchase by library users. Selection will also be dictated by current availability of materials and the limitations imposed by budget.
The DVD and Blu-ray collections consist of a mix of feature films including current high interest, foreign films, television programs, and old classics. Nonfiction titles include, but are not limited to travel, exercise, self-help, educational, how-to, and language instruction. HPLD no longer purchases or replaces titles in VHS format; however, the existing VHS collection will continue to be available. HPLD will not be responsible for any damage to patron’s equipment that occurs while using HPLD materials.
New Formats A format is defined as the medium through which information or entertainment is conveyed. The development of new formats in the marketplace will be carefully monitored by the Collection Resources Department, and prior to addition to the collection must be within the budgetary and technical limitations of the library district.
When a new format shall be investigated the following issues will be addressed: Has it been established as an industry standard? What technical concerns would arise? How would this format be funded? What Public Services concerns would arise (including adequate access)? What security concerns would arise? What publicity concerns would arise?
ELECTRONIC SUBSCRIPTION DATABASE SELECTION CRITERIA Electronic resources adhere to the same selection criteria outlined in the current general collection development procedure. However, electronic resources present format specific issues that must be taken into consideration. In addition to the selection criteria outlined in HPLD’s selection procedure an electronic resource will ideally offer value-added enhancements to make it preferable over, or a significant addition to print equivalents. Electronic subscription purchase considerations include, but are not limited to: content supporting the District’s mission, quality and quantity of content, cost, usability, functionality, update frequency, license restrictions, support, maintenance and access.
Document Review Dates Procedure Name: Collection Selection Procedure
Effective Date: February 2009 Revision Date: February 2010 Reviewed By: Collection Resources Manager Operational Category: Service Replaces: Collection Development Procedure Reference Documents 1. Link to American Library Association’s Freedom to Read Statement 2. Link to American Library Association’s Freedom to View Statement 3. Link to American Library Association’s Library Bill of Rights 4. Jump to Mission Statement 5. Jump to Collection Development Statement 6. Jump to Collection Selection Statement 7. Jump to Collection Development Policy 8. Jump to Gift and Donation Policy 9. Jump to Gift and Donation Procedure
7.2.1.2 Interlibrary Loan (ILL) Procedure Lending Procedure The High Plains Library District responds to requests in a timely and efficient manner and is a free lender to all United States libraries. The High Plains Library District follows international, national and Colorado Interlibrary Loan codes, and has group affiliations through Bibliographic Center for Research (BCR) with Libraries Very Interested In Sharing (LVIS) and Amigos Library Services (based in Dallas, TX) on Online Computer Library Catalogue (OCLC). Lending requests are accepted via phone, in person, FAX, mail, direct holds, website, American Library Association (ALA) forms, Statewide Interlibrary Loan Fast Track (SWIFT) and Online Computer Library Catalogue (OCLC). The lending period for Interlibrary Loan materials is at least four weeks (six weeks for items being mailed out of state and academic libraries) with one renewal. The High Plains Library District will lend media materials, books and kits but will not lend reference materials, express items, professional collection, e-books, microfilm, newspapers, book bags, serials and other items at our discretion. Photocopy requests will be completed in compliance with United States Copyright Laws. Delivery methods include courier and mail for media materials, books and kits, and courier, mail, or FAX for photocopies. Borrowing libraries are liable for the cost of lost or damaged materials. If the lost or damaged material is owned by a member library, the recovered fees will go to the member library. Lending services may be suspended for up to one year to any library that fails to handle materials from the High Plains Library District in a responsible manner. Interlibrary loan items that have not been returned will be set to lost status 90 days after the due date.
Borrowing Procedure Patrons must have a verified High Plains Library District library card, be a resident of the High Plains Library District, and be a patron in good standing in order to request Interlibrary Loan materials. If the patron has a lost book fee or has fines over $5.00, the patron will not be allowed to request item(s) until those fees/fines are paid. The High Plains Library District will borrow Interlibrary Loan items only on behalf of an individual patron. Patrons may have up to five (5) Interlibrary Loan requests. Patrons may request item(s) by filling out an online Interlibrary Loan request form, make a request from OCLC First Search, by phone, or by email. The High Plains Library District will not borrow from other libraries items that are currently in our collections unless those items are on missing or lost status or when the owning library will not allow holds at the time patrons are requesting these items. The check-out period for borrowed materials is determined by the lending library. There are neither renewals nor grace periods for Interlibrary Loan materials. Any material, regardless of format, may be requested from any United States library in compliance with that library’s lending policies. Interlibrary Loan privileges can be suspended for six months if patrons (1) request three Interlibrary Loan items and do not pick them up or (2) cancel three Interlibrary Loan items, consecutively or within a six month time period. Patrons will pay all additional fees above and beyond normal Interlibrary Loan costs for the requested item. Patrons will be contacted prior to borrowing material to obtain their approval to pay additional fees. If the patron is unwilling or unable to pay the fee, the item will not be borrowed. Photocopy requests will be made in compliance with United States Copyright Law. Patron will be notified if an item requested cannot be located or borrowed. Using good customer service guidelines, every reasonable attempt will be made to recover lost Interlibrary Loan item(s) from the patron. Patrons are responsible for all costs related to lost or damaged Interlibrary Loan items that were requested on their behalf. If the patron is affiliated with a member library, the member library will be billed the amount of a lost or damaged item. Patrons may not keep items that have been damaged after they have paid for them – the Interlibrary Loan Department must return the item to the lending library. Patrons may place Interlibrary Loan requests using a different patron’s library card, if they physically have the card with them at the time of the Interlibrary Loan request. Patrons must bring that same card with them when they pick up the item. If the patron has not picked up an item that has arrived one week from the date of arrival, the item will be returned to the lending library. Patrons cannot request the same item again until 60 days from the return date. Interlibrary Loan items that have not been returned will be set to lost status 60 days after the due date.
Document Review Dates Procedure Name: INTERLIBRARY LOAN (ILL)
Effective Date: February 2007 Revision Date: February 2010 Reviewed By: Collection Resources Manager Operational Service Category: Reference Documents 1. Jump to Collection Development Policy 2. Jump to Collection Selection Statement 3. Jump to Circulation Policy 4. Jump to Borrowing Procedure 5. Jump to Circulation Procedure 6. Jump to Affiliation with Other Libraries – Colorado Policy
7.2.1.3 Material Reconsideration Procedure The High Plains Library District actively supports and adheres to the American Library Association’s Library Bill of Rights and abides by the laws of the State of Colorado and the U.S. Constitution concerning intellectual freedom. These laws and documents are key factors in reconsidering materials. Should an individual library user object to a specific item in the collection, the request should be handled as follows:
1. Staff will listen to the patron’s objection(s), but make no commitment. 2. If the explanation of the selection policies does not satisfy the patron, s/he shall be given the Request for Reconsideration form to complete and return to the Library location. 3. The Collection Resources Manager will gather reviews and other pertinent information and forward the reconsideration form, reviews and a copy of the material under reconsideration to the Executive Director. 4. The Executive Director will review the challenge and respond to the patron in writing. 5. If the patron is not yet satisfied, within 30 days of receipt the High Plains Library District response, s/he may request that the Library Board review the challenge and take appropriate action. The Library Board’s decision is final. 6. No patron may reissue a complaint for the same material for three years.
Document Review Dates Procedure Name: Reconsideration Procedure
Effective Date: February 2009 Revision Date: Reviewed By: Collection Resources Manager Operational Service Category: Replaces: Collection Development Procedure Reference Documents 1. Link to American Library Association’s Freedom to Read Statement 2. Link to American Library Association’s Freedom to View Statement 3. Link to American Library Association’s Library Bill of Rights 4. Jump to Mission Statement 5. Jump to Collection Development Statement 6. Jump to Collection Selection Statement 7. Jump to Collection Development Policy 8. Jump to Collection Development Guideline 9. Link to Reconsideration Form
7.3.0 Internet Use Policy The High Plains Library District (HPLD) provides free public access to the Internet, a computer network that allows users to access information shared by other computer users worldwide. As the Internet provides access to a vast array of information, all Library users will have equal access.
Library provided computers may be used by patrons during regular library hours. Unfiltered wireless access is also available for patrons through an independent Internet provider.
All individuals using Library-based Internet services must agree to and are expected to abide by the High Plains Library District’s Internet Use policy and guidelines.
Document Review Dates Policy Name: Internet Use Policy
Effective Date: February 2007 Revision Date: Reviewed By: Executive Director Operational Service Category: Reference Documents 1. Link to US Children’s Internet Protection Act 2. Link to Colorado State Library Quick Guide for CRS 24-90-601 3. Link to Patron Rights and Responsibilities 4. Jump to Internet Use Guideline 5. Jump to Internet Use Rule 6. Jump to Wireless Access Guideline 7.3.1 Internet Use Guideline The High Plains Library District (HPLD) provides Internet access to enable residents to utilize the vast array of information, ideas, and research tools, augmenting information in other formats available in HPLD libraries, and including materials beyond the scope of resources selected by HPLD.
As such, Internet resources are provided equally to all library users. Computers and wireless access may be used by patrons during regular library hours. Patrons should read the “Guidelines for Internet Use” at the High Plains Library District web page (http://www.mylibrary.us).
A public library is a “limited public forum.” Access to information is subject to reasonable restrictions on time, place and manner. HPLD’s control over content accessed by patrons using the Internet is governed by federal and state law defining what is obscene, child pornographic or deemed “harmful to minors.” In compliance with the Federal Children’s Internet Protection Act (CIPA) and Colorado HB01-1004 laws, HPLD has installed technology protection measures (TPM); that is, filters, on all library computers with the intent of applying best efforts in protecting access to visual depictions that are obscene, child pornographic or harmful to minors.
HPLD may not infringe on patrons’ First Amendment rights other than as stipulated by law. Any patron in an HPLD Library who is of 17 years of age or older may request that an authorized library employee temporarily disable the filter on computers in the adult services area. As with all library materials, parents, guardians, or caregivers, not the High Plains Library District, are responsible for information selected and/or accessed by their children. Parents wishing to limit their children’s Internet access through the library are advised to supervise their children’s Internet sessions.
While the Internet greatly expands access to information, it contains information that may be inaccurate, outdated, or offensive. Patron use of the Internet carries with it the responsibility to evaluate the quality of the information accessed. In order to find accurate and reliable online information, HPLD staff is available to help patrons navigate, identify, access and evaluate resources on the Internet. The District also provides access to paid subscription databases. Library staff offers a variety of classes for patrons who wish to receive instruction on the Internet and personal computer use.
HPLD will strive to provide access to online services and systems. HPLD is not liable for services and systems that do not function on library machines.
Inappropriate Use Misuse of HPLD computers will result in loss of computer privileges. Such misuse includes, but is not limited to: Use of the Internet access computers to obtain, transmit, or display photographs, images, or drawings which are in violation of the Federal Children’s Internet Protection Act and Colorado Library Law, C.R.S. 24-90-100, part 6; Violation of the Federal law prohibiting the transportation of obscene matters for sale or distribution; Attempts to alter or damage computers, other digital equipment, software configurations, or files that are the property of HPLD; Attempts to enter HPLD’s network without authorization; Intentional propagation and/or transmission of computer viruses; and violation of copyright or software license agreements.
Document Review Dates Guideline Name: Internet Use Guideline
Effective Date: February 2007 Revision Date: February 2009 Reviewed By: Executive Director Operational Service Category: Reference Documents 1. Link to US Children’s Internet Protection Act 2. Link to Colorado State Library Quick Guide for CRS 24-90-601 3. Link to Patron Rights and Responsibilities 4. Jump to 7.3.0 Internet Use Policy 5. Jump to 7.3.0.1 Internet Use Rule 6. Jump to 7.3.2 Internet (Wireless) Access Guideline
7.3.1.0.1 Internet Use Rule To ensure the safety and comfort of the public, those using the Internet are expected to abide by the following rules:
1. Time limits for using the Internet Computers are based on the Library location and levels of business. During busy times, a 1 hour time limit is enforced.
2. There is a maximum of two (2) users per station.
3. Users are expected to be primarily self-sufficient in computer usage. Library staff can provide general assistance.
4. Comply with Federal, State and Local laws and regulations pertaining to Internet, Information and Individual rights and safety.
5. Computers are filtered in compliance with the Federal Children’s Internet Protection Act (CIPA) and Colorado Statute 24-90-601 et seq. Users 17 years of age and older may request the filters be turned off in adult areas. Those younger than 17 years must have the parent, guardian or caregiver give express permission to turn off the filters. Unfiltered access is allowed only in adult areas. Computers in the children’s areas must remain filtered at all times. Attempts to bypass the filtering system are a violation of State law. Those using wireless access will not view explicit sites in the Children’s areas. **NOTE: Filtering software is imperfect and may miss blocking some sites as well as incorrectly block other sites. Users are encouraged to inform library staff of either situation**
6. Decisions for levels of Internet access are the responsibility of a child’s parent, guardian or caregiver. Parents are strongly encouraged to work with their children to develop rules for Internet usage.
Those misusing this service, found violating any Federal, state or local regulations or violating the privacy of other library user(s), will lose user privileges. Please read the "Internet Use" policy statement and guidelines located on the District's Homepage under Internet Resources.
Access A HPLD card is required to use the Internet through Library computers. A “net card” is available to those visiting the area. The Library District utilizes computer reservation software to manage computer use scheduling. When a reservation is made, a receipt slip will list the assigned computer and access code.
Printing Printing can be paid for and picked-up where computer reservations are made. Black/White printing - 10¢ per page Color printing - 25¢ per page
Privacy The High Plains Library District uses an automated reservation system to ensure equity in computer use. Internet usage is not tracked.
Document Review Dates Rule Name: Internet Use Rule
Effective Date: February 2007 Revision Date: February 2009 Reviewed By: Executive Director Operational Service Category: Replaces: Guidelines for Internet Use update 07 Reference Documents 1. Link to US Children’s Internet Protection Act 2. Link to Colorado State Library Quick Guide for CRS 24-90-601 3. Link to Patron Rights and Responsibilities 4. Jump to 7.3.0 Internet Use Policy 5. Jump to 7.3.1 Internet Use Guideline 6. Jump to 7.3.2 Internet (Wireless) Access Guideline
7.3.2 Internet (Wireless) Access Guideline The High Plains Library District’s wireless service is accessible by an individual’s own laptop or wireless devices. Library staff is unable to provide technical assistance and no guarantee can be made that individuals will be able to make a wireless connection.
The High Plains Library District’s wireless network service is not secure. It is the individual’s responsibility to provide appropriate security settings to control access from other wireless devices within the library and the Internet itself. The High Plains Library District assumes no responsibility for providing virus protection or other security measures.
Individuals are expected to comply with the High Plains Library District’s “Internet Use Policy.” Failing to do so may result in the loss of wireless access services through the High Plains Library District. Individuals may be asked to move to a different area in the Library if a site being viewed is deemed inappropriate for the age level primarily served in the area.
The High Plains Library District assumes no responsibility for the safety of equipment or for notebook/laptop computer or other wireless device configurations, security, or data files resulting from connection to the wireless access.
Document Review Dates Guideline Name: Internet (Wireless) Access Guideline
Effective Date: February 2007 Revision Date: March 2011 Reviewed By: Executive Director Operational Service Category: Reference Documents 1. Link to US Children’s Internet Protection Act 2. Link to Colorado State Library Quick Guide for CRS 24-90-601 3. Link to Patron Rights and Responsibilities 4. Jump to 7.3.0 Internet Use Policy 5. Jump to 7.3.1 Internet Use Guideline 6. Jump to 7.3.0.1 Internet Use Rule
7.4.1 Notary Guideline The High Plains Library District provides three types of notary service to the community. This service is offered free of charge. Types of notary services available are:
1. Acknowledgements – documents that do not have an oath or affirmation. The notary confirms that the form was signed in his/her presence and the signer has shown valid documentation to provide evidence that s/he is who s/he claims.
2. Oaths and Affirmations – documents that require that the signer first pledges that the information is the truth before signing and verifying their personal information before the notary.
3. Certification of Copies – the notary is present when the person makes a copy to comply with a written request that fits within C.R.S. 12-55-120 (a).
Those requesting notary service must: 1. Arrive with an unsigned document or original document and request for a certified copy. 2. Arrive with a valid form of identification as required by C.R.S. 12-55-110 (4). Valid forms of Identification include: a. A current passport from any country, written in a language that the Notary can read b. A valid driver’s license from any state of the United States c. A valid non-drivers photo identification card from any state of the United States d. A United States military identification card (that contains both a photograph and signature). 3. Arrive ready to swear an oath or affirmation as necessary.
The High Plains Library District may deny notary services depending on the current business level at the location or if there are concerns about the request.
Document Review Dates Guideline Name: Notary Guideline
Effective Date: March 2011 Revision Date: NEW Reviewed By: Public Services Associate Director Operational Service Category: Reference Documents 1. Link to State of Colorado Notary FAQs 2. Jump to Service Delivery Statement 7.5.1 Proctoring Guideline The High Plains Library District supports learning and distance education by providing a limited exam proctoring service. The following guidelines articulate the responsibilities of the student and the testing institution as well as the parameters of the service provided by the Library.
The student is responsible for: Being sure that the Library’s resources are adequate for the exam-taking requirements. Checking with the Library Location’s staff about whether the proctoring request can be accommodated. Arranging for the exam to be delivered to the library. Determining when the exam has arrived. Scheduling a date and time to take the exam only after it arrives at the library. Rescheduling at the convenience of the proctor if the student is late, has to cancel, or fails to show up for the exam. Following District rules of conduct. Providing a postage-paid return envelope for the completed exam if needed. Making and paying for copies if the school requests proctor keeps copy of the exam.
The High Plains Library District will: Administer exams during regular library hours. Need the student to show picture identification before receiving the examination Reserve a public computer in advance if the test is online. Normal computer time limits will be adjusted to meet the exam requirements. Computers have a current (but not necessarily newest) version of Microsoft Office software and access to the Internet through Internet Explorer.
Exceptions – The High Plains Library District is: Not able to offer walk-in proctoring. Not responsible for unforeseen events such as network or equipment failure, lost or delayed mail, proctor absence or illness, or library closure. Not able to install special software onto computers.
Document Review Dates Guideline Name: Proctoring Guideline
Effective Date: March 2011 Revision Date: NEW Reviewed By: Public Services Associate Director Operational Service Category: Reference Documents 1. Jump to Service Delivery Statement
7.6.0 Programming Policy The High Plains Library District considers programs focused on literacy (information and reading) a priority for public library service.
Document Review Dates Policy Name: Programming Policy Effective Date: February 2010 Revision Date: Reviewed By: Associate Director of Public Services Operational Services Category: Reference Documents 1. Jump to 6.2.0 Sponsorship Policy 2. Jump to 7.6.1 Programming Guideline 3. Jump to 7.6.0.1 Programming Procedure
7.6.1 Programming Guideline The High Plains Library District offers programs and events of interest to the communities it services. A priority is placed on serving the literacy needs and interests. Examples of such programs include (but are not limited to): Book Discussion groups Computer Classes for basic skills Storytime programs Seasonal Reading programs
Additionally, programming is offered in conjunction with local and regional events as well as to highlight seasonal themes. Examples of such programs include (but are not limited to): Cooperative efforts with area schools and/or universities
While any staff member may take a request for District sponsorship of an event, all requests must be forwarded to: 4. the Public Information Manager, 5. the Associate Director of Public Services, and 6. the Executive Director The staff member will stay involved with the process to share information and help make a final decision.
Criteria Used to Assess Program Proposals: Is the event of interest to the public? Does the event support literacy or promotion of community resources efforts?
Document Review Dates Guideline Name: Programming Guideline
Effective Date: February 2010 Revision Date: Reviewed By: Associate Director of Public Services Operational Services Category: Reference Documents 1. Jump to Programming Policy 2. Jump to Sponsorship Policy 3. Jump to Programming Procedure 7.6.0.1 Programming Procedure As a tax-based organization, the District is careful to identify programs that match District priorities. Library staff goes through the following procedure in determining the addition of a program. Programs should follow general the HPLD Mission and Vision Statements. 1. Talk to their supervisor or manager about the program 2. If a district wide program, proposal goes to either Literacy OPT or Programming OPT 3. Determine if the program is literacy based or event based and provide rationale for why program should be presented. 4. Determine these key factors a. Cost b. Staffing c. Space d. What else is going on the building at the same time e. Is someone else in the community offering a similar program 5. Provide evaluation and measures success for program after program is over 6. Mark statistics on Evanced calendar
Document Review Dates Procedure Name: Programming Procedure
Effective Date: February 2010 Revision Date: Reviewed By: Associate Director of Public Services Operational Services Category: Reference Documents 1. Jump to 7.6.0 Programming Policy 2. Jump to 7.6.1 Programming Guideline